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August 2014

Index Page

Guide for Accident Reporting, Recording & Investigation .................. 1

Guide for Managing Asbestos at Work .............................................. 6

Guide for CDM .................................................................................. 8

Guide for Consulting with Employees...............................................14

Guide and Procedure for DSE (Display Screen Equipment) .............16

Guide for Electrical Safety................................................................18

Guide and Procedure for Fire Safety Management ..........................22

Guide for Provision of First Aid.........................................................23

Guide for Flammable Gases and Liquids..........................................26

Guide for Hazardous Substances (COSHH).....................................31

Guide for Health & Safety Training...................................................32

Guide for Lifting Operations and Lifting Equipment ..........................34

Guide for Lone Working ...................................................................38

Guide and Procedures for Manual Handling.....................................41

Guide for New and Expectant Mothers.............................................43

Guide and Procedure for Noise at Work...........................................44

Guide for PPE (Personal Protective Equipment) ..............................47

Guide for Risk Assessments ............................................................50

Guide for Vibration at Work ..............................................................51

Guide for Working at Height .............................................................54

Guide for Young Workers.................................................................57

All supporting forms can be obtained from your Regional Administrators or Head Office. These can be found on P Drive \ Health & Safety \ Policy \ Supporting Forms

August 2014 Page 1

Procedure for Accident Reporting, Recording and Investigation

Quick Summary

All accidents involving employees, contractors, visitors and members of the public must be reported, recorded and investigated.

The report must be made as soon as possible after the accident, preferably on the same day, and an entry made in the Accident Book. This is a requirement of the Social Security (Claims and Payments) Regulations 1979 and the Social Security Administration Act 1992.

Some accidents must be reported to the Health and Safety Executive as required by the Reporting of Injuries Diseases and Dangerous Occurrences Regulations (RIDDOR). Where applicable, The Director for Health and Safety will complete a Form F2508 using the on-line reporting procedure at www.riddor.gov.uk or by calling the 0845 300 99 23.

Once an accident book is full it must be archived for three years from the date of the last entry

Completion of the accident book is not an admission of liability of any kind on any person

Additional Information and Tables

Guidance on Recording Accidents

• Record only known facts – not opinions

• A separate entry must be made for each person affected/injured

• Any equipment involved in the incident should be retained and not used until after the accident investigation.

• Road traffic accidents are NOT to be reported using the Accident Book

• If a death occurs as a result of an incident, or if a sudden death occurs, this must be reported immediately, by telephone, to the HSE’s Incident Report Centre on 0845 300 9923 (or see Health and Safety Law Poster for local telephone number ). This will be the responsibility of the Director for Health and Safety but in their absence the most senior manager available should take this action.

Statutory Reporting Requirements

The Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) specifically require employers and self-employed to report certain accidents and events to the enforcement authority if they arise out of or in connection with the work activity. Failure to report can lead to prosecution.

Table 1 sets out the time limits within which the incidents must be reported

Table 2 lists the specified major injuries or conditions

Table 3 summarises the specified dangerous occurrences

Table 4 lists reportable diseases

August 2014 Page 2

Accident Reporting Flow Chart

Accident occurs

First Aid administered as required Area made safe

Department Manager informed

Entry made in the Accident Book

If required investigation carried out RIDDOR report if required

Personnel Department maintain completed records.

Fatality (Table 1)

Specified Injury (Table 2)

Dangerous Occurrence (Table 3)

Reportable Disease (Table 4)

Director for Health & Safety will instigate investigation

where required

August 2014 Page 3

Table 1: Time Limits and Requirements for Notification and Reporting Of Incidents

Immediate Reporting Necessary

The enforcement authority must be notified immediately by telephone if:

Any accident connected with work results in

• A fatality (whether or not the person involved is an employee or not)

• A specified injury to an employee – see table 2

• A member of the public is taken from the scene of the accident to a hospital for treatment – examinations and diagnostic tests do not count as treatment and there is no need to report where people are taken to hospital purely as a precaution.

Any specified dangerous occurrence – see table 3

It is the responsibility of the Director for Health & Safety to make this call or, in his absence, the Responsible Person for the area. During normal working hours the number for the HSE Incident Centre is 0845 300 99 23.

If the incident is out of hours and it is:

• a work-related death;

• a serious incident where there have been multiple casualties;

• an incident which has caused major disruption such as evacuation of people, closure of roads, large numbers of people going to hospital etc.

Then call the HSE duty officer on 0151 922 9235.

In the case of a fatality or major injury the MD must be informed as well as the Director for Health & Safety.

A written report is also required within 15 days and this will be sent by the Director for Health & Safety.

The local Environmental Health Department must also be notified of certain diseases if contracted by employees as a result of their work – see table 4.

Report within 15 days

Where, as a result of an injury sustained in connection with their work an employee is:

1. Absent from work for more than 7 days or

2. Unable to do their normal work for more than 7 days then the matter must be reported to the HSE within 15 days

Note1: The Director for Health & Safety will submit the RIDDOR report online at www.riddor.gov.uk

Note 2: Rest days such as Saturdays, Sundays and bank holidays are included in the calculation of the 7 days but the day of the accident is not.

Note 3: Employers must still keep records of any over 3-day injuries in the accident book or equivalent.

Within 1 year There is an additional duty to provide a written report (no prescribed form) if any reportable injury results in the death of an employee within 1 year (whether or not it had been previously reported).

Note: If, for whatever reason, an accident fails to be reported and then at a later date this omission is noted, then an Accident Book entry and, if applicable a RIDDOR report, should be submitted.

August 2014 Page 4

Table 2: Specified Major Injuries or Conditions

• A fracture of any bone, other than those in the fingers, thumbs or toes

• Any amputation

• Permanent loss of sight or reduction of sight

• A penetrating injury to an eye, or a chemical or hot metal burn to an eye

• Crush injury leading to internal organ damage

• Serious burns covering more than 10% of the body or damaging the eyes, respiratory system or other vital organs.

• Scalping (separation of skin from the head) which requires hospital treatment

• Unconsciousness caused by head injury or asphyxia

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

Table 3: Specified Dangerous Occurrences

• The collapse, overturning or failure of a load-bearing part of a lift, crane, hoist, powered access platform, fork-lift truck or excavator.

• The failure of any closed vessel or associated pipework where the failure had a potential to cause death.

• The failure of any freight container in its load bearing parts

• Any incident where plant comes into contact with, or causes a discharge of, overhead power lines exceeding 200 volts.

• An electrical short circuit or overload causing fire or explosion resulting in the stoppage of plant for 24 hours or which has the potential to cause death.

• The collapse or partial collapse of any scaffold above 5 metres in height or of the suspension arrangements of any slung scaffold or suspended scaffold which causes a working platform to collapse.

• An unintended collapse or partial collapse of any building undergoing build or alteration or any wall.

• Any explosion or fire resulting in the stoppage of plant or the suspension of normal work for more than 24 hours.

• The sudden escape or release of 1 tonne of flammable liquid or 10 kg of flammable gas

Table 4: Reportable Diseases

• Carpal tunnel syndrome

• Severe cramp of the hand or forearm

• Occupational dermatitis

• Hand-arm vibration syndrome

• Occupational asthma

• Tendonitis or Tenosynovitis of the hand or forearm

• Any occupational cancer

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

August 2014 Page 5

Table 5: Reportable Dangerous Occurrences

There are 27 categories of dangerous occurrences that are relevant to most workplaces. For example:

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

• plant or equipment coming into contact with overhead power lines

• the accidental release of any substance which could cause injury to any person

Certain additional categories of dangerous occurrences apply to mines, quarries, offshore workplaces and certain transport systems (railways etc). For a full, detailed list, refer to the online guidance at: www.hse.gov.uk/riddor.

Table 6: Reportable Gas Incidents

From HSE guidance:

If you learn, either directly or indirectly, that someone has died, lost consciousness, or been taken to hospital for treatment to an injury arising in connection with the gas you distributed, filled, imported or supplied, this can be reported online.

If you are a gas engineer registered with the Gas Safe Register you must provide details of any gas appliances or fittings that you consider to be dangerous to the extent that people could die, lose consciousness or require hospital treatment. This may be due to the design, construction, installation, modification or servicing, and could result in:

• an accidental leakage of gas

• inadequate combustion of gas or

• inadequate removal of products of the combustion of gas

Investigating Accidents

To be added once discussion had on form and criteria to be used

References and Guidance Documents

Reporting of Injuries Diseases and Dangerous Occurrences Regulations 2012 (being superseded October 2013)

Investigating Accidents and Incidents - HSG 245

August 2014 Page 6

Guide for Managing Asbestos at Work

Quick Summary

Asbestos is a term used for various forms of naturally occurring fibrous silicate minerals which were extensively added to building materials that have been used in the UK for fire protection and insulation. The fibrous mineral was also used extensively for bonding in many low risk materials.

Most people will appreciate that breathing in asbestos fibres can lead to cancers and other fatal diseases. Some will also know that it can take up to 60 years from the first exposure to the onset of disease. What may be a surprise is that most people cannot easily recognise asbestos and that the groups most at risk are plumbers, carpenters, electricians, IT technicians, painters, and anyone who drills cuts or saws asbestos containing materials (ACMs).

The thing that most of these trades have in common is that they tend to carry out work on a variety of buildings of varying age and usually belonging to another employer. In other words, they are contractors. Now, whilst they should have awareness of what asbestos looks like (if they have been trained) they are unlikely to know if and where asbestos is present in your premises unless they are provided with detailed information and plans.

This is why the Control of Asbestos Regulations (CAR) requires the person in control of non-domestic premises to create an Asbestos Management Plan highlighting where asbestos is or might be, what type it is and what condition it is in. Armed with this information the contractor can take suitable precautions to avoid exposure to the materials. At the same time, it protects people working in the building from exposure to ACMs. The CAR also requires that anyone who employs people who may come into contact with ACMs must be provided with asbestos awareness training. Where employees are expected to work directly with ACMs then they require specialist training that goes beyond just awareness. This applies whether they work on your premises or another person’s premises. The level of training is detailed in the relevant parts of the Asbestos Regulations.

For those organisations that carry out work on ACMs there are additional work-categories that need to be understood. Some work is ‘HSE-licensed asbestos work’ which means you will need a license from the HSE to carry out the work; this will include work with high risk products or work over a certain time frame such as one person working for more than one hour in a week or two or more people working more than two hours in a week including setting up and cleaning down. Some work is ‘non-licensed work’ such as working on low risk products (e.g. asbestos cement) for less than the set times and some work is ‘notifiable non-licensed work’ where you do not need a license from the HSE but you do need to notify the HSE and keep records of the people involved and the working time. Additional requirements for health surveillance will apply from April 2015.

Asbestos Surveys – Two Types

Management Surveys

The purpose of this survey is to locate, as far as is reasonably practicable, the presence and extent of any suspect ACMs in the building which could be damaged or disturbed during normal occupancy, including any foreseeable maintenance and installation, and to assess their condition. This may involve minor intrusive work and some disturbance but presumptions can be made by the surveyor about the presence of ACMs.

Refurbishment and Demolition Surveys

This is needed before any refurbishment or demolition work is carried out. This type of survey is fully intrusive i.e. the surveyor will break into walls, voids etc to determine the full extent of all ACMs as far as is reasonably practicable.

Any survey should be carried out in accordance with the HSE’s, Asbestos – The Survey Guide, and the surveyor should be suitably trained as outlined in that guide, and have adequate liability insurance.

August 2014 Page 7

This is a complex subject covered by a range of subordinate Regulations and Guides which may be applicable depending on the individual company and the work of your employees. If you are in any doubt as to whether you are fully compliant with statutory requirements please check with your health and safety adviser.

Hemlow Policy

Any employee whose work may expose them to ACMs will be provided with Asbestos Awareness Training taking into account the requirements in the Control of Asbestos Regulations section 10 (1) (a). Refresher training will be provided as required.

Before working on any building we will request a copy of The Asbestos Management Plan. The findings of the Plan will be included in the relevant Risk Assessment so as to avoid contact with or exposure to ACMs. Reference ACM Register Form.

August 2014 Page 8

Guide for CDM

Quick Summary

The Construction (Design and Management) Regulations (the ‘CDM Regs’) impose a management structure and set of project management principles to construction work requiring that key stakeholders undertake specified responsibilities. The principles apply to all stages of the work including concept, design, construction and final handover of the structure to the client or ‘end user’. This integrated process provides a continuity of responsibility through duty-holders with emphasis placed on checking of competences and the provision of adequate resources. The underlying aim is to encourage information flow from the original conception, through the design and construction process, to the final users of the building - ultimately to prevent health and safety risks to all concerned.

Scope of the Regulations

The CDM regulations apply to all construction work however long the job, but also impose additional duties on stakeholders for bigger/longer projects. One of the additional duties is to notify the HSE so it is common in construction to talk about ‘notifiable’ projects. A project becomes notifiable when:

• the construction work will take more than 30 days to complete, including the whole period between taking occupation of the site to organise security, setting out etc and finally vacating it for exclusive occupation by the end-user; OR

• the work will require an input of more than 500 person days of work.

Who Are the Stakeholders and Key Duty-Holders?

The stakeholders or key duty holders are the Client who commissioned the work, the CDM Coordinator (CDMC), the Designers, the Principal Contractor and all other Contractors. The table below shows the duties of the various stakeholders for both notifiable and non-notifiable projects.

