East Durham College - Health & Safety Policy

POLICY TITLE: Health and Safety
DOCUMENT NUMBER: 2.1
GROUPING POLICY: Health & Safety
AUTHOR / REVISOR / OWNER: Director of Estates
DATE OF CURRENT VERSION: 01/07/24
REVIEW DATE: 01/07/25
IMPACT ASSESSED: Yes

APPROVED BY: CMG 
DATE:  03/07/2024 

APPROVED BY:  The Board of Governors
DATE:  11/07/2024

All College properties and operations, including Endeavour School.  All staff, learners, and members of the public.

To ensure that all College activities are carried out safely and in a safe and healthy environment, in accordance with the Health & Safety at Work Act 1974, and the Health & Safety (Management) Regulations 1999.

Health & Safety codes of practice for subject areas are held within subject teams and should be reviewed on an annual basis.   Health & Safety is the responsibility of everyone and should be proactive rather than reactive.

This policy also covers work placements and visits.  For any advice or guidance on this policy, contact the Director of Estates or the Health, Safety and Sustainability Manager.

East Durham College recognises and accepts its responsibility as an employer for providing a safe and healthy workplace and working environments for all employees, learners, and the public and will take all steps to meet this responsibility, paying particular attention to the provision and maintenance of:

• Plant, equipment, and systems of work that are safe and without risks to health.
• Safe systems of work in the use, handling, storage, and transport of articles and substances
• Sufficient information, instruction, training, and supervision to enable all employees and learners to avoid hazards and to contribute positively to their safety and health at work.
• A safe place to work with safe means of access and egress.
• A safe and healthy working environment with adequate welfare facilities.

The College will seek to ensure that learning takes place in a safe, healthy, and supportive environment that meets the needs of learners.  The College will promote good practice, and in particular, the concept of the “SAFE LEARNER”.  Where part of the learning takes place outside the College, the College will assess the health & safety suitability of that environment prior to learning being delivered.

Without detracting from the primary responsibility of Senior Management, the College Management team is responsible for ensuring safe conditions of work in the areas under their control.  Competent technical advice on health and safety matters will be provided to assist Management in this task.

The College recognises and accepts its responsibilities in respect of persons not in their employment (e.g., visitors, learners, contractors) who may be exposed to risks to their health and safety as a result of the activities of the College.

The policy statement will be regularly reviewed and added to or modified as necessary and is supplemented by further statements relating to the activities of particular college departments.

All employees particularly those with supervisory responsibilities must recognise the need for and accept responsibility for safe systems of work.  The adequate delegation of these responsibilities in case of absence from work must be ensured.  It is the responsibility of everyone to help make this safety policy work and assist in maintaining a safe and healthy working environment for all.

Signed: S Duncan
Principal and Chief Executive Officer
Date: July 2024

The Duties of the Board

To carry out the following, in keeping with their responsibilities, and in accordance with the Further and Higher Education Act 1992:

• To ensure that this policy is implemented and kept under review.
• To ensure that the statutory requirements are observed, and that relevant records and reports are in order.
• To receive reports from the Principal/Chief Executive relating to the effectiveness of College Health and Safety Policies and Procedures to ensure that a safe and healthy environment is maintained for staff, learners, and the public.

The Duties of the Principal/Chief Executive

• To have overall responsibility for the Health and Safety Policy and its implementation.
• To ensure responsibilities for Health & Safety Policy are properly assigned and accepted at all levels.

The Duties of the Vice Principal – Finance & Business Planning

• To ensure that this policy is implemented and kept under review.
• To ensure that employees are aware of their responsibilities under the policy and comply with the safety procedures of the College.
• To ensure periodic safety inspections are carried out.
• To ensure that defects in premises, plant and equipment are reported promptly through the normal systems operating in the College.
• To ensure that all accidents are recorded and reported, as necessary, to the appropriate authorities.
• To ensure that all accidents are investigated, and appropriate steps taken to prevent recurrence.
• To seek co-operation from all employees in order to create a safe environment and the elimination or reduction of potential risks.
• To ensure that facilities provided for the public are adequate as far as safety is concerned and that the work carried out by employees does not adversely affect the Safety or Health of the public.

