Contents

Introduction to this pack3Accident Investigation1Accident Investigation - Guidance Notes2Accident, Illness and Dangerous Occurrences Reporting (RIDDOR)5Basic Staff Induction for New Staff6Control of Hazardous Substances (CoSHH)13CoSHH Sample (and MSDS)14Display Screen Equipment (DSE) and Workstation Assessment22Dust23Electricity and Your Business - Guidance Notes24Emergency Procedures31Employee Safety Guidance Notes32Fire Guidance Notes38First Aid42Health and Safety Executive Guidance Notes43Health and Safety Law A Brief Outline44Health and Safety Law Poster45Health and Safety Statement46Health Surveillance47Hygiene at Work48Incident Reporting Forms50Liability Public and Employers Insurance51Local Exhaust Ventilation - LEV52Lone Working53Lone Working Assessment54Maintenance Reporting Forms56Manager and Worker Communication57Manual Handling63Method Statement/Safe System of Work Guidance notes64Safe Systems of Work Template65Safe System of Work - Sample71Near Miss Reporting73Noise at Work Guidance Notes74Personal Protective Equipment (PPE) Guidance75PPE Issue Record77PPE Maintenance Record78PPE Receipt Record79Provision and Use of Work Equipment (PUWER)80Risk Assessment - Guidance Notes81Risk Assessment Dynamic85Risk Assessment Sample87Risk Assessment Template91Respiratory Protective Equipment (RPE)93Staff Training Guidance Notes95Staff Training Records101Staff Welfare103Stress Guidance Notes105Welfare109Working at Height110

Introduction to this pack

This is designed as a starter pack, to get you on your way with a little help, to a good standard of health and safety compliance within your organisation. The more straightforward templates are here with minimal explanation, those like risk assessments which are a little more complex, come with some additional help.Elaine or Dave are happy to help with the odd quick queries, if you havent subscribed for additional help and support, but we have worked hard to keep the price of this pack right down to help you, so trust you will understand that lengthy or repeated requests will be accommodated with a request that you pay us for the on-going support. Start Safe Safety Office 01749 686766Elaine Hutchinson elaine@startsafesafety.comDavid Walker david@startsafesafety.comWe have listed everything in alphabetical order, to help you find things, rather than (we hope) frequency of use (since accident investigation is high on the list!). If there is an emergency, like an accident at work we can be on the phone to help you out at our normal consultancy rates, or if you are local to us, we can come out in person. Please contact us via email in the first instance.Out of hours if it is a work related accident, illness or dangerous occurrence and you need to report an incident contact the HSE from their website hse.gov.uk and go to RIDDOR.The HSE is a great source of help and advice and they are found at hse.gov.uk. You can subscribe to their newsletters, which is a great way of keeping up to date with changes in your industry.If you are part of a union or umbrella organisation, they too should be pretty helpful in keeping you current with legislation.All information and advice contained in these packs is based on current good practice at time of writing and is given in good faith. We cannot accept any responsibility for your subsequent acts or omissions. If you have any doubts, queries or concerns please refer to relevant legislation and regulations or consult us for further advice.

Aspects of Health and Safety found in this pack:

Start Safe Safety LLP. Registered Address: Plas Y Machlud, Gwastadgoed Isaf, Llwyngwril, Gwynedd LL37 2LAOffice: 01749 686766

Start Safe Safety LLP2015 LL37 2LA3

Accident Investigation Accident Investigation - Guidance Notes and Report Form Accident, Illness and Dangerous Occurrences Reporting (RIDDOR) Basic Staff Induction for New Staff Control of Hazardous Substances (CoSHH) CoSHH Sample (and MSDS) Display Screen Equipment and Workstation Assessment Dust Electrical Items Register Electricity and Your Business - Guidance Notes Emergency Procedures Form Employee Safety Guidance Notes Fire Guidance Notes First Aid First Aid Accident Report Form Health and Safety Draft Statement Health and Safety Executive Guidance Notes Health and Safety Law A Brief Outline Health and Safety Poster Health and Safety Statement Health Surveillance Hygiene at Work Incident Reporting Form Liability Public and Employers Insurance Local Exhaust Ventilation Lone Working Manual Handling Maintenance Reporting Form Manager and Worker Communication Method Statement Guidance notes Method Statement - Sample Near Miss Report Noise at Work Guidance Notes Personal Protective Equipment (PPE) Guidance Portable Appliance Testing (PAT) Register PPE Issue Record PPE Maintenance Record PPE Receipt Record Provision and Use of Work Equipment (PUWER) Risk Assessment - Guidance Notes Risk Assessment Dynamic Risk Assessment Sample Risk Assessment Template Staff Training Guidance Notes Staff Training Records Staff Welfare Stress Guidance Notes Working at Height

Accident Investigation

Accidents sadly do happen at work, often it is only a bruise or a paper cut, but if it requires First Aid of any significance i.e. a trip to the doctor or the local MIU or more, you would be wise to carry out an investigation, if only to assure yourself as the employer, that you have done everything necessary to prevent it happening again.1. Provide First Aid2. Complete the Accident Book3. Complete RIDDOR forms if needed hse.gov.uk will give you loads more help on what you need to report and how, and there is more on this later on in the pack.4. Carry out an accident investigation (you may also want to investigate near misses) and try and identify the root causes so you can do something to mitigate them.5. Look at your documentation things like Risk Assessments and written procedures may need to be updated to take into account additional controls put in place to avoid accidents like the one you are investigating happening again.6. Check with your insurer in case they need to know.7. Consider additional help and support if the HSE are involved or a claim is likely. You may be covered for legal help with your insurance, it is worth checking.

Accident Investigation - Guidance Notes

All workplace accidents and near misses should be reported to the responsible person in the workplace. Near misses can be considered to be an accident where no-one was hurt, so if it is something that makes you suck air over your teeth and go, Wow! That was close it is worth classing it as a near miss and doing something about it i.e. reporting it and investigating it next time it might be an accident!Ideally the workplace should have a no-blame approach where staff can report near misses without worrying about the come-back on them. Management need to be open minded about it. Maybe there is a lack of clarity in the training, or the training isnt in place. Maybe some in-house training taking five minutes in a staff meeting might prevent it happening again. If so, investigate, get to the root cause, fix it and update the paperwork accordingly. You need to review all relevant risk assessments after an accident or serious near miss and see if you can do something to minimise the risk of it happening again and mitigate to minimise the outcomes.If it is a serious injury and First Aid is required, dont forget to fill in the accident book (and restock the First Aid Kit!)Should the HSE need to be notified, all the guidance is at hse.gov.uk including how to report by phone in the event of a fatality. The HSE also have great guidance notes and resources available on their website to help with accident reporting.An internal investigation should always be carried out for an accident and ideally a near miss, as detailed above. It is worth getting guidance on accident investigation from one of us, a union or on-line, but however you do it, you have to be satisfied that the investigation is adequate, thorough and relevant to the organisation. Time needs to be allocated to take photos, interview staff, review documentation, write a report and discuss the findings and their implications. Best advice dont skimp here, do it thoroughly and properly with help from someone outside the organisation. The next time it might be a fatality and corporate manslaughter is not to be taken lightly.

Accident Report Form Details of the person who had the accident

Name

Occupation

Home address

PostcodeTel. number

Details of the person completing the form if different to the details above

Name

Occupation

Home address

PostcodeTel. number

About the accident

When did it happen?

DateTime

Where did it happen?(room/building/location etc.)

How did it happen?(Give cause if known)

Was there an injury?(If so, please give details)

About the First Aid provided

Was the First Aid? (please tick)AcceptedRefusedNot applicable

Give brief description of First Aid if provided

Name of the First Aider if different from aboveSignature of First Aider

Signature of Injured Person

Signature of Representative (If injured person unable to sign)

Relationship of Representative to Injured Person

Near Miss Reporting Form

1. Location Details:Site:

Date:

Name of person reporting near miss:

2. Near Miss details:Name of person involved:Sex:M/FDate of Birth:

Date of Near Miss:Time:Location:

Precise Nature of Near Miss:

3. Task:What was the person involved doing at the time:

How did the Near Miss arise:(Use reverse of page for additional information/sketches)

What can be done to prevent a re-occurrence:

4. Personal Protective Equipment worn please tick:HelmetOverallsEye protectionGlovesEar defendersProtective footwearMask

Other (please specify)

5. Witness Details:Name:Works Number:Name:Works Number:

Address and Company if not an employee:

Address and Company if not an employee:

6. Person completing this form:Name:Signature:Date:

Please hand to Line Manager or person responsible for Health and Safety

Accident, Illness and Dangerous Occurrences Reporting (RIDDOR)

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 requires employers, the self-employed, and people in control of work premises (the Responsible Person) to report certain serious workplace accidents, occupational diseases and specified dangerous occurrences (near misses) (hse.gov.uk accessed Nov 2014)There is lots of clear guidance, and the appropriate forms, on the HSE website, but in essence, if it happens at work and if it is a reportable injury, disease or occurrence, the HSE need to know about it.These include: Death Specified injuries, including some fractures, amputations, injuries affecting sight, some crush injuries, serious burns, scalping, loss of consciousness, enclosed space working related injuries Over seven day absences (over three day absences need to be recorded but not reported now) Non-fatal accidents to non-workers (members of the public) Occupational diseases Dangerous occurrences Gas incidentsFor fatalities and specified injuries only, you can contact the HSE at their Incident Contact Centre on 0845 300 9923 (Mon-Fri 0830-1700), for everything else you need to report on line from the HSE website.If in doubt, report it! Dont assume someone else has. Failure to do so results in big problems and can result in HSE investigations, fines or worse.

