Health, Safety and Well-being Policy

August 2020

Section 1 – General Statement of Intent

In accordance with the Health & Safety at Work Act 1974, the Health & Safety Policy Statement shown below is signed by the Managing Director, Mr Duncan Moffatt, and posted in all training centres.

The policy statement is updated annually and demonstrates our commitment to ensuring the health, safety and welfare of employees, students and others.

Skegness College of Vocational Training Health and Safety Policy Statement

Skegness College of Vocational Training is committed to providing a safe, healthy and supportive environment.   It is the policy of the company to do all that is reasonably practicable to ensure the health, safety and welfare of employees, students, clients and visitors to our premises.   In pursuance of this policy, it is the intention of the Directors to:Skegness College of Vocational Training is committed to providing a safe, healthy and supportive environment.   It is the policy of the company to do all that is reasonably practicable to ensure the health, safety and welfare of employees, students, clients and visitors to our premises.   In pursuance of this policy, it is the intention of the Directors to:

  • 1. Ensure all employees are aware of their duties and responsibilities under the Health and Safety at Work Act 1974 (HASWA).
  • 2. Comply with the requirements of all relevant legislation and codes of practice, including HASWA and all health and safety regulations.
  • 3. Maintain co-operation and consultation with employees on all safety matters.
  • 4. Provision of adequate resources, equipment and other necessary facilities.
    5. Identify and make known those
  • working situations where particular care is required, obtaining expert advice where necessary.
  • 6. Prepare safety instructions where appropriate and ensure that safety rules and procedures are communicated to all employees and learners.
  • 7. Arrange adequate supervision to ensure that safe working methods are adopted and implemented.
  • 8. Continually improve the safety performance of all employees through training, support and advice.

This statement will be reviewed and updated from time to time as necessary, and may be supplemented in appropriate cases by further statements relating to the work of various jobs, or groups of employees.

Carole L Cameron
General Manager
August 2020

Section 2 – Policy and Organisation

The Company
Skegness College of Vocational Training Ltd. (“the Company”) is a privately owned company, offering quality learning programmes over a range of vocational areas and for students of all ages.The Chairman/Managing Director, Duncan Moffatt, has overall responsibility for health and safety at Skegness College.  The Registered Office is at 2A Wilford Grove, Skegness, Lincolnshire, PE25 3EZ.

Training is provided across several sites.   The addresses, staffing and learning provision of each centre is detailed overleaf.

Responsibilities of Senior Managers
The QA, H&S and Finance Co-ordinator, Jill Willerton (“H&S Officer”), is responsible for the day to day management of health and safety of premises, risk assessments, annual audits, accident reporting and monitoring of employers.   The H&S Officer is an Affiliate member of IOSH.

The General Manager, Carole Cameron, and the Hair & Beauty Manager, Sue Andrews,are responsible for their own areas of learning, training centres and staff.   Along with the H&S Officer they are collectively referred to as “Senior Managers” and have the following responsibilities:

  • Ensure adequate resources are provided to allow the Company’s safety policy to be effective;
  • Understand, initiate and monitor the effectiveness of the safety policy;
  • Ensure suitable equipment is provided, maintained and conforms to relevant statutory provisions;
  • Ensure first aid and fire fighting equipment is provided and readily available;
  • Take appropriate action when company, or statutory, standards are breached.

Responsibilities of employees:
All employees have a legal duty to ensure their own safety and the health and safety of others (ie. fellow workmates, students, clients and visitors to our premises) under the Health & Safety at Work Act 1974.   Employees also have a duty to co-operate in the implementation of this policy.   Employees must therefore:

  • Not operate equipment, or undertaken tasks, unless they are competent and authorised to do so;
  • Report all safety hazards, accidents, injuries and dangerous occurrences to the Senior Managers;
  • Ensure that all appropriate action is taken to rectify unsafe systems or actions;
  • Not interfere with anything provided which ensures the health and safety of others;
  • Comply with all general safe working procedures or specific rules.

Training Centres / Responsible Persons

The H&S Officer is responsible for monitoring arrangements for health and safety and will attend any centre in the event of an accident or incident which requires investigation (see section on Accidents for further details).   However, the persons listed below are responsible for the supervision of premises, learners and visitors in the day to day running of our training provision.

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Section 3 – Health & Safety Management

The Management of Health and Safety at Work Regulations 1999 (as amended) set out the requirements for managing health and safety in the workplace.  These requirements are summarised below:

 Risk Assessment (Reg. 3)
Employers are required to assess the risks to the health and safety of employees and anyone else affected by the operations of the business.   Employers with 5 or more employees are required to record the significant findings of the risk assessment.

 The H&S Officer is responsible for carrying out risk assessments of premises and activities of the Company, and for communicating these to employees, and learners if required.


Implementation of Preventative and Protective Measures (Reg. 4)
Where an employer implements any preventative and protective measures, these measures should:

  • Avoid risks;
  • Evaluate the risks which cannot be avoided;
  • Combat the risks at source;
  • Adapt the work to the individual (workplace layout, choice of equipment, choice of working methods which alleviate monotony and reduce effects on health);
  • Adapt to technical progress;
  • Replace the dangerous with non or less dangerous;
  • Develop an overall prevention policy;
  • Give collective measures priority over individual measures;
  • Give appropriate instructions to employees.

