BUILDING HANDBOOK
for Maintained Schools
To be reviewed:
Issue 1 – July 2015
Contents
Introduction
1
North Lincolnshire Council Services
2
The Asset Management Plan
3
Division of Responsibilities
4
Your Legal Duties
5
Community Use
6
Prioritising Work
7
Managing a Project
8
Health and Safety
9
Security
10 School Emergency Management Plan
11 Asbestos
12 Disability and Access
13 Energy Management
Appendices
Appendix A:
Appendix B:
Appendix C:
Appendix D:
Appendix E:
Appendix F:
Appendix G:
Appendix H:
Appendix I:
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Contact List
Building Maintenance Management
(Property Services)
Building Project Management and Design
Self Help Guidance
NLC Safety Solutions – template for a
school Health and Safety Policy
Security Survey
Example Service Task Sheets
Construction & Design Management (CDM)
regulations
NLC Risk Assessment (Template)
Introduction
The North Lincolnshire Council School Building Handbook (SBH) has been developed to
provide staff in maintained schools with a point of reference to assist them in carrying out
their duties as premises managers. It has been created for schools which the Local
Authority (LA) has responsibility for repairing and maintaining (although the responsibility
is often delegated or shared with the school or governors).
The handbook has been devised by a multidisciplinary team of professionals from North
Lincolnshire Council. It brings together both legal and practical advice to ensure schools
are providing a safe building environment for staff, visitors and pupils. It should be read in
conjunction with both existing LA and school policies.
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1
North Lincolnshire Council Services
Access (Capital & Buildings) Team
The Access (Capital & Buildings) Team focus on the strategic development of school
buildings. We provide advice to premises managers and act as the first point of contact in
the People Directorate for building and site related issues.
Our central responsibilities include:
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•
•
•
production and review of the asset management data
strategic review and development of the school buildings estate
bids for capital funding
delivery of the approved capital building programme
Our responsibilities to schools include guidance and support on:
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•
•
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Devolved Formula Capital grant (DFC)
Asset Management and related building development issues
access and inclusion
supply of school places
The planning and delivery of a building project is complex and can be hazardous. The Self
Help guidance notes detail the procedure schools need to undertake when carrying out
alterations and improvements to school buildings. The Access (Capital and Buildings)
Team will assist you with your understanding and delivery of these requirements and your
statutory duties.
Health and Safety (Safety Solutions)
North Lincolnshire Council retains overall responsibility for health and safety, where it is
the employer. However, schools have a responsibility to manage health and safety and
this is delegated within the Local Management of Schools and Fair Funding. In Voluntary
aided, Foundation and Academy Schools, this overall responsibility lies with the Governing
Bodies and management boards as the employer.
Safety Solutions has an outstanding record of first class delivery, providing competent
health and safety advice to help schools comply with legislation, promote a positive health
and safety culture and create a safe environment for employees, pupils and visitors.
As part of this service we offer:•
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Health and safety advice and support
Carry out audits, inspections and accident investigations
Support with carrying out suitable and sufficient risk assessments
Liaison with the HSE, fire service and other enforcement agencies
General advice and support with matters relating to work carried out by contractors
Fire risk assessment review
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•
•
Slip and trip assessments
Noise assessments
Further information can be found in the services to schools brochure or by contacting
Safety Solutions.
Asset Management and Construction (Property Services)
The Asset Management and Construction (Property Services) team design, procure,
construct and manage operational property holdings. Offering a professional 24-hour, 365
day guaranteed call out service.
As part of this service we offer:•
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Service contract management, i.e arranging water hygiene, boiler servicing and
electrical testing
Asbestos management
Client liaison
Use of consultant and contractor framework
Building maintenance and development
Management of the ‘self-help’ process
Professional property design and project management consultancy service
Advice relating to the condition of a building, ie condition surveys and lifecycle
maintenance requirements
We offer advice and guidance to schools on all property related matters in terms of both
maintenance and future capital investment. Further information can be found in the
services to schools brochure or by contacting property services.
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2
The Asset Management Plan
What is an Asset Management Plan?
An Asset Management Plan (AMP) is a record of the type, number and fitness for purpose
of a specified set of buildings. In the case of the education sector, each Local Authority
(LA) produces an Asset Management Plan for the buildings and sites under its control.
Copies of the current AMP for each school are available from the Access (Capital &
Buildings) Team. The DfE have contracted Capita Symonds to undertake a condition
survey of all schools.
The AMP data provides key data to assist in strategic planning for buildings and school
places.
How is an Asset Management Plan put together?
Condition assessment
The condition assessment focuses on the physical state of building elements and provides
a basis for developing planned repair programmes. It also covers some aspects of health
and safety.
Each element exhibiting a problem is given a grade, a priority and a budget cost for repair
or replacement in line with DfE criteria. The system of grading and priority is:Grade A
Good. Performing as intended and operating efficiently.
Grade B
Satisfactory. Performing as intend but exhibiting minor deterioration.
Grade C
Poor. Exhibiting major defects and/or not operating as intended.
Grade D
Bad. Life expired and/or serious risk on imminent failure.
Priority 1
Urgent work that will prevent immediate closure of premises and/or
address an immediate high risk to the health and safety of occupants
and/or remedy a serious breach of legislation.
Priority 2
Essential work required within two years that will prevent serious
deterioration of the fabric or services and/or address a medium risk to the
health and safety of occupants and/or remedy a less serious breach of
legislation.
Priority 3
Desirable work required within three to five years that will prevent
deterioration of the fabric or services and/or address a low risk to the
health and safety of occupants and/or remedy a minor breach of
legislation.
Priority 4
Long term work required outside the five year planning period that will
prevent deterioration of the fabric or services.
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The report should be used by schools to determine maintenance and repair priorities.
Suitability assessment
Suitability is defined as "how well the school premises meet the needs of pupils, teachers
and other users”. This is concerned with numbers and characteristics of each type of
internal space/external area and some health and safety aspects.
School premises are assessed as to how well they meet the needs of the school in
delivering the national curriculum and efficient school operations. The assessments cover
the number, type, size, shape, quality and location of spaces, e.g. whether a school has
the correct number of properly equipped laboratories to deliver the science curriculum. A
member of the Access (Capital and Buildings) Team meets with the Head or nominated
representative to carry out the survey and identify potential problem areas. Each area
within the school is categorised and if applicable given a H&S rating. The categories and
ratings are:Category A
Unable to teach the curriculum.
Category B
Teaching methods inhibited.
Category C
Management or organisation of school affected adversely.
Category D
Pupil or staff morale or pupil behaviours affected adversely.
High
Problems which present an immediate high risk to the health and safety of
occupants and/or are serious breaches of legislation.
Medium
Problems which present a medium risk to the health and safety of
occupants and/or less serious breaches of legislation.
Low
Problems which present a low risk to the health and safety of occupants
and/or are minor breaches in legislation.
Sufficiency assessment
Sufficiency assessments focus on total areas and on the quantity and organisation of pupil
places within and across schools in relation to demand. Each school has been informed of
the current Net Capacity assessment. It is crucial that you consult the Access (Capital &
Buildings) Team in advance if you are planning any changes to the accommodation that
may affect the pupil capacity.
The net capacity assessment determines the range for setting the school’s planned
admission number.
Accessibility audit
An audit of each school has been undertaken by the team. The report highlights relevant
issues for the school relating to accessibility and the requirement of the Equality Act 2010
(which supersedes the Disability Discrimination Act). It should be used by the school to
develop the school Access Plan.
How often is the AMP updated?
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Condition data is updated annually with a full new survey carried out every 5 years.
Suitability data is reviewed biannually. Sufficiency assessments are updated on
completion of structural alterations which impact on the data.
How do schools obtain information about the AMP?
Copies of all survey data for each element have been issued to schools. Electronic copies
are available from the Access (Capital & Buildings) Team.
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3
Division of Responsibilities
Repairs & Maintenance
Through the Scheme for Financing Schools, day-to-day repair and maintenance of the
premises is the school’s responsibility. Specific duties to meet your statutory
responsibilities are set out in Section 4. Financial provision to meet these and associated
responsibilities is included in your annual revenue budget.
Capital
Responsibility for capital issues identified in schools is shared between the LA and the
school (see note below for VA schools). Schools receive a Devolved Formula Capital
(DFC) grant to invest in their buildings.
The Access (Capital & Buildings) Team uses AMP data to prioritise major schemes for
inclusion in the Corporate Capital Programme. These schemes usually have a minimum
value of £10k and are focussed on condition issues that could potentially close a building
or health and safety issues. There is an expectation that schools will contribute DFC to
major schemes.
The school Governing Body is responsible for all other premises related costs:
•
•
•
minor capital schemes and works that fall below the £10k threshold
all statutory servicing and testing
general maintenance and responsive repairs
The current DfE guidance indicates that the priority for DFC grant expenditure
is high priority condition works.
Voluntary Aided Schools
Voluntary-aided (VA) schools are maintained schools and often, but not always, have a
religious character. Repairs and maintenance responsibilities are the same for VA schools
as all local authority maintained schools. Responsibility for capital work to VA school
premises is shared between the school's governing body and the LA. In simple terms, the
LA has responsibility for the playing fields and the governing body are liable for all other
capital expenditure. VA schools are eligible for capital funding by grant from the DfE
through the Locally Co-ordinated Voluntary Aided Programme (LCVAP) in addition to DFC
grant. The governing body must usually pay at least ten per cent of the costs of capital
work. More details of funding and responsibilities for premises related work at Voluntary
Aided Schools in England are detailed in the Blue Book.
Governing Bodies
It is important that all parties involved in premises management within the school are
aware of their individual and collective roles and responsibilities.
The Governing Body should focus on the strategic role of overseeing the safe use,
maintenance and development of the premises and facilities so that it supports the
priorities in the asset management plan. The development of facilities should also take
into account the Council's strategic approach to delivering school places.
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The Governing Body should be aware of its legal responsibilities relating to its overall
control and use of the premises. Further details can be found in Section 4 of this
document.
Most Governing Bodies delegate day-to-day responsibility for premises management
issues to the Head Teacher or a member of the senior leadership team.
This may include:
• ensuring that the site and buildings are managed in an appropriate manner and that
users and staff operate in a healthy and safe environment
• identifying the future investment priorities
• working in partnership with the LA and/or Diocese to deliver centrally funded
projects
• planning, budgeting, procuring and managing those works and projects for which
the school have responsibility
• where appropriate, making the building and facilities available for community use
You may also undertake new build projects using delegated/Devolved Formula Capital
budgets, or a combination of funding. However you must ensure that projects have been
approved by the LA. A Self Help application must be submitted and approved prior to any
works being undertaken.
It is anticipated that schools will contribute their DFC grant towards the cost of major
projects being funded through the central capital programme.
Ownership of Sites: The following information only provides a generalised view of the
issues involved.
As well as the need to identify specific ownership, sites may be subject to other restrictions
or rights. It is often necessary to identify these very specifically when considering building
works or changing land ownerships:
•
Community schools: interest in the land and buildings is generally held by the
Council.
•
Foundation schools: Governors/Trustees generally hold an ownership interest.
•
Voluntary Aided Schools: interest in only the buildings is generally held by the
school trustees (for Roman Catholic and Church of England Schools this will be the
Diocesan Trustees).
There are also certain legal procedures to be followed when disposing of or acquiring land.
The Access (Capital & Buildings) Team will advise schools on the procedure if the
situation arises.
Please contact the Access (Capital & Buildings) Team if you have any questions about the
above guidance.
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4
Your Legal Duties
Plant and Equipment Testing
As part of the Scheme for Financing Schools, you now have responsibility for all those
elements of building maintenance covered by statute.
Each year, you should undertake a risk assessment of what equipment and appliances
you have on site, where they are located and whether or not they need to be tested.
You should arrange for the listed servicing and testing noted in the table below to be
undertaken at the appropriate time and frequency. Any organisation that is chosen to
undertake the work must be recognised by an appropriate industry standards body to
secure the safe maintenance and management through competent, trained and qualified
operatives and contractors.
If you currently subscribe into the service level agreement offered by Asset Management &
Construction (Property Services) they will advise you with regard to your responsibilities
and actions required. They can also procure contractors to undertake these works from
their framework of approved contractors to assist you in discharging your duties.
In all cases it is your responsibility to ensure that:
•
•
•
•
checks are undertaken within the defined time limits
access is provided at a time convenient to the school
the work is carried out to your satisfaction
appropriate certification is obtained
You must always obtain a certificate from the contractor to show that the works have been
carried out.
The detailed checklist of tasks and associated regulations is set out in Appendix G and are
for your guidance. We recommend that they are completed as they will provide evidence
that you have complied with each requirement.
