Johansen Dance Company – Policy and Procedures on Health ...€¦ · Web viewThis policy also provides further information on responsibilities in relation to Health and Safety at

Johansen Dance Company – Policy and Procedures on Health and Safety.


SummaryPart 1 Statement of Intent Chairman’s Statement of Policy on Health and Safety at Work Part 2 Organisation for Health and Safety

2.1 Schematic Organisation for Health and Safety 2.2 Responsibilities

2.2.1 Principals 2.2.2 Staff

Part 3 Arrangements for Health and Safety 3.1 Accident and First Aid 3.2 Safety Checks

3.2.1 Equipment3.2.2 Studio3.2.3 Participants

3.3 Fire Safety 3.4 Security3.5 Visitors and Contractors 3.6 Risk Assessments 3.7 Office Safety 3.8 Manual Handling and Lifting 3.9 Medical / Infectious Diseases 3.10 Training 3.11 Lone working 3.12 Noise3.13 Food Safety 3.14 New and Expectant Mother Risk Assessment

Part 4 Communication 4.1 Methods of communication

Part 5 Record Keeping, List of records maintained and their location Part 6 Appendixes

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Part 1 - Statement of Intent

JOHANSEN DANCE COMPANY (hereinafter referred to as JDC) has a responsibility to ensure the Health and Safety of all its employees including freelance workers (hereinafter referred to as employees) whilst working on or off JDC premises and all its customers whilst on JDC premises. JDC through management at all levels, will provide, as far as is reasonably practicable, a working environment that is safe and with minimum risk to employees, students, visitors and members of the public. The JDC will fulfil its responsibilities by taking steps to work in accordance with relevant Health and Safety legislation, published Approved Codes of Practice and good working practices. This will be achieved by:

Seeking at all times to provide safe working procedures, good working conditions and a healthy working environment.

Ensuring that employees know of the potential hazards associated with the various activities undertaken by the JDC and are aware of how to avoid associated risks.

Providing training and instruction to enable employees to perform their work safely and efficiently.

Promoting the maximum individual attention and effort on behalf of employees at all levels to avoid and prevent accidents.

While the overall responsibility for Health and Safety rests with the Principals, all employees at every level have a duty to fulfil their legal obligations and responsibilities. A list of the Health and Safety responsibilities of employees is set out in this Health and Safety Policy.

This policy also provides further information on responsibilities in relation to Health and Safety at Work together with the administration systems and procedures that are in force.

The JDC is required to undertake statutory Risk Assessments of all workplace Health and Safety risks. The significant findings of these statutory Risk Assessments are communicated to all those at risk, and are reflected in this Health and Safety Policy.

Helen Christine PerryPrincipalJohansen Dance CompanyOn Behalf of Johansen Dance Company2015

Nathan Mark StreetPrincipalJohansen Dance CompanyOn Behalf of Johansen Dance Company2015

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Part 2 - Organisation for Health and Safety2.1 Schematic Organisation for Health and Safety

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School Principals

Teaching Assistants

Student Teachers

FOH Administrative

Supervisor

FOH Administrative

AssistantsTeam Members

Dancers, Members, Visitors


2.2 Responsibilities2.2.1 PrincipalsAS A DANCE TEACHER AND EMPLOYER, I UNDERTSTAND IT IS MY RESPONSIBILITY TO:

Decide what could harm staff/participants and the precautions necessary to stop it Plan dance sessions and complete all necessary risk assessments for the activities

undertaken Explain how risks will be controlled and tell staff/participants who is responsible for this

(either myself or an appointed Health & Safety Officer) Consult and work with any staff I employ in order to protect everyone from harm in the

work place/dance environment Provide necessary Health & Safety training for any staff employed Provide a first aid kit for dance sessions and maintain an accident log Report any major injuries to the Health & Safety Executive/RIDDOR Have the appropriate insurances in place. This includes displaying insurance certificates

where they can be easily read. Work with any other employers sharing the work place/dance environment to ensure that

everyone’s health and safety is protected.

2.2.2 StaffIT IS THE RESPONSIBILITY OF ALL STAFF INVOLVED TO:

Help maintain the safety and security of the participants involved and the working/dancing environment

Be aware of the risks, knowing the appropriate action to take and identifying any potential safety issues

Ensure reasonable care is taken during their work activities to avoid accidents or injuries to themselves, participants and other people in the vicinity

Follow any training they have received when using equipment or materials in a dance session

Observe all safety instructions and procedures incorporated in this document Cooperate with me as their employer Report all potential hazards affecting Health & Safety to me as their employer Report all accidents to me as their employer and record them in the accident book

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Part 3 - Arrangements for Health and Safety3.1 Accidents and First AidAll accidents should be recorded in the accident book (available at each dance session)

A First Aid kit will be provided for all dance session Unless there is good reason, First Aid should not be administered without a participant’s

permission or, if they are under 18 years old, without the permission of their parent or accompanying adult [See Appendix 1 for guidance on first aid and children/young people]

If a participant needs a doctor or hospital, call the emergency services. It is nearly always best to stay with a participant and wait for the ambulance.

