Handcrafted Policy - User contributions [en]

Complaints Policy

2026-05-05T15:26:54Z

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to Chair of Trustees.

At Handcrafted, we are committed to continually improving the quality of our services and ensuring that every individual we support receives the best possible experience. We welcome feedback and take all complaints seriously, viewing them as valuable opportunities to learn and enhance our work.

This policy outlines the process for raising complaints, ensuring they are handled fairly, transparently, and in a timely manner. Confidentiality will be maintained throughout, and appropriate support will be provided to those making a complaint.

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!Chair of Trustees
|-
|'''Last review and approval'''
|31/05/2023
|}

== Complaints from occupants of Handcrafted supported housing ==
Handcrafted encourages residents of our supported housing to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness. A complaints procedure forms part of the [[Standard Licence Agreement]].

Complaints can be made for a number of reasons:
* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Failure to provide adequate support
* Problems with the accommodation not being resolved in a timely manner

Confidentiality will be maintained throughout the complaints procedure. Only those staff that need to know about the complaint will have access to details.

=== In the first instance ===
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard and the ethos of listening first that we aspire to cultivate with all supported housing residents.

Supported housing residents are seen by support workers at least twice a week and regularly contacted, giving the opportunity for any concerns to be raised and addressed.

=== Formal complaints ===
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level. Contact details for Hub Leads and Managers are given in Appendix A.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centres or local advocacy group.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

=== Appeals ===
If a complaint cannot be resolved satisfactorily or the occupant is unhappy with a decision, they can appeal further to CEO Dan Northover or Project Manager John Hinton to look into the matter. Handcrafted staff will support occupants to appeal in writing if they wish to do so or support them by arranging an opportunity to speak to the CEO or Project Manager.

== Advocacy and escalation ==

=== Independent advocacy ===
Handcrafted recognises that making a complaint can sometimes feel daunting or difficult. To ensure that clients, carers, and family members can access the complaints system fairly and confidently, we will, where appropriate, support them to access independent advocacy services.

* '''Citizens Advice Bureau''' provides free, confidential, and impartial advice that can help individuals express their concerns and navigate the complaints process. Local offices can be found via: https://www.citizensadvice.org.uk
* Other suitable advocacy services may be identified depending on the circumstances and needs of the complainant, for example specialist advocacy groups relating to disability, mental health, or housing. Handcrafted staff can provide guidance and contact information on request.

=== Escalation to the ombudsman ===
If a complaint cannot be resolved through Handcrafted’s internal complaints procedure, it may be escalated to the appropriate external body.

* '''The Charity Commission for England and Wales''' regulates Handcrafted as a registered charity (Charity No. 1146188). They can consider complaints where there is evidence of serious risk of harm, mismanagement, or misconduct in the administration of the charity.
Website: https://www.gov.uk/complain-about-charity

=== Appeals ===
As already noted in the Complaints Policy, appeals regarding complaint outcomes may be directed to the CEO of Handcrafted in the first instance. However, where appropriate, complainants are encouraged to seek support from independent advocacy services and have the right to raise their complaint with the Charity Commission.

== Complaints from other members of the public ==
From time to time, members of the public may wish to make a complaint about one of the properties we manage or the occupants of the properties.

Complaints may include:

* Noise disturbance at a property
* Health and safety hazards posed by the state of a property
* Concerns about criminal activity
* Other antisocial behaviour by occupants

=== What can be done ===
Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness.

When occupying Handcrafted Supported Accommodation, licencees agree to keep the property to a certain standard and to adhere to rules of behaviour. Some complaints may therefore result from breaches of this agreement. Where this is the case, Handcrafted makes a measured, proportional response that may range from agreeing a documented management plan with clear outcomes, through to issuing verbal or written warnings, proceeding eventually to termination of the licence agreement.

=== In the first instance ===
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard and the ethos of listening first that we aspire to cultivate with all residents and members of the public.

Members of the public who have concerns are invited to contact the local Hub Lead who oversees the property by phone or email (Contacts provided in Appendix A) to have a conversation about the concern and see if it can be quickly resolved.

If this is not satisfactory, a formal complaint can be lodged.

=== Formal complaints ===
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level. Contact details for Hub Leads and Managers are given in Appendix A.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

=== Appeals ===
If a complaint cannot be resolved satisfactorily or the member of the public is unhappy with a decision, they can appeal further by emailing or writing to CEO Dan Northover or Project Manager John Hinton to look into the matter.

== Contact details for complaints: ==

{| class="wikitable"
|+ Contact Details for Complaints
|-
! Location !! Contact Person !! Address !! Phone !! Email
|-
| '''Handcrafted Chester-le-Street''' || Paul Baddams || 143c Front Street, Chester-le-Street, DH3 3AU || N/A || clshub@handcrafted.org.uk
|-
| '''Handcrafted Durham''' || Lorraine Jones || Unit 7 Skillion Business Centre, Littleburn Industrial Estate, Langley Moor, Durham, DH7 8HG || 0191 378 1562 || durhamhub@handcrafted.org.uk
|-
| '''Handcrafted Gateshead''' || Neil Toomey || The Shakespeare, 88/96 Fife Street, Deckham, Gateshead, NE8 3RR || 0191 676 0499 || gatesheadhub@handcrafted.org.uk
|-
| '''Director of Operations''' || John Hinton || Unit 7 Skillion Business Centre, Littleburn Industrial Estate, Langley Moor, Durham, DH7 8HG || N/A || john@handcrafted.org.uk
|}

Confidentiality Policy

2026-05-01T17:11:38Z

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to CEO.

The purpose of this Confidentiality Policy is to lay down the principles that must be observed by all Handcrafted staff and trainees who have access to person-identifiable information or confidential information. You need to be aware of your responsibilities for safeguarding confidentiality and preserving information security as part of the duty of care we all have to our trainees and residents.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!CEO
|-
|'''Last review and approval'''
|03/08/2024
|}

== Principles ==
* Because of the nature of our work, you will frequently encounter sensitive information that requires discretion and confidentiality. There will, however, be certain disclosures that you may not be able to keep to yourself and occasions when keeping absolute confidentiality may be impossible.
* Medical, legal and counselling professionals can offer greater confidentiality than we can, but still within the limits below. Any of our trainees who is concerned for their privacy can speak to such people instead.

The balance of public interest favours the prevention and detection of serious crime over the protection of confidences. Murder, manslaughter, rape, treason, kidnapping, child abuse or other cases where individuals have suffered serious harm may all warrant breaching confidentiality. Serious harm to the security of the state or to public order and crimes that involve substantial financial gain and loss may also fall within this category.

In contrast, theft, fraud, or damage to property where loss or damage is less substantial would generally not warrant breach of confidence. (DH, 2003a: 35).

The best practice guidance of the BACP (British Association for Counselling and Psychotherapy) advises that information that could prevent serious harm to individuals is passed on as appropriate to the relevant authorities.

If people are likely to disclose sensitive information, you should in the first instance encourage them to make the disclosure directly to a professional or relevant authority or get their consent to pass it on to either your line manager, the Safeguarding Officer or to relevant authorities such as the police or emergency services. This could be because of one of the reasons listed in 1.3 above, but also if:

* it will have a significant and negative effect on the wider community (e.g. physical or mental health, moral or relationship issues)
* You as a worker need support and advice
In addition to the principles outlined here, staff are reminded that maintaining professional boundaries is essential to safeguarding confidentiality and trust. Staff must not seek or accept personal benefit through their role. Please see the [[Conflict of Interest Policy]] for further guidance.

== Practice ==

=== Breaching Confidentiality ===
If you have decided that you must share sensitive information about identifiable individuals, you must take care you do so gently and respectfully and that you:

* Communicate verbally, not by electronic, digital communication
* Involve the minimum number of people on a 'need-to-know' basis
* Disclose only the minimal amount of information necessary in the first instance
* Disclose only for reasons you best perceive to be the good of the individual or public interest.

==== How and when to ask for consent and anticipate a disclosure ====
We are in a position of trust and people may assume that we will keep their confidences under all circumstances.

You should be clear when talking to trainees and residents that about the possible exceptions to confidentiality. In a one-off or unexpected situation, people about to disclose something very personal and private often look and sound awkward. Observe their body language and, if needed, interrupt them. You can say, ‘''I’m so sorry to interrupt, but if you might be about to disclose something very sensitive, I want to explain that there are some things I am obliged by law to pass on if I know about them''’.

==== How to decide what to pass on and to whom ====
If it is a ‘Safeguarding’ issue then follow safeguarding guidance and only contact the Safeguarding Officer or their deputy.

Safeguarding is a term used to denote measures to protect the health, well-being and human rights of individuals, which allow people — especially children, young people and adults at risk — to live free from abuse, harm and neglect. (See the Handcrafted Safeguarding Policy for more information)

You should make secure notes of facts but ask no leading questions.

Otherwise, ask if they have told anyone else and establish what their support network is. From that, you can tell whether appropriate people are available to support them.

If you are at all unsure about what to do, talk to your line manager or someone more senior without including any information that could identify the individual you are concerned about. Together you can decide what to do next.

==== Information you might want to pass on but are not required to ====
After a very private disclosure, there will be times when you think it would be helpful for others to know, and yet, you know you are not obliged by law or advised by this policy to pass it on. In these cases, discuss with the individual why you believe this and encourage them to share it or permit you to share it.

You can still talk with your line manager about any case anonymously if you need further support and advice.

==== Allegations of historic sexual abuse ====
Widespread media attention on the subject of historic sexual abuse has given greater confidence to individuals who were victims of abuse in the past to come forward. You may find that someone makes a disclosure to you.

In such cases, your priority is to support that individual in making the allegations known to the relevant authorities and/or accessing professional help if they wish.

* Allow them to speak and don’t ask leading questions
* Do not show surprise or alarm or attempt counselling
* Make a private and secure written record of the conversation
* Ask them whether they would like to take the issue further or what they would like you to do with the information.

If possible ascertain if there is an ongoing safeguarding issue (e.g. if the individual concerned is likely to be an active risk to other people) - in such cases, you may need to contact the Safeguarding Officer for the reasons outlined above.

=== Use of Social Media Platforms for Work ===
Trainees and residents, or their friends or family members may ask to be your "friend" on Facebook or another social-media platform. In some cases, where using a social-media messaging service is an effective way to contact someone who is difficult to reach, or where social-media updates could give early warning of someone being at risk, this could be seen as positive.

Nevertheless, the privacy afforded by social media channels and third-party apps varies and is subject to frequent changes that are nearly impossible to monitor and control and which may lead to the unintended disclosure of a vulnerable individual's personal information. It is important for all staff and trainees to be aware of this when responding.

There is no expectation that staff would or should become friends with residents, trainees, their friends or family, on social media. This is a matter of your personal discretion, with the following conditions:

==== Privacy Protection ====
Be aware that posts made through personal online accounts that are public can be seen and may breach Handcrafted policy if they bring the organisation into disrepute. This includes situations when you could be identifiable as a Handcrafted employee or volunteer whilst using social media, or occasions when you may be commenting on Handcrafted-related matters in a public forum.

If you accept contact requests from any individual who engages with Handcrafted services or has a friend or relative engaged with our services, you must ensure that your other contacts are not visible to them. This is to protect the identity of other people with whom you have contact who may also be trusting you with their information.

''i.e. on Facebook, you must set the privacy option to "hide" your friends.''

It is also advised that you protect personal details about your life outside of Handcrafted (e.g. where you live).

==== Protected Individuals ====
Some of the people who use Handcrafted services are particularly at risk and it is vital that we protect their identity and/or do not inadvertently reveal their whereabouts. This includes individuals who are housed in women's refuges, those who are under witness protection, and people who are known to be on the Sex Offender's Register. You are strongly advised not to associate with them via social media platforms.

==== Accountability ====
If you are unsure how this applies to a particular individual and you are in any doubt, make sure you agree on an approach with your line manager and record the decision.

You don't have to add somebody to your contacts just because other team members have done so. Exercise particular caution if you feel under pressure or manipulated to add anybody.

You are encouraged, as a matter of good practice, to make people aware of the privacy implications if possible before accepting their invitation to connect.

==== Lending your device ====
Do not allow somebody else to 'borrow' your device without your close supervision, even for 'a quick phone call' or 'to check email'.

==== Failure to comply ====
Be aware that failure to comply with the above conditions may lead to action under the [[Disciplinary Policy and Procedures]], up to and including dismissal.

=== Referral Contact Details ===
{{Safeguarding contacts}}

Equal Opportunities Policy

2026-05-01T17:11:08Z

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to Chair of Trustees.

Handcrafted is committed to creating an inclusive and diverse workplace. We strive to create an environment where all individuals are respected and valued regardless of age, culture, gender, race, ability, sexual orientation, or any other form of identity. We are committed to fostering a culture of inclusivity, respect, and acceptance, and to creating a safe and diverse workspace for everyone.

We encourage everyone to be open and honest about their experiences and to share their perspectives with others. We want everyone to feel included and welcomed.

This policy outlines our commitment to creating a safe and inclusive environment for all and should be read in conjunction with [https://www.legislation.gov.uk/ukpga/2010/15/contents The Equality Act 2010].

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!Chair of Trustees
|-
|'''Last review and approval'''
|05/06/2024
|}

== Our Policy ==
This policy sets out the commitment of Handcrafted Projects, its Board of Directors and senior management to promote equality of opportunity and work to eliminate unlawful and unfair practice in the workplace.

This policy defines our commitment to creating a working environment free of bullying, harassment, victimisation, and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions, of all who work to provide and those who use our services, are recognised and valued.

We value our staff and trainees and recognise the contribution they make to our organisation, and we are committed to providing equality for all irrespective of:

* Age
* Disability
* Race including colour, nationality, ethnic or national origin
* Gender
* Religion or belief
* Sexual orientation
* Gender reassignment
* Civil partnership or marital status
* Pregnancy and maternity
* Criminal record

Our staff and trainees will also be protected from discrimination if:

* They are associated with someone who has a protected characteristic, for example a family member or friend
* They’ve complained about discrimination or supported someone else’s claim

We will work to ensure that all our staff and trainees, as well as those who apply or seek to apply to work with us, will be treated fairly and will not be subjected to discrimination on any of these grounds and will feel respected and able to give their best.

== Our commitments ==
We will:

* Not tolerate any discrimination or harassment based on an individual's identity
* Strive to create an environment where everyone feels respected and valued
* Provide equal opportunity and access to resources and opportunities regardless of identity
* Ensure that all individuals have the same chance to succeed and advance
* Accommodate individuals with disabilities or needs to the best of our ability
* Strive to create a workplace that reflects the diversity of our community
* Provide training and resources to foster an understanding of diversity and inclusion
* Actively seek to recruit and retain a diverse group of individuals
* Celebrate the contributions of a diverse group of individuals
* Hold ourselves and others accountable for creating a culture of inclusivity and respect
* Promote a productive and harmonious workplace where there is mutual respect and where harassment and bullying are not tolerated
* Prevent unlawful discrimination, direct and indirect and victimisation
* Comply with our legal obligations
* Oppose and avoid all forms of unlawful discrimination. This includes in:
* pay and benefits
* terms and conditions of employment
* dealing with grievances and discipline
* dismissal
* redundancy
* leave for parents
* requests for flexible working
* selection for employment, promotion, training or other developmental opportunities
* Take seriously and address any breaches of this policy

== Equality Action Planning ==
Dan Northover has overall responsibility for the implementation of this policy. Line Managers, Project Managers and Training Supervisors are accountable for delivering the equality commitments in their areas of responsibility and all staff and trainees are expected to promote and abide by the policy.

To implement this policy, we will:

* Include appropriate equality objectives and responsibilities in each job description
* Provide our staff with the necessary knowledge and skills to help ensure that our workplaces are free from discrimination and harassment
* Train all those who are responsible for recruitment and selection, whether for vacant posts, promotions or training opportunities
* Regularly review our employment policies and procedures to ensure they do not unlawfully or unfairly discriminate
* Gather equality information on our workforce and those who use our service using regular anonymous surveys that have multiple choice questions for staff role, ethnicity, gender, age, physical health conditions, mental health conditions, lived experience, and socio economic background
* Make all necessary reasonable adjustments and consider options for flexible working
* Work to make our workforce more representative and where possible, undertake lawful, positive action
* Seek commitments from our suppliers that they are taking steps to promote equality and eliminate discrimination
* Make whatever reasonable adjustments are required to provide disabled people with a fair chance to access our employment opportunities, activities, training and support
* Make whatever reasonable adjustments are required to correctly safeguard trainees with convictions and other vulnerable individuals who access our workshops, live in our houses or work at our hubs
* Make sure that there are sufficient resources in place to implement this policy effectively

== Inclusive access to our services ==
As part of providing services in line with our charitable aims and commitments, we may offer activities that are restricted to groups with particular needs. People who generally meet the criteria of these groups will only be excluded on an individual basis for specific reasons, not for any shared characteristic.

