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National Health and Safety Function, Workplace Health and Wellbeing Unit, National HR Division

Frequently Asked Question

Ref: FAQ:021:01 RE: Manual Handling and People Handling Training Guidance for HSE Instructors

Issue date: October 2019 Revised Date:

January 2020 Review date:

January 2022

Author(s): NH&SF Training Team

Note:

This information/advice has been issued in response to frequently asked questions around a specific topic and may not cover all issues arising. Should you require more specific advice please contact the National Health and Safety Function (NHSF) Health and Safety Helpdesk (Helpdesk). The management of any occupational health and safety issue(s) remains the responsibility of local management. This document must be read in conjunction with FAQ:020, which provides details on the HSE national approach to the co-ordination and delivery of Manual Handling and People Handling Training. Please note some areas may have an existing Manual Handling (MH) Coordinator/Advisor who undertakes elements of the training coordination and organisation described in this document. If applicable in your area, please contact your local MH Coordinator/Advisor. To identify if there is a MH Coordinator/Advisor in your area please contact the Helpdesk.

1. Who should become an Instructor? The requirement for Instructors must be identified by local management through the local Training Needs Assessment (TNA) process. Managers must ensure that any persons they wish to train as instructors are both willing and available to provide the training. There is a requirement for instructors who are funded by the NHSF to deliver a minimum of 10 no. training programmes per annum (30 programmes over a 3 year period) as this will ensure value for money and support trainer continuous professional development. It is imperative therefore that any potential instructor has the capacity within their role to commit to this training. They must also be in a position to maintain their continuous professional development (CPD) in the area of manual handling and people handling. See Questions 3 and 4 for further details on CPD. The instructor’s line manager must agree to release the instructor to deliver the minimum 10. no sessions/yr and attend CPD. In terms of ability, employees undertaking to become instructors should have excellent presentation and communication skills and be able to train in an active and dynamic manner. This is a physically demanding programme to deliver and applicants must be appropriately fit to undertake the role. They must be able to participate in and demonstrate all practical techniques associated with the relevant Manual Handling and People Handling training programmes.

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Applicants for PMH Instructor training must have relevant people handling experience.

2. How do I become an Instructor? Line Managers can submit requests for Instructor Training via the NHSF Helpdesk (www.hse.ie/safetyandwellbeing). The following training and pre-requisites must be met to qualify as an Instructor:

Manual Handling (MH) - 5 day programme - QQI Level 6 Manual Handling Instructor training programme, or

For People Moving and Handling (PMH) training - 9 day programme comprising of: o QQI Level 6 Manual Handling Instructor training programme (5 days) o QQI Level 6 People Handling Instructor training programme (4 days)

For both training Types: o Employee must have an HSE email address o It is a condition of the provision and funding of this training course that all instructors

will be released to provide training to other services/departments in their locality. o Deliver a minimum of 10 Manual Handling/ People Moving and Handling training

programmes to HSE employees per annum. o Appropriate training venue and adequately maintained equipment must be provided to

facilitate this training. o Adequate training records must be maintained and as appropriate provided to the

relevant requestor e.g. National Health and Safety Function. o Managers must make adequate GDPR complaint storage available for the instructor o Assist with manual handling risk assessments where appropriate. o Instructor training provided through the National Health and Safety Function is to enable

Instructors to deliver manual and/or people handling training programmes within the HSE ONLY and applicable to the work activities of employees while employed within the HSE ONLY.

Further details on the Instructor programme contents and assessments can be found in the OGP User Guide1.

3. As an instructor how will I maintain my continuous professional development (CPD)? Newly qualified instructors should undertake their first session with an experienced trainer to enable them to build confidence in the delivery of the programme. It is important that instructors maintain their competence and remain up to date with on-going developments in the area of manual handling and people handling. CPD can take any form including refresher training, attendance at conferences in the subject or other relevant training. CPD is on-going. To maintain CPD, instructors will be required, at a minimum, to:

Ensure you update your details on the National Registry of HSE Manual Handling and People Handling Instructors (see 5 below)

Attend refresher training every three years

Deliver sufficient training to maintain your practical experience.

Attend instructor meetings as required

1 https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand%20wellbeing/manual-handling-training.html

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4. How often do I require Instructor refresher training? To ensure your on-going competence, the HSE has adopted a policy of Instructor refresher training every three years or more frequently where identified through a TNA. Manual Handling Instructor refresher training is a one day programme and People Handling Instructor refresher training is a two day programme. As refresher training is required three yearly, this will allow a maximum transition period of three years to move away from existing practical techniques to the new HSE standardised practical techniques. If new instructors are being introduced into a service where there are existing instructors, it is recommended that existing instructors also undergo refresher training at this time to ensure standardisation of the practical techniques. Equally all existing instructors, in a given service, should attend refresher training at the same time. Refresher training can be requested through the Helpdesk.

