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Safety, Health & Environment Section
FM SHE 011
Procedural Guidance for Lone Working
July 2014
Version 3.0
Document review due: July 2016
Please Note :This is a controlled document, please ensure you are using the most recent version available at
[SHE Section Webpage]
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Contents
Section
Detail
Page
1.0
Introduction
3
2.0
Definition of Lone Work
3
3.0
Legal Responsibilities
3
Lone Working Guidance
Office
Working early or late
In isolation
Laboratories
Workshops and Hazardous machinery
Home working
Using work equipment
Door to door and street canvassing and interviewing
Personal safety
Dealing with aggressive people and confrontational situations
Urban areas
Reporting Suspicious People or Activities on Campus.
Radio communications for lone workers
Travel
Reporting Incidents and Accidents
5
6
6
7
7
8
8
9
10
12
12
13
13
14
14
14
Risk Assessment
The risk assessment process
Model lone working risk assessments
Working alone in offices
Working alone at home
Working alone in laboratories
Working alone in engineering workshops
Call-out work for staff and contractors involving lone work
14
15
16
17
18
19
20
4.0
4.1
4.1.1
4.1.2
4.2
4.3
4.4
4.5
4.6
4.7
4.7.1
4.7.2
4.7.3
4.8
4.9
4.10
5.0
5.1
5.2
5.2.1
5.2.2
5.2.3
5.2.4
5.2.5
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1.0 Introduction
This guidance deals with the potential hazards associated with lone working.
The principal aim of the guidance is to ensure that all University employees are aware of the
potential hazards and risks associated with lone working, their individual roles and responsibilities
in preventing danger to themselves and others and, to outline the practical steps that can be taken
to minimise the risks to their safety. Each lone working situation will be different and it is not
envisaged that all aspects of this guidance need be applied for every situation. Risk assessment
should determine the level of control required to reduce the risk to an acceptable level.
Lone working is undertaken by a range of University employees, contractors and students, either
by virtue of their working hours, remote location or methods of working. The basic principle to be
applied is that such persons should not be exposed to any greater residual risk than other
employees/contractors/students and this may require additional control measures to be identified
and implemented.
The general principle to be applied should be one of prevention by seeking to avoid, wherever
possible the placing of employees in situations which may give rise to an increased risk due to
them being alone.
The HSE has published guidance on lone working, which can be found (and downloaded free) from
the HSE’s website http://www.hse.gov.uk/pubns/indg73.pdf
2.0 Definition of Lone Working
Lone work is that in which the person undertakes a specific activity unaccompanied or without
immediate access to another person for assistance. Lone working is not where individuals
experience transient situations in which they find themselves alone, but where individuals are
knowingly placed or find themselves in circumstances in which they undertake work activities
without direct or close supervision.
3.0 Legal Responsibilities
Generally it is acceptable for employees to work alone, provided the employer complies with their
legislative duties and exercises their common law ‘duty of care’ to the individual(s) concerned.
Lone working is prohibited in specific circumstances e.g. working with live electrical conductors or
entering a confined space.
Whilst recognising that flexible working arrangements are beneficial in the higher education
environment, the need for lone working should be minimised wherever possible.
The responsibility for implementing planned and effective safe systems of work for those who
work alone is that of the person who manages the work activity. This responsibility cannot be
delegated to those who work unaccompanied.
However, all employees have a responsibility to take reasonable care of their own safety and to
co-operate with their employer. Employees should not knowingly place themselves in situations
which expose them to additional risk by working alone, without having first collaborated in the
development and implementation of a 'safe system of work' and without the full knowledge of
their line manager.
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If a person finds that they are placed in a situation which may be considered to be that of a ‘lone
worker’, then they should make sure that their manager is made aware of these circumstances at
the earliest opportunity and then assist in the process of identifying the steps needed either to
prevent the ‘lone worker’ situation from arising, or if this is not possible, assist in developing the
precautions necessary to ensure their own safety.
To satisfy the current legislative requirements, it is necessary for the risks associated with ‘lone
working’ to be assessed i.e.:
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Identify all persons who may be required to work alone and the foreseeable circumstances in
which this may occur;
Identify the hazards to which the person(s) may be exposed and the current controls in place
to minimise the risks to their safety;
Assess whether these controls are adequate and whether there is more that could reasonably
be done to further reduce the risks;
Develop and implement safe working arrangements, including the provision of information,
instruction, training and supervision;
Monitor and review the safe working arrangements for effectiveness.
It would be expected that this risk assessment process is undertaken as a collaborative exercise by
the ‘lone worker’ and their line manager and that the agreed safe working procedures are
recorded and communicated to all person(s) who may be required to work alone and any
colleagues who have a role to play in ensuring their safety.
Special consideration needs to be given to identify the training and the level of competence
required, to enable persons to work alone safely. This is normally set at a higher level than that
required for those who work with other colleagues.
