Health and Safety Policy/Covid Policy

Section A:  Preface

  1. Introduction

Section B:  Policy Statements

  1. General Statement
  2. Responsibilities
  3. Health and Safety training
  4. Accident Reporting and Investigation
  5. Provision of Work Equipment and Machinery
  6. Hazardous substances
  7. Fire Precautions
  8. First Aid
  9. Noise and Hearing Protection
  10. Personal Protective Equipment
  11. Attendance at Customer Locations
  12. Contractors

Section C:  Safety Procedures and Safety Rules

  1. Duties and Responsibilities
  2. Training
  3. Accident reporting and investigation
  4. Work Equipment and Machinery
  5. Hazardous Substances
  6. Emergency Procedure
  7. First Aid
  8. Noise control
  9. Personal Protective Equipment
  10. Site safety rules for employees
  11. Site safety rules for contractors, visitors and trainees.
  12. Smoking policy
  13. Risk assessment

Section A:  Preface

A 1.  Introduction

In accordance with the Health and Safety Policy of the company, the instructions and rules defined within this document are issued for the guidance of all company employees,  learners’ and those other persons who could be affected by the company’s operations.  These are in addition to and support local rules and works instructions governing everyday work activities.

Employees and learners’ are reminded that no safety measure can entirely eliminate the risk of injury at work if individuals fail to take reasonable care of themselves and others, or disregard rules and regulations provided for their safety.

Employees and learners’ therefore have a duty to remain vigilant and aware of specific hazards within their working area and are reminded that a major cause of accidents and injuries at work is human error or failure.

The company may take disciplinary action against any employee or learner who wilfully disregards any of the company’s health and safety rules or who misuses anything provided in the interests of health, safety and welfare.

This Policy is issued in compliance with the company’s duty, outlined in the Health and Safety at Work Act, etc 1974, to ensure that all reasonable steps are taken to ensure the safety of employees, learners’  and those others who could be affected by the company’s activities.  The Act also places duties on employees and learners’ to take reasonable care to avoid injury to themselves or others, and not to misuse or interfere with safety equipment.

Section B:  Policy Statements

B 1.  General Statement

It is the policy of the Company that, so far as is reasonably practicable, every possible step will be taken to ensure the health, safety and welfare of all its employees, and learners’, at work.

In meeting its responsibilities under this policy, the Company recognises its duty to provide and maintain safe plant and equipment, safe systems of work, a safe workplace and a healthy working environment.

Management accepts the responsibility for ensuring that all information, instruction, training and supervision necessary to ensure the health and safety at work of all its employees and learners will be provided.  It is the Company’s policy to encourage and insist upon the co-operation of all its employees and learners by discussion and consultation with them and their representatives with a view to promoting and developing measures to ensure their health and safety at work.  All employees and learners will be encouraged to be active in carrying out this policy.

Every employee and learner has a clear and undeniable duty to take reasonable care for the health and safety of themselves and their fellow workers or other persons who may be affected by their actions at work.  It is the duty of every employee and learner to co-operate with any other employee or learner and the organisation to enable all statutory duties and requirements to be fulfilled.

The Company also accepts its responsibilities for the health, safety and welfare of other people who may be affected by its activities.

The Policy will be kept up-to-date by regular reviews to ensure that it matches any changes made in the nature of the company’s activities and in line with all current health and safety legislation.

B 2.  Responsibilities

The company’s health and safety policy has been adopted by the senior management, with the overall responsibility for its management and implementation resting jointly with the Directors.
In order to assist with the implementation of this policy, duties and responsibilities for various aspects of the policy and associated procedures are delegated to persons within the organisation.

These responsibilities are detailed in Section C  1.

B 3.  Health and Safety Training

The company shall ensure that all employees and learners receive sufficient health and safety training and job instruction to enable them to undertake their duties safely and without risk of injury.

Safety training forms an integral part of all company activities, from initial induction to all subsequent personnel development.  (See Section C 2).

B 4.  Accident Reporting and Investigation

The policy of the company is that all accidents and dangerous occurrences that either caused injury and/or damage to property or had the potential to cause injury or damage must be reported.  The company aims to investigate all such reports to determine the cause(s) and to subsequently alter its operational activities where possible to prevent a reoccurrence.

The form that the investigation will take and the method of recording the findings is defined in Section C 3.

B 5.  Provision of Work Equipment and Machinery.

The company shall provide for its employees and learners machinery and equipment which is suitable for its intended purpose, of sound construction and adequate strength, adequately maintained and serviced to ensure that it is kept in good repair and working order.

Special attention is given to the provision of guards where necessary to prevent access to moving and rotating parts, and for the isolation of the machinery and equipment before undertaking any form of maintenance activity.

Details of the control measures adopted by the company to ensure compliance with the Provision and Use of Work Equipment Regulations 1998 are given in Section C 4.

