Welcome
Work Safe, Home Safe / HSQE Team
Vital Safety Moments
Safety Alert: Rule Book Changes
It’s Okay Not to Be Okay
Prepare for Winter and Cold Weather Safety
Winter Weather Driving
What is a Close Call?
Drugs & Alcohol
Financial wellbeing: Focus on presence over presents
Safety alerts
Office locations
Page 3
Page 4
Page 5
Page 7
Page 8
Page 10
Page 12
Page 14
Page 15
Page 16
Page 17
Page 23
As we navigate the challenges and opportunities of working on the UK rail network, I want to emphasise a principle that guides everything we do: safety is not just a priority—it’s a commitment.
Our mission is clear: to ensure that every one of us returns home safe, every day.
Having recently joined the business and now well into my second month here, I am proud to be part of a team that shares this unwavering dedication to safety and excellence. I look forward to working alongside you all as we continue building on our reputation for delivering outstanding results without compromise.
With winter firmly upon us, we face additional challenges—icy tracks, reduced visibility, and the physical strain of working in cold and unpredictable conditions. These risks reinforce the importance of staying vigilant, prepared, and committed to doing the job safely or not at all No task is so urgent or important that it justifies cutting corners or jeopardising safety.
Every one of us has a responsibility to follow the correct processes for completing tasks. Whether it’s adhering to Safe Systems of Work, maintaining exclusion zones, or communicating effectively when moving equipment, every step taken correctly contributes to our shared goal: one shift, one project, and one day at a time.
At Vital, we recognise that our people are our greatest asset. Whether you’re working on-site, in transit, or planning for the next project, your safety and success are our top priorities. Together, let’s continue to build a resilient, sustainable, and safe future for the UK rail network.
Here are a few reminders to keep safety front and centre:
Plan ahead: Understand the task and review the method statement and risk assessment before starting.
1. Stay visible and alert: Wear your PPE, remain within designated areas, and maintain clear communication with your team.
2. Take breaks when needed: Fatigue is a serious risk, especially during long shifts or in extreme weather conditions.
3 Report concerns: If you see something unsafe, speak up immediately never assume someone else will
4. Stop if it’s unsafe: You have the authority and responsibility to pause any work if safety cannot be guaranteed.
5. Let’s keep supporting one another, staying focused and staying safe, because there is nothing more important than you making it home each day
Best Regards
Adam Jones
Health & Safety Manager, Rail Division
3
At Vital, safety is at the heart of everything we do. Over the last month, our HSE team has been leading face-to-face engagements as part of the L.E.A.D SAFE Initiative.
These sessions have brought our teams together to reflect on key safety challenges and ensure we ’ re all prepared for the months ahead.
From understanding the importance of reporting Close Calls and Near Misses to reinforcing the correct use of PPE, these engagements have highlighted on site safety challenges and supported open discussion with the teams
With winter now here, we ’ ve focused on seasonal risks – from driving in challenging conditions to working safely in colder weather
Together, we ’ ve also supported conversations around mental health, reminding everyone to check in with each other and access help when needed.
These moments highlight how we ’ re building a proactive safety culture, one discussion and one action at a time
Our discussions this month focused on practical, everyday challenges that impact safety:
Close Calls and Near Misses
Understanding the difference and why using the reporting systems available can prevent future harm and incidents
PPE - Fit for Purpose
Making sure equipment is appropriate and correctly used for the tasks at hand.
Winter Driving Risks
Preparing for icy roads, darker evenings, and how to stay safe behind the wheel
Winter Working Precautions
Highlighting the added risks posed by cold weather and how to manage them effectively
Work Safe Procedures
Empowering everyone to speak up and feel supported when raising safety concerns
Mental Health and Well-being
Checking in with each other and ensuring access to help and resources when needed.
These discussions are more than just conversations –they’re an opportunity to strengthen our commitment to safety together
Safety Alert: Rule Book Changes – December 2024 Key Updates for Walking on or Near the Line
The Rule Book has been updated to address inconsistencies and enhance track worker online during access, egress, and walking on or near the line These changes, developed with input from Network Rail, the supply chain, and trade unions, come into effect in December 2024.
