Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
2008 update
Health and safety monitoring undertaken by school managers &/or
governors
Contents List (to be added)
Notes to accompany the audit & inspection checklist
Introduction
Monitoring of health, safety and welfare performance is an essential part of management. It is
important that the management system for any school includes monitoring as a normal part of dayto-day activity, and not as ’bolt-on’ task for which time or resources have to be set aside on an ad
hoc basis. Managers at all levels have a vital part to play in monitoring and a governor’s role in the
process may be determined by a number of factors, including an individual’s existing expertise
and/or willingness to be actively involved. The school’s health and safety policy statement should set
out the local arrangements for monitoring. In respect of premises inspection, the policy information
should include:
 the governors involved (together with any other staff or staff representatives),
 the frequency of inspections,
 the person or group within the school that will receive and consider the inspection reports, and
 the procedures for following up items requiring action.
There are no specific rules about what involvement individual governors should have in monitoring
health, safety and welfare matters. However, the governing body must make sure the school’s own
health and safety policy is followed and that the use of the school’s budget addresses existing
and/or foreseeable risks arising in connection with the activities undertaken within the school or
under the supervision of school staff. These notes and the accompanying (spreadsheet) checklist
have been designed to assist headteachers and governors with this work.
The following notes provide extra information and explanation of some of the items in the checklist.
Note that not every item on the checklist needs to be checked every term. The checklist is split into
sections to relate to daily/weekly, termly or yearly checks. It is produced in a way that enable the
school to create its own checklists that may be used by different people at different times – perhaps
for governors on a termly basis and for the caretaker undertaking the weekly checks.
NB: This guidance is not a substitute for the fuller guidance that may exist for some of the
individual issues. It is intended to provide managers and governors with support and to raise
the awareness of the need for monitoring. It also helps by pointing to the background
information and provides the means by which simple monitoring arrangements can be set up
by the responsible person(s).
You may customise the checklist to suit your own requirements, adding pages for non-area
specific items such as checks on procedures. You could also add separate pages for general
items to be checked in each individual room, for example, the condition of the floor covering
or the condition of the electrical sockets.
Health and Safety Policy and Information Management
The school’s policy is an important document and it should record and set the health and safety
agenda for the coming year, linking with the school’s development plan and other major
programmes including property maintenance. Successful implementation of the policy will also rely
on other detailed advice that staff need to keep them and the pupils safe whilst in school. It is
important that communication with staff is properly managed as part of a systematic approach. A
model policy is available on the Schools Portal. The policy should be available to all staff at all times.
It may be useful to put the document on the school’s intranet, but it is important to make sure it is
available to staff who may not access it that way; a paper copy may also be needed for those staff.
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Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
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The Suffolk County Council Policy Statement (updated February 2006) is also available on the
Schools Portal. It can also be displayed, either electronically on the schools intranet or on a staff
notice board.
The health and safety manual (“Education Health and Safety – Local Management of Schools”) is
being replaced and those items that will be retained will be available on the internet (currently the
Schools Portal). The school must have a system for ensuring that any updates on health and safety
guidance are brought promptly to the attention of relevant staff and governors.
Where new, subject specific guidance has been circulated, it would probably have been addressed
to the subject leader in the school. The subject leader is primarily responsible for ensuring that this
information is shared with staff as soon as practicable.
The school, through its subject leaders, coordinators and other managers must ensure that
information is not merely given to or made available to staff. A suitable system will ensure that
information that is critical to health, safety or welfare is clearly explained to relevant staff and that the
details are recorded of when such information is discussed. At the other end of the scale,
information that is not critical can be ‘made available’ on a notice board or other passive means of
distribution. Particularly important are the comprehensive guides issued in respect of the practical
subjects such as Art, Design & Technology, Science and PE – the information in these guides is
generally safety critical and it is essential that subject leaders have records that staff have been
adequately briefed in, and have ready access to, these guides.
The guides include the BAALPE publication (Safe Practice in Physical Education and School Sports.
The name BAALPE has recently been changed to The Association for Physical Education (AfPE),
the CLEAPSS guidance for Science and D&T (web site, CD ROM and other publications), and the
in-house guidance for Art and Design.
The lack of records of staff training, including those relating to briefings on essential guidance, may
be regarded as a failure to operate a suitably systematic approach should an incident occur.
Consequences can be significant if legal proceedings follow.
Medicines and Healthcare Products Regulatory Agency (MHRA) and Medical Alerts
The NHS has made information about equipment and substance issues available for several years
based on their knowledge of incidents in healthcare settings. This is automatically sent to local
authorities but it is also available on the internet. A management information system should include
the periodic checking of the website given in the checklist to check for any relevant alert. Paper
documents received from the MHRA are not passed on to settings though reminders about urgent
alerts will be notified to managers by email and/or Schools Post.
Asbestos
The county council has taken steps to ensure that the requirements of the Control of Asbestos at
Work Regulations are met by surveying all premises and providing an asbestos register which is
kept up to date by joint working between the premises manager and the Property Adviser. This
arrangement will apply whatever building maintenance option a school has chosen.