The Duties of Vice Principals, Directors, Curriculum and Business Support Managers

• To ensure that staff under their control implement safe working practices.
• To ensure as part of the college induction, that new staff, especially part-time staff, are competent in their respective vocational areas and are familiar with college procedures.
• To ensure the adequate provision of protective clothing and equipment, where necessary, for staff, learners and visitors to areas under their control.
• To establish procedures for identifying hazards and assessing risks within areas under their control, and as far as is reasonably practicable, reduce or eliminate those risks.
• To ensure that learning environments outside the College are assessed for Health & Safety suitability prior to learners being placed in that environment and are monitored at appropriate intervals thereafter.
• To ensure that staff involved in the production or maintenance of Health and Safety records keep such records up to date and available for inspection by an authorised person.

The Duties of the College Health, Safety and Sustainability Manager  

• Working with each operational head (academic and support) to devise an annual operational health and safety improvement plan, to monitor these plans and report to the Health and Safety/College Leadership Committees as requested.
• Visiting all operational sites on a regular basis to evaluate safety management performance.
• Ensuring all new staff regardless of the type of contract, undertake the appropriate health and safety induction and records are maintained by HR.
• To ensure that statutory requirements regarding Health & Safety are met.
• Ensuring that all risk assessments are comprehensive and fit for purpose. Monitor and review Risk Assessments and processes as required.
• Leading and advising on the investigation of incidents, accidents or ill health involving employees, learners/students, or premises under the organisation’s management arrangements.
• To promote Health and Safety issues, e.g., by initiating events within the College, developing Health and Safety resource materials within the Learner Services Centre.
• To organise and check the effectiveness of evacuation procedures.
• To monitor, evaluate and follow up accident reports with appropriate action to prevent recurrence.
• To liaise with external agencies e.g., Local Authority, ESFA, Fire Brigade, HSE, regarding College Policy and practice in respect of Health and Safety issues.
• To liaise with the HR Department regarding training programmes for staff in respect of Health and Safety.
• To carry out Periodic Inspections and Health & Safety audits of Curriculum areas with Curriculum Managers.

The Duties of the External Quality Officer (EQO)/Work Placement Officers (WPO)

• All external work placements are to be assessed by the EQO or WPO. They are to use the Workplace Health and Safety Vetting form available on the College extranet. Any doubt as to the suitability of the placement host’s health and safety arrangements should be referred to the College Health, Safety and Sustainability Manager for a decision whether to use or not.
• EQO/WPO’s are to check the validity of the placement host Risk Assessments. They are not to compile them themselves. EQO/WPO’s are to direct the placement host to the HSE website which has a guidance note ‘Young People and Work Experience’.

The Duties of all Employees

• To comply with the Health and Safety Policy of the college.
• To take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions.
• To observe the laid down systems of safe working and to take any precautions necessary.
• To use the correct tools and equipment for the job and to ensure that they are kept in good condition and not adapted for inappropriate use.
• To make use of safety aids, appliances, equipment, and protective clothing where necessary.
• Not to interfere with or misuse anything provided in the interests of health, safety and welfare.
• To report immediately to their line manager any unsafe conditions or defects in plant and equipment. In accordance with Regulation 8 of the Management of Health and Safety at Work Regulations 1999, all staff should take reasonable steps to remove themselves from the immediate place of danger (such as a dangerous workshop or classroom) and to a reasonable place of safety. Places of safety include atriums, communal areas, and fire evacuation points.
• To report immediately any accident that occurs.  Where a piece of plant or equipment is involved, it must not be interfered with, and action must be taken for its removal from use and secure retention pending investigation of the accident.
• To understand the emergency procedures.
• To co-operate with the management and Board to enable them to carry out their duties under the Health and Safety at Work Act 1974 and associated legislation.
• To seek advice, if uncertain, from their line manager or the college Health, Safety and Sustainability Manager.

