St Catherine's School
HEALTH AND SAFETY POLICY

Reviewed by:	Bursar
Last Reviewed:	November 2024
Next Review:	November 2025

SCHOOL MISSION We are inspired by St Catherine of Siena, who said ‘Be who God wants you to be, and you will set the world on fire’, to form young women of confidence and compassion, ready for service and leadership in the world. We fulfil our mission through these values:   Community: a place of cheerfulness, dignity and tolerance, where all are welcome Faith: a Christ-centred school with time for reflection; a culture of gratitude and friendship Courage: with self-knowledge, resilience and integrity, and a readiness for challenge Scholarship: where gifts are developed through curiosity, imagination and ambition Service: commitment to others, to stewardship, and to justice and hope for all

Introduction

The Health and Safety Policy incorporates:

• The Statement of Intent - the declared commitment by the Governors to the Health, Safety and Welfare of employees, pupils and other users of the premises;

• The Organisation (Section 1) - the roles and responsibilities of staff and Governors with key Health and Safety related duties;

• The Arrangements (Section 2) - the means by which the management of Health and Safety is achieved.

Statement of Intent

STATEMENT OF INTENT

The Governors of St Catherine’s School recognise and accept their responsibilities in providing a safe and healthy environment for the staff employed in the School, for the pupils attending it and for other persons on the premises.

Reasonable steps will be taken to fulfil these responsibilities within the framework of The Health and Safety at Work, etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, those other Regulations made under the Act and the ISI requirements.  To this end, the Governors have designated two members of the Board of Governors as having strategic oversight of the School’s Health and Safety Organisation and Arrangements on its behalf, but at the same time, each member is expected to reinforce the Board's message on Health and Safety.  The Board, furthermore, recognises that it also has a corporate responsibility towards the School, its staff, pupils and others coming on to the premises.

The Board will make certain that there are adequate resources available to cover the cost not only of the planned maintenance of the grounds, buildings, plant and equipment in a safe condition but also of any emergency action necessary to ensure the health and safety of the occupants of the School.

Each and every member of staff must recognise that, under the Act, they have a personal responsibility for their own safety as well as for the safety of all those for whom they have a duty of care and anyone else who may be affected by their acts or omissions at work.  They also have to cooperate, as far as is necessary, with their employers in fulfilling their duties under the Act and supporting legislation as well as under the School’s Health and Safety Policy.

The School has taken note of the implications of the Corporate Manslaughter and Homicide Act 2007 and the Health and Safety (Offences) Act 2008 and believes that its Health and Safety Management systems are duly in place and adequately rigorous.  They will continue to monitor those systems with due diligence in respect of the health, safety and welfare of staff, pupils and anyone else who may be affected by them.

The Organisation and Arrangements through which the Governors, the School Management and staff aim to fulfil the requirements are set out in the Health and Safety Policy.  It is a requirement that all members of staff read it and sign that they have done so.

This Statement of Intent will be displayed in the staffroom and in each departmental office.

Signed: .................................................................. Chair of Governors

Dated: ................................................................... November 2024

Section 1 - Organisation

A. Persons with Health and Safety Management Responsibilities

• Headmistress 

• Bursar

• Site & Compliance Manager

• Senior Deputy Head (Senior School Staff, Pupils)

• Head of Prep (Prep Department Staff, Pupils)

• Heads of Department 

• Governors (overview of the management of Health and Safety)

B. Dissemination of Health and Safety Information

Health and Safety is reviewed in routine Staff, Senior Management Team and Governors' meetings.  All relevant information will be circulated in the Staff Handbook, posted on the notice boards or given to individual members of staff, where more appropriate.

Training is provided to new joiners and existing staff, covering school policies and procedures relating to health and safety. Heads of Department are responsible for training departmental staff on departmental arrangements and providing departmental health and safety information. 

C. Inspection Cadence and Fire Risk Assessment Reviews  

H&S Inspections take place on a periodic basis as follows:

• Bi-Annual H&S audit reviews to be carried out by external H&S consultants;

• Termly visits will take place by the School appointed H&S Committee Governors;

• Periodic checks by Heads of Department, supported by the Site & Compliance Manager, as required by the Bursar.

All aspects of the H&S Policy will be covered by one or more of the above types of inspection. The H&S Policy will be signed off by the Board of Governors bi-annually. The Fire Risk Assessment review will be undertaken annually.

Reports from H&S Inspections will be discussed at SMT meetings and relevant details shared with staff at INSET, or more frequently if required, insofar as matters affect staff health, safety and welfare, and as required under the Health and Safety (Consultation with Employees) Regulations 1996.

D. Role of the Board of Governors (Health and Safety Governors)

The Governing Body appoints two Governors to represent the Governing Body within the School’s Health and Safety Governing Body Committee. The delegated role of these Governors is outlined below:

• To maintain oversight of the management of Health, Safety and Welfare of staff, pupils and other persons on the school premises and during off-site activities);

• To accept the Governing Body’s collective role in providing Health and Safety leadership, and the setting of Health & Safety expectations to be delivered through the Health and Safety Policy and the Health and Safety Audits and Inspections;

• To ensure all relevant Governing Body decisions reflect its Health and Safety intentions as articulated in the Policy Statement;

• To ensure that Health and Safety risk management systems are in place and remain effective;

• To keep themselves informed of relevant Health and Safety risk management issues;

• To encourage the staff’s active participation in improving Health and Safety;

• To consult with staff on the Health and Safety management system of the School, including off-site activities;

• To keep themselves informed of significant failures and outcomes of investigations (e.g. accidents and dangerous occurrences);

• To ensure there are the necessary staff competences, resources and support of the Governing Body members.

