KENT COUNTY COUNCILEDUCATION AND YOUNG PERSONS

MANUAL HANDLINGPOLICY AND PROCEDURES

September 2009(amended from 2008 document)

MANUAL HANDLINGPOLICY AND PROCEDURES

CONTENTS

1. Statement of Intent.......................................................................31.1 Objectives of the Policy........................................................................3

2. Legislation.....................................................................................42.1 Definitions and terminology..................................................................4

2.2 Current legislation and guidance documents.......................................6

2.3 Roles and responsibilities.....................................................................7

3. Risk Assessment and implementation procedures.....................103.1 The TILE(E) analysis in risk assessment............................................11

3.2 Monitoring risk assessments............................................................12

4. Training strategy and implementation procedures......................124.1 Training format and content...............................................................12

4.2 Initial Moving and Handling training courses and updates.................13

4.3 Records of training.............................................................................13

5. Equipment strategy and implementation procedures..................135.1 Selection of appropriate equipment...................................................14

5.2 Purchase and funding of equipment..................................................14

5.3 Maintenance and monitoring of equipment........................................14

6. Monitoring of manual handling accidents and incidents.............15

7. Modifications to buildings............................................................167.1 Access to buildings in order to meet curriculum requirements...........16

7.2 Carrying out modifications to school buildings...................................16

Associated Document:

Risk Assessment Package

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1. Statement of Intent

Kent County Council, Children Families and Education Directorate (CFE) recognises its responsibilities to comply with the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) as well as other related legislation in regard to the manual handling of loads for workers.

The aim of this policy is to set out the systems and procedures by which the Kent County Council, Children Families and Education Directorate will achieve, so far as is reasonably practicable, safe systems of work and a safe working environment with regard to manual handling operations by its staff. Such operations may be carried out on School (Day or Residential) or office sites owned by the Council or in community locations. Tasks performed by employees and organised by the school during school visits or other events are also covered by the requirements of this policy.

There will be a primary objective within the Directorate to avoid the need for hazardous manual handling. Where any such handling tasks cannot be eliminated a competent risk assessor will carry out an ergonomic assessment in order to minimise the risk of injury due to the manual handling task.

A manual-handling hazard can be defined as:

“any transporting or supporting of a load, by one or more workers, including lifting, lowering, pushing, pulling, carrying, or moving a load, which, by reason of its characteristics or of unfavourable ergonomic conditions, involves a risk particularly of back injury to workers.’

Directive 89/391/EEC Minimum Health and Safety Requirements for the Manual Handling of Loads

Kent County Council, Children Families and Education Directorate also recognises the risk to non-employees of the Council who may be affected by its activities relating to manual handling operations and is committed to identifying and minimising such risks.

1.1 Objectives of the Policy

It is recommended that each school nominate a moving and handling co-ordinator to ensure the following standards and procedures are in place for the school or office:

Safe systems of work to be identified through an ergonomic generic and individual risk assessment process, to be carried out by a competent person within each school or office building and with an agreed timetable for monitoring and review (3.1 – 3.2 and Risk Assessment Package).

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A register of all employees at risk of manual handling injuries to be maintained by an identified person within each school or office (2.3 and Risk Assessment Package).

Training by a suitably qualified trainer to be given to all staff identified as at risk of manual handling injury and their supervisors. All such staff to attend subsequent annual update training. Accurate training records to be compiled and kept available (4.1 – 4.3).

Where equipment has been identified as required to reduce manual handling risks to acceptable levels this shall be provided, recorded and appropriately maintained (5.1 – 5.3 and Risk Assessment Package).

Manual handling accident and incident records to be kept by all schools and offices in order to identify hazards, inform the health and safety department and to meet reporting requirements under RIDDOR (6.1 – 6.2).

Arrangements to be made for pupils or staff with mobility restrictions to gain access to buildings or services to meet curriculum requirements and to conform with accessibility strategies and plans (7.1 – 7.2).

