UNIVERSITY OF BRIGHTON HEALTH AND SAFETY DEPARTENT CODE OF PRACTICE GUIDANCE FOR SCHOOLS AND DEPARTMENTS PROVIDING WORK EXPERIENCE PLACEMENTS OR EMPLOYMENT FOR CHILDREN AND YOUNG PERSONS CONTENTS
Page Introduction 1 Definitions 1 Special Considerations Applying to Children and Young Persons at Work 1 Assessing the Risks 2 Appointing Placement Supervisors 2 Placement Register 2 Placement Safety Inductions 3 Provision of Information to Parents 3 Further Information 3 APPENDIX Appendix I: Risk Assessment Form YP1 4 Appendix II: Restricted Activities Checklist YP2 5 Appendix III: Health and Safety Information Form YP3 7
University Of Brighton SAFETY OFFICE GUIDANCE FOR DEPARTMENTS PROVIDING WORK EXPERIENCE PLACEMENTS OR EMPLOYMENT FOR CHILDREN AND YOUNG PERSONS INTRODUCTION 1. The safe employment of children and young persons is governed by, amongst other things, the Health and Safety (Young Persons) Regulations. These regulations implement the health and safety provisions of the European Directive on the Protection of Young People at Work. These are also requirements in the Management of Health and Safety at Work Regulations. The Health and Safety (Young Persons) Regulations are explained fully in a guidance booklet produced by the Health and Safety Executive entitled Young People at Work - A Guide for Employers (HSG156, ISBN 0 7176 1285 6). DEFINITIONS 2. The Health and Safety (Young Persons) Regulations distinguish between "child" and "young person" as follows: "Child means a person who has not reached the minimum school leaving age, MSLA (16 years) construed in accordance with Section 8 of the Education Act 1996). "Young person means a person who has not reached the age of 18 years. SPECIAL CONSIDERATIONS APPLYING TO CHILDREN AND YOUNG PERSONS AT WORK 3. Young workers are regarded as being particularly at risk because of their possible lack of awareness of existing or potential risks, immaturity and inexperience. Thus children under 13 years old are generally prohibited from any form of employment, whilst children between 13 and the minimum school leaving age (MSLA) are prohibited from being employed in industrial undertakings, service industries, etc, except when on work experience schemes approved by the local education authority. 4. Where University Departments/Schools offer work experience placements to children under MSLA, the Health and Safety (Training for Employment) Regulations have the effect of designating those children as employees for the purposes of health and safety legislation. Departments/Schools are then required to provide them with the same health, safety and welfare protection, which is given to the existing staff. 5. As a result, Heads of Departments/Schools must make suitable arrangements to assess risks to young persons under 18 years old before they start work, which will include taking into account their inexperience, lack of awareness of existing or potential risks, and immaturity. 1
6. In particular, the following factors must be taken into account: the layout of the workplace or workstation the range and use of work equipment and the way in which it is handled the organisation of processes and activities the extent of the health and safety training provided, or to be provided, to the young persons concerned. ASSESSING THE RISKS 7. The aim of the assessment is to identify the significant risks in the workplace. Trivial risks can be ignored. It must be remembered that what might be considered a trivial risk to any experienced, mature employee familiar with his or her workplace, may well become a significant risk to a young inexperienced person on a work experience placement during the first few days of a completely different daily environment. 8. A risk assessment record sheet (YP1) is given in Appendix 1 and it is recommended that this be used as a basis for recording the significant risks that the young person may be exposed to during his or her work. The record should be kept with the other documentation relating to the placement and a copy given to the young person. 9. Persons on work experience placement will be carrying out "office"-type activities in various departments and the number of significant risks to be assessed will normally be minimal. However, some placements occasionally take place in departments which do have significant risks to safety or health, for example in laboratories, workshops or the service departments. The Health and Safety Executive Booklet Young People at Work - A Guide for Employers (see Introduction), lists those work activities in which young persons must not be employed if significant risks to their health and safety have been identified and cannot be avoided. These prohibited activities are summarised in Appendix 2 (YP2). In addition, departments that have placements which involve fieldwork must consult the University of Brighton Code of Practice Safety in Fieldwork. APPOINTING PLACMENT SUPERVISORS 10. The Head of Department/School will nominate a senior member of staff to act as Placement Supervisor. The role of the Placement Supervisor is to oversee proper conduct of the health and safety aspects of the work experience placement and to ensure that the relevant information is given to both the placement student and their parents. PLACEMENT REGISTER 11. The Placement Supervisor will notify Personnel Department that a work experience placement is to take place. The Personnel Department will maintain a list of such placements within the University. 12. Following appropriate consultation within the Department/School, the Placement Supervisor will decide in which activities the child will participate during their work experience. The Placement Supervisor will complete the risk assessment form (YP1). This form will explain in terms likely to be understood by lay persons, the nature of the 2
