R.E.A.L. Independent Schools. Health and Safety Policy. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 1 of 41

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1 R.E.A.L. Independent Schools Health and Safety Policy Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 1 of 41

2 CONTENTS HEALTH AND SAFETY POLICY STATEMENT PAGE 3 LEGAL BACKGROUND PAGE 5 ORGANISATIONAL STRUCTURE PAGE 9 COMPETENCE AND TRAINING PAGE 10 RISK MANAGEMENT AND ASSESSMENT PAGE 13 DISPLAY SCREEN EQUIPMENT PAGE 17 MANUAL HANDLING PAGE 20 PERSONAL PROTECTIVE EQUIPMENT PAGE 22 ACCIDENT AND INCIDENT REPORTING PAGE 25 OFF-SITE VISITS PAGE 29 FIRST AID AND MEDICATION POLICY PAGE 30 FIRE RISK POLICY STATEMENT PAGE 35 FIRE RISK MANAGEMENT AND ASSESSMENT PAGE 36 EMERGENCY EVACUATION PROCEDURES AND ALARM CHECKS PAGE 38 PORTABLE FIRE FIGHTING DEVICES PAGE 40 APPENDIX 1.0 RISK ASSESSMENT FORMS PAGE 41 Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 2 of 41

3 R.E.A.L. Education Health and Safety Policy Statement Health and Safety at Work Act 1974 Policy Statement The Director of Operations responsible for health and safety is accountable for the health and safety arrangements throughout the board of directors. The discharge of this duty is given equal priority with any of his other obligations in the provision of the service. The aim is to ensure, so far as is reasonably practicable, the provision of a safe and healthy working environment for all employees and the protection of others who may be affected by the board s activities, especially the children who access our service. The board will achieve this standard by practicing good safety management techniques. Arrangements will be planned, prioritised and implemented through the policy manual and associated guidance, as required. The progress achieved and the effectiveness of controls will be monitored through measurement of performance and regular reviews. In practice, each of us has a part to play in the promotion of safety as well as the prevention of accidents and ill health at work. By valuing our own safety and that of our colleagues we will each be able to participate fully in assisting R.E.A.L. Independent Schools in its commitment to safeguarding the health, safety and welfare of its employees and service users. Key points of the general policy are: ensure the health, safety and welfare of all persons at work protect visitors, contractors and the general public who attend our premises/sites or who are affected by our undertakings, from risks to their health and safety which may arise from such activities. provide the necessary resources to comply with the Health and Safety at Work Act and all associated legislation concerning health, safety and welfare identify hazards and provide adequate control of the risks arising from our work activities provide and maintain safe premises and equipment ensure the safe use, handling, storage and disposal of materials and substances provide information, instruction and supervision for employees ensure that all employees are competent to do their tasks, and to give them adequate training maintain safe and healthy working conditions and ensure that the means of access to and egress from workplaces are safe consult with our employees on matters affecting their health and safety prevent accidents and cases of work-related ill health Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 3 of 41

4 monitor health and safety performance on a regular basis provide appropriate personal protective equipment, where necessary bring the approved Corporate Health and Safety Policy to the attention of all employees and, where necessary, other persons affected by R.E.A.L. Independent Schools activities. Health and Safety Policies will be reviewed and revised as necessary. Organisation The Director of Operations in charge of health and safety has overall responsibility for all matters relating to the health, safety and welfare of every person employed by R.E.A.L. Independent Schools and for ensuring that members of the general public who may be affected by any of its activities are not thereby exposed to risks to their health or safety. All other Senior Officers and persons having supervisory duties are responsible for ensuring that the general intent of the health and safety policy is followed in practical terms, within their spheres of activity. This includes: The Board of Directors Head Teacher Office Management Learner Management Site Management R.E.A.L. Independent Schools have appointed a Corporate Director with special responsibilities for promoting health and safety. This role of Health and Safety Officer does not remove any primary responsibilities from other Corporate Directors. This has been established to ensure that health and safety is maintained as a key consideration during discussions within the board of directors. All employees have a duty to exercise personal care and responsibility towards themselves and others, and to co-operate with R.E.A.L. Independent Schools in the execution of this policy. Arrangements R.E.A.L. Independent Schools will take all reasonable steps to meet its responsibilities through appropriate and effective arrangements. Safety policies, risk assessments and safe working procedures will specify health and safety arrangements in sufficient detail to enable individual employees to promote safe and healthy working practices. R.E.A.L. Independent Schools is committed to maintaining high standards of workplace health and safety. Progress in achieving targets for safety performance will be monitored by the appointed Steve Quinn Director of Operations R.E.A.L. Education Ltd. Date: January 2012 Review Date: January 2013 Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 4 of 41

