Arrangements for

Health & Safety

Overview.........................................................................................................................1
Risk Assessment..............................................................................................................2
Planning & Progressing Work in Health & Safety .........................................................3
Consultation & Communication ....................................................................................3
Competence ....................................................................................................................3
Co-ordination .................................................................................................................4
Workplace Inspections....................................................................................................4
Accidents & Health Issues .............................................................................................4
Investigation of Incidents & RIDDOR...........................................................................5
Occupational Health .......................................................................................................5
First Aid..........................................................................................................................6
Plant & Equipment .........................................................................................................7
LEV Systems...................................................................................................................9
Inspection, Testing and Maintenance of Electrical Systems...........................................9
Manual Handling.............................................................................................................9
Personal Protection ......................................................................................................10
Lone Working................................................................................................................10
Driving on company business.......................................................................................11
Company Mobile Phones..............................................................................................11
Working outside of the U.K..........................................................................................12
Working Time Limits....................................................................................................12
Employing Contractors ................................................................................................13
Permit to Work..............................................................................................................14
Chemicals .....................................................................................................................14
Asbestos........................................................................................................................15
Working at Height.........................................................................................................15
Display Screen Equipment ...........................................................................................16
Noise ............................................................................................................................16
Fire Precautions ............................................................................................................17
Fire Incident Management ...........................................................................................17
Occupational Stress.......................................................................................................18
Hazardous Waste...........................................................................................................19
Children on Site............................................................................................................19

Overview
This document outlines the arrangements covering the college as a whole. Supplementary
to this are faculty/departmental policies and arrangements that address specific health and
safety issues.

Faculty/departmental heads must ensure that suitable and sufficient policies and procedures
exist to control risks involved in departmental work or workplaces.

These supplementary documents will need to identify who has been assigned responsibility
for specific activities (e.g. risk assessment, inspections etc).

Page 1 of 20
 Arrangements for
Health & Safety

Risk Assessment
Faculty/departmental heads are responsible for ensuring that suitable and sufficient risk
assessments are carried out. The assessments must cover all work and workplaces in which
the manager/supervisor has full or partial control. Some assessments will need to
concentrate on specific issues, while others may cover generic kinds of work or workplace.

Persons that are competent will be assigned to undertake the assessments; to achieve this
management will either ensure that suitable people have risk assessment training or that
competent persons are instructed to assist with the task. Management will ensure sufficient
resources are available for the work.

Risk assessments must be carried out or reviewed in the following cases:

• When a significant change is made to the work or workplace, or the people
involved. This would include a personal risk assessment for any employee or
student who is or becomes temporarily or permanently disabled
• When any person raises any concern about a risk of the work or area.
• Before any work by contractors.
• As part of the accident investigation process.
• When an employee reports a pregnancy.
• Before work experience, placements or trips.
• After a period of 12 months.
• Following any changes in legislation and codes of practice.
• Some disabled students will require an individual risk assessment on entry to the
College, this will be arranged by Student Services

All risk assessments must identify any control measures needed to achieve compliance
with applicable law, whether physical (e.g. PPE, manual handling aids, lighting etc) or
managerial (e.g. safe systems of work, training, inspections).

Risk assessments must clearly justify the standard of risk control achieved, regardless of
whether further action is identified or the status quo is to be maintained. Assessments must
also provide sufficient detail for someone not involved in the work to be able to judge the
suitability and sufficiency of the assessment. The assessments should show who is at risk,
and those people must be briefed where appropriate on the risks and conclusions of the
assessments.

Where risk assessments identify vulnerable persons (e.g. pregnant women, young persons,
or people with certain impairment types) then more detailed assessments are undertaken.
Guidance for managers on the issues to consider can be obtained by contacting the retained
competent persons. Risk assessment for disabled people must consider any reasonable
adjustments that could be made to working practice, or adaptations to equipment that will

Page 2 of 20
 Arrangements for
Health & Safety

enable that person to fulfil a particular task, providing that by doing so, the health and
safety of the individual can be protected.

For pregnant workers management may request confirmation of pregnancy from a

registered medical practitioner. Based upon the findings of the risk assessment it may be
necessary to adjust working hours, or find suitable alternative work, if risks cannot be
avoided by the control methods available.

Planning & Progressing Work in Health & Safety

Faculty/departmental heads are required to maintain and progress a list of actions arising
from risk assessments, inspections, accident investigations etc. Department managers
should ensure that they or their delegates are prepared to report on progress with these
actions at the Health & Safety Committee.

