Coombe Secondary Schools Academy Trust (Coombe Girls School) Essential Health & Safety Policy for Teaching and Support Staff

Transcription

1 Coombe Secondary Schools Academy Trust (Coombe Girls School) Essential Health & Safety Policy for Teaching and Support Staff Reviewed May 2017

2 2 Contents Health & Safety Policy 3 Appendix 1 Risk Assessment 8 Appendix 2 Manual Handling 9 Appendix 3 Working at Height 10 Appendix 4 Slips and Trips 16 Appendix 5 Working whilst pregnant 18 Appendix 6 Display Screen Equipment 22 Appendix 7 Asbestos 28 Appendix 8 Flammable and Hazardous Substances 29 Appendix 9 First Aid and Illness Procedures 30 Appendix 10 Supporting Pupils at School with Medical Needs 32 Appendix 11 Personal Emergency Evacuation Procedures (PEEPs) 41 Appendix 12 Emergency Evacuation 44 Appendix 13 Emergency Evacuation Guidelines for Students 48 Appendix 14 Emergency Evacuation (offsite) 49 Appendix 15 Inspection and Maintenance of Emergency Equipment 49 Appendix 16 Lockdown Procedures (Key Staff) 50 Appendix 17 Lockdown Procedures (Students) 52 Appendix 18 Emergency Plan 53 Appendix 19 Pupil Supervision 54 Appendix 20 Security 55 Appendix 21 Infection Control 58 Appendix 22 Legionella 67 Appendix 23 Visits and Journeys 69 Appendix 24 Disaster on a Visit or Journey Guidelines 77 Appendix 25 Minibuses 78 Appendix 26 Lone Working 82 Appendix 27 Premises and Work Equipment 84 Appendix 28 Out of hours events 88 Appendix 29 Lettings 88 Appendix 30 Site improvement work carried out by volunteers 100 Appendix 31 Contractors 101 Appendix 32 CCTV 104 Appendix 33 Unscheduled Occurrences 106 Appendix 34 Sun Safety 110 Appendix 35 Snow and Ice Clearing 111 Appendix 36 Smoking 113 Appendix 37 Health and Safety Information and Training 116 Appendix 38 Health and Safety Monitoring and Inspection 115 2

3 3 Health and Safety Policy Equality Analysis Impact Title of Policy: Health & Safety Considered at Governors Committee meeting: Health & Safety Date: ADOPTED: REVIEWED: May 2018 Is there relevance to equality? 1 Does the policy have an adverse effect on employees, pupils or the wider community and therefore have a significant effect in terms of equality? No 2 Does the policy have an adverse effect upon a group with protected characteristics? (Age, Disability, Gender reassignment, Marriage/Civil partnership, Pregnancy/ Maternity, Race, Religion or belief, Sex, Sexual orientation) No 3 Does the policy affect one or more of the equality objectives set by the school? (Please refer to the Equality Policy) No If the answer to question 2 or 3 is yes, a full equality analysis will need to be completed by the SLT Lead before the next committee meeting. Please detail the objective and explain the relevance of the policy to the objective and protected characteristics below. STATEMENT OF INTENT The Health and Safety of all employees and all other persons who use the school premises is a major concern for the school. The Governing Body recognises that achieving and maintaining high standards of safety requires that the school s management, staff, pupils, visitors and contractors are aware of and discharge their respective responsibilities. The Health and Safety at Work etc Act 1974 requires all staff, including supply staff and contractors working on the school premises, to conduct themselves in a manner in which they pose no risk to their own or any other person s Health and Safety. Other persons includes staff, pupils and visitors to the school. The school s Health and Safety policy accompanies and complements that of the Royal Borough of Kingston upon Thames. A very helpful and comprehensive source of H&S guidance materials can be found on the RBK web-site. 3

4 4 The school will: Provide a safe and healthy working/teaching/learning environment in compliance with, or improving upon, statutory requirements. Maintain the state of cleanliness and repair of the building. Provide safe systems of working to ensure, so far as is reasonably practicable, the health and safety at work of all staff/pupils. Provide safe plant and equipment. Manage and maintain the use of personal protective equipment. Provide adequate information and training on Health and Safety at work and fire prevention and ensure that all contractors, visitors and others follow the school safety procedures. Relevant notices will be displayed at appropriate points in the school. Provide safe storage for dangerous materials and substances. Provide adequate statutory first aid facilities. Establish, practise and maintain effective emergency evacuation procedures. This also includes out of hours use by community groups. The fire alarm is a claxon. Appendix 1 gives the position of extinguishers and break glasses. Provide consultative measures to monitor and review the effectiveness of Health and Safety measures. Carry out detailed reporting and investigation of all accidents and dangerous occurrences to persons and/or property to prevent a recurrence. Liaise with all relevant parties with the aim of improving all aspects of health and safety at work. Monitor the number of reported incidents. ORGANISATIONAL RESPONSIBILITIES a. The Governing Body accepts the responsibilities stated in the Health and Safety policy for ensuring that information is disseminated and monitoring and reviewing the school s Health and Safety policy. The Governing Body acknowledges its legal duty to notify the LA and the Health and Safety Executive of major accidents and dangerous occurrences. The Governing Body wishes to ensure that a high standard of health and safety is maintained in school. b. The Headteacher is responsible for instigating an investigation and, where appropriate, authorising remedial work or action and reporting to the Governing Body. The Headmaster retains an overall responsibility for the implementation of the school s health and safety policy but has appointed The Director of Premises and Health & Safety as the school s Health and Safety co-ordinator. This function is carried out with the support of the Premises Manager and the staff Health and Safety representative. c. The Health and Safety co-ordinator is responsible with the Premises Manager for the day-to-day co-ordination of the school s health and safety policy to include: 4

5 5 regular inspections and risk assessments liaising with contractors initiating action on reported hazards and accidents fire and emergency procedures maintaining an accurate record of completed training on health and safety issues for current staff d. The Health and Safety Representative is to be appointed. This member of staff has the right to carry out their own inspections, investigations and to make reports to the Headteacher. e. The school s First Aid cover is provided by members of the office staff, and other delegated staff members. A list is displayed in the main school office. The Director of Premises and Health & Safety is responsible for ensuring that training is kept up-to-date. f. Some staff have a curriculum responsibility for health and safety or one related to the buildings. These staff include the Premises Manager, the Head of Science, the Head of Technology, the Head of Art and the Head of PE. Copies of the relevant policies are appended to this policy. g. All staff have a responsibility to: Comply with the school s health and safety policy and procedures at all times. Take reasonable care for the health and safety of themselves and others in undertaking their work. Co-operate with the school s management on all matters relating to health and safety. Not intentionally interfere with or misuse any equipment or fittings provided in the interests of health, safety and welfare. Check that areas and equipment are safe before commencing activity. Ensure safe procedures are followed and use protective equipment as required. Report all defects in the condition of premises or equipment or any other health and safety concerns immediately to the Safety Representative/line manager Encourage pupils and visitors to comply with the health and safety policy. Report accidents using the appropriate forms available from the School Office. Ensure that they only use equipment or machinery that they are competent/have been trained to use. h. Community groups and other people hiring the school premises have the responsibility to report accidents and hazards to the Caretaker on duty who should ensure appropriate reports are completed. 5

6 6 ARRANGEMENTS STANDARDS AND GUIDANCE Mandatory common standards and guidance are contained in the Health and Safety Handbook for Schools, which gives information on a number of health and safety issues of relevance to the school. Where internal guidance does not cover a specific issue, the school will adopt the practices or standards recommended in Heath and Safety Executive, or Department of Education publications, or relevant British or European Standards. COMPETENT PROFESSIONAL HEALTH AND SAFETY SUPPORT AND ASSISTANCE Competent advice on health and safety issues is available to the school through the Health and Safety and Welfare Unit of the Council. HEALTH AND SAFETY COMMITTEE The school health and safety committee will be chaired by the appointed Governor and meet at least once per term. The committee will consist of other governors and key members of the teaching and non-teaching staff. The appendices annexed to this policy detail the way in which the standards identified in the statement of intent are met by identifying the procedures in place for controlling significant risks. Appendix 1 Risk Assessment 8 Appendix 2 Manual Handling 9 Appendix 3 Working at Height 10 Appendix 4 Slips and Trips 16 Appendix 5 Working whilst pregnant 18 Appendix 6 Display Screen Equipment 22 Appendix 7 Asbestos 28 Appendix 8 Flammable and Hazardous Substances 29 Appendix 9 First Aid and Illness Procedures 30 Appendix 10 Supporting Pupils at School with Medical Needs 32 Appendix 11 Personal Emergency Evacuation Procedures (PEEPs) 41 Appendix 12 Emergency Evacuation 44 Appendix 13 Emergency Evacuation Guidelines for Students 48 Appendix 14 Emergency Evacuation (offsite) 49 Appendix 15 Inspection and Maintenance of Emergency Equipment 49 Appendix 16 Lockdown Procedures (Key Staff) 50 Appendix 17 Lockdown Procedures (Students) 52 Appendix 18 Emergency Plan 53 Appendix 19 Pupil Supervision 54 Appendix 20 Security 55 Appendix 21 Infection Control 58 Appendix 22 Legionella 67 Appendix 23 Visits and Journeys 69 Appendix 24 Disaster on a Visit or Journey Guidelines 77 6

7 7 Appendix 25 Minibuses 78 Appendix 26 Lone Working 82 Appendix 27 Premises and Work Equipment 84 Appendix 28 Out of hours events 88 Appendix 29 Lettings 88 Appendix 30 Site improvement work carried out by volunteers 100 Appendix 31 Contractors 101 Appendix 32 CCTV 103 Appendix 33 Unscheduled Occurrences 106 Appendix 34 Sun Safety 110 Appendix 35 Snow and Ice Clearing 111 Appendix 36 Smoking 113 Appendix 37 Health and Safety Information and Training 114 Appendix 38 Health and Safety Monitoring and Inspection 115 7

8 8 Appendix 1: Risk Assessment There are several aspects to risk assessment: Termly Health and Safety Audit to be undertaken by the Health and Safety Co-ordinator, representative and Premises Manager. Items of concern to be reported through the Health and Safety Governor to relevant Governing Body Committees. Continuous identification of hazards and risks on a daily basis. Assessment of any substance or material introduced into the school and school site to ensure compliance with COSHH regulations. Assessment of any new activity or procedure introduced into the School. Testing of electrical equipment. This will take place annually or as appropriate. Testing of equipment for Physical Education, Technology and fume cupboards in Science is undertaken on an annual basis by specialist contractors. Staff must provide a risk assessment for all activities using the school risk assessment form (1a). This form template along with completion guidance can be found on the P drive (Teachers/Admin/Risk Assessments). All risk assessments should be reviewed and amended regularly and kept on the P drive for reference. A risk assessment must also be completed for all out of school activities. Guidance on this is found in Appendix 23 Visits & Journeys. 1a Coombe Risk Assessment Form 8

9 9 Appendix 2: Manual Handling At no time should any member of staff, teaching or non-teaching, lift any object over their comfortable lifting capacity. The recommended approach to lifting is with a straight back and using the leg muscles. If an object is thought to be near or over the comfortable lifting weight, staff are asked to complete a caretaker job instruction slip found in the main school office. Caretakers have been trained in the lifting of heavy items. For further information please refer to HSE getting to grips with manual handling, which can be found at the following address 9

10 10 Appendix 3: Working at Height 1. Introduction In 2013/2014, 39 people died following falls when working at height. (Source: Health and Safety Executive.) This guidance has been written to assist Headteachers in reducing the risks presented by work at heights. It identifies the different types of work at height that might occur in the school environment, the relevant legislation, the differing legal duties depending on whether it is a member of staff working at height or contractors, the importance of training, and discusses the different methods available to ensure safer working methods. It explores the common factors identified in falls from height and lists useful sources of further information. 2. Common Factors in Accidents Resulting in Falls from Heights The Health and Safety Executive has identified a number of common factors resulting in falls from heights. Experience has shown that such incidents usually arise due to poor management control rather than because of equipment failure. Common factors: failure to recognise a problem failure to ensure that safe systems of work are followed failure to provide safe systems of work inadequate information, instruction, training or supervision provided failure to use appropriate equipment failure to provide safe plant/equipment 3. Different types of work at heights Within a school a variety of work at heights takes place. For example: retrieval of stationery or other objects from high shelving; putting up displays; putting up Christmas decorations; painting and decorating; retrieval of footballs or other items from flat roofs; maintenance of equipment located on flat roofs; replacing bulbs, maintenance or adjustment of stage lighting window or roof replacement building extensions and new builds. 4. The Hazards of Work at Heights The location in which work is taking place often presents a number of work at height hazards. For example, replacement of a flat roof where there is currently no form of edge protection will involve the risk of falls over the edge of the roof. In the same way, the presence of roof windows, skylights or other fragile material creates the risk of falls through the roof. Each hazard will need to be identified at the planning stage and robust measures put in place to reduce the risks presented to as low a level as possible. Tasks can often involve several different types of work at height at different stages, for example, during roof replacement projects, there is risk of falls when accessing the roof, when transporting materials to and from the roof as well as when work is taking place on the roof. All will need to be addressed when planning the work with the completion of risk assessments which identify the risks specific to the proposed work and the measures to be put in place to reduce those risks. 10

