HEALTH SAFETY & WELFARE POLICY - Winstanley College€¦ · Health, Safety & Welfare Policy and Emergency Plan_2016 Review_V2 H & S Committee 17 May 2016 Finance & Resources 15 June

1 Health, Safety & Welfare Policy and Emergency Plan_2016 Review_V2 H & S Committee 17 May 2016 Finance & Resources 15 June 2016 Board 4 July 2016

winstanley college

Health, Safety and Welfare Policy

& Emergency Plan


HEALTH SAFETY & WELFARE POLICY 1 Introduction 2 Implementation of the Winstanley College Health, Safety and Welfare Policy 3 Policy Statement 4 Organisation

a) Health & Safety Management Structure including the College Health and Safety Committee

b) Staff, Governor and Student Responsibilities (i) Governors (ii) Principal (iii) Assistant Principals & SMT (iv) Line Managers (v) Health and Safety Co-ordinator (vi) Other Staff (vii) Students

5 Arrangements

5.01 Health and Safety Training 5.02 Risk Assessment 5.03 Accident and Incident Reporting and Investigation 5.04 Inspection, Monitoring and Reviewing the College’s Health and Safety

Performance 5.05 Health and Safety Plan 5.06 Supervision of Health and Safety 5.07 Information, Consultation and Documentation (Records). 5.08 Insurance 5.09 Authorisation 5.10 Contractors 5.11 External Visits by students and Staff 5.12 Works Experience 5.13 Visitors 5.14 First Aid 5.15 Safety of Persons with Disabilities 5.16 Substance Abuse 5.17 Violence and Aggressive Incidents 5.18 Stress 5.19 Personal Protective Equipment (PPE) 5.20 Manual Handling 5.21 Control of Substances Hazardous to Health (COSHH) 5.22 Noise at Work Regulations 5.23 Display Screen Equipment 5.24 Security 5.25 Special Events 5.26 New and Expectant Mothers 5.27 Smoking Policy 5.28 Reporting Defects 5.29 Health Surveillance.

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5.30 Specific Arrangements 5.31 Housekeeping, Welfare and Hygiene 5.32 Fire and Emergency Procedures 5.33 Safe Transport on Site 5.34 Plant and Work Equipment 5.35 Highly Flammable Liquids, Gases and Flammable Materials 5.36 Electrical Installation and Equipment 5.37 Asbestos 5.38 Ionising Radiation 5.39 Safety Committee 5.40 Health and Safety Management structure 5.41 Lone/Out of Hours Working 5.42 Gas installation 5.43 Legionella 5.44 Children on Site (persons under the age of 16) 5.45 Arrangement for the use of the Sports Hall 5.46 Work Placements at Winstanley College 5.47 Working at height.

There are a number of Codes of Practice and Procedures in current operation; these are contained in Annex 1. 6 Appendices

1. Responsibilities and Procedures to protect visitors to Winstanley College 2. Health & Safety Committee 3. General Risk Assessment 4. Reporting of Injuries, Diseases and Dangerous Occurrences 5. Inspection of Departmental Areas, Checklist 6. Inspection Code of Practice 7. Property Services Maintenance Request Form 8. Major Works Code of Practice and Terms and Conditions for Contractors and

Subcontractors at Winstanley College 9. Minor Works Code of Practice and Terms and Conditions for Contractors and

Subcontractors at Winstanley College 10. Off site Activity – refer to College Intranet 11. First Aid Code of Practice 12. Personal Protective Equipment Code of Practice 13. Manual Handling Code of Practice 14. Procedure in Case of Fire 15. Display Screen Equipment Code of Practice 16. COSHH Code of Practice 17. Maternity (new and expectant Mothers) 18. Portable Electrical Appliances Code of Practice 19. Stress Management Code of Practice 20. Work Experience – refer to College Intranet 21. PUWER 22. Working at Height 23. Lockdown and Restraint Procedures

7 Emergency Plan

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WINSTANLEY COLLEGE HEALTH, SAFETY AND WELFARE AT WORK POLICY 1. INTRODUCTION This Health, Safety and Welfare Policy has been issued by the Board of Governors of Winstanley College, the Employer, to comply with the requirements of the Health and Safety at Work etc. Act 1974, Section 2 (3). The Board of Governors has accepted the advice provided by the Health and Safety Executive in its document Safety Policies in the Education Sector. The Policy, although written to comply with a statutory requirement, is intended to be an easy to use working document that will promote and encourage safe working practices for the benefit of all employees, students and others affected by our activities. Complete copies of the Policy are made available to all Staff via the College Intranet. Copies of the complete Policy Statement and appendices are posted on the staff only site. Louise Tipping PRINCIPAL


2. IMPLEMENTATION OF THE WINSTANLEY COLLEGE SAFETY POLICY The safety policy has been produced in consultation with recognised trade union representatives and College management. The policy has the approval and endorsement of the Board of Governors. Everyone has health and safety duties as described by the Health and Safety at Work Act 1974. This policy is intended to assist all of us in complying with those duties. Effective communication and a clear description of individual's roles are essential if we are to do all that is reasonably practicable to ensure that the activities of Winstanley College are carried out in a healthy and safe manner. The safety policy statement is divided into three: (i) the statement of the employer's General Policy with regard to health and safety (ii) the Organisation for implementing the policy including allocation of function to individuals (iii) the Arrangements for carrying out the functions allocated to individuals and monitoring the effect

of the safety policy

• (i) Statement of General Policy The Statement provides a general reference to the employer's commitment to the health and safety of all persons who are affected by its activities. All employees will receive induction which will specifically mention Health & Safety to make them aware of the full policy. Students will be made aware of Health, Safety and Welfare through the student diary or equivalent. Any matters that require clarification may be addressed with reference to the Health and Safety Management Structure attached. Health, safety and welfare is recognised as a management issue and will accordingly attract a high priority.

• (ii) Organisation (a) Health and Safety Management Structure The Health and Safety Management Structure has been devised to ensure effective communication on health and safety matters, all persons are requested to comply with the structure and to use the lines of communication whenever it is reasonable and appropriate to do so. (b) Individual Responsibilities The employer has statutory duties to ensure that all reasonable practicable measures are taken in ensuring the health and safety of employees and others. The employee has an unambiguous duty to co-operate with the employer in complying with their duties.

• (iii) Arrangements

The Arrangements relate to the procedures and codes of practice devised by the College following consultation with both trade unions representatives via the College’s Health & Safety Committee and those competent in advising on best practices. The Arrangements have and will continue to be devised in response to the College's commitment to do all that is reasonably practicable to ensure the health, safety and welfare of all persons who are affected by its undertakings and to track any change in our risk profile. The Arrangements will be monitored, audited, reviewed and amended if necessary to ensure their effectiveness.


All staff are invited to raise any matters they consider will improve the effectiveness of the College's health and safety activities.


3. WINSTANLEY COLLEGE HEALTH, SAFETY & WELFARE POLICY STATEMENT

• The Board of Governors of Winstanley College recognises and accepts its responsibility as an employer to provide safe and healthy working conditions for employees and will conduct its affairs in such a way as to protect persons not in its employ who may be affected by its activities.

• The Principal will take all reasonably practicable steps to meet their responsibilities with particular

attention being given to:

(a) the provision and maintenance of a safe place of work, college plant and safe systems of work,

(b) arrangements for ensuring safety in the use, handling, storage and transport of objects and substances,

(c) the provision of sufficient health and safety information and training for employees, (d) a safe and healthy working environment with adequate facilities for welfare, protective

equipment and adaptions to suit disabilities (e) ensuring effective employer/employee consultation in accordance with current regulations

and specific consultation with persons allocated health and safety functions, (f) obtaining expert advice necessary to determine specific risks to health and safety that

might arise and the precautions required to deal with them

• It is essential that all persons play their part in ensuring the health and safety of all those who are affected by the College activities, College staff will therefore take steps to meet their responsibilities with particular attention being given to:

(a) the care of themselves and others, including students and visitors,

(b) co-operating with the Board of Governors or the Principal on any matters necessary to ensure that their statutory duties are complied with,

(c) observing safety instructions, regulations and safe systems of work (d) reporting accidents or dangerous occurrences (near misses)


4. WINSTANLEY COLLEGE

4a) Health and Safety Management Structure The College accepts its responsibility to comply with relevant national (HSE) and European (EC) health and safety legislation. This document addresses the specific Regulations of the Management of Health and Safety at Work and the Health and Safety at Work etc. Act 1974, namely Regulations 4(1), 4(2) and Regulation 2(3) respectively. Regulation 4(1) "Every employer shall make and give effect to such arrangements as are appropriate, for effective planning/organisation, control, monitoring and review of the preventative and protective measures" Regulation 4(2) "he shall record the arrangements referred to in (2)" Regulation 2(3)."a written statement of general policy with respect to the Health and Safety at Work of his employees and the organisation and arrangements for the time being in force for carrying out that policy, and to bring the statement and any revision of it to the notice of all his employees." The health and safety management structure identifies those who have a key role managing the health and safety duties with which the College has a statutory duty to comply. The diversity of the College's activities demands a need for clear responsibility and communication channels, the College health and safety management structure reflects this clarity. All staff are requested to report any matters they consider place persons at risk to their line manager. The College health and safety management structure provides the framework for this reporting, however, it is accepted that staff may refer to senior management for immediate action when necessary. Health and Safety management issues raised by the Student Union or arising from the activities of the Student Union should be channelled through the appropriate Senior Manager with designated responsibility for the Student Union. Specific health and safety responsibilities relating to all staff can be identified in the College Health, Safety and Welfare Policy. 4a (i) College Health and Safety Committee The function of the College Health and Safety Committee is as outlined in Appendix 2 to this Policy. Health and Safety Committee Constitution

• 1 person per recognised Trade Union (4) • Principal • Assistant Principal (member of SMT to be invited)* • Director of Finance & Resources • Health and Safety Co-ordinator • Estates Manager • Governor • Head of PE Department • Head of Performing Arts • Heads of Science • Head of Art and Design • Head of Modern Foreign Languages*


• Work Experience Co-ordinator* • Senior Tutor • Students (2)

Members unable to attend a meeting must provide a substitute. * Not required routinely but may be called upon The Committee may co-opt additional members and request the attendance of other persons when specialist knowledge or advice is required. 4a (ii) THE INNER SANCTUM The college recognises that the full Health & Safety Committee only meets termly and therefore there is a need for a working party to investigate and respond to emerging issues and prepare advice for the full committee. The Inner Sanctum will comprise

• The Principal • The Health & Safety Co-ordinator/Estates Manager • The Director of Finance & Resources • Designated Safeguarding Officer (or their delegate) • Support Services Director • Off sites trips & visits • The PA to the Director of Finance & Resources

4b (i) GOVERNORS

a) Under the Further and Higher Education Act 1992 the Board of Governors of Winstanley College is the employer of all staff employed at the College. The Board of Governors is therefore responsible under the Health and Safety at Work Act and subsequent regulations and statutory instruments made under that act for safeguarding, as far as is reasonably practical, the health, safety and welfare of all staff employed by the College, students and visitors to the College site.

b) The Board of Governors and the Principal are committed to the highest standards throughout the College, consistent with the requirements of the Health and Safety at Work Act and other relevant legislation. The Board of Governors believes Health and Safety to be a key management responsibility and a fundamental element of line management at all levels within the College.

c) This Health, Safety and Welfare Policy (“The Policy”) has been approved by the Board of Governors.

d) A member of the Board of Governors will be appointed to serve as the nominated Health and Safety Governor. This post carries no greater liability than any other Board member-it is purely their responsibility to highlight any Health and Safety issues that may arise from Board decisions. e.g. new building works.

e) The Policy shall be reviewed as often as the Board of Governors shall determine and at least every three years.

f) Copies of the Policy are available for reference on the Intranet. g) The Board of Governors, as appropriate, consult and secure the services of qualified safety

advisors and/or recognised bodies or experts outside the College in order to implement effectively its health and safety objectives. These could include the Association of Colleges, Fire Officers, Surveyors, Occupational Health Practitioners, Plant Examiners and Environmental Monitors.

• The Board of Governors and the Principal will seek and expect the support of everyone in the College that is necessary to achieve the objectives of this Health, Safety and Welfare Policy.


• The promotion of the Policy is a mutual objective for both the Board of Governors and its employees.

Signed …………………………………………….. Dated………………………………… For and on behalf of the Board of Governors Signed …………………………………………… Dated………………………………….. Principal Approved by the Governors at the meeting of the Governing Body on ……………… 4b (ii) PRINCIPAL On the behalf of the Board of the Corporation, the Principal will:

a) ensure so far as reasonably practicable the health, safety and welfare at work of all College employees, students, contractors and visitors and any other person who may be affected by the College's activities

b) provide a facility that can ensure the provision of suitable and sufficient assessment of the health and safety risks to which employees, students and visitors of the College may be exposed

c) make and give effect to such arrangements as are appropriate for the effective planning, organisation, control, monitoring and review of health and safety

d) utilise competent persons such as fire officers, occupational health services, doctors, our health and safety contacts, radiation experts etc. to assist in undertaking the measures necessary to comply with statutory regulations

e) liaise with any relevant bodies via the Health and Safety Co-ordinator, such as the AoC or CLEAPSS in order to access the relevant information regarding any issues that may arise

f) provide employees with comprehensible and relevant information on:

i. the risks to their health and safety identified by assessment ii. the preventative and protective measures to minimise risk iii. procedures relating to matters of serious and imminent dangers

g) co-operate and co-ordinate with other employers who share the College workplace

h) allocate budget needs sufficient to ensure that regulations and College procedures can be

complied with

i) manage in a manner that ensures compliance with European and British health and safety legislation


4b (iii) SENIOR MANAGEMENT TEAM The Senior Management Team will:

a) ensure the effective day-to-day management of all health and safety matters relating to the activities of line managers and their staff in accordance with the College Health, Safety and Welfare Policy

b) liaise with the Principal on any problem or shortcomings in implementing the College Health,

Safety and Welfare Policy

c) liaise with the Principal on health and safety matters whenever employees, students or others are subjected to unacceptable risks

d) ensure that line managers act in accordance with the College Health, Safety and Welfare Policy

e) assist staff who request reasonable responses to their health and safety concerns

f) ensure regular inspections are carried out

g) ensure that after an investigation of an accident or dangerous occurrence has occurred and preventative measures have been agreed that these are implemented

h) ensure that all employees and students are provided with adequate health and safety training

i) ensure that all risk assessments are undertaken and implemented in accordance with the College Health, Safety and Welfare Policy

j) carry out any other reasonable health and safety duties when directed by the Principal 4b (iv) LINE MANAGERS Line Managers will:

a) carry out effective day-to-day management of all health and safety matters in accordance with the College Health, Safety and Welfare Policy.

b) liase with the relevant senior manager on any problems or shortcomings in implementing the College Health, Safety and Welfare Policy

c) liase with the relevant senior management on health and safety matters whenever employees, students or others are subjected to unacceptable risks

d) ensure that managed employees and students act in accordance with the College Health, Safety and Welfare Policy

e) assist staff who request reasonable responses to their health and safety concerns

f) carry out regular inspections (examples of things to look out for could include:- to ensure that the department staff and students are operating in accordance with Risk assessments, that fire exits are not blocked, staff are keeping pat testing records or other H&S checks up to date)

g) assist the senior managers in the investigation and preventative action in response to accidents and dangerous occurrences/(near misses)


h) ensure that managed employees and students are provided with adequate health and safety

training

i) manage and implement risk assessments in accordance with the College Health, Safety and Welfare Policy – and update these annually at time of SAR and share an electronic copy with the H&S Co-ordinator

j) draw up and review any necessary procedures relating to the area they manage

k) act upon health and safety information received from appropriate persons

l) act on reports from colleagues

m) carry out any other reasonable health and safety duties when directed by the Principal 4b (v) HEALTH AND SAFETY CO-ORDINATOR The College Health and Safety Co-ordinator will:

a) liaise with external agencies such as the Health and Safety Executive, Fire Officers, the Funding Agency or Local Authority and others on matters relating to health and safety

b) ensure that the College systems for health and safety are communicated effectively to staff,

students, visitors and anyone else on site. etc.

c) ensure that all accidents and dangerous occurrences are investigated and submit investigation reports to the Principal

d) convene regular meetings with the Health and Safety Committee, the Principal will chair these meetings

e) undertake training and briefings on health and safety matters as appropriate to the above duties

f) maintain central copies of risk assessments submitted by departments (following annual review by each head of department) and other electronic documentation

g) As part of internal inspections of departments undertake a review of health and safety in the area being inspected, reporting to the lead inspector

h) carry out other duties as changing circumstances may require The College Health and Safety Co-ordinator is personally responsible for health and safety matters only in the same way as other employees and will not acquire liability for matters beyond their personal control 4b (vi) EMPLOYEES Staff other than Principal, Vice Principal, Senior Staff, the Health and Safety Co-ordinator and designated Line Managers will:

a) carry out effective day-to-day management of health and safety in accordance with the College Health, Safety and Welfare Policy


b) liaise with the relevant Line Manager on any problems or shortcomings in implementing the

College Health, Safety and Welfare Policy

c) liaise with the relevant Line Manager on health and safety matters whenever employees, students or others are subjected to unacceptable risks

d) assist the Line Manager in the investigation and preventative action in response to accidents and dangerous occurrences

e) check work areas are safe (e.g. by visual inspection of their areas and by considering risks are being controlled as per risk assessments)

f) check equipment is safe to use by staff and students

g) ensure safe procedures are followed

h) ensure protective equipment is used when needed

i) co-operate with Line Managers, senior management, the health and Safety co-ordinator and Principal in implementing the College's statutory duties

j) ensure unsafe matters are rectified and brought to the attention of their Line Manager

k) carry out any other reasonable health and safety duties when directed by the Principal

l) all members of staff should note the following from sections 7 and 8 of the Health and Safety at Work Act

Section 7 “It shall be the duty of every employee while at work”

• To take reasonable care of the Health and Safety of him/herself and of other persons who may be affected by his/her acts or omissions at work.

• As regards any duty or requirement imposed on his/her employer or any other person by or under any other relevant statutory provisions, to co-operate with him/her so far as is necessary to enable that duty or requirement to be complied with.

Section 8 “No person shall intentionally, or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare in pursuance of any of the relevant statutory provisions.” 4b (vii) STUDENTS

a) Students are expected to:-

- Respond promptly to all e-mail messages from staff - Behave with civility and show respect for others - Act at all times, with due regard for their own safety and the safety of others - Respect the environment [eg – by keeping the College free of graffiti and litter]

b) Further information can be found in the Student Diary.


5. GENERAL ARRANGEMENTS FOR HEALTH & SAFETY 5.01 Health and Safety Training

a) The Head of Department will ensure that staff in their area are trained in Health & Safety. The Health & Safety Co-ordinator will advise Heads of Departments if there are new training needs from e.g. new legislation. The Personnel team will record who has been trained and when refresher training is required.

b) The Health & Safety Co-ordinator will advise if he/she considers that training is required in a

particular aspect of Health & Safety based upon legislation changes or arising out of inspection findings.

c) The appropriate Senior Manager with responsibility for staff development will ensure that

provision for Health and safety training is made within inset programmes and staff training programmes.

d) All new recruits will receive induction training that will include at least

∗ A copy and an explanation of the Health, Safety and Welfare Policy ∗ Fire procedures including evacuation and how to activate the fire alarm ∗ First aid arrangements ∗ Defect reporting ∗ Accident investigation and reporting ∗ Smoking policy ∗ Car parking and traffic rules ∗ Welfare arrangements

e) Appropriate health and safety training thereafter will be made available through the staff

development programme. Particular attention will be paid to the need to keep all members of appropriate staff appraised of any new Health and Safety Regulations or significant change of relevant standards.

f) The Health and Safety Co-ordinator will advise when there are changes in legislation etc. which lead to a training need.

g) Health and Safety training relative to the member of staffs' job and/or role will be identified and

delivered through his or her line management chain.

h) Health and safety training for the students will be provided by way of information in the Students "Welcome Pack" or in the student diary, and thereafter through the Teaching and Support Staff as part the Course induction and as an integral component of the course curriculum. Assemblies and quizzes may be used to reinforce Health & Safety awareness during a student’s time at college. There will be a fire evacuation practice at least once each academic year.

i) The Director of Finance & Resources and Vice Principal (staff development) will ensure that an

appropriate budget is set aside for Health & Safety related training and time made available during inset events or staff meetings for refresher updates.

5.02 Risk Assessment

a) The College relies on the completion of Risk Assessments as a major component in its management of health and safety.


b) The responsibility for ensuring the completion of Risk Assessments lies at Head of Department level.

c) Details of the Risk Assessment system are given in Appendix 3.

A risk assessment is only effective if it is shared with the team (staff or students) who must then co-operate with the control measures in the assessment.

d) Risk assessments must be reviewed annually by Heads of Departments (at time of SAR or if there is a significant change to the department e.g. new location/ major change in working practice) and an electronic copy lodged with the Health & Safety Co-ordinator.

5.03 Accident and Incident Reporting and Investigation

a) All accidents, diseases, injuries, incidents and near misses occurring on the College premises, and to staff or students engaged in College activities off site will be logged and reported to the Health and Safety Co-ordinator and will be investigated when necessary.

b) The Inner Sanctum Committee will monitor all accidents and near misses at its regular meetings.

Summary statistics will be reported to the H&S committee and to SMT and governors.

c) All accidents, diseases and dangerous occurrences that require reporting to the enforcing authority (e.g. Riddor reporting to HSE) and/or other body (E.g. Funding Agency) will be so reported by the Principal or Health and Safety Co-ordinator.

Details concerning the College procedures are given in Appendix 4. 5.04 Inspection, Monitoring and Reviewing the College's Health and Safety Performance Monitoring the College's health and safety performance will be performed at all levels of management and in a variety of ways as follows: -

a) At the most senior level by a yearly report from the Health and Safety Co-ordinator who will inform the Senior Management Team who will in turn report to the Board of Governors via the Finance & Resources Committee as part of her/his annual report. This assessment will include a review of the arrangements within the College for ensuring health and safety and an inspection of the premises using an appropriate check list (see Appendix 5) according to the procedures outlined in Appendix 6.

b) The Health and Safety Co-ordinator and Director of Finance & Resources will undertake a review

of the College Health, Safety and Welfare Policy and a progressive review of the College's Arrangements, Approved Codes of Practice and Procedures, ensuring that amendments are reported via SMT and the Health and Safety Committee before recommendation to the Board of Governors. A full review is required every three years.

c) Periodic inspections and reviews by the Line Managers covering their areas of responsibility. The form and frequency of the inspection and who does it will, in most cases, be determined as an integral part of the Risk Assessment procedure.

d) The Health & Safety Co-ordinator will undertake a H&S inspection alongside departmental inspection teams reporting findings to the lead inspector.


e) Additionally by flexible and ad-hoc re-active arrangements identified and initiated by events or external examinations, inspections, complaints, accidents, reported near misses.

f) Governors may undertake their own investigations into Health and Safety or via audit committee may direct the work of the Internal Audit service to review Health & Safety systems or procedures and practice.

g) The above formal procedures will not replace or negate in any way the need for continuous monitoring of health and safety by all staff and managers and the use of the property services request form/ near miss reporting form (see Appendix 7) and reporting of accidents via the accident book.

5.05 Health and Safety Planning As an integral part of its management of health and safety a "College Health and Safety Service review" will be produced as follows: -

a) Key actions may form part of the operating statement approved by the Board of Governors.

b) Following any audit or major inspection that indicates that significant action is required.

c) Where, as a result of significant changes to the College in terms of buildings, activities or staffing, the needs of health and safety require special consideration and detailed planning.

As well as a college wide plan for Health & Safety it is important that individual departments also consider the need for Health & Safety improvements as part of their normal self-assessment and annual development plans. 5.06 Supervision of Health and Safety

a) All levels of management are required to supervise for health and safety as part of the management responsibilities and duties. Line managers have a particular responsibility in this respect not only in the actual practice of supervision in determining the degree and appropriate level of supervision that is necessary. In this context supervision does not mean direct one to one supervision but providing sufficient oversight and monitoring of the actions, work and activities undertaken to ensure that the College Rules, Procedures and Codes of Practices etc. are followed.

b) Senior management team members may be called upon to tour College from time to time to

ensure that students are observing good safety out of supervised lessons.

c) All staff should feel that they can intervene if students are behaving recklessly. 5.07 Information, Consultation and Documentation (Records)

a) Staff will be advised of the arrangements for health and safety through this policy and other documents, notices and instructions that are issued by Management.

b) Specific health and safety information on work equipment, substances or processes e.g.

manufacturers handbooks, leaflets and data sheets etc. will be made available to those who have a direct interest or involvement in them by the Health and Safety Co-ordinator or Personnel Department.


c) Employees are invited and encouraged to contribute to the issue of health and safety through their line managers who are obliged to consider their ideas and comments and report the outcome to their Assistant Principal or SMT line manager. All staff are to be encouraged to actively report near misses and accidents so that the college can learn both from accidents and incidents.

d) The College will endeavour to be kept advised of new legislation, standards and guidance on health and safety through its contacts within the sector, outside bodies, consultants and the Health and Safety Executive publications department etc.

e) The College has well-established lines of communication and Health and Safety is included where necessary within these systems. In addition the College recognises relevant Trade Unions and will communicate health and safety issues via the appointed Health and Safety Representatives. Staff who are not members of Trade Unions also have representation at relevant forums.

f) The Health and Safety Committee provides a forum for the communication and consultation of issues relating to health and safety and the minutes of its meeting are widely circulated.

g) All Managers are required to include Health and Safety on the agenda of routine departmental meetings with their staff and to involve and communicate with their staff on all relevant health and safety issues.

h) Students will be consulted regularly upon their opinions related to safety and health during college activities.

