Policies - General Health and Safety SOP

SOP NUMBER: 199-09-2015
ACADEMIC YEAR: 2018/19 ONWARDS
DATE OF THIS ISSUE: DECEMBER 2018
TITLE:
General Health and Safety SOP

____________________________________________________________________________
Summary of Contents: Responsible Owner(s):
Head of Health and Safety
REVIEW INFORMATION
Procedures and guidance in Reviewed: Oct 2018
relation to the College’s
commitment and legal Next Review Due: Oct 2020
responsibility to ensuring the
health, safety and welfare of
its staff, students and others Requires CMT Approval (yes/no): Yes
(visitors and contractors) so
Previous Reference (for control purposes):
far as is reasonably
practicable. 065-09-2013: Fire Evacuation
063-09-2013: First Aid
034-06-2013: COSHH
078-01-2014: Animals on Campus
031-06-2013: New and Expectant Mothers
064-09-2013: Accident and Incident Reporting
038-06-2013: Notifiable Infectious Diseases
021-04-2013: Lone Workers
104.03-2014: Risk Assessment
173-12-2014: Health and Safety Audits
Date Created:
August 2015
Last CMT Approval Date:

1 September 2015
1.0 Background
1.1 The Principal and Chief Executive and Governing Body of South Eastern Regional
College (SERC) accept their responsibility under regulation and legislation including the
Health and Safety at Work Act 1974; the Management of Health & Safety at Work
Regulations 1999; the Disability Discrimination Act 1995; the Regulatory Reform (Fire
Safety) Order 2005; the Fire and Rescue Services (Northern Ireland) Order 2006; the
Fire Safety Regulations (Northern Ireland) 2010 and the Health and Safety (First Aid)
Regulations (Northern Ireland) 1982.
1.2 Although staff have day-to-day prime responsibility for safe working practices within the
areas under their control, this does not preclude the responsibilities of all staff or
students of their legal duties to safe working practices and a safe environment under
the Health and Safety at Work (NI) Order 1978.
1.3 Staff and students have a duty to take reasonable care of their own health and safety
and that of others who may be affected by their acts or omissions at work. To this end,
staff and students should correctly use all work items and procedures provided in
accordance with their training and the instructions they receive. Individuals should also
understand the implications of ignoring their responsibilities as laid out in the SERC
Health and Safety Policy, which may lead to disciplinary or legal action being taken
against them.
1.4 This SOP acknowledges the College’s duties under the Special Educational Needs and
Disability Order (SENDO) 2005 and the Disability Discrimination Act 1995 (DDA) and
the Disability Discrimination (NI) Order 2006 (DDO). However, where there is a conflict
between the need to make reasonable adjustments and the duty of care, then Health
and Safety will be the priority. Link to SERC Learning Support
2.0 Scope
2.1 The following procedural sections apply to SERC staff, students, visitors and
contractors.
Section 3 Fire Evacuation
Section 4 First Aid
Section 5 Control of Substances Hazardous to Health (COSHH)
Section 6 Animals on Campus
Section 7 New and Expectant Mothers
2.2 In addition to the above, the following procedures are applicable to staff:
Section 8 Accident and Incident Reporting
Section 9 Notifiable Infectious Diseases
Section 10 Lone Workers
Section 11 Risk Assessment
Section 12 Health and Safety Audits
3.0 Fire Evacuation
3.1 Introduction
 This section sets out procedures for the safe and quick evacuation of all students,
staff, contractors and visitors from the campus in the event of a fire evacuation, fire
drill or any other emergency. It also sets out the procedures for the development of
199-09-2015 2 General Health and Safety SOP
Personal Emergency Evacuation Plans (PEEPs) to enable staff and students with
disabilities to respond to an alarm and either leave the building or move to a
designated place of safety within each building in an emergency without the direct
intervention of the Fire and Rescue Service.
 All staff must be given a fire safety briefing as part of the induction process. Staff
must also complete mandatory Fire Evacuation online training.
 All students must be given a fire safety briefing as part of the student induction
process. All teaching staff must ensure that they have adequately covered fire
evacuation procedures in their Health and Safety induction programme with students
at the start of each term. For students who are confined to wheelchairs or have
restricted movement, the lecturer must also provide a detailed personal emergency
evacuation plan to each individual.
 Outside theatre companies, individuals or organisations who hire or carry out

performances involving the general public in any of SERC’s premises/auditorium
must be issued with Fire Evacuation instructions on booking and prior to any
performance taking place.
 All staff and students should be aware of the nearest fire escape route and any
specialist Fire Evacuation Lifts (currently Downpatrick and Lisburn campuses only).
 Notices will be clearly displayed to inform all visitors of the evacuation procedures.
 This section is subdivided into:
Roles
Evacuation Procedure
Personal Emergency Evacuation Procedures (PEEPS)
3.2 Roles Relating to Fire Evacuation

• All Staff Role
 Staff (full time and part time) whose escape route takes them through Reception
must take on the role of Fire Marshall (bib wearer) immediately.
 The first staff member arriving at reception will take on the role of Evacuation
Co-ordinator, wearing the red bib contained in the Red Fire Box (see Appendix
1 for location in main campuses).
The Evacuation Co-ordinator (red bib wearer) should:
▪ Issue yellow bibs to staff members, designating them as Fire Marshalls.
▪ Issue Fire Marshalls with ‘Walkie Talkie’ communication devices from the Red Fire
Box as deemed appropriate.
▪ Assign Fire Marshalls to duties – directing evacuees, manning Assembly Points,
and ensuring no vehicles enter or leave car parks.
▪ Remain at the main door and direct all staff, students and visitors to the Assembly
Points.
▪ Note the location of disabled students/staff/visitors, informing the emergency
services as soon as possible.
▪ Make arrangements to have those individuals who are located at refuge points
removed to the nearest fire assembly/safe point using EVAC chairs or “Fire

Evacuation lift” NB Only those suitably trained in their use shall perform this
operation.
▪ Time the procedure and record this and any other comments in the Fire Evacuation
Report Form stored within the Red Fire Box located at reception. NB: Only one
report form now required and to be completed by the Red Bib Wearer on duty.
 Senior Management should approach reception and offer assistance if required.
 There should be adequate Fire Marshalls (staff members wearing yellow bibs) to
move evacuees safely away from the building to the Assembly Points, ensure that
each Assembly Point is manned to check with lecturers that all students in their
charge are safely accounted for; and to help prevent cars entering or leaving the car
parks.
 In the event of a fault or false alarm, a member of College Management Team or
Campus Management Team or other designated College staff (following liaison with
the caretakers and NIFRS) will declare the building safe to re-enter.
 On completion of the Fire Evacuation, those staff Fire Marshalls (yellow bib wearers)
directly involved in co-ordinating the evacuation of the building MUST report
immediately any concerns or health and safety issues they may have observed during
the evacuation to the Red Bib wearer. The Red Bib wearer will then complete the
appropriate “Fire Report”, found in the Red Fire Box or alternatively on the Health
and Safety Team site in the Forms and Templates folder. On completion, the “Fire
Report” must be forwarded to the College’s Head of Health and Safety immediately
via internal email.
• Class Lecturer Role

 When in class or in charge of students, staff must evacuate rooms as quickly as
possible, closing the door behind them (NOT locking them), escorting their students
to the nearest Assembly Point and remaining there until further notice.
 Class Lecturers must ensure that any Personal Emergency Evacuation Plans (see
Section 5.4 re PEEPs) held by disabled students are implemented. Any disabled
student not having a PEEP must be assisted down stairwells (where possible) and
escorted to the nearest Assembly Point. If this is not possible, an EVAC chair should
be used if trained to do so. SERC Staff members have been trained in the use of
evacuation chairs and will be available to assist during an evacuation of the building.
In the event of an EVAC chair not being available, they should be escorted to a fire-
protected zone between two fire doors which is clearly marked as a Refuge Point and
has a communication system linked to reception.
 Staff/carers must report such cases and the locations to the Evacuation Co-ordinator
(red bib wearer) in reception. Class Lecturers must be able to account for all class
members.

• Reception Staff Role
 Reception staff should direct other staff to the Red Fire Box in reception, which
contains Fire Marshall bibs and required and Walkie Talkie devices. If safe to do
so, they should remain at the telephone switchboard until the alarm company calls,
when they should inform them of a false alarm or a genuine emergency (as informed
by caretakers) before evacuating the building.
• Caretaker Role
 Caretakers should scrutinize the main fire panel and establish the location and reason
for the activation of the alarm (break glass or smoke detector activation). They should
then investigate if the alarm is a genuine emergency or a false alarm and advise the
Evacuation Co-ordinator (red bib wearer) and Reception Staff. Before evacuating the
building themselves, the caretakers may act as Fire Marshalls and sweep the
building, (only if it is safe to do so), to ensure that it is clear. They must never
endanger themselves or put their own lives at risk whilst sweeping the building.
 Once the building has been evacuated, available caretakers can assist yellow bib
wearers to ensure that no vehicles either leave or enter the car parks and that
roadways are kept clear.
 In the event of a planned fire drill, the caretakers may, on occasion, sweep each floor
to ensure all occupants have left the building and all rooms have been left unlocked.
Any evidence of occupants ‘straggling’ or not vacating rooms should be reported to
the Evacuation Co-ordinator (red bib wearer).
 Caretaking staff should reactivate the fire alarm panel on completion of the fire
drill/evacuation.
• NIFRS Role
 In the event of a fire, the Northern Ireland Fire and Rescue Service (NIFRS) will be
responsible for tackling the fire and declaring the building safe to re-enter.
• Head of Health and Safety Role

 The Head of Health and Safety will have the responsibility for evaluating the fire
evacuation of the building from the Fire Report submitted by the Red Bib wearer. The
Head of Health and Safety may introduce corrective measures to ensure that the Fire
Evacuation procedures are updated and effective.
3.3 Evacuation Procedure

 Anyone discovering a fire must raise the alarm using the nearest Break Glass call
point which will activate the building’s main fire alarm panel. This will trigger the fire
alarm and may also alert the NI Fire and Rescue Service (NIFRS). Only if the fire is
deemed manageable, should it be tackled using the appropriate fire extinguisher.
Only trained and competent personnel should use fire extinguishers. Individuals
should never put themselves or others in a position of danger as a result of
attempting to extinguish a fire. If there is any doubt, the fire should be left for the
NIFRS to deal with.

 When the alarm sounds (continuous tone of the siren or bell) ALWAYS treat it
as a genuine emergency and follow these procedures to evacuate the building
immediately: on hearing the alarm, everyone should evacuate the building by the
nearest fire escape exit and proceed to the nearest Assembly Point. NB: The Fire
Alarm “tone” may differ from campus to campus. – see Appendix 2. Locations of
Assembly Points will be displayed throughout the buildings.
 DO NOT LOCK DOORS to classrooms, stores or offices on evacuation.
 LIFTS MUST NOT BE USED apart from those specifically designed and installed as
‘Fire Evacuation Lifts’ to assist people with disabilities. (A number of specialised ‘Fire
Evacuation Lifts’ are currently installed at Lisburn and Downpatrick Campuses). NB:
Staff should familiarise themselves of the location of Fire Evacuation Lifts and include
this as part of any induction programme.
 Class lecturers must evacuate the room as quickly as possible, closing the door
behind them, escorting their students to the nearest Assembly Point and remaining
there until further notice.
 Class Lecturers must ensure that any Personal Emergency Evacuation Plans (see
Section 5 re PEEPs) held by disabled students are implemented. Any disabled
student not having a PEEP must be assisted down stairwells (where possible) and
escorted to the nearest Assembly Point. If this is not possible, an EVAC chair should
be used. SERC Staff members have been trained in the use of evacuation chairs
and will be available to assist during an evacuation of the building. In the event of an
EVAC chair not being available, they should be escorted to a fire-protected zone
between two fire doors which is clearly marked as a Refuge Point and has a
communication system linked to reception. Arrangements should then be made to
have individuals removed by fire wardens (yellow bib wearers).
 Staff/carers must report such cases to the Evacuation Co-ordinator (red bib wearer)
in reception. Class Lecturers must be able to account for all class members.
 All instructions given by Fire Marshalls (wearing red or yellow bibs) must be followed.
 Any student out of the classroom when the alarm sounds should proceed directly to
the nearest exit and join their class outside the building and register their attendance
to the Class Lecturer at the Assembly Point.
 All other staff, students, contractors and visitors must proceed to the nearest
Assembly Point and remain there until further notice. No-one must leave the
Assembly points during an evacuation, either by foot or by vehicle – as this will make
accountability very difficult and create problems for emergency services vehicles
arriving at the campus.
 NEVER RE-ENTER BUILDINGS for any reason until advised to do so.
3.4 Personal Emergency Evacuation Plans (PEEPs)
 A Personal Emergency Evacuation Plan (PEEP) is a means by which arrangements

are made to ensure that an individual’s physical or mental abilities or other
circumstances do not prevent their safe emergency evacuation.
 It is College procedure to generate a PEEP for every member of staff or student with
a disability which may affect their ability to respond in an emergency. A PEEP is

appropriate for people with various disabilities, including those with temporary health
problems such as a broken leg.
 The PEEP is a personal plan so it must be drawn up with the active participation of
the person concerned. It explains the method of evacuation to be used by the
disabled person in each area of a building, recording the safety plan e.g. routes,
corridors, stairs or refuges etc., identify those persons who will assist (if required) and
any training or practice required.
 It should not be assumed that because a person has a disability that they will need
or ask for a PEEP. Many may not be aware that a PEEP is required. Of those who
do know about the PEEP, some will be confident that they can get out of the building
unaided. It should be highlighted that people with “hidden impairments” such as a
heart condition or epilepsy may also require assistance in an emergency situation.
 All staff and students (Buddies) who could be expected to aid the evacuation of a
disabled person should receive a copy of the relevant PEEP.
• Responsibilities for PEEPs
 Staff or Students with a permanent or temporary disability that affects mobility

will be asked to inform the College at the earliest opportunity if they need assistance
in an emergency and be involved in discussions about how their needs will be met.
 Learning Support is responsible for ensuring that the HOSDU and Class Lecturer is
informed of any student who has declared a disability and/or indicated the need for a
PEEP. Learning Support will maintain appropriate records on the student’s personal
file. Where a member of SERC Leaning Support staff is assigned to look after a
particular student on a permanent basis, they MUST carry out the Emergency
Evacuation Assessment (and PEEP if required) and include it in the student’s
Individual Education Plan.
 Human Resources will inform the HOSDU and Line Manager of any staff member
who has declared a disability and/or given notification of the need for a PEEP, arrange
any occupational health assessments to provide advice about any medical actions
required to enable a PEEP to be put in place, advise the HOSDU of any employment
issues should there be a conflict of opinion about reasonable adjustments. They will
maintain appropriate records on the staff member’s personal file.
 Heads of School/Department/Unit (HOSDU) are responsible for ensuring the

completion of required PEEPs for both their students and staff (by the relevant Class
Lecturer and Line Manager respectively). However, if the HOSDU believes there is
any other student or member of staff who may need a PEEP, they must ensure this
is properly assessed.
 Course Co-ordinators, in conjunction with Class Lecturers (full and part time)
are responsible for carrying out Emergency Evacuation Assessments and, if required,
developing a PEEP for all disabled students as informed by Learning Support.
However, if the Class Lecturer believes there is any other student who may need a
PEEP, the same action should be taken immediately and Learning Support informed.
 Line Managers are responsible for carrying out Emergency Evacuation