Failure to have the necessary servicing, testing and maintenance carried out may affect
the school's insurance cover, and be a breach of statutory regulations.
Where an SLA has not been taken out with Asset Management & Construction (property
services), then you are required to provide an annual return to them detailing the
contractors selected to undertake your maintenance tasks and the dates the inspections
were conducted.
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Servicing and Testing Schedule
(Please note that this is not an exhaustive list).
ITEM
Gas Soundness Testing
Oil Fired Boilers
Biomass Boilers
Gas Boilers
Gas Appliances
Gas Fired Catering Equipment
Water Sampling and chlorination
Water hygiene risk assessment
Chimneys/Flues
Monitoring following water hygiene risk
assessment
Portable Appliance testing
Portable Fire Fighting equipment
Fixed Electrical Wiring Installation
Fire Safety Risk Assessment
Fire Alarms
Emergency lighting
Lightning Conductors
Powered Pedestrian Doors
Passenger Lifts
Goods Lifts
Powered Stair/step lifts
Lift Insurance
Local Extract Ventilation
Compressors/Pressure Vessels and
Compressed Air
Playground and Gym Equipment
Fume Cupboard testing
Mixer Valve Testing
Kilns
Comfort Cooling
FREQUENCY
Annual
Six monthly
Six monthly
Annual
Annual
Annual
To be reviewed quarterly and storage
tanks cleaned and chlorinated as
recommended.
To be reviewed and if required updated
every two years
To be checked with boiler/appliance.
Regular checks to be carried out by
staff and quarterly monitoring of the
system specialist
Annual – see notes in Appendix G
Annual
Five yearly
Subject to annual review.
Quarterly
6 monthly
Annual
Six monthly
Monthly
Monthly
Quarterly
Continual policy cover required –
Insurance inspection 6 monthly.
Annual
Annual or frequency stated by Written
Scheme of Examination
Annual
Annual
Quarterly Inspection with water hygiene
visit.
Annual
Six monthly
A template for recording dates and findings of the above list is included in the Appendices.
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5
Community Use
The community use of school sites and buildings, by organisations such as sports clubs,
preschools, Guide/Scout groups and the delivery of extended services is a wellestablished and an important function of the site. It is essential that an appropriate
agreement for the type of use concerned is put in place to protect all parties. Such
agreements do not just cover rights of occupation but can make sure insurance,
indemnities and other necessary issues are covered.
There are two principal levels or means of third party occupation. These are a license or a
lease.
Licence:
The party granting the licence is known as the Licensor. The occupier is the
Licensee. The key difference between a licence and a lease is that the
occupier does not get the benefit of exclusive possession with a license.
A typical Licensee might be an after school club operating in part of the school outside
normal school hours in space otherwise used by the school during the day. It must be
appreciated that whatever the agreement is called, if exclusive possession is given to the
third party even due to a change of circumstances, then almost invariably a lease will have
been created. This may have serious consequences, as the paragraph on leases will
show.
Lease:
This is a formal document where a Lessor or Landlord grants a lease or
tenancy to a Lessee or Tenant. This will normally grant exclusive possession
of land and/or property to a third party who can exclude everyone else, even
the Landlord. It is almost like selling the land but for a fixed period. Due to
the serious nature of such a transaction, case law and statute surrounds this
area. It is essential to obtain proper professional advice. Please contact the
Access (Capital & Buildings) Team for further guidance. If this is done at an
early stage this will minimise the likelihood of anything going wrong .
As indicated above a licence can accidentally become a lease that would severely restrict
a Lessor's right to regain possession and occupation of what has been leased out.
A Head Teacher or Governing Body does not have the right to enter a lease by
themselves.
There are also other property issues such as way leaves and easements that apply to
some sites that can occasionally become relevant e.g. planning an extension, a structure
or some other means of stopping an easement or access rights.
Please contact the Access (Capital & Buildings) Team for further advice. Such advice can
help to protect the school's interests.
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6
Prioritising Work
Overview
In some cases there will be more repair or replacement works needed than can be funded
each year. It is important, therefore, to have a system that prioritises work to reflect its
importance against agreed and unambiguous criteria. This will help ensure that limited
resources are directed towards the most urgent needs.
First Call
Without exception you must, first of all, set aside adequate revenue funds annually, to
meet your statutory obligations (see Servicing and Testing Schedule – Pg 12) and to
address responsive or day-to-day repairs. Such provision must therefore include:
• immediate health and safety issues
• statutory servicing and testing of plant and equipment
• regular inspection of external elements; roofs, gutters & drains
• emergency repairs to prevent further deterioration
• generally all buildings on the site are in a safe and serviceable condition
Although there will be exceptions, as a general rule you should expect to finance these
items through revenue resources.
AMP Criteria
Through the school's Asset Management Plan (AMP), premises needs have been
assessed on the basis of Condition, Suitability and Sufficiency. In addition an access audit
has been completed. Please refer to Section 2 for further details of these elements.
The Corporate Capital Programme
The division of responsibility between the LA and school is set out in the Scheme for
Financing Schools. Within this framework, priorities for the centrally managed Corporate
Capital Programme include:
•
•
urgent work that will prevent immediate closure of premises and/or address an
immediate high risk to the health and safety of occupants and remedy a serious
breach of legislation
essential work that will prevent serious deterioration of the fabric or services and/or
address a medium risk to the health and safety of occupants and/or remedy a less
serious breach of legislation
As a general guide, the Council will only consider such projects for inclusion in the
Corporate Capital Programme if the estimated cost exceeds £10,000.
Prioritising
Utilise your AMP and knowledge of the school to establish your immediate needs:• health and safety issues
• statutory servicing and testing of plant and equipment
• regular inspection of external elements; roofs, gutters & drains
• emergency repairs to prevent further deterioration
• generally all buildings on the site are in a safe and serviceable condition
• planned and preventative maintenance
• future savings on repairs/economic life of asset
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•
reduction in energy costs or carbon footprint
As a general guide, you should be looking to finance the above items through your
revenue allocation and/or DFC grant. The main exclusions for use of DFC are:
•
•
•
•
•
general servicing and maintenance
purchase of books and similar resources
routine repairs and redecoration
operating leases in respect of equipment or facilities
equipment unless this is peripheral to the main scheme
If you currently subscribe to the Asset management & construction (Property Services)
Service Level Agreement, (See Appendix B) the planning and programming of your future
planned and preventative maintenance can be discussed at your regular client liaison
meetings (CLM) with your assigned building surveyor and engineer.
Preventative maintenance, when undertaken in a phased and programmed manner, can
reduce the volume of day-to-day and more costly reactive and responsive repairs. By
introducing a planned approach to maintenance, the building asset will be preserved,
disruption minimised and a financial benefit achieved by the school.
In essence, regular specific inspection of building elements will help identify defects that, if
left unattended could lead to more costly remedial works.
The following schedule has been compiled to help you plan and implement a cyclical
maintenance programme that will prolong the durability of buildings, plant and equipment
and reduce reactive repairs.
Servicing and Testing Schedule
Elements
Maintenance
Activity
Frequency
Comments
Structure and constructional items
Floor, stairs and Check and inspect Weekly
landings
damaged floors or
trip hazards,
especially in floor
finishes.
Roof Coverings Periodic inspection Monthly
and ad hoc repairs.
Defective tiles, lifting edges, joints to
sheet materials.
Inspect pitched and flat roofs from
ground level or suitable upper floor
window and report defects and/or
damage likely to cause failure in or
water ingress.
Periodic inspection 6 monthly Inspect and remove debris, leaves etc.
of gutters, roof
or more
Clear/clean gullies and report any
outlets, rain pipes frequently blockages and/or defects.
etc.
as required
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Elements
Windows and
Doors
Maintenance
Activity
Frequency
Comments
Periodic inspection Weekly
of locks and
security, and ad
hoc repairs.
Integrity of glazing Daily
and vision panels.
Check operation of opening
mechanisms, closers and fittings. Check
beading, soundness of frames etc.
Periodic inspection. Annually
Note: Set up rolling
programme of
painting works, with
circulation areas
being painted more
often.
Annually inspect internal and external
finishes, including tiling, masonry and
paintwork and report major defects
and/or serious damage. Kitchens should
be checked for flaking paint and treated.
Kitchen walls above 2 metres require
cleaning every 12 months and entire
kitchen repainted every three years.
Check glazing and protective films for
damage. Report damage in glass
integrity.
Glazing risk
As required Seek specialist risk assessment for
assessment.
glass and glazing under Regulation 14,
Workplace Regulations (H&S) 1992.
External walls Periodic inspection Monthly
Inspect wall surfaces externally and
ceilings,
and ad hoc repairs.
internally, check and report defects
partitions &
and/or damage. Note: be aware of
cladding
asbestos-containing materials.
Miscellaneous Periodic inspection Monthly
Inspection of miscellaneous structures,
structures out- and ad hoc repairs.
check and report defects and/or
buildings
damage.
Lightning
Periodic inspection Annually Inspect and test lightning tapes and
Protection
and ad hoc repairs.
earthing pits and report defects and/or
damage. Seek specialist advice.
Decorations
Internal and
external
decorations
Water and Drainage
Water supply
systems
Water sampling
and chlorination
As required
Legionella
Annually/
survey/risk
Quarterly/4
assessment/water Year Cycle
monitoring Periodic
inspection and ad
hoc repairs to
pumps, cold water
storage tanks and
insulation.
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Initial survey will determine remedial
works and will then be followed
generally by quarterly monitoring. It is
recommended that a full risk
assessment be undertaken under a 4year cycle.
Elements
Waste pipes
and above
ground
drainage
Maintenance
Activity
Frequency
Periodic inspection Monthly
and repair, or
replacement of
sanitary fittings,
taps, wastes and
traps and fittings.
Period inspection 6 Monthly
to check for
blockages.
Comments
Inspect sanitary wear, check and report
defects and/or damage. Check auto
flushing systems for correct operation
Inspect drains, gullies, manhole
chambers etc, and report need for
rodding, jetting or cleaning.
Kitchens -clean out 3 Monthly Inspect drains, gullies, manhole
grease traps.
chambers etc, and report need for
rodding, jetting or cleaning.
Downpipe and Periodic inspection. 6 Monthly Clear leaves and offsets to prevent
gutters
or more
ingress and dampness.
during
Autumn
Mechanical Services
Heating
installation
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Servicing of boilers, Annually Service installation during heating
controls, burners (Mid-term if season and minor service in spring.
and associated
required)
pumps, pipes and
equipment within
boiler house.
Period inspection Monthly
of pipes, valves,
insulation and
general surfaces
within boiler house.
Cleaning and
Annually Specialists to check operation clean and
servicing of boiler (Mid-term if repair prior to heating season. Links into
flues and
required) boiler servicing.
chimneys.
Pressure testing of Annually Service contract to test integrity of gas
gas pipework.
(Mid-term if supply pipework as part of boiler service.
required)
Check and service Annually Check integrity, fixings, valve operation.
heat emitters,
(Mid-term if
convectors etc.
required)
Drain, clean and
2 Yearly or Service contract to inspect, examine and
inspect Calorifiers as required overhaul.
through
examination.
Elements
Maintenance
Activity
Frequency
Comments
Air conditioning Service and clean Annually Service contract to inspect plant,
and ventilation plant, equipment (Mid-term if equipment and report defects.
and ductwork.
required)
Internal surfaces of
ductwork -inspect
and possibly clean.
Oil and gas
fired heaters
Service direct oil
Annually Service contract to inspect equipment
and/or gas fired
(Mid-term if during heating season.
heaters including required)
remote boilers i.e.
caretaker's house.
Sewerage
Service foul water As required Inspect and service equipment in
pumps and
pumps, storage
-check
accordance with manufacturer's
chambers
vessels etc. and
monthly
recommendations.
periodically desludge.
Oil supply pipes School to visually Annually Service contract to inspect, check
& tanks
inspect. Periodic
operation of valves etc. and report.
inspection and test.
Linked into oil boiler servicing contracts.
Kitchen
equipment
Firefighting
equipment
Service gas
Annually
cooking equipment,
water softeners,
water boilers etc.
Service kitchen equipment and check
safety valves.
Clean and service Annually
kitchen canopy.
Degrease canopy filters and clean
stainless steel hood. Annual service of
fan motor and ductwork.
Periodic inspection of tamper proof seals
and check equipment in good order.
Check condition
Monthly
and operation of
fire blankets,
extinguishers, fixed
hoses and valve.
Service firefighting Annually
equipment.
Service contract to inspect, test and
replace defective equipment.
Kilns
Annual Inspection Annually
Required.
Service contract to inspect, test and
replace defective equipment.
Fume
cupboards &
other low
electrical
voltage
Periodic inspection Annually
and testing of fume
cupboards
including extractor
fans and ductwork.