11 11 5. Safety during work at height - whose responsibility is it anyway? The Health and Safety at Work etc. Act 1974 places duties on the employer to ensure the health, safety and welfare of its employees and those who may be affected by its undertakings. For Community Schools, the LEA is the employer. Headteachers of Community Schools have the day to day responsibility for managing health and safety within the school. For Voluntary Aided and Foundation Schools, the Governing Body is the employer. Again, Headteachers for these schools have the day to day responsibility for the day to day management of health and safety within the school. For work involving employees, the line of responsibility is relatively simple, however, when considering the self employed or contractors (i.e. non-employees ), it is important to be aware that, although they are not employees of the school, the school in which they are working still has duties towards them. 5.1 Duties Set by Legislation A number of pieces of legislation set duties regarding safe work at height both to employees and non-employees who may be affected by the school s undertakings.these are listed below. This guidance document focuses on the Work at Height Regulations 2005 (which came into force in April 2005). Health and Safety at Work etc. Act 1974 Management of Health and Safety at Work Regulations 1999 Provision and Use of Work Equipment Regulations 1998 Workplace (Health, Safety and Welfare) Regulations 1992 Personal Protective Equipment Regulations 1992 Construction (Design & Management) Regulations 2015 Issue No: 3 March o All work at height needs to be properly planned and organised o those involved in work at height should be trained and competent o work needs to take account of weather conditions that could endanger health and safety o the place where work at height is done needs to be safe o equipment for work at height needs to be sufficient and subject to appropriate inspection o the risks from fragile surfaces need to be properly controlled; and o the risks from falling objects need to be properly controlled. Work at Height Regulations 2005 set the following duties for employees: o report any safety hazard to their manager/headteacher; o use properly equipment they have been provided with; o if they believe a piece of equipment is unsafe they should seek further instructions before continuing. 6. What do I need to do as a Headteacher? The following points of action enable Headteachers to meet the legal requirementsregarding work at height. (i). Consider whether the work is absolutely necessary what are the rewards if the work is done in comparison with the level of risk the task presents? (ii). Determine whether the task could be organised in such a way that working at height can be eliminated, e.g. by using telescopic equipment from the ground. If the task is the visual inspection of asbestos, can this be undertaken from the ground with the use of binoculars? (iii). Undertake a risk assessment. The risk assessment process will help you decide whether the chosen method for the work is appropriate or whether additional training, equipment or staff to assist are necessary. In some cases, you may decide that the work is beyond the capabilities and experience of in-house staff, and that a specialist contractor and specialist equipment are required. There are a number of methods of reducing the likelihood of falls from height occurring, for example by installing edge protection. The options are discussed more fully under 7. Methods 11

12 12 of Reducing Risk. Wherever possible, change the method of working so that work at heights is not necessary. RBK organises a training course on Risk Assessments, aimed at Headteachers and Deputy Headteachers. Guidelines on risk assessments are provided in the Health and Safety Handbook. (iv). Provide suitable and sufficient equipment. For example, do you have good quality ladders or stepladders of sufficient height for the task? Is a ladder going to be sufficient, or would a mobile tower scaffold be more appropriate? RBK requires that ladders and stepladders in the workplace should meet BS2037 or BSEN 131 and be Class 1 industrial duty rating. In some circumstances, fall arrest harness equipment may be necessary. Don t forget to ensure that staff have appropriate equipment for tasks such as accessing high shelving or putting up displays. Where you do provide equipment, ensure it is stored safely and visually inspected on a regular basis. Ensure that records of visual inspections are kept. (v). Provide appropriate information, instruction and training. Go through the findings of your risk assessment with staff to ensure they are clear as to how they need to work. Staff using equipment such as ladders, stepladders or mobile towers must have attended training on how to use the equipment safely. If a member of staff says they have attended such training but not through RBK, ask for a copy of their certificate. RBK organises ladder safety and use of mobile tower scaffold training. Places can be booked via the KIMS system or by contacting Professional Development on (vi). Supervise staff who are undertaking work at height. If it is not practical for you to supervise, arrange for a member of senior staff to do so. The staff member should have a practical understanding of the task, be aware of the findings of the risk assessment and have attended some health and safety training. (vii). Monitor compliance with safe working methods. Ensure that staff follow safe systems when working at height draw it to their attention if they are not working safely. 6.2 If it is a contractor/self employed person or a volunteer During the process of selecting a contractor: The following points are methods of ensuring the safety of non-employees in school, as required by the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations (i). Highlight the hazards present that may affect the contractor s work, for example if they are working on a roof area, roof lights, fragile roofs or lack of edge protection. This is important as it helps to ensure that the contractors make sufficient plans for the job and are aware if they will need particular equipment. (ii). Ask what access they have to health and safety advice. (iii). Ask what arrangements they would make to reduce the risk of falls from height, for example, what access equipment will they be using? (iv). Ask what safety training their staff have received. (v). Request a copy of risk assessments for the work and method statements. (For firms with a total of less than five employees, risk assessments do not have to have been written down although in practice it is easier if they are.) Where they are not written down, they should be given verbally to you. Make a note of what they say they will be doing. Note For projects organised by the Local Authority, these issues will have been addressed on behalf of the school. However, it is worth pointing out any specific hazards (point 1) that you are aware of from your knowledge of the school that the Local Authority might not be aware of, to ensure that nothing is missed. During the work: (vi). If, during the course of the work, you are concerned about safety, draw this to the attention of the contractor. If it is a Local Authority managed project, contact the Local Authority immediately. RBK organises a course entitled Control of Contractors it provides guidance on the different types of hazard that contractors will typically face in the course of their work and explores the role of the school and methods of monitoring contractors work to ensure they work safely. 12

13 13 7. Methods of Reducing the Risks A number of generic methods of reducing the risks of work at height have been demonstrated under 6. What do I need to do as Headteacher?. Section 7 explores this further, note it is not an exhaustive summary of the methods available. In some cases, specialist equipment is referred to. The aim of this text is to assist awareness on the different options available, the school should seek specialist advice on the more complex scenarios. Hierarchy of control measures The Work at Height Regulations set out a hierarchy for managing and selecting equipment for work at height: avoid the need for work at height wherever possible use work equipment or other measures to prevent falls where work at height cannot be avoided where the risk of a fall cannot be eliminated use work equipment or other measures to minimise the distance and consequences of a fall should one occur Avoiding the need for work at height in the first place Consider how the work at height element of a task could be eliminated, e.g. using telescopic equipment from the ground, using binoculars for inspection work, etc. If a Caretaker or Site Manager plans to get onto a roof to retrieve footballs or other items, consider firstly whether this is an essential task it is certainly a task which involves risk and so should not be undertaken more than four times a year. In this particular scenario, consider what can be done to prevent items landing on the roof in the first place, e.g. installation of wire fencing (either high height wire fencing from the ground, or wire fencing attached to the side of the building wall). In the latter solution, consider the need for access to the roof for future maintenance and design around this. In the absence of the above preventative measure, explore whether the items could be retrieved from ground level with the use of a broom or similar long-handled object. Provide and ensure appropriate access equipment is used If the above are not practical, and work at height is unavoidable, consider how the area will be accessed. Will a ladder be used if so, it must meet the BS2037 or EN131 standard and be for industrial use (i.e. not for domestic use). The ladder will need to be footed by using a purpose-made footer Rojak produce a footer (details enclosed). The ladder will need to be tied to a firm structure. One method of achieving this is by having two safety eye bolts installed at the top of the building wall so that the ladder can be tied to the eye bolt with ropes. This type of job should be limited strictly to a maximum of three or four times a year. This work set up should not be used for more detailed work, e.g. leaf clearance. If detailed work is planned on a pitched roof, scaffolding will be required to provide safe access to the roof. Roof ladders and boards will also need to be used. Depending on the nature of the job, a harness system may also need to be considered. If work at heights is planned which will be of a detailed nature, involving person(s) working at a fixed location at height for approximately 30 minutes or more (for example working on improving the interior or exterior walls of the school or fixing or clearing leaves from guttering) use of a ladder is inappropriate and a mobile tower scaffold should be used. For certain projects, scaffolding will be more appropriate than a mobile tower scaffold. Where window cleaning is planned, for windows on any floor other than ground floor, the contractor will need to use appropriate access equipment. A good piece of equipment commonly used is the mobile elevated work platform (MEWP) often referred to as a cherry 13

14 14 picker. An alternative is to eliminate the work at height element with the use of telescopic window cleaning equipment. Control measures: give collective protection measures (e.g. guard rails) priority over personal protection measures (e.g. safety harnesses) Consider what the working area is, e.g. what type of a roof it is is it flat, does it have edge protection1, is it a fragile material (e.g. asbestos), etc. If it is a fragile roof, Caretakers should not access it. In such scenarios, roof ladders and crawl boards are required, together with experienced operatives. Pitched roofs will require roof ladders and it is advised that Caretakers should not go on such roofs. If work is planned on a flat roof that has no edge protection, edge protection in the form of guard rails will need to be fitted along the perimeter of the roof before work commences to prevent falls over the edge. Depending on the nature of the job, a harness system may also need to be considered. Controlling the risks of fragile roofs Under no circumstances should staff (or non-staff) climb onto fragile roofs. If work planned will include access to fragile roofs, the contractor will need to determine whether to access the roof from inside the building (using safe access equipment such as a mobile tower scaffold) or whether to access along the roof in which case specialist access equipment to protect the workers from falling through the roof will be required (e.g. roof ladders and boarding). Where hazards are present, for example roof lights or sky lights in a roof which is to be worked on, the roof lights and sky lights need to be fenced off to prevent workers falling through them. Considering the weather Where work at height is taking place outside, it should not be attempted in wet or windy weather. Considering safety at all stages of a project/task Where equipment or materials are being transported from ground level upwards, the installation of a pulley system appropriate for the loads being transported would enable loads to be more safely moved (as opposed to workers carrying loads up as they climb ladders a scenario with a high potential for falls). Edge protection takes the form of hand railings installed at the edge of the roof, the highest handrail being 950mm in height (910mm for railings installed before the Work At Height Regulations came into force), with a gap between the railings of not more than 470mm in height. Importance of training As discussed previously, only staff who have attended ladder safety training are allowed to use ladders or stepladders during the course of their work. Experience has shown that those who have not attended ladder safety training are not always fully aware of the hazards of over-reaching, of putting up a ladder at the wrong angle or positioning ladders on inappropriate ground. If a member of staff has not attended the course within the last three to five years they should do so as a refresher. Staff can only use a mobile tower if they have attended training on how to set it up and use it safely by a professional trainer. RBK organises such courses. Places can be booked via the KIMS system or by contacting Professional Development on Raising awareness of all staff 14

15 15 Raise awareness amongst all school staff about the perils of working inappropriately at height, even relatively low heights. Ensure departments in school who need stepladders have them and ensure staff are aware of the dangers of using inappropriate equipment to reach height, e.g. chairs. (Make sure that all stepladders and ladders in school have the BSEN131 or BS2037 mark.) Designing in safety in new builds Permanent roof edge protection should be designed into new builds with flat roofs, to enable future access, maintenance and repairs to be undertaken safely. In the same way, loft areas should be boarded and provided with walkways to enable future maintenance to be undertaken safely. Edge protection should also be provided for areas or equipment likely to require maintenance, e.g. water tanks, air conditioning plant, etc. 8. Storing equipment safely Ensure that ladders, stepladders and mobile towers are stored correctly and are not accessible to pupils. They should be protected from knocks, the elements and should not be painted or become contaminated with chemicals. Never hang a ladder vertically from a rung. Instead, if the ladder has to be stored vertically, lean it against the wall, securing the top with a bracket to prevent it from falling down. When storing a ladder horizontally, a rack or wall brackets are ideal. 9. Inspecting Equipment As mentioned under 6, where you do provide equipment, ensure it is stored safely and visually inspected on a regular basis. Records of visual inspections should be kept. 10. Further sources of Information RBK s Intranet Health and Safety website (available via the RBK Home Page, via Staff Information or Chief Executive then Human Resources ). For schools accessible via the Kingsnet home page. The Health and Safety Executive s website contains a section on how to prevent falls from heights ( Work at Height Regulations a brief guide INDG401 published by the Health and Safety Executive, can be downloaded from the website Safe Use of Ladders and Stepladders an employer s guide INDG402 - published by the Health and Safety Executive, can be downloaded from the website Health and Safety in Roof Work, HSG 33 published by the Health and Safety Executive, can be downloaded from the website Height Safe Absolutely Essential Health and Safety published by the Health and Safety Executive - can be downloaded from the website Working on Roofs, INDG 284 published by the Health and Safety Executive, can be downloaded from the website RBK s ladder safety and mobile tower training courses provide delegates with an understanding of the safe ways to use such equipment. The courses raise awareness of the dangers of working unsafely. Places can be booked by contacting Professional Development at the King Charles Centre ( ) or by using the KIMS system. Risk Assessment System and Guidelines Section from the Health and Safety Handbook, available via the RBK Intranet Health and Safety website. 15