NB: A cautionary statement about the Asbestos Survey Report
The survey report does not detail every piece of asbestos containing material (ACM) in the
premises. Nor does the routine survey process (a ‘type 2’ survey) include the sampling and
analysis of every item thought to be an ACM. The report is an indicative document; care
MUST be taken to ensure that people understand asbestos may be discovered during work
and that harmful dust may be created. Only people who can recognise this risk and who are
capable of identifying a potential problem with an ACM quickly should be allowed to
undertake the work. They must also have the authority to stop work and take steps to prevent
people from being exposed to any dust.
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The asbestos survey held in school will shortly be converted into a register – much simpler
to read and available through Evolut1on – the on-line asset management system.
The strategy for the management of risk to health from asbestos relies significantly on several
procedures. These are:
 Day to day monitoring of the condition of asbestos containing materials by the premises
manager and the immediate reporting of any damage;
 Annual, formal inspection of the asbestos containing materials by the Property Adviser with
the premises manager;
 The use of knowledgeable, competent contractors to undertake any and all work that could
release asbestos dust;
Premises managers must not initiate work that disturbs asbestos containing materials
without alerting the Property Adviser through the form 13 procedure. The survey report (or
register) MUST be shown to and acknowledged by any contractor who undertakes work in the
school. Where there is any possibility that the work could release asbestos dust, the Property
Adviser MUST be contacted and work must not start without their authorisation. A more detailed
survey may be required BEFORE work commences.
In addition to the general duties set out above, premises managers MUST presume materials
contain asbestos unless there is strong evidence that they do not.
The county council’s generic risk assessment concludes that asbestos containing materials in good
condition should be left undisturbed. When they are disturbed, either intentionally or unintentionally,
the Property Adviser should be informed and the county council procedures followed. Schools
MUST NOT undertake DIY work involving asbestos containing materials, even if a Form 13
has been competed.
Asbestos - Summary
The county council’s Property Division is principally in charge of this area of work, though school
must ensure that contractors and other workers are advised of the presence of asbestos by showing
them the copy of the asbestos survey report that is kept in the school. In case of any query the
school must check with the Property Adviser. This includes the situation where the school does not
have, or cannot find, it's asbestos survey report. It is essential to check annually with the Property
Adviser to ensure the report has been amended to reflect any amendments which may have been
caused by building work or other alterations within the school. It is strongly recommended that
this arrangement should be written into the school’s health and safety policy.
Building work, including demolition
Legislation imposes significant duties on any person in control of building work and it is vital that
schools understand the implications of the recently revised Construction Design And Management
Regulations (CDM). A separate guidance note will be available on this topic very soon, but no
building work on any school building should proceed without a Form 13 and a discussion with the
Property Adviser.
CDM places additional legal duties on the ‘client’ and this could be the headteacher or governing
body. The Form 13 procedure provides very important protection for the school and the county
council.
Vehicle movements on site and near pedestrians
Pedestrians and vehicles may come into close proximity on site and the Workplace (health, safety
and Welfare) Regulations specifically require employers to ensure that risks are adequately
controlled. This may mean that they are physically separated from eachother by space or barriers,
or that they use the same space but at different times, and that vehicle speeds are restricted. Signs
are the minimum acceptable control measure, but speed bumps and other measures may be
necessary if driver discipline is poor. It is also acceptable, but may be difficult for the premises
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manager to guarantee compliance, to ensure that children do not move when vehicles move through
shared areas. Driveways in older schools may be narrow and footpaths inconspicuous or nonexistent - this exacerbates the risk. A written risk assessment will generally be required.
Boilers
All boilers should be tested annually or in accordance with a scheme of work (most school boilers
are not pressurised, but still need routine inspections by specialists).
Boiler rooms MUST NOT is used for the storage of equipment or materials. Flammable or
hazardous substances must not be stored in any area where their risk of involvement in a fire or
other serious incident could make escape from the premises more difficult or dangerous. Anything
that may impede escape from a boiler room should be moved elsewhere, or if that is not possible
the fire risk assessment should reflect the heightened risk and specify suitable additional
precautions (eg. an extra extinguisher, lone worker precautions etc.)
Fire
The school must have a fire risk assessment – separate guidance is available on the Schools Portal
(health and safety index page)
All fire extinguishers should be fixed to a wall and be in good condition and ready for use. A weekly
visual inspection should be carried out and a record should be made in the fire logbook.
All fire extinguishers should be tagged and have the pin in position. They should not be moved onto
the floor to prop doors open. A conspicuous sign is required for every extinguisher to indicate its
position if it would not otherwise be readily visible from a reasonable distance.
Break glass call points should be suitably signed if they are not clearly visible from a reasonable
distance. A blue and white fire action notice or the red and white fire call point sign may be used to
aid visibility.
All fire exits should be inspected weekly to ensure that the routes are clear and that the exit doors all
work correctly. A record should be kept in the logbook (a suitable fire precautions log book,
produced by the Fire Service, is available on the Schools Portal).