Summary of the Duties Under the Regulations

All Construction Work Additional Duties for Notifiable Projects

CLIENTS

• Check competency and resources of all employees. (See appendix 4 to CDM)

• Ensure there are suitable management arrangements for the project including welfare

• Allow sufficient time and resources for all stages

• Provide pre-construction information to designers and contractors

• Appoint a CDMC as soon as practical after initial design work or other preparations for construction work have begun

• Appoint a principal contractor as soon as enough is known about the project to select a suitable contractor

• Do not start construction phase until there is a construction phase plan in place

• Provide information to the CDMC

• Retain and provide access to the H&S File

August 2014 Page 9

All Construction Work Additional Duties for Notifiable Projects

CDMC • Advise and assist the client with their duties

• Notify the HSE using F10 or equivalent

• Coordinate H&S aspects of design work

• Facilitate good communication between duty holders

• Liaise with PC regarding ongoing design

• Identify, collect and pass on pre-construction information

• Prepare and update the H&S File

Designers • Eliminate hazards and reduce risks during design

• Provide information about remaining risks

• Check client is aware of duties and CDMC has been appointed

• Provide any information needed for the H&S File

Principal Contractor

• Plan, manage and monitor construction phase in liaison with contractors

• Prepare, develop and implement a safety plan and make available to contractors

• Arrange welfare facilities

• Check competency of all contractors and other appointees

• Provide site induction and other site safety information

• Liaise with CDMC

In Practice

It is essential to the success of the process (not to mention legal compliance) that all duty-holders are appointed in good time and that they demonstrate sufficient competence and make adequate resource to undertake the role.

A CDMC should be appointed at the stage of concept/feasibility appraisal, however clients are sometimes reluctant about incurring costs at a stage where work may become abortive, or may not even be aware of their statutory obligations.

Having decided the project is notifiable, it is necessary to notify the local HSE that the project will take place.

The notification can be made on Form 10(rev) or in any other form as long as the required information is given.

It is the CDMCs responsibility to make this notification. If all the information required is not available, further details must be sent to the HSE as soon as the Principal Contractor has been appointed.

The Principal Contractor must display a copy of the most up to date notification in a prominent position on the construction site so that anybody who is affected by the work can see the information.

August 2014 Page 10

Designers

The role of designer has wide scope, potentially covering architects, engineers, surveyors, consultants, contractors, and manufacturers – anyone who prepares designs for construction work, including variations on original designs. Don’t forget a ‘design’ can involve verbal designs and instructions as well as computer or paper drawings.

CDM Documentation

The key to CDM compliance is not in the documentation, but the effective planning and management of the construction project.

Construction Phase Plan

It is important that the plan is both proportionate and appropriate. It is not a pre-requisite of CDM to have a large complicated document full of generic information for each and every project. Appendix 3 of the CDM ACoP gives detailed information on the scope and content of this plan.

The plan should concentrate on significant risks and, where necessary, highlight such risk clearly and concisely to tendering contractors. It is preferable to have a small document with clear simple instruction and constructive site-specific information. Avoid large complicated documents with excessive amounts of generic content. These cloud the real issues that contractor must address and reduce the potential for effectively influencing safety outcomes during the contractual phase.

Plans should concentrate on providing contractors with detailed information about both construction site and design risks alike. This is particularly important where demolition is concerned. Demolition risks are often overlooked and this in part due to lack of knowledge. For example, asbestos legislation requires that detailed asbestos surveys (as described in HSE guidance booklet Asbestos - The Survey Guide) be undertaken prior to demolition. It is the client’s duty to manage this process and the removal of asbestos containing materials is generally an activity to be carried out by specialist (licensed) contractors.

Health and safety plans should include information from engineers, surveyors and other technical reports. These may range from hazard specific surveys, such as the asbestos survey mentioned above, to structural engineers’ reports.

Health and Safety File

A health and safety file must be prepared by the CDMC for every structure within a construction project. The file's purpose is to inform owners, occupiers or managers of the completed structure of:

• the 'as built' drawings, rather than those produced in the original design

• how the structure was built

• details of the structure's equipment, including manuals or instructions on how it should be maintained

• safe maintenance and access procedures for the structure itself

• details of the structure's utilities, including information on fire fighting systems and other emergency arrangements.

It is the duty of the CDMC to create and maintain an evolving Health and Safety file for use by the structure's eventual user or occupier.

The Principal contractor also has a duty to ensure that information is added into the Health and Safety file until the termination of the construction phase.

The client's responsibility for the Health and Safety file is only discharged when he disposes of his entire interest in the structure. The Health and Safety file thus endures with the structure and should be added to throughout its life.

August 2014 Page 11

Project Review

The 'Management of Health and Safety at Work Regulations 1999' require employers to ensure that health and safety management is monitored and reviewed. When related to CDM, this requires the CDMC, Principal Contractor, Designers and Client to review the project while it is in progress, and at its completion.

The areas which could be of value to review or assess are:

• accident and incident data, including any discernible trends

• identify areas where standards were not available

• assess the levels of competence shown by the contractors

• assess the effectiveness of remedial actions

• assess how the health and safety plan could be updated and improved

In practice this is an ongoing process throughout the life of the project. As new work starts, information is added to the construction phase plan, and completed work information added to the Health and Safety file where relevant.

Site Safety Issues

The provisions of the Construction (health, safety and welfare) Regulations 1996 are now rolled up into the CDM regulations, and provide detailed requirements relating to construction site welfare and safety:

• auditing, inspection and reports. Key construction site features must be regularly inspected by competent persons including scaffolding, plant and lifting equipment. Health and safety plans should specify competent persons and confirm arrangements for preparing and recording reports of such inspections.

• demolition and dismantling is a specialist activity that must be carried out by competent persons

• doors and gates must be safe in operation and adequately secured

• emergency routes, exits and procedures. Consider and integrate with existing arrangements and ensure all those affected can escape quickly and safely.

• excavations (including cofferdams and caissons) must be adequately shored and protected from collapse. Also falling hazards may be present. Considered design can reduce the risks.

• explosives, again, are a specialist method of demolition. This method will only be suitable in certain circumstances.

• falling objects must be controlled. Particular consideration for public protection measures, especially on refurbishment or construction projects in town and city centres.

• fire equipment should be provided. Training in its use will be necessary, with equipment provided to key areas. High risk activities (e.g., hot work) should be reduced by design if possible or otherwise strictly managed.

• fire risks. Avoid build-up of materials and implement fire prevention strategies

• fragile materials, and the provision of protection to prevent falling through fragile building materials. Particularly important to identify these materials during demolition or refurbishment projects.

• fresh air may be necessary where exhaust fumes or other contaminants are present. Ventilation equipment may be necessary and should be considered when planning the work.

• good order, house keeping and general tidiness will reduce instances of slips, trips and minor falls.

• Good site security is essential in order to avoid risks to unauthorised persons entering the site and to stop children gaining access.

• lighting may be necessary during construction. Temporary lighting must be adequate for safe access and safe working conditions. Power supplies and back-up should be considered.

• prevention of drowning. Where works are carried out above or near water courses, the risk of drowning must be considered. Tidal waters and fast flowing rivers are generally higher risk.

• prevention of falls and the provision of hand rails, barriers etc. A key issue to be addressed in the health and safety plan. The form of construction and methods applied will significantly influence the need for fall protection. This should be considered at the design stage.

August 2014 Page 12

• safe workplaces, including safe access and egress and adequate workspace. This must be covered by the health and safety plan and the construction project program.

• stability of structures must be considered during any demolition work. Also contractors should consider arrangements for storing materials and preventing overloading of existing or new structures resulting in uncontrolled collapse.

• traffic routes must be adequately separated to allow safe passage of pedestrians and vehicles. Traffic management strategies must form part of the health and safety plan. One-way systems, clear signage and barriers will assist.

• movement of vehicles must be managed. Reversing to be controlled and supervised by competent persons (banks men or reversing assistants). Again, considered design can assist in reducing risk.

• weather protection. The elements can have a significant affect on site safety. Health and safety plans should consider local weather conditions and provide for PPE and contingency plans.

• welfare facilities are essential to maintaining good hygiene and promoting good health. Washing facilities are vital to reducing risks from contact with cement and other products and reducing the risk of Leptospirosis from stagnant water and areas frequented by rats.

Key CDM Terms

Client

Any person or organisation for which a construction project is carried out, regardless of the project being undertaken in-house or contracted out. ‘Clients’ include originators under PFI projects, school governors, local authorities, charities etc.

Clients must be businesses or ‘undertakings’ in order to have duties under CDM – domestic clients have absolutely no duties under CDM.

Competent

'Competent' persons and organisations are those fully conversant with the specific requirements of the regulations, and able and willing to fulfil their duties.

The CDM ACoP contains very detailed guidance on how to assess and develop the competence of duty-holders.

Membership of recognised schemes such as the Contractors Health and Safety Assessment scheme (CHAS) is a good indication of competency.

CDM Co-Ordinator

A person or company appointed by the client who has the required knowledge and experience to manage health and safety issues, essentially during the pre-construction phase. It is the CDMC's responsibility to:

• notify the HSE of the project

• guarantee the designers co-operate by ensuring they pass relevant drawings between them and take proper account of health and safety issues.

• ensure a pre-tender health and safety plan is available, and ultimately, a health and safety file to pass onto the client when the building is complete.

• advise the client on, for example, the competence (in health and safety terms) of the designers and contractors.

‘Construction Work’

The carrying out of any building, civil engineering or engineering construction work and includes:

a) the construction, alteration, conversion, fitting out, commissioning, renovation, repair, upkeep, redecoration or other maintenance (including cleaning which involves the use of water or an abrasive at high pressure or the use of corrosive or toxic substances), de-commissioning, demolition or dismantling of a structure

August 2014 Page 13

b) the preparation for an intended structure, including site clearance, exploration, investigation (but not site survey) and excavation, and the clearance or preparation of the site or structure for use or occupation at its conclusion:

c) the assembly on site of prefabricated elements to form a structure or the disassembly on site of prefabricated elements which, immediately before such disassembly, formed a structure.

d) the removal of a structure or of any product or waste resulting from demolition or dismantling of a structure or from disassembly of prefabricated elements which immediately before such disassembly formed such a structure, and

e) the installation, commissioning, maintenance, repair or removal of mechanical, electrical, gas, compressed air, hydraulic, telecommunications, computer or similar services which are normally fixed within or to a structure.

It does not include mineral extraction and exploration.

Construction Phase

This is the time from when construction actually begins, to when the finished structure is handed over to the client.

Designer

This is any person who prepares a design or delegates the preparation of a design to an employee or someone within his sphere of control. Designers are appointed by the client, and may comprise an organisation with a range of disciplines. They have a legal responsibility to:

• give due regard to health and safety in their designs

• provide adequate information on the health and safety implications of their design

• co-operate with the CDMC and other designers involved in the project

Designers are in a good position to eliminate or reduce construction hazards, thus enabling the Principal contractor to effectively discharge his duties. Where multiple designers are involved it may be prudent to appoint one of them as the CDMC.

Enforcement of the Regulations

HSE Enforcement of Construction Work

HSE will be the enforcing authority for construction work carried out on “construction sites” (where the

principal work activity is construction work), or carried out at HSE enforced premises. HSE will also enforce construction work carried out at local authority enforced premises by persons who do not normally work at the premises if:

• the project is notifiable; or

• all or part of the work is to the external fabric of the building/structure; or

• the work is carried out in a physically segregated area, normal activities having been suspended to enable the work to take place, etc. (and the work is not maintenance of insulation on pipes, boilers, or other parts of heating/water systems etc).

Local Authority Enforcement of Construction Work

The local authority will be the enforcing authority for construction work at premises where they are the enforcing authority, where construction work is carried out by persons who do not normally work at the premises, if:

• the project is not notifiable: and

• all of the work is internal: and

• the work is carried out in an area which is not physically segregated etc

August 2014 Page 14

Guide for Consulting with Employees

Quick Summary

Consulting employees can motivate them and make them more aware of health and safety issues. As a result, businesses can be more effective and, at the same time, reduce the number of accidents and work-related illness.

Consultation includes employers giving information, as well as listening to employees about health and safety matters. Where new equipment is introduced, or there is some change in the use of work equipment, procedure or training or processes employers should consult employees about the changes. Views of employees should be taken into account before employers reach a decision on the new work arrangements.

This consultation must take place in good time to allow employees to express their views and for these to be taken into account before any decisions are made in relation to these issues. Adequate information must be made available to employees for them to participate fully and effectively in the consultation process.

Consultation may be directly with employees or with persons elected to represent groups of employees. The full responsibilities of employers are set out in the ‘Consultation with Employees Regulations 1996’ and in the ‘Safety Representatives and Safety Committees Regulations 1977’.

An effective way of communicating and consulting with employees is via safety representatives and safety committees.

Safety Representatives

Safety representatives are commonly appointed by trade unions and have specific functions and rights. Employers have legal obligations towards them in allowing them time to carry out their functions, with pay.

They are distinct from the representatives of employee safety who may be elected by the workforce in a non-union workplace. However, these elected representatives still have rights and protection in law.

Legal Rights and Powers of Union Safety Representatives

Safety representatives have a number of powers. They can investigate possible dangers at work, accidents and complaints. They can carry out work-place inspections, represent employees in discussions with health and safety inspectors, and attend safety committees. They must also have access to relevant information on health and safety issues within the workplace.

Consultation should take place on health and safety issues such as:

• new measures and technology

• appointing ‘competent persons’ for carry out risk assessments, and examination of pressure systems or lifting equipment etc.

• providing information to the workforce

• provision of training

• inspection of the workplace and health and safety documentation

• receiving information from visiting HSE or local authority inspectors. It is likely that inspectors will ask to see safety representatives, and/or have copies of written information (e.g. letters etc) passed on to them.

Safety Representatives’ Training

Employers should allow safety representatives time-off with pay for training. Local further education colleges run courses approved by the TUC or individual unions.

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Right to Establish a Safety Committee

If two or more safety representatives request in writing the creation of a safety committee, the employer must establish one within three months of the request.

Elected Representatives

All employees, and not just those represented by a trade union, have the right to consultation; this has been established by the European Court of Justice.

Elected representatives must consult with the employer on potential hazards and dangerous occurrences and general matters which affect the health and safety at work of the group they represent. They must also represent the employees in consultations with relevant inspectors. Such representatives are entitled to a reasonable amount of training, paid for by the employer, and paid time-off for such training and undertaking their duties.

They do not, however, have the right to inspect premises or documents as trade union safety representatives do.

