Safe Lone Working Page 1 of 8 Version 1.0 Created on 23 Apr 07
CONTENTS 1 Introduction... 3 2 Definition of lone worker... 3 3 Scope... 3 4 Legal requirements... 3 5 Basic principle... 4 6 Responsibilities... 5 7 Risk assessment process... 5 8 Selecting staff undertaking lone working activities... 7 9 University emergency procedures for Fire and First Aid... 8 10 Further advice and guidance... 8 Page 2 of 8 Version 1.0 Created on 23 Apr 07
1 Introduction This code of practice sets out the University of Brighton safety policy and guidance on lone working. Lone working is undertaken by a range of University staff, contractors and students. People can be classified as lone workers either by virtue of their working hours, remote location or methods of working. Workshops, laboratories, fieldwork and rooms containing hazardous plant or equipment are identified as presenting the greatest risk to lone workers at University of Brighton. An overarching principle for the protection of lone workers is that a suitable emergency response is identified for lone workers in the event of an accident or failure of control measures. In order to ensure that persons are safe, sensible precautions should be taken that are commensurate with the level of risk. In general this means undertaking a risk assessment with the aim of minimising risks by eliminating or reducing hazards and introducing appropriate control measures or restriction of activities that require supervision or assistance. Guidance on sensible precautions is covered under section 7. 2 Definition of lone worker Lone workers are persons who work by themselves without close or direct supervision. (Source: Working Alone in Safety - Controlling the risks of solitary work, HSE, 1998). This will also include any visitor or student accessing the university who may not be at work. 3 Scope This code of practice applies to all University staff, students, visitors and contractors. 4 Legal requirements There is no single piece of legislation that covers lone working. Measures are contained within a variety of regulations: Health and Safety at Work Act 1974 Under section 2 of the Health and Safety at Work Act 1974 (HSW Act), employers have the responsibility to ensure, so far as is reasonably practicable, the health, Page 3 of 8 Version 1.0 Created on 23 Apr 07
safety and welfare at work of all their employees. Section 3 further extends this duty towards persons, other than employees, who might be affected by such work activities. Under section 7, employees have duties to take reasonable care for their own health and safety, and for that of anyone else that may be affected by their actions. Management of Health and Safety at Work Regulations 1999 In the absence of specific legislation or pre-defined standards, every lone working situation has to be considered on its merits through a process of risk assessment. Generic type risk assessments may also be applicable. Regulation 3 of the Management of Health and Safety at Work Regulations (MHSWR) requires employers and the self-employed to make an assessment of the risks involved, activities undertaken, and to ensure that all relevant risks are properly controlled. Significant findings of a risk assessment must be recorded using the University Risk Assessment form. The record must contain details of preventive and protective measures in place to control the risk to lone workers and further action needed to reduce risk. 5 Basic principle Where an activity is identified with a significant degree of risk associated with a specific hazard which would necessitate access to a rapid emergency response or support from staff or supervision of less competent person s lone working should be prohibited. Examples of activities that would necessitate rapid response or support include: Remote locations Hazardous material Biological, chemical, and radioactive agent release Working at height Confined space entry Work with dangerous machinery Working on or near Electricity Excessive weights Working on or near water e.g. Ponds, lakes, rivers, pools Direct Support this is where a person working is within earshot of another person, and that person is able to affect an immediate emergency response to an incident. Indirect Support this is where a person working alone has contact with another person via telephone or where the person is within the vicinity (i.e. in the same building), and that person is able to affect an emergency response to an incident. Page 4 of 8 Version 1.0 Created on 23 Apr 07
6 Responsibilities Heads of School / Department are responsible for complying with this code of practice and ensuring that lone working activities are identified and that risk assessments have been completed. Heads of School / Department have a responsibility to authorise only those lone working activities that have been adequately risk assessed and suitable control measures and emergency procedures are in place. Appropriate arrangements for lone working should be included in the School / Department Safety Policy. Generic exclusion may be applied to undergraduates. I.e. Undergraduates should not have unsupervised access to certain areas outside normal working hours. Persons organising lone working activities All persons organising lone working activities have a duty to ensure that a risk assessment is completed and control measures implemented prior to commencement. Persons also need to notify the Head of School or Department that lone working activities will be undertaken. Lone workers are responsible for taking reasonable care of themselves and other people affected by their work. They need to co-operate with their line manager and comply with safety precautions, guidance and training. Risk assessors Those charged with completing a lone working risk assessment are responsible to the Head of School / Department for ensuring the suitability and sufficiency of all assessments and reviews required under this code of practice. Assessors must be competent to carry out assessments and reviews. 7 Risk assessment process Principles Guidance and forms on completion of risk assessment are available on the Health and Safety Department Website. The basic approach to lone working is to undertake a risk survey and complete specific risk assessments identified. University of Brighton applies a 3 stage approach to risk assessment. Stage 1 is a survey of the work area / activity to identify in general terms the type of hazards and risks and the need for specific risk assessments e.g. DSE, COSHH, Manual Handling etc and to identify hazards Stage 2 requires the completion of appropriate general or specific risk assessments identifying the need for control measures necessary to reduce risk to an acceptable level. Stage 3 involves the documenting of a Risk Control Statement. Page 5 of 8 Version 1.0 Created on 23 Apr 07