All emergency escape routes should be clearly signed with the running men signs. Signs giving
advice on how to open fire doors (examples are: ‘PUSH BAR TO OPEN’ or ‘SNAP GLASS ROD TO
RELEASE DOOR’) are also required where appropriate.
All fire doors in corridors and leading on to staircases should be kept closed unless they are on
magnets or other closing devices linked to the fire alarm. Battery operated door retainers, that
release doors when triggered by the sound of the fire alarm, are generally not allowed. However,
Suffolk Fire and Rescue Service may allow the devices provided the fire risk assessment details the
need and that a suitable alternative, more permanent solution to the problem is not reasonably
practicable in the short term.
Doors leading onto staircases should not impede the flow of persons using the stairs in the event of
an emergency evacuation. They should open in the normal direction of travel.
Fire doors should be fitted with smoke and flame seals – they must also fit the frames correctly so
that there are no large gaps on any edge.
At least one fire evacuation practice should be undertaken each term. This must be recorded in the
fire safety logbook.
Testing and Inspection (for details see the list in the Fire Precautions Log Book)
The fire alarm should be tested weekly and a record should be made in the logbook
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A competent person should carry out an annual inspection and test on all extinguishers and these
should be recorded on a label on the extinguisher. A county contract exists to help schools ensure
this is carried out.
Where installed, emergency lighting should be tested every month to ensure that it works and every
6 months should be subject to a full test.
Fire detectors (and call points) should be tested once a year or operated as part of the fire alarm
weekly test.
Fire extinguishers should always be provided adjacent to higher-risk areas such as electrical intake
rooms and chemistry prep rooms.
Wheelie bins should be tethered, if possible 8 meters away from buildings, to prevent them being
used as a source of fuel by vandals. They should also be locked shut outside of normal hours of
occupation of the premises.
First Aid
It is essential that a suitable number of first aid personnel are adequately trained and available and
that routine checks are made to ensure the first aid box is kept stocked. First aid certificates should
be renewed before they expire. Eye irrigation bottles (about a litre of sterile saline or water in 3
sealed plastic containers) may be preferable to irrigation with water from a cold tap, though this is
acceptable in practical areas where the need may be more frequent and technicians can set up
suitable arrangements with clean plastic or rubber tubing.
Also the first aid boxes should be checked to ensure that they do not contain medicines, antiseptic
and other non-first aid materials. Checks to ensure they are fully stocked are also required. Sterile,
individually wrapped, moist wipes are permitted, but not alcohol or antiseptic wipes.
Plasters should be used to cover minor wounds. Where an allergic reaction to a plaster is
anticipated, hypoallergenic tape may be used for fixing other standard wound dressings, but should
not be placed on the wound itself.
Cotton wool must not be used for cleaning or dressing wounds, and should not be kept with first aid
materials.
Hazardous Equipment
Hazardous items such as staple guns, glue guns, pointed scissors etc. should not be left in
classrooms where very young children – under 11 – can reach them and use them without
supervision.
Electrical Apparatus
All mains voltage portable appliances must be tested and examined in accordance with the British
Standard and the corresponding IEE Regulations. While it is technically possible for schools to
undertake their own portable appliance testing and inspection the county council does not
recommend this as it imposes significant additional responsibilities on the school which may be
relatively expensive and result in higher risks of various kinds. Staff trained to undertake inspection
and testing will need periodic refresher training to keep up to date with changes in practice and
standards, equipment will need calibration and there must be an auditing process from time to time.
The county council recommends that all schools make use of the Property Maintenance
arrangements and use the council’s tendered contract for portable appliance testing requirements.
The EMU service has been set up to enable high schools to take full advantage of the specialist
assistance required for Design Technology equipment. The EMU team also contribute to the
monitoring arrangements the county council has established (to fulfil its statutory duties) and
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enables the identification of trends and common problems which the County Adviser can then
address.
Where the use of mains voltage electrical equipment means that the flex and connections, etc. might
be subject to more than usual stress (and risk of damage) the frequency of checking may need to be
more frequent than indicated in the British Standard. Typically, loan equipment will need to be
inspected after each hiring, and though this kind of situation is likely to be rare, the principle of
ensuring that the inspection frequency matches the risk applies in all circumstances. This is normal
risk assessment review procedure.
Quarterly (or Termly) Visual Inspection Of Mains Equipment
General inspection checks should include a visual examination of the cable and plug to see if there
are any signs of overheating, damage to the cable, or inner insulation exposed either at the plug or
at the equipment (see the Schools Portal for brief guidance). If any of the conductors (the copper
wires themselves) is visible the equipment must be taken out of use immediately – it is also
recommended that the plug be removed unless a repair is undertaken immediately.
Extension leads should not, ideally, be ‘daisy-chained’ to compensate for a lack of sufficient, suitable
and/or permanent mains socket outlets. Extension leads are subject to at least ANNUAL portable
appliance tests. Coiled extension leads should be usually be unwound as they can overheat
dangerously if used coiled when heavy current is drawn. Multi-way adaptors should not be used – a
‘gang’ or 4-way extension lead is a safer alternative.
