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At GEM Hereford we are committed to the health and safety of our staff, students, and visitors. Ensuring the safety of our community is of paramount importance and this policy reflects our dedication to creating a safe learning environment.
We are committed to:
Legal framework
This policy has due regard to all relevant legislation including, but not limited to, the following:
This policy has due regard to national guidance including, but not limited to, the following:
This policy operates in conjunction with the following school policies:
The governing board and board of directors of GEM Hereford, in conjunction with the headteacher, will:
The headteacher will:
The health and safety officer will:
Supervisory staff and/or department heads will:
All members of staff will:
Students will:
The school will ensure that staff are provided with the health and safety training they need for their job. This may not always mean attendance at training courses; it may simply involve providing staff with basic instructions and information about health and safety in the school.
Staff will be provided with regular training opportunities and have access to support where needed. Staff are expected to undertake appropriate CPD in order to further contribute to the running and success of the school.
Staff will be trained on how to:
Where relevant to their role, staff will receive specific training in:
First aid
The school will act in accordance with the First Aid Policy at all times. The school will ensure that ample provision is made for both trained personnel and first-aid equipment on-site.
The school will carry out a first aid needs assessment in order to help inform the First Aid Policy and to assess the first aid needs appropriate to the circumstances of the school.
When conducting a first aid needs assessment, the school will consider:
The school will teach Health Education to students, including basic first aid, such as dealing with common injuries.
The school will teach Health Education to students, including further first aid, such as how to administer CPR and the purpose of defibrillators.
The headteacher will ensure that there is an appropriate number of first aid trained staff members working within in each classroom.
Please see GEM Hereford First Aid Policy for more information.
The headteacher will certify that procedures for ensuring safety precautions are properly managed are discussed, formulated, and effectively disseminated to all staff.
Staff will contact the emergency services in an emergency. Staff will alert their colleagues to the incident, if it is safe and appropriate to do so, using two-way radios.
Where an ambulance is called for a pupil, staff will contact the pupil’s parent. Where necessary, all students will be evacuated from the building and taken to the designated emergency assembly point.
Staff will be aware of any students who have PEEPs. Staff will be responsible for the safety of students and responding to any questions from the emergency services, as best they can.
All accidents and incidents, including near-misses or dangerous occurrences, will be reported as soon as possible to the health and safety officer using the standard Accident Report Form.
The health and safety officer will be responsible for informing the headteacher if the accident is fatal or a ‘major injury’, as outlined by the HSE.
More in-depth information concerning reporting accidents and near-misses can be found in the following sections of this policy.
The school will always record and report work-related injuries to staff members or students.
Reporting significant accidents
Significant accidents, as defined in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, will be reported to the HSE at the earliest opportunity.
The school will always report ‘specified injuries’ to the HSE without delay. These injuries include the following:
Additional reportable occurrences include the following:
The school will also report occupational diseases upon receipt of a written diagnosis from a doctor that a staff member has a reportable disease linked to occupational exposure. These include the following:
Work-related stress and stress-related illnesses will not be reported since they are not usually just one distinct event. RIDDOR stipulates that to be reportable, an injury must have resulted from an accident arising out of or in connection with work.
The school will only report accidents that are:
Reporting procedures
Should an incident require reporting to the Incident Control Centre (ICC) (part of the HSE), the health and safety officer, or a person appointed on their behalf, will file a report as soon as is reasonably possible. The person will complete the relevant report on the HSE website. The school will not submit written accident reports to the HSE, except for in exceptional circumstances. The school will report all accidents and injuries online where possible using the above web address. Fatal and specified injuries, as outlined in section 9, may only be reported using the telephone service on 0845 300 9923, open Monday to Friday 8.30am to 5pm.
Reporting hazards
Staff, students, contractors and visitors have a legal duty to report any condition or practice they deem to be a hazard. In most cases, reporting should be conducted verbally to the site manager as soon as possible, who will then inform the headteacher as appropriate. Serious hazards will be reported using the appropriate form available in the school office.
Accident investigation
All accidents, however minor, will be investigated by the health and safety officer and the outcomes recorded. The length of time dedicated to each investigation will vary on the seriousness of the accident. After an investigation takes place, a risk assessment will be carried out, or the existing assessment amended, to avoid reoccurrence of the accident.
The health and safety officer will undertake monthly evaluations of all reported incidents. They will then identify patterns and trends in order to take corrective action and minimise the reoccurrence of any incident or illness.
