Health and safety policy and procedures
1. OVERVIEW
1.1. The Health and Safety at Work etc. Act 1974 places a duty of care on employers to ensure the health, safety and welfare of its employees and any others affected by their activities. It also places a duty of care on employees to look after their own health, safety and welfare and not to adversely affect the health, safety and welfare of others by their acts or omissions.
1.2. Below is a list (not exhaustive) that shows the main health and safety legislative framework within which DMR Training & Consultancy Ltd (DMR) operates: –
1.2.1. Health and Safety at Work etc. Act 1974;
1.2.2. Management of Health and Safety at Work Regulations 1999 (as amended);
1.2.3. Workplace (Health, Safety and Welfare) Regulations 1992 (as amended);
1.2.4. Provision and Use of Work Equipment Regulations 1998;
1.2.5. Personal Protective Equipment Regulations 1992 (as amended);
1.2.6. Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002);
1.2.7. Manual Handling Operations Regulations 1992 (as amended);
1.2.8. Lifting Operations and Lifting Equipment Regulations 1998;
1.2.9. Control of Substances Hazardous to Health Regulations 2002 (as amended);
1.2.10. Electricity at Work Regulations 1989;
1.2.11. Control of Noise at Work Regulations 2005;
1.2.12. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (as amended);
1.2.13. Work at Height Regulations 2005;
1.2.14. Regulatory Reform (Fire Safety) Order 2005;
1.2.15. Health and Safety (First Aid) Regulations 1981;
1.2.16. Health and Safety (Consultation with Employees) Regulations 1996 (as amended);
1.2.17. Health Act 2006;
1.2.18. Occupiers Liability Act 1957;
1.2.19. Occupiers Liability Act 1984;
1.2.20. Employer’s Liability (Compulsory Insurance) Act 1969;
1.2.21. Working Time Regulations 1998.
1.3. The risks of failing to comply with the Health and Safety Policy and Procedures include injury to members of staff, learners, visitors and contractors, enforcement action, prosecution, poor publicity, financial loss, and inadequate records or negligence that invalidates insurance policies.
2. POLICY
2.1. DMR is committed to compliance with the Health and Safety at Work etc. Act 1974 and associated health and safety legislation, Approved Codes of Practice and Guidance Notes and to ensuring the health, safety and welfare of its members of staff and those affected by its activities e.g. learners, visitors and contractors. DMR will comply with the safety requirements of devolved local authorities, lead training providers, funding bodies and stakeholders. The DMR senior management team will work in partnership with members of staff in the production of and the adherence to procedures and systems of work that are safe.
2.2. DMR aims to establish a positive health and safety culture that includes awareness and understanding; effective processes; and positive behaviour by all members of staff and by learners, contractors and visitors.
2.3. The development of a positive health and safety culture maintains high productivity in a safe working environment in which accidents and ill-health are reduced to a minimum, thereby contributing to good member of staff morale and overall business performance.
2.4. All members of staff must be committed to ensuring continuous improvement in the provision of a safe, healthy and supportive environment. Members of staff must not ignore hazards which they identify, but should make safe those situations.
2.5. Members of staff must ensure that they display best practice at all times and set a good example to learners and visitors.
2.6. Should any member of staff be found to be negligent and in any serious breaches of their health and safety duties, disciplinary action will be taken against them.
2.7. DMR will ensure that: –
2.7.1. There is a clear written policy statement in place which promotes the correct attitude and behaviours to promote a positive health and safety culture within DMR. The policy statement will be displayed within DMR’s premises and as such will be readily accessible to members of staff, visitors and learners;
2.7.2. Responsibilities for health, safety and welfare are allocated to specific members of staff and that they are informed of these responsibilities;
2.7.3. Members of staff have sufficient experience, knowledge and training to perform the tasks required of them;
2.7.4. Procedures are developed which comply with legislative requirements and identify the hazards and assess the risk that members of staff, learners and visitors may be exposed to and ensure suitable control measures are implemented;