B 6.  Hazardous Substances

The Company shall assess the risks to health of its employees and learners from any hazardous substances that they may be exposed to in the course of their work, as required by the Control of Substances Hazardous to Health Regulations 1994 (COSHH), as amended.  Wherever possible the use of these substances will be kept to a minimum, either by elimination, substitution by a safer material or through the use of control measures.  The procedure for handling and controlling such substances is detailed in Section C 5.

B 7.  Fire Precautions

The company accepts its responsibilities towards its employees and learners under the Fire Precautions Act 1971 and the Fire Precautions (Workplace) Regulations 1997.
To meet these obligations the company will provide such equipment and training necessary to ensure their safety.

Details of the equipment and training provided are given in Section C 6

B 8.  First Aid

The company recognises and accepts the need for the provision of facilities, equipment and trained personnel, adequate to the nature of the work and activities being undertaken, in order to provide for the treatment of injury or illness to its employees and learners.  This provision extends to the treatment of minor injuries that do not require the involvement of a medically trained person.

Details of the facilities and arrangements for First Aid provided by the company in compliance with current legislation is given in Section C 7.

B 9.  Noise and Hearing Protection

It is recognised by the Company’s management that exposure to excessive noise may be damaging to the health of its employees and learners.  In order to minimise and control the risks to its employees and learners associated with noise induced hearing loss, the Company has established a set of controls.  These are designed to enable the Company to comply with the requirements of the Noise at Work Regulations 1989 and are detailed in Section C 8 of this document.

B 10.  Personal Protective Equipment

The Company will endeavour to protect its employees and learners from the hazards to which they may be exposed during the course of their work and training through the use of control measures such as elimination or substitution and engineering controls.

Where the nature of the work still produces a risk to the health and safety of its employees and learners personal protective equipment (PPE) will be issued as a last resort measure to control those risks. The PPE provided will be selected after assessing the risks and determining the appropriate items required.  Designated risk areas will be clearly defined with the appropriate signs and employees and learners will be required to comply with these measures.  These measures are outlined in Section C 9 of this document.

B 11.  Attendance at Customer Locations

Employees of the Company who have to attend customer locations in order to undertake any form of activity in connection with their work are required to work to the client’s site health and safety rules and conditions, as required within the general duties set out in the Health and Safety at Work Act 1974.

Supervision and training will be provided as necessary to enable Company employees to operate safely and effectively, with the minimum risk of injury to themselves or others.  Instructions and guidance are contained in Section C 10.

B 12.  Contractors and Visitors

The Company recognises its responsibilities towards contractors and visitors who may enter the company’s premises.  In order to minimise the risks to the safety of these persons, the Company has introduced a set of guidelines, as covered in Section C 11 of this document, designed to address the identified needs of these persons.

Visitors and Contractors must agree to abide by these rules and procedures as a condition of entry to the site and before any work can commence.

Section C:  Safety Rules And Procedures

The following section lists the safety rules and procedures that the company uses to implement its Policy on Health and Safety.  This list is not exhaustive and the company may add further rules or procedures as is deemed necessary to maintain the Policy and to minimise the risks to its employees, learners and others who may be affected by the company’s operations.

  1. Duties and Responsibilities
  2. Training
  3. Accident reporting and investigation
  4. Work Equipment and Machinery
  5. Hazardous Substances
  6. Emergency Procedure
  7. First Aid
  8. Noise control
  9. Personal Protective Equipment
  10. Site safety rules for employees
  11. Site safety rules for contractors and visitors
  12. Smoking policy
  13. Risk assessments

C 1. Duties and Responsibilities

The overall and final responsibility for health, safety and welfare within the Company rests jointly with the Directors.

In order to ensure that the Policy plays an active part in the Company’s operations the various members of staff within the Company are given duties and responsibilities as follows:

1.The Managing Director will:
  • Have overall responsibility for health, safety and welfare within the Company.
  • Appoint competent persons as necessary to ensure that the Company can meet its obligations under the Health and Safety at Work, etc Act 1974 and associated legislation and guidance.
  • Organise periodic reviews of the health and safety systems within the Company to ensure that it remains up to date.
  • organise periodic meetings within the Company, the purpose of which are to provide information to the employees and learners on health and safety matters and also to provide a forum for employees and learners to raise their concerns on such matters.
  • Prepare health and safety plans to ensure that health and safety matters are dealt with on a timely basis and that Company systems meet requirements.
  • Review training needs with respect to health and safety matters in conjunction with line management.
  • Ensure that all relevant statutory provisions and all other aids to safety are made known to the employees and learners.
2.  The other Directors will:
  • Ensure that all current health and safety legislation is borne in mind in all managerial decisions that occur from day to day.
  • Appoint competent persons as necessary to assist in compliance with duties under health and safety law.
  • Regularly inspect plant, equipment and operations within the Training Centre and offices, ensuring that all that is possible is being done to comply with current health and safety legislation.
  • Ensure that only safe working methods are employed and that unsafe methods are outlawed.
  • Ensure that all materials and substances used within the Training Centre and offices are handled, stored and used in a safe manner.
  • Ensure that all necessary personal protective equipment is issued to employees and learners and that the equipment is used in accordance with the site safety rules.
  • Be responsible for general housekeeping.
  • Ensure that all employees and learners are aware of the emergency procedure to be used in the event of a fire.  Also to ensure that all employees and learners are aware of the hazards of fire and smoking restrictions for the site.
  • Ensure the safety of all non-employees in the Training Centre and offices.  These will include plant maintenance specialists, contract electricians, joiners, learners, visitors and other similar persons.  All such persons are only allowed into the Training Centre or offices with the permission of the Directors or a nominated member of management. The Directors must also ensure that such non-employees do not make the workplace unsafe for Company employees or learners.
3.  Employees and learners will:
  • Be reminded that they also have a responsibility to ensure not only their health and safety but also that of their colleagues and other persons who could be affected by their actions.
  • Co-operate with Management so far as is necessary to enable the Company to comply with current legislative requirements.
  • Comply with any safety rules and restrictions that apply in the workplace.
  • Wear the appropriate personal protective equipment provided.  They are responsible for checking that it is not damaged, obtaining replacements as necessary, keeping the items clean and for storing the items safely when not in use.
  • Not interfere or misuse anything provided in the interests of health, safety or welfare.
  • Report any health and safety problems immediately to their immediate line manager.
  • Use tools and equipment correctly in accordance with their training.  Employees should not use any equipment if they have not received the appropriate training.
  • Keep their own work area and other areas used by themselves in a reasonably clean and tidy state.
  • Report any accidents, however minor, and obtain the appropriate treatment.  They must co-operate with any accident investigations to prevent a recurrence.
4.  Non-employees will:
  • Ensure that they are booked onto and off site by the manager or person bringing them into the company.
  • Comply with any instructions given in the interests of their health and safety, including the observation of any warning signs and their requirements.
  • Wear the appropriate personal protective equipment for the area they are in and the nature of the work being performed.
  • Report any accidents immediately to their site contact.
  • Take reasonable care of their own health and safety and that of DETA employees through their actions and working methods.

C 2.  Health and Safety Training

All employees shall receive health and safety instruction to enable them to perform their duties in both a safe and efficient manner.

Health and safety training will form an integral part of any normal job training programme.

Basic training will include:

A. Safety Policy All employees and learners will be instructed in the company’s health and safety policy, their duties and responsibilities in relation to that policy, and any relevant safety rules and procedures.

B. Induction New employees and learners must be informed on the first day of their employment/training of the company’s health and safety policy.  The Induction programme will include:

  • site safety rules
  • fire prevention
  • action in the event of an emergency
  • accident reporting procedure
  • first aid arrangements
  • PPE
  • consultation / hazard reporting procedure

C. Specific Training All employees and learners must be trained and instructed in the safe working method for all tasks and equipment used  within the company.

Only those employees and learners that have demonstrated their competence are allowed to operate equipment or perform tasks without close supervision.

Approved external training will be arranged where the internal skills / resources are insufficient to satisfy the requirement.

D. Training Needs The Managing Director will review the skill / resource requirements for the company on a regular basis and arrange appropriate training as necessary.

E. Refresher Training Refresher training will be arranged as necessary to promote health and safety awareness or to renew / update specific skills.

C 3.  Accident Reporting and Investigation Procedure

a). Accident Reporting:
  1. All accidents, however minor and dangerous occurrences must be reported to the Directors via your line manager as soon as possible after the event.
  2. All injuries must be recorded in the accident book, together with details of any First Aid treatment given.
  3. Senior management will review the details of each incident and decide if further reporting to the HSE is required, in line with the requirements of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
  4. Where any employee or learner is incapacitated from work and is likely to be off work for three or more days then management must be informed so that RIDDOR requirements can be complied with in these cases.
  5. Reporting to the HSE will in the first instance be by fax or telephone, followed by a written report on the prescribed form F2508 within the required 10 days.
  6. Where a learner is incapacitated from work and is likely to be off work for three or more days then management must be informed so the Funding Authority can be notified.
b). Accident Investigation :
  1. The Directors are responsible for investigating all accidents and incidents.
  2. The investigation must take place as soon as possible after the incident, the aim being to determine the cause(s), based on the evidence obtained, and to take action to prevent a reoccurrence, rather than to assign blame for the event.
  3. Employees, learners or non-employees must not interfere or otherwise change the scene of an accident or incident pending an investigation unless the area has to be made safe to prevent a further incident.  In these circumstances the management must be informed of the actions taken so that this can be taken into account in the investigation.
  4. Employees, learners and non-employees are required to co-operate with any investigation and to provide information when requested to aid the investigation.  A written statement may be requested, in which case the employee, learner or non-employee will be provided with a copy of the statement for reference.
  5. Witness statements, photographs and sketches may be used to accompany any report produced.  Witness statements should be limited to facts and accounts of the witness’ own actions, and should not include personal opinions.
  6. Accident investigation reports and follow-up actions will be reviewed as part of the regular management review of the health and safety policy.