Safety Committees

Safety committees can be established under section 2(7) of the ‘Health and Safety at Work Etc. Act 1974’ and are likely to have these objectives and functions:

• promote co-operation between employers and their employees

• advise the employer on adequacy of policies, safe systems of work, and safety rules

• study the effectiveness of health and safety training

• study health and safety statistics

• study audit reports and inspectors’ reports

• form links with the enforcing authority

The objectives of the committee should be agreed through discussion and based on the objectives of the 'Health and Safety at Work Etc Act 1974'. It is important to note that safety committees do not appoint safety representatives or elected representatives – these are elected or nominated by the workforce in accordance with the ‘Consultation With Employees Regulations 1996’ and in the ‘Safety Representatives And Safety Committees Regulations 1977’.

There are no standard rules on how often safety committees should meet; this will be indicated by the size of workplace, nature of risks and volume of business. However, the employer is obliged to post the membership and workplace (or workplaces) where the committee operates in such a way that the workforce is easily aware of the arrangements. Where there are employees who are not represented by trade unions, employers still have a duty to consult with them on health and safety issues. They can do this by setting up a safety committee made up of elected employees to comply with their general duty to ensure the health and safety of all their employees similar to the statutory safety committee.

Employees can discharge their duty to co-operate with the employer by being part of the committee. The committee should consist of members from management and employees who are representative of the workplace.

August 2014 Page 16

Guide and Procedure for DSE (Display Screen Equipment)

Quick Summary

All staff that uses a computer for work must have their workstation assessed to ensure that they are not injured or made unwell by their work or equipment. The effort that needs to be put into the assessment will be based on how many hours a day they use the computer, as well as the complexity of the work they carry out. In addition, they may be entitled to an eye sight test which must be paid by the employer.

The employer’s duties will in part apply to temporary staff. The assessment must be carried out by a competent person.

The relevant regulations are the Health and Safety (Display Screen Equipment) Regulations and although the title only mentions display screen equipment (DSE) the regulations apply to the whole workstation including the desk, mouse, keyboard, chair, lighting etc and even consider working periods and a requirement for providing regular breaks.

Display Screen Equipment – Legal Requirements

The main provisions of the DSE Regulations only apply to what they term ‘users’ of DSE. To work out if an employee is a user the Regulations offer a checklist:

Users

Employees who habitually use display-screen equipment as a significant part of their normal work. Any employee using a display screen more or less continuously on most days will be regarded as a 'user', so, normally, will those who:

• normally use a display screen for continuous spells of an hour or more at a time

• use it in this way more or less daily

• have to transfer information quickly to or from the screen

• need to apply high levels of attention or concentration

• are highly dependent on display screens or have little choice about using them

• need special training or skills to use the equipment

Risk Assessment Procedure for DSE Work

1. Identify all DSE ‘users’

2. Arrange for a DSE assessment to be carried out by a trained or competent person

3. Record the results using the DSE Assessment Form/Checklist

4. Discuss the findings with the user’s line manager and agree any changes required

5. Provide the user with information on:

• the risks from DSE work and the controls you have put in place

• how to adjust furniture

• how to organise the workplace to avoid awkward or frequently repeated

• stretching movements

• how to clean the screen and mouse

• who to contact for help and to report problems or symptoms

August 2014 Page 17

6. Records are to be kept of any completed DSE assessments carried out and these are to be made available to employees who are involved in the activities covered by the assessment. If, as a result of a review of the assessment, a new DSE assessment is carried out, the old assessments are to be retained for historical purposes.

Review of the DSE Assessment

It will be necessary to review assessments in the light of changes which could affect their validity, for example:

• major change in the software used

• major change in the hardware or workstation furniture (screen, keyboard, input devices, desks, chairs etc).

• substantial increase in the amount of time spent using display-screen equipment

• substantial change in other aspects of the task (for example, requirement for greater speed or accuracy).

• relocation of the workstation

• significant change to the lighting in the area of the workstation

New and Expectant Mothers

When notified that an employee is pregnant then the workstation assessment may need to be reviewed (see guide to new and expectant mothers for further information).

Work Breaks and DSE Use

Employers are responsible for ensuring that the work routine of users who work on display screen equipment is structured to allow for periodic breaks from screen work. It is generally best for users to be given some discretion over when to take breaks.

During most tasks, natural breaks or pauses occur as a consequence of the organisation of the work. Wherever possible, jobs at display screens should be designed to consist of a mixture of screen-based and non screen-based work to prevent fatigue and to vary visual and mental demands. Where work cannot be organised, deliberate breaks or pauses must be introduced.

The purpose of the break is to:

• allow users to vary their posture

• prevent the onset of fatigue; not in order to recuperate. The timing of the break is more important than the length.

Breaks should be taken frequently as several shorter breaks are more satisfactory than occasional longer breaks (e.g., a 5-10 minute break after 50-60 minutes work is better than a 15 minute break every two hours).

Eyesight and DSE work

Why Are Eye Tests Needed?

The aim of providing eye tests for DSE users is to enhance their comfort and efficiency by identifying and correcting vision defects, thus preventing eyestrain, to complement provision of a good working environment. There is no reliable evidence that work with DSE causes permanent damage to eyes or eyesight, but it may make users with a pre-existing vision defect more aware of the problem.

Hemlow Policy on Eye Tests for DSE Work

If a DSE user (as assessed) requests an eye test this should be referred to HR who will make arrangements to reimburse the user for the cost of the test provided the test is carried out specifically for DSE use and up to a maximum of £40.

The frequency for repeat eye tests will be determined by the optometrist.

These apply only to Hemlow full time employees.

August 2014 Page 18

Guide for Electrical Safety

Quick Summary

Every year in the UK, around 17 employees suffer fatal injuries as a result of contact with electricity at work and a further 720 workers sustain serious injuries. Poorly designed or badly maintained equipment can also lead to workplace fires. The fire service attends around 5000 workplace fires a year caused by defective electrical equipment.

Employers are required to ensure that the risks from electrical equipment are eliminated or reduced, as far as is reasonably practicable, by complying with the requirements of The Electricity at Work Regulations, The Management of Health and Safety at Work Regulations, The Provision and Use of Work Equipment Regulations 1998 and the Fire Safety Order.

Electric shock is the most common hazard when working with electrical equipment and a voltage of 50 volts AC or 120 volts DC can cause death. Electric arcing can also cause deep-seated and slow healing burns. An electric shock may cause a person to drop a load or slip and fall causing secondary and often serious injuries. Fires and explosions can be caused by arcing and overheating. Stored charges in excess of 350mJ can also cause injury.

There are a number of practical measures that are required to comply with legislation. These include:

• Ensuring that the fire risk assessment takes account of electrical equipment as sources of ignition.

• Arranging for the mains wiring in the building to be inspected and tested on a regular basis by a competent person. For most buildings this is every 5 years and a certificate should be issued.

• Arranging for portable electrical equipment to be inspected before use, periodically by management (formal visual inspection) and periodically by a competent person (PAT testing or Combined Inspection and Test).

• Considering the risk from electric shock when carrying out task risk assessments

• Including the risks and controls in staff health and safety training and working practices

Competency

The question of competency for any specialist is often a matter of judgement. However, when engaging any person to carry out electrical work it is important to ensure that they have the right qualifications and experience and that are working to a recognized test/inspection procedure.

Building wiring checks are known as Periodic Inspection and Testing and should only be carried by an approved electrician who is a member of a recognized organization such as the Electrical Contractors Association (ECA) or the National Inspection Council for Electrical Installation Contracting (NICEIC).

Portable electrical appliance testing may be carried out by anyone who can demonstrate competence. This does not necessarily mean a qualified electrician but you should ensure that they have a formal qualification for PAT testing as any injuries or fires caused by that equipment will be subject to a detailed investigation including the competency of the tester. Membership of The National Association of Professional Inspectors and Testers would be sufficient to ensure to ensure competency.

No formal training is required to carry out the Formal Visual Inspection and this would normally be carried out by line management or an in-house technician. It would be useful though to create a checklist of the checks carried out and it is usually confined to obvious damage such as cut or worn cables, signs of overheating, unsafe repairs, overloading and loose connections.

How to Monitor Compliance

The Responsible Person should carry out general inspections of the workplace, working practices and maintenance records.

August 2014 Page 19

References and Guidance Documents

The Electricity at Work Regulations The Management of Health and Safety at Work Regulations The Regulatory Reform (Fire Safety) Order The Institute of Electrical Engineers Wiring Regulations (BS 7671)

Frequency for PAT Testing

The frequency of inspection & testing required will vary depending on the following:

• The environment – Equipment in a benign environment is likely to suffer less damage than equipment in an arduous environment.

• The users – If users report damage promptly, hazards will be avoided. Conversely, if equipment is likely to receive unreported abuse, more frequent inspection & testing is required.

• The equipment construction – The safety of Class 1 equipment is dependent upon a connection with earth. Class 2 equipment is not dependent upon a fixed earth.

• The equipment type – Appliances that are hand-held are more likely to be damaged than fixed appliances.

The following table provides guidance on the initial frequencies of inspection & testing. However, the frequency must depend upon the factors listed above and should be kept under constant review.

August 2014 Page 20

The Institute of Engineering and Technology (IET) have issued the following guidance on the initial* frequency of inspection and testing equipment. (Refer to Notes)

Equipment environment

Type of equipment

User checks

Class I Class II

Formal visual

inspection (Note 1)

Combined inspection and testing

Formal visual

inspection (Note 1)

Combined inspection and testing

Not recorded unless a fault is found

Recorded Recorded Recorded Recorded

S none 1 month 3 month 1 month 3 month IT N/A N/A N/A N/A N/A M weekly 1 month 3 month 1 month 3 month P note 2 weekly 1 month 3 month 1 month 3 month

1 Construction sites 110 V equipment (Note 6) H weekly 1 month 3 month 1 month 3 month

S weekly none 24 month none 24 month IT weekly none 24 month none 24 month M before use 6 month 12 month 6 month 24 month P before use 6 month 12 month 6 month 12 month H before use 6 month 12 month 6 month 12 month

2 Industrial including commercial kitchens (Note 6) F 3 month 12 month 24 month 12 month 48 month

S weekly monthly 12 month 12 month 24 month IT weekly monthly 12 month 12 month 24 month M weekly weekly 6 month 6 month 12 month P before use weekly 6 month 6 month 12 month H before use weekly 6 month 6 month 12 month

3 Equipment used by the public (Notes 3, 4, 6)

F weekly 12 month 36 month 12 month 36 month S weekly none 12 month 12 month 48 month IT weekly none 12 month 12 month 48 month M weekly 6 month 12 month 12 month 48 month P weekly 6 month 12 month 12 month 48 month H before use 6 month 12 month 12 month 48 month

4 Schools (Notes 4, 6)

F weekly 12 month 36 month 12 month 48 month S none 24 month 60 month 24 month none IT none 24 month 60 month 24 month none M weekly 12 month 24 month 24 month none P weekly 12 month 24 month 24 month none H before use 12 month 24 month 12 month none

5 Hotels (Notes 5, 6)

F weekly 24 month 48 month 24 month none S none 24 month 60 month 24 month none IT none 24 month 60 month 24 month none M weekly 12 month 24 month 24 month none P weekly 12 month 24 month 24 month none H before use 12 month 24 month 12 month none

6 Offices and shops (Note 6)

F 3 month 24 month 48 month 24 month none Legend of equipment types used in Table: S Stationary equipment IT Information Technology equipment M Moveable equipment P Portable equipment H Hand-held equipment F Fixed equipment * After the first few inspections and tests, consideration should be given to increasing the intervals or reducing them.

August 2014 Page 21

Notes accompanying IET table:

1. The formal visual inspection may form part of the combined inspection and tests when they coincide and this is to be recorded.

2. 110V earthed centre-tapped supply. 230V portable or hand-held equipment is required to be supplied via a 30 mA RCD and inspections and tests may need to be carried out more frequently (e.g. a check of a portable RCD via its manual test button).

3. For some equipment such as children’s rides or equipment in more onerous environments, a daily check may be necessary.

4. By supervisor/teacher/member of staff.

5. Equipment provided in hotel rooms is equipment used by the public. Equipment in hotels (Row 5 in the table) is considered to be equipment in hotels used by the hotel staff.

6. Hired equipment, in use for periods in excess of 1 week, should be included on an equipment register and a risk assessment carried out to determine the future frequency of inspections and testing, unless the equipment is covered by a supplier’s lease and maintenance contract, providing the maintenance contract is robust and satisfactory.

� It is normally not necessary to test new items of equipment as the manufacturer has already tested them.

� Battery-operated equipment less than 40 volts require no visual or in-service inspection and testing. Note that specific guidelines for battery drills etc, used in mines, are not within the scope of this Code of practice.

� The information on suggested initial frequencies given in the table is more detailed and specific than HSE guidance, but is not considered to be inconsistent with it.

Frequency for Periodic Inspection and Test (mains wiring etc)

Type of Installation Maximum Period Between Inspection & Testing Domestic Change of Occupancy / 10 years Commercial Change of Occupancy / 5 years Educational Establishments 5 years Industrial 3 years Residential 5 years Offices 5 years Shops 5 years Buildings open to the public 1 year Petrol Filling Stations 1 year External Installations 3 years Caravan Parks 1 year Fire Alarms 1 year Short Term Installations 3 months Site Installations 3 months

Note: It is possible to arrange for a percentage of the checks to be carried out annually rather than at the prescribed interval. For example, where the frequency is every 5 years, then 20% of the wiring can be inspected each year so that over the 5 years the whole system is inspected. This is at the discretion of the inspector and is usually subject to the system appearing to be in a reasonable condition in the first place. If the system has not been checked for an excessive amount of time or if there has been considerable alterations to the original installation they may not be able to offer this option.

August 2014 Page 22

Guide and Procedure for Fire Safety Management

Quick Summary

Understanding the risks from fire is something we all learn at an early age and have probably all received some basic training on so it is not the purpose of this RCS to go into detail on these risks but to consider the statutory obligations of employers and controllers of premises.