Consultation & Communication

Faculty/departmental heads must ensure that relevant policies, risk assessments,
procedures and safe systems of work are communicated to everyone involved in their
work. Management should hold regular meetings at which they:
• Brief staff on new developments
• Consult personnel on proposed policy & procedures
• Obtain feedback on problems and other issues.

Managers are responsible for arranging or carrying out briefing sessions to instruct
employees in policies, risk assessments, procedures and safe systems of work. These must
be recorded and kept on file.

Faculty/departmental heads must also ensure that relevant information on health and safety
is communicated to all students that undertake work in areas of the college under their
control.

Briefings are appropriate wherever a risk assessment, safe system of work, method
statement or policy exists, which affects the health & safety of persons, involved in or
affected by the work.

Competence
Faculty/departmental heads must ensure that those carrying out their work have suitable
competence and training, including induction training and briefing. This extends to staff,
students and contractors: specifically anyone carrying out a task for the First time should
be inducted in the applicable H&S policies, risk assessments and safe working methods
before work commences.

Page 3 of 20
 Arrangements for
Health & Safety

Managers are responsible for ensuring that training needs are identified, and that staff
attend the training courses specified. Managers should check that sufficient knowledge has
been obtained following the training. Training records are maintained for staff by the H.R.
department.

All students must receive a health and safety induction when first starting their course.
This should be refreshed if any changes occur (including students changing courses). For
students departments must record induction information locally.

It is important that many forms of training should not be delivered just once. For example,
first aid and fire awareness training must be refreshed regularly.

Co-ordination
Faculty/departmental heads should appoint a departmental co-ordinator, to deal with
record-keeping and administration. Topics that need co-ordination include risk assessment,
incident investigations, consultation, briefings, training & competence, PPE, equipment
safety and chemicals.

Workplace Inspections
Faculty/departmental heads are responsible for ensuring regular workplace inspections are
carried out for H&S (upon request these can be assisted at times by the competent person).

It is recommended that formal monthly inspections are carried out of departmental work
and workplaces. If more than one department shares an area, each department should
inspect the area.

The findings should be communicated to the relevant staff through the staff briefing
process.

Accidents & Health Issues

Faculty/departmental heads are responsible for ensuring that: -
• A first-aider in their department is responsible for holding and maintaining an
accident book and making reports (see below) to the H&S Officer;
• Everyone in their department is made aware of the location of the First Aiders and
the accident book;
• All dangerous incidents, health problems and injuries are reported;
• The H&S Officer is made aware of “over 3 day” cases, major injuries, dangerous
occurrences or any need for medical treatment (see below);
• All incidents and injuries are investigated (see below).

The H&S Officer maintains a central file on accidents and their investigations. Each
investigation filed should be accompanied by relevant evidence, such as photographs (if

Page 4 of 20
 Arrangements for
Health & Safety

taken), training records, risk assessments (if pre-dating the accident) or reports from the
College occupational health service. For any relevant documents that cannot be attached,
details should be provided of where they can be obtained.

Investigation of Incidents & RIDDOR

Faculty/departmental heads are responsible for ensuring that all incident reports are
reviewed (where necessary these may be referred to the competent person) to identify if:
• A situation exists which represents serious or imminent danger?
• A formal investigation is needed (see below)?
• Even if a formal investigation is not needed, is there any remedial action needed to
prevent a recurrence of the accident?

A formal investigation must be carried out by management if any incident:

• Led to lost time (the person involved was not fit to return directly to their work);
• Required medical treatment (person involved needed to see a medical practitioner
or needed emergency medical treatment);
• Resulted in staff or students being unfit for normal duties for over 3 days (including
weekends and holidays) ; or 1

• Was in the list of dangerous occurrences under RIDDOR.

Formal investigations should involve: the manager/supervisor or deputy; the person(s)

involved (where possible); witnesses and if appropriate the competent person. The
completed investigation form should be returned to the H&S Officer for secure filing.

The H&S Officer or competent person will report all RIDDOR incidents on behalf of the
college using the quickest available means. This would usually be by one of the following
means:
• By phone 0845 300 9923 (8.30am - 5.00pm)
• By fax 0845 300 9924 (any time)
• By Internet www.riddor.gov.uk (any time)
• By email riddor@natbrit.com

Occupational Health
All health issues should be reported through the H.R. department, they are responsible for
deciding the appropriate course of action. Decision will be depend on each case, but
normally cases are referred to an occupational health service that H.R. maintains.

