HEALTH AND SAFETY AT WORK ACT 1974
GENERAL STATEMENT OF SAFETY POLICY
1.
Introduction
1.1
Health and Safety at Work Act 1974
The Health and Safety at Work Act 1974 places a duty on employers to
safeguard so far as is reasonably practicable, the health, safety and welfare of their
employees and the health and safety of persons not employed but who may be
affected by the work activities such as pupils and visitors.
1.2
General Statement
WEATHERHEAD HIGH SCHOOL in conjunction with Hochtief Ltd accepts its
responsibilities under the Health and Safety at Work etc. Act 1974, for providing a
safe and healthy work place and working environment for all its employees, pupils,
visitors and other persons who may be affected by its activities.
The Headteacher and School Governors will take all reasonable steps to ensure
that the Safety Policy is implemented and that Codes of Practice and Guidance
Notes are followed and monitored throughout the school.
It is essential for the success of this Safety Policy that all employees recognise their
responsibilities under section 7 of the Act in co-operating with management on
Health and Safety issues and taking care of themselves and other persons whilst at
work.
Signed: ______
Headteacher
2.
___
Signed: __
Chair of Governors
__
Organisation
The responsibility for the day to day implementation and monitoring of the school's
Health & Safety Policy lies with the Headteacher so far as is reasonably practicable.
However the Governors recognise that some of these duties may be successfully
allocated to other members of staff; under guidance from the Headteacher.
2.1
Health and Safety Responsibilities
Responsible Persons
Health & Safety Co-ordinator – Business Manager/Premises Manager
(including non-teaching issues/liaison with Hochtief)
Year Groups and associated blocks of the school – Deputy and Assistant Heads
Practical subject areas with specific Health & Safety issues:
Science
- Head of Science
Design Technology/Food - Head of Design Technology
PE Facilities
- Head of PE
ICT
- Head of ICT/Business
4
Health & Safety Handbook 2013/2014
Art & Design
Sites Manager (FM)
- Head of Art & Design
These responsibilities include:
● Circulation of Health & Safety Information, Guidance, Code of Practice issued by
the LA.
● Accident Reporting
(to include teaching and support staff, pupils and visitors, including telephone
notifications, as well as catering, cleaning and caretaking staff in conjunction with
Hochtief and Compass Group.
● First Aid
(Completion of Pupil Accident Record (Form 36) and Form M13 and First Aid Box
contents).
● Fire Precautions
(Testing of fire alarms, escape routes, evacuations, completing Fire Precautions
log book).
● Building Safety
(Reporting of unsafe conditions, asbestos information, control of contractors on
site to the Hochtief help desk).
● Safety Inspections
(Regular inspections by school appointed personnel, Hochtief FM and/or Trades
Union appointed person).
2.2
Health and Safety Communication
A successful Health and Safety Policy relies heavily on effective communication
channels to convey information concerning health, safety and welfare to all
members of staff, the governing body, safety representatives and visitors.
This school has identified the following forums as being the most appropriate to
both disseminate and receive matters on health and safety.
1
2
3
4
5
6
7
8
School Health and Safety Committee - termly. Premises Manager (to act as
Chairman), two Governors, Business Manager, Head of Science, Head of Design
Technology, Head of PE, Head of Art & Design, Head of ICT/Business, Sites
Manager. Report items discussed and items raised and dissemination to appropriate
meeting.
Staff meetings - termly.
Briefing Sheets - weekly.
Senior Leadership Group meeting - weekly.
Governors Finance Committee reporting to full Governors’ meeting - termly.
Appropriate items raised through Headteacher.
TPI - Matters arising reported through Caretaking staff to Business Manager.
Wirral Teachers Health and Safety Sub-Committee. Held every term. Agenda items
to be sent to D Todd, Hamilton Building.
Wirral Manual Health and Safety Sub-Committee. Held every 2-3 months. Agenda
items to be sent to D Todd, Hamilton Building.
5
Health & Safety Handbook 2013/2014
All Health and Safety Information, Guidance, Codes of Practice and associated
literature are kept with the Headteacher, appropriate Heads of Department and the
Business/Premises Manager.
2.3
Level 1 - Headteacher
*
take day to day responsibility for all health and safety matters in the school.
*
liaise with Governors/LA on policy issues.
*
through the regular reports from the school Health & Safety Committee
ensure policy is activated.
Level 2 - Deputy Headteachers, Assistant Heads, Heads of Department,
Business/Premises Manager
*
draw up departmental and site procedures and review annually.
*
arrange for staff to be informed/trained.
*
check procedures are followed in the department.
*
act on reports from level 3 within agreed timescale and report problems to
level 1.
Level 3 - All Teaching Staff, Technicians, Caretakers, Cleaning staff,
Catering staff (in conjunction with Hochtief (FM Operations) and Compass Group)
*
check classroom/work area is safe.
*
check equipment used is safe before use.
*
ensure safe procedures are followed.
*
ensure protective equipment is used.
*
report defects to level 2.
*
carry out special task (e.g. First Aid, Health & Safety Committee etc.)
3.
Emergency Contacts
3.1
In case of an emergency outside of school hours contact
i.
Caretaker
Mr W Myles
Mob No: 07972 603068
ii.
Caretaker
Mr T Wilson
Tel No: 07968 029094
iii.
Caretaker
(VACANCY)
Mob. No.
Hochtief Mobile (Caretaker on duty): 07736 626270
3.2
Useful Numbers
Metro Security
(24 hours)
Health and Safety Officer Mrs D Todd (LEA)
Client Services
Hochtief
Caretaking, Catering,
Cleaning, Grounds,
Buildings
6
Health & Safety Handbook 2013/2014
666 5265
606 2216
666 4436
08707 106122
Fire Safety Officer
Wallasey
Bromborough
Upton
666 5601
644 8788
604 1610
In case of an emergency the Headteacher and/or Deputy Headteachers can be contacted
via the Caretakers and/or Metro Security.
4.
First Aid
4.1
Regulations
The Health and Safety (First Aid) Regulations 1981 apply to all employees in
schools and education establishments.
Although pupils and students are not covered by the Regulations, in line with DfE
Guidance, first aid facilities and appointed first aid persons will be available in
schools and colleges.
4.2
Appointed Personnel
Experienced First Aiders
1
Miss H Phillips
2
Mrs R Eddie
3
Mrs A Daly
4
Miss T Tolond
5
Mrs M Anscombe
6
Mr P Davies
7
Mrs R Jones
8
Mrs A Segar
9
Mrs S Sandhu
10
Mr Matt Armstrong (Emergency Trained)
11
Miss Nina Basford (Emergency Trained)
Location of Main First Aid Boxes
1
Key Stage Admin. Office
2
Attendance Office
3
Main Office
4
Science Prep Rooms
5
DT Prep Room and Classrooms
6
Weathertots
7
Food Technology
Additional boxes are held in departments and other areas of the school as appropriate
including the Mini-bus.
First aid boxes are regularly checked by the member of staff with whom the box is lodged
and restocked, as appropriate by the Office Manager.
7
Health & Safety Handbook 2013/2014
4.3
4.4
Functions of First Aiders
i)
To administer treatment in accordance with the first aid training they have
received.
ii)
Ensure that records are kept of all first aid treatment via the Pupil Accident
Record (M36) and/or Form M13 (for more serious incidents). This is
co-ordinated by the Business Manager and Student Services Office.
Associated First Aid Guidance
Code
HS/ECS/008
HS/ECS/007
HS/ECS/043
Title
A Guide to the Reporting of Injuries, Diseases and Dangerous
Occurrences
First Aid at Work
A Management Guide to Childhood Illnesses and
Communicable Diseases
If a pupil has a need to bring medication to school to take at intervals throughout the
day, this is kept in the Student Services Office. Please refer to the additional
information contained under the heading ‘Medicines in School’ on page 25.
4.5
Disposal of First Aid Waste
In accordance with the Duty of Care - Code of Practice all swabs, tissues etc. used
for first aid treatment will be placed in the medical bins provided by the school
which are located in the Nurses Room, Student Services Office and Disabled Toilet
A125.
5.
Accident Reporting Procedures
This school will follow the accident reporting procedures as outlined in Policy
Circular HS/ECS/008, this document will be consulted for more detailed
information. As required by the Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations 1985 the following will be reported;
i)
Any accident to any person on school premises or education establishment.
ii)
Any accident to a pupil whilst under the supervision of a member of staff e.g.
school trips.
Procedure for Employees, Visitors, Members of the Public
For all accidents
i)
Complete Wirral MBC Accident Form M13 and forward to the Business
Manager. This will then be sent to the Health & Safety Services, Hamilton
Building, Conway Street, Birkenhead on the day of the accident, if hospital
treatment is required.
8
Health & Safety Handbook 2013/2014
ii)
File M13 containing accident details. This is kept for a period of 3 years.
The Accident File for M13’s is kept in the Business Manager’s office for
reference purposes.
For Fatalities, Major Injuries, Dangerous Occurrences
iii)
Notify Health & Safety Services, immediately by telephone (666 4693) and
follow the above reporting procedure.
For Over 3 Day Incapacity
iv)
Telephone Health & Safety Services on the 4th day of incapacity/absence
from work. Ensure normal accident reporting procedure has been followed.
Procedures For Pupils
For All Accidents
(i)
Enter details of the accident on the Pupil Accident Record (M36). These
forms are kept in the Student Services Office for a period of 3 years. In
addition, for more serious accidents requiring hospital treatment, complete
M13 and forward to the Business Manager who will send a copy to Health &
Safety Services.
For Fatalities, Major Injuries, Dangerous Occurrences
(ii)
The Business Manager will notify Health & Safety Services by telephone
(666 4693) as soon as possible.
(iii)
Complete Wirral MBC Accident Form M13, send form to Health & Safety
Services, Hamilton Building, Conway Street, Birkenhead on the day of the
accident via the Business Manager.
Note: Pupils' accidents not resulting in a major injury but involving an unsafe condition or
other cause of concern should be reported via form M13 to either the Business or
Premises Manager.
For more detailed information see the separate; ‘Section C: Procedure in the Event
of an Accident’ in the Health & Safety Handbook.
6.
Electrical Safety
The Electricity at Work Regulations 1989 place a duty on the employer to eliminate
danger from electric shocks, electric burns, electrical explosion or arising from fires
and explosion caused by electrical energy.
6.1
General Guidance
i)
No appliance will be used within the school if it has been deemed unsafe by
either the Technical Support Section or a Hochtief approved Contractor.
These appliances will be identified by a red label and the plug removed.
9
Health & Safety Handbook 2013/2014
6.2
ii)
All appliances passing the electrical inspection will be identified by a blue
label.
iii)
Visual checks will be made by the user prior to the use of any portable
electrical appliance.
iv)
All electrical faults will be reported immediately by members of staff to
the Business Manager and/or Premises Manager.
v)
Appliances must be taken out of use, if there is any suspicion of a fault.
vi)
No repairs will be carried out unless that person is deemed competent to do
so.
vii)
Under no circumstance are staff to bring in their own untested
electrical equipment.
Visual Inspection Checklist : - before use, all staff should:
i)
Check equipment casing/body for signs of damage i.e. cracks, holes, that
may give rise to a break down of insulation.
ii)
Check mains supply cable for signs of damage or wear that may compromise
insulation.
iii)
Check mains supply plug for damage to the pins, cover or cable clamp.
iv)
Check the point of cable entry to the equipment - this may be a grommet or
clamp entry or plug and socket.
v)
Check on/off switch for signs of damage or malfunction.
An inventory of electrical equipment is held with the Finance Manager in G104
which is reviewed and checked on an annual basis.
Termly audits are also undertaken by the Finance Manager and any discrepancies
reported to the Business Manager for investigation. Please ensure that if any
assets are moved between classrooms/offices that Mrs Kirby is informed.
7.
Control of Substances Hazardous to Health Regulations 1988 (COSHH)
Regulations
The COSHH Regulations place a duty on the employer to assess the risks to health
of employees and other persons posed by the use of toxic, harmful, irritant and
corrosive substances.
7.1
Assessments
COSHH assessments have been carried out for all products purchased and are
10
Health & Safety Handbook 2013/2014
contained in the COSHH Handbook.
7.2
Information
Sufficient information is given to employees using hazardous products on their safe
use, handling, storage and protective clothing, if required.
Copies of assessment sheets are given to all employees using hazardous products.
Should additional information or advice be required this will be discussed with the
Departmental Health & Safety Officer.
7.3
i)
Information regarding CLEAPSS Hazards, CLEAPSS Assessments for
Design Technology, use of lesson plans to identify hazardous products and
experiments and other books and literature used are available from the
appropriate Departments.
ii)
Fume cupboards and other local exhaust ventilation systems are subject to
regular inspection by an outside contractor organised through Hochtief FM.
The school acts upon the reports submitted in conjunction with Hochtief FM
as and when required.
iii)
The lifts and all other lifting apparatus in the school are subject to regular
inspection by an outside contractor. Hochtief FM acts upon the reports
submitted.
iv)
All PE equipment is subject to regular inspection by an outside contractor.
The school acts upon the reports submitted in conjunction with Hochtief FM.
Departmental Arrangements for COSHH
(Science, DT, Art and (Cleaning through the Caretaking staff and Hochtief FM))
It is the Head of Department’s responsibility to ensure that all COSHH Assessments
have been carried out for materials and products falling within the scope of the
COSHH Regulations, and that all members of the Department are aware of the Risk
Assessments.
NOTE: All employees must be made aware of the regulations relating to products
marked as toxic, harmful, irritant or corrosive, and obtain COSHH data before use.
7.4
Risk Assessments
The Management of Health & Safety at Work Regulations 1992 require Risk
Assessments to be carried out where significant risks have been identified. Staff
should ensure that Risk Assessments are referred to, when an activity requires
specific health & safety guidance. Wherever possible, existing curriculum paper
systems such as lesson plans or Schemes of Work should be used to incorporate
risk assessment information, or more detailed guidance should be referred to if
deemed necessary.
The aim of a Risk Assessment is to ensure that safe systems of work are in place to
11
Health & Safety Handbook 2013/2014
make sure no-one is harmed either by injury or ill health. There are five steps
involved in a Risk Assessment:
1.
2.
3.
4.
5.
Look for hazards.
Decide who might be harmed and how.
Evaluate the risk arising from the hazards and decide whether existing
precautions are adequate or more should be done.
Record your findings.
Review your assessment from time to time and revise it if necessary.
Detailed risk assessments for Art, Drama, Dance, Music, DT, Science, PE, use of the All
Weather Pitch and non-curriculum activities have been posted on the staff shared area in
the ADMIN folder. Staff should consult these additional documents for information where
necessary. It is the responsibility of Curriculum Leaders to ensure that departmental
risk assessments are kept up to date and reviewed on an annual basis.
Non-curriculum risk assessments cover a variety of areas including use of interactive
whiteboards and projectors, visual display units, manual handling, use of ladders,
computer suites, store rooms and advice on good housekeeping. Staff should ensure
that they consult with these documents and take all necessary precautions.
8.
Suggestions for Good Practice
To reduce accidents in the workplace, the following points will help achieve a safe
and healthy environment. All staff must note that they should:
i)
Remove or secure anything which may cause a slip, trip or fall.
ii)
Keep all access points clear of furniture, boxes, paper etc. in particular fire
and emergency exits.
iii)
Lock away all cleaning or other hazardous products at all times.
iv)
Regularly clear storage rooms and classrooms of combustible materials.
v)
Avoid trailing wires and leads.
vi)
Keep boiler rooms tidy and free from any storage.
vii)
Keep flammable liquids etc. in a cool area, preferably in a metal cabinet.
viii)
Report any building hazards to the Business Manager or Premises Manager.
12
Health & Safety Handbook 2013/2014
Use of Lift
1.
Support staff will use the lift when they have non-hazardous loads which
are too bulky to move from one floor to another using the stairs.
2.
Teaching staff should restrict their use of the lift to helping support staff
with access when they are moving equipment and deliveries.
3.
The lift will be used to enable a disabled student or member of staff or other
disabled person to gain access to and from each floor. Disabled students will only
be allowed to use the lift when accompanied by a member of the teaching or
support staff.
4.
Lift keys are held by members of the Leadership Team, Year Leaders, Mentors and
the Student Services Office staff. An additional key is held at Reception for
emergency use.
5.
Lift motors are located near to each lift on the 2nd floor. The keys are held by the
Caretakers for Block A lift and Key Stage Office for Block B lift. Hand-winding
instructions are kept by each lift and with the Caretakers.
6.
The following staff have been trained in the emergency procedures:
Mr W Myles
13
Health & Safety Handbook 2013/2014
Health & Safety Policy and Guidance Documents
Document Number
HS/ECS/002
HS/ECS/003
HS/ECS/004
HS/ECS/006
HS/ECS/008
HS/ECS/010
HS/ECS/013
HS/ECS/014
HS/ECS/019
HS/ECS/021
HS/ECS/026
HS/ECS/035
HS/ECS/036
HS/ECS/037
HS/ECS/038
HS/ECS/039
HS/ECS/040
HS/ECS/041
HS/ECS/045
HS/ECS/046
HS/ECS/047
HS/ECS/049 Part A
HS/ECS/049 Part B
HS/ECS/052
HS/ECS/056
HS/ECS/058
HS/ECS/059
HS/ECS/061
Document Title
Schools’ Framework Health & Safety Policy
Safety Representatives and Safety Committee
Regulations
Functions of Safety Representatives
Risk Assessment
First Aid at Work
A Guide to the Reporting of Injuries, Diseases and
Dangerous Occurrences
Control of Substances Hazardous to Health
Portable Appliance Inspection & Testing
Health & Safety Display Screen Equipment
New and Expectant Mothers
Safer Lifting and Handling Techniques
Lone Working
Violence & Aggression at Work
Attacks by Animals
Well Being Policy & Guidance
Health & Safety Training for New Employees
School Security Policy
Educational Visits, Overnight stays and Hazardous
Activities
Safety in Outdoor Education
Health & Safety in Design Technology
Safe Practice in Physical Education & School
Sport
School Visits to Farms
The Role of the School Safety Co-ordinator
Safe Handling Restrictive Physical Intervention
Temporary use of LPG Heaters in School
Smoking in Schools
Sinks in Laboratories
Science Safety Policy - Secondary
Science Safety Policy – A Model Policy Secondary
Use of Volunteers & Paid Coaches (Contractors) in
Physical Education & School Sport
Driving at Work (managing work related road
safety)
Working at Height and Safe Use of Access
Equipment
Safety in the Sun
Date
2012
2004
Infection Control and Arrangements for dealing
with Bodily Fluids
Dealing with Discarded Needles/syringes and
needlestick injuries
Extended Schools Lettings Policy Guidance
2008
14
Health & Safety Handbook 2013/2014
2004
2003
2011
2003
2003
2011
2011
2003
2004
2011
2011
2003
2004
2004
2003
2004
2010
2010
2005
2003
2004
2005
2009
2003
1985
2004
2004
2004
2011
2012
2006
2008
2010
Other available documents:
Policy for the detection and treatment of head lice, 2008
Law on use of Child Car Seats, 2006
(These policies can be accessed through the Wirral Learning Grid website
www.wirral-mbc.gov.uk/HealthandSafety)
15
Health & Safety Handbook 2013/2014
SECTION B
PROCEDURE
IN THE
EVENT OF A FIRE