The Regulatory Reform (Fire Safety) Order 2005 requires that an employer or controller of premises (the ‘responsible person’) manages the risk to employees and visitors etc from fire. This Order is enforced by the Fire and Rescue Service although the HSE also deal with specific risks associated with fire and/or specialist sites such as chemical and construction sites. Local authorities may be the enforcing authority for some premises such as sports grounds or places of entertainment.

The most important duty is to ensure that a suitable fire risk assessment is carried out by a competent person. In some low risk environments this can be carried out in-house but it must be carried out by following the relevant guidance document (see reference and guidance documents). Where there are 5 or more employees it must be recorded. For more complex environments it is advisable to seek specialist advice.

Fire prevention systems must be put in place and these can take the form of maintenance of equipment, training and site rules.

Training is an absolute requirement and must take place on employment, whenever a new risk is introduced and repeated periodically. In addition, the responsible person must appoint safety assistants (fire marshals or wardens) to assist them in taking preventative and protective measures and those persons must be provided with suitable training to enable them to carry out their duties.

Premises must be equipped with fire fighting equipment, alarms and where appropriate fire detection systems. All equipment provided for the management of fire safety (emergency lighting, smoke detectors etc) must be regularly maintained, by a competent person, in accordance with the relevant British Standard or other applicable standard.

A register, fire log book or similar must be maintained detailing the training records, fire drills, testing and maintenance of all fire equipment and systems and any other relevant information.

Fire Officers can ask to see the current fire risk assessment and log book at any time. They are also entitled to inspect the premises without notice, issue improvement notices, prohibition notices and prosecute if they consider there is a breach of the Order.

In shared premises (i.e. there are other employers or responsible persons) there is an absolute duty to cooperate, coordinate and exchange information on how fire safety will be managed by each responsible person.

Hemlow Procedure

We will ensure that a fire risk assessment is carried out by a competent person in premises where we are the ‘responsible person’ as outlined in the Regulatory Reform (Fire safety) Order.

We will act on the findings of that assessment including any requirements for training or recording of maintenance.

Where identified in the assessment we will provide training

We will review the assessment on a regular basis as advised by the fire risk assessor

Where we work in premises controlled by another employer we will follow their procedures as outlined at induction.

August 2014 Page 23

Guide for Provision of First Aid

Introduction

The Health and Safety (First Aid) Regulations 1981 require employers to ensure there are adequate and appropriate first aid facilities for their employees in the event of an injury or illness at work. This includes suitably trained personnel to respond in a first aid emergency and suitable equipment. The detailed requirements for each workplace are to be determined by an assessment of first aid needs, conducted by the employer.

There are no specific legal requirements to provide first aid for non-employees though this may be required in some circumstances to fulfil a company’s general duty of care (open days and corporate events).

First-aiders must have training and there are generally 2 options depending on the findings of the risk assessment:

1. A person trained in Emergency First Aid at Work (EFAW) and this requires a minimum or 6 hours training (in practice, a day).

2. A person trained in First Aid at Work (FAW) and this requires a minimum of 10 hours training (in practice 3 days).

There is an additional role that can be held, that of Appointed Person (AP). An AP does not require any training and is solely there to take charge after an injury/accident, make sure the emergency services are called and direct them to the injured person. An AP as first aid cover would apply to low risk workplaces with less than 25 employees (see table 2 below).

After 3 years, first aiders will need to complete another course (either a 6 hour EFAW or 12 hour FAW re-qualification course, as appropriate) to obtain a new certificate. HSE strongly recommends that first-aiders undertake annual refresher training, over half a day, during any three-year FAW/EFAW certification period. Although not mandatory, this will help qualified first-aiders maintain their basic skills and keep up to date with any changes to first-aid procedures.

Legal Requirements

Employer Duties

The Regulations place the following duties on employers. They must:

• undertake an assessment of first aid needs to determine the required numbers of firth aiders or appointed persons, level of training, facilities and equipment. This will depend on the nature of the work, the number of employees and the location of the premises (Table 2)

• provide adequate and appropriate levels of First Aid equipment and facilities (Table 2)

• make sure there are adequate numbers of suitable staff available to respond to a first aid incident

• appoint an alternative person to take charge when the First Aider is away from the premises in temporary and exceptional circumstances. First Aid provision must be adequate and appropriate during all working hours, so annual leave, sickness. Maternity leave, etc. must be covered.

• provide employees with information regarding the provision of First Aid, location of equipment, faculties and relevant personnel.

Peripatetic Workers

It may be sufficient to provide low risk travelling workers, such as sales staff, with a personal First Aid kit and a leaflet providing basic first aid information. Employees who work in remote areas and those undertaking higher risk activities should be provided with a means of summoning assistance, and should be trained appropriately in basic first aid response.

August 2014 Page 24

Infection Control

To prevent risk of infection whilst administering First Aid (for example, from hepatitis B and HIV), First Aiders should cover all exposed cuts/abrasions with a waterproof dressing before treating the casualty. They should also wash their hands before and after applying dressings.

Mouth-to-mouth resuscitation should not be withheld due to fear of contracting HIV or any other infection. There has never been any report of HIV transmission from mouth-to-mouth resuscitation. If the casualty is bleeding from the mouth the blood should be wiped away using a clean cloth or handkerchief.

Although mouthpieces are available for administering mouth-to-mouth resuscitation, they should only be used by trained personnel as incorrect use may cause bleeding.

Disposable plastic gloves and aprons should be worn whenever blood, or other body fluids are handled, and disposable materials, such as paper towels or sawdust, should be used to mop up any substances. All disposable items should be disposed of in plastic bags. The work area should be disinfected using bleach and soiled clothing should be washed on a hot cycle.

If contact is made with any other person's body fluids the area should be washed immediately and medical advice sought.

First Aid Boxes

Every workplace should have at least one first aid box which should contain suitable first aid materials. The 'Approved Code of Practice and Guidance' recommends the following for businesses where there are no special risks:

Item Number First Aid Container

Number Travelling First Aid Container

Guidance on First Aid e.g. HSE leaflet ‘Basic Advice on First Aid at Work’

1 1

Individually-wrapped sterile adhesive dressings (assorted sizes)

20 6

Sterile eye pads 2 0 Individually wrapped triangular bandages 4 2

Safety pins 6 2

Medium sized individually wrapped sterile dressings (approximately 120x120mm)

6 0

Large sterile individually wrapped un-medicated wound dressings (approximately 180x180mm)

2 1

Disposable gloves 1 pair 1 pair

Individually-wrapped moist cleansing wipes Number not specified Number not specified Table 1

Medication, for example, pain-relievers such as paracetamol, should not be administered or kept in the first aid box. The only items of medication which are allowed to be kept in the box are antidotes for specific hazards, such as cyanide poisoning, for which First Aiders have received specific and appropriate training.

First Aiders and appointed persons may frequently be asked to supply headache tablets, indigestion powders, etc - this should not be done.

The above table gives a suggested contents list only and, depending on the assessment, different materials may be required, such as scissors, tape, protective garments, etc. If mains tap water is not available for eye irrigation, at least one litre of sterile water or sterile normal saline (0.9%) in sealed, disposable containers should be supplied. Such vessels should not be kept after their expiry date, or after they have been opened.

Emergency showers and automatic eye washes will be required where there are specific chemical hazards. Where such equipment is installed it should be periodically inspected, maintained and tested in accordance with the manufacturer’s instructions.

After each incident, the articles used from the first aid box should be replaced. In any case first aid boxes should be regularly checked to ensure that all the necessary items are available and that they are within their expiry date. It is advisable to keep a record of the date of such checks and the signature of the person who carried it out.

August 2014 Page 25

First Aid Rooms

First Aid rooms are usually only required in high-risk organisations. However, they may also be required if the workplace is remote and access to medical assistance is difficult, or liable to be delayed.

Numbers of First Aiders and Appointed Persons

The number of First Aiders depends on the nature of the workplace. However, each place of work must take due consideration of various factors, such as remoteness of site and distribution of employees. Consideration should also be given to shift work and out-of-hours work.

The following table can be used as a guide in assessing the first aid cover required

From your risk assessment, what degree of hazard is associated with your work activities?

How many employees do you have?

What first-aid personnel do you need?

Less than 25 At least one Appointed Person

25 to 50 At least one emergency first-aider (EFA)

Low hazard

Offices and similar environments More than 50 At least one ‘full’ first-aider trained

in FAW for every 100 employed (or part thereof)

Less than 5 At least one Appointed Person

5 – 50 At least one full first-aider trained in EFAW or FAW depending on the type of injuries that might occur

Higher hazard Construction, light engineering and assembly work, extensive work with dangerous machinery or sharp instruments, working with hazardous chemicals, confined space work, working with mains electricity.

More than 50 At least one full first-aider trained in FAW for every 50 employed (or part thereof)

Table 2

Appointed persons are always needed if the assessment shows that either:

• A first aider is not required; or

• There may be a need to provide cover for temporary and exceptional times when first aiders are not available. Not that temporary and exceptional circumstances do not include planned absences such as annual leave.

Liability of First Aiders

First Aiders are covered by the organisation’s public liability or employer’s liability insurance policies when carrying out normal work activities during working hours, should they be sued for negligence by someone they have tried to help.

Employers are vicariously liable for the actions of their employees, except when the employee is acting outside of their employment, so in most circumstances the employer would be responsible for any claims of negligence, regardless of whether they have the relevant insurance.

Records

Although not required by law, it is good practice to keep records of all incidents which require the attendance of a First Aider or appointed person. This may assist with investigative purposes, enable trends to be recognised and assist in the allocation of resources for improving/controlling health and safety.

Provision of Information

Information will be provided to employees, including part-timers, agency staff etc, of the First Aid arrangements, including the sitting of equipment, facilities and personnel. This will be achieved by inclusion of essential first aid information within induction training and by the provision of signage.

August 2014 Page 26

Guide for Flammable Gases and Liquids

Quick Summary

Flammable gases and liquids include a wide range of chemical substances that, as well as being flammable, may also have other hazardous properties. All of these substances can easily ignite, explode or cause fire and special care is required. The use of flammable liquids represents a significantly greater risk of fire compared to the use of gases and solids. Incidents involving flammable liquids also tended to lead to more serious injuries because of the speed at which fire develops, and the close proximity of the workers to the seat of the fire – often their contaminated clothing.

HSE data reveals that the use of flammable gases is a significant risk factor, with 16% of fire incidents reviewed involving them. The most significant cause of incidents is failure to follow safety guidance.

If there are hazardous substances on the premises, they must be identified, and the risks to health under the 'Control of Substances Hazardous to Health Regulations' (COSHH) assessed. In addition, these types of substance are categorised by the ‘Dangerous Substances and Explosive Atmospheres Regulations 2002’ (DSEAR) as requiring a specific type of risk assessment to make allowance for their special fire or explosive hazards. Note that DSEAR does not deal with substances defined in explosives legislation – only ‘unintentional’ explosives.

Use of low flashpoint substances should, wherever reasonably practicable, be substituted with non-flammable materials, or substances with a higher flashpoint.

Identification of Hazardous or Flammable Gases and Liquids

These are chemicals that have an extremely low flash and boiling point and gases that catch fire in contact with air, OR chemicals that:

• may catch fire in contact with air

• only need brief contact with an ignition source

• have a very low flash point

• evolve highly flammable gases in contact with water

UK and EU legislation puts a responsibility on suppliers of chemicals to provide safety information by way of a Safety Data Sheet (sometimes referred to as a Material Safety Data Sheet).

A safety datasheet must be supplied with any hazardous substance to inform the user of the hazards and properties of the substance, and the precautions required when using it. The datasheet should be examined to determine the correct and safest methods of storage and use. Specific training on all aspects of working with these substances must support this.

Many flammable gases are stored in portable cylinders, and are used for a variety of purposes in the workplace: for example, vehicle propulsion, cutting/welding, purging, cooling, and medical purposes.

Colour Coding of Gas Cylinders

Gas cylinders, with the exception of fire extinguishers and those containing liquefied petroleum gas (LPG), should be colour coded to clearly identify the contents and their properties:

• yellow: inert, non-toxic and/or corrosive

• red: flammable

• light blue: oxidising

• white: oxygen

• bright green toxic, non-flammable, non-corrosive

August 2014 Page 27

When a gas or mixture has two hazards, the shoulder of the cylinder should be coloured either in bands or in quarters to indicate both the primary and secondary hazards; e.g., yellow+red for a substance that is toxic/corrosive and flammable.

Specific Gases

Some gases have colours allocated to them:

• maroon: acetylene

• white: oxygen

• blue: nitrous oxide

• dark green: argon

• black: nitrogen

• grey: carbon dioxide

• brown: helium Gas mixtures used for inhalation

• white+black: air or synthetic air

• white+brown: helium/oxygen

• white+grey: oxygen/carbon dioxide

• white+blue: oxygen/nitrous oxide

Handling Cylinders

Health-and-safety legislation includes safety procedures for handling cylinders, and the following points should be observed:

• use purpose-designed trolleys to move cylinders

• when hoisting, use a purpose-made cradle, twin-rope or bandage sling: do not use magnet hoists, chains or single ropes

• if moving a short distance on smooth floors, use the churning method: gloves and protective footwear should be used

• do not roll cylinders horizontally along any surface: valves and labelling can be damaged

• do not move cylinders with the valves open

• do not move cylinders with regulators and hoses attached, unless on a purpose-made carrier

• do not use cylinders as work-supports or rollers.

Gas Cylinders

The following general advice should be observed when storing gas cylinders:

• always store and use cylinders vertically, ensuring that they are properly secured

• keep storage areas clear of rubbish, combustible material, weeds and grass

• ensure that cylinders cannot come into contact with any electric supply: arc welding and mains supplies.

• prevent cylinders from being exposed to heat such as welding processes or other heating effects

• keep vehicles away from storage areas wherever possible

• close valves on empty cylinders to prevent escape of residual gas and ingress of moisture.

