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Health, Safety and Wellbeing Policy CYPS Health, Safety and Wellbeing Policy

February 2007 Issue 1.0 CYPS Health, Safety and Wellbeing Policy Contents Page 1 Introduction 1.1 Preparation .................................................................................................................3 1.2 Summary.....................................................................................................................3 1.3 Objectives and Scope.................................................................................................3 1.4 Application.................................................................................................................4 1.5 Document AvailabilityError! No index entries found............................................4 2 Health, Safety, and Wellbeing Policy Statement...........................................5&6 3 Organisation 3.1 Director of Children and Young People's Services (CYPS)...................................... 7 3.2 Departmental Safety Co-ordinator............................................................................ 8 3.3 Health, Safety & Wellbeing/ Emergencies & Business Continuity Manager........... 9 3.4 Corporate Safety Advisors………………………………………………….…......10 3.5 Programme Directors …………………………………………………………...…12 3.6 School Governors, Headteachers, and Managers of Educational Establishments and other CYPS sites…...........................……………………………………….…13 3.7 Managers and Supervisors........................................................................................15 3.8 Employees................................................................................................................16 3.9 First Aiders...............................................................................................................17 3.10 Safety Representatives..............................................................................................17 3.11 Departmental Safety Consultative Committee.........................................................17 3.12 Workplace Safety Committee...................................................................................17 3.13 Contractors...............................................................................................................17 3.14 Occupational Health and Counselling Service.........................................................17 3.15 Partnership Working.................................................................................................17 3.16 Fire Wardens............................................................................................................18 3.17 CYPS Organisation and Structure............................................................................18 4 Arrangements for the Implementation and Monitoring of the Policy..............19 4.1 Implementation.........................................................................................................19 4.2 Monitoring ...............................................................................................................19 4.2.1 Inspections................................................................................................................19 4.2.2 Auditing....................................................................................................................19 4.3 Standards and Procedures .……………………………………………………..……………...19 4.3.1 Introduction..............................................................................................................19 4.3.2 First Aid Provision...................................................................................................20 4.3.3 Medicines.................................................................................................................20 4.3.4 Incident Reporting and Investigating.......................................................................20 4.3.5 Risk Assessments.....................................................................................................20 4.3.6 Educational Off Site Visits.......................................................................................20 4.3.7 Lone Working...........................................................................................................20 4.3.8 Violence and Aggression..........................................................................................20 4.3.9 Provision and Maintenance of Plant and Equipment...............................................20 Issue 1.0 February 2007 Page 1 of 29 CYPS Health, Safety and Wellbeing Policy


4.3.10 Utility Services.........................................................................................................20 4.3.11 Caretaking Services.................................................................................................21 4.3.12 Play Equipment.......................................................................................................21 4.3.13 Pest Management.....................................................................................................21 4.3.14 Contractors................................................................................................................21 4.3.15 Asbestos...................................................................................................................21 4.3.16 Transport at Work....................................................................................................21 4.3.17 Information, Instruction and Training of Staff........................................................21 4.3.18 Auditing and Inspection of the Workplace..............................................................21 4.3.19 Emergency Procedures............................................................................................22 4.3.20 New and Expectant Mothers...................................................................................22 4.3.21 Disabled Persons.....................................................................................................22 4.3.22 Stress........................................................................................................................22 4.3.23 Changes in Accommodation....................................................................................22 4.3.24 Confined Space Working........................................................................................22 4.3.25 Display Screen Equipment......................................................................................22 4.3.26 Hot and Cold Conditions.........................................................................................22 4.3.27 Office Staff..............................................................................................................22 4.3.28 Safety Representatives and Safety Committees......................................................22 4.3.29 Positive Handling....................................................................................................22 4.3.30 Young Persons.........................................................................................................23 4.3.31 Standards Setting.....................................................................................................23 Appendix A Health and Safety - The Legal Position of Governors, Headteachers, Managers and CYPS..............................................................................24&25 Appendix B CYPS Organisation and Structure Charts.......................................26-29 Issue 1.0 February 2007 Page 2 of 29 CYPS Health, Safety and Wellbeing Policy 1. Introduction 1.1 Preparation This Policy has been prepared in response to: (i) The DfES initiative ‘Every Child Matters’ - and particularly but not exclusively ‘Stay Safe,’ which requires Local Authorities to keep children and young people safe from accidental injury and death (ii) The establishment of the Children and Young People’s Department, and, (iii) Bristol City Council’s Corporate Health, Safety and Welfare Policy, which requires the Director of Children and Young People's Services (CYPS) to produce a policy which implements the requirements of the corporate policy within the CYPS Department. 1.2 Summary This document identifies the commitment of the Department of Children and Young People's Services to its responsibilities for safeguarding the Health, Safety and Wellbeing of its employees; children and young people; service users; those with whom it works in partnership; and all others who may come into contact with, or be affected by, CYPS activities. This document also identifies the standards to which CYPS will continuously strive, the responsibilities of all key personnel within CYPS, and the arrangements by which CYPS intends to comply with its statutory, corporate, and moral duties. This document is made up of four main sections plus appendices: Section 1. Introduction. Section 2. Health, Safety and Wellbeing Policy Statement. Section 3. Organisational Responsibilities within CYPS. Section 4. Arrangements for implementing and monitoring the Policy. Appendix A The Legal Position of School Governors, Headteachers, and Managers of Education Establishments and other CYPS sites. Appendix B CYPS Organisation and Structure Charts showing lines of communication and responsibility for Health Safety & Wellbeing matters. 1.3 Objectives and Scope