E. Role of the Health and Safety Governing Body Committee

The Health and Safety Governing Body Committee will meet once per term, or more frequently if necessary. The Committee will comprise the following:

• Governor Representatives (one Governor will act as Chair of the Committee) 

• Senior Deputy Head

• Head of Prep

• Site & Compliance Manager

• Bursar

The purpose of the Committee is to provide Governor insight into School Health and Safety activities and facilitate Governor oversight of strategic Health and Safety matters and feedback on operational Health and Safety matters. Independent H&S Consultants will be invited to attend meetings when needed.

F. Role of the Health and Safety Operational Committee

See also Consulting Employees (as set out in the Arrangements - Section 2 of this policy)

Section 2(6) of the Health and Safety at Work Act (1974) provides:-

"It shall be the duty of every employer to consult any such representatives with a view to the making and maintenance of arrangements which will enable him and his employees to co-operate effectively in promoting and developing measures to ensure the health and safety at work of employees, and in checking the effectiveness of such measures"

In accordance with the Health and Safety (Consultation with Employees) Regulations 1996, the Headmistress will advise all staff of their right to be consulted on health and safety matters and will facilitate staff input into Health & Safety matters. Staff can provide feedback or raise concerns through the Health and Safety Operational Committee Meetings, through line management, and via INSET feedback forms, risk assessments and other feedback sheets.

Consultation with staff is an ongoing activity. Staff are encouraged to raise health and safety related matters through the Health and Safety Operational Committee, which meets once per term. The purpose of the Committee is to promote and maintain a safe and healthy workplace for all members of the school community and all who visit the site. Staff can also raise a health and safety concern at any time through their line manager, or with the Bursar.

The Health and Safety Operational Committee will comprise the following: 

• Bursar (Chair)

• Representatives from high risk departments (such as Science, Food Technology, PE, etc.)

• Senior Deputy Head

• Head of Prep

• Site & Compliance Manager

• Strategic Technology Manager

In accordance with the Health and Safety (Consultation with Employee) Regulations 1996, the School will ensure that members of the Health and Safety Operational Committee (and any other member of staff with Health and Safety accountabilities) receive the training they need to carry out their roles, and will pay any reasonable associated costs, including travel and subsistence costs, together with paid time to carry out their Health and Safety functions.

G. Role of the Headmistress

The Headmistress is responsible for the Health & Safety management of the School. She may delegate staff and pupil matters to the Senior Deputy and Head of Prep Department, and policy implementation and review to the Bursar in order to manage the following:

• To pursue the aims of the School in respect of health, safety and welfare; 

• To ensure the drafting and periodic review of Policy, ensuring (i) its implementation (ii) that all members of staff are aware of its contents and fully understand their responsibilities (iii) the provision of relevant training for staff;

• To be available to any member of staff to discuss and to seek to resolve health and safety problems not resolved at a lower level;

• To advise all staff of their right to be consulted on health and safety matters;

• To ensure appropriate action is taken to eliminate or reduce hazards and risks;

• To report to the Governing Body where significant short term measures, such as temporarily ceasing an activity or closing a building, are deemed necessary to eliminate or mitigate a risk to an acceptable level;

• To ensure an up-to-date list of all safety representatives (e.g. fire marshals and first-aiders) is maintained, together with relevant training records;

• To support safety representatives in their performance of their roles;

• To receive written reports from safety representatives concerning possible hazards and to respond in writing within a reasonable period of time;

• To ensure that materials and equipment purchased are safe and without risk to health when properly used;

• To ensure the safekeeping and administration of medication for those pupils with special medical needs;

• To ensure that the circumstances of accidents are properly reported and recorded and appropriate actions are taken to prevent or reduce the likelihood of recurrence;

• To ensure that all occupants and visitors, including those who will be undertaking work on the premises, are made aware of any hazards on site and of when and where such work activities could affect the occupants.

H. Role of the Bursar

• To act as the School’s H&S competent person;

• To act on behalf of the Headmistress on all Health and Safety matters in relation to external agencies - HSE, Fire Brigade, Local Authority, Insurance Risk Manager, etc;

• To support the Health and Safety Governing Body Committee and chair the Health and Safety Operational Committee;

• To consult with the Headmistress for advice and guidance where his normal executive authority does not allow him to resolve the matter effectively;

• To organise and monitor the safe provision of all other non-curriculum services.

• To arrange whole school H&S training, including induction training and specific H&S training for teachers and site care staff;

• To monitor the maintenance of premises, plant, machinery and equipment;

• To be responsible for other Health and Safety matters as reasonably requested by the Headmistress and as indicated in the Organisation and Arrangements contained in this Policy.

• To implement and monitor the appointment (to include an assessment of their H&S competence) of contractors;

I. Role of the Site & Compliance Manager

• To Assist the Bursar in matters related to Health & Safety 

• To arrange Health and Safety Audits and Inspections as laid down in this Policy;

• To investigate safety matters raised by staff or pupils and to ensure necessary actions are taken;

• To ensure the statutory display of H&S related information;

• To ensure Safe Access to the premises for persons with disabilities and Safe Parking arrangements;

J. Role of other Responsible Persons (Senior Management, Heads of Department and Site & Compliance Manager, as appropriate)

• To be the persons responsible for Health and Safety within their sphere of work or allocated responsibilities;

• To take appropriate local action to remove or reduce hazards and risks and to avoid ill-health arising from work or work-related activities;

• To receive reports of hazards from users of the area and to take steps, so far as reasonably practicable, to remove/reduce them or have them removed/ reduced;

• To report to the Site & Compliance Manager, cases where their role does not allow them to deal effectively with a hazard/risk, or where there is any doubt as to the practicability of a proposed solution and, where necessary, to take appropriate short term measures to maintain safety pending rectification;

• To ensure that accidents are reported in accordance with instructions when so directed by the Site & Compliance Manager, and to establish the facts of any accident;

• To cooperate with the Senior Deputy Head to ensure that all staff are aware of the contents of the Health and Safety Policy and any other information necessary on health and safety issues;

• To ensure the appropriateness of all Risk and COSHH Assessments;

• To ensure they provide department specific inductions and training for members of staff whom they line manage’

• To organise and monitor the administration of medication and First Aid  as required and as appropriate;

• To ensure the use of protective clothing and equipment where appropriate, and to ensure that this is properly maintained and renewed when necessary;

• To ensure, within the remit of their responsibilities, that (i) employees new to the School receive training to help them perform their duties in a safe manner, (ii) pupils are able to work and move about safely in the School and (iii) all other persons, visitors, parents and contractors, are also able to do so;

• In particular, to ensure that they have all necessary information on health and safety matters including, for staff, a copy of the local arrangements and the opportunity to read and discuss them before starting work;

• To facilitate, within their area of responsibility, access to the curriculum for all pupils with disabilities.

