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Site Manual

City Gateway 14-19 Alternate Provision 32 Mastmaker Court, Mastmaker Road

E14 9UB

Site Manual

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Health and Safety Policy and Procedures

City Gateway 14-19 Provision Ltd.

Registered in England No. 3760619 Charity No. 1078360

&

City Gateway 14-19 Provision. Registered in England No. 08111431

32 Mastmaker Court

Mastmaker Road E14 9UB

Telephone: 0203 727 6300

Email: [email protected]

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Contents Health and Safety Policy and Procedures ............................................................................ 2

1. Health and Safety Policy Statement ............................................................................... 5

2. Roles and Responsibilities ........................................................................................... 6

Health and Safety Arrangements ....................................................................................... 8

3.1 Accident reporting ................................................................................................... 8

3.2 Reporting and Handling Incidents and Potential Hazards .............................................. 8

3.3 First Aid ................................................................................................................. 8

3.4 Fire and bomb emergencies ..................................................................................... 9

3.5 Risk Assessments ................................................................................................... 9

3.6 Health and Safety for the learner ............................................................................ 10

3.7 Health and Safety for young persons and vulnerable adults ........................................ 10

3.8 Workplace provision and maintenance ..................................................................... 11

3.9 Prevention of violence to staff ................................................................................ 11

3.10 Hours of Work .................................................................................................... 11

3.11 Electricity and Electrical Devices ........................................................................... 12

3.12 General Health and safety Guideline ...................................................................... 12

3.13 Health and Safety Training ................................................................................... 13

3.14 Equipment Safety ................................................................................................ 13

3.15 Monitoring and Review ......................................................................................... 13

3.16 Stress ................................................................................................................ 14

3.17 Asbestos ............................................................................................................ 14

3.18 Manual Handling ................................................................................................. 15

3.19 Hazardous Substances ......................................................................................... 15

Fire Procedure .............................................................................................................. 17

MASTMAKER COURT FIRE PROCEDURE ......................................................................... 17

Duties of Fire Marshal .............................................................................................. 17

Duties of First aiders ................................................................................................ 18

Duties of Front Desk Supervisors/Receptionist (FDS) ................................................... 18

Duties of Fire safety manager ................................................................................... 18

Duties of Tutors ....................................................................................................... 18

Disabled persons ..................................................................................................... 18

Checks ................................................................................................................... 20

Measures to Reduce Unwanted Alarms ....................................................................... 20

Fire Drills ................................................................................................................ 21

Emergency Lighting .................................................................................................... 21

Fire Fighting Equipment .............................................................................................. 21

Portable Fire Extinguishers ........................................................................................ 21

FIRST AID PROCEDURE/PERSONS ................................................................................... 23

Manual Handling Policy .................................................................................................. 24

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Section 1 – What does manual handling mean? .............................................................. 24

Section 2 – What is required under the regulations and what do managers need to do? ...... 24

Staff/Trainee Responsibilities .................................................................................... 25

Section 4 – Manual Handling Risk Assessments and Training ............................................ 25

REPORTING PROCEDURES .............................................................................................. 27

Accident reporting procedures ................................................................................ 27

GENERAL EMERGENCY PROCEDURES ............................................................................... 29

A. FIRE AND EMERGENCY EVACUATION PROCEDURES ............................................... 29

1. ACTION WHEN THE FIRE ALARM SOUNDS ......................................................... 29

2. DISABLED PERSONS ......................................................................................... 29

3. FIRE DRILLS ..................................................................................................... 29

4. FIRE MARSHAL PERSONNEL .............................................................................. 29

5. TUTORS ............................................................................................................ 30

6. VISITORS AND CONTRACTORS ......................................................................... 30

7. EVACUATION ROUTES ....................................................................................... 30

8. FIRE ALARM TEST ............................................................................................. 30

9. FIRE FIGHTING EQUIPMENT ............................................................................. 30

Appendix C – Asbestos Survey ........................................................................................ 37

Appendix D – Legionella Test .......................................................................................... 38

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1. Health and Safety Policy Statement

1.1 This policy is issued by City Gateway 14-19 Provision in accordance with its responsibilities under Section 2(3) of the Health and Safety at Work Act 1974.

1.2 City Gateway 14-19 Provision will provide, so far as is reasonably practicable, safe and healthy working

conditions for its employees and will ensure that its activities do not endanger the health and safety of either the public visiting the premises, contractors working on the premises and members of the public taking part in its activities.

1.3 In particular, City Gateway 14-19 Provision will ensure, so far as is reasonable and practicable:

a. compliance with statutory requirements for health and safety b. provision and maintenance of the workplace in a condition that is safe and free from risk to

health c. provision and maintenance of plant and equipment that is safe and free from risk to health

arrangements are implemented to maintain safe and healthy work operations in connection with handling, operation, storage, transport and use of articles, equipment, machines or substances; and

d. provision of information, instruction, training and supervision as is necessary for its staff.

1.4 All staff, in accordance with Sections 7 and 8 of the Health and Safety at Work Act 1974, must ensure that they:

a. comply with the Health and Safety Policy, safety notices and safety instructions b. conform with all measures taken to comply with statutory legislation c. use properly the equipment and facilities provided to ensure health and safety at work d. refrain from any action that might endanger themselves or others; and e. refrain from wilful misuse of, or interference with, anything provided in the interests of health

and safety and welfare.

1.5 Failure by staff to observe these above requirements can render them liable to prosecution by the enforcing authority and disciplinary action by City Gateway 14-19 Provision.

1.6 City Gateway 14-19 Provision has appointed Health and Safety Officers to assist with implementing

effective health and safety measures throughout its premises. City Gateway 14-19 Provision also encourages staff to report accidents, incidents and hazards so that these matters can be resolved as quickly as possible.

1.7 This policy will be reviewed on a regular basis and safety instructions on the following pages will be

amended and updated when required. Any alteration or amendment will be brought to the attention of all staff following appropriate consultation

1.8 By signing this statement, I accept that I am responsible for ensuring that the requirements of the

Health and Safety at Work Act 1974 are met at City Gateway 14-19 Provision. Signed:

Joe Prendiville Head of Education and Training Date: 01/09/2016

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2. Roles and Responsibilities

Overall and final responsibility for health and safety will be that of the Head of Education and Training. The Head of Education and Training is responsible for overseeing, implementing and monitoring the policy.