Risk assessment may identify that a particular activity is of a hazardous nature and cannot be undertaken without direct support and assistance. Recording the risk assessment Some activities, such as use of substances hazardous to health or working in confined spaces require that a specific risk assessment is completed under the appropriate regulations. Lone working risks must be considered as part of these assessments. Confined Spaces Regulations 1997 Manual Handling Operations Regulations 1992 Control of Substances Hazardous to Work Regulations 2002 Provision and Use of Work Equipment 1998 The significant findings arising from the risk assessment need to be recorded and communicated in accordance with School/Department procedures. The completion of a Risk Control Statement assessment does not preclude the importance of lone workers undertaking an on the spot dynamic risk assessment that considers the risks posed by each work situation. Model or specific A model (or generic) assessment can be produced for lone working activities where the risks are known and there is little variation in the activity or work location. A specific risk assessment should be completed for any activities which fall outside the scope of the model risk assessment. The table below provides a guide to the types of control measure that would be appropriate for various activities. Safe lone working Table 1 below gives examples of lone working activities and the possible control measures commensurate with the level of risk. Table 1 Low risk Possible control measures Office activities Indirect support available Access to caretakers. Access to telephone Medium risk Low risk laboratory (use of low Indirect support available hazardous chemical / biological agents) Restricted use of hazardous materials Access to telephone Access to first aid kit Page 6 of 8 Version 1.0 Created on 23 Apr 07
Out of hours cleaning Indirect support available Access to telephone Reinforce need to follow training Access to first aid kit Maintenance activity e.g. Replacing a Safe Operating Procedures door closer Restriction on hot working out of hours Indirect support Carrying a mobile phone Access to first aid kit Staff visiting offsite locations Support staff provided with address and visit details Visits scheduled during day light hours Carrying a mobile phone and panic alarm New locations visited initially by two staff High Risk Activities Table 2 below identifies some examples of high risk activities that would not permit lone working. Direct support is required to undertake these types of activities. Table 2 Hazardous activities Work machinery Workshops Dangerous machinery / tools Confined spaces Working at height High risk laboratory work High risk field work Contributing factors Specific risk assessments Supervision Competence Direct support Communication system Access to first aider Emergency protocols (i.e. spillage of chemicals, needle sticks) 8 Selecting staff undertaking lone working activities Staff may need to discuss any health issues with their manager that may impact upon their ability to work without direct support. If it is known that staff will be required to undertake lone working as a major part of their role, a suitable risk assessment needs to be completed in advance of the appointment to enable the work activities to be discussed at interview. Page 7 of 8 Version 1.0 Created on 23 Apr 07
The level of supervision required for activities should be decided by an assessment of individual competency and capability. Competency may include a level of qualification in the use of equipment / machinery. Supervisors must verify that staff are suitably trained and skilled to undertake the activity. Where direct supervision is identified, this is no longer classified as lone working. 9 University emergency procedures for Fire and First Aid For all sites, to summon the emergency services (Fire, Ambulance and Police) dial 9-999 followed by 2222 to inform the university switchboard/security desk. University first aiders are generally available between 0830 and 1700 hours. Contact details are provided on posters throughout each building. The university switch board operator can also provide assistance in summoning a first aider; dial 2222. Building based Fire wardens provide cover between hours 0830 1700. Premises staff availability is variable and depends upon staffing levels, building location and time/date. Where lone working is undertaken and relies upon indirect support from premises staff, a check should be made with the Premises Officer in advance of the activity to clarify what support is available. Where lone working is undertaken during hours outside of 0830 1700, the need for first aid and fire warden cover needs to determined whilst completing the activity risk assessment. For low risk activities staff would undertake individual responsibility to evacuate buildings should an emergency arise. First aid support may be provided via enabling access to first aid equipment. In all cases access to a telephone is required. 10 Further advice and guidance Contact the Health and Safety Department on 01273 643144 for advice and guidance on this code of practice. Page 8 of 8 Version 1.0 Created on 23 Apr 07