We will ensure to the best of our ability that the activities provided within restricted groups are also available to all our trainees where possible while managing risk.

== Recruitment of Ex-Offenders ==

In line with our equal opportunities principles, we recognise the valuable contribution that individuals with criminal records can make and are committed to ensuring that they are not unfairly discriminated against.

We actively promote equality of opportunity for all job applicants, including those with a criminal record, in line with the Rehabilitation of Offenders Act 1974 and [https://www.gov.uk/government/publications/recruitment-of-ex-offenders-guidance/recruitment-of-ex-offenders-guidance current guidance from the UK Government on the recruitment of ex-offenders].

During recruitment, we assess applicants’ suitability for roles based on their skills, experience, and ability to perform the role, and not solely on the existence of a criminal record.

Disclosure of a criminal record does not automatically preclude employment or volunteering opportunities with us. However, certain roles are subject to a Disclosure and Barring Service (DBS) check. Any information disclosed through this process will be handled confidentially and will only be considered in relation to the specific role being applied for, and in line with relevant legislation and safeguarding requirements.

All applicants are encouraged to provide information about any unspent convictions at the appropriate stage of recruitment. Where appropriate, a conversation will be arranged to discuss the context of any disclosed convictions and to provide an opportunity for the applicant to explain.

We adhere to the principles of fairness by ensuring that only relevant and proportionate information is considered, and decisions are made on a case-by-case basis.

==== Additional Safeguards and Risk-Assessment Measures ====
Where a DBS disclosure contains information, we use a structured, evidence-based risk-assessment process to ensure decisions are fair, lawful and safeguarding-led.

This includes:

* Checking whether the applicant is barred from working with children and ensuring legal compliance before any further consideration is given.
* Assessing whether any disclosed information indicates a safeguarding risk to residents and trainees or vulnerable people.
* Considering whether the information presents increased risk in roles involving boundaries, lone working, crisis situations or emotional regulation.
* Holding a discussion with the applicant to understand the context, circumstances and any learning or change since the offence.
* Evaluating the nature, seriousness, recency and frequency of any disclosed information in relation to the responsibilities of the role.
* Taking into account mitigating circumstances, evidence of rehabilitation and current lifestyle.
* Reviewing references, interview outcomes and any other relevant evidence to build a balanced picture of suitability.
* Assigning an overall risk level (low, medium or high) and documenting the rationale for this assessment.
* Where appropriate, applying proportionate safeguards such as enhanced supervision, restricted duties, additional training, or no lone working during an initial period.
* Ensuring all decisions are recorded, reviewed and overseen by senior safeguarding leadership where required.

This approach ensures that we remain a fair and inclusive employer while also meeting our legal and safeguarding responsibilities to residents and trainees, staff and the wider community.

== Policy review ==
We will keep this policy under review and will regularly assess the progress we are making toward achieving our equality commitments. We will report on our progress in meeting this policy at Board meetings and take action when we identify areas where inequality or discrimination may exist. This policy will be reviewed and updated in response to emerging challenges and formally reviewed every three years.

== Complaints of discrimination ==
If you are a member of staff and believe that you have suffered any form of discrimination, harassment or victimisation, you can raise this matter through the grievance procedure, (or other procedure if appropriate) a copy of which is available from Dan Northover. All grievances will be dealt with promptly and in accordance with the agreed procedures.

As a member of staff of Handcrafted, you also have the right to make a complaint to an Employment Tribunal. However, you normally must raise your grievance under our internal procedures first. For more information, speak to Dan Northover or, for guidance on statutory disciplinary and grievance procedures, see [http://www.acas.org.uk www.acas.org.uk]

If you are a trainee or service user and believe that suffered any form of discrimination, harassment or victimisation, please refer to the [[Complaints Policy]]

Anyone who makes a complaint of discrimination must not be victimised. We will make every effort to ensure victimisation does not occur and any complaints will be taken seriously and dealt with promptly.

Data Privacy Notice

2026-05-01T17:10:22Z

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to CEO.

This privacy notice explains how Handcrafted collects, stores and processes your personal data.

This notice will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!CEO
|-
|'''Last review and approval'''
|01/07/2023
|}

== What is your personal data? ==
Personal data is any information that identifies you. Whether you come into contact with us as a supporter, volunteer, trainee, or for any other reason, you will be giving us data about yourself. It might not be just obvious things like your name and address, but it can be any piece of information that can be identified as referring to you rather than anyone else. How we treat this information is governed by The Data Protection Act 2018, the UK’s implementation of the General Data Protection Regulation (GDPR).

== Who are we? ==
The charity, Handcrafted Projects, is committed to protecting your privacy and letting you know why we have it and what we are doing with it. Under The Data Protection Act 2018, we are known as a 'Data Controller' because we decide what personal data to collect and what we do with it.

== How do we collect your personal data? ==

=== Whenever you make contact with us: ===
If you ask us about our activities, make a donation to us, buy a product, apply for a vacancy, access training, or get support from us, you are likely to be giving us your personal information.

=== When others tell us about you: ===
If you are referred to us for support by another organisation, or if a third party passes your details to us for any reason, we will get some personal data.

=== If we are giving you support: ===
If you are referred to us for support, we will collect and store the referral form, which includes information such as your name and date of birth and the reasons for the referral. We will then keep an ongoing record of our contact with you, the activities you do with us, our assessments, and reviews of your needs and how we are meeting them.

== How do we use your personal data? ==
We use your personal data in ways that are adequate, relevant and limited to only what is necessary, so that we can

* provide the services that we have been set up to provide as specified in our stated aims and activities (See [[Handcrafted's Charitable Objects]])
* keep up-to-date records of staff, trainees, residents and volunteers
* pay our staff
* comply with the law (for example, the Charities (Protection and Social Investment) Act 2016. We must at all times be able to identify supporters who make major gifts)
* fundraise and promote the interests of the charity (for example, we need to keep your email address so that we can update you on opportunities to support our work)
* communicate between members of the staff, volunteer teams and referring organisations (for example, to let a referrer know that you have been coming along to our training)
* manage risk and ensure safety (for example, contact and next-of-kin details in case of an emergency)

We are careful to only collect and keep the information that we need to do our job. We keep the information we have about you up-to-date and correct it as soon as we find out if there are any errors in it. We are also committed to making sure your personal data is secure and does not fall into the wrong hands.

When your data is stored electronically, we ensure that it can only be accessed by members of the staff team, protected according to our strict passwords and devices policy and stored in systems that are compliant with The Data Protection Act.

== What about sensitive personal information? ==
From time to time, you might tell us about a personal experience or give us information about your health, race, ethnic origin, political opinions, sex life or orientation, or religious beliefs. This is Sensitive Personal Information that is recognised under Data Protection Law as needing particular care.

We will only use this information:

* to tailor our support for you personally
* to internally monitor or evaluate the services we provide

We will not pass these details to anyone else without your permission except in exceptional circumstances where, for example, there is a risk of serious self-harm or a threat to others.

If you give us details of your personal life for inclusion in a blog post or other media, we will make sure that you are happy for us to share this before we publish it. You can change your mind about this at any time and let us know by contacting us.

== What is the legal basis for using your personal data? ==
We are legally allowed to use your personal data if you have given us consent to do so for a specific purpose.

Additionally, we are permitted to keep and process your personal data so that we can fulfil a contract you have with us. This can happen when you ask us to do something for you; it doesn't require a signed piece of paper, but you may be applying for a job, buying a product or getting help from us.

Unusually, we may also have to disclose some of your personal data to protect your “vital interests”. This only applies in cases of life or death, such as where your medical history is disclosed to a hospital’s A&E department after a serious accident.

== Do we ever share your personal data with others? ==
Your personal data will be treated as strictly confidential and will only be shared with other members of the staff team and volunteers in order to provide our services, or if we are legally required to disclose information.

We will never pass your personal data to others so that they can contact you for marketing purposes.

We will only share personally identifiable data with third parties outside of the charity with your consent, as part of a contract, or if it is of vital interest. If we need to do this we will also make sure that any third parties have similar measures in place to protect your privacy according to the Law.

== For how long do we keep your personal data? ==
In accordance with the guidance set out by the Information Commissioner's Office (ICO), we do not keep data for longer than we need to. In some cases, this will be limited because the contact is brief, and we are unlikely to need the information to process a complaint or claim in the future. We audit and delete or archive information annually. However, because we work with vulnerable adults, our policy is that we will keep most data forever.

Documentation obtained for the purpose of contracts we have with third parties (e.g. delivering training courses) will be kept for the appropriate amount of time as specified in the contract.

== Do I have any rights over my personal data? ==
You have the right to request a copy of the personal data which Handcrafted Projects holds about you. You can do this by writing to us. We will respond to all requests within 30 days of receiving a written request.

You have the right to request that Handcrafted Projects correct any details in your data if they are inaccurate or out of date.

Where you have given consent for us to use your personal data for a specific purpose, you have the right to withdraw this consent at any time by telling us.

You can lodge a complaint with the Information Commissioner's Office (ICO).

== Updates to this notice ==
We will regularly review this notice as any of our activities, processes or national regulations change. If there is any significant change to the way we intend to handle your personal information then we will inform you of this.

= Contact details =

=== Contact us ===
Handcrafted, Unit 21, Skillion Business Park, Littleburn Road, Durham, DH7 8HG

Call 0191 3781562 or email info@handcrafted.org.uk

=== Contact the Information Commissioner's Office ===
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Call: 0303 123 1113 or email via: https://ico.org.uk/global/contact-us/email/

Complaints Policy

2026-05-01T17:09:42Z

Rebekah Hook: Ownership of policy changed from Ethos & Values Steering Group (no longer active) to Chair of Trustees.

At Handcrafted, we are committed to continually improving the quality of our services and ensuring that every individual we support receives the best possible experience. We welcome feedback and take all complaints seriously, viewing them as valuable opportunities to learn and enhance our work.

This policy outlines the process for raising complaints, ensuring they are handled fairly, transparently, and in a timely manner. Confidentiality will be maintained throughout, and appropriate support will be provided to those making a complaint.

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!
|-
|'''Last review and approval'''
|31/05/2023
|}

== Complaints from occupants of Handcrafted supported housing ==
Handcrafted encourages residents of our supported housing to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness. A complaints procedure forms part of the [[Standard Licence Agreement]].

Complaints can be made for a number of reasons:
* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Failure to provide adequate support
* Problems with the accommodation not being resolved in a timely manner

Confidentiality will be maintained throughout the complaints procedure. Only those staff that need to know about the complaint will have access to details.

=== In the first instance ===
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard and the ethos of listening first that we aspire to cultivate with all supported housing residents.

Supported housing residents are seen by support workers at least twice a week and regularly contacted, giving the opportunity for any concerns to be raised and addressed.

=== Formal complaints ===
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level. Contact details for Hub Leads and Managers are given in Appendix A.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centres or local advocacy group.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

=== Appeals ===
If a complaint cannot be resolved satisfactorily or the occupant is unhappy with a decision, they can appeal further to CEO Dan Northover or Project Manager John Hinton to look into the matter. Handcrafted staff will support occupants to appeal in writing if they wish to do so or support them by arranging an opportunity to speak to the CEO or Project Manager.

== Advocacy and escalation ==

=== Independent advocacy ===
Handcrafted recognises that making a complaint can sometimes feel daunting or difficult. To ensure that clients, carers, and family members can access the complaints system fairly and confidently, we will, where appropriate, support them to access independent advocacy services.

* '''Citizens Advice Bureau''' provides free, confidential, and impartial advice that can help individuals express their concerns and navigate the complaints process. Local offices can be found via: https://www.citizensadvice.org.uk
* Other suitable advocacy services may be identified depending on the circumstances and needs of the complainant, for example specialist advocacy groups relating to disability, mental health, or housing. Handcrafted staff can provide guidance and contact information on request.

=== Escalation to the ombudsman ===
If a complaint cannot be resolved through Handcrafted’s internal complaints procedure, it may be escalated to the appropriate external body.

* '''The Charity Commission for England and Wales''' regulates Handcrafted as a registered charity (Charity No. 1146188). They can consider complaints where there is evidence of serious risk of harm, mismanagement, or misconduct in the administration of the charity.
Website: https://www.gov.uk/complain-about-charity

=== Appeals ===
As already noted in the Complaints Policy, appeals regarding complaint outcomes may be directed to the CEO of Handcrafted in the first instance. However, where appropriate, complainants are encouraged to seek support from independent advocacy services and have the right to raise their complaint with the Charity Commission.

== Complaints from other members of the public ==
From time to time, members of the public may wish to make a complaint about one of the properties we manage or the occupants of the properties.

Complaints may include:

* Noise disturbance at a property
* Health and safety hazards posed by the state of a property
* Concerns about criminal activity
* Other antisocial behaviour by occupants

=== What can be done ===
Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness.

When occupying Handcrafted Supported Accommodation, licencees agree to keep the property to a certain standard and to adhere to rules of behaviour. Some complaints may therefore result from breaches of this agreement. Where this is the case, Handcrafted makes a measured, proportional response that may range from agreeing a documented management plan with clear outcomes, through to issuing verbal or written warnings, proceeding eventually to termination of the licence agreement.

=== In the first instance ===
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard and the ethos of listening first that we aspire to cultivate with all residents and members of the public.

Members of the public who have concerns are invited to contact the local Hub Lead who oversees the property by phone or email (Contacts provided in Appendix A) to have a conversation about the concern and see if it can be quickly resolved.

If this is not satisfactory, a formal complaint can be lodged.

=== Formal complaints ===
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level. Contact details for Hub Leads and Managers are given in Appendix A.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

=== Appeals ===
If a complaint cannot be resolved satisfactorily or the member of the public is unhappy with a decision, they can appeal further by emailing or writing to CEO Dan Northover or Project Manager John Hinton to look into the matter.

== Contact details for complaints: ==

{| class="wikitable"
|+ Contact Details for Complaints
|-
! Location !! Contact Person !! Address !! Phone !! Email
|-
| '''Handcrafted Chester-le-Street''' || Paul Baddams || 143c Front Street, Chester-le-Street, DH3 3AU || N/A || clshub@handcrafted.org.uk
|-
| '''Handcrafted Durham''' || Lorraine Jones || Unit 7 Skillion Business Centre, Littleburn Industrial Estate, Langley Moor, Durham, DH7 8HG || 0191 378 1562 || durhamhub@handcrafted.org.uk
|-
| '''Handcrafted Gateshead''' || Neil Toomey || The Shakespeare, 88/96 Fife Street, Deckham, Gateshead, NE8 3RR || 0191 676 0499 || gatesheadhub@handcrafted.org.uk
|-
| '''Director of Operations''' || John Hinton || Unit 7 Skillion Business Centre, Littleburn Industrial Estate, Langley Moor, Durham, DH7 8HG || N/A || john@handcrafted.org.uk
|}

Recruitment Policy

2026-04-16T09:17:53Z

Rebekah Hook: Promotions Policy added

This policy sets out our approach to recruitment at Handcrafted, ensuring that all recruitment processes are fair, consistent, inclusive, and lawful, while also reflecting our commitment to safeguarding and safer recruitment. Our aim is to appoint the most suitable individuals (whether staff, volunteers, or contractors) based on their skills, experience and alignment with our ethos and values.

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|30/9/2025
|}

= Scope =
This policy applies to the recruitment of all:
* Paid staff
* Volunteers working in roles involving unsupervised work with children and/or vulnerable adults, or accessing sensitive information
* Contractors working in roles involving unsupervised work with children and/or vulnerable adults, or accessing sensitive information

We are committed to:
* '''Fair Recruitment''' – Ensuring equal access to opportunities and decisions based on objective merit.
* '''Safer Recruitment''' – Preventing the appointment of unsuitable individuals to positions involving children, vulnerable adults, or access to sensitive information.

= Safer Recruitment =
== Safer Recruitment of Staff ==
All external recruitment of staff follows safer recruitment practices in line with government best practice. All stages of the recruitment involve at least one person who is trained in safer recruitment.

=== Job Design and Advertisement ===
* Every role must have a clear job description and person specification, including key responsibilities and safeguarding requirements.
* Recruitment packs must include a safeguarding statement and links to Handcrafted policies covering safeguarding and recruitment of ex-offenders.
* Job adverts should be advertised on a variety of platforms to encourage a diverse set of applicants.
* The advert should state any DBS check requirements and include links to the self-declaration form and references form.

=== Application Process ===
* All applicants should complete an application form.
* Applicants should provide a full employment history, explaining any gaps. If this is not provided in full at application, this should be provided as part of pre-employment checks as a condition of employment.
* Two referees must be provided, one of whom should be the most recent employer or manager where possible.

=== Shortlisting and Pre-Interview Checks ===
* A minimum of two staff members should review and score applications against the person specification.
* Shortlisting must be based on objective criteria and documented thoroughly.

