Health and Safety Policy and Procedures

Our Approach to Health and Safety

United St Saviour’s Charity (USTSC) takes Health and Safety very seriously.

We recognise, accept and are fully committed to meeting the organisation’s moral and legal responsibilities to provide for the health and safety and welfare of all employees, service users, residents and visitors.

Our aim is to reduce the number of accidents, incidents and near misses as well as effectively managing the Mental Health and Wellbeing of our employees and others working for us and residents and other support groups working with us.

We aim to provide safe places to live and work in and to maintain them in a safe condition.

General Statement of Policy

United St. Saviour’s Charity aims to develop a supportive health and safety culture. Specifically we aim to:

• Maintain the involvement of the management team to provide direction for health and
• Develop a culture which effectively controls health and safety risks and minimise risks to our staff, residents and others who could be affected by our
• Engage with all levels of the organisation so that all employees and residents are able to contribute to health and safety
• Provide up-to-date information on health and safety and have comprehensive set of policies and procedures.
• Systematically assess and control risks and monitor our health and safety
• Carry out periodic reviews of our compliance with legal standards and good health and safety

We will encourage our employees to positively engage with health and safety and will empower our managers to manage this area within their teams and in the properties they manage.

We will provide and commit adequate resources to the management of health and safety, for example through staffing, funding, equipment, facilities, in our stock and the provision of competent advice.

We aim to ensure all those who use our services or live in, or visits our buildings, are provided with the essential safety information where this is necessary for their protection.

This Health and Safety Policy will be reviewed every three years, but amended and updated as and when necessary such as when an incident occurs which warrants interim review. Communication of any such changes will be made to all employees.

Roles and Responsibilities – An overview of who does what

The Board of Trustees

The Board of Trustees has ultimate responsibility for health and safety of all employees, residents and visitors whilst engaged on USTSC properties. The Chair of Trustees and the Chief Executive will sign the health and safety policy.

Chief Executive Responsibilities

The CEO has overall responsibility for Health and Safety at USTSC and will report to the Board of the Trustees on health and safety matters.

• To have overall responsibility for health and safety within USTSC owned, Managed and leased properties
• To ensure that sufficient resources are made available to meet health and safety
• To appoint competent persons to manage health and safety within
• Capital programme should include a programme of Health and safety works
• Have regular health and safety meetings to discuss health and safety issues, programmes of Health and Safety

Operations and Executive Support Manager (nominated competent person)

With respect to Fire safety, you should have an accountable person under the Building Safety Act.

To ensure that the health and safety policy is being adhered to within the business areas under their control.

• To ensure that competent Health and Safety Coordinators, Fire Officers, Fire Wardens and First Aiders are appointed for the business areas under their control.
• To ensure that Health and Safety Coordinators, Fire Officers, Fire Wardens and First Aiders receive adequate training to enable them to carry out their duties.
• To ensure that safe systems of work are in place for employees under their control.
• To act as a focal point for employees regarding health and safety matters.
• To ensure that each employee receives health and safety induction training.
• To advise on and arrange specialist health and safety training, as required.
• To ensure that a process and procedures to report, record and investigate accidents occurring on the property or to site staff are investigated and controls implemented to prevent re-occurrence.
• To ensure that DSE assessments of workstations are completed and records maintained.
• To ensure that where stored water systems are present, water hygiene risk assessments are completed and a programme of legionella testing is undertaken.
• To ensure that where asbestos is known or suspected to be on site, that it is regularly checked and adequate precautions are taken if there are any signs of damage.
• To ensure that maintenance contracts are in place for all plant and equipment in use at the property.
• To ensure that all statutory inspections of plant and equipment, gas installations, lightning conductors, etc., in the property take place and records are maintained and residents provided with the appropriate certifications.
• To ensure that the fixed electrical wiring is examined on a 5 yearly basis in both offices and flats.
• To ensure that, where contractors are employed, they are competent, authorised and have adequate safety procedures in place.
• To ensure that contractors carry out site specific health and safety risk assessments for tasks given by USTSC.
• To ensure that, where contractors are involved in hazardous tasks, that they provide written method statements showing adequate safe systems of work, including the issue of Permits to Work, where required.
• To ensure that adequate personal protective equipment is provided and worn for hazardous tasks.
• To ensure that, where working alone, adequate safe systems are in place and any incidents are reported and investigated and systems are updated from lessons are learnt.
• To ensure that, where plant or equipment is used for United St. Saviour`s charity tasks, adequate maintenance systems and inspections are in place.
• To ensure that, where CDM Regulations 2015 apply to construction or refurbishment at USTSC owned property, that a competent Principal Designer and Principal Contractor are appointed.

