sast-health-safety-policy-2020-2021 by jmaitland

HEALTH & SAFETY POLICY Updated: Review due: Author:

Sept 2020 Sept 2021 SAST H&S and Estates Compliance

SAST Document Control Table Document Title SAST Health and Safety Policy Author (Name & Job Chris Vigar, Head of Finance Title) Version No. 1.0 Date Approved May 2019 Approved By CEO & Trust Board Date of Next Review May 2021 or in accordance with section 4 Document History Version Date Author Notes of Revisions 1.1 25/11/2019 SMH DCC replaced with DC Additions for Monitoring (premises and facilities); Gas heating systems; Asbestos; Legionella; Electricity; Bullying/violence – only violence covered; Slips and trips; On-site vehicle movements; Working at heights 1.1

17/09/2020 MC

Annual review of policy – No changes to policy

Contents: School statement of intent .....................................................................................................

1. Roles and responsibility ..................................................................................................

2. General arrangements to establish, monitor, and review measures needed to meet satisfactory health and safety standards .......................................................................

2.1 Safe behaviour and school code of conduct ................................................. 2.2 Maintenance of safety records ...................................................................... 2.3 Safety review, monitoring, and evaluation procedure................................... 2.4 Accidents ....................................................................................................... 2.5 Lone workers ................................................................................................. 2.6 Building and site maintenance ...................................................................... 2.7 Environmental statement ............................................................................. 2.8 Fire safety and evacuation procedures ......................................................... 2.9 Emergency procedures ................................................................................ 2.10 Health and safety training ........................................................................... 2.11 Workplace safety ......................................................................................... 2.12 Control of substances hazardous to health (CoSHH).................................... 2.13 Occupational health services and managing work-related stress................ 2.14 Policy and procedure for off-site visits......................................................... 2.15 Selecting and managing contractors............................................................ 2.16 Security ........................................................................................................

2.17 Electricity, Gas and Oil 2.18 Asbestos – see separate Appendix 2.19 Legionella – See separate Appendix 2.20 Inspections premises and building 2.21 Training and records 2.22 Bullying 2.23 Access equipment (kick-stools, ladders, tower scaffolds and mewps etc)

3. Risk assessment ..............................................................................................................

8 9 10 10 12 15 15 15 15 16 17 18 19 19 19 20 21 21 21 21 21 21 22

3.1 Risk assessment matrix ................................................................................

4. Appendix of named persons responsible for health and safety ..................................

5. Other Appendices Asbestos Legionella

Trust Statement of Intent

Sherborne Area Schools’ Trust is committed to ensuring health and safety good practice across all areas of school life. We take our responsibility for the health and safety of staff, students, volunteers and any other visitors to any of our schools very seriously and use this policy, in line with our risk assessment documents and in accordance with the 1974 Health and Safety Act, to maintain the highest possible level of health and safety in every school.

Health and safety in school is a priority as well as a legal requirement, and all members of the Trust community have a part to play in making sure that the school environment is safe, which we encourage by promo ting a positive health and safety culture within our schools. The Trust commits adequate and appropriate resources to making sure that the best equipment, risk assessments, advice, and training are applied both on school grounds and during off-site activities and visits.

All staff will ensure that they are up to date and familiar with the Trust health and safety policy, as well as health and safety regulations that apply specifically to their own classroom activities. All activities, both on- and off- site, should be planned by staff with consideration for the safety of themselves, their colleagues, students and members of the public.

Signed by Chair of Trustees

Date: 20.05.19

Chief Executive Officer

Date: 20.05.19

This policy will be reviewed by the governing body (or relevant sub-committee) and the Chief Executive: • at regular intervals. • after serious accidents, incidents and near misses. • after any significant changes to workplace, working practices or staffing. • after any form of notice has been served. Health & Safety policy & practice is monitored and delivered internally. The Head of Health, Safety, and Estates Compliance fulfills the role of Competent Person for the Trust under the Management of Health & Safety at Work Regulations.

Roles and responsibility

The importance of good health and safety practice is promoted throughout the Trust, but members of school staff, the senior leadership team and the governing body carry the key responsibilities for assessing, recording and implementing the correct health and safety procedures.

The Trust’s health and safety organisational structure: Trustees

CEO

Head of Health, Safety, and Estates Compliance

Health & Safety Team

Head Teachers

Business Manager

Employees

Contractors

Contractor Eplloyees / Sub Contractors

The Trust Board recognises that it is their responsibility to provide the safest school environment as is reasonably practicable. They will do this by ensuring that: • • • • • • • • • •

all schools fulfil its legal health and safety obligations. The Trust’s health and safety policy is being implemented and is effective. risk assessments are carried out regularly either by the relevant authorities and / or school staff depending on the nature of the activity taking place. the importance of good health and safety practice is promoted throughout the Trust to all staff, students, parents, volunteers, contractors and any other visitors . school premises and equipment are regularly assessed and reviewed in line with health and safety regulations. there is the appropriate budget allocation to all school’s health and safety provision. the importance of good health and safety is communicated to school staff and carefully monitored. all staff are made aware of the health and safety arrangements at the school, and of any changes to those arrangements. all reported accidents and incidents are reviewed on an annual basis to determine any trends are evident. the role of safety representatives appointed by trade unions is recognized, and co-operation with them so they may undertake their health and safety related functions, including reasonable paid time off for 3

•

consultation, inspection and investigation. one member of the Trust Board (or sub-committee) is nominated to act as the representative for health and safety management.

Headteacher Each Headteacher takes the responsibility of: • • • • • • • • • • •

ensuring that adequate and appropriate risk assessments are carried out and reviewed prior to any activity either on-site or off-site. liaising with the responsible person and/or health and safety team to inform them of any health and safety issues or risks that arise. ensuring that the information on health and safety good practice that is available to school staff and visitors is up to date, easily accessible and promoted throughout the school. This includes the school health and safety policy and risk assessment templates. ensuring that all support and cover staff are fully trained and equipped to deal with health and safety issues and emergencies. ensuring that the Responsible Person is aware of and up to date with any change in health and safety provision. ensuring that adequate funding is allocated to individual departments for their health and safety requirements. ensuring that all staff, students and volunteers are aware of their health and safety obligations to one another. ensuring that statutory checks, inspections, and servicing are completed and recorded. carrying out initial accident investigations. co-operating with and providing necessary facilities for trade union safety representatives. ensuring that regular practice fire drills are undertaken.

The Business Manager The Business Manager takes the responsibility of: • • • • •

•

ensuring that all new employees are given the appropriate health and safety induction training, relating to both whole-school health and safety and any specific provision relating to their role in the school. ensuring that part of the organisation of any school activity, either on or off-site, is a risk assessment for that activity and consideration of health and safety in terms of the wider school policy. keeping up to date with any changes to arrangements surrounding activities and the implications of these on health and safety. ensuring that all the relevant checks are done on the equipment and competency of contractors that come in to the school. ensuring that all staff and students are aware of their health and safety responsibilities, including what to do in case of a fire, emergency, or medical emergency, and that all those taking part in any given activity are given proper training and health and safety briefing. managing their particular budgets to ensure that there are enough resources to cover health and safety maintenance, checks and provision for activities under their department.

In the absence of a Business Manager, the responsibilities listed above fall to the Headteacher.