5.08 Insurance

a) The College has arranged, and will continue to provide, Compulsory Employers Liability Insurance. A copy of the current Certificate of Insurance is posted in the College main reception and further copies can be obtained from the Director of Finance & Resources upon request.

5.09 Authorisation to use specified equipment

a) Where any risk assessment shows that the use of a specific item of work equipment (e.g. woodworking machines), or particular task must only be undertaken by specified persons, such persons will be authorised in writing and a record of such authorisation kept on Personnel records and, where appropriate, posted in the relevant department.

b) Only persons who have been suitably trained and instructed and have demonstrated a mature

and sensible attitude towards health and safety will be so authorised.

c) Authorisation to use equipment and completion of tasks by students will be determined as a result of risk assessments and indicated in the relevant instructions and codes of practice. Where necessary and appropriate signs or notices will be posted to signify such limitation of use.

5.10 Contractors (Including self-employed contractors)

a) The College will seek to ensure so far as is reasonably practicable that Contractors working on the premises are advised about and observe all relevant health and safety rules.


b) Contractors may be required to undertake DBS checks or other safeguarding arrangements at their own expense.

c) The College has developed its own Approved Codes of Practice for Contractors Working on the Premises for major and minor projects. (See Appendices 8 and 9).

d) College staff should check that contractors have DBS clearance before leaving them in unsupervised contact with students or children on site. If they have not such clearance then they MUST NOT be left unsupervised. In particular contractors may be required to provide their own welfare areas and may be prohibited from using college catering, toilet or changing facilities, and required to provide their own such areas.

e) Whilst the health and safety of employees of the Contractor is the responsibility of the Contractor, the College will nevertheless, either in relation to its duties under Sections 2 and/or 3 of the Health and Safety at Work etc. Act 1974 (and other relevant statutory provisions) or in pursuance of its general policy of care, reserve the right to stop any such Contractors work or impose any conditions as to the way the work is undertaken.

f) Where the single equality act imposes duties upon the college, contractors must also comply with requirements of the Act.

5.11 External Visits by Students and Staff Off-site Activities

a) Any College activity that involves a student or students visiting or attending another site or place e.g. day trips, educational visits, public or private performances, residential/adventure holidays must be approved by the relevant member of SMT and Line Manager. Refer to http://webserver.winstanley.ac.uk/staff-only/index.php/trips-visits on the College’s Intranet for the specific procedures.

b) Such visits will only be approved if a suitable and agreed risk assessment has been carried out.

c) Record of such approvals shall be kept.

5.12 Work Experience The appropriate Senior Manager with responsibility for Student Services in consultation with the Work Experience Co-ordinator controls and co-ordinates all Student Work Experience activities. Detailed documentation can be found on the College Intranet. There are separate rules for High School students who undertake work placements at Winstanley College please see 5.46. 5.13 Visitors

a) All visitors to the College are required to report to Visitors Reception upon arrival where they will be required to wait until collected by whoever they have come to visit.

b) Visitors will be required to sign in and wear a visitor’s badge.

http://webserver.winstanley.ac.uk/staff-only/index.php/trips-visits


c) All staff and governors will wear a Staff ID badge while on site so that adults who are on site who have not signed in as visitors, will be obvious, may be challenged and escorted back to main reception to sign in.

d) The procedures for informing visitors of fire evacuation are outlined in Appendix 1 – Responsibilities and procedures to protect visitors to Winstanley College.

e) Staff should be aware of visitors with disabilities and point out to them where necessary disabled refuges (wheelchair users), or assist them in safe evacuation (. Also visitors may require direction to lifts ramps and accessible toilets.

5.14 First Aid

a) The College seeks to ensure that trained First Aiders are available to deal with accidents or cases where a student or member of staff requires such treatment.

b) For detailed arrangements see Appendix 11 – First Aid Code of Practice.

5.15 Safety of Persons with Disabilities

a) The College actively encourages and supports the inclusion of persons with disabilities within the College but recognises that special safety considerations need to be applied and the member of staff or student may require a separate risk assessment based upon their duties/ studies and disabilities. The college will therefore endeavour to make reasonable adjustments to its operations and facilities. (for more information refer to the single equality scheme)

b) Students should bring any such disability to the attention of the Personal Tutor or teacher who in

turn should inform /record the presence of the student with the relevant manager and where necessary alert that Manager to any particular safety requirement that the disabled student might have. The Progression and Welfare Manager will normally endeavour to meet with disabled students prior to their enrolment at college to ensure that adjustments and risk assessments can be put in place, in discussion with departments and the health and safety co-ordinator.

c) The risk assessment for the department and/or activity undertaken by the student should have regard to the nature of the disability.

d) For matters relating to the evacuation of any student with disability a PEEP (Personal Emergency Evacuation Procedure) may be prepared depending on the disability. See the Emergency Evacuation Procedures (Appendices 1 and 14.)

5.16 Substance Abuse & Alcohol Licences

a) The consumption of alcohol on College premises is only permitted at authorised events with the approval of the Principal and as part of a normal catering, official hospitality, private staff function or recognised relevant training course.

b) Students and staff must not be under the influence of alcohol or other substances. Refer to

Substance Abuse Procedure.

c) The trading, supplying, use or carrying of banned substances (drugs, solvents) is not permitted by the College and is likely to be the subject of both disciplinary and Police action.


d) The college has a theatre licence which covers educational performances but must apply separately for a licence to sell alcohol to the public or students/former students.

e) Where alcohol is sold at a college event then licencing laws including not selling alcohol to <18 must be strictly observed with necessary ID required where relevant.

5.17 Violence and aggressive incidents

a) The College will not tolerate violence to staff and/or students whatever the provocation.

b) Any member of staff or students caught being aggressive or violent to another student of member of staff will be reported to the Principal for disciplinary action. Refer to “The College Staff Code of Conduct and Student Code of Conduct “– a current copy may be found on the staff only intranet site. Property staff and SMT have been trained in restraint. Contact reception if you need help with a violent individual.

5.18 Stress

a) The College acknowledges that the risk of stress should be assessed and eliminated or controlled so far as is reasonably practicable like any other risk.

b) The College has therefore developed a “Staff Wellbeing Policy” a copy of which may be found on

the staff only intranet site. 5.19 Personal Protective Equipment (PPE)

a) PPE will be provided for staff and students where specific Regulations and/or the risk assessments require it to be provided and used/worn.

b) Students or staff with particular medical needs or disabilities may require specific PPE and this

should be addressed via the risk assessment. PPE may take the form of equipment such as ear defenders or goggles, anti-glare screens, sun cream or clothing such as a lab coat or safety footwear.

c) Employees and Students must make proper use of the clothing or equipment provided and report any defects immediately to their line Manager or Teacher. See Appendix 12 - Personal Protective Equipment Code of Practice for further details.

5.20 Manual Handling

a) The College undertakes risk assessments required by the Manual Handling Regulations 1992. (See appendix 13).

b) Copies of these assessments are kept available in the Departments to which they refer.

c) Where possible staff should consider if unnecessary lifting and handling can be avoided –e.g. by

changes in storage or use of equipment such as trolleys.


5.21 Control of Substances Hazardous to Health (COSHH)

a) The College undertakes assessments as required by the Control of Substances Hazardous to Health Regulations. Copies of the assessments are kept available in the Departments to which they refer.

b) Details of the College procedures are given in Appendix 17 – Maternity (New and Expectant

Mothers). 5.22 Noise at Work Regulations

a) Other than transient activities or occasionally work by Contractors, the only areas where noise is generated above the first action level is in the Woodworking Machine Shop and Performing Arts. In that regard all relevant practical steps are taken to reduce emission of noise and the wearing of hearing protection is mandatory.

5.23 Display Screen Equipment (VDU's)

a) The College undertakes assessments required by the Display Screen Equipment Regulations. (See Appendix 16).

b) All staff who regularly use VDU’s should complete an online assessment which is returned to

Personnel. Any actions should be discussed with their Line Manager.

c) Where staff change their work area e.g. new desking or room layout, they should refresh their assessment to take account of the new conditions.

5.24 Security

a) The College recognises the importance of seeking to ensure that the site is secure, so far as is reasonably practicable, from uninvited and/or unwelcome visitors or intruders.

b) The College has certain security measures in place, external cctv cameras, internal cctv

cameras, intruder alarms, personal alarms, panic alarms, security grilles, high security locks, security patrols.

c) A number of property technicians are employed during College open hours, and the college subscribes to the Central Watch Scheme that investigates out of hours security and incidents.

d) Control is also exercised over visitors and contractors. Staff and students are requested to wear badges at all times so that unauthorised adult visitors are more apparent. Visitors not wearing a visitor’s badge should be escorted back to main reception.

5.25 Special Events

a) Within an academic year the College will hold a number of one off events. These include enrolments, open evenings, public performances, exhibitions, sports days etc. Such events can present special and unique risks that will not be adequately dealt with within the normal risk assessments. Any such event therefore will be subject to an individual risk assessment undertaken by the appropriate Manager or Teacher. This special assessment need only concern


those risks that are in addition to those covered by the normal College Risk Assessments. (See Appendix 3 – General Risk Assessment)

b) Particular attention will be given to the issue of management, control and supervision, fire

matters, security, presence of young children and members of the public who might not be familiar with the premises. Detailed instructions with regards to emergency evacuation procedures are outlined in Appendix 1 – Responsibilities and Procedures to protect visitors to Winstanley College.

c) Special rules apply to the hall as part of the theatre licence. Seating is limited to 200 on the retractable seating and up to 150 on moveable seating. The emergency backup lights must be illuminated during any performance. At the start of each performance the audience must be informed of the locations of the emergency exits. One attendant aged over 18 must be present per 100 in the audience during each show to assist in any evacuation. Fire exits should be kept clear and props not stored under the seating area. For more information about the licence contact the head of performing arts or the Health & Safety co-ordinator.

5.26 New and Expectant Mothers

a) Regulation18 of the Management of Health and Safety at Work Regulations 1999 impose special requirements concerning new or expectant mothers.

b) Whilst the College's responsibilities only relate to a mother or expectant mother that has notified the College in writing that she is pregnant, has given birth within the previous six months or is breastfeeding, it will nevertheless, through its recruitment and administrative procedures seek to identify such persons and acquaint them with the Regulations.

c) Upon such notification the College will implement its procedures including special risk assessments as set out in Appendix 18 – Portable Electrical Appliances Code of Practice.

5.27 Smoking Policy

a) Smoking is only permitted in the shelter on the car park to the north corner of the Sports Hall. This applies to all staff and students.

b) Persons seen smoking in non-designated areas should be instructed to extinguish their cigarette

and reported to the appropriate Manager who will take the necessary action.

c) No person under the age of 16 shall be permitted to smoke on the premises. 5.28 Reporting Defects and Near Misses (Property Services Request for Repairs and Maintenance form)

a) The College operates a "reporting defects" procedure. See Appendix 7 – Property Services Maintenance Request Form.

b) The system makes a distinction between routine maintenance /repair/ replacement and Health

and Safety, the latter receiving priority, based on the perceived risk.

c) Staff should be familiar with the system and use it in a responsible and professional manner.

d) Near misses reported using the system will be reviewed regularly at meetings of the Inner Sanctum.


5.29 Health Surveillance

a) The College's activities can include the storage, handling, machining and other processing/use of substances that could be hazardous to health e.g. hard and soft wood, chemical substances. To that end the College have installed, maintained and inspected suitable and adequate extraction equipment and taken other precautions. Such activities are also covered by risk assessments.

b) In terms of health surveillance therefore the health risks are likely to be small. The Personnel

Department however is the "responsible person" who will seek to identify any person that might be suffering any ill effects from inhaling wood dust or coming into contact with any substance hazardous to health. In particular he or she will enquire of any new recruits if they have any respiratory illness or other medical disorder.

c) Any person identified as suffering any ill effects from exposure to wood dust or other hazardous substance will be referred to a Medical Practitioner.

d) Records will be kept of persons who are regularly exposed to such harmful substances. 5.30 Specific Arrangements (hazard based) for Health and Safety Health and Safety Hazards

a) Any employee finding or being aware of an alleged health and safety hazard within the College must immediately report the hazard to the Estates Manager, or senior staff member responsible for the area concerned who will ensure that all necessary actions are undertaken.

b) Precautions must be taken to prevent persons from having access to the hazard. The member of

staff may also inform the appropriate union safety representative. 5.31 Housekeeping, Welfare and Hygiene

a) Arrangements are made for the premises to be regularly cleaned and for the safe collection and disposal of rubbish and waste materials.

b) Individuals are expected to keep their own workplace tidy and teaching staff are particularly

responsible for ensuring that workshops and classrooms are free of waste and materials that could cause persons to trip or slip or otherwise be injured as a consequence of bad housekeeping.

c) Staff rooms, accommodation for clothing, refectories, sanitary and washing facilities are provided and are regularly cleaned. All staff have a responsibility to co-operate with Management in maintaining such facilities in a clean and usable state.

d) Facilities are available for staff and students to have meals and/or refreshments on the premises. Particular care is taken to ensure high standards of food hygiene.

e) The buildings are maintained and kept clean by a combination of College staff and outside contractors. The Estates Manager has the responsibility to manage this aspect of the Colleges health, safety and welfare arrangements.


5.32 Fire and Emergency Procedures

a) The procedure in the event of a fire is set out in Appendix 14 – Procedure in case of fire.

b) All staff and students must be familiar with the procedures for evacuation in the event of a fire. Staff should be aware of their nearest call point and how to raise the alarm.

c) Tutors are responsible for explaining these procedures to students during induction.

d) If the Fire Alarm is activated, a loud pulsing siren will be heard together with red flashing lights, the fire evacuation procedures (Appendix 14 – Procedure in case of fire) should then be followed. Lifts must not be used.

e) Testing of the fire warning system takes just before first break each Tuesday morning.. Located throughout the college there are fire extinguishers and blankets in areas of high risk, these are maintained annually or upon discharge. All emergency fire exits are checked monthly to ensure smooth operation.

f) Within the buildings there are a number of refuge points that are clearly signposted as safe areas for people with disabilities who may find it difficult to escape in the event of a fire evacuation.

g) A full fire evacuation will take place in the autumn term each academic year. This is when the fire alarms will be deliberately activated from a chosen location and the resulting evacuation monitored for areas of weakness and/or misunderstanding, so that any relevant training can be offered where required. If the first test evacuation is poorly executed then further evacuation practices may be held during the year.

h) In line with good housekeeping in 5.31 ALL STAFF should consider when moving materials around on site – have they left items blocking a fire exit door or route? Have they left combustible materials in a sterile area or evacuation route?

i) When using electrical items such as heaters, lamps, generators, ALL STAFF should consider the risk of curtains or other combustible items which may fall over or be in contact with such equipment.

5.33 Safe Transport on Site

a) The College operates a one-way traffic system and seeks to separate, to the extent that is practical, pedestrians from vehicles.

b) A speed limit of 5 mph is in force and staff and students are expected to observe it at all times.

5.34 Plant and Work Equipment

a) All items of plant e. g. lifting equipment, air compressors, lifts, dust and fume extraction equipment etc. are under the control of the Estates Manager who is responsible for ensuring that they are properly identified, maintained, serviced, inspected and subject to any relevant statutory examination as necessary.

b) Other items of work equipment e.g. machinery, appliance, apparatus, or tool are subject to

routine maintenance as appropriate and in the case of high risk machinery to a check list to ensure compliance with the Provision and Use of Work Equipment Regulations 1998 (PUWER). See appendix 23 – Lockdown and Restraint Procedures.


c) Staff are required to ensure that any safety guard or device necessary for the safe use of any work equipment is in place, properly adjusted and used and that safe working practices are adopted. Particular care must be taken concerning the use of work equipment by students.

d) Access platforms, ladders and steps are the responsibility of the department to whom they belong, who shall ensure that they are properly identified, maintained and inspected at suitable intervals. The use of such equipment shall be limited to those members of staff identified for that purpose and in accordance with the instructions for safe use. Such equipment shall not be used by students unless their use is part of the teaching process and they are properly supervised.

5.35 Highly Flammable Liquids, Gasses and Flammable Materials

a) Any paints, solvents, flammable cleaning agents etc. shall be safely stored and used in accordance with the suppliers’ instructions and any College Approved Code of Practice.

b) Any waste products e.g. rags, cleaning cloths, utensils etc. shall be safely stored and disposed

of.

c) The use of such substances shall, where relevant be subject to the procedures covered by C.O.S.H.H and the Fire Regulations

d) Cylinders of liquefied Petroleum Gas, including empty cylinders shall only be used in specified workshops and shall be stored in a safe place under the control of the Director of Finance & Resources.

e) Flammable materials e.g. wood-waste, polyurethane foam, plastic, cardboard etc. shall be properly contained, stored and disposed of and other precautions taken e.g. denial of sources of ignition, to reduce the risk of fire.

5.36 Electrical Installation and Equipment

a) The fixed electrical equipment is installed to a high standard and is properly maintained and inspected by a competent electrical engineering company.

b) Arrangements have been made for all items of portable electrical apparatus to be tested in accordance with the Electricity at Work Regulations 1989 and relevant HSE Guidance. Refer to Appendix 19 – Stress Management Code of Practice for further information.

c) No electrical work that exposes a person to the risk of an electric shock or that might cause a fire shall be carried out by a person who is not competent. Competent in this context means a qualified electrician or a person who has been properly trained and authorised to undertake specific tasks.

5.37 Asbestos

a) A survey to identify the presence of asbestos on the site has been undertaken. The report is held by the Estates Manager.

b) The College policy with respect to asbestos is that no person shall be knowingly exposed to

asbestos fibres. To that end :-


i. No material containing asbestos will be disturbed or removed other than by licensed contractors and under the strictest of control measures.

ii. Before any building operation or maintenance work that might expose any person to

asbestos fibre is undertaken the risk of such exposure will be considered and appropriate control measures put in place.

iii. Anyone discovering asbestos during the course of his or her work should immediately notify

the Estates Manager who will advise accordingly and take appropriate action. 5.38 Ionising Radiation Sources of ionising radiation are kept in the Physics Department and are used within the department by students under supervision and by Physics teachers and the technician. All users are responsible for carefully following the local rules drawn up by the Radiation Protection Supervisor, students are required to sign that they will follow the rules before being supplied with the sources. The R.P.S. has drawn up these rules according to DFE guidelines and CLEAPSS advice and the sources are monitored by the RPS in accordance with these guidelines. The College currently has no Radiation Protection Adviser and an external consultant is employed annually to undertake necessary checks. 5.39 Safety Committee The composition and arrangement of the Safety Committee will be as per Appendix 2 – Health & Safety Committee. 5.40 Health and Safety Management Structure. The structure for the management of the Health, Safety and Welfare of all people on the College site is explained in Appendix 15 – Display Screen Equipment Code of Practice. 5.41 Lone/Out of Hours Working Outside of the normal College working hours (7.30am until 10.00pm Monday to Thursday and 7.30am until 8.00pm Friday), work will not normally be carried out. If it is necessary to do work outside these times, the following checks are in place:

a) If the person knows in advance that they are going to be the only person on site, a designated other person should be informed of their times of work and will alert an outside agency (central watch on 01942 404040) if the person has not been in contact to say that they have left the building by a certain time.

b) Contractors working alone on site will be informed that they must keep in contact with a member

of staff (normally the Property technicians) at 2-hourly intervals. During working hours, the above will also apply to any lone worker who considers himself or herself to be at risk. Please talk to your line manager and complete a risk assessment if this is the case.


5.42 Gas Installation

a) All fixed gas equipment is installed to a high standard and is properly maintained and inspected at regular intervals (annually) by a competent engineering company (gas safe registered).

b) No work that exposes a person to any risks or that might cause a fire shall be carried out by a

person who is not competent. Competent in this context means a qualified engineer or a person who has been properly trained and authorised to undertake specific tasks (gas safe registered).

5.43 Legionella

The College has undertaken a baseline survey with an approved contractor and has received detailed reports outlining action was required to ensure the College complied with current legislation. Documentation has been produced to allow all observations and results from inspections to be recorded for future inspection and to prove due diligence should it be required. Arrangements have been made for external contractors and college staff to carry out the relevant checks and tests on all water storage vessels and related equipment such as shower heads and air conditioning units, at specified intervals to detect for the presence of the harmful virus. Any and all necessary remedial work shown by such a test to be necessary will be undertaken. 5.44 Children on Site (young persons under the age of 16) Generally, Winstanley College is unable to cater for children under the age of 16. However it is recognized that there may be occasions when young people i.e. those under the age of 16 may be on site.

a) Members of staff who want to bring in their own children in an emergency must seek prior approval from their line manager and assistant principal or SMT line manager, and, if allowed, must have already produced a risk assessment prior to the child arriving on site. The child must remain under their supervision at all times. This means other members of staff must not be asked to supervise the child in question nor must they be left unattended in the staff room. However, under no circumstances would a child be allowed into what would be considered a high-risk area (examples below). No child will be allowed on site in any department if unwell. Risk assessments must be completed to ensure that the College is covered in the event of any accident or incident. (All risk assessments must be approved by the Head of Department and lodged with the Health and Safety Co-ordinator).

b) Members of staff must have discussed previously with their line manager and assistant principal or SMT line manager any other circumstances when their child(ren) might have to be on site. Again, thorough risk assessment must be undertaken prior to any child’s arrival and the child will remain the sole responsibility of the parent or guardian.

c) When children are invited on site by the College (examples of these occasions are when invited

to performances in the Drama Department or for inclusion in the Heath and Social Care course), comprehensive and thorough risk assessments must be completed prior to their arrival. It is also essential that anyone coming into contact with these minors must have all relevant security checks in place. The college is unable to guarantee that all its students have been DBS checked and so the risk assessment needs to cover how such children will be safeguarded.

In all cases, the child(ren) MUST be signed in at Visitors’ Reception.


d) When children are on site for organised activities in the Sports Hall, these again must be thoroughly risk assessed and the supervisors subject to the relevant security clearances.

e) (The above would not apply if the College were simply allowing its facilities to be hired by a third

party.)

f) The risk assessments must take into consideration the inexperience and limited understanding of danger that these young people possess, and take into account their physical capabilities.

g) In general students must not bring children or relatives’ children into College on an ad hoc basis

as the necessary safeguards, such as thorough risk assessment, may not have been put in place beforehand.

h) (Examples of high-risk areas; any Laboratory or Prep. room, Sports Hall, Performing Arts, Art and

Design including workshops and any stores or kitchens.) 5.45 Arrangement for the use of the Sports Hall

a) There must as a minimum be a qualified first aid appointed person in the building at all times when sporting activities are taking place.

b) No-one will be allowed to use the fitness or activity rooms alone unless the office is staffed and

the appropriate member of staff is monitoring the CCTV system. Further to this an alarm has been installed so that help can be summoned in an emergency.

c) If there are two people wishing to use the gym, this is acceptable as long as there is a member of staff with first aid training in the sports hall. This person can then be summoned to the gym, should there be an incident, by hitting the alarm button that has been fitted. If one of the persons using the gym leaves, then the other person must also leave unless the member of staff returns to the office to monitor the activity room via CCTV.

d) The sports hall may be used out of hours when there are at least two members of staff present who are both first aid trained. (the minimum training must be an appointed person qualification).

5.46 Work Placements at Winstanley College Procedures for Work Placements in Winstanley College Winstanley College is happy to provide work experience placements for younger learners from other educational establishments in any department within the college. However, in departments deemed to be high risk (such as Art, Performing Arts, Estates and the Sciences), the College will require the school (or other establishment) to have performed a thorough risk assessment (which would necessitate a visit from a responsible member of staff from the school) and be satisfied that their chosen student has sufficient experience and maturity to work safely in the department or area in which they are placed. This risk assessment will be lodged with the Health and Safety Co-ordinator at the College 2 weeks before the placement is due to start. Where staff are seeking work placements for their own children or other schools are seeking placements, ALL requests must be first addressed to the Personnel Department so that ALL requests can be co-ordinated fairly.


5.47 Working at height. When working at height you should refer to Appendix 22 – Working at height for guidance and instruction.


winstanley college

Appendices


Annex 1

Winstanley College Health, Safety and Welfare at Work Policy

Index of Appendices

1. Responsibilities and Procedures to protect visitors to Winstanley

College

2. Health & Safety Committee

3. General Risk Assessment

4. Reporting of Injuries, Diseases and Dangerous Occurrences

5. Inspection of Departmental Areas, Checklist

6. Inspection Code of Practice

7. Property Services Maintenance Request Form

8. Major Works Code of Practice and Terms and Conditions for

Contractors and Subcontractors at Winstanley College

9. Minor Works Code of Practice and Terms and Conditions for

Contractors and Subcontractors at Winstanley College

10. Off site Activity – refer to College Intranet

11. First Aid Code of Practice

12. Personal Protective Equipment Code of Practice

13. Manual Handling Code of Practice

14. Procedure in Case of Fire

15. Display Screen Equipment Code of Practice

16. COSHH Code of Practice

17. Maternity (new and expectant Mothers)

18. Portable Electrical Appliances Code of Practice

19. Stress Management Code of Practice

20. Work Experience – refer to College Intranet

21. PUWER

22. Working at Height

23. Lockdown and Restraint Procedures

Page No

32

33

36

41

44

45

47

49

66

-

72

75

78

80

82

89

97

98

102

-

104

113

119


Appendix 1 - Responsibilities and Procedures to Protect Visitors to Winstanley College During normal college hours it is the responsibility of individual members of staff to be aware of any students or visitors who are in their departments and take appropriate action to protect them. At the start of any meeting or training event, or if the visitors are to be left alone at any time, staff should:-,

• Inform new students and visitors of nearest fire exits and what the fire alarm sounds like, also the assembly point.