2. Legislation

2.1 Definitions and terminology

Current legislation in manual handling defines both the employers’ and the employees’ responsibilities in providing and maintaining a safe working environment wherein hazards are assessed and associated risks reduced to acceptable levels. Some of the required terms used within the legislation are as follows:

Hazard A hazard is anything that has the potential to cause harm (e.g.: slippery floors, a frayed electric flex or a heavy load).

Risk A risk is the chance that somebody will be harmed by the hazard and can be quantified as high, moderate or low depending on the severity and likelihood of an incident.

Ergonomics The study of the relationship between workers and their environment. Ergonomics can be used to assess the ‘fit’ between people, the work that they do and the things that they use.

Safe systems of work Safe systems of work require risk assessment and analysis of all manual handling tasks undertaken, the individuals performing such tasks, the loads being handled, the environment in which handling

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takes place and the equipment available. Control measures to reduce all such identified risks to acceptable levels will result in safe systems of work that can be recorded and implemented.

Reasonably practical Legislation requires that control measures are put in place to reduce identified risk so far as is reasonably practicable; that is to assess the cost of the control measure against the consequences of the identified risk. It should be remembered that there are potential financial implications to the consequences of unmanaged risk as well as to control measures to reduce risk.

High risk

Low risk

High risk – low cost

imperative

high risk – high cost

imperative or acceptable alternative

Low risk – low cost

Advisable

low risk – high cost

may not be required

Low cost high cost

Employer The Health and Safety at Work etc. Act 1974 places overall responsibility for health and safety with the employer. Who this is varies with the type of school: For community schools, community special

schools, voluntary controlled schools, maintained nursery schools and pupil referral units the employer is the Local Education Authority (LEA).

For foundation schools, foundation special schools and voluntary aided schools, the employer is usually the governing body.

For independent schools, the employer is usually the governing body or proprietor.

(details of employer, manager and employee roles & responsibilities given at 2.3)

Emergency Situations The regulation of manual handling tasks does not apply in genuine emergency situations – i.e. assistance should be offered if someone is in imminent danger of drowning or in danger from a collapsing building. However many untimely situations – such as a pupil with epilepsy having a seizure or standard fire evacuation is not considered an emergency because it is foreseeable and safe systems of work can therefore be planned.

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2.2 Current legislation and guidance documents

There are several pieces of legislation relating to the practice of safe manual handling at work and the most relevant are listed below. Key points that relate to policy and procedures which are required for schools are also given; however for full details of the specific legislation, reference should be made to the KCC Framework for Health & Safety: pages 4.30 - 4.38.

Health and Safety at Work etc., Act 1974 Manual Handling Operations Regulations 1992 Management of Health and Safety at Work Regulations 1999 Personal Protective Equipment at Work Regulations 1992 Workplace (Health, Safety and Welfare) Regulations 1992 Reporting of Injuries, Diseases & Dangerous Occurrences Regs (RIDDOR)

1995 Provision & Use of Work Equipment Regulations 1998 (“PUWER ‘98”) Lifting Operations & Lifting Equipment Regulations 1998 (LOLER ’98)

The HSE support the above with much guidance, Approved Codes of Practice and other advisory information. Further information on “PUWER 98” and “LOLER 98” is provided in section 5.3 and on “RIDDOR 95” in section 6.2

The Health and Safety at Work Act etc. (1974)

This act remains the enabling act for all subsequent legislation and sets out responsibilities for both employer and employee. The employer is required to provide:

“such information, instruction, training and supervision as is necessary to ensure so far as is reasonably practicable, the health and safety at work of his employees”.

The act requires employees to:

“take reasonable care for his or her own safety and the health and safety of other people who may be affected by his or her acts or omissions.”

More recently there has been European wide legislation – the Framework directive on Health and Safety, part of which included the Manual Handling Operations Regulations (1992) with further guidance published Nov 1998; the Management of Health and Safety at work Regulations and the Provision and Use of Work Equipment Regulations.

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The Manual Handling Operations Regulations 1992

These regulations establish a clear hierarchy of measures to be taken by employers:

Avoid hazardous manual handling operations as far as is reasonably practicable.