General Notes

Evacuation Procedure

Exit Points

Fire Assembly Points

Checks & Tests/Drills
16
Health & Safety Handbook 2013/2014
FIRE EVACUATION
In the event of a fire being discovered by a member of the school staff, or any
other adult, they should set off the alarm by operating the nearest fire alarm point.
If a student discovers a fire they should notify the nearest adult who will act as
described above. The member of staff or other adult must immediately notify the
Main Office of the fire.
On activation of the fire alarm the Headteacher or nominated person and a
Hochtief caretaker will check the fire alarm panel to ascertain the location of the
fire/activation. If it is safe to do so and the fire is not within the vicinity of the panel,
the Headteacher or nominated person will go to the area of the fire/activation.
If there is a fire, the Headteacher/nominated person will use an extinguisher to
attack the fire if it is safe to do so. If it is not safe to do so they will leave the
building and make their way to the fire assembly point.
The Headteacher or nominated person will make the decision whether to call the
Fire Authority. If the school make the decision not to call the FA then they will
instruct the caretaker to reset the panel and allow the building users back into the
building.
If a decision is made to call the FA then call the Fire Service by dialling for an
external line and then dialling 999, with the following message:
Fire at:
School Name: Weatherhead High School
Address: Breck Road, Wallasey, Wirral, CH44 3HS
If the fire is near the reception ring the Fire Service from a place of safety.
At the Assembly point make sure all members of the parties are accounted for.
Ensure that people do not re-enter the building until given permission by the
nominated person or the Fire Brigade.
THE PROCEDURE IN THE EVENT OF A FIRE MUST THEN BE
FOLLOWED. (See next page)
17
Health & Safety Handbook 2013/2014
Staff With Specific Responsibilities
Receptionist:
To take out the Visitors Book and Contractors List
and lock the front door.
Key Stage/Attendance Staff: To take out Absence List and Student Registers.
Headteacher and Deputies: To liaise with Fire Brigade.
Special arrangements for non-ambulant pupils Proceed to nearest break-out
area with Teaching Assistant. J Morris will join and confirm whether a full
evacuation is required. If so, J Morris and the Teaching Assistant will transfer the
student to an EVAC CHAIR for evacuation, as necessary.
Taslima Begum will exit the building via the bridge at the end of Block D and will
move to her Form Group accompanied by her TA. J Morris to advise the TA
whether a full evacuation is required.
18
Health & Safety Handbook 2013/2014
Evacuation Procedure in the Event of Fire
1. On hearing the alarm, exit the building immediately from the nearest available exit,
following the route indicated on the doors. All personal belongings are to be left in
classrooms.
2. Students should line up at the designated point in Tutor Groups and in alphabetical
order. Other staff to gather in designated areas. (See plan detailing Assembly
Points for location)
3. Tutors to stay with Forms and keep students in silence whilst registers are
completed.
4. Tutors to report absence on register and give to Year Leader for checking.
5. Year Leaders will have received absence lists from the Key Stage Office Staff.
6. KS3 Year Leaders to report to RPO when all students are accounted for.
7. KS4 Year Leaders to report to RPO.
8. When complete, RPO, PB and AW to report to NRD indicating students are
accounted for.
9. Cover Admin Officer to account for all supply staff and report to NRD.
10. KMA to account for all support staff and visitors and report to NRD.
11. Cook to report to KMA in respect of Catering Staff.
12. PB, NR, and EW to take responsibility for ensuring full evacuation of the building.
- NR to check Block A B C on the ground floor.
- PB to check Block A B C on the top and middle floor.
- EW to check Block D E F G on the first floor.
- LBB to check Block D E F G on the second floor.
13. On no account are any staff or students allowed to re-enter the building when the
alarm is still sounding.
14. NRD to give the instruction to re-enter the building (or PB/AW in NRD’s absence).
15. On no account are school lifts to be used.
In the absence of the Headteacher, Deputies to take charge.
19
Health & Safety Handbook 2013/2014
FIRE EXITS