Heads of Department and Managers should be familiar with the H&S policies and procedures

They are responsible for:

• Ensuring that the health and safety responsibilities of their staff are clearly identified and communicated and followed.
• Ensuring that their staff receive adequate supervision, information and training in H&S and that the competence and experience of their staff is monitored and developed in conjuring with the Health and Safety team and Learning and Development.
• Arranging and carrying out induction for new employees and those who returning for long term absences.
• Ensuring incidents, accidents and near misses are properly recorded and are reviewed and investigated as necessary.
• Ensuring that the risk assessments within their areas for each role profile / Job description and they are up-to-date and risk assessment findings are implemented.
• Identifying and reporting defects and deficiencies in premises and equipment.

All Staff

• Taking reasonable care for their own and other people’s health and safety at work.
• Following health and safety measures put in place by USTSC.
• Reporting anything which might present a danger to themselves or anybody else.
• Telling their manager if they think that work activities or inadequate precautions are putting anyone`s health and safety at serious risk.

Communication

Our policy is to ensure that the importance of health and safety within USTSC is communicated to all employees and to residents. This will include the following:

• Health and Safety Matters arising from Board meetings shared with staff in team meetings and in staff newsletters
• H&S matters in 1 to 1s and performance appraisals, where appropriate;
• Health and safety training for all staff annually;
• Regular topical H&S items in residents newsletters;
• Regular H&S staff news updates;
• Health and Safety is an agenda item on monthly contractor meetings with contractors
• Regular information to residents about health and safety matters

Co-operation and Consultation

Our policy is to ensure that staff (and residents where appropriate) are consulted on health and safety matters and are given opportunities to raise their concerns with management without the fear of reprisal or blame. The board of trustees, CEO and the Ops and Exec Support Mgr play vital roles in the creation and implementation of a positive safety culture.

Review and Document Control

This policy shall be reviewed every three years, or as sooner if there are regulatory changes or it is deemed necessary. It is a controlled document and no changes can be made without approval from the board of trustees or CEO.

Part 2 Health and Safety Arrangements

Accident and Incident Reporting

All accidents and incidents which occur to an employee, contractor, visitor or other persons whilst on our premises, will be recorded in the accident book held onsite.

This should be done within two working days of the accident or incident occurring.

Any occurrences of verbal abuse and violence and aggression directed to the Charity’s staff must also be reported in the book, as well as any incidents which result in property damage.

Where further external reporting is required, this will be done in line with the requirements of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). The employee’s line manager will complete the necessary documentation to notify the Health and Safety Executive within the defined timescales.

Action on Enforcing Authority Reports

The Charity recognises the benefits that will accrue from early action following receipt of reports from enforcement authorities regarding health safety and welfare issues. To obtain these benefits we recognise the need for an effective management system and have taken steps to be able to action such reports.

We have done this by:

• Nominating the Ops & Exec Support Manager to coordinate actions required to meet the requirements of enforcement authorities.
• Ensuring the availability of adequate resources either financial or human, to be able to meet the requirements of any enforcing authority
• Routinely reviewing the operation of our reporting
• Having access to competent health and safety advice.

Asbestos

The Management of Asbestos regulations 2012 apply to our buildings. Asbestos was commonly used in property construction up until the mid-1990s, but its use was completely banned in 1999. The Charity will ensure that an asbestos survey has been carried out on all properties and ensure that any risks identified from asbestos surveys are properly managed to keep the risk to employees, contractors and visitors at an acceptably low level.

This will be done by:

• Identifying asbestos containing materials (ACMs) by labelling them;
• Encapsulating or removing ACMs as recommended by Any work on ACMs will only be carried out by an approved HSE Asbestos removal company;
• Annual re-inspection to ensure the condition of ACMs has not deteriorated thereby presenting a risk to building users;
• Creating an asbestos register identifying all areas of our properties containing ACMs, keeping this up to date and readily available on request.
• If asbestos containing material is identified it should not be disturbed and access to the area prohibited. Bring your observation to the attention of your line manager or the surveying team to address.

Building Contractors

All contractors sent to work in our properties are approved and instructed by United St Saviour’s Charity (USTSC). Unless agreed beforehand, prior to work commencing, contractors must supply the charity, or it’s building surveyors with specific risk assessments, method statements (RAMS) and safe systems of work for review. USTSC will evaluate submitted documents with appropriate specialist advice where necessary.

As well as having a duty to employees and members of the public to ensure contractors are properly managed, USTSC must inform contractors of anything which might affect their safety (e.g. the presence of asbestos).

USTSC will take all reasonable steps to ensure that only competent contractors are employed and ensure they work in such a way as to not endanger workers, volunteers, visitors or themselves. USTSC will ensure that all contractors employed have made appropriate arrangements for the management of health and safety and can demonstrate they have the ability to manage health and safety on site.

The Building Surveyor controlling the contract will ensure that the main contractor is fully briefed on any special hazards to which the contractor might be exposed.

All contractors are required to provide their own access and work equipment. Exceptions to this may be approved by USTSC by prior agreement and contractors will hold written confirmation. Under the Provision and use of work equipment regulations 1998 Employers have duty to protect workers form unsafe machinery and other work equipment.