Summary of Changes Walking Route Specifications:
Line Speed ≤100 mph: Minimum separation is 1 25 metres, allowing groups to stop and move to safety when a train approaches
Line Speed >100 mph: Minimum separation is 2 metres
Walking routes must be planned and detailed as components in the Safe Work Pack (SWP).
Encouraged Practices:
Use authorised pathways and planned crossing points wherever possible
Planners should assess route suitability using tools like AVIR
Obstruction Management:
If required separation distances cannot be maintained
Take an alternative route
Follow company instructions supported by a risk assessment
Request a line block if necessary
Role Clarifications:
Site Wardens Static role, not a substitute for Lookouts
Holders must not walk or cross open lines independently and require COSS supervision or instructions.
The updated Handbook 1, Handbook 6, and Handbook 7 have been issued to all staff by the Vital Rail Systems Compliance Team
These changes reduce reliance on line blocks while maintaining safety
Next Steps
Review the updated handbooks and training materials
Familiarise yourself with the changes to walking route planning and separation distances
Contact your supervisor, Line manager or a member of the HSQE team if you have any questions.
Life can be tough, and sometimes it feels overwhelming. If you’re struggling, it’s important to know you’re not alone It’s okay to not be okay
Talking about what you ’ re feeling and reaching out for support is a courageous step and there’s help available Whether it’s stress, anxiety, depression, or just feeling like you can’t cope, there are people and organisations ready to listen and support you, no matter what you ’ re going through.
Here’s a list of charities and organisations that can provide support to you or someone you know:
The Samaritans
Website: www samaritans org
Contact: 116 123 (Available 24/7)
A confidential helpline offering support to anyone in distress or at risk of suicide
The Lighthouse Construction Industry Charity
Website: www lighthouseclub org
Contact: 0345 605 1956
Provides emotional, financial, and physical wellbeing support tailored to construction workers and their families.
Andy's Man Club
Website: www andysmanclub co uk
A charity running free-to-attend peer-to-peer support groups for men across the UK. Their motto, “It’s okay to talk,” encourages men to speak openly in a non-judgmental environment
Mates in Mind
Website: www.matesinmind.org
Promotes awareness and understanding of mental health across construction workplaces
A Reminder for Us All
Mind
Website: www mind org uk
Contact: 0300 123 3393
Offers a wide range of support for mental health, including advice and local resources
CALM (Campaign Against Living Miserably)
Website: www thecalmzone net
Contact: 0800 58 58 58 (Open daily from 5 PM to midnight)
Provides support for men in crisis or anyone struggling with their mental health.
Shout
Website: www giveusashout org
Contact: Text SHOUT to 85258 (Available 24/7)
A free text messaging service providing support for those in crisis
Construction Industry Helpline
Website: www constructionindustryhelpline com
Contact: 0345 605 1956
Offers free and confidential advice on mental health, financial issues, and wellbeing for construction workers and their families
Reaching out can feel difficult, but it’s one of the bravest things you can do If you notice a colleague or friend who seems withdrawn or unlike themselves, take a moment to check in. A simple “Are you okay?” could make all the difference. Together, we can create a supportive environment where everyone feels safe to speak up and seek help when they need it
The onset of colder weather and shorter daylight hours increases the risks associated with working outside. We must be extra careful during the changes in weather conditions.
Over the festive period
With more social engagements, the only way to stay safe and under the legal limit is not to drink and drive at all Also remember that roads will be busier with people visiting family and friends, so make allowances for other drivers.
Before you set off driving
Make sure you have enough screen wash and anti-freeze in your vehicle and that tyres have sufficient tread and are properly inflated
Ensure the windscreen is clear of snow and ice
Check that you have a full tank of fuel and if not, refuel as early as possible.
Pack an emergency kit
When accelerating, use the highest gear possible to prevent your wheels from spinning and gradually work through the gears, decelerating and braking smoothly.