=== Interviews ===
* Interviews should be panel-based and based around the same core set of questions for each candidate, developed in advance and aligned with the person specification. Follow-up questions may be asked to clarify answers or explore relevant points further.
* Interview questions should be used to identify candidates’ attitudes and behaviours in relation to meeting the safeguarding requirements of the role and working with children and/or vulnerable adults.
* Interview panels must consist of at least two members, including at least one person trained in safer recruitment.

=== Offer and Pre-Employment Checks ===
Job offers must be conditional and subject to completion of satisfactory pre-employment checks. For all roles involving any safeguarding duties, these will include:
* ID check
* Confirmation of right to work in the UK
* Completion of a self-declaration form
* Completion of an enhanced DBS check (with barred list check where applicable), including social media check
* Receipt of overseas criminal records checks where the candidate has spent time living or working outside of the UK, in line with government guidance. Candidates will be individually risk assessed to determine which kinds of checks are required. This would normally be a police clearance certificate for periods of 6–12 months or more spent overseas, or a reference from an employing organisation covering the time spent overseas for periods of up to 6 months.
* Verification of qualifications listed as essential in the person specification
* Receipt of two references satisfactory to Handcrafted, where possible including one from the most recent employer
* Confirmation of employment history covering all gaps in employment
* References should be from previous positions of paid employment or volunteering where possible.
* At least one reference should be from the most recent position of paid employment or volunteering where possible.
* Character references should only be accepted where it is not possible to find a more appropriate work or volunteering reference, and in these cases we make efforts to ensure that the referee holds a position of good standing in the community.
* References from non-verifiable business/professional emails (i.e. traceable back to the referee organisation’s domain) must be verified via a telephone call to the referee to confirm the email address.

=== Induction and Probation ===
* Pre-employment checks for new staff should be reviewed and risk assessed by the new starter’s first day to highlight any checks which require follow-up actions.
* All new staff should receive a list of key contacts, including the designated safeguarding lead, on their first day of employment.
* All new staff must undergo a structured induction process, including:
** Review of key policies including safeguarding policies.
** Mandatory training in safeguarding.
* A formal probationary period must be completed, including regular reviews to monitor performance against expectations about the role and its safeguarding requirements.

=== Pre-Promotion Safeguarding Checks ===
Where current staff are promoted or change role, DBS check information on record should be reviewed to ensure that a DBS check has been taken at the appropriate level.

== Safer Recruitment of Volunteers ==
* Volunteers should be recruited via an expression of interest form.
* An interview is not required, however an informal meeting or interview may take place to assess suitability for the role where appropriate.
* Relevant vetting checks must be carried out in line with the pre-employment checks for paid staff. Where volunteer roles involve unsupervised work with children and/or vulnerable adults, or accessing sensitive information, safeguarding standards must be applied in line with those for paid staff.
* Clear role descriptions must be given to all volunteers outlining responsibilities and safeguarding expectations.
* Volunteers must receive safeguarding training and policy induction in line with the induction process for paid staff.
* Volunteers must be subject to ongoing supervision to make sure any concerns are addressed.

== Safer Recruitment of Contractors ==
This clause relates to contractors whose roles involve work with children and/or vulnerable adults, or accessing sensitive information.
* An interview is not required, however an informal meeting or interview may take place to assess suitability for the role where appropriate.
* Relevant vetting checks must be carried out in line with the pre-employment checks for paid staff. Where contractor roles involve unsupervised work with children and/or vulnerable adults, or accessing sensitive information, we apply safeguarding standards in line with those for paid staff.
* Clear role descriptions must be given to contractors outlining responsibilities and safeguarding expectations.
* Contractors must receive safeguarding training and policy induction in line with the induction process for paid staff.
* Contractors must be subject to ongoing supervision to make sure any concerns are addressed.
* Written contracts should include details about any safeguarding and confidentiality obligations.

= Fair Recruitment Practices =
== Advertising ==
* Roles should be advertised transparently and appropriately.
* Clear information on the job, criteria, and application process should be provided.

== Application Process ==
* The application form should be used to collect applications, to ensure that questions are standardised and linked to the areas of the person specification (skills and knowledge, experience, ethos and values).

== Shortlisting ==
* Shortlisting should be conducted by at least two people.
* The following process should be used to score applications:
** Applications are scored individually by each panel member against the essential and desirable criteria listed in the person specification for the role, using a consistent scale.
** Scores for the essential criteria are added together to produce an overall score for each applicant. If multiple applicants receive the same score for the essential criteria, the score for the desirable criteria is used to determine which applicants are shortlisted for interview.
** The application score guides, but does not solely determine, the shortlisting decision. Where a lower-scoring candidate is shortlisted, this must be clearly justified in the recruitment record.
* Notes and scores must be documented and stored securely in the recruitment records.
* Panel members should declare conflicts of interest and step back from the process if impartiality cannot be ensured. Conflicts of interest could include the following ties:
** Financial
** Familial

== Interviews ==
* Interview panels must consist of at least two interviewers, with consideration for diversity of perspectives, lived experience and Safer Recruitment training.
* The same panel should interview all shortlisted candidates where possible.
* Candidates must be asked the same core set of questions, developed in advance and aligned with the person specification. Follow-up questions may be asked to clarify answers or explore relevant points further.
* The following process should be used to score interviews:
** Each answer is scored individually by panel members using a consistent scale (e.g. 0 = unsatisfactory, 1 = partially satisfactory, 2 = satisfactory, 3 = excellent).
** Scores are compared and discussed to agree on a final panel score per question and overall score for each candidate.
** The interview score should guide, but not solely determine, the appointment decision. Other valid and documented considerations (e.g. alignment with values, unique strengths) should also inform the outcome. Where a lower-scoring candidate is preferred, this must be clearly justified in the recruitment record.
* Notes and scores must be documented and stored securely in the recruitment records.
* Interviews should normally include a practical task or assessment, except for where this is not relevant. These must be scored using pre-agreed criteria.
* Candidates must be asked in advance whether they require adjustments to fully participate in the interview process, with appropriate adjustments being made where possible.

== Decision-Making and Offers ==
* Written job offers must be made to successful candidates.
* Offers must be subject to satisfactory completion of all pre-employment checks.

= Promotions =

== Internal Promotions ==
Senior Managers should discuss workforce planning on a regular basis (every 3 months, as an agenda item for Senior Leadership Team Meetings). Discussions should include:

* Assessment of upcoming vacancies to determine whether they should be advertised externally or offered only internally
* Any employees who are considered to be working at a level above their current payband (a list of payband expectations will be communicated to all staff) who should be considered for promotion
* Review of any ongoing acting up arrangements

Where we choose to run an internal recruitment, this should be open to all staff members and follow the same principles of safe recruitment and fair recruitment that we use for external recruitment, as detailed in the Recruitment Policy.

Where an employee has consistently demonstrated the ability to perform at a higher level of responsibility, they may be nominated for promotion during a Senior Leadership Team workforce planning discussion. If Senior Managers agree that a promotion is appropriate, the employee may be offered promotion to the relevant pay band, with a revised job title, job description and contract where applicable, without the requirement to undertake a full internal recruitment process.

Managers should be trained and encouraged to have ongoing conversations about career progression/promotion opportunities in their 1-1s with employees.

* It is important for there to be transparency around the fact that there will be more natural opportunities for promotion in some teams than in other hubs. Internal vacancies will be open and advertised to all staff to apply for.
* The more we talk about development and progression opportunities in 1-1s, the more transparent this process can be.

Opportunities for promotion among the Senior Managers should be assessed and approved by the CEO and trustees.

== Temporary Acting Up ==
Sometimes employees may be asked to temporarily cover the duties of a higher-level position due to circumstances such as annual leave, sickness absence, secondments, recruitment delays, or other operational needs.

When an employee undertakes the full duties and responsibilities of a higher-graded role for a continuous period exceeding 4 weeks, they may receive acting-up pay in line with organisational pay policies. This is usually paid at the minimum point of the higher grade or an agreed allowance. In these circumstances, a letter will be sent to the employee to confirm this temporary change in pay and responsibilities.

= Recruitment of Ex-Offenders =
We adhere to government guidance on the recruitment of ex-offenders. For further details, please see our [[Equal Opportunities Policy]], which includes our approach to fair recruitment and the handling of criminal record information.

= Record Keeping and Confidentiality =
* Recruitment records are stored securely and confidentially in line with our [[Data Privacy Notice]], complying with GDPR.
* We will keep records of successful applications indefinitely.
* We will normally keep records of unsuccessful applications for a period of up to 1 year after the end of the recruitment, after which point the records will be destroyed.
* In some cases, we may put unsuccessful applicants on a waiting list for similar roles. If this is the case, we may keep the application indefinitely. We will seek approval from candidates before putting them on the waiting list.
* For some roles, we may ask candidates to complete self-declaration forms during the interview. We will destroy this information immediately if the interview is unsuccessful.

Mileage Policy

2026-04-08T16:06:57Z

Rebekah Hook: Policy signed off

This policy explains when and how mileage can be claimed for approved business travel.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|'''The Human Resources and Wellbeing Steering Group'''
|-
|'''Last review and approval'''
|10/3/2026
|}

== What is Business Mileage? ==
Business mileage is travel that is wholly and necessarily for work purposes, such as:

* Visiting residents
* Travelling between hubs or other work locations
* Attending work meetings, training, or events
* Collecting/delivering work-related items

An employee cannot have tax relief and therefore cannot claim mileage for:

* Ordinary commuting between home and your permanent place of work
* Private travel or detours
* Unauthorised journeys

== Permanent Place of Work ==
If you work in a team attached to a hub, that hub is your permanent place of work.

If you are not part of a hub team, your permanent place of work is the nearest hub to your home address, unless stated otherwise by your line manager. Your permanent place of work may be subject to change if the responsibilities of your role change.

Travel between your home and permanent place of work is considered your “ordinary commute” and is not eligible for mileage reimbursement. Mileage may only be claimed for work-related travel that exceeds the distance of the ordinary commute.

== Vehicle Eligibility and Driver Responsibilities ==
To claim mileage, you must:

* Hold a valid UK driving licence
* Ensure the vehicle is roadworthy and legal (taxed and MOT’d where required)
* Have valid insurance that covers business use (where applicable)

Handcrafted may request evidence of insurance, MOT, or licence at any time.

== Mileage Reimbursement Rates (HMRC AMAP) ==
Mileage will be reimbursed in line with HMRC Approved Mileage Allowance Payments (AMAP). The current rate (February 2026) is:

Cars and vans

* 45p per mile for the first 10,000 miles in the tax year
* 25p per mile for any mileage over 10,000 miles

Motorcycles

* 24p per mile

Bicycles

* 20p per mile

Rates will be reviewed as HMRC guidance changes.

== Other Travel Costs (parking, tolls, etc.) ==
The following may be reimbursed '''if required for business travel''' and supported by receipts:

* Parking fees
* Tolls
* Congestion/ULEZ charges

Parking fines, speeding tickets, and penalties will not be reimbursed.

== Public Transport ==
Employees who travel to work using public transport cannot claim for the costs of travel from their home to their permanent place of work.

If you use public transport to get to any site other than your permanent place of work (e.g. another hub, a resident’s home), you can claim the cost of travel using standard or economy class. If you have a season ticket, you can claim the cost of a daily ticket for each eligible journey.

== Calculating Mileage ==
Mileage should be calculated using:

* Odometer readings '''or'''
* A reasonable route shown on a mapping app (e.g., Google Maps)

You should take the most direct practical route unless there is a clear business reason to do otherwise.

The amount of claimable mileage is calculated monthly using the <nowiki>https://docs.google.com/spreadsheets/d/16lYO2D40U5Ynm66KrpI_L-TLhaNLpmuFsb1x2xR7NfU/edit?gid=2067584221#gid=2067584221</nowiki>. For each working day of the month, you must record the journeys you take for business travel. If the miles travelled on a day exceed that of their ordinary commute, you must subtract your ordinary commute from the total number of miles to calculate the amount of claimable mileage. The spreadsheet will automatically calculate the amount of money that can be claimed, in line with the HMRC Approved Mileage Allowance Payments (AMAP).

Example mileage calculation:

''My permanent place of work is the Durham Hub, which is 4 miles from my home. Therefore, my ordinary commute is 8 miles. If I only travel to the Durham Hub in a day, then I cannot claim any mileage for that day. If I travel further than the Durham Hub, I subtract 8 miles from my total day’s travel to calculate my mileage claim.''

''On Monday, I deliver a catering session in Gateshead in the morning and then attend a training session in the Chester-Le-Street Hub for the afternoon. The Gateshead Hub is 15 miles from home, the Chester-Le-Street Hub is 8 miles from Gateshead, and my return journey home is 8 miles. In total, I have travelled 31 miles, from which I subtract the 8 miles of my ordinary commute. Therefore, my mileage claim for Monday is 23 miles.''

== Submitting Mileage Claims ==
Mileage claims are submitted and paid according to the standard Expenses Claim Procedure for Staff.

Mileage claims must be recorded on the mileage spreadsheet which can then be uploaded to the ‘Staff Expense Claim Form’. Each claim must include:

* the reason for the journey
* the postcode for the start point of the journey
* the postcode for the end point of the journey

=== Compliance and misuse ===
Mileage claims may be refused if:

* Records are incomplete
* The travel was not business-related
* The claim appears inaccurate or excessive

Submitting a false claim may result in disciplinary action and repayment.

Leave & Absence Policy

2026-04-08T16:06:10Z

Rebekah Hook:

''NB. This new policy has been created to replace various absence- and leave- related policies previously found in sections of the: Sickness & Absence Policy, Annual Leave Policy, Absence Management Policy and HR Policy.''

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|'''The Human Resources and Wellbeing Steering Group'''
|-
|'''Last review and approval'''
|10/3/2026
|}

= Leave Entitlement =
As a Handcrafted staff member, you are entitled to a specified number of days of annual leave per year as outlined in your contract. This is usually 25 days per year (pro-rata for part-time employees) plus the eight statutory bank holidays.

The holiday year begins on your employment start date.

== Requesting Annual Leave ==

* Requests for annual leave should be made as early as possible. A general guideline is to give notice at least twice the length of the time you are requesting. For example, if you are requesting one week of leave, provide two weeks' notice.
* All leave requests must be submitted through the AirTable form for approval. Ensure that you have your Line Manager's approval before finalising any holiday plans.
* We recommend you do not book any flights/holidays before approval is given. It saves debate later on if leave cannot be granted.
* When planning your leave, consider the impact on your team and ensure that there is adequate coverage during your absence.
* It is advisable to discuss your plans with your team and Line Manager well in advance to avoid any disruptions.

== Carrying Over Leave ==
You can carry over up to 5 days of annual leave, in discussion with your line manager.

== Time Off in Lieu ==
Time Off In Lieu (TOIL): Time off granted for additional hours worked, following the procedures outlined in Working Hours Expectations

* '''Less than Half a Day:''' If you work additional hours that amount to less than half a day, this can be managed as flexitime. Flexitime must be agreed upon in advance with your Line Manager.
* '''Half a Day or More:''' For additional hours amounting to half a day or more, you must seek approval through the AirTable system. TOIL should be agreed upon before working additional hours, as approval for time off cannot be guaranteed retrospectively.
* '''Notice Period for TOIL:''' When requesting TOIL, provide notice based on whichever is greater: a week or twice the requested amount of time off. For example, if you are requesting one day off as TOIL, you should give at least one weeks' notice.
* '''Tracking TOIL:''' TOIL must be tracked consistently and recorded through the AirTable system to ensure transparency and accuracy.

= Types of Absence & Leave =

== Statutory Entitlements ==

=== Maternity Leave ===
We provide Maternity leave and maternity pay in line with statutory regulations. These regulations currently allow all employees 26 weeks Ordinary Maternity Leave and a further 26 weeks Additional Maternity Leave.

During periods of Maternity Leave, you will continue to receive your contractual rights and benefits, with the exception of salary, but including the right to accrue holiday in line with your contract of employment.

You are allowed paid time off for antenatal care, which includes medical appointments as well as antenatal or parenting classes. As the father or pregnant woman’s partner, you have the right to unpaid time off work to go to 2 antenatal appointments.

You can find full details of your entitlements on the Government’s www.gov.uk web site.

=== Paternity Leave ===
If you and your partner are having a baby, adopting a child or having a baby through a surrogacy arrangement, you may be entitled to Paternity Leave and pay in accordance with prevailing legislation. You can discuss your entitlement with your line manager or visit the www.gov.uk web site.

=== Adoption Leave ===
If you adopt a child and are to become the main carer for your child, you may be entitled to Adoption Leave. The rules regarding entitlement to Adoption Leave and pay broadly mirror those for Maternity and Paternity Leave and pay. Full details can be found on the www.gov.uk web site.

=== Parental Leave ===
You’re entitled to 18 weeks’ leave for each child and adopted child, up to their 18th birthday. You can take up to 4 weeks leave each year for each child in whole weeks (for example 1 week or 2 weeks) rather than individual days, unless your child is disabled. You do not have to take all the leave at once. Time off for parental leave is unpaid.