Assessments, and, if required, developing a PEEP for individual staff members, as
informed by Human Resources. However, if the Line Manager believes there is any
other member of staff who may need a PEEP, the same action should be taken and
Human Resources informed.
 Health and Safety Department will, on request, provide specialist advice and
arrange staff training in relation to evacuation procedures and completing a PEEP
 Estates Department can advise on building issues and investigate, where

reasonably practicable, the modification of a building where requested (although the
design of some buildings may preclude this option) and to arrange for authorised
works to be carried out as instructed. The Estates Department is responsible for
informing the HOSDU if there is any work that will affect the disabled person’s ability
to exit a building in an emergency. The Estates Department will also ensure that
individual PEEP arrangements are incorporated into the Fire Risk Assessments and
that refuge areas are identified and clearly marked as part of the building Fire Risk
Assessment.
• Procedures for PEEPs

On becoming aware of any student or staff member with a temporary or permanent
disability which may affect their ability to evacuate SERC premises in an emergency:
 In relation to STUDENTS:
Course Co-ordinators (or their nominated Class Lecturer) should, with input from
the student, complete the Emergency Evacuation Assessment (Student) form which
is located in the ‘Forms’ section of the Health and Safety Team Site (see example at
Appendix 3). This will establish if the student has any particular needs to enable safe
evacuation from SERC premises.
If a particular need is identified, the Course Co-ordinator (or their nominated Class
Lecturer) must develop a Personal Emergency Evacuation Plan with the student,
using the Student PEEP form located in the ‘Forms’ section of the Health and Safety
Team site (see example at Appendix 4).
However, where a member of SERC Leaning Support staff is assigned to look after
a particular student on a permanent basis, they must carry out the Emergency
Evacuation Assessment (and PEEP if required) and include it in the student’s
Individual Education Plan.
The Course Co-ordinator will provide a copy of the PEEP to:
▪ The student
▪ Any ‘Buddy’ assigned to the student
▪ All the student’s class lecturers
▪ Learning Support
▪ All persons designated to assist in executing the evacuation plan
The PEEP must be reviewed on an annual basis (at least) and/or when any significant
changes occur (to the building or student).
 In relation to STAFF
Line Managers should complete the Emergency Evacuation Assessment (Staff)
form located in the ‘Forms’ section of the Health and Safety Team Site (see
completed example at Appendix 3). This will establish if the member of staff has any
particular needs to enable safe evacuation from SERC premises.

If a particular need is identified, the Line Manager must develop a Personal
Emergency Evacuation Plan with the member of staff using the Staff PEEP form
located in the ‘Forms’ section of the Health and Safety Team site (see completed
example at Appendix 4).
The Line Manager will provide a copy of the PEEP to:
▪ The employee
▪ Human Resources
▪ All persons designated to assist in executing the evacuation plan
The PEEP must be reviewed on an annual basis (at least) and/or when any significant
changes occur (to the building or employee).
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4.0 First Aid
4.1 SERC’s Duty

 SERC has a duty to make provision for first aid at all times throughout the College
by:
▪ ensuring there is adequate and appropriate equipment and facilities to provide
first-aid to staff, students and visitors who become injured or ill; and
▪ ensuring that there are a sufficient number of 'suitable persons' able to administer
first-aid to staff, students and visitors who become injured or ill.
 SERC also has a statutory duty to comply with the Reporting of Injuries, Diseases
and Dangerous Occurrences Regulations (Northern Ireland) 1997 and will follow the
College’s Standard Operating Procedure for reporting accidents.
4.2 First Aid

 First-aid given promptly and effectively can save lives; often it can assist in the
prevention of minor injuries deteriorating into serious injuries. In many incidents or
accidents, it is the only treatment necessary.
 First aid means:
▪ The initial assistance or treatment given to a casualty for any injury or sudden
illness before the arrival of an ambulance, doctor or other qualified person, to
preserve life, prevent worsening and promote recovery;
▪ Treatment of minor injuries which would otherwise receive no treatment or which
do not need treatment by a medical practitioner or nurse.
4.3 Assessment of Need

 The regulations do not lay down precise numbers of first aiders required. To ensure
the availability of appropriate first aid provision, the Head of Health and Safety, in
conjunction with Human Resources, will conduct an assessment of need for first aid
requirements on every campus. This assessment will be conducted in accordance
with the guidance published by the Health and Safety Executive (HSE) and will
ensure that appropriate first aid personnel and equipment are available to give
immediate attention to an employee, student or visitor suffering from common injuries
and illness and those likely to arise from specific hazards on campus.
 In assessing first aid need, the following will be taken into account:
▪ Specific hazards or risks, both on and off site (eg educational visits)
▪ Numbers of staff and students
▪ Staff or students with special health needs or disabilities
▪ Whether they are on split sites and/or levels
▪ Their location(s)
▪ Accident statistics
▪ Remote or lone staff and those working out of hours
▪ Adequate provision in practical subjects, such as PE and science
▪ Absences of First Aiders or the appointed person
 Notices will be posted to inform staff, students and visitors who and where the College
First Aiders are and the location of the nearest First Aid kit. Suitable notices will be
displayed near to the entrance of premises and repeated at strategic locations within
buildings.
4.4 College First Aiders

• Recruitment and Training
 As the need arises, the College will seek and register expressions of interest from
staff who are interested in becoming First Aiders. Staff selected from this register
will undertake accredited training and gain a First Aid at Work certificate (from an
organisation approved by the Health and Safety Executive) before they can be
appointed as a College First Aider. Some College First Aiders will require particular
first aid training if their work area or activity has specific hazards.
 The selection of College First Aiders should take into consideration the individual’s
ability to learn new skills, their communication skills, their availability and their
capacity to cope with stressful and physically demanding emergency procedures.
They should be reliable and able to go rapidly and immediately to an emergency.
First Aid recruits should also be aware that their name will be added to a Campus
Rota stating their availability at certain times. Non-compliance with this arrangement
may result in removal from First Aider list and withdrawal of remuneration.
 When appointed as a College First Aider, a small payment is made on a monthly
basis. First Aid at Work certificates are valid for 3 years and must be refreshed and
renewed before expiry for staff to continue as College First Aiders.
 Nb: By becoming a qualified SERC First Aider you have agreed that your name can
and will be added to the campus rota and you are consenting to make yourself
available on an agreed day and time. (Morning or afternoon session)
 In addition to the above mentioned First Aiders the college will also provide
emergency First Aid response training to all SERC Duty Managers who can also be
called upon to offer practical guidance and support in the absence of the regular
SERC first aiders.
 SERC will provide opportunity for all College First Aiders to update qualifications on
a regular basis and may offer additional training such as epilepsy, anaphylaxis and
Epi-Pen, defibrillators etc.
• Duties of College First Aiders

The duties and responsibilities of College First Aiders is set out in Appendix 5. In addition
to being aware of their duties, all College First Aiders should be familiar with the
following:
 Location of their designated first aid kit as well as the location and facilities of any
First Aid room on their base campus.
 Procedure for calling an ambulance.
 Guidance on Infection Control www.hse.gov.uk/pubns/infection.pdf
 Guidance of personal protection against blood borne infections in the workplace (see
Appendix 6) as well as http://www.hse.gov.uk/pubns/indg342.htm
 Accident/Incident and First Aid Administered reporting procedures.
 Procedure for obtaining replacement first aid materials.
• Campus Managers and Duty Managers

The College plans to provide an Emergency First Aid at Work course to Campus and
Duty Managers to compliment First Aid cover, especially during evening opening.
• Insurance
All fully trained, in certificate, College First Aiders will be covered by SERC’s Public
Liability/Indemnity Insurance whilst administering first aid. However, First Aiders must
ensure that their certificate is current and that they operate within the scope of their
training and standard operational procedures for the delivery of First Aid at Work.
• First Aid Materials, Equipment and Facilities

 The appropriate number of suitably marked containers (a white cross on a green
background) will be available on each campus (according to the risk assessment of
each campus).
 As a minimum, there should be a fully stocked first aid kit for each site. The HSE
recommends that each kit should contain the following:
▪ general guidance card on first aid
▪ 20 individually wrapped, sterile adhesive dressings (assorted sizes)
▪ 2 sterile eye pads
▪ 4 individually wrapped triangular bandages
▪ 6 safety pins
▪ 6 medium sized, individually wrapped, sterile unmedicated wound dressings
▪ 2 large, sterile, individually wrapped, unmedicated wound dressings
▪ 1 pair of disposable gloves.
 The content and selection of first aid kits may vary in circumstances where the
assessment of first aid need indicates that this is appropriate (e.g. an alternate
container for use in offsite activities).
 College First Aiders may request a portable First Aid Kit from the Head of Health
and Safety.
 In areas such as workshops and laboratories, at least one litre of sterile water in a
sealed disposable container should be provided for eye irrigation. These and eye
wash bottles must be replaced immediately the seal is broken or when the expiry date
is exceeded.
 A first aid kit must be carried on each College minibus.

 During the First Aid need assessment at each Campus, consideration will be given
to the provision of Automated External Defibrillators (AED) and the training of
relevant First Aiders in their use. All College First Aiders should be acquainted with
access to the list of appropriately trained AED users should an incident arise.
Training in the use of AEDs will be carried out in accordance with the latest guidelines
from the UK Resuscitation Council. NB: All college First Aiders should make
themselves aware of the location of their nearest defibrillator. A complete list is
available on the H&S team Site. A link is available below.
 https://serc2.sharepoint.com/sites/na/has/Pages/First-Aiders.aspx
4.5 In the event of Injury or Sudden Illness

• Call for Assistance
 If a staff member, student or visitor to the College suffers an injury or sudden
illness, assistance should be sought by the nearest staff member or
responsible person.
 If it appears to be a life-threatening or serious emergency, call an ambulance
immediately by dialling 9(999). Remain on the telephone and follow any pre-arrival
medical advice in advance of the ambulance arriving, while also summoning a
College First Aider. The College First Aider should remain with the casualty until an
ambulance crew take over responsibility.
 Send someone to alert campus caretakers or facilities management to enable easy
access to the campus and assist with locating the incident area.
 The Northern Ireland Ambulance Service advise that clinical/medical emergencies

include (by are not limited to):
▪ Difficulty in breathing
▪ Chest pains
▪ Heart problems
▪ Unconsciousness
▪ Fitting or choking
▪ Severe loss of blood
▪ Severe allergic reactions
▪ Abdominal pains
▪ Overdose/poisoning
▪ Traumatic falls
 If a College First Aider within the department is unavailable, summon any College
First Aider based on the campus. A list of current College First Aiders is available
online on the Health and Safety Team site, which may be accessed via this link:
College First Aiders
 If no College First Aider is on the premises when required, any Senior Manager or
Director coming into contact with an emergency situation must assume control of an
accident or illness situation and summon assistance e.g. an ambulance where
necessary. However, they must not administer any First Aid unless they have been
specifically trained to do so.
• Administering First Aid

 ONLY College First Aiders and suitably trained Duty Managers are allowed to give
first aid and they must only give the first aid treatment for which they have been
trained.
 Following initial assessment, the College First Aider should take appropriate action
and administer first aid as trained.
 If the casualty needs hospital attention, the College First Aider should contact
Ambulance Control by dialling 9(999) and follow any pre-arrival medical advice in
advance of the ambulance arriving. The College First Aider should remain with the
casualty until an ambulance crew take over responsibility.
 If the injury is minor and doesn't require an ambulance, the College First Aider may
administer initial first aid and advise the casualty to attend the nearest hospital A&E
department or to visit their GP.
 The College First Aider may treat minor injuries which do not need treatment by a
medical practitioner or nurse or which would otherwise receive no treatment.
• Transport to Hospital, GP or Home

 Casualties should not be transported to hospital, their GP or home by staff, students
or visitors in their own vehicles. Where an ambulance is not required, a taxi should
be arranged through Campus reception staff. The cost will be covered/reimbursed
by the College.
 College First Aiders are not expected to accompany a casualty to hospital, their GP
or home.
• Initial Notification and Reporting

 In the event of a more serious injury or illness, the casualty’s emergency contact or
parent/guardian should be notified without delay. The College First Aider should
liaise with Human Resources in relation to staff members or with Learning Support in
relation to students.
 ALL serious injuries and illnesses MUST be reported immediately to the Head of
Health and Safety:
Head of Health and Safety (John Gault)
Tel: 028 9267 7225 ext. 1119
Mobile: 07919 597728
jgault@serc.ac.uk
 Having dealt with the situation at hand, the attending College First Aider MUST
record details of all First Aid given on the official First Aid Administered form on the
College’s Health and Safety team site: First Aid Report Form
 It is essential that the lecturer complete the Accident or Incident Form in full,
gathering witness statements where appropriate. The form must be completed by
the lecturer/tutor/witness to accident. Information contained on completed forms is
essential in establishing the immediate and underlying cause(s) of the accident or
incident and allowing corrective or preventative action to be taken by the College to
reduce risk of recurrence. Information contained on the form may be required by
the College insurers.

 The attending College First Aider should notify the employee’s Line Manager or
student’s course co-ordinator that an accident/incident has occurred, resulting in First
Aid being administered.
• Follow up Action
 If required under the RIDDOR Regulations, the Head of Health and Safety will use
the information contained in online report forms to immediately notify the HSE.
 The Head of Health and Safety will immediately forward reports of serious accidents
or incidents to College Management Team (CMT), making them aware of any legal
or other implications and any proposed corrective action. Before corrective action is
taken, CMT approval must be obtained.
 The Head of Health and Safety will monitor accidents and incidents, complete
investigations, maintain records and carry out statistical analysis.
 Online accident or incident report forms will also be used as the basis for any further
investigation by the College. The seriousness of an accident or incident will
determine the level of investigation required. In many cases, the official report form
will contain sufficient information as to constitute an investigation; in other cases a
more thorough investigation may be required to determine if non-compliance to
SERC Health and Safety Policy. This decision will be made by Head of Health and
Safety.
 Reported accidents and incidents will be monitored by the College’s Health and
Safety Committee, CMT and the Governing Body.
4.6 Public Relations

 In the event of a serious incident, only authorised personnel can deal with the press
on behalf of the College. This includes sending out any form of information, pictures
or press releases.
 In line with the College’s ‘PR Protocol’ SOP, the Head of Health and Safety will notify
the PR and Communications Officer of any sensitive internal or external
communications which may impact on PR and will assist in planning for any proactive
or reactive information for the media.
 The Principal and Chief Executive will normally act as the spokesperson for SERC.
Only members of the Senior Management Team or staff authorised and briefed by
the PR and Communications Officer may also act as spokespersons for the College.
Any member of staff authorised to talk to the media must discuss the content with the
Marketing Department.
 All media queries should be sent directly to the PR and Communications Officer.
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5.0 COSHH
5.1 Scope and Regulation