1
This will often require dialogue with the affected person. For example, if someone is injured on Wednesday afternoon, is off sick for
the rest of the week, and returns to work on the Monday, it will not be clear whether they would have been fit for normal work on the
fourth day after the accident.

Page 5 of 20
 Arrangements for
Health & Safety

Relevant information for Occupational Health Referrals is passed to the service-provider

each time. An action plan should be generated for each case to deal with the issues, based
upon the feedback received from the occupational health specialist.

Any needs for health surveillance identified in departmental risk (or COSHH) assessments,
should be referred to the H.R. department. These will be entered onto a Register of Health
Surveillance, which is supplied to the College’s occupational health provider. The register
shows, for each person, the checks needed, frequency and records of checks.

The Occupational Health Provider reports to the H.R. department any issues arising from
the routine health surveillance. The H.R. department arranges for the department
concerned to review its risk and COSHH assessments accordingly. Departments must make
any necessary adjustments to work or procedures.

The H.R. department reviews any occupational health reports to check for issues that may
be reportable under RIDDOR. The H.R. department may request staff to consent to a
clinical diagnosis being given to Personnel to assist in monitoring health issues and the
effectiveness of controls.

First Aid
Management in line with the first aid regulations base the provision of first aid
arrangements on the findings of a risk assessment. This assessment is reviewed annually by
the H&S officer.

First Aiders or appointed persons are usually the first line of response to all incidents and
health issues. There may be exceptions to this is for health issues, when the person affected
may instead report to the H.R department.

First aid treatment must only be provided by staff who are fully qualified First Aiders,
holding an up to date first aid certificate. Any treatment must be strictly in accordance with
the training received. Appointed persons may only administer very basic first aid and their
primary role is to co-ordinate treatment arrangements.

To minimise the risk from infections First Aiders will ensure all sensible precautions are
taken, in that:
• Disposable gloves are worn when dealing with blood;
• That spillages are promptly cleaned up, disinfected and waste materials are
disposed of in clinical waste bags;
• That polythene shields (resusiades) are available and placed over the face of the
patient to allow for resuscitation without physical contact.

The First Aiders will make a record in the appropriate accident book of all incidents
attended, and forward the report to the H&S Officer for analysis. The H&S Officer is
responsible for ensuring that each First-aider maintains an accident book in their local area.

Page 6 of 20
 Arrangements for
Health & Safety

When a First aider is not available, the record can be made by the area manager, the H&S
Officer, another First aider or by Reception.

If someone needs medical attention at hospital, a First aider will either call an ambulance
or drive the affected person to hospital. People other than First Aiders or trained appointed
persons will only undertake these actions if the afore mentioned are not available.

Insurance for individual First Aiders is arranged by the H.R. department. A Register of
First Aiders is maintained by the H.R. department. First Aiders will not be held liable if
treatment fails as long as their actions were taken in good faith and were in line with the
training received.

Plant & Equipment

The Provision and Use of Work Equipment Regulations (PUWER) requires that
management ensures suitable machinery is provided for the job, this requires that work
equipment:
 Is fit for purpose;
 Is inspected and maintained in good condition;
 Staff and students are adequately trained in its safe use (including those that
supervise);
 Has suitable safe guards in place to eliminate hazards;
 Has appropriate and effective controls in place;
 That suitable risk assessments are undertaken

Faculty/departmental heads are responsible for ensuring that work equipment of all kinds is
safe at all time. This begins at the selection stage, when the following must be considered
as part of an initial risk assessment:

• Important features needed, or extra protective features;

• Ergonomic requirements if limited to specific users;
• Any preparations needed in the workplace;
• Training and information needs; and
• Maintenance and inspection needs.
• It is important to consider risks of noise and vibration during this assessment,
before purchasing.

Faculty/departmental heads are responsible for ensuring that all work equipment whether a
large piece of machinery or a hand tool should be included in an inspection and planned
preventative maintenance programme operated by the department. Equipment must be
inspected and maintained at intervals as identified in the risk assessment and as a minimum
are completed once a year. Each department should file records locally.