2.7.5. Suitable resources are allocated to develop and implement safe systems of work;
2.7.6. Health and safety performance is reviewed and monitored;
2.7.7. The Health and Safety Policy and Procedures document is reviewed at least annually.
2.8. DMR will, so far as is reasonably practicable, and in accordance with legal obligations and standards: –
2.8.1. Provide premises maintained in a safe condition and without risks to health and adequate with regard to the provision of welfare facilities;
2.8.2. Take such general fire precautions as will ensure, so far as is reasonably practicable, the safety of any of its members of staff, learners and visitors including taking such general fire precautions as may reasonably be required in the circumstances to ensure that premises are safe;
2.8.3. Provide safe access and egress to its premises for all members of staff, learners and visitors;
2.8.4. Provide plant, tools and equipment that are in safe working condition;
2.8.5. Provide arrangements for the safe storage, transportation, use, maintenance and disposal of materials, equipment, substances and tools;
2.8.6. Provide adequate information to members of staff, learners and visitors to ensure their health and safety;
2.8.7. Provide relevant and sufficient information to members of staff, learners and visitors to ensure their health and safety;
2.8.8. Provide training for members of staff and learners to enable them to carry out their duties competently and to work or train safely;
2.8.9. Provide suitable personal protective clothing and equipment for use by members of staff and to ensure that learners use, and where necessary are supplied with or loaned, such items;
2.8.10. Provide supervision by competent persons to ensure that members of staff and learners undertake their work, qualification or training programme safely;
2.8.11. Provide arrangements to ensure that articles designed, modified or constructed by members of staff or learners in the course of their work, qualification or training programme delivery are safe and without health risks when being used, cleaned or maintained;
2.8.12. Ensure that such articles are examined and tested by a competent person, as necessary, to ensure safety;
2.8.13. Provide arrangements to ensure that risks to the health and safety of members of staff, learners and visitors or other persons who may be affected by DMR’s activities are identified and assessed by competent persons and that control measures determined by such assessments are provided, used and maintained;
2.8.14. Provide arrangements to manage emergencies and other unplanned events to protect the health and safety of members of staff, learners and visitors or other persons and to mitigate the damage or loss of DMR assets and harm to the environment.
2.9. DMR recognises its responsibilities under legislation to the local community and is committed to reducing the impact of its activities on its surrounding environment and helping to build a sustainable environment.
2.10. The DMR management team will review health and safety performance as part of the monthly Performance Management Review process.
2.11. A copy of this policy and any other supporting documentation will be available to all members of staff via a central portal.
3. RESPONSIBILITY
3.1. The DMR Managing Director has ultimate responsibility for the development of this policy and for ensuring that DMR provides a safe, supportive, inclusive and welcoming environment for members of staff, learners and visitors.
3.2. All members of staff and, where appropriate, learners are expected to take reasonable care of the health and safety of themselves and of other persons who may be affected by their actions or omissions and to co-operate with the arrangements to deliver safe conditions and practices for work or qualification or training programme delivery within DMR’s premises so that accidents, occupational ill-health and other losses can be prevented or reduced.
3.3. The health and safety of learners is the responsibility of the Assessor training them whilst they are in the learning environment.
3.4. All members of staff and learners shall: –
3.4.1. Comply with the DMR Health and Safety Policy and all safety procedures, rules and instructions relating to their work, qualification or training programme;
3.4.2. Report instances of personal injury, accidents and specified dangerous occurrences;
3.4.3. Report unsafe conditions or activities to their line manager or the Assessor so that remedial action can be initiated;
3.4.4. Properly use any safety measures or devices provided for their work, qualification or training programme including personal protective clothing or equipment in accordance with instructions or training;
3.4.5. Not intentionally or recklessly interfere with or misuse anything which is provided in the interests of health and safety;
3.4.6. Co-operate with the DMR senior management team to ensure the effective implementation of this policy and compliance with statutory provisions;
3.4.7. Notify their line manager or the Assessor of any work or training situation that has the potential for serious or imminent danger.
3.5. Members of staff are also responsible for: –
3.5.1. Familiarising themselves with the DMR Health and Safety Policy and Procedures relevant to their role;
3.5.2. Co-operating with the DMR senior management team to ensure the effective implementation of this policy and compliance with statutory provisions;
3.5.3. Not intentionally or recklessly interfering with or misusing anything which is provided in the interests of health and safety;
3.5.4. Ensuring that learners receive a health and safety induction, are informed of health and safety regulations, rules and procedures and that learners in their area of work apply these effectively;
3.5.5. Ensuring that learners receive training in fire and emergency procedures and ensuring that all learners undertaking learning in a high-risk area receive an area specific induction before being permitted to work in the area;
3.5.6. Ensuring that the unauthorised or improper use of plant and machinery does not occur in their area of work;
3.5.7. Using the correct equipment and tools for each task or activity and any protective clothing and safety equipment supplied in a proper manner;
3.5.8. Ensuring that hazardous substances are correctly used and stored;
3.5.9. Reporting immediately to a member of the DMR senior management team any defects in the premises, plant, equipment and facilities, which they observe;
3.5.10. Taking an active part in promoting health and safety and ensuring that any visitors to the training centre, offices or site that they are responsible for, sign in, are adequately supervised at all times, and receive a health and safety induction including the procedure for fire evacuation and signing out.