Be mindful of changing road conditions Frost and ice can remain in shaded areas and snow drifts may form on exposed roads
If you do have to skid, aid your control by steering into the skid and avoid sudden acceleration or braking
If you break down
Put your hazard lights on and stop somewhere safe out of the way of traffic
Put on warm clothing and a high visibility vest before exiting the vehicle
If on the motorway, leave the vehicle through the passenger side
Display your warning triangle at least 45 metres behind the vehicle if you are on a nonmotorway road
Do not attempt this on the motorway, as walking down the hard shoulder is too dangerous
Call for breakdown assistance
Consider where the safest place is to wait – on the motorway, never wait inside the vehicle, always try and wait up the verge away from the hard shoulder
Increased risk can come from
Icy or wet surfaces causing slip hazards
Fallen leaves or snow hiding hazards
Decreased daylight hours resulting in working in low light conditions.
Low temperatures increase the risk from manual handling injuries and Hand Arm Vibration Syndrome (HAVS)
Reduced road conditions increase handling problems
Here are the precautions you can take:
Take regular breaks.
Wear properly fitted and the correct type of PPE for your tasks
Gloves: Insulated hard hats and a balaclava reduce body heat loss through the head and face Gloves prevent loss of dexterity and protect body heat
Workwear: Consider thermal base layers to maintain body heat
Keep moving and stay warm by exercising and exercising fingers during meal breaks.
Smoking reduces blood circulation Use warm shelters for breaks
Emergency kit essentials
Warm clothes, blanket or sleeping bag
Food and drink – enough to last you a reasonable amount of time.
Sturdy boots – footwear for travelling to your vehicle is essential that footwear is stable
A torch and batteries or a spare can be placed over tyres to gain traction when stuck in snow
Ice scraper and de-icer
Warning triangle and high visibility clothing.
Winter brings increased risks for vehicle accidents due to adverse weather and shorter daylight hours. Historically, road traffic incidents rise during this time.
However, combining thorough vehicle checks, careful journey planning, and mindful driving can reduce these risks.
Winter Weather Preparations
Garage Checks:
Ignition, brakes, wiring, hoses, fan belts, and spark plugs
Air, fuel, and emission filters
Battery condition (replace if unreliable)
Tyre condition and radiator antifreeze levels
Self-Checks:
Ensure all lights are clean and functional.
Keep tyres properly inflated with at least 3mm tread depth
Clear windows and mirrors of ice, snow, and dirt to avoid visibility issues, especially with low winter sun
Fully de-mist windows before setting off
Ensure wiper blades are in good condition and washer fluid is topped up.
Carry a map or Sat Nav and ensure enough fuel for unexpected delays
Inform someone of your route and estimated arrival time
Vehicle Essentials:
Ice scraper, de-icer, snow brush
Fully charged mobile phone
Torch with spare batteries
Warm clothes, blanket, food, and hot drink
Boots, shovel, and sunglasses (for glare off snow)
Properly inflated spare tyre, wheel wrench, and jack
Journey Planning Tips:
Reduce speed in worsening conditions, maintaining at least three times the usual stopping distance.
Avoid sudden braking, acceleration, or sharp movements Brake gently and on straights
Use low gears for traction and avoid cruise control on icy roads
Be cautious on bridges and shaded roads prone to ice
Avoid overtaking snow ploughs or gritting vehicles
Clear snow from the vehicle roof before driving to prevent it from obstructing visibility
If You Get Stuck:
Avoid spinning your wheels; it worsens the situation
Turn wheels side to side to clear snow
Use light acceleration or rock the vehicle if safe.
Clear snow around the wheels and use sand or grit for traction
If You’re Stranded:
Stay in the car unless help is certain
Signal distress with a brightly coloured cloth.
Run the engine for warmth periodically, ensuring the exhaust is clear.
Use blankets and wool items for warmth and eat food to maintain energy
Notify someone at work of your situation
Dos and Don’ts:
Don’t travel unless necessary.
Do ensure the vehicle is fully prepared
Don’t drive if you ’ re uncomfortable with the conditions
Discussion Questions:
Which roads freeze over first?