Basic Staff Induction for New Staff

The following is a sample induction pack for new employees. All staff should have documented induction training on file. Feel free to adapt this for your own needs

Employee Health and Safety Induction

The following people have responsibilities for Health and Safety within the company

XXXXX key responsibilities are:1. XXXXX2. XXXXX3. XXXXX

XXXXX key responsibilities are:1. XXXXX2. XXXXX3. XXXXX

Health and Safety is also the responsibility for everyone both within the company and as a legal requirement under the Health and Safety at Work Act.

Company Rules

Insert own or adapt the following to suit.

Irresponsible behaviour or wilful damage is a disciplinary offence and may result in dismissal. You also have a legal duty not to put yourself or others at risk.

Use of non-prescription drugs or alcohol will result in you being immediately removed from workplace and then disciplined under the company discipline procedures.

It is important that you tell XXXXX if you are taking prescription drugs or other medicines that may cause drowsiness or any other side effects. Please also inform XXXXX if you have (or develop) any medical condition that may pose a risk to yourself or others whilst you are at work. This will be treated in the strictest confidence but will allow the company to carry out a personal risk assessment to ensure no one is put at risk.

Medical conditions that are relevant include: diabetes, musculoskeletal disorders, heart conditions, epilepsy, HIV/AIDS, hepatitis or similar. If in any doubt whether your condition is relevant, please inform the company anyway.

PPE will be provided as appropriate and must be worn as directed. Failure to do so will be a disciplinary offence. It is a legal duty to wear PPE when it is provided.

NB You may wish to change these rules

Any written method statements, risk assessments, safe systems of work or permits to work must be followed correctly; do not deviate, in any way, from these written procedures unless specifically authorised to do so by a written amendment or specific instruction by XXXXX to do so may endanger you or someone else.

Use all equipment in the manner intended do not improvise. Report all defective equipment to XXXXX, tag as defective and take out of use immediately.

Do not leave working or hot equipment unattended.

Never by-pass or tamper with any safety systems such as interlocks, guards, safe load indicators, etc. all machinery and equipment must be effectively immobilised before maintenance.

Safe use of equipment

Equipment must be only operated by trained, competent and authorised employees. You must never operate equipment for which you are either untrained or unauthorised to use.

Each operator is fully responsible for the machine or equipment they are operating. Accordingly, they must abide by all company rules and Health and Safety law. Where seatbelts are fitted in work vehicles, they must be worn at all times whilst the operator is in the vehicle, and the vehicles should only be used for their intended purpose.

Operators must ensure that Operation Manuals and all safety notices remain with the machines or equipment at all times.

Operators must carry out all checks and inspections on all plant and equipment as instructed by XXXXX; they must record these checks and inspections weekly on the weekly checks registers.

Any defective equipment must be taken out of service immediately, tagged accordingly and reported to the workplace supervisor or XXXXX immediately.

Vehicles must not be allowed to reverse or work in an area used by company employees, the public, or any other personnel without the full control of a banksman or banksmen.

Traffic management systems should be organised where possible to prevent the need for reversing, separated routes should be organised for pedestrians and vehicles. Should this not be possible because of workplace limitations, one or more banksmen must be used to control all vehicle movements at all times in the vicinity of pedestrians.

When not being used, all equipment and vehicles should be fully immobilised before being left unattended. No equipment should be left idling. Keys should never be left in the ignition and all equipment or vehicles should be shuttered, if appropriate and parked in such a way as to make unintended movement extremely difficult or impossible.

Personal health & safety

You may wish to change these

The company operates a no smoking policy in all workplaces and the company vehicles. Should you be a smoker, please ask the workplace manager to identify appropriate smoking areas to you.

Mobile phones should be placed in the glove box and not used whilst driving. If a call needs to be returned, the vehicle must be stationary and the engine switched off.

Mobile phone calls should be kept to a minimum during working hours, and ideally conducted during break periods only, unless the calls are essential.

The use of any personal audio equipment, including MP3 players is strictly prohibited during working hours.

Personal dress must be appropriate to the weather conditions and the task baggy clothing and jewellery can present significant hazards non essential items should not be worn. For further guidance consult XXXXX.

Maintain good housekeeping standards around the workplace and ensure that walkways and areas of high foot traffic are unobstructed.

Ensure that any working at height, manual handling or other high risk activities are only carried out by competent persons who have received adequate training. Ensure that you and others around you do not take unnecessary risks just to get the job done.

Near miss accidents are just accidents where no-one got hurt. All near miss accidents should be reported to XXXXX and this can be done anonymously, though the company encourages open and honest reporting and a no blame culture. Equally, if you see something that could be a hazard or risk that no one else has noticed, do report it to XXXXX. You know your job better than your managers in terms of health and safety risks and hazards. If in doubt fill in a hazard notification form and let someone know. Do not leave it for the next person to get hurt.

Ensure good standards of personal hygiene at all times and ensure that all injuries, however minor are treated quickly. If you have been dealing with hazardous chemicals ensure that you wash up well as quickly as possible and remove contaminated clothing and do not re-wear it until it has been laundered. Spill kits are available for hazardous chemicals and should be identified by your workplace manager.

Accident, incident or emergencies

If you have a significant accident or incident on workplace, notify your workplace manager immediately. If you cannot reach the workplace manager, contact XXXXX.You can summon the emergency services in an emergency far quicker when using a mobile phone if you ring 112 rather than 999; this will also enable your location to be pin pointed for a rapid response. Remember to send someone to the workplace entrance to go and meet the ambulance.

You are advised to put a NOK (next-of-kin) or personal contact phone number into your mobile ICE (In Case of Emergency). The emergency services will be able to access this if they need to.

Any injury needs to be entered into the Accident Book however insignificant you think it is.

Any suspected work related symptoms repetitive strain injuries, back pain etc. are reported to XXXXX.First-aid will be available in all workplaces.

BS8599 compliant First Aid Kits will be located XXXXX

The First Aider/s are

XXXXX contact phone number isXXXXX contact phone number is

Emergency Services 112 or 999

The nearest hospitals with Accident and Emergency are XXXXX contact phone number isThe nearest Minor Injuries Unit is XXXXX contact phone number isThe nearest doctor is XXXXX contact phone number is

Emergency Evacuation

In the event of a fire or another emergency requiring evacuation

Phone 112 or 999 and raise the alarmDo not stop to collect personal belongingsSwitch off any machinery, plant, equipment or lights if safe to do so as you leave your working areaClose any windows if possible and safe to do soEvacuate the building by the nearest emergency exit routeProceed to the Emergency Muster point located at XXXXX and report to XXXXXDo not return to the building/place of work until told by the Emergency Services it is safe to do so.

Only tackle a fire if trained to do so or if it prevents safe exit and there is no other alternative route.

When there is an emergency requiring evacuation of all or part of the workplace, walk (dont run) by a safe route to the assembly point and contact the emergency services. DoNOT leave the premises until permitted to do so and do NOT obstruct the entrance forEmergency vehicles

Familiarise yourself with fire extinguishers provided - their location and how to use them. BUT, only tackle small fires if trained to do so or essential to enable escape, and NEVER put yourself in danger by doing so. Otherwise, evacuate the area or building and alert the management.

RememberYou have general duties in law to: Take care of yourself and others affected by your work or actions Behave responsibly at all times Report any potentially dangerous situations to someone in authority Wear any protective clothing provided Follow any company rules Follow all standard or relevant procedures, as instructed, that enable you to carry out your work safely

Ihave received and understood basic health and safety induction

from.of XXXXX

on.(date)

I understand my duties under XXXXX rules and current health and safety law.I also understand that I am under an obligation to declare to XXXXX (in confidence if necessary) any medication taken and any health conditions in order that the effects may be assessed and suitable work given.