Building Fabric/Glazing

The Charity recognises its duty to ensure the building fabric of its buildings is safe and does not present risks to the health, safety and welfare of residents and those who work on the premises. In order to achieve this, USTSC will arrange for the periodic inspection of the building fabric of its buildings.

Any defects noted by residents, visitors or contractors are to be reported immediately to USTSC. The surveyors will implement procedures for repairs. Where necessary, temporary measures will be implemented to ensure that there is no risk of accident or injury until permanent repairs can be carried out

USTSC will also arrange for routine checks to be made of all glazing to ensure that any glass in windows below waist height and in doors and beside doors below shoulder height, is of a safety material or is protected against breakage.

Covid 19

USTSC takes the protection of workers from Covid 19 and reducing the transmission of this virus seriously and follows Government guidance as required.

Control of Substances Hazardous to Health (COSHH)

The Control of substances Hazardous to Health Regulations 2002 (as amended) require that where hazardous substances are used or stored within our properties, a COSHH assessment is to be completed by the Ops and Exec Support Mgr and the required control measures implemented. The Ops and Exec Support Mgr will maintain a list of all hazardous substances used in the alms-houses. Contractors will maintain their own register and be responsible for ensuring safety.

Where possible, we have eliminated the use of hazardous substances. Where this is not possible, our safety arrangements are as follows:

For all hazardous substances, which include substances marked as ‘harmful, irritant, corrosive, toxic, very toxic, flammable, highly flammable, extremely flammable, explosive, oxidising or dangerous for the environment’, data sheets or product information will be requested from the manufacturers / suppliers. This information should include: the correct method of use; protective clothing needed; method of storage; and action to take in the event of an accident. Such information will be used in compiling specific COSHH risk assessments.

Adequate safe storage facilities are to be provided appropriate for the hazardous substances. Such facilities must be a secure, ventilated store or a secure metal cabinet as required recommended under the Safety Data sheet.

Where hazardous substances are stored or in use, facilities are to be provided to include containing and absorbing spills and leaks, e.g. bunded drip trays.

COSHH hazard signs are to be displayed on doors to COSHH stores and storage cabinets, etc. containing hazardous substances. The COSHH signs are to indicate the type of hazardous substance in use or stored within, i.e.: ‘Toxic’, ‘Corrosive’, etc.

Quantities of hazardous substances are to be kept to a minimum on site. In addition, hazardous substances will not be mixed, neither will they be stored in unmarked containers.

Electrical Safety

Electricity is used within our properties and should be used responsibly and safely to avoid danger to residents, visitors or others.

There are two main pieces of legislation which apply; these are The Electricity at Work Regulations 1989 and BS 7671:2008 17th Edition Wiring Regulations.

USTSC will ensure all electrical apparatus (including Lightning Conductors), are selected, installed, operated and maintained in accordance with current regulations and recommended frequency.

Every five years fixed electrical systems will be inspected and tested by a competent contractor who is a member of the NICEIC, ECA or NAPIT.

USTSC will retain records of wiring diagrams of electrical systems and fixed wiring installation test certificates.

Portable Electrical Appliances

Portable electrical appliances owned and used by the charity’s employees and volunteers will be on a Planned Preventative Programme to receive a combined inspection and test every two years by a competent person. The responsibility for arranging testing of portable, electrical equipment rests with USTSC.

Equipment and Machinery

Equipment / machinery present within the properties includes:

• Boilers
• Calorifiers
• Lifting equipment

Use of Equipment and Machinery

The Supply of Machinery (Safety) Regulations 2008

Employees, residents and visitors are not permitted to operate plant / equipment unless authorised and trained to do so.

Guards are to be fitted to any moving part of plant / equipment and are only to be removed for maintenance by qualified persons.

Before starting plant / equipment the user must ensure they know how to stop the equipment in the event of an emergency.

Maintenance of Equipment

All equipment, plant and machinery provided for use within our properties is subject to a system of maintenance as recommended by the equipment manufacturer or competent engineer.

USTSC is responsible for ensuring that planned preventative maintenance programme is undertaken for all such work equipment and that competent contractors undertake this maintenance. Records of the equipment maintenance are to be maintained in accordance with the manufacturer’s instructions.

The main examination / inspections periods are:

Fire

Under the current legislation (Regulatory Reform (Fire Safety) Order 2005) all employers must prepare a written assessment of the fire risk in their premises. The Charity will take all reasonable precautions to prevent fire. Responsibility for the compilation of a Fire Risk Assessment will be managed by the Ops and Exec Support Mgr. All significant findings will be communicated to residents, contractors, visitors and others that may be affected.

The Charity will take all reasonable steps to reduce the risk of a fire starting and people being injured should a fire occur. The Charity will ensure that all statutory inspections and tests on all fire safety measures are undertaken and records kept in the fire log book.