As with other forms of statutory leave, a ‘week’ equals the length of time you normally work over 7 days. We will protect your employment rights whilst you are away. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Shared Parental Leave ===
You and your partner may be able to get Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) if you are:

* having a baby
* using a surrogate to have a baby
* adopting a child
* fostering a child who you’re planning to adopt

You can use SPL to take leave in blocks separated by periods of work or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

To get SPL and ShPP, you and your partner need to meet the eligibility criteria - there’s different criteria for birth parents and for adoptive parents or parents using a surrogate. You also need to give notice and give up some of your maternity or adoption leave and pay. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Unpaid Carer’s Leave ===
You are entitled to unpaid leave from your first day of work to give or arrange care for a ‘dependant’ who has:

* a physical or mental illness or injury where care is needed for more than 3 months.
* a disability (as defined in the Equality Act 2010)
* care needs because of their old age.

The dependant can be anyone who relies on you for care.

You can find full details of your entitlements on the www.gov.uk website.

=== Neonatal Care ===
You and your partner may be eligible for Neonatal Care Leave and Statutory Neonatal Care Pay if your newborn baby is premature or sick and needs neonatal care.

This may be for:

* hospital care.
* medical care after leaving.
* palliative or end-of-life care

You can find full details of your entitlements on the www.gov.uk website.

== Other Forms of Leave ==
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

=== Jury Service ===
If you are required to attend Jury Service, please inform your line manager of the dates as soon as possible. Jury Service leave is unpaid. You will be paid a court attendance allowance which will be paid to you directly from the courts. For more details, visit the www.gov.uk website.

=== Public Duties ===
If you have responsibilities for public duties such as J.P., school governor or member of a Health Authority, or you are a member of the Reserve or Auxiliary Armed Forces, leave will be granted as appropriate. All requests for leave must be agreed with your line manager. Time off for public duties is unpaid.

=== Flexible Working ===
You have the right to apply for a change in your working pattern to meet personal changes in your life. Should you wish to make such a change, you will need to submit a written application to your line manager. Full details on how to apply can be found on www.gov.uk website.

=== Religious Festivals ===
We recognise that you may require additional time off for religious festivals which fall outside public holidays. All requests for leave must be agreed with your line manager. Time off for religious festivals is unpaid.

=== Bereavement Leave ===
There may unfortunately be occasions when you need to take time off work following the death of a dependent. For the purposes of this policy, a dependent is:

* your husband, wife, civil partner or partner
* your child
* your parent
* a person who lives in your household (not tenants, lodgers or employees)
* a person who relies on you, such as an elderly neighbour

If you do need time off for bereavement leave, this will be paid but needs your line manager’s approval. All requests will be considered sympathetically.

=== Emergency Domestic Leave ===
There are certain situations where you may need to take additional leave to deal with family related problems, issues or domestic emergencies. This may include occasions such as:

* a child or dependent falling ill, a sudden disruption in care or schooling arrangements, or a child or dependent experiencing a serious incident.
* a major flood, fire or burglary at home where time off is needed to secure your property and make arrangements for ongoing accommodation.

If you do need time off to manage an emergency during working hours, this will be paid but needs your line manager’s approval. Contact by phone to request leave should be made at the earliest possible opportunity on the day.

Your line manager may ask you to take annual leave (or parental leave where relevant) if you want more time, for example, to put in place care arrangements or deal with extended circumstances.

=== Medical and Dental Appointments ===
Wherever possible, all routine appointments with your doctor, dentist or hospital should be made outside your normal working hours, or at a time that causes the least disruption to work. This includes check-ups and investigatory appointments.

We recognise that there will be occasions when time off is required for appointments of a more serious nature. These must be agreed in advance with your line manager. Time taken for such appointments will be paid; however, we will expect you to make up the time in the same working week, in agreement with your line manager. If the time is not made up, your line manager may ask you to take annual leave.

== Absence Notifications ==
As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify them of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend and fully engage in all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

=== Absence of up to seven calendar days ===
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

=== Absences of more than seven calendar days ===
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees.

== Absence review meetings ==
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal. See [[Capability Policy|Handcrafted Capability Policy]].

== Sick Pay Provisions ==
During the probationary period, SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long-term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

=== Statutory sick pay (SSP) guidance ===
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* https://www.gov.uk/statutory-sick-pay/overview
* https://www.gov.uk/employers-sick-pay/overview

and form SSP1:

* https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

Mileage Policy

2026-04-08T16:03:33Z

Rebekah Hook: Policy added

This policy explains when and how mileage can be claimed for approved business travel.

== What is Business Mileage? ==
Business mileage is travel that is wholly and necessarily for work purposes, such as:

* Visiting residents
* Travelling between hubs or other work locations
* Attending work meetings, training, or events
* Collecting/delivering work-related items

An employee cannot have tax relief and therefore cannot claim mileage for:

* Ordinary commuting between home and your permanent place of work
* Private travel or detours
* Unauthorised journeys

== Permanent Place of Work ==
If you work in a team attached to a hub, that hub is your permanent place of work.

If you are not part of a hub team, your permanent place of work is the nearest hub to your home address, unless stated otherwise by your line manager. Your permanent place of work may be subject to change if the responsibilities of your role change.

Travel between your home and permanent place of work is considered your “ordinary commute” and is not eligible for mileage reimbursement. Mileage may only be claimed for work-related travel that exceeds the distance of the ordinary commute.

== Vehicle Eligibility and Driver Responsibilities ==
To claim mileage, you must:

* Hold a valid UK driving licence
* Ensure the vehicle is roadworthy and legal (taxed and MOT’d where required)
* Have valid insurance that covers business use (where applicable)

Handcrafted may request evidence of insurance, MOT, or licence at any time.

== Mileage Reimbursement Rates (HMRC AMAP) ==
Mileage will be reimbursed in line with HMRC Approved Mileage Allowance Payments (AMAP). The current rate (February 2026) is:

Cars and vans

* 45p per mile for the first 10,000 miles in the tax year
* 25p per mile for any mileage over 10,000 miles

Motorcycles

* 24p per mile

Bicycles

* 20p per mile

Rates will be reviewed as HMRC guidance changes.

== Other Travel Costs (parking, tolls, etc.) ==
The following may be reimbursed '''if required for business travel''' and supported by receipts:

* Parking fees
* Tolls
* Congestion/ULEZ charges

Parking fines, speeding tickets, and penalties will not be reimbursed.

== Public Transport ==
Employees who travel to work using public transport cannot claim for the costs of travel from their home to their permanent place of work.

If you use public transport to get to any site other than your permanent place of work (e.g. another hub, a resident’s home), you can claim the cost of travel using standard or economy class. If you have a season ticket, you can claim the cost of a daily ticket for each eligible journey.

== Calculating Mileage ==
Mileage should be calculated using:

* Odometer readings '''or'''
* A reasonable route shown on a mapping app (e.g., Google Maps)

You should take the most direct practical route unless there is a clear business reason to do otherwise.

The amount of claimable mileage is calculated monthly using the <nowiki>https://docs.google.com/spreadsheets/d/16lYO2D40U5Ynm66KrpI_L-TLhaNLpmuFsb1x2xR7NfU/edit?gid=2067584221#gid=2067584221</nowiki>. For each working day of the month, you must record the journeys you take for business travel. If the miles travelled on a day exceed that of their ordinary commute, you must subtract your ordinary commute from the total number of miles to calculate the amount of claimable mileage. The spreadsheet will automatically calculate the amount of money that can be claimed, in line with the HMRC Approved Mileage Allowance Payments (AMAP).

Example mileage calculation:

''My permanent place of work is the Durham Hub, which is 4 miles from my home. Therefore, my ordinary commute is 8 miles. If I only travel to the Durham Hub in a day, then I cannot claim any mileage for that day. If I travel further than the Durham Hub, I subtract 8 miles from my total day’s travel to calculate my mileage claim.''

''On Monday, I deliver a catering session in Gateshead in the morning and then attend a training session in the Chester-Le-Street Hub for the afternoon. The Gateshead Hub is 15 miles from home, the Chester-Le-Street Hub is 8 miles from Gateshead, and my return journey home is 8 miles. In total, I have travelled 31 miles, from which I subtract the 8 miles of my ordinary commute. Therefore, my mileage claim for Monday is 23 miles.''

== Submitting Mileage Claims ==
Mileage claims are submitted and paid according to the standard Expenses Claim Procedure for Staff.

Mileage claims must be recorded on the mileage spreadsheet which can then be uploaded to the ‘Staff Expense Claim Form’. Each claim must include:

* the reason for the journey
* the postcode for the start point of the journey
* the postcode for the end point of the journey

=== Compliance and misuse ===
Mileage claims may be refused if:

* Records are incomplete
* The travel was not business-related
* The claim appears inaccurate or excessive

Submitting a false claim may result in disciplinary action and repayment.

Template:Policies List

2026-04-08T16:01:03Z

Rebekah Hook: Mileage Policy added

* [[Behaviour Management Plan]]
* [[CCTV Review Policy]]
* [[Complaints Policy]]
* [[Confidentiality Policy]]
* [[Conflict of Interest Policy]]
* [[Cyber Policy]]
* [[Data Privacy Notice]]
* [[Equal Opportunities Policy]]
* [[Finance Policy]]
* [[Health and Safety Policy]]
* [[HR Policy]]
* [[Information Advice and Guidance (IAG) Policy]]
* [[Leave & Absence Policy]]
* [[Lone Working Policy]]
* [[Mileage Policy]]
* [[Missing Child Policy]]
* [[Missing Persons Policy]]
* [[Modern Day Slavery Statement]]
* [[On Call Working Policy]]
* [[Recruitment Policy]]
* [[Safeguarding Children Policy]]
* [[Safeguarding Vulnerable Adults Policy]]
* [[Staff Wellbeing Policy]]
* [[Statement of Purpose: Engage Hub]]
* [[Supported Housing Policy]]
* [[Training Policy]]

Template:Policies List

2026-04-07T11:07:17Z

Rebekah Hook: moved Leave & Absence Policy into alphabetical position in list

* [[Behaviour Management Plan]]
* [[CCTV Review Policy]]
* [[Complaints Policy]]
* [[Confidentiality Policy]]
* [[Conflict of Interest Policy]]
* [[Cyber Policy]]
* [[Data Privacy Notice]]
* [[Equal Opportunities Policy]]
* [[Finance Policy]]
* [[Health and Safety Policy]]
* [[HR Policy]]
* [[Information Advice and Guidance (IAG) Policy]]
* [[Leave & Absence Policy]]
* [[Lone Working Policy]]
* [[Missing Child Policy]]
* [[Missing Persons Policy]]
* [[Modern Day Slavery Statement]]
* [[On Call Working Policy]]
* [[Recruitment Policy]]
* [[Safeguarding Children Policy]]
* [[Safeguarding Vulnerable Adults Policy]]
* [[Staff Wellbeing Policy]]
* [[Statement of Purpose: Engage Hub]]
* [[Supported Housing Policy]]
* [[Training Policy]]

HR Policy

2026-04-02T13:49:30Z

Rebekah Hook: This section copied from Working Hours Expectations organisational guide (this organisational guide has now been removed, and split into HR and Leave & Absence Policies)

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|29/09/2025
|}

=== '''Overview''' ===
Our mission at Handcrafted is to connect with the excluded people in society and empower them to turn their lives around. Our staff work at the forefront of this mission. Our policy for Human Resources and Staff Wellbeing is built on the following principles and commitments:

# The trustees and senior management will build the capability of our team and give them the framework they need to work effectively.
# Our staff are key to our mission to connect with excluded people in society and empower them to turn their lives around.
# Our belief is that everyone is created with value and purpose; have something to contribute; live better together; should be treated with compassion and empathy; are unconditionally loved; and should have the opportunity to make a fresh start. This is true for our staff, as well as trainees. We are committed to treating our staff in this way and expect them to do likewise to other staff and trainees.
# The trustees and senior management want to see our values of creativity, empathy, empowerment and community to be present in our staff team. We want them to be able to work creatively and walk shoulder to shoulder with each other and our trainees. We want them to be empowered in their lives and empower others. And we want our staff to be part of an accepting, supporting community.
This policy should be read in conjunction with the following associated policies and guides:

* [[Absence Management Policy]]
* [[Cyber Policy]]
* [[Recruitment Policy]]
* [[On Call Working Policy]]

== '''Equal Opportunities''' ==
Handcrafted is committed to creating an inclusive and diverse workplace. We strive to create an environment where all individuals are respected and valued regardless of age, culture, gender, race, ability, sexual orientation, or any other form of identity. We are committed to fostering a culture of inclusivity, respect, and acceptance, and to creating a safe and diverse workspace for everyone.

We encourage everyone to be open and honest about their experiences and to share their perspectives with others. We want everyone to feel included and welcomed.

Our diversity and inclusion policy outlines our commitment to creating a safe and inclusive environment for all.

==== '''Our Policy''' ====
This policy sets out the commitment of Handcrafted Projects, its Board of Directors and senior management to promote equality of opportunity and work to eliminate unlawful and unfair practice in the workplace.

This policy defines our commitment to creating a working environment free of bullying, harassment, victimisation, and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions, of all who work to provide and those who use our services, are recognised and valued.

We value our staff and trainees and recognise the contribution they make to our organisation, and we are committed to providing equality for all irrespective of:

* Age
* Disability
* Race including colour, nationality, ethnic or national origin.
* Gender
* Religion or belief
* Sexual orientation
* Gender reassignment
* Civil partnership or marital status
* Pregnancy and maternity
* Criminal record

Our staff and trainees will also be protected from discrimination if:

* They are associated with someone who has a protected characteristic, for example a family member or friend.
* They’ve complained about discrimination or supported someone else’s claim.

We will work to ensure that all our staff and trainees, as well as those who apply or seek to apply to work with us, will be treated fairly and will not be subjected to discrimination on any of these grounds and will feel respected and able to give their best.

==== '''Our commitments''' ====
We will:

* Not tolerate any discrimination or harassment based on an individual's identity.
* Strive to create an environment where everyone feels respected and valued.
* Provide equal opportunity and access to resources and opportunities regardless of identity.
* Ensure that all individuals have the same chance to succeed and advance.
* Accommodate individuals with disabilities or needs to the best of our ability.
* Strive to create a workplace that reflects the diversity of our community.
* Provide training and resources to foster an understanding of diversity and inclusion.
* Actively seek to recruit and retain a diverse group of individuals.
* Celebrate the contributions of a diverse group of individuals.
* Hold ourselves and others accountable for creating a culture of inclusivity and respect.
* Promote a productive and harmonious workplace where there is mutual respect and where harassment and bullying are not tolerated.
* Prevent unlawful discrimination, direct and indirect and victimisation.
* Comply with our legal obligations.
* Oppose and avoid all forms of unlawful discrimination. This includes in:
** pay and benefits.
** terms and conditions of employment
** dealing with grievances and discipline
** dismissal
** redundancy
** leave for parents.
** requests for flexible working
** selection for employment, promotion, training or other developmental opportunities
* Take seriously and address any breaches of this policy.

==== '''How we will implement this in our workforce''' ====
Dan Northover has overall responsibility for the implementation of this policy. Line Managers, Project Managers and Training Supervisors are accountable for delivering the equality commitments in their areas of responsibility and all staff and trainees are expected to promote and abide by the policy.

To implement this policy, we will:

* Include appropriate equality objectives and responsibilities in each job description.
* Provide our staff with the necessary knowledge and skills to help ensure that our workplaces are free from discrimination and harassment.
* Train all those who are responsible for recruitment and selection, whether for vacant posts, promotions or training opportunities
* Regularly review our employment policies and procedures to ensure they do not unlawfully or unfairly discriminate.
* Gather equality information on our workforce and those who use our service.
* Make all necessary reasonable adjustments and consider options for flexible working.
* Work to make our workforce more representative and where possible, undertake lawful, positive action.
* Seek commitments from our suppliers that they are taking steps to promote equality and eliminate discrimination.
* Make whatever reasonable adjustments are required to provide disabled people with a fair chance to access our employment opportunities, activities, training and support.
* Make whatever reasonable adjustments are required to correctly safeguard trainees with convictions and other vulnerable individuals who access our workshops, live in our houses or work at our hubs.
* Make sure that there are sufficient resources in place to implement this policy effectively.

==== '''Inclusive access to our services''' ====
As part of providing services in line with our charitable aims and commitments, we may offer activities that are restricted to groups with particular needs. People who generally meet the criteria of these groups will only be excluded on an individual basis for specific reasons, not for any shared characteristic.

We will ensure to the best of our ability that the activities provided within restricted groups are also available to all our trainees where possible while managing risk.

==== '''Policy review''' ====
We will keep this policy under review and will regularly assess the progress we are making toward achieving our equality commitments. We will report on our progress in meeting this policy at Board meetings and take action when we identify areas where inequality or discrimination may exist. This policy will be reviewed and updated in response to emerging challenges and formally reviewed every three years.