Fixed wiring should be checked every 5 years in accordance with current recognised standards (the
Institution of Electrical Engineers Regulations). This will be organised by Property.
No electrical riser cupboard, intake room or main switchroom should be used for the storage of
materials.
Fume Cupboards
Fume cupboards extraction should be tested annually (the law allows for a check every 14 months).
CLEAPSS guidance issued to secondary school science departments provides full details of
required tests and a service is available from EMU - the Equipment Maintenance Unit managed by
the County Adviser for Design Technology. Mobile fume cupboards with filters which re-circulate air
to the classroom present an additional risk and the filters must also be checked and serviced. EMU
is not able to provide this service but the CLEAPSS information available through the CDROM or
their website
PE Equipment
All fixed PE equipment such as wall bars and ropes should be inspected and tested annually in
accordance with county council advice. A competent person must also inspect outdoor play
equipment at least once in every 12 months. A county contract exists to assist schools in ensuring
this requirement is met.
Kitchens
Daily temperature checks of the following must be carried out using a calibrated temperature probe
and the results must be recorded.
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Fridges
Freezers
Hot food
Cold food
Chill cabinets
Delivered frozen and chilled food
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Blue plasters should be available in the first aid kit. No antiseptic or antiseptic wipes should be
present in the first aid kit. Sterile, moist wipes (non-alcohol based) are permitted.
Arrangements should be in place for thorough cleaning of the kitchen at least once a year and a
record should be kept.
Lifts
Passenger lifts, lifting tackle and hoists (for moving people) must be inspected every 6 months.
County contracts exist for this essential maintenance work, but it is the school’s responsibility to
ensure that equipment is registered for the servicing. If the school has installed a passenger lift as a
Form 13 item, that procedure should ensure that the Property Adviser is aware, but for additional
assurance the school should send confirmation of the installation by email to the Technical
Coordinator in Property (mailto:peter.brown@arch.suffolkcc.gov.uk). This will guarantee the item is
placed on the asset register and will ensure it is covered by Property’s maintenance arrangements.
Machinery
All machinery and equipment used should be in good condition and adequately guarded.
Particularly, equipment used in Design and Technology must be annually checked and no
equipment should be used if guards are missing or damaged.
A technician should check all machines at least once a week to ensure that they are correct
operation and satisfactory condition.
Pipework
All pipes should be colour coded or suitably labelled to ensure that the contents of the pipe can be
ascertained, eg. gas pipes should be yellow. The Property Adviser will arrange this, in line with the
other priorities for the premises.
Gas valves in laboratories, kitchens and similar areas should be clearly labelled. Handles on valves
should not be removed.
Risk Assessments Important! Refer to the general risk assessment guide on the Schools
Portal to avoid unnecessary work and recording. It is available here
Suitable and sufficient risk assessments should be written for all tasks where there is a significant
risk of injury occurring and where specific rules need to be drawn up.
Specific risk assessments are also required for:
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Fire *
Manual handling tasks involving significant risk of injury *
COSHH (Control of Substances Hazardous to Health) *
Play areas where the safety of children relies on supervision by an adult/teacher/midday
supervisor (etc) as opposed to fences, barriers and other physical means to prevent a child
contacting a hazard.
Educational visits and trips *
Expectant and new mothers *
Working at height *
Sports events
Bonfire and fireworks display events *
Display screen users (not for children/students) *
Water systems (water hygiene risk assessment - these should be undertaken by Property)
The employment of young persons (under 18) *
Situations where pedestrians and vehicles may be moving in close proximity.
(*) Suffolk County Council Children and Young People Services has issued separate guidance on
each topic.
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Roller Shutters and fire curtains
Metal roller shutters may be found separating kitchens (relatively high fire risk) from the refectory
areas, etc. They are part of the school’s fire safety precautions. Similarly, fire curtains may be found
separating a school stage from the auditorium. Wooden shutters and servery hatch doors separating
kitchens from the dining hall, etc. are probably for security reasons, not for fire and are unlikely to be
operated by an electric motor.
Power operated roller shutter doors must be fitted with non-latching controls; in other words if a push
button controlling the power to the motor is released then the motor will stop immediately. This is to
prevent anyone being trapped underneath or being struck by the leading edge. The leading edge
should also be fitted with a sensor to override the control if an obstruction is encountered. Roller
shutter screens linked to the fire alarm should give adequate audible and visual warning before
closing automatically.
As with any equipment, shutters and doors need to be routinely inspected and maintained in good
working order. However, powered shutters and fire curtains are important safety devices and
maintenance may require a specialist so and it is important that you discuss with your Property
Adviser.