Departmental heads Department heads in the school take the responsibility of: • • • • •

assessing and implementing required health and safety provision as is implicated by risk assessments carried out for each activity undertaken by staff within their department. ensuring that all students, staff and volunteers understand their health and safety responsibilities and are familiar with the school health and safety policy and procedures. ensuring all equipment used within their department has been maintained and services to preserve good working order. ensuring that all relevant training and preparation is carried out for all on- and off-site activities. ensuring that correct procedures are undertaken in relation to accident reporting, first aid, fire safety and any other incidents that may occur during the course of a school activity.

In the absence of a department heads, the responsibilities listed above fall to the Headteacher.

Employees Employees of the school, whether they are fixed term, contract, or permanent take the responsibility of: • • • • •

• • • •

ensuring that they are familiar and up to date with the Trust’s health and safety policy and standard procedures. keeping their managers informed of any developments or changes that may impact on the health and safety of those undertaking any activity, or any incidents that have already occurred. ensuring that all the correct provisions are assessed and in place before the start of any activity. making sure that the students taking part in the activity are sure of their own health and safety responsibilities. co-operating fully with the employer to enable them to fulfil their legal obligations. Examples of this would be ensuring that items provided for health and safety purposes are never abused and that equipment is only used in line with manufacturers’ guidance. wearing any protective clothing or equipment and using any safety devices that have been provided for their health and safety while at work. not recklessly or intentionally interfering with, or misusing and equipment, safety devices, etc, that have been provided in the interest of health and safety. observing safety rules, complying with codes of practice and health and safety policy and procedures, and adhering to safe working procedures at all times. ensuring that any equipment used is properly cared for and in the proper working order. Any defects should be immediately reported to a senior manager and that piece of equipment should not be used.

Volunteers at the school have the same responsibilities for health and safety as any other staff and will be expected to be familiar with the Trust’s health and safety policy and procedures.

Students While school staff carry the main responsibility for health and safety provision, and the correct implementation of Trust policy and procedure, it is vital that students understand their role and responsibilities when it comes to whole-school and personal health and safety in order for staff to be able to carry out their roles effectively. As members of the school community, students take the responsibility of: • • • • •

listening to and following instructions from staff. ensuring that their actions are safe for themselves and will not harm others in any way. being sensible around the school site and when using any equipment. reporting health and safety concerns or incidents to a member of staff immediately. acting in line with the school code of conduct.

Students that are found to be a risk to health and safety may not be allowed to partake in certain school activities, and may be dealt with under the school’s behaviour policy if the circumstances require it. We expect students to follow the school code of conduct, as this helps maintain good health and safety around the school. This can be found in the school behaviour policy and section 2.2 of this policy.

Contractors All contractors under school control will be appropriately selected and competent in terms of health and safety. • • •

Contractors must be made aware of and abide by the Trust’s health and safety policy and not endanger pupils, staff or other visitors. The Estates Manager / Caretaking staff will be responsible for the co-ordination of the contractors’ activities on site. This responsibility will fall to the Headteacher in the absence of a Site Manager and Caretaking staff. The Headteacher must ensure that any temporary riles, such as exclusions from parts of the premises, are known to all staff, pupils and visitors to the school site. This might be achieved by the posting of suitable notices by the Headteacher or by the contractor. All contractors must report to the responsible person before any work takes place and prior to each working session. The responsible person should then inform the contractor of any conditions which may affect his safety and that of others.

Visitors Where the facilities are shared, ensure that there are suitable and sufficient arrangements for communicating and coordinating health, safety and security policies and procedures with other occupiers, e.g. youth service, leisure centre, catering and cleaning contractors and outside staff based in schools. • •

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All visitors to the school must comply with the Trust’s health and safety policy and procedures. Headteachers must ensure that a suitable system is implemented whereby visitors are required to record their visit to the school and the time they leave. This should include all visitors to the school including Trustees, Governors, volunteers, contractors, etc. Where applicable visitors will be required to wear a “visitors” identification badge which will be supplied by the school. The Headteacher must ensure all visitor badges are returned when the visitor leaves the school 6

• • •

• •

premises. Where reasonably practicable, visitors will be accompanied at all times by a responsible employee. Should a fire / emergency evacuation occur whilst visitors are on the school premises, the person who is accompanying the visitor is responsible for taking the visitor to the fire assembly point. Should an incident / accident occur involving a visitor it must be reported using the Trust’s accident reporting policy and procedure. An investigation must be undertaken as soon as possible by the relevant responsible person. If the incident is of a serious nature, the Headteacher should immediately contact the Competent Person (Head of Health, Safety, and Estates Compliance). Persons hosting visitors must ensure; 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Visitors are alerted to the establishment’s fire evacuation procedures. Visitors adhere to the “no smoking” policy. Visitors park their vehicles responsibly, ensuring they are not causing an obstruction. Visitors record time of arrival and departure. Where applicable, visitors are provided with and wear identification badges which must be returned when leaving the premises. Visitors are accompanied or authorized to enter the premises. Visitors remain within authorized areas and do not enter any restricted area unless permission is granted and the person is accompanied. Visitors do not take anything with them from the premises, or bring anything onto the premises that may create a hazard or risk unless authorized. Visitors report all accidents, incidents and near misses to the host. Visitors wear protective clothing that is supplied when necessary.

General arrangements to establish, monitor, and review measures needed to meet satisfactory health and safety standards

Each school implements specific arrangements for health and safety provision in relation to different departments and their health and safety needs. However, there are also some general procedures in place that form the b asis of good practice within every school and apply across all areas such as the all school fire evacuation policy.

2.1 Safe behaviour and school code of conduct The Trust is concerned with ensuring the good health and safety of members of the Trust community both on an individual basis and for each whole school body. Appropriate and considerate school behaviour and conduct is an important part of health and safety and there are various school regulations in place to monitor behaviour, as well as provisions for behaviour support. Most of these are outlined in the school behaviour and exclusions policies. Substance misuse can be a great risk to personal and whole school health and safety, and the Trust takes its policy against drugs and alcohol very seriously. i) Drugs The Trust will not tolerate drug use of any sort on school property or during off-site school activities. The Trust takes its anti-drugs policy very seriously and will discipline any person found to be in possession of drugs. This includes solvents and any other substance that can be misused or harmful. Students may be permanently excluded if they are found to be involved in drug-related incidents. This includes supplying, possessing, or taking drugs. Prescription drugs Carrying, supplying or taking prescription drugs illegitimately could result in a permanent exclusion. Non-prescription drugs Some over the counter drugs can be harmful if misused. We advise that students should not carry these in school. If they need medication they can seek advice from staff who are trained first aiders. Administering Medicines Policy, Supporting Pupils at School with Medical Conditions and Managing Medicines We are aware that it may be necessary for some students to take medication during the school day. Parents should make the school aware of this in writing as soon as their child starts taking the medication. Any medications should be managed in accordance with Trust policy. ii) Alcohol Consuming, carrying or supplying alcohol is strictly prohibited. Any student involved in any alcohol-related activity may be permanently excluded. All of these rules also apply when travelling to and from school. iii) Challenging behaviour Abusive or challenging behaviour is a great risk to personal and whole school health and safety and the Trust will not tolerate abusive behaviour by students, staff, or visitors to the school. This includes parents. The school policy for dealing with challenging behaviour, regulating off-site behaviour, exclusions, and bullying are laid out in our behaviour and exclusions policies. 8

2.2 Maintenance of safety records Having accurate and up-to-date safety records is a key part of an effective health and safety provision. This section outlines the Trust’s safety records and notes who is responsible for maintaining them.