5 The Legal Background Introduction Until the Health and Safety at Work Act was passed in 1974, the State's approach to occupational safety was based on legislation that had grown up during the previous 170 years in a piecemeal fashion. The Health and Safety at Work Act was the first comprehensive piece of legislation applying to all people at work with the single exception of domestic servants in private households. Employers have always owed a common law duty of care towards those who are in their employment or who are affected by their activities. Furthermore, a considerable body of case law has been built up over the years, which has helped to define the extent to which employers must strive to discharge their duties adequately in this regard. Many detailed standards are laid down in the Building Bulletins issued by the Department for Education and Skills and its predecessors. In addition, a great deal of specific advice and guidelines regarding safe practices and procedures has been published by them, together with periodic written guidance on safety matters issued by the Director of Children s Services and the Health and Safety Team. Summary of the Health and Safety at Work Act 1974 Unlike previous safety legislation, the Health and Safety at Work Act applies to virtually all people at work. The Act is based broadly on common law principles and places a duty of care on employers with respect to their employees and to members of the general public. It also places duties on employees towards each other and on manufacturers and suppliers with respect to any organisation which uses their articles or products at work. All employers are required to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all their employees. This duty includes: the provision and maintenance of plant and systems of work that are safe arrangements for ensuring safety in connection with the use, handling, storage, transportation and disposal of articles and substances provision of necessary instruction, training and supervision so as to ensure health and safety the provision and maintenance of a safe place of work and access to it the provision and maintenance of a safe and healthy working environment and adequate welfare facilities. It is important to note that the Act specifies certain principles, but unlike previous legislation on Factories, Mines, Offices, Agriculture it does not attempt to specify in any detail the safety measures or the safety standards which are to be adopted. Most of the duties are expressed in very general terms and it is in the regulations and codes of practice issued subsequently that the safety measures which employers are required to take are described in particular detail. Before new regulations or codes of practice are issued, there is considerable consultation between the Health and Safety Commission, the Department for Education and Skills and the local education authorities as well as employers federations and trade unions Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 5 of 41

6 The Health and Safety at Work Act is extremely broad in its scope, imposing only the most general duties. The more prescriptive, detailed elements of control are introduced via specific regulations using the Health and Safety at Work Act to enable them to come into force with full legal status. The Principal Features Embodied in the Act Scope Unlike al previous legislation, the Act applies to virtually all people at work. Duties of Employers All employers are required to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all their employees. This duty includes the provision and maintenance of plant and systems of work that are safe; arrangements for ensuring safety in connection with use, handling, storage, transportation and disposal of articles and substances; provision of necessary instruction, training and supervision so as to ensure health and safety; the provision and maintenance of a safe place of work and access to it; the provision and maintenance of a safe and healthy working environment and adequate welfare facilities. The Act also requires employers to conduct their undertakings in such a way as to protect persons not in their employment who may be affected by their acts or omissions, such as the general public and pupils in schools. Employers are required to prepare and distribute to their employees a written statement of their general policy with regard to health and safety at work. Employers must also consult with safety representatives with regard to health and safety. Duties of Employees Employees have a duty under the Act to take reasonable care to avoid injury to themselves or to others by their work activities, and to cooperate with employers and others in meeting statutory requirements. The Act also requires employees not to interfere with or misuse anything provided to protect their health, safety or welfare. Safety Policies All employers of five or more persons must produce a written health and safety policy and make satisfactory arrangements for distribution to all employees. The policy must include three specific elements: A statement of intent, detailing the organisation s commitment to maintaining high standards of health and safety. Compliance with relevant legislation is the minimum standard to be achieved. The document must be signed by a company director or equivalent. Details of the organisational aspects of managing health and safety issues, specifying who will be responsible for what. Details of the arrangements that are in place to ensure compliance with health and safety legislation, thus reducing the risks to employees and any other persons who may be affected by the organisation s activities. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 6 of 41