3.6. Any member of staff or learner who is found to be deliberately misusing health and safety facilities, flagrantly breaching DMR’s Health and Safety Policy and Procedures or failing to observe any of the relevant statutory provisions may be subject to disciplinary action in accordance with the relevant DMR Disciplinary Procedure. They may also be personally liable under health and safety legislation and civil law.
4. LEARNERS
4.1. DMR is committed to integrating good health and safety practices into its delivery of qualification and other training programmes.
4.2. DMR will provide a health and safety induction (and an area specific health and safety induction, where appropriate) to ensure that learners are aware of their health and safety responsibilities. Learners will be issued with documented health and safety information for their retention.
4.3. DMR will comply with the safety requirements of devolved local authorities, other funding bodies, lead training providers and stakeholders.
4.4. Through the management of the learning environment within DMR’s premises and at employers’ workplaces, DMR will endeavour to ensure that learners: –
4.4.1. Gain an understanding of the importance of health and safety;
4.4.2. Become risk aware rather than risk averse by learning how to identify hazards, manage risks safely and minimise them and to understand the principles of control measures;
4.4.3. Develop a set of safe behaviours so that they play an active part in the process and acquire practical transferable skills from their experience.
4.5. All learners must: –
4.5.1. Understand their responsibilities within the Health and Safety Policy and exercise personal responsibility for the health and safety of themselves and others;
4.5.2. Be familiar and comply with fire and emergency evacuation procedures;
4.5.3. Assist Assessors in maintaining good standards of housekeeping;
4.5.4. Use tools, machinery and equipment only when authorised to do so and in accordance with instructions;
4.5.5. Use the correct equipment and tools for the activity and any protective clothing and safety equipment required in a proper manner;
4.5.6. Report immediately to their Assessor any defects in the premises, tools, equipment and first aid facilities which they observe;
4.5.7. Report immediately to a member of staff, any accidents, incidents or near misses;
4.5.8. Not wilfully misuse, neglect or interfere with things provided for their health and safety;
4.5.9. Observe all the health and safety rules and in particular the instructions of members of staff given in an emergency.
4.6. DMR shall: –
4.6.1. Develop procedures which comply with legislative requirements and identify the hazards and assess the risk that learners may be exposed to and ensure suitable control measures are implemented;
4.6.2. Take such general fire precautions as will ensure, so far as is reasonably practicable, the safety of any of its learners including taking such general fire precautions as may reasonably be required in the circumstances to ensure that premises are safe;
4.6.3. Provide safe access and egress to its premises for all learners;
4.6.4. Provide plant, tools and equipment that are in safe working condition;
4.6.5. Provide training for learners to enable them to carry out their duties competently and to work or train safely;
4.6.6. Provide supervision by competent persons to ensure that learners undertake their work, qualification or training programme safely;
4.6.7. Provide arrangements to ensure that risks to the health and safety of learners are identified and assessed by competent persons and that control measures determined by such assessments are provided, used and maintained;
4.6.8. Provide arrangements to manage emergencies and other unplanned events to protect the health and safety of learners.
5. INFORMATION
5.1. All new members of staff will be required to complete a pre-employment medical questionnaire and periodically thereafter’ which will be vetted by the Head of Business Development and escalated to a healthcare professional as necessary.
5.2. DMR shall ensure that sufficient information is provided to members of staff or learners on the hazards and risks associated with their work, qualification or training programme including work placements or other activities undertaken elsewhere. Certain important formal communications may require the recipient to sign and return an acknowledgement slip accepting that they have received, read and understood the communication.
5.3. Various mediums will be used for consultation with members of staff on health, safety and welfare issues. These include 1:1 monthly review meetings, team briefings and annual performance reviews.
5.4. DMR shall provide instructions and training to members of staff in safe working methods and techniques, the use of safety measures and risk control mechanisms.
5.5. DMR shall ensure that all members of staff receive all necessary information, instruction and training in the use of tools and equipment, including where appropriate written instructions.
5.6. Similar information will be provided, as appropriate, to visitors and contractors who may be affected by DMR’s undertakings.
5.7. A copy of the statutory health and safety law poster, with the relevant information completed, and the employer’s liability insurance certificate will be posted prominently at all DMR premises.
6. TRAINING
6.1. DMR will provide adequate and appropriate health and safety training for all its members of staff on being recruited and on being exposed to new or increased risks because of changes in responsibilities, work practice, new equipment or new policies and procedures. This training will be repeated periodically to ensure continued competence.