You should only take the risk of taking a participant to hospital yourself if the emergency services ask you to do so because of exceptional circumstances.

3.2 Safety Checks3.2.1 Equipment Correct storage of equipment is vital to minimising risks. Any equipment not being used is a potential risk. Every piece of equipment that is being used must be checked at the beginning of the dance session to ensure its safety. In addition, care must be taken to:

make sure all equipment/resources used are safely and securely stored after each session any damaged equipment is removed from use set up equipment correctly and safely identify when/where safety mats should be used and ensure that they are used correctly ensure that participants are shown how to use the equipment correctly and safely ensure that no participant is able to access equipment without supervision

3.2.2 Dance Studio Before participants enter the studio you should:

ensure floors are clean with foreign bodies removed check mirrors are unbroken check plug sockets are safe with no wires showing check the curtains are in a stable condition and not falling/fallen down ensure doors and exits are secure and there is nothing blocking emergency exits identify any light fittings/light switches that are not working or loose

3.2.3 Participants Ensure all participants are wearing appropriate dance wear and footwear to minimize accidents

or risk Safety/protection clothing must be worn when appropriate (i.e. knee pads)

3.3 Fire Safety A no smoking policy is in operation at all times It is crucial that any dance teacher/leader involved in activities maintains a working knowledge

of the fire procedure for the building in which they are working, including the location of fire alarms and fire exist. Make sure you familiarise yourself with a building’s fire procedure and the location of fire alarms and fire exists before your dance session starts.

A register of participants must be taken at the start of each session. Any visitors MUST sign in and out of the visitor book at the studio reception. In the event of a fire/fire alarm, all participants must gather at a designated meeting place, and

the dance teacher/leader must complete a roll-call and liaise with Fire Service personnel. [See Appendix 2 for general fire safety advice]

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3.4 Security Anyone wishing to enter the dance session that is not a participant must be escorted by a

member of staff Any unidentified person seen on the premises must be reported to the dance teacher/leader in

charge immediately Any visitor to the studio MUST sign in and out of the visitor book. This is for child protection, fire

safety and safeguarding regulations.

3.5 Visitors and Contractors Only approved contractors will be employed to work on site, arranged by the proprietors. All contractors will be required to provide a copy of their current health and safety policy and

insurance documentation prior to commencing work on the premises. All contractors will produce a valid form of identification when attending site. The contractor should confirm in writing that all of his employees have received suitable and

sufficient health and safety training and that they are competent. Contractors shall be provided with sufficient information to enable them to conduct their

activities without risks arising from workplace activities. Contractors shall be required to sign in and out of the premises for accounting purposes in the

event of an emergency. If required, contractors must comply with the use of ‘Permit to Work’ and fill out a form.

Records of these permits will be filed within the Health and Safety file.

3.6 Risk AssessmentsIt is Johansen Dance Company policy that formal written risk assessments will be undertaken prior to commencement of any work, which is potentially harmful to health.

Relevant employees receive training in risk assessment techniques.

Risk assessments, once completed, will be brought to the attention of any person who may be affected by the work to which the risk assessment relates.

Risk assessments will be reviewed at least annually by the person responsible for the work / activity or as required due to a change in the risk severity or a change in the working procedures.

Any changes made will be brought to the attention of all people who may be affected by the change.

There is a standard JDC Risk Assessment Worksheet and standard Risk Assessment form which should be completed referring to the Risk Assessment Matrix for all activities. Once completed the forms should be filed in the Health and Safety file.

Format of Risk Assessments shall include: The nature of the potential risk (Operational, Mechanical, Biological, Chemical etc.) Who is at risk The control measures present Any further and necessary control measures

All members of staff are required to complete a Risk Assessment Compliance Form that confirms that risk assessments for their area of responsibility are understood and in place. The form is to be completed and any necessary action taken. Completed Risk Assessment Compliance Forms are to be stored in their individual files (and within the health and safety file).