7 Enforcement Agencies The Act created two bodies, namely the Health and Safety Commission and the Health and Safety Executive. The Health and Safety Commission (HSC) has general oversight of national health and safety policy, powers to initiate measures to reduce accidents at work and improve industrial health and safety generally, and responsibility for the preparation of health and safety regulations and codes of practice. The Health and Safety Executive (HSE) is the operational arm of the Commission. The HSE is the major enforcement agency with regard to Nottinghamshire County Council. HSE inspectors have wide ranging powers available to them in the course of their duties; as a result inspectors have the authority to: Enter premises at any reasonable time Obtain assistance from staff Be afforded any necessary facilities Seize articles or substances for testing or evidence Conduct investigations as deemed necessary Take statements from witnesses Take measurements and photographs as required, and; Instruct that premises remain undisturbed for any reasonable time with regard to the completion of any examination or investigation. In order that the Inspector can enforce the health and safety legislation the following can be imposed upon the employer: Improvement Notice Where the Inspector considers that health and safety legislation is being contravened he may serve on the person or organisation an Improvement Notice. The Notice will detail the contravention(s) to which he is referring, the reasons why he believes an offence has been committed and the actions required to remedy the matter within a specified period. Prohibition Notice Where the inspector believes conditions exist which present a serious and imminent danger to the health or safety of employees or other persons, he may serve a Prohibition Notice that requires that the activity must cease with immediate effect. The Notice will specify the matters that are presenting the risk and direct that the activity should not be resumed until the matters specified have been remedied. Prosecution Criminal prosecution remains the ultimate sanction available to the Health and Safety Inspectors. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 7 of 41

8 Should the HSE decide to pursue a prosecution the courts have considerable sentencing powers available to them. In extreme cases crown courts may impose an unlimited fine and/or up to two years imprisonment. The Meaning of `Reasonably Practicable' The term so far as is reasonably practicable has special status when used within the context of health and safety legislation. Reasonably Practicable' is a narrower term than physically possible' and implies that a computation must be made in which the cost of preventative action is weighed against the probability of injury occurring and likely severity of the injury. Where safety hazards are slight and the cost of protection is disproportionately high, the means of protection can be shown to be not reasonably practicable. This principle has been well established in the past in civil cases and, in general, the greater the risk, the greater is the sacrifice that the employer is expected to make to guard against that risk. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 8 of 41

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ealth and Safety Policy Real Independent Schools version 1.0 January 2012 Page 9 of 41

10 COMPETENCE AND TRAINING Management of Health and Safety at Work Regulations 1999 Safety Representatives and Safety Committees Regulations 1977 General If all employees are to make a meaningful contribution to health and safety, there must be proper arrangements in place to ensure that they are competent. This means more than simply training them. Experience of applying skills and knowledge is another important ingredient and this needs to be gained under adequate supervision. Managers need to be aware of relevant legislation and how to manage health and safety effectively. Employees are to be provided with adequate health and safety training: 1. on recruitment (usually in the form of induction) 2. during both routine and non-routine activities 3. on exposure to new or increased risks due to: the transfer or change of responsibility the introduction of new equipment or a significant change therein the introduction of new technology the introduction of a new system or work. The training is to: be repeated periodically, where appropriate (including refresher training) be adapted to take account of any new or increased risks take place during working hours. It is accepted that safety training taking place outside normal working hours should be regarded as an extension of time at work. It is not permitted for employees to be requested to pay for their own health and safety training. Identification of training needs In conjunction with risk assessment, the following checklist can be used to help determine the health and safety training requirements for each person or for an occupational group. It is possible that some of the training requirements may fall into more than one of these categories: Category Statutory requirements Policy requirements Needs arising from analysis of job descriptions (role mapping) and examining the nature of work activities in practice. Examples of Training First aid Line manager s health and safety Foundation food hygiene Outdoor activity Training to comply with national vocational standards Control and restraint Minibus driver Fire warden First aid Working at height Confined spaces Workshop equipment Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 10 of 41

11 This will involve gathering information from employees about how work is done. Needs arising from risk assessment. This may involve examining ill health and incident records. Needs arising from individual employees circumstances. Food hygiene Violence at work Manual handling Stress awareness Risk assessment Electrical awareness VDU assessor Personal protective equipment Lone worker On the job training for safe systems of work in specific circumstances (for example, for an employee with a disability) Responses to employees self-identified training needs Health and safety for heads and safety coordinators Training helps people acquire the skills, knowledge and attitudes to make them competent in the health and safety aspects of their work. It includes formal off the job training, instruction to individuals and groups and on-the job coaching and counselling. A summary of likely types of training which will be required for R.E.A.L. Independent Schools employees is detailed below: Type of training: Achieved by: Provider: 1. Initial familiarisation with safety elements of the immediate working environment on recruitment, for example emergency evacuation procedures in the case of fire. General awareness-raising about the organisation s health and safety policy and the philosophy underlying it. Induction process Line manager. Other in-house specialists included as appropriate. 2. Management training needs, for example training for promotion to management position and training for line managers. Off the job training to allow managers to become familiar with techniques of health and safety management. External provider. In-house training. 3. Formalised coverage of safe systems of work in operation within the function, for example procedures for use of low/medium risk equipment, such as catering equipment. Programmed on the job sessions. In-house training or specialist provider. 4. Specific safety training to recognised standards, for example control and restraint training. Recognised operationally based training courses. External provider. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 11 of 41