2.1 Day to day management of health and safety will be the responsibility of the Head of Facilities and Resources (HFR) and those he delegates to carry out these tasks. The HFR and those he delegates to oversee health and safety for City Gateway 14-19 Provision are responsible for:

i. ensuring staff receive adequate instruction, information and training to enable them to work

safely without risk to health ii. investigating the cause of all accidents and “near-miss” accidents and making suitable

recommendations to prevent recurrences iii. maintaining suitable training records of all staff concerning health and safety iv. keeping suitable records of all accidents in the appropriate accident book and, when necessary,

reporting the circumstances of the accident to the Head of Education and Training v. ensuring health and safety risk assessments are carried out every six months and, if practicable

and affordable, all resulting actions be carried out a month after the risk assessment is carried out vi. ensuring adequate assessments of workstations are carried out before they are brought into use

or as soon as possible afterwards, and at regular intervals thereafter vii. ensuring assessments of all hazardous substances in use are undertaken and that these are

brought to the attention of all users viii. ensuring assessments for work equipment, manual handling, pregnant women, young workers

aged 16 to 18 years old, work experience students and high-risk activities are written and the information is conveyed to appropriate persons

ix. liaising with contractors who work in the premises to ensure they observe safe working practices x. ensuring that fire precautions in operations are maintained and updated as necessary and

observed xi. undertaking occasional safety inspections, identifying potential hazards and making

recommendations when appropriate xii. making recommendations for updating the policy when necessary and for reporting issues of

major concern to the Chairman of City Gateway 14-19 Provision’s Board of Trustees; and xiii. Appointing one or more persons in writing to undertake any or all of the above matters on their

behalf. 2.2 All employees have responsibility for their own safety and that of their colleagues and others in the

vicinity of their work. They are required at all times to follow safe working practices, specifically:-

i. To familiarise themselves with company safety procedures and all aspects of health and safety relating to their own job and working environment.

ii. To obey fully and promptly all instructions given by managers and for the protection of employees.

iii. To bring immediately to the attention of a manager any considered deficiencies in equipment, procedures etc and any identified health and safety problem.

iv. To report all injuries and accidents at work, however slight, in order that correct records can be maintained.

2.3 In accordance with the Management of Health and Safety at Work Regulations 1999, City Gateway

14-19 Provision will use services of an external qualified registered safety practitioner, as and when necessary, to:

i. advise on assessments of workstations, manual handling task and hazardous substances

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ii. investigate all serious accidents and “near-miss” accidents making recommendations when necessary

iii. provide suitable advice on health and safety legislation, updating management as and when necessary

iv. give advice about and/or organise suitable training in health and safety for staff v. assist, when requested, with any update of the Health and Safety Policy; and

vi. Provide advice and assistance when requested concerning contractors’ and freelancers’ method statements and systems of work.

2.4 In accordance with the Health and Safety (Consultation with Employees) Regulations 1996, City

Gateway 14-19 Provision will consult all employees on health and safety information with respect to:

i. introduction of measures, which may affect staff ii. arrangements for the appointment of Health and Safety representatives and Fire Officers

iii. planning and organising of health and safety training; and iv. Introduction of new technology, which affect staff.

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Health and Safety Arrangements

3.1 Accident reporting

This section outlines the reporting requirements in the event of an accident:

i. All staff must report any accident to the Head of Facilities and Resources (HFR) or those he delegates to deal with health and safety as soon as possible after the event.

ii. The HFR (or staff member he delegates to act on his behalf) together with the injured person, where possible, will enter details of the accident in the accident books held at each City Gateway 14-19 Provision site.

iii. If the injured person is absent from work for more than three days, excluding the day of the accident, but including Saturday and Sundays, the HFR (or those staff members he delegates to act on his behalf) will inform the HSE using the prescribed accident form within ten days of the accident occurring in line with RIDDOR.

iv. Likewise, if the accidents results in a major injury occurring such as a broken bone (except in the hand and foot), any amputation, or results in the injured person being admitted to hospital for more than 24 hours, the HFR or staff members he delegates to act on his behalf will immediately contact the HSE by telephone and submit an accident form within ten days of the accident occurring.

v. If a member of the public is injured and taken to hospital by whatever means, the HFR or staff members he delegates to act on his behalf, will contact the HSE immediately and send a copy of the details of the accident on an accident form, with as much information as possible, within ten days.

vi. The HFR (or those he delegates to act on his behalf) will investigate the causes of any serious accidents and the external Safety Adviser, if necessary, and make suitable recommendations to prevent a recurrence.

vii. Serious accidents or incidents involving children in City Gateway 14-19 Provisions early years provision will also be reported to OFSTED and LA HSE using the agreed reporting procedure. This will follow the HSG245 guidelines regarding gathering information, analysing information, identifying risk control measures, and creating an action plan.

viii. All staff will be informed of any accidents or incidents where an employee has had to take time off work.

3.2 Reporting and Handling Incidents and Potential Hazards

This section outlines the reporting requirements in the event of a hazard or health and safety incident.

i. Staff should report any potential hazards or health and safety incidents to the HFR (or member of staff delegated to act on his behalf) as soon as possible after the event in order that action can be taken to prevent a recurrence.

ii. An Incident/Hazard Report form should be completed by the member of staff involved. Forms are available from and should be returned to the HFR (or member of staff delegated to act on his behalf)

iii. The HFR (or member of staff delegated to act on his behalf) will investigate the matter and instigate appropriate action to rectify the situation. Details of actions taken will be recorder on the form.

3.3 First Aid

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i. In accordance with the Health and Safety (First Aid) Regulations 1981, City Gateway 14-19 Provision will train and appoint qualified First Aid Officers and appointed persons (as necessary) and will, provide suitably stocked first aid boxes.

ii. The First Aid Officers (or appointed person) will be responsible for ensuring the first aid boxes are kept correctly stocked and that staff members requiring first aid as a result of an accident report their accident to the HFR (or member of staff delegated to act on his behalf)

iii. Signs showing the names of First Aid Officers and appointed persons will be displayed in prominent positions at each City Gateway 14-19 Provision site and updated as necessary.

iv. All qualified First Aid Officers will receive regular retraining at prescribed intervals.

3.4 Fire and bomb emergencies

This section outlines general procedures to be followed in the event of a fire or a bomb emergency. For more information please refer to the Fire and Emergency Procedures documents.

i. All staff must make themselves familiar with the Fire and Emergency Procedures. ii. Staff must ensure that all doors leading to fire exits and landings are kept closed and not wedged

open. Doors to meeting rooms may be kept open when rooms are being used but must be closed when there is no one in the room.

iii. The HFR (or the member of staff that he delegates the task to) will be responsible for ensuring fire extinguishers at City Gateway 14-19 Provision sites are regularly maintained and that staff members are kept informed of any changes to the fire procedures.

iv. Regular testing of the fire alarms will be undertaken by the building managers at each City Gateway 14-19 Provision sites. Fire Officers will ensure that these can be heard in all work areas and that any problems are reported immediately to the Facilities Manager.

v. Occasional fire evaluation tests will be undertaken. All staff must co-operate in these exercises and do not remain in the building unless authorized for security or operational reasons

vi. The Facilities Manager is responsible for contacting the emergency services in the event of a fire. vii. Main aisles, stairways and landings must not be used for storage nor must fire exits be blocked.

viii. It is against the law to smoke at any workplace in England; this applies to all City Gateway 14-19 Provision sites.

ix. Fire and Emergency Procedures will be issued and circulated to all staff on a regular basis. Signs showing the names of the Fire Safety Officers will be displayed in prominent positions on each floor and updated as necessary.