 

Health & Safety Arrangements (Reg. 5)
Employers should have arrangements in place to control health and safety risks, and review these arrangements at suitable intervals to ensure their continuing effectiveness.

It is the responsibility of the H&S Officer to ensure that the arrangements set out in this policy are reviewed on an annual basis in order to maintain valid and effective health and safety management systems.

Health Surveillance (Reg. 6)
Employees should undergo health surveillance where appropriate.

Arrangements for health surveillance are detailed in the section on Training.

Appointment of Health and Safety Assistance (Reg. 7)
Employers should appoint one or more competent persons to assist them in complying with the relevant statutory provisions.

 The MD, General Manager and H&S Officer are all NEBOSH Certificate holders.  The H&S Officer is an affiliate member of IOSH and receives regular updates and bulletins from IOSH and HSE.

Procedure for Serious and Imminent Danger (Reg. 8)
Employers should establish appropriate procedures to be followed in the event of serious and imminent danger (ie. fire procedures).

 The H&S Officer undertakes an annual Fire Risk Assessment of all premises. These are communicated to all employees and are filed in the Fire section of the Health & Safety Folders at each centre.  Fire action notices are posted throughout each centre and fire detection and fire fighting equipment installed and maintained.

Contacts with External Services (Reg. 9)
Employers should make any necessary contacts with external services, particularly as regards first aid, emergency medical care and rescue work.


Safety Information for Employees (Reg. 10)
Employees should be provided with information regarding risks to their health, safety and welfare and any measures to be taken to reduce those risks.

 Safety information is provided for employees on induction and the Employee Health and Safety Booklet is issued annually.  Briefing sheets and emails are circulated by the H&S Officer as required, and this is recorded in the H&S Officer’s Health and Safety Management file.

 The Health & Safety Law poster is displayed at each centre.

Co-operation and Co-ordination (Reg. 11 & 12)
Where two or more employers share a workplace, or employees work at host employer’s premises, they should co-operate with one another to ensure that the relevant statutory provisions are satisfied.

 It is the responsibility of the H&S Officer to ensure that health and safety co-operation is organised and monitored at Lincolnshire Regional College.

 It is the responsibility of the H&S Officer to ensure that health and safety co-operation is organised and monitored with sub-contractors.

Capabilities and Training (Reg. 13)
Employers should take into account individual capability and training when allocating duties to employees.

 It is the responsibility of the Senior Managers to satisfy themselves that employees are both capable and competent to undertake their duties.

 Induction arrangements and further training are detailed in the Training section of this policy.

Employee Responsibilities (Reg. 14)
Employees should use all equipment in the correct manner and for the purpose it was intended, and should bring to the attention of the H&S Officer or the Senior Managers any matter which they think is a shortcoming in the health and safety arrangements.

 Employees are reminded of these duties when issued with the Health and Safety Policy following annual review.   Health and safety is an agenda item for all team meetings, and Staff and Company Meetings.

Temporary Workers (Reg. 15)
Temporary workers, and agency workers, are afforded the same rights and responsibilities as full-time and part-time employees.

Risks to New or Expectant Mothers (Reg. 16-18)
Employers should assess the risks to the health and safety of a new or expectant mother or her baby.  This may require the employer, if it is reasonable to do so, to alter her working conditions or hours of work.  If it is not reasonable to do so, or she has a certificate from a medical practitioner which shows it is necessary for her health and safety, she must be suspended from work for as long as is necessary.

 It is the responsibility of new or expectant mothers to inform their employer of their condition in writing, and produce a certificate where requested, within a reasonable time so that appropriate action can be taken.

 For staff and students a Pregnancy Risk Assessment will be carried out immediately the Company is informed that the staff or student is pregnant and any arrangements put in place to ensure the safety and health of the expectant mother and child.

Protection of Young Persons (Reg. 19)
Employers should ensure that all employees under 18 years are protected from any risks to their health and safety, which may result from their lack of experience, awareness of existing or potential risks, or lack of maturity.

 This includes; work beyond their physical or psychological capability, work involving exposure to specified substances, exposure to radiation, extreme temperatures, noise or vibration.  An exception can be made for young persons old enough to leave school where it is necessary for their training, provided that they are adequately supervised and that the risks are reduced to the lowest level reasonably practicable.

 It is the responsibility of Senior Managers to ensure that the work carried out by those under 18 years (eg. learners and work experience placements) satisfies these requirements.

 See also the section on Student Safety.

Provisions as to liability (Reg. 21)
Nothing in the relevant Regulations shall operate as to afford an employer a defence in criminal proceedings for a contravention of those provisions, by reason of any act or default of an employee or person appointed under Regulation 7.