12 5. Specific health and safety courses to allow activities to be carried out giving due regard to specific risks, for example manual handling training. Recognised health and safety training courses. External provider. 6. Health and Safety training courses enabling teams or establishments to comply with requirements, for example first aid training. Recognised health and safety training courses. External provider The timing of health and safety training is also an important consideration; it will not be appropriate to carry out some activities at all until suitable training has been undertaken. Training Plans The designated director of operations, alongside the HR department, will hold overall responsibility for implementing, monitoring and reviewing training plans. Having completed the initial analysis, an internal procedure will be required to identify outstanding health and safety training needs for the staff currently employed within R.E.A.L. Independent Schools. The staff appraisal system will then be used to record formally the training needs of the individual. The next stage is to feed all the outstanding requirements into R.E.A.L. Independent Schools training plan and to carry out an evaluation exercise to identify the most important priorities. Competencies of Training Providers All in-house trainers and assessors should have received suitable training and be competent to carry out these roles. External providers should also be vetted to ensure that they are suitably qualified and experienced to carry out training on behalf of the school. Employees Duties Every employee has a duty to: use any equipment or process in accordance with the training and instructions received from the employer inform the employer (in practice, the line manager) of any: work situation which a person with their training and instruction would reasonably consider to be a serious and immediate danger to health and safety matter which a person with their training and instruction would reasonably consider to be a shortcoming in the employer's protection arrangements for health and safety. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 12 of 41

13 RISK MANAGEMENT AND ASSESSMENT Relevant Legislation The Management of Health and Safety at Work Regulations 1999 General A key requirement that underpins all modern safety legislation is the duty to assess risks to health and safety in all work activities. A written assessment of risk, identifying the necessary precautions, is required for all activities which carry a significant risk to health and safety. General principles and purpose of risk assessment A risk assessment is carried out to identify the risks to health and safety to any person arising out of, or in connection with, work or the conduct of their undertaking. It should identify how the risks arise and how they impact on those affected. This information is needed to make decisions on how to manage those risks so that the decisions are made in an informed, rational and structured manner, and the action taken is proportionate. A risk assessment involves identifying the hazards present in any working environment or arising out of work activities, and evaluating the extent of the risks involved, taking into account existing precautions and their effectiveness. Definitions of hazard and risk are as follows: a hazard is something with the potential to cause harm (this can include articles, substances, plant or machines, methods of work, the working environment and other aspects of work organisation); a risk is the likelihood that harm will arise from that hazard. The purpose of the risk assessment is to help R.E.A.L. Independent Schools to determine what measures should be taken to protect the safety of those involved with the activity. The R.E.A.L. Independent Schools has adopted a corporate format to carrying out and recording general risk assessments. Form RA1 is included at the end of this section. A suitable and sufficient risk assessment should be made. In practice the risk assessment should: Identify the risks arising from or in connection with work. The level of detail in a risk assessment should be proportionate to the risk. Consider all those people who might be affected by the undertaking, including employees, other workers in the workplace and members of the public. Include only what an employer could reasonably be expected to know; they would not be expected to anticipate risks that were not foreseeable. Be appropriate to the nature of the work and should identify the period of time for which it is likely to remain valid. Concentrate more on the broad range of risks that can be foreseen in those instances where the nature of the work may change fairly frequently or the workplace itself changes and develops (such as a construction site), or where workers move from site to site. When other less common risks arise, detailed planning and training for employees will be needed to take account of those risks and enable them to be controlled. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 13 of 41