Main Office and A105 exit via front door

Remainder of G Block exit via Staff Common Room

G203 via 6th Form Common Room

Remainder of A Block exit via A Block back staircase

Block B101, 2, 3 and B201, 2, 3 exit via front door

Block B104, 5, 6, 7, 8 and B204, 5, 6, 7, 8 exit via A Block back staircase

Block C exit via C Block stairs

Block D 1st floor exit via Science exit

Block D 2nd floor exit down Block D stairs and via Science exit

Block E 1st floor through fire exit between blocks E & F

Block E 2nd floor exit down stairs between E & F and out between Blocks E & F

Block F 1st floor through fire exit between blocks E & F

Block F 2nd floor F203-6 inclusive and LRC down stairs between E & F and out
through fire exit

Block F 2nd floor F201, 2, 7 & 8 down stairs to front and out via front entrance
20
Health & Safety Handbook 2013/2014
FIRE ASSEMBLY POINTS
Year 7
7A DR
7B NVG
7C MA
7D RMN
7E NJ
7F MTAI
7G CDN
7H MGR
7I JBR
7J KAL
________
________
________
________
________
________
________
________
________
________
================================
SCHOOL
============================
Playground
Playground
8A
8B
8C
8D
8E
8F
8G
8H
8I
LCH
________
KCH ________
RPE
________
SP
________
PGR ________
API
________
BK/NRO________
AKI
________
JMU
________
Support
Staff
And
Visitors
Sixth
Kitchen
Form
Staff
Tennis Courts
Year 9
A
B
C
D
E
F
G
H
I
J
JTO
MLI
LL/CHR
RLE
SBA
AMR
TR
HCO
SWO
VW
Year 11
---------------------------------------------------
A
B
C
D
E
F
G
H
I
J
Year 10
A
B
C
D
E
F
G
H
I
BC
NB
CHN
DSC
SH
RD
MWI
GRO
SS
----------------------------------------------
21
Health & Safety Handbook 2013/2014
JP
-----LCO
-----KB
-----TS
-----FC
-----WR
-----LFO/SPO----PA
-----CK
-----PH
------
Checks and Tests
Checks will be made routinely and in accordance with the Fire Log by a competent and
authorised person and will cover:





Means of escape
Emergency Lighting
Fire Alarms
Fire fighting equipment
Fixed installations
The results of the checks and tests will be advised to Hochtief FM and recorded in the Fire Log
by a named person of Hochtief FM Staff.
On a routine basis the nominated person will check that all tests have been undertaken and
recorded.
If the nominated person is absent The Fire Log will be checked by the Business Manager
and/or Premises Manager.
Identified Faults
Any faults found will be passed to the Hochtief Help Desk via the Premises Manager or
Caretaker.
Hochtief Fault Control will arrange for repairs to be carried out in accordance with a prearranged schedule i.e. Fire Alarms to be repaired within 24 hours, fire extinguishers to be
repaired within five working days.
Any urgent fault, which has not been rectified in the appropriate time, will be brought to the
attention of Hochtief FM Management (Assistant Facilities Manager.)
Drills
A fire drill will be carried out at the beginning of each term and a record made. Similarly the
fire alarm will be tested and a record made by a Caretaker and checked by the Premises
Manager.
Training
For all staff, the first priority is to ensure the safety of the students and to evacuate the
building as soon as possible.
It is very dangerous for a teacher to be distracted from the evacuation by trying to fight a
fire.
It is, however, normal for caretakers and some school staff to be taught how to use the fire
extinguishers and they may use the equipment available to them if they can do so without
endangering their own, or any other person’s safety.
22
Health & Safety Handbook 2013/2014
All staff are provided with a copy of this Emergency Plan.
The induction programme for new staff will include Fire Safety as well as other Health and
Safety Policies and Procedures.
Other Employers on Site
Although it is strictly legal for all employers to have their own fire plan it is the school’s
intention that all employers on site are encompassed in the one plan and co-operate in its
practice.
As already mentioned Hochtief FM staff will be responsible for most of the fire safety
checks and their inspections. Their authority must be accepted by all persons working in
the school and if any disagreements occur or changes, they should be put before a Safety
Meeting where the Headteacher’s decision will be accepted by all people on the school
premises.
This will be updated whenever the situation requires it.
Consultation
There will be a meeting between the Business Manager and/or Premises Manager and
Hochtief Contract Manager to discuss any fire matters particularly any which will need to be
rectified during the holidays. (Scheduled Half Termly Meeting)
Any fire safety matters suggested by members of staff should be sent to the Business Manager
and/or Premises Manager for discussion at the Scheduled Half Termly Meetings.
An emergency meeting can be called at any time with 24 hours notice by any of the relevant
parties.
23
Health & Safety Handbook 2013/2014
SECTION C
PROCEDURE
IN THE EVENT OF
AN ACCIDENT

General Notes & Procedures

Accident Forms
24
Health & Safety Handbook 2013/2014
Procedure in the Event of an Accident
It is the responsibility of the member of staff who witnesses an accident (or who is first on
the scene) to complete the relevant accident forms. In many cases for minor accidents,
the Student Services Office Staff will complete the documentation.
Pupil Incidents and Accidents
1. Complete Pupil Accident Record (M36) with Student Services Office/Reception.
Each pupil has an individual Pupil Accident Record on which to record minor injuries (e.g.
cuts, grazes etc.) throughout their school years.
2. File Pupil Accident Record for reference.
Once an accident has been recorded on the Pupil Accident Record it should be kept in a
file in alphabetical order within the relevant year group and stored in the Student Services
Office.
3. For serious injuries/incidents requiring hospital treatment complete Form M13
In addition to completing the M36, for more serious injuries requiring treatment complete
Form M13, and forward to KMA where the information will be logged and stored centrally.
The appropriate Year Leader and KMA will be informed by the first aider through
completion of the Accident/Incident Report Slip so that they can follow it up and record any
action taken. A copy will also be sent to the LA Health & Safety Section.
Head Injuries
Parents must be informed directly by telephone and a follow up standard letter should be
forwarded home.
Example of letter:
Dear Parent,
Your daughter ___________ has bumped her head today whilst at school. Basic
first aid treatment has been administered by the school. You are advised to seek
medical attention if she shows the following symptoms: vomiting, blurred vision,
headaches or drowsiness.
Yours sincerely,
On no account should a child be allowed to make their own way home after receiving a
head injury.
Hospitals
A pupil requiring hospital treatment MUST be accompanied by a member of staff. Parents
must be notified and a request made for them to meet the pupil at hospital. This will then
release the member of staff to return to school.
In extreme cases, members of staff may be asked to sign forms that enable immediate
treatment to take place (in loco parentis).
Special consideration must be given to pupils who are Jehovah’s witnesses. In such
cases any treatment, except blood transfusions, is usually permitted.
25
Health & Safety Handbook 2013/2014
All staff should be aware of this ‘special consideration’ for Jehovah’s Witness.
Pupil Accident Record Forms will be retained until the child has reached the age of 21
years as potentially they can submit a claim for an incident which has occurred more than
3 years previously up until the age of 21 years.
Medicines in School
Any medicine, including painkillers, will only be issued if it is brought to school by a pupil
with a parent’s written consent for it to be taken during school time. This written consent
should include details of dosage, strength of medication and frequency at which it is to be
given. The medication container should also be clearly labelled with the child’s name, the
appropriate dosage and the expiry date. This label should be signed/initialled by the
parent/guardian.
If a pupil has a need to bring medication to school to take at intervals throughout the day, it
will be kept in a locked secure box provided for this purpose. This box is located in the
Student Services Office.
Medication will be signed out by appropriate members of staff and records will be kept of
all medication administered.
It is the responsibility of parents/guardians to ensure that the school is kept up to date with
any changes in medication.
In the case of a child being on long term medication, records will be reviewed annually and
parents/guardians will be contacted via letter to ensure that school records are up to date.
Self Administration
If a child needs to keep their medication on their person throughout the day, for example
inhalers, then parents should ensure that their child can self administer this effectively. A
letter should also be provided informing the school of the medication that their child is
carrying, and consent should be given for their child to self administer.
26
Health & Safety Handbook 2013/2014
Weatherhead High School – Administration of Medication Record
Child’s Name: ___________________________ Duration of administration (timescale of prescription): __________________
Name of Medication, frequency and strength__________________________________________________________________
Date
Health & Safety Handbook 2013/2014
Dosage
Time Due
Administered by
(signature)
Actual Time
Given
Staff Incidents and Accidents
1. Complete Form M13 for all accidents and forward to KMA
All incidents and accidents involving members of staff must be reported on Form M13 and
forwarded to KMA. Forms are available from the Student Services Office and the Main
Office. Any accidents associated with the school building or grounds will also require
completion of a Hochtief Incident Form and will be logged with the Hochtief help desk for
investigation. Please contact KMA/DG in these instances who will liaise directly with
Hochtief FM staff.
Copies will be retained at the school for a period of 3 years for incidents to staff and
members of the public.
Pupil Accident Record (M36) and M13s will be dealt with at the following locations:
STAFF
YEAR 7 to 11
SIXTH FORM
BUSINESS MANAGER’S OFFICE
STUDENT SERVICES OFFICE
MAIN OFFICE
Please ensure that following an accident, staff record the details at the appropriate
office.
NB. IT IS IMPERATIVE THAT DEPARTMENTS DO NOT HOLD THEIR OWN ACCIDENT
FORMS.
Health & Safety Handbook 2013/2014
M36
WEATHERHEAD HIGH SCHOOL
PUPIL ACCIDENT RECORD
Name of Pupil: _____________________________ Date of Birth: _____________________ Unique Pupil No: _______________
Form to be COMPLETED for ALL accidents and dangerous occurrences to pupil.
Date of Incident
Where did it occur? How did it Happen? Details of
any injury and any treatment given from the First Aid
Box
Hospital
referral
Yes/No
Parents
Notified
Yes/No
29
Health & Safety Handbook 2013/2014
Form M13
completed
Yes/No
Any other Comments
Signature and
date of person
making report.
SECTION D
SCHOOL TRIPS
AND
VISITS