Seek advice from your LPG supplier if you plan to store large quantities of LPG gas - there are detailed requirements for separation distances, fire walls, security fencing and fire-extinguishing equipment.

August 2014 Page 28

Flammable Liquids

It is ignition of the vapour that presents the hazard and so the key control is to prevent or minimise the opportunity for vapour to develop.

Commonly used highly flammable liquids with flash points below 30°C (i.e., at room temperature) include: acetone, benzene, butanol, carbon disulphide, ethanol, ethyl acetate, ethyl ether, hexane, methanol, methyl ethyl ketone (MEK), pentane, propanol, dioxane, propyl ether, pyridine, toluene, and oxylene. Cellulose thinners contain a mixture of many of these compounds.

Wherever possible, stored quantities should be kept to a minimum. If there are small quantities of flammable liquids, they may be stored in an appropriate storeroom, cupboard or locker that is clearly marked 'highly flammable - no smoking - no naked lights', and has the appropriate safety signs. Never store flammables with oxidising agents, highly-reactive metals, toxic or corrosive non-flammables, paper towels or stationery, etc.

Tanks and larger stores of flammable liquids should be placed within a boundary or bund wall to contain any leaks or spills that might occur; this should be regularly checked and maintained. If there is an electrical supply in the storage area, the electrical equipment must be of an 'explosive atmosphere' type. A suitable number and type of fire extinguishers should be positioned around the storage area. Guidance on the storage of flammable liquids should be sought from the local fire officer.

Petrol

Only one type of plastic container is suitable for storing petrol - the approved container has a maximum capacity of five litres and is labelled 'SI 1982/630'. No more than two such containers can be kept. Ten-litre petrol containers must be made of metal - there is a generally-accepted limit of 23 litres capacity on metal petrol containers.

Plastic containers designed for other fuels or lubricants should not be used because they are not constructed to withstand the corrosive action of petrol. It is an offence to sell petrol in any container other than an approved design.

Storing Flammable Gases and Liquids

Highly-flammable substances should be stored in a ventilated place, preferably in the open air and away from occupied buildings, boundaries and sources of ignition.

Many gases and vapours are heavier than air; this can lead to a build-up of highly-flammable concentrations at, or below, ground level. Special care and consideration should be given to areas where there is the potential for gases or vapours getting into drains, floor voids or service ducts.

Dispensing and Distributing Flammable Liquids

Flammable liquids are best stored and handled in closed systems. Where portable containers are required they should be clearly marked and purpose-made, preferably with apertures fitted with flame-arrestors. If used in the work area, storage should be restricted to less than 50 litres, and the containers should be placed in a fire-resistant cabinet. Dispensing and decanting flammable liquids is a critical hazard and should be done in such a way as to minimise risk of spills and release of vapour – open top cans and buckets must be prohibited.

Dispensing of any flammable liquid should be performed to a written safe system of work.

They should be dispensed:

• in the open air, or in a fume cupboard if the ventilation is insufficient (special care is needed if the liquid is toxic or corrosive)

• over a tray to contain spillage

• in an area that is clearly marked 'No smoking - no naked flames'

• away from any sources of ignition

• large quantities of highly flammable liquids should be transferred by enclosed systems of pipework, pumps and vessels

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• using suitable equipment and PPE

Where flammable liquids are handled in booths or fume cupboards (‘wet benches’) the airflow rate into all openings should be in excess of 1m/s to prevent escape of vapour into the general work area, and to ensure the vapour concentration never exceeds 25% of the lower explosion limit mixture with air.

Disposal of Flammable Liquids and Their Containers

The containers are potentially dangerous as residual fumes can be more flammable or explosive than the original contents. Due to the adverse environmental effects as well as health-and-safety issues, advice should be sought from a fire officer, environmental officer or a suitably-qualified chemist on correct and safe disposal methods.

Never dispose of flammable substances down drains. Empty containers should be neutralised or cleaned, and stored and disposed of in accordance with the safety datasheet for the substance concerned.

Emergency Procedures for Highly Flammable Products

This covers the procedures for fires and spills, leaks and larger discharges of gases and liquids All persons working with flammable substances must be trained in their safe use and appropriate accident and emergency procedures, including the selection and use of fire extinguishers.

Gas and Flammable Liquid Leaks or Fires

Leaking highly flammable liquids evaporate rapidly and cause cold burns on exposed skin. In many cases, highly flammable gases and the vapour of highly flammable liquids are heavier than air and may accumulate in ‘low spots’ (e.g., drains, gullies, cellars and service ducts) – and the ignition source could be a heat source rather than a naked flame or spark.

In the event of a leak, action should be taken, wherever possible, to turn off valves and regulators wearing suitable PPE (eye/face protection, gloves, etc).

Emergency procedures are a legal requirement for all employers and these should be put into action immediately in the event of a serious leak or fire.

The following procedures should be used as a guide in the event of a leak:

• sound the alarm and evacuate the premises

• call the fire brigade and inform them of the substance fire/leak

• if there is a leak of mains gas, call the British Gas (Transco) emergency number, 0800 111 999

• if it is safe to do so, turn off appliances and fittings

• if the leak is indoors, and it is safe to do so, open all windows and doors

• do not switch on, or off, any lights or electrical equipment, this may cause a spark

• do not use naked flames

• do not enter any confined spaces, troughs, ditches or service ducts as vapour or gas may deplete oxygen levels or have asphyxiating properties.

It is important to be aware that when cylinders are heated, their contents expand and pose a high risk of explosion. Acetylene cylinders can explode without warning, hours after being heated.

It is best to leave fire-fighting to the fire brigade and concentrate on evacuating the premises

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Explosive Atmospheres

An ‘explosive atmosphere’ is an accumulation of gas, mist, dust or vapour mixed with air, which has the potential to catch fire or explode. Workplaces where explosive atmospheres may intentionally or accidentally arise are covered by the ‘Dangerous Substances and Explosive Atmospheres Regulations 2002’ (DSEAR).

Types of activity for which compliance with DSEAR might be relevant include:

• storage and display of flammable goods, such as LPG cartridges and paints, in warehouses and shops.

• storage of petrol for use as a fuel

• use of flammable gases, such as acetylene

• handling dusty combustible materials, such as flour

• spraying flammable liquids, such as cellulose paint

• handling and storage of flammable wastes, including waste oils

• hot work on tanks, drums or vats that contained flammable solvents

• use of flammable solvents in laboratories

• moving flammable liquids in containers around the workplace

• deliveries from tank vehicles, such as petrol or bulk powder tankers

• petrochemical industry, both onshore and offshore

Gas Safety

There is specific law concerned with the safe installation, maintenance and use of mains gas systems, the ‘Gas Safety (Installation and Use) Regulations 1998’, which came into force in October 1998. They cover natural gas and LPG fittings, appliances and flues. As well as dealing with fire or explosion hazards, the aim is to prevent deaths from carbon monoxide poisoning due to incomplete combustion of the gas.

Those installing, servicing, maintaining or repairing gas appliances, and other gas fittings, have detailed safety duties. The main requirements are:

• employers are required to ensure that any gas appliance, flue or installation pipework installed at a place of work they control is maintained in a safe condition.

• an employer requiring work to be done on gas fittings must ensure that the person doing the work is GAS SAFE Registered. Only a competent person may carry out work on gas fittings, and employers of gas-fitting operatives must ensure their operatives have the required competence for the particular work being done. In the construction industry, this is generally administered via the CSCS competence card scheme.

• an installer of a gas fitting must ensure that the fitting is suitable for the purpose for which it is to be used. Lead pipes and fittings are prohibited and controls are placed on the use of non-metallic pipe/fittings.

• an emergency control valve must be provided when gas is first supplied to premises. Where the control is not adjacent to the meter, a notice must be posted adjacent to the control valve, detailing what to do in the event of a gas escape.

• anyone installing a gas appliance is required to ensure it is safe for use; is not left connected to the gas supply unless it can be used safely; complies with other relevant safety requirements; and that any second-hand appliance is in a safe condition for further use. Any work carried out on an appliance is required to maintain safety standards, and requirements are specified for the examination of any appliance following work done on it and notification to the owner/user of any defect.

• the installer of a gas appliance is required to leave the manufacturer's instructions for the appliance, for use by the owner or occupier of the premises.

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Guide for Hazardous Substances (COSHH)

Quick Summary

Substances such as solvents, paints, glues and some cleaning products may be harmful; they should have a warning symbol on them with details of the hazard such as irritant, harmful, toxic, flammable etc. Suppliers of these substances are required to mark the containers with the appropriate symbol and provide detailed information in the form of a Safety Data Sheet (sometimes referred to as Material Safety Data Sheets or MSDS).

We will use the information on the data sheet to carry out an assessment of the dangers and determine how staff and users will be protected from those dangers. This is a requirement of the Control of Substances Hazardous to Health Regulations (CoSHH).

Some substances may, as a direct result of the processes carried out by employees, (e.g. welding and soldering) create toxic fumes or bring the employee in contact with foul water, sewage or with biological hazards (blood and other body fluids). These substances do not have a data sheet and, therefore, we must assess these using HSE and similar guidance.

Some substances have Workplace Exposure Limits (WELs) and these limits must not be exceeded. This means that in some cases we will need to measure the working environment to determine the actual concentrations, compare them with the WEL and, if exceeded, put suitable controls in place to prevent exposure over the limit.

Some substances or processes may require health surveillance for those that may be at risk of exposure. The COSHH assessment must include this where applicable. COSHH does not cover some substances such as asbestos and lead but they do need to be assessed under other Regulations.

Hemlow Policy

The Responsible Person for General Risk Assessments should identify risks from the use of hazardous substances as part of the general assessment procedure. They then have 3 choices:

1. For low risk substances such as cleaning products, general greases and lubricating oils, include the hazards and controls in the general risk assessment.

2. Fire higher risk substances such as acids, biocides, flammable adhesives

a. Obtain the relevant Safety Data Sheet from the supplier.

b. Carry out a COSHH Risk Assessment and record the findings. The forms and guidance for completing these assessments will be provided during COSHH Assessor training.

3. For substances that are the result of a process (e.g. welding, brazing, soldering etc.)

a. Obtain the relevant HSE or other guidance for controlling the substance. The Director for Health & Safety can assist with this.

b. Carry out a COSHH Risk Assessment and record the findings.

In all cases the findings and the required controls must be passed on to all employees at risk

In all cases the aim should first be to eliminate or reduce the risk by replacing the substance with a lower risk substance wherever reasonably practicable.

Only trained and authorised employees may carry out COSHH Assessments

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Guide for Health & Safety Training

Quick Summary

Effective health and safety training is a fundamental requirement of the law and good employment practice.

It touches on questions of organisational efficiency and effectiveness, technical competency, safe working methods, productivity, and the over-arching objective of encouraging a safety culture in the organisation.

Legal Requirement for Health and Safety Training

Employers have a general duty to provide information, instruction and training to all their employees (Section 2(2) (c) of the ‘Health and Safety at Work etc Act 1974’). This requirement is subject to the ‘so far as reasonably practicable’ provision, so you are able to consider the costs and benefits of training in relation to the risks involved.

In addition to the general requirement, there are specific duties under numerous regulations to ensure training is provided. Most notably these are the:

• Display Screen Equipment Regulations

• Health and Safety (First Aid) Regulations

• Manual Handling Operations Regulations

• Provision and Use of Work Equipment Regulations

• Lifting Operations and Lifting Equipment Regulations

• Regulatory Reform (Fire Safety) Order

• Personal Protective Equipment Regulations

• Control of Noise at Work Regulations

• Control of Vibration at Work Regulations

• Work at Height Regulations

• Confined Space Regulations

• Control of Asbestos Regulations

• Control of Substances Hazardous to Health Regulations

Hemlow Procedure

Recruitment

The health and safety competence level of each job will be defined, especially where safety-critical work is involved.

Competence will be initially assessed at recruitment stage, by choosing the right person for the task.

Competence needs will be monitored and assessed throughout the period of employment to ensure the appropriate levels of competence are maintained.

Induction training

All new employees will receive induction training on health and safety, including:

• the general purpose and implementation of the health and safety policy, including risk assessment responsibilities and arrangements for communicating with all staff

• their legal duties, as set down in both criminal and civil law

• arrangements for first aid

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• fire, evacuation drills and other relevant emergency procedures

• expected standards of behaviour and housekeeping

• hot to report accidents, incidents and ‘near-misses’

• any special hazards and control arrangements affecting the individuals job or the workplace

Induction training will be the responsibility of department managers and is a standard session provided to all new recruits.

Health and Safety Training and Instruction for Specific Requirements

We will ensure that, when allocating work to employees, the demands of the work do not exceed the individual capabilities of their employees. This will include physical and mental abilities and the level of training and experience. Risk assessments will be used to determine the appropriate level of training for different tasks. All health and safety training will take place in work time.

The type of training will vary according to the health and safety issues to be covered. Training may include formal training as well as ‘on the job’ training. Training will be repeated periodically, and where appropriate and be adapted to take account of new/altered risks to health and safety.

Training will always be delivered by a person who is competent to do so. For on-the-job training, this will be an experienced worker or supervisor. For specialist issues advice from the Director for Health and Safety will be provided.

Employees must co-operate with the employer in health and safety training, and apply the skills and knowledge they have acquired.

Arrangements will be in place to ensure competent cover for staff absences, particularly those with health and safety critical responsibilities.

Refresher or Update Training

Regular refresher training will be provided where the need is identified. This may be defined by statutory requirements, as advised by the trainer or training body or as a result of information from routine health and safety checks, accident and near-miss investigations and personal performance monitoring.

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Guide for Lifting Operations and Lifting Equipment

Quick Summary

Any equipment used at work that lifts or lowers a load is regulated by the 'Lifting Operations and Lifting Equipment Regulations 1998', familiarly known as LOLER. The regulations deal with both the lifting equipment and the way it is used.