14 Ensure that all aspects of the work activity are reviewed, including routine and non-routine activities. The assessment should cover all parts of the work activity, including those that are not under the immediate supervision of the employer, such as home workers and peripatetic employees. Take account of the non-routine operations, such as maintenance, cleaning operations, loading and unloading of vehicles and emergency response arrangements. Take account of the management of incidents, such as interruptions to the work activity, which frequently cause accidents, and consider what procedures should be followed to mitigate the effects of the incident. Be systematic in identifying hazards and looking at risks. For example, it may be necessary to look at activities in groups such as machinery, transport, substances, electricity etc, or to divide the work site on a geographical basis. Take account of the way in which work is organised and the effects this can have on health. Take account of risks to the public. Evaluating risk As part of the risk assessment process it is necessary to carry out a risk evaluation of the hazard and risks identified in the context of the activity. The extent of the risk will depend on: the likelihood of that harm occurring the potential severity of that harm, such as any resultant injury or adverse health effect the number of people who might be affected by the hazard. R.E.A.L. Independent Schools has adopted a simple method for evaluating risk based on the table below. Type of Injury Likely Possible Remote High High Medium Fatality Serious Injury High Medium Medium Minor Injury Medium Low Low No Injury Low Low Low Controlling risk Where risks are already controlled in some way, the effectiveness of those controls needs to be considered when assessing the extent of risk that remains. This can be done by: a) observing the actual practice; this may differ from the works manual, in which case the employees concerned or their safety representatives should be consulted; b) addressing what actually happens in the workplace or during the work activity; and c) taking account of existing preventive or precautionary measures; if existing measures are not adequate, consider what more should be done to reduce risk sufficiently. Residual Risk When considering the measures that are required to reduce the risk, the accepted hierarchy of control measures is as follows: Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 14 of 41

15 1. Cease the activity if it is felt not to be necessary 2. Reduce the hazard by substituting for something less hazardous 3. Isolate or segregate by use of physical barriers 4. Where possible, combat the risks at source by employing engineering controls, enclosure, local exhaust ventilation, adapting the work to suit the individual as regards the design of workplace, the choice of work equipment etc. 5. Apply palliative measures, such as personal protective equipment when all reasonable measures have been taken, and are still insufficient to control the risks. Deciding if control measures are adequate Deciding if the control measures already put into place are adequate depends upon whether the risks will be controlled to an acceptable level. This requires that a judgement be made based on whether or not it would be reasonably practicable to provide further protection. The balance between the level of risk posed and the cost of putting in additional measures should be considered as part of this decision. The risk rating initially calculated should be reduced once the control measures are implemented. This second rating does not need to be formally recorded, other than simply to state yes or no on the form. It may also be necessary to refer to standard texts or guidance when deciding if control measures are adequate. The Health and Safety officer can also advise on the suitability of the control measures proposed. Generic Assessments Where similar activities take place may produce generic risk assessments reflecting the core hazards and risks associated with these activities. Such generic assessments may be applied by employers or managers at each workplace, provided they can: satisfy themselves that the generic assessment is appropriate to their type of work adapt the generic to the detail of their own actual work situations, including any extension necessary to cover hazards and risks not referred to in the generic assessment. Recording The recorded risk assessment should represent an effective statement of hazards and risks that then leads management to take the relevant actions to protect health and safety. The record should be retrievable for use by management in reviews and for safety representatives or other employee representatives and visiting inspectors. The significant findings should include: a record of the preventive and protective measures in place to control the risks; what further action, if any, needs to be taken to reduce risk sufficiently. It is recommended that an action plan be generated following completion of a risk assessment and used in consultation with colleagues and the company health and safety officer. Review and revision Managers should review and, if necessary, modify their risk assessments, since assessment should be a dynamic process. The following sub-paragraphs identify particular examples of review and revision. As the nature of work changes, the appreciation of hazards and risks may develop. Monitoring under the arrangements may reveal near misses or defects in plant or equipment. The risk assessment may no longer be valid because, for example, the results of health surveillance have identified the need for additional protection, or a confirmed case of occupationally induced disease. Adverse events such as an accident, ill health or dangerous occurrence may take place even if a suitable and sufficient risk assessment has been made and appropriate preventive and protective measures taken. Such events should be a trigger for reviewing the original assessment. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 15 of 41