3.7 Office Safety

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Smoking is not permitted in any offices or other Johansen Dance Company premises. All workstations will be the subject of a display screen assessment in accordance with the

Workplace (Health Safety and Welfare) Regulations 1992. Such assessments will be recorded. Electrical cables and telephone wires will be situated so as not to cause a trip hazard. If any bulky or heavy items of office furniture have to be moved trolleys and/or castors will be

provided. Electrical sockets will not be overloaded. No flammable materials will be stored in offices unless prior permission has been obtained from

the relevant manager. Any flammable substances that are required to be stored in offices will be stored in a

flammables container. All offices will be kept clean and tidy. In particular gangways and means of escape will be kept

free from obstructions. Filing cabinet and cupboard drawers will be closed when not in use. Any faulty electrical equipment will be reported to the relevant manager or supervisor. This

information will then be forwarded to the Facilities Department.

3.8 Manual Handling and Lifting Departmental Managers will endeavour to eliminate manual handling wherever possible from

their area of responsibility. Employees shall not attempt to lift any object that is beyond their strength. The correct lifting technique shall always be adopted, i.e. lift by bending at the knees and

keeping the back as straight as possible. Where required, assistance should be sought to lift or move heavy or awkward items. Departmental Managers shall ensure that sufficient training is provided for personnel who are

required to continuously lift or move large or heavy items. The Head of HR will make the arrangements for regular training to be organised for relevant employees.

All manual-handling injuries shall be reported promptly, in accordance with the accident reporting procedures

3.9 Medical/Infectious Diseases Employees must disclose information about medical conditions from which they suffer if it is

likely to affect them whilst at work, if it should be known in the event of them being involved in an accident or incident or if they need to carry medication with them. Disclosure should be made to the principals. All information will be treated with confidence, unless it is necessary to advise a First Aider or other qualified practitioner.

Employees must inform the principals if they have contracted or been in contact with an infectious or contagious disease, by producing a current medical certificate. If required the employee may be sent home with pay for a specific time.

Examples of the infectious or contagious diseases which must be notified are:o Chickenpox o Cholera o Food Poisoning o Hepatitiso Impetigo o Jaundice o Malaria o Measles o Ringworm

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o Scabieso Tuberculosis o Typhoid and Whooping Cough o Influenza H1N1 (swine flu)

Where an employee is unsure of reporting a particular disease he / she should contact the HR Department for advice. All information will be treated as strictly confidential.

3.10 Training All new employees will receive health and safety induction training. A record of this training will

be maintained. Periodic refresher training will be provided and records of such training will be maintained. Departmental Managers will ensure that all personnel under their direct supervision have

received suitable and sufficient training for the tasks that they will be expected to undertake. Where new processes/procedures are introduced training will be provided as required.

Training in respect of fire and emergency evacuation procedures will be mandatory for all employees and will be practised on a regular basis.

3.11 Lone Working Lone workers are those who work by themselves without close or direct supervision. They may

work from home, work alone outside of normal working hours or be workers visiting off site third party premises alone.

The JDC will investigate the potential hazards faced by its lone workers and assess the risks involved for both the lone worker and anyone affected by their work. Measures will be put in place to control or reduce such risks, as part of the risk assessment of work activities.

Lone workers will be suitably experienced, have received suitable instructions and if necessary, training on the risks to which they are exposed and the precautions to be used.

Where lone working is required adequate supervision and checks on the well-being of the lone worker will be provided. The type of supervision or check will depend on the level of risk involved, but may include:

o Periodic checks and contact with regular lone workers i.e. telephone calls and pre-arranged home visits for workers.

3.12 Noise The Johansen Dance Company will comply with all current legislation in reference to Noise at

Work. The Facilities Department will carry out noise tests whenever considered necessary. If the

results of a sound test indicated that a risk assessment should be carried out (if the first action level 80dB is identified) then the Head of Facilities will co-ordinate this assessment.

Noise issues will always be addressed and initially at source which may mean adopting additional measures such as reducing maximum noise levels of live or recorded music or other noise in studios and/or other areas as necessary.

Risk assessments related to noise will be reviewed and amended when any new equipment, work procedures, change of activity or work location occurs.

If music is needed after 9pm it will be turned down to 50% volume.

3.13 Food Safety Employees should be aware of basic food hygiene requirements and should assist in keeping the

shared kitchen areas clean by clearing up after themselves. Page | 8


The JDC will ensure that adequate cleaning materials are available in the kitchens for employee use.

As the JDC is not a registered catering business, food preparation should be kept to a minimum and catering contractors should be engaged to provide food for meetings and events.

3.14 New and Expectant Mothers The Principals will conduct a risk assessment and remove risks or make alternative

arrangements to protect the safety of new and expectant mothers whilst at work. The Principal(s) will arrange to meet with an expectant mother as soon as possible after they

receive notification from an employee that they are pregnant, to conduct the risk assessment. A New and Expectant Mother Risk Assessment Form will be completed, signed by both the

Principals and employee and will be kept on file. The Principals will arrange to meet with a new mother as soon as possible after their return

from work after maternity leave to conduct a further risk assessment.