16 16 Appendix 4: Slips and Trips Slips and trips are the single most common cause of injuries in workplaces. Slips and trips also account for over a half of all reported injuries to the public. 95% of reportable major slips result in broken bones. It is therefore important that the school puts in place management systems to eliminate or minimise risks from slips and trips. This risk must also be considered during planning, construction and refurbishment or any changes of use within buildings. The reduction of injuries from slips and trips can only be achieved when managers, staff and students are committed to taking personal responsibility. This policy aims to achieve this and sets out responsibilities for individual roles. The school will: provide a safe working environment for staff, students and visitors which is free from slip and trip hazards, so far as is reasonably practicable. adequately control or reduce the risk of slips and trips, by a combination of a safe environment and safe behaviour. ensure that appropriate risk assessments and risk reduction methods are in place. encourage all staff and students to take personal action to reduce the risk of slips and trips as far as possible. ensure that there is an effective response to changing conditions such as weather and the environment e.g. during construction works or refurbishment. ensure that school premises are designed and maintained to minimise the risk of slips and trips. Procedures Staff will be made aware of policies and procedures relating to slips and trips in their work area annually via the H&S Information booklet, and are expected to follow them. Staff will take a proactive role in preventing slips and trips by: taking action to remove slip and trip hazards from their work area e.g. cleaning up spillages, rerouting trailing cables etc. maintaining a tidy office/work area. reporting any defects to the Premises Manager The Premises Manager will ensure that: Risk assessments are carried out for the management of risks from slips and trips and that this is recorded. The risk assessment will include suitable control measures to eliminate or minimise the risk of slips and trips. This would include: - checking surfaces are in good condition - reducing floor contamination - defining an appropriate footwear policy where necessary (e.g. laboratories, kitchens and where external work is carried out) - checking that lighting is adequate. All relevant staff are made aware of the risk assessment and what is expected of them. Areas that they control are inspected for slip and trip hazards at least twice 16

17 17 annually e.g. as part of workplace inspections, and that corrective action is taken where necessary. Any incidents involving slips or trips or near misses are reported and investigated. They lead by example by following policies and good practice, challenging inappropriate behaviour and dealing with issues regarding slips and trips. A suitable action plan is implemented in the event of unsafe conditions being identified arising from: - holes, bumps and uneven or worn out surfaces on paths and roads. - snow, ice and leaves on external paths and road. - inadequate drainage systems. - defective matting and flooring surfaces within common areas of buildings. All contractors and Premises staff will apply good housekeeping standards and make appropriate use of barriers during work on site. An appropriate risk assessment is carried out for the management of risks from slips and trips arising from cleaning activities. Staff are trained in suitable safe systems of work, including: - preventing access when wet floors are drying - cleaning at appropriate times to minimise any risk to building users from wet floors - the correct cleaning methods for flooring types and use of chemicals - the safe use of electrical power and extension leads and other equipment that might cause a trip hazard. Staff are adequately supervised to ensure that safe systems of work are followed. That the site is maintained in a condition that will reduce the risk of slips and trips. The Director of Premises and Health & Safety will: Ensure that specifications for new or replacement floors are for a material that is suitable for limiting the risk of slips and trips. Ensure that the design of buildings prevents contamination of floors, as far as reasonably practicable e.g. rainwater ingress is limited by the provision of suitable protected entrances and the provision of fixed matting. If an injury occurs because of a slip or trip then it must be reported to reception immediately and recorded. 17

18 18 Appendix 5: Working whilst pregnant 1. New & Expectant Mothers Management of Health and Safety at Work Regulations 1999 These Regulations require managers to take particular account of risks to new and expectant mothers when assessing general workplace risks to everyone. They apply to all pregnant staff. A new or expectant mother is defined as a staff member who is pregnant, who has given birth within the previous six months or who is breast feeding. Managers should identify the hazards and consider the workplace risks which may cause harm to the unborn child or child of a women who is still breast feeding - not just the risks to the mother herself. 2. Minimising the Risks Manager s responsibilities To complete the pregnancy risk assessment described in this guidance (see Risk Assessment form 5a). Ensure a copy is kept on the employee s personal file, To ensure that the employee is made aware of all the significant findings of the risk assessment (signs form). To ensure all the necessary actions/control measures are implemented as identified in the risk assessment. Employee s responsibilities To notify their employer of their pregnancy as soon as possible. To declare any medical conditions that may be made worse by work. To contact HR and the Occupational Health and Safety team if she is not happy or satisfied with the risk assessments arrangements. Risk assessment for new and expectant mothers Generally, pregnant workers need to take more care of themselves so that they reduce the likelihood of harm to themselves or their unborn child but it does not mean that work is harmful and that the pregnant or breast feeding employee is automatically at risk. If a significant risk is identified in the risk assessment then the school will consider the possibility of removing the hazard that is causing that risk or preventing the exposure. If there is still a significant risk to the safety or the health of a new or expectant mother which goes beyond the level of risk found outside the workplace then the following steps can be considered to make it safer at work: Step 1 Temporarily adjust the working hours or work; Or (if that is not possible) 18

19 19 Step 2 Offer the member of staff alternative work if any is available; or if that is not feasible; Or (if that is not possible) Step 3 Suspend her from work (provide full paid leave) for as long as necessary to protect her health and the health of the unborn child. Or (if that is not possible) Step 3 Suspend her from work (provide full paid leave) for as long as necessary to protect her health and the health of the unborn child. These actions are only necessary where a risk assessment identifies a significant concern and where HR and the Occupational Health Adviser have been involved with the process. School work activities which are office based should not give rise to any significant risk to a mother or her unborn child. The level of risk can also change throughout the stages of a pregnancy. Aspects of pregnancy which might affect work Aspects of Pregnancy Morning Sickness Backache Factors in the Workplace Early shift work/night work Exposure to nauseating smells Standing or sitting for long periods of time manual handling Varicose veins Standing/sitting Frequent visits to the lavatory Difficulty in leaving work spce Increasing size as pregnancy Use of protective clothing advances Work in confined areas Manual handling Tiredness Overtime Evening work Balance Problems of working on uneven surfaces History of miscarriage 3. Control Measures Some work activities are recognised as carrying a significant risk to pregnant staff and these should be drawn to the attention of all female staff. Managers should also explain what can be done to reduce risks so that new and expectant mothers are not exposed to the risks that could cause them harm. 19

20 20 4. New Mothers returning to work Some staff may return to work whilst still breast feeding and wish to express and store milk. Although there is no legal requirement to provide such facilities for these purposes there is a requirement to promote rest facilities for all staff who are pregnant or breast feeding. Where possible managers will identify a suitable (and private) area to do this and if possible suitable storage arrangements for milk will be made Managers should also be aware of the Human Resources guidance for pregnant staff and refer employees to the information on the RBK Intranet 5. The Following Hazards May Affect Staff Shocks, vibration and movement Manual handling of loads Radiation (ionising and non-ionising) Noise Office work Biological hazards such as driving duties especially minibus driving. As the pregnancy advances temporary alternative duties will be required such as moving and lifting clients, pupils or heavy equipment. As the pregnancy advances it may be necessary to find temporary alternative duties in some cases. very few establishments have radiological hazards, where this does apply further specific advice is available from the Health and Safety Adviser. Some office staff are concerned about the effects of radiation emissions from display screen equipment (DSE)2. The National Radiological Protection Board states that the levels of radiation which are likely to be generated by DSE are well below those set out in international recommendations for limiting risks to human health. Some staff may need extra time to discuss their concerns and should be referred to the Occupational Health Unit for advice. through using machinery routine office work can involve moving and lifting. using a computer can be difficult as the pregnancy advances and managers should arrange for an up-to date workstation assessment contact with body fluids, water or food contaminated by human or animal faeces, or contact with rodents. Remind staff about the importance of hygiene precautions and ensure that PPE is worn. Pregnant staff should not have any contact with animal faeces Movements, postures, peripatetic work, mental and physical fatigue Shift Work Pregnant staff are prone to fatigue and may need to take more frequent rest breaks, particularly where the duties require long periods of standing or are physically demanding. Areas where violence is a regular hazard is very stressful for everyone, but pregnant staff face increased anxiety. Some contact with certain client groups may have to be changed throughout the pregnancy Managers will need to consider the health needs of new and expectant mothers, particularly those working nights. If a member of staff works at night, and has a medical certificate stating that night work could affect her health and safety further advice should be sought from the Occupational Health. Shift work can be unsuitable for some pregnant staff and each case will be carefully considered 20

21 21 5a Pregnancy risk Assessment 21

22 22 Appendix 6: Display Screen Equipment Introduction The use of Display Screen Equipment for work in the office or at home falls under the requirements of the Health & Safety (Display Screen Equipment) Regulations Many staff will be required to use Display Screen Equipment in order to carry out their duties efficiently and the Council will ensure that staff are provided with suitable furniture and equipment to allow them to work safely. 1. Definitions Display Screen - Any alphanumeric or graphic display screen, Equipment regardless of the process involved. User - A member of staff who uses the computer for an hour or more every day, or nearly every day, whether based in the workplace or at home. Workstation - Display screen, keyboard and mouse; disk drive; printer; desk (or other surface); chair; the immediate working environment. Each member of staff identified as a User should complete the Evolve on-line DSE Training course and undertake a DSE self assessment. All new staff should assess their workstation assessed within the first two weeks of joining RBK. All other workstations will be assessed if: the initial assessment is no longer valid because: the nature of the work, the software or hardware, or the furniture has changed significantly; or the workstation is moved. They experience pain or discomfort in their back, arms, neck, shoulders or wrists. a) Workstations Workstation assessments should relate to specific workstations used by specific Users. The assessment should take into account any special needs. Where a workstation is used by more than one person it will require an assessment for both users. All furniture and equipment will comply with British Standards. Workstations used in a User s home will also require an assessment and, where necessary, provision of suitable furniture. b) Software Assessments must consider whether the software is suitable for work purposes. c) Work activities 22

23 23 A number of factors will need to be considered and these include the length of time spent at the computer, daily work routines, opportunities for varying tasks or taking breaks. Each manager is responsible for ensuring that: All Users have been identified and have been directed to the Evolve DSE Training module. There is a system for reporting hazards associated with workstations and taking action to reduce risks. A system for recording results and monitoring. Manager s Checklist Have you identified all Users in your department? Do staff know how to report concerns about health & safety? Arrange for the User to undertake the Evolve DSE Training module Ensure that Users are aware of eye test entitlement Ensure that the User has undertaken a workstation assessment and any action required is recorded Record assessments and keep information locally Plan to introduce any measures which are required to reduce risks and bring furniture up to the minimum standard Plan to review job design and ensure that Users are able to vary tasks as much as possible Monitor all risk reduction methods to ensure effectiveness 2. Minimum Workstation Requirements The 4 principal areas of the assessment include the a) Office Environment Space Workstation should be designed to provide adequate accommodation for users. In practice this means being able to sit comfortably at your desk without being interrupted as others pass behind you or being able to leave your desk without colliding with the person sitting behind you. Lighting Room or task lighting should ensure satisfactory levels of illumination and an appropriate contrast between screen and the background environment, taking in account the type of work and the vision requirements of the User. Ideally there should be adequate natural daylight within offices. Where this is supplemented by artificial lighting, reflections are often caused to appear on the screen. Overhead fluorescent lights should be fitted with diffusers and (where possible) individually controllable. Sometimes glare can be eliminated by using a desk lamp. 23

24 24 Workstations should be designed so that sources of direct glare and distracting reflections on the screen are avoided. Windows should be fitted with blinds to reduce glare on the screen vertical blinds (sometimes have a solar reflective coating) offer the best option for diffusing light and are better than venetian blinds or curtains. Noise Noise, often emitted from office equipment such as photocopiers and printers, can be very distracting for staff who are required to use the telephone regularly throughout the day. Such equipment should be distanced from users and placed in a corner of the office or, where possible, outside of the working environment. Temperature The indoor temperature comfort range for sedentary work is 20 C - 23 C. The legal minimum indoor temperature is 16 C (after the first hour) but there is no specific upper limit. However, managers should ensure that the indoor temperature is reasonable and consider providing equipment to lower the temperature when the heat is causing discomfort for everyone. Radiation Staff using display screen equipment are not at risk from radiation and no harmful effects have been found to arise from the using computers.. The National Radiological Protection Board states that so little radiation is emitted from current designs of display screen equipment that no special action by Users is necessary to meet this requirement. It is not necessary, therefore, for staff to take any action to reduce radiation levels and managers are not required to supply so called protective devices such as anti-radiation screens. However, RBK accepts that some staff who are pregnant or who are planning to become pregnant may have concerns about their health and managers should contact the Health, Safety and Wellbeing Unit for further advice in these situations. b) Furniture Chair The chair should be stable and allow the User easy freedom of movement, a comfortable position with good lumbar support. The seat should be adjustable and the back-rest should be adjustable both in height and tilt. There are a number of suitable office chairs from reputable companies, many of whom are able to offer RBK a discount from the published prices. More information is available from the Health, Safety and Wellbeing Unit. Work Surface The work surface/desk should be sufficiently large to allow a flexible arrangement of the monitor, keyboard, documents, telephone and other related equipment. The surface should 24