Signed.

Print name..

HEALTH, SAFETY AND WELFARE.YesNo Personal Responsibilities.To take reasonable care of themselves;Not to place others at risk from their work actions;To co-operate with their employer;Not to abuse anything provided for health, safety andwelfare;

Communications.Person at work for with responsibility;Immediate supervisor;Union representative;Location of safety officer;

Welfare.Identify the availability and location of toilets and welfare facilities;Provided with details of first aid arrangement;

Reporting of Accidents.Outline the accident or dangerous occurrence procedure;(Include near miss reporting)

Emergency Procedures.Confirm fire points and assembly locations;Location of fire extinguishers;

Protective Equipment and Clothing.Confirm the availability, use and issue;Describe the replacement procedure;

Safety Neatness.Confirm workplace specific requirements;Removal procedures;Locations of skips;

Hazardous Areas.Confirm location of hazardous areas;Confirm procedures for entry, work actions, fragile roofs,excavations and plant rooms;

Electricity.Only competent persons to work on;Visually check all equipment;

Reporting Defects.Emphasise the need to report defects;Report unsafe acts;

Noise.Explain the need to reduce noise levels from the environment;

Hazardous Substances.Emphasise the necessity that the user of substancesmust be aware of from its use;Information must be available i.e. labels on containerssafety data sheets and COSHH record file is available;

Staff Training.Identify the needs for talks as and when required;

Safety Information.Issue employees with safety information and data;

Security.Confirm what, if it exists;

Employees to acknowledge and sign to confirm they have and are in possession of information and the company safety regulations and CoSHH data information and received induction training as indicated as above.

SignedPrinted.

OrganisationRole.

Dated...

Control of Hazardous Substances (CoSHH)

Control of Substances Hazardous to Health Regulations 2002 detail how, as an employer, you need to control substances in the workplace that are hazardous to health and limit (prevent or reduce) how your employees are exposed to substances.Again, the HSE have lots of useful information on their website including how to work out if a substance is hazardous, how to identify and reduce the risks, provision of PPE, controls, monitoring, what to do in an emergency etc.If a substance is identified as needing a CoSHH sheet, you will need to complete one. Template and example follow. Your first stop is to the supplier to ask for the manufacturers safety data sheet (MSDS). They are often available on line too, but do make sure you have the right sheet for the right product. If it is something generic you may be able to use another MSDS when the formula is exactly the same (like petrol) but wherever possible make sure you have the right MSDS for the right product even different fragrances or styles of the same cleaner (3 in 1, 2 in 1 etc.) might affect the MSDS.Once you have the MSDS for the right product you can usually cut and paste the right pieces of data into the right boxes on the CoSHH sheet. The CoSHH and the MSDS should be stored together, but the CoSHH sheet is your go to sheet for key information as a general rule.Anyone who comes into contact with that substance needs to have read and understood the CoSHH sheets and know where they are stored for quick reference. They also need to know about any special measures they need to put in place, like working in a well-ventilated area, or any PPE they might need.Make sure you are really careful about mixing substances toilet cleaner and bleach is a classic it releases chlorine gas, which can lead to hospitalisation with inhalation burns. If in doubt stick to the minimum number of products and the safest of those available to minimise risks.As always make sure your staff have sufficient information, instruction, training and supervision to keep them safe this applies to all aspects of health and safety, not just CoSHH. Dont forget people like the cleaners and the maintenance staff too. They often miss out on getting key training and information.

CoSHH Sample (and MSDS)

CoSHH AssessmentProduct Name(s):COSHH Assess. No.:Date - Number

Description of Substance:

Assessed By:

Workplace Exposure Limits:See MSDSDate:Todays Date

Task/Activity:Risk Phrases:

Safety Phrases:

Suppliers Name & Address:Telephone/ Fax Nos:

MSDS Attached:Yes

SUBSTANCE PROPERTIES

GHS-01GHS-02GHS-03 GHS-04GHS-05GHS-06GHS-07GHS-08GHS-09

Y/NY/NY/NY/NY/NY/NY/NY/NY/N

ROUTE OF EXPOSUREPERSONS AT RISK

SkinEyesInhalationUsers of the productMembers of PublicVisitors

IngestionCuts/ AbrasionsInjectionOther WorkersYoung Persons

PPE REQUIREMENTS

Yes/NoYes/NoYes/NoYes/NoYes/NoYes/NoYes/NoYes/No

Additional Control Measures

General PrecautionsControl Measures

First Aid/Hygiene ArrangementsFire Precautions

LEV RequirementsMonitoring Requirements

Use in a well-ventilated area See MSDS for further details, if present

Transport ArrangementsStorage Requirements

Spillage ProceduresDisposal Requirements

Comments

See MSDS for further details.

Below is a sample CoSHH and then the MSDS so you can see how information is transferred one to the other.

CoSHH AssessmentProduct Name(s):Hygienics Anti Bacterial Hand GelCOSHH Assess. No.:260515-1

Description of Substance:Clear viscous gel with odour of cucumberAssessed By:E Hutchinson

Workplace Exposure Limits:See MSDSDate:26.05.15

Task/Activity:Antibacterial hand gel (for external use only)Risk Phrases:R11; R36/38

Safety Phrases:S25

Suppliers Name & Address:Not provided on MSDSTelephone/ Fax Nos:Not provided on MSDS

MSDS Attached:Yes

SUBSTANCE PROPERTIES

GHS-01GHS-02GHS-03 GHS-04GHS-05GHS-06GHS-07GHS-08GHS-09

NYNNNNNNN

ROUTE OF EXPOSUREPERSONS AT RISK

SkinxEyesxInhalationxUsers of the productxMembers of PublicxVisitorsx

IngestionxCuts/ AbrasionsxInjectionOther WorkersxYoung Personsx

PPE REQUIREMENTS

Other:

Other:

NoNoNoNoNoNoYes/NoYes/No

Additional Control Measures

General PrecautionsControl Measures

Use as directed on the label.Eye Protection: Recommended when manufacturing

Skin Protection: Gloves recommended when manufacturing

First Aid/Hygiene ArrangementsFire Precautions

Eye Contact: Flush immediately with water for 10 minutes. Seek medical attention if irritation persists

Ingestion: Rinse out mouth with water.DO NOT INDUCE VOMITING

Inhalation: Fumes may cause irritation, nausea or drowsiness. Remove to fresh air and seek medical advice if symptoms persist

Skin Contact: None irritating to the skin, seek medical advice if irritation develops or persistsExtinguishing Media: Carbon Dioxide. Alcohol resistant foam. Dry chemical.

Do not use water.

LEV RequirementsMonitoring Requirements

Use in a well-ventilated areaSee MSDS for further details, if present

Transport ArrangementsStorage Requirements

UN No: 1987. Packing Group II. ADR: Class 3. Classification Code: F1. Shipping Name: Alcohol (Ethanol). Labelling: 3. Hazard ID No: 33. Flammable. Packaging Instructions: 305 (P&CA); 307 (CAO).Store at a cool temperature and away from sources of ignition keeping the lid tightly on at all times. Store in original container and prevent contact with oxidizing agents.

Spillage ProceduresDisposal Requirements

Precautions: Highly flammable, ventilate and keep away from sources of ignition.

Personal Precautions: Eye, skin and respiratory protection for large spills.

Spillage: Use sand, sawdust or other suitable material to contain and absorb spillage.

Environmental: Keep significant quantities away from surface/ground water, drains and soil. Mop up spillage. Treat large spillages as industrial waste.According to local legislation.

NB: The users attention is drawn to the possible existence of regional or national regulations regarding disposal.

Comments

See MSDS for further details.

MSDS for CoSHH sheet would be inserted here in the industry specific pack.

Display Screen Equipment (DSE) and Workstation AssessmentThe Health and Safety (Display Screen Equipment) Regulations 1992 (as amended 2002) give guidance on using DSE. Anyone using a workstation, lap top or handheld device for work (daily for a continuous period of an hour or more) should be assessed to ensure that the set-up is suitable for them.If you have staff that qualify as a DSE user you need to carry out work station assessments, reduce the risks where possible, put controls in place, provide suitable information, instruction and training to your staff and provide eye and eyesight tests on requests. As with all aspects of health and safety, you also need to consult with your employees on the decisions you make about health and safety at work.Further information and a great, comprehensive DSE Workstation assessment can be found on the HSE website.Upper limb disorders such as RSI, as well as back ache, eye strain and fatigue need to be considered if users are working for extended periods of time at workstations that are not appropriately designed for them laptops are of significant concern here especially as people tend to adopt awkward positions when using them. The HSE website gives lots of advice about the use of laptops by staff.Staff need to be given, as always, appropriate information, instruction and training explaining the risks of DSE work and the controls in place, how to adjust and organise their workstation/equipment, who to contact for further help and who to report any problems to.