C 4.  Provision of Work Equipment and Machinery

  1. The Company is responsible for ensuring that all machinery and equipment used by its employees and learners is safe to use and fit for the purpose for which it is intended, as required by the Provision and Use of Work Equipment Regulations 1998.
  2. All machinery must be provided with emergency stops or power cut-offs to enable the items to be stopped safely in the event of an incident and to allow for maintenance and servicing to be carried out safely.
  3. Employees and learners are only allowed to operate equipment and machinery for which they have received adequate training and instruction, to ensure that they and their colleagues are safe whilst the equipment is being used.
  4. Employees and learners are required to stop using any equipment that is not running correctly and to report the problem to management so that it can be corrected.
  5. The Company is responsible for ensuring that equipment used is maintained and serviced regularly to avoid safety problems.  A log is kept of all maintenance and servicing carried out for reference purposes.

C 5.  Hazardous Substances

  1. The Directors shall maintain a list of all hazardous substances permitted to be used on the company’s premises.  This list will be reviewed as part of the annual management review to ensure that it is kept up to date.
  2. A current material safety data sheet must be available for each item on the list for reference by the employees and learners as necessary.
  3. The management shall assess the risks to health of the substances and their usage and determine the appropriate control measures and working procedure to enable them to be used safely.  The assessments shall be recorded and reviewed regularly to ensure that the controls are maintained.
  4. Employees and learners are required to use the substances in accordance with the appropriate work instructions and any training and instruction received.  When using a substance for the first time, employees and learners are advised to read the data sheet carefully as well as the operating instructions to ensure that they are aware of the correct handling procedure for the particular material.  Any queries must be resolved with the Directors before using the material or substance.
  5. All substances must be stored safely, in accordance with the supplier’s instructions and the safety data sheet.  The original containers should be used in preference but if this is not possible then the container chosen must be suitable for the purpose and be correctly labelled to indicate the substance and the hazards associated with it.
  6. Appropriate ventilation and personal protective equipment, where specified in the operating instructions, must be used at all times.
  7. Excess material and any waste should not be returned to the original container to avoid the risk of contamination.  All wastes and used containers must be disposed of by an approved method.  These will be determined by the management and any queries should be directed to them.
  8. Any spillages must be cleaned up immediately and any waste generated disposed of correctly.
  9. Any adverse health effect on an employee or learner must be reported immediately to management and recorded (see Section C 3.).

C 6.  Emergency Procedure

a) Action in the event of discovering a fire:
i) During normal working hours:
  1. Sound the alarm by any means possible.
  2. Telephone the emergency services, giving details of the company and its location, and the nature of the emergency.
  3. Ensure that all personnel assemble at the assembly point for roll-call and that all personnel are accounted for.
  4. Only tackle the fire if it is safe to do so and you have been trained in the selection and use of fire extinguishers.
  5. If tackling a fire you must ensure that you have a safe means of escape in the event that the fire gets out of control.
  6. If in doubt await the Emergency Services, keeping away from the danger area.  On their arrival direct them to the fire.
ii) Outside normal hours :
  1. Sound the alarm by any means possible in case anyone else is in the building.
  2. Telephone the Emergency Services, giving details of the company and its location, and the nature of the emergency.
  3. Wait for the Emergency Services to arrive and direct them to the site of the fire.
  4. Contact the Managing Director to alert him to the incident.
b) Action in the event of a fire alarm.
  1. Stop work immediately.
  2. If it is safe to do so switch off any equipment and machinery, and close all doors and windows.
  3. Check your work area to make sure that all persons present are aware of the alarm.  Escort all visitors to the nearest exit.
  4. Do not run but evacuate the building by the nearest or safest route as quickly as possible.
  5. Report to the nominated person at the assembly point for roll-call.
  6. Do not leave the assembly area or re-enter the building without express permission from the Director in charge.
  7. Remain calm and quiet until directed to leave the assembly point or to return to work.
  8. Assume that all alarms are the real thing and take the above action unless you have previously been notified by management that it is a test.
Assembly Points

Workshop – Car Park

C 7.  First Aid Procedure

The company has sufficient trained personnel to deal with minor injuries that may occur in the course of work.  In the event of a more serious injury then arrangements will be made to contact appropriate professional assistance.