It is the objective of CYPS to ensure a planned and disciplined approach to Health, Safety and Wellbeing management for the purpose of continually improving performance and encouraging a positive safety culture throughout the Department, including Education Establishments. This Policy and the standards contained in the document will, therefore, be continuously developed in order for CYPS to create a system of management which will adopt statutory and good practice standards for the benefit of all employees; children and young people; service users; those with whom it works in partnership and others who may come into contact with, or be affected by, CYPS activities. Issue 1.0 February 2007 Page 3 of 29 CYPS Health, Safety and Wellbeing Policy 1.4 Application 1.4.1 This Policy shall be applied to: CYPS employees whilst they are at work  Children, young people, and other CYPS service users   Those with whom CYPS works in partnership, and All others who may come into contact with, or be affected, by CYPS activities. 1.4.2 This Policy neither applies to Voluntary Aided schools nor the City Academy (or any future academies or trust schools) where the school governors are the employer. However CYPS will work in close partnership with such bodies and provide the same Health, Safety and Wellbeing service eg. in the provision of information, instruction and training, as that provided to Community Schools. 1.5 Document Availability Copies of this document will be made available to all CYPS employees at all CYPS workplaces via their managers. It will also be made available to Governors at Education Establishments. Subsequent amendments and re-issues of this document will be posted on the CYPS Intranet. The site will, at all times, hold the most up-to-date document available. Headteachers and Managers will be informed of updates so that they are able to bring changes to the attention of appropriate employees and others. In particular, Headteachers and Managers will issue paper copies to those who do not have access to the Intranet. Issue 1.0 February 2007 Page 4 of 29 CYPS Health, Safety and Wellbeing Policy 2 Health, Safety, and Wellbeing Policy Statement 2.1 Introduction This Policy Statement has been prepared in compliance with the requirements laid down by Bristol City Council’s Corporate Health, Safety & Welfare Policy of 1 April 2005 – Duties and Responsibilities – Section 2.6 - which identifies the Director of Children and Young People Services (CYPS) as being responsible for the safety performance of the CYPS Department, and requires the Director to produce and implement a Departmental health, safety and welfare policy and appropriate management system that reflects the activities for which the Director is responsible. 2.2 Role of the Director and Management Group The Director and Management Group will, in consultation with CYPS employees and their representatives, ensure, so far as is reasonably practicable, that CYPS provides a safe environment and does not cause incidents that threaten injury and/or ill-health to CYPS employees; children and young people; service users; those with whom it works in partnership and all others who may come into contact with, or be affected by, CYPS activities. In order to achieve this, the Director and Management Group will ensure that responsibilities for health, safety and wellbeing are effectively assigned, accepted and fulfilled at all levels and that health, safety, and wellbeing is integrated into the day to day business of CYPS. The Director and Management Group will also continually strive to develop a positive and effective safety culture and accept that this can only be achieved if their own actions and behaviours are guided by Bristol City Council management competencies. 2.3 Safety Management Systems CYPS safety management systems will be appropriate and flexible enough to accommodate the range and diversity of services provided and environments managed. The system will be


continuously monitored to measure performance against CYPS standards, the standards set by Bristol City Council and any appropriate statutory requirements. In order to assist in fulfilling this aim, each programme area and individual Educational Establishment and other CYPS sites will, through the appropriate Headteacher or Manager, develop its own Health Safety and Wellbeing Policy and management system where required, which will address the specific hazards associated with the particular services or site activities. Issue 1.0 February 2007 Page 5 of 29 CYPS Health, Safety and Wellbeing Policy 2.4 CYPS Employees All CYPS Employees have a vital role to play in the success of safety performance and shall be expected and encouraged to make suggestions, via their workplace representatives and management, as to how their workplace may be made safer, so that the benefits of Best Practice can be spread quickly to the whole of CYPS. All CYPS employees are reminded of their individual statutory duty not only to be responsible for their own safety but also the safety of all others that may be affected by our activities. Compliance with this responsibility is a condition of employment. Accordingly employees are expected to report issues they feel may prove hazardous to themselves, service users and others. 2.5 Encouraging a 'Risk Aware' culture. It is both unrealistic and restrictive to teaching, learning and service delivery for CYPS to provide an environment that is entirely risk free. The CYPS approach must, therefore, be ‘Risk Aware’ not 'Risk Averse'. Nevertheless, where a Risk Assessment demonstrates that the level of risk presented is greater than that which is acceptable, effective hazard control measures must be taken to lower the risks to a level that is regarded as being reasonable. 2.6 Teaching Health & Safety Awareness CYPS will endeavor to improve the awareness children and young people have for the health, safety and wellbeing of themselves and others through appropriate integration into teaching and learning activities across all five of the ‘Every Child Matters’ criteria. 2.7 Monitoring and Audit Headteachers and Managers performance will be robustly monitored. Success will be celebrated and support offered where necessary. Where there are serious and ongoing performance issues the intervention stages described in Appendix L of the Headteacher and Manager’s personal HS&W file, and/or other appropriate Department documents, will be triggered. A rolling programme of supportive audits will be carried out to agreed cycles and outcomes used to feedback actions for improvement, if necessary and inform wider Department leadership and management assessment mechanisms. Heather Tomlinson Director of Children and Young People’s Services Issue Date: March 2007 Review Date: February 2009 Issue 1.0 February 2007 Page 6 of 29 CYPS Health, Safety and Wellbeing Policy 3.0 Organisational Responsibilities 3.1 Director of Children and Young People's Services (CYPS) The Director of Children and Young People's Services is responsible to the Chief Executive for: the Health, Safety, and Welfare performance of the Department  appointing a CYPS Safety Co-ordinator at senior management level to lead on the strategic co-ordination of Health, Safety and Wellbeing organisation and arrangements within the Department, and keep records of all Health, Safety and Wellbeing issues raised, action recommended and action taken etc.   the implementation of the Corporate Health, Safety and Welfare Policy (April 2005) through each of the CYPS Programme Directors and producing, implementing and continually developing a Departmental Health, Safety and Wellbeing Policy appropriate to the activities associated with the Department and its employees; children/ young people/ other service users; those with whom it works in partnership, and others who come into contact with or are affected by its activities.