Make a suitable and sufficient assessment of any hazardous manual handling operations that cannot be avoided and taking account of all factors: task, load, individual capacity, environment and equipment.

Reduce the risk of injury from these operations as far as is reasonably practicable and using an ergonomic approach.

The employee also has a specified responsibility to:

Co-operate with safe systems of work and follow Health and Safety instructions

Participate in training and to report defects

Management of Health and Safety at Work Regulations 1999

The employer is further required to:

Make suitable and sufficient assessment of the risk to the Health and Safety of their employees whilst at work as well as the risk to the health and safety of others who may be affected. The assessment must be written if more than 5 people are employed

Record any group of people who may be at risk of injury Give information on the nature of manual handling hazards Set up emergency procedures

2.3 Roles and responsibilitiesIn summary:

Employers must:

Agree and disseminate the standards and procedures as outlined within the policy and ensure their implementation

Identify and allocate resources (staff, equipment and access strategies) to comply with control measures to reduce manual handling risks as far as is reasonably practicable

Facilitate and support managers in the setting up of safe systems of work Ensure access to training for all members of staff who may be at risk from

manual handling operations at work and the supervision of such work practices by a competent person

Managers must:

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Be aware of the manual handling operations within their own area of responsibility

Give full information to staff on the nature and weight of manual handling hazards within their workplace

Ensure that a register is kept of all staff who may be at risk from manual handling operations and that all such staff and their supervisors attend annual training in safe moving and handling practice

Ensure that all staff receive appropriate training before carrying out any manual handling tasks and that accurate records are kept of the training content and attendance

Ensure that written risk assessments are kept and updated to identify appropriate control measures to minimise manual handling risks as far as is reasonably practicable

Ensure that equipment provided is suitable and sufficient and is maintained in accordance with relevant legislation (PUWER, LOLER)

Set up emergency procedures and carry out drills as necessary. Maintain an accident and incident reporting system and take appropriate

action when manual handling hazards, accidents or “near misses” are reported

Ensure that all new staff are screened prior to employment for any medical condition that may require individual risk assessment in relation to moving and handling tasks, seeking Occupational Health guidance as necessary

Give details of moving and handling requirements in job descriptions and person specifications

Employees must:

Accept responsibility for their own safety - as well as that of the pupils and colleagues with whom they work

Undertake training offered Be aware of health and safety issues and the hazards associated with

manual handling tasks including the cumulative effect of repeated manual handling operations

Follow any control measures and care plans required by the generic or individual risk assessments

Be familiar with and use available equipment Be aware of their own limitations and inform their employer of any

circumstances that may alter their ability to perform manual handling tasks Report accidents and hazards Report deficiencies in the employer’s health & safety protection

arrangements

Supplementary support services

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Further information and guidance on specific issues relating to moving and handling within schools is available from the following:

Health and Safety Unit (Children Families and Education)

Contact at: Sessions House, Maidstone: 01622 696125

KCC Framework document on Health and Safety legislation Investigation of serious moving and handling accidents Monitoring of reported accidents and control measures Audit of School Health and Safety policies and Risk Assessment

documentation

Moving and Handling Advisor for Schools and training team (CFE)

Contact at: Joynes House, Gravesend: 01474 544320

Development of Training Strategy and Generic documentation Delivery of Paediatric Moving and Handling Training and updates Delivery of training in Manual Handling Risk Assessment Maintenance of Resource catalogue of Moving and Handling Equipment Assistance with individual Risk Assessment completion as required

Inclusion Co-ordinator for Physical Disability (CFE)

Contact at: Local Area Offices for West Kent, Mid Kent or East Kent.

Advice on the specific needs of pupils with Additional Educational Needs relating to physical disability or sensory loss

Advise on curriculum access strategies for pupils with Physical Disability or Sensory Loss

Learning and Development

Contact at: Sessions House, Maidstone: 01622 696378

Booking for Paediatric Moving and Handling Training or update training Booking for training in Inanimate Load Handling Booking for training as MH Risk Assessor (having completed Moving

and Handling Training)

Architectural / Occupational Therapy (remodelling of buildings / bathroom design in line with accessibility plans)

Contact through County Surveyors or the O.T. Brenchley House, Maidstone: 01622 221832

Advice on modification of school sites to enable access for pupils with mobility needs

Advice for individual pupils may be provided by the visiting Occupational Therapist who works with the child

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The CFE Culturally Competent Care policy and guidance document.