Arrangements

Risk Assessments

• General risk assessments for all the College main centres are reviewed when any significant changes to college operations take place and, in any case, annually and revised as necessary in order to meet the requirements of Regulation 3 of the Management of Health & Safety at Work Regulations 1999.
• More detailed risk assessments covering specific areas of college operations and special events are carried out, reviewed, and revised as necessary, and in any case annually.
• The College Health, Safety and Sustainability Manager is the competent person to advise the College Management of the measures they need to take to comply with the requirements placed upon them by relevant health and safety regulations, in accordance with regulation 7 and 8 of the Management of Health & Safety at Work Regulations 1999.
• Monthly safety inspections are carried out by department staff in all but the most low-risk areas of all college centres.  The inspection sheets are forwarded to the relevant manager so that any remedial action necessary can be promptly undertaken.  Completed inspections sheets are kept on the College Extranet site so that they may be reviewed by the College Health, Safety and Sustainability Manager.
• Internal Health & Safety audits are carried out, covering all areas of College operations annually.
• Risk Assessment is embedded into the lesson planning process and an assessment of the health & Safety aspects of lessons are an integral part of the lesson observations.  Feedback from lesson observations are passed on to the Quality Team and the College Health, Safety and Sustainability Manager, where appropriate.
• Arrangements for the management of Health & Safety are audited on a regular basis by the College Auditors and by Insurers.
• Health & Safety considerations are central to the Staff Development programme.  College staff are supported and encouraged to undertake training in first aid, workplace vetting and monitoring and health and safety training.
• Health & Safety forms an integral part of the College’s Risk Management Strategy and Action Plan.
• Health and Safety matters arising are discussed every month at the College Management Group meetings. Further discussions are held at Full Board Meetings with Governors. A detailed Health and Safety update is sent to the College Leadership Group meetings once every term.

2.1 The College Health & Safety Committees aim to meet at least once per term and a schedule of meetings will be published at the beginning of each college year.  The committee will act in advisory capacity, monitoring health and safety arrangements and making recommendations to improve       performance.

2.2 The terms of reference of the committee are:

• Ensuring effective two-way communication and effective consultation on health and safety issues with trade unions, appointed safety representatives, staff and students;
• Supporting staff in the promotion of a positive health and safety culture within each college;
• Providing updates on new or amended health and safety legislation; 
• Reviewing the health and safety policy and advising on any revisions;
• Supporting CLG in the development and implementation of robust health and safety plans;
• Assisting staff in the production and review of risk assessments and safe systems of work; 
• Evaluating the effectiveness of health and safety information and training;
• Ensuring adequate provisions and resources are in place for first aid and fire safety;
• Monitoring health and safety performance, through fire risk assessments, audits, Landex reports and incident investigations, including the completion of improvement actions;
• Considering the findings of reports made by safety representatives and trade unions, taking action to alleviate any concerns;
• Consulting with enforcing authorities (HSE, LEA, OFSTED) on any reports or interventions and providing updates as they arise;
• Supporting staff in preparing for OFSTED inspections;
• Reviewing significant accidents and other incidents, identifying trends, and providing recommendations to prevent recurrence;
• Reviewing reports received from the safeguarding (children and vulnerable adults) sub-committee and recommending remedial action to any safety issues identified;
• Establishing specialist health and safety sub-committees, where appropriate;
• Providing input into the annual health and safety report, submitted to the Board of Governors each summer term.

2.3 Health and safety committees shall comprise of the following permanent members:

• Member of CLG - (Chair)
• Director of Estates and Facilities
• Health, Safety and Sustainability Manager
• Administrator (Minutes)
• Curriculum and Support Staff
• First Aid Representative
• Fire Warden Representative
• Student Liaison Officer
• Student Representative

2.4 The expectation is that all permanent health and safety committee members will attend each meeting. Where this is not possible, a nominated deputy should attend in place of the permanent member.