Sports Equipment and Areas
For netball, basketball and other sports using goals or posts that are fixed into sockets are
preferable to free standing posts. If free standing posts are used they must be suitably anchored
and counterbalanced when in use. Ideally, they should be securely stored when not in use, but if this
is not practicable, they should remain anchored and counterbalanced at all times, and supervision
should be close if children play freely near them. Sandbags may be used for ballast but sand must
not be allowed to escape onto hard playing surfaces. Sandbags should be of the order of 20kg in
weight and two would normally be required. Any equipment that does not meet these criteria must
not be used. Stabilising weights are widely available - 17 kg is a typical unit weight. This is a
manageable unit and will usually come with a useful handle. It is important that the weights should
be off the playing surface and sited so that they don't introduce an additional, unacceptable tripping
hazard.
Equipment not in use should generally be stored and secured in a safe place. If it is subject to a risk
of tampering or vandalism or unauthorised use, it must locked away in a secure location.
A competent person must inspect this equipment annually. The LEA makes arrangements for
schools to buy into a specialist contractor’s services for this purpose.
Arrangements should exist to inspect playing surfaces and equipment before use. For higher risk
areas such as football pitches, particularly where the public has access or the area may be visited
out of hours and bottles or other hazardous materials left behind, it is even more important that
these areas are carefully inspected before use. It is also important to bear in mind that manhole
covers, post sockets and lined areas of pitches may create trip hazards that change over time. The
ground can move slightly throughout the year exposing hard edges or other equipment. These must
be dealt with promptly. Rabbits may also do damage presenting trip hazards overnight.
Visitors, parents and non-school children on the school site
It is important that visitors to the site are safe at all times and supervision is an important element in
this. Parents often bring children on site who do not attend the school, either at the start or end of
the day whilst waiting for pupils. Similar situations may occur when parents come for evening
events, open nights etc. The school is not responsible for supervising children in these
circumstances, but must take reasonable to prevent children, for instance, using play equipment,
getting too close to ponds or behave in ways likely to lead to lead to injury or damage. Signs and,
where necessary fencing, are suitable precautions. Signs can be for warning about hazards and/or
for advising parents that they must supervise their children at all times. Where unauthorised use of
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equipment, particularly outdoors, presents unacceptable risks, schools may ultimately consider
restricting access to the specific area or even the schools grounds by means of fencing, etc. Signs
may be placed on equipment indicating that unsupervised and unauthorised use of the equipment is
forbidden.
Lettings (complete guidance available on the Portal)
Schools must take reasonable precautions to ensure that the condition of the premises is acceptably
safe for the use that a hirer intends make of it. For the majority of situations if the premises are safe
for school use, they will be suitable for the hirer. However, if the hirer considers that the space
provided presents an unacceptable risk on a temporary basis then the school may have to postpone
the letting or make alternative provision. For example, during building work an area may be very
dusty or perhaps cold and this might make an area unsuitable for, say, a yoga class.
Stairs
All stairs or steps that have 3 or more steps must be provided with a suitable handrail at least on
one side (the open side) - preferably a handrail should be fitted on both sides of any stairs. Where
the width of the stairs is greater than about 1 metre handrails must be fitted on both sides. Where
the width is greater than 2 metres, additional handrails must be fitted to divide the stairway and
ensure that a person can easily reach a handrail from wherever they are standing on the stairway.
The handrail should be in such a position that it is easy to hold onto it before the first step is taken.
The condition of stairways should be monitored, including those leading to basement boiler and
plant rooms. Missing or broken nosings must be replaced or repaired. Uneven stairs (steps with
unequal tread width or height) may need a warning sign (in extreme cases, ultimately, a re-profiling
may be necessary). Consideration should be given to gating stairways (at top and bottom)
accessible to pre-school age children.
Stair edges should be highlighted with a contrasting or highly visible marking - this will also assist
people with impaired vision. Any situations where lighting is poor or glare may be a problem must be
addressed by improving lighting or shielding sources of light, etc.
All landings must have suitable rails to prevent persons or objects falling. Handrails must be at least
of 910mm and preferably 1100mm high. Gaps between the bottom rail and the floor should not
exceed 100mm, and the gaps between banister posts should also not exceed 100mm.
Training
All staff, including the headteacher, must receive comprehensive induction training within a short
time after starting work. Basic induction must be completed within 2 or 3 days of starting work and
should include details of fire precautions, incident reporting, hazard reporting, use of any machinery
or equipment, first aid arrangements and the names of the fire wardens/first aiders. More complete
induction processes including briefings on risk assessments, the local safety policy, staff
consultation procedures and personnel issues should be completed within 3 months at the latest.
The school must keep records of induction training.
Training in higher risk activities, such as the use of specialist equipment (for example, woodworking
machinery, heavy duty floor polishers, some kitchen equipment such as veg-prep. or food slicing
machines) must be started before the member of staff uses the equipment for the first time. Part of
the necessary assessment that a person is competent to use the equipment involves close
supervision and observation of technique. A person should not be permitted to use equipment on
their own until they have demonstrated ‘competence’ and been authorised.