 These procedures apply to all SERC staff and students and relate to all aspects of
College activity which are liable to expose staff, students or others to substances
hazardous to health.
 Substances which are hazardous to health are regulated by the Control of
Substances Hazardous to Health Regulations (Northern Ireland) 2003 (COSHH);
there are specific regulations which deal with asbestos, lead and ionising radiation.
It is also vital that individuals are familiar with the labelling of chemicals classified in
Chemicals (Hazard Information and Packaging for Supply) Regulations 2009,
commonly referred to as “CHIP”. A substance is hazardous if it has the potential to
cause harm, it only becomes a risk if it is used in such a way as to actually cause that
harm.
 Reference should be made to The Control of Substances Hazardous to Health
Regulations (Northern Ireland) 2003 and associated Codes of Practice EH40/2005
for more information.
5.2 Requirements
 Activities which may expose staff, students or others to substances hazardous to
health should not be carried out unless a current risk assessment to comply with
COSHH regulations has been made.
 NO ONE should handle any equipment or substance unless they have been
authorised and trained to do so.
 Students should NOT be allowed to handle hazardous substances unless they are
assessed to have the necessary maturity and competence and are adequately
supervised.
 Heads of School/Unit should ensure that, where relevant, their staff are adequately
trained in COSHH Regulations, associated Approved Code of Practice and related
guidance. On identifying a staff training need, Heads of School/Unit should contact
the Head of Health and Safety to arrange suitable training.
 Staff members should not transport or move chemicals between campuses in their
own vehicles or should not ask Estates members of staff/caretakers to assist them
using SERC minibus. A specialist company should be contacted.
 Authorised staff and students must be trained in the safe handling and use of
hazardous substances and know the location of COSHH Material Safety Data
Sheets. This training must be recorded.
 Any workshop or room in which hazardous substances are stored or handled must
contain a working COSHH Register which:
▪ Contains an indexed list of separate loose Materials Safety Data Sheets (MSDS)
for all hazardous substances (in a ring-binder type file which allows loose sheets
to be easily removed and replaced as necessary to ensure the register is up to
date at all times).
▪ Is kept up to date by the allocated member of staff.
▪ Is prominently located in the room.
▪ ALL users (including students) of the workshop or room must be fully aware of the
location of the COSHH Register and its relevance.
 MSDS information (including handling and storage instructions) and control
measures for harmful substances must be complied with in addition to the procedures
set out below.
5.3 Risk Assessment

• COSHH Assessors
 Trained staff deemed to be competent will be SERC COSHH Risk Assessors with an
understanding of:
▪ the hazards of the substances in use;
▪ the processes in which the substance is used and its required control measures;
▪ the College COSHH Risk Assessment form (Appendix 7);
▪ their own personal limitations and the point at which further help is required; and
▪ their responsibility to inform and alert the relevant staff members if a problem or
situation occurs ie the Head of Health and Safety/Estates Manager/Line
Manager.
• COSHH Risk Assessments
 SERC COSHH Risk Assessors (Assessors) will be given sufficient time and
resources to complete the COSHH assessments and ensure that the COSHH
Register is up to date, correctly formatted and prominently located in a convenient
and accessible location, readily available for reference and inspection.
 Material Safety Data Sheets (MSDS) should be obtained for each product used in
the College. This must be used by the Assessor to complete a COSHH risk
assessment using the form at Appendix 1 and any required action should be carried
out. The assessment should take into account any control measures in place before
the risk is rated.
 The Head of Health and Safety and external consultants (if deemed necessary) will
provide back-up support to Assessors as necessary.
 Assessors should ensure that the people using the substances are informed of the
outcome of the assessments.
 The Line Manager must ensure that any follow-up action is carried out.
 The Head of Health and Safety, Heads of School/Department/Unit should ensure that
any required review is carried out as necessary.
 The Head of Health and Safety should be given a list of any obsolete, out of date or
unwanted substances and what arrangements have been made to dispose of these
in accordance with the manufacturers' guidelines and ensuring compliance with the
Controlled Waste and Duty of Care Regulations (Northern Ireland) 2013.
 Anyone using hazardous substances should be notified of the findings of the COSHH
assessment. The Heads of School/Department/Unit must ensure that this takes
place.
 All new substances should be COSHH risk assessed.
 COSHH assessments shall be reviewed annually or on the introduction of new
substances, a change in the working environment or if the assessment is no longer
valid. The Head of Health & Safety in co-operation with SERC Health and Safety
appointed Union representatives will monitor the review process to ensure that it is
carried out when required.
 Where necessary, health surveillance should be introduced, this should be clearly
identified on the COSHH assessment and Head of School/Department/Unit should
maintain a register of people within their faculty who require health surveillance.

5.4 Procedure
 Always refer to the COSHH register before using any substance or product,
and follow the procedures set out in the relevant MSDS.
 Store products securely as instructed in the MSDS, away from the main work
area in a cool, dry, dark place, capable of keeping in spills and under lock and key
if required. Don’t store far more than is needed.
 Don’t store more than a total of 50 litres of flammable liquid indoors. Use a
flammables store.
 Only use products for purposes for which they are designed.
 Always read and follow the instructions on the product label carefully. Replace
caps on containers immediately. Never decant substances into an unlabelled
container.
 Look for signs of leaks, wear and damage. If you find any problems, tell your line
manager or tutor immediately. Do not just carry on working.
 The appropriate PPE for the substance and task must be worn eg safety glasses,
steel toe capped boots, ear defenders, coveralls, barrier cream and vinyl or nitrile
gloves cream. (Single use gloves should be thrown away every time they are taken
off.) NB: The wearing of faulty or inadequate PPE will not be tolerated and
disciplinary action will be taken.
 Avoid undue exposure to vapours and ensure good ventilation when working with
toxic or flammable substances. Local exhaust ventilation systems must be used
and regularly checked and tested.
 Keep flammable substances away from sources of ignition and take measures
against electrostatic charging if appropriate. Do not carry cloths soaked in
flammable liquids in pockets.
 Keep the work area clean - use a vacuum cleaner. Never use compressed air to
clear dust.
 Keep hazardous substances away from food and drink. Remove contaminated
clothing and PPE before entering areas where food is consumed.
 Hand washing – wash and dry hands before breaks, before and after eating,
drinking, smoking or using the lavatory and at the end of work using the skin
cleanser provided, ensuring residue is washed off with soap and water. Use an
after-work cream to replace skin oils. Check skin regularly for dryness or soreness
tell your line manager or tutor if these symptoms appear. If warts appear, seek
medical advice.
 Never clean hands with concentrated cleaning products, solvents or fuel.
 Fire extinguishing equipment must be available. Be aware of suitable and
unsuitable extinguishing media as set out in the MSDS.
 Avoid contact with skin (this does not apply to hand cleaning products or barrier
cream). Avoid contact with eyes and clothing.
 No “horseplay” of any kind is acceptable - students who misbehave will be
dismissed from the area and may be disciplined.

 Clean up spills safely and promptly as specified in the relevant MSDS. Absorb
liquid with a specialist spill kit ‘soak up’ medium such as sand, earth or other
recommended absorbent material. Sweep up and remove to suitable, clearly
marked lidded containers for disposal in accordance with local regulations. Do not
disperse using water or detergent.
 When any sort of spillage, accident or incident occurs, the Head of Health and
Safety MUST be contacted immediately. Initial reports can be made by any member
of staff (by telephone or email) but this be followed up with an electronic report using
the College Accident/incident Report Form available on the SERC Health and
Safety Team Site available via the intranet.
 Where control measures are in place for the purposes of COSHH (eg local exhaust
ventilation) these should be maintained appropriately and records kept.
 The correct system for disposal must be followed:
▪ Collect hazardous waste materials in suitable, dedicated, clearly labelled
containers. These should be as specified in each MSDS and stored away from
the workshop in a separate building or cage enclosure.
▪ Do not pollute the soil, water or environment with the waste product.
▪ Hazardous waste must be recycled/disposed of through a specialist, licenced
handler in accordance with local and national regulation.
▪ Records of hazardous waste collection, including consignment notes and
related paperwork, must be retained for official inspection by for 5 years.
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6.0 Animals on Campus
Animals are not normally permitted within any SERC property. This restriction
recognises that animals pose potential risks related to disruption in the educational and
work environments, health, safety, and hygiene.
6.1 Definitions
Animal: Domestic birds, reptiles, fish, or mammals.
Property: SERC controlled, leased, or owned campus or building.
Handler: Individual who brings an animal or support animal into a College building or
onto SERC property. The handler may also be the animal's owner.
6.2 Exceptions
 Animals are only allowed within any SERC campus or building in the following
circumstances:
▪ Animals used in approved teaching, research clinical activities within SERC’s
Animal Care/Animal Management Courses.
▪ Assistance dogs, trained to assist a person with a specific disability and qualified
by an organisation registered as a member of Assistance Dogs (UK) (See Types
of Assistance Dogs and Membership at Appendix 8.)
▪ PSNI/Police security dogs on duty.
▪ Special events: in special circumstances, approval may be obtained from SERC
Head of Department/School/Unit for animals to be brought on campus for a
singular event involving the display or demonstration of specialised skills or
natural behaviours. Written permission must be sought and gained from the
relevant Head of Department/School prior to such an event.
▪ NB Students and visitors may be asked to leave with their animals from SERC
grounds if written permission is not available when requested.
6.3 Responsibilities
 The responsibility to maintain and enforce this SOP rests with each Head of
Department/School/Unit in conjunction with the Head of Health and Safety. They will
act on behalf of SERC Senior Management and Governing Body.
 It is the responsibility of each animal handler to follow this procedure and to respect
the rights and concerns of others while on campus property. Any assistance and
clarifications with this procedure can be obtained from College Management Team
(CMT) and/or the Head of Health and Safety within SERC.
6.4 Procedures
 For those animals permitted on College controlled, leased, or owned property under
the following conditions:
• The animal shall be restrained at all times.

• The animal handler or owner shall be responsible for the immediate disposal of
animal waste and ensure that their feeding requirements are met. In the event
that the owner becomes unable to continue with this responsibility, it is legitimate
to contact the PSNI or local Council Dog Warden for help with an Assistance Dog.
Members of SERC staff are not responsible for the care of an Assistance Dog.
• Animals may not be tethered to SERC buildings, structures, motor vehicles, trees,
railings, light poles, benches, posts, etc. nor shall they be left in cars/motor
vehicles parked within the College car parks even for relatively short periods of
time.
• The handler or owner shall assume all financial responsibility for damage to
property or injury to individuals caused by the animal.
6.5 To report violations and disturbances:

 On SERC campus property, the Campus Duty Manager Head should be contacted
immediately to deal with the situation. Should they not be available, a member of the
College Management Team should be contacted. Failing that, the Head of Health
and Safety should be contacted.
 Examples of instances when SERC staff might remove an animal from College
property include, but are not limited to: an unrestrained animal; incessant noise;
disruptive, harassing, aggressive, or intimidating behaviour; damaging property; or
other health, safety, or hygiene concerns. SERC staff may attempt to contact the
animal's handler and/or owner. If the handler and/or owner are unreachable after a
short period of time, depending on the climate conditions and the availability of a
holding facility, the animal will be picked up by or taken to the USPCA or other
appropriate animal shelter or contact made with the local council Dog Warden.
6.6 Non-compliance
 Any animal on SERC property that is not restrained, detracts from the educational or
work environment, or poses a health, safety or hygiene risk may be impounded and
removed from campus property by USPCA or if required and deemed necessary the
PSNI.
 Students: Disciplinary actions involving student handlers and student owners in non-
compliance with this procedure will be enforced through the SERC Student Code of
Conduct process.
 Employees: Disciplinary actions are the responsibility of the direct line
manager/supervisor of the employee in non-compliance of this procedure. SERC
Senior Management will deal promptly and effectively with any member of staff who
blatantly fails to comply with this procedure in regards “having animals in the
workplace.”
 Guests and Visitors: Disciplinary actions are the responsibility of SERC Senior
Management and the College Board of Governors.
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7.0 New and Expectant Mothers
7.1 Scope and Background

 This section provides all female employees and students who are (or in the future
could be) new or expectant mothers; have given birth within the previous six months;
or are breastfeeding with guidance and procedures to ensure they are kept safe from
harm so far as is reasonably practicable when working or studying at SERC.
 It also applies to:
▪ Line managers; tutors/course co-ordinators/supervisors of the above;
▪ Human Resources Officers
▪ Head of Health and Safety
▪ Health and Safety Officers
▪ Pastoral Care Officers
 A ‘new or expectant mother’ is defined as a woman who is pregnant, who has given
birth within the previous six months or who is breastfeeding. The term ‘given birth’
means a woman who has delivered a living child or, after 24 weeks of pregnancy, a
stillborn child.
 Although the College regularly reviews its general workplace risk assessments,
working conditions generally considered acceptable may no longer be so during
pregnancy and while breastfeeding and the College will carry out a separate, specific
risk assessment when it receives notification from individuals.
 All female staff will be made aware of the importance of reporting pregnancy to the
College’s Human Resources (HR) department as soon as it is known. This
information will be held in confidence. While staff do not have to inform SERC that
they are pregnant, have given birth in the last six months or are breastfeeding, for
their own and their child’s health and safety protection, it is important that written
notification is provided to the HR department as early as possible.
 All female students will be made aware that it is their responsibility to inform the
College of their pregnancy as soon as possible as there may be particular chemical
or physical hazards associated with their course. This information will be held in
confidence. Although there is no specific statutory requirement to assess risk in these
cases, there is a duty of care not to expose students to undue risk.
 Until SERC receives written notification of a staff or student pregnancy, it is not
required to take any action other than those resulting from the risk assessment for all
their employees.
 This SOP should be read in conjunction with SERC’s New and Expectant
Mothers Policy (available on the SERC Intranet) and the College Employers’
Forum Circular: CEF 2012-02 Maternity Leave Scheme for employees in FE
Colleges (available on the HR Public Site CEF Cir 2012-02 Maternity Leave
Scheme). NB: Line managers completing the relevant Risk Assessment for their
should also make themselves familiar with SERC’s Data Protection Policy.
7.2 Procedure: STAFF

 Staff who are pregnant should provide written notification to their Line Manager and
Human Resources (HR) department at the earliest opportunity to ensure appropriate
measures are put in place to protect them and their unborn child(ren). (If an
employee does not wish to involve their line manager initially, they can arrange a
confidential discussion with the HR department.)
 The maternity leave process (including employee’s obligations and entitlements) is
detailed in the CEF Maternity Leave Scheme document referred to in Section 9.1, but
employees must notify the HR department in writing using the Maternity Leave
Application Form (available on the HR Public Site of the SERC Intranet) by the end
of the 15th week before the expected week of childbirth (EWC). Employees must
provide a certificate from their GP or midwife confirming pregnancy.
 Until SERC receives written notification, it is not required to take any further
action, such as altering working conditions or hours of work.
 Upon notification by the employee, the HR department will contact the relevant Line
Manager to inform them (if not already made aware by the employee) and ask them
to make arrangements to carry out a specific, separate New and Expectant Mother
Risk Assessment with the employee at the earliest opportunity to allow appropriate
measures to be put in place to protect new and expectant mothers’ health and that of
their unborn child(ren). The employee should provide any medical advice they have
received that could impact on the assessment.
 The risk assessment should be carried out using the New and Expectant Mother Risk
Assessment Checklist at Appendix 9; the Risk Assessment Form at Appendix 10; and the
Hazards and Related Controls Guidance Checklist at Appendix 11, all of which are
available in Word format within Health and Safety Teamsite: Forms . Employees are
encouraged to look at the risk assessment document in advance and to identify the
hazards which may apply to them.
 The completed New and Expectant Mother Risk Assessment will be reviewed by the
HR department and (if required) the Head of Health and Safety. Where there are
particular risks identified (e.g. regarding exposure to toxic substances, substantial
manual handling or work with radiation) a more detailed risk assessment may be
carried out by the Health and Safety department, including discussion with the
individual and a visit to the workplace as required. Any additional control measures
will be reported back to the line manager, who will have responsibility for ensuring
that they are implemented and that the situation is kept under review as the
pregnancy progresses.
 The risk assessment should be reviewed at least every two months, and any
additional control measures put in place.
 This specific risk assessment must be reviewed if the employee returns to work within
6 months of the birth of her baby, or if she is breastfeeding when she returns to work.
Control measures may involve making temporary changes to an individual’s job or
working conditions.
7.3 Procedure: STUDENTS