Dust

Dust can be a problem in any industry and there are many substances that generate dust that is hazardous to health wood and silica are well known, but there are many others.Exposure to dusts needs to be prevented, or when this is not reasonably practicable, it needs to be adequately controlled. Skin irritation or sensitisation, occupational asthma, rhinitis, silicosis and lung cancer can all be attributed to various kinds of dust as can eye irritation, intestinal irritation and various effects in internal organs and tissues.Dust can be created in many working practices including: Filling/emptying bags of waste Cleaning and maintenance work Clearing up spillages Milling, grinding, sanding or similar working processesDust comes under CoSHH as a substance hazardous to health if it is at a concentration that exceeds the workplace exposure limit hard and soft woods both currently have a WEL of 5mg/m3 which must not be exceeded.Not all dusts have a work exposure limit (WEL) but if there is a potential hazard to health then a responsible employer will consider in house control practices. If the dust has a WEL then compliance with individual limits is required.Adequate risk assessments, safe systems of work and CoSHH should be considered, as well as sufficient staff information, instruction and training. Emergency procedures need to be put in place for accidents and health surveillance may well be appropriate. Control of exposure needs to be addressed and this may include LEV, PPE, RPE, washing facilities and clear cleaning processes. Clean up methods need to be carefully considered - for example dry brushing and compressed air lines must not be used for cleaning as they increase the amount of dust in the air. Currently the advice is to vacuum with a cleaner of at least class M classification.

Electricity and Your Business - Guidance Notes

Electrical equipment and portable appliance testing

Portable appliance testing (PAT) is the way in which portable appliances are examined and tested to ensure they are safe to use. As a general rule of thumb, if it has a lead and a plug and is an easy one person lift of less than 18 kg, it will probably need PAT.

The HSE give guidance on electrical safety in leaflets such as IDNG236 (rev3) which is free to download from the HSE website. This gives loads of guidance and examples and is well worth a read.

Although there are five classes of electrical equipment, only three are regularly used.

Class 1 these have an earth connection and if faulty could give a user an electrical shock if the earth is not properly connected. Examples include kettles, plug in appliances such as washing machines and irons. Class 1 needs PAT testing in line with HSE guidance.

Class 2 these are often referred to as double insulated equipment. Examples include some power tools and televisions. The double insulation helps ensure that accidental contact with live parts is prevented should there be a fault. Class 2 equipment is marked with a double square symbol. If this is not present, its best to assume it is Class 1. Class 2 does not need PAT but user and visual checks should still be carried out.

Double insulated, Class 2 symbol shown here

Class 3 this is low voltage equipment, operating no greater than 50v AC or 120v DC and without an earth connection. An example of this class would be low voltage lighting. Class 3 does not need PAT, but the power supply may need testing.

The HSE guidance simply states that: you must maintain electrical equipment if it can cause danger, but the law does not say how you must do this, or how often. You should decide the level of maintenance needed according to the risk of an item becoming faulty. You should consider: the increased risk if the equipment isnt used correctly, isnt suitable for the job, or is used in a harsh environment; and if the item is not double insulatedIDNG236 (rev3) p1.

So, not very helpful on working out what you should do when really! Guidance is given on time scales, but the definitive time frame should be determined by your risk assessments. If in any doubt, the more frequent end of the guidance trim frame is the way to go!

Ensuring the safety of electrical equipment

As an employer there are things you can do to keep everyone safe:

User checks encourage employees to user check their equipment before use including the supply cable Formal visual inspections formally visually inspect equipment on initial purchase and regularly after that more details of when below. PAT tests arranged for all Class 1 equipment and any other equipment that is not double insulated, on a regular basis i.e. every 1 to 5 years more details below. (Dont forget this may include power leads for Class 2 equipment!) Have a system in place for recognising, removing and repairing/replacing faulty equipment that is easy to use and monitor Review your maintenance regime on an annual basis as part of your annual health and safety review to determine whether your system of testing is appropriate

There is no legal requirement to keep records of testing and results, but it is a good way of showing compliance should there ever be a problem. I certainly would recommend you think about it there are pro forma templates to help in your pack.

IDNG236 (rev3) gives recommended intervals for checking portable appliances, but this is not set in stone, obviously if something increases the risk: such as using equipment outside, in harsh conditions, or likely heavy usage, you would be wise to look at the more frequent end of the inspection recommendations, and if in any doubt, take the equipment out of service until it has been double checked. Any Class 1 equipment, cables, leads or plugs for extension or charging cables and hand held Class 2 equipment should always be checked by the user for obvious signs of damage prior to use.

User checks

If equipment needs a user check, this should be carried out prior to use, with the equipment unplugged. Things to look for include:

Any damage, fraying, cuts, scuffing, obvious botch repairs such as electrical tape around the middle of a cable this applies to both the lead and the plug Coloured wires, any exposed wire or tape covering the join between the cable and the plug, or the cable not being tightly gripped by the plug Any loose screws or other parts to the casing or external cover/s Any burn/scorch marks or signs of possible overheating Damage from storage, such as equipment being wet or dusty, or the potential that it may have been stored in wet conditions Any trapped cables caught under cabinets, boxes etc. or trapped in floor boxes housing electrical outlets

A tool box talk on user checks would be a great way of covering electrical safety as part of staff training or induction.

Visual inspections

Visual inspections are more in-depth than user checks and should be carried out by a suitably qualified and competent person as they require the possibility of removing the plug cover and some internal checks. The visual inspection checks need to be carried out by someone with basic electrical knowledge who has had appropriate training, they do not require a qualified electrician.

Portable Appliance Testing PAT

PAT testing needs to be carried out by a qualified and competent person. Many companies outsource this to local el electrical companies.

Combined inspection and testing

The Electricity at Work Regulations 1989 require that any electrical equipment that has the potential to cause injury is maintained in a safe condition. It doesnt however specify a frequency, which is not terribly useful if you are trying your best to be compliant and safe.

For your guidance:

a) All new items before use.b) Site equipment 6 months and at any repair.c) Commercial cleaning equipment 6 monthsd) Equipment in hotel rooms 12 months.e) Catering equipment 12 months.f) Office equipment 3 years.g) Letting properties 12months and at change of occupancy.

Testing shall be carried out a qualified and competent person.

Moveable appliances equipment and stationary appliances

If an appliance, such as a dishwasher, photocopier or compressor is hard wired in or could potentially be moved, but generally isnt, it would be tested under fixed appliance testing. This should be carried out, as a maximum, on a five yearly basis, by a qualified and competent electrician. If in doubt as to what category your equipment is, consult a qualified electrician.

Fixed wiring testing

This should be carried out, as a maximum, on a five yearly basis, by a qualified and competent electrician.The frequency of periodic inspection and testing shall be determined by:a) the type of installationb) its use and operationc) the frequency and quality of maintenanced) the external influences to which it is subjected

The table below gives guidance on the frequency of inspections.

Type of InstallationRoutine CheckMaximum period between inspections

Agricultural and Horticultural1 year3 years

Beauty Salons1 year5 years

Boating Marinas4 months1 year

Caravan Parks6 months1 year

Cinemas1 year1-3 years

Churches1 year5 years

Construction sites3 months3 months

DomesticN/Achange of occupancy/10 years

Education6 months

Emergency lightingdaily/monthly3 years

Fish Farms4 months1 year

Fire alarms

Hospitals1 year5 years

Hotels1 year5 years

Industrial premises1 year3 years

Launderettes1 month1 year

Leisure complexes4 months3 years

Letting propertieschange of occupancy/1year5 years

Offices1 year5 years

Petrol stations1 year1 year

Restaurants1 year5 years

Shops1 year5 years

Street lighting and Highwaysas convenient6 years

Swimming pools4 months1 year

Village Halls/Community Centres1 year5 years

Properties

Fixed wiring testing is recommended every five years or on change of occupancy, so whether renting a property or being the landlord, this needs to be considered. PAT is recommended at change of occupancy too. Periodic checks are needed thereafter.

Further Information

The HSE have loads of guidance notes on their website that are free to download and a lot pages on electrical safety that include further information and some case studies.

Electrical Test RegisterDate

EquipmentRef/Serial NumberExamination/Test CompletedSignature

Portable Appliance Testing RegisterAppliance DescriptionSerial Number

ITEMTESTPASS CONDITIONPASSFAIL

Mains leadVisual Inspection of mains lead.Two layers of insulation and BS colours.No damage.