2.5 Third parties can attend committee meetings, to provide updates, however such persons will not have a vote.

2.6 As a minimum expectation, each meeting will require a quorum of at least four permanent members. Committee meetings should not be cancelled without good justification and only the chair of each meeting will have the deciding authority to cancel.

2.7 An agenda will be circulated at least 1 week prior to the planned meeting date, by the nominated administrator. If members wish to add items to the agenda, they should contact the nominated administrator and notify them of any additional items.

2.8 The committee has agreed that a standing agenda is used for each health and safety committee meeting and that items include but are not restricted to the following:

• Welcome
• Apologies for absence
• Minute of previous meeting
• Legal and other updates
• Schedule of business:-
  • First term - Risk assessment updates
  • Second term - Fire risk assessment updates
  • Third term – Health and safety audit updates
• First aid and fire safety arrangements
• Incident reports, investigations and lessons learnt
• Health and safety training
• Estates updates
• AOB
• Date of next meeting

2.9 The draft minutes of each meeting will be produced within 4 weeks of each meeting and circulated to all members for comment, prior to publication.

3.1 The Health & Safety Law poster is displayed at the main entrances to all College Centres.

3.2 Health & Safety advice is available from:

• Director of Estates & Facilities - Ext. 8237
• Health, Safety and Sustainability Manager – Ext. 8391

3.3 Supervision of young workers or trainees will be arranged by the managers in whose area the trainees are placed. All placements are to be checked by the EQO/WPO’s.

3.4 Health & Safety checks on student work placements are carried out in accordance with external guidelines.   Records of these checks are to be kept by EQO/WPO’s.

3.5 All new staff are given Health & Safety training as part of the induction process administered by Human Resources.  This will involve general matters such as first aid provision and emergency evacuation procedures and also job specific training to enable the staff member to carry out their duties safely.

3.6 College probationary procedures require probationary reviews to be completed after 4, 12 and 22 weeks for business support staff, and 4, 12, 26 and 40 weeks for teaching staff and managers. Training requirements are identified during these reviews.

3.7 All staff participate in the College Performance Appraisal review process and Annual Performance Appraisal reviews will identify ongoing Health & Safety training and refresher training requirements.

4.1 Lifting Equipment

• All lifting equipment is tested and examined by independent insurance engineers in accordance with the Lifting Operations and Lifting Equipment Regulations 1998.

4.2 Pressure Systems

• All pressure systems are tested and examined by independent insurance engineers in accordance with the requirements of the Pressure Systems Safety Regulations 2000.

4.3 Local Exhaust Ventilation Systems

• All College L.E.V. Systems are tested and examined by independent insurance engineers in accordance with the Control of Substances Hazardous to Health Regulations 2002.

5.1 Hot and cold-water systems at all College centres are tested for Legionella and maintained in a hygienic condition by an external specialist organisation in accordance with HSE guidance document L8 Legionnaires' disease - The control of Legionella bacteria in water systems.

5.2 Records of all the above inspections and tests are kept by the Director of Estates.

6.1 All portable electrical appliances will be inspected and tested in accordance with HSE Guidance.

6.2 Equipment that has been checked and passed will be identified by a dated sticker and recorded in the PAT register, held by the Estates Department. 

6.3 Appliances failing the tests will be made inoperable, isolated from the electricity supply and the relevant manager will be informed.

6.4 Unauthorised electrical equipment should not be brought onto College premises.

7.1 All college minibuses are lease hired and are inspected and maintained by approved garages four times per year or at more frequent intervals if high mileage.

7.2 All vehicles are checked daily by user drivers in accordance with guidelines issued by the Traffic Commission.

7.3 All mini-bus drivers must be over 26 years of age with 2 years driving experience and hold a full clean licence with in-date D1 entitlement.

7.4 In exceptional circumstances drivers under the age of 25 may be approved by the College Transport manager and the College insurers to drive college vehicles.