3.5 Risk Assessments

i. Risk assessments will be carried out for general operations, workstations, Control of Substances

Hazardous to Health (COSHH), manual handling, and any activity that poses a significant risk of injury to staff or members of the public.

ii. In addition, Facilities Manager will carry out specific risk assessment for expectant mothers and young persons under the age of 18 years of age. This includes apprentices, interns and students on work experience.

iii. Where a student on work experience is under 16, a copy of the risk assessment of activities will or may be undertaken will be forwarded to either the parent or guardian of the young persons, or to the school/educational prior to the commencement of the placement.

iv. Where a student on work experience or apprentice is over 16, a copy of the risk assessment will be given directly to them on their first day. A copy will be given to the parents or guardians and relevant school/educational establishment if requested.

v. When a woman informs City Gateway 14-19 Provision that she is expecting a child, a risk assessment of all her work activities will be carried out and a copy of the results given to her.

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vi. The HFR is responsible for ensuring that suitable fire risk assessments are carried out to meet the requirements of the current legislation. He can delegate a member of staff at each of City Gateway 14-19 Provision’s sites to do this on his behalf.

vii. The HFR will keep copies of all risk assessments.

3.6 Health and Safety for the learner

A healthy and safe environment is ensured for the learner at City Gateway 14-19 Provision in the following ways:

i. Each trainee is introduced to the City Gateway 14-19 Provision Health and Safety policy when they

are registered. They also receive a Safe Learner information booklet. ii. At induction the fire and accident / incident procedures are outlined for trainees and the relevant

officers introduced. iii. City Gateway 14-19 Provision will make available constant reminders of Health and Safety by

means of posters, flyers and email bulletins.

When a course starts the tutor includes in induction an introduction to the concept of health and safety and risk. Trainees are also asked to contribute to a risk assessment for their course. Trainees are then asked to fill out a health and safety questionnaire to show that they remain aware of health and safety throughout a course. For information on Child Protection and Safeguarding of Vulnerable adults, please refer to the Child Protection and Safeguarding Vulnerable adults Policy and Guidance document.

3.7 Health and Safety for young persons and vulnerable adults

To ensure the health, safety and welfare of all young persons and vulnerable adults City Gateway 14-19 Provision will:

i. adopt a working safeguarding policy with clear guidance on ensuring the safety and welfare of young persons and vulnerable adults

ii. exercise proper care in the selection, appointment and support of those working with children, young people and vulnerable adults whether paid or volunteer

iii. risk assess and manage all activities and implement safeguarding systems iv. work in partnership with young people and vulnerable adults, valuing their contributions, while

ensuring they are safe and protected while partaking in City Gateway 14-19 Provision activities and programmes

v. working in partnership with parents and carers; and offering support, encouragement and advice

vi. working in partnership with other agencies who are concerned with children, young peoples’ and vulnerable adults’ well-being

vii. working with young people and vulnerable adults and including them in creating a safe environment where they can take part in development activities and consequently increase in confidence

viii. implementing and maintaining a process for dealing with concerns about possible abuse; and ix. Provide training and support in undertaking safeguarding practices, policies and procedures.

For information on Child Protection and Safeguarding of Vulnerable adults, please refer to the Child Protection and Safeguarding Vulnerable adults Policy and Guidance document.

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3.8 Workplace provision and maintenance

This section outlines the provision and maintenance measures necessary to ensure the workplace is a healthy and safe environment.

i. The HFR (and members of staff delegated to act on his behalf) will ensure that the provisions of The Workplace (Health, Safety and Welfare) Regulations 1992 are met in its premises.

ii. The HFR (or members of staff delegated to act on his behalf) will liaise with the building managers concerning the provisions of adequate ventilation, heating and cooling. A thermometer will be positioned in each office area for the information of staff.

iii. City Gateway 14-19 Provision will ensure that the premises are regularly cleaned by authorized contractors who will be required to use safe systems of work.

iv. City Gateway 14-19 Provision will ensure suitable and sufficient lighting is provided to meet all types of work untaken using as far as possible natural light from windows, which will be fitted with blinds or curtains where appropriate to minimize glare.

v. Suitable toilet and washing facilities will be provided for all staff, which will be kept in a clean and hygienic state.

vi. Adequate temperature conditions will be provided for staff working area. vii. Regular maintenance will be carried out to ensure the workplace is kept in a good condition and

free from risks to health and safety. This will be organized by the HFR (or members of staff delegated to act on his behalf) as and when necessary.

3.9 Prevention of violence to staff

i. City Gateway 14-19 Provision recognizes its responsibilities concerning the prevention of violence

to staff, especially in its premises ii. Managers at City Gateway 14-19 Provision will be responsible for the prevention of foreseeable

violence and to undertake this role, they will receive suitable training, as necessary. iii. The violent incident procedure, looking at what action should be taken if an incident occurs, will

be regularly updated by the HFR (or those he delegates to act on his behalf). iv. All staff must report any incident involving violence to the HFR (or those members of staff he

delegates to act on his behalf) as soon as possible after the event. v. The HFR (or those he delegates to act on his behalf) will investigate the causes of any violent

incident and the Safety Adviser, if necessary, and make suitable recommendations to prevent a recurrence.

vi. An external professional counsellor will be appointed, if appropriate, to counsel staff who have been involved in violent incidents.

3.10 Hours of Work

i. City Gateway 14-19 Provision will ensure that the provisions of the legislation concerning hours for staff as outlined in the Health and Safety at Work Act 1974 and the Working Time (Amendment) Regulations 2003, are met in all its premises.

ii. When staff members are required to work regularly in excess of 48 hours per week, written agreement will be sought from those concerned. Staff are not obliged to work more than 48 hours per week except where they have consented to an increased work pattern.

iii. In exceptional circumstances, staff will be given access to work at City Gateway 14-19 Provision during a weekend, but authorization must be given in advance by their manager and further approved by the Chief Executive who will be responsible for keeping a record of staff hours worked at City Gateway 14-19 Provision at weekend.

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3.11 Electricity and Electrical Devices

i. All electrical appliances at City Gateway 14-19 Provision will be Portable Appliance Tested (PAT)

regularly. ii. Where the tests indicate that faults exist, the equipment will be taken out of use immediately

until repairs have been carried out or if repair is not possible, disposed of in accordance with the WEEE directive.

iii. Staff should regularly check electrical equipment that they are using for damaged cables, broken plugs, trapped cables (e.g. under floor box covers), trailing cables and any other hazards such as tripping hazards.

iv. Staff must report any electrical fault with portable electrical equipment or machinery immediately to the HFR (or those he delegates to act on his behalf regarding health and safety). The member of staff reporting the fault should isolate the equipment or machine by unplugging it and attach a warning notice in a prominent positions stating “OUT OF ORDER- DO NOT USE”.

v. Access must be maintained at all times to switchboards and isolator switches. Electricity switch rooms and riser cupboards must not be used for the storage of materials.

vi. Problems must be reported immediately to avoid electrical fire.