6.2. All learners will receive a comprehensive health and safety induction. Learners will be issued with documented health and safety information for their retention.
6.3. Records of all training attendance and achievement must be kept by the DMR Head of Business Development, including all internal training courses, briefings and toolbox talks.
7. RISKS, RISK ASSESSMENTS AND RISK MANAGEMENT
7.1. The Management of Health and Safety at Work Regulations 1999, Regulation 3, requires employers to make suitable and sufficient assessment of the risks to health and safety and to keep records of the significant findings.
7.2. DMR’s aim is to eliminate risks where possible, or to reduce the risk to as low as is reasonably practicable where elimination is not possible. The identification of hazards, assessment of risk, establishing and enforcing of control measures to eliminate or control risk, are the cornerstones of effective safety management.
7.3. A competent person shall be appointed by the Managing Director as a risk assessor having received training in the particular techniques used. Where necessary, specialist advice and assistance may be sought from external health and safety consultants in undertaking risk assessments.
7.4. Risk assessments should be used to decide on priorities and to set objectives for eliminating hazards and reducing risks. Wherever possible, risks should be eliminated through the selection and design of facilities, machinery, equipment and work/learning processes. If it is not possible to eliminate the risk completely, the risk must be minimised through the use of physical controls (e.g. machine guarding) or, as a last resort, through safe systems of work and personal protective equipment.
7.5. DMR shall ensure that the risks of the qualification or training programme are identified and assessed, and the safety measures identified by that assessment are provided. A record of the conclusions of the risk assessment will be documented and the conclusions kept under review.
7.6. Such safety measures should be properly used, safe working practices established and their effectiveness monitored.
7.7. The lowest hazards and risks consistent with the achieving the objectives of the qualification or training programme should be selected and regard be given to the capability of the member of staff or learners concerned.
7.8. Annual reviews of all risk assessments should be made to ensure that they are still valid.
8. MATERIALS AND EQUIPMENT
8.1. DMR will ensure that its premises, plant and equipment are suitable for use and maintained in a safe condition. Where appropriate, statutory inspections may be carried out by its insurers or other nominated competent and independent inspectors.
8.2. All work equipment (including hand tools, appliances, materials, computers etc.) must be designed and suitable for the purpose for which it is to be used and only used for operations for which it is designed as per the requirements of the Provision and Use of Work Equipment Regulations 1998.
8.3. The use of work equipment is restricted to those persons appointed to do so and must only be repaired and maintained by nominated competent persons. A service log recording all repairs and maintenance must be kept for all major equipment.
8.4. Any tools, materials or equipment found to be defective must be reported to a member of the DMR senior management team who will arrange for the item to taken out of use and clearly marked as defective.
9. PREMISES
9.1. DMR will ensure that: –
9.1.1. Corridors and passageways are sufficiently wide and free from obstruction;
9.1.2. Floors are clean and dry;
9.1.3. Rubbish and litter are removed daily and workshops and classrooms are kept tidy;
9.1.4. Emergency exits are clear;
9.1.5. Signs are legible and clear;
9.1.6. Equipment is clean and in good order;
9.1.7. There is adequate lighting;
9.1.8. There is appropriate heating, ventilation and dust/fume extraction;
9.1.9. Shelving is not overloaded;
9.1.10. Materials are properly stored.
10. PERSONAL PROTECTIVE EQUIPMENT
10.1. The Regulations define Personal Protective Equipment (PPE) as “all equipment (including clothing affording protection against the weather), which is intended to be worn or held by a person at work and which protects him against one or more risk to his health or safety, and any addition designed to meet that objective”. This includes hard hats, face masks, high visibility clothing, shoes, goggles, harnesses, aprons, gloves, clothing against extremes of temperature or wetness etc. It does not include overalls, uniforms and clothing which does not protect the user’s health and safety.
10.2. All PPE used by members of staff and learners must meet the necessary manufacturing standards.
10.3. An assessment of the PPE must be carried out as required by the Personal Protective Equipment Regulations 1992, to ensure the correct selection and suitability for the user.
10.4. DMR’s risk assessment processes will establish the rules for use of PPE. Employers’ risk assessments and method statements should also identify any requirements for the use of specialist PPE by learners. PPE must only be specified as a last resort in the hierarchy of controls.
10.5. All new members of staff will receive a full issue of relevant PPE when they commence employment. Members of staff will be given sufficient training for its use. This will include the selection, use and maintenance of PPE where it is required.
10.6. If any item of required PPE is missing, expired, damaged or defective, then it shall be replaced upon request. A record of all PPE issued and signed for by the recipient should be maintained by the Head of Business Development.