Health and safety file Each school’s health and safety file should be readily available for inspection. A hard copy of all health and safety records should be printed out for the file, and backed up with an electronic copy. The file should serve as the central health and safety record for the school. Details of the following should be kept in the file (where applicable): •

• • • • • • • • •

• • • • • •

• •

A current list of names of individuals with key health and safety roles – e.g., Area Health & Safety Coordinator, risk assessors, DSE assessors, first aiders (include date certificates expire), fire evacuation officers; A register of risk assessments completed for the school / department. Copies of risk assessments including but not limited to (where applicable): General risk assessments; COSHH assessments; Display screen equipment workstation assessments; Fire risk assessments; Manual handling operations; Machinery / equipment; Lifting equipment and lifting operations; Lone working; Work in confined spaces, work at height, etc.; Completed accident records sheets; Copies of any accident report form sent to Health and Safety Services, plus the report of any investigation made into the accident / incident and details of any remedial action taken following an accident or incident; Details of emergency procedures – e.g., fire evacuation, procedures to deal with a chemical / biological or radiological spillage, location of first aid kits and first aiders, etc. Date and findings of health and safety inspections; together with details of any actions / timescales to be taken following such an inspections; Inspection and statutory examination reports relating to equipment – such as respiratory protective equipment, fume cupboards, dust extraction, lifting equipment, gas fired equipment etc. Other equipment maintenance and service records Fire drill records – dates and; Health and safety training records – names, dates and course titles for health and safety training provided/attended (include local training such as health and safety induction; courses provided by Health & Safety Services, and external courses) - plus projected date for refresher training; Copies of completed health and safety induction checklists (for new staff); Copies of termly health and safety audit checklists and action plans;

Schools are required to keep records of health and safety incidents for at least 7 years, and in some cases much longer. Schools must examine past health and safety records and risk assessments to allow any necessary changes and improvements to be identified. Schools should refer to the “Health and Safety documents retention schedule”.

2.3 Safety review, monitoring, and evaluation procedure Each school’s health and safety monitoring will be undertaken by the Headteacher or Business Manager (where appropriate). This policy and the health and safety file will be reviewed by the headteacher due to triggers including, but not limited to: • • • • • • • •

changes in key personnel. changes to the structure of the school’s organisation. the introduction of new processes. any change in premises or the specific use of part of the premises. changes in legislation. following the findings from an accident investigation (internal and/or external) or following a civil claim. following consultation with employees . following any enforcement action, i.e., by the HSE or local authority.

Provision will be evaluated and changes for improvement made when and where there is a need for it. It is important that our schools monitor safe systems of work on a day to day basis in areas such as: • • • • • • • • • •

kitchens. cleaning cupboards and staffrooms. laboratories. design technology studios. swimming pools. art rooms and kilns. outdoor play equipment. site offices. PE department and sports centre. science labs.

2.4 Accidents Procedure and reporting In the event of an accident taking place either at school, or off-site on a school organised activity, the member of staff on-site will immediately report to whomever is in charge. On school premises, this may mean reporting to the school office. A first aider should make an assessment of the injury as soon as possible.

If an ambulance is required, it will be ordered by the school office unless emergency medical assistance is required, in which case any member of staff can call an ambulance from the nearest phone. Parents (or emergency contacts where the parent is not available) will be contacted as soon as possible in the event of serious injury or ill health of a student. Medical treatment or the contacting of emergency services will not be delayed if the school cannot contact a parent or guardian. If a student needs to be taken to hospital, and a parent or guardian is not immediately available, a member of school staff will accompany the student to hospital and wait for the parent to arrive. Students will only be sent home if there is a parent or guardian available to be with them there. If they have suffered 10

injury or are unwell, they will be kept in the sick bay until they can be collected. Students will have individual medical plans if it is the case that there is allergy medication or other prescriptive medication that needs to be on-site for students to use regularly or in a case of emergency. Individual medical plans will be reviewed systematically to ensure that they suit the student’s needs and remain effective. A record of any medication of this sort will be kept in the school office. Any medicine administered in school will be recorded. Recording an accident Each school has accident forms which must be fully completed, and returned to the Headteacher or Business Manager when an accident occurs. This is used to record all accidents, both major and minor. Each page is us ed for a separate report and removed once it has been filled out with the details of the accident and stored securely in the school’s health and safety file according to the General Data Protection Regulations. All members of staff supervising at the time of the incident should make a separate report. What happened, actions taken, injuries, and first aid administered should be recorded. The Trust H&S team must be notified of all incidents, by following the guidance contained on the accident form OR by emailing a copy of the form to incidents@sast.org.uk Serious incidents will also be recorded, and reviewed by the Head of Health, Safety, and Estates Compliance in the first instance. The Trust Board (or sub-committee) will review cases of serious incidents and determine what, if any, steps could be taken in order to ensure that the same accident does not happen in the future. The types of minor accidents reported (no personal details discussed) will be reviewed by the Headteacher or Business Manager to determine whether there are any accident trends that could be avoided. Investigation An investigation may be launched by the Trust (or external authorities, where necessary) in the case of accidents or incidents that fall under Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Accident reports will be reviewed and witnesses may be interviewed. This may happen in cases including but not limited to: • • • • • •

deaths. 'specified injuries’ in respect of employees or students. over-7-day injuries (where a member of staff is away from work or unable to perform their normal work duties for more than 7 consecutive days). 'specified dangerous occurrences’' (where something happens that does not result in an injury, but could have done). 'occupational diseases'. ‘injuries resulting in a student being taken from the school for treatment - in respect of students who are injured out of or in connection with work activities’ (examinations and diagnostic tests do not constitute ‘treatment’ in such circumstances).

Senior managers, the Trust Board (or sub-committee), or the Head of Health, Safety, and Estates Compliance may decide to conduct internal investigations into less serious incidents to ensure that policy and procedure are being used correctly and effectively, and that future incidents of a similar nature can be avoided. When applicable, the Head of Health, Safety, and Estates Compliance will be responsible for the submission of RIDDOR reports to the Health and Safety Executive.

2.5 Lone workers Staff There will be some situations where staff at any of our schools will be working alone or one on one with a pupil. Examples of this would be a staff member locking up the school at the end of the day, or one to one invigi lation of exams. There is an increased risk to the health and safety of lone workers and each school must have provisions in place to both identify and manage these risks. Any staff, pupils, contractors or visitors who are identified as lone workers will be given all the necessary training, information and instruction to enable them to recognize the hazards and appreciate the risks involved with working alone. Risk assessments will also be carried out. Staff will be prohibited from using dangerous equipment and / or working at heights when lone working. Risk of violence: •

• •

Staff must not arrange meetings with parents or members of the public when lone working. All meetings must be arranged during school occupancy times or when there is more than one informed member of staff on site for the duration of the meeting. Late meetings must finish promptly and not leave one member of staff alone on-site. Staff must not approach, or let into the buildings, unauthorised persons when lone working.

Communication: Staff are advised to: • • • • •

Avoid lone working wherever possible by arranging to work in pairs or as a group. Sign in and off the site. Carry either a mobile phone or school telephone at all times when lone working. Let someone know you are coming into work, how long you expect to be and when you are leaving. Comply with fire evacuation procedures and attend fire assembly points, ensuring that you are cleared to leave the site in the event of an incident.

First aid: • For those working on our premises, first aid kits can be found in all areas considered to be of a higher risk nature, including but not limited to, Design & Technology, Science, PE, and the Café. In addition, a first aid kit is available in the school admin office. An appropriate number of first aid kits will be issued to trip coordinators when students are attending school trips / visits. Emergency procedures: • •

In the event that a lone worker falls ill, or into difficulties, they are to use their mobile phone / school phone to contact the Headteacher, the staff member’s nominated person, or the emergency services. Lone workers should notify a colleague of times when they are due to lone working. The lone working should notify their colleague as they are leaving the school premises.