Although it is a requirement for all persons undertaking lone working activity to be assessed for
suitability and fitness for the task, the HSE have identified several vulnerable groups and states
that employers must identify vulnerable employees who may be particularly at risk.
These vulnerable groups include:
Group
New and expectant
mothers
Young people
(age under 18)
Disabled people
Additional considerations for lone workers
The University’s duty of care extends to the unborn child as well as the
mother. Risk assessments must include risks to the unborn child or the
child of a woman who is still breast-feeding – not just risks to the mother
herself.
Consideration must also be given to:
 Impaired mobility (especially in the later stages of pregnancy)
may make them more prone to slips, trips and falls. Also, their
ability to carry out physically strenuous work will be impaired;
 Increased likelihood of back injuries;
 Entitlement to more rest breaks;
 Risk of early labour or miscarriage.
Lack of experience and immaturity.
Inability to concentrate for long periods.
Entitled to more frequent rest breaks.
Mobility problems and visual impairment may make evacuation/escape
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Contractors
difficult without assistance.
Potential difficulties in raising the alarm when assistance is required.
Unable to hear alarms.
Unfamiliar with:
 layout/environment;
 emergency procedures;
 adjacent activities and hazards.
Note: Contractors must be given the same level of consideration as
University employees when carrying out a risk assessment. The legal and
moral duty of care owed to Contractors is the same as that owed to our
own employees, and in some instances the duty will be increased due to a
potential lack of knowledge of the environment in which they are working
and adjacent hazards. In some instances, additional instruction regarding
emergency arrangements should be given.
The above considerations are not exhaustive. Each risk assessment must take into account the
vulnerabilities of the person involved in the lone working task, and identify adequate controls to
reduce the risk to an acceptable level.
Arrangements which are implemented to ensure the safety of ‘lone workers’ need to be subject to
a monitoring regime which is commensurate with the risk, by their supervisor/line manager. (This
might range from welfare checks to the implementation of Permits to Work or CCTV observation)
‘Lone workers’ have a responsibility to inform their line manager if they have any concerns over
the effectiveness and efficiency of the agreed arrangements and they should also be subject to a
periodic review.
4.0 Lone Working Guidance
General Precautions relevant to ALL Lone Work
The consequences of an accident or incident involving a lone worker may be significantly greater
than those to people who work as a group, when at least one person should be in a position to
summon help. For this reason, managers should consider having two or more persons working
together in the same area. If this is not viable, it may still sometimes be possible for another
member of staff to be present to act as chaperone whilst carrying on with his or her own work.
It is essential that safe working procedures are documented and any associated safety related
equipment, including guards and PPE, are in place and maintained. All accidents and incidents
must be reported using the University Accident Report Form HS 3/4. Periodic monitoring must be
undertaken to ensure that safe working procedures are followed and remain effective, and that
associated equipment is in good condition and is used.
Communication and emergency procedures
It is imperative that the lone worker is fully trained in emergency procedures/equipment and has
access to a reliable communication network and is trained in its use. The Security Officers are all
trained first aiders and will be able to provide first aid cover. It is therefore essential that
communication links are established with the Security Team.
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Lone workers must receive clear instruction that in the case of fire, spillage, equipment failure etc.,
the first priority must be to ensure their own safety, sound the alarm and dial 333. Whether or not
they subsequently tackle the problem themselves depends on its magnitude and nature, and on
the agreed operating procedures.
All accidents and near-misses must be investigated and a University Accident Report Form
completed. It is important to remember that some incidents may be subject to statutory reporting
requirements under Reporting of Injuries, Diseases and Dangerous Occurrence Regulations
(RIDDOR).
There must be a system to identify when lone working is occurring and to enable efficient and
reliable communication between the lone worker and both base control and the emergency
services. The minimum communication system should involve either or both:
 Scheduled contacts by telephone, site radio or mobile phone so that if a lone worker fails
to contact the control as expected, the alarm is automatically raised;
 Periodic checks to ensure the well-being of the lone worker.
Consideration may also be given to the utilisation of CCTV systems where appropriate and
available.
The communication network and emergency procedures employed must be tested periodically
and must involve not only the lone workforce but also the personnel designated as first contact for
assistance. Such testing should ensure that the systems would work effectively in a real
emergency.
Prohibited Lone Work Activities.
 Work on live electrical systems or circuits.
 Entry into a confined space.
 Work at height.
 Operation of powered workshop machinery (e.g. lathes, milling machines etc.) where
there is a risk of entanglement or other serious injury.
 Work on rotating power take-off points (e.g. on grounds maintenance equipment)
 Chainsaw and wood chipper operations
 Manual handling of heavy objects.