10.7. No charge will be made to members of staff for the issue of PPE.
10.8. Learners may be supplied with or loaned such PPE items as may be required when undertaking training at DMR’s premises.
10.9. Members of staff and learners have a statutory duty to use PPE provided as part of a safe system of work and not misuse or interfere with it.
10.10. DMR will ensure that suitable arrangements are provided for the storage and maintenance of PPE.
11. ELECTRICITY
11.1. The integrity of all electrical systems whether permanent or temporary, fixed or mobile, is essential for maintaining a safe working environment. All electrical systems must only be installed or modified by qualified and competent electricians, in accordance with The Electricity at Work Regulations 1989 and BS 7671: 2001 The requirements for electrical installations – IEE Wiring Regulations.
11.2. DMR’s policy is to use 110v or low voltage battery operated hand tools wherever possible. Where 240v hand tools are to be used they must be used in conjunction with a residual current device (RCD).
11.3. All portable electrical equipment must be inspected, and portable appliance tested (PAT) every 12 months, by a competent engineer. An inventory of all equipment must be maintained, and all new equipment is added to the list. Each piece of equipment must be clearly marked with the date of the test and the date of re-testing. New equipment does not need to be tested prior to use.
11.4. DMR will ensure that: –
11.4.1. Only authorised and qualified people install, maintain and repair electrical equipment;
11.4.2. Equipment is tested annually by a qualified person;
11.4.3. A register of equipment and installation tests shall be maintained;
11.4.4. Faulty equipment is secured beyond use until repaired or replaced;
11.4.5. Multi-socket adaptors are not used.
12. CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH
12.1. DMR will assess all hazardous substances used in the workplace, as required by the Control of Substances Hazardous to Health Regulations 2002 (COSHH).
12.2. All suppliers of materials are required to provide all relevant health and safety information in the form of a Material Safety Data Sheet (MSDS). This information is required to ensure that consideration can be made for the use, handling and storage of that substance as per COSHH Regulations.
12.3. COSHH assessments must be carried out by a competent person.
12.4. Exposure to certain substances may require regular health surveillance to be carried out, to identify any hazardous effects. Health surveillance will be undertaken where identified in the COSHH risk assessment.
12.5. DMR will ensure that: –
12.5.1. Hazardous substances are safely and properly stored;
12.5.2. Training is provided in the use of hazardous substances;
12.5.3. Hazardous substances are not used without appropriate protection;
12.5.4. All substances that are no longer used are disposed of properly.
13. FIRE
13.1. DMR will ensure that: –
13.1.1. A fire risk assessment is undertaken and that remedial actions identified by the assessment are carried out;
13.1.2. Fire exits are kept clear and are clearly marked;
13.1.3. Evacuation routes and assembly points are clearly identified and marked;
13.1.4. Safe evacuation is practised at least twice a year;
13.1.5. Fire alarms are tested weekly;
13.1.6. Appropriate fire extinguishers are provided in sufficient numbers, well maintained, clearly marked and inspected at least annually;
13.1.7. Fire marshals are appropriately trained;
13.1.8. Fire marshals and other members of staff have ready access to the emergency services;
13.1.9. All members of staff are notified of fire evacuation routes and procedures, including use of extinguishers where appropriate;
13.1.10. All learners and visitors are notified on arrival of fire evacuation routes and procedures.
13.2. It is DMR’s policy and the law (Health Act 2006) not to permit smoking (including e-cigarettes) within its premises, including offices, welfare facilities etc. Smoking including e-cigarettes is only permitted in designated smoking areas outdoors.
13.3. Smokers must ensure that all cigarettes etc. are properly extinguished.
14. MANUAL HANDLING
14.1. The Manual Handling Operations Regulations 1992 requires members of staff to avoid manual handling operations and where they cannot be avoided to make an assessment of the risk of injury to establish control measures to reduce those risk as low as reasonably practicable.
14.2. DMR will complete a risk assessment of unavoidable hazardous manual handling activities.
14.3. DMR recognises that work related muscular-skeletal injuries from manual handling can affect all members of staff and learners. DMR will take all reasonable steps to reduce the risk of injury to members of staff and learners.
14.4. DMR will ensure that where reasonably practical manual handling tasks which represent a risk are identified and an ergonomic approach used to consider the task, load, environment and individual capability to determine the level of risk.
14.5. Where work or training programme activities cannot avoid manual handling, the risk of manual handling injury should be considered as part of the general risk assessment for the task. The risk assessment should consider the tasks itself, the individuals undertaking the task, the load to be handled and the workplace environment where the load is to be handled.