3.12 General Health and safety Guideline

The following guidance outlines measures all staff should take to maintain and healthy and safe working environment:

i. When moving around in the office, staff members should always walk and never run. ii. All staff members should keep their work areas clean and tidy. Containers provided for rubbish

should be used. iii. No staff members should ever block fire exits or fire escape routes either inside or outside the

building. iv. Staff members should always sign in and out of the building they are in to ensure that it is known

where the staff member is in case of emergency or fire. v. Staff must learn the location of all the fire extinguishers in their area. Training will be given to all

staff on the correct extinguishers to use. Staff should remember, water extinguishers should never be used on electrical fires.

vi. When moving and carrying heavy loads, staff members should work according to the training they have received during their induction on Manual Handling and use a trolley or get assistance when necessary. They should never carry heavy loads down stairs use lifts where possible. And training given

vii. Staff members should never block aisles and corridors with bags, cases or other large items. viii. Staff members should never leave filing cabinet drawers or stonewall doors open after using.

ix. Staff members should ensure equipment and boxes do not overhang edges and desks or shelves. x. No person under the influence of alcohol, drugs or narcotics should be permitted to enter the

premises. xi. Staff members should ensure no computer cables from their desk become tripping hazards.

xii. Staff members should ensure floor box covers are in place and avoid trapping and damaging cables.

xiii. Staff members should ensure any bands and plastic straps are tied up and placed in rubbish bins once they have been cut and removed from cartons and boxes.

xiv. It is against the law to smoke at any workplace in England; this applies to all City Gateway 14-19 Provision sites.

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3.13 Health and Safety Training

City Gateway 14-19 Provision recognises our duties under the Health and Safety at Work Act 1974 and subsequent regulations to provide health and safety training for all employees, as well as comprehensible and relevant information to employees on the hazards that may arise during their work and the precautions necessary. It is essential that every employee is trained to perform their job safely, which will also increase effectiveness and efficiency. Appropriate health and safety training will be provided for all employees in the following circumstances:

i. on recruitment (induction training); ii. on transfer of job;

iii. on change of responsibilities e.g. promotion; iv. on the introduction of new work equipment or a change regarding equipment already in use; v. on the introduction of new technology;

vi. on the introduction of a new system of work or a change respecting an existing system of work; vii. in the correct and safe use of hazardous substances;

viii. in correct manual handling techniques; ix. in the correct use of personal protective equipment; and x. With respect to any other health and safety-related issue considered necessary by the

organisation. Health and safety information will be provided initially by the HFR and his delegates to any employee seeking such information. External sources of information include:

i. the Health and Safety Executive; ii. local Environmental Health Departments;

iii. the Royal Society for the Prevention of Accidents; iv. The British Safety Council.

3.14 Equipment Safety

City Gateway 14-19 Provision will comply with the requirements of the Provision and use of Work Equipment Regulations 1992. The Facilities Manager will be responsible for identifying all equipment needing maintenance and for ensuring effective maintenance procedures are in place and for ensuring that all identified maintenance is implemented. This equipment is checked for safety on a regular basis:

Computers and printers

Photocopiers

Kitchen Equipment

Other electrical equipment

Any problems with plant/equipment should be reported to the Facilities Manager and with the Head of Education and Training, they will ensure that any new equipment purchased meets all relevant health and safety standards before it is purchased.

3.15 Monitoring and Review

Active

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To check our working conditions, and ensure our safe working practices are being followed, the Facilities Manager will carry out periodic workplace inspections and ensure that all employees are aware of the need to report anything they believe constitutes a health and safety risk or hazard. From time to time, we shall engage external health and safety advisers to assist us with reviewing our health and safety practices. Additional inspections will be carried out in specific areas wherever there are significant changes in the nature and/or scale of our operations. Reactive We will thoroughly investigate any accidents or work-related ill-health absences that occur. The HFR is responsible for investigating accidents. Managers are responsible for investigating work-related causes of sickness absences. Facilities Manager is also responsible for acting on investigation findings to prevent a recurrence. We will monitor entries in the accident book on a regular basis and feedback any findings at team meetings.

3.16 Stress

We are committed to protecting the health, safety and welfare of our employees and recognise that workplace stress is a health and safety issue and acknowledge the importance of identifying and reducing workplace stressors.

We will identify all workplace stressors and conduct risk assessments to eliminate stress or control the risks from stress. These risk assessments will be regularly reviewed.

The company will consult with employees on all proposed action relating to the prevention of workplace stress.

The company will provide training for all managers and supervisory staff in good management practices.

The company will facilitate confidential discussions for staff affected by stress caused by either work or external factors.

The company will provide guidance to enable managers to implement the company’s agreed stress management strategy.

The Health and Safety Executive website is a good source of information on workplace stress. http://www.hse.gov.uk/stress/

Responsibilities of Managers

Conduct and implement recommendations of risks assessments within their jurisdiction. Ensure good communication between management and staff, particularly

where there are organisational and procedural changes. Ensure staff are fully trained to discharge their duties. Ensure staff are provided with meaningful developmental opportunities. Monitor workloads to ensure that people are not overloaded. Monitor working hours and overtime to ensure that staff are not overworking. Monitor holidays to

ensure that staff are taking their full entitlement. Attend training as requested in good management practice and health and safety. Ensure that bullying and harassment is not tolerated within their jurisdiction. Be vigilant and offer additional support to a member of staff who is experiencing stress outside work

e.g. bereavement or separation.

Responsibilities of Employees Raise issues of concern with your line manager Accept opportunities for counseling when recommended.

3.17 Asbestos

The duty to manage asbestos is contained in regulation 4 of the Control of Asbestos Regulations 2006. It requires the person who has the duty (i.e. the “dutyholder”) to:

find out whether your building contains asbestos, and what condition it is in;

http://www.hse.gov.uk/stress/

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assess the risk, e.g. if it is likely to release fibres;

Make a plan to manage that risk. City Gateway 14-19 Provision has contacted those who have useful information about the building, e.g. the landlord, a surveyor, architect or contractor who knows the building. The landlord of the building, in his role as dutyholder has done the following:

Carried out an inspection of the building

Recorded the results of the inspection, identifying the parts of the building where asbestos may be located.

Assessed the risk of asbestos fibres being released into the air from the materials in those areas. Take into account the materials’ condition and how likely they are to be damaged or disturbed.

Drawn up a management plan. State which areas, if any, need asbestos to be sealed, encapsulated or, as a last resort, removed.

The key part of the plan is to warn people coming to work on the building, to prevent accidental exposure.

Built in regular checks to make sure the condition of materials has not deteriorated. Concentrate on areas of high risk, where materials are more likely to get damaged.

Kept the management plan up to date to show any changes that could affect the risk.

3.18 Manual Handling

We will comply with the law as set out in the Manual Handling Operations Regulations 1992, which outline minimum health and safety requirements for manual handling of loads where there is a risk injury to employees. The objective of the regulations is to apply an ergonomic approach to the prevention of injury while carrying out manual handling tasks. City Gateway 14-19 Provision has a duty to evaluate and assess workplace manual handling operations. Manual handling operations are any activity where loads are lifted and carried e.g. boxes of paper, furniture. Where, so far as it is reasonably practicable, we will avoid the need for employees to carry out those operations, which involve the risk of injury. Where this cannot be done we will ensure the following:

Take appropriate steps to provide employees who are lifting and carrying with clear training and instruction and where reasonably practicable to do so, precise information on the weight of each load and the heaviest side of any load whose centre of gravity is not centrally positioned.

Make, keep up to date, review and amend a suitable and sufficient assessment of all such manual handling tasks.

To take appropriate steps to reduce the risk to employees arising from any such operation to the lowest level reasonable practicable, this may be by using external help, or appropriate lifting equipment, for example

All employees are warned to always think before carry out manual handling tasks and they must plan the lift.