25 25 not be shiny or give rise to glare. A traditional style office desk 720mm x1000mm x 800mm gives the most suitable dimensions for regular computer work. Purpose built PC desks are not suitable for work purposes and should not be provided for staff who are considered Users. Monitor The monitor should be of a suitable design and size for work purposes. It should be positioned at a comfortable viewing distance and be capable of tilting and rotating. The image should be stable and Users should be able to adjust the contrast and brilliance to achieve personal comfort. The software should be appropriate to the task and be easily understood by the User. Keyboard The keyboard should be capable of tilting and be separate from the screen to allow the User to find a comfortable working posture. The characters should be clearly visible and there should be approx. 15cm between the keyboard and the edge of the desk to provide a space to rest the forearms. Ancillary Equipment Some Users will require addition items to ensure they can adop0t a comfortable working position throughout the day. These items include: a footstool (for staff whose feet cannot reach the ground when seated at their desk); document holders are essential for word processor operators; wrist rests and mouse rests enable Users to maintain an angle of 180 at the wrist joint when using the keyboard or mouse; hands free telephones for Users who are required to use the keyboard while searching for information on the screen and speaking to a callers c) Job Design Rest Breaks Managers should try to vary the work activities as much as possible. In most tasks natural breaks will occur as a consequence of the daily routine. Whenever possible, long periods of screen work should be interrupted with other activities such as filing, photocopying, telephone work etc, this is particularly important for staff who are involved with data entry. The aim of the change of activity is to relieve visual fatigue and muscle tension. Short, frequent breaks of about 5 minutes every 50mins - 1hour are thought to be more helpful than longer breaks taken less frequently. 25

26 26 d) Eye tests and Training Eye Tests All Users are entitled to 20 towards the cost of an eye test and 50 towards the cost of glasses specifically required for use with a computer screen. Although extensive research has found no evidence to suggest that using the computer can cause disease or permanent eye damage, it is acknowledged that it can be associated with tired eyes and eyestrain. Viewing the screen requires a medium distance visual ability, unlike reading or watching the T.V. Where staff experience visual difficulty, and believe it to be related to the use of the computer, managers should direct them to the information regarding eye tests on the Occupational Health, safety & Wellbeing pages of the intranet Training Any member of staff identified as a User can complete the Evolve Training module and learn how to undertake their own DSE Assessment for their workstation. 4. Staff with Disabilities Some members of staff may have a disability, or a condition which is affected by sitting for long periods using a computer, and require a specialist assessment of their workstation. In these circumstances managers should contact the Occupational Health & Safety Adviser for advice. In the case of new staff, financial assistance can sometimes be provided to assist with the purchase of furniture and IT equipment to suit the specific needs of the employee. Managers are required to make reasonable adjustments to assist existing staff with disabilities and should contact the Health, Safety and Wellbeing Unit for advice in individual cases. 5. Lap tops Increasing numbers of staff now use laptop computers as part of their daily routine. Owing to the design of lap-top (and other portable computer equipment) comfortable working postures are difficult to achieve because of the close proximity between the keyboard and the screen. Laptops should not be used solely for all screen work, but be linked to a docking station (external keyboard and screen) whenever possible to allow the User to adopt a more comfortable working position. The lap-top should be raised so that the top of the screen is at eye level. Users should try to create a suitable working environment many health concerns associated with the use of laptops are linked to using them in armchairs, trains etc where it is not possible to adopt a good posture. Carrying laptops from place to place has been identified as causing shoulder problems, particularly as other heavy paper documents and files are carried at the same time. 26

27 27 6. Home working Staff who work from home are required to assess the health and safety risks associated with the position and use of computer equipment. This includes a review of the equipment, where in the home it will be positioned, how and when it will be used. Managers are required to ensure that equipment provided for use at home is safe and, in the case of electrical items, has been inspected and tested. Staff must ensure that the electrical sockets in their home are safe for use. Managers are responsible for providing items such as adjustable chairs, desks and other support equipment as identified in the assessment. 27

28 28 Appendix 7: Asbestos General A risk to the health of employees of Coombe Girls School and contractors operating on the premises exists from asbestos fibres if asbestos materials are disturbed. The following policy is to ensure that those working on the premises are aware of the location of asbestos materials in the school and of the risks to their health if the materials are disturbed. The Premises Manager keeps an updated Asbestos Management Plan and Up to date Asbestos Register for all areas of the site. Risks Employees or contractors exposed to asbestos fibres are at risk of long-term health problems from exposure to asbestos fibres. Exposure should be prevented or reduced as far as is reasonably practicable at all times. While the Asbestos Register is provided to those who may be at risk from asbestos, there may also be hidden asbestos in the school that is not included on the register. If work is to be carried out which involves exposing wall cavities or inside roof spaces, further instructions should be sought from the Premises Manager. A risk also exists to those working in buildings that contain asbestos even if work is not being carried out on the building itself. This risk is only present if the asbestos is in poor condition, for example broken sheets or exposed asbestos insulation. Any person finding asbestos in such a state should inform the Person Responsible for Buildings immediately. Policy No work is to be carried out on the school buildings before the Person Responsible for Buildings or the Deputy Person Responsible for Buildings has been informed and given permissions for work to proceed. All employees will be informed of the risks from exposure to asbestos and be made aware of the location of asbestos in the school. A copy of this Asbestos Policy Statement and the Asbestos Register will be held by the Premises Manager and made available for all employees to view. All new employees will be required to read these documents on commencement of their employment as part of their induction. Employees will be advised of any updates to the Asbestos Register. All contractors working on or maintaining school buildings will be made aware of the risks from exposure to asbestos fibres and the location of asbestos in the school. A copy of this Asbestos Policy Statement and a copy of the Asbestos Register will be given to all such contractors by the Premises Manager before the work commences and a Permit to Work will be issued. Any employee or contractor who discovers asbestos in a broken or poor condition should inform the Premises Manager immediately. The last asbestos survey was undertaken in It showed asbestos to be present in the walls of the green block (don t disturb these) and in the main building oil store room walls (keep room locked). 28

29 29 Appendix 8: Flammable & Hazardous Substances The Premises Manager keeps records of all flammable and hazardous materials kept on the school site. Heads of Departments that use flammable and hazardous materials must liaise with the Premises Manager regularly in order to update him of stock and to make sure that all substances are stored correctly. The Premises Manager and all Heads of Department will keep Control of Substances Hazardous to Health (COSHH) guidelines for the safe storage of all flammable and hazardous materials kept on site. The following guidelines are suggested by the HSE when dealing with any flammable and hazardous materials kept on site: 1. Assess the risks 2. Decide what precautions are needed 3. Prevent or adequately control exposure 4. Ensure that control measures are used and maintained 5. Monitor the exposure where necessary 6. Carry out appropriate health surveillance where necessary 7. Prepare plans to deal with accidents, incidents and emergencies 8. Ensure employees are properly informed, trained and supervised 29

30 30 Appendix 9: First Aid & Illness Procedures Illness Students may only come to the medical room if their diary has been signed by a member of the teaching staff if the diary is not signed they will be sent back to you. When a student arrives at the medical room they must be initially assessed by a first aid qualified member of staff. Students should not be sent down to the medical room if they are suffering from vague tummy aches or headaches unless they really cannot continue in class. Students with particular medical conditions which you should be aware of are listed, together with their photos, in the staff room. Accidents Send the student to the medical room or send a message to the office requesting help as appropriate. Students who receive a bang to the head must always be seen by a trained first aider. An accident form must be completed in Behaviourwatch for every accident that occurs. The School Administrator will a weekly accident summary to RBK H&S. All the accidents will be reviewed termly by the Governors H&S Committee. 30

31 31 List of First Aiders Name: Level: Valid: Mrs K Anderson Level 3 (First Aid at Work) 01/04/2019 Miss C Burke Level 3 (First Aid at Work) 22/01/2018 Mr I Cortes Level 3 (First Aid at Work) 11/11/2017 Mrs E Hyland Level 3 (First Aid at Work) 27/05/2020 Mrs M Pellet Level 3 (First Aid at Work) 09/02/2019 Miss K Pipe Level 3 (First Aid at Work) 22/01/2018 Mr M Susuk Level 3 (First Aid at Work) 21/11/2017 Mrs B Bharat Level 3 (First Aid at Work) 23/03/2019 Mr D Fry Level 3 (First Aid at Work) 23/03/2019 Mr L Fry Level 2 (Emergency First Aid at Work) 01/11/2019 Mr P Faith Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs H Mason Level 2 (Emergency First Aid at Work) 01/11/2019 Miss J Lucchese Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs N Chinhenzva Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs J Dawid Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs S O'Brien Level 2 (Emergency First Aid at Work) 01/11/2019 Mr W Wozniak Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs J Godfrey Level 2 (Emergency First Aid at Work) 01/11/2019 Miss A Hossack Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs R Perry Level 2 (Emergency First Aid at Work) 01/11/2019 Mrs F Jones Level 2 (Emergency First Aid at Work) 01/11/2019 Mr B Bowers Level 2 (Emergency First Aid at Work) 01/11/2019 Miss S Parker Level 2 (Emergency First Aid at Work) 01/11/2019 Mr C Williams Level 2 (Emergency First Aid at Work) 01/11/

32 32 Appendix 10: Supporting Pupils at School with Medical Needs INTRODUCTION Coombe Girls School and Sixth Form recognise that many pupils will at some time need to take medication at school. Whilst parents retain responsibility for their child s medication, the school has a duty of care to the pupil s whist at school. The staff will do all that is reasonably practicable to safeguard and promote the welfare of the pupils. RESPONSIBILITIES Coombe Girls School and Sixth form takes responsibility for the administration of medicines during school time having taken due consideration of Government guidelines. The Head teacher will ensure that procedures are understood and adhered to, that training is provided and that there is effective communication and consultation with parents/carers, Children and Health Professionals concerning pupil s medical needs. As a rule, the school will not administer any medication. All staff are expected to maintain professional standards of care though they have no contractual or legal duty to administer medication. Student welfare is overseen by the Student Welfare Officer. There are named First Aiders who will hold current First Aid at Work First Aid Certificates as well as a Student Welfare Assistant, whose sole role is to manage, record and administer medicine if agreed according to Government Guidelines. Some specified staff (e.g. Designated First Aiders, PE and games staff, staff taking educational visits) who volunteer their services, will be given training in order to administer first aid/or medication to pupils when required. GUIDELINES Prior to admission of a pupil to the school, all parents/carers will be required to provide information concerning any medical condition that concerns their child. The Student Welfare officer will contact the parents if any further information is necessary. At Coombe Girls School and Sixth Form we will do all we reasonably can do to assist pupils with complex or long term conditions which would require a Health Care Plan. The Student Welfare Assistant will liaise with the parents/carers on an annual basis in order to review this Health Care Plan. Information regarding the health needs of individual pupils will be passed on to the appropriate staff. SAFE ADMINISTRATION OF MEDICINES AT SCHOOL Parents/carers should ensure that they are familiar with the advice and guidelines the school provides with respect to health. If a parent/carer requires their son/daughter to take medication during the school day they must complete a Student Medication Request form. All such requests will be checked and approved by the Student Welfare Assistant. 32

33 33 Prescribed and over the counter medicines (including eye drops) must be in the original packaging or will not be accepted by the school. They must be handed in to the school office in a sealed envelope, clearly marked with the student s name and tutor group. A completed Student Medication Request form must also be enclosed. If a pupil refuses to take medicine that their parents have requested, the refusal should be recorded and parents informed. Some pupils may self-administer medication, e.g. Inhaler for asthma if this has been directed by the parents/carers when filling in a Student Medication Request form The school will not deal with any requests to renew the supply of the medication. This is entirely the responsibility of the parents. RECORDS The Record of Medication Administered in School form must be completed by staff every time medicine is administered to a student. All forms will be kept securely in the Medical room. STORAGE OF MEDICINES Antibiotics, eye drops, Insulin must be stored in the First Aid Fridge, located in the main office, and at recommended temperature. Tablets must be stored in a locked box/cabinet in the First Aid Room, with limited access. Epipens should be easily accessible in the medical room, as well as the pupil carrying one on their person. Asthma Inhalers should be easily accessible in the medical room labelled with their name, as well as the pupil carrying one (Physical activities). Antihistamines and Liquid pain relief is stored in a locked cabinet in First Aid Room. As a rule, no medicines should be stored or kept in classrooms or carried by students. Medicines that have expired are to be returned to parent/carer or disposed of safely taken back to chemist. SPORTING ACTIVITIES Most children with medical conditions can participate in physical activities and extracurricular sport. There should be sufficient flexibility for all pupils to follow in ways appropriate to their abilities. For many, physical activity can benefit their overall social, mental and physical health and well being. Any restrictions on a pupil s ability to participate in PE should be recorded in their Health Plan. Staff should be aware of issues of privacy and dignity for pupils with particular needs. Some pupils may need to take precautionary measures before or during exercise, and may also need to be allowed immediate access to their medicines such as asthma inhalers. Staff supervising sporting activities should be aware of relevant medical conditions and any preventative medicine that may need to be taken and emergency procedures. 33

34 34 Sun Safety, when organising an event which takes place out of doors, pupils will be reminded by staff of their responsibility to bring and use sun cream and sun hats and stay in the shade as far as possible. MEDICINES ON SCHOOL VISITS AND JOURNEYS At Coombe Girls School and Sixth Form we believe children with medical needs are given the same opportunities as others. Staff will consider what is necessary for all pupils to participate fully and safely on school visits and journeys. Staff should discuss any concerns about a child s safety with parent/carer. Any risks should be included in the risk assessment written by the visit leader. The Visits and Journeys Medical Information form must be completed by a parent/carer for each visit or journey a student participates in. Each question needs to be answered and the document signed. The form is confidential and the school will not be held liable if correct information has not been supplied. When planning a visit or journey staff will make sure that sufficient first aid provision is in place. Staff supervising a visit or journey must carry medical information and contact numbers for each pupil, as well as a basic first aid kit. Medicines should be given to staff with clear prescription instructions: this is especially important for residential visits. Controlled drugs are to be kept in a strong locked container that only designated members of staff have access to. All students should have an up to date EHIC for journeys in Europe. These will be kept securely by the staff accompanying the visit. HOME TO SCHOOL TRANSPORT At Coombe Girls School and Sixth Form we will follow the guidelines that are set out in Kingston Borough Council Policy which can be accessed through the Borough website. Health Services At Coombe Girls School and Sixth Form we liaise with outside agencies. The role of outside agencies is to work collaboratively with staff, parents/carers, other agencies and the students themselves in order to help as much as possible with the student s needs. There are also many services the student can access themselves such as: A School Nurse that comes in once a week for drop in sessions. A Nurse that comes in regularly by appointment to see our hearing impaired students An enhanced drop in service at the KU19 based at four different locations in the Kingston Borough for young people under nineteen years of age. Clinical Commissioning Group (CCG) We create the culture and conditions for health and care services and staff to deliver the highest standard of care and ensure that valuable public resources are used effectively to 34