5. What supports are available to me as a qualified instructor in the HSE? The HSE has established a National Registry of HSE Manual Handling and People Handling Instructors. This registry will be used as a mechanism for on-going consultation, communication and the dissemination of relevant information to instructors. Please ensure you have submitted your details to the NHSF via the Helpdesk for inclusion on this registry. The NHSF has also established a National Manual Handling Training Project Group to provide direction and support to the HSE and those delivering manual handling training on matters relating to:

Training developments

Emerging issues and best practice in the area of manual handling and people handling

The identification and development of relevant supporting protocols/guidance for use by Instructors with regard to specific elements of training

Please note: There may be MH Coordinators/Advisors in your area who are available to provide additional support and guidance. The Helpdesk can also be contacted for advice and support.

6. What are the components of Manual Handling and People Handling training in the HSE?

The HSE has standardised training and associated documentation and has adopted a blended approach to learning consisting of:

Part 1 - Theory Module: E-learning Manual Handling and People Handling Theory Module. This module is a statutory requirement and is mandatory for all HSE employees.

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Part 2 – Practical Module: Classroom based delivery of Manual Handling and People Handling Practical techniques training. The Instructor will use the standardised Practical Technique Record form for both MH and PMH training to document the practical techniques explained, demonstrated and practiced during training. Training must be specific to the work activities, work environment and work equipment of employees.

Please note: Employees must complete the theory module within the six weeks prior to attending the practical module. This is to ensure competency and minimise risk for attendees. Therefore employees must be instructed to only complete the theory module once a date for the practical module has been secured. Failure to provide evidence of theory module completion within the timeframe will result in the employee not being permitted to attend. However a Manual Handling and People Handling e-learning Theory Module Assessment refresher programme is available. This is only to be used in the following circumstances: When:

an Instructor (internal or external) cancels a practical module and is unable to re-schedule within the 6-week period following learner completing theory module

An employee cannot attend the scheduled training and the next available date does not fall within the six-week timeframe of completing the theory module

A rescheduled date is provided for the practical module within the following 6 weeks of the cancelled practical module

(i.e. maximum 12 weeks in total from completion of the original theory and assessment module). Only in these circumstances can an instructor notify employees that they can undertake the assessment refresher programme. Please note the participant must present both certificates on day of training.

As an HSE Instructor you will primarily be delivering the practical module of the MH or PMH training programme as employees will already have completed their theory module online. Further details on these training programmes can be accessed in the OGP User Guide. Please refer to Question 17 for information on how to support services that cannot access HSELanD or do not have the ICT infrastructure to complete the online theory module.

7. What process must I follow when co-ordinating and delivering this training? Please refer to the MH/PMH Instructor Process Flowchart (Flow Chart 2) in Appendix I.

8. What information should the line manager or local MH Coordinator/Advisor communicate to me when requesting training?

When requesting training, the line manager must complete the Locally Coordinated Training Request Form (CF:046) which is used to document the following details:

Service details

Participant numbers

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Findings of the TNA including relevant site-specific information in order to ensure the training is specific to the work activities, work equipment and work environment of the employees undertaking the training

Notification of Attendee fitness to participate issue

Venue suitability, including details of the training room and training equipment The line manager (or Manual Handling Training Coordinator/ Advisor if applicable) must forward the completed LCTRF to you as per local procedure. You should not deliver any training if you have not received a fully completed LCTRF. If the manager wishes to swap or replace staff they must issue you with an updated LCTRF within a reasonable timeframe and you must discuss and amended the LCTRF accordingly.

9. What if a participant has a fitness to participate issue? An employee ‘fitness to participate issue’ is considered to be any condition which prevents an employee from undertaking their normal work duties to any extent and therefore their ability to undertake aspects of the training. The line manager is required to highlight a fitness to participate issue by ticking ‘yes’ on Section 3(b) of the LCTRF. If a fitness to participate issue is identified on the LCTRF, you must contact the relevant line manager, or MH Coordinator/Advisor if applicable, to confirm which practical techniques (as numbered on the appropriate practical techniques record form) the employee will not be required to practice during training as identified by their line manager. These techniques must be documented:

In Section 4 of the LCTRF

On the Practical Technique Record in section 3 (CF:037 or CF:043 as appropriate)

On the employee’s training certificate Please note: No personal information relating to the employee should be captured on these forms - only the techniques the employee is not required to practice. All documentation must be maintained in accordance with GDPR. Employees who are pregnant must have undergone a pregnant employee risk assessment with their line manager prior to attending training. If on the day of training an employee reports to the instructor a previously undeclared fitness to participate issue or a pregnancy which has not been risk assessed by the manager, the employee will not be permitted to attend and the manager must re-book the training for this employee. Please also refer to the Fitness to Participate flowchart (Flow Chart 4) in Appendix I Prior to returning to the full duties associated with their occupation/role, employees will be required to complete the standard content as per training specifications and/or tailored content based on the TNA.