? The Director’s duties include: endorsing a Health, Safety and Wellbeing Policy Statement which lays down the standards which CYPS shall achieve  ensuring all Managers operate at all times with Health, Safety and Wellbeing in mind and provide the necessary leadership and resources to encourage a positive safety culture  ensuring that prime consideration is given in all forward planning and budgetary requirements to ensure that resources and funds are available to meet CYPS Health, Safety and Wellbeing needs ? ensuring adequate communication channels are maintained so that any information concerning Health, Safety and Wellbeing matters or items deemed unsafe or a breach of statutory requirement which may affect CYPS or Bristol City Council as a whole are discussed, with the corrective action identified ? receiving all Enforcement Notices and agreeing remedial action with the CYPS Safety Coordinator ? communicating on a regular basis with the CYPS Safety Co-ordinator in order to keep abreast of events with respect to Health, Safety and Wellbeing and to monitor performance and progress with specific goals  giving serious consideration to any ideas, recommendations or opinions that employees, service users and others consider would benefit the Health, Safety and Wellbeing of persons within CYPS and to provide feedback, and  Issue 1.0 February 2007 Page 7 of 29 CYPS Health, Safety and Wellbeing Policy ensuring that all persons and areas directly under the Department’s control are subject to the requirements of the CYPS Health, Safety and Wellbeing Policy. ? Manage accepting the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. ? 3.2 Departmental Safety Co-ordinator The CYPS Safety Co-ordinator will be a third tier strategic leader charged with co-ordinating Health, Safety and Wellbeing matters across CYPS and who shall be supported by the CYPS Health, Safety, and Wellbeing/ Emergencies and Business Continuity Manager. The post holders will report to a Programme Director who will be the Department Safety Champion. The CYPS Safety Co-ordinator will be responsible for: Consulting representing CYPS at the Corporate Safety Consultative Committee meetings;  producing an annual CYPS Safety Report for the Corporate Safety Consultative Committee in July each year   representing CYPS at the Corporate Departmental Safety Coordinators’ meetings chairing the CYPS Safety Consultative Committee meetings and ensuring that all appropriate safety related matters are discussed, minuted, communicated and, where appropriate, actions agreed and approved consulting with the Director and Management Team on Health and Safety Management Team agenda items


ensuring all CYPS employees have access to a Workplace Safety Committee and providing a forum for trade union safety representatives or staff representative to raise health and safety matters pertinent to the Department concerned, and to receive/discuss responses from management. Policy ensuring that all persons and areas directly under the CYPS’s control are subject to the requirements of the CYPS Health, Safety and Wellbeing Policy, and ensuring a CYPS Health, Safety and Wellbeing Work Plan is developed, communicated and regularly reviewed. ? Monitoring and taking action making sure adequate resources are made available to robustly monitor and ensure compliance throughout CYPS  Issue 1.0 February 2007 Page 8 of 29 CYPS Health, Safety and Wellbeing Policy  receiving audit and inspection reports and making sure that appropriate action is agreed and taken   producing reports and recommendations for the Director and Management Group upon which they may take action to celebrate successes, provide support, or take remedial action, using powers available under the Education and Social Services Acts (see Appendix L Headteacher/ Manager Personal Folder - Monitoring and Remedial Actions September 2002) and any subsequent updates carrying out or delegating managerial investigations, and responding to HSE / BCC investigations and agreeing and implementing remedial action required by both HSE and BCC Enforcement Notices on behalf of the Director. Manage accepting the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. 3.3 The CYPS Health, Safety, and Wellbeing/ Emergencies and Business Continuity Manager The CYPS Health, Safety, and Wellbeing/ Emergencies and Business Continuity Manager will be: responsible for supporting and representing the Departmental Safety Coordinator and Safety Champion at Corporate, Departmental etc. Safety and related committees,  charged with co-ordinating Health, Safety and Wellbeing matters across CYPS, being advised and supported by Corporate Safety Advisors and the Corporate Safety Section via a Service Level Agreement, and   taking any necessary remedial management action in the absence/unavailability of the safety co-ordinator where urgency dictates and in accordance with Appendix L (mentioned above). The responsibilities of this Manager will be to: Work with partners agree, control and monitor the Service Level Agreement (SLA) with the Corporate Safety Section, in respect to the provision, through Corporate Safety Advisors, of (i) Health and Safety support and (ii) for the planning and provision of agreed Health and Safety training programmes  act as an internal client link with the Occupational Health Service and CYPS Human Resources with respect to the provision of Occupational Health, Safety and Wellbeing related support and training programmes   act as an internal link on Health Safety and Wellbeing issues with the Emergency Control Centre, Security Services, Contract Services and other City Council Departments