The main fire safety maintenance inspections/tests are:

Emergency fire evacuation procedures will be drawn up for the Almshouses by the Ops and Exec Support Mgr. All employees will be provided with training on what action to take on discovering a fire or on hearing the fire alarm. Contractors and visitors and residents will also be provided with information and instruction on what action to take in the event of discovering a fire.

First Aid

Under the Health and Safety (First Aid) Regulations 1981, the Charity has a duty to risk assess the level of first aid provision required based on work related activities. The Ops and Exec Support Mgr will take the lead on completing this needs assessment.

If this assessment determines that there is a need for first aiders, then the Ops and Exec Support Mgr must ensure that the right people are considered for the role and responsibility, the following considerations must be made:

• Employees nominated and trained as First Aiders or Appointed Persons, should be available when the premises are occupied;
• Appropriate cover should be put into place to cover any absences, including annual leave, training etc.;
• First aiders / Appointed Persons should be physically able to undertake their responsibilities;
• First Aiders / Appointed Persons must be willing to undertake this role which will involve providing first aid for both residents, contractors and visitors to The Almshouse;
• First Aiders / Appointed Persons must be able to cope with stressful and demanding emergency situations;
• First Aiders / Appointed Persons must be willing to attend refresher training courses to retain their qualification and knowledge.

Gas

All gas installations within our properties are serviced and maintained by a qualified Gas Safe registered contractor in accordance with the Gas Safety (Installation & Use) Regulations 1998.

Action to be taken in the event of a gas leak or suspected Leak:

Turn off the gas supply. (If the gas supply cannot be turned off or if a leak is suspected, evacuate the area.)

• Notify gas supplier.
• Do not operate electrical equipment in the area.
• Cease all activities that may expose a spark or naked flame.
• Do not re-enter the area until cleared by the gas supply engineer.

Health and Safety of Visitors

• The Charity has a duty to ensure the health and safety of members of the public who visit its premises. This duty is discharged through USTSC who are to ensure the following; Assess work activities to identify where and when the public may be exposed to hazard and risk within the Almshouse.
• Identify and implement required control measures
• Consider among other issues;
• • Where visitors go and what they do when they get there
  • Floor coverings
  • Slippery floors
  • Chemical hazards
  • Electrical hazards
  • Condition of stairs etc.
  • Machinery hazards
  • Workplace transport
• Develop procedures, for ensuring visitor safety is tailored to suit the building.
• Implement the procedure and ensure it is followed.
• Periodically monitor and review visitor safety procedures and record and implement learning from any incidents.

Legionella

USTSC are responsible for assessing the risk presented by Legionella within its almshouses. Such assessments will be completed in accordance with the Control of Substances Hazardous to Health Regulations 2002 and Approved Code of Practice L8: The control of legionella bacteria in water systems.

USTSC are also responsible for ensuring that, where needed:

• A water monitoring regime including sampling and temperature checks of these installations is fully implemented as recommended by the risk assessments.
• Ensuring the risk assessments are reviewed as recommended by the risk assessment.

Lone Working

Employees may at times be required to work alone on charity business. Prior to undertaking any lone working activities, safe working procedures will be devised for lone workers and communicated to them.

In such circumstances the employee should:

• Carry a charged mobile phone and keep it switched on at all times.
• Be aware if other persons appear to be loitering in the area. “If in doubt, get out!”
• Double up on visits where a concern has been identified.
• Avoid working alone or associated areas after dark.

Manual Handling

Manual handling relates to any activity where physical force is used to move materials, equipment etc. As well as lifting this includes: pushing; pulling; dragging and turning any load. Possible injuries include muscular injury and back injuries, but other injuries such as cut hands and bruised limbs can also be caused by dropped loads etc.

The risk to those carrying out manual handling are wider than is often appreciated and consideration to a number of factors including the task, the individual, the load and the environment is required to fully assess and control the risks.

The Charity will take all reasonable steps to reduce the amount of manual handling on its premises and where unavoidable, take reasonable precautions to reduce the risk of injury including the provision of appropriate training and equipment as needed.

Where manual handling tasks are necessary, the Charity will make an assessment of the risks and ensure that any required control measures are implemented. These may include:

• Provision of mechanical aids, (trolleys, etc.);
• Provision of PPE;
• Provision of manual handling training;
• Provision of manual handling information (Posters, );

Where a load must be lifted, the person responsible is to:

• Assess the load and if it is too heavy, get help;
• If there are any rough edges, use gloves as PPE;
• Face the direction of travel before lifting;
• Place the feet apart to maintain balance;
• Keep a straight back, bend the knees and grip the load firmly;
• Straighten up using the strength of the legs;
• Keep the load close to the body with elbows tucked in;
• Walk steadily, do not rush when carrying a load;
• Lower the load slowly by bending the knees and keeping a straight back;
• Release the load carefully so as not to trap fingers.