Fire awareness training (including practising the fire procedure) for all staff should be carried out
regularly (in schools, termly fire drills are strongly recommended). The use of fire extinguishers
should be explained to all staff - they might need to attack a fire to preserve their means of escape.
Some specialist staff (science, D&T
for example, may need to have instruction on what to do when a person’s clothing is on fire).
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Some training (for example, child protection training) must be repeated at fixed statutory intervals. In
general though, a risk assessment process will determine when training (and updating) is needed.
There is no requirement to automatically repeat training but, for example, if an incident has occurred
or good practice advice has changed the risk assessment should be updated and the need for
training considered. A matrix containing some of the elements you may wish to consider is given at
Appendix 1.
Staff who routinely use a computer for sessions of more than about an hour per day more than day
should receive suitable training (perhaps a simple briefing) on the set up and maintenance of a
suitable workstation.
Records of all training given should be kept.
Tripping and Slipping Hazards
Ideally, surfaces should be level or even and have no raised parts that can cause trips. Where there
is a raised step of about 25mm, this is likely to be a tripping hazard and marking it with a contrasting
or highly visible material is recommended if the hazard cannot be removed. Where this is at the top
of a flight of steps, it presents significant risk and should be eliminated. Mat wells near external
doors may gradually become a tripping hazard as the coir or other material wear away. It is
advisable to fill the mat wells and replace them with modern carpets or mats suitable for building
entrances.
All areas should be routinely checked for tripping hazards, particularly on walkways and stairs. This
includes torn or worn carpets, loose edging strips, broken or loose tiles, sunken duct and inspection
covers, trailing cables and items stored in corridors. Out of doors, trip hazards, changes of level,
pavement edges and steps must be marked with a light colour to ensure they remain reasonably
visible when the light is poor. Critical areas, such as building entrances, fire escapes, etc. must be
adequately lit.
Water
All schools should be provided with a water hygiene risk assessment though their Property Adviser.
This should identify the critical control points and specify which taps should be used for water
temperature checks.
Water temperature checks should be carried out every month.
Showerheads should be disinfected and descaled at least once every 3 months.
Showers should be run weekly on maximum temperature for a minute if not regularly used. Care is
needed to make sure that any spray is not inhaled (see separate guidance note on Legionella
precautions).
Annual checks should be undertaken on tanks for water quality and to see if there are any slime or
scum deposits, though water hygiene provisions within the Property Maintenance Services should
cover this.
The area around any pond should be fenced to prevent easy or ‘accidental’ access to the water’s
edge. Supervision of the area is required whenever children may have access. Good hygiene is
essential around water because of the risk of Weils Disease or other waterborne illnesses; staff or
children should cover cuts and grazes with waterproof plasters before working in such areas.
Drinking water fountains should be located (or protected) so that the risk of pupils knocking into one
another whilst drinking is minimised. This is a significant risk as teeth can be knocked out and
serious damage caused. It is preferable that fountains are located indoors or, preferably, alternative
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Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
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means of providing drinking water chosen. Water fountains (particularly outdoor units) are often a
significant maintenance headache, and a daily cleaning and disinfection regime is essential.
Windows
No window above ground floor level should open far enough to allow a person to lean out and fall.
Windows must be fitted with stays, restrictors or other means to limit opening. If the full opening of
the windows is essential to maintain high levels of ventilation to help control high temperatures due
to strong sunlight then alternatives to restrictors should be considered. Options may include rails
across windows to prevent falls without restricting the opening. Restrictors (preferably lockable) are
also needed on windows that allow access to any roof. Where windows are already fitted with
restrictors but there is a need to deal with excessive temperatures, blinds (internal or external),
reflective window film or mechanical ventilation using extractor fans or punkah fans are possible
options.
No (pivoting) window should open outwards far enough whereby it becomes a hazard to anyone
walking or running by. The area beside windows that do jut out should be protected (perhaps by
plants or rails).
Older designs with sash cords and counter weights must be rigorously inspected and maintained.
Windows can be heavy and have been known to cause amputation of fingers if they fall when the
lock holding the upper and lower windows together is released.
Vulnerable glazing includes glass in doors and side panels, low level glazing and glazing in sports
halls etc. Such glazing may have had safety film applied to reduce the risk of injury if it is broken.
The glazing must be checked periodically to ensure the safety film is still present and intact. The
Property Adviser will assist with this task.
Doors: hinge protection - risk assessment
Analysis of incidents across the UK shows that some classroom doors, toilet entrance doors and
toilet cubicle doors represent a significant risk of finger trapping. Injuries have included severed or
fractured fingers and crushing or bruising. Incident frequently involved nursery or Key Stage 1
pupils.
Clearly these injuries can be severe but hinge guarding devices are now readily available and
relatively inexpensive. It is recommended that a risk assessment is undertake. High risk situations
include:
 Doors near which students congregate
 Doors beside which students queue for lunch or other reasons
 Doors near entrances
 Doors which are susceptible to strong winds
 Heavy doors (with or without dampening mechanisms)
 Areas where students are unsupervised
The school’s incident records may be useful in identifying doors previously involved in incidents.