 It is the responsibility of students to inform their course tutor of their pregnancy as
soon as possible, particularly if there may be particular hazards associated with their
course. Students may be asked to provide a certificate from their GP or midwife
confirming pregnancy.
 The tutor must inform the course co-ordinator and make arrangements to carry out a
specific, separate New and Expectant Mother Risk Assessment with the student at
the earliest opportunity to allow appropriate measures to be put in place to protect

the new or expectant mother’s health and that of their unborn child(ren). The student
should provide any medical advice they have received that could impact on the risk
assessment. Information regarding a student’s pregnancy must be held in complete
confidence by the tutor and course co-ordinator, unless the situation gives cause for
concern, when it should be officially reported to SERC’s Pastoral Care team, or until
the student themselves makes it publicly known.
 The New and Expectant Mother Risk Assessment Checklist at Appendix 9; the Risk
Assessment Form at Appendix 10; and the Hazards and Related Controls Guidance
Checklist at Appendix 11 should be used. These are available in Word format within
Health and Safety Teamsite: Forms. The Health and Safety department can offer
guidance if particular concerns arise.
 There will only be two copies of the risk assessment - one copy should be kept with
the course co-ordinator so that they can show tutors if required and the other (second)
copy sent to the Head of Pastoral Care where it should be retained for at least 3
years.
 The College tutor/lecturer may also, at this stage, need to contact SERC
Examinations section to discuss issues relating to sitting exams, potential impact on
performance etc. This may only be done with the student’s permission.
 The risk assessment should be reviewed at least every two months, and any
additional control measures put in place.
7.4 Roles and Responsibilities

• Pregnant Staff should:
 Provide written notification to the HR department and their line manager that they are
pregnant at the earliest opportunity, providing a medical certificate confirming
pregnancy if requested. (If an employee does not wish to involve their line manager
initially, they can arrange a confidential discussion with the HR department.)
However, in compliance with the maternity leave obligations referred to in Section 9.1
the HR department must be notified in writing using the Maternity Leave Application
Form (available on the HR Public Site of the SERC Intranet) by the end of the 15 th
week before the expected week of childbirth (EWC).
 Assist with the specific, separate risk assessment process, providing any medical
advice they have received that could impact on the assessment.
 Comply with any measures identified through this specific risk assessment to reduce
the risks to their health and that of their unborn child(ren).
 Advise their line manager or HR department if the specific risk assessment needs to
be reviewed more frequently than every two months during pregnancy due to
changes in their health or to their role; and notify the HR department and/or their line
manager, in writing, if they return to work within 6 months of the birth of the baby, or
if they are still breastfeeding when they return to work.
• Human Resources will:

 Hold all personal information in confidence.
 Ensure all female staff of childbearing age are made aware of the importance of
reporting pregnancy to the Human Resources (HR) department as soon as known.

 Arrange for a specific, separate risk assessment to be carried out with the staff
member, ensuring that the Pregnancy Risk Assessment documentation is issued to
the line manager for them to complete and return.
 Record the results on to the appropriate personnel file (which should be retained for
at least 3 years), copy to the individual and their line manager.
 Ensure the Pregnancy Risk Assessment is monitored and reviewed at least every
two months.
 Immediately refer to, or seek advice or guidance from, the Health & Safety
Department regarding any areas of concern.
• The Head of Health and Safety will:

 Hold all personal information (relating to any health and safety query) in confidence.
 Together with their tutors, ensure that all female students of childbearing age are
made aware of the importance of reporting pregnancy to their tutor/supervisor as
soon as it is known. This will be included in the student induction process.
 Provide guidance and assistance to the HR department and all staff in relation to the
health and safety of female staff and students of childbearing age, those who are
pregnant, have recently given birth or are breastfeeding.
 Assist with the completion of specific, separate risk assessments for new and
expectant mothers when help is sought and requested by line managers and/or the
HR department.
 Review and ensure that all risk assessments have been adequately recorded and
filed by HR department.
 Review risk assessments carried out by academic staff in respect of students, only
when requested to do so.
 Ensure action is taken to reduce, remove or control any identified risk.
 If called upon, assist staff to monitor and review risk assessments (for staff and
students) where appropriate.
• Line Managers will:

 Keep all personal staff information confidential.
 Carry out a specific risk assessment with the staff member, using the Pregnancy Risk
Assessment documentation and guidelines, taking account of any medical advice
provided by their GP or midwife (with assistance from the Head of Health and Safety
if required).
 Return the completed documentation to HR department.
 Implement actions to reduce, remove or control any identified risk.
 Monitor and review the risk assessment at least every two months throughout the
pregnancy, or sooner if changes occur in the workplace, working practices, or the
individual’s medical condition.
 Refer back to the HR department (in relation to staff only) or the Head of Health and
Safety for guidance as necessary.
• Pregnant Students are expected to:

 Inform their tutor or supervisor of their pregnancy as soon as possible; provide any
advice received from their GP or midwife that could impact on the risk assessment;
and comply with any measures recommended to control risk.
 Comply with any measures identified through their specific risk assessment to reduce
the risks to their health and that of their unborn child(ren).
 Advise their tutor/supervisor if the specific risk assessment needs to be reviewed
more frequently than every two months during pregnancy due to changes in their
health or course activities.
• Tutors or Supervisors will:

 Inform the course co-ordinator immediately and both will hold information regarding
a student’s pregnancy in complete confidence, unless the situation gives cause for
concern, when it should be officially reported to SERC’s Pastoral Care team.
 Carry out a specific risk assessment with the student (and Head of Health and Safety
if particular Health and Safety concerns arise), ensuring that the information is
recorded, using the Pregnancy Risk Assessment documentation.
 Forward one signed and completed copy of the forms to the Head of Pastoral Care.
 If necessary, and only with the student’s permission, contact SERC Examinations
section to discuss issues relating to sitting exams and potential impact on
performance.
 Ensure recommended control measures are implemented and the specific risk
assessments reviewed at least every two months or sooner if changes occur in the
workplace, working practices, or the individual’s medical condition.
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8.0 Accident and Incident Reporting
8.1 Background
 The College is required to ensure that there is an official record of all accidents and
incidents. In compliance with legislation and the College’s risk assessment process,
this Standard Operating Procedure (SOP) sets out the practical implementation of
SERC’s Health and Safety Policy in relation to reporting accidents and incidents
involving staff, students, visitors or contractors.
 The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (NI)
1997 (RIDDOR) require organisations to report certain types of accident to the Health
and Safety Executive (HSE); in some circumstances, this needs to be done
immediately.
 ‘Accident’ means an occurrence which is unplanned, undesired and usually results
in some sort of loss (eg injury, damage to equipment or property or both).
 ‘Incident’ means an occurrence which is unplanned, undesired but does not usually
result in loss but had the potential to do so (eg a ladder falling down or a breach in
security). An incident may also be a near miss. By investigating near misses, there is
an opportunity to put corrective action in place which may prevent an accident
occurring. If near misses are not investigated the occurrences will normally happen
again and at some stage someone will be injured because of it.
8.2 Notify Health and Safety Immediately

 ALL accidents and incidents involving SERC staff and students (on or off campus),
contractors or visitors to the College MUST be reported immediately to the Head of
Health and Safety: using the app on the college website. For serious accidents
telephone the
Head of Health and Safety (John Gault)
Tel: 028 9267 7225 ext 1119
Mobile: 07919 597728
jgault@serc.ac.uk
 The Head of Health and Safety will determine if the accident or incident is reportable
to the HSE under the RIDDOR regulations. If reportable, the Head of Health and
Safety will decide who should immediately inform the HSE (i.e. the Training
Organisation, Employer or the Head of Health and Safety) and advise them
accordingly, providing information on the correct form to be used.
8.3 Submit Online Report Form

 While an initial accident or incident report can be made by any member of staff by
telephone or email, it MUST be followed up with an official online report using the
appropriate form on the College’s Health and Safety site: Accident or Incident Reports
 Online forms can be completed and submitted by any member of staff who has
sufficient knowledge about the accident or incident. (Only in exceptional
circumstances where it is impossible to submit the electronic form for a valid reason,
may a printed and signed copy of the form(s) be submitted directly to the Head of
Health and Safety.)
 It is essential to complete the form in full, gathering witness statements where
appropriate. Information contained on completed forms is essential in establishing
the immediate and underlying cause(s) of the accident or incident and allowing
corrective or preventative action to be taken by the College to reduce risk of
recurrence. Information contained on the form may be required by the College
insurers. Investigation may also be required to determine non-compliance to SERC
Health and Safety Policy.
8.4 Further Action by Health and Safety Department

 The Head of Health and Safety will immediately forward reports of serious accidents
or incidents to College Management Team (CMT) via the Head of Corporate &
Economic Development, making them aware of any legal or other implications and
any proposed corrective action. Before corrective action is taken, CMT approval must
be obtained.
 The Head of Health and Safety will monitor accidents and incidents, complete
investigations, maintain records and carry out statistical analysis as deemed
necessary.
 Online accident or incident report forms will also be used as the basis for any further
investigation by the College. The seriousness of an accident or incident will
determine the level of investigation required. In many cases, the official report form
will contain sufficient information as to constitute an investigation; in other cases a
more thorough investigation may be required. This decision will be made by Head of
Health and Safety.
 Reported accidents and incidents will be monitored by the College’s Health and
Safety Committee, CMT and the Governing Body.
8.5 Public Relations

 In line with the College’s ‘Marketing and Communications SOP’, in the event of a
serious accident or incident, only authorised personnel can deal with the press and
media on behalf of the College. This includes sending out any form of information,
pictures, press releases or conducting interviews.
 The Head of Health and Safety will notify the PR and Communications Officer (or in
their absence, a member of CMT) of any sensitive internal or external
communications which may impact on PR and will assist in planning for any proactive
or reactive information for the media.
 The Principal and Chief Executive will act as the spokesperson for the College.
Members of the Senior Management team will also represent the College.
 There will be instances where the Marketing Department will call upon spokespeople
for particular issues or College departments/areas of expertise. Full training will be
provided.
 Any member of staff authorised to talk to the media must discuss the content with the
Marketing Department.
 All media queries should be sent directly to the PR and Communications Officer.
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9.0 Notifiable Infectious Diseases
 To control and prevent the spread of ‘notifiable’ infectious diseases, this section
provides all staff with guidance and procedures which must be followed if a student
or member of staff informs them of a suspected or confirmed case of a notifiable
disease within the College.
 New staff members must be fully inducted in the procedures for notifiable infectious
diseases within an agreed time period, preferably before commencement of
classes/duties.
 All staff will be required to complete the mandatory Notifiable Disease online training
programme annually in accordance with the staff development programme. The Head
of Health and Safety, in conjunction with HR, will keep staff informed (by email and
further training if deemed necessary) of any changes that are made to its standard
operating procedures and any new infection control measures.
9.1 Infectious Diseases

 Infectious Diseases (also known as communicable diseases) are caused by micro-
organisms such as bacteria, viruses, fungi and parasites, able to invade and
reproduce in the human body, causing harmful effects. Infectious diseases are
spread directly or indirectly from one person to another, transmitted by various routes
and with varying degrees of infectivity.
 The infectivity of certain infectious diseases determines the type of infection control
strategy applied to prevent further infections. Many of these diseases are more
common in children and an infection usually produces immunity, therefore there is a
reduced likelihood of adults becoming infected.
 Immunisation programmes are available for many diseases, which have acted as a
preventative measure. However, there are some diseases for which there are no
vaccinations and others where there are gaps in the vaccination programmes that
have rendered some groups of people vulnerable.
 More detailed information is available on the Public Health Agency website

 Most infectious diseases are contagious for some days before symptoms develop.
Therefore it is difficult to prevent the spread of the disease during this period, as the
infected person may not be aware they are incubating the disease.
 Following the recent outbreak of the Ebola virus in West Africa, the British Medical
Officer issued direct guidelines to all Further Education Colleges and highlighted
measures which should be introduced for those students who have travelled to
countries such as Guinea, Liberia, Sierra Leone and Nigeria. A copy of the Ebola
Risk Assessment in FE was circulated to all staff by the Head of Health and Safety
in October 2010. (Ebola is not currently listed as a ‘Notifiable Disease’.)
9.2 Notifiable Diseases

 Notifiable diseases are those infectious diseases required by law to be reported to
government authorities. There are 35 diseases currently classified as 'notifiable' (see
Appendix 12).
 When a general practitioner (GP) or other medical doctor in attendance suspects that
a patient is suffering from a notifiable disease, he or she is legally required to promptly
inform the Director of Public Health. The prime purpose of the notifications system
is to detect possible outbreaks, to initiate contact tracing, eg tuberculosis and
meningococcal disease, and to trigger rapid investigation, eg food poisoning, while
also allowing disease outbreaks to be monitored by the public health agency. It also
enables legal measures to be taken when necessary to control infection, eg the
exclusion of a food handler suffering from salmonella infection.
 Accuracy of diagnosis is secondary and clinical suspicion of a notifiable infection is
all that is required. If a diagnosis later proves incorrect, the notification can be
amended.
9.3 Being Informed of a Notifiable Disease

SERC may be informed of a notifiable disease directly or indirectly.
 Indirectly
By the Director of Public Health – when they are informed (by a GP or other public
health doctor) of any suspected or confirmed case of a notifiable disease in a College
student or staff member, they contact the College. The Head of Health & Safety will
then ensure that the appropriate action is taken.
 Directly
By a student or staff member (or their relative/guardian/friend) - members of SERC
staff may be informed directly of a suspected or confirmed case of a notifiable
disease. In such cases, the following procedures must be followed.