maintain effective liaison with Trade Union Safety Representatives, and  Issue 1.0 February 2007 Page 9 of 29 CYPS Health, Safety and Wellbeing Policy  act as a link with external partners and providers of Health, Safety and Wellbeing training and other services.  Support CYPS  provide competent specialist technical and advisory assistance to the Director and Management Group, Safety Champion and Safety Co-ordinator, School Governors, Headteachers, Managers of Education Establishments and other CYPS sites, and employees in order to promote and to maintain effective standards of Health, Safety and Wellbeing  respond to incidents and in doing so liaise with the Corporate Safety Section, Corporate Security Services, both the Corporate and CYPS Press/Communications Offices, the CYPS School Improvement Service and other appropriate CYPS sections   liaise with enforcement authorities, ie Health and Safety Executive (HSE), Fire Authority and other relevant bodies including the National Health Trusts, other Local Authorities and the Police in relation to the Health and Safety of staff and visitors ensure that employees have access to specialist wellbeing advice and counselling in accordance with the Sickness Absence, Stress, Unacceptable Behaviour and Positive Handling, and other appropriate Policies ensure that all managers and staff are provided with the Information, Instruction and Training and support required for them to carry out their Health and Safety duties effectively ensure all staff are adequately inducted into the requirements of the Department’s Health, Safety and Wellbeing Policy and are fully aware of their roles and responsibilities liaise on a regular basis with the Corporate Safety Advisors on all matters relating to Health, Safety and Wellbeing and ensure that significant issues are communicated to the CYPS Safety Champion and Co-ordinator, and identify and then spread best practice by means of CYPS bulletins and seasonal Health, Safety, and Wellbeing information distributions. ? Monitor advise the CYPS Safety Champion and Co-ordinator of events and progress made with the Departmental Health and Safety Action Plan monitor the application within CYPS of the Corporate Safety Policies and Codes of Practice ensure that risk assessments are carried out ensure that incidents and dangerous occurrences are reported and investigated in sufficient detail to identify appropriate preventative measures ensure that equalities issues relating to Health, Safety and Wellbeing concerning ethnic minorities are recorded, reported and dealt with promptly, efficiently and sensitively, and ensure Health, Safety and Wellbeing matters associated with disabled persons, young persons and New and Expectant Mothers are dealt with promptly, efficiently and sensitively.  Issue 1.0 February 2007 Page 10 of 29 CYPS Health, Safety and Wellbeing Policy Coordinate


ensure that the handling of Health, Safety, and Wellbeing issues are in accordance with responsibilities for CYPS emergency planning and business continuity, (see CYPS Emergency Planning and Business Continuity Policy) and work with partners to ensure optimum results. ? Manage accept the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. ? 3.4 Corporate Safety Advisors The Corporate Safety Advisors operate under the direction of the Corporate Safety Manager in accordance with Corporate Health Safety and Welfare Policy and the Service Level Agreement with CYPS and assist with the operational requirements of the CYPS Health, Safety and Wellbeing/ Emergencies and Business Continuity Manager as follows: Incidents receiving, recording, and analysing incidents and violence reports to reveal incident trends  fulfilling CYPS’s statutory and corporate obligations under the requirements of The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, and   investigating, or assisting in the investigation of accidents or instances of ill health at work. ? Support to CYPS providing competent specialist advice and assistance to CYPS including developing risk assessment strategies  providing a source of information on legal developments to ensure continued compliance with the law   providing a source of information on technical developments relevant to risk control providing a source of information on developments in Health and Safety management practice assisting with the drafting of CYPS Health, Safety and Wellbeing Policies, Codes of Practice and Guidance advising and supporting line management in the development of risk assessments and implementing resulting actions and safe systems of work fostering and promoting a culture whereby Health and Safety is viewed as inclusive within routine responsibilities providing advice, reports and basic statistics to the CYPS and Workplace Safety Committees accessing the corporate Health and Safety library giving access to a wide range of information and professional guidance  Issue 1.0 February 2007 Page 11 of 29 CYPS Health, Safety and Wellbeing Policy  providing regular information on legislation, legal developments and topics of general Health and Safety interest   carrying out Health and Safety audits of appropriate locations & work activities assisting in the designing, planning and delivery of effective safety training programmes


providing training and giving lectures and presentations on Health, Safety and Wellbeing at work and related topics maintaining effective liaison with Trade Union Safety Representatives, and liaising with enforcement authorities, ie Health and Safety Executive (HSE), Fire Authority and other relevant bodies including the National Health Trusts, other Local Authorities and the Police in relation to the Health and Safety of staff and visitors. The Corporate Safety Advisors also have: the authority to stop any unsafe system of work or poor working practice, and have the power to serve Bristol City Council internal Improvement and Prohibition Notices within CYPS. To this end they shall be afforded the same powers as though they were HSE Inspectors under the Health and Safety at Work etc. Act, 1974 eg: i. the powers of inspectors that are relevant to the Department and specified under Section 20 of the Health and Safety at Work etc. Act, 1974 ii. powers to issue dated Improvement Notices and to extend the compliance period at the discretion of the Corporate Safety Advisor, and iii. powers to issue a Prohibition Notice or Deferred Prohibition Notice. Any Notices issued shall be served on the Manager in charge of a particular work area or process and a copy of the Notice forwarded to the Director of CYPS. Copies of Prohibition Notices shall also be sent to the Head of Paid Service and the Chair and Vice Chair of the Corporate Safety Consultative Committee. 3.5 Programme Directors CYPS Programme Directors are responsible for the Health, Safety and Wellbeing performance of their respective Programme Areas including Partnerships arrangements and to ensure that the requirements of CYPS Health, Safety and Wellbeing Policies, Procedures and Guidelines are implemented. One Programme Director will be designated CYPS Safety Champion and will take responsibility for ensuring Health, Safety and Wellbeing matters across the Department (section 3.2) are considered during routine business meetings of the Management Group and reports on performance, etc. brought forward regularly or specially to that meeting, or others, as necessary. Issue 1.0 February 2007 Page 12 of 29 CYPS Health, Safety and Wellbeing Policy Programme Directors are responsible for: Supporting ensuring that there is a suitable and effective training programme in place such that all staff under their control are competent to perform their duties safely and in line with CYPS standards  ensuring that all new or transferred members of staff receive appropriate induction training which incorporates corporate, divisional and workplace standards of Health, Safety and Wellbeing and   ensuring that all local management are aware of the safety standards set by CYPS and that there are appropriate management systems in place to measure compliance. Manage accepting the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. 3.6 Governors, Headteachers, and Managers of Education Establishments and other CYPS sites. This section is aimed at persons responsible for managing: Community, Voluntary Controlled, and Community Special Schools  Children’s Centres, Early Years Centres, Nurseries;   Pupil Referral Units; Study Centres, Parents and Learning Communities Extended school activities