Access and egress: •

Staff are required to consider weather conditions before coming into and while at work.

Guidance for key holders attending alarm calls after hours: There is a nominated key holder within each school who will attend alarm call outs after hours. The school advises that the nominated person: • • • •

does not attend an alarm call out alone, where reasonably practicable. does not enter the building if alone. looks out for corroborative evidence of intruders. takes necessary action; e.g., call police.

What to take • • •

Identification of who you are, for example an employee badge; this helps if police do attend the scene or are later called to the scene. A torch of a reasonable size and power. A basic plan or diagram of the building; this does not have to be a very detailed site plan but it would be useful to show: · basement areas. · entry / exit points for people and vehicles. · areas where computers/valuables are located.

This is useful for the police if they are required to attend the scene. • A mobile phone, in order to summon assistance in an emergency without having to enter the building. Risk assessment • •

On attending the site key holders must be mindful of and protect themselves against the worst case scenario, that is, an intruder who may still be on-site. Initial arrival should be to the front of the building’s main entrance. If an intruder has not already left on hearing the alarm, your arrival may disturb them. Your main priority is your personal safety. If you disturb an intruder, attempt to withdraw to a safe point. Do not attempt to apprehend.

What to check • • • •

Suspicious/unfamiliar vehicles parked in the immediate area The outside of the building for sign of forced entry; e.g., broken glass, prised doors, windows, etc Evidence of flashlights being used or other lights left on within the building Noise from within the building or outside

If at any stage there is evidence of an intruder, immediately withdraw and contact the police. Do not enter the building to use the telephone. •

Where there is no evidence of an intruder from the outside, enter the building: · Check the inside of the premises to eliminate signs of a forced entry. · Switch on appropriate lights and proceed to re-set the alarm. · If evidence of an intruder is discovered, withdraw and contact the police. · Try not to disturb the scene.

Unacceptable lone worker activities The following activities are not to be carried out by lone workers under any circumstances; • • • •

Working at height. Using dangerous machinery. Manual handling of heavy or bulky items. Transport of injured persons.

One-to-one lessons It may be that a member of staff is working alone with a pupil; for example, in a one-to-one music lesson. It is important in this instance that the health and safety of both parties is taken into consideration, as is their emotional wellbeing and comfort in the situation. Staff who are involved in one-to-one working, wherever possible, should do the following: ▪

Inform someone about the activity, the location, the likely duration and let them know when it has end ed. Assess the need to have another adult present or close by.

▪

Avoid working in isolated parts of the building, and leave the door open if possible so you and the pupil can be seen. Where this is not possible then alternative safeguards should be put in place. This might include a location in which the staff member and pupil are visible through a window or door panel.

▪

It is especially important to ensure that the pupil feels at ease at all times and that they do not misconstrue actions or intentions. ▪

Make sure the pupil is comfortable with the arrangement.

▪

Avoid unnecessary physical contact, e.g., sitting too close.

▪

Any incident of concern which arises during a one-to-one activity should be reported to a member of the senior leadership team immediately, along with a detailed written report including names dates and times etc.

You can find information about the safeguarding provision in our schools in the Trust’s child protection and safeguarding policy.

Pupils Pupils must follow the following guidelines related to lone working in school: • • • •

No pupil should work unsupervised in an outer building after 4:00pm and will be required to move into a designated area in the main building. All pupils unless supervised should vacate the site before 5:30pm. Pupils who arrive before 8:45am are not supervised unless a school activity is taking place, i.e. rehearsals. On hearing the fire alarm pupils must evacuate the building and assemble at the fire point, until the all clear is given. 14

2.6 Building and site maintenance The Headteacher (or Site Manager if appropriate) is responsible for ensuring that the school premises are properly maintained, comply with health and safety laws, and are easily accessible and safe for the whole school community. Each school will appoint a named person to be responsible for reporting any health and safety concerns relating to the school premises. He/she will co-ordinate any safety precautions that are necessary during on-going site maintenance or building work. This will entail filling out a risk assessment form (see section 3).

2.7 Environmental statement The Trust Board recognises that it has a responsibility to educate pupils about caring for the environment and the world we live in. The best way to do this is for Headteachers and senior leaders to instill good practice in our pupils through example. We aim to do this by: • • • • • •

reducing our use of natural resources. supporting the sustainable production of the resources we must use by purchasing renewable, reusable, recyclable, and recycled materials. minimising our use of toxic substances and ensuring that unavoidable use is in full compliance with local environmental regulations. promoting recycling around each school with the use of recycling bins, supported through the curriculum and in classrooms. taking active steps to reduce the amount of waste we generate and promote strategies to reuse and recycle those wastes that cannot be avoided. restoring the environment where possible.

2.8 Fire safety and evacuation procedures Every school must evidence it has carried out whole school fire drills at least once a term. There are emergency exits located and signposted around each school, and emergency procedures posters detailing what to do in the event of a fire are posted around all school sites. Fire risk assessments must be carried out, recorded, and regularly reviewed for each building. Fire alarm safety checks are to be carried out regularly and recorded. The Headteacher is responsible for ensuring statutory health and safety compliance checks are being undertaken and recorded. These tasks must include weekly fire door checks, monthly fire extinguisher checks, and monthly emergency lighting checks. The emergency procedures should be followed in the event of an evacuation of the school for any reason. In the event of a power cut, emergency exit lights will indicate where the emergency exits are. Emergency lights are tested along with the other fire maintenance checks.

2.9 Emergency procedures In the case of an emergency situation, the school will work closely with emergency services to do everything practicably possible to reduce the health and safety risk to those in the school. We have provisions in place to aid us in preventing certain emergencies but in some cases, such as extreme weather, major power failure, or flooding, they cannot be avoided.

Emergency communications There are a number of mechanisms in place to ensure that parents, staff, and pupils can be made aware of an emergency situation and remain informed. The Trust Board advises that in addition to the provision outlined below, parents and their children have their own individual arrangement planned for communicating in the case of an emergency. We ask that parents follow these emergency communication guidelines and do not call the school during a school emergency, but wait to be contacted, as it is important that school telephone lines are kept free for use by the school itself. It is important that parents inform the school immediately of any changes in phone number or address as it is vital that these are accurate in the school records in case of an emergency. The school will take proactive measures to prevent emergencies, and the Trust’s health and safety provision outlined in this policy is designed with this in mind.

2.10 Health and safety training Effective health and safety training is key to good health and safety practice. The Trust takes health and safety training seriously and expects all employees and pupils to do the same. Training is part of induction for all employees, whether they are on fixed term or permanent contracts. Visitors and volunteers are also responsible for contributing to safe practice around our schools. Specific training in relation to use of equipment or substances may be given to staff and pupils rela ting to which department they will be working in. Employees and pupils who are not specifically trained for specialist equipment are not permitted to use it. More information on specific training for individual school departments can be found in that department’s health and safety document provided by the school.