35 35 get the best outcomes for individuals, communities and society for now and for future generations. Everyone has greater control of their health and their wellbeing, supported to live longer, healthier lives by high quality health and care services that are compassionate, inclusive and constantly-improving. 35

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41 41 Appendix 11: Personal Emergency Evacuation Procedures (PEEPs) Any stakeholder accessing the site on a regular basis that has any mobility issues that may require the use of lifts, evacuation aids or similar in order to evacuate the premises in an emergency must have a PEEP (10a). Before the stakeholder accesses the site they should meet with the Director of Premises and Health & Safety or Operations Manager who will complete an assessment. If it is deemed necessary to complete a PEEP this must be circulated to all parties concerned. 41

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43 43 10a PEEP form 43

44 44 Appendix 12: Emergency Evacuation Arrangements From AM Registration to end of Period 5 on a school day Staff should make themselves aware of the fire precautions in the school. They are issued in writing to all staff at the beginning of the academic year spare copies are kept in the office. Plans should be placed in every room please study them and encourage pupils to do so. Where there are fire appliances, please note their position. When meeting visitors to the site they should be instructed to exit the site via the nearest route (shown in each room) and to assemble by the Sports Hall where they will be registered. All meetings involving visitors to the school should start with an announcement about the fire procedures. 1. When the fire alarm sounds, please close all windows. Line up your class and send them to the assembly area in silence leaving behind everything except valuables. 2. Staff should be at the end of the line and should close the door. Once everyone has left the room check that no one is in the rooms either side. If people will not or cannot leave, exit the building and immediately inform either the Assistant Headteacher (site) or the Headteacher. 3. As some classes may have some distance to walk, it is vital that teachers accompanying them insist on silence and speed. 4. While classes are moving to the assembly points, any staff not attached to a class at that moment should assist and help prevent congestion or confusion. Sixth Formers may also be asked to help in this way. Designated Fire Wardens will be positioned at key points throughout the building to ease congestion. 5. Registers will be brought to the assembly point by office staff. HoYs and DHoYs must collect their year groups registers from them and pass these to the relevant Tutors/Mentors. Tutors/Mentors should collect the registers and check off the pupils speedily by calling the register. The register should be returned to the Head of Year who should be informed of any absentees. They in turn should inform The Deputy Headteacher Curriculum of any pupil absence. 6. The LRC staff will bring out a laptop/tablet that has the ability to access SIMS/The Coombe Registration System (CRS) if required. 7. Every effort should be made to maintain silence throughout the assembly time. Pupils must be vigilant in case additional instructions are given. 8. Heads of Year will be informed when they should begin to disperse their year groups. 9. The fire exit routes have been arranged to empty the building as quickly as possible but staff are requested to choose an alternative path should their designated exit be blocked. 44

45 Areas on the Tennis Courts are designated for Years Year line up on the Hockey Pitch. Pupils should line up in alphabetical order. Please study the plan of the pupil collection area carefully. 11. The following staff will be responsible for checking staff presence. The Professional Tutor will check student teachers. The Headteacher s PA will check support staff. The Office manager will check visitors. The Canteen Manager will check catering staff. The Data Manager & Office Staff will check teaching staff. If any of the above staff are absent reserves are listed below under Key Roles 12. The following groups of staff must assemble in the areas listed below. Everybody must exit the building when the alarms sound. Tutors & Mentors With Tutor/Mentor Groups HoYs & DHoYs With Year Groups All other Teaching Staff Assemble by the Sports Hall PAs to Headteacher & Attendance Officer Assemble on Pavement at front of school. All other Support Staff Assemble by the Sports Hall Fire Wardens Once duties are completed assemble by the Sports Hall. Catering staff Assemble by the Sports Hall 13. If you are taking a party of girls off the premises or sending girls off site, please make sure that there is a list on the staff notice board and a second copy on the reception desk so that tutors/office know that they are out. This should be carried out wherever possible, at least 24 hours earlier. 14. When the fire alarm goes during Assembly the following should apply:- Stage: Pupils on the stage should evacuate via the rear steps towards the LRC/PE changing room quad. Front of Hall: Pupils to the left hand side should evacuate via the front corridor door, cross to the staffroom quad exit door and via the car park into the tennis courts. Pupils to the right should use the doors to the canteen delivery road and the gate at the end of the gym to the assembly areas. Rear of Hall: Pupils to the left hand side should evacuate via the front corridor door, cross to the staffroom quad exit door and via the car park into the tennis courts. Pupils to right and back of Hall should use the canteen delivery road doors and hall rear doors moving via the gate at the end of the gym to the assembly areas. 45

46 46 Key Roles Data Manager & Reprographics Technician (in absence Office Manager): Take the fire registers (printed daily and kept by the registers) to the assembly area. The Data Manager hands the Y7-10 ones to the HoYs for distribution. The Reprographics Technician hands the Y11-13 ones to the HoYs for distribution. They collect them back in at the end of the drill. They also collect the student signing out sheets from the receptionist and support the HoY. Receptionist (in absence Office Assistant): Print off the visitor s register and hand to the Office Manager and also print off the signing out sheets and pass them to the Data Manager & Reprographics Technician.for students who have left the school and inform the appropriate HoY. Office Manager (in absence Office Assistant): Assign back up staff (KS3 Administrator, KS4 Administrator, Office Assistant & Finance Team) to roles if necessary. Register the staff and visitors outside the Sports Hall. KS3 Administrator, KS4 Administrator, Office Assistant & Finance Team: Go straight to the Office Manager in case cover is needed for absent staff. PAs to Headteacher & Attendance Officer: Exit via the main school entrance and wait in Clarence Ave. Explain the situation to all visitors and ask them to wait. Return to school only when the office staff reappear. Operations Manager (in absence Assistant Headteachers): Direct students around the geography block to avoid confusion. Liaise via phone with the Duty Caretaker and any staff supporting students or staff with PEEPS. Liaise with the Office Manager, Assistant Headteacher (Site) and Headteacher. Check that the rear gate has been opened by the fire wardens at the start of the evacuation and closed again at the end. Headteacher (in absence Deputy Headteachers): Liaise via phone/radio with the Duty Caretaker, Assistant Headteacher (Site) and Operations Manager to ascertain the situation. Liaise via phone/radio with any staff supporting students or staff with PEEPS in the absence of the Operations Manager. Instruct the HoYs and staff to return to the building once all is safe. HoY & DHoY: Collect the registers from the KS5 Administrator & the Attendance Officer and pass to the tutors in their team. Ensure with tutors that the students wait silently. Report any unexplained student absence to the Assistant Headteachers. Catering Manager (in absence Deputy Catering Manager): Immediately shut down all machinery and ensure all staff are evacuated and gathered by the Sports Hall. Register all staff and report any that are missing to the Office Manager. Duty Caretaker (in absence Janitor): Find the origin of the fire alarm and advise the Operations Manager, Assistant Headteacher (Site) & Deputy Headteacher of the severity. Unlock rear gate. Designated Fire Wardens: Open the rear gate at the start of the evacuation and close it again at the end. Designated staff are positioned by the Planet Café Tennis Courts and Geography block in order to ease congestion. Once the students have assembled they must gather by the Sports Hall. 46

47 47 LRC Staff: Will bring out the dedicated emergency evacuation laptop/tablet for back up checking if needed. They will stand in the centre of the MUGA. Sixth Form Administrator (in absence sixth form team): Print the Coombe Registration System attendance sheets and take to the Y12-13 assembly area. This would also include Y11 once they have been issued with an ID card in the summer. Student Welfare Officer: Escort the students from the medical room to the assembly areas. If any student is unable to make the journey the SWO will escort them to the front of the school. The SWO will let the Office Manager aware of her location. Assembly Positions Emergency Evacuation Plan School days before AM Registration and after Period 5, INSED & School Holidays If the fire alarm sounds, all staff must direct all students and visitors on site to the MUGA where they must assemble before being cleared to return to the school buildings by the member of site staff present. If an event is being held in either the Headteacher s office, Training Room 1 or the Hall the evacuation should be to Clarence Avenue where all must assemble before being cleared to return to the school site by the member of site staff present. 47

48 48 Appendix 13: Emergency Evacuation Guidelines for Students Make sure you look at the fire exits from all the classrooms you are taught in and study the plan of the pupil collection points. When the fire bell rings : 1. Remove your valuables to take with you but leave all other belongings behind. 2. At the instruction from your teacher, line up in single file, in silence, and proceed quickly to the collection point. 3. Maintain silence during the drill and remain vigilant in case other instructions are given to you. Be ready to respond to unusual situations. 4. When you reach the pupil collection point, line up in your Tutor Group, in alphabetical order, in silence, answering when your name is called by the Tutor. 5. Wait in silence until the signal for dismissal is given by your Head of Year. Assembly Point Positions 48

49 49 Appendix 14: Offsite Emergency Evacuation Arrangements The school has a detailed plan for offsite emergency evacuation. It is detailed in the CBS Emergency Plan 1 (Preparation) which is held by all members of the LT. For reasons of security it is not detailed in this handbook. Appendix 15: Inspection & Maintenance of Emergency Equipment Extinguishers are serviced annually under contract by an approved contractor. Extinguishers which are discharged or where the operating seals have been broken should be recharged by the contract company without delay. 49

50 50 Appendix 16: Lockdown Procedures (Key Staff) Confidential 50

51 51 Appendix 16: Lockdown Procedures (Key Staff) Confidential 51

52 52 Appendix 17: Lockdown Procedures (Students) Confidential 52

53 53 Appendix 18: Emergency Plan The school emergency procedures are written following the guidance from RBK. They consist of three documents; 1 Preparation 2 Action 3 Recovery These documents are stored securely in the office of Mr A Platt and the house of Mr P Faith. Each member of the Leadership Team also carries a copy on a password protected memory stick. 53

54 54 Appendix 19: Pupil Supervision Pupils are allowed on to the school premises from 8am but only into areas where supervision is available, i.e. Hall, Canteen and the Learning Resources Centre. At break time a staff rota is put into effect as arranged by the Operations Manager. Lunchtime supervision is managed by the Operations Manager and is undertaken by a rota of volunteers and paid duty staff, predominantly members of the Leadership Team. At the end of the school day, pupils are expected to leave the premises by 3.40pm unless they are in the Learning Resources Centre, which is open until 5 pm Monday to Thursday or until 4 pm on Friday, or supervised as part of an extra-curricular activity. 54

55 55 Appendix 20: Security DESCRIPTION OF THE SCHOOL Coombe Girls School is an over-subscribed seven form entry non-selective school within the Royal Borough of Kingston-upon-Thames. There are approximately 1050 girls in the main school years and about 300 mixed gender students in the Sixth Form. We have 100 members of the teaching staff, 55 non-teaching support staff, 14 cleaners, 1 Premises Manager, 2 Assistant Caretakers, 1 Janitor and 10 Canteen Staff. Additionally, a variable number of supply teaching staff, LA workers, parents, visiting speakers and contractors have legitimate business at the school every day. Community use of the school premises is extensive, predominantly during the evenings and at the weekends. The school aims to be a friendly and welcoming place in which to work and study but recognises that measures need to be in place to limit risk to the school population. This policy sets out the present procedures and measures which are in place, and outlines the steps which should be taken to further improve the situation. THE PREMISES The school occupies a site in a residential area of New Malden, such that it is bordered extensively by back garden land. The main entrance and additional access points are from Clarence Avenue and the goods entrance and other pupil entrances are from Darley Drive. A gate on to the school field from Bakewell Way is kept locked except for reasons of specific access needs of contractors vehicles. The main buildings date from the 1950s with significant additions in 1995, 1999, 2001, 2003, 2009 and There is in addition two temporary buildings. Within school, the management of the premises is carried out by Mr Philip Faith (Premises Manager) under the direction of Mr Pounds (Assistant Headteacher). There are regular meetings between Mr Pounds and Mr Bawn (Director of Premises and Health & Safety CSSAT). The school s staff Health and Safety Representative is Ian Bawn. BACKGROUND Previously, school security was, in the main, a case of responding to situations whereas recent events nationally have brought the issue of preventative work into sharp focus. We are grateful to New Malden Police for their time guidance and also for the support from the LA Health and Safety Officer and for her recommendations. It is helpful to bear in mind her overall comment about the security at Coombe which is Good procedures are in place and staff and pupil awareness of safety and security is high. This policy will be structured so that there is an assessment of the risk, an assessment of the present measures and an indication of further steps currently in hand. 55