Test fume cupboard performance,
physical condition and service pipe
connections.
Workshop
machinery
Test and service
6 monthly Service mechanical plant and machinery
workshop
to technology and workshop areas.
machinery, brazing
hearths etc.
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Elements
Maintenance
Activity
Compressors,
Pressure Vessels
and Compressed
Air
Local exhaust
ventilation
Frequency
Annually
Comments
Insurance inspection
Timescale
as required
-annual or
less
Annual
Insurance inspection
Compressors,
Compressor
Valves,
Compressed Air
Electrical services and Associated Switchgear
Fixed
equipment
Periodic inspection
and testing of fixed
plant and
machinery.
Periodic servicing
of all kitchen
equipment and
white goods.
Fixed electrical
wiring installation
Annually
Service contract for inspection/test fixed
plant and equipment and report.
Annually
Service contract for inspection/test fixed
plant and equipment, and report.
5 Year Test
(Swimming
Pools
Annually)
Portable
Portable equipment Annually* Service contract to update equipment
electrical
testing and
register, test and certify all items of
appliances
maintenance of
portable equipment. *Frequency of
equipment register.
testing should be established through
risk assessment.
Lift installations Passenger lifts
Monthly
In accordance with manufacturer's
Checks, 6 instructions and recommendations.
monthly
thorough
examinatio
n, Annual,
5-Year, 10Year Tests
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Elements
Maintenance
Activity
Non-Passenger
Lifts
Lift Insurance
Powered stair
lifts
Fire alarm
Frequency
Comments
Hand
Service contract to test, maintain electric
Powered motors hydraulics and controls.
Service
Lifts and
Platform
Hoists, 6monthly
thorough
examinatio
n
6-Monthly Check and Certification required
Periodic inspection Annually
and servicing of
motor etc.
Audible fire alarm Weekly
test.
Service contract for maintenance and
servicing all as above.
General test of fire Quarterly
alarm system.
Test fire alarm and fire procedures.
Can be carried out by Premises
Manager or nominated employee.
Servicing fire alarm 6 Monthly Service contract to inspect and test fire
system, including
alarm system and issue certificate.
panel, call points,
detectors etc.
Test and
Annually
commission
integral fire alarm,
and emergency
lighting system and
battery backup.
Security system Periodic inspection 6 Monthly
and testing of
security system.
Service contract to test and reset fire
alarm system and issue certificate
annually, (required where public license
in operation).
Service contract for testing and
maintenance of security system,
including detectors, cameras, panels
etc.
Can be tested by Premises Manager or
nominated representative
Furniture, Fixtures and Fittings
Fixed sports
Periodic inspection 6 Monthly Service contract with manufacturers or
and gymnasium and ad hoc repairs.
specialist supplier to check, inspect and
equipment
repair defects/damage.
P a g e | 20
Elements
Maintenance
Activity
Frequency
Comments
External play
equipment
Periodic inspection Annually
and ad hoc repairs
to children's play
equipment and
adventure areas.
Can be undertaken by Premises
Manager or nominated representative.
Specialist supplier to be contacted for
repairs as required.
Kitchen
equipment
Inspect folding
table/chair units.
Can be carried out by Premises
Manager or nominated representative.
Annual inspection by the supplier or
manufacturer.
Pest control
Periodic inspection As required Check for signs of vermin and seek
specialist advice.
Daily
External Works
Playgrounds, General inspection, As required Maintain hard surfaces and walkways in
car parks, roads maintenance and
safe condition and request ad hoc
and footpaths surface treatment.
repairs as necessary.
Inspect kerbs,
As required Generally maintain perimeters of hard
channels, verges,
surfaces, clean channels and maintain
line markings, etc
line markings as required.
and ad-hoc repairs
Ground
generally
Normal ground
maintenance
Ground maintenance for grass cutting,
planting and flowerbed maintenance etc
to suit.
Fences,
Periodic inspection As required Check gates for correct operation,
Boundary walls and ad hoc repairs.
inspect and maintain boundary walls,
and gates
fences etc check are in safe condition
and request ad hoc repairs as required.
Vehicle Pole
Barriers
Periodic inspection As
Barriers checked for safe operation and
and ad hoc repairs. indicated can be locked in both the open and
through risk closed positions.
assessmen
t
Periodic inspection As
Poles checked for safe operation and
and ad hoc repairs. indicated integrity/deterioration of
through risk material/supports.
assessmen
t
Periodic inspection As required Goal Posts checked for safety in
and ad hoc repairs.
accordance with British Standards and
repaired as required.
Flag Poles
Goal Posts
P a g e | 21
Weekly
Elements
Maintenance
Activity
Frequency
Comments
Below Ground Drainage
Foul drainage
Periodic inspection Annual
of all
manhole/access
chambers.
Check for clear running location and fit
of access Dividers/doors, grease and
refit seals as appropriate. Clear soil and
debris from channels. Note: condition of
pointing, broken covers arrange repair.
Periodic rodding
As required Report frequent need for rodding and
and fIushing of
consider camera survey for possible
debris.
causes.
Surface water Periodic inspection Annual
Check clear running, location and fit of
drainage
of all
access covers, grease as appropriate.
manhole/access
Clear soil and debris from channels.
chambers.
Note: as foul drainage.
Periodic rodding
As required Report frequent need for advice and/or
and flushing of
camera inspection for breakages/serious
debris.
blockages.
Outbuildings
Periodic inspection Annually Can be carried out by Premises
and ad hoc repairs
Manager or nominated representative to all outbuildings,
checks to report defects or damage
stores, temporary
likely to lead to failure in weather
buildings, sheds
tightness or structural stability.
etc.
Please note, advice can be provided for any specialist equipment.
Local Exhaust Ventilation (LEV)
LEV is a ventilation system that takes dust, mist, vapours, gases and fumes out of the air
so that they cannot be breathed in, properly designed LEV’s will collect the air
contaminants, clean it (if applicable) and make sure they are contained and taken away.
LEVs are regularly found in kitchens (extraction canopies) workshops (canopies and
portable hoovers) and Science departments (fume cupboards).
The law requires these systems to be serviced and maintained on a regular basis by a
competent person at intervals not exceeding 14 months; this is covered within in the
COSHH (Control of Substances Hazardous to Health Regulations).
You should also have on site a user manual, a log book showing regular checks and
records of maintenance and a commissioning report.
Further advice is available on the HSE website - INDG408
Provision and Use of Work Equipment Regulations (PUWER 1998)
The regulations require that risks to people’s health and safety from equipment that they
use at work, be prevented or controlled.
P a g e | 22
In general terms this means that the work equipment provided is:
•
•
•
Suitable for use as intended or designed.
Safe for use, maintained in a safe condition and inspected to ensure this
remains the case, and supported by records of this fact.
Used only by the people who have received adequate information, instruction and
training and:
o Accompanied by suitable safety measures, e.g. protective devices, markings
and warnings as either provided as part of the design or subsequent risk
assessments.
Any ‘equipment’ that is used at work by an employee is covered under the PUWER
regulations for example:- knives, hammers, ladders, drilling machines, circular saws,
photocopiers, lifting equipment, motor vehicles and dumper trucks etc.
P a g e | 23
7
Managing a Project
In undertaking the sourcing of any building or building services related works, we
recommend certain procedures be followed to ensure that the works and project are a
success. All schools should ensure that they adhere to CDM regulations 2015. See
Appendix H for more information.
Repairs and Maintenance
Emergency items, day-to-day repairs, cyclical maintenance, servicing and testing of
equipment is relatively straightforward and can generally be resolved within a short period
of time.
Asset Management & Construction (Property Services) can arrange repairs and
maintenance for you under a Service Level Agreement, via either framework contractors or
contractors selected or recommended by yourselves. For further details please refer to the
SLA Core Offer.
Alternatively, you may appoint a competent contractor and negotiate the terms and
conditions under which the contractor is to undertake the work. This must be in full
compliance with the council’s corporate procedural rules.
Larger Projects
The document entitled 'Self Help Guidance’ provides a framework and detailed procedural
guidance on procuring and delivering a project. The aim is to explain the various stages
and aspects of a project and the roles of the building professional and numerous
disciplines.
Within that guidance, great emphasis is placed on the requirement to gain the necessary
LA approval before committing to a project. This includes advance notice of any changes
to the accommodation that could impact on the suitability and sufficiency of the premises.
Project Delivery
Self Help Guidance also addresses the following procedural stages and legal requirements
associated with Project Management:
•
•
•
•
•
•
Legal and Planning Implications
Registering alteration to premises
Contractor selection
Procurement
Supervision of contractors on site
Associated Health and Safety issues
See Appendix D Self Help Guidance
P a g e | 24
8
Health & Safety
Where the local authority is the employer (community, voluntary controlled, community
special schools and maintained nursery schools), it may give a direction concerning the
health and safety of persons (including pupils) on the school’s premises or taking part in
any school activities elsewhere. Under section 29(5) of the Education Act 2002, governing
bodies of such schools must comply with any such direction from the local authority.
The Health & Safety at Work etc Act 1974 & The Management of Health and Safety at
Work Regulations 1999 outline the need for employers to manage health and safety by
ensuring that the arrangements they have in place are planned, organised, controlled,
monitored and reviewed appropriately.
Many of the features of effective health and safety management are indistinguishable from
the sound management practices that can be found in quality systems, business
excellence models and financial planning.
Specific guidance on the health and safety issues affecting the planning and delivery of
building projects is detailed in the Self Help Guidance documentation. (See Appendix D)
New works and repairs on sites/equipment are likely to fall under the scope of the
Construction (Design and Management) Regulations 2015 and will require contractors to
produce a construction phase plan. This requirement will even cover minor works such as
decorating or plastering for example; see Appendix H. In respect of all other health and
safety matters, the following information is not comprehensive and should be used with
care. If in any doubt, please contact Safety Solutions for specific support and further
guidance.
Health and Safety Management systems
The major components of a successful health and safety management system consist of:
a) Health & Safety policies
b) Safety standards and procedures
c) Planning and implementation of Health and Safety plans and actions
d) Measuring performance
e) Audit & review
An important element of this is to ensure that suitable and sufficient risk
assessments are in place.
A risk assessment is nothing more than a careful examination of what, in your work, could
cause harm to people. The important thing you need to decide is whether a hazard is
significant and whether you have in place satisfactory precautions that ensure any
remaining risk is of an acceptable level.
P a g e | 25
Five steps to Risk Assessment
Following the basic 5 steps to Risk Assessment should adequately cover most of the
working areas in your school:
Step 1
Look for the hazards (Consult accident records for trends etc).
Step 2
Decide who may be harmed and how
Step 3
Evaluate the risks and decide whether the existing precautions are adequate
or whether more should be done.
Step 4
Record your findings
Step 5
Review your assessment and revise it if necessary (at regular intervals and
should the circumstances change – new equipment, new materials, new
people or following an incident/accident).
Risk assessing does not necessarily require a lot of technical knowledge about systems
and processes. It does however require a realistic and reasonable view to be taken about
what harm may be caused and the likelihood that this will occur. Risk assessments should
be prepared in consultation with the actual person(s) undertaking the specific task.
All hazards have the potential to cause harm and some may have the potential to cause
serious injury or death. However, you need to ask whether this is a realistic outcome for
the circumstances. If the answer to this question is yes, then something will need to be
done about it. If the answer is no then you will need to determine the level of harm you
believe may occur.
Appendix I is the councils new risk assessment template, this must be used to complete all
risk assessments. Safety Solutions have a number of generic risk assessment templates
that are available to be used if required.
Safety management systems
A safety management system will enable schools to implement, monitor and review all
aspects of health and safety management. A safety management system outlines the
responsibilities for undertaking key health and safety tasks, such as risk assessments,
conducting H&S tours or Health & Safety audits.
Asbestos
Where asbestos containing materials have been identified in the building fabric then there
is a duty to routinely monitor its' condition so as to ensure it remains in a safe condition.
These routine surveys should identify any appropriate remedial action. The results of these
surveys will be held with the on-site asbestos register within the Asbestos Management
Plan and any remedial actions referred to the Asbestos officer. In addition more formal
reviews should be arranged by the Asbestos officer in accordance with the requirements of
the local Asbestos Management Plan. See chapter 11 for more details.
P a g e | 26
Contractors
Any contractor working on a site has to be monitored to ensure that they do not import any
risks without ensuring that suitable precautions are in place and that staff and other users
are informed if they will be affected. Similarly Premises Managers must ensure that
contractors are not placed at risk.
Electrical appliances
Premises Managers must manage the use and testing of electrical appliances. Frequency
of testing will depend upon the type and use of equipment and should be established
through conducting a risk assessment. See pg.59/60 for further guidance; see also
Section 4 "Your Legal Duties".