Children’s Homes, and all other units which provide services for the education and care of children or young people. ? The Director of CYPS retains ultimate responsibility for the performance of the Department. However, the responsibility for the day to day Health, Safety and Wellbeing is delegated to all levels of management located at individual Education Establishments and other CYPS sites, with specific delegation of, for example, Asbestos Duty Holder and Fire Order Responsible Person duties. Governors, Headteachers* and Managers are required to set down a local Health, Safety and Wellbeing Policy which shall be an adopted, adapted and improved issue of the CYPS Model Health, Safety & Wellbeing Policy. *Guidance on the legal position of Governors, Headteachers and CYPS is attached as Appendix A. Further guidance is provided by DfES paper reference DfES/0803/2001 ‘Health and Safety: Responsibilities and Powers’.

Governors have the role of acting as a critical friend and challenging Headteachers and Managers who are responsible for the day to day maintenance and development of safe working practices and conditions for employees (teachers and support staff); children/ young people / other service users (pupils, parents, carers, visitors and all other persons using the Education Issue 1.0 February 2007 Page 13 of 29 CYPS Health, Safety and Wellbeing Policy Establishment or engaged in activities on or off the site). All reasonably practicable steps shall be taken to achieve this through the heads of appropriate faculties/Departments, senior members of staff, teachers, carers and other line Managers and Supervisors as appropriate. In addition to this all Headteachers and Managers are responsible for: being aware of the basic requirements of the Health and Safety at Work etc. Act 1974 and any other Health, Safety and Welfare legislation and Codes of Practice relevant to their work activities - this shall include appropriate sections of the Bristol City Council Corporate Health, Safety and Welfare Policy, CYPS Health, Safety and Wellbeing Policy and any associated and appropriate Policies, Codes of Practice and Guidance producing, implementing, and continually developing a local Health, Safety and Wellbeing Policy appropriate to the activities associated with the site and its employees, visitors and any others likely to be affected by its activities. This shall include: i. endorsing a Health, Safety and Wellbeing Policy Statement of Intent which lays down the standards that the site shall achieve and shall be displayed in the workplace. For Education Establishments with governing bodies, the statement shall also be endorsed by the Chair of Governors ii identifying responsibilities for all key personnel and identifying a traceable management structure of communication and responsibility iii ensuring that a Risk Aware not Risk Averse, approach is taken towards all activities through the application of Risk Assessment principles, and iv drawing up written arrangements for the implementation of policies and procedures. ensuring that all staff are made aware of the site’s local Health, Safety and Wellbeing Policy and procedures and are inducted into their responsibilities maintaining regular communication and consultation with staff and Safety Representatives on Health, Safety and Wellbeing issues arranging systems of risk assessment to allow the prompt identification of potential hazards, quantifying the risks and taking appropriate steps to reduce the risks of any hazards as far as is reasonably practicable


carrying out periodic reviews and safety audits on the findings of risk assessments, systems and procedures for Health, Safety and Wellbeing identifying the training needs of staff (and others as appropriate) and ensure they receive adequate and appropriate Information, Instruction and Training, appropriate to their work activities and that records are maintained within the CYPS training matrix database for Establishments or other suitable system elsewhere ensuring the site’s premises, plant, equipment and facilities are maintained in a safe condition encouraging staff to suggest ways and means of reducing risks and to take an active part in the safety management of the site ensuring that all incidents and dangerous occurrences on site are adequately investigated and reported in line with Corporate and CYPS standards and that the appropriate action is taken to prevent a recurrence  Issue 1.0 February 2007 Page 14 of 29 CYPS Health, Safety and Wellbeing Policy  monitoring the standards of Health, Safety and Wellbeing throughout the site (including all activities), encouraging staff, pupils, and others to achieve the highest possible standards   stopping any work activity where an emergency or other condition arises, or could arise, which presents an immediate risk of serious injury or fatality monitoring emergency procedures and first aid and wellbeing facilities on the site, ensuring they are maintained in a suitable condition reviewing the management structure to ensure that effective lines of communication and responsibility are maintained, and accepting the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. 3.7 Managers and Supervisors Managers and Supervisors include those with responsibilities for people, property and plant. All Managers and Supervisors are responsible for the implementation of Corporate Policy and CYPS Health, Safety and Wellbeing Policy and general Health and Safety performance, including the identification of hazards and the assessment and control of risks. In particular, Managers and Supervisors are responsible for: Protecting stopping any work activity where an emergency or other condition arises, or could arise, which presents an immediate risk of serious injury or fatality  ensuring all employees; children/ young people/ service users, are aware of emergency procedures and the location and correct use of fire fighting equipment, and   enforcing safe working methods and procedures including the wearing and use of personal protective equipment where issued. ? Supporting informing line Managers of safe working practices & training needs that arise, and completing and forwarding written reports as necessary. ? Monitoring