  1. All First Aiders must respond promptly to a request for assistance by an injured person.
  2. Hygiene requirements must be observed prior to giving any treatment for an injury.
  3. Brief details of the treatment given must be entered in the accident book alongside the incident entry.
  4. If the nature of the injury is beyond the capabilities of the First Aider then the First Aider should summon an ambulance and arrange for transfer of the casualty to the hospital.  Such action must be brought to the attention of the Managing Director as soon as possible.
  5. First Aiders are required to attend for retraining as necessary to ensure that their certificate remains valid and current.
  6. The First Aid box must be kept tidy and fully stocked.  Items used must be reported to the Directors so that replacements can be obtained.  Only items permitted under the current legislation and guidance are allowed to be kept in the First aid box.
  7. In the event of further treatment being required then the Managing Director, or a nominated deputy in his absence, will inform the relatives of the casualty of the nature of the incident and to which hospital enquiries can be made.
  8. The names of the nominated First Aiders and the location of the First Aid Box is stated on the company first aid notices.

C 8.  Noise and Hearing Protection

  1. The Company recognises its responsibilities towards its employees and learners under the Noise at Work Regulations 1989.  Procedures have therefore been established to identify the source of any problems and for controlling and reducing the exposure to harmful noise.
  2. The Company acknowledges that the successful implementation of noise control measures can only be achieved through the full co-operation of its employees and learners.  Employees and learners are therefore required to comply with any instructions or signs indicating that suitable protective measures must be used in the designated areas.
  3. The Company will arrange for a regular noise survey to be carried out by a suitably trained and competent person.  The results will be used to determine and update the control measures operated by the Company.
  4. The Company will endeavour, wherever it is reasonably practicable, to eliminate noise at source by the introduction of new technology and/or engineering controls.  Where this is not possible then procedures and PPE will be specified to assist in protecting its employees.
  5. The Company will provide adequate information, instruction and supervision to minimise the risks to health to employees and learners from noise.  This will cover both the control measures and the PPE supplied.  For the latter this will cover the correct use of the items, maintenance, storage and replacement.
  6. Where the noise level exceeds 85 dB(A) but is less than 90 dB(A) for the working day then suitable hearing protection will be available on request.  Where the noise level exceeds 90 dB(A) then hearing protection zones will be defined and signed (in accordance within the requirements of the Health and Safety (Safety Signs and Signals) Regulations 1996).  All persons entering such designated areas must wear the appropriate hearing protection at all times.
  7. Employees and learners failing to comply with the mandatory protection requirements may be liable to disciplinary action.
  8. The employees and learners are responsible for looking after any equipment supplied and for its maintenance.  Any problems or loss must be reported to management and replacement items obtained where necessary.
  9. The Company may institute audiometric testing for selected employees and learners to monitor the effects of noise on employees and learners health.

C 9. Personal Protective Equipment

  1. Risks to the health of employees and learners through the procedures and operations used by the Company will be assessed by management and reviewed as necessary to ensure that the assessments remain valid.
  2. If the control measures defined as a result of the risk assessments require that personal protective equipment (PPE) be used as part of the control strategy then the appropriate items will be made available to the employees and learners by the Company.
  3. The works instruction or method statement will be amended to indicate the PPE to be used and the times at which it is to be worn.
  4. The employees/learners line manager/trainer or a nominated deputy will be responsible for the issue of then required PPE as well as training the recipients in its correct use, storage, maintenance and replacement as appropriate.  The limitations on its use will also be covered.
  5. Employees and learners are responsible for complying with works instructions and signs designating hazard zones requiring PPE use.
  6. Employees and learners are responsible for checking that the PPE is not damaged before use and for reporting any defects.  They are also responsible for looking after the items issued to them and to ensure that replacements are obtained as necessary to ensure maximum protection.
  7. Discarded and disposable items must be placed in the appropriate waste container.

C 10.  Site Safety Rules for Employees

  1. Employees and learners are required to only use equipment, machinery and substances in accordance with the training and instruction received.
  2. Employees and learners are required to stop work and report any problems to management to avoid risks to their health and safety.
  3. Employees and learners are required to respect company property and any items issued to them and to ensure that it is looked after.
  4. As part of their duty of care employees and learners are required to stop other persons from acting in a dangerous manner either to themselves or others. If the person concerned fails to respond then this must be reported to management immediately so that the appropriate action can be taken.
  5. Employees and learners must familiarise themselves with the emergency procedures and act quickly in the event of an emergency.