7.5 All buses are fitted with seat belts and those adapted to transport wheelchairs are fitted with wheelchair anchoring systems.

8.1 The Control of Substances Hazardous to Health Regulations 2002 require the College as an employer to:

• Assess the risk to health and the precautions needed to protect health from substances used, stored, or transported within the College.
• Implement appropriate measure to control any risk.
• Monitor the exposure of employees where necessary.
• Inform, instruct, and train employees about the risks and the necessary control measures.

8.2 In order to achieve compliance with the above, relevant Managers of Curriculum and Cross College Managers are asked to:

• Read the literature provided regarding COSHH.
• Discuss this with the staff in your department.
• Identify any substances which may be hazardous to health, and with the help of their technical staff and the College Health, Safety and Sustainability Manager and where required, carry out a COSHH Assessment and keep a record of it on the standard form provided.
• Inform staff and learners of any risks identified and the control measures to be taken.
• Review, update and sign the assessment at least annually.

9.1 In accordance with the Regulatory Reform (Fire Safety) Order 2005, fire risk assessments have been carried out at all main college centres in order to ensure that the college complies with legislative requirements.  Copies of fire risk assessments are available from the Estates Director and the Health, Safety and Sustainability Manager.

9.2 All main college centres are fitted with automatic fire detection and alarm systems. All college fire alarm systems are tested and maintained by an external specialist company. All college fire alarm systems are tested weekly by the college Estates team.

9.3 All main college centres have emergency lighting systems installed. All emergency lighting systems are tested monthly by the college Estates Team.

9.4 Firefighting equipment is provided in strategic locations in all main college centres and  maintained annually by a specialist external contractor. If a fire extinguisher has been used, accidentally or otherwise, the College Estates Team should be notified as soon as possible so that the extinguisher        can be recharged.  This also applies to any other fire-fighting appliances that require attention.

9.5 Fire Evacuation Procedure

      On discovering a fire:

• Sound the alarm by activating a manual call point, situated in the corridors.
• DO NOT attempt to tackle the fire unless you are trained to do so.
• Leave the premises by the nearest and safest emergency exit.
• DO NOT take risks.

On Hearing the Fire Alarm:

• Leave the building in an orderly manner using the nearest and safest emergency exit.
• DO NOT stop to collect personal belongings.
• NOTE: Wheelchair users should proceed to the nearest refuge area with their allocated buddy and use the wall mounted intercom to contact a first aider / fire warden.  The first aider /  fire warden will provide an update on the situation and if there is a need to fully evacuate the building.  If there is a need to evacuate, the first aider / fire warden will make their way to the refuge area and use the evac chairs to assist with a full evacuation.
• Switch off any gas or electrical equipment in use.
• Shut doors and corridor fire doors on leaving.
• Proceed to the fire assembly point:
• Willerby Grove Centre: Grassed area - sports pitches
• Technical Academy:    Student Car Park or a safe area along Palmer Road
• Houghall College: (Main Campus area):  To front of Teesdale building (not on road)

                              (Equine): Outdoor arena

                              (Agriculture and Animal Care): Sports pitches or Burma Rd

                              (Plant Centre): Car park area

                              (Derwent): A signed, safe place away from buildings and traffic

• DO NOT return to the building until the Incident Controller in charge of the evacuation, gives permission to return to the building.