This states :- “the development of cultural competence ensures an understanding of culture, sensitivity to cultures which are different to those of the practitioner or carer, and an ability to work with cultural difference. This assumes self-awareness and the capacity of the organisation and individual to reflect on the dynamics and potential for tension, where different cultures interact.” For more details refer to the policy document on :-www.kenttrustweb.org.uk/UserFiles/CW/File/Childrens_Services/Specialist_Children/Culturally_Competent-19Dec07

3. Risk Assessment and implementation procedures

Legislation requires that all manual handling operations that may present a risk of injury must be the subject of a risk assessment carried out by a competent person and using an ergonomic approach. The assessment must be suitable and sufficient and if more than five people are employed it must be in writing. Risk assessors will be recruited and trained from the existing workforce and report findings and suggested control measures to minimise risks to their employer. Legislation also suggests that where employees of different employers work in the same workplace (e.g.: school staff and escorts) that their employers co-operate to produce an overall risk assessment.

The purpose of a risk assessment is to:

Identify all hazardous moving and handling tasks carried out at work and determine the likelihood and severity of any injury or harm arising from these tasks and to whom

Assess all factors, including existing control measures, involved in the hazard using the TILE(E) analysis – given below (loads may be animate or inanimate)

Identify control measures that will reduce the risk of injury to acceptable levels

Identify all employees who may be at risk of injury from moving and handling tasks in the performance of their duties

The three areas of risk assessment are:

1. Generic risk assessment covering the whole school or office together with any locations visited by staff outside these sites as part of their duties. A generic assessment must be completed at least annually and more frequently should significant changes in equipment, work place or staffing occur. The risk assessment is used to identify manual handling hazards and required control measures using the TILE(E) assessment. A suggested format is available in the Risk Assessment Package.

2. Pupil risk assessment to be completed for every pupil whose management requires staff to participate in moving and handling tasks. A suggested format is available in the Risk Assessment Package.

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3. Individual risk assessment to be competed for any member of staff whose capacity for moving and handling at work may be impaired. A suggested format is available in the Risk Assessment Package.

3.1 The TILE(E) analysis in risk assessment

Manual handling risk assessment can be divided into the five areas, each of which has factors that influence the level of risk associated with the moving and handling operation. All of these areas require consideration during the assessment:

T(ask) – does the task involve:

Twisting or stoopingStrenuous pushing or pullingExcessive lifting or loweringHandling at a distance from the trunkHigh task frequency without adequate rest periods

I(ndividual movers) – do the people carrying out the tasks require:

Specialised trainingUnusual strength or abilityA uniform or personal protective equipmentConsideration during impaired ability – for example if pregnant

L(oad) – is the person or object being moved:

Heavy or largeUnwieldy or difficult to graspUnpredictable or unstableVulnerable to injury or fragileSharp, hot or hazardous in any other way

E(nvironment) – does the area in which work is carried out have:

Restricted spaceSlippery or uneven floorsSlopes ramps or stepsAdequate levels of heat light and ventilation

E(quipment) – is any equipment used:

Suitable for the taskAvailable in all circumstancesMaintained and inspectedClean

All these areas form the basis for both the assessment and the control measures that can be put in place to minimise risk and enable safe systems of work.

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3.2 Monitoring risk assessments

It is the employer’s responsibility to ensure that risk assessments are in place, accurate and updated at agreed intervals. Such intervals must be at least annually, but may be more frequent where conditions are prone to change. It is also necessary to review the risk assessments following significant changes in circumstances; for example when additions to school buildings are made or for an individual pupil following a change in mobility. Completion of the risk assessment document can be delegated to a competent risk assessor within the school or office; such an assessor is also likely to discuss moving and handling issues and control measures with the staff group. However the employer must confirm the suitability and accuracy of the assessment.