Mains leadVisual Inspection of plug.Correctly connected.Cable clamp gripped to sheath.Correct fuse fitted.

Mains lead detachableVisual Inspection of panel male connector.BS type or equivalent.

Mains lead detachableAttempt to open socket without tool.Un-openable.

Mains lead detachableAttempt to pull cable from female Connector.No movement.

Grommet or clampVisual inspection of grommet.Cable insulation protected.

Grommet or clampSharp pull on cable.No appreciable movement.

Grommet or clampAttempt to rotate cable.No rotation.

Mains on/off switchVisual inspection of switch.Correct operation.No damage.

Conducting caseVisual Inspection.No damage

Conducting caseEarth bonding.Earth resistance not greater than 0.1 OHMS.

Conducting caseHigh voltage insulation set.Insulation resistance not less than 2 OHMS.

Insulating caseVisual inspection. No damage.Double insulation mark visible .

Insulating caseHigh voltage insulation set.Insulation resistance not less than 7 OHMS.

Accessible fuse holdersVisual inspection of switch.No damage.

Accessible fuse holdersRemoval of fuse carrier.Live parts (> 50 volts) cannot be touched.

This electrical appliance has been inspected and tested.Failed the tests outlined above and the appliance removed from service Passed the tests outlined above and returned to service

The recommended date of retest is:

Signed:Name:Date:

Emergency Procedures

Emergency Procedures need to be considered, planned for and hopefully never used

The obvious one, that everyone knows, is an evacuation for a fire drill but other emergencies need to be considered. These might include:

Floods Serious injuries or a fatality Explosions Fire Poisoning (though hopefully not from home cooking think gas escape or similar) Electrocution Chemical spills (could also be something like a hot oil spill)

As well as considering your evacuation procedures, invacuation drills are also well worth planning for if something happened just outside your workplace, how would you keep everyone safe? Its unlikely to be a disgruntled customer waving a complaint form, but you get the idea. Most businesses are pretty good at covering evacuation drills, as everyone thinks about fire drills and the like, but invacuation is often left of the list.Everyone needs training in emergency procedures desk top exercises are always good the what happens if discussions too. Its a worthwhile discussion on a quiet shift.If staff understand what they need to do, how to do it and are trained and competent then this will make a huge difference in an emergency. Regular practices are also key to success.Think through and document everything from calling the emergency services to emergency escape routes and everything in between, just like you would do in a fire situation. How could you account for everyone once you had got them to a place of safety?Dont forget members of the public and those who are vulnerable young people, those with disabilities (even a sprained ankle can give serious limitations), parents with children, the elderly and so on, make sure theyre safe and accounted for. Always work on the worst case scenario when planning. The fire at the main exit, the person with the sprained ankle holding everyone up on the stairs, the person who forgot to change their hearing aid battery not hearing your shouts, the unpredictable child or parent and so on.

Employee Safety Guidance Notes

Human behaviour is one of the biggest risks in a business. Think of all the times you were told not to do things as a child, and all the times you did, and you will see what I mean. Behaviour is not always predictable and you cannot plan accordingly.One of the best ways of keeping your employees safe is a rigorous system of information, instruction, training and supervision. Do not assume because it is obvious to you, it will be obvious to someone else. Inform, instruct, train and supervise, then document that you have done so and get each individual employee to sign to say that they have received and understood the training. Induction training, previously discussed, is a good starting point, but this should not be the only training your staff receive. If you have a regular staff meeting, put in a ten minute health and safety slot and document/sign off what you do. It might be a reminder about manual lifting, or time to read new CoSHH sheets or risk assessments, or time to discuss someones observations and plan on risk reduction as a team. The more you involve your staff in the health and safety culture of the business, the more they are likely to behave in a safe way because they understand the whys and wherefores, not just because theyve been told to.If you have vulnerable staff in the workplace, you need to make special considerations for them, and potentially write additional risk assessments to protect them. An expectant mother might need more breaks, or lighter duties: someone with a sprained ankle might need moving to the ground floor so they dont have to do the stairs on crutches: a young worker may need more training and supervision to be safe as they may lack the experience and expertise of others.If you have visitors, delivery drivers, temporary staff or members of the public coming into your workplace, you will need to consider how you keep them safe too, and document what you are doing about it.Two of the most neglected sectors of staff for health and safety are often cleaners and maintenance staff (or other out-of-hours workers) as they are often not around when staff are trained, or given key information.Anyone at other high risks, such as lone workers or those dealing with money need additional consideration to keep them safe.Again, consult the HSE website for additional help and guidance.

Employee Details FormSubject to Data Protection Procedures when completed

Employee Details

Start date

Title

Surname

Forename

Address

Postcode

Home phone number

Mobile phone number

Date of Birth

NI number

Bank/Building Society name

Bank/Building Society address

Branch name

Sort code

Account name

Account number

Emergency Contact

Emergency Contact - Name

Emergency Contact - Address

Emergency Contact - Phone numbers

Next of Kin Details

Name

Address

Telephone numbers

Relationship to Employee

Signed by Employee

Date

Signed by Company Manager

Print name

Date

Employee Qualification RecordsName of EmployeeTraining, Qualifications, Membership of Trade/Professional Bodies and any other relevant qualificationsDate of Qualification /Duration - if relevant

Lone Working Assessment

Lone Working Activities:

Details of Persons at Risk (affected by activity):

Any Vulnerable Persons Affected by Activity:

As part of this activity do employees have to work: (tick as appropriate)YesNo

On their own in the community

On their own visiting other employers premises

In isolation from others in their place of work

In isolation from others outdoors

On their own at home

If you have answered no to all of the above questions, this is not a lone working activity and you need not complete any more of the form

If you have answered yes to any of the above questions, have you reviewed the existing risk assessments for the activities carried out

Reviewed no additional risks to lone workers identified

No existing risk assessments for the work activities

If there are no existing risk assessments for the workplace activities to be reviewed these should be carried out before any work proceeds, or a specific risk assessment of the lone working activities should be completed

The following questionnaire provides guidance on the subject areas to be considered in an assessment of lone working activities

As part of the work activity will employees be classed as lone workers:(tick as appropriate)YesNo

All of the time

Most of the time

Some of the time

At certain times of the day or week

Does the frequency and duration of the work impact on employee safety Detail:

Is the work to be carried out: (tick as appropriate)YesNo

Of the type and nature of work normally carried out by an employee

A change in normal work activities

Does the type and nature of the work impact on employee safety Detail:

Is the work to be carried out away from the normal workplace: (tick as appropriate)YesNo

Will a daily itinerary be known by someone at the normal workplace

Is there a documented and communicated procedure for setting out the means of reporting in

What arrangements are in place for communication and raising the alarm in an emergency Detail:

Is the work likely to involve specific hazards associated with: (tick as appropriate)YesNo

Lifting or handling of heavy or awkward loads

Using machinery or hazardous equipment

Working at height

Working with live electricity

Working in, near or over water

Working with chemicals

If so, is the risk increased where persons are employed as lone workers Detail:

Additional Information to be considered in a Risk Assessment:(Notes, comments, further details, outline procedures, safe systems of work, method statements, standards, drawings, training, information, instruction and PPE required etc.)

Name of person completing this assessment:

Signature:Date:

Risk Assessment, Method Statements or other document references:

Information for ContractorsDepartment

Address

Telephone

The following risks to your employees have been identified as arising from your work activities. These risks together with the following information will be provided for your employees before they start work on the premises.Checks will be carried out to ensure that this information has been received.

RisksControl MeasuresRisk Assessment/Method Statement Reference Number

The following persons have specific responsibilities for emergencies

PersonResponsibilities

Qualifications/Skills RequiredHealth Surveillance Required

Information for Employees of

The above contains important information on the risks to your health and safety whilst working on our premises. Please sign below when you arrive on the premises and report to the Site Foreman for specific site induction

I confirm that myself /and all my employees have received a specific site briefing prior to commencing any work. This included: Emergency procedures First Aid provision Welfare provision Site specific risks, control measures, rules and regulations

I confirm that I/myself and all my employees have been made aware of any risks to my/our health and safety whilst working on the site and have been given information regarding the control measures in place as well as copies of relevant risk assessments, method statements and CoSHH sheets relevant to my/our work.

I confirm that I/myself and all my employees will ensure that I/we will comply with all site rules e.g. traffic management, permits to work, wearing of PPE etc. whilst on site and that I/we will inform the Site Foreman/key person identified of any breaches of Health and Safety including near miss incidents.