==== '''Complaints of discrimination''' ====
If you are a member of staff and believe that you have suffered any form of discrimination, harassment or victimisation, you can raise this matter through the grievance procedure, (or other procedure if appropriate) a copy of which is available from Dan Northover. All grievances will be dealt with promptly and in accordance with the agreed procedures.

As a member of staff of Handcrafted, you also have the right to make a complaint to an Employment Tribunal. However, you normally must raise your grievance under our internal procedures first. For more information, speak to Dan Northover or, for guidance on statutory disciplinary and grievance procedures, see www.acas.org.uk.

If you are a trainee or service user and believe that suffered any form of discrimination, harassment or victimisation, please refer to the Handcrafted Complaints Policy: Handcrafted Complaints Policy.docx

Anyone who makes a complaint of discrimination must not be victimised. We will make every effort to ensure victimisation does not occur and any complaints will be taken seriously and dealt with promptly.

== '''Working Hours Expectations''' ==
At Handcrafted, we value flexibility in working hours while ensuring that all staff meet the expectations set out in their contracts. Your working hours expectations are set out in your contract and further details on leave can be found in the [[Leave & Absence Policy]].

== '''Absence management''' ==
Please refer to the [[Absence Management Policy]].

== '''Infectious diseases''' ==
Handcrafted has a legal responsibility under the general duties of the Health and Safety at Work etc, Act 1974, to as far as is reasonably practicable, safeguard members of staff against risks to their health, including those risks posed by infectious diseases.

In addition, there are specific regulations relevant to the control of infection including the Management of Health and Safety at Work Regulations 1999 and the Control of Substances Hazardous to Health Regulations 2002 (as amended). These regulations require employers to carry out risk assessments, record any significant findings and provide staff with adequate information, instruction and training on any risks to their health which they may face at work.

Due to the nature of the services that we provide staff may be exposed to infectious diseases or blood borne viruses (BBVs). Handcrafted will fulfil its duty as an employer to protect its members of staff and will ensure they are provided with information and training as appropriate on the potential risks posed by infectious diseases and BBVs. This policy is to be read in conjunction with risk assessments in place at Handcrafted places of work which identify who may be exposed to the risk of infection and describes management procedures to control this risk.

In particular, staff need to be aware of the risk of infection in the following areas:

* Use of sharp objects in the workshop
* Risk of sharps injury while cleaning properties and disposing of rubbish on Handcrafted premises (especially drug paraphernalia)
* Airborne viruses during pandemics such as COVID-19
* The preparation of food

It is therefore important that strict hygiene precautions are observed at all times by Handcrafted staff and trainees are prompted to maintain safe practices.

=== '''General''' ===

==== '''Designated leads''' ====
The designated lead for infection prevention and control at each Handcrafted hub is the Hub Manager. Their responsibility includes activities within the properties associated with their hub.

The designated lead will ensure:

* systems are in place that assess the risk of and prevent, detect and control the risk of infection.
* sufficient resources are available to secure effective prevention and control of infection.
* staff, trainees, contractors and other persons who directly or indirectly provide work are provided with appropriate information, instruction, training and supervision in the precautions to follow.
* policies and procedures are being implemented.
* a suitable and sufficient risk assessment is carried out with respect to prevention and control of infection.
* an appropriate standard of cleanliness and hygiene is maintained throughout the premises at all times and that the premises are maintained in good physical repair and condition.
* appropriate standards of cleanliness and hygiene are maintained in relation to equipment at all times and that the equipment is maintained in good physical repair and condition.
* that a suitable cleaning schedule is in place and followed
* there are suitable and sufficient hand washing facilities and antimicrobial hand rubs where appropriate.
* suitable information on infections is provided to visitors and contractors, including the importance of hand washing.
* information regarding infection is passed on to any other person, as necessary.
* individuals who develop an infection are identified promptly and that they receive the appropriate treatment and care.
* the local health protection unit is informed of any outbreaks or serious incidents relating to infection within (the relevant timeframe)
* all eligible groups are enabled and supported to take up the offer of immunisation programmes.
* all staff are fully trained in and co-operate with our control of infection procedures.

Accordingly, it may at times be necessary to

* stagger start and finish times so that fewer people are together at once.
* cancel non-essential travel.
* cancel non-essential training sessions.
* support working from home for staff where possible.
* ensure that facilities are suitable to minimise the spread of infection, e.g., allowing a distance of more than two metres between attendees, and
* keep a record of relevant immunisations.

==== '''Training''' ====
Handcrafted will

* provide suitable training, including
** induction training to all staff on the prevention and control of infection
** safe handling and disposal of sharps
** prevention of occupational exposure to blood-borne viruses (BBVs), including prevention of sharps injuries
** disinfection
** food hygiene
** safe handling and disposal of waste
* keep a record of all training and updates to staff.

=== '''Infection outbreak procedure''' ===
Handcrafted insists that its staff follow any Government guidance published on self-isolation/quarantine.

Staff and trainees must report symptoms of infectious diseases and staff who have infectious disease symptoms must not come to work and, in the case of diarrhoea and vomiting, stay away for at least 48 hours after the symptoms have stopped.

Where required, notifiable outbreaks will be reported to the relevant authority e.g., HSE by Operations Director.

Handcrafted and its staff and trainees will cooperate with any investigation by a relevant authority and comply with any investigation findings.

In case of an outbreak, procedures will be put in place to keep the number of staff or trainees in contact with affected persons to a minimum and ensure they are not involved with food handling.

Staff must pay strict attention to infection control procedures, in particular to the washing of hands and the wearing of protective clothing if required.

== '''Substance misuse''' ==
This Policy will explain the responsibilities and principle behind the Handcrafted’s approach to managing the misuse of illegal drugs, alcohol and other substances by employees. Handcrafted aims to ensure that it provides a safe and productive work environment that promotes the health, safety and wellbeing of its staff.

Handcrafted has a responsibility to provide its trainees with the best possible service and ensure that all services are delivered effectively and without compromise, at the same time maintaining and promoting our reputation and integrity.

We have a duty under the Health & Safety at Work Act 1974 to ensure, as far as is reasonably practicable, the health, safety and welfare of our staff and others. This includes taking all reasonable steps to resolve drug (illegal, prescription or recreational), alcohol and other substance misuse-related problems within the workplace. Staff also have a duty of care to trainees and colleagues and are therefore expected to co-operate with and implement this policy.

=== '''Our stance''' ===
Our position is one of not allowing the use, possession or supply of drugs, alcohol or substances by staff whilst at work or allowing staff to continue working if they are found, or if there is reason to suspect that they are, under the influence of any substance or if they smell of alcohol.

This policy should be seen in the context of a desire to promote the general wellbeing of all members of staff and the safety for trainees, colleagues and others. Handcrafted is committed to providing confidential support and specialist help where necessary to any member of staff making a disclosure regarding their misuse of substances and their intention to manage the situation more effectively.

==== '''Scope''' ====
This policy applies to all members of staff and anyone else working in our premises. Any breach of this Policy may lead to disciplinary action, up to and including summary dismissal.

=== '''The Policy''' ===
You must not come into work if you’re under the influence of alcohol, drugs (including prescription medication) or Novel Psychoactive Substances (NPS) including those formerly known as legal highs to the extent that your judgment, behaviour or ability to carry out your job is affected. This includes when you are working from home or any other premises.

If you need to drive for work reasons, of course you must also be within the relevant legal drink drive limit.

If you’ve been prescribed medication that you think might affect your ability to do your job safely and efficiently or have a medical condition that may replicate the signs of drug or alcohol intoxication, you must talk to your line manager about this as soon as you can, and before you start work.

===== '''During work''' =====
You must not consume alcohol or illegal drugs or abuse any substances (including NPS’s and solvents) while you’re working on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes if you are working at home or remotely.

===== '''Illegal drugs''' =====
You must never be in possession of, sell, or purchase illegal drugs or other substances whilst you’re working, whether on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes when you are working from home or remotely.

If you’re found in possession of illegal drugs whilst at work, or a work-related event or activity, we may report this to the police.

=== '''The Procedure''' ===
If your manager, or any other Handcrafted manager, director or Trustee has reasonable grounds to think you’re under the influence of drugs or alcohol whilst at work, they will speak to you about the situation. If they think that you are not in an appropriate condition to work, you will usually be suspended from work and invited to an investigatory meeting at a later date. This may lead to disciplinary action, up to and including summary dismissal.

==== '''Work-related events''' ====
Handcrafted policies still apply to you at events or activities that you’re attending. If you’re at a work-related event, such as a team social activity or party, whether held or not held at a Handcrafted location, and you choose to drink alcohol, we trust you will behave respectfully and appropriately at all times. You should consume alcohol only in moderation.

You must never be in possession of, sell, or purchase illegal drugs or other substances (including NPS’s and solvents) while you are at a work-related event or activity.

Any inappropriate behaviour or activity will be investigated under our Disciplinary Procedure and may lead to disciplinary action being taken against you, up to and including summary dismissal.

==== '''Drug or alcohol misuse/dependency''' ====
If you think you’ve got a problem with drug and/or alcohol misuse or dependency, we want you to know that you can talk to us before it becomes an issue at work. Your manager might talk to you if they notice any signs that suggest you could have a problem.

If you talk to your manager, they will offer support and will keep things confidential, unless they have concerns about your safety or that of other people. They will offer appropriate support, such as encouraging you to see your GP, referring you to occupational health, or for alcohol/drug misuse-focused counselling.

If you’re having treatment for a drug/alcohol problem and you need time off for appointments, we will work with you to ensure that the time is made available.

== '''Capability''' ==
This policy applies to all employees of Handcrafted, including full-time, part-time, and temporary staff. The purpose of this Capability Policy is to:

* Identify and address instances of poor staff performance in a fair and supportive manner.
* Promote continuous improvement and professional development among our employees.
* Ensure compliance with ACAS guidelines in managing staff performance.

=== '''Principles''' ===

==== '''Early Intervention''' ====
Poor performance concerns will be addressed promptly through open and supportive communication.

Supervisors and managers will provide regular feedback and coaching to help employees improve their performance.

==== '''Supportive Approach''' ====
Handcrafted is committed to supporting employees in their efforts to improve performance.

Employees will be encouraged to participate in training and development programs to enhance their skills.

==== '''Fair and Objective Assessment''' ====
Performance issues will be assessed objectively, considering relevant factors such as workload, resources, and personal circumstances.

Employees will have the opportunity to provide input and evidence related to their performance.

==== '''Training and Development''' ====
Handcrafted will provide access to training and development opportunities to help employees enhance their skills and address performance gaps.

==== '''Performance Improvement Plan (PIP)''' ====
If an employee's performance remains unsatisfactory after initial interventions, a formal Performance Improvement Plan (PIP) may be implemented.

The PIP will outline clear expectations, goals, timelines, and support mechanisms to help the employee improve their performance.

==== '''Review and Monitoring''' ====
Progress under the PIP will be reviewed regularly.

Managers and employees will discuss progress and make necessary adjustments to the plan as needed.

==== '''Dismissal as a Last Resort''' ====
Dismissal will only be considered as a last resort when all reasonable efforts to support performance improvement have been exhausted.

=== '''Procedure''' ===

==== '''Informal Stage''' ====
The line manager or supervisor will discuss concerns regarding poor performance with the employee.

The employee will be provided with constructive feedback and offered support, including access to training and resources.

==== '''Formal Stage (Performance Improvement Plan - PIP)''' ====
If poor performance persists, the employee will be invited to a formal meeting to discuss the implementation of a PIP.

The PIP will be documented in writing and shared with the employee.

The employee will have the opportunity to review and discuss the PIP and provide input.

==== '''Review Meetings''' ====
Regular review meetings will be scheduled to monitor progress under the PIP.

Adjustments to the plan may be made if necessary.

==== '''Consideration of Further Actions''' ====
If performance does not improve despite the PIP, further actions, including dismissal, may be considered in accordance with Handcrafted HR policies.

==== '''Confidentiality''' ====
All information related to staff performance, including discussions, meetings, and PIPs, will be treated confidentially in line with data protection regulations and Handcrafted policies.

==== '''Appeals''' ====
Employees have the right to appeal against decisions made under this Capability Policy. Appeals should be made in writing to the HR department, and the appeal process will be conducted in accordance with Handcrafted HR policies.

== '''Disciplinary''' ==
This policy is designed to ensure that there are effective and equitable arrangements for handling disciplinary and related matters. The purpose of the disciplinary procedure is to set out the standards of conduct expected of all members of staff and to provide a framework within which managers can work with staff to maintain those standards and encourage improvement where necessary. The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures.

==== '''Scope''' ====
In order to ensure consistent and fair treatment, this procedure applies to all members of staff, although it may not always be followed during a probationary period. It does not apply to trainees, agency workers or self-employed contractors.

Minor conduct issues can usually be resolved informally with your manager. This procedure sets out formal steps to be taken if the matter is more serious or cannot be resolved informally.

Matters relating to poor performance are dealt with via the Handcrafted Capability Policy, and matters relating to genuine sickness absence are dealt with by via the Handcrafted Absence Management policy.

This policy and the procedure set out within it does not form part of any employee’s contract of employment and we may amend it at any time. Dependant on the particular circumstances of the case, Handcrafted reserves the right to resolve matters without recourse to this policy, or to only apply certain aspects of the disciplinary procedure.

==== '''Investigations''' ====
Before any disciplinary hearing is held, or any disciplinary action is taken, the matter will be investigated in order to establish the facts. Any meetings and discussions as part of an investigation are purely for the purpose of fact-finding and are in no way be considered to be a disciplinary hearing. No disciplinary action will be taken without a disciplinary hearing.

In some cases, we may need to suspend you from work while we carry out the investigation. Suspension is not considered to be a disciplinary action and is not indicative of any prejudgment of the matter. You will remain on full pay and benefits during any period of suspension.

==== '''Disciplinary hearing''' ====
Having investigated all the facts, the Company will decide whether:

* No action is needed, or;
* The matter should be dealt with informally, or;
* Formal disciplinary action is necessary.

==== '''Formal disciplinary action''' ====
If formal disciplinary action is the appropriate course of action, a disciplinary hearing will be arranged. You will receive written notice of the date, time and venue of the hearing, including information about the alleged misconduct and its possible consequences. You will normally be given copies of relevant documents and witness statements. You will have a reasonable period of time prior to the hearing to consider and prepare your response.

Where practicable, a different person to the one carrying out the investigation will carry out the disciplinary hearing.

A nominated member of staff will normally be present at any formal hearing or interview to take notes of the proceedings.

You should let us know as early as possible if there are any relevant witnesses you would like to attend the hearing or any documents or other evidence you wish to be considered.

At the hearing you will be presented with the allegations and evidence against you. You will be given the opportunity to respond to the allegations and put forward any mitigating circumstances which you want to be taken into account.

We may adjourn the hearing if we need to carry out any further investigations in the light of any new points you have raised.

We will inform you of the decision either at this hearing or as soon as possible after it has taken place (usually within one week). You will be provided with written reasons for the decision and advised of your right to appeal.

==== '''Your right to be accompanied''' ====
You may be accompanied at the hearing by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion. No-one is obliged to act as a companion if they do not wish to do so. If the Company considers your choice of companion to be unreasonable (for example if they have a conflict of interest or may prejudice the hearing), we may require you to choose someone else.

Your companion may make representations to us and ask questions but should not answer questions on your behalf. You may confer privately with your companion or ask for an adjournment at any time during the hearing.

If you or your companion cannot attend on the date proposed, you can offer an alternative time and date so long as it is reasonable and is within five working days of the date proposed by the Company.

==== '''Disciplinary penalties''' ====
The usual penalties for misconduct are set out below. No penalty should be imposed without a hearing. We aim to treat all members of staff fairly and consistently, and a penalty imposed on another member of staff for similar misconduct will usually be taken into account. However, no sanction will be treated as a precedent, and each case will be assessed on its own merits.

===== '''Stage 1: First written warning''' =====
Where there are no other active warnings on your file, you will usually receive a first written warning. This will usually remain active for six months, if the disciplinary procedure is not invoked again during that time. This written warning (and any subsequent written warnings) will state:

* The misconduct or other matters complained of.
* The action necessary to remedy the situation.
* Any review period which may be agreed.
* The consequences of failure to comply with the warning (either a final written warning, or dismissal with notice).

===== '''Stage 2: Final written warning''' =====
For more serious matters, or in case of further misconduct where there is an active first written warning on your record, you will usually receive a final written warning. This warning will usually remain active for twelve months, if the disciplinary procedure is not invoked again during that time.

===== '''Dismissal or other action''' =====
In instances of gross misconduct, or where your conduct has continued to fall below our standards after due warnings have been given, you may be dismissed. Examples of gross misconduct are given below. In cases of gross misconduct, the dismissal will usually be summary (i.e., without notice).

We may consider other sanctions short of dismissal, including demotion, redeployment to another role or a period of suspension without pay (where permitted by your contract), and/or an extension of a final written warning with a further review period.