• Inform students or visitors not to use lifts if the fire alarm goes off. • Point out refuge points on upper floors to people in wheelchairs or with walking difficulties. • Ensure anyone with hearing or sight problems are informed if the fire alarm goes off, and escort

them to a safe area. • Inform the senior person dealing with fire evacuation of any disabled people still in the building

and their location, also the nature of their disability. • Note that on open evenings all visitors are given a map on entry to the building which shows fire

exits and refuges and assembly points. • Note that fire exits are marked with signs and should be kept clear at all times.

During open evenings or public performances in the main Theatre it is the responsibility of the Principal, Vice Principal or person organising that event to ensure any students or visitors who are in the hall, are informed of what action to take in the event of a fire evacuation.

• Before any lecture or performance in the Theatre, the audience should be informed of the nearest fire exits, what the fire alarm sounds like, and also the assembly point.

• During a performance there must be one attendant per 100 persons. The senior person dealing with the fire evacuation will then:

• Make every effort to rescue and remove any person located in a refuge point as soon as is possible, without putting any one else at risk of harm.

• If it is not possible to rescue persons in refuge points ensure fire department are made aware of this situation as soon as possible giving location and details of trapped person’s condition.

The above deals with Fire Safety. Staff should also consider the safeguarding of visitors from abuse, bullying or discrimination in line with the college single equality policy. ((Noted that at open evening presentation that there may not be time to outline fire drill to audience in hall at start – so provided all exits are clear and signs illuminated the Presenter needs to ensure that audience are escorted out safely.))


Appendix 2 - Health & Safety Committee Terms of Reference and Procedures The Health & Safety committee has been established in accordance with the Health and Safety at Work, etc. Act 1974 and embodies totally the pertinent current regulations of the Safety Representatives and Safety Committee Regulations. Consultation has taken place between the employer and the recognised Trade Unions Representatives in relation to these Terms of Reference and the Membership of the committee. The safety committee has its own separate identity, having no other functions but those described in the said regulations. In order to accommodate non trade union members, the Principal or Director of Finance & Resources will convey any issues to the staff as a whole in morning orders on the understanding that Heads of Department will communicate any relevant information to all staff concerned. The Health & Safety Committee relates to all the activities directed and approved by the Board of the Corporation and/or the Principal of the College. The Health & Safety Committee will meet three times each academic year, i.e. one meeting per term. The formality of the Safety Committee ensures agendas and minutes are circulated and archived. The Principal, Vice Principal and SMT will receive copies of agendas and minutes together with a copy being placed on the staff only intranet site. The principal objective of the Health & Safety Committee is: - The promotion of co-operation between the employer and the employees in instigating, developing and carrying out measures to ensure the health and safety at work of the employees. The Functions of the Health & Safety Committee are: -

a) The study of accidents, dangerous occurrences and notifiable diseases to provide

recommendations for corrective action.

b) The examination of safety audit reports to provide recommendations for improvements.

c) The consideration of reports and information provided by inspectors of enforcing authorities

appointed by the Health and Safety at Work, etc. Act 1974.

d) The consideration of reports which safety representatives present.

e) Assist in the development of College safety procedures and safe systems of work.

f) The evaluation of the effectiveness of the safety content of employee training.

g) Monitoring the adequacy of health and safety communication and publicity in the College.

h) Acting as a link between the College and the enforcing authority.

i) Evaluating the College Health & Safety Policy in terms of its adequacy and effectiveness.

Health and Safety Committee Constitution

• 1 person per recognised Trade Union (4) • Principal • Senior Manager {member of SMT to be invited)* • Director of Finance & Resources • Health and Safety Co-ordinator • Estates Manager


• Governor • Head of PE • Head of Performing Arts • Head of Biology • Head of Physical Sciences • Head of Art and Design • Head of Modern Foreign Languages* • Work Experience Co-ordinator* • Students (2)

Members unable to attend a meeting must provide a substitute. * Not required routinely but may be called upon The Committee may co-opt additional members and request the attendance of other persons when specialist knowledge or advice is required. In order to promote equality, it would be beneficial if minority groups or disabled persons could be included within the membership of the committee


The Inner Sanctum In order to expedite Health & Safety matters between termly meetings of the full Health & Safety committee, a committee called “The Inner Sanctum” will meet on a regular basis The duties of the Inner Sanctum are as for the termly Health & Safety Committee save that any policy changes must be shared with the termly committee in order to ensure employee consultation prior to board approval. The Inner Sanctum will routinely report to SMT upon its current activities via the Director of Finance & Resources. Membership of the Inner Sanctum is set out in section 4 a i of the main Health and Safety Policy.


Appendix 3 - General Risk Assessment

Winstanley College Risk Assessment Assesor Reference Review Date

Description of Task/Work Area Location (centre/room)

Supporting Documents (e.g. Task Instructions, Leaflets etc)

PLEASE HIGHLIGHT THE ONES APPLICABLE Management of Health and Safety at Work Regulations

Manual Handling Regulations

Emergency Procedures

Display Screen Equipment Regulations

Fire Regulations

First Aid at Work

Risk Assessment Movement of Supplies/Stock ETC.

Workplace Health, Safety and Welfare Regulations

Control of Substance Hazardous to Health

Health & Safety at Work etc. Act

Provision and Use of Work Equipment Regulations

Chemical Hazard Information to Health Regulations

Biocidal Products Regulations

**Severity of injury to be multiplied

by probability of harm**

SEVERITY OF INJURY

1

Minor

2

Major

3

Fatal

PROBABILITY OF HARM

Very unlikely = 1

Low 1

Low 2

Medium 3

SUMMARY

Low risk = no action required Medium Risk = monitor and review High Risk = Urgent action MUST be taken to reduce the risk to low or medium. A score of 1-2 is low risk, 3-4 medium and 6-9 high risk


Could happen = 2

Low 2

Medium 4

High 6

Probable or will happen = 3

Medium 3

High 6

High (Urgent)

9

Winstanley College Risk Assessment continuation Assesors Reference Review Date

Hazard(s)/Risk

Affected Groups

Current Control

Measures

Probability

Severity of injury

before extra controls

Outcome

Low

Medium or

High

OK or

not OK

If not OK

additional controls needed to reduce

risk

Probability

after control measures

Severity of injury after

control measures

Outcome with controls

Low

Medium or

High


Assesors Reference Review Date

Hazard(s)/Risk

Affected Groups

Current Control

Measures

Probability

Severity of injury

before extra controls

Outcome

Low

Medium or

High

OK or

not OK

If not OK

additional controls needed to reduce

risk

Probability

after control measures

Severity of injury after

control measures

Outcome with controls

Low

Medium or

High

The risk level associated with this task / area has been reduced to as low as reasonably practicable

Signature of Assessor

Date


Appendix 3 - General Risk Assessment

General Risk Assessment Code of Practice The College recognises and accepts its responsibility to carry out suitable and sufficient risk assessments and to do all that is reasonably practicable in ensuring the health, safety and welfare of its employees, enrolled students and others who may be affected by its activities. Winstanley College has established a Health & Safety Policy which through its Statement of General Policy includes its responsibility to take all reasonable, practicable measures within its powers to ensure that the college is as safe as possible and with minimum risk to the health and safety of all employed staff, all enrolled students and visiting members of the public. This code of practice and its related procedures aims to make more specific that responsibility by:

a) providing a basis for complying with regulation 3 of the Management of Health and Safety at Work Regulations 1999.

b) providing a system for identifying the relevant statutory duties to which the employer will strive to achieve compliance.

Objectives

a) To ensure that all significant hazards are identified.

b) To identify who will be affected by the hazards.

c) To determine the effectiveness of existing control measures.

d) To implement action which will improve the control of risks.

e) To provide a basis for decision-making which will improve the standard of health and safety within the College.

Code of Practice Management The code of practice will be managed in accordance with the College’s Health and Safety Policy. Persons identified in the Health and Safety Management Structure will ensure that its implementation is as specified in the organisational responsibilities. Like all other College codes of practice, this will be subject to planning, organisation, control, monitoring, auditing and review as required in regulation 4 of the Management of Health and Safety at Work Regulations 1999. Code of Practice Implementation The Health and Safety Executive’s “ 5 Steps to Risk Assessment” has been used as a basis for devising the College’s risk assessment pro-forma. The risk assessment pro-forma has been supplemented with the identification of a hazard profile task focusing on buildings, courses, teaching areas and cross college activities. This is necessary to provide the significant data for risk assessment. The complete set of risk assessment pro-forma, together with simple guidance on how to complete the forms is attached to this code of practice.


A risk assessment is only effective if it is shared with the team ( staff or students) who must then co-operate with the control measures in the assessment. Risk assessments must be reviewed annually by Heads of Department ( at the time of the SAR) or if there is a significant change to the department e.g. new location/ major change in working practice and an electronic copy must be lodged with the Health & Safety Co-ordinator. Code of Practice Schedule New risk assessments will be carried out as the risk profile changes. Regulatory Risk Assessments Regulatory risk assessments will be carried out in accordance with other codes of practice held in the College Health and Safety Policy Arrangements.


Appendix 4 – Reporting of Injuries, Diseases and Dangerous Occurrences Winstanley College Introduction The College recognises and accepts its responsibility to report and act upon injuries, diseases and dangerous occurrences relating to persons identified in the relevant regulations. In particular, the college procedures will provide a basis for all maintenance and review of its procedures and activities for the purpose of doing all that is reasonably practicable to ensure the health, safety and welfare of its employees, enrolled students and others who are affected by its activities. Winstanley College has established a Health and Safety Policy which through its statement of general policy includes its responsibility to take all reasonable, practicable measures within its powers to ensure that the college is as safe as possible and with minimum risk to the Health and Safety of all employed staff, enrolled students and visiting members of the public. These procedures aim to make more specific that responsibility by:

a) Providing a basis for complying with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).

b) Ensuring that where persons are injured, diseased (see notes) or subjected to dangerous occurrences, or where there are near misses, that these are recorded for the purpose of improving the level of care provided by the College.

Objectives

a) To ensure that all injuries (excluding minor), diseases (specified) and dangerous occurrences are recorded in a systematic and consistent manner.

b) To provide a basis for decision-making which will improve the standard of Health and Safety within the College.

Reporting Accidents All injuries must be recorded as soon as possible on the College Accident Report Form, anyone may complete the form. Accident Report Forms are located at Main Reception, Student Reception and with the Health and Safety Co-ordinator. First Aiders also normally have accident forms. Accident report forms must be personally delivered to the Health and Safety Co-ordinator so that they can formally be entered in the college accident book without breach of data protection. Reporting Near Misses/Incidents Incidents or near misses should be reported using the college MIS system – “Property Services Request Form” by ticking the circle “near miss” Incident/Accident Investigation All accident/incident/near miss report forms will, in the first instance be read by the Health and Safety Co-ordinator; they will be further examined by the Inner Sanctum and reported then to the full Health and Safety Committee at their termly meetings. However, if any accident or incident is deemed sufficiently serious to require an investigation, this will be carried out at the earliest opportunity by persons nominated by the Principal and the Health and Safety Co-ordinator.


A summary of all accidents and incidents will be reported to Governors termly and further statistical analysis including comparison to prior year on an annual basis. External Reporting All external reporting will be co-ordinated by the Health and Safety Co-ordinator. Copies of all external reports will be produced for the Principal. For Information Accident reports are used:

i) to provide a record of the event

ii) to for a data base of information which can be analysed by the Health & Safety Committee and others to improve the standard of Health and Safety within the College

iii) as a basis for completing statutory forms.

iv) to aid any investigations that are deemed necessary arising from any accident or incident.

Reporting Diseases Any member of staff or enrolled student who is suffering from any of the specified diseases (see notes) is asked to report it to his/her line manager, to the Personnel Administrator and to the Health and Safety Co-ordinator. The Health and Safety Co-ordinator will, if considered necessary, inform the Principal to determine further action, and if necessary, inform the Health and Safety Executive. Any enrolled student with such a disease should notify his/her personal tutor who will then inform the Health and Safety Co-ordinator. He will report the matter to the H.S.E. if appropriate. Other than in the circumstances stated, the identification of persons reported will be strictly confidential. Dangerous Occurrences All dangerous occurrences or near misses that have the potential to cause harm to any person must be immediately reported to the Health and Safety Co-ordinator. The Health and Safety Co-ordinator will record dangerous occurrences. For Information Dangerous Occurrence Reports are used:

i) to provide a record of the event

ii) to form the database of information which can be analysed by the Health and Safety Committee and others to improve the standard of Health and Safety within the College

iii) as a basis for completing statutory forms.

Note 1 Regulations require the reporting of a number of occupational diseases, caused by:

• physical agents and the physical demands of the work


• infections due to biological agents • contributions due to substances

The Health and Safety Co-ordinator is able to provide more information.


Appendix 5 – Inspection of Departmental Areas, Checklist

Inspection of Departmental Areas

Examine the risk assessment relating to the area - does it apply to all rooms currently used, including offices? Points to examine • Fire exits - clearly marked and unobstructed. • Procedure in the event of fire notices? • Provision of fire extinguishers? Are they of the right type? Do the room occupants know

which to use? • Location of a first aid box, if relevant. • Ventilation, light, heating. • Safe storage facilities. • Passages and evacuation routes free from obstructions. • Have electrical appliances been PAT tested? If so when? • Does the power supply appear safe? Are there residual current devices in position? • Are there safety signs in place? Do they meet current requirements? • Are there trip hazards, such as poor floor coverings? • Safety of hazardous substances - COSHH requirements? • Proper storage and security of tools. • Location of protective equipment and is there evidence of it being used in practice? Other e.g. furniture, work equipment. hygiene, steps etc. Are the conditions etc. satisfactory?


Appendix 6 – Inspection Code of Practice

Winstanley College

Inspection Procedures

Introduction The Board of Governors of Winstanley College, the Employer, recognises and accepts its responsibility to do all that is reasonably practicable in providing safe and healthy conditions for its employees, students and others affected by its undertakings. To ensure all that is reasonably practicable is being achieved the Employers have implemented a health and safety management system that adheres to the guidance set out in the H.S.E. publication Successful Health and Safety Management. Winstanley College has established a Health and Safety Policy which through its Statement of General Policy includes its responsibility to take all reasonable practicable measures within its powers to ensure the College and its activities are as safe as possible and with minimum risk to the health and safety of all employees, enrolled students and visiting members of the public. These procedures make more specific that responsibility by:

a) ensuring that all staff are fully aware of their role in the monitoring and inspection of the College’s health and safety provision

b) providing an inspection schedule

c) providing a commitment to staff training

d) highlighting necessary action following inspection Objectives

i) to ensure all College equipment, physical areas and persons fulfil the College’s health and safety duty.

ii) To ensure all staff know their contribution to measuring the health and safety performance relating to their area of responsibility.

Duties In accordance with the College Health and Safety Policy:

a) Principal – make and give effect to such arrangements as are appropriate for the effective planning, organisation, control, monitoring and review of health and safety.

b) SMT will ensure that Heads of Department regularly inspect their departmental areas of work and include any findings in their Self-Assessment Reports.

c) Line Manager- carry out regular inspections.

d) Health and Safety Co-ordinator- arranges for regular health and safety inspections of the site

and College procedures using expert advice. He or she will inspect departmental areas as part of the on-going cycle of internal inspections reporting to the lead inspector.


Monitoring All staff are involved and encouraged in monitoring health and safety, particularly in relation to their contracted duties. Day-to-day monitoring requires being alert to hazards and responding when they create unacceptable risks. On occasions it may be necessary to contact a line manager or senior person for action or decision-making, on others the risks may be controlled instantly. Whenever a health and safety risk is considered unacceptable, all employees, students and visitors are requested to avoid the risk area even if this means a disruption to learning. Inspection In the context of this arrangement, inspection is defined as a scheduled observation of an area, equipment and persons. The inspection is carried out as part of the internal inspection process for departments. An inspection checklist system has been devised for each area of College (Appendix 5). Non departmental areas such as corridors or staircases will, for the purposes of inspection fall within the remit of the Estates Department. Where the Estates or Health and Safety Departments themselves are subject to internal inspection the College may request assistance of an expert from a neighbouring similar college. Training Staff who are required to inspect health and safety in their or other areas of college will receive inspection training relative to their area of responsibility and should request this via normal staff development channels. The inspection training is also used to devise checklists. Monitoring and Review Inspectors will report to the lead inspector and to the head of department concerned on any matters that could improve this arrangement. Where a head of department undertakes a routine inspection of their area they will report matters to their line senior manager. The College Health and Safety Committee or its working party (Inner Sanctum) monitors the implementation of this arrangement. The committee will review this arrangement upon changes in legislation on its review date or at any other time if there is evidence to suggest that the measures are no longer effective.


Appendix 7 – Property Services Maintenance Request Form


WINSTANLEY COLLEGE PROPERTY SERVICES

Requisition sheet for Repairs and Maintenance Requests (i.e. Lights, Shelves, Removal of waste etc.)

Area …………………………………… Job Number ………………….

Department…………………………….. Date to PST ………………….

Request………………………………………………………………………………………..

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………

Date……………………. Signed………………………………………

NB. All issues of an urgent Health and Safety nature (i.e. loss of heating or lighting or electrical faults) should be reported to Colin Smith immediately. If unavailable, please contact Property Services Technicians directly.

PROPERTY SERVICES USE ONLY. Area …………………… Job Number ………………Date to PST …………………. Request………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

……

Comments……………………………… Date………………………………………

………………………………………………………………………………………………………………

……………………………………………………………………

Job Complete……………… Date ………………… Signed…………………………


Appendix 8 – Major Works Code of Practice and Terms and Conditions for Contractors and Sub-contractors at Winstanley College IMPORTANT NOTE Code of Practice for Contractors and Sub-Contractors when working on the premises of:

WINSTANLEY COLLEGE

Health and safety must be a prime consideration in any activity which contractors carry out anywhere on the site. Compliance with all statutory requirements and adherence to HSE Guidance and other sources of good working practice is essential.

If the College believes that any contractor is behaving in a way contrary to safe practice then the work will be stopped.


Appendix 8 – Major Works Code of Practice and Terms and Conditions for Contractors and Sub-contractors at Winstanley College INDEX 1. Introduction 2. Insurance 3. Before Commencement of Work 4. Common Law Obligations 5. Statutory Obligations 6. Reporting of Accidents 7. Personal Protective Equipment 8. Fire Prevention 9. Security 10. Vehicle Movement 11. Use of College Services 12. Excavations 13. Drains, Sewers and Underground Pipe work 14. Overhead Work 15. Overhead Electrical Conductors 16. Roofs 17. Ladders and Scaffolding 18. Pressure Vessels, Vessels and Tanks 19. Machinery Guards 20. Cranes, Hoists and Lifting Tackle 21. Excessive Noise Levels 22. Asbestos 23. Science Laboratories

24. Under floor Access 25. Demolition Work 26. Explosives 27. Cartridge Tools 28. Substances Hazardous to Health 29. Safeguarding Students 30. Breaches of Rules 31. Undertaking


1. INTRODUCTION This College is anxious to minimise the risk of accident on and/or to its property and therefore: a) Before any Contractor or Sub-Contractor is allowed to carry out work on and/or to our

property the Contractor or Sub-Contractor must understand their statutory duties applicable to the work they have agreed to carry out.

b) The Contractor must understand his Common Law duties to both his employees, to

ourselves and our employees, students and any other persons who may be affected by a breach of such duties.

c) We have our own rules which are available for your perusal and must, at all times, be

observed by Contractors, Sub-Contractors and their employees. To assure ourselves that Contractors and/or Sub-Contractors understand their obligations we ask them to read this Code of Practice and sign and return the undertaking attached hereto. This Code of Practice shall be incorporated into, and form part of, the contract between ourselves and the Contractor. A 'Permit to Work' must be obtained from the ESTATES MANAGER in circumstances as indicated within this code. Data Protection Act. All information supplied to the college will not be passed to any other person outside the college and will remain Private and Confidential until destroyed or returned to the contractor.


2. INSURANCE a) The Contractor shall indemnify and hold harmless the college against and from any claim,

damage, loss or expense in respect of personal injury, damage to property or any loss (whether caused by negligence or not) which may arise out of or is connected with or in consequence of the carrying out completion or maintenance of the work or which may arise from a breach by the Contractor, Sub-Contractor or their servants or agents (whether or not in the course of their employment of any of the provisions of this Code of Practice). Provided nothing herein shall impose any liability upon the Contractor for negligence on the part of the College or its servants or agents.

b) The Contractor shall be liable for loss and/or damage to the works (which shall include work

executed and all material intended for, delivered to a place on or near to the works) for any cause whatsoever.

c) The Contractor shall insure his liabilities under clauses (a) and (b) above by the provision

of:

Employers’ Liability Insurance

Public Liability (third party) Insurance for a minimum of £5,000,000. Contract Works or Contractors (All Risks) Insurance for the full value of the contract works and such insurances shall include an Indemnity from the Insurer to this College.

d) In connection with clause (c) above, our Insurance Brokers may request details of such

insurances.


3. BEFORE COMMENCEMENT OF WORK Permission and all necessary permits to work must be obtained prior to commencement of work. The College should be notified before delivery of any material commences in order that storage facilities can be arranged. Risk Assessments and Method Statements. Depending on the nature of the work, contractors are required to produce Risk Assessments and method statements for inspection by the College. This will be determined at the contract stage. Barriers, fencing and signs. All contractors compounds must be securely fenced off and any separate areas e.g. around skips and storage areas. Contractors must provide all such equipment and signs sufficient to warn and protect all parties from danger. Similarly, any work likely to be a risk to College users must be barriered to prevent access. All roadways, entrances, exits, fire exits, staircases, doorways and corridors must be kept free of obstructions. Where any work would interfere with normal access routes, the contractor will advise the Estates Manager beforehand so that the College may erect suitable diversion signs

Siting of Contractors Huts, Materials, Equipment and Fencing. To be discussed with and approved by the Estates Manager. Disposal of Waste and Rubbish. Contractors should dispose of waste and rubbish and not allow it to accumulate. All waste must be disposed of responsibly and in accordance with the Environmental Protection Act 1990 and the Special Waste Regulations 1996. No waste may be disposed of in the college skips without prior discussion with the Estates Manager.

Portable Electric Equipment and Power Tools All portable electrical equipment must be: • suitable for the task • Plugged in without the flex causing a hazard • Be subject to regular safety inspection by competent person. • All electrical equipment must be powered either by battery or via a 110volt transformer. • All mains power used externally must have an ELCB from supply.


You are reminded that you are responsible in compliance with the Construction Design and Management Regulations for the following Welfare Facilities:

First Aid Boxes, Rooms and Certified First Aiders

Ambulance Services Washing and Sanitary Facilities Cloakroom and Meal Accommodation You will be required to make your employees available for any training which the College feels is necessary in order for your employees and Sub-Contractors to perform their duties in safety. 4. COMMON LAW OBLIGATIONS The Contractor and his Sub-Contractors must take reasonable care firstly to ensure their employees are safe and secondly that all other persons who may be affected by the work are safe. This means, for example, that they must provide safe means of access, working places and systems of working, competent workmen, adequate supervision and adequate plant and appliances in good order and safe condition. 5. STATUTORY OBLIGATIONS It is the duty of the Contractor to fully understand all statutory instruments, orders and regulations relating to the work he or his Sub-Contractor is engaged upon. You should be aware of the terms of and regulations under the Health and Safety at Work etc, Act 1974 and attention is drawn to other legislation in certain sections of this Code. It must not, however, be assumed that all relevant legislation is mentioned herein. In addition you have a duty to inform and train this College's (and any other Sub-Contractors) employees on any specific hazards they are likely to encounter because of your operations. In particular, we draw your attention to the Construction (Design and Management) Regulations which may lay duties on ourselves as Clients, and yourselves as the Principal Contractor as defined in those Regulations. Before commencement of work we require that the statutory obligations relating to the duties of Designers, the appointment of the Planning Supervisor and the development of the Health & Safety Plan and the Health & Safety File be fully implemented.


Contractors must respect their duties under the Equality Act 2010 in relation to the staff and students of and visitors to the college. 6. REPORTING OF ACCIDENTS AND HAZARDS Where a hazard is identified which could place either the Contractors or subcontractors employees or the College users at risk to their health or safety, it must be reported immediately to the Estates Manager. The College may wish to investigate all accidents that occur on its site and expect the co-operation of the Contractor and his employees in ascertaining the true cause in an effort to prevent a similar accident. All accidents and incidents (near misses) must, therefore, be reported to the College, in this instance an accident means any injury to personnel, damage to property, or event which may have led to such an occurrence.

Accidents and Dangerous Occurrences must be reported in accordance with "The Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations 2013.

7. PERSONAL PROTECTIVE EQUIPMENT The Contractor is reminded that he has a duty under the Health and Safety at Work etc, Act 1974 to provide safe systems of work for his employees. To this end the Contractor shall comply with all relevant statutory provisions and codes of practice in providing employees with all necessary personal protective equipment. 8. FIRE PREVENTION Fire Precautions. The fire alarm consists of • Automatic heat or smoke detectors at ceiling height. Smoke detectors will trigger the alarm on

detection of a relatively small amount of smoke but will also be triggered by dust, fumes or steam. • Break Glass points – usually by the main exits. • An audible alarm consisting of a pulsing siren which can be heard throughout the college. It is essential to avoid false alarms which disturb the College and waste the time of the Fire Service. If you foresee any problems with the work you are doing and this system,(ie creation of dust ,smoke, heat) it must be discussed with and approved by the Estates Manager before starting any work. All employees and subcontractors shall be made aware of the emergency alarm systems, the location and operation of fire extinguishers and the evacuation arrangements. Contractors must provide their own fire fighting equipment when a fire risk is possible.