9.6 Estates Department and Fire Warden Response

• Members of the Estates Team and CLG will make their way to the fire alarm panel.
• An Estates Manager will take on the role of Incident Controller and proceed to the assembly point with a fire evacuation report form.
• NOTE: Duty Managers will undertake the role of the Incident Controller outside on the night shift.
• Caretakers will determine the location of the fire alarm activation, then proceed to the site of the activation to investigate the cause.
• Management and Department staff will act as fire wardens and clear their areas of the building and proceed to the assembly point to inform the Incident Controller that their area is clear.
• Senior management will also act as fire wardens and prevent people from re-entering the building.
• First aiders will proceed to the main fire alarm panel and monitor the disabled refuge indicator panel and communicate with any persons in these areas, providing reassurance and actions required. 
• Upon determining the nature of the activation, the Estates Team will radio reception.
• If it is a false alarm, the Caretaker will advise of the situation over the radio and the evacuation will continue until all areas are confirmed as clear.
• If a real fire is confirmed the Caretaker will advise of the situation over the radio and reception will call the fire and rescue service advising of the situation, then make their way to the assembly point.
• In a fire situation requiring full evacuation, first aiders will make their way to any occupied refuge areas, if safe to do so, collect an evac chair on route and provide assistance in evacuating.
• The Incident Controller will coordinate the evacuation and liaise with the fire service on their arrival.
• The Incident Controller will complete the fire evacuation report form and arrange a post incident review meeting with the Estates Team to document any issues with the evacuation.
• The Incident Controller will upload the fire evacuation report form onto the EVERY system.

9.7        Fire Drills:

• The Estates Team will carry out fire drills in each location, at least once per term.  False alarms, where all occupants have evacuated and where the fire evacuation report form has been completed, will count as evacuations.  Fire drills and any issues identified will be discussed within health and safety committees.

9.8      Fire Precautions

• Housekeeping

Combustible materials must not be stored in boiler houses, server rooms, under stairwells or in protected corridors.  Fires commence and spread more easily in congested places and their progress is accelerated by rubbish, waste, and dust.

• Petrol must not be stored in greater quantities than 50 litres, within a workroom and then only when it is kept in a properly labelled metal cabinet or bin with adequate spillage retention.
• Petrol storage cabinets should have the following features: Secure and lockable , Warning signage displayed – “Highly Flammable – No Naked Flames”, Spill tray or bund to capture any spilled petrol if a petrol container leaks. 
• Containers should, where reasonably practicable, be stored in the open air at ground level, but where this is not reasonably practicable, they should be kept in suitable well-ventilated storerooms, preferably separate buildings, specifically designed for the purpose.
• Ensure that petrol cans are stored out of direct sunlight and away from ignition sources. 
• Dispense petrol in well-ventilated areas, to prevent the build-up of explosive vapours (Flammable vapours are often heavier than air and will accumulate at low level). 
• Filling and emptying containers must not be carried out in the designated storage areas. This is to prevent other activities that are a higher risk causing a fire, which then spreads to involve the larger quantities in storage.

In the event of a bomb threat, staff will be notified by the Estates Team.  Staff and students are to be instructed to assemble as for a fire alarm, unless otherwise instructed.  For bomb threats, staff and students are to take all their personal bags and briefcases with them.

12.1     Sufficient first aiders trained to ‘First Aid at Work’ standard will be provided at all of the College centres in accordance with the requirements of the Health & Safety (First Aid) Regulations 1982, taking into account the numbers of people at each centre and the types of activity undertaken.

Names of first aiders and their telephone numbers are available on the home page of the College Extranet.

12.2     First aid boxes are located on all floors of the college on all sites and in workshops, laboratories, canteens and kitchens.  Staff should make themselves aware of these provisions.

12.3     All groups working way from a main College campus, will ensure activities are risk assessed and  a first aider and first aid kit is provided, where necessary.

12.4     The locations of the first aid rooms are as follows:-

• Willerby Grove Campus - GO05, adjacent to the main entrance. 
• Houghall College – Main Building Reception and each stand-alone building has a first aid facility.
• Technical Academy – Next to the canteen.