• All Staff
 All staff must be vigilant and take action immediately if they suspect the possible
outbreak of a notifiable disease amongst students or staff members.
 Staff are also responsible for gathering all relevant information relating to the
individual’s symptoms and their personal contact details. It is vital that the name of
the affected individual’s GP is accurately recorded together with their Medical
Practice/Health Centre address and telephone number.
 The Head of School/Department/Unit must be immediately informed of the situation
approval given before any student or class is dismissed.
• The Head of Health and Safety

 The Head of Health and Safety is responsible for collating information from the staff
member or Head of School (HOS) relating to the suspected or confirmed notifiable
disease before contacting the official medical department.
• The Head of School/Department/Unit (HOS/D/U)

 The HOS/D/U is responsible for all decisions in regards to agreeing and approving
the temporary dismissal of the student or class. The HOS/D/U will immediately inform
and regularly update the Campus Director and the Head of Health and Safety.
• The Campus Director /Manager

 The Campus Director is responsible for contacting and reporting the current medical
situation and control measures in place to the Department for Employment and
Learning (DEL) and for keeping the Principal and Chief Executive fully informed.
 The Campus Director has overall responsibility for decision making should a stage
be reached where it may become necessary to close down a Section, Department,
Unit or campus for a set period of time to restrict further infection.
 The Campus Director, in conjunction with the PR and Communications Officer must
keep students, staff, parents and the general public suitably informed of the situation
through appropriate means eg individual letters, emails, website, press release or
other media.
9.5 Procedure
Staff may be informed directly by a student or staff member (or their relative/friend) that
they have a suspected or confirmed notifiable disease.
PLEASE NOTE:
Staff must treat the affected student/staff information as confidential unless
otherwise instructed by the Head of Health and Safety.
It is essential not to create alarm or cause rumour amongst other students or
staff members.
• When informed by telephone:

i) Complete the form at Appendix 13. Remain calm and treat the individual with
respect, consideration and privacy.
ii) Immediately contact the Head of Health and Safety so that the notifiable disease
can be confirmed and reported to the appropriate authorities. The Head of Health
and Safety will initiate any appropriate action within the College. (If unable to
contact the Head of Health and Safety, contact the Chief HR Officer).
Head of Health & Safety (John Gault)
Landline: 028 9267 7225 ext 1119
Mobile: 07919 597728
Chief Human Resources Officer (Paul Smyth)
Landline: 028 9127 6649 ext 2961
iii) Notify Head of School/Department/Unit.
iv) Notify class tutor/line manager and Human Resources.
v) You MUST consult the Head of School/Department/Unit or the Head of Health and
Safety before dismissal of any other student/class.
vi) The Head of School/Department/Unit should contact the student/staff member
within 24 hours to enquire about the condition of the student/staff member.
• When Informed in College or During a Planned Educational Visit:

i) Calmly take the individual aside from other students and staff. At all times treat
the individual with respect, consideration and privacy.
ii) Listen carefully to their symptoms and any additional evidence which leads them
or you to suspect they may have contracted a notifiable infectious disease (eg
recent contact with a confirmed case). If you think that the individual may have
the symptoms of a notifiable disease then immediately take further action.
iii) If it is considered a medical emergency, call 999.
iv) Complete the form at Appendix 13.
v) If the student has any special educational needs or an existing medical condition,
contact Learning Support for any additional guidance (if on an educational visit,
the Risk Assessment should already contain this information).
vi) Immediately contact the Head of Health and Safety so that the notifiable disease
can be confirmed and reported to the appropriate authorities. The Head of Health
and Safety will initiate any appropriate action within the College. (If unable to
contact the Head of Health and Safety, contact the Chief HR Officer)
Head of Health & Safety (John Gault)
Landline: 028 9267 7225 ext 1119
Mobile: 07919 597728
Chief Human Resources Officer (Paul Smyth)

Landline: 028 9127 6649 ext 2961
vii) Contact the student’s parent/guardian or staff member’s next of kin and make
arrangements for them to be collected from the College and request that they visit
their GP as soon as possible.
viii) If in College, the Campus Manager must remain with the student or staff member
until they are collected.
ix) Give consideration to contacting parents of the remaining student group, especially
those with respiratory conditions or low immune system.
x) In conjunction with Learning Support, give consideration to those other students in
the class with existing medical conditions to be released from class. Ensure that
parents/guardians of these students are contacted in same method as above.
xi) Instruct student (and parent/guardian) or staff member that they MUST inform the
College of the outcome of the visit to the GP. Request that they provide a note
from their GP to say that they are medically fit and infection free before they can
return to College/work.
xii) Do not create alarm or cause rumour amongst other students or staff members. At
this stage a notifiable disease has not been confirmed.
xiii) Notify Head of School/Department/Unit, class tutor/line manager and Human
Resources.
xiv) You MUST consult the Head of School/Department/Unit or the Head of Health &
Safety before dismissing any student/class.
xv) The Head of School/Department/Unit should contact the student / staff member
within 24 hours to enquire about the condition of the student / staff member.
xvi) Outside College Hours (off-campus educational visit only): if the above staff
members are not available on their mobiles and you have serious medical
concerns about any of your students as regards an infectious disease then contact
the emergency services for urgent assistance by telephoning 999.
• If a Household Member has a Notifiable Infectious Disease

If someone in your household takes ill and shows symptoms of, or is confirmed as
having, a notifiable disease, follow the procedures below.

i) Immediately contact the person’s GP or medical practice and seek professional
guidance.
ii) If the person is officially confirmed by a medical doctor or hospital as having a
notifiable disease, carry out the following actions:
iii) Seek confirmation from the medical source (GP or above) if you can continue with
your work commitments at the College and ask if there is any additional risk of
infection to students, staff/work colleagues by your continued attendance at work.
If you work closely with special needs students or those with low immune systems
or respiratory medical conditions please highlight this to your GP.
iv) In the unlikely event that your GP believes and confirms in writing that you are a
risk to others; notify the HR Department by telephone at the earliest opportunity.
v) Following SERC’s Sickness Absence Notification procedures, telephone contact
should also be made with your line manager or Head of School/Department/Unit
to update them on the situation and to discuss your estimated date of return to
work.
vi) On return to work please confirm that you are medically fit to return and infection
free by supplying HR with a medical certificate from your GP.
vii) A return to work interview will also need to be completed.
9.6 Preservation of Documents

 The gathering of factual information is very important and will be needed when
contact is later made with the relevant official reporting authority. Clarity of
information is crucial.
 Following a case(s) of a notifiable disease, the College may be required to provide
evidence to an appropriate enforcement agency (HSENI or Public Health Agency), a
judicial inquiry, a coroner's inquest, the Police or a civil court hearing compensation
claims. In the course of any or each of these, the College may well be obliged or
advised to give access to documents produced prior to, during and as a result of the
incident.
 Under no circumstances must any document, which relates or may in any way relate
(however slightly) to the incident, be destroyed, amended, held back or mislaid. For
these purposes "documents" mean not only letters and memos, but notes of
meetings, pieces of paper, photographs, and information held electronically e.g. e-
mails on computers or other electronic devices.
9.7 Reducing the Risk of Contracting and Transmitting Disease

 Students or staff intending to travel abroad outside Western Europe, USA, Canada,
Australia and New Zealand, whether or not on College business, are advised and
expected to:
▪ Check The Department of Health website for the latest travel advice:
https://www.gov.uk/foreign-travel-advice
▪ Check the National Travel Health Network and Centre website for recommended
immunisations: http://travelhealthpro.org.uk/country-information/
▪ Take advice from their GP or the Communicable Diseases Section of their local
Department of Public Health Medicine.
▪ Take the precautions and/or preventative measures that are advised or required.
▪ Take medical advice on return to the UK in respect of any medical condition
contracted whilst abroad, ensuring the doctor is informed of the visit abroad.
9.8 Returning to Study/Work

 Students and staff returning to College after recovering from a notifiable disease
(officially confirmed by a medical doctor or hospital) must be interviewed by the
appropriate course tutor/lecturer or HR manager. The aim of this interview will be to
establish any further issues that may need to be considered in respect of working
conditions/improvements and general support.
 The course tutor/lecturer or HR Manager will compile a report and submit it to their
relevant Head of School/Department/Unit as part of the overall review of control
measures.
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10.0 Lone Workers
Some SERC staff are required to work alone for significant periods of time without close
or direct supervision. The following procedures have been put in place to ensure the
safety of lone workers, so far as is reasonably practicable, through:
 Increasing awareness of safety issues
 Assessing risks
 Implementing safe systems and work methods
 Providing relevant support
 Full reporting and recording of all incidents, near misses, and injuries
 Constantly monitoring to identify weakness and improve methods of controlling the
risk
The roles and responsibilities of staff are shown in the table below:
Senior Head of Lone

Area of Lone Working Management School and Workers
Responsibility Unit
Management
Develop and implement policy and 
procedure
Communicate policies and  
procedures, ensuring staff awareness
Ensure risks are identified, evaluated 
and managed
Risk Assessments 
Monitor compliance 
Implement safe systems of work  
Inform and train staff (eg conflict  
management)
Provide support to staff involved in 
incidents
Ensure incidents are monitored 
Report, investigate and record 
incidents
Take reasonable care of themselves   
and others
Follow policies, procedures, guidelines   
and safe systems of work
Report dangers, incidents, accidents   
and near misses
Seek advice when necessary   
Undertake training   
Monitor compliance, review and 
update/improve policy and procedure

10.2 Manager’s Checklist
Managers should ensure that staff who may be working alone are aware of relevant
policies and procedures, ensuring they:
 appreciate their responsibilities for their own safety
 are aware of Risk Assessments and Safe Methods of Working
 are issued with appropriate safety equipment
 know how to obtain support and advice from management in and outside normal
working hours
 know the requirements for reporting and recording incidents
10.3 Risk Assessment

Using the Lone Worker Risk Assessment guidance and template at Appendix 14, Heads
of School and/or Unit Managers, with the assistance of other trained staff as appropriate,
should identify risks to individual lone workers to allow documented safe methods of
working to be put in place. The following must be included in the risk assessment
process:
For all lone workers:
 Decide whether systems can be adopted to avoid workers carrying out tasks on their
own.
 Evaluate individual physical capability to carry out lone working, such as medical
conditions, disability, being pregnant or inexperienced.
 Assess the working practice of the lone worker and any other contributory factors
(e.g. physical security of the workplace).
 Assess necessary equipment and the capacity of the lone worker to handle the
amount of equipment themselves.
 Estimate and assess emergency equipment that may be required, such as a torch,
map of the local area, telephone numbers for emergencies, including a ‘Buddy’ and
the Police, a first aid kit or mobile phone chargers.
 Assess risk of physical and non- physical assault
In addition to the above, the following assessment of risk must be made:

For Campus Based Lone Workers:
 Safe access and egress
 Security arrangements on Site (CCTV, lighting etc.)
 Security arrangements in buildings (Alarm systems, Panic alarms, communication
systems, CCTV etc.)
 Level of supervision
For Mobile Lone Workers:

 Staff to client risk
 Travelling between appointments
 Communication (e.g. mobile phones) and traceability (e.g. visit log at base)
10.4 Safe Systems of Work

There are a number of practical steps that can be followed to help Lone Workers
minimise the risk of incident. It is essential that where technology fails, appropriate
back-up procedures are in place to ensure the safety of the Lone Worker at all times.
Under no circumstances should Staff compromise their safety. Lone Workers have a
duty to discuss any safety concerns with their Line Manager. However, if they feel
unsafe at any point, while in a lone working situation, they should remove themselves
from the situation immediately.
• Campus-based Lone Workers

Individual requirements should be discussed with their line manager and a workable
arrangement agreed and implemented. As a minimum, during the campus-based Lone
Worker’s daytime shift, they should be contacted at least once during the day by
their line manager (or other appointed person) to check that all is well and ensure their
safety.
If at any time the campus-based Lone Worker feels that their safety is being
compromised they should contact their line manager (if available) or, if they are under
immediate threat, contact the Police direct on 999 for immediate assistance.
• Mobile Lone Workers – Buddy System

Lone Workers must keep in contact with colleagues and ensure that they make another
colleague (or ‘Buddy’) aware of their movements.
The Mobile Lone Worker should:

 Leave and update a visit log with a manager or colleague(s).
 Leave written details of their movements with their ‘Buddy’ including full address,
person/s they will be working with or visiting, telephone numbers (if known) and
indications of how long they expect to be at those locations (both arrival and
departure time). To comply with data protection legislation, this information must
be kept confidential and must not be left in a place where those who do not need
to have this information, or members of the public can access it.
 Leave details of their vehicle with a colleague, for example, registration number,
make, model, and colour.
 Leave contact details with their ‘Buddy’ including personal and emergency contact
details.
 Notify their ‘Buddy’ of planned breaks or rest periods.
 Agree arrangements for regular contact with their ‘Buddy’, particularly if they are
delayed or have to cancel an appointment.
The Buddy should:

 Be fully aware of the movements of the Lone Worker. To comply with data protection
legislation, this information must be kept confidential and must not be left in a
place where those who do not need to have this information, or members of the
public can access it.
 Have all the necessary contact details from the Lone Worker, including personal
and emergency contact details, such as next of kin.
 Have details of the Lone Worker’s known breaks or rest periods.
 Attempt to contact the Lone Worker, if they do not contact the ‘buddy’ as agreed.
 Follow the agreed escalation procedure for alerting their senior manager or the
Police if the Lone Worker cannot be contacted, or they fail to contact their ‘buddy’
within agreed and reasonable timescales.
To make the Buddy system effective:

 The ‘buddy’ must be made aware that they have been nominated and what the
procedures and requirement for their role are.
 Contingency arrangements should be in place for someone else to take over the
role of the ‘buddy’ in case the nominated person is called away.
 There must be procedures in place to allow someone else to take over the role of
the ‘buddy’ if the lone working situation extends past the end of the nominated
person’s normal working day or shift.
The following applies to both campus-based and mobile lone workers:
10.5 Personal Protective Equipment

If a Lone Worker has been given personal protective equipment, such as mobile phone
or similar device, they must ensure that it is in full working order (with sufficient charge)
and they have it with them and that they use it before entering into a situation, where
they have prior knowledge of risk or, at that point in time, consider themselves to be at
risk.
10.6 Raising Concern

If any member of staff feels that their safety is being compromised they should contact
their line manager or, if they are under immediate threat, contact the Police direct on
999 for immediate assistance.
Depending on the circumstances and whether contact through normal means (mobile
phone) can or cannot be made; the manager or colleague should involve the Police if
necessary.
It is important that matters are dealt with quickly, after consideration of all the available
facts, where it is thought that the Lone Worker may be at risk. If Police involvement is
needed, they should be given full access to information held and personnel who may
hold it, if that information contains data that might help trace the Lone Worker and
provide a fuller assessment of any risks they may be facing.
10.7 Extreme Importance of Adhering to Arrangements

It is extremely important that contact and appointment arrangements, once in place, are
adhered to and do not fail simply because staff forget to make the necessary call when
they finish their shift. The result is chaos and unnecessary escalation and expense,
which undermines the integrity of the process.
Being alert to these warning signs will allow the Lone Worker to consider all the facts at
their disposal, allowing them to make a personal risk assessment and, therefore, a
judgement as to their best possible course of action, for example, to continue with their
work, or to withdraw. At no point should the Lone Worker place themselves, their
colleagues at risk or in actual danger.
10.8 Training
As part of the staff induction process, all new staff will be briefed on the College’s Health
and Safety policies and procedures in addition to employee responsibilities including
security arrangements, risk management and safe systems of work.
Specific safety and security training will provide Lone Workers with the skills to identify
and manage risks arising from lone working, including communication skills to manage
challenging or potentially violent behaviour.