K Duties of All Employees under the Act

Section 7 of the 1974 Act places a duty on all employees while at work to take reasonable care of themselves and anyone who may be affected by their acts or omissions.  They also have a duty to co-operate with the School management in the interests of health and safety, e.g. fire drills, first aid, etc.

Breaches of the Act are criminal offences.  In the event of prosecution, the onus of proving that something was not reasonably practicable in the circumstances is placed on the defence.  Failure to comply with Codes of Practice issued under the Act raises a presumption that a related safety requirement was not complied with.  The School, employees, suppliers of goods and services and (so far as Section 8 is concerned) members of the public are all subject to the Act.

The Act also notes that the degree of care will be proportionately greater where persons of more than usual vulnerability are concerned, which must be borne in mind where pupils, employees or visitors have disabilities.  Where people with disabilities use the premises, consideration must be given to any special Health and Safety requirements they may have.

Other special considerations relating to pupils, staff or visitors with disabilities, including access and sanitary accommodation, are covered in the School’s Accessibility Policy.

L. Role of the Health and Safety Adviser (if appointed)

Where requested:

• attend Health and Safety meetings

• carry out an Audit and Inspection of the School and submit a full written report, prioritising the issues identified

• review written procedures (audit) 

• provide in-service training

• carry out risk assessments

• review and advise on safe systems of work

• undertake investigation where there has been a notifiable accident or incident

• help draft and advise on policy

• review policy

• arbitrate on health and safety matters

• provide the School with up-to-date health and safety information

• attend pre-contract meetings

• inspect and monitor contractors on site

• contribute to curriculum

M. Specific Areas of Responsibility

N. Schedule of Reviews and Record-Keeping

Section 2 - Specific Arrangements

1. Accident Reporting/ Recording

The Regulations, Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), place a statutory duty on employers to report injuries, ill-health involving employees, injuries involving pupils and other people not at work and dangerous occurrences all arising out of the workplace and its activities.  

What must be reported:

Deaths 

Death to workers and non-workers (not suicides) or specified injury must be reported without delay, if they arise from a work-related accident, including an act of physical violence to a worker.  The lists of Specified Injuries and Diseases only apply to employees, not to pupils or others.

Specified injuries

Including:

• a fracture, other than to fingers, thumbs and toes;

• amputation of an arm, hand, finger, thumb, leg, foot or toe;

• permanent loss of sight or reduction of sight;

• crush injuries leading to internal organ damage;

• serious burns (covering more than 10% of the body, or damaging the eyes, respiratory system or other vital organs);

• scalpings (separation of skin from the head) which require hospital treatment;

• unconsciousness caused by head injury or asphyxia; 

• any other injury arising from working in an enclosed space, which leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours;

• accidents which prevent the injured person from continuing their normal work for more than seven days (not counting the day of the accident but including weekends and other rest days).

Major Injuries (not “specified”) have to be reported in all cases.  

1. 1. Any fracture, other than to fingers, thumbs or toes;
2. 2. Any amputation;
3. 3. Dislocation of the shoulder, hip, knee or spine;
4. 4. Loss of sight (temporary or permanent);
5. 5. A chemical or hot metal burn to the eye or any penetrating injury to the eye;
6. 6. Any injury from an electric shock or burn leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours;
7. Any other injury

   1. Leading to hypothermia, heat-induced illness or to unconsciousness;

   2. Requiring resuscitation; or

   3. Requiring admittance to hospital for more than 24 hours;

8.  Loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent;
9.  Either of the following conditions which result from absorption of any substance by inhalation, ingestion or through the skin (a) acute illness requiring medical treatment (b) loss of consciousness;
10. Acute illness which requires medical treatment where there is reason to believe that this resulted from exposure to a biological agent or its toxins or infected materials.

Over seven-day injuries to workers

This is where an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than seven consecutive days (not counting the day of the accident).

Occupational diseases

Employers and self-employed people must report to the HSE, if a doctor has diagnosed that an employee is suffering from a reportable, occupational disease, where these are likely to have been caused or made worse by their work: These diseases include:

• carpal tunnel syndrome; 

• severe cramp of the hand or forearm;

• occupational dermatitis;

• hand-arm vibration syndrome;

• occupational asthma;

• tendonitis or tenosynovitis of the hand or forearm;

• any occupational cancer;

• Any disease attributed to an occupational exposure to a biological agent.

Injuries to non-workers

Work-related, reportable accidents involving members of the public or people who are not at work must be notified, if a person is injured and is taken from the scene of the accident to hospital for treatment to that injury.

Dangerous occurrences

Reportable dangerous occurrences in schools typically include: 

• the collapse or failure of load-bearing parts of lifts and lifting equipment; 

• the accidental release of a biological agent likely to cause severe human illness; 

• the accidental release or escape of any substance that may cause a serious injury or damage to health; 

• An electrical short circuit or overload causing a fire or explosion. 