Name:Signature:Date:Fire Guidance Notes

The Regulatory Reform (Fire Safety) Order 2005 requires that a competent person undertakes a fire risk assessment and implements the findings of that assessment, the enforcing body is the fire and rescue authorities generally, not the HSE but enforcement powers are similar.Fire risk assessment is a similar process to risk assessments generally: Identify the fire hazards Identify the people at risk Evaluate the risk and identify the fire precautions that are required Record the findings, plan and train staff Review on a regular basisThings you need to consider include: Emergency routes and exits How fire is detected and the warning systems used Fire-fighting equipment How dangerous substances are stored or removed from the workplace The fire evacuation plan for the premises The needs of vulnerable people How information, instruction and training is provided to your employees and others on your premises Staff fire trainingIt is worth noting that if your workplace is shared or rented, the competent person is the landlord, freeholder or managing agent (unless stated specifically in the lease), so if in doubt ask for the information before you go to the effort and cost of sorting it out yourself. Any emergency arrangements also need to be shared with others and collaborated on if you are in a shared working environment.Your local fire service may provide you with some advice or guides on managing fire risk, but they wont do the fire risk assessment for you. We can help you with it, should you require it.Communities and Local Government have produced a set of guides to help you understand what you need to do to comply with fire safety law. They can be downloaded free from www.gov.uk.Your fire risk assessment, like other risk assessments should be reviewed at least annually, more often if there is an accident, incident or some other significant change to your working.Fire detection and warning systems need routine maintenance and checks and staff need to be trained in the use of the fire panel, if you have one. Your maintenance company should help you with this.Fire-fighting equipment needs to be properly installed, tested and maintained, with this all being documented. Your staff should also be trained in the use of fire-fighting equipment on the premises.

Fire drills should routinely be carried out and documented. How often depends on your workplace situation and the risks identified in your risk assessments. If in any doubt do them more often than the bare minimum required. More details will be in the guides from the Communities and Local Government.

Fire and Emergency Evacuation RecordEvacuation DetailsFire Marshall/Warden name(s):

Date of drill: Time of drill:Evacuation time:

Organiser:

Premises or area involved:

1. Alarm sounded promptlyY/NRoll call conducted at assembly point Y/N

All accounted for:Employees Y/NContractors Y/NVisitors Y/N

2. Alarm heard throughout the premisesY/N

3. Person chosen to sound the alarm at random understood the routineY/N

4. All staff understood the routine and acted effectivelyY/N

5. Further staff training or instruction requiredY/N

6. Random activation point chosen was:Y/N

7. Problems with evacuation (list below)Y/N

8. All employees and visitors accounted forY/NNumber of employees involved

9. Evacuation a result of a false alarmY/N

Positive outcomes of fire evacuationNegative outcomes of fire evacuationRemedial actions including time frame and person responsible

Person making this entry:Date:

Fire Procedures ReviewReview Date:ItemActionY/NRemedial actions (if required), time frame and person responsible

Fire DrillFire drill carried out at least 6 monthly or depending on government guidance

PEEPs practised, if required

Fire Alarm TestingFire alarm tested

Fire alarm tests weekly

Alternative call points used

Alarm heard throughout premises

Any faults identified

Fire DoorsAll fire doors identified with appropriate signage

All fire doors close effectively

All door seals (intumescent strips) intact

Emergency LightingEmergency lighting within premises

Illumination satisfactory

Emergency lighting tested

Means of EscapeAll means of escape identified by running person pictogram

All means of escape clear of obstructions

All escape routes free of differences in floor level

All push bars, self-closers and automatic devices checked

Smoke and Heat DetectorsSmoke and heat detectors fitted

Smoke and heat detectors inspected regularly

Fire Extinguishing EquipmentSufficient fire extinguishing equipment available

All fire equipment wall mounted

All wall mounted extinguishers at a height of 1m to top of extinguisher

Fire blankets readily accessible

All fire-fighting equipment regularly serviced

Fire TrainingAll employees received fire awareness and procedures training

Sufficient number of staff trained in safe use of fire-fighting equipment

Fire ProceduresSuitable and sufficient provision of fire and emergency action signs

Alarm zone display in facility

Member/s of staff on premises with sufficient knowledge of operation of the control panel

Documented Fire Policy for premises

Emergency Plan current and effective

ChangeAny changes to buildings, use of rooms, materials, substances, people using the building or other changes that would require a review of the Fire Risk Assessment

Name:Signed:Date:

First Aid

Under the Health and Safety (First Aid) Regulations 1981 an employer needs to make appropriate provision for employees that allows for an immediate medical response to (foreseeable) injuries in the work place. This includes: facilities where first aid can be given; suitable first aid kits (must be BS8599 compliant) and any other required equipment; and staff appropriately trained in first aid.First aid training no longer needs to be approved by the HSE but it does need to be adequate and appropriate for your particular workplace risks.Regulated qualifications, where first aiders are required, are generally accepted to be the one day Emergency First Aid at Work or equivalent, or the three day First Aid at Work or equivalent. Other levels of first aid training may be identified in a risk assessment.In terms of number of first aid kits required, there are a number of assessment tools online via a google search which will help you identify how many and what sizes are required for your business. Once installed, they need to be checked weekly to ensure they are adequately stocked. All should be BS8599 compliant and not contain anything extra like antiseptic creams or prescription medications.The number of first aiders for your business can be calculated in a similar way, but if in doubt always have more trained first aiders than less. If possible, always have more than one trained first aider you never know who it is who might be hurt and if its the only first aider that might be a serious problemIf you have several sites that are used for your business, then adequate provision needs to be made for each one.The Accident Book should easily accessible for use in the event of an accident but a blank accident report form is in the Accident Investigation section, should you need it. Do bear in mind the Data Protection Act when disclosing information or filing documents.

Health and Safety Executive Guidance Notes

The Health and Safety Executive (HSE) is the national independent watchdog for work-related health, safety and illness (www.gov.uk). Essentially they enforce health and safety law in the UK in the majority of workplaces. They generally do not enforce fire safety or environmental protection.Most employers have heard of the HSE Inspectors, who can come into your workplace to look at how you control the risks associated with work related issues specific to your business. This is not their only role they also are involved in reviewing current legislation and providing information and guidance to those in the workplace. hse.gov.uk as mentioned throughout this pack, is a fantastic source of information, approved codes of practice, guidance notes and best practice examples.If the HSE inspectors turn up at your workplace, the best advice is be courteous and helpful regardless. There is a fee for intervention (currently in excess of 120 per hour) and the inspectors have similar powers of entry, search and seizure as the police, so dont be difficult, or they will get really challenging (and expensive!).If they are unhappy about something in the workplace, and it is minor, they may just give you some informal advice on putting it right and then maybe pop back in the future to see what you have done.The inspectors can also issue enforcement notices, which fall into two categories: Improvement Notice for current or previous breaches of health and safety law where there is no risk of serious personal injury. It will come with a time scale to put things right (not less than 21 days) and clear details of what is to be done. It is normally served on the employer who must appeal within 21 days if they wish to dispute it.

Prohibition Notice issued when there is a serious risk of personal injury. The activity must be stopped until improvements are in place and the issues corrected. There is no timescale and the inspector does not need to see a breach of health and safety law to issue the notice. Again, it is normally served on the employer who must appeal within 21 days if they wish to dispute it.Any appeals are made to an employment tribunal and further information on the appeals process can be found online.Failure to comply with enforcement notices can result in fines or imprisonment in both the Magistrates and the Crown Court. It is not worth going up against the HSE and ignoring the enforcement notices!Corporate Manslaughter law has been tried and tested in the British Courts, and there are several company directors languishing at the Queens pleasure. Dont let the next one be you.

