DATA LABEL: INTERNAL
Policy:
School - Safety Arrangements
Author:
Service:
Donna Adam/Lorraine Fox
Strategic Resource Manager/ Health & Safety
Adviser
Last Updated:
April 2015
SAFETY ARRANGEMENTS BOOKLET
Education Services
(INSERT NAME OF SCHOOL/ AREA )
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CONTENTS
Part 1
Health and Safety Statement
Part 2
Safety Arrangements
Part 3
Health and Safety Responsibilities Chart
Part 4
List of Documents
Appendix 1 Summary
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PART 1
HEALTH & SAFETY STATEMENT
In conjunction with the West Lothian Council’s Health and Safety Policy Statement and Education
Services Supplementary Policy we recognise our responsibilities under the Health and Safety at Work Act
1974 to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees and
others who may be affected by what we do.
This document sets out the arrangements to secure the health, safety and welfare of everyone involved in
the Service’s activities and to ensure that equal care is taken of the public who visit our premises.
Educational Services will:
 Comply with Health and Safety legislation.
 Monitor activities in relation to health and safety.
 Provide necessary training and instruction for employees.
 Require contractors undertaking work for the service area to apply appropriate standards of
health and safety.
 Aim to make improvements in safety management.
 Ensure staff are aware of their obligations and duties relating to health and safety.
 Monitor the effectiveness of its health and safety arrangements in consultation with appointed
Trade Union Representatives and/or Representatives of Employee Safety.
 Encourage staff to set high standards of safety by personal example in order that employees gain
an attitude of mind which accepts good health and safety practice as normal.
It is equally a duty for employees to be responsible for the health and safety of themselves and others
who may be affected by what they do. Individuals are required to comply with any rules or requirements
made under these arrangements
Signed: James Cameron, Head of Service – Schools (with Education Support)
Date: April 2015
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PART 2
This document sets out the arrangements to secure the health, safety and welfare of all those who may
be affected by the activities carried out within Education Services.
1.
POLICY
A copy of the West Lothian Council Health and Safety Policy and Education ‘Supplementary’ Policy
Statement is available on the Council’s MyToolkit site and on Edweb respectively. A summary of the
Education Services Policy Statement is attached to this booklet - Appendix 1. Copies will be made
available within the Health and Safety Manual located within the school.
2.
SAFETY CULTURE
The Head of Service and Head Teachers will ensure that ‘Health and Safety’ is at the forefront of the
Service Delivery. This will be achieved by:
Communication - ‘two way’ with employees, via team meetings, meeting minutes circulated/displayed on
notice board. The Head of Service and Head Teachers also are an ‘open door’ policy and employees are
encouraged to raise issues or concerns as they arise. Parent Councils, parents, carers and others will be
advised of health and safety arrangements as appropriate.
All areas of Education will be represented at the Education Services, Health and Safety Committee which
meets on a quarterly basis. This is a valuable tool in the ‘two way’ communication process. Minutes of the
committee will be forwarded to Head Teachers who will make them available to members of staff.
Training - both induction and ongoing as relevant to the job/person. Training needs are identified by way
of a variety of means including:
 Identification of training needs for all posts. Training Needs Analysis will match skills required
within posts with the required training course.
 At individual staff review meetings.
 By Head Teachers/ Line Managers/Area BSMs.
 Records to be held for all staff.
Consultation – with employees is required in terms of the Health and Safety (Consultation with Employee)
Regulations 1996 and is achieved within the ‘communication process’ see above.
3.
PLANNING
The Senior Management Team will identify health and safety objectives for the year ahead in their health
and safety plan. The objectives will be developed by consultation with staff and the corporate Health and
Safety Unit. Education Services will have plan which details time-bound actions to be taken.
4.
MONITORING
The effectiveness of the Management of Safety will be monitored to ensure it is effective and relevant.
This will be carried out by the supervision of the business operations by the Head Teacher/Area Business
Support Manager and in addition audits by the corporate Health and Safety Unit.
Accidents, incidents and near misses will be reviewed and investigated by Head Teachers or nominated
officer within the establishment and where necessary by the corporate Health and Safety Unit. Where
appropriate Head Teachers should feedback information to the person involved regarding any
investigation outcomes.
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Risk assessment/controls are amended as necessary by Head Teachers or nominated employees within
the establishment. The revised controls are communicated to employees in addition to being stored in the
Risk Assessment Manual.
5.
RISK MANAGEMENT
Education Services involves a range of tasks including classroom based, office in addition to a range of
others including sports events, excursions etc. Risk Assessments have been carried out and nominated
persons within the school update these as necessary. All risk assessments are held in the manual noted
above.
Assessments are reviewed at least on an annual basis or where appropriate e.g. following an
accident/incident/near miss. The persons responsible for assessment and review are noted above.
The ‘master’ copy is held in the Head Teacher’s or School Office.
You should read these assessments and make sure you know the control measures you need to
follow to help ensure your safety at work. If you don’t understand or disagree with the
assessments/controls you should raise this with your Head Teacher.
6.
FIRE SAFETY AWARENESS & PROCEDURES
West Lothian Council Fire Safety Awareness and Procedures document can be downloaded from My
Toolkit (http://www.mytoolkit.net/) This outlines what is necessary in order to fulfil responsibilities under
current fire safety legislation. Each building has had an assessment of the fire precaution provisions to
ensure that suitable arrangements are in place.
Arrangements include:

Ensuring procedures for the safe evacuation of all employees and visitors to the designated
assembly point in each buildings. Personal evacuation plans will be created where identified as
necessary. Training will be provided for all staff identified as having to use the evacuation
equipment provided (e.g. Evac chairs).

Fire Extinguishers – are available throughout the school and safety signs displayed to inform on
type, use etc. Staff in ‘low fire risk’ premises/occupations such as schools are not routinely
trained in use of fire extinguishers and the appliance should only be used as a last resort to help
you to exit the premises in the event of emergency.

An authorised/competent person tests extinguishers on an annual basis arranged by Property
Services/PPP Contractor. Where an extinguisher has been used/tampered with/or a defect noted
this must be reported to Property Services/PPP Contractor who will notify the authorised
contractors to uplift and rectify as appropriate. A maintenance log records the inspection/test.

Appropriate safety signs are displayed throughout the school and include emergency exit routes,
emergency action notices i.e. action to take in event of emergency and the location of the
assembly point.

Fire Risk - Arrangements are in place to control fire risk. Where flammable substances are used,
you must ensure that they are used in accordance with the suppliers guidance ie stored in
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appropriate sealed and labelled containers. Re-capped and returned to the designated storage
after use.

All ‘empty’ containers are to be disposed of in accordance with specific ‘duty of care’
requirements.
Regular fire drills are carried out and detailed records of drills are made and where appropriate reminders
issued regarding closure of doors etc. Weekly testing of the alarm is carried out.
Strict adherence to the Councils Tobacco Policy is mandatory i.e. the entire building is a ‘NO SMOKING’
area.
7.
SUSPICIOUS PACKAGES AND LETTERS
Staff involved in receipt and sorting of mail must be aware of the guidance in respect of action to take
regarding ‘suspicious’ mail. This guidance is available on My Toolkit.
8.
ACCIDENTS/INCIDENTS/NEAR MISSES AND OCCUPATIONAL
DISEASES
All incidents including all accidents, violent incidents and near misses, must be reported in accordance
with the agreed Council procedures.
Incident Books are available in the school office. Full and detailed information must be given. Head
teachers will investigate all incidents and provide feedback to relevant staff and where necessary
incidents will be investigated by Health and safety. Recommendations should be made on the form to
prevent recurrence of similar incidents.
The employee concerned is responsible for giving full and detailed information and will sign the form at
Section 8 and the Head Teacher will complete other sections as appropriate.
Forms are forwarded to the corporate Health and Safety Unit based in the Civic Centre, Livingston.
Full information on what is an accident, violent incident, near miss and occupational disease can be found
in the Incident Reporting Guidance for Education.
9.
FIRST AID
First aid needs assessments have been carried out and first aiders and appointed persons are available
within the school.
Lists identifying first aiders are displayed on the H&S notice board in the staffroom and within the school
and these lists are updated as necessary by the Headteacher. First aid equipment is available in
accordance with the first aid needs assessment.
The main 'kit’ is available in the (ADD LOCATION) and ‘Travel First Aid Kits’ are provided in Council
vehicles and for staff who travel away to carry out site visits e.g. trips. Employees must request ‘top up’ of
materials as appropriate.
10.
TOBACCO POLICY
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Strict adherence to the Council’s Policy is expected of all employees. All ‘Council’ premises and vehicles
are designated ‘No Smoking’. By controlling exposure to tobacco smoke the Council are reducing the
likelihood of effects of passive smoking to non-smokers and in addition reducing fire risk. Where an
employee fails to comply they are likely to be dealt with under the Council’s Disciplinary Procedure. A
copy of the Tobacco Policy is available on My Toolkit.
11.
ALCOHOL/DRUGS
All employees must report for work in a ‘fit condition’ and not under the influence of alcohol and/or drugs.
Such substances constitute a health hazard for the employee and others who could be affected by what
that person does or does not do. All employees must remember that substances remain in their systems
for some considerable time and can have effects the day following consumption. Effects can have
serious consequences in particular where vehicles, plant and equipment are used. Where employees are
found to be under the influences they will be subject to disciplinary process. A copy of the Council’s
guidance is available on the My Toolkit
12.
WORK EQUIPMENT (INCLUDING ELECTRICAL)