Any decision will be confirmed in writing.

==== '''Appeals''' ====
If you are not satisfied with a disciplinary decision, you may appeal within one week of being told of the decision. Your appeal should be made in writing and should indicate the full grounds upon which your appeal is made.

The appeal hearing will, where possible, be held by someone senior to the person who held the original disciplinary hearing. You may bring a colleague or trade union representative with you.

On appeal, a decision may be to confirm the previous decision, or to impose a lesser or greater penalty, or no penalty at all. We will inform you in writing of our final decision as soon as possible, usually within one week of the appeal hearing. There will be no further right to appeal.

If you are appealing against dismissal, the date on which the dismissal takes effect will not be delayed pending the outcome of the appeal. However, if your appeal is successful, you will be reinstated with no loss of continuity or pay.

=== '''Confidentiality''' ===
We aim to deal with disciplinary matters sensitively and with due respect for the privacy of any individuals involved. All members of staff must treat as confidential any information communicated to them in connection with an investigation or disciplinary matter.

Any documentation (such as witness statements, letters, warnings and meeting summaries) will be stored securely, and only shared on a ‘need to know basis’.

=== '''Examples of misconduct''' ===
Examples of misconduct which could lead to disciplinary action include, but are not limited to:

* Unauthorised absence, or failure to comply with any aspect of the sickness absence policy.
* Poor time keeping and/or time wasting.
* Failure to comply with a specific instruction.
* Excessive use of personal email or internet usage.
* Impropriety, whether or not within working hours, which Handcrafted reasonably considers to be detrimental to its interests.
* Failure to disclose any personal interest which represents a conflict of interest with the organisation or its stakeholders.
* Breach of confidentiality.
* Failure to maintain health and safety standards.
* Impaired work due to the consumption of alcohol and/or drugs.
* Persistent or regular unavailability for work due to illness, injury or otherwise.
* Abusive or unacceptable behaviour.
* Bullying and harassment of another staff member.
* Minor breaches of your contract.
* Any review period which may be agreed.

=== '''Examples of gross misconduct''' ===
We regard certain issues as so serious as to warrant dismissal without notice (known as Summary Dismissal). Such matters include, but are not limited to:

* Physical and verbal violence / assault.
* Theft.
* Serious bullying, harassment or victimisation, particularly of a discriminatory nature.
* Making untrue allegations in bad faith against a colleague.
* Deliberate and serious damage to property.
* Fraud or deliberate falsification of records (e.g., in job applications, documents relating to sickness absence, or expense claims).
* Undertaking unauthorised paid or unpaid employment during your working hours.
* Accepting or offering a bribe or other secret payment.
* Serious negligence which causes or might cause unacceptable loss, damage or injury.
* Serious incapacity at work caused by being under the influence of alcohol or drugs.
* A serious breach of confidence.
* Deliberately accessing internet sites containing pornographic, offensive or obscene material.
* Disclosure of any confidential information relating to the organisation
* Serious insubordination or rudeness to managers, colleagues, trainees, contractors, suppliers or professional contacts.
* Bringing Handcrafted into serious disrepute.
* A serious breach of health and safety rules.
* Conviction on a criminal charge relevant to your employment or damaging to Handcrafted’s interests.

== '''Harassment & Bullying''' ==
Handcrafted is committed to providing a working environment that is free of harassment and bullying, and where everyone is treated, and treats others, with dignity and respect. We will not permit or condone any form of bullying or harassment.

==== '''Scope''' ====
This policy covers bullying or harassment of or by anyone engaged to work at Handcrafted Projects, and also by third parties such as contractors or suppliers. The policy encompasses bullying or harassment that occurs in the workplace, and also out of the workplace, such as on external trips or at work-related social events.

This policy does not form part of your contract of employment, and we may amend it at any time.

=== '''Introduction''' ===

==== '''What is harassment?''' ====
Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. A single incident of this nature can amount to harassment if sufficiently serious.

Unlawful harassment may involve sexual harassment, or it may be related to any other of the Protected Characteristics detailed in our Equal Opportunities policy, which includes age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. The Handcrafted stance is that harassment is unacceptable, whether or not it is targeted at any of these categories.

Examples of harassment may include (but are not limited to) the following:

* Displays or circulation of sexually suggestive material or material with racial overtones.
* Use of slang names for racial groups, or age groups, or for disabled persons.
* Professional or social exclusion.
* Unwanted physical conduct, such as touching, pinching, pushing and grabbing.
* Unwelcome sexual advances or suggestive behaviour.
* Offensive emails, text messages or social media content.

It is important to note that harassment occurs even if the harasser perceives his/her behaviour as being harmless and without malice, or ‘just a bit of fun’. What matters is how the behaviour makes the recipient feel, and not what the perpetrator’s intentions were. Also, a person may be harassed even if they were not the intended ‘target’ of the behaviour. For example, a man may be harassed by sexist jokes about women if the jokes create an environment that is offensive to him.

==== '''What is bullying?''' ====
Bullying is a sustained form of psychological abuse. It is defined as offensive, intimidating, malicious or insulting behaviour, involving the abuse or misuse of power, which has the purpose or effect of belittling, humiliating or threatening the recipient.

Workplace bullying usually takes one of three forms: physical, verbal or indirect. It can range from extreme forms such as violence and intimidation, to less obvious actions, such as professional or social exclusion.

Examples of bullying may include (but are not limited to) the following:

* Shouting or swearing at people in public or private.
* Spreading malicious rumours.
* Inappropriate derogatory remarks about someone’s performance.
* Physical or psychological threats.
* Constantly undervaluing effort.
* Rages, often over trivial matters.
* Ignoring or deliberately excluding people.
* Overbearing and intimidating levels of supervision.
* Deliberately sabotaging or impeding work performance.

Please note that managers are duty-bound to give their team members feedback and to generally manage their performance. Legitimate, reasonable and constructive criticism of a team member’s performance or behaviour, or reasonable instructions given to an employee in the course of their employment, will not amount to bullying on their own.

=== '''Procedure''' ===

==== '''What to do if you are being harassed or bullied''' ====

===== '''Informal approach''' =====
You may be able to sort out matters informally. The person may not know that their behaviour is unwelcome or upsetting, so an informal discussion may help them to understand the effects of their behaviour and agree to change it.

If you feel able to, tell the person what behaviour you find offensive and unwelcome, and say that you would like it to stop immediately. You should keep a note of the date and what was said and done. This will be useful if the unacceptable behaviour continues and you wish to make a formal complaint.

If this is too difficult for you, then please talk to your line manager, or a trusted colleague, for advice and assistance. They may for example speak to the person concerned on your behalf or accompany you when you speak to them.

If the informal approach is not appropriate, or has not been successful, you should raise a formal grievance through the Grievance Policy.

===== '''Formal procedure''' =====
If you feel that you need to deal with an issue of harassment or bullying formally, you should do so by following to the Handcrafted Grievance Policy.

We will investigate the issue in a timely, confidential and sensitive manner. The investigation will be conducted where possible by someone with appropriate seniority and experience, and no prior involvement in the issue. Details of the investigation, and the names of the people involved, will only be disclosed on a ‘need to know’ basis. We will consider whether any steps are necessary to manage the ongoing working relationship between you and the person accused during the investigation.

Once the investigation is complete, we will inform both parties (separately) of our decision. Whether or not your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned.

==== '''Consequence of a breach of this policy''' ====
If after due investigation, we consider that a member of staff has been harassed or bullied by another remember of staff or trainee, the matter will be dealt with under the Handcrafted Disciplinary Policy as a case of possible misconduct or gross misconduct. The person concerned may be suspended on full pay during the disciplinary investigation until any eventual disciplinary proceedings have been concluded. If the complaint of bullying or harassment is upheld, a disciplinary penalty may be imposed up to and including dismissal, depending on the seriousness of the offence and all relevant circumstances.

Some bullying or harassment will constitute unlawful discrimination if it relates to any of the Protected Characteristics as detailed above and in the Equal Opportunities policy. Such behaviour could constitute a criminal offence, punishable by a fine and/or imprisonment.

Where it is found that a member of staff has been harassed by a third party, such as a customer, supplier or independent contractor, Handcrafted will take such steps as are reasonably practicable to prevent any recurrence.

If you make a complaint which is not upheld, and Handcrafted has good grounds for believing that the complaint was not made in good faith, we will take disciplinary action against you.

==== '''Protection and support for those involved''' ====
If you raise an issue in good faith, or if you participate in any investigation, you must not suffer any form of retaliation or victimisation as a result. Any member of staff found engaging in retaliation will be subject to disciplinary action.

==== '''Record-keeping''' ====
Information about an issue made by or about a member of staff may be placed on either party’s personnel file, along with a record of the outcome and any other notes or documents compiled during the process. These will be processed in accordance with our Data Protection policy.

==== '''How we can all help to stop bullying and harassment''' ====
We all have a shared responsibility to help create and maintain a working environment free of bullying and harassment. For your part, you can do this by:

* Considering how your own behaviour may affect others and changing it.
* Being receptive, rather than defensive, if asked to change your behaviour.
* Treating your colleagues with dignity and respect.
* Taking a stand if you think inappropriate jokes or comments are being made.
* Making it clear to others when you find their behaviour unacceptable.
* Intervening, if possible, to stop harassment or bullying, and giving support to victims.
* Reporting harassment or bullying to your line manager or another appropriate person.
* Being open, honest and objective in any investigation of complaints.

Managers have a particular responsibility to:

* Set a good example by their own behaviour.
* Ensure that there is a supportive working environment in their team.
* Communicate to team members what standards of behaviour are expected from them.
* Intervene to stop bullying or harassment.
* Report promptly to senior management any complaint of bullying or harassment.

== '''Grievance''' ==
From time to time, you may have a query or grievance relating to your employment with Handcrafted Projects. This policy is intended to encourage communication between you and your line manager to ensure that questions can be answered, and problems arising can, where possible, be fairly and quickly resolved.

==== '''Scope''' ====
The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures. It applies to all Handcrafted members of staff, regardless of length of service. It does not form part of your contract of employment. We may amend it at any time, and we may depart from it depending on the circumstances of any case.

==== '''What is a grievance?''' ====

===== '''Examples of issues that may give rise to a grievance''' =====
The following is a list of the types of issues that may give rise to a grievance, although this list is not exhaustive, and other issues may amount to a grievance:

* Terms and conditions of employment.
* Health and safety.
* Relationships at work.
* Working practices.
* Organisational change.
* Discrimination.
* Bullying and harassment.
* Working environment.

This grievance procedure should not be used to complain about dismissal or disciplinary action, or if your performance is being managed through the formal capability procedure. In this event you should submit an appeal under the appropriate policy.

If you feel you have either witnessed or been the victim of bullying or harassment, please refer to our Bullying and Harassment policy for further guidance and information.

==== '''The Grievance procedure''' ====

===== '''Informal resolution''' =====
If you have a grievance arising from your employment it is often best to try to resolve the matter informally by discussing it with your line manager. If this is not appropriate, you should speak to Dan Northover (CEO) or Richard Alty (Trustee).

If this does not resolve the issue, you should follow the formal procedure detailed below.

===== '''Formal resolution''' =====
If your grievance can not be resolved informally, you should set out it out in writing. You should address this letter to your line manager, unless your grievance is about your manager, in which case it should be submitted to Dan Northover (CEO) or Richard Alty (Trustee). Your written grievance should include:

* An indication that it is a formal grievance.
* A brief description of the nature of your complaint.
* Any relevant facts, dates and names of individuals involved.

On receiving this notice, we will acknowledge receipt and give you a realistic timeframe within which a response will be forthcoming.

In some situations, we may ask you to provide us with formal information before we can progress the matter.

Written grievances will be placed on your personnel file, along with a record of any decisions taken and any notes or other documentation compiled during the grievance process. These will be processed in accordance with our Data Protection policy.

==== '''Grievance investigation''' ====
It may be necessary for us to carry out an investigation into your grievance. This may involve interviewing and taking statements from you and any witnesses, and/or reviewing any relevant documentation.

You must cooperate fully and promptly in any investigation. We may ask you for names of witnesses for example, or to disclose any documentation to us.

When investigating a matter, we will bear in mind any concerns to raise relating to confidentiality, but you should be aware that a full investigation may not be possible without certain disclosures being made, and that, without a full investigation, it may not be possible or appropriate for Handcrafted to reach the decision on your grievance that you wish for.

If any evidence is gathered in the course of the investigation, you will be given a copy in advance of the hearing. However, in exceptional circumstances such evidence given by individuals may have to remain anonymous and/or confidential - in this eventuality you will be given an appropriate summary of the evidence.

We may initiate an investigation before holding a grievance meeting, but on other occasions we may hold a grievance meeting before deciding what investigation (if any) to carry out. In those cases, we will hold a further grievance meeting with you after our investigation and before we reach a decision.

==== '''Grievance meeting''' ====
We will arrange a grievance meeting, normally within one week of receiving your written grievance or of completing any necessary preliminary investigation.

You will be notified of the date, time and location of the meeting (which should be reasonable for you and the organisation). You should make every effort to attend grievance meetings. If you are unable to attend a meeting at the specified time, please let us know immediately, and we will try, within reason, to agree an alternative time.

If you have any difficulty with the grievance meeting, or at any other stage of the procedure, because of a disability or because English is not your first language, please let us know so that we can try to help you. We may for example invite you to bring a friend or a member of your family to the meeting, if this may help.

During the meeting your grievance will be discussed, and both parties will have an opportunity to explain their views. A third party may also be present to keep a note of proceedings. You should take the opportunity to explain your grievance, and how you believe it should be resolved. Any evidence will be taken into full consideration.

If, in the course of the meeting, we feel that further investigation is merited, we will consider adjourning the meeting, and then reconvening it at a later date, once the necessary investigations have been carried out.

We will write to you, usually within one week of the final grievance meeting, to inform you of the outcome and of any further action that we intend to take to resolve the grievance, if applicable. We will also set out your right of appeal.

==== '''Your right to be accompanied''' ====
You may bring a companion (either trade union representative or a work colleague) to any grievance meeting or appeal meeting under this procedure. Please tell us who your chosen companion is in good time before the meeting. If your chosen companion is unavailable at the time a meeting is scheduled and will not be available for more than five working days afterwards, we may ask you to choose someone else. If Handcrafted does not consider your choice of companion to be a reasonable one, we may require you to choose an alternative. Your companion will be allowed reasonable paid time off to act as your companion. He/she is under no obligation to agree to be your companion.

If you choose to be accompanied, your companion may address the meeting and you will be allowed to confer privately with each other, but he/she should not answer questions on your behalf.

==== '''Appeal''' ====
If you are not satisfied with a grievance decision, you may appeal within one week of being told of the decision. When appealing you should set out in writing which aspects of the decision you are challenging and why.

We will hold an appeal meeting, usually within one week of receiving your written appeal, unless you have raised further evidence which requires investigation. This will be dealt with impartially, and the appeal meeting will be held, if possible, by a more senior manager who has not previously been involved in the case (although they may ask anyone previously involved to be present). You have the right to be accompanied by a companion, as set out above.

We will confirm our final decision in writing, usually within one week of the appeal hearing, unless any subsequent investigation has been necessary. Where appropriate we may hold a meeting to give you this information in person. This is the final stage of the grievance procedure, and there is no further right of appeal.

== '''Whistleblowing & Confidential Disclosures''' ==
This document is the Handcrafted Projects Whistleblowing Policy as defined under Public Interest Disclosure Act 1998. The Act protects workers who disclose information about malpractice at their current or former workplace, provided certain conditions are met.

==== '''Scope''' ====
The policy applies to all staff and trainees. Personal grievances (e.g., bullying, harassment, discrimination) are not normally covered by this policy, these are covered by the Handcrafted Projects Grievance Policy.

=== '''Introduction''' ===
Handcrafted Projects staff and trainees in any capacity, at one time or another may have concerns about what is happening. It is your duty to speak up about genuine concerns. These concerns are usually best resolved by having a conversation with your line manager.

When disclosing a concern, you must reasonably believe two things:

# That you are acting in the public interest; and
# that the disclosure may fall under one or more of the following headings of malpractice (the list is not exclusive):

* a criminal offence e.g., fraud.
* betting, corrupt conduct, inside-information.
* someone’s health and safety is in danger.
* risk or actual damage to the environment.
* a miscarriage of justice.
* an organisation is breaking the law or
* covering up wrong-doing.

You may be worried about raising such issues or may want to keep the concerns to yourself, perhaps feeling that it is none of your business or that it is only a suspicion. You may feel that raising the matter would be disloyal to colleagues, managers or to Handcrafted Projects. You may decide to say something but find that you have spoken to the wrong person or raised the issue in the wrong way and are not sure what to do next.

Handcrafted Projects takes any form of misconduct seriously and has introduced this policy to enable staff and trainees to raise concerns early and in the right way. We encourage all individuals, where appropriate, to raise the matter as a concern rather than wait for proof.