 Work with hazardous substances in quantities where a person may be overcome and
rendered incapable of raising the alarm. (e.g. asphyxiants, toxic and corrosive substances)
4.1 Office
Many employees have indicated that they often work alone in their office. Office work is generally
a low risk environment and additional precautions for reducing the risk to these lone workers are
not complex. The risks mainly involve personal safety issues, evacuation during a fire and raising
the alarm if an incident occurs.
4.1.1 Working Early or Late
On many occasions when working early or late, an employee may find they are the only person in
the building. Employees who work out of normal hours will need to notify Security on extension
2068 and give them their name, location and department/school/service. Security will then explain
the user conditions for out of hours usage of buildings. These include:
 Welfare checks (by telephone);
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 Intruder alarm requirements;
 Security arrangements (i.e. which areas are secured and those that are not)
 Nearest fire exit;
 20 minute notice period prior to leaving.
(Note: Building Managers can advise on the ‘normal’ opening hours of buildings)
Security will carry out hourly welfare checks by telephone. If they fail to receive a response then a
member of Security staff will carry out a physical check to satisfy themselves that the lone worker
is okay.
4.1.2 In Isolation
When carrying out office work during normal working hours, employees may still find themselves
in a position where they are in isolation from their work colleagues. Following a few simple
precautions will reduce the risks to an acceptable level:
 Check there is a telephone close-by so that help can be summoned in the event of an
accident, or if you are worried about personal security. Mobile telephones (work or
personal) may also be used;
 Avoid lifting heavy objects when alone;
 Notify your manager or a colleague of your presence and the type of work you are doing;
 Arrange a system for regular communication. This may be a regular telephone call.
4.2 Laboratories
Laboratories are potentially high risk places for lone working due to the presence of equipment,
chemical and biological agents. If an accident occurs when handling dangerous substances or
equipment then it is very important that help can be summoned immediately.
As with any work activity, a risk assessment must be undertaken for activities involving lone work
in order to determine how best to control the risks. Where a significant risk is identified the steps
which need to be taken to manage them include:
 Avoiding lone working where reasonably practicable;
 Minimising the need for lone working;
 Providing procedures and equipment to control the risks.
The risk assessment must be taken into account when formulating safe working procedures. The
University must ensure that employees receive appropriate training and that records are
maintained. These should include an assessment of the workers fitness and competence to work
alone. It is important that lone workers do not have medical conditions or disabilities, which make
them unsuitable for working alone. Equally, it is important that supervisors maintain adequate
contact with lone workers and provide adequate organisational support for them.
Lone work involving the handling of toxic, corrosive, flammable materials and large volumes of
asphyxiants when a person can be quickly overcome by the effects of exposure is not allowed.
Lone working in laboratories should only be carried out when there are no reasonably
practicable alternatives and only for ‘low risk’ activities. Even then it should be kept to a
minimum and should only be carried out by fully trained and competent personnel working to
clearly defined procedures. These procedures must be monitored periodically to ensure that
they are in use and remain effective.
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Unattended operations in laboratories: Experiments which malfunction while running unattended,
can present particular risks for lone workers, for example during inspection visits or when they are
working nearby. Appropriate risk assessments must be undertaken before unattended operations
are carried out and an Overnight Operating Permit completed where required.
Where it is necessary to rely on monitoring by a person patrolling a laboratory or associated work
area, he or she must be adequately trained and should have clear written instructions on how to
shut down equipment safely in cases of accident or malfunction. The person patrolling must be
able to make urgent contact with the person in charge or a named deputy. If the operation
requires fume extraction or other external control measure, e.g. pressurisation, there should be a
means of alerting an appropriate contact should the system fail. The ‘Overnight Operating Permit’
system will provide useful information regarding immediate actions and preferred contacts.
4.3 Workshops and Hazardous Machinery
The guidance from the HSE on working alone in workshops is very brief. It states:
‘It would not generally be reasonable for employers to permit employees to work alone [in
workshops], because there is usually some dangerous machinery about. (Fatal accidents have
occurred following entanglements on centre lathes which may have been prevented had there been
another person to switch off the machine and help the trapped worker.) However, if a low risk
activity such as assembly work or some cleaning is being planned, then provided other risks are
minimised and a system of checking or line of communication established, it would be reasonable
for an employee to work alone.’
Staff and students are not allowed to work alone whilst operating machinery or any other activity
where there is a significant risk (e.g. moving heavy objects) in workshops.
4.4 Home working
Many employees of the University have indicated that they regularly carry out work at home. On
many occasions this work will be carried out alone. This section will only apply to those employees
who are contractually obliged to carry out work at home or to those whose manager has agreed
that they can work from home.
Risk assessments must be carried out for all work-related activities carried out at home where
there are significant risks. The University already has well established risk assessment procedures,
and it is the responsibility of line managers to ensure risk assessments have been carried out for all
employees in their areas of responsibility.