Restriction of civil liability for breach of statutory duty (Reg. 22)
Breach of a duty, imposed on an employer by these Regulations, shall not confer a right of action in any civil proceedings insofar as that duty applies for the protection of persons not in employment.

Health and Safety (Consultation with Employees) Regulations 1996 (as amended)
These regulations provide for employees to be consulted by their employer, where a decision could affect the health and safety of employees.   Matters on which employees must be consulted include:

  • Changes in work procedures or equipment, or the introduction of new technology
  • Employer’s arrangements for getting competent people to assist or provide advice to them on satisfying health and safety laws
  • Planning of health and safety training.

Employers do not have to provide information arising from legal proceedings which would harm the business, or if it is about a person who has not given their consent to releasing the information.

Employees cannot be dismissed or have other action taken against them because they have taken part in consultation.

Breach of a duty, imposed on an employer by these Regulations, shall not confer a right of action in any civil proceedings insofar as that duty applies for the protection of persons not in employment.

At Skegness College employees should initially consult with their line manager about health and safety matters but the H&S Officer is always available to support staff.

Car Users
Employees who use their own vehicles for work purposes are not covered by the College insurance.   This does not include commuting to and from work.   Employees must produce evidence that they are insured for business purposes to ensure that their own, and the College, liability is fully covered in the event of an accident whilst in pursuance of College business.   The company will re-imburse employees for the cost of any additional business cover on their policies and reserves the right to request copies of driving licences and insurance certificates.

Smokefree Policy
Skegness College is committed to providing a safe and healthy environment for its employees, students, clients and visitors and will comply with the Smoke Free law which prohibits smoking in all public places and workplaces.  This includes the use of e-cigarettes.

Designated smoking areas are provided as follows:

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All employees who use their own vehicles on behalf of Skegness College are not permitted to smoke in those vehicles whilst transporting students or other persons in the course of their work.  Non-observance of this policy by employees will result in disciplinary action being taken under the College’s Grievance and Disciplinary Procedures.

 

Employees are responsible for ensuring students observe smoke free laws and non-observance will result in action being taken under the Learner Grievance and Disciplinary Procedures.

Managing COVID 19

Risk Assessment
Risk assessments have been carried out and updated since the beginning of June 2020 when students were invited to return to the centres.   This includes photographic risk assessments to show staff who were still home working how the centres have been adapted to accommodate staff and students in maintaining social distancing measures, and the hygiene measures in place (eg. cleaning stations, toilet hygiene, warning posters).

 The risk assessment will be continually updated to reflect changes and adaptations once students have been for their inductions.

All staff have been emailed with the risk assessments and there has been consultation with staff on the development of control measures.

 

Implementation of Preventative and Protective Measures:

These include:

  • adapting classrooms to accommodate maximum number of staff and students to maintain social distancing
  • all visitors are required to sign in and provide their contact details to assist in test and trace
  • all teaching staff will complete registers for students attending for each class and this must be done without fail by the end of each lesson to assist in test and trace
  • having cleaning stations in all entrances and in all classrooms
  • timetabling student inductions and attendance days/times to ensure safe maximum number is not exceeded and allowing for some blended learning
  • continual monitoring of staff in the centres to ensure social distancing and hygiene measures are adhered to, and ingrained as safe behaviour
  • marking corridors, classrooms and communal areas with hi-viz tape every 2 metres to remind everyone about social distancing
  • the cleaning contractor hours have been increased to ensure all touch points are cleaned every day
  • all staff are prepared to help maintain effective hygiene by wiping down work areas, equipment, toilets and kitchen areas
  • provision of PPE

Health & Safety Arrangements
The H&S Officer, along with the General Manager and Hair & Beauty Manager, will constantly monitor the health and safety arrangements in all centres to ensure the protection of all staff, students and visitors. 

The H&S Officer will do daily spot checks for the first 2 weeks, and then weekly spot checks until the end of the second term (ie. December 2020).  After that time we will review and assess any changes to the safety regime.

 

Health Surveillance
We will be monitoring everyone that comes into our centres to ensure they do not have symptoms of Covid 19, and if they do, we will be making sure we receive test results to confirm positive/negative results.

Safety Information for Employees
All employees have received regular updates on local and national guidance on Covid 19 since lockdown began in March 2020.   They have been regularly updated with the risk assessment process and have all been consulted on the measures we have taken to make our centre Covid 19 compliant.

 The SMT are available to all employees on a daily basis to discuss any concerns they have and to continually improve on our safety measures.

Co-operation and Co-ordination
All managers and employees work together to ensure the centres are made as safe as possible and to mitigate the spread of Covid 19.

 Continued co-operation and co-ordination during the first few weeks of students returning to education will be vital to ensuring we maintain a safe environment for both staff and students.  From 1 September 2020 there will be weekly team meetings to ensure everyone can feedback their concerns and that we can identify any further adaptations to our safety measures.

Capabilities and Training
All staff have taken part in training sessions on Covid 19 Measures and there has been discussion and consultation at all team meetings.

We will adapt control measures wherever possible to ensure that individual needs are met (eg. use of visors in HLN classroom to help the tutors and the students communicate effectively).