What Records must be kept:

An Employer must keep a record of:

• any accident, occupational disease or dangerous occurrence which requires reporting under RIDDOR; and

• any other occupational accident causing injuries that result in a worker being away from work or incapacitated for more than three consecutive days (not counting the day of the accident but including any weekends or other rest days). Employees do not have to report over three-day injuries, unless the incapacitation period goes on to exceed seven days.

The responsible person is required to keep records for three years from the date the record was made.  The information required to be kept for injuries and dangerous occurrences is:

(i) The date and time of injury or dangerous occurrence
(ii) The name and nature of the injured person (employee and non-employee)
(iii) The occupation of the injured employee or status of the injured non-employee
(iv) The place where the incident occurred and brief details of what happened
(v) The date the incident was first reported and the way it was reported, i.e. telephone or written notification
(vi) Explosion or fire resulting in the suspension of normal work on the premises for more than 24 hours

It is essential that the person responsible for reporting is familiar with the RIDDOR Regulations.  The two documents referred to above are minimum required reading.

Further reading:

Reporting accidents and incidents at work: A brief guide to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR);
Incident reporting in schools (accidents, diseases and dangerous occurrences) Guidance for employers - Education Information Sheet No. 1 (revision 3)

2. First Aid

The information below is consistent with the Medical Care and First Aid Policy and the Medical Care and First Aid Policy EYFS and Prep Policy. In the event of an accident or other incident (e.g. an epileptic fit) a First Aider should be contacted to deal with the situation.  The First Aider will be responsible for recommending that an ambulance is called or that a pupil should be taken to hospital, if the need for one is not obvious.

The following information is displayed within the School:

• The names of the First Aiders

• The location of First Aid Boxes

• The name of the person responsible for the maintenance of the First Aider list and the First Aid Boxes

The School maintains a level and distribution of First Aid provision to respond adequately to requirements.  Where it is assessed that there is greater risk of injury because of the more practical nature of curricular and other activities, arrangements are in place to cope with demand for treatment (e.g. science, CDT, PE, games and swimming, off-site visits and trips)

Records are kept of the expiry date of all First Aid training certificates.  Refresher training will be undertaken within the time limit or annually for the certification to be maintained.  This is the responsibility of the Senior Deputy Head.

Maintenance of the Medical Room and First Aid equipment is the responsibility of the Appointed Person (Bursar), but this task is delegated to the Reception staff.

The First Aider or the senior person present will be responsible for contacting a family member of the injured person, if necessary.

Further reading:

Medical Care and First Aid Policy
Medical Care and First Aid Policy EYFS and Prep Policy
First aid at work - the Health and Safety (First-Aid) Regulations 1981. Guidance on Regulations
Guidance on First Aid for Schools - A good practice guide (DfE)

2.1 Infectious Diseases

From time to time infectious diseases will occur amongst pupils and staff. Infectious diseases are more common amongst school-aged children. Good personal hygiene precautions are crucial to prevent the spread of infections and hand washing is the single most important intervention in the control of cross-infection.

Further reading:

Health protection in schools and other childcare facilities (DfE)

3. Administering Medicines to Pupils

The School undertakes to make appropriate arrangements for those pupils with special medical needs either to keep safe and have access to their medication and/ or to administer it when necessary.  In such cases, the procedures within the Medical Care and First Aid Policy or the Medical Care and First Aid Policy EYFS and Prep Policy must be adhered to.  The Senior Deputy Head and the Head of Prep are the persons responsible for these arrangements within their areas of responsibility. Administering medicines to pupils is reportable to the Headmistress.

Further reading:

Medical Care and First Aid Policy
Medical Care and First Aid Policy EYFS and Prep Policy
Supporting pupils with medical conditions at school - Statutory Guidance 

4. Fire Safety

Further detail on Fire Safety can be found in the Fire Safety Policy. The procedures below are consistent with that policy.

(a) Fire Evacuation Procedures and Drills

The signal for evacuation will be the continuous ringing of the fire bell. Always evacuate the school if the fire alarm sounds – assume every alarm could be for real. Never re-enter the building while the alarm is still sounding and only after the fire officer has confirmed it is safe to do so.

On hearing the alarm, leave the room you are in and proceed to the nearest safe exit out of the building, switching off the lights, closing the doors and windows as exiting the room.

Everyone must walk swiftly – not run – to the assembly point on the school field and take no belongings with them. The evacuation should be calm and quiet and staff must ensure that pupils assemble in silence at the assembly point as indicated on the Evacuation Notice.

The Senior Deputy Head (or in her absence, the Head of Prep) will control the assembled School. Each class teacher will register her/his class and report the result of their roll call with a written note of the names of any girls unaccounted for. All staff must report their presence to a member of the Admin Team. Contractors' staff and visitors will be checked by the Site & Compliance Manager or Site Manager.

Do not tackle a fire unless it is small and you have been trained to do so.  Your first duty is to ensure that the school is alerted and that any children in your charge are evacuated safely. No one is permitted to re-enter the building until instructed to do so.

After each drill or a real emergency the SMT will review the effectiveness of the procedures. A record of termly drills and weekly fire alarm tests is kept by the Site & Compliance Manager.

(b) Evacuation Notices and Signs

Evacuation notices displaying the location of the Assembly Point are displayed in all rooms and common areas.  Evacuation signs indicate the quickest route out of the building.  Call points (break glasses) and fire extinguishers are signed.

The Site & Compliance Manager reviews signage provision annually.

(c) Fire Fighting Equipment

The Site Manager checks that fire-fighting equipment (extinguishers, blankets) have not been tampered with or damaged on a weekly basis.  The Site & Compliance Manager is responsible for ensuring that the equipment is serviced annually and keeps records of the service checks.

From time to time the Bursar will undertake a review of the changing needs of firefighting provision and will instruct an audit of the equipment.