Procedure in the event of a fire. In the event of a fire, however small, the alarm must be raised. Printed fire

instructions are exhibited throughout the College and all persons present are required to comply with these instructions.

A copy of these is enclosed. a) The Contractor shall ensure that no operation or activity resulting from his or his Sub-

Contractors operations or operation of plant or equipment can result in fire or explosion. All employees and Sub-Contractors of a Contractor whose duties entail entering the College's premises shall be informed by the Contractor of this Code of Practice and the requirement to avoid, or minimise, potentially hazardous conditions, and such persons shall be made aware of the emergency alarm systems, the location and operation of extinguishers and of a evacuation arrangements for the particular area.

b) All operations involving "Hot Work" (cutting and welding etc.) or use of open flames (blow

lamps, gas appliances, heated tar pots etc) to be carried out within, on, or adjacent to the College's premises SHALL NOT be started unless a written 'Permit to Work' has been obtained.

HEATED TAR POTS SHALL NOT BE SITED ON ROOFS OR OTHER STRUCTURES. A STANDBY "SAFETY MAN" MUST BE PROVIDED BY THE CONTRACTOR WHENEVER "HOT-WORK" IS TO BE CARRIED OUT WITHIN, ON, OR ADJACENT TO THE PREMISES.

c) Contractors are responsible for the safe storage, handling and use of all compressed gas

cylinders, or containers delivered to them, or used by them, on the College's premises, and must at all times comply with the provisions of the Highly Flammable Liquids and Liquified Petroleum Gases Regulations 1972.

d) Contractors must ensure that all low flash point liquids or mixtures (ie. those with a flash

point below 90oF/32oC) are safely stored, handled and used. A written 'Permit to Work' shall be obtained. Where possible, safer liquids (those with a higher flash point) should be used. Highly flammable liquids SHALL NOT be stored or decanted within buildings, and effective control of any potential source of ignition shall be carried out by the Contractor, including prohibition of smoking within or adjacent to storage areas and points of use.

e) Contractors shall ensure that stocks of combustible materials are NOT stored in the College's premises, or stacked externally within 10 metres of any building. Combustible materials or waste accumulating as a result of the work shall be removed to a safe external


point as soon as possible, and at least at the end of each period of work.(ie before any rest break)

f) Contractors are responsible for the provision of adequate lighting and, where necessary,

space heating for the comfort and safety of their staff. All access routes and walkways should be well lit, and where space heating is necessary, a written permit must be obtained for the form of heating proposed before any heating equipment is operated within the College's premises. Temporary wiring must conform to the relevant sections of the IEE wiring regulations.

g) Whenever work or operations may cause obstruction to, or render inaccessible any fire

access, exit or stairway leading in or from buildings, a written permit SHALL be obtained. In all cases, first consideration must be given to maintaining a safe means of egress to occupiers of any building. Where temporary alternative arrangements are approved and implemented, the facilities SHALL be accompanied by suitable directional and exit signs, and temporary lighting to the satisfaction of the College.

h) At the completion of every period of work within the College's premises, a senior employee

of the Contractor shall carry out a thorough check of all the areas where work or operations have been carried out, to ensure no fire, or other unusual or hazardous conditions are present. Where "hot-work" has been carried out, this inspection shall be carried out thirty minutes after completion of the work and before the 'Permit to Work' is returned.

i) Contractors must ensure that their employees and employees of their Sub-Contractors

strictly observe NO SMOKING restrictions in ALL EXCEPT DEFINED AREAS whilst working on College premises. Smoking is only permitted on site within the contractors own mess facilities as contractors should not share the college smoking area with students for safeguarding reasons.


9. SECURITY The College reserves the right to take all appropriate security precautions to protect its own interests and especially reserves the right to stop and search all Contractors employees, vehicles etc, should it deem this necessary. All contractors and subcontractors must sign in and sign out at every visit and wear their visitors pass clearly visible at all times while on the College premises. Principal contractors with site compounds will operate similar procedures for all sub contractors. Any work prejudicing the integrity of existing security arrangements (eg. scaffolding or use of fire exits or other openings work adjacent to alarm systems or cables) should be discussed and any necessary security arrangements agreed prior to works commencing. 10. VEHICLE MOVEMENT All Contractors vehicles are required to comply with any traffic restrictions imposed by the College within the boundary of its property and in locations where those speed limits are not specified then Contractors vehicles must not exceed 5 m.p.h. The Contractor shall ensure that all loads are properly secured before movement takes place. Reversing of lorries particularly in proximity to buildings is prohibited unless the driver is assisted by a guide whilst so doing.


11. USE OF COLLEGE SERVICES In no circumstances may a connection be made to any service without permission having first been obtained from the ESTATES MANAGER, and in some circumstances a Permit to Work may be required. No employee of the Contractor or Sub-Contractor will be allowed to use any of the College's equipment unless in an emergency. Only those persons trained to operate the equipment (in writing) will be allowed to do so. All work involving electrical installations, tools or equipment must be carried out strictly in accordance with IET regulations, and the requirements of the Electricity at Work Regulations. 12. EXCAVATIONS a) Before excavation work is commenced, the Contractor shall ascertain the existence and

route of electric cables, drains, gas and water mains likely to be affected by the work. b) Excavations or openings, when left unattended and at other times when necessary for the

safety of persons in the vicinity, shall be securely fenced or otherwise adequately protected by the Contractor. All external excavations and obstructions shall be marked by an adequate number of warning lamps from one hour before sunset until one hour after sunrise.

c) Shoring shall be carried out as laid down in Part IV of the Construction (General Provisions)

Regulations 1961. d) In the interest of general safety during any excavation work, the surrounding areas shall be

maintained in tidy condition and loose material of any kind shall be kept clear of gangways and working spaces and not allowed to be an obstruction..

e) All waste, earth, debris, mud etc., from excavations shall be removed by the Contractor who

will ensure that floors and gangways are kept in a state which complies with statutory requirements.


13. DRAINS, SEWERS AND UNDERGROUND PIPEWORK The Contractor shall establish the location of all such items which may be affected by the work and take adequate precautions to prevent damage caused by the weight or movement of Contractors plant and blockages caused by new or waste materials. 14. OVERHEAD WORK No work shall be carried out in any building until effective precautions have been taken to ensure the safety of persons below or persons falling to the satisfaction of the College. Working places, stairs, ladders and gangways shall be properly secured, of adequate construction, securely fenced and comply in all respects with relevant legislation. 15. OVERHEAD ELECTRICAL CONDUCTORS No work shall be carried out in the vicinity of overhead electrical wires, crane trolley wires or "t" bars without a written 'Permit to Work'. 16. ROOFS Roof Work and height hazards. The Contractors employees are not allowed on any roof without production of a suitable and sufficient Risk Assessment to cover their activities. This would also include any other hazards which may be present e.g. overhead wires or fumes from local exhaust ventilation etc. a) The Contractors employees are not allowed on any roof without a 'Permit to Work'. b) Prominent notices warning of overhead work must be erected where appropriate, and the

area fenced off in circumstances where the College consider necessary. c) Crawling boards must be used where necessary. d) Contractors shall ensure that adequate precautions are taken to prevent damage to the

roof. e) Valleys, gutters, down pipes etc., must be kept free from obstruction and all rubbish or

waste material removed from the roof. f) Any door leading on to the roof may be required as an escape route in the event of fire and

shall not be obstructed. Please note amended wording following Finance & Resources 13/06/11


17. LADDERS AND SCAFFOLDING a) The Contractor shall ensure that all ladders used are in a safe condition and are used in

accordance with accepted safe practice and relevant legislation.(ie secured or footed or both)

b) The erection of scaffolding must be carried out by qualified scaffolders and must comply at

all times with statutory provisions including those relating to periodic inspection.(Safety certificate required)

c) Scaffolding must provide not only for the safety of persons using it but also for the safety of

those passing beneath it. 18. PRESSURE VESSELS, VESSELS AND TANKS Confined Spaces. Where any work is to be carried out in confined spaces e.g. underground ducts, at least one person must be in attendance close by whilst the other person is in the confined space. A risk assessment should be undertaken to determine whether extra resource is needed. Any pressure vessel brought onto the College's premises must comply with the provisions of the Pressure Systems and Transportable Gas Containers Regulations 1989 as regards construction and examination and an appropriate Test Certificate should be available for inspection. A 'Permit to Work' must be obtained before entry into any vessel or tank and a further permit should be obtained for the use of any cutting or welding apparatus in such a vessel or tank. The precautions required by Section 30 of the The Management of Health & Safety at Work Regulations 1999 and any relevant rules of the College shall be observed in that all precautions will be taken, suitable breathing apparatus used and safety ropes attached at all times. In addition, a person capable of extracting the Contractors' employee from such tank or vessel shall be on stand-by outside the tank at all times. 19. MACHINERY GUARDS No guards or fencing may be removed from any machinery or plant without the previous permission of the College. Guards shall not be removed whilst the machinery is in motion and they must be properly replaced and secured when work is completed and before the machine is re-started.


All necessary statutory regulations must be observed when it is necessary to examine, lubricate or adjust machinery in motion with the guards removed. 20. CRANES, HOISTS & LIFTING TACKLE A written 'Permit to Work' must be obtained before the Contractor uses or carries out work upon any of the College's hoists, lifts or lifting tackle. Where the Contractor provides his own equipment (whether owned or hired) then the relevant inspection certificate must be available at the site. The Contractor shall comply with all the relevant statutory provisions. 21. EXCESSIVE NOISE LEVELS

In any building, or on any site occupied by the College, noise levels due to Contractors equipment

must be kept to a minimum and must not exceed 85 dB (A) unless appropriate precautions have been

agreed with the College.

(eg use of a jackhammer or chainsaw is likely to reach 105-130 db) – normal traffic noise is 85db

22. ASBESTOS The College has been surveyed by competent persons and has a report and a plan of all known existing

asbestos locations. All such sites are marked with a warning sticker and are subject to regular

inspection.

No asbestos containing materials (ACM) may be disturbed or removed unless by properly licensed

contractors and this work must be discussed and planned before any work takes place.

It must not be presumed, in a building of this age, that this list is exhaustive and that because it is not

marked as containing asbestos that it is asbestos free. Any materials suspected of containing Asbestos

must be tested prior to commencement of any work.On discovery of any material which is suspected of

containing asbestos which is not labelled as such, the Estates Manager must be informed.

Any work which would involve disturbance or removal of such materials must cease and the Estates

Manager be informed immediately.(if unavailable then inform the Director of Finance and Estates )


23. SCIENCE LABORATORIES.

There are specific hazards in the science laboratories. Notice of any work to be carried out in these

areas must be given to the Estates Manager so that arrangements can be made with the appropriate

Head of Department in advance so that if necessary the area can be made safe. No chemicals or

equipment must be touched. Safety signs and instructions must be adhered to.

24. UNDER FLOOR ACCESS.

In areas of the College where underfloor services are accessed by manholes,(inside or outside in

grounds) then the opening must be guarded on all sides by a solid guard no matter how short the

duration of the work. During normal college hours – the opening must also be manned at all times.

25. DEMOLITION WORK

In every case the method of work and any safety precautions to be observed shall be submitted to and

agreed by the College.

26. EXPLOSIVES

Under no circumstances shall explosives be used without the written consent of the College in the form

of a 'Permit to Work'.

27. CARTRIDGE TOOLS

These tools must not be used upon the College's premises without prior written permission. The immediate area should be evacuated until completion of the work and all necessary safety precautions shall be observed by the Contractor and his employees and employees of his Sub-Contractors. 28. SUBSTANCES HAZARDOUS TO HEALTH The Contractor or Sub-Contractor will not bring any substance on to site, or carry out any operations which may expose any person to risks to health, without first having carried out an assessment in accordance with the Control of Substances Hazardous to Health Regulations 1988 amended 2002 and 2004.


29. SAFEGUARDING The college has to ensure the safeguarding of its students as they are under 18. Contractors who have not been DBS checked should not be allowed unsupervised access to students. Contractors working in college during term time when students are on site who have not demonstrated DBS clearance will be excluded from areas such as the canteen, smoking shelter and all toilets or changing rooms on site except for the toilets on the Administration corridor. On larger contracts during term time it is expected that contractors will provide their own mess, smoking and toilet facilities, and will operate from a segregated compound which is not accessed by students. Location of the contractor compound will be agreed as part of H&S planning of the work. Harassment by contractors will not be tolerated. 30. BREACHES OF RULES It is acknowledged by the Contractor that any breach of this Code of Practice, or any relevant statutory provision by their employees or their Sub-Contractors or their employees shall be deemed to be a fundamental breach of contract which entitles the College at its election to terminate the contract without prejudice to any right to the College to claim damages in respect of the breach. of contract which entitles the College at its election to terminate the contract without prejudice to any right to the College to claim damages in respect of the breach. 31. UNDERTAKING 1/We acknowledge that I/We have read and are aware of the foregoing Code of Practice and undertake and agree that I/We and our/my employees and our/my Sub-Contractors and their employees shall at all times observe and conform with each and every provision of the said Code of Practice. Dated the day of 20….. .................. for the Contractor


CONTRACTOR INDUCTION SPECIMEN

• Legal obligations - the contractor, the college and individuals. • Reporting of accidents and near misses. • Fire - evacuation procedure and assembly points, hot work procedure and smoking rules. • COSHH - confirm what if any harmful substances are being brought onto site and advising of any

other substances they may come into contact with including caustic. • Ladders and scaffold - correct and safe use of ladders include footing or tying, confirm that any

scaffolding meets the required standard. • Lifting equipment - is to have current insurance test certificate. • Plan of Work with assessment of perceived risks. • Electrical rules - 110 volt tested portable tools and permit to work system. • Permit to dig where appropriate. • Special conditions where there are any special requirements such as hard hat rules applying. • Disposal of rubbish and substances and the need for good housekeeping standards. • Observation of any requirements from staff where safety rules are being contravened. • Parking of any vehicle. • Safeguarding – Canteen, smoking and toilet facilities and times of use. • Removal from site of anything that is not their own without approval.


Appendix 9 – Minor Works Code of Practice and Terms and Conditions for Contractors and Sub-Contractors at Winstanley College

Winstanley College Estates Department.Contractors’ Code of Practice

and Terms and Conditions For Minor Works.

The contractor will ensure that all of his/her employees and sub-contractors and their employees read and adhere to this Code of Practice.

Health and safety must be a prime consideration in any activity which contractors carry out anywhere on the site. Compliance with all statutory requirements and adherence to HSE Guidance and other sources of good working practice is essential. If the College believes that any contractor is behaving in a way contrary to safe practice then the work will be stopped.

1. Signing in/out, Security and Safeguarding. 2. Deliveries. 3. College Equipment and Staff. 4. Risk assessments and method statements. 5. PPE. 6. Noise. 7. Insurance. 8. Speed limit. 9. Asbestos. 10. Barriers, fencing and signs. 11. Fire precautions. 12. Operations producing heat or naked flame. 13. Portable electrical equipment and power tools. 14. Connection to services. 15. Trip hazards. 16. Equipment and tackle. 17. Science laboratories. 18. Scaffolding and ladders. 19. Underfloor access. 20. Smoking. 21. First aid/accident/incident reporting. 22. Roof work and height hazards. 23. Substances/COSHH Regulations. 24. Confined spaces. 25. Excavations. 26. Disposal of waste. 27. Hazard Identification. 28. Undertaking. Introduction. This College is determined to minimise the risk of accident and therefore: a) Before any Contractor or Sub-Contractor is allowed to carry out work on and/or to our

property the Contractor or Sub-Contractor must understand their statutory duties applicable to the work they have agreed to carry out.

b) The Contractor must understand his Legal duties to both his employees, to our employees, and any other persons, students in particular, who may be affected by a breach of such duties.

c) We have our own rules which are enclosed and must, at all times, be observed by Contractors, Sub-Contractors and their employees.


COMMON LAW OBLIGATIONS The Contractor and his Sub-Contractors must take reasonable care to ensure their employees are safe and that all other persons who may be affected by the work are safe. This means, for example, that they must provide safe means of access, working places and systems of working, competent employees, adequate supervision and adequate plant and appliances in good order and safe condition.

STATUTORY OBLIGATIONS It is the duty of the Contractor to fully understand all statutory instruments, orders and regulations relating to the work he or his Sub-Contractor is engaged upon. You should fully understand the terms of and regulations under the Health and Safety at Work Act 1974 and attention is drawn to other legislation in certain sections of this Code. It must not, however, be assumed that all relevant legislation is identified herein. In addition you have a duty to inform and train this College's (and any other Sub-Contractors) employees on any specific hazards they are likely to encounter because of your activities.

All contractors must comply with British Standards and Building Regulations. All contractors must respect their duties under the Single Equality Act 2010 in relation to staff students and visitors to the college.

DATA PROTECTION ACT All information supplied to the college will not be passed to any other person outside the college and will remain Private and Confidential until destroyed or returned to the contractor.


1.Signing in/out, Security and Safeguarding. All contractors and subcontractors must sign in and sign out at every visit and wear their visitors pass clearly visible at all times while on the College premises. Any work prejudicing the integrity of the existing security arrangements (e.g. scaffolding use of fire exits or openings, work adjacent to alarm systems or cables) should be discussed with and approved by the Estates Manager and any necessary security arrangements agreed prior to commencing work. The college has a duty to protect its students who are under 18 from potential abuse “safeguarding”. Where contractors do not hold DBS clearance then during term time they will be excluded from unsupervised visits to the canteen, should not smoke on site and should only use the toilets on the admin corridor. 2. Deliveries. The addressee must be on site for acceptance of deliveries for contractors unless prior notification has been given and agreed. The drop off point must be organised prior to delivery 3. College Facilities, Equipment and Staff. Contractors are not allowed to use college facilities or equipment unless agreed beforehand with the Director of Finance & Estates or the Estates Manager. College staff are not allowed to act as banksmen or help with unloading deliveries or assist in any way. 4. Risk Assessments and Method Statements. Depending on the nature of the work, contractors are required to produce Risk Assessments and method statements for inspection by the College. 5. PPE. The contractor will ensure that all his/her employees wear appropriate PPE when this is indicated on the Risk Assessment. 6. Noise. The contractor must apply the requirements of the Noise at Work Regulations. Please discuss with the Estates Manager before carrying out any noisy operations during the college day. 7. Insurance. In all cases, contractors must carry Public Liability Insurance and Employers Liability Insurance. 8. Speed Limit There is a speed limit of 5 mph on the site and drivers must proceed with caution at all times. 9. Asbestos. The College has been surveyed by competent persons and has a report and a plan of all known existing asbestos locations. All such sites are marked with a warning sticker and are subject to regular inspection. No asbestos containing materials (ACM) may be disturbed or removed unless by properly licensed contractors and this work must be discussed and planned before any work takes place. It must not be presumed, in a building of this age, that this list is exhaustive and that because it is not marked as containing asbestos that it is asbestos free. All materials must be tested prior to commencement of any work. On discovery of any material which is suspected to contain asbestos which is not labelled as such, the Estates Manager or the Director of Finance and Estates must be informed immediately.


Any work which would involve disturbance or removal of such materials must cease and the Estates Manager or the Director of Finance and Estates informed immediately. 10. Barriers, Fencing and Signs. All contractors must provide all such equipment and signs sufficient to warn and protect all parties from danger. Similarly, any work likely to be a risk to College users must be barriered to prevent access. All roadways, entrances, exits, staircases, doorways and corridors must be kept free of obstructions. 11. Fire Precautions. The fire alarm consists of: • Automatic heat or smoke detectors at ceiling height. Smoke detectors will trigger the alarm on

detection of a relatively small amount of smoke but will also be triggered by dust, fumes or steam. • Break Glass points – usually by the main exits. • An audible alarm consisting of a pulsing siren which can be heard throughout the college. It is essential to avoid false alarms which disturb the College and waste the time of the Fire Service. If you foresee any problems with the work you are doing and this system, it must be discussed with and approved by the Estates Manager before starting any work. All employees and subcontractors shall be made aware of the emergency alarm systems, the location and operation of fire extinguishers and the evacuation arrangements.

Procedure in the event of a fire. In the event of a fire, however small, the alarm must be raised. Printed fire

instructions are exhibited throughout the College and all persons present are required to comply with these instructions.

A copy of these is enclosed. 12. Operations Producing Heat Or Naked Flame. For this type of work special precautions must be taken.

• Authority for hot work forms must be signed prior to commencement of work. • The area must be made safe before work commences. • Any combustible material that cannot be removed must be adequately shielded. • Adequate and appropriate portable fire extinguishers must be provided and be readily available. • A watch should be kept during work and periodically for one hour afterwards for signs of fire or

smouldering. • The use of naked flames must cease 1 hour before the end of the working day and the work area

must be inspected before leaving by a senior employee of the contractor. Gas Cylinders. Only the cylinder in use is to be kept in the workplace and this should be removed at the end of the working day . They must only be moved and used in accordance with the supplier’s instructions. All persons using or handling cylinders must be trained in their use. Heaters. No portable or mobile heaters are to be used on the site without the permission of the Estates Manager.


13. Portable Electric Equipment and Power Tools All portable electrical equipment must be: • suitable for the task • Plugged in without the flex causing a hazard • Be subject to regular safety inspection. • All electrical equipment must be powered either by battery or via a 110volt transformer. • All mains power used externally must have an ELCB from supply. 14. Connection to Services. No connection may be made to any service without the permission of the Estates Manager. 15. Trip hazards. Care must be taken not to create any trip hazards by trailing cables, tools etc. 16. Equipment and Tackle. Contractors who bring cranes, lifting gear or tackle onto the College grounds must have the relevant test certificate available for inspection. The Estates Manager must be notified beforehand so that suitable arrangements can be made for access and fencing off areas. 17. Science Laboratories. There are specific hazards in the science laboratories. Notice of any work to be carried out in these areas must be given to the Estates Manager so that arrangements can be made with the appropriate Head of Department in advance so that if necessary the area can be made safe. No chemicals or equipment must be touched. Safety signs and instructions must be adhered to. 18. Scaffolding/Ladders. Scaffolding must be erected in accordance with the Construction Regulations and current Codes of Practice and be subject to any necessary inspections. Ladders must be adequately tied. Ladders at ground level must be removed at the end of each working day. Scaffolding must provide not only for the safety of persons using it but also for the safety of those passing beneath it. 19. Underfloor Access. In areas of the College where underfloor services are accessed by manholes, then the opening must be guarded on all sides by a solid guard no matter how short the duration of the work. During normal college hours – the opening must also be manned at all times. 20. Smoking. Smoking is not permitted in the College buildings or anywhere else on site except the defined are and this should only be used in holiday periods when no students are on site. 21. First Aid/Accident/Incident Reporting. Contractors are responsible for making their own arrangements for first aid for their own employees. Every accident/dangerous occurrence must be immediately reported to the Estates Manager who will ensure that the college’s policy on accident reporting is followed. The contractor must ensure compliance with the regulations relating to accident reporting under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 regarding HSE notification. 22. Roof Work and Height Hazards. • The Contractors employees are not allowed on any roof without production of a suitable and

sufficient Risk Assessment to cover their activities. This would also include any other hazards which may be present e.g. overhead wires or fumes from local exhaust ventilation etc.

• Prominent notices warning of overhead work must be erected where appropriate, and the area fenced off in circumstances where the College considers necessary to protect anyone below.


• Crawling boards must be used where required and adequate precautions must be taken to prevent employees falling from any roof.

• Contractors shall ensure that precautions are taken to prevent damage to the roof. • Valleys, gutters, down pipes etc., must be kept free from obstruction and all rubbish or waste

material removed from the roof. • Any route leading on to the roof may be required as an escape route in the event of fire and shall

not be obstructed. 23. Substances/COSHH Regulations. All substances which come under the COSHH Regulations must be subject to a Risk Assessment and appropriate measures taken. Any significant risks must be documented with a copy given to the Estates Manager. No chemical may be disposed of in drains and any significant spillages must be reported to the Estates Manager. 24. Confined Spaces. Where any work is to be carried out in confined spaces e.g. underground ducts, at least one person must be in attendance close by whilst the other person is in the confined space. A risk assessment should be undertaken to determine whether extra resource is needed. 25. Excavations. Before excavation work is commenced, the contractor shall ascertain the existence and route of electric cables, drains, gas and water mains likely to be affected by the work 26. Disposal of Waste and Rubbish. Contractors should dispose of waste and rubbish and not allow it to accumulate. All waste must be disposed of responsibly and in accordance with the Environmental Protection Act 1990 and the Hazardous Waste (England & Wales) Regulations 2005 Amendment 2009. No waste may be disposed of in the college skips without prior discussion with the Estates Manager. 27. Hazard Identification. Where a hazard is identified which could place either the Contractors (or subcontractors) employees or the College users at risk to their health or safety, it must be reported immediately to the Estates Manager. 28. UNDERTAKING 1/We acknowledge that I/We have read and are aware of the foregoing Code of Practice and undertake

and agree that I/We and our/my employees and our/my Sub-Contractors and their employees shall at all

times observe and conform with each and every provision of the said Code of Practice.