16 The employer needs to review the risk assessment if developments suggest that it may no longer be valid (or can be improved). In most cases, it is prudent to plan to review risk assessments at regular intervals. The time between reviews is dependent on the nature of the risks and the degree of change likely in the work activity. Such reviews should form part of standard management practice. Index as the number of risk assessments increases it is appropriate to develop an index of assessments to aid with training. It is important to communicate the findings of risk assessments and records should be kept to demonstrate this. Arrangements for Risk Assessment in R.E.A.L. Independent Schools In order to make the completion of risk assessments as easy as possible a number of forms have been devised. The principal form is the corporate form RA1. However, other forms have been devised for specific activities, some arising from specific legislation. The table below details the various forms that are available. Risk Assessment Requirement Form and Comments Assessment of risks in general work activities Form (RA1) Appendix 1.0 Assessment of risks to young people in our care Form (RA1) Appendix 1.0 Workstation Risk Assessments Form (DSE-RA2) Appendix 1.0 Manual Handling Risk Assessment Objects Form (MH-RA3) Appendix 1.0 Personal Protective Equipment Form RA1 Appendix 1.0 Fire Precautions See Fire Log Book Appendix 1.0 Accident report form Form (ACC1) Appendix 1.0 Violent incident form Form (VI1) The RA1 generic risk assessment is intended to identify the common hazards and control measures associated with our work, and should be completed following each initial visit (or prior to the visit if this is possible e.g. if the work is to take place in a public or community setting). Before undertaking an activity, it may also be necessary to make an assessment of any specific risks associated with a particular visit, including travel, sites, activities and the group of service users. This form should be used in conjunction with individual risk assessments and young person pen pictures. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 16 of 41

17 DISPLAY SCREEN EQUIPMENT (DSE) Relevant Legislation Health and Safety (Display Screen Equipment) Regulations 1992 Disability Discrimination Act 1995 General The regulations require the employer to consider the following: Whether their members of staff regularly use DSE (previously VDU) as a significant part of their week. Whether they use a keyboard, mouse or other input device. Whether they complain of discomfort, aches and pains. Definition of a 'User' The regulations specify that a 'user' is an employee who habitually uses display screen equipment as a significant part of his/her normal work. The need for a definition stems from the fact that possible risks associated with display screen equipment use are those leading to: musculoskeletal problems visual fatigue stress The likelihood of experiencing these is related to the duration and pace of continuous use of the display screen equipment, coupled with the amount of discretion the person has about its use. Where use of display screen equipment is more or less continuous on most days, employees should be classified as 'users'. Managers need to consider how the DSE/eye test requirements of third parties, such as agency workers, are met. Pupils and students are not classified as 'users'. Exclusions The following equipment would not normally be included when assessing who is a user: drivers cabs or control cabs for vehicles or machinery computer systems on board a means of transport computer systems mainly intended for public use Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 17 of 41

18 portable systems not in prolonged use at the workstation calculators, cash registers or any equipment having a small data or measurement display required for direct use of the equipment window typewriters Portable Equipment By and large, portable display screen equipment (such as lap top computers) should be excluded when assessing who is a user. However, while there are no hard and fast rules, portable equipment in use at a workstation for a prolonged period of time, say, more than two or three hours on most working days, should be included when assessing who is a user. This proviso also applies to employees working at a workstation at home. Portable Equipment in Prolonged Use Where portable display screen equipment (such as lap top computers) is in prolonged use it will be subject to the same requirements of assessments as for fixed workstations. If the portable equipment is being used at a fixed workstation arrangement it should be engaged in a suitable docking arrangement with a separate keyboard which allows the correct focal height and distance to be achieved. Risk Assessment The regulations require that a formal assessment of DSE workstations be made in order to identify any risks to health as a result of use of the workstation itself. It is also a requirement that subsequent action to reduce risks is identified. The risks to be considered include upper limb pains and discomfort, adverse effects on the eye and eyesight, together with general fatigue and stress. The assessment of workstations should be carried out by suitably trained staff within each establishment. When assessments are complete, any risks identified must be reduced to the lowest extent reasonably practicable, which may include one or more of the following steps: Issue Postural Problems Visual Problems Fatigue and Stress Possible Solution Repositioning of equipment, or adjustment of chair Provision of new chair or workstation to comply with current standards Provision of footrest or document holder Repositioning of screen Cleaning of screen Provision of window blinds or modification of lighting Variation of the task to include other duties Matching staffing to work volumes Involvement of users in work planning Introduction of planned breaks, the minimum being five minutes every hour. Eye and Eyesight Tests The regulations also give display screen equipment 'users' an entitlement to eye and eyesight tests, by a competent person: Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 18 of 41