carrying out inspections and monitoring, together with Trade Union Safety Representatives if possible, in order to keep the workplace conditions under constant review, thus enabling early identification of hazards so that they can be eliminated or controlled  ensuring that all equipment is safe, well maintained and that accurate records are maintained of all inspections and tests  Issue 1.0 February 2007 Page 15 of 29 CYPS Health, Safety and Wellbeing Policy  maintaining close liaison with Safety Representatives to promote co-operation on safety issues. This shall include an understanding of hazards, risks and safe systems of work, and   reporting and investigating incidents and completing the appropriate documentation as required by the CYPS Policy & Procedure for the Reporting of Incidents, Injury, Disease & Dangerous Occurrences for Educational Establishments and other sites. Manage accepting the Health, Safety and Wellbeing duties and responsibilities of a Manager who directly supervises a number of employees and their activities. ? 3.8 Employees In order for safety management systems to be effective, it is vital that we as staff act responsibly and in a safe way and comply with both statutory requirements and CYPS standards. We must be made aware of, and make ourselves familiar with, the requirements of the Health and Safety at Work etc. Act 1974 and any other standards and Health, Safety and Welfare legislation appropriate to our work. All employees, and any others working either on the Department’s premises or on behalf of the Department, must work in a safe manner. Any safety equipment or facilities provided must be used at all times and compliance is necessary with the safety procedures implemented by employers in order to assist in promoting an effective safety culture. All employees are reminded of their duties, not only for their own personal safety but the safety of any others that may be affected by what we do or what we do not do. Compliance with these responsibilities is a condition of employment. In particular all employees shall accept the duties and responsibilities of an employee by: co-operating with our employer with respect to any duty or requirement imposed or by any other person by or under any of the relevant statutory provisions and  making ourselves familiar with the safety implications of the work and avoiding conduct which would put them or anyone else at risk. In particular, all employees must: i. be familiar with the requirements of the Health, Safety and Wellbeing policy that are appropriate to them ii. ensure Health and Safety standards and procedures are being adhered to by persons for whom they are responsible iii. ensure that all plant, machinery and equipment is adequately guarded and is in good and safe working condition Issue 1.0 February 2007 Page 16 of 29 CYPS Health, Safety and Wellbeing Policy iv. not make any unauthorised or improper use of any plant, equipment or machinery and ensure that they are competent to use such plant, equipment and machinery v. report as soon as possible to our line Manager, any hazards or any situation which may affect the safety of themselves or any other persons; vi. use correct equipment and tools for the job at all appropriate times, and any personal protective equipment required vii. co-operate with the employer by attending all appropriate training courses necessary in order to carry out our work safely, and


viii. assist in promoting a positive safety culture and suggest ways in which positive action can be taken to reduce risk. 3.9 First Aiders Responsibilities of First Aiders are as identified at Section 3.8 of the Corporate Health, Safety and Welfare Policy and Section 7 of the CYPS First Aid at Work Policy for Education Establishments, or any successor documents. 3.10 Safety Representatives Functions of Safety Representatives1 are as identified at 3.6 of the Corporate Health, Safety and Welfare Policy. 3.11 Departmental Safety Consultative Committee Responsibilities of the Departmental Safety Consultative Committee are as identified at 2.17 of the Corporate Health, Safety and Welfare Policy. Terms of reference of the Departmental Safety Consultative Committee are as identified at appendix F of the Corporate Health, Safety and Welfare Policy. 3.12 Workplace Safety Committee The Department recognises the need for joint consultation in the workplace and will establish Workplace Safety Consultative Committees in accordance with section 2.18 of the Corporate Health, Safety and Welfare Policy. 3.13 Contractors Responsibilities for Health and Safety of contractors is as identified at 3.19 of the Corporate Health, Safety and Welfare Policy and are also contained in the corporate Code of Practice for Health and Safety Standards for Construction Contractors and Related Activities. 3.14 Occupational Health and Counselling Service The Occupational Health and Counselling Service are identified at 3.20 of the Corporate Health, Safety and Welfare Policy. 3.15 Partnership Working This form of working is becoming more prevalent and presents CYPS with challenges accordingly. Examples involve partner staff working at our sites, CYPS staff working at partner sites; CYPS located in multi occupied leased 1Corporate funding is available to provide cover for staff involved in these duties

Issue 1.0 February 2007 Page 17 of 29 CYPS Health, Safety and Wellbeing Policy sites as majority or minority occupier and so on. It is imperative that identified responsible persons co-operate and co-ordinate as necessary to make clear CYPS HS&W system requirements and, where necessary, are aware of partner system requirements to ensure no conflicts arise, or alternatively, something is missed. Advice must be sought if in doubt. 3.16 Fire Wardens Where signing in and out of all staff and visitors etc. is not used for sites, fire wardens must be recruited and trained to ensure buildings are vacated following alarm activation. 3.17 CYPS Organisation and Structure Organisation and structure charts for CYPS are shown at Appendix B. Issue 1.0 February 2007 Page 18 of 29 CYPS Health, Safety and Wellbeing Policy 4.0 Arrangements for the Implementation and Monitoring of the Policy. 4.1 Implementation This Policy will be implemented throughout the Children and Young People's Services Department. 4.2 Monitoring 4.2.1 Inspections Safety inspections will be carried out in topic specific areas by Safety Advisors. They may carry out inspections routinely, on request, or following an incident. A report shall be produced for the relevant Manager. 4.2.2 Auditing Audits are the principal pro-active method by which overall Health, Safety and Wellbeing management standards are monitored. Whilst audits do include an element of inspection, the