C 11. Site Safety Rules for Contractors and Visitors

a)  Contractors
  1. Prior to commencing work on Deta 2000 Ltd premises all contractors must agree to abide by the site rules as a condition of working on the site.
  2. The person engaging the services of the contractor(s) must ensure that the person(s) involved are fully aware of these requirements and that they have signed to accept the conditions.
  3. All contractors personnel must undergo a site induction on the occasion of their first visit to the site to ensure that they are aware of the hazards they may be exposed to, emergency procedures and any rules or restrictions that may apply to the work to protect Deta 2000 Ltd, employees, learners or other persons that could be affected.
  4. Any equipment brought onto site must be safe and suitable for the intended purpose.  Evidence of maintenance and servicing may be requested to prove that the equipment is satisfactory.
  5. Method statements may be required prior to any work commencing so that management can assess the risks of the intended work for its employees, learners and operations.
  6. Material Safety data sheets will be required for all hazardous substances intended to be used on the company’s premises to enable COSHH assessments to be made.
  7. Contractors will be required to keep their work area clean and tidy and to ensure that access routes are maintained.  Unless specifically authorised by Company management waste generated by the contractors must be removed from the site and disposed of correctly, not placed in the Company’s waste bins and skips.
b)  Visitors
  1. All visitors to the premises must report to the main Gate-house and record their presence on site.
  2. Visitors must be accompanied by a Deta 2000 Ltd, employee while they are in the building to ensure that they do not stray into a hazardous area.
  3. In the event of an alarm, the visitor must comply with any instruction given by a Deta 2000 Ltd, employee to ensure that they are evacuated safely and accounted for at the roll – call.
  4. Learners must follow the rules that are laid down to protect themselves and others from harm or injury all learners must be issued with a set of rules at induction stage and any queries answered.

C 12 Smoking Policy

It is the policy of Deta 2000 Ltd., that states there must be no smoking anywhere other than in a designated area, the areas set aside for smoking are clearly signed and under cover.

Anyone that is found to be smoking in an area that is outside of a designated area for smoking will be dealt with under the Deta 2000 Ltd disciplinary procedure.

C 13  RISK assessments

Risk assessments will be undertaken by the Company Directors or their nominated deputies.

The findings of the risk assessments will be reported to line managers via the Operational Management Meetings.

Actions required to remove/control risks will be approved by the Director.  The Director will ensure that all identified actions are completed and that risks have been reduced.

Assessments will be reviewed annually or when work activities change, whichever is sooner.

Completed risk assessments will be retained for five years in the Company Risk Assessment File.

The Health and Safety (Young Persons) Regulations 1997

Our company is aware that a “young person” means any person who has not attained the age of eighteen.

Our general policy towards the protection of young persons shall follow the regulations in the manner described below;

Our company shall ensure that young persons employed by us or who are participating in work experience are protected whilst at work from any risks to their health or safety which are a consequence of their lack of experience, lack of awareness of existing or potential risks or their immaturity.

Our company as a matter of policy shall not employ a young person for a work task;

  • which is beyond physical or psychological capacity
  • which involves harmful exposure to toxic, carcinogenic substances and substances affecting reproduction
  • which involves harmful exposure to radiation, noise, vibration or extremes of heat or cold
  • where risks are unlikely to be recognised due lack of experience or training or insufficient attention to safety.

These prohibitions do not apply to young persons;

  • who are over the minimum school leaving age
  • where the work done is necessary for their training
  • when they are under proper supervision by a competent person
  • providing the risks are reduced to the lowest level possible.

When making or reviewing risk assessments particular account is taken of the;

  • layout of the workplace and workstations
  • nature, degree and duration of exposure to physical, biological and chemical agents
  • form, range and use of work equipment and the way in which it is handled;
  • organisation of work processes and activities;
  • extent of the health and safety training to be provided

COVID 19 POLICY   22/06/2020


DETA engages with members of the general public to provide tertiary education, regulated vocational training and conference facilities. As a result, there is a high footfall of people travelling to, from and throughout our premises. Social contact can take place for an extended period of time and in some instances in close proximity. This poses challenges when trying to control the spread of COVID-19.

We will implement arrangements that provide an ongoing solution throughout this crisis. We will raise our awareness of how to stop the spread of COVID-19, implement a Social Distancing Policy, routinely assess risk, adhere to all control measures and commit to making fundamental changes to normal practice.

All persons are advised, in advance, NOT to attend any of our premises if they are showing any COVID-19 symptoms.

In light of the pandemic, it is necessary for us to change our traditional approach to training, conferences and events. To continue to provide a high level of service we will be adapting our facilities to protect the wellbeing of our staff, apprentices, delegates and visitors. We will provide all attendees with a robust induction to ensure that everyone understands what is required of them before they attend the training centre. This induction includes the attached policy and other interactive tools made available on our website. We will supply joining instructions for all delegates and learners, which will advise that if you feel unwell and are displaying any symptoms of COVID-19, that you should inform us as quickly as possible and you should not attend the training.
DETA is committed to maintaining ‘COVID-19 Secure’ guidelines and we will adhere to the ‘5 steps to working safely’ as released by the UK government. We will also align ourselves with recent guidance for the education setting as released by the Department for Education. maintaining-education-and-skills-training-provision-further-education-providers

Roles and responsibilities
Leaders, managers and staff will review the strategy fortnightly to ensure continuing effectiveness, and adhere to all governing bodies’ guidance. All persons attending our sites will be held accountable for and must comply with this strategy.