Page 7 of 20
 Arrangements for
Health & Safety

Management will not tolerate the unauthorised removal or tampering of guarding from any
machinery, staff or students found to be responsible could be subjected to disciplinary
procedures.

Any maintenance, calibration, servicing and inspection arrangements should be identified

as part of the departmental policies.

Faculty/departmental heads are responsible for ensuring that a Register of Equipment is

maintained which shows:
• Maintenance frequencies, any specific maintenance requirements, and people (or
groups of people) responsible for carrying out the maintenance;
• Inspection requirements and frequencies, and those responsible for inspections;
• People, or groups of people, authorised to use the equipment, and any specific
qualifications or training needed;

All electrical equipment that is portable or has trailing leads requires three levels of
inspection and testing, according to HSE guidance:
1. Informal checks by users;
2. Formal visual inspection; and
3. Combined testing and inspection.

Persons supervising work should ensure that employees and students are aware of the need
to carry out informal checks of their equipment before each use.

Portable equipment is tested at generic frequencies unless otherwise indicated by a risk

assessment. These standard frequencies are as follows. Equipment that falls into more than
one of these categories is tested according to the more frequent regime. Testing is arranged
through the Estates department.

Items Frequency of Testing

Hand tools
Equipment subject to damaging environments 3 months
Equipment whose leads/plugs are at risk
All other equipment 1 year
Earthed (Class I) equipment 1 year
Multi-use extension leads, plugs etc 1 year
Double-insulated (Class II) 3 years
PC and workstation IT equipment 3 years

Results of the tests are held by the Estates Manager, and are reviewed to ensure that
suitable testing frequencies are being maintained. Testing frequencies may be extended
where test results justify it. All equipment is identified by a serial number that corresponds

Page 8 of 20
 Arrangements for
Health & Safety

with entries in the register of testing results. Where tests reveal a fault, the equipment is
marked as unfit for use and removed from service.

The Estates Manager also maintains:

• A register of pressure vessels (the “written scheme of examination”) and ensures
suitable examination and testing through external providers.
• A register of lifting equipment and suitable examination and testing through
external providers.

LEV Systems
The Estates Manager ensures that all ventilation systems required for control of exposure
to dangerous substances have a proper performance specification. Every 12 months (or as
often as specified in the risk assessment, if more frequent), each ventilation system,
ventilation capture hood, ventilation fan etc is cleaned, tested for performance against
specification and maintained.

The Estates Manager maintains a register logging all plant and systems needing
maintenance and testing, the relevant schedules and any repairs needed.
Faculty/departmental heads are responsible for ensuring that information on changes of
equipment are provided to the Estates Manager.

The Estates Manager maintains site risk assessments covering legionella hazards, and
arranges any water treatment and system cleaning/disinfection.

Inspection, Testing and Maintenance of Electrical Systems

Management recognises that regular inspection of electrical systems is an essential part of
a preventive maintenance programme. In line with BS 7671:1992 - Requirements for
Electrical Installations and IEE Wiring Regulations (16th edn) the electrical circuits in the
workplace are inspected and tested to ensure that the installation is maintained in a safe
condition as directed advised by external competent persons (at least 5 yearly).

Arrangements for these checks are the responsibility of the Estates department.

Manual Handling
All tasks requiring a manual handling input must have been risk assessed and where
practicable the risks minimised by either removing the hazard or through the provision of
suitable handling aids.

Page 9 of 20
 Arrangements for
Health & Safety

Faculty/departmental heads are responsible for ensuring that employees are instructed
where manual lifting aids are provided they must be used. Where manual handling is
essential it must only be carried out with a sufficient number of staff.

The college is committed to the implementation of a training plan for manual handling
techniques.

Personal Protection
Faculty/departmental heads are responsible for ensuring that personal protective equipment
(PPE, or RPE for respiratory protective equipment) is properly issued.

PPE is often one of the least effective means of controlling risks and the overriding aim
should be to avoid relying on it. However, PPE is often a relatively cheap and
straightforward additional control. Where PPE is clearly appropriate, any risks should be
addressed during risk assessment.

Managers/supervisors must ensure that:

• PPE is inspected, maintained, cleaned and replaced at intervals appropriate to the
particular people, conditions and processes.
• All PPE receives a quick informal visual check (normally by the user) before each
use.
• Work is not carried out without the appropriate PPE, unless an alternative means of
control is used.
• Staff and students receive an appropriate briefing or training in the use, inspection,
cleaning, maintenance and storage of their PPE. This may need periodic refresher
training depending on the PPE. Records are kept.
• Appropriate storage is provided for staff PPE and that it is used appropriately.