14.6. As a minimum control measure requirement, all members of staff and learners shall receive basic manual handling awareness training, information and instruction.
14.7. All members of staff and learners should to ensure they do not take undertake any manual handling that is beyond their capability. All members of staff and learners should follow safe working practices and use any aids available to reduce the risk of injury from manual handling. Aids available include trolleys and steps for reaching above head level.
14.8. All incidents which result in injury must be reported, investigated and recorded and a new risk assessment carried out for the cause.
15. ACCIDENTS AND NEAR MISSES
15.1. All accidents or near misses including incidents of work-related ill-health, however minor, must be reported to the relevant line manager and formally recorded using a DMR accident form and accident book which meets Health and Safety Executive guidelines and requirements.
15.2. When completing the accident form the member of staff must ensure that the following information is obtained – name of casualty, date and time, the injury sustained in detail, treatment given and by whom, whether they were sent or advised to seek further attention. Both parties must sign the form and date it.
15.3. The DMR management team will investigate reported incidents to establish root causes and introduce, where appropriate, management action to prevent recurrence. A full investigation report should be prepared for more serious incidents.
15.4. Should an injury result in the person having more than 7 days off work, a broken bone, an injury resulting in death or an injury caused by a dangerous occurrence then it is reportable under the Reporting of Injuries, Disease and Dangerous Occurrence Regulations 2013.
15.5. All notifiable incidents as defined by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) must be reported to the local Health and Safety Executive (HSE) Office by a member of the DMR senior management team.
15.6. The devolved local authority or the Department for Work and Pensions must be informed of accidents to any funded learner that result in death, are reportable under RIDDOR, result in absence from work for 3 or more consecutive days but not reportable under RIDDOR, and any disfigurement or may give rise to a claim under the Analogous Industrial Injuries Scheme – learner status.
16. FIRST AID
16.1. First aid equipment and trained personnel to administer first aid will be provided and maintained in accordance with the Health and Safety (First Aid) Regulations 1981 and Approved Code of Practice and Guidance L74, as a minimum standard.
16.2. DMR will ensure that: –
16.2.1. First aiders will be trained, qualified and regularly updated, in appropriate numbers;
16.2.2. The names of first aiders will be clearly displayed throughout DMR’s premises and as such should be readily accessible to members of staff, learners and visitors;
16.2.3. First aid materials and equipment will be adequate and readily available in all areas where hazards may be met;
16.2.4. Arrangements are in place to keep first aid kits checked and stocked;
16.2.5. First aiders and other staff have ready access to the emergency services;
16.2.6. A trained first aider accompanies learners being transported to hospital, unless an ambulance is being used for that purpose.
17. WORKING AT HEIGHT
17.1. All work at height will be undertaken in accordance with the Work at Height Regulations 2005.
17.2. Working at height should be avoided wherever possible. Where this is not possible or practicable, working at height should be properly planned, organised and supervised. Where the use of a stepladder, or ladder, is unavoidable e.g. putting a box on a shelf, appropriate steps will be provided. Ladders should only be used for light work and for a short duration (maximum in one position of 30 minutes) and only Class 1 (pre 2018 whilst still in good condition) or Class EN131 Professional ladders should be used.
18. ACCIDENT AND FIRE EMERGENCIES
18.1. DMR will ensure that control measures for dealing with emergencies are established and maintained. The arrangements will include raising the alarm, communication with the emergency services, first aid, firefighting capabilities, emergency evacuation, assembly, training, drills and exercises.
18.2. On hearing the alarm, a DMR senior management team member will call the fire brigade and liaise with them when they arrive.
18.3. In the event of fire or the need to evacuate the building due to an emergency, members of staff, learners and visitors should leave via the nearest fire exit and follow the Assessor’s or fire marshal’s instructions.
18.4. Members of staff, learners and visitors should not panic or run, attempt to tackle the fire themselves or lose time by gathering their belongings.
18.5. Members of staff, learners and visitors should assemble in the designated assembly point relevant to the premises and await any further instructions. Registers will be taken.
18.6. A member of the DMR senior management team will check that all persons are accounted for at the assembly point and notify the fire brigade of any person who may be left in the premises and any other information needed.
18.7. Members of staff, learners and visitors should not wander off as this could result in firefighters looking for them in the premises and putting their lives further at risk.
18.8. Members of staff, learners and visitors should not re-enter the premises until the all-clear is given.
19. WELFARE FACILITIES
19.1. As a minimum all welfare facilities for use by members of staff, learners and visitors shall be provided in accordance with the requirements of the Workplace (Health, Safety and Welfare) Regulations 1992.