As an alternative to hinge guarding, these other measures may be effective:



reduce or remove the need for students to congregate near doors – is there a noticeboard or
some other attraction adjacent to the door?
Where students must queue can doors nearby be locked?
Brief students on the risks
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Insurance: Employer’s Liability
Schools may be asked for a copy of the employer’s liability insurance certificate or policy number.
Organisations such as the LSC and YMCA may require this as part of their pre-placement checks.
The information is held centrally by the Insurance team in CSD (Constantine House, Ipswich).
Schools do not need to display the certificate, but can obtain a copy on request.
Thermal Comfort in the Workplace
Risks to the health, safety and particularly welfare of staff include the effects of heat, cold and
humidity. Premises managers need to consider the way in which:
(a) Environmental factors (eg air-conditioning or the weather outside) and
(b) Personal factors affect individual people and contribute to how they feel.
Although it is more usual to respond to complaints or concerns about specific workplaces and their
working environments, managers should ideally monitor conditions to ensure that a reasonable
balance between the relevant factors is achieved. Managers may therefore need to consider:
The environment
 Air temperature
 Radiant temperature (from a source of heat)
 ‘Relative Humidity’ of the air
 Ventilation
 Air movement
 Climatic and seasonal variations, ie. outdoor temperatures and conditions
 How the building has been designed, eg. type of insulation, aspect of the building and
windows in relation to the sun, windows with film to reduce glare, double glazing, etc.
 The nature of the concern and the period over which concerns may have been raised
Members of staff respond differently to conditions. For example, different people tolerate
temperatures and work demands on them in individual ways - some people perspire more than
others, or feel the cold more. The amount and type of special clothing or personal protective
equipment that is worn affects comfort as does the type of work being done. Personal factors such
as age, sex, state of health and degree of fitness of the individual can also be very significant.
Specific groups of people such as young people and pregnant workers may have specific needs and
reactions to conditions that warrant extra care.
In general, you should try to ensure that the temperature at the workplace is pleasant, rather than
too hot or too cold. You should also try to ensure that the atmosphere is drier rather than too humid
(but not too dry as dry air can irritate eyes, cause coughs and make people feel uncomfortable).
There will, of course, need to be different conditions temperatures in different parts of the workplace,
for example changing rooms and shower facilities need to be warmer than offices or the classroom.
Draughts in a changing room may cause considerable discomfort in winter, for example.
Nevertheless, it is important that there is a reasonable degree of air movement. Air movement is
especially important to thermal comfort because it distributes fresh air or warmth throughout a
workplace, or has a cooling effect. Workplaces that have a constant temperature, constant humidity
and insufficient air movement can make people feel uncomfortable because of the static conditions.
There is also a duty to ensure reasonable comfort for those people who work outdoors. The
employer can be expected to provide suitable clothing for staff who are regularly exposed to the
weather, whether it be cold and wet or very hot and/or sunny. Reasonable expectations depend very
much on circumstances and no definitive rules exist in respect of schools and local negotiation is
likely to be necessary.
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Appendix 1
Name of
Programme
Child Protection –
induction
Child Protection
update
Child Protection
Health and Safety Related Programmes
Who is it for?
Newly appointed
staff, volunteers
and regular
visitors
All staff,
volunteers and
regular visitors
to the school
Senior
Designated
Persons and
Headteachers
Child Protection
Governor with
responsibility for
Safeguarding
Educational Visits
Co-ordinator
Training
Nominated
Educational
Visits Coordinator
How long does
training take?
How often should
it be renewed?
Compulsory?
Contact for more information
2 hours
See below
Yes
Debby.mckechnie@educ.suffolkcc.gov.u
k
2 hours
Every two years
Yes
Debby.mckechnie@educ.suffolkcc.gov.u
k
1 day training
within community
cluster and 1-day
joint agency
training at Kerrison
Centre
As above or as a
whole governing
body (2 hours) or
twi-light sessions
run 2 x per year
Community Cluster
ever 2 years.
Yes
Debby.mckechnie@educ.suffolkcc.gov.u
k
Yes
Debbie.mckechnie@educ.suffolkcc.gov.
uk
1 day
Must attend within
2 terms of
appointment.
Renewal not
required although
an optional half day
course available
Yes
Advertised through County Advisory Service
CPD programme (www.suffolkcpd.co.uk )
and on Schools Portal – outdoor
education/educational visits page
Multi-agency
training every 3
years
Autumn Term area
training every 2
years
13
Martin.hore@educ.suffolkcc.gov.uk
Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
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Name of
Programme
Educational Visits
Leader Training
Who is it for?
For colleagues
leading
educational
visits and off-site
activities
How long does
training take?
1 day
How often should
it be renewed?
Renewal not
required
Is it
compulsory?