Some of the common hazards associated with home working and controls to reduce risks to an
acceptable level are detailed as follows:
Handling loads
Handling loads can cause serious injury, particularly to the back. The list below highlights some of
the activities that may increase risk.
 Handling loads that are heavy, bulky, difficult to grasp, or unstable;
 Awkward lifting, reaching or handling;
 Pushing or pulling;
 Repetitive handling that does not allow enough rest time between loads.
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If possible, the need for excessive manual handling should be avoided. However, if home workers
must handle loads as part of their work, the University is responsible for assessing and reducing
the risks, for example by providing manual handling training and/or lifting aids to prevent injury.
This could involve using a trolley to allow loads to be moved easily.
Using work equipment at home
If equipment is provided to employees to carry out work at home, as an employer the University
has a duty to ensure that:
 The equipment is suitable for the work that is being done (fit for purpose);
 Adequate information and training is given on how to use the equipment, so that the work
can be done properly and safely;
 The equipment being used is checked regularly and kept in a condition that does not cause
harm to the home worker or others;
 Those who are testing the work equipment or training the home worker are properly
trained themselves, so that they provide the correct information and training;
 The machine being used has protective equipment, for example a machine guard to
prevent the home worker, or anyone else, being injured when it is in use;
 The necessary personal protective equipment is provided for using work equipment safely;
 The equipment has the correct controls to allow the work to be done safely (clearly
marked and properly positioned);
 Checks on equipment are carried out safely.
Using electrical equipment for work at home.
If home workers use electrical equipment provided by the University as part of their work, then
the University is responsible for its maintenance. The University is only responsible for equipment
that it supplies. Electrical sockets and other parts of the home workers’ domestic electrical system
are their own responsibility. All University electrical equipment used at home must be
appropriately PAT tested.
Using hazardous substances and materials for work at home.
Home workers should never use hazardous substances in connection with their work while at
home. e.g. - flammable solvents, harmful cleaning fluids etc.
Display Screen Equipment (DSE)
The vast majority of home working activities will involve the use of personal computers. The use of
DSE is covered by the Health & Safety (Display Screen Equipment) Regulations 1992. The
University has a duty to ensure that the display screen equipment provided for use by home
workers is safe and does not affect the user’s health. See DSE Guidance.
4.5 Using work equipment.
Lone working is frequently carried out by employees and contractors throughout the University. A
risk assessment must be carried out for each activity, and must include consideration of the
vulnerability of the lone worker (see section 3.0). Some of the typical lone working scenarios
include:
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
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Cleaning staff using chemicals and electrically powered equipment. Typically while alone in
buildings early in the morning;
Maintenance staff and contractors using hand and power tools. On many occasions this
could be in isolation from other staff, especially ‘call-out work’ in the evenings or at a
weekend;
Grounds maintenance staff using a wide variety of powered equipment, usually in
isolation;
Contractors carrying out emergency repairs outside normal hours.
Where significant risks are identified, the steps which need to be taken to manage them include:
 Avoiding lone working where reasonably practicable;
 Minimising the need for lone working;
 Providing procedures and equipment to control the risks.
Where there is no alternative to lone working, periodic reviews should be undertaken to
determine whether it is still necessary.
The risk assessment must be taken into account when formulating safe working procedures.
Managers must ensure that employees receive appropriate training and that records are
maintained. Managers and Supervisors must also be confident that any contractor appointed is
competent to carry out the task, have been thoroughly vetted and are on the approved list of
contractors. The risk assessment and method statement completed by the contractor must
consider all elements of lone working associated with the task and the workers fitness to work
alone. It is important that lone workers do not have medical conditions or disabilities that make
them unsuitable for working alone. Equally, it is important that supervisors maintain contact with
lone workers and provide adequate organisational support for them. In situations where a permit
to work is required. e.g. roof access or hot work, then any lone working must be considered in the
risk assessment for the work
Emergency procedures
The lone worker should also be fully trained in the use of emergency equipment (where
appropriate).
In the case of contractors, those responsible for their appointment are also responsible for
identifying and carrying out any training requirements (e.g. site induction).
It is the lone worker’s line manager’s responsibility to ensure that adequate communication is
maintained. These emergency measures should be supplemented, where appropriate, by the
provision of personal alarm systems. The communication network and emergency procedures
employed must be tested periodically and must involve not only the lone workforce but also the
personnel designated as first contact for assistance. Such testing should ensure that the systems
would work effectively in a real emergency.
4.6 Door to Door and Street Canvassing and Interviewing
This section of the guidance should be read in conjunction with the Safety, Health & Environment
Section’s Procedural Guidance for the Management of Health & Safety on Field Trips, Fieldwork &
Educational Visits.