Lone Working
The law requires that lone workers should not be at more risk than other employees. Tasks
requiring staff to work alone must be supported by a risk assessment. The assessment may
identify that limits should be placed upon what the person can undertake in isolation and
what arrangements for providing help or back up should be in place.

Precautions must take account of normal work and foreseeable emergencies and staff must
have access to first aid supplies.

Managers must ensure the lone worker is made aware of the hazards and risks involved
and what to do in an emergency, specifically how to raise help. In normal circumstances
this will involve contacting the emergency services.

To reduce the risks from lone working students would not normally be allowed to work
alone in any areas of the college.

Page 10 of 20
 Arrangements for
Health & Safety

Driving on company business

Management are committed to reducing the risks staff face or create when driving for
work. Staff are asked to play their part, whether using a company vehicle, their own one or
a hire vehicle.

On employment staff are required to provide driving licenses for inspection, a copy is
taken and held on file in the H.R. department. Management will not tolerate poor driving
practice from any staff, persistent failure to comply with the law will be regarded as a
serious matter.

Staff who drive for work must:

• Carryout basic safety checks to ensure that the their vehicle is roadworthy (usually
at weekly intervals, see checklist covering vehicle safety checks);
• Report to management any factors that may affect their ability to drive safely;
• Never drive faster than conditions safely allow and obey posted speed limits at all
times;
• Plan journeys so that they can be completed at safe speeds and without exceeding
speed limits;
• Plan suitable rest breaks into any journeys over 3 hours in length and if the driving
distance is considered too long arrange for an overnight stay;
• Report road safety problems, including crashes, incidents, fixed penalty notices,
summons and convictions for any offence, including speeding, to management;
• Present their license, and any other documents required, for inspection on request
(normally annually).

When working overseas the risks in driving abroad must be assessed before a journey is
undertaken. The degree of risk will depend on the country involved. Outside of Western
Europe and North America, it is advised that staff consider the use of a local driver or taxi
in preference to driving themselves.

Company Mobile Phones

Staff are however instructed not to make or receive calls whilst they are driving, whether
hand-held or hands-free.

The college policy is that:

• Staff are not expected to make or answer calls whilst they are driving;
• Journeys should be planned to include rest stops when messages can be checked
and calls returned;

Page 11 of 20
 Arrangements for
Health & Safety

• Staff are advised to switch phones to voicemail when driving, or ask a passenger to
use the phone.

Working outside of the U.K.

When an employee is working outside the UK, they are still required to work to UK
legislation; the employee is also required to comply with local legislation. A broad rule of
thumb is that the most stringent of either local or UK legislation must be applied to each
situation. Where information is not available, it is up to the employee to assess, where
they can, the risk of injury to themselves and take appropriate action.

Faculty/departmental heads are responsible for ensuring that staff have checked what
inoculations and vaccinations are required for the planned overseas visit. The person
travelling should arrange these through a doctor.

Staff should be briefed that in many instances it is necessary to have many of these
treatments some weeks before travel and to have them repeated at intervals for continuing
protection if needed.

Management advise staff to visit www.fco.gov.uk/travel for trips arranged outside of

Western Europe and North America. Employees should then consult with their own GP
on current vaccination requirements.

Working Time Limits

Management recognises that working excessively long hours can cause stress and lead to a
loss of concentration, in turn increasing the risk of accidents. In line with the working time
directive employees will not be forced to work more than an average of 48 hours per week.
This average is calculated over a 17- week period, the calculation includes the hours
normally worked when on holiday or off sick.

Working time includes travelling where it is part of the job, working lunches and job-
related training. It does not include:

 Routine travel between home and work.

 Rest breaks when no work is done.
 Time spent travelling outside normal working time.

Working time also does not include lunch breaks, evening classes or day-release courses.

Staff can agree to work longer than the 48-hour limit. An agreement must be in writing and
signed by the member of staff. It can be for a specified period or an indefinite period. Staff
can cancel the opt-out agreement whenever they want, although they must give one months
notice.

Page 12 of 20
 Arrangements for
Health & Safety

Example of opt-out agreement

I (name) agree that I may work for more than an average of 48 hours a week. If I change my mind,
I will give my employer (one months) notice in writing to end this agreement.