Emergency evacuation and planning
You must agree and record a system to ensure that all occupants of the premises can be
evacuated in an emergency. Different systems may be required depending upon the cause
of the evacuation e.g., fire and bomb evacuations.
You should also plan for other emergencies. There may be loss due to fire, events
occurring during an off-site journey, loss of electricity, major road traffic accident outside
the premises. Arrangements should also be in place to enable normal operation to
continue alongside the management of an emergency.
Gas electric and water services
Premises Managers should ensure that gas, electricity and water services are maintained
in a safe condition. Gas services and appliances should be regularly inspected and tested
by a GasSafe registered gas engineer; mains electricity should be inspected and tested at
least once every five years; water services must be maintained in a condition that does not
give rise to risk of legionella, for example. See also Section 4 'Your Legal Duties'.
Glazing
Assessments should be undertaken to ensure that any glass that is likely to cause injury if
it is broken is either replaced with appropriate safety glass or made safe.
Liquefied petroleum gas and other temporary heating
Wherever premises require temporary heating, specific criteria needs to be addressed
prior to introducing supplementary LPG or electric heating.
Lifting equipment
Any equipment used for lifting objects or people must be maintained in a good condition.
The frequency for inspection and testing will be in accordance with legal requirements
outlined in the Lifting Operations and Lifting Equipment Regulations (LOLER). Any staff
who will be regularly lifting objects or people, must attend an appropriate manual handling
training course.
P a g e | 27
Monitoring processes
Premises Managers need to monitor the provision of health and safety within the
workplace, by undertaking regular inspections of the premises, investigation and analysis
of accidents and audit of systems and procedures. Noise levels below the statutory limits
should also be minimised wherever possible, particularly where the level is likely to affect
the effectiveness of the working environment.
Permits to work
High-risk activities may, on occasion, require very strict controls. Control can be applied
using a permit to work system. A permit will identify the safe conditions and requirements
that must be present before any work can be started and must be signed by a senior
manager. Work on or near asbestos may require a permit to work, competent advice
should be sought.
Risk Assessment
Any work related activity that may place any person at risk of injury or ill health should be
assessed. The risk assessment should identify and implement the measures to reduce the
risk to an acceptable level. The level of risk can be assessed from a consideration of
hazard severity or outcome, and the likelihood of this occurring. Specific legislation
outlines assessments that need to be made for particular types of activity, such as manual
handling; use of display screen equipment; noise and hazardous substances. A general
risk assessment will identify where such other assessments are required. Once suitable
means for reducing risk have been identified those measures need to be implemented.
Assessments should be reviewed on a regular basis and at least every year or whenever
there is a significant change to the activity or people likely to be affected by it.
Safe use of ladders
Injuries received from the incorrect use of ladders can be severe. There are measures that
should be taken whenever such equipment is used to reduce the likelihood of injury
occurring e.g., inspection before use and regular maintenance. Ladders must be used for
access to platforms or for short duration work only. An appropriate risk assessment must
also be prepared before work commences. Please refer to HSE guidance on working at
height.
Premises safety
Linking with monitoring processes, a proactive measure to reduce the likelihood of
accidents is to undertake regular inspections of the premises. Inspections can be carried
out using a checklist pro-forma, although the person undertaking the inspection will need
to be aware of the safety issues to be checked. These documents provide a pro-forma and
outline common site-specific safety issues.
Training Records
You should maintain records of all training staff have received. A training needs analysis
should be carried out for each member of staff and each staff group. Risk assessments
should be used to help identify training needs.
P a g e | 28
Workplace Health, Safety & Welfare
Regulations outline the minimum standards that all workplaces should comply with to
ensure the health, safety and welfare of staff. The majority of the regulations apply to all
premises and are concerned with health issues such as a no smoking policy, having
suitable and sufficient lighting, waste removal and adequate ventilation; safety issues such
as prevention of falls from height, management of traffic in and around the premises,
provision of adequate flooring and safety of doors and gates; welfare issues such as the
provision of a rest area for pregnant women and nursing mothers, suitable facilities for
changing clothing if required, provision of suitable drinking water and provision of toilet
facilities.
Schools are additionally subjected to The Education (School Premises) Regulations 1999
that go further than the regulations that affect other workplaces for certain issues, such as
indoor temperature. Some parts of the Health, Safety and Welfare Regulations are not
applicable to school classrooms, such as the requirements for minimum working space.
Responsible persons
The responsible person is the Premises Manager. The responsibility for the day-to-day
management of fire safety may be delegated to a designated competent person, but the
overall responsibility stays with the Premises Manager.
Fire Safety
The Regulatory Reform (Fire Safety) Order 2005 (RR(FS)O) requires risk assessments to
be undertaken to identify the measures required. The law on fire safety management has
been revised recently, placing even greater emphasis on the duty holder to ensure an
adequate and appropriate fire risk assessment has been undertaken, recorded and
actioned as necessary.
All establishments are required as part of the NLC policy on Health & Safety to formulate
and document suitable practices and procedures for the management of fire precautions.
Premises Managers should manage fire safety in the same way they manage other issues.
The risk assessment will help you determine the chances of a fire occurring and the
dangers from fire that your workplace poses for the people who use it. Formal guidance
and support is available from the Safety Solutions Team.
Five steps to fire risk assessment
Step 1
Identify potential fire hazards in the workplace.
Step 2
Decide who (e.g. employees, visitors) might be in danger, in the event of a
fire, in the workplace or while trying to escape from it, and note their location.
Step 3
Evaluate the risks arising from the hazards (a hazard is something with the
potential to cause harm) and decide whether your existing fire precautions
are adequate or whether it is possible to remove or further control the risk
(e.g. by improving the fire precautions).
P a g e | 29
Step 4
Record your findings and details of the action you took as a result. Tell your
employees about your findings. Record your findings on the fire risk
assessment.
Step 5
Keep the assessment under review and revise when necessary.
Fire safety risk assessments must be recorded, kept on the premises and available for all
staff to view and made available for inspection by the Fire Service. The main issues raised
as a result should be passed on to staff for their information and action. Forms contained
within the fire folder can be copied and completed then retained on the premises for use
by the management. The fire risk assessment should be treated as a flexible and working
document, acting as a fire safety management tool.
Common examples that could contravene the regulations:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
non implementation of evacuation procedures
no written Fire Risk Assessment
fire doors propped or wedged open
self-closers on fire doors broken or missing
coats, displays and paper on emergency exit stairways or single escape routes
fire exits blocked
fire doors bolted
fire doors with unsuitable glazing, i.e. not fire resistant glazing
poor housekeeping
boiler houses used for storage of combustible and flammable materials
smoking in the boiler house or other non-designated areas
flammable chemicals not segregated or stored in a fire resistant container
fire alarm not audible in all areas of the building
inadequate number of exits for the number of people who may be required to use
them
• unauthorised structural/building work worsening means of escape
• inadequate training of staff members
A Fire Risk Assessment should usually involve identifying the hazards present in any
undertaking (whether arising from work activities or from other factors, i.e. layout of the
premises) and then evaluating the extent of the risk involved, taking into account whatever
precautions are already in place. The main purpose of this Risk Assessment is to
safeguard the safety of the occupants in case of fire. (RR(FS)O).
The above information is obviously not exhaustive and specific queries should
be referred to the Safety Solutions’ Team.
Reporting of accidents
Work-related accidents
The accident that caused the injury must have arisen or be in connection to the work
activity for instance, this could be as a result of an unsafe work process, procedure or
action or as a result of a lack of supervision or defect with property or equipment.
P a g e | 30
Types of reportable injuries under the Reporting of Injuries, Diseases and
Dangerous Occurrences Regulations (RIDDOR)
•
•
•
Deaths
Specified injuries
Over-seven-day injuries
People not at work
•
•
Where a member of the public or person who is not at work has died, or
Injuries to members of the public or people not at work where they are taken from
the scene of an accident to hospital for treatment (regardless of whether any
treatment was required).
Reportable specified injuries are:
•
•
•
•
•
•
•
•
A fracture, other than to fingers, thumbs and toes;
Amputation of an arm, hand, finger, thumb, leg, foot, toe;
Permanent loss of sight or reduction of sight;
Crush injuries leading to internal organ damage;
Serious burns (covering more than 10% of the body, or damaging the eyes,
respiratory system or vital organs);
Scalping (separation of skin from the head) which require hospital treatment;
Unconsciousness caused by head injury or asphyxia;
Any other injury arising from working in an enclosed space, which leads to
hypothermia, heat-induced illness or requires resuscitation or admittance to hospital
for more than 24 hours.
Over-seven-day injuries
Certain injuries that lead to an employee or self-employed person being away from work,
or unable to perform their normal work duties, for more than seven consecutive days as
the result of an occupational accident or injury (not counting the day of the accident but
including weekends and rest days) are reportable. The report must be made to the Health
and Safety Executive (HSE) within 15 days of the accident.
Reportable occupational diseases
Employers and self employed people must report diagnoses of certain occupational
diseases, where these are likely to have been caused or made worse by their work:
•
•
•
•
•
•
•
•
Carpal tunnel syndrome;
Severe cramp of the hand or forearm;
Occupational dermatitis;
Hand-arm vibration syndrome;
Occupational asthma;
Tendonitis or tenosynovitis of the hand or forearm;
Any occupational cancer;
Any disease attributed to an occupational exposure to a biological agent.
P a g e | 31
Council accident reporting procedures
Each site should have an accident-reporting book for minor accidents that is completed as
soon as possible by either the injured party or another person following an accident. The
yellow carbon copy is then sent to Safety Solutions and the white copy is kept locked away
on site.
Reportable Specified injuries should be reported using the online F2508 (SUF 03) and
sent to Safety Solutions as soon as possible. Safety Solutions will then forward the
information to the Health and Safety Executive to meet the 15-day deadline. This
procedure should also be used for the reporting of dangerous occurrences and diseases.
Following an accident or dangerous occurrence an investigation must be carried out by
management using Safety Solutions Form (SUF) 10, available at;
http://intranet.northlincs.gov.uk/task/accident-investigation-suf-10-form/
Violence and challenging behaviour at work
Whilst many incidents of violence and challenging behaviour (VCB) are serious and can
inflict injury there are specific circumstances where these are reportable. An incident
arising from a person’s personal business, regardless if the incident takes place at the
place of work, would normally not be reportable. Although not all incidents are ‘reportable’
it is good practice for schools to keep a record on site of such events. This applies to
personal acquaintances and employee to employee. For example:
•
•
A parent attacks another parent during a school event who is then taken to hospital
for treatment. The incident is not reportable as the injured party was not at work.
A staff member was verbally abused and had to take two weeks off work due to
stress. The incident is not reportable as only deaths or physical injuries as a result
of non-consensual violence would normally be reported to people at work.
Report all cases of VCB on SUF 04 to Safety Solutions.
Injuries sustained at school
Students and pupils are not at work and are therefore regarded as members of the public
(unless on a training scheme or work experience). They should be treated as per the
‘people not at work’ category for the purpose of accident reporting. Examples of nonreportable injuries:
•
•
A child is injured during break time as a result of playing chase, and was taken to
hospital for a suspected broken arm. The accident would not normally be reportable
unless there was a lack of supervision or defect with, say, the condition of the
premises i.e. a pothole in the playground surface which caused the accident.
A child is injured during a competitive rugby lesson. The incident is not reportable if
it arose from normal participation.
For further information on what, when and how to report, please visit the HSE website for
the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
(RIDDOR) or contact Safety Solutions on 01724 297593. Alternatively, all information and
guidance can be found on the council intralinc.
P a g e | 32
9
Security
There is no model solution to problems with the security of school premises. Every school
is different and its needs should be assessed accordingly. Type and condition of buildings,
location and site layout are relevant but the human factor is paramount.
The Risks
If there is no evidence or history in your school of a threat to the children, staff or
valuables, you may conclude that security measures need not be extreme. The measures
implemented should be proportionate to the perceived risk & certain standards should be
regarded as minimum for every school:
•
•
•
•
No person may enter the school buildings without your knowledge or consent
DBS disclosures are checked for visitors/contractors with the following exceptions:
visitors/ parents who have business with the head teacher, or other staff or who
have brief contact with children will have a member of staff present; visitors or
contractors who come on site only to carry out emergency repairs or service
equipment and who would not be expected to be left unsupervised on school
premises
Children, parents and staff are not put at significant risk by being isolated from
others
There is an agreed and workable action plan to deal with any incident or threat
You are strongly urged to identify the problems relevant to your school before deciding on
any additional measures. To help with this process we have produced a Security Risk
Assessment. (Please see appendix F for a copy of the pro-forma.) You may find the
exercise useful even though you have no specific plans to change existing arrangements.