Further reading:

Fire Safety Policy
Safety signs and signals – Guidance on the Regulations (3rd Edition)
A short guide to making your premises safe 

5. Control of Substances Hazardous to Health (COSHH)

Responsibility for implementation for the Control of Substances Hazardous to Health (COSHH) Regulations is delegated to Departments: Art, Science, Food Technology and the Site Team. Any substance used in the school must have a product safety data sheet, and that hazard and COSHH assessments for that substance be carried out, maintained in written form, and available to the users.

In Science, Art and Food Technology assessments are documented in the CLEAPSS Handbook.  Teachers and Technicians must follow, develop and draw up COSHH assessments where they are not provided by CLEAPSS.

COSHH assessments must cover:

• identification and assessment of the associated hazards and risks;

• control measures to mitigate hazards and risks;

• substitution of safer substances where possible; and

• documented control measures.

Control measures must be monitored and periodically reviewed.

Pupils must be informed of and instructed on the risks they will encounter and how to minimise them, in doing experiments and carrying out work in these curriculum areas.

Hazardous substances will not be used in the teaching of infant or junior pupils.

Further reading:

Working with substances hazardous to health – a brief guide to COSHH

6. Electrical Safety

The School complies with the Electricity at Work Regulations 1989.

The Site & Compliance Manager will arrange for the required inspections, testing and certification of mains installations in accordance with the Regulations (5-yearly certification) and for the inspection and testing of portable appliances (PAT testing) annually or every two years, as considered appropriate by the Site & Compliance Manager, a risk assessment having been completed if needed.

Any boxes (typically in corridors and practical rooms) or cupboards containing electric plant or equipment must be kept locked when not in use.  A “Danger – Electricity” and “No Unauthorised Entry” signs (with lightning flash) should be displayed on the doors.  Any electrical plant within a cupboard will have clear access for an electrical engineer in the event of an emergency or other work.

Further reading:

Electrical safety and you – a brief guide (INDG23)
Electricity at work - Safe working practices (HSG85)
HSE Maintaining portable electrical equipment in low-risk environments (INDG236)

7. Smoking

The Health Act 2006 – Part 1 Smoking (Smoke-free Premises, Places and Vehicles) requires that there is no smoking in places of work which are “enclosed or substantially enclosed”, including vehicles.  A breach of this on school premises is a breach of the law and will be dealt with as a disciplinary matter.  “No Smoking” signs are displayed at all entrances to the premises and must be complied with; this is the responsibility of the Site & Compliance Manager.

8. Workstation Assessments

Designated display screen users are entitled to have, on request, a full eye examination and eyesight test by a qualified Optometrist/ Ophthalmic Practitioner at the employer’s expense up to a maximum of £25. If the optician confirms that the member of staff requires new visual correction specifically for work with DSE, the school will pay a contribution towards the costs. Pre-approval of the initial eye test must be received from the HR Manager.

Every member of staff who is a designated 'user' will receive training and workstation assessment as required by the Regulations (see Guidance on the Regulations).

Further reading:

Work with Display Screen Equipment - Guidance on Regulations 

9. Defect and Hazard Reporting

It is the responsibility of every employee and other persons using the School to report, immediately, any situation which has the potential for harm so that action can be taken to rectify the problem.

If there is immediate danger, steps should be taken, as required, to reduce the risk whilst help is sought from the Site Manager or Site & Compliance Manager.

10. Information on Health and Safety

This is available on the staffroom notice board and from the Bursar or Site & Compliance Manager.

Advice can also be sought from the School’s Health and Safety Adviser.  This should preferably be done through the Site & Compliance Manager, however any member of staff has the right to seek and to have independent advice on matters which may affect their health, safety or welfare.

New staff will be briefed through the Induction programme on health and safety matters.  

All staff must inform themselves of the contents of the School's Health and Safety Policy and familiarise themselves with the arrangements contained therein and especially with those safe systems which advise their daily working activities.

Pupils and other users of the premises will be given at least basic information and instructions on health and safety.

Contractors will be given a copy of the School's "Contractors on site requirements" by the Site & Compliance Manager and will be expected to familiarise themselves with its requirements and implement them.

All Health, Safety and Fire Inspection Reports will be made available to every member of staff by the Bursar.  Staff members will be required to address any issues contained in the report for which they are responsible.

The Site & Compliance Manager will be responsible for keeping the SMT up to date with Health and Safety issues including any amendments/updates required, as a consequence to the Health and Safety Policy.

11. Risk Assessments

The procedures below are consistent with the Risk Assessment Policy.

Any activity identified as constituting a significant (medium/high level) risk to the health and safety of employees or other users (pupils, contractors, parents, visitors), should be assessed and control measures devised, documented and implemented, if the activity itself cannot be discontinued and/ or substituted by a safer one.  The activity should be monitored once all possible precautions are taken to reduce the risk and reviewed at an appropriate interval (biennially) or when needed.

If the activity’s constituted risk is minimal (low level) it should be noted as such, and the activity should be monitored.  No documented system is required unless and until some relevant change occurs and alters the level of risk to significant.

A Risk Assessment will be completed, for each potentially harmful activity, by all persons who are responsible for areas (teaching and non-teaching) where risks can be identified.

The Site & Compliance Manager, Senior Deputy Head, Head of Prep and HoDs are responsible for ensuring that Risk Assessments are carried out, kept up to date, and reviewed by the appropriate members of staff. Risk Assessments will be reviewed on a termly basis for classroom assessments, and on an annual basis for whole school Risk Assessments, unless a reviewer update is required by changes in an activity or circumstances.

The help of the Health and Safety Adviser can be sought in risk identification and assessment.

Further reading:

Risk Assessment Policy
Management of Health and Safety at Work (MHSW) Regulations containing information relating to separate Regulations within MHSW
Making your premises safe – a short guide DCLG Ref: 05 FRSD 03546

Examples of specific types of Risk Assessments:

(a) Equipment, activities, etc. 