General Arrangements for organising a trip/visit

Risk Assessment Form

Overnight/Hazardous Activity Forms

Visit Check List

Use of Mini-bus

Risk Assessment for School Mini-bus

Guidelines for Completing Risk Assessments

Driver Safety Check List

Insurance
30
Health & Safety Handbook 2013/2014
VISITS:
PROCEDURE FOR ALL EDUCATIONAL VISITS AND HOLIDAYS IN THIS
COUNTRY AND ABROAD
Arrangements to be made by staff in charge of each visit:
1
Cost
Following the 1988 Education Act - Charging for School Activities,
the following points should be noted:
a)
Charges can be made for:
1.
2.
2
Board and lodging on residential visits.
Activities which take place wholly and mainly outside the school day,
but which are not provided as an essential part of the delivery of the
National Curriculum or a prescribed public examination.
b)
For all other activities, voluntary contributions can be requested to cover the
cost of the visit.
c)
If any pupil is thought to be not able to join a visit for financial reasons, then
this should be discussed with the School Business Manager. There is a
hardship fund to cover such circumstances.
Payments
a)
All monies must be paid to the Finance Assistant (TT) at least two days
before the visit. This money must be sufficient to cover all anticipated costs.
It is important that support staff ensure that there are good recording
systems used for the collection of money. Money collected for trips should
be paid to the Student Services Office then passed to the Finance Assistant
for banking on the day of collection and not stored in the school.
b)
3
The Finance Manager (KK) must be consulted about payments for
theatre/rail tickets etc., where these have to be paid for in advance.
Transport
a)
COACH - if a coach is required, contact the Finance Manager who will make
the necessary arrangements.
b)
RAIL TRAVEL - see the Finance Manager if tickets have to be paid for in
advance. Suitable arrangements must be made for getting to and from
stations and these must be agreed by the parents. On no account should
any pupil be expected to make her own way to and from any location other
than the School without parental knowledge in advance.
c)
MINI BUS - (See separate sheet)
Health & Safety Handbook 2013/2014
d)
USE OF PRIVATE CAR - if pupils are to travel in private cars, then staff must
ensure that their personal motor car Insurance covers any liability and has
the appropriate business use extension (class 1 cover). Employees should
check with their insurers that “business use” includes cover for the
occasional transporting of pupils. Two members of staff should accompany a
pupil if they are being driven in a colleague’s car. Where it is not possible to
have two members of staff available, in exceptional circumstances, a taxi
should be used. Where staff are required to transport pupils, it is now
also a legal requirement to use a suitable seat restraint if a child is
under the height of 4ft 6ins and under 12 years old. Please see the
Finance Manager if you require a seat restraint.
NB - On no account should any pupil be expected to find their own way
home late at night.
4
School Lunches
The cook must be informed IN ADVANCE of the number of pupils NOT having
school lunch.
5
Information Needed In School
a) At least one week in advance a list of pupils and staff taking part must be:
i) given to the Main Office together with the Parent Signature Slips (essential
to conform with the Local Authority Regulations which state that
names/addresses/telephone numbers of those taking part MUST be left in
school).
ii) Posted in the Briefing Sheet
iii) Given to the appropriate Year Leaders/SLT Mentor.
b) Staff must inform Year Leaders if not available for registration.
6
In The Event Of An Emergency Or Exceptional Delay the school must be
contacted immediately.
7
Visits Out Of School Hours
The member of staff in charge must have the telephone number of their Mentor who
can be contacted if any emergency arises. This member of staff must have a list of
the names/addresses/telephone numbers of all those taking part.
8
See below for details required for specific visits:
A - Visits during lesson times
B - Visits involving hazardous activities
C - All visits not involving an overnight stay
D - Visits involving overnight stay(s) in this country
E - Visits/holidays abroad
32
Health & Safety Handbook 2013/2014
For all visits, a blue Out-of-School Visit Form must be completed. In general at least one
month prior to the visit this form must be presented along with any draft letters for
consideration by DG. For trips involving overnight stays, hazardous activities or visits
abroad, at least two months prior notification is needed. Staff should not pre book or
confirm any arrangements until the blue Trip form has been authorised by the
Headteacher and DG.
NB: The blue Trip Form is the initial trip request document and depending on the nature of
the trip, additional forms may be required. (See below)
A Visits During Lesson Time
Visits (or local field work) which are part of a course can be covered as follows:
1
Carry out and complete Risk Assessment
2
Draft letter and discuss with DG. The Exams/Premises Manager will consult with
LBI who holds the school diary. A decision in principle to go ahead will/or will not
be given at this point. (Consideration has to be given to the number of activities
already in the diary and also the arrangements needed for staff cover)
3
DG must be informed when the class will actually be out of school
4
A list of the students involved should be left in the Main Office.
5.
A letter home needs to be sent for all pupils involved in the trip and a reply slip
must be collected prior to pupils leaving school
B Visits Involving Hazardous Activities
1
For any visits involving hazardous activities you must complete an online request
form using Evolve. Please see DG for your Evolve log in and further information.
2
All such activities must be entered onto the online request and relevant approval
documentation for leading activities attached, prior to any arrangements being
made.
3
Risk Assessments must be completed and attached to the online submission, which
will be kept with the trip form when it is submitted to the Head teacher, Chair of
Governors and LA.
4
A list of students involved together with their emergency contact details should also
be attached to the online request. A copy of this list should be left at the Main
Reception on the day of the visit.
5.
When the online request has been completed it will be submitted to DG
(Educational Visits Co-ordinator) for approval and entered into the school diary, DG
will then submit to the Headteacher for approval. The Chair of Governors has to
access the form to approve the activity, after which the online request is sent to the
LA. All information will be held on Evolve for staff to access and retain and a hard
copy kept in DG’s office.
33
Health & Safety Handbook 2013/2014
C
All Visits Not Involving An Overnight Stay (this includes field trips; lectures;
theatre visits; concerts etc., for all Year Groups including the Sixth Form).
1
The proposed visit should be discussed with DG prior to any arrangements being
made. Proposals should include information about Date(s), Staffing; Travel. Risk
Assessments should be completed.
2
At this point, the visit may or may not be booked in the school diary.
Travel - once a date has been agreed, the organiser should see the Finance
Manager to arrange transport - coach/minibus or book the school minibus.
A draft letter to parents should then be written (including Disclaimer) and to include:
a)
b)
c)
d)
e)
f)
g)
h)
i)
Date, destination, purpose of visit, activities to be undertaken.
Times of departure and return.
Supervision
Clothing (uniform/non-uniform) - if non-uniform is requested then it
must be clothing suitable for a school visit.
Method of transport
Meals
Contribution towards the cost - and date of receipt of money.
Insurance disclaimer. NB - a special disclaimer should be used for
persons over 18 or who are Jehovah’s Witnesses.
Detachable slip for parent’s signature (including name, form, address
and emergency telephone number).
3
Letter to be signed by member of staff in charge of the visit (together with status).
4
Letter to be agreed with DG before typing. Also, a Risk Assessment Form must
accompany the letter and this should be submitted to DG for consideration.
5
After typing and duplicating, copies of letter to be sent to Headteacher and DG.
6
Any changes in arrangements must be discussed with DG and parents informed in
writing (copies again to Headteacher and DG).
D Visits Involving Overnight Stay(s) In This Country
1
All such visits must be discussed with DG, who will discuss with the Headteacher
prior to any arrangements being made.
2
If approved by the Headteacher, an online submission must be completed using
Evolve. Please see DG for your Evolve log in and further information.
3
The Party Leader should consult the manual ‘Educational Visits, Overnight Stays
and Hazardous Activities’ - (see DG)
34
Health & Safety Handbook 2013/2014
4
Form MSH1 - Overnight Accommodation Questionnaire should be completed and
forwarded to the organising body e.g. travel company or the person in charge of the
location. The form asks for relevant information which will assist in deciding the
suitability of the location. This information MUST be received by the school before
consideration is given for the approval of the location for an overnight stay and must
be obtained sufficiently in advance to enable a pre-inspection to take place if it is
considered necessary. The completed MSH1 form should then be attached to the
online request form on Evolve or given to DG.
Form MSH2 - As a pre-visit and on-site checklist for party leaders, MSH2 should be
consulted. The party leader should ensure that all members of the party are briefed
on local safety rules, fire precautions and any other relevant information.
Note: A full Risk Assessment Form must be completed. Risk Assessments,
MSH1 Accommodation Questionnaire and names and emergency contact
details of all involved must be attached electronically to the online request on
Evolve.
5
When the online request has been fully completed and all necessary documents
attached the form should be submitted and sent to DG for approval by the
Headteacher. The Chair of Governors has to then approve the visit before it is sent
to the LA. All information will be available on Evolve and a hard copy kept in DG’s
office.
6
A draft letter to parents should then be written (including disclaimer) and to include:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
Date, destination, purpose of visit, activities to be undertaken.
Time of departure and return
Accommodation
Supervision
Clothing (uniform/non-uniform)
Method of transport
Meals
Cost, date of receipt of money (deposits if appropriate)
Pocket money
Insurance disclaimer. NB a special disclaimer should be used
for persons over 18 or who are Jehovah’s Witnesses.
Detachable slip for parent’s signature (including name, form, address
and emergency telephone number)
7
Letter to be signed by member of staff in charge of the visit (together with status).
8
Letter to be agreed with DG before typing.
9
After typing and duplicating, copies of letter to be sent to the Headteacher and DG.
10
Any changes in arrangements must be discussed with DG, and parents informed in
writing (copies again to the Headteacher and DG).
35
Health & Safety Handbook 2013/2014
11
It is good practice to hold a Parents’ Meeting prior to the trips taking place.
12
A list of names/addresses/telephone numbers of all staff and pupils taking part must
be given to the Headteacher immediately prior to the visit (also part of Form 6).
13
The member of staff in charge must have the telephone number of a member of the
Senior Leadership Team who must be contacted in the event of an emergency.
E Visits/Holidays Abroad
1
All such visits must be discussed with the Headteacher prior to any arrangements
being made.
2
If approved by the Head teacher, an online request should be submitted using
Evolve completing all relevant information.
3
Form MSH1 - Overnight Accommodation Questionnaire should be completed and
forwarded to the organising body e.g. travel company or the person in charge of the
location. The form asks for relevant information which will assist in deciding the
suitability of the location. This information MUST be received by the school before
consideration is given for the approval of the location for an overnight stay and must
be obtained sufficiently in advance to enable a pre-inspection to take place if it is
considered necessary. The completed MSH1 form should then be attached to the
online request form on Evolve or given to DG for notification/approval.
Form MSH2 - As a pre-visit and on-site checklist for party leaders, MSH2 should be
consulted. The party leader should ensure that all members of the party are briefed
on local safety rules, fire precautions and any other relevant information.
Risk Assessment Forms must be completed. Risk Assessments, MSH1
Accommodation Questionnaire and names and emergency contact details of
all involved must be attached electronically to the online request on Evolve.
5
When the online request has been fully completed and necessary documents
attached, the form should be submitted to DG for approval by the Head teacher.
The Chair of Governors then has to approve the request before it is sent to the LA.
All information will be available on Evolve and a hard copy kept in DG’s office.
6
Most visits abroad will involve travel agents who will have their own regulations to
follow concerning the administration of the holiday.
7
Large amounts of money will be involved which must be handled through the
School Fund, via the Student Services Office and Finance Assistant (TT). Staff
must not open individual accounts.
8
Special care needs to be taken here as students may be required to hold their own
passports. It is the responsibility of the Party Leader to check with the Passport
Office for the latest requirements for travel.
36
Health & Safety Handbook 2013/2014
For medical treatment in EEC countries, Form E111 will have to be completed by
each member of the party. There are some new arrangements regarding medical
treatment and there are new cards pupils will need.
9
A Parents’ Meeting must be held a few weeks prior to the visit.
10
An information booklet must be produced for this meeting which should include:
i).
ii).
iii)
iv)
v)
vi)
vii)
11
A list of pupils and staff participating.
Itinerary
Meals en route
Pocket money arrangements
Address and telephone number of destination
Supervision arrangements during holiday.
Rules and regulations for the pupils.
Several letters will need to be sent to parents:
i)
A proposal letter which should include the following information:
a)
b)
c)
d)
e)
f)
g)
h)
i)
ii)
iii)
Date, destination, purpose of visit, activities to be undertaken.
Times of departure and return
Accommodation
Supervision
Clothing (suitable for the purposes of the holiday).
Method of transport
Meals
Cost and arrangements for payment of deposit.
Detachable slip indicating parental approval for reservation of a
place on the visit.
A letter containing detailed arrangements for payments for those
pupils taking part.
Letter(s) informing parents of any additional information or changes.
12
All letters should be signed by members of staff in charge of the visit (together with
status).
13
All letters should be agreed with DG before typing.
14
After typing and duplicating, copies of letters to be sent to the Headteacher and DG.
15
A list of names/addresses/telephone numbers of all staff and pupils taking part must
be given to the Headteacher at least three weeks before the visit.
16
The member of staff in charge must have the telephone number of a member of the
Senior Leadership Team who must be contacted in the event of an emergency.
37
Health & Safety Handbook 2013/2014
Date Submitted :
WEATHERHEAD HIGH SCHOOL
Date Approved :
INITIAL PROPOSAL FOR OUT-OF-SCHOOL VISIT (Trips Form)
Place to be visited:
(Full address)
NO:
Is Trip overseas or residential?
YES:
YES:
Does Trip Involve Hazardous/Adventurous or any Water Activities? NO:
If YES to either of above questions then an ONLINE SUBMISSION must be completed using
EVOLVE
Names of Teachers/Staff involved: (Leader and nominated Reserve Leader underlined)
Trip Organised by:
Class or Group of Pupils:
Boys
Number of Pupils:
Girls
Age Range:
Date(s) of proposed visit:
Mode of transport:
(If Mini bus pleases state School or Private)
Date & Time of Departure:
Date & Estimated Time of Return:
Whether visit, or part of it, is in school time, and if so, when:
Cover Required/Cost:
Number
of Days
Number of
Staff to be covered
Total estimated Cost
£
Purpose of visit:
SPO’s Signature Yr 12/13…………………………………………………….
Date………………
SLT Mentor Signature Yr 7 – Yr11……………………………………………
Date…………………
DG’s Signature:………….……………………………………………………………..
Date……..…………
Headteacher’s Signature: ……………………………………………………
38
Health & Safety Handbook 2013/2014
Approved
YES:
NO:
(Actions required on reverse)
Actions required for trip to be considered for approval if not already given:
39
Health & Safety Handbook 2013/2014
WEATHERHEAD HIGH SCHOOL
SCHOOL VISIT RISK ASSESSMENT RECORDING FORM
Location or
Address:
Activity or
Situation
(1)
Hazard
Date Assessment
Undertaken:
Review
Date:
Risk
Assessment undertaken
By:
Signature
(2) Who might be harmed and how?
(3) What controls exist to reduce
risk
(4) What action can be taken
to further reduce risk?
1. List hazards something with the potential to cause harm here:
Seek to quantify the level of risk the likelihood of harm arising based on the number of persons affected, how often they are exposed to the hazard and the severity
of any consequence.
2. List groups of people who are especially at risk from the significant hazards which you have identified
3. List existing controls here or note where the information may be found
4. List the risks which are not adequately controlled and the action you will take. Have regard for the level of risk, the cost of any action and the benefit you expect to
gain.
40
Health & Safety Handbook 2013/2014
(1)
Hazard
Risk
(2) Who might be harmed and how?
(3) What controls exist to reduce
risk
(5) What action can be taken
to further reduce risk?
RISK RATING
a SEVERITY
b LIKELIHOOD
c FINAL SCORE RATING: what needs to be done
5
Dying or being permanently disabled
5
Will almost certainly happen
4
Serious injury/long term illness
4
Highly likely to happen
3
Temporary disability/3 days off sick
3
Not so likely
2
Will need medical attention
2
Even less likely
1
Minor injury eg. Bruise, graze
1
Unlikely to happen at all
16-25 Stop! Do not start activity again until risk is
controlled
10-15 High risk level, High priority. Take action
straight away to control the risk
6-9
Medium risk level. Tighten up controls and
make a plan to do something about risk
3-5
Fairly low risk level. Low priority but keep
possible action in mind
1-2
Low or trivial risk. No further action
required.
SO: a x b = c
Action Required
Responsible Person
41
Health & Safety Handbook 2013/2014
Date for Completion
42
Health & Safety Handbook 2013/2014
43
Health & Safety Handbook 2013/2014
INSTRUCTIONS FOR THE USE OF THE SCHOOL MINIBUSES
There are new regulations in relation to driving the school minibus. If you
wish to use the bus it is essential that you seek advice from Mrs D Gibson
prior to use.
1 All proposed journeys in the school minibuses must be booked in the file kept in the Main
Office.
The minibus keys must be collected from and returned to staff in the Main Office
2 a) A minimum charge of £6.50 will be made when the minibus is used. (If a journey is to
be made through the Mersey Tunnel, an extra £4.00 must be added to this amount).
This money is to cover diesel costs and should be sufficient for journeys within
Merseyside. Any journeys made outside the County must be charged for at a higher
rate.
b) Procedures for visits must be followed as explained in the document at the front of this
Section.
3 All drivers must have taken the Wirral Borough Council Road Safety Assessments in theory
and practice, DG will arrange these on request.
4 A Hochtief FM employee has responsibility for checking levels and general routine
maintenance. A designated member of support staff will ensure that there is sufficient
diesel fuel in the minibuses. However, drivers are asked to report to the staff in the Main
Office if fuel is low. They will, in turn, inform the Business Manager. It is imperative that, if
you are driving the bus, you are confident that it is fit for purpose. In a prosecution, the
driver would be held responsible and it would not be a sufficient defence to blame
someone else.
5 Both of the minibuses have 17 seats, including the driver. If disabled access is required,
the caretakers should be contacted well in advance of the time the minibus is required.
6 Staff are asked to ensure that the minibuses are left clean and tidy after use.
The minibuses are to be used in the main for local trips. On no account must a member of
staff teach during the day and take pupils on a trip exceeding 25 miles and returning
again in the evening.
Points to note:
1. Procedure for visits must be followed
2. All drivers must have taken WBC Road Safety Assessment.
3. Pre-Drive Check must be completed
4. The driver must take responsibility and observe all traffic regulations.
44
Health & Safety Handbook 2013/2014
THERE IS DETAILED GUIDANCE IN THE SUPPLEMENTARY HANDBOOK ON:  Best Practice In The Use Of Minibuses and Minibus Safety – A Code of Practice.
45
Health & Safety Handbook 2013/2014
WEATHERHEAD HIGH SCHOOL
MINI BUS RISK ASSESSMENT FORM
Location or
Address: Weatherhead High School
Activity or
Situation
Use of Mini bus
(1)
Hazard