Mental Health and Wellbeing

USTSC take mental health and wellbeing seriously and have an Employee Assistance Programme in place and two staff trained in Mental Health First Aid. We do not tolerate bullying at work. Employees are encouraged and supported to seek help in the first instance from their manager if they are struggling with mental health which may also affect their performance at work and have implications for the safety of themselves and others.

Personal Protective Equipment (PPE)

As from April 2022 The Personal Protective Equipment at Work Regulations 1992 will be replaced with The Personal Protective Equipment at Work (Amendment) Regulations 2022. This states that PPE provision, instruction and training applies to broader than just employees, it also applies to those working on a regular basis on a contract with USTSC e.g. labour only subcontractors. Where “employees” is mentioned in this policy with regard to PPE its wider application should be taken into account.

Personal Protective Equipment (PPE) includes: work wear; gloves; safety glasses; safety footwear; hard hats etc. and is generally used to protect workers when it has not been possible to eliminate or reduce risks by other mean.

Where a risk assessment identifies, or work activity dictates the use of the PPE, the Charity will provide suitable equipment and train workers / volunteers in its correct use.

Possible PPE requirements may include:

• Hard hats where there is a risk of falling objects;
• Safety footwear where there is a risk of injury to feet;
• Hi-Visibility (Hi-Vis) clothing where working near moving traffic, e.g. coordinating movement of traffic during an event;
• Protective gloves when handling hazardous materials;
• Overalls where work is liable to be dirty;
• Protective aprons, goggles, rubber gloves when there is a risk of burns, chemical splash,
• Hearing protection when noise levels are excessive;
• Safety harness where there is a risk of falling.

Where personal protective equipment (PPE) has been identified as a requirement, it will be issued free of charge to workers / volunteers.

Risk Assessment

Under Regulation 3 of the Management of Health and Safety at Work Regulations 1999, it is a legal requirement to assess work related risks. The Charity will arrange suitable and sufficient assessments of the risks to the health and safety of workers, volunteers, members of public, contractors and anyone else who may be affected by the its activities. Any significant findings will be recorded and persons at risk notified.

The Ops and Exec Support Mgr will take the lead on ensuring that the relevant risk assessments are undertaken and documented. Assessments will be reviewed every twelve months as a minimum; following any change in working practice; work team; accident or incident and third-party claim. The Ops and Exec Support Mgr will also ensure that suitable and sufficient risk assessments are completed and communicated to employees.

The Ops and Exec Support Mgr will ensure that a health and safety risk assessment and check is made of almshouses residents’ dwellings at least annually, and provide advice and guidance, and subsequently arrange repairs.

Safety Instruction and Training

Employees will be given safety induction training to include:

• Fire precautions and fire safety procedures
• First aid and accident reporting arrangements
• Known hazards in the workplace and control measures in place

Training, Awareness and Competence

The Charity will ensure that employees are competent to perform tasks that may impact on health and safety. Competence is defined in terms of appropriate training and/or experience. Training procedures shall take into account differing levels of responsibility, ability, literacy and risk.

The CEO and Ops and Exec Support Mgr will determine specific health and safety training needs for employees. These training needs will be identified through legal obligations (e.g. first aid training); through risk assessment, e.g. manual handling; following accidents or incidents, or following the acquisition of new plant and equipment. All training records will be retained on file.

Safety Signs

Where a hazard cannot be eliminated, the hazard is to be highlighted by a safety sign. Safety signs are to conform to the Safety Signs and Signals Regulations 1996. In general, safety signs come in four categories: Prohibition, Mandatory, Warning, and Safe Condition.

Prohibition signs state that certain behaviour is not allowed (this one says “No Smoking Allowed”). They have a red circle on a white background and a red bar running from top left to bottom right, with a black picture of what is not allowed.

Mandatory signs show that a specific course of action must be taken (this one states that hearing protection must be worn). They have a blue circle on a white background with a white picture of what action you must take.

Warning signs provide a warning of a specific hazard (this one warns of “wet floor”). They have a black triangle on a yellow background, with a black picture of what the hazard is.

Safe condition signs provide information safe conditions (this one shows where you can obtain First Aid). They are normally square or oblong with a white picture or wording on a green background.

Safe Systems of Work

Where a risk assessment identifies a hazard that cannot be practicably reduced / eliminated, a Safe System of Work is to be compiled. The Ops and Exec Support Mgr will compile Safe Systems of Work.

Where tasks require access to hazardous areas, e.g. roof areas with unprotected edges, the Safe System of Work may require a Permit to Work system to be instigated. Contractors requiring access to the hazardous areas can be issued a permit to work or be tasked to raise the permit to work as part of their Safe System of Work.

Working at Height

Even falls from relatively low heights cause major injuries. If the feet are off the ground, then extra care is necessary to prevent injuries to employees. In addition, items dropped from height present a risk to those below.