All equipment, machinery, activities, etc. which could cause “significant” harm or injury to children, staff or other persons have to be systematically assessed and safe systems of work put in place.

(b) New and Pregnant Mothers

The School has a duty of care towards members of staff who are pregnant.  Risk assessments will be carried out and reviewed when necessary to ensure that women of child-bearing age, pregnant or breast-feeding, are not put at greater risk than normal in the course of their work.  The Headmistress, Senior Deputy Head and HR Manager are the Responsible Persons for ensuring that assessments are carried out.

(c) Fire Safety

The School has a Fire Risk Assessment which is reviewed annually.  Staff are given sight of the Risk Assessment, particularly insofar as it might affect them.  Action required by the Risk Assessor is carried out within the given timeframe.

12. Break-time Supervision

The Rota is displayed on the staffroom notice boards and is regularly reviewed. It is each staff member’s responsibility to ensure they note the days, times and nature of their duties and to be in place as soon as possible when break time starts.  Due diligence in supervision while on duty is required of all staff.

13. Clear Passageway

All access and egress into, out of and through the buildings must be maintained at all times, in corridors and in classrooms - to allow safe evacuation in an emergency and to avoid accidents by slipping and tripping.

All doors on escape routes and final exit doors must be kept unlocked during occupation of the buildings.

The Site & Compliance Manager is the Responsible Person; however, all staff have a responsibility to ensure that escape routes are clear and that final exit doors are kept unlocked during occupation of the buildings.

14. Gas Safety

The requirement for servicing will be carried out by contractors on an annual basis and reactive maintenance as required.  The Site & Compliance Manager is the Responsible Person.

In the event of an emergency involving gas, the Emergency Evacuation Procedures on page 3 of the Fire Safety Policy will be put into operation.

Further reading:

Fire Safety Policy
Critical Incident Policy

15. Security

It is every member of staff's responsibility to ensure that he/she takes the necessary measures to make safe the materials and equipment in his/her care.  In particular:

• Doors should be locke when rooms are not in use;

• Keys, bags, passes etc. should not be left unattended;

• Lost keys should be notified to the Site & Compliance Manager immediately;

• Any lost or stolen valuables should also be reported immediately;

• The police should be informed of any thefts and the crime number noted;

• Found keys or valuables should be handed into the School office;

• The Bursar, Site & Compliance Manager, Site Manager or any SMT member of staff should be notified immediately if anyone is seen acting in a suspicious way within or near the School site.

It is essential that store rooms containing hazardous substances and dangerous or valuable equipment, etc. are securely locked by the last person leaving the store room.

In the event of an alarm being activated out of hours, a key holding-security company will be called out by ADT Redcare Alarm Monitoring Service.

16. Alarm Systems

The Site & Compliance Manager will ensure that:

(i) The intruder alarms are serviced and tested on a planned basis

(ii) The fire alarm is tested on a weekly basis by the Site Manager during term time

(iii) Other parts of the Fire Safety system are tested and serviced on a routine basis

If any member of staff finds that an alarm does not sound, or does not sound loudly enough, the defect should be reported immediately to the Site Manager or Site & Compliance Manager.  Staff will be made aware of the weekly testing time; the School will evacuate immediately if the alarm activates at any other time.

If a member of staff becomes aware of any malfunction related to these systems, the defect should be reported immediately to the Site & Compliance Manager, the Bursar or a SMT member of staff.

17. Intruders

In the event of a member of staff encountering a person who appears to have no legitimate reason for being within the School grounds, or inside one of the School buildings, he or she should politely and un-threateningly ask that person to leave the premises or come to the School Office.  If the intruder is not cooperative, help should immediately be sought and the Police called using the 999 emergency number.

No effort should ever be made to touch or forcibly remove an intruder from the School.

It is important that a record of these incidents is kept and information passed on to other local schools in case the intruder might go there.

18. School Journeys and Off-site Activities

The guidance below is consistent with the Trips and Visits Policy

The Senior Management Team (SMT) is responsible for overseeing the organisation of off-site activities and the arrangements for ensuring pupil safety.  The School’s policy and procedures will be followed when arranging such activities.  School Governors oversee the organisation of these Activities.

Minibuses, Coaches and Driving Permits

The relevant guidelines must be followed whenever a minibus is used or coach hired.  The Bursar is responsible for the management of the minibuses and the hiring of coaches.

ISI Guidance for Educational Visits

“146: Educational visits are no longer treated separately from other aspects of health and safety.  The DfE advice seeks to make it easier for schools to take pupils on trips, removing paperwork and taking steps to reduce teachers’ fears of legal action and stating that it is rare for teachers to be prosecuted under criminal law with regard to accidents involving children. There is no requirement to have an Educational Visits Coordinator (CVC). Schools should remain mindful of any requirements set by their insurers when planning educational visits.”

“147: A written risk assessment is not required for every visit and schools should make the decision about when to carry out a risk assessment.  However, where a risk assessment is carried out, the employer must record the significant findings of the assessment.  A risk assessment is not needed every time a school takes pupils to a local venue such as a swimming pool, a park or a museum. Circumstances, when a risk assessment is appropriate, would include activities away from school; for example, mountaineering, canoeing and sailing.  Trips abroad also need careful attention to duties under health and safety.”

 Further reading:

Trips and Visits Policy
DfE H&S Advice including school trips and learning activities

19. Parking in School

The access gate must not be used by pedestrians. Drivers must be vigilant when manoeuvring in the parking area as pedestrians may also be in the car park.  The 5mph speed limit must not be exceeded.

20. Road Safety when travelling

Whenever children are to be taken out they have to be reminded of the need to be careful and to follow instructions when crossing roads, boarding buses, underground or mainline trains.  Road Safety is addressed at the appropriate point in the curriculum. 