Dated the day of 20…..

for the Contractor


Appendix 11 – First Aid Code of Practice First Aid Procedures Introduction Health and Safety regulations require organisations to provide an appropriate level of first aid facilities. These regulations must be supplemented with the D.f.E. guidance, First Aid Provision in Schools and Colleges 1991. This states that employers must make an assessment of the hazards of their workplaces when deciding on their first aid provision, and that the number of first aiders should be based on assessment. This is adopted in these procedures. Educational accident statistics identify that sports and areas of practical activities are potentially more hazardous than other areas. Consequently, these areas are considered a priority when allocating a first aid provision. Code of Practice Winstanley College has established a Health and Safety Policy which through its Statement of General Policy includes its responsibility to take all reasonably practicable measures within its powers to ensure that the College is safe as possible and with minimum risk to the health and safety of all employed staff, enrolled students and any visiting members of the public. This code of practice aims to make more specific that responsibility by complying with ‘The Health and Safety (First Aid) Regs. 1981 Approved Code of Practice and Guidance L74 and the D.f.E.E. guidance ‘First Aid Provision in Schools and Colleges 1991. Objectives

a) To ensure that all staff, students and visitors to the College who would benefit from first aid are provided with the best possible care in accordance with current national regulations and guidance.

b) To ensure that sufficient and correctly stocked first aid boxes are made available at appropriate locations throughout college.

Monitoring and Review The College Health and Safety Committee or its working party will monitor the implementation of this policy. The College Health and Safety Committee will review this policy upon changes in legislation or at any other time if there is evidence to suggest that the measures are no longer effective.


First Aiders Owing to the frequent movement of staff and students across the college site, the location of first aiders cannot be relied upon. Consequently they will, on a rota basis be supplied with mobile telephones, the numbers of which are available at visitors’ and student reception. Current first aiders and rota is available at visitors and student reception and with the Progression and Welfare Manager. Appointment Currently, all first aiders are paid volunteers. First aiders wishing to volunteer or withdraw their services must inform the Health and Safety Co-ordinator or Director of Finance & Resources. Training First aiders undergo the training specified in the Regulations and inform the Health and Safety Co-ordinator of their need for refresher training. (As an additional check, the Personnel Administrator will use the Health and Safety database every half term to determine which qualifications will elapse in the next six months. This should provide enough time for refresher training.) The individual first aider also has responsibility to ensure they requalify in time. First Aid Boxes

a) Location. These are kept with the first aiders. First aiders can be reached through visitors or student reception via mobile telephones. Mobile boxes are obtainable via Visitors Reception.

b) Content. Boxes are stocked in accordance with HSE guidance; all other products or substances must be excluded. The Health and Safety Co-ordinator is responsible for removing any items that are not approved.

c) Stocking. There will be a central store of materials that will be used to restock first aid boxes. First aiders should replenish the boxes from the central store when required. First aiders should inspect their box every term and obtain replacement for stocks that are no longer fit to be used from the Estates Manager or his assistant.

d) Reordering of materials is the responsibility of the Health and Safety Co-ordinator. e) The checking and reordering of materials may be delegated.

Insurance For first aid carried out on college premises or as part of their employment off site, College Employer Liability Insurance covers the first aiders. Records All accidents other than very minor ones must be reported on the College Accident Report forms. These forms, when completed, should be given directly to the Health and Safety Co-ordinator. Emergency Services Where practical, ambulances should be called via Student or Visitors Reception to avoid duplicate phone calls. This procedure will be incorporated in staff and student diaries.


Students Off Site When students are off site on college activities, the college will strive to ensure that a trained emergency appointed person is in attendance and on occasion where the students may be at different locations at once, more may be deemed necessary. See rules on trips and visits - a first aider must accompany the party for trips to eg moorland or walks across hazardous terrain


Appendix 12 – Personal Protective Equipment Code of Practice Introduction The College recognises and accepts its responsibility to comply in total with the Personal Protective Equipment Regulations 1992. This code of practice and its related procedures will ensure that employees and students are addressed in accordance with the said regulations. Code of Practice Winstanley College has established a Health and Safety Policy which, through its Statement of General Policy includes its responsibility to take all reasonable, practicable measures within its powers to ensure that the College is as safe as possible as with minimum risk to the health and safety of all employed staff, all enrolled students and visiting members of the public. This code of practice and its related procedures aims to make more specific that responsibility by:

a) Providing a basis for complying with the Personal Protective Equipment Regulations 1992.

b) Providing a basis for ensuring that employees, enrolled students and others are addressed in terms of their need for personal protective equipment (PPE) if such a need is identified.

Objectives

a) Make a clear statement on the need to address PPE for all persons affected by the College’s undertakings.

b) Provide PPE when it has been ascertained that it is necessary as a result of a risk assessment.

c) Ensure that it is fully understood that PPE is a last resort health and safety control measure.

d) Provide a basis for implementing an assessment that will ensure the suitability of the PPE.

e) Provide a basis for ensuring that the PPE is maintained in efficient working order, is in good repair and is appropriately stored.

f) Enable persons to make effective use of PPE. Management of the Code of Practice


The code of practice will be managed in accordance with the College’s Health and Safety Policy. Persons identified in the Health and Safety Management Structure (Appendix 15) will ensure that its implementation is as specified in the organisational responsibilities. Like all other College codes of practice or procedures, this code of practice will be subject to planning, organisation, control, monitoring, auditing and review as required in the Management of Health and Safety at Work Regulations 1999. SMT and Heads of Department will ensure that where appropriate this code of practice and its supplementary procedures will apply to all persons he/she manages and all contractors working on college premises. Implementation Line managers will implement this code of practice and its supplementary procedures, in particular Line Managers will:

a) Identify the need for PPE relating to managed employees and students

b) Make arrangements to ensure that suitable PPE is provided and used effectively

c) PPE is maintained and appropriately stored

d) Not permit any managed employee or students to work without PPE when it has been identified that it is essential for the task.

The following relates to the implementation of the objectives:

e) The PPE regulations apply to employees, self-employed and to trainees and children on work experience programmes. In the case of Winstanley College, all persons affected by the College’s undertakings will be addressed by the code of practice and its supplementary procedures.

f) All employees, students and visitors will be provided with PPE when it is considered necessary. Risk assessments will assist in this consideration, however, in the absence of a risk assessment, no person should be exposed to risks to their health and safety.

All PPE will be made readily available. PPE may be used on a shared basis, if this is the case, effective cleaning and disinfecting will be carried out.

g) PPE is the last resort control measure. Elimination of risk is preferable to control. Every effort will be made to ensure that persons are not subjected to risk.

h) The PPE used will be suitable in relation to risk. Footwear, clothing, masks, goggles, etc will be selected with advice from the supplier. All PPE will carry the ‘CE’ mark. Claims from persons who find the PPE ineffective, uncomfortable or generally unsuitable will be investigated; on no account will such persons be exposed to risk.

i) Maintenance of PPE will be carried out and include, where appropriate, cleaning, disinfection, examination, replacement, repair and testing. Technicians will carry out an inspection of the PPE in their departments at regular intervals and users will carry


out a visual inspection each time it is used. PPE will be stored in a manner that ensures its physical integrity and cleanliness, and yet permit easy access for use.

j) All users of PPE will be provided with suitable information, instruction and training to enable them to make effective use of the PPE provided.

k) All Line Managers whose staff or students make use of PPE will be provided with a copy of this policy.

l) Students or staff with particular medical needs or disabilities may require specific PPE and this should be addressed via the risk assessment. PPE can take many forms including ear defenders, goggles, anti glare screens, suncream as well as clothing items such as lab coats or safety shoes.

m) Staff and students must make proper use of the clothing or equipment provided and report any defects immediately to their line manager or teacher.

n) Teaching and support staff should be observant during practical lessons or in workshop settings to ensure that students do not remove PPE while still at risk of injury.

Monitoring and Review The College Health and Safety Committee or its Working Party the Inner Sanctum will regularly monitor the implementation of this code of practice. Use of PPE will be followed up during internal inspections of departments. The Committee will also review the code of practice upon changes in legislation or at any other time if there is evidence to suggest that the measures are no longer effective. Personal Protective Equipment (Procedures) These procedures related to the College Personal Protective Equipment Code of Practice and apply to all persons affected by the College’s undertakings. Heads of Department, academic and non-academic, are required to provide the following information on PPE. TYPE OF PPE (DETAILED)

ACTIVITY LOCATION OF PPE

A copy must be retained by the Head of Department and a copy lodged with the Health and Safety Co-ordinator.


Appendix 13 - Manual Handling Code of Practice Introduction The Governing Body of Winstanley College, as employer, recognises and accepts its responsibility to do all that is reasonably practicable in providing safe and healthy conditions for its employees, students and others affected by its undertakings. Procedures Winstanley College has established a Health and Safety Policy which through its Statement of General Policy includes its responsibility to take all reasonably practicable measures within its powers to ensure the College and its activities are as safe as possible and with minimum risk to the health and safety of all employees, students and visiting members of the public. These procedures make more specific that responsibility by:

a) ensuring that all staff are fully aware of the dangers associated with manual handling.

b) Prohibiting all manual handling when it is considered to present an unacceptable risk.

c) Providing a basis for the management of manual handling.

d) Making arrangements for manual handling involving contractors.

e) Providing a commitment to staff information and training when necessary. Objectives To ensure all staff know what they must do regarding the operation of manual handling. To reduce the occurrence of manual handling related injuries. Duties In accordance with the College Health and Safety Policy:


Principal – provides employees with comprehensible and relevant information on, the risks to their health and safety identified by assessment, the preventative and protective measures to minimise risk and procedures relating to matters of serious and imminent danger. Senior Managers – liaise with the Principal on health and safety matters whenever employees, students or others are subjected to unacceptable risks and ensure that risk assessments are undertakes and implemented. Line Managers – manage and implement risk assessments. Health and Safety Co-ordinator – ensure that the college systems for health and safety are communicated effectively to staff, students, visitors etc. Other staff – ensure protective equipment is used when needed, ensure safe procedures are followed. Training All staff that are required to carry out frequent or high risk manual handling will be trained in manual handling before undertaking such work staff will be identified to carry out risk assessment training. Monitoring and Review The procedures and arrangements will be monitored and reviewed in accordance with the College Policy on inspection. Manual Handling Procedures Staff

a) Before undertaking a task which may involve a large amount of manual handling, staff should discuss the task with the Health and Safety Co-ordinator.

b) All staff are requested to read and understand the distributed HSE booklet on manual handling.

c) Loads which are heavy, awkward, difficult to grasp, unstable or likely to cause injury, must not be handled.

d) All staff are instructed not to assist contractors with manual handling.

e) All staff are requested to inform the Health and Safety Co-ordinator of any injuries they sustain as a consequence of manual handling. All injuries will be recorded centrally using the accident form.

f) In the absence of the Health and Safety Co-ordinator, employees who require advice are requested to contact their Line Manager.

g) Women who are new or expectant mothers are instructed not to carry out any manual handling.


Risk Assessment

a) Risk assessment of all manual handling operations that could place persons at risk will be carried out by a suitably trained person in that department.

b) The risk assessment guidance set out in the HSE booklet “Getting to grips with Manual Handling” will be complied with (See attached documents).

c) The findings of the risk assessment will be given to the person(s) exposed to the risk prior to the handling operation.

Contractors

a) Contractors will be instructed to carry out their own risk assessments prior to handling any equipment or consumables.

b) The College will provide any necessary information on the load to the contractors prior to the handling operation.

c) Contractors will be informed that College staff cannot assist in any handling operation.

Appendix 14 Procedure in Case of Fire

PROCEDURE IN CASE OF FIRE The alarm consists of a continuous pulsating siren. IF YOU DISCOVER A FIRE 1. Sound the alarm using the Break Glass Points by exits. 2. Leave the building by the shortest and safest route.

IF YOU HEAR THE FIRE ALARM 1. Leave the building by the shortest and safest route. 2. Close all doors behind you 3. Make your way to the student ball games area on field by front of college. 4. Do not stand close to the College buildings or on roadways.

I have read and understood the Colleges fire procedure outlined above, I know how to locate my safe exit route, where to go in the event of a fire and how to raise the alarm using my nearest call point. ___________________________________________ ________________ Signed Date


PROCEDURE IN CASE OF FIRE The alarm consists of a continuous pulsating siren. IF YOU DISCOVER A FIRE 1. Sound the alarm using the Break Glass Points by exits. 2. Leave the building by the shortest and safest route. IF YOU HEAR THE FIRE ALARM. 1. Leave the building by the shortest and safest route. 2. Close all doors behind you 3. Make your way to the student ball games area on field by front of college. 4. Do not stand close to the College buildings or on roadways. 5. Follow directions given to you by staff acting as Fire Marshals.

DO NOT re-enter any part of the building. Walk around the building as directed by Fire Marshals until you reach the assembly point.

DO NOT stop to collect coats or bags. DO NOT shout or run, this tends to cause panic. INFORMATION FOR STAFF ONLY. ♦ Attempt to extinguish the fire only if it is small and you have been trained to do so.

DO NOT PUT YOURSELF AT RISK. 1. Teachers with classes should leave the building after their students. 2. Other staff should meet at the assembly area. 3. Staff in examination rooms should leave the building with the students (in silence) and assemble as a group away

from the other evacuees. A note of the alarm time should be kept. 4. Senior Management will check on the evacuation of the building. 5. Re-enter the building only when the all clear signal has been given.

It is the responsibility of the Fire Marshals to ensure people who are evacuating the building move off quickly to the assembly point and are not allowed to return to the buildings until the all clear is given.

A/B block

SS

Theatre

C block

S block

Sports Hall

D block

Library

Hard standing

Main entrance

Arrows indicate main routes to Assembly Area N block

Art block Y block LFM

SFM

KFM

LFM

SMT

Key to fire Marshal LFM= Library Fire Marshal SFM= Science Fire Marshal KFM= Kitchen Fire Marshal SMT= Senior Management Team SSM= Student Services Fire Marshal

SSM


Appendix 15 Display Screen Equipment Code of Practice Display Screen Equipment Employee Information Winstanley College has a Display Screen Equipment Code of Practice and Procedures. This pack supplements these documents by providing a source of information to all members of staff who are recognised as users in accordance with the Code of Practice. The pack contains information on workstation requirements, working routine, eye/eyesight tests, training, information, managers’ checklist and notes and users checklist and notes. Users are requested to read and understand the health and safety implications of D.S.E. usage and to complete the users checklist (once training has been carried out). Contents

• User checklist. • Practical Ergonomic advice for setting up and using your computer. • Workstation layout diagram. • Posture diagram. • Posture advice.


Winstanley College – Online Self Assessment Package for Display Screen Equipment (DSE) This pack of information is designed to enable College staff who use Display Screen Equipment (DSE) to learn about the health and safety issues that are associated with the use of DSE and to carry out a self-assessment on their own workstation. The assessment must then be sent to the Occupational Health and Safety Department (by post or e-mail); they will then either take action, or help you to take any action required.

• Under the Health and Safety (Display Screen Equipment) Regulations 1992 College has a duty to minimise the risks in DSE work by ensuring that workplaces and jobs are well designed.

• Under the Health and Safety at Work etc Act 1974 employees have a duty towards their own safety and that of their colleagues and to co-operate with his/her employer in meeting statutory requirements of health and safety provision.

The person using the equipment only can do this risk assessment; another worker cannot do it. The questionnaire part of this document is a legal record of the DSE Risk Assessment and The Personnel department will keep a copy: this will be kept in accordance with Data Protection Legislation. The subject may also keep a copy. Self assessments should be undertaken each time:

• An employee changes desk/work area. Where “hot desking” is the method of working, use the “daily checklist” (attached) to ensure that you are working correctly and safely

• A new person is employed • Changes are made to equipment/location or use of the work area.

DSE Flow Chart

Contact Personnel re

DSE User

Personnel

reply that you

Personnel

reply that You feel you

have health

Complete

and return

Occ. H & S

will advise

you

If Occ. H & S

are unable to

resolve these

You are entitled to free eye and eyesight tests at the College’s expense (up to an average cost)

You are entitled to the free basic prescription for glasses if you need these for DSE use at work only


Winstanley College DSE Risk Assessment Location Name ext Line Manager ext PERSONAL HEALTH

Yes No

Do you suffer from eye problems at work, eg dry/sore Details:

Do you wear glasses/contacts Do you have problems with your hands/arms/shoulders Details:

Do you have problems with your back/legs/feet Details:

Do you have any other discomfort/pain you think is due to your workstation

Details:

Are you taking any action to try to relieve where you have ticked YES above

Details:

ENVIRONMENT There should be sufficient space taking into account storage and furniture, to allow easy access to the workstation. Once at the workstation you should be able to shift position easily, and sit in comfort. Noise, lighting and temperature should be reasonable, and there should be means of varying lighting and temperature to suit.

Yes No

I can walk to and from my desk easily I can push my chair back and stand up without colliding with anything/one

I have sufficient leg space I have adequate lighting throughout the year I have additional desk lighting There are working blinds on the window My work space is relatively noise free The temperature is comfortable throughout the year I have sufficient safe storage Details for any ‘No’ responses:

Please tick as appropriate • I can walk to and from my desk easily Yes / No • I can push my chair back and stand up without colliding

with objects / colleagues Yes / No • I have sufficient leg space Yes / No Detail if No: -


FURNITURE Your workstation should be sufficiently large to allow flexible and comfortable working arrangement of all your work equipment. You should have enough space below your desk to allow a comfortable position for your legs. Whatever you are working with – PC/reading/writing/etc – should be directly in front of you. You should not have to sit at an angle at your desk to work. My Desk: Yes No

Has sufficient space for my working style Fits my size and shape Allows for space to alter my leg position Is totally clear underneath I can work at my desk without twisting to work My Chair:

- Swivels - Adjusts seat height - Adjusts back height - Has arms - Has a 5-star base with castors - Fits my size and shape I understand how to alter my chair I alter my chair regularly to suit myself and the task Details for any ‘No’ responses:

COMPUTER Display Screen:

Yes No

Can adjust brightness, colour, contrast Tilts and swivels

Free from flicker Free from reflection and glare Focal length is an arm’s stretch away The top of the screen unit is level with my eyes Keyboard:

Adjusts the angle of tilt Has clear key symbols Its style and arrangement is easy to use Other equipment:

I have a document holder If No, I need one I have a footrest If No, I need one All cables and leads are stored safely All other workstation equipment is suitable and in easy reach

Details for any ‘No’ responses:

JOB DESIGN

Yes No

Repetitive and boring tasks are minimised I have a steady workload I can walk away from my desk if I need to


I take regular breaks from my screen I feel competent and confident in using the equipment and software for my role

Opportunities exist for change of activity Details for any ‘No’ responses: DECLARATIONS You must sign the appropriate declarations below before returning the document. I require further help and advice to help deal with issues disclosed on this form Sign Print Date I require no further help or advice Sign Print Date I have undertaken the CBT course on DSE use at www.learninglink.ac.uk Sign Print Date I have accessed the HSE free information on DSE use at www.hse.gov.uk/pubns/indg36.pdf Sign Print Date WHAT TO DO NOW

Yes No

Sign and date as appropriate below Discuss the outcome of this assessment with your line manager

Agree action plan of points they and you can resolve, using the Action Plan - User and Manager on the next page

Return this completed form to Personnel dept. Details if any ‘No’ responses:

RETURN THIS DOCUMENT, AS AN ATTACHMENT TO: - Your Line Manager Personnel dept.

http://www.learninglink.ac.uk/

http://www.hse.gov.uk/pubns/indg36.pdf


ACTIONS AND RECOMMENDATION PLAN

Ref Action – User and Manager to complete this section By Whom By When Complete Eg Tidy work space and allocate additional storage User &

Manager Immediately & Ongoing

1 2 3 4 5 Ref Action – Personnel Dept to complete this section By Whom By When Complete A B C D


Display Screen Equipment user’s Check sheet Print this off and stick it up near your Computer!

• Check height so that feet are flat on the floor • Check seat tilt so that back is supported • Check back height for comfort and back support • Check arms are high enough to prevent slouching • Report any malfunctions

CHAIR

• Check screen is clean • Check screen is free of flicker • Check brightness and contrast is suitable for your

comfort • Ensure the screen is the right height for your visual

comfort

SCREEN

• Check legibility of the keys • Check that the keyboard allows you to maintain a

neutral wrist position • Place the keyboard on the desk directly in front of

you

KEYBOARD

• Check document holder is sited at the side of the

PC • Use it when typing hard copy to PC

DOCUMENT HOLDER

• Ensure that you take regular breaks from looking at

the screen, e.g. every 20 minutes look into the distance across the room to rest your eyes.

• Report any visual disturbances to your manager EYESIGHT


Appendix 16 – COSHH Code of Practice

Control of Substances Hazardous to Health Procedure Introduction The College recognises and accepts its responsibilities with regard to substances hazardous to health and will do all that is reasonably practicable in ensuring the health safety and welfare of its employees, students and others who may be affected by its activities. The main objectives of the Control of Substances Hazardous to Health (COSHH) Regulations 2002 and amended 2004 are to maintain and improve existing standards of health and safety in relation to work involving such substances. This is achieved by the requirement to assess the risks to health created by such work. If prevention of exposure is not possible then adequate control measures must be achieved. Various control methods are possible but personal protective equipment (PPE) may only be used as a last resort. In common with the majority of legislation, the Regulations require that detailed records are kept. Further information on the Regulations is contained in the Health and Safety Commission General COSHH Approved Code of Practice (ACOP) available for consultation from the Health and Safety Co-ordinator. Definition of Substance Hazardous to Health The list as defined by the Regulations is contained in Appendix 17 a. However, in practice, all substances should be considered initially as it will quickly become clear if the substance is not hazardous and no further assessment will be required. Assessments No work involving a substance hazardous to health may take place unless a suitable and sufficient assessment of the risks to health has been carried out. This applies to all such substances and not just laboratory chemicals e.g. cleaning materials. Guidance on the assessment method is given in Appendix17 b. The Head of Department in each department is responsible for implementing the Regulations but it will require the co-operation of all members of staff. Information and Advice The Regulations require that information, instruction and training be provided for those who carry out duties under these Regulations. Courses will be provided for staff as required. Records of Assessments The Regulations require that a written record of the assessment be kept except where the assessment is so simple that it can easily be repeated and explained at any time because it is obvious to all those to whom it applies. It must be available for immediate consultation in the event of an emergency. It is also a requirement of the Regulations that the Assessment be reviewed if: • There is reason to suspect that it is no longer valid • There has been a significant change in the work to which the Assessment relates • At least every 3 years. Assessments must be signed and dated by the assessors.


Information and Training The College will give sufficient information and training to ensure full understanding of the hazards to health posed by the substances in the workplace and the importance of the control measures provided. Information will also be given to others who may be affected such as students, contractors, temporary staff and visitors. Monitoring the Effectiveness of Control Measures If an Assessment identifies that control measures are required, the overall responsibility for ensuring that the control measures are provided and used lies with the Head of Department. The Estates Manager is responsible for arranging the thorough examination and testing of engineering controls (fume cupboards etc) at a frequency of not less than every 14 months, (Regulation 9) and the results will be kept by the Property Department with copies to individual departments. If the report shows that an engineering control requires attention then it will be arranged by the Estates Manager. Employees Duties All College employees have a legal duty to make full and proper use of any control measures provided. They are also required to report any defects with the control measures as soon as possible to the appropriate person.

Procedures 1. The Health and Safety Co-ordinator will also act as COSHH Co-ordinator. 2. Each department will have available for inspection an inventory of hazardous substances listing

the name, hazard class, storage details and usual amount held. 3. Heads of department will be responsible for implementing this policy in their departments with

further training provided if necessary. 4. All operations which involve substances hazardous to health will be assessed and control

measures taken (where elimination and substitution are not possible) before any work is undertaken.

5. All relevant employees and others will be informed of the purpose and operation of all controls. 6. Engineering controls will be maintained by the Estates Dept. Individual departments will fit and

maintain a “tell-tale1” where possible as a rough guide that it is functioning. 7. PPE will only be used as a last resort or a back up. (See PPE Appendix 12) 8. Assessments will be reviewed as appropriate 9. Where it is required, health surveillance and monitoring will be carried out by qualified

professionals and employee health records kept for a minimum of 40 years. 10. All employees and students will be provided with comprehensible information and appropriate

training. 11. All changes to control measures and changes in PPE will be properly assessed. 12. No new substance will be introduced into the workplace without prior assessment. 13. Substances should be stored in suitable containers – correct labelling is essential with at least the

name of the substance and the hazard information. All hazardous substances should be suitably stored in secure rooms or lockers.

Procedures for dealing with Health and Safety Issues Where an employee raises a point related to the use of a substance hazardous to health, the Head of Department will: 1. Ensure that the hazard associated with the substance has been correctly identified. 1 A simple indicator, see H&S Co-ordinator for details.


2. Ensure that the assessment of the use of the substance is correct and up to date. 3. Ensure that the controls in place are adequate. 4. Correct any observed deficiencies in the control of the hazards 5. Inform the employee and his/her safety representative where appropriate, of the results of the

investigation and actions taken. Proprietary Materials. All purchasers of such substances must obtain form the supplier, sufficient information to enable the material to be used safely. It must include: • Details of any hazardous properties • The methods by which the material may be used safely • Details of any precautions and control methods that must be adopted in order to control the risk of

damage to health • Emergency procedures including methods of dealing with spillages and first aid • The methods of safe disposal If this information is not available then the material must not be purchased. A copy of the supplier’s information can be appended to the written assessment. All such materials must be used strictly in accordance with the information supplied. If it is proposed to deviate from the suppliers instructions then the supplier must be requested to supply written confirmation that the proposed deviation does not pose a risk to health and specify any additional precautions. HAZCARDS. Supplied by CLEAPSS Where a department adopts the assessment from the appropriate HAZCARD this will be considered suitable and sufficient provided that the process is included on the HAZCARD and it is carried out according to that guidance. Any other process or quantity must be assessed separately. Those departments reliant on HAZCARDS must make every effort to keep them up to date by making amendments where indicated by the regular CLEAPSS Bulletins or replacing them where necessary. Monitoring and Review This Policy and Procedure will be monitored by regular inspections and audits of departments. Review will take place annually at the College Health and Safety Committee to ensure that procedures are being followed. It will also be reviewed in the light of any changes in legislation to incorporate such changes.