56 56 1. SCHOOL SECURITY (burglary) Risk Rating - MEDIUM Present Measures Burglar alarm system linked to local Police station, regularly checked by ADT Alarms. External security lighting is installed on the site. A residential caretaker lives on site. There are security barriers at Darley Drive and Clarence Avenue entrances. Alarms are fitted to the doors of the administrative offices. Equipment is security marked. Access to flat roofs is minimised as far as possible. A coded security lock is fitted to the pupil and staff entrance. Visitors entrance has remote opening. During evening or weekend lettings to external hirers all parts of the school except those being used for the function are kept locked. The Caretaker on duty at these functions is instructed not to allow access into locked areas and to contact the Police if difficulties arise. During evening events organised by the school as much of the school is kept locked as is practicable. There are special security measures in operation in the Learning Resources Centre to prevent loss of materials and equipment. Early morning access to the school premises, that is before 8am, is restricted to only two doors which can be reasonably supervised. All windows are closed and checked every evening by the Caretaking staff. All external doors are locked by 6pm. CCTV cameras operate upon all main entrances. The Darley Drive entrance is locked throughout the school day. Access in and out will be through timer controlled turnstiles. The Performing Arts gate is locked at all times. The gate to the car park adjacent to the main hall is locked during the school day. Further Steps Additional security lighting has been added to new buildings New buildings have been designed and built with security in mind. 2. SCHOOL SECURITY (violence, personal safety) Risk Rating LOW Present measures The ethos of the School makes it clear that violence is never to be condoned. This message is reinforced through Assemblies, Tutorial work and through general dayto-day contacts within the school. The school has an anti-bullying policy and a system of pupil mentors. Violent incidents or potentially violent ones are treated very seriously indeed. The School has good and supportive links with the New Malden Police who respond to requests for assistance. These requests are normally related to incidents of 56

57 57 youths loitering around the school, although there have been a few incidents of actual trespass. Reports of strangers following or pestering pupils are always reported to the Police. Signage to direct all visitors to the Office has recently been improved. All visitors sign in at the Office, are issued with Visitors badges and are escorted by a member of staff. Visitors sign out, giving the time at each point. Contractors who are new to the School are asked for identification. Normally, all contractors are escorted by a member of the Caretaking Team. All outlying accommodation have telephone extensions. All staff are requested to be vigilant about visitors in the school who are unaccompanied or without Visitors badges, and to direct such people to the Office. There are telephones in all rooms used by staff for interviewing parents. If staff anticipate difficult parental interviews they are advised to seek a second member of staff to accompany them or to arrange for another member of staff to check progress at various intervals. The Caretaker on duty for lettings is instructed to contact the Police should there be any danger of a violent incident. An external line is fitted to the Caretakers Office and the duty caretaker has a mobile phone. Further Steps The school will continue to act upon advice on improving security and, should it be necessary, will seek funding to implement improvements. 57

58 58 Appendix 21: Infection Control The information below is from the Public Health England guidance on Infection control in schools and other childcare settings. 58

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67 67 Appendix 22: Legionella a. Responsibilities of staff The Premises Manager will: Arrange for a risk assessment to be undertaken by a specialist water treatment company Be responsible for the day to day arrangements legionella control ensure the named person is trained in control of legionella and other staff are trained to be aware of the importance of their role in controlling legionella ensure there is an up-to-date schematic drawing of the hot and cold water services and that drawings are available to contractors when undertaking routine maintenance and servicing. This may be available from the LA or Hamson JPA. arrange to receive reports on the maintenance of the hot and cold water system on a termly basis b. Risk Assessment Arrange for a risk assessment to be undertaken which will identify specific hazards such as areas where water may stagnate or where there may be accumulation of scale and rust. In order to do this a specialist water treatment company will produce a current plan (schematic drawing) of the water system - in many cases these are already available in each school. The schematic drawing will assist in identifying the higher risk areas within the water system and determine the action required. Where there is a possibility that the schematic drawing is unreliable, for example due to due to concealed pipe work etc, the following should be adopted as a minimum standard without delay: Identify sources of possible contamination. Wherever water droplets can be created there is a risk of infection and the following situations may encourage the growth of legionella bacteria and increase the risk of infection to pupils and staff : o Showers and taps o Scale in pipes, showers and taps o Ornamental Fountains o Hot water heaters and hot water storage tanks o Warm water between 20 C and 45 C o Pipes with little or no water flow (this includes unoccupied rooms) o o Slime (biofilm) and dirt on pipe and tank surfaces Rubber and natural fibres in washers and seals (often used to reduce outlet temperatures) c. Routine checks All water services should be routinely checked for temperature, water demand and inspected for cleanliness and use. Service engineers (water treatment company ) under contract can provide all routine monitoring and keep records on behalf of the school. In 67

68 68 most cases, routine monitoring can be undertaken by a member of school staff e.g site manager, with technical assistance from a competent contractor on a annual basis. All inspections and measurements should be recorded. If there are any taps and showers which are seldom used (such as in changing rooms) for several minutes at least once a week if they are seldom used and particularly during school holidays. Shower heads and taps should be kept clean and free from scale - check on a quarterly basis and descale if necessary Contractors will be required to clean and disinfect water heaters (calorifiers) once a year Inspect water storage tanks quarterly. Ensure that all coverings are intact and firmly in place Inspect the inside of cold water tanks at least once a year and disinfect and clean if containing a deposit or otherwise dirty 68

69 69 Appendix 23: Visits and Journeys As a result of the updating of guidelines stated in the Health and Safety of Pupils on Educational Visits it is clear that the following issues need to be considered when planning a school visit at home and abroad: Parental permission must be obtained for any visits or journeys that are organised for pupils Staff are responsible (in loco parentis) for the safety of those pupils during the visit Up to date medical information must be obtained for each child, although the extent of this varies depending on whether the trip is residential or not. Confidentiality with regard to medical issues will be maintained at all times. Up to date contact numbers must be obtained in case of emergencies or a change of plans A risk assessment for each visit must be carried out where possible and there needs to be contingency plans in place for possible emergencies and change of plans The school office must know all of the information about who is going and what the departure and return times are plus mobile telephone contact numbers. These need to be left on reception. The trip must be planned to cover all costs including staff, cover and hardship Internal Permission Forms The Leadership Team must be consulted about proposed visits and planning should not go ahead until their permission has been obtained. Residential & Foreign Trips Permission of the governing body s Governors Health & Safety Committee needs to be obtained, the term before the trip will go (Governor s Forms). Approval from the Borough Health & Safety Coordinator must also be obtained Hazardous / Adventurous Trips Approval from the Borough Health & Safety Co-ordinator must be obtained. Therefore, requests should be submitted least 4 weeks prior to the date of the trip Physical Education Trips Where there are regular repeat trips a trips form and risk must be carried out at the beginning of each academic year. Approval must be sought from the Educational Visits Coordinator and where relevant the Borough Health & safety Advisor. All trips have to be approved by the Cover Manager, Educational Visits Coordinator (EVC) and the Headteacher. An electronic version of all documentation will be required through the Evolve system. 69

70 70 Visits and Journeys Guidance Staff should refer to; RBK Guidelines for Educational Visits and Outdoor Education Activities 2006 DCSF booklet Health and Safety of Pupils on Educational Visits (crown copyright 2002) Part 1: Standards for LEAs in Overseeing Educational Visits (2002) Part 2: Standards for Adventure (2002) Part 3: A Handbook for Group Leaders (2002) from which statutory guidelines are drawn. A copy of this is in EVC s office. Exemplar material for organising a residential visit is also available from the EVC Planning a Visit - general guidelines for all trips both home and abroad Consult the school diary with person responsible for the diary and identify appropriate dates for proposed trip. Discuss proposed trip with Line Manager who will then discuss the proposed trip with Leadership team. If trip is approved in principle, do a risk assessment for the visit, ensuring that all major contingencies are covered, e.g. child lost, timing changed. This should include your staffing. Budget for the trip setting costs to ensure that you break even. Liaise with the finance team regarding hardship cases. Include a contingency for expenses on the trip, (medical, taxis, unforeseen expenses) and shortfall in numbers. Complete non-residential or residential trips forms as appropriate for signing by Line Manager and the Cover Manager. Provide an electronic copy / written copy to EVC for uploading to EVOLVE and for approval by LA and the Headteacher. Complete all planning in liaison with EVC, finalise booking including insurance where necessary, book transport, arrange pupil and/or parent meeting, finalise staffing, allocate staff responsibilities. Before offering a place on the trip check with the finance team that there are no outstanding payments due to the school e.g. previous visits, music tuition etc. Before the visit, the organiser / travel leader should brief both accompanying staff and the pupils as to the expected standards of dress and behaviour, making it clear what will happen as a result of any misbehaviour. Discuss arrangements for collecting money with the EVC. Collect money as far as possible via Parent Pay online. Keep accurate and complete records of who has paid ensuring that they have a receipt or have signed to indicate payment. See further notes on financial matters Inform staff in good time of the pupils you are taking. A list of pupils should be put on the Staffroom Notice Board and given to EVC and Reception. Assess which pupils 70

71 71 should be allowed to go, which need close supervision and which should not be allowed to go. See further notes on pupil selection. Copy trip participants to all relevant staff. Make sure that the school Office have details of which children are going and your time of return at school as they deal with the majority of parental enquiries. Make sure that the contact person has copies of all the pupil details and your cascade arrangements for contacting parents. (if appropriate) During the trip make sure that you have means of contacting the school about any emergencies or change of plans. If a member of staff uses their own mobile phone, please leave name and number. A number of school V&J phones are available see EVC As far as possible, pupils should be taken in our own mini buses or hire coaches with seat belts, in preference to public transport, since it is easier to look after them that way. See further notes on use of transport. Staff should ensure that adequate first aid equipment and insurance cover have been obtained in advance of the visit. Pupils names must be checked at the start of the journey and at regular intervals during the journey, especially when entering and disembarking from transport, or entering or leaving places you have visited. Contact with Parents Parental consent needs to be obtained for all visits both accompanied and unaccompanied. There is a blank preformed letter which can be used to inform parents about the trip. Departments can, of course, choose to write their own letter but it is important to include all the information as outlined. (A copy of this preformed or departmental letter must go to EVC along with other forms). The medical form needs to be completed for each trip. Each question needs to be answered and the document signed. Staff Pupil Ratios Pre-school children Children under the age of five participating in a visit or journey require very close supervision. There should be at least 1 adult for every 2 children, so that every child can 71

72 72 have their hand held. Where there are no significant dangers a ratio of 1:4 might be acceptable. Years 1 to 3 There should be 1 adult for every 6 young people, with a minimum of 2 adults. A female member of staff must always be present. Years 4 to 6 There should be 1 adult for every 10 to 15 young people, with a minimum of 2 adults. A female member of staff should always be present. On residential and foreign visits, this ratio changes to 1 adult for every 10 young people. Staff pupil ratios for year 7 upwards should be as follows: Non-residential visits Residential visits 1 adult to pupils 1 adult to 10 pupils, with at least one teacher of each sex if it is a mixed sex group + one additional staff member No trips should have a 1:1 ratio for the protection of both parties In addition to the minimum of one teacher in charge there should be enough supervisors to cope effectively in an emergency. The required number of staff should therefore be calculated in your risk assessment. When a number of adults are required they need not all be teachers, but anyone who has not had a DBS check should not be left in sole charge of pupils. Staff organising activity holidays or who are unsure about possible activities during the visit should consult the EVC. Financial matters Charging (all see separate charging policy) The Education Reform Act states that parents may only be invited to make voluntary contributions towards the cost of any activity that takes place during school time and is therefore available to all pupils in any target group. We can make clear that activities cannot go ahead if costs are not covered. It is also permissible to ask parents to contribute more than the minimum amount in order to subsidise those pupils whose parents have not contributed. Any residential visits which are not compulsory but still educational should, as far as possible, be arranged to fall during weekends or school holidays, as this enables full charging to be levied. Student on free school meals on residential trips From 6 April 2003 pupils entitled to (but not necessarily taking) free school meals are also entitled to free board and lodging while on residential trips. 72

73 73 Guidelines on handling money Arrangements should be made with the EVC to collect money. Collect money via Parent Pay. Create a spreadsheet to record all payments. List the names of the cheque payees / cash payees and the amount on the paying in sheet. Keep a copy for your records. Hand in all money / cheques to the EVC for safe keeping as soon as it is collected. If you receive cash check it carefully in front of the student give them a receipt or sign their paying in book. When paying in / leaving large amounts of cash especially notes in the safe it would be sensible to ask the EVC to sign the receipt of the sealed envelope. Keep accurate and complete records of who has paid ensuring that they have a receipt, signed savings card or have signed to indicate payment. Check with the finance team that there are no outstanding payments due to the school e.g. previous visits, music tuition, etc. During the trip/visit This applies especially to residential trips where activities may be paid for separately and a contingency payment has been included in the cost to pupils. When paying for extracurricular activities and other expenses ask for and keep receipts. You should keep an account of all expenditures. You are expected to produce the accounts of the visit within two weeks of your return to the Bursar and the EVC. Parents have the right to ask to see the accounts. Large amounts of cash should not be carried on any trip. Where it is necessary to take money to pay for extras the money should be taken in traveller's cheques and partly in cash. Money should be kept in a secure place either in a safety deposit box or in a safe whilst on the trip. Insurance usually only covers 500. Medical information and European Health Insurance (EHIC) The medical form non-residential or residential needs to be completed for each trip. Each question needs to be answered and the document signed. This form is confidential and the school will not be held liable if failure to disclose any appropriate information Staff taking out a trip must carry with them medical information and contact numbers for each child Medicines should be given to staff with clear prescription instructions this is especially important for residential visits. 73