Parental/carer permission and
understanding of transport
matters relating to interschool fixtures

School minibus

Coach or hired minibus

Private car (teacher, parent or
student)
Date Assessment
Undertaken: July 2006
Review
Date: July 2007
Risk
Level
M
M
Assessment undertaken
By:
Signature
(2) Who might be harmed and how?
(3) What controls exist to reduce
risk

Parents/ carers not knowing
about procedures and
expectations

Issue a letter giving details
of school fixtures, transport
possibilities and an
agreement of a “code of
conduct” before students
participate in inter-school
fixtures

A code of conduct should
be formalised and sent to
parents/ carers along with
any other information


Fuel and breakdown
R.T.A.

Maintained and serviced on
a regular basis and preuser checks made prior to
journey
Mobile phone available
Using reputable and
established company
Roadworthy condition and
other legal requirements
Clean license, valid MOT
and insurance
Staff check for business
cover on insurance
Parents need to be
informed if travel is by car

Under current law the
driver is responsible for the
roadworthiness of the
vehicle
Schools to operate an
approved list of companies



Adult alone with student




46
Health & Safety Handbook 2013/2014
(6) What action can be taken
to further reduce risk?


Charging is not allowed
(1)
Hazard

Insufficient supervision
Risk
M
(2) Who might be harmed and how?