As well as regular passenger lifts, note that LOLER also applies to equipment such as forklift trucks, tail-lifts on vans and trucks, scissor lifts, cherry-pickers, certain parts of conveyors and dumb waiters. However, it does not apply to escalators and travelators, nor to domestic equipment (stair-lifts, etc) used in private households.

All but the simplest types of lifts and lifting equipment must be maintained according to a written scheme devised by a competent person.

Brief Description of Lifting Equipment and Operations

LOLER is specifically concerned with the selection, use and operation of lifting equipment.

Due to the hazards inherent in lifting equipment and operations, young people (under 18 years) should be not be allowed to operate equipment such as cranes, construction site hoists and forklift trucks. This is in line with the requirements of the 'Health and Safety (Young Persons) Regulations'.

LOLER applies to all lifting equipment including second-hand, leased or new equipment if used on premises or operations where work is being undertaken. It applies to employers, the self-employed and others who supply or have control of the equipment. The regulations build on the more general requirements of the ‘Provision and Use of Work Equipment Regulations 1998’, (PUWER) which applies to all work equipment including that used for lifting. LOLER and PUWER, together with the 'Management of Health and Safety at Work Regulations' are the principal regulations dealing with the general safety of lifting equipment and operations.

Thorough Examination and Inspection of Lifting Equipment

All lifting equipment must be subjected to a periodic thorough examination by a competent person to ensure that it safe for use. The examination may entail inspection and/or testing, dependant on the equipment and its use. The results of the examination must be recorded in an engineer’s report that identifies:

• make, type and location of the equipment

• safe working load

• any defects observed

• recommendations for any repairs that may be required and when they should be carried out by

• the date of the examination and date the next examination is due

How Often Should It Be Examined?

The period between examinations is set by the following criteria:

• passenger lift or a lifting accessory - at least every 6 months. Note that ‘lifting accessories’ includes strops, ropes, chains, sling, eye bolts, shackles and pins.

• other lifting equipment - at least every 12 months

• the equipment or accessory must be examined in accordance with a written scheme: setting out the checks that must be carried out.

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• the equipment must also be examined following ‘exceptional circumstances’ (snagged load whilst lifting for example or after a fire), if the equipment is relocated, subject to damage or accident, modified or repaired, or subject to adverse conditions.

Employers should not bring into use any lifting equipment without evidence of a thorough examination, or in the case of new equipment, the equipment should have a declaration of conformity made not more than 12 months before the equipment is put into service.

Examination Periods

The following list covers most lifting equipment and the required periods between examinations:

Equipment type At least every (period in months)

Access platforms 6

Chair lift 6

Continuous hoist (paternoster for goods) 12

Continuous hoist (paternoster for persons) 6

Rope sling 6

Rope 6

Safety harness 6

Scissor lift 12

Shackle 6

Stair lift 6

Swivel 6

Tail lift 6

Vehicle lifting tables 12

Winch 12

Reports and Defects of Lifting Equipment

The person making the thorough examination for an employer must:

• immediately notify the employer of any defect in the lifting equipment, which in his opinion is or could become a danger to people.

• as soon as practicable make a report of the thorough examination in writing, authenticated by him

• where the defect involves an existing or imminent risk of serious personal injury a copy of the report must be sent to the relevant enforcing authority. Where the equipment is hired or leased, this will be the HSE; otherwise it will be the enforcing authority for the premises.

• the equipment must not be used until the defect is remedied, or after a time specified in a report under Schedule 1 and before the defect is remedied.

Safe Working Load and Other Marks on Lifting Equipment and Accessories

All lifting equipment must be marked with its 'safe working load' (SWL). This can be stamped into the equipment or form part of a plate or chart for safe use. Information should also be provided on any configurations or combinations where the SWL may differ. Where it is not possible to mark the SWL, for example on small items such as shackles, a colour-coding or labelling system should be used.

Equipment that could be used for lifting people, but which has not been designed for this purpose (for example, goods hoists and dumb waiters), must be clearly marked that they are not to be used for lifting people.

Equipment designed for lifting persons should also have the maximum number of persons appropriately and clearly marked on it.

Lifting Operations

All lifting operations must be properly planned, supervised and carried out in a safe manner by competent people.

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The planning process starts with selection of suitable lifting equipment, which should be guided by a risk assessment of the proposed lifting operation. In all cases the equipment must be of adequate strength and stability and used or installed to prevent the equipment or load from falling or striking people or property.

The planner should initially consider the load to be lifted, its weight, shape, centre of gravity and availability of lifting points on the load itself. Loads must never be lifted/carried over people and the work area should be cleared before any lifting operations begin. There are a number of operational hazards to consider in detail.

Supervision of Lifting Operations

Appropriate supervision should always be provided. The degree of supervision will be dependent on the experience of the people involved and the circumstances of the lifting operation.

Training and Lifting Operations

Lifting operations should only be conducted by people who have successfully completed appropriate certificated training by a recognised training organisation.

Statutory Requirements for Cranes

The person responsible for the crane (the duty holder) must ensure that the crane is safe for use and thoroughly examined. All cranes must be examined periodically (not longer than every 14 months) in accordance with the BS 7121 and details of the following identified:

• equipment serial number and make

• employer and the premises

• date of the last thorough examination and the date of the next

• safe working load

• reason for the examination: installation, modification or repair, statutory interval

• any damage or defect observed

• details of work required and when it should be done by

• details of any tests carried out

• details of the person carrying out the report and the person validating the report on their behalf

• date of the report

Elevating Access Equipment

This covers all access equipment, both static and mobile (mobile elevated work platforms or MEWPs) such as vertical ‘scissor’ lift; self-propelled boom; vehicle mounted boom; and trailer mounted boom.

All access equipment shall be:

• marked with the safe working load, this may in weight or persons or both

• inspected regularly: statutory inspections must be performed by a competent person (usually an external inspection body). Inspections should also be performed by the user prior to use (a simple visual inspection usually is sufficient).

• only used by persons that have had suitable and sufficient information and training on its safe operation and use and any precautions or safeguards required.

• used under adequate supervision, the extent of the supervision required is dependent on the competence level of the operator.

• immediately removed from service if found to be defective (quarantined until repaired, inspected and proved to be safe for further use).

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Training requirements for MEWPS:

All MEWP operators must have attended a recognised operator training course. On successful completion of the course they will receive a certificate, card or ‘licence’, e.g. IPAF’s Powered Access Licence (PAL) or Construction Skills’ CPCS card, which clearly identifies the bearer and lists the categories of MEWP they are trained to operate.

Hazards of Elevating Access Equipment

• trapping, crushing and collision: by the equipment with persons, other vehicle or buildings

• falling from the work platform by people, tools or materials

• toppling or collapsing due to over-reaching, unstable loads, uneven surfaces, adverse weather or environmental conditions (water, oil, ice, etc).

Safe Working Practice

• wherever practicable, the general public should be excluded from the area around MEWPs when in use.

• keep working areas and platforms clean and free from debris to avoid slips, trips and falls

• MEWPs should not be used in adverse weather conditions or on uneven terrain unless specifically designed for the purpose.

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Guide for Lone Working

Quick Summary

Numerous tasks involve lone working and although several aspects, such as working in confined spaces, have specific guidance, the issue of working alone is generally poorly covered by available health and safety literature.

Risk assessment of lone working should be made as part of the task or activity risk assessment. Where you consider that working alone puts the person at significant risk then you will need to put controls in place to reduce the risk to an acceptable level.

What is 'Lone Working'?

British legislation does not contain a definition of lone working, although it is generally accepted that it means working in an area or in circumstances where there are no other workers present. Thus, in the event of an emergency there is no one to give assistance, or summon help. There is no time limit attached to working alone - it may be for the whole work period, or only for a few minutes.

The generally accepted definition says it is the performance of any work function by a worker who is:

• the only worker for that employer at that workplace at any time and

• not directly supervised by his or her employer or another person designated as a supervisor by his or her employer, at any time.

Note how it is the management or supervision of the worker that is the issue, not their physical location.

Regardless of the reasons for working alone, steps must be taken to ensure that hazards are eliminated, or if it is not reasonably practicable to do so, minimised.

Employers' Duties

Under section 2(1) of the 'Health and Safety at Work Etc Act 1974' employers must supply adequate information, instruction, training and supervision to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees. Employers are also responsible for the health and safety of others affected by the work, such as visitors and members of the public.

There are no specific prohibitions regarding working alone, but there are several items of legislation which require more than one worker to be involved in a specific activity:

Control of Substances Hazardous to Health 2002. Certain fumigation work and other work with substances hazardous to health.

Electricity at Work Regulations 1989. Work at, or near, a live electrical conductor.

Confined Spaces Regulations 1997. Entry into a confined space, for example, sewers or tanks.

Employees' Duties

Employees are responsible for taking reasonable care of themselves and must co-operate with their employers regarding health and safety issues.

Where specific legal requirements apply, employers must ensure that adequate equipment, information, instruction, training and supervision are provided.

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What To Do?

Before any work is undertaken, a risk assessment must be carried out (Management of Health and Safety at Work Regulations). This requirement is not specific to activities involving working alone. Following general risk assessment methods, you should:

• identify any hazards associated with working alone

• assess the nature and severity of the risks

• enable control measures to be sought and implemented to remove the risks, or

• minimise risks so they are adequately controlled

When planning to introduce lone working, employees should be consulted

What Should the Risk Assessment Address?

Different working environments/activities/industries will present different hazards, ranging from low to high risks, and each situation may require different levels of control measures.

Activities which may present high risk include:

• entry into confined spaces

• handling biological substances, for example human waste

• handling flammable substances, for example organic solvents

• handling valuables such as cash

• lone occupation of rooms fitted with asphyxiant automatic fire protection systems

• work with high pressure systems, for example steam boilers and pipelines

• work with toxic substances, for example biocides and fumigants

• working in high temperatures, for example stripping/applying insulation in boiler rooms

• working outdoors in extreme weather conditions.

Issues to be Addressed

Depending on the level of risk assessed, suitable and sufficient controls should be adopted. The following list gives an idea of the areas that need to be considered when undertaking a risk assessment:

• access and egress

• dangerous machinery used

• dangerous substances used

• duration of work

• facilities for refreshments or rest

• first-aid provision

• foreseeable emergency situations and procedures

• medical history/fitness of the employee

• methods of working

• potential for violence

• reporting at shift change-over

• supervision provided/required

• the work process involved

• training provided/required

• use of electricity

• young workers

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Once the risks have been assessed, a written safe working method statement must be developed. This should contain as much relevant information as possible, both for the lone workers and their supervisors. The statement should build on the general company health-and-safety policy, and should reflect all potential types of lone working roles. The statement should contain details of:

• faced by each lone worker

• emergency procedures

• name, address and workplace location

• risks suitable control measures

The method statement should be updated, as necessary, and all lone workers and supervisors should be provided with a copy of the method statement and trained/instructed on its content.

Safe Working Methods

To ensure lone workers are safe, working procedures should be monitored. This may involve regular visits by a supervisor, another employer or other designated person or a system whereby workers are required to check in at regular intervals. Where personal checks are used the duration between these checks should be based on the estimated hazard of the job. Periodic telephone contact may be adequate for low-risk working alone situations.

Whatever system is adopted, it must be possible to contact the worker at certain points throughout the working period. It must also be possible for the employee to contact the employer at certain points throughout the working period.

All lone workers should be aware of the procedures, and should know what to do in the case of an emergency. In addition, procedures should be in place to avoid unnecessary risks. Examples of easy-to-implement measures are:

• carry an alarm at all times, and keep it handy

• consider working in pairs

• do not carry valuables unless necessary; carry a £10 note to satisfy muggers

• ensure someone knows where you are

• ensure you park in a well lit place, preferably in a public place

• if you alter your plans, ensure someone is told

Buddy Systems

This system is required when, for example, workers enter confined spaces. Confined spaces are areas that have restricted access or egress, and where a danger of accumulation of hazardous gases, vapours, mists or lack of oxygen exists.

Other circumstances where a buddy system might be appropriate include cash collection and security work.

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Guide and Procedure for Manual Handling

Quick Summary

The moving of loads by physical force, whether they are boxes, people, trolleys, animals or any other object can cause acute injuries and chronic ill health to people. This is likely to happen where the load is beyond their physical capabilities, they use the wrong technique or the operations are frequent and repetitive.

The Manual Handling Operations Regulations (MHOR) requires employers to assess the risks from these activities, eliminate the risks wherever practicable or control them within the guidelines set out in the Regulations.

The MHOR do not prohibit all manual handling but they do set limits behind which there may be a risk to people.

It is necessary therefore to identify all activities which fall outside the limits and then analyse these activities to determine what changes are required to control the risk to the individuals. This requires a thorough understanding of the MHOR and so the assessor must be trained in manual handling risk assessments.

From these assessments, safe systems of work must be developed outlining the safe method of carrying out the activities. In some cases these can be generic but in others, specific written procedures may be required.

In addition to the assessments, staff involved or who may be involved, in moving and handling of loads must receive suitable training, by a competent person, on the hazards associated with the activities and the method of avoiding those hazards.

Definitions

Manual Handling

Any transporting or supporting of a load (including lifting, putting down, pushing, pulling, carrying, throwing, and supporting in a static posture) by hand or bodily force.

Weight Limits

There is no such thing as a safe weight. Individual capabilities, the type of load, frequency of lifting, the working environment and team lifting all need to be taken into account when considering the risks. You could injure yourself by simply picking up a pencil if you use the wrong technique and/or you have an existing condition. The ‘25kg rule’ should not be considered a safe alternative to risk assessment.

Hemlow Policy

The Responsible Person for General Risk Assessments should identify risks from manual handling as part of the general assessment procedure. They then have 2 choices:

1. For low risk manual handling activities such as general office work, carrying tools and light equipment, include the hazards and controls in the general risk assessment:

a. Fire higher risk manual handling activities or where there is any doubt, carry out a Manual Handling Risk Assessment and record the findings. The forms and guidance for completing these assessments can be provided.

In all cases the findings and the required controls must be passed on to all employees at risk.

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In all cases the aim should first be to eliminate or reduce the risk by altering the activity, load or environment.