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All canvassing or interviewing type activities in the field, whether in an urban or rural environment,
must be risk assessed in advance of the work commencing. Assessments must be approved by the
relevant supervisor or head of department. Typical canvassing/interviewing type issues which will
require consideration during the risk assessment process include (this list should not be
considered exhaustive):
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Environment / location;
Physical threat or abuse;
Psychological trauma, as a result of actual or threatened violence or the nature of what is
disclosed during the interview;
Travel issues; (see UK & Foreign travel guidance)
Interview techniques;
Causing psychological or physical harm to others;
Comprising situations which may lead might to accusations of improper behaviour;
Exposure to infectious illness.
As with all field-based activities the key to successful and safe interviewing is thorough planning,
care and common sense. The following points should be considered during the planning phase:
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Arranging training in good interview techniques;
Awareness of any delicate issues involved with discussions or interviews (before asking the
question explain why you need to know). Issues centred on race, culture and gender may
prompt hostility;
Where possible "vetting" interviewees first over the phone, especially if you have never
met them before, try to check that they are who they say they are by, for instance, ringing
them back at a later time and checking their address in the telephone directory;
Dependent on the nature of the research, consider meeting local 'community leaders',
groups or statutory bodies such as the police, to ask to explain the research, possible risks
in the research area/topic and gain their endorsement;
Conducting interviews at neutral locations or public spaces or where neither party could
be at risk;
If in doubt about the safety of the location, familiarise yourself with the area in advance
and assess the need for accompanied interviews, shadowing and pre-arranged pick-ups;
Seeking permission from any relevant authorities to work in your chosen location;
Leaving details with your department and/or home, of:
What you will be doing;
When you will be doing it (specify dates and times of departure, appointments and
return);
The area in which you will be working (include route details, names, addresses and
telephone numbers of people being interviewed);
Your contact details (name, address, telephone numbers);
If your plans change notify someone immediately.
Instigating a "check-in" system with a friend/colleague/supervisor - phone in at regular
intervals. If you do not phone or return at a certain time arrange for suitable action to be
taken.
General Personal Safety Considerations when canvassing/interviewing
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Where possible avoid lone work, carry out the task as a minimum in pairs;
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Carry a mobile phone and a personal attack alarm whether female or male, all are equally
vulnerable, particularly when alone;
Always carry enough money for both expected and unexpected expenses, including the
use of taxis but do not carry large sums of money or valuables unless you really need to,
ensure wallets, cameras, jewellery and expensive watches etc, are not on display;
Do not stand in places where you will be causing an obstruction;
Always carry your staff/student ID card and be prepared to identify yourself.
Visiting Other People’s Homes:
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Do not enter a house if the appropriate person is not available;
Wait to be invited in or at least ask to enter, let them lead the way;
Let them know how much of their time you will need;
Do not enter if the person is drunk or aggressive;
Ensure you can get out quickly if necessary;
If you feel threatened at any point, make an excuse and leave;
Try not to react to dirty or smelly surroundings;
Pets;
o Remember not all pets are "friendly";
o If entering a house with a dog or cat, ask that the animal be put in another room if
you feel uncomfortable. If you are "wary" of a dog, do not enter the house unless
the owner is prepared to remove the animal from the room you are going to be in.
4.7 Personal Safety
4.7.1 Dealing with aggressive people and confrontational situations
University employees may regularly have to deal with aggressive people and confrontational
situations, especially security staff or employees who work closely with students or members of
the public on reception desks. Dealing with a confrontational situation while you are working
alone may increase the feelings of vulnerability.
The following guidance is taken directly from the Suzy Lamplugh Trust publication on ‘Dealing with
aggression’.
In the workplace, aggression may include verbal abuse, ostracism, discrimination, racial or sexual
harassment, bullying etc. You need to assess the situation and assess what actions can be taken to
contain or curtail the aggression.
It is important, even if someone is trying to provoke you, not to respond in kind. Meeting
aggression with aggression leads to confrontation and someone could get hurt. When faced with
aggressive people or confrontational situations lone workers should:
 Stay calm; speak gently, slowly and clearly. Do not argue or try to outsmart the person
verbally. Breathe slowly to control your own tension;
 Avoid body language which may be misinterpreted, such as looking down on the
aggressor; hands on hips/folded arms; raised arms; any physical contact. Keep your
distance;
 Talk through the problem; suggest going to see a colleague;
 Try to compromise and offer the aggressor a way out of the situation;
 Report all incidents to your immediate supervisor; ensure that your complaint is taken
seriously;
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Sometimes it is not possible to contain and diffuse the threat of violence so be prepared:
While talking, assess possible ways you can escape if the situation worsens;
Try to prevent the aggressor blocking any possible escape routes;
Never turn your back. If you are trying to get away, move gradually backwards.
Avoid having loose objects (ornaments, vases etc) on top of reception desks as they may
be used as a weapon.
Physical self-defence should only be used as a last resort because it limits your options of getting
away and will invariably commit you to a fight. Remember that if you respond physically you could
be legally liable for assault.