hazards to which the child may be exposed during their work experience and how the risk from these hazards will be controlled. PLACEMENT SAFETY INDUCTIONS 13. It is important that upon arrival in the Department/School they are met by someone, preferably the Department/Area Safety Adviser or Placement Supervisor, who can brief them on local health and safety rules relevant to the place where they are going to work and what action to take in the event of an emergency. It is recommended that such information be written down clearly and concisely since the young persons will generally be employed for short periods in unfamiliar surroundings. If necessary it can be tailored to fit in with any other documentation concerning the placement but the information shown in Appendix 3 must be included. PROVISION OF INFORMATION TO PARENTS 14. There is a legal requirement to let the parents or guardian of young workers under MSLA know the key findings of the risk assessment and any control measures taken before that person takes up employment on the placement. The Placement Supervisor will arrange for copies of the Risk Assessment YP1 (Appendix 1) and the Safety Information Form YP3 (Appendix 3) to be completed. Copies should be sent to Personnel Department for record purposes as well as a copy posted by the Placement Supervisor directly to the child/young person's parent or guardian prior to commencement of the work experience placement. In addition, a copy should be retained by the Department/School. This is essential in order to meet the University's obligations. Particular importance should be given to explaining the measures that will be in place to ensure that the child does not suffer harm during the placement. The level of training and supervision that will be given must be recorded. Parents/guardians should be encouraged to use this information and contact the Placement Supervisor to discuss any concerns that they may have about the placement. FURTHER INFORMATION The University is anxious that these new requirements do not deter Departments/Schools from offering work experience opportunities. Assistance on the health and safety aspects of young persons in the workplace can be obtained by contacting the University Health and Safety Department. Information on the administrative aspects of placements can be obtained from Personnel Department. Information regarding insurance arrangements can be obtained from the Finance Department. 3
4 APPENDIX I YOUNG PERSON WORK EXPERIENCE PLACMENT OR EMPLOYMENT RISK ASSESSMENT FORM YP1 RISK ASSESSMENT RECORD DEPARTMENT/SCHOOL: WORK TO BE UNDERTAKEN BY A PERSON ON WORK EXPERIENCE PLACEMENT OR EMPLOYMENT Name of person on Placement or Employment: What are the significant hazards before any controls are put in place? Is the risk adequately controlled, and if so, how? Therefore, is the residual risk High, Medium, or Low? If High or Medium what further action is necessary to control the risk? Assessor: Designation: Date:
APPENDIX II YOUNG PERSON WORK EXPERIENCE PLACMENT OR EMPLOYMENT RESTRICTED ACTIVITIES CHECKLIST YP2 SUMMARY OF WORK ACTIVITIES IN WHICH CHILDREN AND YOUNG PERSONS MUST NOT BE EMPLOYED ON WORK EXPERIENCE UNLESS THE SIGNIFICANT RISKS IDENTIFIED CAN BE AVOIDED. Note: If any of the work summarised in this table is being considered for a person on a work experience placement, reference must be made to the HSE guidance (see Introduction). Work objectively beyond physical or psychological capacity Physical capacity Work the pace of which is determined by machinery and which involves payment by results Psychological capacity Accidents, injuries and/or musculoskeletal disorders can occur in jobs that require repetitive or forceful movements Young persons may be more at risk as their muscle strength may not be fully developed, and they may be less skilled. There are some areas of work that may be beyond a young person's mental and emotional coping ability, such as dealing with violent and aggressive behaviour and decision-making in stressful situations. Work involving harmful exposure to certain agents Physical agents Biological agents Chemical agents Work involving harmful exposure to radiation Work in high pressure atmospheres Diving Compressed air As defined in the COSHH Regulations Very toxic, toxic, harmful, corrosive and irritant substances Carcinogens Allergens Teratogens Lead and lead compounds Asbestos Ionising radiations Non-ionising electromagnetic radiation Optical radiation Electromagnetic fields and waves 5
Work involving risks which it may be assumed cannot be recognised or avoided by young persons Handling of fireworks and other explosives Work with fierce or poisonous animals Animal slaughtering on an industrial scale Work with compressed and liquefied gases Flammable liquids Flammable gases Gas Cylinders Cryogenic liquids Work with vats, tanks, reservoirs or carboys containing chemicals Work involving risk of structural collapse Building/demolition work Work involving high voltage electricity Work in which there is a risk to health from extreme cold or heat or from noise or vibration Extreme cold or heat Noise Hand-arm vibration Whole-body vibration 6
APPENDIX III UNIVERSITY OF BRIGHTON YOUNG PERSON WORK EXPERIENCE PLACMENT OR EMPLOYMENT HEALTH AND SAFETY INFORMATION FORM YP3 1. LOCATION Building: Site: 2. NAME OF PERSON ON PLACEMENT/EMPLOYMENT: 3. YOUR PLACEMENT/ EMPLOYMENT SUPERVISOR IS: 4. IF YOU HAVE AN ACCIDENT AT WORK Contact your supervisor or the nearest first aider who is: If you have an accident away from your normal workplace, the names and telephone numbers of first aiders are displayed on First Aid Notices in all Departments, or contact the central switchboard on 2222 Remember to fill out an accident/incident report form: your supervisor will supply one. 5. IF YOU HEAR THE FIRE ALARM Leave the building by the nearest exit and go to the assembly point: Close windows and doors behind you Do not use the lift if your building has one Do not stop to collect your personal belongings Do not re-enter the building until the Fire Service allow you to Familiarise yourself as soon as you can with the fire emergency arrangements for your area - alternative escape routes, assembly point, etc. IF YOU DISCOVER A FIRE Leave the building and go to the assembly point On your way out, break the glass of a fire alarm call point. These are located at the final exit doors of the building. Give details of the fire to your supervisor or any member of staff. 6. IN ANY EMERGENCY-Dial 9-999 If you are on your own and unsure of what to do, dial 2222 from any telephone and ask for help from the internal operator who will answer your call and provide assistance. 7
7. YOU WILL BE GIVEN THE FOLLOWING SAFETY TRAINING/INSTRUCTION DURING THE PERIOD OF YOUR PLACEMENT: 8. FOR SAFETY REASONS YOU MUST NOT ENTER THE FOLLOWING AREAS: 9. FOR SAFETY REASONS YOU MUST NOT USE ANY OF THE FOLLOWING MACHINERY/EQUIPMENT Placement Supervisors must complete all sections 1-9. 8