10.9 Incident Reporting & Review
All incidents presenting a risk or a potential risk to Lone Workers must be reported in
accordance with the procedures set out in the College’s Accident and Incident SOP.
It is primarily the responsibility of the person/persons involved in an incident to report
the incident as soon as practicable to:
 their Line Manager/team leader following the incident.
 the Police (employees needing Police assistance whilst off site, travelling, or in a
non-SERC building should dial 999).
 the SERC Incident Reporting System.
All reported incidents will be reviewed and analysed by the Head of Health and Safety.
10.10 Support & Counselling

Lone Workers may be affected emotionally following a physical or non-physical assault
and may need active support counselling, especially after an incident and on resuming
or returning to work. This is particularly important given the potential impact of stress on
the employee’s current or future health.
It is essential that Line Manager conduct a full debriefing of Lone Workers who received
or experienced an incident while working alone. This should include information on
accessing professional counselling via the Staff Counselling service.
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11.0 Risk Assessment
11.1 Background
 This section provides staff with guidance and procedures for carrying out risk
assessments, required under the Management of Health and Safety at Work
Regulations (Northern Ireland) 2000. The assessments need to address risks to
employees and other people, for example, students, visitors and contractors.
 The purpose of a risk assessment is to make sure that no one gets hurt or becomes
ill as a result of activities which take place at any SERC Campus. A risk assessment
is identifying what could cause harm to people, assessing what is in place to prevent
that harm from occurring and improving those measures where necessary.
 Risk assessments must be undertaken prior to any new or changed operation.
11.2 Documents & Records

 Copies of all current Risk Assessments must be made available at the workplace.
Persons performing a task are expected to have read the relevant assessment prior
to commencing that task. This requirement also covers students engaged in
construction/engineering project work both inside and outside the SERC Campus.
 Students working and studying within the workshop/classroom should also be made
aware of the Risk Assessments for that particular area and the importance and
purpose of such documentation fully discussed with them during their Health and
Safety induction programme.

 As soon as signed off by the Head or Assistant Head of School/Department/Unit, all
completed Risk Assessments must be uploaded to the Health and Safety Team Site.
NB: Even though an Assistant HOS may sign the Risk Assessment on behalf of the
Head of School/Department/Unit, the responsibility for H&S remains with the
appointed HOS.
 Records of the Assessments must be retained for referral and inspection during
regular audits of the workplace carried out by the Head of Health and Safety and duly
elected College Union Health and Safety representatives.
• All Staff
 All staff have a duty to take reasonable steps to ensure that they do not place
themselves or others at risk of harm.
 All staff must make themselves aware of the risk assessments for their area.
 Any serious Health and Safety risk or concern must be immediately reported to the
appropriate HOS/D/U and Head of Health and Safety.
 Staff must fully comply with any procedures that the College may introduce as a
measure to protect the safety and well-being of all College staff members, students,
contractors and visitors.
 Staff who have been allocated a room, workshop, or other area where they are not
fully aware of assessed risk should immediately update themselves of all risks and
hazards within that area. This information is available on the Health and Safety
Team Site or directly from the “responsible” person who compiled the Risk
Assessments.
 Should the area be used for “any other purpose” other than that specified by the
current Risk Assessments, “additional” assessment may be required. If such
planned activities or events in any way comprise the health, safety and well-being
of individuals then it is the responsibility of that person organising the new
activity/event to compile and provide additional risk assessments. They must also
seek approval from their Line Manager/HOS prior to carrying out any such
activities.
 All staff should attend Risk Assessment training at least once every three years.
• Head of School/Department/Unit
 HOS/HOU will, in consultation with their staff, nominate an appropriate and capable
person from their staff on each campus who will be responsible for compiling,
updating and uploading of Risk Assessment and relevant COSHH documentation
to the Health and Safety Team Site. Risk assessments can be carried out by any
member of staff with a good knowledge of the area which they are assessing, who
has received adequate Risk Assessment training through staff development and
understands the process of completing the Risk Assessment form.
 It is the responsibility of the HOS/HOU to ensure that their nominated staff are
suitably trained and equipped to carry out Risk Assessments.

 HOS/HOU must ensure that all tasks and work areas under their control are
adequately risk assessed, are current and completed by the responsible person(s),
as appropriate:
▪ Task based
▪ Work based/ training
▪ Equipment and Machinery
▪ COSHH
▪ PPE
▪ Rooms under their remit
▪ Offices under their remit
▪ Contactors
▪ Staff with disabilities
▪ Students with disabilities
▪ Buildings and grounds/common areas
▪ First aid
▪ Fire
▪ Asbestos
▪ Contractors
▪ Stress
▪ Expectant mothers
▪ Violence in the Workplace
▪ Child Protection
 HOS/HOU must consider the financial and operational costs against safety benefits
to ensure the action to be taken is reasonably practical. The aim is to prioritise the
actions to firstly reduce the likelihood of an occurrence, then to reduce the
seriousness of the consequences.
 HOS/HOU must ensure that Risk Assessments are kept under review by the
responsible person(s) and are updated periodically or if changes to
procedures/equipment dictate. Current College requirements are that all
assessments are reviewed at least annually.
 HOS/HOU (or their nominated Assistant HOS) will ensure that their appointed
responsible person(s) have the necessary risk assessments in place; they are
relevant, signed, dated and uploaded to the Health and Safety Team Site.
• Line Managers and HOS/HOU

 When Risk Assessments have been completed it is the responsibility of the
immediate line manager and HOS/HOU to monitor their implementation and
check that the required control measures are actually in place.
• Head of Health & Safety

 The Head of Health and Safety will ensure that adequate training is provided to
those staff members who may require additional Risk Assessment training and for
new members of staff in their induction programme.
 The Head of Health and Safety in close co-operation with College H&S elected
Union Representatives will carry out annual audits (and unannounced audits if
deemed necessary) of Risk Assessments, COSHH registers, workshops,
classrooms and offices and keep management informed of any concerns or
irregularities.
NB: Risk assessments may also be requested in the event of an accident or incident
within the workplace.
• Estates Department
 The Estates Department, in conjunction with the Head of Health and Safety, will
ensure that all contractors are familiar with the risk procedures and they do not put
their lives or that of others at risk at any time.
• Appointed Risk Assessors (Responsible Person(s)

 By completing and signing the Risk Assessment, individual staff members do not
make themselves personally liable; the whole process is initiated, enforced and
monitored by SMT.
 Risk Assessors must use the approved form available on the Health & Safety Team
Site on the College intranet. Existing assessments should be revised to the new
format (see Appendix A) when they are next reviewed and re-issued.
 Ensure that all documentation related to H&S is dated and signed by the
appropriate Line Manager/HOS//D/U or their nominated assistant.
 Completed and signed off Risk Assessments should be immediately uploaded to
the Health and Safety Team Site by the appointed responsible person/persons.
• Human Resources
 The Staff Development Department in conjunction with the Head of Health and
Safety will ensure that adequate training is provided to those staff members who
may require additional Risk Assessment training and for new members of staff in
their induction programme.
 Staff will be trained/up-skilled on Risk Assessment procedures whenever new
Health and Safety practices are implemented or changes in circumstances or
equipment dictate. All staff however, should attend Risk Assessment training at
least once every three years.
11.4 Disciplinary Action

 Those members of staff who fail to comply with, or chose to ignore, the Risk
Assessment procedures and in doing so knowingly put their own lives and that of
other staff/students at risk will be called to explain their actions at a disciplinary
meeting. This meeting will include the Campus Directorate, the Head of Health and
Safety.
11.5 Risk Assessment Procedure

 Use the relevant SERC Risk Assessment form (downloaded from the Health and
Safety Team Site of the College Intranet.)
Follow the 5-step process as follows:
1. Divide your work into manageable categories
2. Look for the hazards
3. Evaluate the risks
4. Record your findings and prepare an action plan where necessary
5. Review and revise the assessment

 Step 1 – Divide work into manageable categories
Either divide up the work into separate work areas or defined tasks (dependent on
the work environment).
 Step 2 – Look for hazards

A hazard is anything which can cause harm or has the potential to cause harm e.g.
chemicals, electricity, working at height, poor lighting, equipment etc. For example,
the blade of a circular saw machine has the potential to cause severe cuts to a person
so the blade is therefore a hazard.
Concentrate only on the significant hazards that could result in genuine injury,
ignoring trivial risks. Take note however, what may appear trivial to some can result
in accidents and injury to those less experienced.
A hazard checklist at Appendix 15 may assist with this process.
 Step 3 – Evaluate the risk

The risk is the chance or likelihood that someone will be harmed to some extent by
the hazard. If the risks are well controlled and suitable precautions put in place then
the chance of injury will be low, if suitable precautions are not in place then the chance
of injury will be higher.
Examples of risk control measures might be guarding, personal protective equipment
(PPE), ventilation, training or a safe system of work. The recorded control measures
should be precautions that are actually in place rather than measures which may be
introduced.
Hazards and mitigating actions should be identified in a logical and common sense
way, prioritised and given a realistic timeframe for implementation.
 Step 4 – Record the findings

Record the significant findings of the Risk Assessment. The College’s risk
assessment form should be used to record findings:
▪ Activities or work areas examined
▪ Hazards identified
▪ Persons exposed to the hazards
▪ Existing control measures and their effectiveness
▪ Evaluation of risks and their prioritisation
▪ Additional precautions needed
▪ Who is to take action and when
▪ Review date
 Step 5 – Review and revise the assessment

Risk assessment should be seen as a continuous process to ensure that it is up to
date and relevant. A review needs to be carried out when:
▪ Other activities or hazards are introduced
▪ Changes in the processes take place
▪ New methods of work are introduced
▪ There are new employees
▪ An accident occurs
11.6 Communication of the Results of the Risk Assessments

 For risk assessments to be relevant rather than simply paperwork exercises, the
findings need to be communicated to everyone concerned.

 Once the risk assessments for an area have been completed, there should be a
consultation period (approximately two weeks) where other members of staff in the
area cab comment or contribute to them. (Tabled at team meeting/briefing perhaps).
 Following this period, amendments should be made before being sent to the
appropriate Head of School/Department/Unit (or their nominated assistant) to be
signed. Once signed, the risk assessments should be placed in a prominent position
where everyone (including students) can refer to them as necessary.
 The appointed responsible person(s) must ensure that completed Risk Assessments
and COSHH Registers are uploaded unto the Health and Safety Team Site
immediately documentation is signed and dated.
11.7 Risk Assessments for Vulnerable Individuals

Additional risk assessments should be carried out for vulnerable individuals, including:
▪ Pregnant women*
▪ People with disabilities
▪ Students who are currently in the school system
*Under the Sex Discrimination Act 1975, if an employer fails to protect the health and safety of
their pregnant workers it is automatically considered sex discrimination. (See SERC Health and
Safety Policy for New and Expectant Mothers.)
11.8 Safe Systems of Work (SSOW)

Following the assessment for work/task based assessments including COSSH,
equipment and machinery and PPE a SSOW must be written by the nominated person
or named Health and Safety individual within construction projects, detailing the control
measures to be adopted. These SSOW must be provided to all staff, students,
contractors and visitors as necessary. SSOW should include:
▪ Job specification
▪ Induction information for staff and students
▪ Signs near equipment or machinery
▪ Signs near chemicals used
▪ Lesson plans
▪ Contractors procedures/site rules
▪ Lock-Out Procedures
▪ Travel procedures
▪ Service Level agreements
▪ Any other specific assessment e.g. lone working, disability, expectant mother
Back to top
12.0 Health and Safety Audits
 In compliance with current legislation this Standard Operating Procedure (SOP) sets
out the practical implementation of SERC’s Health and Safety Policy and risk
assessment process in relation to ensuring the highest health and safety standards
at all SERC campuses and all project work carried out by students on or off campus.
 The purpose of formal Health and Safety audits is to systematically review and
critically examine current Health & Safety procedures across the College (and all
student placements), recording findings and providing guidance on how procedures
may be improved.
 These procedures apply to all SERC staff with Health and Safety Audit
responsibilities, outlined below.
• Head of Health and Safety:
 Ensure that all Risk Assessments have been carried out by the appointed
‘Responsible Person’ within each School/Department/Unit.
 Develop the annual Audit Academic Year Planner in consultation with Heads of
School/Department/Unit and Union Health and Safety Representatives.
 Regularly review and update all audit documentation in conjunction with the Head of
School/Department/Unit.
 Co-ordinate the audit programme in conjunction with the Union Health and Safety
Representatives.
 Carry out audits in conjunction with Union Health and Safety Representatives.
 Ensure that completed audit reports are uploaded to the appropriate Team Site on
the College intranet.
 Review/update the SERC Audit Proforma yearly to reflect any changes in legislation
and/or College procedures.
 Meet monthly with the Chief HR Officer to review the H&S audit of their area and to
discuss any corrective or remedial action deemed necessary.
• Head of School/Department/Unit:
 Ensure that all Risk Assessments, COSHH registers and documents relating to H&S
are accurate, complete, signed, dated and uploaded to the H&S team Site.
 Regularly review and update all audit documentation in conjunction staff within their
School/Department/Unit and with the Head of Health and Safety for clarification if
necessary.
 Ensure that identified and appropriate corrective action is implemented.
 Actively promote a health and safety culture with staff at team meetings and stress
the importance and consequences of Health and Safety Audits throughout the
campuses.
 Meet with the Chief HR Officer and the Head of Health and Safety to discuss any
relevant issues highlighted in the audit report and to act upon any findings or take
agreed corrective measures with immediate effect.
• Union Health and Safety Representative:

 Co-ordinate the audit programme in conjunction with the Head of Health and Safety.
 Carry out audits in conjunction with the Head of Health and Safety
 Offer advice and guidance to staff on all areas relating to Health and Safety and
actively promote a health and safety culture to all.
• Responsible Person:
 Ensure that all Risk Assessments and COSHH Registers are carried out, are current,
signed, dated and uploaded to the Health and Safety Team Site on the College
intranet.
 Ensure that all classrooms, workshops and training areas are safe places to work
and study for all staff, students and visitors to the college.
12.2 Audit Programme

 The audit programme will be conducted at regular intervals between October and
August of each academic year, with each School/Department/Unit being audited
annually (or as deemed necessary) by the Head of Health and Safety in conjunction
with H&S Union representatives.
 In September of each academic year, an Audit Academic Year Planner (AAYP) will
be produced by the Head of Health and Safety. This programme of audits and
inspection shall be agreed by the Chief HR Officer before being forwarded to CMT
for further consultation and approval if deemed necessary.
 Following approval, Heads of School/Department/Unit will be sent a link to the agreed
AAYP (Audit Academic Year Planner) and attention drawn to this SOP.
 Following completion of H&S audits, Heads of School/Department/Unit may be asked
to attend a meeting arranged by the Chief HR Officer to discuss the findings. The
Head of Health and Safety will be in attendance to explain and clarify the audit report.
12.3 Health & Safety Committees
 SERC’s Health and Safety Committees (Bangor/Ards; Downpatrick; and Lisburn)

are established to operate in accordance with good practice to enable consultation
between management, trade union representatives, staff and students on all
aspects of health and safety. Following each quarterly meeting, the Chair of each
Committee will report any matters of concern to the next CMT meeting.
 It is the duty of the H&S Committees to consider reports of any formal audits of
College work places and activities.
 It is the responsibility of the Chief HR Officer (in consultation with the Head of Health
and Safety) will prepare and present an annual report and Assurance Statement to
CMT and onward to the Governing Body at the end of each academic year. This
report will summarise the work of the three Health and Safety Committees.
12.4 Post Audit Action