 Any new staff members will be given a detailed induction on the safety measures required to help prevent the spread of Covid 19.

Employee Responsibilities
Employees will work together with management to ensure that the safety measures in place are adhered to and should report anything which is a concern to them to the H&S Officer, General Manager or Hair & Beauty Manager.

Risks to New or Expectant Mothers
Any staff or student who reports that they are pregnant will take part in the Pregnancy Risk Assessment with the H&S Officer at the earliest opportunity so that we can ensure the safety of themselves and their unborn child.

Protection of Young Persons
Student safety is paramount and every measure has been taken to ensure they can attend college safely.  This includes social distancing and hygiene measures to follow, and the provision of PPE.

We are providing all students with a face mask and/or visor but we accept that not all students may be able or prepared to wear them.   Those with a medical condition which means they cannot wear a face covering (eg. asthma) we are asking them to provide evidence.   All students will be encouraged to wear a face covering in order to protect themselves and others and the reasons for this has been set out in the information sent to them prior to induction.   On induction days all the implications of Covid 19 and the protective measures we have implemented will be fully explained.

Review
We will need to continually monitor our safety measures.   At the end of the first induction day staff will be asked for their thoughts and feelings about how they think the safety measures need to be improved or adapted, student responses to the measures such as wearing PPE, classroom layouts, use of corridors and communal areas.

At the end of the first week of teaching we will again review how the safety measures worked in practice and whether any adaptations are needed.

Section 4 – Training

In accordance with Regulation 13 of the Management Regulations (see Section 3) the following arrangements are in place at Skegness College.

Induction Training
All new employees receive a full induction on or before their first day of employment.  All relevant information, policies and procedures is included in the Staff Induction Pack.  Induction training is carried out by a Senior Manager and recorded on the Induction Training Checklist, which is then filed in the employee’s personnel file in the General Manager’s office at Algitha Road.

Induction training includes familiarisation with emergency first aid and fire evacuation procedures.  This ensures the health and safety of students in the event of an accident or fire.

Employees and students are required to complete a Health Questionnaire on induction.  These are held on student files and personnel files.

Further Training
Training needs are highlighted during the recruitment process, in staff appraisals which are conducted in April and September each year and, for teaching staff, during Observation of Teaching, Learning& Assessment (OTLA).

It is the responsibility of Senior Managers to ensure training needs are followed up and that training is recorded on their section Training Matrix and on individual CPD logs.

Safeguarding Training
All employees are required to complete Safeguarding Training as a minimum requirement for training on the Safeguarding Children, Young People and Vulnerable Groups Act 2006 and related legislation.   Refresher training should be undertaken every 3 years.  Safeguarding and Safe Learner are covered in employee and learner inductions and information posted on Notice Boards in all centres on reporting abuse, confidentiality and disclosure, and the names of the Designated Persons for Safeguarding.

Prevent Training
All employees have undergone external and in-house training in Prevent and British Values and this is monitored in OTLAs and on the agenda for all team meetings.   Senior Managers provide ongoing training in Prevent as and when they attend external training.   New employees will be informed about Prevent in their induction and will be required to complete online training.

Section 5 – Student Safety

The comfort and well-being of students is paramount at Skegness College.   All lesson planning should take account of individual needs such as space requirements, special equipment required, adapted or additional resources and student capabilities and cultural differences.

It is the college’s aim, through it’s quality learning programmes, that students shall:

  • Gain an understanding of the importance of Health & Safety;
  • Understand how hazards are identified, risks are assessed, and the principles of control measures;
  • Develop a set of safe behaviours, so that they play an active part in the process and acquire practical, transferable skills from their experience.

Senior Managers are responsible for ensuring that there is an adequate staff to student ratio to ensure an appropriate level of supervision.   Students are not permitted to remain in training centres during breaks and lunchtimes unless two members of staff are available to cover.

Students are responsible for the health and safety of themselves and others.  They receive basic health and safety information and instruction during induction, are issued with a Code of Conduct, and are familiarised with procedures for fire evacuation, first aid and accident reporting in college premises.

Training rooms must not be overcrowded.   Effective lesson planning should ensure that there is adequate space for students to enter and navigate rooms safely, be comfortable during lessons and evacuate safely in the event or fire or other serious risks to health.

Risk assessments will be carried out for trips and outings for students and when events are organised using hired premises.  The forms are available in the Policies & Procedures Folder at each site.  It is the responsibility of staff organising trips and events to ensure that the risk assessments are completed and authorised by a Senior Manager.

Workplace health & safety monitoring is undertaken to ensure the health, safety and support of students in the work environment.  Monitoring is in line with HSE guidelines.  All employers are required to provide details of Employers Liability Insurance.  Apprentices receive additional induction in the workplace, with the employer and this covers health and safety arrangements at work.  Where Study Programme students attend work experience, learners receive a pre-work briefing, following employer monitoring and before they enter the workplace.  It is the responsibility of the H&S Officer to ensure this is carried out.