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Part 4 - Communication

4.1 Methods of Communication This Health and Safety Policy will be brought to the attention of all existing and new employees

of the Johansen Dance Company. The minutes of Health & Safety Committee meetings will be made available to all employees.

They are also available for freelancer workers from the Health and Safety Committee Servicing Officer by emailing [email protected]

Up to date, information and policies relating to health and safety is made available to all employees (including freelance workers).

If Contractors (not freelance workers) are required to work on the premises they will be given sufficient health and safety information to enable them to conduct their activities without risk to health from Johansen Dance Company activities.

Employees and freelance workers who have any suggestions to improve health and safety are encouraged to report the matter to the principals.

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Part 5 - Record Keeping

The following records will be maintained and kept in the following locations:

Risk Assessments & Risk Assessment Compliance Forms Personal File/Health & Safety File

Fire TrainingPersonal File/Health & Safety File

Completed Accident Forms Personal File/Health & Safety File

Risk AssessmentsHealth & Safety File

Fire Equipment Maintenance and Training Health & Safety File

Staff TrainingPersonal File

Permits to WorkHealth & Safety File

Return to Work from illness/abroadHealth & Safety File/Personal File

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Appendix 1 First Aid and Children/Young PeopleIf you are working with children and young people who are under 18 years old:

Remember that a child/young person cannot give consent If the parent/accompanying adult is not at the premises, obtain their phone number and try and

make contact If a child/young person is alone and seriously injured or unconscious, the situation will need to

be dealt with immediately If at all possible, treatment should only be given by a trained First Aider Provided this does not in itself put the child/young person at risk, always try to administer First

Aid with another adult present Always tell the child/young person exactly what you are doing and why Unless it is irrelevant, ask the child/young person if they use medication (e.g. for asthma,

diabetes, and epilepsy) or have any allergies. Some people have allergic reactions to stings. For minor injuries, you may not offer any medication, including antiseptics or pills of any kind. If

you have any doubts about helping someone to use their own medication, phone National Health Service Direct on 0845 4647 or the emergency services.

Any treatment should be as little as necessary without threatening the child/young person’s wellbeing.

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Appendix 2 Fire Evacuation GuidelinesREGULAR FIRE DRILLS SHOULD BE CARRIED OUT – AT LEAST ONE EVERY TWO MONTHSIf you discover a fire:

Activate the fire alarm if there is one Supervise the safe and orderly evacuation of participants and any other people in your vicinity.

Keep calm. Try to keep others calm. Without prolonging your evacuation, do a quick check of corridors, toilets etc. on your way out,

to check they are empty

In the event of hearing a fire alarm while leading a session: You are responsible for yourself and the participants in your session:

Evacuate participants in your session from the building immediately using the nearest fire exit. If possible take a quick head count. Under no circumstances must you stop to collect any personal belongings or equipment.

Assemble at the agreed fire point Take a register of your participants and liaise with any Fire Service personnel – any absences or

concerns should be reported immediately Do not re-enter the building until you are informed to do so by a designated Health & Safety

Officer or the Fire Service personnel

Fire Evacuation PlanSchool Principals/Student Teachers/Teaching Assistants/Team Members are all responsible for the safe and efficient evacuation of all inside the JDC studio.

Reception Staff should: Take the visitor book. Check the Kitchen and Toilets. Evacuate the FOH reception area via the front door and hold open until the ‘last man’ is out.

(Nearest fire exit if front door is blocked). Once the ‘last man’ is out, check each person signed in has exited the building and is accounted

for.School Principals/Student Teachers/Teaching Assistant should:

Check the office and evacuate the Main Studio hall via the nearest fire exit.School Principal(s) should:

Take the register. Check the main studio hall is empty. Shout out ‘FIRE is anyone still in the building?’. Exit the building via the Front door/nearest fire exit quickly checking each room as they exit to

ensure is empty. Declare themselves as the ‘last man’ Take a register to ensure all participants are accounted for. Liaise with fire staff.

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Appendix 3 Fire Evacuation Map

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MAIN ENTERANCE

STUDIO RECEPTION

FIRE ASSEMBLY

POINTGrassed area to the side of the

studio

MAIN STUDIO HALL

PRINCIPALS OFFICE

FEMALE WC

MALE WC

KITCHEN

STORESTORE


Johansen Dance Company2015

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Documents

Johansen Dance Company – Policy and Procedures on Health ...€¦ · Web viewThis policy also provides further information on responsibilities in relation to Health and Safety at