The Remedies
The Council operates a security and alarm call out service for all properties. This is good
value and worthy of consideration, particularly if your survey indicates that your premises
are vulnerable to intruders. Please contact the NLC CCTV team for further advice in this
regard.
In terms of personal safety, you should include a lone worker risk assessment, include the
findings in your school's Health and Safety Policy and ensure this is made known and
available to all personnel.
More generally, measures to combat security threats depend so much on specific
circumstances. Our advice is to identify the risks and then come to us for guidance on the
best options if you need assistance. It does not necessarily involve extravagant expensive
solutions. Please contact the Access (Capital and Buildings) Team for further advice.
P a g e | 33
10
School Emergency Management Plan
The purpose of an emergency management plan is firstly to allow consideration of various
types of emergency and how the school is placed to deal with them, and secondly to give
the school community confidence when faced with a crisis.
All LA’s must have emergency plans that link into a national strategy for dealing with crises
and which include all of the emergency services. Ideally, a school’s plan will fit into the
LA's.
When developing the school emergency management plan,
•
•
•
•
•
Recognise a climate of support and trust among staff will strengthen the
school’s response at a time of crisis;
Devote a staff meeting or part of a staff development session to the plan. This
should happen in the initial stages and again once the plan is complete.
Consider the need for staff to be trained in bereavement counselling;
Identify key school staff. Experience has shown identifying a group of teachers
prepared to assume emergency roles and assist in leading the response is
particularly valuable;
Recognise the importance of the need for support and of identifying ways of
obtaining it. In addition to assistance from the LA (where applicable), schools
will need to develop links with other agencies (for example the Fire & Rescue
Service);
Think of ways in which the national curriculum provides learning experiences
for pupils about loss, change and bereavement.
Once the plan is operational, it is advisable to nominate a member of staff to regularly
review and update its details.
To facilitate quick and effective action in the event of an incident, the following
measures are recommended:
At school
1. Once the plan has been drawn up, consider how and where it will be kept and
who should have access to details of the plan and emergency contact
information.
2. Nominated administrative staff should be able to access personnel files on the
school computer system.
3. Up-to-date lists of contact telephone numbers and addresses should be held
centrally, both on computer and in readily accessible folders. These may
include contact details of members of staff who have specific functions within
the plan, as well as of pupils' parents.
P a g e | 34
At home
1. An incident may happen out of school hours. It is good practice for the
headteacher (together with a nominated person or persons) to have a copy of
the most up-to-date version of the school emergency management plan and
home telephone list at home.
Media
1. Nominate a person (either a governor or member of staff) who can be called
upon to assist in responding to the media.
2. Instruct all other staff not to give interviews or comment on any written or
printed material. Make it clear no such material should be handed out to the
media.
3. Make sure staff know that in the early stages of an incident (until the arrival of
the LA’s press and PR support), they should direct any media requests to the
headteacher or their nominee.
For further information relating to School Emergency Management Plans please contact
Humber Emergency Planning, who can supply templates and provide guidance & support
to schools that do not have plans in place.
P a g e | 35
11
Asbestos
Recent Legislation
The Control of Asbestos Regulations 2012 place responsibilities on duty holders to
manage asbestos risks within their premises. Under normal circumstances in Health and
Safety Law, the duty holder is the employer. This means that ultimate responsibility for
health and safety lies with the employer, being the Local Authority or, in the case of
Foundation and Voluntary Aided Schools, the Governing Body.
Regulation 4 of the Control of Asbestos Regulations 2012 details the term Duty Holder as
(a)
Every person who has, by virtue or tenancy, an obligation of any extent in
relation to the maintenance and repair of non-domestic premises or any
means of access there to or egress there from or
(b)
in relation to any part of non-domestic premises where there is no such
contract or tenancy, every person who has, to any extent, control of that part
of those nondomestic premises or any means of access there to or egress
from".
The approved code of practice relating to regulation 4 includes guidance on interpretation
stating that "owners and occupiers of non-domestic premises, who have maintenance and
repair responsibilities for those premises, have a duty to assess them for the presence of
asbestos and the condition of that asbestos".
Duty Holders are required to carry out three main tasks:
1. assess if the premises have asbestos containing materials (ACM)
2. assess if those ACM pose any risks to health due to their location and condition
3. If ACM are present and could lead to the (accidental) exposure to asbestos
dust/fibres then take action to manage any risks that may be present. This may
involve removal (and substitution), sealing/ encapsulation and accept and monitor.
Where asbestos is likely to be found
If the premises were built or refurbished between 1950 and 1980, it is likely that there will
be, or has been, asbestos somewhere within. Some examples of where you are likely to
find asbestos are as follows, but this should not be considered an exhaustive list:
•
•
•
•
•
•
•
fire breaks in ceiling voids using sprayed asbestos and asbestos insulating board
some types of thermal insulation of pipes and boilers
insulating boards for fire protection·, thermal gain, partitioning and ducts
some ceiling tiles
vinyl or thermoplastic floor tiles and adhesive
mill board, paper and paper products used for the insulation of electrical equipment
and fire-proof facing on wood fibre-board
asbestos cement products, which can be fully or semi-compressed into flat or
corrugated sheets largely used as roofing and wall cladding
P a g e | 36
•
•
•
•
other asbestos cement products include rainwater goods and water
tanks;
certain textured coatings
bitumen roofing material
Sprayed asbestos may also be present and was formerly used as fire protection in
ducts, firebreaks, panels, partitions, ceiling panels and around structural steelwork.
Asbestos Surveys
Asbestos Survey requirements are detailed in the HSE document HSG 264 and include
two types, the most common are referred to as “refurbishment/demolition” and
“management”
Schools have currently all received a “management” survey and a copy of this asbestos
register for each site and has been issued to all duty holders. Please contact the Asbestos
Officer if you do not have this report.
To complement the hard copy Asbestos Management Plan, all schools have been
provided access to the information “on-line” with personalised login details. Should you
require reminding of the access details, please contact the Asbestos Surveyor whose
contact is as detailed in the Property Services contact list in Appendix A.
Given that detection of asbestos may be very difficult, the Council decided to instruct a
new survey of all Council buildings in order to compile an up to date and accurate register,
this is now complete.
Where major refurbishments are being undertaken involving building elements (roofs,
ceilings, walls, floors) then a more intrusive “refurbishment/demolition” survey is required
and you should contact the Asbestos Team to organise this.
Follow up Action
Even with the results of the survey, you may not be absolutely sure that some areas are
clear. If you are unsure of whether material in your buildings contains asbestos, you must
assume that it does.
Providing the material is in good condition and there are no plans to disturb it e.g. by
undertaking works in the area where the asbestos is present, the regulations do not
require further action other than to monitor and manage the condition of the material.
Where removal of the asbestos or asbestos containing material is necessary, you will be
expected to finance this from your revenue or DFC. The removal of the asbestos
containing material must be carried out by licensed asbestos contractors and will require
prior (14 day) notification to the Health and Safety Executive.
In all circumstances where the premises are owned, leased or managed by NLC or where
employees of NLC work, Council's Corporate Asbestos Policy for the management and
control of asbestos must be adhered to. Any proposed works to premises known to contain
asbestos containing materials, contact must be made to the Asbestos Officer prior to
commencement.
P a g e | 37
New Building Work
If there are plans to undertake works in an area where asbestos is present or assumed to
be present, then you must inform any contractor appointed to perform the works, of the
risk and provide them with access to the asbestos register.
If the works are being managed by NLC’s Property Services, the appointed Project
Manager will ensure that this duty is exercised by arranging for an asbestos survey of the
area to be undertaken and the resulting information being passed onto the contractor.
When making your own arrangements you must do this. Prior to any works commencing
you must arrange a full “refurbishment/demolition” asbestos survey of the area. Analysis of
samples must be by a UKAS accredited laboratory, the surveyor must be P402 qualified
with 2 years post qualification experience and ensure that the results are made known in
full to the contractor.
Summary
Wherever asbestos containing material (ACM) are identified or suspected, refer to your
asbestos report for location, type and recommended action. You must act upon the advice
and instruction of the Asbestos Officer.
CHECKLIST SUMMARY OF ACTION TO MEET NEW ASBESTOS REGULATIONS
FIND
You must check via an approved contractor if materials containing asbestos
are present
CONDITION You must check what condition the material is in
PRESUME
You must assume the material contains asbestos unless you have strong
evidence that it does not
IDENTIFY
If you are planning to have maintenance or refurbishment of the
building carried out, or the material is in poor condition, you may
wish to arrange for the material to be sampled and identified by a
specialist.
RECORD
Record the location and condition of the material on a plan or
drawing. Place a visible label in the area proven to contain
asbestos
ASSESS
You must decide if the condition or the location means the
material is likely to be disturbed.
PLAN
Prepare and implement a plan to manage these risks.
Extract taken from 'A short guide to managing asbestos in premises" HSE 11/02
For further information relating to asbestos management within schools please see the
DfE website using the link below:
https://www.gov.uk/government/publications/asbestos-management-in-schools--2
P a g e | 38
12
Disability and Access
Disability Discrimination
The Equality Act 2010 (superseding the Disability Discrimination Act) protects disabled
people (among others) from unlawful discrimination. It provides responsibilities for
Governing Bodies, Premises Management Committees, LAs and others. It covers all areas
of activity and the whole school community, pupils, parents, employees (teaching and nonteaching staff) governors and any other visitors to the site. The duty also requires
reasonable planned provision for activities beyond the premises (e.g. school visits) to
ensure inclusion.
It should be noted that the disability provisions in the Act are different from the provisions
for the eight other protected characteristics. In order to achieve greater equality, the Act
requires in relevant circumstances that disabled people are treated differently and more
favourably than a non-disabled person. A change in practice may be required to ensure as
far as reasonably possible, that a disabled person (pupil, parent, staff member, governor
or visitor) can benefit from school activities to the same extent as a non-disabled person.
Disabled People
A person has a disability for the purposes of the Equality Act if he or she has a physical or
mental impairment and the impairment has a substantial and long term effect (will last or is
expected to last 12 months or more) on his or her ability to carry out normal day to day
activities. Impairment or conditions that may be covered include (not an exhaustive list):
•
•
•
•
•
•
•
•
physical impairment e.g. difficulty walking
sensory impairments (affecting sight, hearing or both)
Impairments with fluctuating or recurring effects such as rheumatoid arthritis,
myalgia encephalitis (ME), fibromyalgia, depression or epilepsy.
Progress, such as motor neurone disease, muscular dystrophy and lupus
Organ specific, including respiratory conditions such as asthma and cardio vascular
diseases e.g. heart disease
Developmental such as autistic spectrum disorders (ASD), dyslexia or dyspraxia
Learning difficulties e.g. Downs syndrome
Mental health conditions and illness including schizophrenia, bipolar, eating
disorders, obsessive compulsive disorders and self-harming disorders.
The physical access needs of a wide range of disabled people should be considered as
part of the schools access plan, assessing the physical environment includes
consideration to steps, stairways, kerbs, exterior surfaces and paving, parking areas
(including the provision of blue badge parking) building entrances and exits (including
emergency escape routes), doors, toilets, lighting, heating, ventilation, lifts, signs, interior
surfaces, floor coverings, room décor (e.g. choices of wall colours to make spaces and
furniture more accessible to people with visual impairments).
Requirements
A number of factors influence whether it is reasonable for changes to be made. In
particular these include:
•
how much an alteration will improve the situation for disabled persons
P a g e | 39
•
•
•
•
•
how easy it is to make the changes
the cost of the measure, both financially and in terms of the disruption
the cost of not doing in terms of reputation and the ‘exclusion’ factor but also in
respect to disabled staff, the cost of sickness absence or reduced productivity as a
result of the adjustments not being in place.
How disabled persons will be disadvantaged if reasonable adjustments/changes
are not made.
Impact on the health and safety of disabled and non-disabled persons.
A systematic evaluation of need is essential, before making such judgements. Council's,
schools and other Premises Managers are now required to have an Accessibility Strategy
and Accessibility Plan respectively.
North Lincolnshire Council has undertaken an Access Audit to assist you in developing
your school strategy and plan.
Access Planning
The Access Plan should focus on:
•
•
•
increasing the extent to which disabled persons can participate in normal school
activities.
improving the physical environment to increase the extent to which disabled
children and adults can take advantage of educational and associated services.
improving the delivery to disabled persons of written information which is provided
to those who are not disabled. This should be done within a reasonable period of
time and in expressed preferred means of communication.
Examples of action planning include:
•
•
review and improve the school's arrangements for accessible information.
use the routine refurbishment and maintenance/equipment budgets to improve the
physical environment of the school.
Community Schools can use their delegated budget for disability access improvements
including the use of DFC grant.