==== '''Assurances by Handcrafted Projects''' ====

===== '''Commitment''' =====
The Handcrafted Projects Trustees are committed to this policy. If a genuine concern is disclosed under it, Handcrafted will use all reasonable endeavours to protect you, provided you are acting in good faith. This assurance does not apply to someone who maliciously raises a concern that they know is untrue.

The daily environment for a Handcrafted Projects employee or trainee may be challenging following a whistleblowing disclosure, both whilst the disclosure is being investigated and following the conclusion of the process. If you feel that your environment is not tolerable, discussions should take place with Dan Northover. We will seek to either redeploy you, suitably change your environment, or ensure that you are not disadvantaged as a result of making the disclosure.

===== '''Confidence''' =====
Handcrafted Projects does not tolerate the harassment or victimisation of anyone raising a genuine concern. However, we recognise that you may wish to raise a concern ‘in confidence’. If you ask us to protect your identity, we will not disclose it without your consent. If the situation develops and we are not able to resolve the concern without revealing your identity (for instance because evidence is required in court), we will consult with you on how you would like to proceed.

Handcrafted Projects recognises that if we do not know the identity of the person disclosing a concern, it may be more difficult to resolve the matter. Notwithstanding, we will always endeavour to balance this with the needs of anyone raising a concern.

===== '''Procedure''' =====
Once we have been made aware of a concern, we will make an initial assessment in order to decide what action should be taken. This may involve an internal investigation, or an external review/investigation completed by independent experts who are not involved in our organisation. You will be made aware of who is handling your concern and how they can be contacted.

We will act as quickly as possible to resolve the matter, though the time taken to come to a resolution will depend on the nature of the disclosure. If appropriate and confidentiality allows, you will be kept informed at all times, though this may not always be possible.

When raising a concern, you will be asked how you feel the matter might best be resolved. At this stage, we must be made aware if you any personal interest in the matter. If the concern is deemed to be covered more appropriately by the Grievance Procedure, we will make you aware and direct you to the policy. Records of disclosures will be kept in accordance with applicable law.

===== '''Raising a concern internally''' =====
If you have a concern about misconduct, you should raise it in the first instance with your Line Manager, alternatively with Dan Northover (CEO). This may be done orally or in writing. You will need to state whether you wish to raise the matter in confidence so the appropriate arrangements can be made.

If, after raising these concerns, you still feel the matter has not been addressed, or if you feel that the matter is so serious that you cannot discuss it with your manager or director, you should contact the CEO.

===== '''Raising a concern externally''' =====
In disclosure cases such as criminal misconduct or child or vulnerable adult abuse, you must inform the regulatory authorities without undue delay.

The disclosure process when dealt with internally by Handcrafted Projects may be duty bound to report externally to statutory bodies.

===== '''Keeping the Handcrafted Projects’ Trustees informed''' =====
The CEO will notify the Chair of the Trustees when a whistleblowing case has instigated. Details of the case will not be discussed at that stage. Once the findings are concluded, the Trustees will be fully informed, in confidence.

Leave & Absence Policy

2026-04-01T16:25:35Z

Rebekah Hook: /* Carrying Over Leave */

''NB. This new policy has been created to replace various absence- and leave- related policies previously found in sections of the: Sickness & Absence Policy, Annual Leave Policy, Absence Management Policy and HR Policy.''

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|[[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|
|}

= Leave Entitlement =
As a Handcrafted staff member, you are entitled to a specified number of days of annual leave per year as outlined in your contract. This is usually 25 days per year (pro-rata for part-time employees) plus the eight statutory bank holidays.

The holiday year begins on your employment start date.

== Requesting Annual Leave ==

* Requests for annual leave should be made as early as possible. A general guideline is to give notice at least twice the length of the time you are requesting. For example, if you are requesting one week of leave, provide two weeks' notice.
* All leave requests must be submitted through the AirTable form for approval. Ensure that you have your Line Manager's approval before finalising any holiday plans.
* We recommend you do not book any flights/holidays before approval is given. It saves debate later on if leave cannot be granted.
* When planning your leave, consider the impact on your team and ensure that there is adequate coverage during your absence.
* It is advisable to discuss your plans with your team and Line Manager well in advance to avoid any disruptions.

== Carrying Over Leave ==
You can carry over up to 5 days of annual leave, in discussion with your line manager.

== Time Off in Lieu ==
Time Off In Lieu (TOIL): Time off granted for additional hours worked, following the procedures outlined in Working Hours Expectations

* '''Less than Half a Day:''' If you work additional hours that amount to less than half a day, this can be managed as flexitime. Flexitime must be agreed upon in advance with your Line Manager.
* '''Half a Day or More:''' For additional hours amounting to half a day or more, you must seek approval through the AirTable system. TOIL should be agreed upon before working additional hours, as approval for time off cannot be guaranteed retrospectively.
* '''Notice Period for TOIL:''' When requesting TOIL, provide notice based on whichever is greater: a week or twice the requested amount of time off. For example, if you are requesting one day off as TOIL, you should give at least one weeks' notice.
* '''Tracking TOIL:''' TOIL must be tracked consistently and recorded through the AirTable system to ensure transparency and accuracy.

= Types of Absence & Leave =

== Statutory Entitlements ==

=== Maternity Leave ===
We provide Maternity leave and maternity pay in line with statutory regulations. These regulations currently allow all employees 26 weeks Ordinary Maternity Leave and a further 26 weeks Additional Maternity Leave.

During periods of Maternity Leave, you will continue to receive your contractual rights and benefits, with the exception of salary, but including the right to accrue holiday in line with your contract of employment.

You are allowed paid time off for antenatal care, which includes medical appointments as well as antenatal or parenting classes. As the father or pregnant woman’s partner, you have the right to unpaid time off work to go to 2 antenatal appointments.

You can find full details of your entitlements on the Government’s www.gov.uk web site.

=== Paternity Leave ===
If you and your partner are having a baby, adopting a child or having a baby through a surrogacy arrangement, you may be entitled to Paternity Leave and pay in accordance with prevailing legislation. You can discuss your entitlement with your line manager or visit the www.gov.uk web site.

=== Adoption Leave ===
If you adopt a child and are to become the main carer for your child, you may be entitled to Adoption Leave. The rules regarding entitlement to Adoption Leave and pay broadly mirror those for Maternity and Paternity Leave and pay. Full details can be found on the www.gov.uk web site.

=== Parental Leave ===
You’re entitled to 18 weeks’ leave for each child and adopted child, up to their 18th birthday. You can take up to 4 weeks leave each year for each child in whole weeks (for example 1 week or 2 weeks) rather than individual days, unless your child is disabled. You do not have to take all the leave at once. Time off for parental leave is unpaid.

As with other forms of statutory leave, a ‘week’ equals the length of time you normally work over 7 days. We will protect your employment rights whilst you are away. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Shared Parental Leave ===
You and your partner may be able to get Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) if you are:

* having a baby
* using a surrogate to have a baby
* adopting a child
* fostering a child who you’re planning to adopt

You can use SPL to take leave in blocks separated by periods of work or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

To get SPL and ShPP, you and your partner need to meet the eligibility criteria - there’s different criteria for birth parents and for adoptive parents or parents using a surrogate. You also need to give notice and give up some of your maternity or adoption leave and pay. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Unpaid Carer’s Leave ===
You are entitled to unpaid leave from your first day of work to give or arrange care for a ‘dependant’ who has:

* a physical or mental illness or injury where care is needed for more than 3 months.
* a disability (as defined in the Equality Act 2010)
* care needs because of their old age.

The dependant can be anyone who relies on you for care.

You can find full details of your entitlements on the www.gov.uk website.

=== Neonatal Care ===
You and your partner may be eligible for Neonatal Care Leave and Statutory Neonatal Care Pay if your newborn baby is premature or sick and needs neonatal care.

This may be for:

* hospital care.
* medical care after leaving.
* palliative or end-of-life care

You can find full details of your entitlements on the www.gov.uk website.

== Other Forms of Leave ==
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

=== Jury Service ===
If you are required to attend Jury Service, please inform your line manager of the dates as soon as possible. Jury Service leave is unpaid. You will be paid a court attendance allowance which will be paid to you directly from the courts. For more details, visit the www.gov.uk website.

=== Public Duties ===
If you have responsibilities for public duties such as J.P., school governor or member of a Health Authority, or you are a member of the Reserve or Auxiliary Armed Forces, leave will be granted as appropriate. All requests for leave must be agreed with your line manager. Time off for public duties is unpaid.

=== Flexible Working ===
You have the right to apply for a change in your working pattern to meet personal changes in your life. Should you wish to make such a change, you will need to submit a written application to your line manager. Full details on how to apply can be found on www.gov.uk website.

=== Religious Festivals ===
We recognise that you may require additional time off for religious festivals which fall outside public holidays. All requests for leave must be agreed with your line manager. Time off for religious festivals is unpaid.

=== Bereavement Leave ===
There may unfortunately be occasions when you need to take time off work following the death of a dependent. For the purposes of this policy, a dependent is:

* your husband, wife, civil partner or partner
* your child
* your parent
* a person who lives in your household (not tenants, lodgers or employees)
* a person who relies on you, such as an elderly neighbour

If you do need time off for bereavement leave, this will be paid but needs your line manager’s approval. All requests will be considered sympathetically.

=== Emergency Domestic Leave ===
There are certain situations where you may need to take additional leave to deal with family related problems, issues or domestic emergencies. This may include occasions such as:

* a child or dependent falling ill, a sudden disruption in care or schooling arrangements, or a child or dependent experiencing a serious incident.
* a major flood, fire or burglary at home where time off is needed to secure your property and make arrangements for ongoing accommodation.

If you do need time off to manage an emergency during working hours, this will be paid but needs your line manager’s approval. Contact by phone to request leave should be made at the earliest possible opportunity on the day.

Your line manager may ask you to take annual leave (or parental leave where relevant) if you want more time, for example, to put in place care arrangements or deal with extended circumstances.

=== Medical and Dental Appointments ===
Wherever possible, all routine appointments with your doctor, dentist or hospital should be made outside your normal working hours, or at a time that causes the least disruption to work. This includes check-ups and investigatory appointments.

We recognise that there will be occasions when time off is required for appointments of a more serious nature. These must be agreed in advance with your line manager. Time taken for such appointments will be paid; however, we will expect you to make up the time in the same working week, in agreement with your line manager. If the time is not made up, your line manager may ask you to take annual leave.

== Absence Notifications ==
As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify them of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend and fully engage in all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

=== Absence of up to seven calendar days ===
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

=== Absences of more than seven calendar days ===
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees.

== Absence review meetings ==
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal. See [[Capability Policy|Handcrafted Capability Policy]].

== Sick Pay Provisions ==
During the probationary period, SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long-term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

=== Statutory sick pay (SSP) guidance ===
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* https://www.gov.uk/statutory-sick-pay/overview
* https://www.gov.uk/employers-sick-pay/overview

and form SSP1:

* https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

Absence Management Policy

2026-03-31T09:37:00Z

Rebekah Hook: Redirected page to Leave & Absence Policy

#REDIRECT [[Leave & Absence Policy]]''Note: This policy has now been replaced by the [[Leave & Absence Policy]]''

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|03/08/2024
|}
= Reasons for Absence from Work =
We recognise that there are times when you may not be able to attend work for a variety of reasons, including

* '''Health-Related Absences'''
** Personal illness or injury
** Doctor’s or specialist appointments
** Hospitalisation or surgery
** Chronic or long-term health conditions
** Mental health concerns
* '''Family and Care Responsibilities'''
** Serious illness of a close relative
** Bereavement
** Unavoidable childcare emergencies
** Carer's leave
** Maternity/paternity leave
** Neonatal care leave
* '''Compassionate and Emergency Leave'''
** Domestic emergencies
** Other compassionate reasons
* '''Legal and Civic Duties'''
** Court appearances
** Public duties
* '''Religious and Cultural Observances'''
** Religious observances
* '''Unforeseen Circumstances'''
** Travel disruptions

= Statutory Entitlements =
Handcrafted has a legal obligation to provide Statutory Sick Pay (SSP) to employees who are too unwell to work, ensuring they receive financial support during their absence. Details of sick leave and sick pay entitlements are included in your employment contract, and this policy explains the steps to follow when reporting sickness and the documentation required. In addition, we comply with statutory provisions such as Carer’s Leave and Neonatal Care Leave, which allow for unpaid and paid leave, respectively, in specific circumstances. We're also required by law to consider flexible working requests from day one of your employment, and we'll respond within two months, with any refusals needing a valid legal reason. These legal requirements are part of our commitment to following the rules and looking out for our team.

= Discretionary Aspects =
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

= Responsibilities of Staff =
We ask that all staff members familiarise themselves with this policy and you must always attend work unless there is a valid reason that you can’t attend. If you can’t make it to work due to illness or another unexpected reason, let your line manager know at least an hour before your scheduled start time. You must contact your manager directly if you are able. Messages through others, by text social media, email or answerphone messages are not acceptable.

== Absence Notification Requirements ==
When you notify your manager about your absence, please share:

* The reason for your absence
* When you expect to return, and keep us updated if it’s uncertain (unless your manager advises otherwise)
* Whether you plan to see a GP, if relevant

== Absence Documentation ==

* '''Short-Term Absences (1-7 days):''' When you return to work, please complete a self-certification form if your absence was up to seven days.
* '''Long-Term Absences (8 days or more):''' If you're absent for more than seven days, a doctor’s certificate (Fit Note) is required. We may ask for additional certificates for ongoing absences.

= Absence Reviews =
We want to ensure that any absence is managed with care and attention. Absence reviews help us check in with you and offer support if needed, while also considering how your absence might impact our charity’s ability to provide services and support your colleagues.

We typically begin an absence review when one of the following occurs:

* '''Number of Absences:''' If you’ve had more than 3 (or 4) separate absences in a 12-month period.
* '''Duration of Absence:''' If you’ve been absent for more than 10 working days in a rolling 12-month period.

== Absence Review Meetings ==
When a review is triggered, we’ll meet with you to:

* Check on your wellbeing
* Discuss the reasons for your absence
* See if there are any patterns in your absence
* Explore how we can support you in improving your attendance

During this discussion, we’ll consider:

* Whether your absence is related to a disability, mental health, or ongoing health issue
* If work-related factors might have contributed
* What adjustments can be made to your role to help you return to work or improve attendance
* Whether flexible working arrangements could help you balance work and personal life

We’re committed to being flexible and understanding of individual circumstances, and the formal review process can be adapted as needed to avoid discrimination and support you. We encourage you to reach out to your manager at any time for help or to discuss your needs informally. Our goal is to foster a culture where managers are approachable and equipped to find the best solutions for both you and the charity.

Please note that sustained or repeated absences that impact your ability to do your job may need to be addressed through a capability review as per the Handcrafted Capability Policy.

= Sick Pay Provisions =

* '''During Probation:''' Only Statutory Sick Pay (SSP) is provided. However, your manager may use discretion in special cases. For more details on SSP, please go to the gov.uk website
* '''After Probation:''' Once your probation is over, you are eligible for normal pay for up to 4 weeks of absence per year, as long as you provide a Fit Note for absences longer than seven days.
* '''Extended Absence:''' If your absence goes beyond 4 weeks, your pay will be reduced to 50% for up to 8 more weeks. After this period, only SSP will be available, as long as you continue to provide medical certification.

In keeping with our commitment to being flexible and understanding of individual circumstances, your manager may make allowances regarding sick pay and the frequency with which you need to formally update them; for example, in cases of long-term illness or serious health conditions.

== External Work During Sick Leave ==
If you are on sick leave and want to engage in outside work, including volunteering, please obtain permission from your line manager. Doing so without permission could affect your sick pay.

= Compassionate and Emergency Leave =
We understand that life can be unpredictable, and sometimes you need time off for personal reasons. Handcrafted may provide leave for the following situations:

* '''Bereavement:''' Up to 5 days of paid leave for the death of a close relative.
* '''Domestic Emergencies:''' Time off to handle emergencies at home, with details decided case by case.
* '''Unavoidable Childcare Emergencies:''' Up to 2 days of paid leave, with any additional time treated as unpaid or taken from annual leave.

These provisions are designed to offer support during difficult times, while also ensuring fairness and consistency.

= Manager’s Responsibilities =
Our managers play a key role in supporting staff and ensuring the smooth running of our charity. Their responsibilities include:

* '''Monitoring Absences:''' Keeping accurate records and identifying any concerning patterns.
* '''Conducting Return-to-Work Interviews:''' When you return, your manager will meet with you to discuss your health, reasons for absence, and any required paperwork.
* '''Supporting Staff:''' Offering adjustments and support to help you get back to work comfortably.

= Guidance and Compliance =
This policy follows current UK employment law and statutory requirements, including Statutory Sick Pay (SSP) guidelines. If any discrepancies arise, government SSP guidance will take priority.