The Work at Height Regulations 2005 were introduced specifically to address the high number of workplace injuries arising from these issues. Contractors working on installed equipment may also be at risk. Wherever possible, work at height will be avoided. Where it cannot be avoided, a suitable risk assessment will be completed for the activity and suitable equipment and procedures will be put in place to minimise risk. Where required, The charity will enlist the assistance of its Building Surveyors to complete a working at height risk assessment.

Particularly hazardous working at height activities, e.g. roof work, will be carried out by specialist contractors only. Such contractors will have been vetted and approved by USTSC.

Following the Ladders Code of Practice 2021, Step stools, ladders and stepladders will only be used for jobs of short duration where no other suitable means of completing the task is presented. Employees will be trained in the safe use of ladders / step ladders, and a risk assessment carried out for the task. The only ladders and stepladders approved for use will be those that conform to the Ladders Cod of Practice July 2021 which is EN131. BS2037 and BS1129 have been withdrawn, ladders originally made to these standards prior to their withdrawal may still be used (subject to following user instructions and guidance on safe use).

Ladders and stepladders will be subject to routine checks to ensure they remain in a safe condition.

Display Screen Equipment

USTSC accepts its responsibility under the Health & Safety (Display Screen Equipment) Regulations 1992. It is company policy that responsibility for the identification of “DSE users” and the risk assessment of workstations shall rest with a Director.

All “users” workstations, in the office and used at home working locations, will be subject to a risk assessment by the Line Manager with the assistance and co-operation of the user. The object of the assessment will be to identify any risks to health and safety of the user associated with the workstation and to specify such reasonably practicable control measures as may be necessary to eliminate the risks or reduce them to a satisfactory level. A record of this assessment must be kept. The record may be in writing or electronically stored.

Information and guidelines concerning the use of display screen equipment, hazards and controls to ensure compliance with the legal requirements are detailed in this section.

The main hazards associated with this equipment include:

• Work related upper limb disorders g. temporary fatigue or soreness in the hands, arms, shoulders, etc. occupational cramp, chronic soft tissue disorders such as peritendinitis or carpal tunnel syndrome.
• Prolonged static posture or awkward positioning.
• Temporary visual fatigue – poor positioning, poor legibility of screen or documents, lighting, screen image. Fatigue or stress.
• Photosensitive epilepsy.
• Environmental factors e.g. humidity, heating, ventilation, static electricity.

Employers must analyse workstations of employees who ‘habitually’ use DSE for a significant part of their work. USTSC use the HSE assessment. Analysis should include the hardware, the environment and factors specific to the individuals using the equipment. Their views should be sought as part of the assessment. Where risks are identified, the employer must take steps to reduce them.

All display screen equipment users should complete the checklist assessment annually:

Display screen equipment (DSE) workstation checklist (hse.gov.uk), provided online by the HSE Workstation assessments – Display screen equipment – HSE

Employers should ensure workstations meet minimum requirements concerning equipment, environment, interface between computer and users. Plan work so there are breaks or changes of activity. The length or number of these is not specified precisely in the Regulations, as the need for breaks depends how intensely and for how long the employee has been using the DSE. But short, frequent breaks are better than longer less frequent ones and ideally the individual should have some discretion over when they are taken.

All operators should be encouraged as far as possible to organise their working time so that display screen equipment work is interspersed with other activities, whilst maintaining an acceptable level of efficiency and productivity (e.g. five minutes away from the workstation for every hour worked).

When display screen equipment is selected/procured, consideration should be given to the health and safety aspects of its design.

All display screen equipment should be serviced regularly through portable electrical appliance testing (PAT testing) to ensure that health and safety standards are maintained throughout the equipment’s life.

Operator Selection

Any potential operator who suffers from photosensitive epilepsy must seek specialist medical advice before carrying out any work on a VDU.

Common tranquillisers e.g. Valium, Librium, etc., affect the speed of eye movements and could compound any eye strain problems. (Alcohol has a similar effect). Any potential operators being prescribed such drugs should consult their doctor to see whether such work will aggravate their condition.

Eye and eyesight tests

Employees who are covered by the Regulations can ask their employer to pay for eye and eyesight tests. This is a test by an optician/doctor. These employees are entitled to further tests at regular intervals – the optician / doctor doing the first test can recommend when the next should be. If as a result of the test corrective spectacles are required, for the display screen work of the employee, employees can ask their employer to refund up to a maximum of £40.00 for an eye test per annum and up to a maximum of £65.00 for spectacles specifically prescribed for office / VDU use, as and when your prescription requires you to obtain new spectacles. Any claim for spectacles should be accompanied by a receipt and correspondence from your optometrist confirming your specific needs for office or VDU use. If you choose to purchase more expensive eye tests and spectacles, the shortfall would be payable by you. No claim may be made for contact lenses.

If in the meantime an individual has visual problems which may be related to work with DSE the employer has to provide another test on request.