(3) What controls exist to reduce
risk

Inappropriate behaviour




Parental/ carer knowledge of
fixture

Students left behind at school

School unaware of those
involved

M



The vehicle/ other road users
Parents/ carers unaware of
details such as venues and
collection and dispersal
points
Students faced with difficult
decisions to make
School unaware of pupils
and staff involved





M

Road traffic accident leading
to minor or severe injury/
death





Driver fatigue

Falling asleep whilst driving
47
Health & Safety Handbook 2013/2014


(7) What action can be taken
to further reduce risk?
Recommend staff-student
ratios are complied with
Staff are appropriately
qualified and experienced
to supervise travel
Child protection measures
are fully implemented
Inexperience staff to be
accompanied
Publicise details (including
estimated time of return)
Procedure in place for late
alteration of details
Register taken before
departure
Take a list of students on
the trip
Copy of register left as
agreed with senior staff

Check with students that
parents are fully aware of
details

Competent drivers used
Students not to distract the
driver
Speed limits adhered to at
all times
Route is planned in
advance
Avoid driving in convoy
Regular breaks or two
drivers used for longer
journeys (refer to County
Minibus guidelines)

Inform school of any
changes
Travelling in convoy is not
recommended as it can
divert a driver’s attention


Careful consideration
should be given to
journeys taking place after
a days work
On no account drive late in
the evening after a day of
teaching





Body fluids
Students standing up or
moving around when vehicle
is moving
Students opening doors when
vehicle is moving
Students opening windows
and throwing objects out of
the vehicle
Infection through contact
with blood, vomit, urine or
faeces


Minor injury risk from falling
over

Seat belts are fitted and
worn at all times whilst the
vehicle is moving

Severe injury risk through
falling through open doors


Risk of injury to pedestrians
or other road users

Students instructed to stay
in seats until directed to
move
Where fitted, child-lock
devices should be activated
Window restrictors used
This instruction given as
part of the code of conduct





Students disembarking in an
exposed or potentially
dangerous situation
Risk of injury form other
vehicles on roadside or in
car vehicles





Students left behind

Students left unattended


Students dropped off along
the route
M


Parents may be unaware of
this
Students dropped in unsafe
location
48
Health & Safety Handbook 2013/2014

Plan route to allow
sufficient breaks for toilet
facilities
Contingency plans to be in
place to deal with travel
sickness
Adult to disembark first to
direct pupils to an assembly
point
The same procedures
should apply when
preparing to leave the
venue
Minibus driver to establish a
safe point whilst securing
minibus
Registration and head
count before departure
Repeat head count just
prior to moving off
Parental permission
needed before allowing
students to be dropped off
other than at school

Make sure drop-off is
made safely

Students left unsupervised
on school site


Staff to stay with students
until parent/s arrive/s
Use of school or mobile
phone
5. List hazards something with the potential to cause harm here:
Seek to quantify the level of risk the likelihood of harm arising based on the number of persons affected, how often they are exposed to the hazard and the
severity of any consequence.
6. List groups of people who are especially at risk from the significant hazards which you have identified
7. List existing controls here or note where the information may be found
8. List the risks which are not adequately controlled and the action you will take. Have regard for the level of risk, the cost of any action and the benefit you expect
to gain.
RISK RATING
a SEVERITY
b LIKELIHOOD
c FINAL SCORE RATING: what needs to be done
5
Dying or being permanently disabled
5
Will almost certainly happen
4
Serious injury/long term illness
4
Highly likely to happen
3
Temporary disability/3 days off sick
3
Not so likely
2
Will need medical attention
2
Even less likely
1
Minor injury eg. Bruise, graze
1
Unlikely to happen at all
16-25 Stop! Do not start activity again until risk is
controlled
10-15 High risk level, High priority. Take action
straight away to control the risk
6-9
Medium risk level. Tighten up controls and
make a plan to do something about risk
3-5
Fairly low risk level. Low priority but keep
possible action in mind
1-2
Low or trivial risk. No further action
required.
SO: a x b = c
49
Health & Safety Handbook 2013/2014
GUIDELINES FOR COMPLETING AN ASSESMENT
DEFINITIONS:
HAZARD:
An activity where there is potential for harm to be caused
RISK:
The likelihood of harm being realised
a. Identify an activity, process or operation where there is the potential for injury or damage. Consider whether it is essential for the activity to continue.
I.e. without the hazard there is no risk
b. Identify the hazards within the activity. I.e. using machinery, confined spaces, working at height, electricity, manual handling, lone working etc. Under
normal circumstances everyday activities such as crossing the road or walking up/ down stairs do not need to be considered
c. Determine the risks involved and what type of incident is anticipated, considering who and how many people will be affected. I.e. contact with
moving/ sharp equipment, asphyxiation, falls, electrocution, back injury, violence/ abuse etc.
d. Estimate the risk level without the benefit of any control measures.
Risk = severity x likelihood
HIGH
MEDIUM LOW
-
certain or near certain that harm will result in serious injury/ damage
harm will probably occur frequently with minor injury/ damage
it is unlikely that harm will be caused and the outcome would result in very minor injury/ damage
e. High and medium risk levels will require control measures to reduce the risk level to as low as is reasonably practical. This could be achieved by:
Guarding, safety procedures/ working practices, specialist training, mechanical assistance, contracting out etc. Personnel protective equipment
should only be considered, as the last resort, if the above controls cannot achieve a low risk level.
f.
Re-assess the risk level considering the effect of the control measures.
g. Some of the control measures may be suitable for immediate action to reduce the risk level, but in some cases further more permanent action may
be required to achieve long term levels of low risk
h. Where there is potential for the person’s health to be affected, health surveillance may be required. This should be recorded.
i.
A procedure should be developed for the necessary action to take in the event of an emergency
j.
All assessments should be dated, recorded and reviewed periodically.
RISK ASSESSMENTS ARE INTENDED TO ACHIEVE A SAFE WORKING ENVIRONMENT WITH SAFE SYSTEMS OF WORK THAT WILL PROTECT
EVERYONE CONNECTED WITH THE WORK
50
Health & Safety Handbook 2013/2014
Insert Pre-Drive Check
51
Health & Safety Handbook 2013/2014
52
Health & Safety Handbook 2013/2014
INSURANCE
1
Vehicles - Use of private vehicles on school business
N.B. The person using the car must be the “policyholder”.
Privately owned vehicles used by staff for school business, including the
transportation of pupils, must be properly insured and “use on the business of the
policy holder’s employer” included in the policy. “Carriage of goods” should also be
included before any equipment is transported.
School property left in a member of staff’s car is the responsibility of that member of
staff.
Theft of school property from unattended vehicles is not covered by the
School’s Insurance.
2
School equipment/resources used off the school premises
Staff are responsible for items of teaching equipment or resources used at home or
anywhere off school premises for their personal use.
N.B. If such property is damaged or stolen, it is the responsibility of the
member of staff to pay for the repair or the replacement of the property.
Insurance cover should be arranged in respect of such items, through personal
insurance with a “teaching equipment” clause or by insuring on an individual policy.
3
Personal Property - Staff
The school does not specifically insure personal property on the school premises,
although an exception is made in respect of teaching staff, in that the school’s
Insurance Fund extends to cover their personal effects if stolen or damaged as a
result of a forced entry to the school premises. The maximum amount in respect of
any one claim is £50. Payment is subject to the property not being covered by any
domestic and/or trade union insurance policy.
N.B. that certain items are excluded from this facility to claim, including cash,
precious metals and gems.
4
Personal Property - Pupils
The school accepts no responsibility for the loss of, or theft of pupils’ personal
property.
Teachers are advised to ensure that any property left with them in safe keeping is
properly locked away in a safe place and this property is returned to its rightful
owner at the earliest opportunity.
53
Health & Safety Handbook 2013/2014
Pupils taking school equipment off the premises or home
Pupils taking school equipment off the premises during the day as part of their studies are
covered by insurance.
However, if pupils wish to use school equipment at home, their parents must sign a letter
in advance, stating that the equipment is covered by their own home insurance and that
they may be liable for its repair or replacement.
Standard letters which can be amended are available in school offices.













Dear
Your daughter/son wishes to borrow the following piece of school equipment
for ______________________________ (state period of time involved).
However, in such circumstances this equipment is not covered by the School’s insurance.
Therefore, it is necessary for you to sign the slip below to say that you take full
responsibility for the equipment and should it be damaged or stolen, then you agree to pay
for the repair or replacement of the property.
Thank you for your co-operation in this matter.
Yours sincerely
(Title)
Pupil’s Name ________________________________________Form ___________
I agree to my daughter/son borrowing ____________________________________
(details of equipment)
from Weatherhead High School for ________________________ (period of time).
If this equipment is damaged or stolen, I agree that I will pay for the repair or replacement
of the equipment.
Signed _______________________________Parent/Guardian
Date
_____________________________
54
Health & Safety Handbook 2013/2014
Home Visits
Where it is considered necessary to visit a pupil’s home without prior arrangements, the
following procedure must be followed:

Two members of Weatherhead staff must make the visit

Heads of Year must be consulted before arrangements are finalised

Where relevant, the ESW must be consulted before the visit is made.

Details of the staff visiting, the address and times must be left at the main office.

Mobile phone contact must be possible in both directions (i.e to make and receive
calls)

If invited into the house, both members of staff must go in.

On no occasion should staff put themselves in danger. If the initial reception
received is in any way threatening then the visit must be terminated.

On return to school, main office must be informed.
Transporting pupils:

Two members of staff should accompany a pupil if they are being driven in a
colleague’s car.

The pupil should sit on her own in the back of the car.

Drivers must be appropriately insured for business use.