2.11 Workplace safety Every school will ensure that the school environment and workplace is safe for pupils, staff and visitors. This means keeping classrooms and corridors tidy, organised, and free of safety hazards such as loose wires. Appropriate clothing and good conduct will also be expected in school and both contribute to good health and safety practice. Any hazards around the school site that are noticed by any member of the school community should be reported to a senior leader. Certain departments such as science labs and design technology workshops will have more health and safety risks due to equipment and substances being used in these lessons. Only teachers and pupils trained to use spe cialised equipment will be allowed to do so, with appropriate risk assessments being carried out prior to commencement of activities. Display Screen Equipment (DSE) The Trust Board recognises the importance of taking into consideration the health and safety surrounding the use of DSE and operate in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992. Some of the potential health problems associated with incorrect use of DSE are: • • • •

Upper Limb Disorders (ULD) (e.g., upper limb aches and pains caused by poor posture). Backache. fatigue and stress. temporary eye strain. 16

The Trust adopts the following precautions to ensure a safe system of work for any staff, pupils, volunteers and visitors to the school: • • • • • • •

Work areas are risk assessed and arranged to enable safe practices to be carried out. Furniture and equipment are regularly tested and checked to ensure that they are functioning correctly. An example of this would be checking that the chair provides adequate support for the back. Staff and pupils are trained in the safe use of Display Screen Equipment and the risks of working for a prolonged period of time. Furniture and equipment is adjusted to each individual so as to ensure maximum comfort when working. Regular breaks are taken when working with DSE. The school encourages staff, pupils, and volunteers or visitors to report to their manager or superior any symptoms of discomfort or ill health that they believe may be related to the use of DSE. DSE risk assessments for significant users.

Manual Handling The Trust operates in accordance with the Manual Handling Operations Regulations (1992). ‘Manual handling’ describes activities which involve lifting, carrying, moving, holding, pushing, lowering, pulling or restraining an object or person. The school must provide information, instruction, and training on safe manual handling for day to day tasks, and will, as is reasonably practicable, avoid the need for employees to undertake any manual handling operations at work which involve a risk of injury. Risk assessments are carried out by the Headteacher, Head of Department, or Business Manager (whoever is considered to be the most relevant for the nature of the risk to be assessed), and measures required to eliminate risk, or reduce it to the lowest level which is reasonably practicable, are identified from the information in the risk assessment and used to implement a safe system of work. While the school takes steps to reduce risk in the workplace, it is also the responsibility of staff and pupils to act in accordance with health and safety legislation and school policy. The Trust Board expects employees: • • • • • • • • • • • • •

to safeguard their own health and safety whilst at work, and also that of any person who may be affected by their actions. to follow safe systems of work as determined by the result of the risk assessments. to use mechanical aids which have been provided for their use and which they have been trained to use. Faults with any equipment should be reported to line management immediately. to ensure that they use equipment as per manufacturer’s instructions. to attend training sessions as required and apply the knowledge/skills to daily tasks. to report all accidents and incidents which have either caused or could have caused harm or injury. to report any difficulties, including ‘near misses’ they have experienced in order that the risk assessment can be reviewed to prevent injury occurring. to inform line management if they are unable to perform manual handling duties. to ensure that they do not try to perform a manual handling operation which they believe is beyond their physical capability. to comply with policy regarding suitable clothing, such as footwear and jewellery, so as not to injure pupils or themselves when undertaking a manual handling task. to avoid the need to lift, carry, push, pull, lower or support loads wherever possible. to mechanise tasks where they cannot be avoided by the use of trolleys, barrows, lifts or hoists. to ensure risk assessments have been carried out, which take into account the work task, the activity involved, individual capacity, working environment and any other relevant factors. 17

Machine maintenance The Trust operates in accordance with the Provision and Use of Work Equipment Regulations 1998 (PUWER). These regulations require that the work equipment in schools is: • • •

suitable for use, and for the purpose and conditions in which it is used; maintained in a safe condition for use so that people’s health and safety is not at risk. inspected in certain circumstances to ensure that it is, and continues to be, safe for use. Inspections are carried out by a competent person (this could be an employee if they have the necessary competence to perform the task) and a record kept until the next inspection.

The school ensures that risks created by the use of the equipment are eliminated where possible or controlled by: •

•

taking appropriate ‘hardware’ measures, e.g., providing suitable guards, protection devices, markings and warning devices, system control devices (such as emergency stop buttons) and personal protective equipment; and takes appropriate ‘software’ measures such as following safe systems of work (e.g. ensuring maintenance is only performed when equipment is shut down etc.), and providing adequate information, instruction and training. commissioning regular testing, maintenance and / or servicing of specialist equipment such as; - Local Exhaust Ventilation (LEV) - Extraction systems - Fume cupboards - Pressure systems - Boilers - Steam engines - Autoclaves - Compressors - Lifting equipment (including hoists and passenger lifts)

2.12 Control of substances hazardous to health (CoSHH) There are areas in schools where hazardous substances will be stored. Every school must have systems in place to ensure that hazardous substances are used correctly, and records are kept in order to prevent the misuse or accidental misuse of such substances. The precautions the school takes include: •

• •

• • • •

safe storage in locked cabinets, with a clear system explaining how and where chemicals are stored and who has responsibility for any keys to locked cabinets. Hazard data sheets and information on procedures for assessing substances hazardous to health are kept. Hazard data sheets describe the hazards the chemical presents, and give information on handling, storage and emergency measures in case of accident. only staff that are trained to use these substances will have access to them. These staff will be trained in proper maintenance, storage, and use of these chemicals. clear labelling of all chemical bottles. Any hazardous substances should be stored in the original containers wherever possible and not decanted into an unlabelled container. Where they are decanted, full COSHH details should be transferred to the new container. clear record of chemicals ordered, who they are ordered to, and that they are ordered for. safe disposing of chemicals. appropriate PPE for use when handling hazardous substances. strict ‘off-limits’ policy for pupils. Pupils will only be allowed to handle hazardous substances under the supervision of a member of staff (in science lessons, for example). 18

•

COSHH assessments

Substances that are for use in the science classrooms are under the responsibility of the Head of Department or senior teacher. All COSHH signage must conform to the requirements of the Health and Safety (Safety Signs and Signals) Regulations 1996 (as amended) relating to labelling and packaging of chemicals. New signs have been appearing on items acquired since December 2010 as part of transitional arrangements. Staff and pupils will be taught to recognise new signs and any posters in use will display the new signs.

2.13 Occupational health services and managing work-related stress The Trust Board takes the health and wellbeing of all its staff and pupils very seriously, and acknowledges that in a busy and hard working environment, managing work-related stress alone can be very difficult. We urge any staff member who is experiencing stress to talk to their manager, the Trust HR Manager, or a member of the senior management team, and the Trust will do everything that it can to support them.

2.14 Policy and procedures for off-site visits School trips, off-site visits, residential visits, and any school-led adventure activities are carried out as part of an enriched curriculum and to support the learning and development of our pupils. Before any activity is allowed to take place the Headteacher will ensure that: • • • • • • • •

the objective of the visit is clear. the visit has been planned effectively, and risks have been assessed and are minimised as far as is reasonably practicable. they are informed well in advance about less routine visits. the group leader has shown how the plans for the visit comply with regulations and guidelines and with the Trust’s health and safety policy (and with that of the LA, if appropriate). in the case of adventurous activities (e.g., water sports or climbing), the group leader and/or other supervisors are competent to lead or instruct pupils. it assesses proposals for certain types of visit, e.g., those involving an overnight stay or overseas travel, and submits these to the LA if appropriate. a sufficient level of insurance is in place. the group leader reports back after the visit.

Health and safety considerations for off-site visits must include: • • • • • • • • •

responsibilities for off-site visits. parental consent. transport. supervision. emergencies. adventure activities. work experience placements. work experience health and safety. off-site risk assessments.