12.5     First Aid Procedures

• Students will be instructed on induction to contact a member of staff if they have a medical emergency or an accident which requires first aid treatment.
• If an incident occurs during a lesson, the lecturer is responsible for implementing the requirements of this procedure and may need to finish their lesson early, while the incident is being attended to.
• Lecturers or other members of staff will carry out a dynamic risk assessment and arrange for a first aider to be contacted, where required. 
• Departmental first aiders should always be contacted in the first instance, however if they are unavailable, then student services or the duty manager should be contacted, who will arrange for a first aider to attend the scene. A list of first aiders is displayed on the extranet and can be used to contact additional first aiders. NOTE:- In instances where department first aiders are not available, department manager’s will  be required to review their first aid arrangements and provide additional cover where required.
• Where possible the member of staff should stay with the casualty until a first aider has arrived. 
• The first aider will normally be able to provide first aid treatment at the scene. However, if further treatment is required and the casualty can be moved without causing further injury, then the member of staff or the first aider should escort them to the first aid room. Casualties must not be left alone in the first aid room and should be accompanied by a member of staff or a first aider.
• Depending on the severity of the incident it may be necessary to call for an ambulance and the member of staff dealing with the incident should make this call. 
• For transport to hospital, assuming the injury does not warrant calling an ambulance, the member of staff or the first aider should contact reception or the duty manager to arrange transportation.
• If the casualty is a student and the seriousness of the incident warrants it, their tutor should also be informed, so that they can notify the casualties next of kin. If their tutor is unavailable, then Student Services should make contact on the behalf of the lecturer and send an email to confirm this action has been taken.
• First aiders are responsible for reporting medical related incidents, which have not occurred as a result of a workplace accident onto the “EVERY System” helpdesk.
• However, when dealing with workplace accidents it is the member of staff at the scene who is responsible for reporting the incident onto the “EVERY System” helpdesk. 
• For serious accidents, the member of staff at the scene is responsible for carrying out a detailed accident investigation and submitting their findings onto the “EVERY System” helpdesk. 
• In these instances, the member of staff carrying out the investigation must ensure statements are taken from the casualty, the first aider providing treatment and any witnesses, as soon as possible after the event. Incident statement forms must be signed and dated by the persons providing each statement.
• The member of staff will then review the statements as part of their investigation to understand the cause of the accident and implement actions to prevent a recurrence.
• Staff should report issues on the “EVERY System” helpdesk, which require further action to prevent recurrence.

13.1     The Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 2013 (RIDDOR) require employers to report the following specified workplace incidents:-

• Employee workplace accidents:

- Fatalities

- Specified injuries

- Injuries resulting in 7 days lost time.

• Non-Employee accidents:

- Where a person is taken directly to hospital for treatment

• Occupational diseases
• Dangerous occurrences

13.2   In the event of a RIDDOR reportable incident, staff are to inform the Director of Estates and the Health, Safety and Sustainability Manager on the details of the incident, to determine if a RIDDOR  report needs to be submitted to the Health and Safety Executive (HSE), through their website. 

13.3   If an incident is RIDDOR reportable, then a report must be submitted to the HSE website within the required timescales. The Health Safety and Environment Manager will complete the RIDDOR report in conjunction with the member of staff carrying out the investigation. Strict adherence to          these regulations is essential as EDC may be open to prosecution by the HSE for failure to comply.

13.4   The RIDDOR report will then be downloaded from the HSE website and uploaded onto the “EVERY System” as part of the investigation report.

13.5   Advice and guidance on incident reporting and investigation requirements can be sought from the Director of Estates and the Health Safety and Sustainability Manager.

13.6    NOTE:- In addition to RIDDOR requirements if any trainee on an SFA funded programme is involved  

            in an accident either at College or on work placement, it must be reported immediately to College

            Health, Safety and Sustainability Manager or Estates Director  for further action.

14.1     The Control of Asbestos Regulations 2012 impose on the College a legal duty to manage the risks from this material.

14.2     Asbestos surveys are carried out for all College centres and reviewed at appropriate intervals. The condition of asbestos containing materials is monitored and all such materials are maintained in a safe condition, or, if necessary, safely removed. Information regarding the location and condition of asbestos containing materials is available from the College Estates team.

14.3     Maintenance work such as drilling or cutting of floors, walls, ceilings, etc, or new cabling work should not be carried out without first checking with the Estates team regarding possible presence of asbestos.