No but highly
recommended
Contact for more information
Advertised through County Advisory Service
CPD programme (www.suffolkcpd.co.uk )
and on Schools Portal – outdoor
education/educational visits page
Martin.hore@educ.suffolkcc.gov.uk
Leader
Qualifications in
specific
adventure
activities such as
climbing or water
sports
Schoolsafe:
Risk
Management –
focuses on
difficult or
dangerous
behaviour
Teachers
wishing to gain
leader
qualifications
Various
Renewal in
accordance with
the awarding
body’s
requirements
Yes for teachers
wishing to lead
these activities
with school
groups
Advertised through County Advisory Service
CPD programme (www.suffolkcpd.co.uk )
and on Schools Portal – outdoor
education/educational visits page
All Staff or
delivered to
SMT and
cascaded
2 hours
N/A. Once
completed
Schoolsafe can be
contacted to
provide bespoke
advice and
consultancy on
specific issues
No, but the local
authority
requires the
school to
provide suitable
training meeting
an equivalent
standard
Unisafe Office: 01473 265684
unisafe@csduk.com
Schoolsafe:
Risk
Management –
focuses on
difficult or
dangerous
behaviour
All Staff or
delivered to
SMT and
cascaded
2 hours
N/A. Once
completed
Schoolsafe can be
contacted to
provide bespoke
advice and
consultancy on
specific issues
No, but the local
authority
requires schools
to provide
suitable training
meeting an
equivalent
standard
Unisafe Office: 01473 265684
unisafe@csduk.com
Martin.hore@educ.suffolkcc.gov.uk
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Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
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Name of
Programme
Schoolsafe :
Physical Deescalation
training – safe,
legal and ethical
ways of
managing difficult
or dangerous
behaviour
Who is it for?
All members of
staff that the
school
determine,
through risk
assessment, are
likely to need
this level of
training.
How long does
training take?
Programmes
designed to meet
the individual
needs of the school
and the behaviours
they are dealing
with.
How often should
it be renewed?
See guidance on
training above
Staff should be
trained before they
undertake the
work. Renewal is
not necessary
unless
circumstances
change and the
risk assessment
indicates a need
In accordance with
HSE requirement.
Presently once
every 3 years, but
may change in
2008
Maximum group
size 15
Manual Handling
Any employee
or volunteer who
needs to use
handling
techniques or
equipment to
minimise risk of
injury
Basic object
handling training –
2 hours
People handling
techniques may
take longer and
require formal
assessment
First Aid
Any person
designated to
provide first aid
treatment
Various – half day
to 4 days
depending on level
of skill required
15
Is it
compulsory?
No, but the local
authority
requires schools
to provide
suitable
training meeting
an equivalent
standard to
ensure that staff
are capable of
dealing with a
person that
displays difficult
or dangerous
behaviour
Where training
is necessary to
prevent a
person
undertaking
manual handling
work from being
injured, training
is compulsory
In higher risk
situations, yes.
Check guidance
on the Schools
Portal for more
information
Contact for more information
Unisafe Office: 01473 265684
unisafe@csduk.com
CYP health and safety manager
Guidance is available on the Schools Portal
or
mailto:nick.wilding@educ.suffolkcc.gov.
uk
CYP health and safety manager
Guidance is available on the Schools Portal
or
mailto:nick.wilding@educ.suffolkcc.gov.
uk
Self-evaluation health and safety audit & inspection checklist and guidance: 3rd edition
2008 update
Name of
Programme
Risk Assessment
Who is it for?
How long does
training take?
Likely to be
between 2 hours
and half a day
How often should
it be renewed?
Renewal is unlikely
to be required, but
if a person is not
confident further
training would be
advisable
Swimming Pool
operator/manager
The premises
manager and
the person who
undertakes the
daily tasks
related to the
maintenance of
a swimming
pool
Likely to be
between 2 hours
and half a day
All staff and
routine visitors
to the school
and people who
attend during
lettings and
hirings must
know the fire
procedure
Fire drills need not
take long and are
essential training.
Other training
depends on need
and content and
could be between 2
hours and one day
in duration
Renewal is unlikely
to be required, but
if a person is not
confident further
training would be
advisable.
Induction training is
essential before
responsibility for a
swimming pool is
assumed
After induction
training depends
on circumstances
and need.
Alterations to
premises may
require immediate
update that may
not require renewal
Fire Safety:
ie. Fire drills, fire
extinguisher
training, fire
safety
awareness, fire
procedure and
subject specific
training including
EVAC chair
training
Any member of
staff with
supervisory
responsibility
16
Is it
compulsory?
Training is not
compulsory but
a person must
be competent to
recognise risk
and have the
knowledge to
mitigate it
satisfactorily
Training is not
compulsory but
a person must
be competent to
control risk and
have the
knowledge
recognise when
specialist
assistance is
required
Yes –
appropriate fire
safety training is
a legal
requirement.
Contact for more information
CYP health and safety manager
Guidance is available on the Schools Portal
or
mailto:nick.wilding@educ.suffolkcc.gov.
uk
CYP health and safety manager
Guidance is available on the Schools Portal
or
mailto:nick.wilding@educ.suffolkcc.gov.
uk