Where it is not possible to transport a pupil to her destination with two members of
staff, in exceptional circumstances, a taxi should be used. In these circumstances,
arrangements should be confirmed with a member of the SLT.
55
Health & Safety Handbook 2013/2014
SECTION E
 SECURITY POLICY
 SCHOOL EMERGENCY PLAN
56
Health & Safety Handbook 2013/2014
SECURITY POLICY
1. STATEMENT
Weatherhead High School will ensure so far as is reasonably practical that
employees, pupils and visitors are protected from risks to their Health & Safety.
Measures will be adopted to protect persons in lone working from intruders, visitors
and general security arrangements.
The school has drawn up the following arrangements to enable this responsibility to
be effectively discharged.
2. ORGANISATION
The following personnel have responsibility for ensuring the security of school
buildings:
Perimeter fencing,
Access Routes
School Entrances/Exits
Caretakers, School Site
Supervisors
Caretakers, School Site
Supervisors, Office Staff
Contractors
Business Manager
Premises Manager
Caretakers
Hochtief Personnel
Finance Manager,
Finance Assistant,
Business Manager
All staff
Money
Emergency Procedures
Security Risk Assessment
Business Manager,
Premises Manager
Caretakers,
Hochtief FM
Regular inspection and
maintenance
Key holder responsibilities
to ensure that there is
access, monitor signing
in/out of visitors.
Liaison with contractors to
ensure that all school and
Health and Safety
procedures are followed.
All monies to be deposited
in a safe, prior to banking.
Specific responsibilities
and courses of action are
outlined in the Staff
Handbook – Health &
Safety Policy document.
Regular assessment of
security issues – reporting
to the Health & Safety
Committee.
The school will discuss security issues regularly through:
a)
b)
the Health & Safety Committee (twice termly)
the Finance Committee of the Governing Body, to the full Governing Body (once
termly).
57
Health & Safety Handbook 2013/2014
c)
Hochtief FM Meetings with the Hochtief Contract Manager and PFI
representatives (once termly).
3. ARRANGEMENTS
The school has implemented the following arrangements to ensure the safety and security
of staff, pupils and visitors using the school premises.
Fire and Health & safety checks are regularly carried out by the school, LA and Hochtief
FM staff, to ensure that the school, site is safe and free from risk at all times.
A joint school/Hochtief/WSSL Health & Safety Policy is in place.
All staff within the school are instructed to be vigilant at all times for any signs of breech of
security and safety and to advise the Headteacher immediately if any issues arise.
INFORMATION AND COMMUNICATION
All staff are informed of school safety and security procedures through the Staff Handbook.
Changes to procedures are given to staff through the weekly briefing sheet or the daily
briefing or by other written/verbal communication.
Staff with a particular role for aspects of school security have detailed job descriptions
which specify areas of responsibility.
All new staff to the school are required to have a formal induction as to the Fire and Health
& Safety Policy of the school. All Hochtief FM staff are given similar instructions.
All policies are discussed and agreed by the school’s Governing Body
SUPERVISION
i.
PUPILS
Pupils are supervised throughout the school day including lunchtimes.
ii.
CONTRACTORS
Full discussion takes place with contractors prior to the commencement of work to ensure
that all safety and security issues have been addressed - e.g. access to site, ground rules,
lines of communication. All staff are informed in advance with details of any temporary
changes to access routes etc.
iii.
OUT OF SCHOOL HOURS ACTIVITIES
Parents are informed by letter of any arrangements that require a pupil to remain in school
or return for an evening activity. During such activities, pupils are supervised throughout.
Parents are requested to ensure that suitable arrangements are made for their daughter
(son) to be transported home after the event.
58
Health & Safety Handbook 2013/2014
iv.
OUT OF SCHOOL VISITS
Parents are informed by letter with full details of the visit and a proforma disclaimer
seeking permission for their daughter (son) to take part. This proforma must be completed
and returned to the organiser prior to the visit. Supervision of these visits more than meets
the LA guidelines for levels of supervision.
3.3 VISITORS
All visitors are asked to report to the main reception area.
A logging in book is kept in reception to record times of arrival/departure together with
name, organisation represented and vehicle registration number. Visitors are asked to
display an identification badge to make pupils and staff aware that they have been
permitted to come on site. If they have arranged an appointment with a member of staff,
they will be asked to wait in reception for that person to arrive. A member of the office
staff will escort them to their appointment if this is not possible.
Emergency procedures are explained to visitors on arrival.
Visitors are not allowed to remove items of property unless they have the identification and
authority to do so.
3.4 SECURITY MEASURES
A security strategy for Weatherhead is currently under development with Wirral PFI and
Hochtief.
The strategy will be based on the generic security strategy for all Wirral PFI schools with
modifications appropriate to the nature of the Weatherhead site and buildings.
3.5 CASH HANDLING
Cash handling is dealt with as follows:
1.
Banking of ITT/Exam Board cheques etc is dealt with by the Finance Manager (KK).
2.
Banking of school fund and trip monies is dealt with by the Finance Assistant (TT).
Procedures are in place for all monies to be given to the Finance Manager or Finance
Assistant via the Student Services office. Any money kept in school overnight is lodged in
a safe and the keys are taken off site. Money is banked on a weekly basis for which the
School has a Service Agreement with Wirral Community Patrol.
59
Health & Safety Handbook 2013/2014
3.6 VALUABLE EQUIPMENT
All items of £750 and above are recorded as part of the school inventory.
The school has made arrangements for all valuable equipment to be security marked.
All valuable equipment is removed from sight at the end of the school day and during
school holiday periods, whenever possible and kept in a secure locked area or cupboard.
3.7 PERSONAL PROPERTY
The school dissuades staff and pupils from bringing personal property into school.
Parents and pupils are informed through the School Code of Conduct, issued on a yearly
basis.
Staff are advised through the Staff Handbook, issued yearly.
Lockers - pupils have access to lockers which may be leased for £2 per annum.
3.8 LONE WORKERS
Schools should identify areas or staff where lone working is foreseeable. Procedures must
be drawn up where a risk exists.
As during holidays staff present in the building is limited, in an attempt to maintain a more
secure environment, access to the school is limited to the main entrance which will be kept
on a mag lock.
3.9 RISK ASSESSMENT
As required by the Management of Health & Safety Regulations 1992, an assessment of
risk posed by security will be carried out.
Risks will be reviewed on a regular basis.
4.0 SECURITY OF FINANCIAL RECORDS
Two types of record of financial information are kept:
1. Invoices, bank statements, copy purchase orders
2. Computerised Corero system
All paper records are retained in the Finance Manager’s office and are stored in locked
filing cabinets.
Financial information on the Corero system is password protected with access limited to
the Headteacher, Business Manager, Finance Manager and Finance Assistant. All
transactions made on the system are logged against individual passwords.
Network system backups are carried out daily by the ICT technicians. In the event of total
system failure or damage, all but a day’s transactions may easily be restored.
60
Health & Safety Handbook 2013/2014
SCHOOL EMERGENCY MANAGEMENT PLAN
These plans are designed to cover events – usually sudden, which involve experiencing
significant personal distress, to a level which potentially overwhelms normal responses
and procedures and which is likely to have emotional and organisational consequences.
SCOPE OF THE PLAN
In School





A deliberate act/threat of violence, such as the use of a knife or firearm
A school fire or a laboratory explosion
A pupil or teacher being taken hostage
The destruction or serious vandalising of part of the school
Suspicious packages
(See Appendix 3 for initial response examples/guidance)
Outside School





The death of a pupil or member of staff through natural causes or accidents
A transport-related accident involving pupils and/or members of staff
A more widespread disaster in the community
Death or injuries on school journeys or excursions
Civil disturbances and terrorism
NB. The LA Policy Document Educational Visits, Overnight Stays and Hazardous Activities
– Policy and Guidance Document H001/99 – contains current relevant advice.
IMMEDIATE ACTION
In School - in term time
In the event of an emergency the following action should be undertaken:
 The most senior member of staff on site takes responsibility
 Appropriate immediate action should be taken to ensure the safety of all pupils, staff
and other personnel on the site, including those not involved in the incident
 If appropriate, the emergency services should be contacted and directed to the
appropriate site
 The member of staff in charge or other staff working in conjunction with the member
of staff in charge should contact (as appropriate):
 Headteacher – or if he is out of school – one of the Deputy Heads or Assistant
Headteachers
61
Health & Safety Handbook 2013/2014

The most senior members of staff should then take responsibility for dealing with
the emergency and should contact (as appropriate):
 Parents of the pupils concerned
 Chair of Governors
 Local Authority (see Local Authority Support Team)
Out of School - eg. Educational Visits, School Holiday, Outdoor Education Group,
Sports Team
In the event of an emergency out of school the following action should be undertaken:




The team leader assumes responsibility
Appropriate action should be taken to ensure the safety of all members of the party
If appropriate, the emergency services should be contacted
The named emergency contact – usually a member of the Senior Leadership Team
– should be informed
The senior member of staff in liaison with the team leader should then contact (as
appropriate):
 parents of the pupils concerned
 other senior colleagues
 Chair of Governors
 The Local Authority (see Local Authority Support Team)
Out of school hours
Community Patrol contact:
 Emergency services
 Caretaker
 Headteacher
 Other Local Authority personnel
Headteacher would contact:
 Chair of Governors
 Other senior colleagues
Local Authority procedure would come into operation.
62
Health & Safety Handbook 2013/2014
LOCAL AUTHORITY SUPPORT TEAM
In the event of a school-related emergency, the procedures are as follows:
INCIDENT OCCURS
Headteacher (or nominee) is notified
Headteacher (or nominee) rings:
Director of CYPD No: 0151 666 4288 (office Hours) OR
(Out of Office Hours) Emergency Line at Central Control (Community Patrol)
No. 0151 666 5265 Requesting LA help.
OUT OF OFFICE HOURS – Central Control Contacts a Designated Senior
Officer from the ‘LA EMERGENCY SUPPORT TEAM’
The Senior Officer activated:
 Establishes contact with the Headteacher (or nominee)
 Activates ‘First Response Officers’ as per contact list, to attend the school
(eg. Wirral Community Patrol – Communications Experts – Public
Relations
– also an LAACTION
Team Co-ordinator)
EMERGENCY
LIST
LA TEAM CO-ORDINATOR
SENIOR OFFICER

Attends site to:
 Assist/Advise
Headteacher/Nominee
 Determines full needs
 Takes action
accordingly


Puts Support Team
Officers on standby
Attends site
Mobilises Support Team
Officers as required
63
Health & Safety Handbook 2013/2014
HEADTEACHER (OR
NOMINEE)