Date: Signature: Rev date/sig


Appendix 16 a Substances defined as hazardous to health by the Regulations “substance hazardous to health" means any substance (including any preparation) which is -

a. a substance which is listed in Part I of the approved supply list as dangerous for supply within the meaning of the Chemicals (Hazard Information and Packaging for Supply) Regulations 1994 and for which an indication of danger specified for the substance in Part V of that list is very toxic, toxic, harmful, corrosive or irritant; b. a substance for which the Health and Safety Commission has approved a maximum exposure limit or an occupational exposure standard; c. a biological agent; d. dust of any kind except dust which is a substance within paragraph (a) or (b) above, when present at a concentration in air equal to or greater than - i. 10 mg/m3, as a time-weighted average over an 8-hour period, of total inhalable dust, or ii. 4 mg/m3, as a time-weighted average over an 8-hour period, of respirable dust; e. a substance, not being a substance mentioned in sub-paragraphs (a) to (d) above, which creates a hazard to the health of any person which is comparable with the hazards created by substances mentioned in those sub-paragraphs; "total inhalable dust" means airborne material which is capable of entering the nose and mouth during breathing and is thereby available for deposition in the respiratory tract. More information can be obtained from the Health and Safety Co-ordinator. Exceptions to the Regulations 1. Lead 2. Asbestos (See College Asbestos Policy) 3. Substances which are only hazardous because of any one or any combination of the following

3.1. Radioactivity 3.2. Explosive properties 3.3. Flammable properties 3.4. High pressure 3.5. High temperature 3.6. Low temperature

These exceptions exist because these substances or properties are covered by other specific legislation.


Appendix 16b How to carry out a COSHH Assessment. Under the Control of Substances Hazardous to Health Regulations 2002 and amended 2004, (COSHH) there are a range of substances regarded as hazardous to health. Substances or mixtures of substances classified as dangerous to health under the Chemicals (Hazard Information and Packaging for Supply) Regulations 2009 (CHIP) These can be identified by their warning label and the supplier must provide a data sheet for them. Substances with occupational exposure limits, listed in HSE publication Occupational Exposure Limits.

Biological agents e.g. bacteria and other micro-organisms Any kind of dust in a concentration specified in COSHH Any other substance which has comparable hazards to people’s health. STEP 1 ASSESS THE RISKS • Identify the hazardous substance. • Consider the risks these substances present to peoples health. How much is used and how could people be exposed Who could be exposed and how often (include all groups who could come into contact with the

substance) Don’t forget cleaning and maintenance tasks

• Take into account the actual work being undertaken and consider The effects of mixing substances together

STEP 2 DECIDE WHAT PRECAUTIONS ARE NEEDED • If you identify significant risks, decide on action you can take to remove them or reduce to

acceptable levels. • Compare any controls you already use with available information e.g. HSE guidance, good

working practices and standards and guidance specific to your department. • If there is no risk or the risk is trivial then the Risk Assessment is complete and you need do

nothing more. • If you decide the risks are significant you must take action to protect the health of employees and

others. STEP 3 PREVENT OR ADEQUATELY CONTROL EXPOSURE. You are required to prevent exposure to substances hazardous to heath if it is reasonably practicable to do so. You might: • Change the process or activity so that the hazardous substance isn’t needed or generated. • Replace it with a safer alternative • Use it in a safer form e.g. pellets instead of powder If prevention is not reasonably practicable, you must adequately control exposure. This can be done using one or more of the following measures: • Totally enclose the process • Partially enclose it and use extraction equipment (local exhaust ventilation)


• Provide general ventilation • Use systems of work and handling procedures which minimise the chances of hazardous

materials spilling, leaking or otherwise escaping • Reduce the numbers of persons exposed or their duration of exposure. but only after considering

and where possible using the above measures. If you cannot adequately control exposure by any of the above measures, you should provide personal protective equipment (PPE) e.g. appropriate eye protection, face masks, protective clothing etc, as a means of control. But please note, the Regulations only permit the use of PPE to achieve adequate control if other means of control cannot be used alone. (See PPE Policy) STEP 4 ENSURE THAT CONTROL MEASURES ARE USED AND MAINTAINED. STEP 5 MONITOR EXPOSURE. If you suspect that control measures may not be working properly and exposure levels may be exceeded. STEP 6 HEALTH SURVEILLANCE. Under some circumstances may be appropriate. Where employees are exposed to a substance linked to a particular disease or adverse health effect and there is a reasonable likelihood under the conditions of work of that disease or effect occurring and it is possible to detect the disease or health effect. Further information available from the H&S Co-ordinator. STEP 7 ENSURE THAT PERSONS ARE PROPERLY TRAINED AND SUPERVISED Employees should be provided with suitable information, instruction and training about • The nature of the substance they are exposed to and the risks created by this exposure. • The precautions they should take. • The control measures, their purpose and how to use them • How to use any PPE provided (see PPE Policy) • Emergency procedures • Results of exposure monitoring. Emergencies and Incidents Users of substances hazardous to health should know what they would do in the event of of a forseeable event and suitable facilities must be available. Guidance on categorisation of risk can be found in the HSE guidance COSHH Essentials available from the H&S Co-ordinator.


Appendix 16 COSHH ASSESSMENT FORM

Product/Process:

Date:

Substance:

Data sheet held YES/NO (if no obtain from supplier)

Assessors:

Location of use:

Assessment Ref No:

Substances Hazard Health Risk

(gas, vapour, liquid, dust, etc)

(inhalation, skin, eyes, ingestion etc)

Activity Frequency & Duration of

use

Persons exposed

and when

Existing Controls in current use Likelihood Of

exposure

Consequ-ences of exposure

RA

low/med/ high

low/med/ high

low/med/ high

Risk Reduction: Can the hazardous substance be substituted for a less hazardous substance or less hazardous form? YES/NO

If yes then substitute it.


Local Exhaust Ventilation(LEV): Is LEV used as a control? YES/NO If YES

Is it subject to regular inspection and testing by a competent person? Is it suitable for the task? Is it used effectively?

YES/NO YES/NO YES/NO

Control of exposure: Has the hierarchy of control (as in the College COSHH Policy) been followed? YES/NO (COSHH Assessment guidance STEP 3) Written systems of work: Where there are written systems of work, are operations carried out in accordance with them? YES/NO/NOT APPLICABLE Training Procedures: Are the training provisions and working procedures adequate for the persons working with this process or substance? YES/NO

Risks not controlled and action for control Action by Target date Completed Name/Date

Signature

Date

review date

Appendix 17 – Maternity (New and Expectant Mothers)

New and Expectant Mothers Procedures The College is required to include in its risk assessments consideration of the risks at work to new and expectant mothers – those who are pregnant, have given birth in the past six months or who are breastfeeding. Women should be informed of any employment related hazards which could affect them if they were to become pregnant.. They in turn should inform their Line Manager as soon as they know that they are pregnant so that protective measures can be taken. If the risk assessment has identified unacceptable risk, measures should be implemented to control the risk. Protection should last from the time that the College is aware of the pregnancy until 6 months after childbirth or miscarriage or until the end of breastfeeding. Some key hazards identified are: Shocks, vibration, manual handling, noise, movements and posture, certain biological agents, toxoplasma, rubella, extremes of cold and heat and physical fatigue, certain chemical agents, such as lead and lead derivatives. Some Airlines may impose restrictions upon travel in the later stages of pregnancy- and this should be factored into any planning for foreign trips and visits. Risk assessments should cover any relevant hazard. The level of detail in the assessment will vary with the seriousness of the risk. It may well be the case that there are no significant hazards in most activities carried out by a pregnant woman. Pregnant women should not normally work in isolation for lengthy periods. Any concerns that such staff have about working alone should be raised in the first instance with their Line Manager. Heads of Department who have staff in their departments who may become pregnant, including themselves, should identify any hazards to new and expectant mothers, make staff aware of these, include hazards in risk assessments and implement appropriate control measures. The Personnel Department should be made aware of any special arrangements made and of any difficulties that arise. Staff also need to consider the risks to any student who becomes pregnant during their time at college. A risk assessment will be prepared by the Progression and Welfare Manager in conjunction with teaching department staff, when any student declares themselves to be pregnant. Further arrangements may be necessary for the student to complete their studies once their child has been born.


Appendix 18 - Portable Electrical Appliances Code of Practice

1 Introduction

The Board of the Corporation of Winstanley College the Employers, recognises and accepts its responsibility to do all that is reasonably practicable in providing safe and healthy conditions for its employees, students and other affected by its undertakings. To ensure all that is reasonably practicable is being achieved, the Employers have implemented a health and safety management system that adheres to the guidance set out in the HSE publication Successful Health and Safety Management.

2 Code of Practice

Winstanley College has established a Health and Safety Policy which through its Statement of General Policy includes its responsibility to take all reasonable practicable measures within its powers to ensure the College and its activities are as safe as possible and with minimum risk to the health and safety of all employees, enrolled students and visiting members of the public. This code of practice makes more specific that responsibility by: a) Ensuring that all staff are fully aware of their role in ensuring the safety of portable

electrical appliances. b) Providing information on the provision, storage, use and maintenance of portable

electrical appliances.

3 Objectives

a) to ensure all College portable electrical appliances are safe to use and to eliminate those that are not.

b) to ensure all staff know their contribution in ensuring the safety of portable electrical appliances.

4 Duties In accordance with the College Health and Safety Policy:

a) Principal – provide employees with comprehensive and relevant information on

procedures relating to matters of serious and imminent danger. b) Senior Management Team – will ensure that line managers act in accordance with

the College Health and Safety Policy (and its Arrangements) c) Line Managers – liaise with the relevant senior manager on health and safety

matters. d) Health and Safety Co-ordinator – ensure that the College systems for health and

safety are communicated effectively to staff, students, visitors etc. e) Other staff – check equipment is safe to use by staff and students, ensure

protective equipment is used when required, ensure unsafe matters are rectified and brought to the attention of the line manager.

These duties are extracted from the College Health and Safety Policy.

5 Training

Training will be provided to all staff that require improved competence in order to comply with this policy.


6 Monitoring and Review Staff are requested to report to senior managers on any matters that could improve this arrangement. The College Health and Safety Committee or its Working Party monitors the implementation of this Policy. The Committee review the Policy upon changes in legislation on its review date or at any other time if there is evidence to suggest that the measures are no longer effective.

7 Electrical Portable Appliances Procedures

The Provision of Portable Appliances. Only appliances owned by the College, and tested, are normally permitted to be used on site or for College activities off site. Staff, students and others are not normally permitted to bring appliances into College or to use them for College activities except with permission and it must be relevant to the course being taken.

a) If a student or a member of staff wishes to use his/her own electrical

appliance within college, this must be tested by a technician competent in PAT procedures before use. When these appliances are being removed from and returned to site, a certificate needs to be issued allowing for the re-use of this equipment on site providing the procedures outlined are followed. (See appendix 19.1.) Retesting will occur immediately if a technician judges that the condition of the apparatus deems this appropriate.

b) In the case of appliances owned by college and taken off site by staff and/or students, a certificate needs to be issued allowing for the re-use of this equipment on site providing the procedures outlined are followed. This will be increased in frequency if the appliance shows signs of wear and/or damage. (See appendix 19.1). On discovery of untested College appliances, or unapproved appliances belonging to students or others, staff are requested to prevent their use and, in the case of appliances owned by students or others, request that the appliance be removed from College premises. Contractors will supply their own appliances and not be permitted to use College appliances. Likewise, staff and students must not use contractors’ appliances. All efforts will be made to acquire and use appliances operating at 50V AC or less.

c) When equipment is hired for use within college, a reputable hire firm must be used. In the hire request, a statement must be included that we require assurances thatHealth and Safety issues have been addressed. In addition, a request must be made for the provision of any Health and Safety instructions appropriate for the appliance.

7.2. The Storage of Portable Appliances.

Appliances are located in a designated area and must be returned to that area after use. Technicians have a responsibility to ensure the effective storage of appliances in their areas only.

7.3. The Use of Portable Appliances.

Appliances should only be used for the purposes intended. All appliances must be used with a R.C.D. (Residual Current Device) with a trip current not exceeding 30 mA and comply with BS4293. As rewiring is completed, where it is considered necessary, such as in laboratories or workshops, all sockets will be linked to RCDs.


Where appliances are used outdoors or where there is a possibility of fluid ingress, the supply will be by 110V centre-tapped earthed system in conjunction with a R.C.D. A basic inspection of the plug, cable and appliance should be carried out before plugging in by the user. If the user is in any way concerned about the safety of the appliance, it should not be used and its condition and location be reported to a member of the technical staff in or buddied with that department. Persons must be competent in the use of, and safety issues relating to, the appliance before it is used. Appliances must not be modified except by a qualified technician.

7.4. The Maintenance of Portable Appliances

An inventory of all portable appliances of more than 50V will be maintained. This will involve appliance identification, location, date of acquisition and last test date. The Head of Department should inform the Technician when new electrical equipment is purchased. The Technician will ensure that the appliance is tested and added to the inventory before use. The Technician cannot be responsible for any appliance if he/she is not made aware of its existence on arrival in College. A competent person or persons will visually examine the appliances. Any found to be obsolete redundant or defective will be removed from service, be properly repaired or disposed of.

All Class I and II appliances will be subjected to a detailed inspection and testing by a competent person who will record the results of the examination on the register, in accordance with best practice advice from the Health & Safety Executive. Earth continuity tests will be made (where appropriate) using proprietary test equipment at not less than twice the current rating of the fuse protecting the equipment. Note: Class I includes all AV appliances and other equipment with exposed metalwork. Note that the HSE guide “maintaining electrical equipment in offices and other low risk environments” the period for PAT testing of IT equipment and related cables may require visual inspection at an interval of 2-4 years and formal testing after 5 years. If there is a change to the environment eg. spillage, leak, or regular movement of equipment then the period of testing should be reduced. Equipment which is frequently moved around e.g. laptop computers, amplifiers, kettles, sewing machines or which is not used in a low risk environment should still be tested every twelve months. These procedures can be fully applied to appliances with micro-electronic components as a specialised testing device has now been purchased. The user prior to operation should visually inspect all appliances.

7.5. Visual Examination of Portable Electrical Appliances

All persons prior to using portable electrical appliances will carry out a visual examination. Special care will be given to: -


Plug - damage to casing, cracks, chips, screws missing, loose cover, bent pins, loose pins, evidence of overheating.

Cable - correct attachment to plug and appliance, exposed inner wires or insulation cracks or makeshift repair to cable. External Casing - damaged, loose or missing parts. Evidence of overheating, water or misuse. Appliances that are defective must not be used and their location and the nature of the problem (if known) reported to the relevant Technician.

7.6. Testing of Portable Electrical Appliances

All appliances should be tested by a competent person in accordance with best practice advice from the Health & Safety Executive.. Appliances that are, in effect, unlikely to be used in College for the foreseeable future, need not be tested if they are made unusable by removal of the plug. They must be tested before coming back into service.

Detailed procedure to be followed is stated on the test procedure sheet.


Appendix 19 – Stress Management Code of Practice Preamble The College is committed to high standards both from students and staff, however it recognises too the importance and looking after its staff via promotion of and constant attention to a supportive climate, seen as a key antidote to negative stress. The College recognises the effects of excessive stress as being a potential hazard to health and is committed to ensuring its workforce is protected from this as far as reasonably practicable. It is also our policy to offer reasonable and practical levels of support to those individuals and groups who may from time to time suffer from the effects of stress. Whilst recognising that stress may not always have its origins in the workplace, we acknowledge a responsibility and value in offering appropriate institutional support. Staff also have a personal responsibility in the prevention of stress-related illness and its effects in both themselves and Colleagues and for seeking appropriate levels of help and support. Statement Work related stress is recognised as a Health and Safety issue. This Code of Practice forms part of the College’s general Health and Safety policy. It is the policy of the College to strive to minimise individual, group and corporate levels of negative stress by committing to the following organisational arrangements:-

1. We aim to provide safe methods and conditions of work and a healthy environment. 2. We will periodically assess the risk of stress e.g. by conducting staff perception surveys

and develop and monitor strategies to minimise those risks. 3. The College is committed to providing information, guidance and training in stress

recognition, support, minimisation and management, to staff at all levels. 4. An open and supportive culture is promoted to facilitate staff discussion on stress related

issues, including appropriate consultation at all levels on any matters relevant to occupational stress.

5. Staff are encouraged to discuss any potentially stress-inducing issues in confidence with their line manager or any other member of staff, as they feel appropriate.

6. Provision of College sickness absence procedures and entitlements that support this document. The College will monitor absence relating to work related stress and provide support to those returning from stress related illness.

The College acknowledges that any employee could experience stress and that seeking help and support is seen as strength and an approach to be encouraged and is not in any sense, an admission of weakness. Examples of Stress Reduction Strategies already in place:-

1. Staff policies Staff are aware of their rights and responsibilities under various policies such as Wellbeing policy Single Equality Scheme Paternity Leave Policy Safeguarding Policies and Procedures Grievance Procedures


Whistleblowing Policy CPD Policy

2. Staff Training & Development The college provides induction training and support for new staff Opportunities for individual, departmental and college wide training.

Stress management training can be included in CPD programmes where required.

3. Open Communications Morning orders Regular meetings Regular committee meetings Use of Intranet and email to keep open channels of communication

4. Health & Safety Awareness Promotion of a Healthy Lifestyle Healthly college days / healthy mind days Health checks via occupational health Risk Assessments Stress reduction techniques – eg at exam periods

5. Job Specifications Stress factors should be taken into account in the design of job roles and responsibilities

6. Access to sport and leisure Facilities The college will encourage use of gym and sport facilities by staff. Dance or other fitness groups may be run where viable.

7. Supportive Leave entitlement See wellbeing policy

8. Supportive Terms and conditions of employment Open communication of pay terms and conditions. Return to work interview process. Access to Occupational Health.

Future proposals ? These could be reviewed in the light of the staff survey:-

Inset training for managers? – good management practice – how to spot signs of too much stress and what to do about it? Risk assessments and return to work interviews Extension of counselling services? Staff training in how to manage own stress? Resilience training


Appendix 21 - PUWER

WINSTANLEY COLLEGE PROVISION AND USE OF WORK EQUIPMENT CODE OF PRACTICE (IN ASSOCIATION WITH

RISK ASSESSMENT CODE OF PRACTICE)

1. Introduction Winstanley College has agreed the following Code of Practice in accordance with the

Management of Health and Safety at Work Regulations 1999 (MHSW), the Provision and Use of Work Equipment Regulations 1998 (PUWER), the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) and associated Approved Codes of Practice and Guidance. The College is responsible for monitoring and reviewing the Code in the light of further developments and it will be reviewed periodically by the Health and Safety Committee.

The Code should be referred to in conjunction with the College’s Health and Safety Policy

and individual Departmental Procedures. More specifically it should be applied in association with College’s Risk Assessment Code of Practice.

The purpose of the Code is to:-

a) ensure the provision of safe work equipment and its safe use, regardless of its age, condition or origin.

b) meet the requirements of the Provision and Use of Work Equipment Regulations 1998, the Lifting Operations and Lifting Equipment Regulations 1998 and the Management of Health and Safety at Work Regulations 1999.

2. Implementation

Heads of Department are responsible for the implementation of the Code of Practice within

their area of control. The Head of Department must identify who will be responsible for assessing the risks from

the provision and use of equipment in their Department under the Code. Work equipment includes that which is hired. They must be competent to carry out the assessments, recognising their own limitations and seeking specialist advice where necessary.

Heads of Deptartment, assisted by Health &Safety Committee, must satisfy themselves that risk assessments are:

o completed

o consistent and to a reasonable standard

o recorded (where appropriate) and proper records maintained

o reviewed as appropriate

Staff and students must cooperate and make full and proper use of all work

equipment, reporting any defects and participating in any training.


3. Arrangements The key elements to the arrangements under the Regulations are as follows:-

a) Work equipment (for definition see Appendix 23 a) must be suitable by design, construction or adaptation for the actual work it is provided to do, the place where it will be used and purpose for which it will be used.

b) Use of work equipment includes starting, stopping, programming repairing, setting, transporting, repairing, modifying, maintaining, servicing and cleaning.

c) Work equipment must be adequately maintained and periodically inspected. d) Supervisors and users of work equipment must have available to them adequate

health and safety information and, where appropriate, written instructions regarding the use of work equipment.

e) Users of work equipment must receive adequate training in the use of work equipment.

f) Requirements of work equipment, which includes mobile equipment and lifting equipment by definition, specifically includes guarding, controls and control systems, isolation from sources of energy, stability, lighting, maintenance operations, markings and warnings.

g) Specific arrangements and guidance relate to lifting equipment and woodworking machinery.

4. Assessment

All potentially hazardous equipment, including new and second hand equipment, should be

assessed using the equipment safety checklist (Appendix 23 b). The full checklist should be used for machinery with moving parts powered by electricity, internal combustion engine or other energy source.

If a suitable and sufficient assessment of equipment has already been carried out under

any other health and safety code of practice, e.g. Display Screen Equipment, Manual Handling, then there is no need to repeat that assessment.

When new equipment is made or acquired, an assessment should be made as early as

possible, and in practical terms before the first use of the equipment. The formal assessment should be repeated at intervals but certainly depending on the

complexity and hazardous nature of the equipment, at a minimum of five-year intervals. Assessments must be repeated if the equipment is subsequently modified in any way.

It should only be necessary to record the significant findings of an assessment and such risk assessments should be retained for future reference and if an assessment is to be reviewed. (MHSW & PUWER)

5. Lifting Operations and Lifting Equipment

Every lifting operation involving lifting equipment must be properly planned, adequately supervised and carried out in a safe manner

All items of lifting equipment such as lifts, cranes, beams, pulley blocks, chains and slings etc must be notified to the ESATES MANAGER who will arrange for the College’s insurers to inspect the equipment at the required statutory intervals. Notification of newly installed equipment must be made before it is brought into use. Similarly notification of any variation e.g. deletion, addition or alteration to equipment must be made to the ESTATES MANAGER.


The safe working load (SWL) indicated on the insurance certificate must be clearly marked on each item of lifting equipment and these limits must not be exceeded under any circumstances. (LOLER) ( L113)

6. Mobile Work Equipment

No person shall be carried by mobile equipment unless it is suitable for carrying persons and that proper provision is made.

Driver restraint (seat belts) should be provided and worn where necessary

Rollover protective structures (ROPS) should be fitted to mobile work equipment where necessary to minimize the risk to persons carried should roll over occur (See Risk Assessment). (PUWER PART 111 Reg. 26) (L22)

7. Woodworking Equipment

Because of the inherent risks associated with woodworking machines separate guidance is available from the Health and Safety Advisor regarding the safeguarding of woodworking machines and the training of people who use them. (Safe Use of Woodworking Machinery Approved Code of Practice and Guidance) ( L114)

8. Inspections

Where the Work Equipment Risk Assessment identifies a significant risk of major injury arising from incorrect installation or re-installation, deterioration or exceptional circumstances, which could affect the safe operation of the equipment then regular inspection of the equipment, should be undertaken. This should include visual checks, functional checks and testing as appropriate. The frequency of inspection will depend upon how quickly the work equipment or parts are likely to deteriorate, the type of equipment, how it is used and the conditions to which it is exposed. A record of the inspections should be maintained. (PUWER PART 11 Reg. 6) (L22)

9. Who can use work equipment

The use of work equipment should be restricted to those given the task of using it. High-risk

machinery e.g. woodworking machinery, lifting equipment, guillotines etc shall only be used by persons who are authorized to use it. Heads of Department should identify such item of work equipment requiring authorization and introduce the necessary authorization. No persons shall be so authorized unless they have received adequate instruction, information and training. Persons undergoing training on the machine shall be subject to direct supervision.

10. Training and Instruction

Heads of Department must ensure that all users of work equipment receive appropriate

information, instruction and training on the safe use of equipment. (PUWER PART 11 Regs 8 & 9)

11. Further Information

Further information may be obtained from the Health and Safety Co-coordinator.