20. DRUGS AND ALCOHOL
20.1. Alcohol or drug abusers can adversely affect the safety of themselves and fellow members of staff whilst at work. Therefore, if any member of staff or learner is known to be, or strongly suspected of being affected by alcohol or drugs, they are to be referred to the DMR Managing Director or Head of Business Development who must arrange for their removal from the workplace.
20.2. Any member of staff who is required to take prescription substances that may affect their performance at work must inform the Head of Business Development. Alternative duties may be allocated to these members of staff.
21. DISPLAY SCREEN EQUIPMENT
21.1. All members of staff are required to receive general office safety instruction and training, as appropriate. The Health & Safety (Display Screen Equipment) Regulations 1992, requires employers to identify users and operators of display screen equipment and to carry out an assessment of their work activities and workstation.
21.2. All members of staff, who have been identified as display screen equipment users and who use corrective devices for sight (glasses or contact lenses) for close work, are required to wear them when operating display screen equipment.
21.3. DMR will make reasonable contributions for sight tests and corrective devices to members of staff who have been identified as users after a display screen equipment assessment.
22. LONE WORKING
22.1. DMR shall ensure the risk to the health and safety of members of staff are considered when working alone. It is recognised that due to the nature of the business, members of staff may be required to work alone either regularly or occasionally depending upon their job role.
22.2. The risk assessment for lone working should establish appropriate arrangements as control measures. The control measures may include reporting in and out, management team monitoring of lone workers, security measures, means of communication etc. All members of staff who lone work will be given instruction and training on recognising the risks, the precautions to be taken and the procedure for requesting assistance.
22.3. DMR will ensure all incidents are reported and investigated and that members of staff receive appropriate support.
23. YOUNG PEOPLE
23.1. A young person at work is a person under the age of eighteen years and can be a member of staff, learner or visitor.
23.2. Before a young person starts employment, a suitable and sufficient risk assessment must be carried out on all their activities. Any residual risk that remains that cannot be eliminated and has been controlled so far as is reasonably practicable must be communicated to their parents/guardian and written consent obtained.
24. EXPECTANT MOTHERS
24.1. All members of staff and learners who are pregnant will need to undertake a risk assessment with the DMR Head of Business Development to determine if there any hazards that may affect them.
24.2. Risk assessments of the workplace must be carried out regularly during the pregnancy as the person’s conditions will continually change.
25. SHARED ACCOMMODATION
25.1. Where DMR members of staff and learners occupy accommodation managed or under the control of another organisation, DMR will: –
25.1.1. Co-operate with the other organisation to enable them to meet their health and safety obligations;
25.1.2. Take reasonable action to coordinate its procedures with those of the other organisation to comply with legislation;
25.1.3. Take reasonable steps to inform the other organisation of the risks to their employees’ health and safety arising from the work or training delivery of DMR;
25.1.4. Ensure that, where appropriate, DMR’s risk assessments cover the workplace as a whole and not just the area occupied by DMR’s members of staff or learners.
26. VISITOR SAFETY
26.1. Visitors include the members of staff of other organisations, such as devolved local authorities, lead training providers, funding bodies, suppliers, consultants and members of the public. Visitors who enter DMR’s premises must be provided with information on any hazards or risks to which they might be exposed and any rules or emergency procedures which they must follow.
27. MENTAL HEALTH
27.1. DMR is committed to engaging with awarding organisations, the CITB, employer federations, lead training providers and other specialist groups to explore the introduction of guidance and training for learners regarding mental health and how this could be implemented within DMR’s current member of staff support arrangements and learners’ qualification and training programme provision.
28. EMPLOYERS
28.1. Prior to admitting a learner to a training programme, a new work placement or agreeing a qualification or training programme with an employer, an Assessor or other suitably competent member of staff will vet and risk assess the suitability of the employer placement, location of the placement and accessibility and in particular, the health and safety arrangements.
28.2. The health and safety vetting and risk assessment document should be signed by the DMR member of staff and the employer. Any employer setting which does not reach or maintain the required standard must not be used as a suitable placement or training programme opportunity.
28.3. An employer vetting review should be carried out at least once every 12 months to ensure that any hazards or unsafe practices are identified, recorded and remedied.
28.4. Employer partners will be required to produce their health and safety policies and procedures and to comply with the statutory regulations on reporting and investigating accidents. Employer partners will also be required to produce relevant certificates of insurance.
28.5. Upon successful completion of the health and safety vetting and risk assessment process, the employer and DMR must both sign a copy of the DMR Employer Agreement. The contents of the Agreement should be discussed in detail with the employer. The employer will retain one copy and the other copy will be retained by DMR and placed in the employer’s file.