effectiveness of the management system and how it is put into practice by employees is its prime concern. To secure an independent view of Health, Safety and Wellbeing standards, Safety Advisors shall conduct cross Departmental audits in addition to those carried out internally. The Department shall also consider using external agencies to conduct full Departmental audits. Whilst there will be an increased cost element, external audits bring considerable benefits in impartiality, fresh thinking and new ideas. 4.3 Standards and Procedures 4.3.1 Introduction The following Policies, Procedures and Guidance provide the standards applicable to CYPS activities and assist in the practical implementation of CYPS policy. It should be noted that the following, is not at the time of issuing this policy, comprehensive and others will be added as roll out of the CYPS work plan progresses. These will be incorporated on review of this document. It should also be noted that as the work plan progresses certain documents below will be updated or superseded. Again these changes will be incorporated on review of this document. The CYPS HS&W intranet site should be used as the most up to date reference point following issue of this document until it is reviewed. 4.3.2 First Aid provision (i) Arrangements are in accordance with the "First Aid at Work Policy for Educational Establishments, November 2002" available on the CYPS Intranet and also dependant on a local risk assessment in accordance with "Appendix A - CYPS Health & Safety Training for Education Establishment Staff, Guidance on Minimum Standards for Training and Competence requirements" in the Re-launch Personal Folder. Issue 1.0 February 2007 Page 19 of 29 CYPS Health, Safety and Wellbeing Policy (ii) For all other sites the corporate First Aid policy applies which can also be found on the CYPS intranet site described in the paragraph above. 4.3.3 Medicines Arrangements are in accordance with the "CYPS Policy for the administration of medicines in Education Establishments, January 2004" available on the CYPS Intranet and in section 10 of the re-launch Policies & Procedures Folder. 4.3.4 Incident Reporting and Investigating Arrangements are in accordance with the "Policy and Procedures for Reporting Incidents of Violence, Injuries, Disease and Dangerous Occurrences at Educational Establishments, November 2002" available on the CYPS Intranet. 4.3.5 Risk Assessments Arrangements are in accordance with the "CYPS Risk Assessment Policy, March 2003" available on the CYPS Intranet. There are also a large number of Example Risk Assessments available on the CYPS intranet. 4.3.6 Educational Off Site Visits Arrangements are in accordance with the "CYPS Policy, Procedures and Code of Practice for Off Site Visits/ School trips, May 2006" available on the CYPS Intranet. 4.3.7 Lone Working Arrangements are in accordance with the "CYPS Lone Working Policy, June 2003" available on the CYPS Intranet. 4.3.8 Violence and Aggression Arrangements are in accordance with the document "CYPS Policy & Procedures for dealing with Unacceptable Behaviour and Positive Handling, September 2004" available on the CYPS Intranet. 4.3.9 Provision and Maintenance of Plant and Equipment Arrangements are in accordance with the document "CYPS Policy & Procedures for the Maintenance of Installations, Plant & Equipment, January 2004" available on the CYPS Intranet. In addition to this the following Corporate Policies are applicable: Policy for Safe Use of Electricity at Work Code of Practice for Safe Use of Electricity at Work Policy for Safe Use of Gas at Work. 4.3.10 Utility Services


Arrangements are in accordance with "CYPS Policy & Procedures for the Safe provision and Use of Utility Services, September 2004" available on the CYPS Intranet. Issue 1.0 February 2007 Page 20 of 29 CYPS Health, Safety and Wellbeing Policy 4.3.11 Caretaking Services Arrangements are in accordance with "CYPS Safe Working Policy & Practice for Caretaking Personnel at Education Establishments and other sites, January 2006" available on the CYPS Intranet. 4.3.12 Play Equipment Arrangements are in accordance with the CYPS Example Risk Assessment "Internal & External Play Equipment" and in line with the CYPS "Policy & Procedures for the Maintenance of Installations, Plant and Equipment, January 2004" available on the CYPS Intranet. 4.3.13 Pest Management Arrangements are in accordance with the "CYPS Pest Management Policy, September 2003" available on the CYPS Intranet. 4.3.14 Contractors Arrangements are in accordance with the Corporate Code of Practice for Health and Safety Standards for Construction Contractors and Related Activities. Specific CYPS procedures for contractors are currently being developed. 4.3.15 Asbestos Arrangements are in accordance with the Corporate Policy on Asbestos and the Code of Practice for Work with Asbestos. Headteachers and Managers of Educational Establishments and other CYPS sites control the site Asbestos Register (which MUST be consulted before ANY work on the fabric of the building begins) in their capacity as joint Asbestos Duty Holder, which they share with the CYPS management group. 4.3.16 Transport at Work Arrangements are in accordance with the "CYPS Policy, Procedures and Guidance on the Use of Transport, June 2006" available on the CYPS Intranet. 4.3.17 Information, Instruction and Training of Staff Induction training is in line with the guidance in "Guidelines on how to run the induction" in the Relaunch Personal Folder (Section C). In addition to this training requirements are as identified in the "Guidance on Minimum Standards for Training and Competence requirements (Appendix A)" of the Re-launch Personal folder. 4.3.18 Auditing and Inspection of the Workplace Arrangements are in accordance with the Bristol City Council Corporate Health, Safety & Welfare Policy of 1 April 2005. Specific CYPS procedures for auditing and inspection for locations are in place for Establishments and are currently being developed for other sites. Issue 1.0 February 2007 Page 21 of 29 CYPS Health, Safety and Wellbeing Policy 4.3.19 Emergency Procedures Local procedures are in place in Educational Establishments and other CYPS sites. Procedures to establish Departmental standards are currently being developed in accordance with corporate standards. 4.3.20 New and Expectant Mothers Arrangements are in accordance with the Corporate New and Expectant Mothers at Work Policy. 4.3.21 Disabled Persons Arrangements are in accordance with Corporate Personnel Policy ‘Integrated Equalities Policy’ and Corporate Personnel Procedure ‘Improving the Employment of Disabled People - Good Management Practice Guide’. 4.3.22 Stress Arrangements are in accordance with Corporate Personnel Policy ‘Stress Policy’. However, initiatives are underway with Worklife Support to augment and compliment the CYPS way forward adopting a Wellbeing methodology.. 4.3.23 Changes in Accommodation