External monitoring of risk assessment completion and its translation to safe systems of work will be conducted through audit processes carried out by Schools Officers and the Directorate Health and Safety Unit.

4. Training strategy and implementation procedures

4.1 Training format and content

Training in moving and handling theory and practice will be mandatory for all staff involved in the moving and handling of loads (animate or inanimate) where a risk of injury has been identified. Training will be delivered by a competent trainer either within the school or through the Training and Development service, and should be completed as soon as possible after appointment. The training will comprise either a half-day course – inanimate loads only or a full day covering both inanimate and animate load handling training and will include the following areas:

Relevant legislation covering manual handling practice at work KCC Policy on Moving and Handling Spinal bio-mechanics and the ergonomic approach Moving and Handling injuries – causes and prevention Application of risk assessment documents Demonstration and discussion of available handling equipment Principles of safe manual handling Dress code Information on handling moves that are no longer recommended Techniques of safe moving and handling within the workplace

An additional day course in becoming a manual handling risk assessor within the workplace is also available and requires previous attendance on the one day moving and handling course.

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4.2 Initial Moving and Handling training courses and updates

Staff identified as at risk from moving and handling tasks at work must receive appropriate training as identified above as soon as possible after their appointment or after job changes that put them at such risk.

Prior to attending a training course staff must receive competent induction in the performance of moving and handling tasks in their workplace before carrying out such tasks. This is likely to be from their supervisor at work or other identified person.

All staff identified as being at risk must receive update training in moving and handling every 18 to 24 months, or more frequently if considered necessary. This training will consist of a minimum of one half-day workshop.

4.3 Records of training

The employee and their manager will use the generic risk assessment and register of employees at risk from moving and handling injuries in their workplace to identify the need for moving and handling training. They will be responsible for booking training and subsequent updates through Learning and Development or alternative competent sources. For internal courses Learning and Development will maintain records of staff attendance together with details of the course: trainer, venue and date.

The Moving and Handling team will provide training courses in Moving and Handling, Risk Assessment and updates in Moving and Handling. Records will be kept of course content, attendance, date, venue and trainer. A record of the theory covered and techniques practised will be sent to the delegates line manager who will be able to use the document to assess competent practice within the workplace.

5. Equipment strategy and implementation procedures

Current legislation in manual handling practice requires that the first duty of employers is to avoid manual handling tasks at work. Generally this can be done by facilitating independent mobility for pupils by the use of handling equipment such as grab rails or roller sheets, or the substitution of manual lifting with the use of automated or mechanical lifting aids such as overhead or portable hoists. Where manual handling tasks cannot be completely eliminated, they must be assessed and all associated risks reduced as far as reasonably practicable – generally by the provision of further handling aids and equipment, staff training and modifications to the environment.

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5.1 Selection of appropriate equipment

Equipment provided to carry out moving and handling actions in the workplace must be

fit for the purpose available in sufficient quantity maintained in good working order cleaned in accordance best practice to avoid cross-infection

Advice on the purchase or loan of suitable equipment may be sought from Physiotherapists or Occupational Therapists working with individual children; Inclusion Co-ordinator for PD or the Moving and Handling Advisor and Trainers.

5.2 Purchase and funding of equipment

Manual handling equipment must be provided in circumstances where it has been assessed by a competent assessor to be the most appropriate and reasonably practicable method to reduce manual handling risks to acceptable levels. In the first instance schools will be responsible for the provision of such equipment from their delegated budgets.

In certain circumstances there may be additional sources of equipment or funding. For further advice schools should contact their local District Development Officer or the pupils AEN case worker.

Equipment that is passed between schools or obtained on a second-hand basis must be assessed for suitability and safety before use to ensure that it complies with standards outlined in 5.1 above.

5.3 Maintenance and monitoring of equipment

The Health and Safety Executive have issued regulations that apply to the use and maintenance of equipment provided for use in the workplace; details of which are given below.