3.19 Hazardous Substances

COSHH assessments will be carried out for all work involving exposure to hazardous substances. The assessment will be based manufacturer’s and supplier’s health and safety guidance and our own knowledge of the work process. The Facilities Manager will be responsible for:

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identifying all substances which need a COSHH assessment

undertaking assessments which will be reviewed annually or when new substances are purchased, whichever is the soonest.

ensuring that actions identified in the assessments are implemented

ensuring that all relevant employees are informed about the COSHH assessments

Assessments will be reviewed periodically, whenever there is substantial change to the work process and if there is any reason to suspect that the assessment is no longer valid

The Facilities Manager will be responsible for ensuring that new substances can be used safely before they are purchased.

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Fire Procedure

MASTMAKER COURT FIRE PROCEDURE

Duties of Fire Marshal

The general duties of the fire marshal are to;

take appropriate and effective action if a fire occurs,

ensure that escape routes are available for use,

identify hazards in the workplace

record and report their observations When the evacuation signal is heard, the fire wardens should ensure that everyone leaves the floor as quickly and orderly as possible, ensuring that security measures, such as closing fire-resistant safes, are undertaken, if this can be done without causing a significant delay in the evacuation procedure. Electrical equipment should also be turned off and windows shut if possible. Lifts should never be used in event of a fire. When the area for which the warden is responsible has been evacuated, a rapid, methodical search should be undertaken to ensure that on-one remains in storerooms, toilets and similar areas. Reflective vests should be worn all through this process. When each floor is cleared the fire warden should meet with fire warden on the next floor at the stairway door, this process should be repeated until all floors are clear. This ensures that everyone evacuates the building and no one re-enters any of the floors. The warden should then go to the assembly point, inform the Front Desk Supervisor/Receptionist (FDS) that no one else has been left on the floor and take part in the roll call procedure there. It is the FDS’s duty to carry out the roll call and ensure that no-one re-enters the building before the fire brigade officer or responsible person gives permission to re-enter. All fire wardens have an important role to play in the fire risk assessment. Any changes to work practices or modifications to existing processes may introduce unforeseen problems. Similarly, changes in procedures may result in the introduction of additional sources of ignition or different types of combustible materials. Any hazards that may be perceived should be reported to the fire safety manager who should consider them, in the light of the fire risk assessment, at the earliest opportunity.

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Duties of First aiders

First aiders are to pick up a first aid kit and evacuate the building moving straight to the assembly point ready to attend to any injuries or treatment of shock. The First aiders shall also be responsible for disabled persons by aiding them to exit the building in a safe manner.

Duties of Front Desk Supervisors/Receptionist (FDS)

Inform First Aiders of the presence of any physically disabled person in the building immediately they sign in. They should communicate the exact floor and room they will be in for the duration of their stay on site.

Upon hearing the alarm, FDS must pick up both sign in sheets and open both exit doors for easy exit and must not allow anyone back into the building for safety reasons.

FDS is to direct everyone to the assembly point at safe distance from the building.

Once all fire wardens have confirmed that everyone is out from the building the roll call can begin.

If anyone is missing an attempt should be made to contact the person by phone and the fire safety manager should be informed of this.

Duties of Fire safety manager

The fire safety manager shall be responsible for investigating the source of the fire if possible and shall make the call with responsible person to the fire brigade. If nothing is found after a thorough investigation the fire safety manager along with the responsible person shall give the all clear to re-enter the building.

Duties of Tutors

Tutors are to coordinate the fast exit of trainees from their training rooms in a safe manner to the assembly point with the help of the floor fire warden. The tutors should take the class attendance sheet along with them for a roll call to be done at the assembly point. Tutors must inform the safety manager immediately of the absence of any trainee and if they know where the trainee might possibly be.

Disabled persons

The presence of disabled persons at any time must be made known to the first aider who will be responsible for him/her in event of an emergency. The FDS should communicate the name and exact location of where this person will be to the First Aider on that floor. It is the duty of the first aider to assist the safe exit of any disabled persons on that floor to the assembly point where further help might be needed.

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Refuge point

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Checks

DAILY - Inspect the panel for normal operation of the system. Where provided, check that the

connection to the monitoring centre is functioning correctly.

WEEKLY TEST – Carry out a test and examination to ensure that the system is capable of operating

under alarm conditions, namely:-

Operate a manual call point at approximately the same time each week using a different call point for

each successive test. Where appropriate inform the monitoring control centre prior to the test.

PERIODIC INSPECTIONS AND TESTS BY A FIRE ALARM ENGINEER - These should be carried out by a

competent person, e.g. a fire alarm engineer. Requirements for these inspections and tests will

depend upon the type and design of the system.

Note: Where the weekly test proves onerous the Fire and Rescue Service may agree to it being carried

out monthly. However, this only applies to certain modern fire alarm systems that are tested by a

suitably competent person and where such a change of test frequency is supported by a risk-

assessment. No agreement will be given where automatic door release mechanisms operated by the

fire alarm system are installed. Where such devices are installed the fire alarm should continue to be

tested for operation weekly.

FIRE DETECTORS

i. Carry out a regular visual inspection of each detector to check for damage, excessive accumulations

of dirt, heavy deposits of paint and other conditions likely to interfere with correct operation.

ii. Each detector should be checked and tested for correct operation and sensitivity in accordance with

the manufacturer’s instructions and the current British Standard*.

Measures to Reduce Unwanted Alarms

False alarms will not only disrupt business operations but may also contribute to death or

Injury should Fire and Rescue Service resources be deployed answering false alarms when they should be

attending incidents where life or property is in danger. To reduce the probability of false alarms on systems

incorporating automatic fire detectors it is very important that a suitable system of testing and maintenance

is in place. The cause of any false alarm should be properly investigated with measures being taken to avoid

a repetition

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Fire Drills

Safety drills should be carried out:-

• At periodic intervals appropriate to the nature of the risk. (Quarterly drills are recommended)

• All employees, trainees and visitors MUST evacuate the premises regardless of commitments

Emergency Lighting

Emergency lighting tests will be carried out in accordance with the manufacturer’s instructions and the current

British Standard*.

DAILY - Where there is a central power supply, carry out a visual inspection of indicators to ensure the

system is in a ready condition.

MONTHLY – Simulate a failure of the normal lighting supply for sufficient time to allow all luminaires

to be checked for correct operation. Check each luminaire for any obvious signs of damage or

deterioration, including the cleanliness and general condition of lenses and diffusers.

ANNUALLY - Simulate a failure of the normal lighting supply for the full duration of the battery and

carry out a check of the charging arrangements to ensure proper functioning.

Note: Regular servicing is essential. The occupier/owner of the premises shall appoint a competent person

to supervise servicing of the system. This person shall be given sufficient authority to ensure the carrying out

of any work necessary to maintain the system in correct operation.

All checks, tests and maintenance including faults and remedial action taken, should be recorded. The date

on which each fault is rectified should also be recorded.

Fire Fighting Equipment

Portable Fire Extinguishers

Portable fire extinguisher tests should be carried out in accordance with the manufacturer’s instructions and the current British Standard*.