Signed……..............

Dated………...............

The working time limits do not apply if workers can decide how long they work.

Employing Contractors
The rigour with which new contractors, contracts and contracted workers are assessed
depends on the findings of a risk assessment by the person proposing to use the contractor.
This assessment considers:
• Nature and location of the work;
• Frequency and duration of the contractor’s presence;
• Risks to the contractor from normal work;
• Employees, visitors and other contractors who may be affected.

Faculty/departmental heads are responsible for ensuring that contractors (and anyone else)
working in areas they control are made aware of any important issues, such as other work
that may affect them, or hazards which may not be expected. All contractors must complete
an induction on their first visit and at intervals not exceeding 12 months.

Some tasks considered as high risk by the very nature of the work, will require a permit to
work (PTW) to be issued before that work can commence. See section below for the types
of tasks requiring a PTW.

Anyone proposing to use a new contractor must not make verbal or written agreements
until the Estates department has confirmed approval. Contractors are required to complete
and return a Contractor questionnaire before approval can be given.
Contractors will be required to provide a risk assessment and method statement covering
the proposed work (as appropriate to the task|). Departments must not rely solely upon this
information and must carryout an internal risk assessment as stated above.

The internal risk assessment must identify the type and level of supervision and inspection
needed. The department controlling the day-to-day work of the contracted workers is
responsible for ensuring a suitable level of supervision and compliance with College policy
& procedures.

Page 13 of 20
 Arrangements for
Health & Safety

The Estates Manager may arrange for immediate removal of a contracted worker from the
site if the worker is causing serious or imminent danger, or wilful non-compliance with a
College procedure. The Estates Manager and the host are responsible for stopping
contracted work at any time they feel such action is justified.

Permit to Work
A permit to work (PTW) system is operated for tasks that are deemed as high risk, these
PTW apply to both internal staff and to external contractors.

The high-risk tasks defined as requiring a PTW are as follows:

• Hot work – to cover use of welding equipment outside of the specifically designed
area in the workshop.
• Working on live electricity – to cover work on live systems of 240 volts and over.
• Working at height – this applies where there is a risk of falling 2 metres or more.
• Confined spaces – to cover areas that are difficult to access and egress and where a
high risk of injury exists.

All permits are to be issued by the Estates Manager and are time limited (usually issued for
one day only). Once the work has been completed the PTW must be signed off and
returned for filing.

Chemicals
The Control of Substances Hazardous to Health Regulations (COSHH,) requires COSHH
assessments to be completed where hazardous substances are used. Material safety data
sheets (MSDSs) must be maintained for all substances (unless the supplier has not yet
prepared one) to assist in COSHH assessment.

In line with policy on risk assessments, COSHH assessments are to be undertaken by

competent persons. The outcome of the assessment must be to ensure that the use of
hazardous substances is adequately controlled.

Where an assessment identifies the need for health surveillance (e.g. lung function testing
for working with wood dusts), this is arranged through the H.R. department. The results of
both health surveillance and of exposure measurement are filed in the H.R. records and
kept for 40 years in line with COSHH regulations.

Faculty/departmental heads are responsible for ensuring staff are briefed in the hazards of
any substances to which they may be exposed and in the control measures in place to
control exposure.

Suppliers of hazardous substances are required to clearly identify risks on safety labels that
include appropriate hazard warning symbols. These substances must not be decanted into

Page 14 of 20
 Arrangements for
Health & Safety

another container unless specifically designed for the purpose and showing the appropriate
label and hazard warning.

Hazardous materials must be stored in appropriate storage facilities, which must labelled
with Haz Chem signs to identify its contents (e.g. Flammable, toxic etc). Hazardous
materials must and not be left in the workplace when not in use. Departmental policies will
identify staff instructed to carryout regular inspections of the workplace.

Asbestos
In compliance with regulations the college has had a full survey undertaken on its
premises; this information is recorded on an asbestos register. Some areas may be
physically labelled, if an area is not labelled, it does not necessarily imply the area is
asbestos free.

Before any maintenance work is undertaken on site the asbestos register must be referred
to. This can be accessed by contacting the Estates manager.

Staff are instructed to raise any concerns of suspected asbestos with the Estates
department, arrangements for sampling will be made before work is undertaken.

Working at Height
Under the new working at height regulations, employers are required to reduce the risk of
injury from falls. If possible working at height will be avoided or where not reasonably
practicable a risk assessment completed.