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10. Do minimum/maximum attendance levels apply? Yes, the NHSF has adopted the Framework Contract (see OGP User Guide) approach to minimum and maximum attendance level as follows:

Minimum Attendees 1 no. Trainer

Maximum Attendees 1 no. Trainer

Minimum Attendees 2 no. Trainer

Maximum Attendees 2 no. Trainer

7 10 14 16-20*

*Important: Please note that the maximum participant number for any course depends on the local training requirements, the baseline knowledge of the nominated attendees, the complexity of the handling procedures being taught, the availability of suitable and sufficient equipment, the size and layout of the training venue and the need for you to adequately supervise participants.

11. What factors should I confirm regarding facilities required to deliver training? On receipt of the completed LCTRF, you should contact the line manager or MH Coordinator/Advisor if applicable to confirm the following:

Any specific training requirements for the staff group in question (any tailoring of the practical must be documented in section 4)

The number of employees requiring training

The MH/PMH practical techniques to be explained, demonstrated and practiced

The Minimum/maximum attendance level

The size and layout of the training venue in view of the potential number of attendees

Duration of the programme – see Question 14 for further details

The equipment required, which should reflect that used by the employees

The requirement that any equipment to be used in the training has been fully serviced and is in full working order. In particular any hoists and slings provided for use during training must have been serviced within the last 6 months.

Return a copy of the finalised LCTRF to the line Manager/ MH Training Coordinator.

12. What content must I cover in the practical module? Firstly, you must ensure that employees attending the practical module have completed the E-learning Manual Handling and People Handling theory module. Each attendee must present a copy (or screenshot) of their HSElanD theory certificate at registration (dated within the 6 week timeframe described previously). For each employee, you will record on the attendance sheet (CF: 036) that you have seen their certificate and document the date of its completion. Please note, the standardised attendance sheet contains the minimum information which must be recorded for each training programme. Additional fields/ columns may be added to capture further information required as per local procedures and recording methods e.g. employee job title, work location. At the start of the practical module you should complete a brief overview of the theory module (approx. 15mins) covering the following:

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An overview of the 11 Principles of Safer Manual Handling and HSE manual handling risk assessment process (i.e. T.I.L.E)

Any queries participants may have related to the theory module Following this, you will use the MH or PMH Training Practical Technique Record (CF: 037 and CF: 043 respectively) as appropriate and document the practical techniques explained and demonstrated and those techniques practiced by the participants as specific to their work activities, work environment and work equipment. Practical techniques that have not been practised /omitted for individuals as identified on the LCTRF must also be recorded on the form. Each participant will receive a standardised handout. The handout supports and reinforces the learning from the theory and practical modules.

13. Where can I access the standardised training material? As an instructor you must deliver the HSE standardised training programme and use the supporting materials/documentation. The NHSF has created a repository of documentation (“Share Centre”), which includes an “Offline”

version of the theory material for use by HSE instructors only. As an instructor on the Instructor

Registry you can access the share centre as follows:

Log in to your HSELanD account and go to the “Share Centre” tab under “Hubs”

You will see a link to: “Manual Handling and People Handling Module Share Centre”. Click on this link

This will take you to a short access request form. This is an e-form and does not need to be printed. Once completed the submit this form electronically

An email will be sent to the NHSF informing us of your request

Your request will be approved if you are an active instructor on our Registry

You will then receive an e-mail informing you that your request has been approved and you will have access to the “Manual Handling and People Handling Module Share Centre” page in the Share Centre on HSElanD

14. How long does a practical session last? The duration of the standard MH training programme is approximately 3 hours and the PMH training programme is 4 hours. In some cases the training duration may be more or less and will depend on the requirements documented on the LCTRF and local factors, where applicable, such as:

The level of risk in the work environment and the complexity of handling procedures being taught. Enough time must be allowed to ensure that all the aims of the training programme are covered adequately and to ensure the learning objectives are achieved, particularly in relation to practical skills demonstration

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Any additional manual handling/ people moving and handling techniques, specific to the work activities, work environment and work equipment of the participants, not included in the IMH/PMH Practical Techniques Record

Access to canteen facilities and distance from the training room to the canteen

15. What are the assessment and certification requirements of the practical module? You will assess the participant’s knowledge throughout the training programme by observing and ensuring each employee fully participates and practices correctly all the practical techniques that have been explained and demonstrated. In issuing a certificate to a participant you are confirming that he or she has attended and successfully completed the module. You must retain a copy of all employee certificates where it is documented that a techniques(s) was not practiced. Standardised certificates have been developed and are available on the Share Centre. For Inanimate manual handling – practical component use the certificate for “lot number 5”. For People moving and handling – practical component use the certificate for “lot number 11”. Please note that the expiry date to be documented on the certificate is 3 years from the completion date of the theory module as recorded on the attendance sheet.