DAILY – Check that the each extinguisher is in place and is clearly visible with its label facing outwards. Daily checks are not normally recorded. WEEKLY - Carry out the daily check but also check that each extinguisher is in good condition. MONTHLY - Check to ensure each extinguisher is in position, accessible, not discharged, damaged or lost pressure (if fitted with a pressure indicator) and that operating instructions are clean, legible and face outwards. Where circumstances require, e.g. where extinguishers are in exposed locations or particularly susceptible to theft or damage, the checks should be carried out more frequently.

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ANNUALLY - Portable fire fighting equipment should be inspected by a competent person in accordance with the manufacturers’ instructions and the British Standard*.

Note: All checks, tests and maintenance including faults and remedial action taken, Should be recorded. The date on which each fault is rectified should also be recorded.

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FIRST AID PROCEDURE/PERSONS

In the event of an accident which requires First Aid treatment, please contact your nearest First Aider.

First Aider notices are displayed on Notice boards around the centre/Reception listing contact persons.

All accidents must be reported and an Accident Report filled out however minor you might feel it to have

been

In an emergency dial 999 on any internal telephone.

Inform them:

• Where you are calling from giving full address

• The nature of injury (not breathing, bleeding etc.)

First-aiders are only permitted to administer first-aid, they are not to treat minor illnesses.

Application of First Aid

Appointed persons should not provide first aid treatment for which they have not been trained. First Aiders

should only provide first aid treatment for which they have been trained and are competent. Paramedics

may be called in cases beyond first aid.

First Aid boxes

First aid boxes are checked weekly and restocked

First aid boxes are located in Unit 26 and Unit 32 as well as the Medical Room in Unit 32

First aiders

Ashley King Andrea Warwick Razia Mestry Vera Waretzi Sarah Tomlinson Rebecca White Charlie Human Georgia Haley

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Manual Handling Policy

THE MANUAL HANDLING OPERATIONS REGULATIONS 1992

POLICY AND PROCEDURE DOCUMENT

This document sets out the commitment of City Gateway 14-19 Provision to meeting the requirements of the

Manual Handling Operations Regulations 1992, as amended. It requires that the potential for harm to staff,

clients and volunteers as a result of undertaking manual handling operations is either prevented, or where

that is not reasonably practicable, is adequately controlled.

The requirements of this Policy are based on the principle that staff and/or trainees shall not undertake

manual handling tasks having the potential to cause harm, unless they have, in the first instance, been risk

assessed. Where the risk assessment identifies it to be necessary, prior to an activity being undertaken,

appropriate training shall be provided, together with any essential manual handling and personal protective

equipment being available.

This document provides an outline of their requirements and the action to be taken. Supplemented with the

training that will be available to those designated to undertake the manual handling risk assessment process,

it will enable comprehensive management action to be taken to control potential hazards and risks at City

Gateway 14-19 Provision.

Section 1 – What does manual handling mean?

Manual Handling is the term used to describe the movement of loads by human effort being applied either

directly to a load or indirectly by means such as hauling on a rope or pulling a lever. Manual handling does,

therefore, cover all aspects of the physical effort involved in the lifting, pushing and pulling of loads.

Section 2 – What is required under the regulations and what do managers need to do?

Where staff and/or students are required to undertake manual handling activities, ensure that the following

hierarchy of risk control measures is in place as required under the Regulations:

(i) Eliminate or avoid the need for hazardous manual handling

Undertake a review of manual handling tasks to establish, in the first instance, whether these need to

be undertaken or whether less hazardous options are available. For the tasks remaining, identify who

might be harmed in undertaking them, how, and the harm that may be caused.

(ii) For those manual handling activities that remain, assess the risk of injury

Assessments shall be conducted by those trained to do so (such training normally being provided by

a member of the Health and Safety Office).

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Most assessments will require just a few minutes observation to identify ways to make an activity

easier and less risky, i.e. less physically demanding. In doing so they will also identify any existing

controls and whether these are adequate.

Ensure that staff undertaking manual handling activities are involved in this risk assessment process.

(iii) From the information gathered from the assessment, reduce the risk of injury

Take such action as is identified to be necessary from the risk assessment. This will include:

The provision of information, instruction and training to those required to undertake manual

handling tasks;

It may include:

The provision of such equipment (e.g. sack truck) as may be identified to be necessary to reduce

the risk of injury, so far as that is reasonably practicable.

Ensuring that ‘safe systems of work’ are in place;

(iv) Review the assessment and revise it if necessary

Having implemented the controls, ensure that they are periodically reviewed and revised.

Where the risk assessment establishes that funding is required to implement improvements they shall be

adequately funded. In the event that financial resources do not permit such action, the matter must be

referred without delay, to the next level of management.

Staff/Trainee Responsibilities

Staff and students have a responsibility not to undertake any manual handling activities that may cause

themselves or others harm and adhere to the information, instruction and training provided. They must

immediately bring instances having the potential to cause harm to the attention of their immediate line

manager/supervisor.

Section 4 – Manual Handling Risk Assessments and Training

Managers shall ensure that no member of their staff undertakes risk assessments until trained to do so and

that personnel undertaking manual handling duties are provided with sufficient information, instruction and

training and, where appropriate, equipment to undertake tasks safely.

The facilities coordinator shall be available to assist with the identification of the need for and the undertaking

of, risk assessments and wherever possible, provide the training identified to be necessary. He (or a competent

person) shall also provide advice and assistance to supervisors and those undertaking risk assessments, on the

action they need to take to ensure the safe execution of manual handling activities undertaken by them, or

on their behalf.

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“Reasonably Practicable” Place on one hand the quantum level of risk and on the other the money, time, or trouble involved in averting

the risk. If there is a gross disproportion between them with the risk being insignificant in relation to the

sacrifice then you will have proven that compliance was not reasonably practicable.

‘Safe System of Work’

This will include the requirement for information, instruction and training and may also include elements such

as are identified below which may only be possible to determine in the light of the actual situation, on the

spot, at the relevant time:

A physical environment that is ‘safe’ in which to undertake specific tasks.

The sequence in which tasks may need to be undertaken.

The provision of an adequate level of supervision.

The provision of written instructions.

The provision of the correct equipment.

Such other measures as may be appropriate based on the level of risk involved.

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REPORTING PROCEDURES

Accident reporting procedures

All accidents, incidents and work-related ill-health must be recorded on the City Gateway 14-19 Provision

Accident Book (Available in all sites). The Facilities Co-ordinator as delegated by the Director of Strategy,

Development & Performance (DSDP) is to be informed of all accidents and incidents including:

Accidents to staff, including minor injuries

Accidents involving third parties, i.e. non-employees, students, visitors, contractors etc.

Incidents where no one is injured but there is a potential for injury

Physical assaults or verbal abuse of City Gateway 14-19 Provision employees

Dangerous occurrences such as fires, gas leaks or explosions, chemical spillages, damage to asbestos

materials resulting in any person being exposed to asbestos fibres (if any), failure or collapse of lifting

equipment such as hoists, etc.

Work-related ill-health such as dermatitis from use of chemicals, occupational asthma,

musculoskeletal pain as a result of using computers or manual handling etc.