Accident records are monitored quarterly by the H&S Officer to identify any trends.  Areas for concern are discussed with the Senior Managers and remedial actions undertaken as soon as practicable. 

All employees should familiarise themselves with policies and procedures relating to students and their safety and supervision.  This includes Dealing with Violent or Abusive Learners, Safeguarding and E-Safety.

School Links
Students on School Links will be Year 10 and Year 11 pupils aged 13 to 16 years.   Particular attention needs to be paid to their safety and health and close liaison maintained with schools and parents on any issues which affect their well-being.  Teaching and learning should also be planned to ensure their inclusivity and differentiation in health and safety training as they are less experienced than other students.   Work experience placements must be fully assessed to ensure there are no dangers to the students and school and parental consent must be obtained before they commence a work placement.

16 to 18 years
This will include school leavers and again particular attention needs to be paid to their level of awareness and understanding of any dangers in the learning environment and on work placements.

Adult Learners
Adult learners may be aged from 19 to 60+ and they may already have a diverse range of experience in terms of health and safety training and awareness.   However, this must be assessed at interview to ensure they are fully informed during induction of any risks arising from their chosen programme of learning and associated workplace activities.

Vulnerable Adult Learners
Students who have a learning difficulty and/or disability will need support and supervision from all staff, both tutors and support staff, to ensure their health, safety and well-being is fully monitored and that they are protected from any potential risks in our training centres.

PREVENT
Skegness College recognises its duty to prevent children, young people and vulnerable adults from being radicalised into extremist views or terrorist activities and controls are in place to ensure that students are not targeted by any person(s) either by face to face or by social media during their time in college premises.  This is covered in more detail in the Safeguarding and E-Safety policies.

Section 6 – Workplace Safety

The Workplace (Health, Safety and Welfare) Regulations 1992 require employers to address workplace arrangements, as follows:

Working Environment

  • Indoor temperatures and ventilation
  • Lighting (including emergency lighting)
  • Room dimensions and space
  • Suitability of workstations and seating.

Safety

  • Safe passage of pedestrians and vehicles (eg. traffic routes must be wide enough and marked where necessary, no obstructions or blind spots)
  • Windows and translucent doors and partitions (use of safety glass, markings to ensure visibility, or materials to prevent glare)
  • Doors, gates and escalators
  • Floors (construction and maintenance, obstructions and slip/trip hazards)
  • Falling a distance and falling into dangerous substances or objects.

Facilities

  • Toilets, washing and eating facilities, clothing storage and changing areas
  • Rest areas
  • Rest facilities for pregnant women and nursing mothers.

Housekeeping

  • Maintenance of the workplace, equipment and facilities
  • Cleanliness
  • Removal of waste materials.

Responsibilities of Managers
It is the responsibility of Senior Managers to ensure that the working environment in the training centres is safe and comfortable for employees, learners and visitors.   The H&S Officer is responsible for carrying an annual audit of the centres and undertake periodic spot checks.

Responsibilities of Employees
It is the responsibility of all employees to ensure that arrangements for workplace safety are adopted and complied with, and to follow a ‘clean as you go’ policy to keep the centres free from hazards.   Tutors are responsible for ensuring that learners also follow ‘clean as you go’ by tidying training rooms after use, and use rubbish bins provided.

In Hair & Beauty, all surgical waste (ie. razors and needles for ear-piercing) must be disposed of in the sharps containers provided and collected by a specialist contractor.

Section 7 – Work Equipment

The Provision and Use of Work Equipment Regulations 1998 places the following general duties on employers:

  • Ensure that equipment is suitable for it’s purpose
  • Take into account working conditions and hazards in the workplace when selecting equipment
  • Ensure equipment is only used for the purpose for which it was intended
  • Ensure equipment is maintained and in good working order
  • Give adequate information, instruction and training in the use of the equipment
  • Provide equipment which conforms to EC directives on product safety
  • Ensure the safe use of mobile equipment.

 

The following tools and equipment are used at Skegness College:

  • ICT provision (computers, VDU, printers)
  • Hair and Beauty equipment (hair-dryers, straighteners, curling tongs, hair extension kits, sterilising units, washing machine, tumble dryer, scissors, manicure tools, wax pot, UV lamp)
  • Gym and sports (floor mats, medicine balls, skipping ropes)
  • General items (kettles, microwave, vacuum cleaners, television/video/DVD)

Responsibilities of Managers
It is the responsibility of Senior Managers to ensure that the use of equipment in their departments comply with the general duties above.

It is the responsibility of the H&S Officer:

  • to ensure equipment is subject to annual portable appliance testing and that records are filed in the H&S folder at each centre
  • to ensure gym and sports equipment is subject to regular inspection and that this is recorded and filed in the H&S folder
  • to carry out a risk assessment on any new work equipment or tools
  • to carry out workplace monitoring for work experience placements and apprentices which includes condition and safe use of tools and equipment.

Responsibilities of Employees

  • To use equipment for the purpose for which it was intended.
  • To visually check equipment for defects before use and report any faulty equipment to a Senior Manager.
  • To ensure that learners receive appropriate instruction, training and supervision in the use of the equipment.