16. What training records must I keep? Each Instructor must maintain records including the LCTRFs, attendance sheets, practical techniques records, completed assessments (for offline theory module, where appropriate), certificates where it has been documented that a technique(s) has not been practiced and evaluation forms. These must be maintained in accordance with GDPR. Information must also be submitted on a quarterly basis as per Performance Reporting Form (CF: 044). The HSE reserves the right to undertake periodic audits of training data submitted by instructors either directly or through MH Coordinators/Advisors if applicable. The original copy of the signed attendance sheet must be retained by the instructor and a copy sent to the line manager and MH co-ordinator/Advisor where applicable as per local procedures. Please Note: All records must be maintained in accordance with the current HSE Record Retention policy

17. How can I support those who cannot access HSELanD?

Please refer to the MH/PMH Process for Instructors (Offline Theory) flow chart (Flow Chart 3) in Appendix I The Manual Handling and People Handling E-learning Theory Module was developed to ensure a standardised approach to the delivery of the theory component and it is imperative that line managers adopt and promote this approach.

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If a line manager indicates that they cannot facilitate access to the module for their employees, you should advise them to:

Liaise with HSELanD or OoCIO Service Desk depending on the cause of their access issue to identify whether it can be resolved

Examine options such as access to an alternative workstation in the service or site where the employee can undertake the 1 hr module during work hours

If the line manager has explored the above options but cannot facilitate access to HSELanD for their employees, you may proceed with a classroom-based (face-to-face) combined theory and practical session. The NHSF has provided the programme in a format that (once downloaded to the instructor’s PC) allows access to the content without an internet connection. This format allows all interactive elements including the video interview and exercises to be displayed and explored. Visit the Share Centre for more information on accessing and delivering the offline theory module.

18. What factors should I consider when delivering the offline module? You should consider the following:

Venue suitability

In addition to meeting the criteria set out in the LCTRF and additional factors outlined in this document, the room must have a large screen and projector on which the programme can be displayed and speakers to allow participants to listen to the audio elements of the programme. See venue checklist (CF:014)

Approach to Delivery

You are required to navigate through the theory module on behalf of the class, as a participant would if completing the programme online as an individual. Interactive elements can be completed as a group activity. Before revealing the appropriate answer you should allow each group to discuss each question and arrive at a consensus. At the end of each topic, you should ask the participants if they have any questions before proceeding. You must familiarise yourself with the module, the interactive screens in particular (i.e. “learn more” links, “blue” hyperlinks, and graphics with “click into” functions). If you require clarification on any aspect of the module, please contact the Helpdesk for further advice and support.

Theory Assessment

The final theory assessment must be completed by participants individually, before moving to the practical. Two banks of questions are available (CF: 039 & CF: 040). Bank 2 is only used if any participants do not reach the required pass mark on the first attempt (Bank 1). The following process is suggested for the assessment component:

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o Each participant is provided with an assessment sheet (Bank 1 - CF: 039) and asked to

complete same under exam conditions. o The instructor then corrects each completed assessment sheet (using Marking Sheet –

CF: 042) and instructs participants to review their course hand out while doing this. Each participant must answer at least eight (out of the ten) questions correctly (100% pass rate) in order to progress to the practical.

o Participants may repeat the assessment if a score of 100% is not achieved. Use the second bank of questions (CF: 040) for the repeat assessment. The participant may repeat the assessment while other participants are on their break.

Assessment questions and answers are available at the Share Centre. A copy of the completed assessments must be retained by the Instructor.

Certificate

As previously stated, in issuing a certificate to a participant you are confirming that he or she has attended and successfully completed the MH or PMH classroom theory module and the practical module. Certificates are available at the Share Centre. Please use certificate for “lot number 3” for Inanimate manual handling and “lot number 9” for People moving and handling.

19. How do I access the NHSF Health and Safety Helpdesk if I have any further queries? If you are a first time user of the helpdesk, please use the purple "NEW USER" button on our homepage or click here:http://pndchssdweb02.healthirl.net/Health.WebAccess/ss. If you have previously used the helpdesk, then please use the purple "REGISTERED USER" button on our homepage or click here: http://pndchssdweb02.healthirl.net/Health.SafetyDesk Please read the Helpdesk User Guide. In the event that further support is required to utilise this system, please do not hesitate to contact Health & Safety Helpdesk Team for assistance/guidance on 1850 420 420 between the hours of 10:30-12:00 and 14:00-15:30.

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Appendix I Flow Charts

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