What braking techniques should be used?
What’s the recommended tyre tread depth?
Why are sunglasses useful in snowy conditions?
Remember, staying safe on the roads during winter starts with proper preparation and a safetyfirst mindset By taking these precautions and staying alert, you not only protect yourself but also others around you
Let’s prioritise safety, plan, and ensure every journey is a safe one If you have any concerns or need further guidance, don’t hesitate to reach out. Stay safe out there!
A Close Call is anything that has the potential to cause harm to a person, the environment, or railway equipment or infrastructure. Close Calls should be fixed then and there, where it is safe to do so
A close call is a positive act and is treated confidentially in a blame free environment . We need your help to make our incident/Accident and close call reporting system works as effectively as possible
Close Calls could include:
Unsafe working environments identified before work starting
Unsafe behaviours
Unsafe storage of chemicals
Environment and sustainability concerns, such as overgrown vegetation (not restricting view)
Liquid spills cleared up safely and immediately that has not impacted the ground or water course
Unsuitable SSOW or methodology identified before the work has been started
Out of date equipment or PPE identified before starting work
What could be an accident/incident?
An accident/incident is an event where the infrastructure or property has been damaged, or a person has come to harm. These events should be reported to your H&S Team.
Accident/Incident could include:
A member of staff or member of public has been injured
The infrastructure or equipment has been damaged
Staff accessing the railway without a suitable SSOW
Work starting or taking place without the correct permit in place
A leak of a substance to the ground or water course, such as oil
A fire
What could be a Fault?
A fault is identified as an unsafe condition within the railway infrastructure/property that could cause harm or damage and needs to be addressed.
Faults could include:
Unsafe working environments
Hypodermic needles left on a walkway or lineside
SIgnals not displaying the correct or any aspect
Track defects not caused by work being undertaken
Trees or branches leaning dangerously close to operational railway
Access point lock missing
Access point gate broken
It is better to have a close call than a lesson learnt
We have seen a significant increase in the number of individuals receiving a positive (fail) test result when undertaking random or for cause Drugs & Alcohol testing.
Being under the influence of Drugs or Alcohol impairs an individual’s judgement and reaction times, creating an unsafe working environment for not only yourself, your colleagues but also others working or travelling within the rail infrastructure
VHRL are committed to complete random D&As on a minimum of 20% of our workforce to comply with NR rules For cause testing is not considered within the committed 20% For cause testing will continue to be completed as and when required Prior to undertaking any activities on or near the line or within a rail office environment you must ensure you are not under the influence of Drugs & Alcohol
VHRL Drugs & Alcohol policy advises - it is a requirement that any worker holding PTS or assigned to work in a rail office environment must not under any circumstances:
Report for duty in an unfit state due to the use of drugs or alcohol
Use, possess or supply any recreational drugs, drugs of abuse or alcohol that may affect performance and safe working whilst on duty or travelling to/from work.
Consume any drugs or alcohol that may affect performance and safe working whilst on duty or when travelling to/from work
Any worker producing a ‘positive’ (fail) sample for either drugs or alcohol will be suspended from working on Network Rail Managed Infrastructure for five years and subject to disciplinary proceedings
A failure or refusal to submit a sample when requested to do so will also be reported as a ‘positive’ (fail) resulting in a five-year suspension being applied
It is important you notify your office if you are taking any form of prescribed medication, prior to attending any work allocations to allow required checks to be completed. Failing to advise VHRL you are presently taking prescribed medication may result in a positive (fail) test being recorded in the event a D&A test is required.
Attending work allocations under the influence of Drugs or Alcohol is considered to be a breach of Health & Safety regulations Vital Human Resources Limited operates a zero-tolerance policy in regard to anyone failing to comply with Health and Safety legislation and rules – including but not limited:
To take reasonable care for the Health & Safety of yourself and other people at work/travelling in VHRL vehicles
Any event of negligence that causes or has potential to cause loss, damage, or injury
VHRL offer confidential assistance programmes to individuals who declare drugs/alcohol dependency
However, we can only help individuals who reach out for assistance before it’s too late Remember testing can be conducted without warning, at any site location, either day or night For further details on this matter or any other safety issues, please contact your local safety advisor.