The school’s procedure for actively monitoring its system will include:
The headteacher has overall responsibility for ensuring potential hazards are identified and risk assessments are completed for all areas in the school. The health and safety officer will be consulted when risk assessments are being carried out.
Termly assessments of high-risks areas, such as laboratories, will be undertaken. Annual risk assessments will be conducted for all other areas of the school. Risk assessments will consider the needs of staff, students, visitors and contractors. Risk assessments will identify all defects and potential risks along with the necessary solutions or control measures.
Risk assessments will be reviewed if:
The school will record any significant findings of any risk assessments, including the following:
The school will appoint an educational visits coordinator and ensure they receive the training necessary to carry out the role. Where there is no educational visits coordinator, the headteacher will perform this duty. The educational visits coordinator will ensure risk assessments are completed by staff leading day trips or residential stays.
A Risk Assessment Policy will be developed.
In line with HSE guidance, control measures are in place to effectively control slip and trip risks. The school utilises the following procedure:
The school will remain especially vigilant to the following hazards:
All staff fully understand and effectively implement the fire evacuation plan, which will be implemented in the event of a fire.
The headteacher is responsible for certifying that procedures for ensuring that safety precautions are properly managed will be discussed, formulated and effectively disseminated to all staff. Staff will receive fire safety training to ensure they understand the procedure for fire drills and the use of fire extinguishers.
The school will test evacuation procedures on a termly basis. Firefighting equipment will be checked on an annual basis by an approved contractor. Fire alarms will be tested weekly from different ‘break glass’ fire points around the school, and records will be maintained and held in the school office. Emergency lighting will be tested on a six-monthly basis, and records will be maintained and held in the school office.
The evacuation of visitors and contractors will be the responsibility of the person they are visiting or working for.
The school will implement its Fire Safety Policy to ensure that staff, students and visitors are safe and aware of the potential risks of fire.
For the purposes of this policy, “sharps” is defined as sharp objects such as needles, scalpels, razor blades and broken glass which pose a risk of an accidental penetrating injury or laceration or puncture to skin.
Sharps are not likely to be found commonly on school premises; however, staff will be vigilant towards the following circumstances in which sharps may be found:
In the context of this policy, offensive weapons are not considered sharps. Offensive weapons will be handled in line with the School Security Policy.
Handling and disposing of a sharp
All staff members will receive health and safety training as part of their induction, which will be refreshed as necessary. This training will include:
Where an individual brings a sharp onto the school premises, e.g. a needle to manage a health condition, they will be responsible for its disposal. The use of needles for medication for an individual on the school premises will be managed in line with the Administering Medication Policy.
The headteacher will ensure that all students are informed that, where they see a sharp, they must alert the nearest staff member immediately and avoid touching the sharp.
Where a sharp is found, the nearest staff member will move all students away from the area in order to prevent accidental injuries and will guard the sharp while alerting another staff member to bring the sharps retrieval kit. Sharps retrieval kits will contain:
Sharps boxes will be marked ‘Danger: Contaminated Sharps’ and ‘Destroy by Incineration’. They will be kept off the floor and out of the reach of students. Sharps boxes must not be filled above the designated fill line on the outside of the box. Once filled, boxes will be sealed immediately and removed by a clinical waste contractor or a specialist collection service.
The staff member will check the surrounding area carefully to ensure that no other sharps are in the vicinity. Where the sharp cannot be removed immediately, e.g. due to a delay in obtaining the sharps retrieval kit, the nearest staff member will place a cone or box on top of the sharp to prevent anyone from touching or finding it.
The following procedure will be followed in the event that sharps are found on the school premises:
Sharps injury
First aid staff will be trained in handling sharps injuries, and will adhere following guidelines in case of injury from a contaminated sharp:
Injuries will be handled in line with the First Aid Policy.
The school will follow the procedure outlined in the Invacuation, Lockdown and Evacuation Policy and in PEEPs in the event of a crisis.
All staff fully understand and effectively implement the school’s Bomb Threat Policy.
In the event of an emergency, the procedures outlined in the Bomb Threat Policy, the Invacuation, Lockdown and Evacuation Policy, the Evacuation Procedure, and the appropriate Lockdown Procedure will be followed.
All staff are trained in handling bomb threats and have easy access to instructions of the procedure, which can be found in the Bomb Threat Policy.
The procedures outlined in the Visitor Policy and the Contractors Policy will be implemented by relevant staff when receiving visitors to the school.
Anyone hiring the premises will be made aware of their health and safety obligations when making the booking.