74 74 All students should have an up to date EHIC for journeys in Europe. First Aid Where possible a first aider should be taken on residential trips especially on activity trips. Take a basic first aid kit on all visits. A school based record is kept of staff qualifications, including mini bus driving & first aid Insurance Adequate insurance cover must be provided for all accompanied visits either through the school insurance or by the insurance provider for the company organising your visit. It is the organisers responsibility to discuss this with the finance team. The school insurance form will be updated to give accurate basic cover information each year. Parents should be given copies of the insurance details especially if the visit is residential or abroad. Cancellation charges Parents must be informed of the cancellation charges in the first letter informing them of the trip so that is clear as to the consequences of dropping out of a trip especially if it is abroad. These costs should be identified in advance of booking. Passports The following guidelines should be followed when handling these valuable documents: Arrange to collect the passports at a particular time (trip meeting) or place. Ask the students to sign their names when they hand in their passport. Keep the passports in a secure place - locked cupboard /school safe Check the participant names against the passport names this is especially important with air travel as the student will not be able to travel if the names are not exactly the same. It costs extra once the air tickets have been issued to change them. Check the passport is valid for the time of travel. Most countries require the passport to have at least six months to run from the day of arrival. Inform parents that it is their responsibility to provide a valid passport for the country you are visiting and that they are responsible for checking visa requirements. Take photocopies of the passports and keep them separately on the visit. Very useful if the passport is lost or mislaid. 74

75 75 Visas Pupils who are not British nationals will normally need a visa to travel to another EU member state unless visa exemption has been secured for them. Details of visa exemption which is available only for members of a school group taking part in an educational visit are available from the Home Office on Pupil participation In the letter parents are asked if they would like their daughter/son to be considered as a participant on a visit. This enables the School to consider the suitability of each student as a participant. Students could be refused a place as a participant in a school visit on the following grounds: Where staff feel that they cannot take responsibility for a student on medical grounds. Confidentiality will be maintained at all times we regard to medical issues, but failure to disclose relevant information that could disrupt the smooth running of a trip could preclude a pupil from taking part in future trips. Where student behaviour in school has been inappropriate (recent exclusions, cooling off periods) Where there are outstanding payments for other visits or journeys. Use of transport As previously stated as far as possible, pupils should be taken in our own mini buses or hire coaches with seat belts, in preference to public transport, since it is easier to look after them that way. Role of the Trip Leader / Driver Transport by road has seat belts and that the pupils wear them at all times There is adequate supervision when travelling Pupils are supervised when boarding and leaving Extra care is taken when disembarking from a vehicle in a country that drives on the right hand side Standards of behaviour are met and in particular drivers are not distracted. Pupils are not permitted to stand, kneel or wander the coach around on coach journeys. Pupils are not permitted to sleep on the floor of coaches they must remain in their seats at all times. Evacuation procedures are clearly understood by everyone. Luggage is securely stored and emergency exits are kept clear There are adequate rest stops for drivers 75

76 76 Head counts are carried out when the group is getting off or onto transport. There is adequate supervision whilst travelling i.e. staff are seated by the emergency exits, staff are both upstairs and downstairs on double decker coaches If there is a vehicle break down the staff must evacuate the vehicle and ensure the safety of the passengers. Except if injured. Record and report all accidents / incidents / near misses Know of medical and other relevant needs of group members including staff All activities are led by competent staff who are appropriately experienced & qualified All have adequate personal & protective equipment to undertake activities safely Dealing with tour operators / External Providers Note each phone call date/time person spoken to/nature of the enquiry /response Check adequate insurance / DBS records / H&S Policy and any other policies in detail Comply with good practice and are AALA inspected, where appropriate Contact tour operators as soon as problems arise Accommodation Clear rules of behaviour must be stated to the students both at the parents meeting and on arrival at the destination Evacuation procedures must be checked on arrival and a practise carried out within a reasonable time of arrival Students will need to be informed as to the whereabouts of the staff and their availability at all times. Additional considerations It is recognised that visits and activities can place an additional burden on family resources. In order to alleviate some of these concerns the school will: Publish a calendar of trips and events well in advance of any event actually taking place Establish a system of payment by instalments. Acknowledgement that offering opportunities on a first pay, first served basis can be discriminatory. Where an activity is oversubscribed places will be allocated by ballot. 76

77 77 Appendix 24: Disaster on a Visit or Journey Guidelines What follows is given in the way of guidance that will need to be adapted to suit the situation. This written guidance should be held by each adult member of the party. Establish the nature and extent of the emergency. Make sure all other members of the party are accounted for and are safe. If there are injuries, establish their extent and administer appropriate first aid if you have been trained and feel capable. Be aware of consequences that might follow were you to give incorrect treatment. Have regard to your own safety vis a vis blood contact. Call the appropriate emergency services. Advise other party staff of the incident and of actions taken. Decide, if appropriate, who is in charge and responsibilities to be undertaken by each adult member of the group. Ensure that an adult accompanies any casualties to hospital. If only one adult is available in the circumstances a decision will have to be reached as to the best course of action. Ensure that remaining pupils are adequately supervised and arrange for an early return to base. Arrange for one adult to remain at the site of the incident to liaise with the emergency services until the incident is over and all children are accounted for. Contact the senior member of staff on call. Control access to telephones until the senior member of staff has contacted parents/others directly involved. Give full details of the incident including: - nature, date, location and time of the incident - details of injuries, etc - names and home telephone numbers of those involved - action taken so far - telephone numbers for future communication Do not discuss matters with the media. The senior member of staff should contact the Head and establish who will take charge of the situation and what immediate action will be taken. The Head will advise the Chair of Governors and the LA, and will manage the media coverage. The party leader should, at the first opportunity, make notes on the incident, as should other people involved. A record should be kept of the names and addresses of any witnesses or people involved Do not discuss legal liability. Ensure accident forms are completed as soon as possible. Inform parents of any delays that will be necessitated. 77

78 78 Appendix 25: Minibuses Coombe Girls School currently owns and maintains three minibuses, each of which are fitted with seat belts. The registration numbers are HK57 OXS, CN55 BOJ and NG03 KLD. The Premises Manager is responsible for the maintenance of the vehicles and to make sure they all comply with current Transport for London regulations. He also arranges the MOT and servicing on the vehicles, the tax and insurance are arranged by the Finance Officer. The vehicles are checked weekly (appendix 25.1) and serviced annually. Additionally, the vehicles are checked before staff use them for long journeys. Nevertheless, it is expected that anyone using the vehicle(s) checks for obvious faults by at least walking around to check tyres, etc, before use and report faults or damage to the Premises Manager after use using the check sheet (appendix 25.2) A prompt is also left in the minibus to remind staff to do these checks (appendix 25.3). Petrol/Diesel is purchased using a Dart card in any Esso garage. There are two cards, one for each bus. The Premises Manager holds the cards. The school organises various qualifications for staff who wish to drive a mini bus. A minimum requirement for staff who are driving the school minibus with pupils is a MIDAS qualification. Training takes place as and when required and lasts four years. Staff who wish to drive the mini bus should make themselves available to complete the training. Staff with a D1driving license and a MIDAS qualification can drive the 17 seat mini bus (over 3500 kg MAM). Staff without a D1 driving license but with MIDAS can only drive the 15 seat school mini bus (Under 3500 kg MAM). Some older 15 seater buses exceed 3500 kg, so cannot be driven without a D1 licence. The minibus should be booked out in advance by signing the appropriate book in the office/reception. Keys are available from the Caretaker and should be returned after use. A mobile phone is available for staff use on visits. This is available from the Finance Office and must be booked out and in again afterwards. Staff should read the guidance provided by the Borough, available from Mr Bawn, about health and safety issues relating to visits, but should particularly note the following extract from the guidance on driving times and other basic issues. When journeys are planned using minibuses and cars driven by school staff and other adults i.e. a volunteer helpers, parents, etc. constraints affecting travel by road should be acknowledged. Some of these constraints are passenger safety, the capacity of the driver to maintain concentration, the type of journey i.e. motorway or local roads, traffic conditions, weather conditions, the estimated journey time and the distance. The regulations for Public Service Vehicle drivers regarding the length of time drivers should remain at the wheel should be adhered to. A maximum driving period of 4 hours and 30 minutes followed by a 45 minutes break, or three 15 minute breaks during this time length. The maximum driving time in one day is 9 hours, followed by 11 hours rest. 78

79 79 Basic checks should be carried out on all vehicles tyres, lights, warning instruments, windscreen washers/wipers, brakes, etc. and recorded in the vehicle log book. A First Aid Kit and fire extinguisher should be present in the minibus. A record of the route plan and itinerary should be left at school for reference. Appendix 25.1 Weekly site team check list 79

80 80 Appendix 25.2 Trip checklist 80

81 81 Appendix 25.3 Minibus User Prompt 81

82 82 Appendix 26: Lone Working The Governing Body is committed to ensuring staff, volunteers and contractors enjoy a safe working environment. It is recognised that there are occasions when teaching, support, administrative, grounds, caretaking/cleaning staff may be required, or choose, to work alone or in isolated situations. This however may introduce risks for a normally non-hazardous work activity. Categories of lone workers A lone worker will most probably fall within one of the following categories: Staff that are required to work alone for all or most of the time, such as cleaning staff working in the evening or early mornings. Staff staying on to finish work after others have left, or those who regularly work late or start early, before anyone else gets into the building Staff who are key-holders or who are left to turn out the lights, set the alarm and lock up the premises after everyone has gone home. Definition of Lone Working Where staff are engaged in work (either outdoors or indoors) where there are no other people who could reasonably be expected to come to their immediate aid in the event of an incident or emergency. Controls: Staff should seek the permission of the Headteacher to work alone in the building outside normal school hours. The experience and training of all staff and the activities to be undertaken will be taken into consideration before allowing lone working. The lone worker should notify someone of their intended time at work and their intended time of return. All lone working staff should establish their own checking in and out system with either family, friends or work colleagues. It is advised that lone workers provide a relative or friend with a telephone contact number (Line Manager s mobile phone numbers) to call if the lone worker fails to return home at the expected time. Staff should not enter the school premises if there are signs of intruders but are advised to immediately call the police. Staff should ensure that areas of the school not in use are kept secure. Staff must not place themselves in danger by challenging intruders or vandals but should call the police for assistance. Staff should not work alone if they have medical conditions that might cause incapacity or unconsciousness. Only agreed tasks are to be undertaken avoiding high risk activities, i.e. working at height. Lone workers must be considered capable of responding correctly in an emergency situation by the Head. Whenever possible it is recommended that staff work with a colleague. Lone workers should not undertake activities that have been identified as medium or high risk or which are potentially hazardous given their own level of experience and the nature of the task. Staff will receive information in the staff handbook and/or training to help ensure they understand the risks associated with lone working and to minimise these risks. All lone workers, in an otherwise unoccupied building, should follow the school s Fire and Emergency Procedures. 82

83 83 Staff have a responsibility for making themselves familiar with and following the school s safety procedures and location of safety equipment. In the situation where two or more people are working in isolated areas of an otherwise unoccupied building, personnel should keep each other informed about their movements. Key Holders: Key holders may need to attend premises outside of normal business hours. This may be to carry out normal work activities or following the activation of an intruder alarm or because of some other emergency that might have occurred. Key holders information is registered with Engie. Good practice dictates that at least three key holders should be appointed in order to cover holidays and sickness etc. 83

84 84 Appendix 27: Premises and Work Equipment It is the responsible of the Premises Manager to make sure that all maintenance equipment is in good working order, is suitable and is available in sufficient quantities. Suitable Personal Protective Equipment (PPE), in line with HSE regulations and advice, should be available to all members of the site team where necessary. The Premises manager is responsible for ensuring that all equipment and plant is adequately maintained, where necessary this done in liaison with outside agencies. Portable electrical equipment, for example projectors, kettles, floor cleaners and computers, can give rise to electrical hazards such as fire and electric shock if they are not regularly checked and maintained. An electric shock at mains voltage is quite capable of killing the victim, particularly if they are in a vulnerable situation such as in good contact with earthed metalwork or standing on a wet floor. 1. Required Action Schools must ensure that at least the level of inspection, testing of portable electrical equipment specified in this standard is implemented at their premises and that the records detailed below are maintained. If the school wishes to adopt a higher standard, or more frequent inspection, there is no restriction on it doing so. The inspection and testing must cover all equipment used on the premises, (other than that under the control of visiting contractors) including equipment which does not belong to the school, such as equipment belonging to teachers, equipment introduced by pupils (such as a kettle in a sixth form centre) or portable tools belonging to the school caretaker. 2. Types of Inspection In order to ensure that adequate standards of portable electrical equipment inspection are achieved in a cost effective way, this standard recognises two types of inspection (as described below) which complement each other in order to achieve the necessary standard of safety. These inspections should also be supplemented by normal user visual checks of equipment and the reporting of defects on each occasion the equipment is used. a) Formal visual inspection This is an inspection undertaken by a competent person who has been trained to undertake the inspection (such as a caretaker). The inspection includes visual checks of the equipment for damage or misuse and opening the plug top and checking for correct wiring, fuse rating and cable gripping. The majority of common faults can be detected by a good visual inspection. The checks have to be recorded and the equipment labelled. 84