Guidance on equipment, environment and interface between computer and user

Work Organisation

Whenever possible, work should be arranged so as to prevent long periods of continuous viewing of the terminal by a single operator. Where work on VDU’s is continuous then suitable regular breaks should be incorporated into the work cycle (many organisations have agreed that a break should be taken after one-hour continuous viewing at VDU’s). Periods of work not involving viewing of the VDU integrated into the overall job cycle will also assist in preventing operator fatigue.

Display Screen

• The display screen should be set at right angles to the viewer’s line of sight and should be freely adjustable to suit the operator.
• Characters should be clear and easily legible, sharp and well defined, with a stable image.
• Screens should be cleaned at regular intervals using the manufacturer’s recommended method and should be free of reflected glare and reflections.
• Equipment will be regularly maintained in line with the Manufacturer’s recommendations in order that problems with display visibility do not occur.
• Wherever, possible, the operator should be able to adjust the brightness and contrast to suit the conditions.

Workplace Design

Seating:

Comfortable chairs should be provided for use with VDU’s which have both an adjustable backrest and adjustable seat height. The backrest should adjust both up/down and fore/aft in order to provide good lumbar support. Such facilities are crucial where the terminal is used by more than one person, and the ideal position is where the forearm is horizontal when operating the keyboard. For smaller operators, a footrest may be required to attain a proper seated position and a proper relationship to the work surface.

Viewing Distances:

Where VDUs are used in conjunction with documents (i.e. to transfer information) then to enable easy reading of both, the viewing distance (from the eyes) should be within the range 450mm to 550mm and should not exceed 700mm. The distance from the

eyes to the screen and from the eyes to the document should be approximately equal in order to minimise changes in focus.

Keyboard:

Text entry (“regular” typing) requires equal use of both hands for keying, so that keyboard should be directly in front of the operator, at a comfortable height and with sufficient space in front to provide support for the hands and arms. Data entry, however, usually requires one hand for typing and the other for such activities as maintaining a source document reference position or manipulating source documents for data entry; then the keyboard should be directly in front of the keying hand leaving a large area free for the activity of the other hand. The keyboard should, therefore, be detachable from the display screen, you should be able to tilt the keyboard and a document holder should be provided where necessary.

General:

Where the operator uses many documents, sufficient desk space should be made available. The desktop and equipment should have matt surfaces in order to prevent reflections and glare. Cables and wiring should not be allowed to trail over desks or across floors.

Environmental factors

Lighting:

A luminance of between 300 to 500 lux is recommended since this will permit the reading of source documents without impairing screen legibility. Alternatively, a supplementary desk light may be provided to assist the reading of source documents. External windows whose light may be provided to assist the reading of source documents. External windows whose light is reflected from the screen should be provided with curtains or preferably blinds in order to avoid glare.

Heating:

Heating standards for rooms in which VDU’s are located should be the same as those for general office work. (Overheated rooms may cause drowsiness and dryness in the eyes). All VDU’s generate heat and so where a number of terminals are in use in one room consideration should be given to the provision of additional ventilation. Consideration should also be given to humidity, to ensure an adequate level is established and maintained.

Noise:

Care should be taken at the planning stage to avoid irritation and stress to operators (and other staff in the vicinity) from printer noise. The extent to which this may be a problem will depend on the equipment chosen, the siting of it and the other observations being carried out; for example, the replacement of conventional typewriters by word processors may well reduce the overall noise level.

Software:

This must be suitable for the task, easy to use and adaptable to the operators’ experience / knowledge and must provide information in a suitable format and at a suitable pace.

Pregnant women and new mothers

Wherever the work process, substances or conditions are of a kind which could involve risk by reason of her condition, to the health and safety of a new or expectant mother or her baby, employers must specifically assess the risks posed to the woman or her baby.

Where it is assessed that there is a specific risk to mother, or baby, the employer shall take such specific actions as are reasonable to alter the woman’s working conditions or hours of work so as to avoid the risk.

Specific risks are identified as being:

• Physical agents such as vibration; manual handling; noise; ionising radiation; temperature extremes; postures or movements that cause mental and/or physical fatigue; air pressures above atmospheric
• Biological agents such as bacteria and other micro-organisms known to cause adverse human health effects, especially those known to cause abortion or physical/neurological damage
• Chemical agents such as mercury, lead, substances absorbed through the skin; cytoxic drugs; carbon dioxide; and chemicals labelled with the following risk phrases:
  • “possible risk of irreversible effects”
  • “may cause cancer”
  • “may cause heritable genetic damage”
  • “may cause harm to the unborn child”
  • “possible risk of harm to unborn child”
  • “may cause harm to breast fed babies”

USTSC use the HSE assessment on the HSE website for assessment purposes which can be found at: Risk assessment: Template and examples – HSE

It is important to document the process that has been followed to provide an audit trail to help demonstrate to the relevant inspection authorities that what you have done represents a suitable and sufficient risk assessment.