Faculty/departmental heads are responsible for ensuring that staff are instructed that, where
it is practical, alternatives to using ladders and steps must first be considered such as
mobile work platforms etc.

Managers will consider a range of factors in choosing temporary access equipment for the
task including:
 The job to be done;
 The duration of the job;
 The degree of hazard (notably, how high);
 Conditions of the site;
 The location of the task;
 Who is undertaking the task.

Ladders and stepladders will only be used at workplaces when it is not reasonably
practicable to use other potentially safer means and the risk assessment shows the risks are
low.

Page 15 of 20
 Arrangements for
Health & Safety

Risk assessments will also need to consider other parties when determining if it is safe to
work at height, such as the students, visitors or contractors.

Display Screen Equipment

A risk assessment must be carried out for each workstation used to a significant extent by
each user. This applies to staff working both in the college or working from home. Staff are
requested to complete a self assessment form in the first instance, these will be sent to the
competent person for review. Where appropriate a more detailed assessment will be
initiated by the competent person. Any significant hazards are to be discussed with the
relevant staff using the DSE.

Upon request from the user periodic DSE vision screening tests will arranged. If this
identifies a need for corrective spectacles, the college will meet the cost of basic
spectacles.

Noise
Wherever hearing protection zones are designated by signage then managers must instruct
staff to use suitable hearing protection. Technicians in the workshops will instruct students
to wear hearing protection as necessary.

The college supplies all technicians with a set of ear defenders, students in areas of high
noise are provided with disposable earplugs as hearing defenders.

Management arranges wherever exposure is considered to be above 85dB for noise

exposure monitoring to be undertaken. All persons identified as being at risk are also given
annual health surveillance (audiometry), as are any personnel known to be especially
vulnerable. Hearing protection is made available in all areas that may be around or above
the lower action level.

Faculty/departmental heads are responsible for ensuring that significant changes are
notified to the H&S Officer, and assessments are reviewed in the following cases:
• Different machinery or processes introduced;
• Changes in work patterns or working methods;
• Changes in the number of hours worked with noisy equipment;
• Noise control measures implemented;
• Health surveillance indicates that controls may not be working.

Management arrange a review of assessments by default 12 months after the last review.

Page 16 of 20
 Arrangements for
Health & Safety

Fire Precautions
The Estates department arranges testing of fire precautions at the following frequencies;
maintenance is arranged through the same route:

Frequency Item Action

Weekly Alarm system Test at least one detector *
Doors on escape routes Check
Extinguishers Check

Monthly Emergency lighting Check

Six-Monthly Emergency lighting Service

Alarm system Inspection & test
Evacuation Drill

Yearly Extinguishers Inspection & test

Smoke alarms Clean
Alarm system Inspection & test (thorough)
*This must ensure that all detectors are triggered within a 12-month period.

Faculty/departmental heads are responsible for ensuring all staff and students are briefed in
the fire arrangements for the college premises covering the following points:
• General fire prevention
• Action on discovering a fire
• Raising the alarm, location of call points and alarm indicator panels
• Action on hearing the fire alarm
• How and when to call the brigade
• Location and use of fire fighting equipment
• Escape routes, assembly points and roll-call procedure
• Shutting off plant, equipment and power where appropriate
• Evacuation procedure, including any special arrangements for personnel with
impairments
• Dealing with visitors

Fire Incident Management

On hearing the alarm, the Estates Manager takes the role of Incident Controller and waits
by the steps at the front of the building for reports from the Fire Marshals. The Incident
Controller takes a copy of the Fire Marshals Report Form out and records the reports
made: this information is passed to the fire brigade when they attend. Completed Fire
Marshals Report Forms are kept in the office of the Estates Manager.

Page 17 of 20
 Arrangements for
Health & Safety

Fire Marshals sweep their areas, encouraging people to evacuate, closing doors, and noting
any signs of the cause of the alarm. If anyone has been unable (or unwilling) to evacuate,
such as people with impaired mobility, this too is noted. The Marshals report in person to
the Incident Controller at the designated point.

The Post Operative takes the role of Alarm Controller and waits outside Reception for
instruction to reset the fire alarm. This instruction can only be given by the Incident
Controller or an officer of the London Fire Brigade.

The fire brigade is not summoned automatically: they must be called by the person
discovering the fire, or by Reception. A backup call is made by the Receptionist during
office hours, and by Security personnel outside normal hours.