Section 8 – Electrical Safety

The Electricity at Work Regulations 1989 require employers to take precautions to prevent the risk of death or personal injury from electricity in the working environment.  The main hazards associated with electricity are:

  • contact with live parts causing shock and burns (normal mains voltage of 230 volts AC can kill)
  • faults which could cause fires
  • fire or explosion where electricity could be the source of ignition in a potentially flammable or explosive atmosphere.

 The risk of injury from electricity is strongly linked to where and how it is used, for example, in wet conditions or outdoors.  The regulations require that all electrical equipment and conductors are adequately maintained, and includes a system for regular inspection and testing to ensure serviceability.

Responsibilities of Managers
It is the responsibility of the H&S Officer to ensure that fixed wiring installation testing is carried out every 5 years at all centres.

The H&S Officer will carry out a PAT Risk Assessment on an annual basis and will arrange portable appliance testing (PAT) to be carried out as required.  Records should be filed in the H&S folder at the relevant centre.

Responsibilities of Employees
It is the responsibility of all employees to follow instructions and guidelines provided with electricity equipment to ensure it is used correctly and maintained.

Learners are not permitted to bring their own electricity equipment into college premises, and they are not permitted to borrow electrical equipment.  Any exceptions to this rule must be approved by a Senior Manager and, where appropriate, electrical equipment must be subject to PAT.

Section 9 – Display Screen Equipment

The Health & Safety (Display Screen Equipment) Regulations 1992 required employers to:

  • assess DSE workstations and reduce any risks discovered
  • ensure workstations satisfy minimum requirements for the display screen (VDU), keyboard, desk and chair, working environment, task design and software
  • plan work activities to ensure there are adequate breaks or changes in activity (ie. to avoid aches and pains in the back, neck, shoulders, arm, wrist and hands, and eye strain, and stress and fatigue)
  • provide information and training on use of DSE.

Responsibilities of Managers
It is the responsibility of the H&S Officer to carry out DSE risk assessments for ‘habitual users’ (ie. employees who spend a significant part of their working day at a workstation).

It is the responsibility of Senior Managers to ensure that any recommendations for changes or improvements to the workstation or environment are implemented.

Responsibilities of Employees
Employees must bring to report to their line manager, or the H&S Officer, any ill effects they experience in relation to the use of DSE.

Employees covered by the regulations may request an eye and eyesight test to be provided and paid for.

Section 10 – Manual Handling

The Manual Handling Operation Regulations 1992 (as amended) require employers to reduce the risks to employees from operations which involve lifting, lowering, pushing, pulling or carrying.

Employers are required to establish controls which:

  • Avoid the need for hazardous manual handling, so far as is reasonably practicable;
  • Assess the risk of injury from manual handling operations that cannot be avoided; and
  • Reduce the risk of injury so far as is reasonably practicable

Employees are sometimes required to deal with large deliveries and placing goods in storage, or they need to move furnishings or equipment.  They can avoid the risk of injury by:

  • Reducing the amount they lift and carry at any one time
  • Get help to lift heavy boxes or move furniture or equipment
  • Divide boxes of goods into smaller loads.

Responsibilities of Managers
It is the responsibility of the H&S Officer to carry out an assessment of risk associated with any activity which requires manual handling operations and to provide instruction and training to employees as required.

Responsibilities of Employees
It is the responsibility of all employees to follow the guidelines above to ensure their own safety and, as far as reasonably practicable, ensure learners are not required to carry out manual handling operations.

Section 11 – COSHH

The Control of Substances Hazardous to Health Regulations 2002 requires employers to ensure that any work which involves exposure to substances hazardous to health should not be carried out unless a risk assessment has been undertaken.

Employers must ensure that exposure to hazardous substances is prevented, or where this is not reasonably practicable, that exposure is adequately controlled.   The hierarchy of control measures is as follows:

  1. Substitute the substances with less hazardous substances.
  2. Where substitution is not possible, control the substance at source.
  3. As a last resort, provide personal protective equipment.

In Hair and Beauty, salon and beauty therapy products are subject to the requirements of COSHH.   Learners are issued with the Hair & Beauty Association Booklet “Safe Use of Salon Products” as part of their induction.

Responsibilities of Managers
The H&S Officer is responsible for the production of COSHH Assessments and ensuring these are communicated to staff as required.

It is the responsibility of the Hair & Beauty Manager to ensure that employees follow product guidelines and controls for use and that learners receive full instruction, training and supervision in the safe use of products and are aware of the whereabouts of COSHH assessments in the event of splash or spillage.

Responsibilities of Employees
It is the responsibility of the Senior Tutors to notify the H&S Officer when any new products arepurchased to ensure that COSHH assessments are produced as required.

All employees in the Hair and Beauty section should familiarise themselves with the Skegness College Policy on Wearing Gloves in the Training Salon.

Hairdressing tutors are responsible for using appropriate control measures and using PPE provided.  These aresummarised below:

  • Never use more product than required for any one client
  • Follow manufacturers’ guidelines for use
  • Always put product away after use
  • Do not leave products in direct sunlight
  • Always wear gloves and apron when mixing colours
  • Do not leave learners unsupervised when using colours, perms etc.