Appendix 21a PUWER Work Equipment Work equipment is defined as any machinery, appliance, apparatus or tool or installation for use at work (whether exclusively or not)* As an example, it covers almost any equipment used at work including: 1. ‘tool box tools’ such as hammers, knives, handsaws, meat cleavers etc 2. single machines such as drilling machines, circular saws, photocopiers, dumper trucks etc 3. apparatus such as laboratory apparatus (Bunsen burners etc) 4. lifting equipment such as hoist, lift trucks, elevating work platforms, lifting slings etc 5. other equipment such as ladders, pressure water cleaners etc 6. an installation such as a series of machines connected together or enclosure for providing

sound insulation or scaffolding or similar access equipment 7. departmental vehicles (private vehicles are excluded) *Provision and Use of Work Equipment Regulations 1998


Appendix 21b PUWER Provision and Use of Work Equipment Equipment Safety Checklist Part A of this checklist should be used for all potentially hazardous equipment other than simple and straightforward items. Part B is for assessment of equipment classified as machinery under the regulations. (with moving parts powered by electricity, internal combustion engine or other such energy source). Part A Information, Instruction and Safe Use 1. There are written instructions covering: (a) any unusual hazards or complicated features Y N N/A (b) where appropriate, emergency shutdown Y N N/A 2. (a) Instruction in readily comprehensive form (written or verbal) on all

hazards has been passed to all who use the equipment

Y

N

N/A

(b) Written instructions provided by the manufacturer have been

passed on to users Y N N/A

3. (a) All users of the equipment been given adequate training in

correct use, risks and precautions

Y

N

N/A

(b) A training record is kept which verifies this Y N N/A 4. The equipment being used in accordance with the manufacturer’s instructions

Y

N

N/A

5. If it has been adapted, the adaptation is suitable and safe

Y

N

N/A

6. The equipment is used in an appropriate environment (consider eg. ventilation, damp or flammable conditions).

Y

N

N/A


7. If the equipment may be moved, the weight is known

Y

N

N/A

8. (a) The start and stop controls are clearly marked

Y

N

N/A

(b) Other operating controls and the contents of any containers are

clearly marked Y N N/A

9. There are clear warning notices or markings (eg. to wear personal protection, restrictions on use, and a list of authorised users) where appropriate

Y

N

N/A

Maintenance 10. There are appropriate intervals for checking:

(a) electrical safety Y N N/A (b) any safety devices Y N N/A 11. If inadequate maintenance could cause the equipment, guards, or other protection to fail in a dangerous way, there is a system of planned preventive maintenance in place, including where appropriate the periodic replacement or refurbishing of items before they reach the end of their usual life

Y

N

N/A

12. Clear maintenance instructions have been given to those responsible for maintaining the equipment

Y

N

N/A

13. The equipment and system of maintenance is designed to minimise the risks which may arise during maintenance

Y

N

N/A

Specific Hazards 14. Protection is adequate in relation to

(a) items falling from the equipment Y N N/A


(b) items being ejected Y N N/A (c) overturning Y N N/A (d) collapse Y N N/A (e) overheating or fire Y N N/A (f) disintegration Y N N/A (g) explosion Y N N/A 15. The equipment has been made stable by an appropriate method (e.g. by bolting, clamping or tying, etc.)

Y

N

N/A

16. There is sufficient general and (where necessary) local lighting

Y

N

N/A

17. There is protection against contact with hot or very cold temperature, as appropriate

Y

N

N/A

18. In the case of pressurised equipment, there is a written scheme of examination

Y

N

N/A

19. If gas fume or dust is released when the equipment is used, there is:

(a) local exhaust ventilation, tested annually Y N N/A or (b) a COSHH specific assessment

Y

N

N/A

Part B

Dangerous Parts of Machinery 20. All parts of dangerous machinery are adequately guarded or otherwise suitably protected

Y

N


21. All guards are sound and in good working order

Y

N

22. Guards permit an adequate view of the operation where this is necessary

Y

N

23. Guards and other protective devices cannot easily be bypassed or disabled

Y

N

24. The machinery can only be started when a specific labeled start device is used: (NB. the normal cycle of automated machinery is exempt from this requirement.)

Y

N

25. There is a readily accessible stop device which stops the machinery in a safe way

Y

N

26. Where appropriate (ie. where in a foreseeable emergency it could help) there is a prominent and easily accessible emergency stop device

Y

N

27. Controls can be operated safely and easily

Y

N

28. There is a system of work which ensures that nobody is in a dangerous position when machinery is about to be started

Y

N

N/A

29. The start device must be activated to restart the machine if:

(a) the power fails Y N (b) a control or safety device fails or trips out Y N 30. When the power is isolated the machinery comes to rest safely without the possibility of access to dangerous parts

Y

N


31. The equipment can be securely isolated from power to prevent inadvertent reconnection:

(a) by removing a plug from a socket easily visible to the person at

risk Y N

(b) by locking it off Y N

Summary

Action to be taken in order of priority:

Date

Completed

Date for review (maximum interval 5 years): ____________

Signature of Assessor: ______________________________

Date

____

____


Appendix 22 – Working at Height Winstanley College Policy Statement Working at Height Working at height still remains the single biggest cause of workplace deaths and one of the main causes of major injury. As a result of this the Work at Height Regulations 2005 are now in force. Winstanley College recognises the need to protect its staff, contractors and students against falls from height and will take such steps necessary to comply with the Work at Height Regulations 2005.

What is work at height? As defined in the Work At height regulations 2005 A, A place is “at height” if a person could be injured falling from it, even if it is below ground level. B, Obtaining access to or egress from such place while at work, except by a staircase in a permanent workplace. What should we do?

1. Avoid working at height where possible. 2. If it is not possible to do so, ensure that all work is properly planned, appropriately

supervised and carried out in as safe a way as is reasonably practicable. Who is responsible? We are all responsible for our own safety and we must ensure that we do not harm others by our actions or omissions. If you are asked to do a job which involves working at height and you do not believe it to be safe then you must not proceed until you have checked that all safety precautions and measures have been taken. Line Managers must ensure that:-

• Where work at height is to be carried out, a suitable assessment and alternative methods have been investigated.

• If no alternative can be found a suitable and sufficient risk assessment has been carried out and signed by the Line Manager.

• All staff and teachers are aware of the need to work safely and where necessary to have risk assessments and to notify line managers of work to be carried out.


Teachers/Staff must ensure that

• All work at height has a suitable and sufficient risk assessment and that his or her line Manager has signed the risk assessment.

• Any control measures and recommendations which have been identified in risk assessments are strictly adhered to.

Risk Assessors Some important considerations for a work at height risk assessment.

• Can the work at height be avoided or done in another safe controlled manner? • The height at which the person will be working. • Which type of access equipment will be used? • If the work to be done is in an outside location what are the weather conditions? • Is the surface to be worked on, (if applicable) structurally safe or fragile? • If ladders or step ladders are to be used, is the floor surface level and free from debris or

spillages? • Is there a risk from falling objects and can control measures be implemented? • Is the person working at height suitable for the job (fear of heights or recent illness which

could affect balance)? • Has the person working at height had suitable training if applicable or has been made

aware of safety precautions or safe systems of work? Ladders and Step ladders

• Ladders are to be used for access only and are not to be used as a working platform unless express permission is given.

• When using ladders they must always where possible be tied and footed by another person.

• Whenever you're carrying a ladder keep the front end above head height. Turn carefully - it's not just in slapstick comedies that people get hit by swinging ladder ends!

• DO keep your body facing the ladder at all times, centred between the stiles. • DO move the ladder to avoid overstretching and re-secure it whenever necessary, however

frustrating that might be. • DO try to keep both hands free to hold the ladder as much as possible while you are

climbing or descending. If you need to carry any tools, use a shoulder bag, belt holster or belt hooks.

• DON'T carry heavy items or long lengths of material up a ladder. • DO wear strong flat shoes or boots with dry soles and a good grip. • DO make sure a door is locked, blocked or guarded by someone if you are up a ladder in

front of it. • DON'T use a ladder in strong wind. • DON'T be tempted to use a ladder if you're not fit enough, or suffer from giddiness or aren't

confident with heights.

Stepladders provide a freestanding means of access, but must be used carefully. They are not designed to take any degree of side loading and are relatively easily overturned. Most stepladder accidents are the result of human error, not the result of stepladders collapsing. • Check that the stepladder is locked into its correct position. Usually this will be with the legs

positioned as far apart as the retaining cords/hinges allow.


• Never use stepladders in the closed position. • Position the stepladder on a firm and level base. If you are working on soft ground, place

the stepladder on a large flat board to provide a suitable base. • Always position at right angles to the work you are doing, i.e. when you climb up the

stepladder you are naturally facing the wall or item you are going to work on. • If stepladders are used in front of a doorway, the doors should be securely wedged open.

(Please note: Fire doors must not be left open when the immediate work area is unattended.)

• Never have more than one person on the stepladder at any one time. • Do not use stepladders outside in strong winds. • Always face the stepladder and use both hands when climbing up and down the steps. • If you need to carry tools up the steps use a shoulder bag, tool belt, etc. Hold the

stepladder with one hand while you work. • Do not carry heavy or awkward shaped objects on a ladder. Never carry loads heavier than

25 kg – any over 10 kg should be avoided if possible. This includes long lengths of lightweight material such as plastic guttering, which can be passed by a second person instead.

• Always keep both feet on the steps whilst working. Never have one foot on the stepladder and your other foot on something else (e.g. wall, bookcase, window ledge, etc.).

• Do not leave tools on steps where you could trip over them. • Never work from the top step of a stepladder, unless it has been specifically designed for

this purpose and there is a secure handhold (always check the manufacturers guidance). As a general rule, keep your knees below the top step of the platform.

• Do not use the rear supports of steps for foot holds. • Do not over-reach. Move the stepladder! Keep your body within the uprights while working.


Putting Up Ladders

Short ladders (can be put up by one person)

1. Place the foot of the ladder against a solid surface (e.g. the foot of the wall to be mounted). Then lay the ladder flat on the ground.

2. Lift the top of the ladder and walk down it, hand over hand and rung-by-rung, moving towards the base until the ladder is upright.

3. Rest the top of the ladder against the wall or other firm surface, then lift and slide the base out to a safe position. Ladders are designed so that their safest angle of use comes when every 1 measure out from the wall is matched by 4 measures up the wall.

Long ladders (need two or more people)

1. Lay the ladder on the ground with the base at the spot where it is intended to stand.

2. The heavier person then stands at the base and puts a foot on the bottom rung.

3. The remaining person starts to raise the ladder while the heavy partner reaches forward from the base and grasps the stiles (take care not to pull or strain while the back is arched as this can cause serious injury).

4. Once the ladder is upright, ease the top to rest against the wall or other firm surface.


Extension Ladders - Push-up Type (need two or more people for longer lengths)

A short extension ladder (under 2 metres) can be extended after the ladder has been raised as for a short ladder as described above.

For a long extension ladder (over 2 metres):

1. Lay the ladder on the ground in the position to be used and then extend it to the required length.

2. Raise the ladder as for a long ladder, as described above.

If an extension ladder is to be extended, do so before climbing it.

User Checks

Before you use a ladder or stepladder you should always check its condition.

Always check to see that it has been through its annual maintenance checks and has a SCAFFTAG sticker to prove so.

Run this quick check on any ladder you are thinking of buying or using.

General condition sound (clean and dry, free from wet paint, oil, mud etc) No cracks No rungs missing or loose Not painted No stiles damaged or bent No warping or splitting (wood) No corrosion (metal) No sharp edges or dents (metal) No rungs bent (metal) Footpads OK Caps/rubber fittings OK

All metal ladders should have slip resistant rubber or plastic feet.

Never allow a Student to use a set of steps or a ladder whilst in College,unless it is part of the course to be delivered E.g where students have to put up exhibitions in art then platforms with handrails have been provided for the department to use

Always use temporary staging where possible and ensure that the person who has erected the staging has been trained and is competent.

Working on the roof

When working on the roof at Winstanley College is necessary and cannot be avoided the Man Safe System should be used. Only authorised persons are allowed onto the roof and must read and understand the safe systems of work document. All harnesses and safety equipment are to be used at all times. Disciplinary action will be taken if any member of staff is found to be on the roof where the Man Safe System is in operation and is not using the safety equipment provided. (Note some areas of the roof have parapet walls which provide adequate protection and the Man Safe System is not required)


Contractors

Contractors working at Winstanley College are prohibited from using any equipment belonging to the College. All contractors must provide their own access equipment and tools. Before access to the roof area is given they must demonstrate that they are familiar with the Man Safe System. If necessary they must read and understand the safe system of work for working on the roof at Winstanley College.


Appendix 23 - Lockdown Lockdown & Restraint Procedures LOCKDOWN “The purpose of a lockdown is to prevent an intruder from causing harm to students and staff. Entrances to the College must be secured in an effort to prevent the intruder from entering the premises and staff and students should find a suitable place to protect themselves. Lockdown arrangements will depend heavily on the size and layout of your College. You may wish to identify those rooms most suitable for lockdown (and entrances which need to be locked) on a map which could be included within this section. It is important to ensure these rooms have an exit route in case the intruder does gain access to the premises. The signal for a lockdown should be clearly distinguishable to that of an evacuation (= separate siren). If students are outside when the signal for a lockdown is sounded, staff could consider taking students to the nearest possible building that can be secured. Students could also be asked to hide or disperse if this will aid their safety. During a lockdown staff may find it difficult to obtain a clear overview of the situation. Consider how communication could be maintained between employees, mobile phone or less conventional means (e.g. using classroom computers to send messages via instant messaging or email). Any procedures you establish must be realistic; in an incident staff and students might not have much time to seek an appropriate place to hide and there is likely to be widespread confusion or panic. It is very unlikely that your College will ever need to implement a real lockdown but it is important to have arrangements in place to deal with such a situation.” (Notts CC Coping with a school emergency –practical resource for schools 2011 extract)

WINSTANLEY COLLEGE LOCK DOWN PROCEDURE – ( E.g. The College is notified by Police that an armed gunman is roaming the streets in Orrell. )

1. Keep calm. 2. On realising that there is an armed intruder in reception or reception receiving a message

that there is one elsewhere on site– receptionist presses the alarm button under the counter of the main reception desk which calls our central watch service. This will trigger a call back to ensure it is not a false alarm and then central watch will call the police. If police call the College to warn of an intruder then proceed to next step.

3. Receptionist presses button to start siren this will give a constant tone. On hearing the alarm Property team lock external doors to front of College where safe to do. (Eg Les comes in and sets door by Music to locked, Property team lock front main entrance door – access to central College area is by badge only)

4. On hearing the siren all students and staff proceed calmly to their nearest classroom and lock the door. Everyone remains calm and out of sight until police arrive and tackle the intruder(s) – or police give notice that the aggressors have now moved on from the local area.

5. All outlying buildings are only accessible via swipe entry so risk of intruder should be low unless they have tailgated into an area first.

6. In areas where locks are key operated (Psychology/Art/Sport Hall), staff will need to return to these rooms to help lock themselves and students in.


7. All clear will be given by resounding the siren in short bursts to give a rise and fall tone – it may be that the police evacuate areas away from the main incident area by area.

8. Log actions that were taken, by who, when how immediately after in case of later investigation.

9. Post event review, learn and adjust. (The above may be problematic during break time = but it is best to go to your nearest classroom) (Outlying buildings – these are accessible by swipe entry so the risk of an intruder should be lower unless they have tailgated – if intruder is in such a building attempt to contact reception to raise the alarm or if not possible dial 999 unobtrusively) Need to remind staff and students periodically to use their badges and not to let other students/staff in who do not have a badge – they should be directed to main reception.


Keep Calm and advise reception of intruder on site

Receptionist presses the alarm button

Central Watch Service will call the College to verify situation

Central Watch will call the police if necessary

Receptionist presses button to start the siren

Property team lock external doors


All students and staff proceed to the nearest classroom and

lock the door

Remain out of site until authorised to move

Siren noise will change to indicate all clear

After the event the Director of Finance & Resources will record incident and hold a debriefing


winstanley college

Emergency Plan


Contents Page

A Objectives 125

Core Staff groups B Media/Reputational Incidents 127

CHECKLIST 1 128 STEPS FOR INCIDENT LIKELY TO AFFECT COLLEGE REPUTATION OWING TO MEDIA COVERAGE

C Incident on Trip away from college 131

Preamble Actions in readiness CHECKLIST 2 134 STEPS FOR INCIDENT ON COLLEGE TRIP OR VISIT

D Fire, Serious Accident or Terrorist Attack at College 136

Mitigation, Preparation, Control rooms Communication, Training

Dealing with an emergency CHECKLIST 3 ONSITE EMERGENCY 140 Building + Contents Team Checklist Admin + Finance Checklist Curriculum Checklist

E Flue Pandemic 147 CHECKLIST 4 –EXTREME WEATHER 148 CHECKLIST 5 – LOSS OF WATER OR POWER/HEAT 150


WINSTANLEY COLLEGE

EMERGENCY PLANNING

A) OBJECTIVES 1. The objectives of emergency planning are threefold:

1.1. to ensure the health, safety, security and welfare of students and staff and to be able to respond to casualties and their relatives with care and consideration;

1.2. to control the immediate situation in order to minimise its impact and prepare for

return to normality as soon as possible; 1.3. to liaise effectively with other support and emergency agencies.

2. In order to draw up contingency plans, it is necessary to consider the range of emergencies

which may occur, from small-scale through to a major emergency. These might include:

2.1. incident potentially damaging to the reputation of the College; 2.2. death or serious injury affecting one person off-site or on-site; 2.3. multiple deaths or serious injuries arising out of an accident or incident off-site; 2.4. incident on-site causing deaths or serious injuries; 2.5. incident on-site causing significant damage; 2.6. major incident on-site causing extensive damage and/or loss of life/serious injuries; 2.7 Impact upon the operation of the college of a major health scare or outbreak such as

a flu pandemic. 2.8 Incident which disrupts onsite operation of the college e.g. loss of electricity, gas or

mains water. 2.9 Bad weather which makes access to the site hazardous or renders college

inaccessible (snow/extreme wind/flood) 3. The initial concern in any incident must be safety and welfare of personnel but some staff

will, simultaneously, need to take on other duties to protect the College, e.g.

3.1. to minimise the damage to the buildings and equipment; 3.2. to minimise the damage to the reputation of the College; 3.3. to ensure that the College can open for ‘business’ at the earliest opportunity.

4. Effective emergency recovery will require a core group of managers with clear

responsibilities to ensure that all aspects of the emergency are covered. It will be for the Principal to declare a situation an emergency, and from that point onwards staff in the designated core group will assume responsibility for their specified duties.


Core Management Group

Role Member of Staff Co-ordinator Principal Deputy Co-ordinator and communications management including press liaison and liaison with external services

VP

College management SMT Business recovery DOF

Student support AP/Senior

Tutors/P&W Mgr Staff support P and Personnel

Manager Building management Estates Manager

5. The Management Group will need the immediate support of a range of in-College services for

contact names, addresses etc., secretarial, caretaking, first aid and security services.

Support Group

Role Member of Staff Contact data and communications Support Services

Director will have access to emergency text contact information

PA to Management Group PA to P Initial first aid co-ordination Progression & Welfare

Manager 6. Preparing to cope with the eventuality of a major emergency requires each manager to be

fully familiar with the implications of the role assigned to him or her, and each member of staff to understand what would be expected. This has obvious implications for In-Service Training.


B) GUIDELINES FOR RESPONSE 1. INCIDENTS POTENTIALLY DAMAGING TO THE REPUTATION OF THE COLLEGE Possible incidents of this nature are:

• drugs incidents involving the police with the likelihood of media coverage; • incidents of vandalism or rowdy behaviour which involve members of the public with

consequent media involvement; • allegations of child abuse, harassment (racial, sexual or bullying) which enter the public

domain. The college has Student, Staff and Senior Post Holder disciplinary policies which provide procedures to deal with such incidents In all cases the event should be investigated in the normal way under the above procedures to ensure that the rights of individual students and staff are maintained. The risk of damage to the college reputation is potentially going to occur when such an event becomes reported or leaked to the press in some way. The need to avoid a media vacuum in such a situation must be considered and this means that the procedures for student or staff discipline may need to be introduced swiftly and an initial assessment quickly reached to inform any announcement. Any announcement needs to carefully avoid prejudicing or prejudging the outcome of the enquiry if this is on-going. In all instances: • it is important to minimise speculation, and so, where appropriate, staff, students, parents and

governors must be kept informed of what is happening and what actions are being taken; • all members of staff must be discreet and follow the communication guidelines issued at the

time of the incident. As a general rule staff/reception staff should direct media enquiries to the PA to the Principal at all times.


CHECKLIST 1 STEPS FOR INCIDENT LIKELY TO AFFECT COLLEGE REPUTATION OWING TO MEDIA COVERAGE Eg Drugs, Inappropriate behaviour by staff or students, bullying and harassment ACTION RESPONSIBLE Done

n/a 1 Management of College SMT as normal

2 Investigation as per policies, in addition: • identify when the incident became

public knowledge (if applicable) • the expected duration of incident • the extent to which the college is

culpable Is the media portrayal of the incident inaccurate and in need of correction?

Call the Police to ascertain whether this may lead to a sub judice type announcement. (e.g. Is there going to be an arrest)

• If counselling of staff /students is needed ascertain what arrangements are being made internally or with local health authority

• If considering possible liability claim

contact insurers

Appointed SMT member

P

P

Appointed member of SMT

DOF

3 Decision that incident is serious enough to warrant media announcement. Consider need to inform EFA/LA or obtain help from AOC/EFA/SCFC

P

P

4 Preparation of Statement Statement should adhere to “one voice” principle. It will form basis for briefing media, staff, students and governors. Consider “Sub Judice” restrictions Stick to known facts and avoid speculation If time for enquiries still needed consider statement that we know xxx, we are conducting a full enquiry or assisting police and a further announcement will be made on YYY at Y time

P


5 Clearance of statement/ Sign off If statement involves death of a student or former student then contact parents of deceased to ensure their wishes for coverage are respected.

P

6 Notify Chair of Governors P 7 Inform staff of the situation – i.e. read the

statement due to go to press. Advise them to avoid speculation outside of work and that contact from the media should be redirected politely to the PA to P

P

8 Circulate copy of press release to governors ahead of press release. Remind governors not to speculate and to direct reporters to the PA to P

Clerk

9 Inform student body if relevant P 10 Communication with involved members of the

public P

11 Release information to Press P/ PA to P 12 Inform parents P 13 Receiving telephone calls from the media PA to P


14 Calling back/ dealing with the press The following guidelines should be followed wherever possible:

• Be accessible • Return calls promptly • Don’t speak “off the record” • If too soon for announcement to be

made let them know when this will occur

• Show Concern and Reassurance • Outline known incident details – or state

co-operating with Police investigation. (If sub judice)

• State what counselling services are being provided if relevant.

• Give factual information about what procedures and protocol are being followed.

• State if unable to comment as contacting deceased relatives prior to a formal statement

• State when formal press release will be made available.

• If attending interview /formal media press release then rehearse likely questions before hand.

Notify Chair of governors that interview on TV/ radio likely to be aired on xx at yy Media cuttings collected Forward copy to Chair

P (to maintain one voice)

P via Clerk

PA to P Clerk

15 Arrangements for counselling students/staff who ask for it.

Appropriate SMT member

16 Hold post event de-briefing meeting with team dealing with emergency management

P

17 Revision of relevant policies and implementation strategies following de brief

P

18 Review meeting after time lapse P


C) MAJOR INCIDENT ON VISIT AWAY FROM COLLEGE

All possible precautions must be taken to avoid an incident or an accident on any visit students make under the auspices of College, and staff should consult the Visits Procedures in arrangement K and appendix 10 to the H&S policy (checklist at appendix 10.18). Each Head of Department is responsible for issuing Health and Safety Guidelines for staff and students participating in any off-site activities. The checklists below attempt to establish lines of communication before a visit and to give guidelines in case of an emergency during a visit.

1. READINESS When students participate in any off-site activities, it is essential that lines of communication are established in case of emergency. Not having the necessary contact numbers to hand could cause unnecessary confusion and delay. If staff follow established college procedures for trips and visits then The initial actions in readiness should already be in place before any trip takes place. The checklist that follows deals with incidents leading to injury – such as a road accident. It does not cover terrorism, as it is normally expected that college trips and visits will avoid areas notified by the foreign office as unsafe to travel as insurance will no longer be valid in such an area. For trips where a terrorist incident occurred unexpectedly during a trip in an otherwise safe country, students should be instructed to return to their base accommodation and remain in safety, staff leading the trip would need to contact the college principal and insurers to seek advice on the safest way of returning home. For one day trips to London it is suggested that a party should make their way to Russell Square as the central garden would provide some degree of sanctuary, and it is in close proximity to Euston station for return trains home.


ACTIONS IN READINESS ACTION Responsibility

At least three working days before the visit student reception must be given: a list of all participating students and staff with contact

numbers; outward and return travel arrangements, including name

and contact number of travel companies used; address of venue; details of activities/itinerary; approximate times of departure and arrival. The list should be checked and amended immediately before departure.

Visit Organiser

In the case of a residential visit or a trip which departs or returns outside normal College hours, two copies must be prepared of a sheet giving the names and contact numbers of all participants and contact numbers of the travel companies and the venues. One copy to be held at student reception a second copy to be accessible from Main Reception or via Intranet from main reception. Additional copies are issued to SMT emergency contacts for the trip for reference overnight.

Enrichment Co-ordinator

In the case of a residential visit or a trip which departs or returns outside normal College hours, copies of the above sheets will be accessible from main reception and copies are given in advance to SMT on emergency cover for the trip.


The minimum ratio of staff/adults to students on any visit should be 1:20, and, ideally, there should be two members of staff accompanying students out of College.

Principal

The following should be available to staff accompanying a visit: a mobile phone; the telephone numbers of the members of the SMT who are

acting as contacts; a copy of the sheet listing names and contact numbers (see

2 above).



2. IN AN EMERGENCY Various emergencies could arise in the course of a visit. The most damaging would be: serious accident to or illness of a small number; serious accident to a large number, say in a coach crash or fire at a residential centre. It should be noted that it is an insurance requirement that staff or students at the scene of an incident should not pass comment upon the incident to news reporters other than that they are helping the authorities deal with the situation. Although it is impossible to be entirely prescriptive, certain guidelines should be followed. Checklist 2 should cover the main actions necessary. Were the staff running the trip to be involved in the incident or illness themselves such that there is no staff left to safely manage the trip, SMT contacts within college should contact insurers so that arrangements for relief staff can be transported out to assist with the trip and take over actions for trip organiser and designated member of staff on the trip.