Contractors will be responsible for the health and safety of their employees and for ensuring safe working practices. They will not constitute a hazard to staff, students or visitors to the school.
When undertaking construction or maintenance work, the school will do so in accordance with The Construction (Design and ManaGEMent) (CDM) Regulations 2015. Construction work means the carrying out of any building, civil engineering or engineering construction work, including:
The headteacher will ensure that all construction and maintenance projects have a formally appointed principal designer and principal contractor. The headteacher will liaise with the principal contractor to identify if the scope of the project means that it should be notified to the HSE. The headteacher will also ensure that:
The headteacher will hold weekly progress meetings with the project team to ensure that all members are carrying out their roles as required. Where the project is for a new workplace or alterations to an existing workplace, it must also meet the standards set out in The Workplace (Health, Safety and Welfare) Regulations 1992.
The school will provide employees and students who are exposed to a hazard at the school, which cannot be controlled by other means, with PPE where appropriate. All staff and students will be provided with protective eyewear in all workshops and laboratories. Visitors will also be supplied with PPE when appropriate.
Staff and students will use the PPE provided, and care for it according to the instructions and training given. Supervising staff will ensure PPE fits the wearer properly. Where more than one item of PPE must be worn, the items should be compatible and remain effective. PPE will not be worn if wearing it causes a hazard greater than the hazard it is intended to protect the wearer from.
Students will report any loss or defects to their class teacher, who will report it to the site manager for repair. Damaged PPE will not be used and will be disposed of in line with the manufacturer’s instructions if it is not possible to repair.
Thorough risk assessments will be carried out by the health and safety officer to determine the suitable PPE to be used for each hazard and these are reviewed on a regular basis.
Staff and students will receive appropriate health and safety training to ensure they know how to properly use, maintain and store PPE, and how to detect and report faults. Equipment manuals are readily available and warning signs are clearly displayed in areas, and on equipment, where PPE is mandatory. When not in use, PPE will be properly stored, kept clean, and in good repair.
The school will cover the costs of purchase, cleaning and repair for all clothing that is:
The SBM will keep a record of all expenses related to PPE and uniform for HR and finance purposes. In accordance with HM Revenue and Customs (HMRC), the school will pay any tax and national insurance on uniforms and PPE that are not exempt. Using a P11D form, the school will report the cost of the following to HMRC, unless they are exempt:
The school will not report the above to HMRC if it is provided as part of a salary sacrifice arranGEMent. If the school follows either of the below procedures, we will not report uniform costs as detailed in section 17 to HMRC:
The school will always use PPE in line with UK Health Security Agency guidance.
If the school purchases clothing for employees, or lends it to them, we will:
If employees purchase non-durable clothing, e.g. rubber gloves, and the school reimburses them, the school will:
If employees pay to have clothing cleaned or repaired, the school will:
The value of clothing for tax and reporting will depend on whether the school has given or lent clothing to employees. If clothing is given to employees, the school will use the higher of the following to work out the value of clothing for tax and reporting purposes:
If clothing is lent to employees, the school will use the higher of the following to work out the value of clothing for tax and reporting purposes:
Manual handling - Manual handling can prove hazardous when it has the potential to cause a musculoskeletal disorder. This can be due to repetition of the action, the force and/or posture involved in the completion of a handling task, and/or a person’s ability to hold or grasp the particular item in a safe and balanced manner.
The school will, as far as practicable, will reduce the need for members of staff to carry out any manual handling tasks that involve a risk of injury. Where manual handling tasks are necessary, the school’s Manual Handling Risk Assessment will be implemented. The control measures will be monitored to ensure they are reducing the risk of injury and being implemented correctly.
The capability and circumstances, e.g. age, of staff will be taken into account where manual handling tasks are required. Where there is an unacceptable risk of injury or harm, no manual handling tasks will take place.
All members of staff will receive manual handling information and training as needed.
In order to manage these risks, the school will implement and follow its Manual Handling Policy.
Working at heights - Policy and procedures concerning employees working at heights will be addressed in the Working at Heights Policy. Staff members are required to sign statements confirming that they have received, read and understood the policy, prior to being allowed to work at heights.
Lone working - Policy and procedures concerning employees’ lone working will be addressed in the Lone Worker Policy. Staff members will be required to sign statements confirming that they have received, read and understood the relevant policies, prior to being allowed to undertake lone working.