Hairdressing tutors are responsible for ensuring that excess quantities of Peroxide are kept in the storage garage for Wilford Grove.

Section 12 – Personal Protective Equipment (PPE)

The Personal Protective Equipment Regulations 1992 states that PPE should only be relied on as a last resort.  Where risks cannot be adequately controlled by other means, employers have a duty to ensure PPE is provided, free of charge, to employees exposed to those risks.

Employers also have the following responsibilities:

  • assess the risks, and the PPE being issued, to ensure it is suitable
  • maintain, clean and replace PPE
  • provide storage for PPE when it is not being used
  • ensure PPE is used properly
  • give instruction and training to employees on use of PPE and how to look after it.

In Hair and Beauty disposable gloves are provided for use by employees and learners and includes powder-free, latex-free gloves.   Aprons and tunics are also provided.  All learners are issued tunics and gloves in their hair and beauty kits, and replacements are available from the Offices at both training salons.

Learners on work experience placements are issued PPE free of charge, either by Skegness College or by the employer.

Responsibilities of Managers
It is the responsibility of Senior Managers to ensure employees and learners are issued with PPE and use, and maintain, it appropriately.

Responsibilities of Employees
Hair and Beauty employees should familiarise themselves with the Skegness College Policy on Wearing Gloves in the Training Salon and are responsible for ensuring that PPE is worn by learners as required.

Policy on wearing gloves in the training salons

Who is at risk?
Employees and learners are at risk from Contact Dermatitis due to wet working and from shampoos, colours and perms.

At SCVT all employees and learners are required to wear protective gloves to wash out colours and perms.  It is not a requirement for shampooing but it is strongly recommended that gloves are also used when using shampoos and conditioners.

Control Measures in the Training Salons

  • Employees and learners should be issued with the Dermatitis Information Booklet during their induction. Induction should detail the risk of developing Dermatitis, the importance of regularly checking for signs of its occurrence, and prevention measures.
  • All hairdressing learners are offered the option to take the Dermatitis Prevention training within the first term of their learning programme.
  • Disposable non-latex, powder free gloves are provided in the training salons.
  • All employees and learners should be made aware, during their induction, of where gloves are kept and who to report to when supplies run low. Senior staff should ensure that sufficient stock levels are maintained to ensure gloves are available when needed.
  • Disposable gloves should be changed between clients and tutors should monitor that learners are not re-using them.
  • Pre-work and after-work creams are provided and should be applied before starting work and after each wash.
  • All employees/learners should be made aware, during their induction, of where the creams are kept and who to report to when supplies run low. Senior staff should ensure that sufficient stock levels are maintained to ensure creams are available when needed.
  • Employees and learners should check daily for signs of dermatitis (ie. dryness and cracking of the skin) and seek medical assistance if necessary.
  • Any cases of employees or learners contracting dermatitis should be reported to the H&S Co-ordinator or Manager as soon as possible so that appropriate action can be taken where required.

Control Measures in the Workplace for Hairdressing Apprentices

  • All workplaces are monitored for health and safety arrangements on an annual basis. The monitoring form includes a section on Work Related Diseases.
  • All workplaces will be issued a copy of the SCVT Dermatitis Booklet.
  • The H&S Co-ordinator will ensure that workplace arrangements include the provision of information, instruction and training on the risks associated with wet-working, and that appropriate gloves and creams are available for learners to use.

Section 13 – Fire Safety

The Regulatory Reform (Fire Safety) Order 2005 requires employers to implement measures which:

  • reduce the risk of fire, and the risk of a fire spreading, in all premises
  • ensure there is appropriate means of escape, and for securing that at all times the means of escape can be safely and effectively used
  • provide a means of fighting fires in premises
  • provide a means of detecting fire and giving warning in the event of fire
  • in relation to arrangements for action to be taken in the event of fire, ensure that all employees receive instruction and training in fire prevention and evacuation procedures

All employees and learners receive training in fire safety during induction training.   Teaching staff are familiarised with fire evacuation procedures to ensure learners are safely evacuated and accounted for in the event of a fire.Fire Action notices are posted throughout all centres and fire exits are clearly marked. 

Fire extinguishers are checked annually by a specialist contractor for their suitability and content and replaced as required.   Test certificates are filed in the Health & Safety folders.A test of the alarms should be made monthly, and a record maintained.

There is Smoke Free Policy in force in all the centres and external smoking areas have been designated with receptacles for the disposal of cigarette ends.

Responsibilities of Managers
Senior Managers are responsible for ensuring that fire safety arrangements are maintained in their section and that a fire drill is carried out at least every 3 months.  They should also ensure that installed fire detection systems are tested monthly and a record maintained – this includes fire alarm and emergency lighting.