29. NOISE
29.1. The Control of Noise at Work Regulations 2005, requires a risk assessment to be made (if applicable) and this will ascertain the noise a member of staff is exposed to, establishing and implementing precautions to avoid or protect against excessive noise levels.
29.2. The Regulations require all exposure to noise to be reduced so far as is reasonably practicable and specifies the following exposure levels: – lower exposure action values – daily or weekly exposure of 80 dB, peak sound pressure – 135 dB.
29.3. Any member of staff who is likely to be exposed to noise at or above these levels will be provided with hearing protectors by DMR. Hearing testing will be carried out as and when required.
30. CORONAVIRUS
30.1. DMR will follow government guidance to ensure that DMR minimises the risk of Coronavirus to members of staff, learners and visitors in both office, training centre and external work environments. Control measures will include, but will not necessarily be limited to, considering Coronavirus during risk assessment, following any client-instigated control measures, increased levels of hygiene, the provision of hand sanitiser, minimising personal contact and the wearing of face coverings, when required.
31. LEGIONELLA CONTROL AND WATER HYGIENE MANAGEMENT
31.1. Legionnaires’ disease is a potentially fatal form of pneumonia which can affect anybody, although some groups of people will be more susceptible to it than others. Healthy people may develop legionnaires’ disease, but the people most likely to be at risk include; smokers, alcoholics and patients with cancer, diabetes, and chronic respiratory complaints or kidney disease. Middle-aged and older people are the most likely to be affected.
31.2. The disease begins quite abruptly with flu-like symptoms such as high fever, chills, and headache and muscle pains. These symptoms are accompanied by a dry cough which soon develops, and many patients experience difficulty with breathing. The disease is effectively treated with specific antibiotics, but the diagnosis of the disease can only be determined by laboratory tests, which take several days.
31.3. DMR is responsible for ensuring that a suitable and sufficient risk assessment is carried out to assess the risk of exposure to legionella bacteria from activities and water systems on its premises.
31.4. DMR will ensure any remedial actions identified by the risk assessment have been completed.
32. THE MANAGEMENT OF STRESS
32.1. DMR recognises that stress creates many harmful effects for both DMR and for the member of staff and acknowledges its importance for resource management and for individual welfare.
32.2. DMR will implement appropriate control strategies to reduce the risk and ensure appropriate support and counselling is in place.
33. WORK RELATED VIOLENCE
33.1. DMR will not tolerate any instances of work-related violence, including verbal abuse, to members of staff. No member of staff will be answerable for an instance of work-related violence caused by a learner, visitor or member of the public.
33.2. All members of staff have the right to expect, that DMR is a safe place to work. Work related violence includes any incident at work in which a member of staff is intimidated, threatened or assaulted by a learner, colleague, parent or member of the public. It need not involve physical force or harm – intimidation could include verbal abuse, rude gestures, innuendo, sexual and racial harassment and written threats. Malicious damage to a member of staff’s property is also included as this can make someone feel violated.
33.3. DMR will: –
33.3.1. Treat any reports of work-related violence seriously;
33.3.2. Record details of the incident;
33.3.3. Give full support to the member of staff during any investigation;
33.3.4. Set a positive example by not tolerating any abuse;
33.3.5. Resolve any incidents before they escalate;
33.3.6. Monitor any abuse and initiate appropriate actions;
33.3.7. Refer the member of staff to appropriate support provision;
33.3.8. Assist with any internal/external investigations.
33.4. It is important that all members of staff report violent incidents, so that a true picture of their nature and frequency is built up. There may be a reluctance by some members of staff to report incidents, for fear that it will reflect on their professional ability to manage, for this reason, it is important that all members of staff realise that reported incidents will not be viewed as failures and appropriate support mechanisms will be put in place, depending on the circumstances.
33.5. Investigations of reported incidents will be carried out by the Head of Business Development or the Managing Director. All physical assaults will be reported to the police (except, in minor cases, where the victim agrees).
33.6. Where appropriate, letters will be sent to people who make threats or verbally abuse members of staff, warning them that legal action may be taken, with copies to parents, carers etc. When learners make threats or verbally abuse members of staff, they will be dealt with through the Disciplinary Procedure.
33.7. If someone does experience violence at work, they may need support. This might include, but is not limited to immediate medical assistance, talking about the incident and specialist counselling.
34. REVIEW
34.1. This policy will be reviewed annually. Additional reviews will be initiated if a major change to legislation, DMR’s premises or activities occurs.
• Implementation date: April 2013.
• Last review date: June 2025.