CHECKLIST 2 STEPS FOR INCIDENT ON COLLEGE TRIP OR VISIT

ACTION Responsibility Done/N/A 1 Contact and liaise with emergency

services

Visit Organiser

2a 2b

Contact with College if during College hours, or with Principal if not. Staff should not attempt to contact the parents* themselves, but should give the Principal the clearest possible picture. Contact insurers so that emergency transport home arrangements can be started as these may take time to arrange.

Designated member of staff

Principal to contact

parents

Designated member of staff on trip

3 Accompanying injured or seriously ill to hospital. A member of staff should act ‘in loco parentis’ in this situation if practicable

Visit Organiser

4 Getting the other students home. This should be done as quickly as possible to minimise distress. Transport arrangements should be confirmed with the insurance company, and then the Principal informed of estimated time of arrival.

Designated member of staff

5 Contacting parents of injured students and parents of other students on trip. The Principal should liaise with the VP. In the event of large numbers of students involved, all SMT should be contacted, so they can help in the communication process.

Principal and VP and other SMT as needed

6 Up-dating Principal on situation. As soon as there is any news, the organiser should let the Principal know so that parents can be informed.

Visit Organiser

7 Receiving staff and students when they return to College. This would be essential to help distressed staff and students and to talk to parents as they arrive.

P

8 Immediate de-briefing meeting between SMT and staff on trip. This should occur as soon as practicable so that the fullest information is shared.

P


9 Organising briefing of staff at College. All staff should be fully informed so that they can dispel rumour.

VP

10 Organising briefing of students. The students should be briefed as soon as there is any concrete news of the progress of the injured or seriously ill.

VP

11 Preparation of press release. P and VP 12 Preparation of letter to all parents.

VP

13 Official Communication with Press/ Press release

P

14 De-briefing and counselling of students involved in trip. Help from trained counsellors should be made available to those who require it.

VP and Senior Tutors

15 Arranging counselling for involved staff. They too may need trained counselling.

VP

16 Follow up debriefing of staff on trip and amendment to procedures as necessary.

P

*next of kin in the case of a staff member being affected In the event of Deaths – Liaise with local police and insurers. It may be necessary for next of kin to attend to identify bodies. This would normally be co-ordinated by the local police authorities. Refer also to the college guidelines on bereavement in this case. The Principal will contact the next of kin in the event of a member of staff dying. If the incident is felt likely to cause media interest then the steps for protection of the college reputation should be adhered to above.


D) FIRE, SERIOUS ACCIDENT OR TERRORIST ATTACK IN COLLEGE

1. MITIGATION OF EFFECTS Obviously, prevention is the most important aspect of emergency planning, and this document assumes that this is catered for elsewhere, but once a emergency has happened, preparation of our response in advance can help to alleviate its effects. This document details advance actions to mitigate the effects of a major emergency, immediate action to be taken in the event and steps towards recovery. 1.1 Preparation of Emergency Recovery Pack Advance preparation is essential for the event of a major fire when our records and communications systems may be destroyed or inaccessible. If the fire were in the Main Building and access to the Network were impossible, it would be essential that we had access to sufficient data to communicate with all necessary parties. Therefore, we ensure that essential records are accessible. A back-up is regularly be made of necessary information on the stand-alone computers, and duplicate details are stored in a fire proof safe in a different part of the building to the main servers. All information is updated regularly Information includes: • Names and contact numbers of students; • Names, addresses and contact numbers of staff and governors • Personnel Records • Student Academic Records, including exam entries • List of names, addresses and telephone numbers of contractors used regularly, including

alarm company. • List of phone numbers of local hospitals • List of names, addresses and telephone numbers of organisations/people we would need to

inform: British Telecom Insurance Broker Post Office Press and Local Radio Bank List of names and telephone numbers of bus companies EFA Names, addresses and contact numbers of support agencies Sage and Computer suppliers Names and addresses of pastoral support agencies Numbers of emergency accommodation suppliers and LEA. • Site plan for emergency services 1.2 Control Room


a) The main building will be the main control centre provided that it is not the scene of the incident. The conference room, staff room and the Hall will provide separate accommodation for emergency services and College staff.

b) If the main building is out of action, the control centre will be based in the Sports Hall.

c) Complete loss of power and phones in the locality may mean moving part of the Control

Centre temporarily off site to a neighbouring school or college. Reciprocal arrangements have been made with St John Rigby College via the Wigan college network.

1.3 Communications a) The switchboard provides 8 lines, four of which are the ISDN lines connected to private

numbers. These are likely to remain free for outgoing calls. Incoming calls will be received by designated office staff who will be briefed by the Principal regarding information to be given out.

b) If the main building and switchboard are not accessible but remain in working order,

incoming calls can be picked up on designated telephones in the Sports Hall or elsewhere, as determined by the Co-ordinator.

c) In the event that the switchboard is out of action, the College has lines of

communication:

I. Connection via the internet II. Kitchen III. Mobile phones – see (d)

ii) kitchen A temporary phone system could be reconnected to the Virgin line d) The College has six mobile phones and all members of the SMT have their own

mobiles. e) These will be used for outgoing calls until additional telephones can be provided by

BT/Denwa. 1.4 Training The members of the Emergency Management Team, that is SMT, the Senior Tutors,

Estates Manager and other Managers, will undertake training in the performance of their various roles, with updates . All staff will be briefed during an INSET Day on the aims and objectives of emergency planning and their responsibilities should such a emergency occur.

The validity of our planning will be tested in a training environment e.g. SMT INSET.


2. DEALING WITH A MAJOR EMERGENCY In the event of a major catastrophe, the allocation of responsibilities is of great importance.

Although the response will in all probability depart from the guidelines, it is essential to have considered areas of responsibility beforehand so that each member of the team knows where his or her main field of action lies. Of particular importance is the reaction to a major fire, which could necessitate the evacuation of the whole site.

The Nature of the Plan It is recognised that the complex reaction to a major emergency cannot be fully planned and it would be foolish to attempt to do so. The plan sets out structures and approaches. It identifies and allocates key personnel and indicates what they should be doing and how they should act. The plan is divided into three stages: STAGE 1 The emergency and its immediate aftermath – Covers the period from the discovery of the emergency to the onset of salvage a period of 24-36 hours STAGE 2 Salvage and first steps to recovery – deals with the period of recovery and the acquisition of temporary accommodation. This is likely to take three to four weeks. STAGE 3 Progress to normal operations – covers the period until the emergency is completely over and the college is again functioning normally. TEAMS The four teams are based as far as possible on the current management structure of the college. They consist of:- SENIOR MANAGEMENT TEAM – to determine key policies and co-ordinate major actions BUILDING & CONTENTS RECOVERY TEAM – to arrange security, site clearance, storage and to re-instate the fabric of the buildings and its contents ADMINISTRATION & FINANCE TEAM – to re-establish financial and purchasing procedures, establish effective administration systems and provide administrative IT facilities for key staff. SERVICES & CURRICULUM TEAM – to recover student records, inform students, safeguard examination arrangements and implement revised timetables to bring student learning back into operation. LOGS It is essential that all decisions and events are recorded. All key members of staff will be issued with logs which must be completed. Recording what is lost and what is salvaged Recovered items must be tagged and removed to secure storage and recorded. A special database will be provided for this. Specialist Services Key personnel will be: Building contractor or NPS to make the premises secure immediately after the incident. College insurers – to be contacted immediately.


Loss adjuster – usually appointed by the insurers. Will determine the level of claim and what may be immediately purchased. Specialist salvage / cleaning company – likely to be employed on advice of the insurer. Documentation All SMT should retain a full copy of this plan at home together with up to date staff lists including Governors. This list to be secure to comply with data protection. TEAM 1 SENIOR MANAGEMENT TEAM Membership of Team:- As per the SMT of college Specific staff mentioned below are: VP Vice Principal AP - Assistant Principal DOF - Director of Finance & Resources The Principal is normally the Senior Member of Staff on Site. At other times another member of SMT is nominated as the Senior Member of Staff on Site (SMSS) Each person should have a named deputy to carry out his/her functions. The aim of the team is to manage recovery from the emergency by providing leadership, determining policy and ensuring co-ordination of the various teams.


ON SITE EMERGENCY - CHECKLIST 3

STAGE 1 Item Person Task Done/ n/a 1 P/SMSS Ensure safety of Students, Staff & Visitors

Evacuate to Tennis Court or other safe building if relevant. Call emergency services as required.

2 P/SMSS Depending upon scale of fire/explosion/emergency Make decision to implement Emergency Plan

3 P/SMSS Contact • Rest of SMT, • Chair to board & • Insurers

Fix time & location for meeting

4 SMT All available SMT to attend initial meeting 5 DOF Issue Logs to all team members to record actions

decisions problems. Record is vital for review and may be required by courts or inquests.

6 P+ SMT Make initial overall assessment of extent of emergency and implications for safety:-

• Should students be kept on site or evacuated.

• Should non key staff be kept on site or evacuated.

• Which key staff will be required to remain on site.

• How long initial closure of site is thought likely to last.

7 VP/AP EM

In the event of death or serious injury liaise with emergency services to make casualties safe. Find out which hospital casualties will be sent to. Assist Emergency Services with tracing next of kin. Notify HSE under Riddor

8 SSM Arrange for buses to collect students from site or alternative safe location.

9 DOF Announce to students that buses have been ordered and students should leave site – without re-entering buildings.

10 P+SMT Inform union reps and heads of department that non-core staff can leave once students have departed site.

11 P/SMT Determine which teams to remain/be called out. Teams are Building & Contents Team Admin & Finance Team Curriculum Team

12 AP Allocate Bases for each team 13 DOF Establish phone links or locate or acquire further

mobile phones.


14 AP Contact team leaders 15

AP Issue logs to teams

16 VP +Marketing Manager

Prepare initial media response & contact local radio

• initial report to state nature of incident • that students are being sent home • when they will be required back in

college/or when further announcement will be made

• to check website for further updates

17 DOF Notify Insurer if not already done so Notify Bank Notify EFA / LEA

18 DOF Initiate emergency financial procedures if required

19 DOF EM In Liasion with Insurer (Loss adjuster) and Estates Manager – Assess structural damage Make arrangements to make buildings secure. Arrange temporary accommodation Record damage (photos) Arrange salvage operation

STAGE 2

1 ALL Review work completed in stage 1 2 DOF Assign Support staff to teams 3 P Evaluate state of Premises, resources lost and

likely recovery time. (Premises, Utilities, IT, Phones, key college areas eg LRC, Kitchens, teaching department areas etc.)

4 P Determine need for additional staff with HR manager, DOF & Insurers

5 VP Report on reciprocal accommodation possibilities with local colleges

6 P/DOF Determine need to order temp accommodation & order via insurers

7 VP Prioritise Salvage of rooms and equipment after discussion with Building Contents team

8 VP/DOF Order other essential equipment as required by building contents team and in liaison with insurer to restart (Network/Phones/ core services etc.)

9 P/AP/ AP

Prioritise Restart of Classes

10 AP Prepare emergency timetable 11 SSM Cancel or re-schedule conferences 12 P Call meeting of F& Resources group to Board 13 P Call full board meeting 14 VP /

AP Prepare guidelines for students and parents for re-start of classes and notify press/radio/website


STAGE 3

Stage 3 is likely to cover a period of several months. It will mark a phase where use is being made of temporary facilities while permanent structures are being erected. There will be complex matters of finance, design and planning to be dealt with. Students will be brought back onto site gradually. SMT will liaise closely with the Finance & Resources Committee to the Board during the reconstruction process 1 P/DOF Consider Demolition/ Rebuild options 2 P/DOF Liaise with EFA/ LEA 3 DOF Consider Financial implication of rebuild/ loss of

student intake

4 DOF Estimate time required for temporary accommodation

5 P/VP/AP Consider curriculum offer 6 P/VP/

Consider Marketing & Planning implications of the emergency and rebuild

7 DOF Procure plans for rebuild 8 Board/EFA Approve rebuild contracts 9 AP Timetable phase out use of temporary

accommodation

10 EM Arrange removal of temporary accommodation 11 P Produce a report on the emergency and its

management

12 DOF Revise the emergency plan


BUILDING & CONTENTS TEAM CHECKLIST The team will consist of : Vice Principal (VP) Director of Finance & Resources (DOF) Estates Manager (EM) ILT Development Manager (ILTM)Support Services Director (SSD) Learning Support Manager (LSM) Catering Manager (Cat) Property Technician (PT)

STAGE 1 1 EM Meet with emergency services coming on site and

direct to scene of emergency

2 EM/PT Isolation of Gas/Electricity/Water supplies to site 3 EM Prevent students / Public/ Parents from re-entering

site.

4 EM Contact HSE 5 DOF Contact Insurers 6 EM Make site secure 7 EM/DOF Tour site with loss adjuster.

Take photos to support claims for damage Establish whether any areas are structurally unsound

8 EM/DOF With Loss adjuster review need for temp accommodation. Consider use of sport hall and need for temporary floor cover.

9 EM Order temporary accommodation and flooring for sport hall as necessary as advised by Loss Adjuster.

10 VP Initiate emergency reciprocal arrangements with other colleges if required

STAGE 2

1 EM Liaise with competent authorities to re-establish supplies of:- Water Electricity Gas Telephone Drainage

2 ILTMSSD Arrange for delivery of on site temporary storage containers as required to house good equipment.

3 ILTMSSD Tour site with loss adjuster re scrapping /recovery of IT equipment. Order replacement servers if necessary.

4 ILTMSSD After electricity supply is restored restore main servers

5 ILTMSSD Restore data to main servers 6 ILTMSSD Restore sufficient IT resources to allow

Administration functions to resume.

7 ILTMSSD Seek approval from DOF (and insurers) to restore back bone and to replace destroyed IT equipment

8 LibLSM Assess level of damage to Library 9 LibLSM Liaise with DOF and insurers re recovery/scrapping


of resources 10 LibLSM Determine storage needs during recovery 11 EM Arrange for delivery of on site temporary storage

containers as required

12 Cat Investigate damage to kitchens/stock/dining hall 13 Cat Report damage to Loss adjuster DOF 14 Cat Arrange temporary catering supplies to cater for staff

on site

15 Cat Seek approval of DOF (and insurers) Order replacement equipment /Stocks to restart limited service

16 EM Establish areas that can be cleaned and brought back into use

17 EM Arrange for cleaners or outside contractors to clean areas to be brought back into use.

18 EM Seek approval of DOF (and insurers) to order temporary accommodation and connections to services

STAGE 3

Stage 3 is likely to cover a period of several months. It will mark a phase where use is being made of temporary facilities while permanent structures are being erected. There will be complex matters of finance, design and planning to be dealt with. Students will be brought back onto site gradually. SMT will liaise closely with the Finance & Resources Committee to the Board during the reconstruction process.

1 DOF Continue to co-ordinate team 2 DOF Continued dialogue with insurers and LSC 3 LibLSM If required move library to temporary accommodation 4 LibLSM Operate temporary library 5 LibLSM Plan new library if required 6 LibLSM Seek approval of DOF (and insurers) to order

replacement stocks and shelving

7 ILTMSSD Provide IT systems to temporary accommodation if necessary.

8 ILTMSSD Plan IT infrastructure for new/ refurbished buildings 9 ILTMSSD Maintain temporary network 10 EM Monitor security and provide additional security if required 11 EM Furnish temporary accommodation 12 EM Bring back recovered goods 13 EM Monitor refurbishment works and or new build works 14 EM Arrange move from temporary back to permanent

accommodation

15 EM Arrange for removal of temporary accommodation

ADMINISTRATION & FINANCE TEAM CHECKLIST Support Services Manager (SSM) Director of Finance & Resources (DOF) MIS Manager (MIS)

STAGE 1 1 DOF Call meeting of Team 2 All Assess damage to office records and prioritise recovery 3 EM/DOF Tour site with loss adjuster.

Take photos to support claim for damage


4 SSM Consider need to redirect mail and inform Post Office 5 SSM Inform key contacts of telephone arrangements 6 SSM Contact public transport providers to arrange removal of

students from site

STAGE 2

1 DOF /MIS On restoration of Admin computing restore Finance system / MIS systems & check operational

2 DOF Contact bank – arrange stationery as required. Ensure funds or borrowing to support college prior to insurance claim settlement Contact EFA if scale of cash flow will necessitate material borrowing or EFA financial support.

3 SSM Order replacement stationery as required 4 DOF Maintain dialogue with Insurers 5 DOF Start to place orders for immediate needs 6 SSM Assess need for temporary administrative space /furniture

and inform Estates Manager

7 SSM Order replacement fax/franking machine/photocopiers as necessary.

8 SSM Ensure that Teams are maintaining Logs 9 SSM Deploy support staff effectively 10 MIS Ensure that administration machines are functional &

liaise with NM

11 MIS Provide database to Lib/EM to record recovered items

STAGE 3 Stage 3 is likely to cover a period of several months. It will mark a phase where use is being made of temporary facilities while permanent structures are being erected. There will be complex matters of finance, design and planning to be dealt with. Students will be brought back onto site gradually 1 DOF Continue to liaise with loss adjuster / Insurers 2 DOF Track expenditure resulting from the claim 3 DOF Predict financial consequences of the emergency 4 DOF Re-appraise insurance requirements as a result of the

emergency

5 SSM Plan replacement office spaces 6 SSM Co-ordinate return to permanent office space

CURRICULUM TEAM CHECKLIST Vice Principal (VP) Assistant Principal (AP) Assistant Principal (AP) Exams Manager (EM) Support Services Manager (SSM) Marketing Manager (MM)

STAGE 1 1 VP Call meeting of Team 2 AP Assess damage to student records 3 AP Assess losses to any department specific teaching

resources and notify to DOF/EM

4 AP Assess loss of teaching rooms and inform DOF / EM / AP


STAGE 2 1 AP

AP In consultation with SMT start to plan & prioritise re-start to courses

2 AP Re establish student help desk & operate telephones 3 AP Liaise with teaching Dept Heads re losses to student

course work & departmental resources

4 EM Assess losses to exams records 5 EM Contact Boards to obtain replacement papers 6 EM Notify VP of any immediate examination rooming

requirements for potential use of reciprocal college sites

7 EM Implement revised exam arrangements 8 SSM Arrange transport for exams if offsite 9 EM Notify Invigilators 10 AP/ AP Assess losses to student files/ UCAS references other

data

11 AP Discuss with teaching Dept Heads – work to be set until return to college

STAGE 3

1 AP AP

Prepare guidance notes for students/ parents for return to college.

2 SSM Arrange transport for return to college 3 AP Set up new storage for student records 4 EM Approach exam boards – for special consideration 5 MM Liaise with high schools – seek to maintain intake 6 MM Re-arrange open nights if disrupted 7 AP Maintain quality of curriculum delivery 8 AP Liaise with Teaching department heads for return to

permanent accommodation


E) DEALING WITH A FLU PANDEMIC or SIMILAR HEALTH SCARE It is anticipated that such an outbreak will spread across the country and at this time it is likely that parents may decide to keep their students at home to reduce exposure to risk. At a point where there are too few students attending college then a decision will be made to close the college to all students. This decision to be made by the Principalship or SMT should the Principalship already be affected by the outbreak. The outbreak may also impact upon staff who have children and are required to remain at home if their school or crèche etc has closed. Eventually it may impact upon staff / students who are directly infected with the flu. At this point it is assumed that national guidance will have been announced on radio/ television and it is highly likely that the college will close to prevent infection being spread. Again the decision to close would be made by the Principalship or other SMT in their absence based upon guidance given. The college would then remain closed until it is announced by the UK Health Authorities that it is safe to return to work.


CHECKLIST 4 Dealing with Extreme Weather e.g. Heavy Snow / Extreme Wind / Prolonged Heavy Rain

STAGE 1 Item Person Task Done/ n/a 1 EM or 1st Prop

Tech on site

Monitor forecast and level of snow build up on main road. Monitor forecast for high wind speed. Monitor forecast for prolonged heavy rain - check boiler house pumps are operating in advance of bad weather.

2 P+ SMT Make initial overall assessment of extent of weather/ snow and implications for safety:-

• Should students be kept on site or evacuated.

• Should non key staff be kept on site or evacuated. (key staff may be property, cleaners, reception, invigilators)

• If remaining on site designate safe and unsafe areas.

• Which key staff will be required to remain on site until other staff students have left.

• If necessary liaise with other local schools and colleges to establish their plans and whether there could be transport problems.

• How long initial closure of site is thought likely to last.

3 EM/ DOF Close off areas deemed unsafe – eg conservatory, glazed areas facing into wind, areas at risk of structural damage or damage by airborne debris. Etc.

4 SSM P + SMT

Contact bus companies to see if they can collect students from site or alternative safe location & what time they can arrive by. Note bus companies may contact college to say they are going to withdraw service due to weather. Once situation regarding buses is established determine best course of action – e.g. may have to wait on site until shared buses can arrive at normal time. Determine message that will be given to staff and students. Inform Chair of Governors of decision.

5 P/SMT HODs

Inform Union reps of decision. Inform HODs via support staff. Heads of department will inform staff that they should stay until all students have safely left. Once


students have left, staff may leave, then heads of department may leave

6 VP/NM/MIS APSS

Send text message to all staff and students. “The college is closing and buses have been requested for x time. You will receive a further text to confirm when college is to next be open. Message also goes onto website & facebook

7 Personnel Contact other staff who only come on site later in day to inform not to travel in. (eg part time teachers cleaners etc.)

8 VP/Marketing Manager

Prepare media statement & contact local radio • Initial report to state nature of incident, • that students are being sent home, • when they will be required back in college/or

when further announcement will be made.

9 DOF/EM/PT Make arrangements to make buildings secure and leave site.

Stage 2 return to site 10 P

EM/DoF

Liaise with SMT and determine date of safe return to site. (back to 1 above) Contact council to arrange diggers for snow clearing if required. Or contractors to make safe damaged roof.

11 P/VP Send email message to Wish FM to Announce on local radio on days when still closed. Maintain message on facebook and website


CHECKLIST 5 Dealing with Loss of Water or Power/Heating Failure STAGE 1

Item Person Task Done/ n/a 1 EM/DOF

Telephone utility provider to understand nature of fault and period before re-establishment of supply.

2 P/VP/EM/DOF EM to inform Senior person on site

Make initial overall assessment of implications for safety:-

• With water failure- toilets will become blocked rapidly if all students are on site.

• Consider if students on site urgent need to inform Art and Science subjects in case of chemical spillage.

Evacuate if cannot guarantee restoring supply within 1 hour – less if break time has already caused toilets to become blocked. (note that the sport hall has water tanks and so toilets and basins will remain operational for longer in this building only) If out of term time – determine key staff to remain on site and arrange for non-key staff to leave. • With Electric failure – is site safe or too

dark? Can catering be provided for students? Can lessons continue without IT services? Will loss of power to heating pumps cause temperature to fall below safe level? Will loss of power lead to fire evacuation procedure being compromised.

Time for evacuation decision may be longer than for water depending upon time of year, light levels etc. • With Gas/ Biomass heating failure – is it too

cold? Can students and staff relocate to an area which is heated by alternative source? Is there hot water for washing dishes and hands.

Evacuation for welfare may be required.

3 SSM SMT

Contact busContact bus companies to see if they can collect students from site or alternative safe location & what time they can arrive by. Note bus companies may contact college to say they are going to withdraw service due to weather. Once situation regarding buses is established determine best course of action – e.g. may have to wait on site until shared buses can arrive at normal time. Determine message that will be given to staff and students.


P

Inform Chair of Governors of decision.

Steps are now same as Snow/ bad weather Checklist 4

4 P/SMT HODs

Inform Union reps of decision. Inform HODs via support staff. Heads of department will inform staff that they should stay until all students have safely left. Once students have left, staff may leave, then heads of department may leave

5 VP/NM/MIS APSS

Send text message to all staff and students. “The college is closing and buses have been requested for x time. You will receive a further text to confirm when college is to next be open. Message also goes onto website & facebook.

6 Personnel Contact other staff who only come on site later in day to inform not to travel in. (e.g. part time teachers cleaners etc.)

7 VP/Marketing Manager

Prepare media statement & contact local radio • Initial report to state nature of incident, • that students are being sent home,

when they will be required back in college/or when further announcement will be made.

8 DOF/EM/PT Make arrangements to make buildings secure and leave site.

STAGE 2 9 P Liaise with EM/DOF and determine date of safe

return to site

10 P/VP Announce on local radio on days when still closed/ or by website


Examinations Whilst the college will make best endeavours to keep public exams running in an emergency, readers of this plan must bear in mind that this may not always be possible. The college is located on a hill and may be affected by adverse weather differently from other surrounding areas and this may make is unsafe for students to remain on site irrespective of whether there are exams or not. In the event of a major fire or catastrophe it may take insurers several days to provide a temporary venue for large exams. The sport hall is too dark for exams to continue in the event of a power failure. In the event of water supply failure, although the sport hall may continue to operate, hygiene considerations may mean that exams had to be curtailed in the main buildings. The fact that exams are taking place will be borne in mind when using checklists 3, 4 and 5, but the college cannot guarantee that exams will run normally during an emergency. 3rd revision Feb 09 – simplification of tick charts for incidents, Clarification of process so that harassment /drugs fits with need for appeal process and plan concentrates upon the reputational issues. General tidy up. Addition of chart for snow/high wind and water/utility failures. Clarified with insurers best time of contact Addition of useful phone numbers 4th revision Oct 12 – to take account of revised SMT structure and changes to technology and experience of recent events. 5th amendment Feb 13 following further snow closure. Renamed Emergency plan for incorporation into H&S policy and wider publication. 6th amendment - extreme rain added as further type of weather following flooding to student reception and known risk to boiler house if back up pump fails. A further copy of this plan is also held by the Finance Director at Sir John Deane’s College.