It is the responsibility of the H&S Officer:

  • to carry out fire risk assessments annually and to ensure that these are communicated to all employees. The risk assessments are filed in the relevant section of the Health & Safety folders held at each centre.
  • to ensure weekly tests of the fire alarms are carried out in all centres
  • to audit Health & Safety folders to ensure fire drills and system tests are carried as required.

Responsibilities of Employees

Employees should:

  • familiarise themselves with the position of fire extinguishers and the instructions for use
  • ensure the safety of all learners in the event of a fire
  • ensure that fire evacuation routes are kept clear (if you see an obstruction please remove it or inform the H&S Officer immediately
  • observe good housekeeping in order to eliminate or reduce rubbish or other flammable materials

Section 14 – Violence at Work and Stress

Skegness College is committed to achieving the aim of the HSE Stress Management Standards in identifying and reducing workplace stress for employees, and learners.

There is a separate policy on dealing with violent, abusive or threatening behaviour by learners and all staff should familiarise themselves with this policy.

Responsibilities of Managers
It is the responsibility of Senior Managers to:

  • Ensure employees are fully trained to discharge their duties
  • Ensure new employees are appointed a mentor
  • Ensure good communication between themselves and employees, particularly where there are organisational or procedural changes
  • Monitor workloads to ensure that employees are not overloaded
  • Monitor working hours and overtime to ensure employees are not overworking, and monitor holidays to ensure employees are taking their full entitlement
  • Ensure employees are offered meaningful development opportunities
  • Ensure that bullying and harassment is not tolerated within their area of work
  • Attend training as requested in good management practices and health and safety
  • Be vigilant and offer additional support to employees who are experiencing stress outside of work eg. bereavement or separation.

Responsibilities of Employees
Employees should:

  • Raise issues of concern, whether personal or professional, with their Manager
  • Accept opportunities for training when recommended
  • Accept opportunities for counselling when recommended
  • Attend team meetings and team-building activities to ensure they receive support from their peers.

Section 15 – First Aid Arrangements

The Health and Safety (First Aid) Regulations 1981 require employers to have an appropriate level of first aid treatment available.  The immediate treatment of certain injuries, prior to the arrival of the emergency services, may save a life.

All injuries/accidents on site must be dealt with by a qualified first aider. This includes injuries to learners and members of the public.   All accidents/incidents involving a first aider must be recorded in the accident book, even if it is a near-miss incident.

The maintenance of first aid boxes is the responsibility of :

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First aid boxes are located in:

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First aid boxes should contain:

  • Guidance Card
  • 20 sterile plasters of various sizes
  • 2 sterile eye pads
  • 4 individually wrapped triangular bandages
  • 6 safety pins
  • 6 medium, 2 large and 3 extra-large sterile, individually wrapped unmedicated wound dressings
  • 3 pairs disposable gloves

No medicines or tablets of any kind are to be kept in the first aid boxes.   If an employee or learner needs to take their own prescribed medication, the first aider’s role is limited to helping them do so and contacting the emergency services as appropriate (see also Learner Safety section).

The following are fully trained First Aiders:

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Section 16 – Accident Reporting

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) specify the reporting requirements and procedures.   An injury, disease or dangerous occurrence arising out of or in connection with work must be reported to the Incident Contact Centre where:

  • an employee, or self-employed person, is killed or suffers a notable injury or disease; or
  • a person not at work, ie. a visitor or customer, is killed or removed to hospital for treatment. 

Fatal and major injuries, and dangerous occurrences must be reported immediately, by the quickest means possible (usually by telephone) and reported in writing on Form F2508 to the Incident Contact Centre within 10 days.

Where an employee is off work for more than 7 days as a result of an injury, (including non-work days but not including the day the injury occurred) the F2508 must be submitted within 10 days.

Reportable diseases must be reported within 10 days using Form F2508A.

Further details of reportable injuries, diseases and dangerous occurrences are set out in the Accident Investigation Guidelines below.

Incident Contact Centre
Caerphilly Business Park
Caerphilly
CF83 3GG

Tel : 0845 300 9923
Fax : 0845 300 9924
email: riddor@natbrit.com

It is the responsibility of the H&S Officer to monitor accident books and produce reports for the Staff and Company Meetings, in order to analyse any trends or re-occurrences.

Responsibilities for accident investigation are set out in Accident Investigation – Guidelines for Senior Managers.  A copy of this is available in all Centres.

All employees are responsible for reporting and recording accidents and near-misses.

All learners receive information on accident reporting procedures during their induction.

Accident Books are held at:

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Accidents or Incidents involving Learners
Where a learner suffers death or major injury, dangerous occurrence, work-related disease, over 7 day accident or is taken to hospital for treatment, arising out of or in connection with work a Learner Incident Record must also be completed and submitted to the Education & Skills Funding Agency.  An F2508 should also be submitted to the Incident Contact Centre.

Section 17 – Policy Review & Monitoring

This policy will be reviewed annually, or as changes to legislation or our activities dictate.   Arrangements within centres, and risk assessments, will be reviewed every three months by the H&S Officer and a full annual audit undertaken as part of the policy review.

Signed:

Carole L Cameron
General Manager
Dated: 18 August 2020