Stress manaGEMent - Staff will be aware of the symptoms of stress, including sleeping problems, dietary problems, mood swings, feeling lethargic, fatigue, emotional problems, chest pains and elevated heart rate, lack of focus, inability to concentrate and increased sweating. Staff members who suffer from any of these symptoms are advised to consult their GP as soon as possible. All staff wellbeing matters are managed in line with the Staff Wellbeing Policy.
Display screen equipment - Display screen assessments will be carried out by the health and safety officer for teaching staff and administrative staff who regularly use laptops or desktops computers. Further policy and procedures concerning display equipment are addressed in the Display Screen Equipment (DSE) Policy.
The school will ensure that staff and students can expect that any equipment they use is suitable for its intended use and is properly maintained. Inspectors, or a trained health and safety technician, will inspect the following equipment for health and safety issues annually:
It will be the responsibility of the health and safety officer to ensure new equipment meets the appropriate standards and conforms to all health and safety requirements. A health and safety technician will be consulted if necessary.
Any portable electrical equipment will be visually inspected daily by the site manager and undergo PAT at intervals suitable for the type of equipment and its frequency of use.
The school will act in accordance with the school’s COSHH Policy at all times.
The school will only purchase hazardous materials from a reputable source, making sure that the relevant material safety data sheet (MSDS) is provided by the retailer on delivery. The school will only order supplies of hazardous materials when existing stocks are no longer adequate, and in quantities that are no larger than necessary. No chemicals or other hazardous materials will be used without the permission of the headteacher.
The health and safety officer will be responsible for ensuring all products that may be hazardous to health are risk assessed before being used, taking into account the advice on the relevant MSDS or Hazard – the latter is provided from CLEAPPS, recognised by Ofsted and HSE as a definitive basis for undertaking practical work safely.
The site manager, in liaison with the health and safety officer, will ensure that the relevant control measures and appropriate guidelines are put in place to manage the risks identified in risk assessments. Control measures will be checked and reviewed by the site manager on a termly basis to ensure continued effectiveness, even when they are known to be reliable.
The headteacher will ensure that at least two staff members are suitably trained in the handling of hazardous chemicals and materials.
All equipment, materials and chemicals will be held in appropriate containers and areas conforming to health and safety regulations. Hazardous substances will be labelled with the correct hazard sign and contents label. Storage life will be considered by teachers and business manager. All COSHH and ionising radiations regulations will be adhered to.
Low-toxic products, such as corrective fluid and aerosol paints, will be stored securely and only used under supervision in a well-ventilated area. Dust and fumes will be safely controlled by local exhaust ventilation equipment.
No staff member or pupil will ever be put at risk through exposure to any hazardous substance used in our practical curriculum. No potentially hazardous materials will be used in lessons without the approval of the health and safety officer. The health and safety officer will ensure staff are appropriately trained to use hazardous materials.
Where a substance has a workplace exposure limit, control measures will ensure that exposure is below the limit.
The site manager will keep an up-to-date inventory of all the hazardous chemicals and materials held at the school. A termly audit of hazardous materials will be undertaken by the site manager with routine surveillance to ensure that they remain safe to store. Unwanted or surplus chemicals and materials, including those that have become unsafe, will be disposed of by a registered waste carrier, in accordance with school procedures.
In accordance with HSE guidance, an asbestos manaGEMent survey was undertaken. As a result of the asbestos manaGEMent survey, risks were identified and dealt with on a priority basis. This survey will be undertaken again following any changes of use to a location or prior to any significant building work.
Further details concerning the manaGEMent of asbestos can be found in the Asbestos ManaGEMent Policy.
Contract cleaners will be monitored by the site manager. The standard required will be clear in the service level agreement held with the contracted cleaners. Special consideration will be given to hygiene areas.
Waste collection services will be monitored by the site manager. Special consideration will be given to the disposal of laboratory materials and clinical waste.
The headteacher is responsible for ensuring that the school is at a safe temperature for staff and students to work in. The school will adhere to the provisions as outlined in The Education (School Premises) Regulations 1999, which state the following:
The school will actively prevent the spread of infection through the following measures:
The school will keep up to date with national and local immunisation scheduling and advice. All students’ immunisation status is checked at school entry and at the time of any vaccination. The school encourages parents to have their children immunised.
All staff will be subject to a full occupational health check before starting employment at the school.
The school will ensure that arranGEMents are in place to minimise any health risks, e.g. flu, by ensuring hygiene standards are maintained and students and staff are not permitted in school if they are unwell. Staff and students displaying signs of infection will be sent home and recommended to see a doctor.
Further information concerning the schools’ policies and procedures addressing infection control can be found in the Infection Control Policy.