Health and Safety Law A Brief Outline

The Health and Safety at Work Act of 1974(HSWA) is the principle statute law for Health and Safety. It details what reasonable and practicable actions a business owner (and other duty holders) must take in order to keep employees and those associated with the business safe. This includes part time staff, casual staff and contractors, as well as delivery drivers and visitors (or non-employees) who may be on the premises or use business equipment.The Act does recognise that a reasonable balance must be reached in terms of time, money and effort to reduce risk in the workplace and that the risks must be reduced as far as is reasonably practicable.It is over 80 sections long and details all the duty holders and their duties.The Management of Health and Safety at Work Regulations 1999 (MHSWA), and the Approved Code of Practice (ACoP) which runs alongside it, detail as far as is reasonably practicable the duties of the employer. The key duty is to carry out suitable and sufficient risk assessments, but others include the arrangements for managing health and safety in the business, procedures to deal with imminent danger, health surveillance, how information, instruction, training and supervision is given to relevant parties and how they will co-operate and coordinate with those sharing the premises. Vulnerable groups such as new or expectant mothers and young workers are identified as needing a higher level of protection through appropriate use of risk assessments and employees duties are also outlined.Other key regulations involved (there are lots of others!) include:The Workplace (Health, Safety and Welfare) Regulations 1992 (Welfare Regs)These look at the working environment, its safety, facilities and housekeeping in the workplace.The Provision and Use of Work Equipment Regulations 1998 (PUWER)These ensure that machinery and equipment in the workplace is safe to use and users have adequate information, instruction, training and supervision to carry out their duties safely.The Manual Handling Operations Regulations 1992These require the employer to assess manual handling tasks and avoid manual handling as far as it is reasonably practicable, as well as to reduce injury risks, train staff in safe lifting if necessary, provide information on the loads such as the weight, and consider the physical suitability of staff, their clothing and footwear and the training they have received. The Health and Safety (Display Screen Equipment) Regulations 1992 (DSE Regs)These look at screen and workstation suitability and assessment and user training.The Personal Protective Equipment at Work Regulations 1992 (PPE Regs)These look at all the different types of equipment designed to protect against all risks to health and safety. It is worth noting that PPE should be a last resort to keep your employees safe, not the first thing you do, and that if PPE is needed it should be bespoke fitted to the user and provided free by the employer.This is not an exhaustive list! Just the big six sets of regulations that accompany the HSAW Act

Health and Safety Law Poster

The Health and Safety Law poster is published by the HSE and it is a legal requirement to display it in a prominent place in the workplace. It allows employees to understand how Health and Safety Law relates to them at work. The latest version, which has been required since 5 April 2014 has a hologram on it and was published on 6 April 2009. It is worth checking that you have the right one.There are wallet sized pocket cards that can be given to all workers if that is a more practicable solution but I would advise that the staff who are given it sign to say they have received it!The posters (it comes in several sizes) and the wallet cards can be purchased from the HSE if you need them. Purchase them, or download leaflets and cards for free, from hse.gov.uk/pubns/books/

Health and Safety Statement

It is recommended that you adapt this basic policy statement for your own businessHealth & Safety General Policy StatementIt is the policy of XXXX to comply with the terms of the Health and Safety at Work etc. Act 1974 and all subsequent legislation and to provide and maintain a healthy and safe working environment. The XXXX health and safety objective is to minimise the number of instances of occupational accidents and illnesses and ultimately achieve an accident-free workplace.All employees will be provided with such equipment training and supervision as necessary to implement the policy and achieve the stated objective. Full information will be given to each individual regardless of status.XXXX recognise and accept their duty to protect the health and safety of all visitors to the company, including contractors and temporary workers, as well as members of the public who might be affected by our operations.The management of XXXX recognise their responsibility for maintenance of any place of work under their control in a condition that is safe and without risks to health, and the provision and maintenance of proper means of access to and egress from the place of work, safe and maintained plant, equipment and people, and ensure the provision of safe storage, use, transport, and disposal of substances hazardous to health.Whilst the management of XXXX will do all that is within its power to ensure the health and safety of its employees and visitors to its premises, it is recognised that health and safety at work is the responsibility of each and every individual associated with the company. It is the duty of each employee to take responsibility to take reasonable care of their own and other peoples welfare and to report any situation, which may pose a threat to the well-being of themselves and any other person.The management of XXXX will provide every employee with the appropriate training necessary to carry out their tasks successfully. It is the responsibility of the worker to report to their supervisor or manager if they are uncertain how to perform tasks or if they feel that it is dangerous to do so. An effective health and safety programme requires continuous communication between workers at all levels and on all premises. Therefore it is the responsibility of workers to report immediately any situation or event that in their opinion will jeopardise the well-being of themselves or any other person.All injuries, however small, sustained by a person at work must be reported to a designated manager on site and to their immediate XXXX manager. Accident records are crucial to the effective monitoring and revision of the policy and therefore must be accurate and comprehensive.XXXX health and safety policy is constantly monitored and updated on an annual basis or where there are significant changes to process, policy, equipment or the working environment. The specific arrangements for the implementation of the policy are the responsibility of the managing director of XXXX and shall be brought to the attention of all personnel concerned with XXXX.Signed: _________________________________Name:XXXXDate: XXXXHealth Surveillance

Health surveillance is simply a formalised system of on-going health checks. In some industries these checks may be required by law and the checks needed will be identified in the risk assessments you write and the CoSHH sheets you compile.Basic health surveillance could simply be your employees checking themselves for signs and symptoms of ill health and reporting them to you this might include allergic reactions such as redness, itching or soreness from things like wearing nitrile or latex free gloves; some people find the powder in some of these gloves causes problems. Once identified, simple control measures can be put in place for example changing gloves to non-powdered ones.Risks to employees in the workplace that may require you to consider formal health surveillance, by occupational health staff, include: Noise Vibration Use of solvents, biological agents and other substances that are hazardous to health Dust Fumes Asbestos Lead working Use of compressed air Ionising radiation

Further information and guidance that is industry specific can be found on the HSE website.

Hygiene at Work

Personal hygiene at work is of key importance to prevent injury or illness to yourself and others. As an employer you need to set the standards and observe them yourself. This could be as simple as ensuring there is soap in the workplace toilets, or it may involve a more complex evaluation of facilities, housekeeping and staff training.Obviously, this crosses over into other areas of work related legislation: The Workplace (Health, Safety and Welfare) Regulations 1992 cover a wide range of these issues that apply to the majority of businesses. It is well worth looking at a risk assessment for hygiene and considering how your organisation would deal with issues such as norovirus, gastroenteritis and similar if you either had an employee suffering, or the workplace was a source of outbreak.Weils disease and Cattle LeptospirosisIf you are working near or on the water, outside in urban areas even if you are just picking up rubbish in a car park, on derelict building land, scrub/waste land, agricultural building or old factory units in which rats may be present or routinely transit through, you are at risk of contracting Weils disease through contact with rat droppings or urine. Cattle Leptospirosis, which is the cattle form of Weils disease, is contracted through contact with cattle urine. How might you catch it?The bacteria can get into your body through cuts and scratches and through the lining of the mouth, throat and eyes after contact with infected urine or contaminated water, such as in sewers, ditches, ponds and slow-flowing rivers. People working in dairy parlours are often in contact with cattle urine. Rat urine may also contaminate animal feed stuffs on farms.Rats are also present along the banks of slow flowing rivers, canals and reservoirs.When working in these locations take precautions and maintain a high standard of personal hygiene.How do you protect yourself? Get rid of rats. Dont touch them with unprotected hands. Wash cuts and grazes immediately with soap and running water and cover all cuts and broken skin with waterproof plasters before and during work. Wear protective clothing (PPE) Wash your hands after handling any animal, or any contaminated clothing or other materials and always before eating, drinking or smoking

Prevention is better than cure when working in any location where rats may have been present. You can help this by: Wearing protective clothing like gloves and overalls Following good basic hygiene including regular hand-washing and avoiding hand to mouth/eye contact Taking rest breaks, including meals and drinks, away from the work area Washing cuts and grazes immediately with soap and running water Cover all cuts, abrasions and other breaks in the skin with waterproof dressings and/or gloves If you become unwell after working in a location where rats are present consult your doctor If the doctor diagnoses Weils disease you must get your employer to report it to the HSE.Farmers LungFarmers Lung is caused by repeated or intense exposure to dust from mouldy hay, straw or grain. It can affect anyone who works with hay, straw or grain, even recreationally for example if you keep horses. It is most common amongst dairy farmers, with 5-10% of those exposed to the moulds developing a sensitivity to them. For those who develop the hypersensitivity pneumonitis the symptoms are similar to flu or pneumonia and can also include shortness of breath. Often, it is only when the symptoms are chronic that the affected person goes to the doctor, by which time the disease may already have caused serious damage. Farmers Lung cannot be cured, only controlled, with early diagnosis being key.

Further information can be found at breathingmatters.co.uk

Incident Reporting Forms

Both an accident report form and a near miss report form are found under Accident Reporting which is an earlier section of this pack. Further information on reporting an incident to the HSE is found in Accident, Illness and Dangerous Occurrences Reporting.

Liability Public and Employers Insurance

Employers are legally required to have liability insurance to insure against their employees injuries and illnesses. There are some very few exemptions but it is highly unlikely to be your business.

Public liability insurance covers you against claims made by members of the public who have suffered from injury or damage to their property in some way that is related to your business. A member of the public having a slip, trip or fall on your premises could potentially sue you for compensation and legal costs.

Put simply, get appropriate, comprehensive insurance, keep it up to date and display your insurances somewhere prominent in a public area of your workplace.