City Gateway 14-19 Provision is obliged under RIDDOR (Reporting of Injuries, Diseases and Other Dangerous

Occurrences Regulations, 1995) to notify the Health and Safety Executive (HSE) of certain types of incidents.

In order for the City Gateway 14-19 Provision to comply with this requirement, the Facilities Co-ordinator as

delegated by the Director of Strategy, Development & Performance (DSDP) must be notified immediately by

telephone (02030564061) of the following:

a. Any incident that results in a serious injury to a City Gateway 14-19 Provision employee. This includes:

a break or fracture of any bone except those of the fingers or toes;

any amputation;

dislocation of the shoulder, hip, knee or spine;

loss of sight (whether temporary or permanent);

chemical or hot metal burn to the eye or any penetrating injury to the eye;

an injury resulting from electric shock or electrical burns;

an injury that leads to a loss of consciousness or requires resuscitation; and

an injury that requires the injured employee to be hospitalised for more than 24 hours.

b. Any accident or incident connected with or arising out of work activity that results in a 'third party',

i.e. someone who is not a City Gateway 14-19 Provision employee, being taken from the scene of the

accident to hospital. This is regardless whether or not they are admitted into hospital, or the method

for getting to the hospital

c. Any dangerous occurrence

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d. Specified diseases associated with certain work activities, or exposure to certain substances.

If you are in any doubt about what should be reported contact:

Head of Resources and Facilities or the Facilities Manager.

City Gateway 14-19 Provision

32 Mastmaker Court

Mastmaker Road

E14 9UB

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GENERAL EMERGENCY PROCEDURES

A. FIRE AND EMERGENCY EVACUATION PROCEDURES

This document details the fire and emergency evacuation procedures for the premises. Staff should ensure that they are familiar with these procedures and act upon the requirements.

1. ACTION WHEN THE FIRE ALARM SOUNDS

In the event of a Fire/Emergency: • Sound the fire alarm. • Staff, volunteers and trainees must evacuate the building from the nearest available exit. • You must not use the lift. • You must not go back into the building. • Staff and trainees must not stop to pick up personal belongings The fire officer will instruct a member of staff to dial 999 and ask for the fire brigade. Instruct the fire brigade to come to:

Mastmaker Court Mastmaker Road London E14 9UB

• Ask the operator to repeat this address • On evacuation the fire officer must take with them the young people’s register, staff sign in sheets

and visitors book to check that all people are present. • Once evacuated from the building, staff, trainees, volunteers and visitors must not re-enter the

building until the fire brigade has deemed it safe to do so.

2. DISABLED PERSONS

If a situation occurs where a member of staff, young person or visitor with a disability needs help in leaving the premises, they must make their way to the fire refuge point where the designated fire warden or tutor will ensure that disabled persons leave the building appropriately via the closest exit route. Lifts must never be used in event of emergency. Where available, emergency evacuation chairs are to be used. Upon evacuation, all occupants should make their way to the designated assembly point.

3. FIRE DRILLS

Fire drills are carried out quarterly and logged in the fire log book. Staffs are often warned in advance of these drills but sometimes are not to maintain authenticity and reduce complacency.

4. FIRE MARSHAL PERSONNEL

• Upon exiting the building, thoroughly check the areas you move through to ensure that all occupants have evacuated. Checks on toilet areas should include a check on individual cubicles

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• Never open a door if you suspect that there may be a fire beyond it. If in doubt, check the door with the back of your hand. • If you encounter any persons present, they should be instructed to evacuate immediately. All visitors and members of the general public should be ushered to an exit – not just pointed in the general direction of one • Do not delay your own evacuation if you encounter somebody who refuses to leave • Brief the Head Fire warden upon your arrival at the assembly area.

5. TUTORS

It is the responsibility of tutors to ensure their classrooms are evacuated upon hearing the alarm. Tutors also have responsibility over disabled persons in assisting them to the refuge point or out to assembly point where possible. Lifts must never be used in event of emergency. Where available, emergency evacuation chairs are to be used. Upon evacuation, all occupants should make their way to the designated assembly point.

6. VISITORS AND CONTRACTORS

All visitors and contractors should report to the appropriate member of staff, signing in the appropriate book on arrival and before leaving the premises. In the event of a fire evacuation the person hosting the visitor is responsible for escorting him/her to the fire assembly point. Contractors, including any contract cleaners working on the premises, should be informed of the fire and emergency procedures that apply including: • Action to be taken on hearing the fire alarm or discovering a fire • Fire evacuation procedures including means of escape, location of the fire assembly points and name of the person in charge of evacuation procedures • The location of firefighting equipment and fire alarm call points in relation to the area of their work. Contractor’s employees working on the premises when full time staff are absent (e.g. at night or at weekends), should have adequate fire evacuation arrangements in place and know how to call the fire and rescue service. . Persons who organise evening events should be informed or given written instructions as regards what action to take in the event of discovering a fire or on hearing the fire alarm sounded.

7. EVACUATION ROUTES

Evacuation routes must be kept free from obstruction and adequately and clearly marked. Sufficient notices are displayed at appropriate places; these will indicate the action to be taken on discovering a fire or upon hearing the fire alarm.

8. FIRE ALARM TEST

The fire alarms and call points are tested on a weekly basis, with a new fire call point tested each week. The outcomes of these tests are recorded in the fire log book.

9. FIRE FIGHTING EQUIPMENT

Firefighting equipment will be examined and tested at least once a year by a competent service engineer.

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B. ACCIDENTS ILLNESSES & MEDICAL EMERGENCIES Summon help using the Emergency Number 999 if appropriate. If someone is injured get help from your nearest first aider but do not move the injured person

unnecessarily. All accidents requiring first aid, no matter how trivial they may seem, and incidents not involving injury

i.e. near misses, must be reported to the centre facilitator and logged into the accident/incident log book.

All major accidents and incidents must be reported by calling the Reporting of Injuries, Diseases and

Dangerous Occurrences line (0845 300 99 23). This action is to be carried out by the DSDP. First aid boxes are provided in the centre. C. OUT OF HOURS ARRANGEMENTS

Normal office hours are considered to be 09:00 – 17:00 Monday to Friday. In cases of serious accident, illness or medical emergency:

e.g. unconsciousness, severe bleeding, severe breathlessness, severe chest pain – send someone to call an ambulance using 999 giving the following information: Age Sex Nature of problem Location You will be asked to complete an accident/incident form. In cases of less serious accident or illness The centre first aider may attend to the need

D. GAS ESCAPES Open all windows and vacate the area. If possible turn off all the gas supply for that particular area. Extinguish all naked lights and cut off other possible sources of ignition but do not operate electrical

switches. Report any suspected gas leak to the centre facilitator. Report serious gas escapes on the Emergency number 999.