The member of staff who signs out the minibus is responsible for:

• pre and post vehicle checks; and

• ensuring a risk assessment is in place along with appropriate mitigating controls.

A vehicle condition checklist must be completed prior to the journey commencing and any issues noted on the form.

21. Storage and Manual Handling

All equipment must be moved safely. Large pieces of equipment must only be moved by people who have received training. PE equipment may be moved by pupils but they must be given clear instruction in the correct way to lift and handle items. Close supervision is appropriate at all times.

The Site Manager will be responsible for undertaking risk assessments for moving and handling tasks. Moving and Handling activities carried out by pupils will be the responsibility of the teacher or member of staff supervising the task. Training will be offered to those staff who are expected to lift objects. If you are apprehensive about your capability to move goods, equipment or furniture, please either ask for help or do not undertake the activity. If the item to be moved is over head-height then step ladders or a step up should be used.

Where lifting equipment is provided, only those members of staff who have been trained in the use of the equipment may undertake this activity.

Further reading:

Lifting and carrying and Working at height
Manual Handling Operations Regulations
Manual Handling at work – a brief guide
Safe use of ladders - a brief guide
Work at height - brief guide

22. Working safely at height

Staff must not put themselves in danger by undertaking any task. A specific risk assessment must be carried out whenever anyone is working at any height.  Height above ground, difficulty of access and any specific conditions relating to the task should be considered in the risk assessment. Prior to completion of the risk assessment, staff are advised to discuss the working at height activity with the Site & Compliance Manager.  

The Site & Compliance Manager will ensure that all the necessary equipment is available before allocating a task at height.

23. Other Users

“Other users” [Hirers] of the premises will be provided with a copy of this Policy and are required to work within the arrangements contained therein insofar as they affect their health, safety and welfare and that of the occupants of the School.  Other users should also provide the School with a copy of their H&S Policy/ Safe Arrangements so that the School can cooperate with them with regards to health, safety and welfare.

24. Water Quality

The Site & Compliance Manager is responsible for the quality control of the water, and will ensure that whenever necessary a water risk assessment is carried out and recorded, and that records of all routine checks are kept.

Further reading:

Legionnaires Disease - ACoP and Guidance on Regulations [L8]

25. Consulting Employees

The School follows the requirements of the Health and Safety (Consultation with Employees) Regulations 1996. See also Section 1 of this policy where item F refers to specific arrangements in place to consult with staff.

Further reading:

Consulting employees on H&S - Approved Code of Practice and guidance
Consulting workers on H&S - a brief guide to the law

26. Work Experience

The School will follow the requirements of these Regulations and ensure the safety of young persons who are offered work experience in the school or for those going out on work experience organised by the School.  The Senior Deputy Head and Head of Prep are the Responsible Persons.

Further reading:

Management of Health and Safety at Work Regulations (Reg. 19)

27. PUWER - Equipment, tools and machinery

The School will comply with requirements of these Regulations, ensuring that equipment, tools and machinery are:

1. purchased with a view to safety;

2. suitable and fit for purpose;

3. maintained in a safe condition; and

4. serviced as advised by the supplier/manufacturer.

Records of maintenance and servicing will be kept where appropriate.  Some equipment has specific Regulations which have to be followed.

All employees operating potentially dangerous equipment, tools and machinery will have training and/or be deemed competent in their use and will be given clear instructions on what actions have to be taken.

Pupils and students will only use equipment, etc. which has been specifically purchased for their use in the teaching and learning environment.  They will be provided with information, instruction and demonstration prior to use.  At this point supervision will be in place.  The teacher/instructor is the Responsible Person.

Further reading:

Providing and using work equipment safely – A brief guide
PUWER - ACoP and Guidance
Using work equipment safely

27. Lifting Equipment and Lifting Operations

The School use of Lifting Equipment will comply with the requirements of these Regulations.  Only trained staff deemed competent will be permitted to use lifting equipment with training and clear instructions on what has to be done.  Records of maintenance and services will be kept.

Further reading:

Safe use of lifting equipment - Approved code of practice and guidance (L113)
Lifting equipment at work - A brief guide

28. Swimming Pool Safety

Daily checks are performed by the Site Manager on the pool water, for temperature and safe chemical balance.

Swimming Pool normal operating procedures (NOP) and emergency operating procedures (EOP) are displayed in the pool area, and all PE staff are familiar with these procedures.

Further reading:

Swimming Pool Normal Operating Procedure (NOP)
Swimming Pool Emergency Operating Procedure (EOP)
Managing H&S in swimming pools 

Pool Areas Plan

29. Asbestos

The School is aware of its duty under the Control of Asbestos Regulations to identify asbestos, record its presence, whereabouts and condition in the School and to manage it safely.

If it is known that asbestos is present in the work area or may be disturbed or damaged by the work processes, the Health and Safety Plan (under the Construction, Design and Management Regulations) or the pre-work risk assessment (Management of Health and Safety Regulations) will have identified this and documented control measures.  The asbestos will be labelled once identified.

If it is suspected that asbestos may be present in the work area and that it may only be discovered in the course of the work, the Health and Safety Plan or the pre-work risk assessment will have identified this risk and will have documented subsequent, necessary control measures.  The contractor and all operatives will be informed of the risk.

If it is not suspected that asbestos is present in the work area, but it is known that asbestos is, or has been, present elsewhere in the building the contractor and all operatives will be advised of this and be instructed, on discovery of a suspicious material, to cease work, to allow no one to enter the area and to report the discovery of the material to the Project Manager, Site & Compliance Manager and/or Site Manager immediately.  The appropriate steps for isolation, testing and, if necessary, removal will ensue. 

If it is not suspected that asbestos is present in the work area and it is not known to be present in the building, the contractor and all operatives will be instructed, on discovery of a suspicious material, to cease work, to allow no one to enter the area and to report the discovery of the material to the Project Manager, Site & Compliance Manager and/ or Site Manager immediately.  The appropriate steps for isolation, testing and, if necessary, removal will ensue.