2.15 Selecting and managing contractors It is vital that any company or persons invited into our schools under a contractual agreement to work on school maintenance or the building site operates under the highest level of health and safety possible, and is aware of our trust and school policy and procedures. It is the Headteacher’s (or Site Manager if appropriate) responsibility to select and oversee the management of contractors. For information on safeguarding pupils against visitors or contractors to our schools, please read the Trust’s child protection and safeguarding policy.

2.16 Security School security is a vital component of good health and safety, and we want pupils and staff to feel safe in school. All schools should have up-to-date security systems. Access should be controlled wherever possible.

2.17 Electricity, gas and oil The Trust will undertake to inspect and test all portable appliances by a competent person on an at least two yearly basis with a written annual visual check in between the years of PAT test. The competent person will produce an inventory of test which will be kept by {school to complete}. All staff will visually inspect electrical equipment before use for obvious defects. Defective equipment will not be used, will be labelled and reported as defective for replacement/repair. The Trust will ensure that the fixed wiring inspections are completed on a 5 yearly basis by a competent contractor. * Personal items of electrical equipment should not be brought into school for use by staff or pupils. * If personal items of electrical equipment are required to be used in school then permission must be sought from {school to complete name} and the equipment must have a current portable appliance test completed on it. * delete as appropriate All gas equipment will be serviced in line with the manufacturer’s recommendations. Normally this means an annual safety check by a Gas Safe registered engineer and servicing according to manufacturer’s instructions. Gas Installation Safety Check A gas installation check is completed every 5 years by a qualified gas engineer (i.e Gas Safe registered). This check will include similar elements to the appliance Safety Check but with all accessible gas pipework visually inspected and tested to ensure there are no leaks. Oil heating installations are checked on an annual basis by a Oftec registered engineer.

2.18 Asbestos – see separate Appendix The Academy has an asbestos register and an asbestos management plan (even if there is no asbestos on site there is still a register to state this) which is located in each school. All contractors must be shown the register before work commences. Any damaged or suspected damage to asbestos should be reported to the headteacher who will contact the Trust Head of Estates immediately.

2.19 Legionella – See separate Appendix Each academy has a legionella survey which is located in the school. The Headteacher/Caretaker is responsible for ensuring that any monthly temperature checks are completed and the weekly flushing records are completed.

2.20 Inspections premises and building Inspections across the academy grounds, both internally and externally, are completed to monitor physical standards of the workplace, with a general focus on slips and trips prevention. ▪

▪

Daily – if the Caretaker/ premises team sweep the site before opening each day, this is an easy way to check for hazards which have developed overnight/ the weekend. A simple checklist could be initialled against each day and the Premises Manager could sign off the sheet weekly. Weekly or Monthly – a slightly more detailed check on the academy’s premises. This could be completed by the premises team/ Caretaker or Business Manager, for example. It may also be helpful to split larger sites into “zones” and do one zone a week, or you could split into Departments and ask Head of Departments for example to assist you with the inspection. Termly – this should be a detailed check on the facilities and premises, perhaps carried out in conjunction with senior members of staff (e.g. Head or Deputy Head Teacher with volunteer Governors if appropriate/available). This should involve a more “hands on” approach, including more stringent checks that appropriate documentation is present and in use. Annual – detailed checks on all aspects of the site will form part of the audit system

2.21 Training and records The school will ensure that all staff has suitable and sufficient training to complete the tasks required of them. The school will ensure all training is recorded and up-date training is completed where required.

2.22 Bullying From the stress survey Relationships:Employees indicate that they are not subjected to unacceptable behaviours, e.g. bullying at work. ■ Systems are in place locally to respond to any individual concerns; ■ The academy promotes positive behaviours at work to avoid conflict and ensure fairness; ■ Employees share information relevant to their work; ■ The academy has agreed policies and procedures to prevent or resolve unacceptable behaviour; ■ Systems are in place to enable and encourage managers to deal with unacceptable behaviour; and ■ Systems are in place to enable and encourage employees to report unacceptable behaviour. 21

2.23 Access equipment (kick-stools, ladders, tower scaffolds and mewps etc) All access equipment must be purchased form a reputable supplier. Before purchase the following considerations must be given: • The installation requirements • The suitability for purpose • The positioning and or storage of the equipment • Training and use of the equipment. Staff must not use access equipment unless appropriate training has been given. A risk assessment must be completed for the access equipment or task and staff using the equipment must have assess to and comply with the risk assessment. The access equipment should be visually checked before each use. An inventory is required for all access equipment with a formal written 6 monthly check (tower scaffolds and mewps will require specialist and more frequent checks).

Risk assessment

Effective risk assessment is the foundation of all school health and safety checks, and our schools must take steps to ensure that all school staff are confident and familiar with carrying out risk assessments, and recording and reporting risks.

3.1 School risk assessment matrix Risk assessments will be reviewed: • at regular intervals. • after accidents, incidents and near misses. • after any significant changes to workplace, working practices or staffing. • after any form of notice has been served. The matrix below is used during risk assessment to assess initial activity or location risk, and then residual risk once all the controls have been put in place to decrease risk.

Very unlikely 1

Unlikely 2

50/50 3

Likely 4

Very likely 5

Major 4

Fatality 5

Trivial 1 Minor 2 Moderate 3

Each school must carry out risk assessments in accordance with the Health and Safety at Work Act 1974. It is impossible to eliminate all risk, but schools must take every action that it can in order to decrease risk as far as is reasonably practicable. Any activity that is considered too high risk to the health and safety of our pupils, staff, or the general public through risk assessment will not be carried out.

4. Appendix This policy will be reviewed: • • • •

at regular intervals. after accidents, incidents and near misses. after any significant changes to workplace, working practices or staffing. after any form of notice has been served

The Trust has purchased a Health & Safety Service Level Agreement provided by Dorset Council for the duration of the 2018/19 academic year. Dorset Council fulfill the role of Competent Person for the Trust under the Management of Health & Safety at Work Regulations. Debbie Knapman is the named link. Mick Clarke is the Trust Estates, Health and Safety Compliance Manager

Job Description Job Title: Trust Head of Health, Safety and Estates Compliance Qualifications: Relevant qualification Accountable to: The CEO of the Sherborne Area Schools’ Trust Core Purpose • • •

• • • • •

To work closely with the Trust, LGBs and school leaders offering guidance and advice, to manage and enhance the Trust Estate including capital projects To ensure compliance with all statutory obligations, professional standards and best practice including health and safety are fully met To be responsible for developing and leading the framework and systems for risk assessment, fire safety, working at height, manual handling, COSHH, water hygiene, gas/electricity/heating across the Trust, asbestos, accidents etc providing quality assurance and accountability To promote outstanding learning environments across the Trust estate to support high quality learning and progress To co-ordinate operational management to develop and maintain the Trust’s physical environment, in conjunction with the Estates team and contractors of choice. To deliver value for money, efficiency and financial sustainability through procurement across all areas of the operation, contract management, asset management, energy and maintenance. To fulfil all emergency planning requirements for the Trust To support and promote the mission, values, aims and development strategy of the Trust

Specific Responsibilities To support the Trust and schools with: 1. Site Management and Development • Providing advice, support and guidance for the Head teachers of the Academies and CEO of the Trust. • Ensuring all policies, statutory inspections and risk assessments are in place for the Trust and each school • Co-ordinating site management works for schools without a caretaker or those needing additional support

• • • •

Ensuring planned and preventative programme of maintenance works is in place tin a maintenance register to ensure reliable operations and quality excellence in the Trust’s physical environments Developing and implementing the estate strategy for the Trust including CIF bids Developing effective liaison with Estates and compliance contractors, suppliers and service providers. Establishing service agreements that meet business needs and are compliant.