14.4     External contractors will be given, and will sign for, the College document ‘Guidelines for Contractors’ which includes information and instructions regarding asbestos containing materials.

15.1     Standards of safety are laid upon the College by law and these must be complied with whether or not they impose limitations on freedom of action. All College regulations and notices must be observed and obeyed, as must any reasonable request by members of staff in the course  of their duties.

15.2     All persons working on College premises must:

• Take all reasonable care to avoid injury to themselves or others affected by their activities
• Co-operate with the College management in order to assist them in complying with their legal duties
• Refrain from interference with or deliberate misuse of any facility provided for reasons of health and safety.
• Smoking is only permitted in designated areas of each centre.
• To facilitate the evacuation of the college buildings in an emergency, all corridors, doorways, stairways, and other circulation areas must be kept clear at all times and floors maintained free of liquids and other slippery substances.
• Doors providing a means of exit from a building must not be locked whilst that building is occupied.
• Care should be taken when undertaking manual handling operations.  If there is a risk of injury as a result of any such operation, assistance should be obtained and, if possible, a lifting appliance should be used.
• All equipment or apparatus must be installed, tested, and used in accordance with the manufacturer’s recommendations.  Equipment must not be used for any purpose for which it was not specifically designed. If equipment or apparatus is suspected to be faulty or damaged, it must be switched off, isolated if possible, and immediately reported to a responsible person. No persons other than those specifically authorised to test and repair equipment and apparatus shall dismantle or attempt to repair, connect, or disconnect any apparatus or equipment.
• Guards or covers must only be removed from machinery by persons having the knowledge and skill and duly authorised to undertake such removal for the purpose of maintenance.
• Machines must not be left running when not in use.
• No person may use a machine or other equipment until he or she has received training in its safe use by a qualified and authorised member of staff.
• Manufacturers and suppliers have a statutory duty to provide information on the safe use, handling, storage and transport of their products. Persons obtaining such products for use within the college should ensure that they obtain such information as is available.
• All materials, tools and equipment must be securely stored.
• After use, equipment and apparatus should be switched off and unplugged from the mains supply.
• Where there are insufficient socket outlets, an appropriately fused distribution block should be used; any other multiple adaptors are not permitted.
• Any defect to premises or equipment should be reported to the Estates and Service Team using a service request form. Where such a defect has safety implications then it should be reported by the quickest possible method e.g., telephone.
• Waste materials must be correctly and safely disposed of.
• Any local exhaust ventilation system provided must be used when necessary and maintained in good working order.
• Young children (aged under 14) are not allowed unaccompanied in any teaching area of the college.
• Cars may only be parked in designated car parks and never left where they may cause an obstruction. Vehicles are subject to a 10-mph speed limit in the college grounds.
• Pets of any kind are strictly prohibited from being within College property, unless previously authorised as an aid to teaching (Search dog, Petting dog or Assistance/Guide dog).
• Advice on safety matters can be obtained from the College Health, Safety and Sustainability Manager.

The college booklet ‘Guidelines for Contractors’ will be issued to any contractors undertaking any work on the college premises.

• Incident Statement Form
• Monthly Health and Safety Inspections
• Risk Assessment Forms
• COSHH Assessment Forms
• Fire Risk Assessments
• Work Placements Checklist

• Business Continuity Plan
• Bomb Threat and Evacuation Procedure
• Houghall Flood Action Procedure
• Adverse Weather Procedure
• Fire (Emergency Evacuation) Procedure
• Accident and First Aid Procedure
• Management of Stress in the Workplace
• Maternity Leave Policy and Procedure
• Step Away Policy
• Lone Working Policy
• Safe Storage and Administration of Medications
• COVID-19 Guidance Document

This document is issued and controlled by Quality & Standards and may only be modified by the designated group after proposed modifications have been accepted by the College Management Group. The latest version of the policy will be maintained on the College Extranet.

Please feedback to Quality & Standards any constructive suggestions on how any aspect of the policy may be clarified or improved.