19 when they first become a user. at subsequent intervals recommended by the competent person, usually every two years. on experiencing visual difficulties which may reasonably be considered as relating to display screen work. Designated users of display screen equipment are entitled to reimbursement of costs relating to eye testing. The full cost of an eyesight test is to be made and, where necessary (and solely for DSE use) funding towards frames to a maximum amount of 25 must also be made, together with reimbursement for the cost of lenses. In the latter case, the lenses must be of a basic type, without tints or other embellishments. R.E.A.L. Independent Schools policy does not authorise the refund of costs for bifocal or varifocal lenses. In general, only the costs of the eye test, which is normally less than 20.00, will have to be found. If the person requires corrective spectacles that are solely for use with the display screen equipment the total cost of a refund could be about 100. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 19 of 41

20 MANUAL HANDLING R.E.A.L. Independent Schools will work towards a safe handling policy and as part of this process will ensure a current policy of minimal lifting. The Company will ensure that the necessary arrangements are made to facilitate the information of the policy, for example by provision of appropriate and suitable training by professionally competent persons, for those who have duties under the policy. The Company accepts responsibility for compliance with the regulations. The staff member with responsibility for the implementation of the manual handling policy is Steve Quinn. The main objective is to reduce the risk of injury and disablement caused by manual handling in the workplace to the minimum. The Company has a duty of care to ensure that; Minimum requirements for the manual handling of loads are followed where there is a particular but not exclusive risk of back injury to workers. The need for manual handling is avoided or, when it cannot be avoided, an assessment is made of the operation and where there is a risk of injury, appropriate steps taken to reduce or avoid that risk. Assessment of manual handling operations take into account factors which include characteristics of the load, the physical effort required, characteristics of the working environment and the requirements of the task. Information and training is provided to workers and managers on assessment and manual handling principles. Employer responsibilities The designated person must; Be aware of manual handling operations within the organisation. Avoid the need for employees to undertake any manual handling operations, which involve a risk of injury, so far as is reasonably practicable. Make an assessment of any hazardous manual handling operations that cannot be avoided in order to reduce the risk of injury. Make a clear record of the assessment and communicate its finding to all staff involved. Introduce appropriate measures to avoid or reduce risk by elimination of the risk, re-designing the operation or the use of mechanical aids. Provide information and ensure that all staff receive appropriate training in manual handling and ensure that new staff receive training before any manual handling tasks are undertaken. Ensure that mechanical aids provided are easily accessible and properly maintained. Ensure that manual handling requirements are clearly identified when recruiting staff so that appropriate medical advice can be taken as part of pre-employment health screening. Ensure that safe systems of transportation are utilised for the transportation of loads and equipment throughout the organisation. Make allowance for any known health problems which might have a bearing on an existing employee s ability to carry out manual handling operations safely. Refer to occupational health advisors if there is any good reason to suspect that an individual s state of health might significantly increase the risk of injury from manual handling operations. Monitor and review manual handling assessments when there is reason to suppose that they are no longer valid due to changes in working conditions, personnel involved or a significant change in the manual handling operation affecting the nature of the task or the load. Maintain records of accident and ill health related to manual handling operations. Employee responsibilities Take responsible care of their health and that of others whose safety may be affected by their activities when involved in manual handling operations. Co-operate with the owner/manager in the making of assessments of hazardous manual handling tasks. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 20 of 41

21 Observe safe systems of work and use of safety equipment, reporting any defects in mechanical aids to the manager. Participate in training given in manual handling. Report pregnancy or any medical conditions which may affect their ability tohandle loads safely. Report any change in working conditions, personnel involved in manual handling risks or a significant change in the nature of the task or the load which may necessitate a review of the assessment. Employees have a duty to use manual handling equipment provided and ensure it is used correctly. Training R.E.A.L. Independent Schools will ensure that: Awareness training is provided for all staff with specific training for groups of workers who are involved in specific handling tasks. Appropriate training is provided for new staff with specific training for groups of workers who are involved in specific handling tasks. Training is based on the ergonomic and problem solving approach to manual handling operations. Training programmes are reviewed and monitored. Training programmes include the following elements as a minimum requirement; 1. basic ergonomic and manual handling principles 2. assessment skills and knowledge of the assessment process 3. basic anatomy and function of the spine 4. causes of injury and back care principles 5. manual handling techniques 6. mechanical handling aids and equipment 7. health and safety responsibilities Annual refresher training is provided for all staff. Accurate records of attendance are kept for training events. Risk assessment for manual handling The standard risk assessment form (RA1), supplemented by the pictograms on the form (MH-RA3), should be completed for manual handling tasks where there is a potential risk of injury arising from lifting or handling an object. This should detail the job description of the employee and give a detailed description of the operations covered by the assessment. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 21 of 41