Maintenance of equipment within schools or offices of the Kent County Council must comply with the standards set out within these regulations. Maintenance must be carried out by a suitably qualified person, which may be organised directly by the establishment or be on a central service contract. Provision & Use of Work Equipment Regulations 1998 (“PUWER ‘98”)

These regulations specify requirements of the employer to ensure that all equipment provided for use at work is:

Suitable for the intended use

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Maintained in a safe condition so that people’s health and safety is not at risk

Inspected in certain circumstances to ensure that it is and continues to be safe for use. Inspection must be by a competent person and a record must be kept

Lifting Operations & Lifting Equipment Regulations 1998 (LOLER ’98)

In addition to PUWER above, these are further requirements to maintain the safety of lifting equipment – i.e.: hoists, slings and adjustable height furniture; in particular these regulations specify the time scale for maintenance:

Equipment for lifting persons that may be exposed to conditions causing deterioration is inspected and maintained at six monthly intervals and a record kept of the inspection

Employees should be trained in use of equipment and in pre-use checks

6. Monitoring of manual handling accidents and incidents

Any manual handling injury or incident that occurs at work must be recorded and reported as soon as possible. Any required remedial action to prevent a similar injury or incident must be undertaken immediately or warning signs put in place to reduce the risk of further incident.

Incident report forms (HS 157 – plus form F2508 for reporting under RIDDOR) must be completed in all cases and sent to the local Area Office. Serious accidents at work must also be reported immediately and directly to the Health and Safety Executive under the RIDDOR regulations; with a copy to the Education and Libraries Health and Safety Department: Reporting of Injuries, Diseases & Dangerous Occurrences Regs (RIDDOR) 1995

The employer is required to report to the Health and Safety Executive in the following circumstances:

Death or major injury (e.g. fractures, dislocation, amputation, loss of sight, unconsciousness)

Injury occurring at work and lasting more than three consecutive days (including days that they would not normally work)

Disease or Dangerous occurrence (e.g. failure of mechanical equipment)

Accidents and incidents occurring singly or in a series will indicate hazards in the workplace with insufficient control measures to manage or reduce the level of risk. Serious or repeated lesser incidents or “near misses” should trigger either a review of the risk assessment or a full investigation by the Headteacher, with assistance from the Health and Safety Department if required.

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Further information on the reporting of accidents and incidents is available from the Health and Safety Framework, Section 7 and the school's KCC Accident Book.

7. Modifications to buildings

7.1 Access to buildings in order to meet curriculum requirements

The SEN and Disability Act 2001 amended Part 4 of the Disability Discrimination Act (1995) to introduce new duties on Local Education Authorities and Schools in relation to pupils with a disability. As part of these duties LEAs and Schools in England are required to start formulating strategies and plans with regard to increasing accessibility to schools and to have written plans in place by April 2003.

Planning for accessibility will consider not only the teaching and learning curriculum but also the wider curriculum of participation in after school clubs, leisure, sporting and cultural activities and school visits. In many cases the provision made for pupils with a physical disability to access schools and the school curriculum will have manual handling implications. In such instances risk assessment and planning to implement appropriate control measures must be carried out to reduce manual handling risks to acceptable levels and ensure safe accessibility for pupils and staff.

7.2 Carrying out modifications to school buildings

Modification to school buildings to improve accessibility for existing or potential pupils can reduce the risk of manual handling injury by removing or modifying environmental hazards. Recommendations through the Schools Access Initiative or through the Accessibility planning process are co-ordinated through District Schools Officers and District Development Officers. Advice on modifications for particular pupils can be made by Occupational Therapists working with the pupil.

Note:- 09 amendment to Section 4.2 Update Training frequency

Further copies of this policy are available through David Graeme, Moving and Handling Advisor for Schools, KCC – CFE, Joynes House, New Road, Gravesend, DA11 0AT Tel: 01474 544320 or by e-mail: david.graeme@kent.gov.uk . The policy document and Risk Assessment Package may also be downloaded from Kent Trust Web: Policy Strategies & Guidance - Health & Safety / Health and Safety Documentation Index / Moving & Handling.

2009 DG16