The school’s Allergen and Anaphylaxis Policy will be implemented consistently to ensure the safety of those with allergies.
Parents will be required to provide the school with up-to-date information relating to their children’s allergies, as well as the necessary action to be taken in the event of an allergic reaction, such as any medication required. Staff will also be required to provide the headteacher with a list of their allergies. Information regarding students’ and staff members’ allergies will be collated and stored securely.
Under The Human Medicines (Amendment) Regulations 2017, the school is able to purchase adrenaline auto-injector (AAI) devices without a prescription, for emergency use on students who are at risk of anaphylaxis, but whose device is not available or is not working. The school will purchase spare AAIs from a pharmaceutical supplier, such as the local pharmacy.
The headteacher and catering team will ensure that all pre-packed foods for direct sale (PPDS) made on the school site meet the requirements of Natasha’s Law, i.e. the product displays the name of the food and a full, up-to-date ingredients list with allergens emphasised, e.g. in bold, italics or a different colour. The catering team will also work with any external catering providers to ensure all requirements are met and that PPDS is labelled in line with Natasha’s Law. Further information relating to how the school operates in line with Natasha’s Law can be found in the Whole-School Food Policy.
Staff will receive appropriate training and support relevant to their level of responsibility, in order to assist students with managing their allergies.
Further information relating to the school’s policies and procedures addressing allergens and anaphylaxis can be found in the Allergen and Anaphylaxis Policy.
The school’s Supporting Students with Medical Conditions Policy will be read, understood and adhered to at all times. Staff will receive necessary training in supporting students with medical conditions.
The school will obtain notification from parents regarding any medication that students are required to take. Only trained staff will administer medication. The school’s Administering Medication Policy will be followed at all times. A record will be kept of any medication that students take – this will be checked prior to administering any non-prescription medication.
The school is a non-smoking premises and no smoking will be permitted on the grounds. The school’s Smoke-Free Policy will be read and understood by all staff. All staff, students, visitors and contractors will be made aware of the policy.
Steps taken to reduce security risks will be addressed in the School Security Policy.
CCTV systems will be used to monitor events and identify incidents taking place. CCTV systems may be used as evidence when investigating reports of incidents. CCTV footage is personal data, so will be handled in accordance with the school’s Data Protection Policy.
Money will be held in a safe and banked on a weekly basis to ensure large amounts are not held on site. Money will be counted in an appropriate location, such as the school office, and staff should not be placed at risk of robbery.
Staff and students will be responsible for their personal belongings and the school accepts no responsibility for loss or damage. Thefts will be reported to the police and staff will be expected to assist police with their investigation.
All staff will be expected to take reasonable measures to ensure the security of school equipment being used. Missing or believed stolen equipment will be reported immediately to a senior staff member.
The school will install access control and security measures to ensure the safety of the school, e.g. security glazing on windows. The school will ban individuals from the premises if they pose a risk to any member of the school community. The school will consider any risks that are posed by their local context, e.g. recent arson attacks.
The school will act in accordance with the Adverse Weather Policy where the weather could pose a risk to individuals on school site.
The headteacher, in liaison with the governing board, will make a decision on school closure due to severe weather on the grounds of health and safety. If a closure takes place, the governing board will be promptly informed.
Health and safety policy and procedures concerning school trips and visits, including trips abroad, are contained in the school’s Educational Visits and School Trips Policy.
A ‘near miss’ is an event not causing harm but has the potential to cause injury or ill health.
If staff members, students, contractors, or visitors see or are involved in a near miss, they will report it in order to allow consideration of how to prevent a possible accident happening in the future.
Reporting will be conducted verbally to the health and safety officer as soon as possible, who will then inform the headteacher as appropriate.
The school will report near misses that constitute as dangerous occurrences to the HSE. A ‘dangerous occurrence’ includes any incident which results in requiring hospital treatment or further attention.
All accidents and near misses, however small, will be reported and investigated by the health and safety officer and the outcomes recorded. The length of time dedicated to each investigation will vary depending on the seriousness of the accident.
After the investigation takes place, a risk assessment will be carried out, or the existing assessment amended, to avoid reoccurrence of the accident.
The effectiveness of this policy will be monitored continually by the headteacher and the governing board and the board of directors of GEM Hereford. Any necessary amendments will be made immediately.
The next scheduled review date for this policy is stated on the version control rubric found of the front cover of this policy.
The school will establish a monitoring system that is backed up by performance measures and this will be reviewed following an incident.