A range of work equipment is used throughout the offices and schools including display screen,
photocopiers, shredders, guillotines, access equipment, lifting equipment etc.
Each piece of equipment (or groups of the same types of equipment) will be risk assessed and the
findings recorded on the Work Equipment Checklists. All equipment should be visually inspected before
use and concerns about equipment suitability, condition etc must be communicated to the Line Manager.
Certain equipment may require specific operator training prior to use e.g. electrically operated power
tools, access equipment over 3 treads high etc.
All equipment will comply with the PUWER Regulations (Provision and Use of Work Equipment) and
tested on an annual basis.
Equipment users/operators will be trained as appropriate in its use and where necessary refresher
training will be given.
Access equipment for work at height
Where equipment such as ladders and stepladders is provided, the equipment must be listed on a
register and a programme of inspection (at least annually).
All equipment must comply with the Council’s ‘Work at Height ‘ procedures, and persons using the
equipment must be ‘competent ‘and trained in it’s use..
THE FOLLOWING PARAGRAPHS SHOULD BE DELETED AS APPROPRIATE FOR EACH PREMISE:
Wheelchair lifts/ Hoist
This equipment is installed in some premises and is maintained under contract as specified by Property
Services. Nominated persons are trained in safe operation of the equipment.
Lift
Where a premise has a lift installed; it will be inspected, tested and maintained in accordance with
insurance and other legislation. A procedure is in place in the buildings to ensure the lifts are not used
during emergency evacuation situations.
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EMPLOYEES MUST NOT USE ANY EQUIPMENT WHERE YOU ARE CONCERNED
AS TO ITS SAFETY.
FAULTY EQUIPMENT MUST BE ‘QUARANTINED’ AND/OR OTHER MEASURES TAKEN TO
PREVENT ITS USE UNTIL IT IS REPAIRED OR REPLACED.
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13.
HAZARDOUS SUBSTANCES
Office and school based tasks do not as a rule involve significant risk arising from exposure to hazardous
substances. You should however be aware that such substances would be stored in eg Cleaners
cupboards and science department storerooms. These agents are not to be used by persons who are
not authorised or trained to use them ie only cleaning or science department staff.
Bacterial and viral infection risks are also assessed and guidance is given in the ‘Infection Control Policy
Guidance’ on My Toolkit
Staff are not permitted to bring in hazardous substances from home.
You should remain vigilant for substances which may present hazards to health and any concerns
you may have must be notified to your Head Teacher immediately, not BSM.
14.
INFECTION – BACTERIA, VIRUSES
The basic rules of hygiene apply – ie strict adherence to personal hygiene, in school and during
excursions in brief – hand washing before eating and after visiting WC. This is particularly important
where visits to animal petting centres, zoos etc are undertaken. In addition all employees must adopt
‘good housekeeping’ practices at work. All waste products must be disposed of safely and promptly.
There is little/no perceived risk arising from ‘needle stick injury’ for school based employees. All staff
should however remain vigilant and report to their Head Teacher concerns arising in respect of this.
A copy of the Infection Control Policy Guidance can be found on My Toolkit.
15.
WORKPLACE FACILITIES
All items must be stored safely in designated areas – not in the floor around or beneath desks. Welfare
facilities (toilets, working facilities, staff room) are provided and are kept clean and in good order. It is
also your responsibility to ensure you use them appropriately. If you notice any defects in respect of the
facilities you should report this to your line manager.
16.
ELECTRICITY
All portable electrical equipment is checked annually by an authorised electrician. This is coordinated by
Property Services. This will ensure it is ‘safe’ to use. The findings are recorded and held on an inventory
of equipment. Where equipment is found to be unsafe it is labelled ‘do not use’ and either repaired or
replaced. As with other equipment or workplace if you identify a defect or have a concern you must
report this to your Head Teacher who will take appropriate action e.g. request test/repair or replacement.
No unauthorised portable electrical equipment should be brought in without permission of the Head
Teacher. Where authorisation is permitted the equipment should be under guarantee or PAT tested
before use.
17.
LONE WORKING
Where staff are ‘working alone’ e.g. early mornings, evenings, lunch breaks weekend etc adequate
arrangements must be in place to ensure safety. This includes cleaning staff and arrangements must be
in place to ensure all emergency exits are unlocked and accessible whilst persons are in the school. The
risks and controls are documented in the risk assessment and include:


tell other person where you are and when you will return
persons who have health problems should not work alone
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e.g. where they have a condition, which may leave them ‘at risk’ while lone working
such as - diabetes/epilepsy which is at that time unstable/not predictable (or similar).
If you think you my have a condition which would leave you ‘at risk’ while working alone you are
advised to consult your GP.


Ensure you secure entry when you are in the office/premises to prevent unauthorised access.
ensure you have access to
a) a means of communication – phone
b) Access to emergency exits
The Head Teacher is responsible for carrying out and communicating safe working procedure for Lone
Workers.
18.
MANUAL HANDLING
A range of manual handling tasks is carried out and these have also been assessed And findings
recorded in Manual Handling Risk Assessments. Copies are available in the assessment manual.
Identified employees are trained in manual handling techniques.
Where storage of items is at ‘high level’ appropriate access equipment must be used and assistance
must be requested from colleagues when necessary.
Pregnant and nursing mothers will be reminded not to attempt to lift/move loads, which may present risks
to them and must never overreach/stretch to retrieve items such as boxed files etc.
If you are aware of any health ‘problems’ which may affect your ability to handle (lift, carry push, pull etc)
items you must inform the Head Teacher who will make the necessary arrangements to prevent
aggravation or worsening of your condition.
19.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
PPE must be used as required by staff and pupils. PPE assessments and risk assessments will identify
where it is required e.g. science, CDT and music. It is the wearers responsbility to ensure the equipment
is used correctly and looked after. You must also report equipment defect or request replacement as
appropriate. All assessments will be reviewed/revised as necessary by PT(C)/ Business Support
Managers. Training will be provided on how to use the PPE correctly.
20.
DISPLAY SCREEN EQUIPMENT (DSE)
Where staff use DSE an on line training and assessment package will be completed by the user
(Cardinus).. This will require the user and the designated person to complete an assessment that covers
all areas of safe use of equipment and safe workstations. The training and assessment will be completed
on an annual basis.
Eye test costs are paid by WLC and a monetary sum is available to cover the costs of ‘basic’ spectacles
that are required for DSE use (see the guidance document on My Toolkit for specific conditions).
21.
VIOLENCE/AGGRESSION AT WORK
Whether physical or verbal assault or threats, employees must report all instances on Educations Violent
Incident Report form available on Edweb..
Where there is a risk is identified ie where frontline staff are dealing with members of the public who may
be aggressive, specific customer care ‘avoiding confrontation training’ will be available.
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Head Teachers, not the BSM, will arrange to carry out an investigation of violent incidents and take
action as appropriate to ensure your safety at work. The outcome of the investigation will be relayed back
to the member of staff concerned.
22.
CONTRACTORS
When contractors visit School Premises to carry out works they must ensure they comply with the safety
rules. This can only be achieved through good communication of ‘what’s expected’.
Contractors visiting the school must report to Reception and ‘sign in and out’ in the visitor’s book. The
Asbestos register must also be available for inspection.
Contractors must ensure they carry out their works with due regard for the safety of ‘other persons’. If you
have any concerns in respect of the interface with Contractors you must report this via your Head
Teacher.
Where works are to be undertaken in areas where or adjacent to ‘asbestos’ the detailed
Asbestos procedure must be strictly adhered to.
23.
VEHICLE/DRIVING SAFETY
Where your job requires you to drive Council vehicles e.g. mini bus, or private vehicle for work use, you
should ensure you follow road safety rules in addition to:





Suitable vehicles
Driver posture
Driver health and eyesight
Manual handling of loads/in out of the vehicles
Mobile phone use. Mobiles, whether hand held or hands free can be distraction for drivers. If you are
required to use a mobile at work you should find a safe place to pull over and park to make/receive
calls. Employees must comply with West Lothian Councils Mobile phone policy which can be found
on My Toolkit.
Seat belt wearing for staff and pupils alike is mandatory.
You must also ensure you drive with due regard for speed limitations and other traffic management rules
in the office car park. Particular care must be taken during adverse weather conditions. Be aware of the
risks arising from pedestrian/vehicle interface.
24.
NOISE AT WORK
The legal standards required by The Control of Noise at Work regulations will be the minimum
requirements we will work to. The risk from workplace noise exposure will be assessed and measures put
in place to ensure that exposure limits set out in the regulations are not exceeded. Action will be taken to
reduce noise exposure and where practicable other controls other than Personal Protective Equipment
will be used. Where there is an identified risk to health, health surveillance will be carried out.
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PART 3
HEALTH & SAFETY RESPONSIBILITY CHART – EDUCATION SERVICES
DEPUTE CHIEF EXECUTIVE/ HEAD
OF SERVICE


Overall responsibility for health & safety for
Education Services.
The Head of Service will be supported by the
Education Services SMT to carry out their
responsibilities:
 Senior Education Development Manager
 Strategic Resource Manager
 Strategic Customer & Information Manager

HEAD TEACHERS/SERVICE
MANAGERS




AREA BUSINESS SUPPORT
MANAGERS/ OTHER NOMINATED
OFFICERS / SERVICE HEALTH AND
SAFETY OFFICER
CORPORATE HEALTH AND
SAFETY UNIT

Provision of advice and guidance to Head
Teachers/Line Managers/employees in
relation to health and safety/ completion of
Risk Assessments .

Provision of advice and guidance to Head
Teachers/Area BSMs.
Provision of training (as required).
Liaison with the Health and Safety
Executive (HSE) in relation to reportable
accidents.
Investigation of accidents/incidents (where
necessary).





ALL EMPLOYEES
Responsible for the implementation of the
health & safety policy in their
establishment.
Complying with all relevant statutory
requirements.
Day to day management of health and
safety with their establishment.
Establishing a health and safety committee
for their premises.
Ensuring that the senior management team
within the premises promote a safety
culture.

Responsible for their own safety – follow
safety ‘rules’.
Other persons who may be affected by
what they do or don’t do.
Report accidents incidents or near misses
to their Line Manager.
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