Following Health and Safety Audits, all programmes of work should be approved by the
Chief HR Officer in the first instance, with CMT being informed. However, should the
Chief HR Officer deem that wider discussion is required to determine if approval is to be
granted, consultation with the CMT will take place.
12.5 Audit
 Stage 1: Pre Audit Contact by the Head of Health and Safety and Trade Union H&S
Representative (the ‘auditors’) to HOS/Department /Unit confirming times and dates
when auditors will be carrying out inspections. NB: The exact location of rooms, and
workshops will not be disclosed due to the nature of the audit.
 Stage 2: Auditor’s Inspection and verification of the information provided by
reviewing the relevant documentation requested (i.e. Risk Assessments) and
checking random physical conditions of the area in question. This verification
inspection also allows the auditors to gain a general view of the health and safety
culture which exists within the department/school/unit.
 Stage 3: Audit Report uploaded to the Health and Safety Team site (within 2 weeks
of the audit inspection) and made available to all staff. At the same time, the report
and details of any ‘Non-Conformance’ and/or ‘Corrective Actions’ will be discussed
with the Chief HR Officer at monthly meetings with the Head of Health and Safety.
NB If deemed necessary, a further meeting with HOS/U/D may be required to clarify
audit results and the findings may also be raised and discussed at Campus Health
and Safety Committee meetings.
12.6 Audit Report

The Audit Report contains a summary of the audit findings (including photographic
evidence if required) and gives the overall audit score using a traffic light warning system
(Green = safe. Amber = some changes required and Red=immediate intervention
required). If necessary, it may also include:
 Non-Conformance Notice which detail any identified issues (See Appendix 16)
A ‘Non-Conformance’ notice highlights areas where, in the opinion of the auditors,
College policy and/or health and safety legislation/guidance is not being adequately
adhered to.
 Corrective Action Form (see Appendix 17) which details any required corrective
action for the responsible person and target date for implementation. This form will
be issued (if deemed necessary) to the appropriate Head of School/Department/Unit
following the scheduled meeting of the Chief HR Officer and Head of Health and
Safety. This form may also highlight other responsibilities and remedial action aimed
at Estates and H&S Department.
12.7 Audit Review Meeting

 In the event of corrective action being required, this will be discussed during the
monthly meeting held between the Chief HR Officer and the Head of Health and
Safety. the appropriate HOS/U may be invited to this meeting, to determine the status
of required corrective action, review due dates and offer further assistance.
 NB: It may be necessary to have a meeting with the HOS/U scheduled much sooner
depending on the urgency and potential risk to staff/students.
12.8 CMT / Governance

 At the end of each academic term, the Head of Health and Safety shall compile a
report and forward it to CMT (via the Chief HR Officer) for their consideration. This
report will provide the following details so that all parties are suitably informed on
progress on all areas relating to Health and Safety Audits:
• The number of audits carried out per term
• The Schools/Departments where the audits took place
• A brief description of the relevant findings
• A breakdown of which department is responsible for resolving the issues
• A brief description of unresolved and outstanding issues
• A simple colour code and categorisation of the faults. (Green = Minor, Amber =
Action required and Red = Urgent or Immediate action to be taken)
 Every month during the academic year, the Head of H&S will meet with the Chief HR
Officer to review, access and sign-off completed audits. At the end of each academic
year, the Head of Health and Safety will forward a mHealth and Safety Report to the
Chief HR Officer which will include all relevant statistical information relating to Health
and Safety Audits carried out during that academic year. This report may then be
forwarded to the CMT/Governing Body for approval.
13.0 Communication Plan

These procedures will be communicated to all staff and students via the College intranet
and also during the induction process. Some will be further communicated to staff via
mandatory online training modules.
14.0 Review
These procedures will be reviewed (and updated if necessary) biannually or sooner to
reflect changes in legislation or circumstance.
Back to top
Appendix 1
Red Fire Box Locations in Main Campus Receptions

BANGOR – Main Campus Building
BANGOR – SPACE Building. (Reception area)

DOWNPATRICK
LISBURN

NEWTOWNARDS

Ballynahinch Newcastle
Back to Fire Evacuation Procedures
Appendix 2
Assembly Points at Main Campuses
BANGOR CAMPUS
Fire Assembly Point
Fire Assembly Point

DOWNPATRICK CAMPUS
Fire Assembly Point

Fire Assembly
Fire Point
Assembly
Point
Fire Assembly Point

LISBURN CAMPUS
Fire Assembly Point

NEWTOWNARDS CAMPUS
Fire Assembly Point
Fire Assembly Point

BALLYNAHINCH CAMPUS

NEWCASTLE CAMPUS
Back to Fire Evacuation Procedures

Appendix 3
Completed Assessment EXAMPLE
Emergency Evacuation Assessment: STUDENT

This form has been developed so that the College can establish any particular needs that a
student may have to enable safe evacuation from the building.
Any detail provided will be handled in confidence and shared only with the necessary parties
required to ensure the person’s safety and that of others. All information provided will be stored
and kept in accordance with the Data Protection Act.
This information on this form will be confidential.
Student Name: Jim Blair Tel: 0771234567

Class: Plumbing 1st Year
Campus: Lisburn Campus
Type of Disability: Severe hearing disability
Description of activities undertaken during the course:

Jim is able to cope with almost all aspects of the plumbing practical course. The only areas
that create some difficulty are when he is using electrical and mechanical power tools.
He is unable to hear that they are operating and relies a lot of the vibration of the equipment
to tell him if it is actually running etc. There is also a problem when other students are using
equipment nearby that he may not be able to distinguish if machinery is on or off.
Welding is a problem in that although he can clearly see that the flame at the welding torch
is suitable adjusted he cannot hear if it is making any serious noises when malfunctioning.
For this reason, Jim has been allocated a buddy at times to work with him to prevent any
serious issues or injury.
Date Form Completed: 08/09/2013
A: Normal Place(s) of Study

Building 1 Day/Time Building 2 Time Comments
Building: Lisburn Mon, Wed, Lisburn 11:00 – Buddy scheme in
Block 3 Fri Block B 11:15 operation during
Level C 09:00 – Level B lunch and tea
17:30 13:00 – breaks
13:30
Floor: B Floor B Floor
Room: 3C-16 1B-3
(cafeteria)
B: Evacuation Details
Describe the locations in the building where access is required:
The student (Jim) is located mainly in the plumbing workshop on C Floor at the top of the
building. He has been given induction on where the nearest fire evacuation exit is and has
also been allocated a buddy (fellow student) to assist him if required. He uses the
restaurant/canteen at the front of the building but again a buddy is there if assistance is
needed.
Jim needs to be immediately informed if an alarm sounds. He must then be taken from the
plumbing workshop via the fire evacuation exit and down the outside stairs to the back of
Block C. The fire assembly point is located at the rear of the campus at Wallace Avenue.
Continue on a separate sheet if required.
Would it help if a written personal emergency evacuation procedure was in place?
Yes: No:
Does the emergency evacuation procedure need to be provided in an alternative format e.g.
BSL, Braille, tape, large print etc?
Yes: No:
Does the student have any difficulty with reading and/or identifying the signs that mark the
emergency exits and evacuation routes to the emergency exits?
Yes: No:
Does the student have any difficulty hearing the fire alarm(s) provided in the place(s) of
work?
Yes: No:
Would the student experience any difficulty raising the alarm if a fire was discovered?
Yes: No:
Is anyone designated to assist the student to get out in an emergency such as a

helper/buddy?
Yes: No:
Is the student likely to experience difficulties independently traveling to the nearest

emergency exit for a safe and timely evacuation?
Yes: No:
Does the student find the stairs difficult to use?
Yes: No:
Is the student dependent on a wheelchair for mobility?

Yes: No:
If the student uses a wheelchair would they have problems being able to transfer from their
wheelchair without assistance?
Yes: No:
General Comments (to include any relevant information not already identified above):
Jim is a very capable and intelligent young individual and one may not recognize that he
actually has a disability on first meeting him. His lip reading skills are excellent but one must
ensure that you are facing him when giving verbal instruction or warnings about equipment
etc.
It is easy to forget that the student cannot hear the alarm sounding in the event of a fire or
emergency siren.
If you have ticked ‘YES’ to any of the above then the Personal
Emergency Evacuation Plan (Student) MUST be completed.
Back to Fire Evacuation Procedures (PEEPs)

Appendix 4
Completed PEEP EXAMPLE
Personal Emergency Evacuation Plan: STUDENT

This form should be completed for a SERC student who requires assistance with ANY aspect of
emergency evacuation. The plan should include assistance required from the point of raising
the alarm to passing through the final exit of the building.
Any detail you provide will be handled in confidence and with your consent stored only with the
necessary parties required to ensure your safety and that of others.
A copy of the completed form will be held by:

• The student
• All Class Lecturers for the student’s course
• Learning Support
Note: This plan must be reviewed on an annual basis (at least) and/or when any significant
changes occur (of the building or employee).
A: Alarm System
1. The student is able / unable to raise the alarm (delete as appropriate).

If unable to raise the alarm independently, please detail agreed alternative procedures.
The student would be able to set the alarm off but he would have no way to tell if
the siren is actually being sounded.
2. The student will be informed of an emergency evacuation by:
Existing audible alarm system:

Vibrating pager:
Visual alarm system:
Other (please specify below):
Jim has been issued with a vibrating “Deaf Alert System” which vibrates should
the alarm go off. In addition to this an additional flashing beacon has been
installed in the welding booth when he is working alone.

B: Evacuation Procedure
(step by step account from when alarm is raised to final exit)
• The lecturer in charge will immediately stop all operations on hearing the alarm
sound and go directly to the student (Jim).
• It is important that the lecturer makes good eye contact and stands in front of the
student to assist lip reading/communication. Remember that the student has to lip
read and fully understand what is actually happening during the evacuation of the
building.
• Jim will remain beside the lecturer in charge at all times unless instruction has been
agreed that his fellow buddy/student will take him to the fire assembly point as
rehearsed during induction.
C: Designated Assistance
(details of the roles of persons designated to assist in executing the evacuation plan)
Jim has been allotted a “Buddy”/student assistance and this assists him get to the
restaurant at lunchtime and ensures that he is heard when placing orders for meals etc.
D: Equipment Provided and its Location

(evacuation chairs etc)
Jim has been issued with a Deaf Alert vibrating card by the Learning Support Team. It is
checked each morning that it is functioning and that the battery is full.
D: Safe Routes
(description of the primary and secondary routes)
A building layout plan should be attached to this form with routes clearly marked.
See below.

Fire Assembly Point
The Fire Assembly Point for all plumbing students is located at back of the College on
Wallace Avenue. This is accessed via Block 3 using the fire evacuation route detailed
below.

In the unlikely event of a fire alarm
being raised students using the
plumbing workshop (3C-16) should
follow the lecturer’s instructions and
leave the workshop immediately.
The escape route is via stairwell 7

adjacent to the workshop. Students
should walk to the ground level and
proceed to the Fire Assembly Point
located at Wallace Avenue. (See
above.)
Should the alarm be raised whilst

dining in the cafeteria, students should
leave immediately by the main entrance
to the campus via Castle Street and
wait at the Fire Assembly Point
immediately in front of the Fire and
Rescue Service building. (See location
map below).
They should remain at the Assembly

Point until they have been informed by
SERC fire wardens or rescue services
to return.

Fire Assembly Point
The Fire Assembly Point is located immediately in front of the Fire and Rescue Service
building located on Castle Street. Use the main entrance of the campus (Level B, Block
1) when evacuating the building in the event of a fire alarm being raised.
Back to Fire Evacuation Procedures (PEEPs)

Appendix 5
Duties and Responsibilities of College First Aiders
 Attend ALL calls for first aid assistance.
 Ensure their own safety at all times.
 Provide assistance at all times in compliance with their ‘First Aid at Work’ training.
 Be aware of the limits of their competency and when to call for an ambulance or
assistance.
 Take charge of the casualty until a satisfactory level of recovery has been achieved or
until the emergency services have arrived.
 Ensure that the condition of the casualty does not deteriorate as far as reasonably
practicable by implementing their first aid training.
 Refer the patient onto hospital or to their own GP as appropriate if they are in the opinion
that further treatment/attention is required.
 Complete appropriate online forms upon discharging first aid duties in ALL cases where
treatment has been rendered in line with Accident and Incident Reporting SOP.
 Keep designated first aid boxes fully stocked and ensure that all items are within their
expiry date. Replacement items are available through the Head of Health and Safety.
 Frequently check first aid rooms in their area to ensure that they are fully equipped and
tidy/clean. Any problems should be reported immediately to the Head of Health and
Safety.
Back to First Aid Procedures

Appendix 6
Minimising the Risk of Exposure to

Blood Products and BBV (Blood Borne Viruses)
 Do avoid contact with blood or bodily fluids.
 Do take all necessary precautions to prevent puncture wounds, cuts and abrasions in the
presence of blood and body fluids.
 Do avoid use of, or exposure to, sharps (needles, glass, metal etc) when possible and
discard sharps directly into the sharps container immediately after use, and at the point of
use.
 Do take particular care in handling and disposal if use of sharps is unavoidable – one use
only contaminated sharps must be discarded in to an approved sharps container. This must
be constructed to BS 7320; 1990 / UN 3291, and used containers must be disposed of
through a waste management company who will dispose of them safely as ‘waste for
incineration only’.
 Do protect all breaks in exposed skin by means of waterproof dressings and/or gloves.
 Do protect the eyes and mouth by means of a visor or goggles.
 Do apply good, basic hygiene practices including hand-washing before and after glove use,
and avoid hand-to-mouth/eye contact.
 Do control surface contamination by blood and body fluids by containment and appropriate
decontamination procedures.
 Do dispose of all contaminated waste safely and refer to relevant guidance if you are
uncertain how to classify and dispose of your waste.
In the event of a needle stick injury or contamination from blood or bodily fluids to cuts,
eyes, mouth, the employee must attend Accident and Emergency within 1-2 hours, in order for
clinical risk assessment and prophylactic measures to be undertaken if indicated as appropriate.
This injury must be reported to management and health and safety notified.
Back to First Aid Procedures

Appendix 7

Back to COSHH procedures

Appendix 8
Types of Assistance Dogs
• Guide Dogs: assist people who are blind or are visually impaired.
• Hearing Dogs: assist people who are deaf or are hearing impaired
• Support Dogs/Dogs for the Disabled: can be trained to do many other tasks which
their owner may find difficult or impossible.
• Support Dogs: also train dogs for people with disabilities and Seizure Alert dogs for
people with Epilepsy.
Members of Assistance Dogs
The following are registered members of Assistance Dogs (UK)
• Guide Dogs for the Blind Association (GDBA)

• Hearing Dogs for Deaf People
• Support Dogs
• Dogs for the Disabled
• Canine Partners
Back to Animals on Campus

Appendix 9
SERC NEW & EXPECTANT MOTHER RISK ASSESSMENT
HEALTH & SAFETY CHECKLIST
Hazards identified below can be entered on the College standard risk assessment form
(Appendix 10) along with suitable control measures to reduce any risk to an acceptable level.
See the risk assessment guidance notes and hazards and controls checklist at Appendix 11.
Further recommended guidance can also be found at www.womens-health.co.uk
1. Physical Demands Y N
Does the work involve lifting or pushing heavy objects? .......................................  
Does the work involve standing or squatting for long periods? .............................  
Does the role involve a lot of walking? ………………………………………………  
Does the work involve working at height or climbing steep steps? ……………….  
Does the woman need to access confined spaces? …………………………….  
Will any tasks become more hazardous as the woman changes shape and size?  
Does the role involve shift work? ……………………………………………………...  
If so, does it involve working at night? ....................................................................  
2. Mental Demands Y N
Does the role involve meeting challenging deadlines? ………………………………  
Does the role involve rapidly changing priorities and demands? ………………….  
Does the role require a high degree of concentration? ...........................................  
3. Working Conditions – General Y N