Further reading:

The Control of Asbestos Regulations 2012 updated previous Asbestos Regulations
Asbestos: The Survey Guide
Asbestos - What to do if you uncover or damage ..... asbestos
Asbestos Management – Checklist for schools
Asbestos Training EM2
Managing and working with Asbestos – ACoP and Guidance 

30. Personal Protective Equipment 

Personal Protective Equipment (PPE) is equipment that protects the user against health or safety risks at work.  It can include items such as safety helmets and hard hats, gloves, eye protection, high-visibility clothing, safety footwear and safety harnesses.  

Regulations require that PPE should be used as a last resort.  Wherever there are risks to health and safety that cannot be adequately controlled in other ways, the Personal Protective Equipment at Work Regulations 1992 require PPE to be supplied.  The Regulations also require that PPE is:

1. Properly assessed before use to make sure it is fit for purpose;

2. Maintained and stored properly;

3. Provided with instructions on how to use it safely;

4. Used correctly by employees.

Assessing suitable PPE 

To make sure the right type of PPE is chosen, the different hazards in the workplace must be considered and the PPE must provide adequate protection against these hazards. The supplier should be asked for advice on the types of PPE available and their suitability for different tasks.  In some cases, advice from specialists or from the PPE manufacturer should be sought.

Selection and use 

When selecting PPE, consider the following:  

1. Good quality products which are CE marked in accordance with the Personal Protective Equipment Regulations 2002 – suppliers will advise about what should be chosen; 

2. Equipment that suits the wearer – the size, fit and weight should be considered; the health of the wearer should also be considered, e.g. if equipment is very heavy, or wearers have pre-existing health issues, standard PPE may not be suitable;

3. If users are involved in choosing it, they will be more likely to use it. 

On distributing PPE to employees:

1. Users should be instructed and trained how to use it; 

2. Be told why it is needed, when to use it and what its limitations are; 

3. Exemptions should never be allowed for jobs that ‘only take a few minutes’;

4. If something changes on the job, it should be checked that the PPE is still appropriate (the supplier can be asked to give advice); 

5. If in doubt, further advice should be sought from a specialist adviser.

Maintenance

Make sure:  

1. Equipment is well looked after and properly stored when it is not being used, e.g. in a dry, clean cupboard or for smaller items in a box or case;

2. Equipment is kept clean and in good repair – follow the manufacturer’s maintenance schedule (including recommended replacement periods and shelf lives)

3. Simple maintenance can be carried out by the trained wearer, but more intricate repairs should only be done by specialists;

4. Replacement parts match the original, e.g. respirator filters;

5. Identify who is responsible for maintenance and how to do it;

6. Employees make proper use of PPE and report its loss or destruction or any fault

31. Health and Safety Training

Staff will be given the opportunity to attend relevant Health and Safety training which they can apply for through either their Line Manager or the Bursar. Where the training is deemed necessary (and certain training is a regulatory requirement) for an individual to do a job safely or accreditation is necessary for using certain equipment, e.g. PASMA, an employee must not be required to carry out any task, for example, erect a scaffold tower, before the training has been successfully undertaken.

Staff must be mindful that refresher training is usually available, sometimes a requirement, and should be undertaken.  It is advised that records are kept of all training by both Line Managers/ Bursar and employees, along with retraining dates

Further reading:

The Management of H&S at Work Regulations - Regulation 13 [Capabilities and Training]

32. Noise/Vibration

Risk assessments will be undertaken whenever the use of any equipment is considered to be a risk to the health of an operative through noise levels or vibration.  All equipment will be purchased with a view to ensuring minimum risk to the operative by its use.  The risk assessment will indicate the control measures and possible health surveillance which the School will undertake in respect of any operative undertaking work with such equipment and which may cause damage to their hearing or affect them physically or otherwise due to noise or vibration.  

The Site & Compliance Manager will undertake the assessment of risks and record the assessment in either the Noise Risk Assessment Form or the Vibration Risk Assessment Form as appropriate.

Further reading:

Controlling Noise at Work Regulations and Guidance (Q)
Noise at Work – A brief guide to controlling the risks (Q)
Control the Risks from Hand-Arm Vibration – advice for employers (R)
Hand-Arm Vibration – a guide for Employees (R)

33. Health and Safety Checklist

Staff are required to carry out a Health and Safety check of their area once a term using the attached Checklist.  Responsible Persons: HoDs and Site & Compliance Manager. Staff should contact the Site & Compliance Manager for the H&S checklist.

34. School Journeys and Off-site Activities

The school has published guidance covering off site activities and travel, including procedures to be followed when planning and arranging a trip or visit. A specific Risk Assessment must be documented in respect of each trip or visit, and the trip leader is responsible for preparing this Risk Assessment. The Risk Assessment must be approved by the SMT member responsible for trips before the trip or visit.

Further reading:

DfE H&S advice including school trips
School trips and outdoor learning activities

35. Policy Review

The School acknowledges that the Health and Safety Policy is a working document that includes details of policy and procedures relating to health and safety issues. The School will constantly monitor and update the policy as appropriate and will undertake a formal review on an annual basis seeking endorsement from the Governing Body.

Further general reading:

The Health and Safety at Work etc. Act
The Environmental Protection Act
The Corporate Manslaughter and Homicide Act
The Health and Safety (Offences) Act
The Personal Protective Equipment Regulations (as amended) and Guidance
Activity Centres (Young Persons' Safety) Act
The Adventure Activities Licensing Regulations
The Minibus and Other Section 19 Permit Buses (Amendment) Regulations
The Regulatory Reform (Fire Safety) Order
Managing medicines in schools and early years settings (DfES/ Department of Health)
H&S of Pupils on Educational Visits (HASPEV no longer an official document but useful)