NLC makes annual capital provision exclusively for disability access projects in
mainstream schools. The funds are allocated on the following basis:
•
Specific improvements to benefit a named child with access needs
•
Strategic improvements of schools to ensure that a number of schools are totally
accessible.
P a g e | 40
13
Energy Management
The Climate Act 2006 laid out the Government’s intentions to reduce carbon omissions
across the UK imposing very strict conditions on the energy performance requirements for
buildings. It is important to take careful note of guidance from numerous sources and
advisory bodies who have looked into ways of improving the efficiency of existing
accommodation and associated energy systems. All school buildings over 500m2 gross
internal area are required to display energy certificate (DEC). It is also good practice to
display a DEC for buildings below 500 m2. The Carbon Management Team can undertake
assessments and produce DEC’s.
Depending on the size of your buildings a good premises management regime will always
assist in keeping costs down, and effective maintenance procedures can reduce energy
costs significantly. The following gives details of suggested areas of efficiency, however
these are not exhaustive.
Good housekeeping means using the existing building and equipment as efficiently as
possible. No financial investment is needed. Measures include:
•
•
•
•
•
•
•
Turning off lights when rooms not in use
Meter readings
Reporting to Energy Management
Closing doors
Setting thermostats correctly to provide the temperature required
Turning off electrical equipment not in use
Using swimming pool covers
A regular maintenance programme will help reduce energy costs and is essential to
maintain a healthy environment:
•
•
•
•
•
•
•
•
•
•
•
Check plant operations and controls regularly.
Ensure all motorised valves and dampers fully open and close without sticking.
Check accuracy of thermostats.
Check calibration of controls.
Service the boiler plant and check combustion efficiency regularly.
Look for water leaks and carry our repairs where necessary.
Clean windows to maximise daylight.
Clean lamps and luminaries regularly and replace at the manufacturer's
recommended intervals.
Ensure that filters in fan convectors are regularly cleaned.
Lubricate door closers and hinges to ensure that doors close properly.
Check quality of draught-stripping and pipe insulation.
Some of these items are covered by minimum statutory planned and ppreventative
mmaintenance requirements as detailed within previous sections of this document.
Water
Water consumption will be reduced if you :
• Install flow control devices in all toilets.
• Ensure dripping taps are repaired promptly.
P a g e | 41
•
•
•
Fit push or spray taps.
Provide plugs and chains for hand basins.
Check the water meter outside of school hours (undetected leaks).
Building Fabric
The following are examples of less obvious energy savings:
• Lubricate door closers and hinges to ensure doors close properly.
• Consider using automatic closure devices.
• Ensure there are no gaps around doors or windows.
• Fit draught proofing to doors and windows.
• Try to minimise the number of doors being used.
• Repair any cracked, broken or missing windowpanes.
• Ensure opening windows can be fully closed.
• Repair any holes, cracks or leaks in roofs.
• Ensure duct covers/skylight/roof lights close properly and do not leak.
• Check roof space insulation is at least 270mm thick.
Heating and Hot Water
The DfE recommend educational buildings are heated to 18-210C for normal teaching
areas. The recommended temperature is 180C and 150C for circulation areas. If your
buildings are heated above 19°C, costs rise by about 8% for every 1°C of overheating.
Heating costs can also be reduced by considering the following:
•
•
•
•
•
•
•
•
•
•
•
•
If thermostatic radiator valves are fitted, check they are working properly and not set
too high.
Ensure there is free air circulation around all radiators and that they are not
obstructed by furniture or displays.
Ensure that boilers are inspected and serviced regularly to maintain efficient
combustion.
Check that all pipes, joints and valves are insulated.
Ensure insulation is replaced after any repairs are carried out.
Eliminate unnecessary running of boilers at weekends and during holiday periods
by placing the system onto ‘holiday’ mode, unless designated as part of a Children's
Centre service 52 weeks per year.
Minimise use of whole school heating and hot water for cleaning and out of hours
use of school buildings, unless designated as part of a Children's Centre service 52
weeks per year.
Change boiler timings to retain effective heating in building while maximising on
energy cost savings.
Consider point of use water heaters for areas such as toilets, washing sinks and
locations remote from the hot water storage tanks.
Check that hot water is stored at 600C or above in properly insulated storage tanks.
If you have electric water heating, make full use of off peak electricity.
Ensure all hot and cold pipes, plus joints and valves are lagged (pay-back period is
very short).
Lighting
The following will reduce the amount of electricity consumed:
• Turn off lights in unoccupied areas.
• Replace all tungsten filament lamps with more energy efficient ie, LED or T5 fittings.
• Replace fluorescent tubes with more efficient narrow fittings.
P a g e | 42
•
•
•
•
•
Ensure light fittings, windows and roof lights are cleaned regularly.
Use new high efficiency lamps for security lighting and outside safety.
Encourage the switching off of lights when daylight is adequate.
Replace flickering fluorescent tubes promptly.
Consider use of occupancy/presence detectors for lighting in appropriate areas.
Computers
When purchasing computers look for the 'Energy Star' logo. This shows that the computer
will automatically switch to a low power standby mode after a fixed period of inactivity.
Only buy printers with a low power 'standby mode'. It is generally cheaper to photocopy
documents than to print out multiple copies on a laser printer. It is usually quicker.
Consider using one MFD printer rather than multiple devices.
Wherever practical, switch off computer equipment when not in use or install software to
do this automatically.
Photocopiers
Some photocopiers are more energy efficient than others. When choosing a new
photocopier, look for one that can switch to a standby mode when not in use. Costs can be
reduced by:
• circulating documents, using notice boards or electronic mail
• double sided copying wherever possible
• switching off photocopiers overnight
• combining functions with MFD printer
Kettles
Employers must test the safety of kettles under the Electricity at Work Regulations.
• When boiling kettles only use the minimum amount of water necessary and ensure
that kettles have automatic switch-off device upon boiling.
• Water boilers should be fitted with time controls.
Monitoring Energy Consumption
Regular meter readings to monitor energy costs will help you to:
• Check the accuracy of fuel bills.
• Identify exceptional consumption and attend to the causes quickly.
• Compare current costs with previous years.
• Assess the seasonal pattern of consumption.
• Measure changes in consumption as a result of new equipment or energyawareness campaigns.
• Check spending is consistent with budget allocation.
You can check your Energy and Water use against the following benchmarks and adjust
for relative size and occupation levels:
P a g e | 43
Schools Energy and Water Benchmarks.
Source: Carbon Trust ‘Saving Energy – A Whole School Approach’ 2005
E
)*
Effective monitoring will help to identify where investment can achieve worthwhile energy
savings e.g. energy efficient lighting, improvements to heating systems.
Further advice and guidance on consumption levels and FREE energy advice is
available from the Energy Saving Trust, an independent Government funded body:
Energy Saving Trust Helpline
Carbon Trust
0300 123 1234
0207 170 7000
NLC Carbon Trust Management Team:
Craig Stapleton
Julie Bunclark
01724 296514
01724 297553
Also see the Schools SLA brochure for other audits and workshops available from the NLC
Carbon Management Team.
P a g e | 44
Appendix A
Contact List
Access (Capital & Buildings) Team
Name
Role
Steve
Piper
School
Services
Manager
Sandra
Access
Burniston Manager
(Capital &
Buildings)
Jo Rea
Access Officer
(Capital and
Buildings)
Andrea
Senior Access
Gorrell
Officer
(Capital and
Buildings)
Cheryl
Access Officer
Morgan
(Capital and
Buildings)
Laura
Access Officer
Harrison
Office
Mobile
E-mail
telephone telephone
01724
297200
01724
297893
---
07717
587689
Steve.piper@northlincs.gov.uk
Sandra.burniston@northlincs.gov.uk
01724
297153
---
Jo.rea@northlincs.gov.uk
01724
297130
---
Andrea.gorrell@northlincs.gov.uk
01724
297669
---
Cheryl.morgan@northlincs.gov.uk
01724
297022
---
Laura.harrison@northlincs.gov.uk
Property Services
Name
Role
(all Client
Officers)
Chris
Head of
Ramsbottom Construction
Mark Bagley Construction
Services
Manager
David Fox
Principal
Maintenance
Services
Officer
Lyndsay
Maintenance
Ball
Officer
Nicola
Maintenance
Sissons
Officer
Deborah
Maintenance
Cox
Officer
Peter
Maintenance
Davies
Engineer
P a g e | 45
Office
Mobile
E-mail
telephone telephone
01724
296754
01724
296772
07717
586772
mark.bagley@northlincs.gov.uk
01724
296622
07717
586622
david.fox@northlincs.gov.uk
01724
296719
01724
296719
01724
296719
01724
296723
---
chris.ramsbottom@northlincs.gov.uk
---
maintenance.services@northlincs.gov.uk
---
maintenance.services@northlincs.gov.uk
---
maintenance.services@northlincs.gov.uk
07717
586723
peter.davies@northlincs.gov.uk
Christopher
Taylor
Nigel
Willerton
Trevor
Steans
Mike
Pennell
Geoff
Boxx
Mike Hills
24/7 Out of
Hours Calls
Maintenance
Engineer
Maintenance
Engineer
Snr. Building
Surveyor
Building
Surveyor
Building
Surveyor
Building
Surveyor
Asbestos
Surveyor
CCTV
Control
centre
01724
296722
01724
296519
01724
296729
01724
296734
01724
296182
07717
586722
07717
587836
07717
586729
07717
586734
07717
586023
christopher.taylor@northlincs.gov.uk
01724
296728
01724
276444
07717
586728
---
mike.hills@northlincs.gov.uk
nigel.willerton@northlincs.gov.uk
trevor.steans@northlincs.gov.uk
michael.pennell@northlincs.gov.uk
Geoff.boxx@northlincs.gov.uk
---
Health and Safety - Safety Solutions
Name
Role
Kelly
Stables
Health and
Safety
Officer
P a g e | 46
Office
telephone
01724
297593
Mobile
E-mail
telephone
--kelly.stables@northlincs.gov.uk
Appendix B
Building Maintenance Management (Property Services)
About Our Service
We manage, maintain and develop operational property holdings. This includes
undertaking building projects and maintaining buildings to meet statutory requirements.
Statutory Duties provided for LA maintained schools.
There is a statutory requirement to service and maintain buildings to a recommended level
and frequency. These include arranging water hygiene testing, servicing of boilers,
electrical testing and servicing of other plant items. We will arrange this on your behalf and
act as duty holder. There is also a statutory requirement to obtain Building regulation
approval for building works. Building control can provide this service.
The Core Offer – for maintained schools.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Professional maintenance and general property-related consultancy service
including building services and engineering advice.
Building maintenance and development.
A 24-hour, 365 day guaranteed call-out service backed up by the professional
resources of the construction section.
Asbestos management.
Service contract management, i.e. arranging water hygiene, boiler servicing,
electrical testing etc, as required by legislation and act as the duty holder for this
role.
Use of a contractor framework.
Use of a consultant framework.
Client liaison.
Processing invoices, certification and contract payments.
Procure and tender projects of circa £5000 and under in value within the cost of
the SLA agreement.
Advise school on all property related matters in terms of both maintenance and
future capital development.
Civil engineer maintenance work, e.g. resurfacing car parks and playgrounds.
Information, advice and guidance to support planned investment into buildings over
the long term.
Information, guidance and advice relating to building condition, including condition
surveys, lifecycle maintenance requirements and condition monitoring of school
estate.
P a g e | 47
Appendix C
Building Project Management and Design
About Our Service
We design, develop, procure and construct operational property holdings. This
includes undertaking building projects, property management and high quality
project, design and contract management services.
Statutory Duties provided for LA maintained schools.
There is no statutory requirement to provide any statutory functions, however there is a
statutory requirement to obtain Building regulation and planning approval for building
works.
The Core Offer – for maintained schools.
•
Professional property design and project management consultancy service.
•
Design consultancy work including architecture, quantity surveying, mechanical and
electrical engineers, structural engineers, disabled access officer for all sizes of
construction work, both new build and refurbishment.
•
Use of a contractor framework.
•
Use of a consultant framework.
•
Project management service.
•
Management of the “self-help” process.
•
Processing invoices, certification and contract payments.
•
Procure and tender projects.
•
Advise school on all property related matters in terms of both maintenance and
future capital development.
•
Civil engineer maintenance work, e.g. resurfacing car parks and playgrounds.
•
Information, advice and guidance to support planned investment into buildings over
the long term.
However, whether you choose the NLC Building Project Management and Design service
or decide to progress your building projects through external agencies, you must follow the
procedures set out in the Self Help Guidance document, referred to in Section 7.