2. Health and Safety Compliance • Lead on the development of policy, procedure and working practices in relation to this area of responsibility to ensure that the Trust and its member schools operate within regulatory frameworks. • Introduction and implementation of a trust-wide compliance monitoring and reporting framework • Lead internal and external audit processes, ensuring the trust is well-positioned to prepare and respond effectively and implement any resulting audit action plan. • Monitoring the HS training plan for the Trust • Driving the Estates and compliance plans and implementation for all new schools joining the Trust, to ensure a smooth transition. • Be pro-active in matters relating to practice and infrastructure compliance with Health and Safety legislation, HSE guidance and Buildings regulations. • Analyse and report trust compliance to Board of Trustees and ELG on an agreed frequency basis • Representing Estates and health and Safety Compliance to the Trust Board and governors as appropriate; providing expert advice and contribute to the overall business strategy. • Act as the responsible person in accordance with the control of asbestos and Legionella regulations • Act as lead competent person for health and safety • Oversee that the Trust property asset management plan and school registers are accurately maintained. • Overall responsibility to ensure that the Estates disaster plan is kept up to date to ensure business continuity. • Identify training needs and arrange appropriate training to ensure all team members are effective 3. Resource Development • Deliver a cost effective and fit for purpose Estates and Compliance infrastructure • Preparation of Estates and Compliance budgets, in liaison with the Trust’s Head of Finance, and the exercise of financial control in respect of Estates and Compliance budgets. • In partnership with the Head of Finance, and other Business support managers, negotiate with suppliers and contractors to secure value for money, financial sustainability and contract management procedures. • Ensure all major capital projects are managed effectively and projects are delivered in-line with approved budgets. • Allocate the resources made available with maximum efficiency to meet the objectives of the Estates and Compliance strategy. • Operate a ticket-based help desk and supporting logging system which will allow accurate audit and monitoring of service provision. • Encouraging innovation, sharing practice, designing collectively agreed practice and managing workload by reducing duplication 4. General • Work with the CEO and the Board to provide direction and an ambitious vision for SAST • Line management, support and challenge of staff as required within the Trust • Attend Trust meetings and other governance related meetings as appropriate • Supporting the CEO with any new projects including additional academies into the group and the leadership of school -toschool support projects • Ensure policy implementation is communicated and understood by stakeholders • To support the Sherborne Area Schools’ Trust in the successful achievement of its vision, values, strategic aims and business plan while working collaboratively with the Trustees and Head teachers. • To support the profile of the Trust with key stakeholders, local, national and international bodies and professionals from a range of sectors • To adhere to the Trust’s safeguarding procedures and share the commitment to promoting the welfare of children and young people within SAST. • Assist in the recruitment, selection and appointment of members to the team. • Empower the Estates team to be responsive and innovative, using their specific skillsets and capability to provide solutions to Estates-related requirements.

• •

Plan, prioritise and manage the workload of the Estates team to ensure that resources are deployed as effectively as possible. Conduct staff probationary reviews and performance appraisal target setting and reviews as required.

This is not a comprehensive list of all tasks which may be required of the post holder. It is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade. The duties of this post could also vary from time to time as a result of new legislation, changes in technology or policy changes.

Qualities and Skills Required (also See Person Spec) The Trust Head of Health, Safety and Estates Compliance will be able to 1. Provide outstanding expertise in all matters relating to health and safety compliance 2. Develop and lead a Trust-wide compliance framework committed to working with individual school leaders and supporting them 3. Promote an attention to detail, a vision for high quality physical environment and be proactive 4. Positively support Headteachers, senior leaders and governors 5. Set high personal and professional standards and ensuring the SAST’s education vision is understood and embraced 6. Promote and facilitate partnership working within and beyond SAST 7. Develop and maintain a strong and effective relationships with the DfE, ESFA and relevant agencies, HSE, other Academy groups, Teaching Alliances and the Diocese

Other Appendices ASBESTOS MANAGEMENT IN Trust PROPERTIES All SAST properties (built before 2000) have an ‘Asbestos Register’ that identifies the type, location and condition of asbestos containing materials in the premises. Before any works are undertaken that may affect the building fabric, it is essential that the Premises Manager, caretaker, or head teacher (as appropriate), consultant or contractor check the Asbestos Register to reveal whether there are any asbestos-based materials within the proposed work area, and whether the works will affect the asbestos. It is important to note that the Asbestos Register may not identify all asbestos materials, in particular in concealed areas such as roof voids, above suspended ceiling or concealed pipe ducts. Recent surveys and tests have also identified asbestos in materials which were previously considered safe (but no longer deemed so) and which may not appear in the Asbestos Register. Such materials include: ❑ ❑ ❑

❑ ❑ ❑

Vinyl floor tiles (asbestos contained both within the tile and the adhesive) ‘Artex’ textured ceiling coatings. Toilet cisterns

When consulting the Asbestos Register, it is important that you check all areas where work is likely to be undertaken. Building or refurbishment works may involve operations outside of the main work area, for example installing new electrical or IT services may involve running through other areas of the building, so it is vitally important to ensure that t hese areas are checked so that the necessary precautions can be taken. Important - the Asbestos Register should be checked on all jobs no matter how large or small. You are just as likely to encounter asbestos putting up new shelves as you are building a new extension. Asbestos Surveys Prior to Demolition and Major Refurbishment (including rewiring and computer cabling projects) Under the Control of Asbestos Regulations 2012, all work involving demolition and major refurbishment requires an intrusive survey (Demolition/Refurbishment survey) to be undertaken of the proposed area of the work. This survey must be undertaken prior to the start of any work. This type of survey may identify asbestos materials hidden within the fabric of the building.

Removal of Asbestos If a building is to be fully or partially demolished then all the asbestos materials identified within the building must be removed. This may sometimes be a costly exercise but it is only way to ensure that the work area is completely safe prior to the commencement of further work. With the exception on non-licensed asbestos removal (this is minimal in scope), the removal of asbestos can only be undertaken by a contractor licensed by The Health & Safety Executive (HSE). The asbestos containing material is classed as a “Special Waste” and must be disposed of at a licensed waste disposal site. The disposal will be organised by the licensed removal contractor. The HSE requires 14 days’ notice from the licensed contractor of their intention to remove asbestos containing materials. Notification can only be made by the licensed contractor and will include full details of the work involved and the period of the intended work. Asbestos Remedial Works Asbestos that has been identified prior to a project may not necessarily have to be removed. If the asbestos material is unlikely to be disturbed during the works it may be possible for it to remain in place. It is most likely however that the material may require remedial works to be undertaken. The remedial works will normally be either encapsulation by painting with a plastic paint or covering with plywood for protection. It is most likely that these remedial works will have to be carried out by a contractor licensed by HSE. ‘Permit to Work’ procedures should be used for any work on or near asbestos-based materials. This will give written permission (from a nominated person) that work can be carried out on your asbestos. When the work is complete a copy of the Permit must be returned to the site team to enable the asbestos register to be updated.

Policy for the Water Storage and Distribution Facilities of Buildings on Campus in Order to Prevent and Control Legionella Bacteria PURPOSE This Policy is to ensure that the risks of Legionellosis within SAST schools are assessed, controlled, and managed in accordance with current UK Regulations, (The Control of Legionella Bacteria in Water Systems), commonly known as the Approved Code of Practice, L8. This policy should be read in conjunction with all references within this document.

SCOPE This policy applies to all areas and installations within SAST schools for which the estates department is responsible. This includes (where present); •

Hot and Cold Water Systems

•

Any other plant and systems containing water, which is likely to exceed 20 C and which may release a spray or aerosol during operation or maintenance.