Local Exhaust Ventilation - LEV

Occupational asthma and other lung diseases affect many workers each year and these are often caused by dust, fumes and airborne contaminants breathed at work. Often employers are unaware that their staff are being over exposed or that their controls are not enough to adequately protect their team.Local exhaust ventilation (LEV) is an engineering control system to control dust, mist, fumes, vapours, gases or other airborne contaminants and often includes: Hood Ducting Air cleaner/arrestor Air mover often a fan DischargeLEV should not be the first control considered the whole control hierarchy should be considered, including: Elimination remove source of the problem Reduction reduce size of source, number of people exposed, time or duration of task Isolation isolate the sources of the problem Containment contain the source of the problemAs with all work equipment, LEV will come under the PUWER Regs and therefore should be adequate, fit for purpose and well maintained as a bare minimum and all staff should receive sufficient information, instruction and training on its use.Consultation with specialists should always be considered as the requirements to ensure LEV is adequate are complex and enclosure, airflow and usability all have to be considered.If used, LEV should be subject to daily, weekly and monthly checks and serviced generally, at least every 14 months although there are exceptions. Test labels should be displayed, and appropriate documentation kept.

Lone Working

You are considered to be lone working even if there are other non-work related people in the same place as you for example serving members of the public in a shop or visiting them at their home. Lone working is often safe but any associated health and safety risks need to be considered before making this judgement.The HSE have further information on lone working and further information on personal security for lone workers can be found from the Suzy Lamplugh Trust under personal safety. The Suzy Lamplugh Trust also has a directory of lone working devices including mobile apps that are a really great way of keeping your employees safe. Dont forget yourself either often you will be first in, last out. Any cleaners or maintenance staff or other out-of-hours workers are also especially vulnerable.If you have any lone working going on, even temporarily, as part of your business working practices, a lone working assessment should always be carried out for all involved, and a risk assessment should it be required.

Lone Working Assessment

Lone Working Activities:

Details of Persons at Risk (affected by activity):

Any Vulnerable Persons Affected by Activity:

As part of this activity do employees have to work: (tick as appropriate)YesNo

On their own in the community

On their own visiting other employers premises

In isolation from others in their place of work

In isolation from others outdoors

On their own at home

If you have answered no to all of the above questions, this is not a lone working activity and you need not complete any more of the form

If you have answered yes to any of the above questions, have you reviewed the existing risk assessments for the activities carried out

Reviewed no additional risks to lone workers identified

No existing risk assessments for the work activities

If there are no existing risk assessments for the workplace activities to be reviewed these should be carried out before any work proceeds, or a specific risk assessment of the lone working activities should be completed

The following questionnaire provides guidance on the subject areas to be considered in an assessment of lone working activities

As part of the work activity will employees be classed as lone workers:(tick as appropriate)YesNo

All of the time

Most of the time

Some of the time

At certain times of the day or week

Does the frequency and duration of the work impact on employee safety Detail:

Is the work to be carried out: (tick as appropriate)YesNo

Of the type and nature of work normally carried out by an employee

A change in normal work activities

Does the type and nature of the work impact on employee safety Detail:

Is the work to be carried out away from the normal workplace: (tick as appropriate)YesNo

Will a daily itinerary be known by someone at the normal workplace

Is there a documented and communicated procedure for setting out the means of reporting in

What arrangements are in place for communication and raising the alarm in an emergency Detail:

Is the work likely to involve specific hazards associated with: (tick as appropriate)YesNo

Lifting or handling of heavy or awkward loads

Using machinery or hazardous equipment

Working at height

Working with live electricity

Working in, near or over water

Working with chemicals

If so, is the risk increased where persons are employed as lone workers Detail:

Additional Information to be considered in a Risk Assessment:(Notes, comments, further details, outline procedures, safe systems of work, method statements, standards, drawings, training, information, instruction and PPE required etc.)

Name of person completing this assessment:

Signature:Date:

Risk Assessment, Method Statements or other document references:

Maintenance Reporting Forms

Equipment and Machinery Inspection and Maintenance

Asset Number:Item Description:Location:Date of Purchase:Class:Frequency of Inspection:Frequency of Test:Date of Disposal:

Manager and Worker Communication

A positive Health and Safety culture will only exist in your organisation (however large or small) if there is a clear commitment to it from the management and visible leadership. So, not only do you need it and agree it is important, you need to demonstrate its importance and walk your talk as the saying goes.

This will include:

Behaving safely yourself following the rules and regulations you set Being involved in the day to day management of health and safety clearing that walkway of rubbish, asking employees what they think needs improving, attending the health and safety meetings Taking an active part in safety tours and health and safety audits dont always delegate Promoting improvements to health and safety noticing when someone changes things for the better, introducing new safety ideas, listening to ideas from your employees Enforcing company health and safety rules making sure PPE is worn, that notices are current, that fire drills are carried out and improvements acted upon

So, how do I communicate effectively?

There are three key ways of communicating with your employees and others about health and safety at work.

Verbal Communication

This could be face to face in conversations, meetings, staff training sessions, by telephone you get the idea

Advantages: Its personal Its usually quite quick and direct You can check someones understanding as you talk You can get and give feedback as you go You can share ideas with the person you are talking to You can add additional information by using non-verbal communication, such as gestures and tone of voice

Disadvantages: There may be a language or hearing barrier The person you are talking to may not understand industry specific jargon (and lets face it H&S can be jargon and acronym heavy) There may be a problem with accents or dialects Background noise can mask what is being said Your message may not be as clear as you think The person you are talking to may miss or forget key information There is no proof or record of what was actually said If you are using auditory equipment, such as a PA, there might be poor transmission (think train stations)

Written Communication

This could be emails, letters, reports, memos, minutes of meetings, risk assessments and so on

Advantages: Theres a permanent record of what was written The record can be referred back to You can be careful to avoid jargon, acronyms and ambiguity Its easy to distribute the information to a large number of people

Disadvantages Its direct and impersonal Takes time to write Could be jargon and acronym heavy Might be ambiguous Could not be read by intended recipient/s There may be a language or comprehension barrier, or reader could be partially sighted Immediate feedback is unlikely Questions cannot easily be asked

Graphic Communication

A picture speaks a thousand words think about pictures, symbols and pictograms. How easy signs such as an L for learner driver and how hard are Ikea instructions?

Advantages: They are eye catching Visual They can be quick to interpret There is no language barrier Jargon free They convey a message to a wider audience

Disadvantages: They can only convey a simple message They can be expensive to purchase or produce People may not read them Pictograms or symbols may not be understood Recipient cannot give immediate feedback Recipient cannot ask any questions Recipient may have impaired vision

As you can probably already tell, there are pluses and minuses for them all, and a combination of two methods would be ideal in conveying key information. Meeting followed by minutes, anyone?

So how do I shout it from the roof tops?

Noticeboards Dont forget your Health and Safety Law poster its a legal requirement and must be up to date and where employees can read it. (If that is not practicable there are card pocket versions available) Ensure your noticeboards are located in areas used by everyone and make sure that the information is eye-catching, up to date and relevant.

Training DVDs These need to be interesting, relevant and up to date. Need I say more?

Toolbox talks Short safety briefings that are carried out routinely, for example, ten minutes at the start of a weekly staff meeting. They need to be relevant and interesting. This is a great way of updating staff on practical safety such as manual handling or workstation set up.

Memos and emails Best for specific issues and updates

Employee handbooks Often given at induction and signed for, but do ensure it is relevant, up to date and even slightly interesting to read. This should include copies of the health and safety information that is relevant to the employee policy, emergency procedures, risk assessments etc.

Why should I bother?

The Law states that as an employer you must consult with your employees so that you can work together to maintain workplace health and safety. This can be found in the Health and Safety at Work Act 1974 Section 2(3)-2(7)

In a workplace where trade unions are recognised then The Safety Representatives and Safety Committees Regulations 1977 apply. If trade unions are not represented, or the employee/s are not members of a trade union then the Health and Safety (Consultation with Employees) Regulations 1996 (as amended) apply.

If you have satisfactory existing arrangements for consultation in place, there is no need to change them immediately, however regular review is recommended to ensure the arrangements continue to be satisfactory.

You dont need to tell your employees about everything, but it would be a wise employer who covers aspects such as:

Any new measures that affect the health and safety of employees Who the appointed safety advisors, union safety reps or specialists are Any plans for health and safety training Any new technology coming into the workplace that will affect health and safety

Representatives and Committees

As an employer you must consult with Safety Representatives, whether Union Safety Representatives, or their non-union equivalents who are Representatives of Employee Safet