4.7.2 Urban areas
People tend to feel more vulnerable when on foot, especially when walking alone after dark in
urban areas. Whether the need arises as part of normal work activities or it is the end of the day
and staff/students need to reach their cars, there are many ways you can prepare yourself to
recognise and avoid potential dangers.
 Do not carry a lot of cash;
 Carry your purse or wallet in an inside pocket;
 Carry the following items separately - number for cancelling credit cards, bus/rail tickets,
car and house keys;
 Know where you are going and check the route in advance;
 Keep to well-lit roads and pavements, as far as possible. Avoid alleys, subways or other
unlit ‘potentially dangerous’ short cuts;
 Avoid wearing a personal stereo – it will reduce awareness of your surroundings;
 Walk facing traffic on the street side of pavements;
 Be on guard with strangers. Be cautious in conversation and do not give away any personal
information. Trust your instincts and avoid crowds or groups which may feel threatening.
Be wary of stationery vehicles with engines running and people sitting in them;
 If someone grabs your bag or wallet, let it go;
 If you think someone is following you, check by crossing the street. If they do follow you,
quickly move to the nearest place with people and call the police;
 If a car stops and you are threatened, use an alarm if you have one and move quickly in
the opposite direction.
4.7.3 Reporting Suspicious People or Activities on Campus.
Lone workers may sometimes feel more vulnerable to threats from intruders or trespassers
because they are working on their own. The Security Section advises all staff to immediately
inform Security (on extension 2068) of their suspicions and not to tackle the situation on their
own.
However, on occasions, it may be in order for staff to ask an individual wandering round a building
if they needed help or directions. Deciding the correct course of action will ultimately be taken by
the lone worker based on their perception of the situation at the time.
Note:
Some employees work late in the evening and may feel vulnerable while walking to their vehicle.
On these occasions the Security Team offer a service for accompanying employees to their
vehicles. However, this service will only be available if the manpower demands on the Security
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Team allow. Staff should be aware that other priorities may arise and that they may have to wait
until a member of the Security Team becomes available
4.8 Radio Communications for Lone Workers
In some instances, lone working may require the use of site radios or mobile phones to ensure that
an adequate line of communication is maintained. Site radios issued by the Security Team
incorporate a lone worker alarm function.
The lone worker function operates as follows:
1. On the radio, below the ‘Pressell’ button are two smaller buttons. The lower button is the
on/off for lone worker system;
2. If the lower button is pressed twice, there are two different tones:
a. The high tone indicates the lone worker system is activated.
b. The low tone indicated the lone worker system is deactivated.
3. To activate the lone worker system, press the lower button as above;
4. Depress the ‘Pressell’ button every 20 minutes (approx) to notify the Security Team that
you are okay;
5. If, after 30 minutes, the ‘Pressell’ has not been pressed within the previous 30 minutes,
the radio will beep for 20 seconds;
6. If the Pressell button is not pressed within this 20 seconds, the radio will automatically go
into emergency mode, alerting Security staff that a lone worker is in need of assistance.
Note: If after activating the lone worker system you use the radio, the 30 minute countdown will
restart from zero. A member of the Security Team will give instruction in its use at time of issue.
4.9 Travel
Many employees regularly travel within the UK and abroad as part of their normal work activities.
Personal safety issues may be a significant concern for some lone travellers (see section 4.7
above). Separate guidance is also available for UK and overseas travellers from the SHE Section
website.
4.10 Reporting of Incidents and Accidents
All accidents and near-miss incidents, which occur during lone working must be reported to the
SHE Section via the University’s normal internal reporting system using the approved HS3/4 form
available from school/service offices or the SHE Section website.
5.0 Risk Assessment
5.1 The risk assessment process
The purpose of a risk assessment is to establish:1. Whether the work can be done safely by an unaccompanied person. and;
2. The arrangements necessary to ensure that a lone worker is not exposed to a greater risk than
those who work together.
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These are some of the ‘key’ questions to be answered in order to undertake a suitable and
sufficient ‘risk assessment’ to establish whether the risks can be adequately controlled by one
person?