Does the work involve lone working or working in remote locations? …………  
Does the role involve any home working? …………………………………………….  
Will the woman have difficulty accessing toilet facilities? …………………  
Does the role prevent the woman from taking rest breaks when needed? ………  
Does the role prevent the woman from controlling the pace of work? ……………  
Are there any risks of violence at work? ………………………………………………  
Does any part of the job involve dealing with members of the public? …………….  
If so, does it involve dealing with distressed or troubled people? ...........................  
Does the role involve contact with young children or sick people? ………………  
Does the role involve dealing with emergencies? ...................................................  
Does the role involve working unpredictable hours? ..............................................  
Are there any obstacles in College or offices that could cause problems for  

pregnant women, e.g. in the event of a fire evacuation? ……………………………
Y N
Does the work involve extremes of hot or cold? …………………………………….  
Is the temperature in her working environment unreasonable? ……………………  
Does the woman use Display Screen Equipment? If so: ……………………….
Does the woman have difficulty getting in and out of the workstation? ...............  
Will this become a problem as the pregnancy develops? ………………………….  
Is the woman prevented from using a seat that is adjustable, with a backrest?...  
4. Specific hazards
Does any part of the job involve the use of chemicals? ……………………………..  
Could the woman come into contact with any biological risks such as Rubella or
Chicken Pox? …………………………………………………………………………..  
Does the job involve working with cats & sheep? (Lambing – Toxoplasmosis) …  
Is there any exposure to vibration, e.g. through the use of hand tools? ...............  
Does the woman need to wear personal protective clothing? …………….………  
If so, will this present a problem as the pregnancy develops? ……………………  
Does the work expose the woman to ionizing radiation? …………………………..  
Does the work involve exposure to electromagnetic fields & waves? ……………  
Will any of the hazards listed above still be a risk during the breastfeeding
period?  
This checklist has been completed to the best of my knowledge.
Signed……………...…………………………………… Date: ………………………….…..
(Line Manager)
Signed……………...…………………………………… Date: ………………………………
(HR)
Signed: ……………………………………………….… Date: ………………………………
(Employee or Student)
Note: This checklist is to be kept on the employee’s personal file for at least three years. (In the
case of students, it should be retained by the Health and Safety department.)
Back to New and Expectant Mothers

Appendix 10
Risk Assessment
Name of person carrying out Risk Assessment …………………..……………… Date assessment carried out………………….…
Review Date ……………………..…
Area / Activity Hazards Who might be What are you What further action is Action by Date of Done
harmed and already doing? necessary? whom Action
how?
Assessment approved by: ……………………………………………….. (Head of School/Campus Management)

Date Assessment forwarded to Human Resources : ………………………
Date Assessment forwarded to Head of H&S Department (If applicable): ……………….

Appendix 11
SERC New & Expectant Mother Risk Assessment
Hazards and Controls Guidance Checklist
Suggested Control Measures Checklist
Examples of Potential Hazards The list below is not exhaustive and is given as guidance only. Add (Action or
additional control measures as appropriate to the work area. Not
Applicable?)
1. Physical Demands
 Advise woman to seek assistance when lifting / pushing heavy objects.
Lifting / Pushing heaving objects  If the above is not possible, undertake a full manual handling risk
assessment.
Standing or squatting for long periods  Ensure woman has regular breaks to undertake moderate exercise /
relaxation.
Excessive walking  Use of transportation.
Working at height  Review necessity for working at height or provide assistance / partner
where unavoidable.
Confined spaces  Areas to be checked and assistance to be provided in all cases where
woman accesses a confined space.
Changing size / shape of the employee  Continuous checks to be undertaken as pregnancy progresses.
2. Mental Demands
 Flexible deadlines where possible.
Challenging deadlines  Continuous communication between employee and line manager or
student and tutor/supervisor.
Changing priorities / demands  Provision of information to the woman as soon as available.
 Continuous communication between employee and line manager or
student and tutor/supervisor.

Applicable?)
Work requiring a high degree of  Ensure woman has regular breaks to undertake moderate exercise /
concentration relaxation.
3. General Working Conditions

 Reschedule work to avoid lone working.
Lone working / remote areas
 Implement a reporting system at set time periods.
Toilet breaks / facilities  Ensure that there are adequate facilities available.
Rest Breaks  Ensure the woman has the facility to take a break when required.
Pace of work  Flexible deadlines where possible.
 Regular checks by line manager or tutor/supervisor to ensure pace of
work is not affecting the woman’s health.
Risk of violence  Review operations and procedures to eradicate possibility of violence.
 Provide assistance when required.
Working with members of the public;  Re-arrange tasks to avoid / minimise contact where possible.
distressed / troubled people; or young  Provide assistance when required.
children / sick people
Obstacles in the way of escape eg in the  Remove obstacle.
event of a fire  If this is not feasible, relocate activity to a different area.
Indoor air pollution  Relocate where possible.
 Restrict time allowed in this location.
 Provide Personal Protective Equipment.
Extremes of hot / cold or unreasonable  Withdraw the necessity to work in these extremes
temperatures  Limit time spent in these extremes
 Provide respite breaks as appropriate
 Provide Personal Protective Equipment
Display screen equipment  Ensure that a DSE Assessment has been undertaken on the workstation.
Applicable?)
 Locate the woman on a suitable workstation where space is not a
problem.
 Seat changed to suit the specific individual.
4. Specific Hazards
Use of chemicals  Ensure COSHH Risk Assessments have been undertaken on all
hazardous substances.
Biological risks  If the woman is not immune from chicken pox, avoid contact with known
cases of chicken pox or shingles.
 Ensure the woman is fully briefed of the risks involved and the precautions
to take.
 Follow any procedures laid down by placement providers.
 Advise the woman to seek guidance from their own GP / midwife if they
have any concerns.
Working in agriculture / horticulture or with  Avoid contact with sheep at lambing times.
cats and sheep  Wear gloves and wash hands thoroughly if emptying cat litter trays.
 Avoid handling raw meat if possible.
 If handling raw meat, wash hands thoroughly and wash down any work
surfaces which raw meat has touched.
 Always cook meat thoroughly.
 Wear gloves for gardening.
 Wash vegetables thoroughly before eating.
Exposure to vibration  Avoid / limit the use of hand tools where vibration is a problem.
Ionizing radiation  Avoid the use of radioactive materials where possible.
 Reschedule lab experiments until they are safe to undertake.
Electromagnetic fields / waves  Avoid the use of electromagnetic fields / waves where possible.
 Reschedule lab experiments until they are safe to undertake.


Appendix 12
Notifiable Infectious Diseases under the Health Protection (Notification) Regulations 2010
Acute Encephalitis/Meningitis Bacterial
Acute Encephalitis/Meningitis Viral
Anthrax
Chickenpox
Cholera
Diphtheria
Dysentery
Food Poisoning
Gastroenteritis (< 2years)
Hepatitis A
Hepatitis B**
Hepatitis Unspecified
Legionnaires' Disease
Leptospirosis
Malaria
Measles
Meningococcal Septicaemia
Mumps
Paratyphoid Fever
Plague
Poliomyelitis (Paralytic)
Poliomyelitis (Acute)
Rabies
Relapsing Fever
Rubella
Scarlet Fever
Smallpox
Tetanus
Tuberculosis (Pulmonary)
Tuberculosis (Non Pulmonary)
Typhoid
Typhus
Viral Haemorraghic Fever
Whooping Cough
Yellow Fever
Food poisoning notifications include those formally notified by clinicians and reports of Salmonella,
Campylobacter, Cryptosporidium, Giardia, Listeria and E Coli O 157 informally ascertained from
laboratories.
Back to Notifiable Infectious Diseases
Appendix 13
Notifiable Infectious Disease (Suspected or Confirmed)
Clarity and accuracy of recorded information is crucial. It will be needed should contact be
made with the relevant reporting authority (HSENI or Health Promotion Agency).
Information Received about a Suspected or Confirmed Notifiable Infectious Disease
Date: Time:
Information received by:
Method of notification:
Details of person providing information:
Name: Contact No:
AFFECTED STUDENT / STAFF DETAILS
Name of Student or Staff Member:

Date of birth: Student ID / Staff No:
Contact Details and Telephone No(s):
Address:
Class or Department:
Class Tutor or Line Manager:
Special Educational Needs (if any):
Existing Medical Condition (if any):
GP / Medical Practice Details
Name:
Telephone Number:
Diagnosing Doctor’s name (if applicable):
Type and Symptoms of the Disease (if known):
The period of time that the Doctor/GP has stipulated that the individual must remain at
home/away from College/work place (if known):
Any other relevant information:
Back to Notifiable Infectious Diseases

Appendix 14
Guidance Sheet for Lone Working Risk Assessment
Address where work is to take place: …………………………………….

Work activity being undertaken: …………………………………………..
Brief description of work: …………………………………………………..
Hazard identification:
Identify all the hazards specific to the lone working activity; evaluate the risks and record the
appropriate risk grading; describe all existing control measures and identify any further measures
required.
Specific hazards may need to be assessed for an individual Lone Worker e.g. pregnancy risk
assessment. These assessments should be completed using the relevant SERC recording forms
and should be cross referenced with this document.
Hazard(s) Risk Grading

Control Measures (include alternative work methods, training, supervision, protective
equipment, alarms)
Workplace:
Identify any hazards specific to the workplace or work environment which may create particular
risks for lone workers e.g. confined spaces, lack of emergency call systems
Process:
Identify any hazards specific to the work process which may create particular risks for lone
workers e.g. electrical systems, use of dangerous substances
Equipment:
Identify any hazards specific to the work equipment which may create particular risks for lone
workers e.g. manual handling aids, mechanical failure
Violence:
Identify the potential risk of violence – you may find it helpful to review recent and past incidents
to assess the “true” picture
Hazard(s) Risk Grading

Control Measures (include alternative work methods, training, supervision, protective
equipment, alarms)
Individual:
Identify any hazards specific to the individual which may create particular risks for lone workers
e.g. medical conditions, pregnancy/breastfeeding, young workers.
Work pattern:
Consider how the lone worker’s work pattern integrates with those of other workers in terms of
both time and geography
Other:
Please specify
Persons at Risk: Identify all those who may be at risk.
Receptionists On-call Staff

Office Staff Estates Engineers
Visitors /Others (please identify)
Training: Identify the level and extent of information, instruction, and training required.
Consider experience of workers.
SERC Induction and Local Induction

Conflict Resolution
Cultural Awareness
Manual Handling
Fire Safety and Evacuation
Personal Safety Training
Task / professional training
Other - please list
Supervision: identify the level of supervision required.
Identify all necessary supervisory measures
Is suitable supervision in place?

Periodic telephone contact with lone workers necessary?
Periodic location visits to lone workers?
Regular contact (e.g. telephone, radio etc.)
Automatic warning devices e.g. motion sensors
Manual warning devices e.g. emergency call buttons, panic alarms etc.
End of task / shift contact
Other – please specify
Additional Information: Identify any additional information relevant to the lone working activity,
including emergency procedures.
Name(s) of Lone Worker(s): …..………………………………………………………….

Job Role: …………………………………………………………………………………….
Assessment Review Date (at least annually): ………………………………….……..
Assessor: ……………………………………………………………………………………
Date: ………………………………………………………………………………………….
Comments:
Back to Lone Worker Assessment

Appendix 15
HAZARD CHECKLIST
1. Mechanical 8. Particles and Dust

Entanglement Inhalation
Friction/abrasion Ingestion
Cutting Abrasion of skin or eye
Shearing
Stabbing/puncturing 9. Radiation
Impact Ionising
Crushing/trapping Non-ionising
Ejection
10. Biological
2. Transport Bacterial
Viral
3. Access Fungal
Slips, trips and falls
Falling or moving objects 11. Workplace Factors
Obstructions or projections Noise
Confined spaces Vibration
Light
4. Handling/Lifting Humidity
Ventilation
5. Electricity Temperature
Pressure/vacuum
6. Chemicals
Toxic 12. Organisational
Irritant Poor maintenance
Sensitising Lack of supervision
Flammable Lack of training
Corrosive Lack of information
Explosive Unsafe systems
Carcinogenic Provision of unsuitable equipment
7. Fire and Explosion 13. The Individual

Individual not suited to high work rate
Unsafe behaviour of individual
Back to Risk Assessment

Appendix 16
Non-Conformance Observation Report (NCOR)
NCOR No. : Date: Audit No. :
Description of Non-conformance
Raised due to: Internal Audit / Staff/student Complaint / Normal Working (delete not
applicable)
Reported by :
Remedial Action
Action by : To be completed by : (date)

Action to Prevent Recurrence
Action by : To be completed by : (date)
Back to Health & Safety Audits

Appendix 17
Corrective Action Form

Responsibility Please Description of Action required. “Corrective
risk/hazard action”
completion
date.
HOS/Dept/Unit
Estates
Health and
Safety Dept
Other (Graham’s
etc)
Proposed Date of Review Meeting: Month: ___________ Day ___________ Time am / pm
Back to Health & Safety Audits

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SOP NUMBER: 199-09-2015

ACADEMIC YEAR: 2018/19 ONWARDS

DATE OF THIS ISSUE: DECEMBER 2018

General Health and Safety SOP

Summary of Contents: Responsible Owner(s):

Head of Health and Safety

Last CMT Approval Date:

3.0 Fire Evacuation

 Outside theatre companies, individuals or organisations who hire or carry out

3.2 Roles Relating to Fire Evacuation

199-09-2015 3 General Health and Safety SOP

 Senior Management should approach reception and offer assistance if required.

• Class Lecturer Role

199-09-2015 4 General Health and Safety SOP

• Head of Health and Safety Role

3.3 Evacuation Procedure

199-09-2015 5 General Health and Safety SOP

3.4 Personal Emergency Evacuation Plans (PEEPs)

 A Personal Emergency Evacuation Plan (PEEP) is a means by which arrangements

199-09-2015 6 General Health and Safety SOP

• Responsibilities for PEEPs

 Staff or Students with a permanent or temporary disability that affects mobility

 Heads of School/Department/Unit (HOSDU) are responsible for ensuring the

 Line Managers are responsible for carrying out Emergency Evacuation

 Estates Department can advise on building issues and investigate, where

• Procedures for PEEPs

199-09-2015 8 General Health and Safety SOP

4.0 First Aid

4.1 SERC’s Duty

4.2 First Aid

4.3 Assessment of Need

4.4 College First Aiders

• Duties of College First Aiders

199-09-2015 10 General Health and Safety SOP

• Campus Managers and Duty Managers

• First Aid Materials, Equipment and Facilities

199-09-2015 11 General Health and Safety SOP

4.5 In the event of Injury or Sudden Illness

 The Northern Ireland Ambulance Service advise that clinical/medical emergencies

• Administering First Aid

• Transport to Hospital, GP or Home

• Initial Notification and Reporting

199-09-2015 13 General Health and Safety SOP

4.6 Public Relations

5.1 Scope and Regulation

5.3 Risk Assessment

199-09-2015 16 General Health and Safety SOP

199-09-2015 17 General Health and Safety SOP

199-09-2015 18 General Health and Safety SOP

Property: SERC controlled, leased, or owned campus or building.

199-09-2015 19 General Health and Safety SOP

6.5 To report violations and disturbances:

199-09-2015 20 General Health and Safety SOP

7.1 Scope and Background

7.2 Procedure: STAFF

7.3 Procedure: STUDENTS

199-09-2015 22 General Health and Safety SOP

7.4 Roles and Responsibilities