As December approaches, the countdown to Christmas begins To avoid overspending during the festive season, now is the perfect time to start planning. It’s not about celebrating early – it’s about being prepared. A little planning now can save you from financial stress and keep debt at bay come January.
Here’s how:
Creating a budget isn’t just about limiting your spending; it’s about gaining clarity Knowing exactly what you need and how much it will cost can reduce financial anxiety and help you stay in control
Once your budget is set, keep an eye on your expenses, choose a method that works for you – a notebook, a budgeting app, or a simple spreadsheet, staying organised makes it easier to stick to your plan
Make a list of everyone you ’ re buying gifts for and keep an eye out for sales, when you spot a great deal, grab it, wrap it, and store it away, having a dedicated “Christmas cupboard” can help you stay organised and avoid last-minute panic buying
Avoid impulse shopping can wreak havoc on your budget, combat this by creating an old-fashioned shopping list and committing to it, remember, retailers design their displays to tempt you into overspending and buying things you may not need, a solid list is your best defence, even if you ’ re shopping in person, compare process to ensure you ’ re getting the best deal
While these options may seem convenient, they often come with risks, without a clear repayment plan, you could end up paying high interest rates once the 0% period ends, this could make that “bargain” sofa, outfit, or TV significantly more expensive, additionally, missed payments can harm your credit score, if borrowing is unavoidable, explore lower-cost alternatives like 0% credit cards or overdrafts
If debt is causing you sleepless nights, don’t suffer in silence, free, one-on-one debt advice is available.
The cost-of-living crisis has left many struggling, but no debt problem is insurmountable The sooner you seek help, the sooner you can find a solution, organisations like: Citizens Advice - 0800 144 8848 - can provide guidance and support without judgment Money Helper debt advisor - https://www moneyhelper org uk/en/money-troubles/dealing-withdebt/use-our-debt-advice-locator
By taking these steps, you can navigate the holiday season with less stress and more joy, focus on creating memories, not mounting bills After all, it’s the thought and time spent with loved ones that truly make the season special
Manchester (Head Office)
T: 0161 836 7000
E: HeadOffice@vital uk com
The Mill, South Hall Street, off Ordsall Lane, Salford, Manchester, M5 4TP
Bellshill
T: 01698 840 950
E: BellshillRail@vital uk com
10 James Street, Righead Industrial Estate, Bellshill, Lanarkshire ML4 3LU
Derby
T: 01332 982 470
E: Derby@vital uk com
Ground Floor, Room 30
Derwent House, RTC Business Park, Derby, DE24 8UP
Farnham
T: 01252 964 020
E: Farnham@vital uk com
Unit 10, Guildford Road Trading Estate, Farnham, Surrey, GU9 9PZ
Abercynon
T: 01443 809 950
E: Abercynon@vital uk com
G16/17 Ty Cynon, Navigation Park, Abercynon, CF45 4SN
Birmingham T: 0121 809 3010
E: birminghamrail@vital uk com
Olton Wharf
7-9 Richard Road Solihull West Midlands B92 7RN
Doncaster
T: 01302 244450
E: Doncasterrail@vital uk com
First Floor Offices, Carr House, Heavens Walk, Doncaster, DN4 5HZ
London T: 0203 963 5080
E: CanningTown@vital uk com
Unit 10, Canning Town Business Park, Stephenson Street, London, E16 4SA
Ashford
T: 01233 344 6443
E: Ashford@vital uk com
Eurogate Business Park
Ashford TN24 8XW
Crewe
T: 01270 906 130
E: Crewe@vital uk com
6 Solway Court
Crewe Business Park Crewe, Cheshire, CW1 6LD
Doncaster DNR
T: 01302 496 550
E: ThorpeHouse@vital uk com
Thorpe House, Sidings Court Lakeside, Doncaster DN4 5HZ