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Does the workplace present a special risk to a lone worker? (e.g. due to the environment,
location, contents, unfamiliarity, …);
Does the work activity present a special risk to a lone worker? (Equipment, process, substance,
location, time, members of public, handling cash);
Is there a safe way in and out for one person? (both in the course of the normal work and in
the event of an emergency);
Can the equipment in use be adequately controlled, handled by one person;
Can all goods, substances and materials in use be safely handled by one person;
Is the working environment appropriate? (heating, lighting, ventilation …);
Are the welfare facilities adequate and accessible? (toilet, washing, drinking water);
Does the lone worker have, or have access to first aid facilities;
Does the lone worker have access to a suitable means of communication, or other means of
summoning assistance, should this be required? (telephone, mobile, radio, inactivity alarm, ..);
Is there a risk of violence associated with the work activity and/or location;
Is the lone worker more at risk due to their gender or their inexperience;
Has the employee received sufficient information, instruction and training to enable the work
to be undertaken safely whilst alone;
Has the employee received specific training in how to respond to foreseeable emergencies
which may arise in the course of their work alone;
Is the lone worker medically fit to undertake the work alone? (health checks, health
monitoring?);
What are the arrangements in place to provide adequate levels of supervision, which are
commensurate with the risk? (e.g. periodic visits, use of ‘local’ security staff, signing in/out,
periodic contact arrangements, open diaries, CCTV, inactivity alarms or ‘Permits to Work’);
Are there contingency plans in place should an alarm be raised by a lone worker ? Are these
plans well known and rehearsed? (would you or your colleagues know what to do, who to
contact…).
The outcomes must be recorded in the form of a risk assessment. The risk assessment must
include details of:
 The conditions under which ‘lone working’ would be permitted;
 The scope of the work permitted. And;
 The arrangements necessary to ensure the safety of the ‘lone worker’.
The ‘lone worker’ is obligated to follow the agreed controls, procedures and protocols established
to ensure their own safety and has a responsibility to ensure that the agreed arrangements are in
place prior to commencing work. Where contingency plans form part of the arrangements, they
should be clear, precise, communicated, practised and subject to periodic review.
The worst case scenario is that individuals are working alone, unbeknown to others, including
those responsible for their safety and well-being, for whom no safe system of work has been
developed.
5.2 Model Lone Working Risk Assessments
The following ‘models’ are designed to guide those responsible for carrying out risk assessments
for lone workers. The list of hazards present and control measures for each scenario is not
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exhaustive. Remember, each situation may be different and consideration of all hazards present
will need to be given before deciding on all the controls measures required to reduce the risk to an
acceptable level.
5.2.1 – Working alone in offices
Safety, Health & Environment Section
RISK ASSESSMENT FORM
Risk Assessment For
Assessment Undertaken By
Service / School:
Assessment Reviewed
Name:
Name:
Date:
Date:
Signed by Dean of School, Head Name:
of Service or nominee:
Location / Activity:
Working alone in offices and
staying late
Date:
Date:
List
List groups of List controls, or refer to safety procedures etc.
Significant
people who
Hazards here are at risk
Unable to raise Lone worker
alarm in event
of an
emergency or
accident.
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Personal
Lone worker
security/safety
compromised
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Remaining
level of risk
A telephone will be available.
After 18:00 hrs, Security will be notified on ext 2068
and informed of a lone work activity.
Security will establish a welfare check system.
Lone worker will co-operate with Security team by
responding to hourly welfare checks.
Only ‘low risk’ activities such as paperwork and use of
a computer will be undertaken.
Heavy lifting tasks and working from stepladders will
not be undertaken.
Lone worker will be familiar with the fire emergency
arrangements such as the location of break glass call
points, extinguishers and escape routes.
A telephone will be available.
If lone worker feels insecure, doors will be locked and
key codes utilised.
If people are seen to be acting suspiciously, LONE
WORKER WILL NOT APPROACH THEM. Security will be
alerted immediately on 333 or 2068.
If lone worker feels threatened, they will call Security
on 333.
Low
Low
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5.2.2 Working alone at home
Safety, Health & Environment Section
RISK ASSESSMENT FORM
Risk Assessment For
Assessment Undertaken By
Service / School:
Assessment Reviewed
Name:
Name:
Date:
Date:
Signed by Dean of School, Head Name:
of Service or nominee:
Location / Activity:
Working alone at home.
Paperwork and computer
activities
Date:
Date:
List
List groups of List controls, or refer to safety procedures etc.
Significant people who
Hazards
are at risk
here
Electric
shock and
fire from
faulty or
overheated
equipment
provided by
UCLAN.
Lone worker
Slips, trips &
falls
Lone worker
Upper limb
disorders
Lone worker
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Remaining
level of risk
Equipment will be visually checked for signs of damage
or overheating prior to each use. (see section 4.4 using
electrical equipment for work at home)
Information/instruction provided to enable checks etc.
UCLan Electrical equipment will be PAT tested (a test
every 3 – 5 years is normally suitable for static
computer equipment.)
Ventilation/cooling vents on electrical equipment must
not be obstructed.
Heavy carrying and lifting activities will be avoided.
Computer equipment will be placed so as to avoid trip
hazards and provide enough space to work
comfortably.
Undertake DSE assessment
Low
Low
Low
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Make suitable adjustments to remedy any problems
highlighted on the checklist.

Make full use of equipment provided, ensuring
adequate adjustment avoid potential health problems.
See DSE Guidance.