REFERENCES

• • • • • • • • • • •

The control of Legionella bacteria in water systems, APPROVED CODE OF PRACTICE & GUIDANCE. ISBN07176-1772-6 and references therein. The Notification of Cooling Towers and Evaporative Condensers Regulations (1992). Health and Safety at Work etc Act (1974). COSHH Regulations (1999). Management of Health and Safety at Work Regulations 1999 The Safety Representatives and Safety Committees Regulations 1977. Health and Safety (Consultation with Employees) Regulations 1996. PRO1.0001 Written Scheme for Prevention and Control of Legionellosis Policy on the Reporting of Accidents, Dangerous Occurrences and Occupational Ill Health. Commissioning Checklist Change Control Procedure

DEFINITIONS Legionellosis – Legionnaires’ disease is a potentially fatal pneumonia caused predominantly by the Legionella pneumophila bacteria. It is the most well-known and serious form of a group of diseases known as Legionellosis. Other similar (but usually less serious) conditions include Pontiac fever and Lochgoilhead fever. Infection is caused by breathing in small droplets of water contaminated by the bacteria. The disease cannot be passed from one person to another. Everyone is potentially susceptible to infection but some people are at higher risk e.g. those over 45 years of age, smokers and heavy drinkers, those suffering from chronic respiratory or kidney disease, and people whose immune system is impaired. Persons exposed to Legionella can develop initial symptoms such as high fever, chills, headaches, and muscle pains. Other symptoms can include diarrhoea or vomiting and delirium. The disease can be treated effectively with antibiotics in early course. Legionella bacteria can survive under a wide variety of environmental conditions although the temperature range 20C to 45C tend to favour growth. The organisms do not readily multiply below 20C and will not survive above 60C. Legionella also requires a supply of nutrients to multiply. Sources include organisms in the water such as algae, amoebae, and other bacteria. The presence of sludge, sediment, scale and other material within systems can harbour bacteria and can provide favourable conditions and protection from biocides for bacteria to survive. It is therefore incumbent that water systems are adequately maintained and cleaned / disinfected regularly. Cfu/l stands for Colony forming unit per litre of water tested. Written Scheme Procedure – A site specific technical document, which defines the control measures and procedures to maintain efficient and effective control of its water systems, for ongoing compliance with current UK Regulations, (The Control of Legionella Bacteria in Water Systems), commonly known as the Approved Code of Practice, L8.FM Document ref PRO1.001. RESPONSIBILITIES Organagram The following Organagram indicates the lines of responsibilities relating to the Management & Control of Legionella Bacteria in water systems. This is a pictorial representation of the lines of communication between those with responsibility.

Head Teacher (Duty Holder)

Head of Health, Safety, & Estates Compliance

Water Hygiene Management Service Provider

Caretaker / Legionella risk monitor (nominated deputy)

LRA Assessor

Roles There are a number of roles which are undertaken at SAST schools in the management of Legionella Bacteria Head Teacher - Duty Holder - a person on whom the statutory duty falls, in accordance with L8 (Part 1 Section 39). Head of Health, Safety, and Estates Compliance - A person appointed by SAST to take managerial responsibility for the overall execution of this policy. Nominated Deputy - A person appointed by the Duty Holder in writing to take managerial responsibility for the implementation of policy and procedures as specified. Water Hygiene Management Service Provider – A company specialising in Water Hygiene Services, contracted to provide a service to the site. The contract is established and administered in conjunction with the Duty Holder and the service provider. LRA Assessor – A company or internal individual responsible for conducting legionella risk assessments and providing quality assurance in terms of legionella management.

CONTROL PRINCIPLES Design and Installation Water Systems: All water systems shall be designed, manufactured and installed to be safe and with out risks to health when used at work. Adequate documentation shall be provided to the user to ensure that the system can be maintained and operated safely and without risk to health when used at work from Legionella in conjunction with ACOP L8. Designers will ensure that water service systems comply with the Water Supply (Water Fittings) Regulations 1999. Designers will ensure that general issues of design, sizing, layout, construction and commissioning of water systems comply with BS6700 and subsequentially BS EN 806 when published. Materials and fittings are acceptable for use in the water system are listed in the directory published by the Water Research Centre. Low corrosion materials (copper, plastic, stainless steel etc) should be used where practicable. Non-metallic materials are deemed to be compliant provided they meet with the appropriate British Standard, BS 6920:’Suitability of non-metallic products for use in contact with water intended for human consumption with regard to their effect on the quality of water’. Certain aspects of the system will have to comply with the Building Regulations. Water storage tanks should be fitted with covers, which comply with the Water Supply (Water Fittings) Regulations 1999 and insect screens fitted to any pipe work open to the atmosphere, e.g. the overflow pipe. Modifications or changes to existing installations should always be carried out under appropriate change control. All associated drawings, Legionella Risk Assessments and testing schedules are updated by the designer/ UKFM Compliance Co-ordinator before hand over. Ensure that all new systems have completed drawings, Risk Assessments and testing schedules. Calorifiers: The storage capacity and recovery rate of calorifers should be selected to meet the normal daily fluctuations in the hot water use without any drop in the supply temperature. Storage Tanks:

Multiple linked tanks should be avoided wherever possible, if this cannot be done then equal draw off the tanks should be achieved. All cold water head tanks should be designed to contain a maximum supply of 24 hours usage.

Risk Management All Risk Assessments shall be carried out by approved competent persons. Such Competent persons shall be able to demonstrable competence and experience of Risk Assessment. Risk assessments shall identify recommendations according to the following criteria: -

Any remedial works that may be required to ensure the system meets the current L8 “Approved Code of Practice & Guidance” legislation.

Identify scheduled maintenance checks/tasks and records that shall be adhered to in order to comply with current legislation and reduce the risk to an acceptable level.

Risk assessments should include an up-to-date line diagram of the system and consideration of the population at risk should also be made. The risk assessment shall be reviewed whenever there is reason to believe that it is no longer valid (e.g. due to changes in plant, equipment, water usage patterns, new information about risks or control measures, or based on water testing results etc), as cited in L8 Part One, Section 38. All systems likely to contain water between 20 - 45° C, and which may release a spray or aerosol during normal operation/maintenance shall not be operated until a suitable Risk Assessment on the system has been performed, and recommended control measures put in place. The Risk Assessment and control measures shall be reviewed in any event at least every 2 years. Reviews of the assessment shall be documented and filed with the original Risk Assessment, as cited in L8 Part One, Section 38. All cooling tower Risk Assessments shall include a statement on the physical condition and location of the cooling tower. Where the Risk Assessment demonstrates that risks are insignificant, no control measures are necessary. Maintenance personnel involved with water systems should be aware of and understand the need for appropriate PPE requirements

Maintenance and Sampling All maintenance and routine sampling shall be carried out in accordance with L8 and managed in accordance with specific risk assessments. Specific activities and frequency is detailed in the Written Scheme Procedure (PRO1.0001) Sampling shall be undertaken as per The British Standards Institution BS7592; 1992 (Methods for sampling legionella organisms in water and related matters). Undertake analysis in accordance with ISO 11731/1998 (British Standard 6068 water quality detection and enumeration of Legionella), at a UKAS accredited registered Laboratory. Performance Reviews All performance reviews shall be carried out set against the following KPI as a minimum:• • •

Risk Assessments are current, reviewed, and compliant. Control measures are in place, effective and recorded. Test data is recorded and archived.