People who feel unwell while attending DETA
In the event that a person feels unwell, with even the mildest symptoms, they will be sent home. If the person is waiting to be collected, they will isolate in a well-ventilated room, with signs to restrict access. If this is not possible, they shall be asked to wait in a well-ventilated area at least 2 metres away from other people. If they need to go to the bathroom while waiting to be collected then they should use a separate bathroom. The isolation room/area and bathroom shall be thoroughly cleaned and disinfected using the appropriate cleaning products.
Should the person then test positive for coronavirus they must use the NHS Test and Trace. However, we will also inform all persons they made contact with at DETA. The class or group within their setting shall subsequently be sent home and advised to self-isolate for 14 days.

Training courses
In order to manage the volume of persons attending our premises, training schedules and class sizes will be reduced. Travel around our premises shall be limited by implementing one-way routes and dedicated access/egress points. Delegates shall be managed in their classes and throughout their course, including at break/rest periods. By maintaining smaller class sizes, the risk to others shall be reduced by eliminating unnecessary contact with high volumes of people, limiting the risk of direct or indirect transmission. Areas shall be clearly marked to identify restricted, limited or dedicated access zones. Delegates will be asked to comply in full with our social distancing control measures, or risk being removed from the course/premises. Equipment required to deliver the course (i.e. tools, diagnostics, laptops) will be disinfected before use and equipment will not be shared. Cleaning materials have been made available and are as near to equipment/workstations as possible.

Social Distancing Policy
Access/egress of premises, including car parking
Each parking bay is a minimum of 2.4 metres wide and customers are advised to reverse park and only attempt to park when there is suitable space available. Park within the designated space and leave enough room for others to safely exit their vehicle. Please be patient and wait until the driver next to you is at a 2-metre distance before you leave your vehicle.
Once on the premises, you will notice that the entrance to each site has been redesigned to incorporate social distancing measures. Please enter the designated holding point and move between each indicated 2-metre space. At the entrance to each of our premises you will be invited to enter and sanitise your hands. You will then make your way to a check-in desk, provide your name and the course you are to attend, and we will confirm your attendance and provide clear directions. Please only enter the premises a few minutes before the course/appointment start time. If you arrive at our premises prior to this then wait in your vehicle or safely outside. DETA will no longer provide a dedicated waiting area to support early arrivals. All courses and appointment times will be staggered to allow for safe access/egress from the premises.
There will be no physical interaction, i.e. handshakes or signing in. The passing of documents must only be done if they have been sanitised and are dry. Lanyards/visitors passes will no longer be provided. All attendance should be by appointment only. We have removed pens and stationery from reception. We have appointed key support staff to assist access/egress of persons, to avoid choke points/bottlenecks. You will be invited to sanitise your hands upon exit. Please exit safely, at all times allowing for a 2-metre distance. Please drive in accordance with the onsite speed limit and if you have a passenger, ensure that the vehicle is well ventilated.

Welfare and catering
Catering facilities and staff canteens shall remain closed during social distancing restrictions. Break times shall be staggered and coordinated across course schedules to ease access to toilets and smoking areas. Please adhere to these times in order to achieve social distancing. Also, please note that you must follow the guided walkways to access these facilities, which means a longer route to make at break times. Self-service facilities shall be removed (i.e. coffee and snack vending machines) and attendees will have to provide their own food and drink throughout the day. If plates, glasses or cups are required, you will be allocated them and use those same items throughout the duration of your course.

Expectations will be clearly communicated with dedicated posters, floor markings and signs. We will also use our website to clearly set out all expectations and measures. Communications will be easy to follow and will highlight everyone’s requirements. On arrival at our premises, dedicated hosts will be available to guide and assist visitors. Delegates will receive joining instructions which are adapted to convey, in advance, the course start times, classroom name and changes to our premises. During the booking process, attendees shall be asked to confirm that they DO NOT have any symptoms of COVID-19, have NOT tested positive and have fulfilled any 7- or 14-day isolation periods if necessary.

Cleaning staff have been suitably trained to deliver a deep and thorough clean of our premises at the end of each day. Routinely throughout the day, we will also undertake a deep cleaning of toilets and regular disinfecting of frequently used surface areas/touchpoints.
All workstations will be disinfected by staff at the start and end of the day. Staff have been made aware that they are responsible for cleaning their own work area, tools, vehicles and equipment throughout the day. This routine should also be in place when staff change over work zones/shifts.

Any waste generated from people that are symptomatic, or in an area where people have been symptomatic, should be double-bagged, tied securely and set aside for 72 hours before disposal, in accordance with government guidance.