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5.2.3 – Working alone in laboratories
Safety, Health & Environment Section
RISK ASSESSMENT FORM
Risk Assessment For
Assessment Undertaken By
Service / School:
Assessment Reviewed
Name:
Name:
Date:
Date:
Signed by Dean of School, Head Name:
of Service or nominee:
Location / Activity:
Working alone in
laboratories
Date:
Date:
List
List groups of List controls, or refer to safety procedures etc.
Significant
people who
Hazards here are at risk
Unable to raise
Lone worker
alarm in event
(employee or
of an emergency contractor)
or accident.
e.g.
Security Staff
Fire, spillage,
affected by
fumes or toxic
substances.
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Remaining
level of risk
Adequate communications will be established and a system
for regular welfare checks on lone worker will be
implemented. Hourly welfare checks will be carried out by
(e.g. Security) via radio or telephone.
Heavy lifting tasks will not be permitted.
Work at height will not be carried out.
First aid cover will be provided by the Security Team.
The lone worker is appropriately instructed & trained in the
work tasks.
The lone worker must be physically fit enough to carry out
the work.
Security have been notified of any medical conditions that
may be affected by the work / environment.
The lone worker has received training in all relevant
emergency procedures (fire, spill etc)
Risk assessments in safe working procedures in the use of
_____ equipment are documented and that the lone worker
has the necessary competencies and training to understand
and follow them.
Emergency procedures have been developed, documented,
tested for fire, spillage, asphyxiation and the lone worker has
been given training. Persons likely to respond to an
emergency have also been trained.
None of the prohibited activities detailed in Section 4.0 of
Procedural Guidance for Lone Working (FM SHE 011) will be
undertaken.
Low
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5.2.4 – Working alone in engineering workshops
Safety, Health & Environment Section
RISK ASSESSMENT FORM
Risk Assessment For
Service / School:
Location / Activity:
Working alone in an
Engineering workshop
Assessment Undertaken By
Assessment Reviewed
Name:
Name:
Date:
Date:
Signed by Dean of School, Head Name:
of Service or nominee:
Date:
Date:
List
List groups of List controls, or refer to safety procedures etc.
Significant
people who
Hazards here are at risk
Remaining
level of risk
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Unable to raise
Lone worker
alarm in event
(employee or
of an emergency contractor)
or accident.
e.g.
Security Staff
Fire, spillage,
affected by
fumes or toxic
substances.
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Lone workers will not operate powered equipment such as
lathes, circular saws, powered cutting equipment, pillar drills
etc. (or any other equipment that poses risk of
entanglement, entrapment, ejection, puncture, abrasion,
cutting).
Only ‘low risk’ assembly or cleaning operations will be
carried out by lone workers.
Adequate communications will be established and a system
for regular welfare checks on lone worker will be
implemented. Hourly welfare checks will be carried out by
(e.g. Security) via radio or telephone.
Heavy lifting tasks will not be permitted.
Work at height will not be carried out.
First aid cover will be provided by the Security Team.
The lone worker is appropriately instructed & trained for the
work tasks.
The lone worker must be physically fit enough to carry out
the work.
Security have been notified of any medical conditions that
may be affected by the work / environment.
The lone worker has received training in all relevant
emergency procedures (fire, spill etc)
Risk assessments in safe working procedures in the use of
_____ equipment are documented and that the lone worker
has the necessary competencies and training to understand
and follow them.
Emergency procedures have been developed, documented,
tested for fire, spillage, asphyxiation and the lone worker has
been given training. Persons likely to respond to an
emergency have also been trained.
None of the prohibited activities detailed in Section 4.0 of
Procedural Guidance for Lone Working (FM SHE 011) will be
undertaken.
Low
5.2.5 – Call-out work for staff and contractors involving lone work.
Safety, Health & Environment Section
RISK ASSESSMENT FORM
Risk Assessment For
Service / School:
Location / Activity:
Call-out work for staff and
contractors involving lone
work
Assessment Undertaken By
Assessment Reviewed
Name:
Name:
Date:
Date:
Signed by Dean of School, Head Name:
of Service or nominee:
Date:
Date:
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List
List groups of List controls, or refer to safety procedures etc.
Significant
people who
Hazards here are at risk
Unable to raise Lone worker
alarm in event (contractor or
of an
employee)
emergency or
accident.
e.g.
Fire, spillage,
affected by
fumes or toxic
substances.
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Remaining
level of risk
Security Team will be notified by lone worker of arrival
on site (Harrington Security Lodge) of the location and
nature of work they are undertaking.
Means of communication will be established (land
line, radio, mobile) for welfare checks and raising the
alarm in an emergency.
Lone worker will be notified of all relevant emergency
procedures.
The lone worker must be physically fit enough to carry
out the work.
None of the prohibited activities detailed in Section
4.0 of Procedural Guidance for Lone Working (FM SHE
011) will be undertaken.
Low
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