P a g e | 48
Appendix D
Self Help Guidance
An up to date version of the Self Help Guidance and Self Help Application Forms can be
found on the North Lincolnshire Council Intralinc. Please use links below:
http://www.northlincs.gov.uk/schools-libraries-learning/information-for-professionals/
P a g e | 49
Appendix E
NLC Safety Solutions
TEMPLATE FOR A SCHOOL HEALTH & SAFETY POLICY
Section A
General Statement
This policy in so far as it is reasonably practicable, is intended to provide for the
maintenance of a safe and healthy working environment, equipment and systems of work
for staff, pupils, voluntary workers, contractors, visitors and others, within the school
concerned.
The allocation of duties with regard to managing safety matters and the particular
arrangements, which will serve to implement this policy are detailed below.
Section B
Responsibilities
Responsibility for the day-to-day management of health and safety in the premises falls to
the Head Teacher and other nominated staff. They should therefore ensure that they;
1. Are familiar with health and safety legislation in so far as it relates to the premises
with which they are concerned.
2. Are familiar with the school’s health and safety policies and arrangements and should
take the necessary action and that they should take the necessary action to ensure
that they are adhered to.
3. Ensure as far as is reasonably practicable that safe systems of work are in place.
4. Ensure that the school premises are generally kept clean and tidy.
5. Ensure that appropriate equipment is provided
6. Ensure that appropriate training is provided for the tasks and situations that staff will
have to deal with.
7. Ensure that all equipment and tools are maintained in good condition.
8. Ensure that adequate fire precautions and fire-fighting equipment is available and
maintained and that they are aware of who the appointed person is with regard to fire
risk assessments.
9. Are aware of the location of the school’s accident book, Health & Safety Policy and
Manual together with other relevant safety related documentation; (Adapt the table
below as appropriate).
Document
Health & Safety Policy
Health & Safety Manual
Accident Book(s)
Asbestos Management
Water Management File
Fire Risk Assessment
P a g e | 50
Location
Person Responsible
Section C
1. Accidents and First Aid
All accidents (and near misses whenever practicable) should be entered in the premises
accident book. Staff should be made aware that the book is held in a central location and
is available to all. In accordance with current data protection legislation once the details of
an accident have been entered the page(s) should be removed from the book and kept in
a secure container. Only authorised persons should have access to the completed forms.
The
location
of
the
first
aid
……………………………………………………………………….
book
is
First aid kits should be placed in appropriate locations and should have their contents
regularly checked by a first-aider or an appointed person. A list of contents can be
obtained from the HSE website and is included in the council’s First Aid at Work policy.
First aid boxes are to be found at the following locations (see below);
Location
box(es)
of
first-aid
Person(s) responsible
Ideally a list should be maintained of current first-aiders in the school (see below);
Name
Aider
of
First Workplace
location
Level of first-aid Date of expiry of
qualification
qualification
1. General Fire Safety
The Appointed Person for Fire Safety is…
The Appointed Person is responsible for ensuring ;
(i)
That an assessment of the fire risks in the school has been completed
and is regularly reviewed.
(ii)
That wherever possible volunteer Fire Wardens are appointed to take
charge in the event of a fire emergency (if sufficient volunteers cannot be
found, then the responsibility for taking charge in the event of an
emergency falls to teaching staff).
(iii)
That an acceptable level of fire detection and fire fighting equipment is
provided.
P a g e | 51
(iv)
(v)
(vi)
That all fire exits and escape routes are kept clear and are appropriately
signed and lit.
That regular checks are carried out on alarms, detectors and sprinklers
as appropriate.
That a minimum of one fire evacuation drill is carried out every term.
2. Electrical Safety
The Head Teacher should ensure that;
(vii)
(viii)
(ix)
Any electrical repairs required are carried out by a competent electrician.
Portable appliances should be regularly inspected in accordance with
school and/or council policy.
No privately owned electrical items are brought onto school premises
without prior permission and appropriate PAT testing.
3. Water Systems
The Appointed Person
……………………..
for
dealing
with
Water
Management
is
The appointed person should ensure that;
(x)
(xi)
All boilers and water systems are regularly checked in accordance with
school and/or council policy, particularly with regard to Legionella risks.
That they’re aware of the location of the school’s Water Management
File.
4. Lighting
In order to ensure that the school and its surroundings are adequately lit, staff should
inspect local lighting regularly and report any faults promptly to the appropriate person.
5. Floors and entrances
In order to reduce the risk of slips and trips staff should regularly check that the floors in
their working area and the main access routes are clean and free from trip hazards. They
should ensure that;
(xii)
They observe the school policy with regard to dealing with of spillages
(xiii)
They monitor the level of slip and trip accidents and near misses, with a
view to taking remedial action if the number of instances reaches an
unacceptable level.
6. Contractors
Anyone arriving at the school for the purposes of carrying out work, other than an
employee or voluntary worker, should be regarded as a contractor. Head Teachers should
P a g e | 52
ensure that all contractors are registered as entering the premises and that dependent
upon the nature of the work concerned, they;
(xiv)
Have relevant risk assessments and safe systems of work and are able to
provide a copies when requested.
(xv) Can provide evidence of their public and employer’s liability insurance.
(xvi) Are given access to the school’s asbestos register and are aware of the
requirements of the asbestos policy, as appropriate.
(xvii) Are made aware of the school’s fire evacuation policy.
(xviii) Have with them evidence of the appropriate level of their CRB Clearance
7. Waste
Waste produced on the School’s premises is can be classed as commercial waste and
must be treated as such. Producers of waste have a duty of care to ensure:
Any waste removed from the site is carried by an approved contractor with a Waste
Carriers Licence
(xix)
Waste Transfer Notes must be kept proving where waste has been taken
and by whom
(xx)
Special waste i.e. asbestos may have specific requirements for handling,
carriage & disposal
Signature and name of the Head Teacher approving this policy;
Signature……………………………….Name……………………………………
Date………………………………
Safety Solutions
Draft Document 2015
P a g e | 53
Appendix F
Security Survey (please tick box as appropriate)
Low Risk
1
2
3
4
5
High Risk
1. Incidence of crime in surrounding area
Locality has a low crime rate
Locality has a high crime rate
2. Environment
Grounds clearly visible to public
Unobserved ground
3. Boundaries, fences and gates
Fencing and gates to grounds
preventing all but determined
intruders
4. Entrance to building(s)
Clear entrances -signs directing
visitors and door entry control
5. Reception
Pass system in operation with
badges issued to all visitors
6. Car parking and grounds
Car park, and well lit grounds
7. Condition and appearance of buildings
Buildings well-kept and in good
repair with no graffiti and not
vandalized
8. Detached and temporary buildings
No buildings detached from main
block
9. Recesses and internal courtyards
No vulnerable areas for intruders
to hide and break in unobserved
10. Secure exit doors
Doors secure against intruders
11. Secure windows and roof lights
Windows and roof lights protected
against burglars
12. Valuable equipment
Few computers, TVs, video
recorders and other portable
electrical goods
13. Incidence of Crime
No reports of (attempted) assault
or theft in and around school
premises
14. Community support
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No fences or gates preventing
unauthorised access
No clear entrances, or multiple
entrances
No system of recording visitors
No car park, poor lighting
Buildings badly kept and in state
of disrepair, graffiti covered and
vandalised
Many detached buildings,
including temporary huts
Vulnerable areas for intruders to
hide and break in unobserved
Exit doors easily forced/
inadequate locks.
Windows and roof light security
inadequate
Many computers, keyboards,
faxes, camcorders, etc.
Frequent reports of (attempted)
assault or theft in and around
premises
Low Risk
1
2
Strong community and parent
support benefits
15. Out of hours use of (school) facilities
No reported problem and/or
security benefit from out of hours
use
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3
4
5
High Risk
Insignificant parent or community
involvement or negative attitudes
Many security problems due to
out of hours use
Appendix G
Example service task sheets - for schools use
Below are examples of the service task sheets for schools use.
Gas Boilers - Annual service
Gas Boilers require an annual service by a Gas Safe registered contractor under the Gas
Safety (Installation & Use) Regulations, 1998.
Has a service been carried out?
Yes
No
Yes
No
If “No” please state why
If “Yes” what date
Contractors name
Gas Safe registration No.
Do you have the certificate and are aware of its location?
If “No” please state why
If a service has not been carried out, what remedial action has taken place
Please state any general comments or observations below.
Gas Appliances - Annual Gas Safety Check
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All gas appliances are required to have an annual gas safety check carried out by a
CORGI Registered contractor under the Gas Safety (Installation & Use) Regulations,
1998.
Have the appliances been checked, dated and labelled?
Yes
No
Yes
No
If “No” please state why
If “Yes” what date
Contractors name
Gas Safe registration No.
Do you have the certificate and are aware of its location?
If “No” please state why
If the appliances have not been checked, what remedial action has taken place
Please state any general comments or observations below.
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Portable Appliance Testing
The Health & Safety Executive offers no absolute rules on the frequency of the testing and
inspection of portable appliances. The Memorandum of Guidance on the Electricity at
Work Regulations suggests that regular inspection of equipment is an essential part of any
preventative maintenance program, but no attempt is made to specify the intervals of time
implied by the word 'regular'. The reason for this omission is obvious; different situations
require different measures in order to meet the requirement that the danger is prevented.
The factors which affect the frequency of testing must be assessed by the duty holder who
thereby makes the judgment.
In arriving at a judgment as to the frequency of testing, a duty holder is likely to assess the
following factors:•
•
•
•
The environment - equipment installed in a benign environment will suffer less
damage than equipment in an arduous environment
Users - if the users report damage as and when it becomes evident, hazards will be
avoided. Conversely, if equipment is likely to receive unreported abuse, more
frequent inspection and testing is required
The equipment construction - the safety of a Class 1 appliance is dependent upon a
connection with earth of the electrical installation. If the flexible cable is damaged
the connection with earth can be lost. Safety of Class 2 equipment is not dependent
upon the fixed electrical installation
The equipment type - appliances which are hand held are more likely to be
damaged than fixed appliances. If they are Class 1 the risk of danger is increased,
as the safety is dependent upon the continuity of the protective conductor from the
plug to the appliance.
All portable appliances must be tested on the correct frequency and labelled and dated to
confirm the test according to The Electricity At Work regulations 1989, and in accordance
with the I.E.E Code of Practice for Service Inspection and Testing of Electrical Equipment.
Further guidance is available via HSE publication, “Maintaining Portable Electrical
Equipment”, HSG 107 (Third Edition).
An in-house service for Portable Appliance testing is available from North Lincolnshire
Council’s Trading Standards Electrical Testing Unit, (see adjacent flyer) quotations are
available by contacting Lyndsay Fryer 07717 588003 or via email to
lyndsay.fryer@northlincs.gov.uk.
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Have your appliances been checked, dated and labelled?
Yes
No
Yes
No
If “No” please state why
If “Yes” what date was it carried out?
Contractors name
NICEIC registration No.
Do you have the certificates and are aware of their location?
If “No” please state why
If the appliances have not been checked, what remedial action has taken place
Please state any general comments or observations below.
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Water Hygiene
Compliance with “Approved Code of Practice (L8) and Guidance on regulations 4th Ed
2013” is required. A responsible person for the site is to arrange and record weekly
temperature checks.
Do you have a current Water Hygiene Risk Assessment
Yes
No
Yes
No
Yes
No
Have you been advised of any remedial action following the monitoring,
please give brief details.
Yes
No
Have the remedial works been ordered?
Yes
No
If “No” please state why
If “Yes” what date was it carried out?
Contractors name
Do you have the risk assessment and are aware of its location?
If “No” please state why
Do you have regular monitoring of your systems
If “No” please state why
If “No” please state why
If you do not have a current risk assessment and/or regular monitoring has not taken
place what remedial action has taken place?
Please state any general comments or observations below.
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Gas Catering Equipment - Annual Service
All gas catering equipment has to be serviced on an annual basis by a Gas
Safe registered contractor. (See gas appliances section 2.0)
Have the appliances been checked, dated and labelled?
Yes
No
Yes
No
If “No” please state why
If “Yes” what date
Contractors name
Gas Safe registration No.
Do you have the certificates and are aware of their location?
If “No” please state why
If the appliances have not been checked, what remedial action has taken place
Please state any general comments or observations below.
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Portable Fire Fighting Equipment - Annual Service
All portable fire fighting equipment has to be checked on an annual basis (including
extinguishers, fire blankets and hoses) in accordance with BS5306: Part 3: 1985 for fire
extinguishers, BS EN 1869 for fire blankets and BS 5306 part 1 1976 for hose reels.
Has the fire fighting equipment been checked, dated and labelled?
Yes
No
Yes
No
If “No” please state why
If “Yes” what date
Contractors name
Do you have the certificates and are aware of their location?