Arrangements are in accordance with the Corporate Code of Practice for Changes in Accommodation. 4.3.24 Confined Space Working Arrangements are in accordance with the Corporate Policy on Confined Space Working. 4.3.25 Display Screen Equipment Arrangements are in accordance with the Corporate Policy for Display Screen Equipment. 4.3.26 Hot and Cold Conditions Arrangements are in accordance with the Corporate Policy on Working in Hot and Cold Conditions. 4.3.27 Office Staff Arrangements are in accordance with the Corporate Health and Safety Code of Practice for Office Staff. 4.3.28 Safety Representatives and Safety Committees Arrangements are in accordance with the Corporate Joint Agreement on Safety Representatives and Safety Committees. 4.3.29 Positive Handling Arrangements are in accordance with the standard issued in Summer 2006 to support the Unacceptable Behaviour and Positive Handling Policy and can be located in Appendix A of the personal HS&W folders and on the intranet site. Issue 1.0 February 2007 Page 22 of 29 CYPS Health, Safety and Wellbeing Policy 4.3.30 Young Persons Procedures to be developed. 4.3.31 Standards Setting Pocedures to be developed. Issue 1.0 February 2007 Page 23 of 29 CYPS Health, Safety and Wellbeing Policy

Appendix A Responsibility

for

Health

and

Safety

in

Schools

( An

extract

from

teachernet.gov.uk/wholeschool/healthandsafety/responsibilities)

Health and Safety at Work Law Health and safety responsibilities derive from the Health and Safety at Work etc. Act 1974 and associated regulations. Health and safety legislation is enforced by the Health and Safety Executive (HSE). Employer The Health and Safety at Work etc. Act 1974 places overall responsibility for health and safety with the employer. Who this is varies with the type of school. • For community schools, community special schools, voluntary controlled schools, maintained nursery schools and pupil referral units the employer is the Local Education Authority (LEA). • For foundation schools, foundation special schools and voluntary-aided schools, the employer is usually the governing body. • For independent schools, the employer is usually the governing body or proprietor. The Local Authority/LEA is the employer for statutory youth groups. (Note: those in charge of nonstatutory youth groups may also find this document useful). Education employers have duties to ensure, so far as is reasonably practicable: • the health, safety and welfare of teachers and other education staff • the health and safety of pupils in-school and on off-site visits • the health and safety of visitors to schools, and volunteers involved in any school activity. Employees Employees have responsibilities too. The Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999 apply to them as well. Employees must: • take reasonable care of their own and others health and safety. • co-operate with their employers.


• carry out activities in accordance with training and instructions. • inform the employer of any serious risks. Issue 1.0 February 2007 Page 24 of 29 CYPS Health, Safety and Wellbeing Policy

Community and Voluntary Controlled Schools etc Responsibility As the employer, the LEA has responsibility for health and safety in community schools, community special schools, voluntary controlled schools, maintained nursery schools, pupil referral units and the statutory youth service. It has the power to ensure that its health and safety policy is carried out in-school and on all school activities. The LEA must provide health and safety guidance to those schools and services where it is the employer. It must ensure that staff are trained in their health and safety responsibilities as employees and that those who are delegated health and safety tasks (such as risk assessment) are competent to carry them out. If an LEA risk assessment shows that training is needed, the LEA must make sure this takes place. The LEA can direct schools to release staff for health and safety training where the scheme for financing schools contains such a provision. If it does not, LEAs may wish to consider the need for an amendment to their scheme. If the scheme allows, the LEA can charge the school for any training the LEA has provided. It is good practice for community, community special and voluntary controlled schools etc. to draw up their own more detailed health and safety policies based upon their LEAs general policy. Monitoring and Compliance The LEA cannot fulfil its statutory duty unless it monitors how its schools are complying with the LEA policy. The LEA should monitor this robustly to ensure required standards are reached and should take action where they are not. Issue 1.0 February 2007 Page 25 of 29 Teaching Establishments Organisational Structure Where pupils of any age are taught Formally or informally Dept Manager Site Health & Safety Policy Board of Governors or EquivalentHead Teachers/Managers Workplace Safety Committee (Trade Union – Managers – Staff Representatives – Governors Representative)Delegated HS&W Lead e.g. Bursar/Business Manager/Deputy ContractorsPupils, Staff, Members of the Public & Others on Site "atrisk") Caretaker/Site Manager Pupils, Staff, Member of the Public & Others on Site ("at risk") Heads of Dept / Lead TeachersTeaching StaffSupport StaffTeaching Staff Pupils, Members of the Public & Others on Site (where appropriate)Pupils & Others Under Their Control Support Staff Pupils, Members of the Public & Others on Site VolunteerPupils, Members of the Public & Others on Site CYPS Safety Advisors (Central Support Services) CYPS Health, Safety and Wellbeing Policy Issue 1.0 February 2007 Page 29 of 29 CYPS Health, Safety and Wellbeing Policy Issue 1.0 February 2007 Page 30 of 29


Health