Personal hygiene
We require all persons to maintain good personal hygiene at all times. Persons are asked not to wear a neck tie as part of business attire. The COVID-19 virus may remain viable on items of clothing for up to 72 hours, so please wear freshly laundered clothing and routinely launder clothing throughout the course duration – this includes jackets/outerwear.
Tissues, blue roll and other items used to catch a sneeze/cough must be discarded promptly and thereafter, hands washed for a minimum of 20 seconds. Avoid touching your eyes, nose or mouth.
Handwashing is imperative in limiting the risk of spread/contamination. All persons should be encouraged to regularly wash their hands throughout the day, and this should be prioritised over the use of hand sanitisers.
Hand sanitiser stations are set up at main entry/exit points and in other key areas/zones. Hand sanitiser contains a minimum 60% alcohol content in order to be effective. Stock levels will be monitored and replenished routinely from our approved procurement streams. Important: please note that hand sanitiser is flammable and should not be used by anyone working with hot surfaces or heated equipment. If it is used, it needs to have fully evaporated before continuing with any routine works that involve heat. Keep hand sanitiser away from heat, hot surfaces, sparks, open flames and other ignition sources, and do not smoke/vape if hands are not completely dry.
Personal protective equipment (PPE)
The majority of staff shall not require PPE, other than that deemed necessary for existing job requirements. All learning techniques that would compromise social distancing shall be restricted wherever possible (non–essential). PPE will be made available only if absolutely necessary.

Face covering
Wearing a face covering or face mask in an education setting is not recommended under current government guidelines. Face coverings may be beneficial for short periods indoors where there is a risk of close social contact with people you do not usually meet and where social distancing and other measures cannot be maintained – for example, on public transport or in some shops. This does not apply to schools or other education settings. We therefore do not require staff, apprentices, delegates and visitors to wear face coverings. Through personal preference you are welcome to wear a face covering; however, it must be worn in line with government advice. Before and after putting it on you must thoroughly wash your hands, and limit the times you touch your face. If the covering is reusable, you must wash regularly at 60°C. Face coverings should not be worn, in any circumstances, by those who may not be able to handle them as directed (i.e. young children). Poor handling may inadvertently increase the risk of transmission.

Field assessing/advising staff
Training managers across all disciplines shall assess and amend practices, updating learning outcomes to reflect alternative learning techniques that shall promote social distancing. All trainers, assessors, development coaches and health and safety advisors, prior to returning to work, shall be inducted on changes to their respective departments, roles and any individual requirements. Staff employed in traditional field-based roles, where possible will work from home. Where this is not possible due to essential works, visits to third parties shall be assessed to ensure staff can carry out works safely and in compliance with government guidelines. All third-party venues shall be subject to a review by our health and safety advisors, and will be advised to provide us with their social distancing policy and a dedicated COVID-19 risk assessment to ensure that our staff are safe while on their premises.

Centre-based staff
We have established a blended work model for sales staff – office-based rotation and working from home. Our sales teams will also manage processes via email/telephone and remotely via supporting software applications. Face-to-face meetings shall remain prohibited during social distancing restrictions. Office environments shall be so spaced to allow for 2-metre social distancing with desks set up to support side-by-side or back-to-back work methods. Printers are set up to prohibit job retention to avoid keypad use. All equipment required for each job function will be disinfected before use and equipment should not be shared (including vehicles). Cleaning materials have been made available and are as near to equipment/workstations as possible.
Meeting rooms should not be used (where space access is restrictive). Use Teams/Skype (where available).

Document signing and cash handling
The requirement for signatures (both handwritten and digital) should be minimised and proof should be gathered by other means such as via email, a photograph or another suitable alternative that remains compliant. Employees should use their own pen and customers should be offered a new pen. Document signing at an apprentice’s or client’s workplace should follow a similar process. Employees should wear gloves and place signed documents in a clear wallet that is wiped down between exchanges. Ask the customer to use their own pen and always step back 2 metres between exchanges.
Bank transfers should be encouraged wherever possible and the handling of cash eliminated or reduced significantly. Cash should be handled using protective gloves and sealed safely in a cash deposit bag. Then use a disinfectant wipe to clean the bag and allow it to dry. Ask a colleague to place the bag in the safe – do not touch the bag with your gloves on once cleaned. Carefully remove the gloves and thoroughly wash your hands for 20 seconds before handling any other items.

First aid provisions
If you need to help an individual who is symptomatic and may have COVID-19, wherever possible, place the person away from others. If there is no separate space or it is unsafe to move the injured person, ask others who are not involved in providing assistance to stay at least 2 metres away. If barriers or screens are available, these may be used. Wear disposable gloves and a fluid repellent surgical face mask, face visor and disposable apron before helping them. Wash hands thoroughly before and after treatment. If there is blood or bodily fluids, segregate the area wearing PPE and place a spill kit or cover with paper towels. Contact the facilities team to arrange professional cleaning as necessary. Should CPR be required, it is recommended that you do NOT provide rescue breaths and perform chest compressions only. If a decision is made that rescue breaths are necessary, use a one-way face shield, which should be disposed of in line with guidance for medical waste. Thereafter, the first aider should monitor themselves for symptoms and self-isolate for 14 days, if necessary.

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