If “No” please state why
If the equipment has not been checked, what remedial action has taken place
Please state any general comments or observations below.
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Fixed Electrical Wiring Installation Test - 5 year
All fixed electrical wiring must be tested in accordance with The Electricity At Work Act
1989 and in accordance with the I.E.E. Code of Practice and British Standard 7671
Has the buildings fixed wiring system been tested?
Yes
No
Yes
No
Yes
No
Yes
No
If “No” please state why
If “Yes” what is the date of the most recent
test?
Testing contractors name:
NICEIC registration No:
Has the fixed wiring been declared satisfactory?
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original testing company).
NICEIC registration No.
Do you have the certificates and are aware of their location?
If “No” please state why
If the buildings fixed wiring has not been checked, what remedial action has taken
place?
Please state any general comments or observations below.
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Fire Safety Risk Assessment
Schools are required, under the Regulatory Reform (Fire Safety) Order 2006, to carry
out a fire safety risk assessment and keep a copy freely available for inspection.
Has a Fire Risk Assessment been carried out?
Date Fire Risk Assessment carried out
If “No” please state why
If “Yes” what is the date of the most recent
assessment? (See volume 3 of the H&S
file)
Assessor’s name
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Yes
No
Fire Alarms - Quarterly/Annually/3 Yearly
Fire Alarm tests need to be carried out weekly, 3 monthly, annually and 3 yearly in
accordance with BS 5839 Part 1: 1988
Audible fire alarm tests should be carried out on a weekly basis, normally by the premises
manager, with all other testing being carried out by an electrical contractor. It is imperative
that you ensure that fire escapes are free from obstruction at all times.
Three monthly and annual tests should comprise of testing all devices, smoke and heat
detectors, call points and sounders.
Five yearly testing would comprise of a comprehensive test of all fire alarm equipment The
system wiring would be tested in accordance with BS 7671: Requirements for Electrical
Installations.
Are you or your responsible person carrying out and recording in the log
book, weekly audible fire alarm tests
Yes
No
Yes
No
Yes
No
Yes
No
If “No” please state why
What are the dates of the most recent
quarterly test?
1
2
3
4
Testing contractors name
Has the fire alarm been declared satisfactory?
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original testing company).
Do you have the test certificates and are aware of their location and the
location of the log book?
If “No” please state why
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If the fire alarm has not been checked, what remedial action has taken place?
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Emergency Lighting - 3 & 6 monthly, annually, 3 yearly tests
Emergency Lighting, where applicable, needs to be tested on a monthly, 6 monthly,
annual and 3 yearly basis in accordance with BS 5266: Part 1: 1999.
Are you or your responsible person carrying out and recording in the log
book, regular emergency lighting checks/tests
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
If “No” please state why
Has the emergency lighting been tested?
If “No” please state why
What are the dates of the most recent
tests?
1
2
3
4
Testing contractors name
Has the emergency lighting system(s) been declared satisfactory?
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original testing company).
Do you have the test certificates and are aware of their location and the
location of the log book?
If “No” please state why
If the emergency lighting system(s) has not been checked, what remedial action has
taken place?
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Please state any general comments or observations below.
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Lightning Conductors - Once every 11 months
lightning conductors need to be checked every 11 months in accordance with BS 6651 :
1999.
Has the buildings lightning conductors been tested?
Yes
No
Yes
No
Yes
No
Yes
No
If “No” please state why
If “Yes” what is the date of the most recent
test?
Testing contractors name
Has the lightning conductor been declared satisfactory?
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original testing company).
Do you have the certificates and are aware of their location?
If “No” please state why
If the lightning conductor has not been checked, what remedial action has taken place?
Please state any general comments or observations below.
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Playground Equipment
There is no specific legal responsibility to provide inspection and maintenance
programmes but such procedures are recommended by the British Standards
Institute, the Health and Safety Executive, Insurers and Royal Society for Prevention of
Accidents. Playground managers have a legal and moral responsibility of care towards
children using the site.
Further guidance on recommended inspection requirements can be found under the
Health and Safety section
Schools should undertake an annual check of fixed outdoor play equipment and keep a
copy freely available for inspection if required. This is particularly important for Health and
Safety Inspectorate visits following any accident involving the equipment.
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Powered Pedestrian Doors - 6 monthly checks and annual test.
Powered Pedestrian Doors where applicable require to be serviced every 6 months and
tested on an annual basis in accordance with BS7036: 1996 Parts 1,2 and 3.
Has the buildings powered pedestrian doors been inspected?
Yes
No
Yes
No
Yes
No
Yes
No
If “No” please state why
If “Yes” what is the date of the most recent
test?
Testing contractors name
Were the operation of the powered pedestrian doors declared satisfactory?
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original testing company).
Do you have the certificates and are aware of their location?
If “No” please state why
If the buildings powered pedestrian doors have not been checked, what remedial action
has taken place?
Please state any general comments or observations below.
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Passenger lifts
Passenger lifts require 6 monthly insurer inspections, a monthly planned maintenance
inspection in accordance with the following: BS EN 81 Part 1 or 2 1988
Management of Health & Safety at Work Regulation 1999 (MHSWR)
Lifting Operations and Lifting Equipment regulations 1998 (LOLER)
Workplace (Health, Safety and Welfare) Regulations 1992 (WPR)
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1995 (RIDDOR)
Ref: Health & Safety at Work Act 1974 (HSWA)
The Electricity at Work Regulations 1989 (EWR)
Provision and Use of Work Equipment Regulations 1998 (PUWER)
Also Passenger Lifts require examination and tests carried out in accordance with the
"Safety Assessment Federation" (SAFed) the examination and tests are to be undertaken
at 1,5 and 10 yearly intervals and the relevant LG1 document submitted.
Passenger Lifts
Have insurers inspection visits been carried out?
Yes
No
Yes
No
Yes
No
If “No” please state why
If “Yes” what is the date of the most recent
insurers’ inspection?
Have the health and safety recommendations from the insurers report been
actioned?
If “No” please state why
Have scheduled planned maintenance visits been carried out?
Maintenance contractors name
If “Yes” what is the date of the most recent
planned maintenance visit?
If “No” please state why
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Was the lift(s) declared satisfactory?
Yes
No
Yes
No
If “No” please state why
Has the recommended remedial work been ordered?
Contractors name for remedial work (if not the original lift maintenance company).
Do you have the certificates and are aware of their location?
Yes
If “No” please state why
If the buildings lifts have not been checked, what remedial action has taken place?
Please state any general comments or observations below.
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No
Non Passenger Carrying Lifts - 6 monthly checks
Where applicable Non passenger lifts need to have an annual insurers inspection, a
quarterly planned maintenance inspection and a 5 yearly safety gear test in accordance
with BS 5655:
Part 14: 1995.
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Powered Stair Lifts
Powered Stair Lifts need to have an annual insurers inspection, an annual planned
maintenance inspection in accordance with BS 5776: 1996:
Has an annual insurers inspection been carried out?
If “No” please state why
If “Yes” what is the date of the most recent
insurers’ inspection?
Please state any general comments or observations below
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Yes
No
Appendix H
Construction (Design and Management) Regulations (CDM)
The new Construction (Design and Management) Regulations (CDM) came into force on
the 6th April 2015 and from that date the previous Approved Code of Practice (ACOP) has
been withdrawn.
Key Changes and what they mean to you:
Clients can be organisations or individuals for whom a construction project is carried out,
the regulations recognise the importance and influence that they have on a project.
The Client has to appoint a ‘Principal Designer’ and ‘Principal Contractor’. In addition, for
projects involving more than one contractor on site at any one time, a principal designer &
principal contractor has to be appointed to take responsibility for all concurrent work.
The Health & Safety Executive must be notified where construction work is expected to: Last more than 30 (construction) days and have more than 20 workers
simultaneously at any point in the project;
 Involve more than 500 person days
Duties of the Client
 Make suitable arrangements for managing a project. This includes making sure;
 Other duty holders are appointed and check their competence;
 Sufficient time and resources are allocated
The client would notify the HSE by completing an F10 form
Make sure;
 Relevant information is prepared and provided to other duty holders
 The principal designer and principal contractor carry out their duties
 Welfare facilities are provided
Duties of Designers
 When preparing or modifying designs, to eliminate, reduce or control foreseeable
risks that may arise during;
 Construction
 The maintenance and use of a building once it is built
 Provide information to other members of the project team and help them fulfil their
duties
Duties of the Principal Designer
 Plan, manage, monitor and coordinate health and safety in the pre-construction
phase of a project
This includes:
 Identifying, eliminating or controlling foreseeable risks
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 Ensuring designers carry out their duties;
 Prepare and provide relevant information to other duty holders
 Liaise with the principal contractor to help in planning management, monitoring and
coordination of the construction phase
Duties of the Principal Contractor
 Plan, manage, monitor and coordinate the construction phase plan of a project
This includes;
 Liaise with the client and the principal designer
 Preparing the construction phase plan
 Organising cooperation between contractors and coordinating their works
Ensure;
 Suitable site inductions are provided
 Reasonable steps are taken to prevent unauthorised access
 Workers are consulted and engaged in securing their health and safety
 Welfare facilities are provided
The principal contractor must display the F10
A booklet, “Industry Guidance for Clients”, has been produced jointly by the CITB
(Construction Industry Training Board) and the HSE (Health and Safety Executive), a PDF
copy of this document will be made available on the document drive.
The HSE have prepared a short guide for clients on the Construction (Design and
Maintenance) Regulations 2015, entitled, “Need Building Work Done?” A copy is
available from your Building Surveyor as part of the client liaison process, or as a PDF
copy to be made available on the document drive.
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NORTH LINCS COUNCIL - RISK ASSESSMENT TEMPLATE
Please use the following tables to help calculate the Risk Rating Number (RRN) for each work-related hazard you identify. Further information and examples are given in the guidance
document that accompanies the risk assessment template. Useful information about completing risk assessments is also available on www.hse.gov.uk
Potential Severity Rating (PSR) – if the hazard were to result in injury or harm, what would be the result of that
injury or harm?
PSR
Severity
4
Major
3
High
Chronic or terminal occupational disease, physical assault, damage to
property, significant financial loss, dangerous occurrence
2
Medium
Significant injury, temporary disability, unconsciousness, acute or
short term occupational disease, threat to personal safety, loss of or
damage to property
1
Low
Minor injury and harm, intimidation, mild to moderate anxiety, near
miss
Guidance
Death to one or more people, permanent or life changing disability
Probable Likelihood Rating (PLR) – the likelihood that the hazard will result in injury or harm.
PLR
Likelihood
Guidance
4
Highly likely
3
Frequently or Regular
Lack of control or insufficient controls in place
2
Occasional
Lapses could occur if not adequately managed
1
Remotely Possible
Serious failure in or absence of management controls
Lapses could occur in exceptional circumstances
PSR X PLR = RRN
Here are some examples of the
different hazards that can be
work-related, and potential
means of exposure.
Chemical hazards
•
Repetition
•
Forceful exertion
•
Awkward positions
•
Contact stress
•
Work area design
•
Tool or equipment
design
Psychological hazards
•
Inhalation
•
Occupational stress
•
Skin contact
•
Workplace harassment
•
Ingestion
•
Violence
•
Absorption
•
Bullying
•
Injection
•
Fatigue
Physical hazards
Biological hazards
•
Electricity
•
Blood-borne viruses
•
Vibration
•
•
Fire/explosion
Disease producing
pathogens
•
Noise
•
Zoonoses
•
Radiation
•
Mould
•
Thermal stress
•
Plant and insect poisons
•
Pinch points
•
Tuberculosis (TB)
•
Leptospirosis (Weil’s
Disease)
•
Legionella (Legionnaires'
Disease)
Risk Rating
Score
Priority
•
Slips/trips/falls
RRN
1 -4
Low
•
Struck by object
RRN
5–9
Medium
•
Crushing
RRN
10 - 16
High
•
Falls from height
P a g e | 79
Ergonomic hazards
Appendix I
Risk Rating Number (RRN) – the Risk Rating Number derived from the calculation shown below is used to
prioritise the observed risks.
A hazard is anything that can
potentially be harmful to a
person’s life, health, property
or to the environment.
Risk Assessment No.
Premises:
Service Area:
Task / Process / Activity:
Completed by:
Post:
Date Completed:
Significant hazard or
hazardous circumstances
Persons at Risk
Harm, injury, loss
or damage that
may occur
Existing controls (Findings)
Initial Risk Rating
PSR
PLR
Risk Assessor’s signature:
Date:
Manager’s signature:
Date:
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RRN
Additional Controls
Required
(Risk Reduction Plan)
Review Due:
Residual Risk
Rating
PSR
PLR
RRN
Action
Completed
by
Date
Action
completed