Report defects/concerns to their Line
Manager.
Wear PPE as issued.
PART 4
LIST OF DOCUMENTS AND WHERE TO ACCESS THEM
1.
Health & Safety Manual – Copy Available In The School Office or with
the Strategic Resource Manager (Civic Centre).
CONTENTS
01.
MANAGEMENT OF HEALTH & SAFETY AT WORK
02.
WEST LOTHIAN COUNCIL, HEALTH & SAFETY POLICY
– Copy also available on the My Toolkit (http://www.mytoolkit.net/)
03.
EDUCATION & CULTURAL SERVICES, SUPPLEMENTARY
HEALTH & SAFETY POLICY STATEMENT
- Copy also available on Edweb
04.
SCHOOL SAFETY ARRANGEMENTS BOOKLET -Copy also available on the Edweb
05.
HEALTH & SAFETY INDUCTION PRESENTATION FOR NEW EMPLOYEES
06.
FIRST AID GUIDANCE
07.
INCIDENT REPORTING PROCEDURES
08.
PERSONAL SAFETY AT WORK POLICY & PROCEDURES – Copy also available on the My Toolkit
09.
SUBSTANCE MISUSE POLICY– Copy also available on the My Toolkit
10.
NEW & EXPECTANT MOTHERS GUIDANCE
11.
MANAGING STRESS AT WORK POLICY – Copy also available on the My Toolkit
12.
TOBACCO POLICY – Copy also available on the My Toolkit
13.
CONTROL OF ASBESTOS IN THE WORKPLACE GUIDANCE – Copy also available on the My
Toolkit
14.
DEALING WITH A SUSPICIOUS PACKAGE/BOMB THREAT – GUIDANCE NOTE
11.1 PROCEDURE FOR HANDLING HOAX, CONTAMINATED OR SUSPICIOUS POST
– Copy also available on the Intranet
15.
USE OF MOBILE TELEPHONES GUIDANCE - Copy also available on the My Toolkit
16.
SCHOOL EXCURSIONS POLICY & PROCEDURES
17.
PROCEDURE FOR CONTROLLING ACCESS TO SCHOOLS – Copy also available on EdWeb
18.
CATERING AT ONE OFF EVENTS GUIDANCE
2.
Risk Assessment Manual - Copy Available In The School Office or with
the Strategic Resource Manager (Civic Centre).
CONTENTS
01.
RISK ASSESSMENT OVERVIEW
02.
GENERIC RISK ASSESSMENTS – Copy also available on Edweb
02.1. Secondary Only - Subject Specific – Risk Assessments – Separate Manuals issued
03.
FIRE RISK ASSESSMENTS – Copy of FRA held in Property Maintenance Log Book
04.
DISPLAY SCREEN EQUIPMENT (DSE)
05.
WORK EQUIPMENT REGULATIONS GUIDANCE
MANUAL HANDLING
UPPER LIMB DISORDERS
COSHH
PPE
LOLER
SAFETY WITH LADDERS
NOISE AT WORK
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06.
07.
08.
RISK REGISTER
POLICY GUIDELINES FOR STAFF SUPPORTINGH CHOLDREN WITH PERSONAL CARE
NEED
WORK AT HEIGHT PROCEDURES
APPENDIX 1
SUMMARY OF EDUCATION SERVICES HEALTH & SAFETY POLICY
The Education Services Senior Management Team will, so far as reasonably practicable, ensure the
health, safety and welfare of its employees when at work.
All Education Services employees must take reasonable care of themselves and any one they may affect
by what they do or do not do.

The Head of Service has overall responsibility for the effective implementation of the Education
Services Policy and for ensuring that a Health and Safety Plan is produced outlining the
objectives and timescales.

Head Teachers/Service Managers are responsible for implementing this policy in their area(s) of
control and complying with all relevant statutory requirements. They will also assist in preparing
the Health and Safety Plan and review it annually as well as developing and implementing a
health and safety risk management strategy.

Head Teachers/Service Managers are responsible for implementing this policy in their areas of
control and ensuring that the Health and Safety Plan’s objectives and timescales are met.

The corporate Health and Safety Unit provides advice, guidance and assistance to managers and
employees of Education Services.

You will receive a copy of or be made aware where you can access the Safety Arrangements
Booklet for your area. It will detail the safety arrangements at your workplace and who is
responsible for its implementation.

The policy will be monitored to establish its effectiveness through analysing reported incidents
and inspections.

Emergency procedures will be established for situations which present serious and imminent
danger.

The provision and maintenance of plant will comply with legislative requirements.

The use and handling of articles and substances will be assessed to avoid or minimise risk of
injury. Storage will be in accordance with legislation.

The of use of display screen equipment and stations will be assessed to minimise the risk of
injury.
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
Employees will receive appropriate information, training and supervision.

All workplaces and establishments will be assessed to ensure they comply with legal standards.

Employees will be provided with appropriate personal protective equipment as necessary.

All incidents and near misses must be reported to your line manager. Investigations will be
undertaken as necessary by the corporate Health and Safety Unit.

Employees will be informed of First Aid provisions.

Arrangements to vet and monitor contractor competency will be implemented.

Consultation will take place between management and safety representatives on health and
safety matters.

All revisions/amendments of the policy will be brought to your attention.

Employees who have safety complaints should refer them to their line manager.
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