Physiological aspects of pregnancy

Certain physiological conditions occur during pregnancy that should be taken into account in the risk assessment.

These conditions include morning sickness, which may be relevant, where early morning starts are required, (for example attendance at design team meetings away from the office) or where there may be exposure to nauseating smells.

Backache is a common complaint, associated with posture and manual handling, which will become increasingly important as the pregnancy develops. Posture is also significant if varicose veins and haemorrhoids develop.

The amount of workspace required to allow the woman to work comfortably, her ability to perform manual handling correctly and safely, and her degree of mobility, dexterity and co-ordination may also be affected.

Many pregnant women have to make regular visits to the toilet so it is important that they can leave their work easily and that toilet facilities are readily accessible.

They will also suffer increasing tiredness and may be unable to work long hours, suitable rest facilities must be provided to allow a break from the demands of the job.

Rest areas should:

• Be large enough
• Have tables and chairs with back rests
• Be conveniently located close to sanitary facilities
• Allow a break from the demands of the job
• Be clean

Risk Assessment Procedure

On being notified of the pregnancy, the woman’s line manager will be advised.

The Line Manager shall be responsible for carrying out the risk assessment for that woman.

The mechanics of carrying out the assessment are the same as those set out in the “Risk Assessment – General Section” and the same hierarchy of controls should be applied.

Once completed the Risk Assessment should be distributed to:

• Personnel Department – for retention on the woman’s personnel file
• The woman
• A copy retained by the Line Manager

If it is not reasonable to alter the working conditions or the hours of work to avoid the risk, then the employer shall [subject to Section 46 of the Employment Protection (Consolidation) Act 1978] suspend the woman from work for so long as it is necessary to avoid the risk.

The Chief Executive should be consulted if it were deemed necessary to suspend any pregnant employee.

Nothing in the Regulations require the employer to take any action until she has notified her employer in writing that she is pregnant, has given birth or is breast feeding.

As with all assessments there is a need to keep them under review to ensure that they remain valid. This is of particular importance in the case of pregnant women whose ability to do certain tasks will change as the pregnancy develops. Frequent reviews of the assessment must be programmed.

Further information

Further guidance on how to comply with the requirements under the Management of Health and Safety at Work Regulations relating to pregnant women and new mothers can be found in HSE publication “New and Expectant Mothers at Work – A guide for Employers” HS(G) 122.

Young persons

In accordance with the Health & Safety (Young Persons) Regulations 1997, USTSC shall ensure that where young persons (under 18 years of age) are employed, they will be supervised by a competent person at all times. They must be protected from all risks that exist in the workplace as a consequence of their inexperience, immaturity and lack of awareness. Risk Assessments should be carried out in all instances as detailed in HS(G) 165 Young People at Work – a guide for employers.

Assessment of risk to young persons

When employing a young person under the age of 18, whether for work, work experience, or as an apprentice, employers have the same responsibilities for their health, safety and welfare as they do for other employees.

Before employing a young person an assessment of the risks posed to that young person, by the work activity must be carried out. Assessments already made under the management regulations should be reviewed wherever a young person is employed.

In making or reviewing the assessment the following should be taken into account:

• The inexperience, lack of awareness and immaturity of young persons
• The fitting out and layout of the workplace and the work station
• The nature, degree and duration of exposure to physical, biological and chemical agents
• The form, range and use of work equipment and the way in which it is handled
• The organisation of process and activities
• The extent of the health and safety training provided or to be provided to the young persons
• The risks from agents, processes and work listed in the Annex to Council Directive 94/33/EC (b) on the protection of young persons at work.

Line managers employing young persons are responsible for compliance with these requirements.

Information for young persons

Young persons must be provided with relevant information, in a form they can understand on:

• The risks to their health identified in the assessment
• The preventative and protective measures required to ensure their health and safety
• The procedures that have been put into place to deal with serious and imminent danger
• The persons nominated to implement evacuation procedures
• Risks notified to the employer by other employers whose undertakings may affect the employee’s health and safety

Employing a “Child” – Information to parents

Before employing any “child” employers must provide the parent of the child (or the person with parental responsibility or rights in relation to the child) with relevant information in a form they can understand on:

• The risks to health and safety identified in the assessment
• The preventative and protective measures required to ensure health and safety
• Risks notified to the employer by other employers whose undertakings may affect the employee’s health and safety

Before employing any “child,” the director responsible for health and safety must be consulted and arrangements made to provide the child’s parents with the information required by statute.

Supervision

In addition to the general duty for employers to provide adequate supervision of employees, where young persons are employed (or being given work experience) managers must ensure that a specific manager/supervisor is nominated to oversee/supervise the activities of the young person.

Further Information

Further guidance on how to comply with the requirements relating to young persons can be found in HSE in “Young Persons at Work – A Guide for Employers” HS(G)