Outside office hours no Fire Marshals will operate. The roles of Incident Controller and
Alarm Controller will be taken by the people contacted by the Fire Alarm Monitoring
Contractor (see Register of Fire Personnel).

Occupational Stress
In line with HSE guidance management are committed to managing workplace stress as
they would any other workplace risk. Efforts will be focussed on reducing stress to an
acceptable level and will be managed through the staff appraisal system.

Faculty/departmental heads are responsible for ensuring that staff:

 Are equipped to be able to cope with the demands of the job;
 Have control over how they work;
 Have access to suitable support;
 Should not be subjected to unsuitable behaviour;
 Understand their role and responsibilities in the organisation;
 Are involved in organisational changes as appropriate.

Faculty/departmental heads are responsible for ensuring that team risk assessments
undertaken for the teams under their control. The results can be recorded on to specifically
designed assessment forms, which prompt the assessors to consider the key stress factors.

The College maintains an independent confidential counselling service, which is brought to

the attention of employees in induction and the employee handbook.

Page 18 of 20
 Arrangements for
Health & Safety

Hazardous Waste
To comply with the “Duty of Care” on disposal of hazardous waste it is important that all
controlled waste (special waste) is disposed of through a registered waste carrier. Removal
from site must only occur where a waste transfer note is completed.

Any oil stored on site whether inside or outside the building is located on or within a
secondary bund to comply with the Oil Storage Regulations.

Waste removal and storage of oil are the responsibility of the Estates department.

Children on Site
This policy covers children under the age of 16 years of age. The policy of the College is
that it is the norm that children are excluded from the College premises.

The above policy applies to children being brought onto site by staff, students or visitors. It
does not apply to situations such as:
• Organised and supervised events and visits;
• Children involved in a production shoot;
• Third parties hiring college facilities.

In these circumstances the appropriate departments must ensure that suitable and sufficient
risk assessments have been produced. It would not be normally acceptable for third parties
hiring to be allowed to bring children onto site excepting for those involved in a production
shoot.

The policy includes some discretion that should only occur exceptionally, and then only in
low risk work areas and where the presence of children does not disrupt the normal
operation of the College. Examples would include:

11. Brief social visits by parents with newborn babies or young children.

22. Accompanying parent to specific ceremonies or events, whether public or private, not
involving hazardous activities, areas or equipment.

33. Accompanying parent (College employee) to work on a brief visit, e.g. when visiting
for short periods to pick up work or carry out a short term low risk activity. At the
discretion and direction of the Head of Department.

44. Accompanying parent (College employee) to work for short periods due to childcare
difficulties or similar until alternative arrangements can be made, but only at the
discretion and direction of the Head of Department.

Page 19 of 20
 Arrangements for
Health & Safety

5. Accompanying Student to the college for short periods due to childcare difficulties
or similar until alternative arrangements can be made, but only after gaining pre-
approval from the Subject Leader.

6. Where college facilities (e.g. broadcasting studios) are hired by an external

organisation. In this situation it is the responsibility of the College (persons arranging
the hire) to give approval based on a review of the organisations risk assessment.

Children should not be brought into the workplace for extended or frequent periods or as
an alternative to making proper arrangements for their care.

Risk Control Measures

In the event that children are brought onto work premises, then:
a. The parent must consult with their Head of Department or deputy or Subject
Leader (for students) about the acceptability of children being present, even for
short periods.

b. Where the request comes from an outside organisation approval must be given by
the person arranging the hire of college facilities on behalf of the college.

c. The parent will be responsible at all times for the supervision of their child when
on site. They must be responsible for exercising sufficient supervision to prevent
any hazardous situation from arising. If the parent is required to leave the child at
any time, alternative supervision must be arranged for that period.

d. Children must not be allowed to disrupt the normal operation of the work area or
the work of other employees.

e. Children must only be allowed into low-risk areas and must never be allowed to
enter any area where hazardous activities are being undertaken, hazardous
equipment or hazardous substances are being used or if their presence could cause
harm to the child.

f. Where children are likely to be permitted to come into the workplace the Head of
Department or Subject Leader must ensure an appropriate risk assessment is
undertaken.

g. The Head of Department/Subject Leader or nominated representative can instruct

the parent to remove the child(ren) immediately from the college.
5
6
7
8

Page 20 of 20