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D. ELECTRICAL FAULTS If possible and without putting yourself at risk switch off the supply to the equipment concerned and

remove plugs from sockets. Do not tamper with or try to repair faulty electrical equipment or power supply but report it to the

centre facilitator. E. WATER LEAKS Small water leaks where minor flooding is likely to occur or that may present a slip hazard should be

reported to the centre facilitator Major water leaks where serious flooding is likely to occur must be reported immediately on the

Emergency number 999 F. MAJOR BUILDING DEFECTS Where major building defects are observed which could lead to danger affecting other individuals then

these must be reported immediately to both the centre facilitator, and the centre coordinator. REMEMBER: IF IN DOUBT ALWAYS CONTACT THE EMERGENCY NUMBER 999 NEVER USE A LIFT DURING AN EMERGENCY EVACUATION. H. UNATTENDED OPERATION OF MACHINERY AND

EXPERIMENTAL APPARATUS OUTSIDE NORMAL OFFICE HOURS

Normal office hours are considered to be 0900 – 1700 Monday to Friday.

The operation of unattended machinery and experimental apparatus outside normal office hours can pose a potential health and safety risk to security staff, cleaners and members of the emergency services who may attend an incident.

A risk assessment must always be carried out prior to the running of such activities. Authorisation must

be given by the centre coordinator. BOMB THREAT PROCEDURE GUIDELINES In order to respond positively and effectively to a bomb threat it is important to have laid down procedures that can be implemented immediately. These guidelines are designed to assist departments in drawing up detailed procedures, which reflect their individual circumstances, and in reviewing established procedures where these are already in place.

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Appointment of a Co-ordinator and Deputy Co-ordinator(s) The Co-ordinator, or in his/her absence, the Deputy Co-ordinator is the person who will be responsible for implementing the following, and must have authority consistent with this: (a) Making a preliminary assessment of the threat. (b) Contacting the police. (c) Making the decision to evacuate. (d) Initiating a search of the building. (e) Making the decision to re-occupy. (f) Providing staff with relevant information. (g) Reviewing and updating procedures. The Responsible Person for Mastmaker Court is Randy Ashie INFORMATION TO ALL STAFF Attached at Appendices A and B all staff are to make themselves conversant with the provisions of these sections. ASSESSING THE THREAT At Appendix A is a checklist and will be available at designated reception points, to be completed as soon as possible after a bomb threat has been received. The completed checklist should assist the Co-ordinator/Deputy Co-ordinator in making an assessment of the risk to people and property. The Co-ordinator should analyse all the information available and make an informed judgement regarding whether to: (a) Evacuate the building; (b) Contact the police for advice or assistance; (c) Initiate a search of the building; (d) Dismiss the call as a hoax. EVACUATION OF THE BUILDING The Co-ordinator is responsible for deciding whether the building is to be evacuated. Clearly, this is a matter of judgement, having regard to all information available. Where the risk to people and property is felt to be significant the premises should be evacuated. Ideally, the instruction to evacuate should be by word of mouth; only if this is not practicable (e.g. if the Co-ordinator is concerned at the lapse of time since the threat was received) should a fire alarm be used. If at all possible staff and any members of the public should be asked to take personal belongings with them as this will facilitate the search. POLICE POLICY Having been advised of a bomb threat, it is not normal police practice to search the premises. This is because police officers: (a) Are unlikely to know the layout of the buildings or, therefore, the likely places in which a device could be concealed, (b) being unfamiliar with the premises, would not be able to distinguish between items which ought and ought not to be there.

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MAKING A SEARCH In deciding whether to initiate a search the safety of employees must be the overriding consideration. No one can be compelled to perform a search. If on advice from the police the decision is to initiate a search, the responsibility for directing and supervising it attaches to the Co-ordinator. The search should be conducted in a methodical way. To this end, two representatives from each floor of the building should conduct the search independently, including all rooms, toilets, kitchens, offices, stairwells and corridors. The search of the ground floor should also include outside areas and the perimeter of the building. At the conclusion of their search the searchers should report their findings to the Co-ordinator. Should anything suspicious be found a marker should be placed close to (i.e. not on) the item. The item can then be readily identified by the police, who will take control of the incident. REOCCUPYING THE BUILDING If the search has revealed nothing untoward and if, therefore, the Co-ordinator (in liaison with the police) concludes that the risk to people and property is minimal, reoccupation of the building should take place. If there is any doubt at all about the safety of staff, the building must not be reoccupied. Clearly, where there is continuing concern about the safety of staff/other users of the building, the building should not be reoccupied. Once again, the Co-ordinator should take advice from the police as regards what to do next.

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Appendix A NOTICE TO ALL STAFF BOMB THREAT PROCEDURE BOMB THREATS RECEIVED BY TELEPHONE Any member of staff who receives a bomb threat or warning via the telephone must try to remain calm and obtain as much information as possible from the caller. The caller may ring off immediately after giving the message, but whoever takes the call should nevertheless try to get a response to the following questions and write down the answers: (a) Where is the bomb? ………………………………………. (b) What time will it go off? …………………………………. (c) When was it placed? ……………………………………… (d) Why was it placed? ………………………………………. (e) What does it look like? …………………………………… (f) What kind of bomb is it? …………………………………. (g) What will cause it to explode? …………………………… (h) Did you place the bomb? ………………………………… (i) Why? ……………………………………………………… The person receiving the call should also try to assess the following:- The Caller – was it a man, woman or child? …………………………….……. The speech - was it intoxicated, rambling or irrational? ………………….… - had it a distinctive accent? ……………………………………. Was the caller laughing? ……………………………………………………… Were there any background noises such as trains, aeroplane or music etc. ABOUT THE CALLER Male? Female? Nationality? ……………….. Age? ………….. THREAT LANGUAGE Did the caller appear to be reading the message? Was the caller: Well-spoken Irrational Taped Foul Incoherent CALLER’S VOICE Calm Crying Nasal Clearing throat Angry Slurred Excited Stutter Disguised Slow Lisp Accent Rapid Deep Familiar Laughter Hoarse If the voice sounded familiar, who did it sound like? What accent? ……………………………………… THE MESSAGE .......................................................................................................................................................................................................................................................................... ..................................................................................................................................... .....................................................................................................................................

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..................................................................................................................................... Appendix B POSTAL/SUSPECT PACKAGES Postal bombs take many forms. They may come in any shape or size, parcels, envelopes or padded “jiffy bags”. They may explode or ignite when they are opened. Instead of being posted, such devices may be delivered by hand or arrive via courier. Should any member of staff have any reason to suspect that a package or object may contain an explosive device they should: * not touch it; * if possible leave a distinctive marker near (not touching) the object; * on no account attempt to open or move it; * evacuate the immediate area; * notify the Co-ordinator/Deputy Co-ordinator. Know the tell-tale signs, these are listed below: (a) grease marks on envelope or wrapping; (b) an unusual odour such as marzipan or machine oil; (c) visible wiring or tin foil; (d) the envelope or package may feel heavy for its size; (e) the weight distribution may be uneven, the contents may be rigid in a flexible envelope; (f) it may have been delivered by hand from an unknown source or posted from an unusual place; (g) the package, it may have excessive wrapping; (h) there may be poor handwriting, spelling or typing; (i) it may be wrongly addressed or come from an unexpected source. Check all mail carefully, not only foreign mail. REMEMBER IF THERE IS ANY DOUBT WHATSOEVER REPORT IMMEDIATELY TO THE CO-ORDINATOR OR DEPUTY CO-ORDINATOR.

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Appendix C – Asbestos Survey

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Appendix D – Legionella Test

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