Only trained and authorised employees may carry out Manual Handling Risk Assessments.

Additional information

New and expectant mothers are particularly at risk from manual handling activities even if the activity has been assessed as being safe for the average person. It is essential therefore that assessment is reviewed for any employee that reports that they are pregnant or if they have recently given birth. See Guide for New and Expectant Mothers for further detailed information.

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Guide for New and Expectant Mothers

Quick Summary

Pregnancy should not be equated with ill health. It should be regarded as part of everyday life, and its health and safety implications can be adequately addressed by normal health and safety management procedures. Many women work whilst they are pregnant, and many return to work while they are still breastfeeding.

Some hazards in the workplace may affect the health and safety of new and expectant mothers and their children. In assessing risks to staff, attention will need to be paid to those who are new or expectant mothers, and action must be taken to ensure that they are not exposed to any significant risk. Risks include those to the unborn child, or child of a woman who is still breastfeeding, not just to the mother herself.

Definitions

Definition of New and Expectant Mother

The term “new or expectant mother” means a worker who is pregnant, who has given birth within the previous six months or who is breastfeeding. “Given Birth” is defined as having delivered a living child or after 24 weeks a stillborn child.

Legislation

Management of Health and Safety at Work Regulations 1999

Employers should, as part of the general risk assessment process, identify hazards that may pose a risk to new and expectant mothers as a group. This will then require reviewing for each individual as and when the time arises. In many cases a simple check would be sufficient and no records would be required but for higher risk work, or where there are particular individual circumstances, an individual assessment may be required. There is no form prescribed for this in HSE guidance and as long as the findings are adequately communicated this will be sufficient.

Employments Right Act 1996

If temporarily adjusting her working conditions and/or hours of work is not reasonable or would not avoid a risk, a new or expectant mother has a right to be offered alternative work if any is available. The work must be both:

• Suitable and appropriate for her in the circumstances and

• On terms and conditions no less favourable that her normal terms and conditions

An employee is entitled to make a complaint to an Employment Tribunal if there is suitable alternative work available, which her employer has failed to offer to her, before granting her paid leave of absence on maternity grounds.

If suitable alternative work cannot be provided, then the employee must be granted paid leave of absence (i.e. suspended) from work.

An employee, suspended from work on these grounds (i.e. granted paid leave of absence), is entitled to be paid remuneration i.e. wages or salary, at her full normal rate for as long as the suspension continues. The only exception is where she has unreasonably refused an offer of suitable alternative work, in which case no remuneration is payable for the period during which the offer applies.

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Information for Employees

Expectant Mothers Responsibility

The expectant mother has the responsibility of informing her manager in writing that she is pregnant

What is the Managers Responsibility?

The manager may ask the employee to provide evidence to confirm the pregnancy in order for the manager to review the work activities for the new and expectant mothers.

Should a doctor provide any advice to the employee on their ability to perform their job roles in a normal manner, then they must record this advice on the appropriate section of the MED 3 Form and inform the employee, who should then inform the manager. Within the section of this form the doctor will need to ensure that they have selected section (a), which states the employee need not refrain from work.

In order to claim the Statutory Maternity Pay or Maternity Allowance the employee is to provide the maternity certificate to their manager (MAT B1). This certificate is generally issued to the employee around the twentieth week of pregnancy.

Avoiding the Risks

If there are significant risks to new or expectant mothers, the manager will need to determine the action to be taken to remove or control the risk. To aid in this process, it is advisable to sit down with the employee and discuss this with the new or expectant mother.

However, if there is still a significant risk to the employee, which goes beyond the level of risk to be expected from outside the workplace, then steps must be taken to remove her from the risk.

This Could Be Done By:

Step 1: Temporarily adjust her working conditions and/or hours of work, if this is not possible…

Step 2: Offer her suitable alternative work if any is available, or if this is not feasible…

Step 3: Grant her paid leave of absence from work for as long as necessary to protect her health and safety of that of the child.

Where alternative work is offered to the employee (as step 2 above), it must be suitable and appropriate for her to do in the circumstances and on the terms and conditions, which are no less favorable than her normal terms and conditions. These actions are only necessary where as a result of a risk assessment review, there is genuine concern.

Reviewing the Risks

The risks for the new or expectant mother will need to be kept under review until such time as the person is no longer a new and expectant mother by definition.

Although most hazards are likely to remain constant, the possibility of damage to the unborn child as a result of a hazard will vary at different stages of pregnancy.

The risks to employees who are breastfeeding will need to be kept under review, and there is no time limit on breastfeeding. We are legally required to provide somewhere for pregnant and breastfeeding employees to rest. Where necessary, this should include somewhere for them to lie down. Suitable provision must also be made for new mothers to express milk.

August 2014 Page 45

Guide and Procedure for Noise at Work

Quick Summary

Excessive noise at work can lead to noise induced hearing loss. There is currently no cure for this chronic condition. Employers have a responsibility to ensure that employees are not exposed to levels of noise that may cause damage.

Extensive research has been carried out to determine the safe levels and the HSE have used this information in setting exposure levels and limits that must not be exceeded at work.

Managers Action

As a Manager you should first determine if you have a noise problem and the Control of Noise at Work Regulations (CNWR) provide a simple guide on how to do this. They state that you will probably need to do something about the noise if any of the following apply:

• Is the noise intrusive like a busy street, a vacuum cleaner or a crowded restaurant- for most of the working day?

• Do people need to raise their voices to carry out a normal conversation when about 2 meters apart for at least part of the day?

• Do your employees use noisy powered tools or machinery for more than half an hour each day?

• Do you work in a noisy industry such as construction, road repairs, engineering, fabrication etc?

• Are there noises due to impacts i.e. hammering, pneumatic impact tools or cartridge operated tools?

If you believe that you may have a noise problem you should have a noise survey carried out so that you can assess the risk and put in suitable controls.

The noise survey will provide you with information on the exposure to individuals over a typical 8-hour day (or a typical week). This should then be compared to the ‘exposure action values’ and ‘exposure limit values’ set out in the CNWR. These include:

1. The lower exposure action value. This is set at a daily exposure of 80 Decibels (dB). If the daily exposure is 80 to 84 dB then you must:

a. Make hearing protection available to staff who request them

b. Provide staff with information on the use and care of those protectors

c. Brief them on the findings of any assessments carried out

2. The upper exposure action value. This is set at 85 dB or above. At this level you must:

a. Provide suitable hearing protection and ensure it is worn

b. Put up signs in areas where protection must be worn

c. Provide training and health surveillance

There are also limits that must not be exceeded i.e. 87dB daily exposure and peak limits but your noise assessor will measure these and make recommendations accordingly.

The regulations also set out a hierarchy of controls and your noise assessor will advise you on these as well as providing you with recommendations on the suitability of any hearing protection.

You must also review the noise risk assessment at least every 2 years or there is a significant change in the workplace.

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Definitions

Lower exposure action value – a daily or weekly personal noise exposure of 80 dB (A) and a peak sound pressure level of 135 dB(C)

Upper exposure action value – a daily or weekly personal noise exposure of 85 dB (A) and a peak sound pressure level of 137 dB(C)

Exposure limit values – a daily or weekly personal noise exposure of 87 dB (A) and a peak sound pressure level of 140 dB(C)

Health surveillance – an assessment of the state of health to employees as related to exposure to noise (audiometric testing by an occupational health practitioner)

Additional information

If you employ people to work in a noisy environment there is a chance that they will have worked in a noisy environment for a previous employer(s). As such they may already have some hearing damage. For this reason, it is good practice to arrange for a hearing check before they start working for you. In this way you can establish if they have an existing condition and keep a record of it. In law, you have an additional duty of care for anyone with reduced hearing because any deterioration in his or her level of hearing will have a greater affect on the individual concerned.

August 2014 Page 47

Guide for PPE (Personal Protective Equipment)

Quick Summary

Personal Protective Equipment (PPE) is generally regarded as a last resort control option, but its importance should not be misunderstood, as it plays a crucial role in preventing and reducing many occupational fatalities, injuries and diseases.

The term 'PPE' includes all equipment (including clothing offering protection against the weather) intended to protect against one or more risks to health and safety. Typically it includes gloves, goggles, masks, ear protectors, boots and shoes. Each of these will have been chosen to protect against an identified hazard during risk assessment.

However PPE does not include ordinary working clothes and uniforms not designed to provide for health or safety of workers.

Personal Protective Equipment as a Control Option

The 'Management of Health and Safety At Work Regulations’ require employers to identify and assess workplace risks to health and safety, so identifying the most suitable way of reducing risks to an acceptable level. PPE should only be considered as a last resort.

There are a number of reasons for this approach:

• PPE protects only the person using it, whereas measures controlling the risk at source can protect everyone at the workplace.

• Theoretical maximum levels of protection are seldom achieved using PPE, and the real level of protection is difficult to assess. Effective protection can only be achieved by PPE which is correctly fitted, maintained and properly used at all times.

• PPE may restrict the wearer by limiting mobility, visibility or by requiring additional weight to be carried.

• Use of PPE may reduce employees' perception of the hazards they are dealing with

PPE Provision for Individuals

Where risks cannot be controlled by other means then PPE must:

• Be appropriate for the risks and for the working environment

• Take account of the user's health, ergonomic and other factors. For example: consult the wearers - they are usually best placed to know what is demanded by their jobs. There are considerable differences in physical dimensions of different workers, females, ethnic/racial groups; different sizes and contours should be available to fit wearers and be adjustable. Where problems occur, advice should be sought to take account of any medical conditions

• Adequately control the risk without increasing overall risk. For example, wearing of gloves might present difficulty in some types of handling, some ear-defender designs might make it difficult to hear audible alarms and physically-disabled people may have difficulty wearing PPE

• Be supplied free of charge if supplied for work-related health-and-safety reasons

• Comply with relevant legislation implementing the European Directives concerning the design and manufacture.

Each type of PPE is made to harmonise European standards (CEN standards). Where PPE is supplied for the first time, it must conform to the appropriate European or British Standard. It is unlawful for suppliers to provide PPE which does not carry the CE marking.

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Care and Maintenance of PPE

Ensure that PPE is maintained in efficient working order and in good repair. An effective system of monitoring and maintenance or replacement should be set-up. This will include appropriate records of tests and examinations.

Other points:

• A stock of proper ('CE' marked) spare parts should be available to wearers

• Manufacturers' maintenance schedules and instructions should be followed (except for disposable PPE designed for single use).

• Maintenance should be carried out by competent people

• PPE should be carefully and safely stored

• Ensure that safe uncontaminated accommodation is provided for PPE when not in use

• If contaminated during use, PPE accommodation should be separate from that provided for ordinary clothing.

• If contamination contains hazardous materials such as asbestos, PPE will need special storage

• Ready-for-use equipment should be separate from any awaiting repair

Information, Instruction and Training/Consultation on PPE

Employees should be consulted on all matters concerning their health and safety; this includes PPE. Adequate and appropriate information, instruction and training should be made available including:

• The risks the PPE will avoid or limit

• The purpose and manner in which the PPE is to be used

• Action to be taken by the employee to ensure good working order, as well as hygienic condition

Any training provided should be comprehensible, and should satisfy theory, practice, duration and frequency required. Training should include demonstrations of the use of PPE, with regular refresher training.

Use of PPE

Employees must wear the correct PPE as detailed in the risk assessment or training. Employees must take care of PPE and report defects or loss of equipment.

Specific Types of PPE

Head Protection

Head protection must be suitable, correctly fitted and have an easily adjustable headband, nape and chin strap where appropriate. The relevant standards are BS EN 397 and BS EN 14052.

Eye Protection

Protects the eyes against impact, cuts, splashes, mists and sprays. The relevant standards are:

• BS 7028 Guide to selection of eye protection for industrial and other uses

• BS EN 166 Specification for eye protectors.

Eye protection must be regularly cleaned as dirty lenses lead to poor vision and may contribute to accidents. Scratched, pitted or cracked lens should be replaced.

Where the user would normally wear corrective lenses, and is expected to wear eye protection on a regular and frequent basis then any goggles, glasses etc should meet the user’s prescription requirements.

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Hearing Protection

Assessments under the 'Control of Noise at Work Regulations' should be used to determine whether personal ear protectors are required in the workplace. The relevant standard for the ear protectors is BS EN 352.

Hand and Arm Protection

Hands play a leading role in most occupations and are exposed to a wide range of hazards. Risks include cuts, abrasions, heat, cold, chemical contamination, vibration, burns, infection, skin irritation and dermatitis.

Before selecting hand and arm protection, the hierarchy of control measures must be followed. Gloves and gauntlets provide the main form of hand protection against a range of industrial hazards:

Foot Protection

A wide range of safety footwear is available providing protection against many hazards to the feet including crushing, slipping, piercing, temperatures, electricity, chemicals, cutting, and chopping.

The relevant standard for safety footwear is BS EN ISO 20345.

Body Protection

The regulations’ definition of PPE excludes ordinary working clothes and uniforms which have no specific protection for the wearer.

However, body protection may be required for extended periods of work outdoors to protect against the weather, and to ensure high visibility during work where there is mixed vehicle and pedestrian traffic (see BS EN 471 ‘Specification for high-visibility warning clothing’).

August 2014 Page 50

Guide for Risk Assessments

Quick Summary

There has been a specific requirement for employers to carry out general workplace risk assessments since 1992 when the Management of Health and Safety at Work Regulations (MHSWR) became law. The MHSWR requires the employer to carry out risk assessments and record the significant findings. Although the term ‘significant’ is not quantified it is widely interpreted as meaning those things about the job that could cause people real harm and suffering.

An employer should first identify all the activities, tasks, situations and circumstances that may involve risks. Where the tasks etc. are already controlled it is important to ensure that those controls are understood (usually through training).

In carrying out this initial assessment we may recognise that some of the risks are covered by more explicit Regulations. For example, if the task involves manual handling of loads then the Manual Handling Operations Regulations may apply and assessment as outlined in those Regulations would be completed. Similarly, if hazardous substances are involved in the task then an assessment under the Control of Substances Hazardous to Health Regulations would be completed.