85 85 b) Combined inspection and testing This involves undertaking the visual inspection described above and, in addition, undertaking electrical tests for adequate insulation and earthing of the equipment. These tests are normally undertaken by a competent electrician. However, if the school has access to a portable appliance tester and there is a trained and competent person to use it, this would be an acceptable approach. 3. Frequency of Inspection The frequency of inspection required depends on the type of equipment and its usage, as some types of equipment give rise to a higher risk of damage or faults than others. The following approach is intended to give a simple and straightforward approach, whilst minimising the need for unnecessary inspections. Where local experience indicates that certain types of equipment are particularly vulnerable to damage or failure, the inspection frequencies should be increased. Whilst the table below refers to both combined inspection and testing and to formal visual inspections, if a school does not have the in house expertise, or resource to undertake formal visual examinations, then it is quite acceptable to undertake only combined inspection and testing, but at the frequency of formal visual inspections. Special precautions are needed for equipment used out of doors, such as hedge trimmers and portable tools. Type of Equipment Desk top IT equipment Printers, photocopiers, fax machines which are rarely moved. Other office desktop equipment such as fans and table lamps. Extension leads running hand held or portable equipment which are moved from place to place. Extension leads which are rarely Frequency of Formal Visual Inspection For double insulated equipment every year. For earthed equipment then n/a provided the annual combined inspection and test is in place. Every six months. Every year. Frequency of Combined Inspection & Test (PAT testing) For double insulated equipment every four years. For earthed equipment every year. Every year. Every four years. 85

86 86 Type of Equipment moved running equipment in doors. Overhead and slide projectors which are moved from place to place or portable laboratory equipment (If fixed treat as desktop equipment above). Fixed electrical equipment which is not moved such as kilns or fixed fume cupboards. Hand held Equipment (eg portable drills vacuum cleaners, kettles. Electrical Equipment and extension leads to be used out of doors or in tents at a school fete or similar event. (note comments in section 7 below on the need for weather proof equipment and residual current protection) Frequency of Formal Visual Inspection For earthed equipment every six months. For double insulated equipment every year. Every year. For earthed equipment every six months. For double insulated equipment every 12 months. For double insulated equipment in the week before the event Frequency of Combined Inspection & Test (PAT testing) For earthed equipment every year. For double insulated equipment every four years. For earthed equipment every three years. For double insulated equipment every four years. For earthed equipment every year. For double insulated equipment every four years. For earthed equipment and all extension leads In the week before the event 4. High Risk Equipment and Equipment Used Out of Doors Portable equipment and tools which are used out of doors should be of the reduced voltage variety (ie 110volt centre tapped earth or battery operated). All extension leads for such equipment used out of doors should also be operated at reduced voltage. The inspection frequency should be as for portable tools above. Lead lamps (ie inspection lamps with a trailing lead) should not be used at mains voltage either in or out of doors. Such equipment should be supplied at no more than 86

87 87 25 volts from a double insulated safety extra low voltage transformer mounted in a proper housing and provided with low voltage socket outlets. The extra low voltage hand lamp should not be earthed. Alternatively, battery operated hand lamps can be used. Where a transformer is used, the inspection of the transformer and mains lead should be the same as for portable tools above. It is particularly important that equipment used out of doors for school fetes or external events, including contractor s equipment, is suitable for use externally electrically tested, inspected and is properly connected to the mains supply. External extension leads normally need to be fitted with industrial water resistant plugs and sockets except where the socket outlet is used in an enclosed environment such as a dry tent or within school buildings. All such equipment and extension leads for equipment used out of doors at school fetes etc must be supplied from a circuit or socket which is protected with 30mA residual current circuit breaker. Extension leads must also be protected from mechanical damage for example by vehicles passing over them and should be arranged not to create a tripping hazard. Any equipment used in a damp, wet or highly conductive location (such as around a swimming pool or inside a metal tank or boiler) requires special precautions and advice should be sought from the Council School s Health and Safety Adviser. 5. Records and Labelling Records should be kept of both formal visual inspections and combined electrical inspections and tests. Equipment inspected should be labelled with an inspection sticker showing the last inspection date. Ideally, the inspection stickers should include a sticker covering the plug top screw so it is necessary to break the seal before opening the plug top. Repairs of Equipment Equipment determined to be faulty must be immediately removed from service, pending repair. Repairs involving rewiring the plug, or replacing the plug top fuse, can be undertaken by the competent person responsible for undertaking the formal visual inspections. All other repairs must be undertaken by a competent electrician. 87

88 88 Appendix 28: Out of hours events arranged by school staff Where events are planned to take place out of normal school hours, within school premises, this must be authorised by the headteacher and a risk assessment for the event will be drawn up by the Premises Manager, in conjunction with the teacher responsible for the event, or with the external body responsible for the activity. Appendix 29: Lettings Introduction The board of trustees of the Coombe Secondary schools Academy Trust (CSSAT) regard the school buildings and grounds as community assets. In line with the charitable objectives of the Trust, every reasonable effort will be made to make available the school premises for the provision of welfare, recreation or other leisure facilities for the local community, which directly or indirectly help to create a richer and more diverse environment for pupils and staff. However the overriding aim of the trustees is to support the Academy in providing the best possible education for all of its students and any lettings to outside organisations will be considered with this in mind. The CSSAT will operate a fair lettings policy that does not discriminate on grounds of race, colour, religion, ethnicity, sexuality gender age or disability. Having regard to our duty under the Race Relations Act 1976 (but without prejudice to our duties under the Representation of the People Act 1983) the trustees will not let academy premises to organisations whose purpose may encourage racial discrimination and/or disharmony between persons of different racial groups, or are otherwise involved in activities prejudicial to good race relations. In deciding whether or not to let the premises, the trustees will also consider any effects on neighbouring premises that may arise as a result of accepting the booking. Safeguarding The CSSAT is committed to excellent safeguarding. Where a letting involves contact with the schools young people, other young people or vulnerable adults, the hirer must have an appropriate child 1 and vulnerable adult 2 safeguarding policy in place and appropriate DBS checks. This is a condition of hire and the school will request evidence before any letting agreements are issued. The Premise manager is responsible for checking the appropriate evidence has been submitted before signing off any application. The evidence checklist forms part of the induction pack for hirers and should be used to record that evidence has been reviewed and checked. 1 A child is any person under the age of 18 2 A vulnerable adult is someone aged 18 or over, who is or maybe in need of community services due to age, illness, or a mental or physical disability, who is or maybe unable to take care of himself against significant harm or protect himself against significant harm or exploitation. 88

89 89 Definition of a Letting A letting may be defined as any use of the school premises (buildings and grounds) by either a community group (E.g. local football team), or a commercial organisation e.g. weightwatchers). A letting must not interfere with the primary activity of the school, which is to provide a high standard teaching and learning environment for all its pupils. Lease arrangements and Partnership Agreements are subject to separate policy guidance. The following activities fall within the corporate life of the academy and therefore are not considered lettings. Any costs arising are a legitimate charge against the schools General Annual Grant. (GAG) Governing body and committee meetings Extra- curricular activities for students organised by the school School performances Family learning Parents meetings PTA meetings Events organised by the PTA Open evenings for prospective parents. The Board of Trustees has agreed to define lettings under the following categories and priorities: Priority Category type 1 Academy /statutory users Normal school activities /political meetings 2 Preferential users Registered charities, community groups, leisure or welfare promoting organisations 3 Private users Businesses or private functions Charges for a Letting Each school will be responsible for setting its own scale of charges and should publish these on the school website. In arriving at rates for lettings the Board of trustees has agreed the following principles: That the academy should not, except in exceptional circumstances and with the prior written permission of the Head teacher, subsidise the letting of its premises to third parties. That the overall cost of letting school facilities must be recovered from users. In determining the overall cost, the following should be considered o Cost of staffing (caretaking/cleaning) including on-costs. o Cost of services (heat & light, cleaning materials ) o Cost of administration o Cost of wear and tear o Cost of use of academy equipment where applicable o Profit element where applicable 89

90 90 VAT Preferential users who provide a community /welfare activity will be charged no more than cost. Private users, e.g. corporate businesses or private functions will be charged at cost plus a margin of 10%. Rates shall be reviewed by each school on an annual basis for approval by the Board of Trustees and implemented at the start of each academic year. The Academy Trust is registered for VAT and therefore VAT is chargeable on lettings at the prevailing rate unless the let is exempt. Generally the lettings of rooms for nonsporting activities are exempt whereas sporting activities are subject to VAT unless they fulfil all of the following conditions: The letting consists of 10 or more consecutive lets. The period between each let is at least one day and no more than 14 days The lets are for the same activity and carried out at the same place Payment is required for the whole series of lets and is evidenced by a written agreement. The user has exclusive use of the facilities. Conditions of Hire The Board of Trustees have adopted a set of conditions under which any Academy premises may be hired. These conditions form the Terms and Conditions to this Lettings Policy. No member of staff of an academy school is allowed to vary the terms and conditions under which the academy s premises are hired out without prior approval of the Board. A lettings agreement may not extend beyond one year. A new agreement must be signed and the vetting process undertaken at each anniversary of long term lets. Management and Administration of Lettings The Head teacher of each school is responsible for the management of lettings, in accordance with the Board of Trustees policy. Where appropriate, the Head teacher may delegate all or part of this responsibility to other members of staff, whilst retaining overall responsibility for the letting process. If the Head teacher has any concern about whether a particular request for a letting is appropriate or not, he or she will consult with the Executive Head Teacher of the Academy Trust or Chair of the Finance and Resources Committee (or alternative, as appropriate), who is empowered to determine the issue on behalf of the Board of Trustees. The Administrative Process Organisations seeking to hire academy premises should approach the School Business Manager of the school in the first instance with their requirements. The School Business manager will liaise with the Premises Manager (or other designated member of staff, hereafter just referred to as the Premises Manager), to clarify the suitability and availability of the potential let. 90

91 91 If the applicant wishes to proceed, the School Business Manager should issue an application pack to the applicant. The application pack consists of all of the following o Covering letter, explaining the process the applicant should follow to complete their application and giving school contact details o An Application for Hire of School Premises form o The Terms and Conditions of hire o The current Scale of Charges o The safeguarding checklist The applicant should arrange a meeting with the Premises Manager to go through the application and Hirers Induction Pack. At this meeting all necessary documentation for safeguarding (where applicable) and public liability insurance should be reviewed. A booking should only be accepted if the premises manager is satisfied all the safeguarding checks and processes are in place and has been provided with suitable evidence to demonstrate this. The public liability insurance certificate should also be checked to ensure it is current and cover is for a minimum of 5million. During the meeting the premises manager should also make the applicant aware of the following, which although form part of the terms and conditions should be drawn specifically to their attention. o No public announcement of any activity or function taking place should be made by the organisation concerned until the booking has been formally confirmed. o The Hirer must be a named individual and the agreement should be in their name, giving their permanent private address. This avoids any slight risk that the letting might be held to a business tenancy, which would give the hirer security of tenure. o The head teacher has the right to refuse any application. o No letting should be regarded as booked and will not be able to take place unless the finance department have a copy of the agreement signed by both parties and payment has been received. o The minimum hire period will be for one hour. o New agreements will need to be signed annually in the case of long term lets o The Academy reserves the right to require a deposit over and above the hiring charge as a surety against damage to the premises (including any equipment) or the premises being left in an unacceptable condition necessitating their incurring additional cost for cleaning, caretaking or other expenses. o The Academy reserves the right to increase charges at any time by giving written notice to the Hirer The Premises manager is responsible for deciding whether the school can accommodate the booking. Refusal of any letting must be on reasonable grounds and without prejudice. If a booking is approved, the Premises Manager and applicant must both sign the application form. The Premises Manager should retain a copy of the agreement 91

92 92 along with all supporting documentation for the application. One copy must be given to the applicant with the terms and condition of hire and one copy must be sent to the finance department without delay. If the booking is refused, the Premises Manager (or other designated member of staff should complete the relevant section of the application form, and forward to the finance department who will inform the applicant. The finance department will issue an invoice for the letting in accordance with the current scale of charges. Payment should be made in advance of the booking to reduce the possibility of bad debts. Finance should notify the premises manager if the letting has not been paid for by the day preceding the day the letting is due to take place. All lettings fees will be paid into the bank account of the school carrying out the letting. All lettings agreements are valid for a maximum period of one year. Therefore for regular lettings, the Premises Manager should issue the Letting renewal letter two months prior to the agreement expiry date. If the hirer wold like to continue the lettings a new agreement must be signed and the approval process undertaken as before. Public Liability and Accidental Damage insurance The Hirer must prove to the Governing Body that it has appropriate public liability insurance to cover all its legal liabilities for accidents resulting in injuries to persons (including all participants in the activity for which the premises are being hired), and/or loss of or damage to property, including the hired premises, arising out of the letting. The minimum limit for this insurance cover is 5 million. The Hirer must produce the appropriate schedule of insurance cover before the letting can be confirmed. Neither the Academy Trust nor the school will be responsible for any injury to persons or damage to property arising out of the activities undertaken and supervision thereof during the letting of the premises. The Premises Manager will inform the hirer of any areas within the scope of the letting arrangements where asbestos has been identified, if there is a foreseeable risk of potential damage arising from the specific hire use of the building. 92

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