Nominates on-site coordinator
Identifies on-site
facilities
Mobilises on-site
Team (if appropriate)
EMERGENCY ACTION LIST
ACTION BY: HEADTEACHER (OR NOMINEE)
Stage 1 - Initial Actions
 Open and continue to maintain, a personal log of all factual information received,
actions taken, and the time of those events.
 Make every attempt to clarify exactly what has happened.
 Then consider whether the Incident requires involvement of ‘Local Authority
Support Team’, NB it is requested that initial contact be always made with the
Local Authority in emergencies in case they have wider significance.
 If so, contact one of the single point contact numbers listed. See Local Authority
Support Team flowchart. Establish whom they will contact. Check this includes
the Education Committee Chair.
If during term time
 Unless there is overwhelming pressure, avoid closing the school and endeavour
to maintain normal routines and timetables.
If outside term time (or outside school hours)
 Arrange for:- the caretaker to open certain parts of the school as appropriate and to be
available (and responsible) to requests
- immediate School Administration support
 If the Incident does attract Media attention, you are likely to be inundated with
requests for interviews and statements. Try to postpone Media comment until
after the Local Authority’s PR Officer arrives (who will be part of the ‘Local
Authority Support Team’). If you cannot, see Appendix 2 for some key points to
remember.
NB: It is especially important that if names of those who may have been involved in the
Incident are known DO NOT release - or confirm - them to anyone, before those identities
are formally agreed and parents are informed.
 If deputising for the Headteacher, try if possible to contact and brief him.
 Inform Chair of Governors - of Incident and, if appropriate, of involvement of ‘Local Authority Support
Team’.
- they should standby to be available for interview by the Media.
 Call in the senior staff members to form the ‘School Emergency Management Team’,
and nominate one as an On-Site Co-ordinator to oversee that Team on your behalf.
64
Health & Safety Handbook 2013/2014
 Be prepared to receive many telephone calls.
 Recognise the relevance of multi-cultural and multi-faith factors in the response.
Stage 2 - Once Established
Brief Staff Member acting as On-Site Co-ordinator to oversee the following:
 If ‘Local Authority Support Team’ has been activated, arrange for On Site facilities for
the Team
 Agree appropriate identification of staff by using badges
 Expect to see identification of Local Authority Support Team Officers
 Set up arrangements to manage visitors - arrange for their names to be recorded
 Set up arrangements to enable accurate information to flow into and out of the school
and for telephone calls, by ensuring:
-sufficient help is available to answer the many calls that could be received (The
Local Authority Support Team will be able to assist with a ‘Help-Line’)
-staff maintain records of calls received
-brief, but up-to-date prepared statements are available to staff answering
telephones
-media calls are directed to the Local Authority’s PR officer
-care is taken when answering telephone calls
-an independent telephone is made available for outgoing calls only - a mobile
phone can be useful - but remember such messages can be readily intercepted
-telephone staff are reminded that some calls could be bogus
 To arrange for all staff - not just teaching staff - to be called in and, if necessary,
briefed at an early stage. (Subsequent briefings say two per day for ten minutes,
should be arranged).
 To be aware of how colleagues are coping
 To arrange for all pupils to be told, in simple terms, at an early stage (ideally in small
groups and initially by class teachers, wherever possible).
 To brief Team to discourage staff and pupils from speaking to the Media.
To arrange, if appropriate, for Team members to each have a copy of the Next-of-Kin
List.
Parents:
 If pupils are involved, the contacting of parents will be an important early task
(remember if it is a major Incident, the parents may well have already heard). It may
be appropriate to ask the parents to come to the school for a briefing and support.
This will need to be done with the utmost care.
 Maintain regular contact with parents.
 If Incident is away from School, seek Police advice whether parents should travel to
the scene, or whether children should be taken home.
65
Health & Safety Handbook 2013/2014
Staff:
 Remember to have regular breaks, and advise others to do so.
 Maintain regular contact with staff (teachers and office staff). Make a point of seeing
that all staff involved know each other’s roles and responsibilities.
 Always try to think of something positive to say to staff and respond positively to
ideas and suggestions.
 Be available to see staff when required.
 Remember some members of staff may be so affected, that they will not be able to
help in supporting children.
 Recognise also that if the burden of dealing with the situation falls disproportionately
on a small number of staff, they too could need professional support.
 If the Incident is away from school, try to dissuade shocked staff from driving parents
to the scene.
‘Local Authority Support Team’:

Maintain liaison with ‘Local Authority Support Team’ Senior Officer for Duration
of the Incident.
Stage 3 - Period Following The Close Of The Incident
 When appropriate, seek advice from ‘Local Authority Support Team’ and local clergy
contact on special assemblies/funeral/memorial services.
 Prepare joint report with named Senior Officer, for Director of Education.
 Arrange for a member of staff to make contact with any pupils either at home or in
hospital.
 Make sensitive arrangements for the return to school (as appropriate).
Stage 4 - Longer-Term Issues
The effects of some Incidents can continue for years. Thought will need to be given to:
 Work with Staff to continue to monitor pupils informally.
 Clarify procedures for referring pupils for individual help.
 Be aware that some Staff may also need help in the longer term.
 Recognising and if appropriate, marking anniversaries.
 Remember to make any new staff aware of which pupils were affected and how they
were affected.
 Remember that legal processes, inquiries and even news stories may bring back
distressing memories and cause temporary upset within the school.
 Remember if the Incident does attract Media attention, it is likely that interest will
continue for many weeks.
66
Health & Safety Handbook 2013/2014
ACTION BY;- SCHOOL ON-SITE CO-ORDINATOR
Stage 1 - Initial Actions
 Obtain full facts of Incident from Headteacher.
 Open and continue to maintain a personal log of information received, actions taken
and the time of those events.
 Liaise with Headteacher and arrange On-Site facilities for ‘Local Authority Support
Team’.
 Arrange to contact other nominated members of the ‘School Emergency
Management Team’.
 Arrange for administration assistance (ideally from the school) to support the Teams.
(NB. If bringing them from home remind them to bring any keys they may need!).
 Inform Local Authority Support Team Co-ordinator on arrival, of factual information of
the Incident
Stage 2 - Once Established:
Expect early briefing from Headteacher (or nominee) re:
 Arrangements for On-Site facilities to be made should the ‘Local Authority Support
Team be activated.
 Set up arrangements to manage visitors:
-set aside rooms (for media queuing and interviews)
-arrange for their names to be recorded.
 Set up arrangements to enable accurate information to flow into and out of the school
and for telephone calls, by ensuring:
 Management of telephone calls –
-brief up-to-date prepared statements are available
-staff maintain records of calls received
-media calls being directed to the Local Authority’s PR Officer
-care is taken when answering telephone calls
-an independent telephone is made available for outgoing calls only - a mobile
phone can be useful - but remember such messages can be readily intercepted.
-remind telephone staff that some calls could be bogus
-ensuring Team discourages staff and pupils from speaking to the Media
 Establish with Team Co-ordinator, areas of need.
 Assist in the preparation of statements which can be used to assist those dealing with
telephone calls
 Keep Headteacher fully informed
67
Health & Safety Handbook 2013/2014
 Joint organisation and management of Team with ‘Local Authority Support Team’ Coordinator throughout the Incident
 Assist Local Authority On-Site Co-ordinator to debrief ‘Local Authority Support
Team’ members each evening
Stage 3 - Period following the Close of the Incident
With ‘Local Authority Support Team’ Co-ordinator, assist with debriefs.
ACTION BY:- ‘SCHOOL EMERGENCY MANAGEMENT TEAM’
Stage 1 - Initial Actions
 Obtain full facts of Incident from Headteacher
 Open and continue to maintain a personal log of information received, actions taken
and the time of those events
 Assist, where appropriate, in assessing the emotional needs of staff and pupils. Coordinate rapid action to sensitively inform staff and pupils to provide appropriate
support
 Assist class teachers who will undertake classroom briefings
 Arrange special groups for very distressed pupils
Stage 2 - Once Established
 Under guidance from School On-Site Co-ordinator, assist the Headteacher (or
Nominee)
 Work with Local Authority Support Team, the Headteacher (or Nominee) and School
On-Site Co-ordinator, as directed
ACTION BY:- SENIOR ADMINISTRATIVE OFFICER
Stage 1 - Initial Actions
 Obtain full facts of Incident from Headteacher
 Open and continue to maintain a personal log of information received, actions taken
and the time of those events
 If coming in from home, remember to bring useful items, such as any keys needed
 Brief other members of the Administrative Staff
68
Health & Safety Handbook 2013/2014
Stage 2 - Once Established
 Under guidance from School On-Site Co-ordinator, assist the Headteacher (or
Nominee)
 Work with Local Authority Support Team, the Headteacher (or Nominee) and School
On-Site Co-ordinator, as directed
 Remember the School Office is likely to be the first point of contact for visitors, so
exercise caution in making comments
 Concerning incoming telephone calls:
- take especial care when answering telephone calls early on
- maintain a record of calls received
- only give out information from prepared statements that will be made available
- remember that some calls could be bogus
69
Health & Safety Handbook 2013/2014
APPENDIX 1
CONFIDENTIAL
SCHOOL STAFF LIST
Full Staff contact details are available from the Headteacher’s PA and/or the Business
Manager.
70
Health & Safety Handbook 2013/2014
APPENDIX 2
POINTS TO NOTE WITH MEDIA INTERVIEWS
On no account should any member of staff agree to media a interview on any sensitive
issue without first consulting the Headteacher or Deputy Head Mrs Battle or Miss Whelan.
In almost all circumstances, Senior Staff will take the lead in liaising with the media and
will follow the guidelines below: Have another person with you, if possible, to monitor the interview
 If possible, agree an interview format i.e. establish what the interviewer wants to ask
 Be prepared to think on your feet, but try to decide beforehand what you want to say.
Do not read it out
 Remember you could be quoted on anything you say to a journalist, even if it is not part
of the formal interview
 Be prepared to say you cannot comment
 Don’t over-elaborate your answers
 Refuse requests for photos or schoolwork of children/staff involved
 Try to keep a grip on your emotions during interviews - especially if it is TV
 Most journalists are responsible, but check where interview/camera team go, when
interview is over.
71
Health & Safety Handbook 2013/2014
APPENDIX 3
Initial response in the event of an emergency
A deliberate act/threat of violence, such as the use of a knife
or firearm
Communicate the threat via the school’s internal telecom system or through staff members
Ensure all students are inside the school building. Alternatively, ask students to hide or
disperse if this will improve their safety.
Lock/secure entrance points (eg doors and windows, to prevent the intruder entering the
building.) Turn off the class change bells.
Dial 999. Dial once for each emergency service that you require.
Ensure people take action to increase protection from attack:
 Block access points (eg move furniture to obstruct doorways)
 Sit on the floor, under tables or against a wall
 Keep out of sight
 Draw blinds
 Turn off lights
 Stay away from windows and doors
Ensure that students, staff and visitors are aware of an exit point in case the intruder does
manage to gain access
If possible, check for missing/injured students, staff and visitors
Remain inside until an all-clear has been given, or unless told to evacuate by the
emergency services
A pupil or teacher being taken hostage
If someone is taken hostage on the premises, the school should seek to evacuate the rest
of the site.
Suspicious packages
The likelihood of a school receiving a postal bomb or biological/chemical package is low.
However, if you do receive a suspicious package carry out the initial response actions
below:
Remain calm
Put the letter/package down gently and walk away from it. Note its exact location.
72
Health & Safety Handbook 2013/2014
Evacuate the building, keeping people away from the room as far as possible. Ensure that
any assembly points are located away from the danger of flying glass.
Notify the police (999) and the Headteacher/Senior staff member immediately.
Do not use mobile phones, two way radios or sound the alarm using the break glass call
points.
Exposure to a potentially hazardous substance
Initial response:
Keep all persons exposed to the material separate from others and available for medical
examination. Ask them to remain calm and avoid touching their eyes, nose or other part of
their body.
Ensure that ventilation/air circulation systems in the building have been turned off and that
all doors (including internal fire doors) and windows have been closed.
Dial 999 – emergency services.
Bomb threat
If you receive a telephone call from someone who claims to have information about a
bomb, record as much information as possible.
Stay calm. Being cautious, and without provoking the caller, try to gain as much
information as possible about the threat, eg location of bomb, when it will explode, what
would cause it to explode, what does it look like, etc
Contact the police (999) and Headteacher/senior member of staff immediately.
Dial 1471. You may get information on where the phone call was made from.
Carry out further actions based on police advice.
73
Health & Safety Handbook 2013/2014