We also need to consider the groups at risk from the hazards. Usually this is the person doing the job but could also be people working in the vicinity. Some groups may be at higher risk and the assessment should consider those groups (for example New and Expectant Mothers, Young People, Visitors or Contractors).

In all cases the assessments must be carried out by a competent person

Definitions

The following general definitions are commonly used but may vary depending on the type of assessment being carried out:

Hazard – The thing that has the potential to cause injury, ill health or damage to property

Risk – The likelihood that the potential will be realised

Hierarchy of controls – In considering the most appropriate control measures they should be considered in the following order:

• Avoid the risk

• Assess the risks that cannot be avoided

• Combat the risk at source

• Adapt the work to the individual

• Adapt the technical progress

• Replace the dangerous by non-dangerous or less dangerous

• Give collective protective measures over individual protective measures

• Give appropriate instructions to staff

Hemlow Policy

The methodology for risk assessments will vary depending on the task being assessed

August 2014 Page 51

Guide for Vibration at Work

Quick Summary

Vibration affects the human body either through the hands and arms (HAV or hand-arm vibration) or through the legs or buttocks (WBV or whole body vibration). The health effects of hand-arm vibration are the more common, and contact with vibration in the frequency range 40-250Hz may cause contraction of blood vessels exposed to the vibration, as well as secondary tissue changes to bones, nerves and the musculature. This causes impaired sensation and eventually persistent pain.

If any of the following conditions exist, there may be a significant vibration risk, indicating the need for a survey and risk assessment and managers should contact the Director for Health and Safety for further advice.

Vibration White Finger

Vibration white finger (VWF) is a condition which begins with the tips of the fingers blanching (whitening) and feeling numb. As the condition progresses the whole finger may be affected. Attacks are short-lived (usually up to 30 minutes) and often end with a painful throbbing as the blood returns to the finger. This is often characterised by a reddening of the finger at the end of the attack.

Approximately 40% of those reporting VWF in the Self-Reported Work-Related Illness Survey 1995 also reported work-related deafness or other ear problems, reflecting the fact that work which exposes people to hand-arm vibration is often noisy as well.

Carpal Tunnel Syndrome

Carpal tunnel syndrome (CTS) is a specific type of nerve/muscle damage caused (among other things) by vibration in which the nerves in the wrist are compressed, leading to pain and stiffness. Any part of the hand could potentially be affected by numbness, tingling, loss of strength and sensitivity.

Likely Sources of Vibration

HAV can be experienced when holding vibrating equipment, or when holding material which is in contact with vibrating or rotating equipment (for example, holding material against an abrasive wheel).

The following list is not exhaustive, but gives a general idea of the types of equipment which can cause HAV problems:

• Hammer drill

• Jigsaws and hole cutters

• Angle grinders and cut off discs

• Strimmers and brush cutters

Legal requirements for work-related vibration

Employers are required to:

• assess the vibration risk to employees

• decide if they are likely to be exposed above the daily exposure action value (EAV) and it they are:

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• introduce a programme of controls to eliminate the risk, or reduce exposure to, as low a level as is reasonably practicable and provide health surveillance (regular health checks) to those employees who continue to be regularly exposed above the daily exposure limit value (ELV) and if they are:

• take immediate action to reduce their exposure below the limit value

• provide information and training to employees on health risks and the actions you are taking to control those risks

• consult trade union safety representatives or employee representatives on proposals to control risks and to provide health surveillance

• keep a record of the risk assessment and control actions

• keep health records for employees under health surveillance

• review and update the risk assessment regularly.

Exposure Action Value

The exposure action value (EAV) is a daily amount of vibration exposure above which employers are required to take action to control exposure. The greater the exposure level, the higher the risk and the more action employers will need to take to reduce the risk. For hand-arm vibration the EAV is a daily exposure of 2.5 m/s2 A(8).

Exposure Limit Value

The exposure limit value (ELV) is the maximum amount of vibration an employee may be exposed to on any single day. For hand-arm vibration the ELV is a daily exposure of 5 m/s2 A (8). It represents a high risk above which employees should not be exposed.

Risk Assessment of Vibration at Work

If managers believe a vibration risk exists then an assessment will need to be carried out Data on vibration generated by equipment is available from manufacturers, but it cannot be assumed that laboratory experiments with equipment resemble real work processes. You may need to have the vibration levels measured by a competent person.

You will also need to know the ‘trigger time’, which is the time your workers are handling the equipment and it is producing vibration exposure. A worker who uses a disc sander, hammer drill etc. is unlikely to use it continuously for the whole time they are holding the equipment.

When workers are exposed to vibration from different pieces of equipment in their working day, each piece of equipment must be assessed separately. With this data it is possible to calculate the daily exposure.

An accelerometer (equipment for measuring the rate of acceleration) is used to measure the vibration on each of the three axes, and calculate the value. This data has to be adjusted to give the equivalent value of exposure to vibration over a normalised 8 hour day. This is expressed as units of m/s2 (8hr).

Personal Protective Equipment and Vibration

Low body temperature increases the risk of VWF. Warm clothing including gloves should be provided where processes cannot be carried out at suitable temperatures.

Damp clothing, especially gloves, increases the effect of cold. Suitable water-protection should therefore be provided.

Vibration-protection gloves (manufactured to EN ISO 10819) are available, but there is no way of assessing the degree of mitigation they provide. They should be considered as a supplement to other, more effective, means of reducing vibration exposure.

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Health Surveillance for Hand/Arm Vibration

This will include pre-employment screening and regular health checks covering what symptoms are experienced, a physical examination, and advice to the employee. There are objective medical tests available to detect injury due to vibration, and the HSE has published a routine questionnaire.

Whole-Body Vibration (WBV)

Whole-body vibration is experienced when vibration from a vehicle or machine a person is sitting or standing on is transmitted to the torso via the buttocks or feet.

August 2014 Page 54

Guide for Working at Height

Quick Summary

Falls from height is the single biggest cause of workplace deaths and one of the main causes of major injury. The Work at Height Regulations (WAHR) set out standards for employers and the self-employed to follow, to reduce the likelihood and consequences of falls.

Definitions

‘At Height’ - Work in any place, including a place at or below ground level, or obtaining access to or egress from such a place, while at work, except by a staircase where, if suitable measures were not taken, a person could fall a distance likely to cause personal injury.

This means that anyone undertaking ANY work where they could fall is working at height and therefore the risks this poses must be taken into consideration and properly controlled, as far as is reasonably practicable.

The example given by the HSE says, ‘a sales assistant on a stepladder would be working at height but we would not be inclined to apply the Regulations to a mounted police officer on patrol’.

General Requirements

To comply with the Work at Height Regulations, managers must carry out risk assessments of all activities that fall within the definition of working at height.

They must then do all that is reasonably practicable to prevent anyone falling by applying the following hierarchy:

• avoid work at height wherever possible by altering the task or the way it is carried out

• where working at height cannot be avoided, use work equipment or other measures to prevent falls and

• where the risk of fall cannot eliminate use work equipment or other measures to minimise the distance and the consequences of a fall should one occur.

In addition, ensure that:

• All work at height is properly planned and organised i.e.

� Risk assessments must be carried out for all work at height

� No work should be done at height where it is safe and reasonably practicable to do it other than at height.

� All work must be properly planned, supervised and carried out in a safe way as far as is reasonably practicable.

� Emergencies and rescue arrangements must be included in the plan

• All work at height must take account of weather conditions that could endanger health and safety and

• Work should be postponed while weather conditions endanger health or safety

• Those involved in work at height must be trained and competent including inspection and use of all safety equipment, how to avoid falling and how to avoid or minimise injury to themselves should they fall.

• The place where work at height is done must be safe

• Equipment for work at height must be suitable, appropriately inspected by a competent person and in accordance with manufacturer’s instructions and published safety guidance and records kept.

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• Each individual place at which work is done at height must be checked on every occasion before that place is used; all equipment inspected after it is assembled or installed and as often as is necessary to ensure safety.

• Before equipment on loan or hire from another organisation is used it must be inspected by a competent person and the inspection records checked.

• The risks from fragile surfaces must be properly controlled by:

� Ensuring as far as is reasonably practicable that suitable platforms, coverings, guard rails and the like are provided and used to minimise the risk.

� Doing all that is reasonably practicable, if any risk of a fall remains, to minimise the distance and effect of a fall.

� Making sure that all persons who may go onto or near a fragile surface are made aware of the danger preferably by prominent warning notices fixed at approaches to the danger zone.

• The risks from falling objects are properly controlled.

� By preventing anything falling or where this is not reasonably practicable

� Ensuring that no one is injured by anything falling

� Ensuring that nothing is thrown from height if it is likely to injure anyone

� Ensuring that items are stored in such a way to prevent it falling

� Marking out any danger areas where, if people enter there is a risk of injury, and ensuring that people are unable to enter that area.

Employees have a duty to:

• Report any safety hazard to the employer or person controlling the work

• Use the equipment supplied, including safety devices, properly, following any training and instructions (unless it would be unsafe in which case you should seek further instructions before continuing).

Ladder Ratings and Types

Ladders are rated to the duty or service to which they will be put and the working load under which they will be used in a standard inclined position. All ladders should meet the requirements of the appropriate British or European standards.

• BS 1129:1990 applies to wooden ladders and stepladders

• BS 2037:1990 applies to metal ladders and stepladders

• BS EN 131:1993 applies to metal and wooden ladders and stepladders

In addition to the standards that relate to the material the ladder is made from, there are three British and European standards that relate to their safe working loads:

• Class1 (Industrial) - Maximum static vertical load 175 kg (27.5 stone).

• Class 3 (Domestic) - Maximum static vertical load 125 kg (19.5 stone).

• BS EN 131 - Maximum static vertical load 150 kg (23.5 stone). (This replaces the Class 2 [Light Trade] standard.)

Always check for the relevant British or European standard when buying, hiring or using ladders. If it is not marked on the ladder, or detailed in the manufacturer’s guidance, contact the manufacturer or supplier to ensure that the ladder has been manufactured to the required British or European standard.

Only ladders rated as Class 1 or BS EN 131 are to be used. Class 3 ladders are not for commercial use and shall not be purchased or used.

Electrical Work

• Metal ladders should never be used for electrical work and they should always be kept clear of overhead power lines and electrical circuits when used for other projects.

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• The use of metal ladders should be avoided when there is a possibility that they will be used around electricity, even inadvertently.

• Wooden ladders with metal reinforcing rods should not be used for electrical work, due to the danger of inadvertent electrical contact.

• Wet wooden ladders can also conduct electricity and should not be used around electricity.

• Always use fibreglass ladders for electrical work.

August 2014 Page 57

Guide for Young Workers

Quick Summary

A young person is anyone under the age of 18 years as far as health and safety at work is concerned. Statistics reveal that younger workers have a 40 % higher risk of suffering a work-related accident as compared with other workers.

Employers must do a special risk assessment for young people before they employ them. This should be completed by a responsible person who is competent to assess the hazards of the task the employer has in mind. The written risk assessment must be provided to parents or guardians on request (note a 'guardian' is any person who has for the time being, charge of or control over the child or young person).

If the young person concerned is still at school and the project is part of a work experience programme, the education authority is under a duty to provide the work experience organiser with any relevant information about the student that might affect the employer’s risk assessment.

Before a young person is set to work particular attention should be paid to:

• their inexperience, lack of awareness of risks and immaturity

• the fitting-out and layout of the workplace and workstation

• the nature, degree and duration of exposure to physical, biological and chemical agents

• the form, range and use of work equipment and the way in which it is handled

• the organisation of processes and activities

• the level of health and safety training provided, or to be provided, to young persons

• risks from specific agents, processes and dangerous work listed in Annex to Directive 94/33/EC on the protection of young people at work.

Prohibited Work

The law requires young people should not be employed for work:

• involving harmful exposure to agents that are toxic or carcinogenic, cause heritable genetic damage or harm to an unborn child or, which in any other way, chronically affects human health.

• involving harmful exposure to radiation

• involving the risk of accidents that cannot reasonably be recognised/avoided by young persons due to their insufficient attention to safety, or lack of experience or training.

• in which there is a risk to health from extreme heat or cold, noise or vibration

• beyond their physical/psychological capacity

These requirements do not apply to occasional or short-term work in domestic service, or regarded as not being harmful, damaging or dangerous to young people working in a family undertaking.

Note: There is no general prohibition on young peoples’ use of dangerous machines or substances, however the standard of training and supervision required for young people in such circumstances is higher than for a mature, adult worker.

Children

Anyone below school leaving age is a ‘child’, and the Children and Young Persons Act forms the main UK legislation. A child is covered by the legislation until the last Friday of June in the school year in which they have their sixteenth birthday.

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Restrictions

The Working Time Regulations includes working hours limits/rest provision for young workers, over and above the requirements for all other workers. Therefore, any employer taking on a worker under eighteen years of age should familiarise themselves with the requirements and ensure that these are followed.

Briefly, young workers have special rights under the Regulations. The rights of young workers - those over the minimum school leaving age, but under eighteen, and those under the minimum school age on approved work experience schemes - differ in the following ways:

• a limit of eight hours working time a day and 40 hours a week (unless there are special circumstances).

• not to work either between 10pm and 6am, or between 11pm and 7am (except in certain circumstances).

• 12 hours rest between each working day

• two days weekly rest and a 30-minute in-work rest break when working longer than four and a half hours.

Local Byelaws

In some parts of the UK work permits are required before children can undertake any type of work. You can check out any local rules by contacting the Education Welfare Officer at your local authority education department.

Among prohibited child-work are the following occupations:

• delivering milk, fuel oil, and alcohol (except in sealed containers)

• work in commercial kitchens

• collecting money or selling door-to-door

• handling refuse

• telephone sales

• care of residents in care homes

• work in theatres, cinemas, dance halls and night clubs, unless in connection with a performance given entirely by children.