22 PERSONAL PROTECTIVE EQUIPMENT (PPE) Relevant Legislation The Personal Protective Equipment at Work Regulations 1992 (as amended) The Control of Substances Hazardous to Health Regulations 2002 (as amended) The Control of Noise at Work Regulations 2005 The Construction (Head Protection) Regulations 1989 Definition of Personal Protective Equipment (PPE) PPE is a term that covers all equipment that is intended to be worn or held by employees and which protects them against one or more risks to their health and safety. Such equipment includes: safety footwear high visibility waistcoats gloves protective clothing for adverse weather conditions safety harnesses The above list is not exhaustive. Hearing protection and respiratory protective equipment provided for most work situations are not covered by these Regulations because other regulations apply to them. However, these items need to be compatible with any other PPE provided. Other regulations The PPE at Work Regulations do not apply where the following six sets of regulations require the provision and use of PPE against these hazards. For example, gloves used to prevent dangerous chemicals penetrating the skin would be covered by the Control of Substances Hazardous to Health Regulations (COSHH) 2002 (as amended). The regulations are: The Control of Lead at Work Regulations 2002 The Ionising Radiations Regulations 1999 The Control of Asbestos at Work Regulations 2002 The Control of Substances Hazardous to Health Regulations 2002 (as amended) The Control of Noise at Work Regulations 2005 The Construction (Head Protection) Regulations Risk Assessment PPE should only be used where the risk cannot be controlled by something equally or more effective. Engineering controls or safe systems of work should always be considered first. This is because PPE protects only the person wearing it, whereas measures controlling the risk at source can protect everyone. Additionally, effective protection is achieved only by suitable PPE, correctly fitted and maintained and properly used. Furthermore, if more than one item of PPE is being worn, the different items of PPE must be compatible with each other. Lastly, PPE may restrict the wearer to some extent by limiting mobility or visibility, or by requiring additional weight to be carried. The need for PPE should be identified as part of a risk assessment. This should take into account the particular risks involved and for the circumstances of its use. PPE need not be provided where risks are sufficiently low that they can be considered adequately controlled. The need for voluntary workers and school children to wear PPE should also be assessed. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 22 of 41

23 Whilst most PPE will be provided on a personal basis, some may be used by a number of people. Furthermore, it may be appropriate, to provide a supply of disposable PPE (for example single use coveralls) which can simply be discarded after use. Once it has been decided that PPE is necessary, suitable items should be selected. These should comply with the appropriate British or European Standard. Information and Training for Users Users need to be given information, instruction and training to enable them to make effective use of the PPE provided. In other words, they should be trained in the correct use of the PPE, how to fit and wear it correctly, and what its limitations are. The extent of the instruction and training will vary with the complexity and performance of the equipment. Users may need refresher training from time to time. The training should include elements of theory as well as practice in using the equipment, and should be carried out in accordance with the recommendations and instructions supplied by the manufacturer. Theoretical Training Theoretical training needs to take full account of the following: An explanation of the risks present and why PPE is needed The operation, performance and limitations of the equipment Instructions on the selection, use and storage of PPE related to the intended use. Written operating procedures such as permits to work involving PPE should be explained Recognising defects in PPE and arrangements for reporting loss or defects. Factors which can affect the protection provided by the PPE such as: other protective equipment personal factors working conditions inadequate fitting defects damage and wear Practical Training Practical training needs to take full account of the following: Practice in putting on, wearing and removing the equipment Practice and instruction in inspection and, where appropriate, testing of the PPE before use Practice and instruction in the maintenance that can be undertaken by the user, such as cleaning and replacement of certain components Instruction in the safe storage of equipment. Furthermore, employees and young people must also be given clear instructions in how they can obtain PPE. If disposable PPE is used, it is important that users are told when it should be discarded and replaced. Duties of Employees Where protective clothing is issued or its use is required, it must be worn and maintained in accordance with the instructions given by the employer. PPE should be examined before it is put on and should not be worn if it is defective or has not been cleaned. Any defects or loss of protective equipment should be reported to the appropriate manager as soon as possible. Each employee should take reasonable care not to misuse or neglect to use PPE. If employees have any concerns about the serviceability of the PPE they should contact their line manager. Health and Safety Policy Real Independent Schools version 1.0 January 2012 Page 23 of 41