Leave & Absence Policy

2026-03-31T09:35:41Z

Rebekah Hook: Explanation note added to top of policy

''NB. This new policy has been created to replace various absence- and leave- related policies previously found in sections of the: Sickness & Absence Policy, Annual Leave Policy, Absence Management Policy and HR Policy.''

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|[[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|
|}

= Leave Entitlement =
As a Handcrafted staff member, you are entitled to a specified number of days of annual leave per year as outlined in your contract. This is usually 25 days per year (pro-rata for part-time employees) plus the eight statutory bank holidays.

The holiday year begins on your employment start date.

== Requesting Annual Leave ==

* Requests for annual leave should be made as early as possible. A general guideline is to give notice at least twice the length of the time you are requesting. For example, if you are requesting one week of leave, provide two weeks' notice.
* All leave requests must be submitted through the AirTable form for approval. Ensure that you have your Line Manager's approval before finalising any holiday plans.
* We recommend you do not book any flights/holidays before approval is given. It saves debate later on if leave cannot be granted.
* When planning your leave, consider the impact on your team and ensure that there is adequate coverage during your absence.
* It is advisable to discuss your plans with your team and Line Manager well in advance to avoid any disruptions.

== Carrying Over Leave ==
Handcrafted's policy on carrying over unused leave to the next year will be outlined in your contract or discussed with your Line Manager. Generally, any leave not taken within the year will be forfeited unless agreed otherwise.

== Time Off in Lieu ==
Time Off In Lieu (TOIL): Time off granted for additional hours worked, following the procedures outlined in Working Hours Expectations

* '''Less than Half a Day:''' If you work additional hours that amount to less than half a day, this can be managed as flexitime. Flexitime must be agreed upon in advance with your Line Manager.
* '''Half a Day or More:''' For additional hours amounting to half a day or more, you must seek approval through the AirTable system. TOIL should be agreed upon before working additional hours, as approval for time off cannot be guaranteed retrospectively.
* '''Notice Period for TOIL:''' When requesting TOIL, provide notice based on whichever is greater: a week or twice the requested amount of time off. For example, if you are requesting one day off as TOIL, you should give at least one weeks' notice.
* '''Tracking TOIL:''' TOIL must be tracked consistently and recorded through the AirTable system to ensure transparency and accuracy.

= Types of Absence & Leave =

== Statutory Entitlements ==

=== Maternity Leave ===
We provide Maternity leave and maternity pay in line with statutory regulations. These regulations currently allow all employees 26 weeks Ordinary Maternity Leave and a further 26 weeks Additional Maternity Leave.

During periods of Maternity Leave, you will continue to receive your contractual rights and benefits, with the exception of salary, but including the right to accrue holiday in line with your contract of employment.

You are allowed paid time off for antenatal care, which includes medical appointments as well as antenatal or parenting classes. As the father or pregnant woman’s partner, you have the right to unpaid time off work to go to 2 antenatal appointments.

You can find full details of your entitlements on the Government’s www.gov.uk web site.

=== Paternity Leave ===
If you and your partner are having a baby, adopting a child or having a baby through a surrogacy arrangement, you may be entitled to Paternity Leave and pay in accordance with prevailing legislation. You can discuss your entitlement with your line manager or visit the www.gov.uk web site.

=== Adoption Leave ===
If you adopt a child and are to become the main carer for your child, you may be entitled to Adoption Leave. The rules regarding entitlement to Adoption Leave and pay broadly mirror those for Maternity and Paternity Leave and pay. Full details can be found on the www.gov.uk web site.

=== Parental Leave ===
You’re entitled to 18 weeks’ leave for each child and adopted child, up to their 18th birthday. You can take up to 4 weeks leave each year for each child in whole weeks (for example 1 week or 2 weeks) rather than individual days, unless your child is disabled. You do not have to take all the leave at once. Time off for parental leave is unpaid.

As with other forms of statutory leave, a ‘week’ equals the length of time you normally work over 7 days. We will protect your employment rights whilst you are away. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Shared Parental Leave ===
You and your partner may be able to get Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) if you are:

* having a baby
* using a surrogate to have a baby
* adopting a child
* fostering a child who you’re planning to adopt

You can use SPL to take leave in blocks separated by periods of work or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

To get SPL and ShPP, you and your partner need to meet the eligibility criteria - there’s different criteria for birth parents and for adoptive parents or parents using a surrogate. You also need to give notice and give up some of your maternity or adoption leave and pay. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Unpaid Carer’s Leave ===
You are entitled to unpaid leave from your first day of work to give or arrange care for a ‘dependant’ who has:

* a physical or mental illness or injury where care is needed for more than 3 months.
* a disability (as defined in the Equality Act 2010)
* care needs because of their old age.

The dependant can be anyone who relies on you for care.

You can find full details of your entitlements on the www.gov.uk website.

=== Neonatal Care ===
You and your partner may be eligible for Neonatal Care Leave and Statutory Neonatal Care Pay if your newborn baby is premature or sick and needs neonatal care.

This may be for:

* hospital care.
* medical care after leaving.
* palliative or end-of-life care

You can find full details of your entitlements on the www.gov.uk website.

== Other Forms of Leave ==
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

=== Jury Service ===
If you are required to attend Jury Service, please inform your line manager of the dates as soon as possible. Jury Service leave is unpaid. You will be paid a court attendance allowance which will be paid to you directly from the courts. For more details, visit the www.gov.uk website.

=== Public Duties ===
If you have responsibilities for public duties such as J.P., school governor or member of a Health Authority, or you are a member of the Reserve or Auxiliary Armed Forces, leave will be granted as appropriate. All requests for leave must be agreed with your line manager. Time off for public duties is unpaid.

=== Flexible Working ===
You have the right to apply for a change in your working pattern to meet personal changes in your life. Should you wish to make such a change, you will need to submit a written application to your line manager. Full details on how to apply can be found on www.gov.uk website.

=== Religious Festivals ===
We recognise that you may require additional time off for religious festivals which fall outside public holidays. All requests for leave must be agreed with your line manager. Time off for religious festivals is unpaid.

=== Bereavement Leave ===
There may unfortunately be occasions when you need to take time off work following the death of a dependent. For the purposes of this policy, a dependent is:

* your husband, wife, civil partner or partner
* your child
* your parent
* a person who lives in your household (not tenants, lodgers or employees)
* a person who relies on you, such as an elderly neighbour

If you do need time off for bereavement leave, this will be paid but needs your line manager’s approval. All requests will be considered sympathetically.

=== Emergency Domestic Leave ===
There are certain situations where you may need to take additional leave to deal with family related problems, issues or domestic emergencies. This may include occasions such as:

* a child or dependent falling ill, a sudden disruption in care or schooling arrangements, or a child or dependent experiencing a serious incident.
* a major flood, fire or burglary at home where time off is needed to secure your property and make arrangements for ongoing accommodation.

If you do need time off to manage an emergency during working hours, this will be paid but needs your line manager’s approval. Contact by phone to request leave should be made at the earliest possible opportunity on the day.

Your line manager may ask you to take annual leave (or parental leave where relevant) if you want more time, for example, to put in place care arrangements or deal with extended circumstances.

=== Medical and Dental Appointments ===
Wherever possible, all routine appointments with your doctor, dentist or hospital should be made outside your normal working hours, or at a time that causes the least disruption to work. This includes check-ups and investigatory appointments.

We recognise that there will be occasions when time off is required for appointments of a more serious nature. These must be agreed in advance with your line manager. Time taken for such appointments will be paid; however, we will expect you to make up the time in the same working week, in agreement with your line manager. If the time is not made up, your line manager may ask you to take annual leave.

== Absence Notifications ==
As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify them of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend and fully engage in all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

=== Absence of up to seven calendar days ===
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

=== Absences of more than seven calendar days ===
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees.

== Absence review meetings ==
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal. See [[Capability Policy|Handcrafted Capability Policy]].

== Sick Pay Provisions ==
During the probationary period, SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long-term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

=== Statutory sick pay (SSP) guidance ===
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* https://www.gov.uk/statutory-sick-pay/overview
* https://www.gov.uk/employers-sick-pay/overview

and form SSP1:

* https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

Leave & Absence Policy

2026-03-31T09:33:39Z

Rebekah Hook:

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|[[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|
|}

= Leave Entitlement =
As a Handcrafted staff member, you are entitled to a specified number of days of annual leave per year as outlined in your contract. This is usually 25 days per year (pro-rata for part-time employees) plus the eight statutory bank holidays.

The holiday year begins on your employment start date.

== Requesting Annual Leave ==

* Requests for annual leave should be made as early as possible. A general guideline is to give notice at least twice the length of the time you are requesting. For example, if you are requesting one week of leave, provide two weeks' notice.
* All leave requests must be submitted through the AirTable form for approval. Ensure that you have your Line Manager's approval before finalising any holiday plans.
* We recommend you do not book any flights/holidays before approval is given. It saves debate later on if leave cannot be granted.
* When planning your leave, consider the impact on your team and ensure that there is adequate coverage during your absence.
* It is advisable to discuss your plans with your team and Line Manager well in advance to avoid any disruptions.

== Carrying Over Leave ==
Handcrafted's policy on carrying over unused leave to the next year will be outlined in your contract or discussed with your Line Manager. Generally, any leave not taken within the year will be forfeited unless agreed otherwise.

== Time Off in Lieu ==
Time Off In Lieu (TOIL): Time off granted for additional hours worked, following the procedures outlined in Working Hours Expectations

* '''Less than Half a Day:''' If you work additional hours that amount to less than half a day, this can be managed as flexitime. Flexitime must be agreed upon in advance with your Line Manager.
* '''Half a Day or More:''' For additional hours amounting to half a day or more, you must seek approval through the AirTable system. TOIL should be agreed upon before working additional hours, as approval for time off cannot be guaranteed retrospectively.
* '''Notice Period for TOIL:''' When requesting TOIL, provide notice based on whichever is greater: a week or twice the requested amount of time off. For example, if you are requesting one day off as TOIL, you should give at least one weeks' notice.
* '''Tracking TOIL:''' TOIL must be tracked consistently and recorded through the AirTable system to ensure transparency and accuracy.

= Types of Absence & Leave =

== Statutory Entitlements ==

=== Maternity Leave ===
We provide Maternity leave and maternity pay in line with statutory regulations. These regulations currently allow all employees 26 weeks Ordinary Maternity Leave and a further 26 weeks Additional Maternity Leave.

During periods of Maternity Leave, you will continue to receive your contractual rights and benefits, with the exception of salary, but including the right to accrue holiday in line with your contract of employment.

You are allowed paid time off for antenatal care, which includes medical appointments as well as antenatal or parenting classes. As the father or pregnant woman’s partner, you have the right to unpaid time off work to go to 2 antenatal appointments.

You can find full details of your entitlements on the Government’s www.gov.uk web site.

=== Paternity Leave ===
If you and your partner are having a baby, adopting a child or having a baby through a surrogacy arrangement, you may be entitled to Paternity Leave and pay in accordance with prevailing legislation. You can discuss your entitlement with your line manager or visit the www.gov.uk web site.

=== Adoption Leave ===
If you adopt a child and are to become the main carer for your child, you may be entitled to Adoption Leave. The rules regarding entitlement to Adoption Leave and pay broadly mirror those for Maternity and Paternity Leave and pay. Full details can be found on the www.gov.uk web site.

=== Parental Leave ===
You’re entitled to 18 weeks’ leave for each child and adopted child, up to their 18th birthday. You can take up to 4 weeks leave each year for each child in whole weeks (for example 1 week or 2 weeks) rather than individual days, unless your child is disabled. You do not have to take all the leave at once. Time off for parental leave is unpaid.

As with other forms of statutory leave, a ‘week’ equals the length of time you normally work over 7 days. We will protect your employment rights whilst you are away. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Shared Parental Leave ===
You and your partner may be able to get Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) if you are:

* having a baby
* using a surrogate to have a baby
* adopting a child
* fostering a child who you’re planning to adopt

You can use SPL to take leave in blocks separated by periods of work or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

To get SPL and ShPP, you and your partner need to meet the eligibility criteria - there’s different criteria for birth parents and for adoptive parents or parents using a surrogate. You also need to give notice and give up some of your maternity or adoption leave and pay. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Unpaid Carer’s Leave ===
You are entitled to unpaid leave from your first day of work to give or arrange care for a ‘dependant’ who has:

* a physical or mental illness or injury where care is needed for more than 3 months.
* a disability (as defined in the Equality Act 2010)
* care needs because of their old age.

The dependant can be anyone who relies on you for care.

You can find full details of your entitlements on the www.gov.uk website.

=== Neonatal Care ===
You and your partner may be eligible for Neonatal Care Leave and Statutory Neonatal Care Pay if your newborn baby is premature or sick and needs neonatal care.

This may be for:

* hospital care.
* medical care after leaving.
* palliative or end-of-life care

You can find full details of your entitlements on the www.gov.uk website.

== Other Forms of Leave ==
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

=== Jury Service ===
If you are required to attend Jury Service, please inform your line manager of the dates as soon as possible. Jury Service leave is unpaid. You will be paid a court attendance allowance which will be paid to you directly from the courts. For more details, visit the www.gov.uk website.

=== Public Duties ===
If you have responsibilities for public duties such as J.P., school governor or member of a Health Authority, or you are a member of the Reserve or Auxiliary Armed Forces, leave will be granted as appropriate. All requests for leave must be agreed with your line manager. Time off for public duties is unpaid.

=== Flexible Working ===
You have the right to apply for a change in your working pattern to meet personal changes in your life. Should you wish to make such a change, you will need to submit a written application to your line manager. Full details on how to apply can be found on www.gov.uk website.

=== Religious Festivals ===
We recognise that you may require additional time off for religious festivals which fall outside public holidays. All requests for leave must be agreed with your line manager. Time off for religious festivals is unpaid.

=== Bereavement Leave ===
There may unfortunately be occasions when you need to take time off work following the death of a dependent. For the purposes of this policy, a dependent is:

* your husband, wife, civil partner or partner
* your child
* your parent
* a person who lives in your household (not tenants, lodgers or employees)
* a person who relies on you, such as an elderly neighbour

If you do need time off for bereavement leave, this will be paid but needs your line manager’s approval. All requests will be considered sympathetically.

=== Emergency Domestic Leave ===
There are certain situations where you may need to take additional leave to deal with family related problems, issues or domestic emergencies. This may include occasions such as:

* a child or dependent falling ill, a sudden disruption in care or schooling arrangements, or a child or dependent experiencing a serious incident.
* a major flood, fire or burglary at home where time off is needed to secure your property and make arrangements for ongoing accommodation.

If you do need time off to manage an emergency during working hours, this will be paid but needs your line manager’s approval. Contact by phone to request leave should be made at the earliest possible opportunity on the day.

Your line manager may ask you to take annual leave (or parental leave where relevant) if you want more time, for example, to put in place care arrangements or deal with extended circumstances.

=== Medical and Dental Appointments ===
Wherever possible, all routine appointments with your doctor, dentist or hospital should be made outside your normal working hours, or at a time that causes the least disruption to work. This includes check-ups and investigatory appointments.

We recognise that there will be occasions when time off is required for appointments of a more serious nature. These must be agreed in advance with your line manager. Time taken for such appointments will be paid; however, we will expect you to make up the time in the same working week, in agreement with your line manager. If the time is not made up, your line manager may ask you to take annual leave.

== Absence Notifications ==
As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify them of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend and fully engage in all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

=== Absence of up to seven calendar days ===
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

=== Absences of more than seven calendar days ===
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees.

== Absence review meetings ==
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal. See [[Capability Policy|Handcrafted Capability Policy]].

== Sick Pay Provisions ==
During the probationary period, SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long-term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

=== Statutory sick pay (SSP) guidance ===
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* https://www.gov.uk/statutory-sick-pay/overview
* https://www.gov.uk/employers-sick-pay/overview

and form SSP1:

* https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

Leave & Absence Policy

2026-03-31T09:31:50Z

Rebekah Hook: Policy created. Amalgamated and refined version of sections previously found in: Sickness & Absence Policy, Annual Leave Policy, Absence Management Policy and HR Policy

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
|'''Group or individual responsible for review'''
|[[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|
|}

= Leave Entitlement =
As a Handcrafted staff member, you are entitled to a specified number of days of annual leave per year as outlined in your contract. This is usually 25 days per year (pro-rata for part-time employees) plus the eight statutory bank holidays.

The holiday year begins on your employment start date.

== Requesting Annual Leave ==

* Requests for annual leave should be made as early as possible. A general guideline is to give notice at least twice the length of the time you are requesting. For example, if you are requesting one week of leave, provide two weeks' notice.
* All leave requests must be submitted through the AirTable form for approval. Ensure that you have your Line Manager's approval before finalising any holiday plans.
* We recommend you do not book any flights/holidays before approval is given. It saves debate later on if leave cannot be granted.
* When planning your leave, consider the impact on your team and ensure that there is adequate coverage during your absence.
* It is advisable to discuss your plans with your team and Line Manager well in advance to avoid any disruptions.

== Carrying Over Leave ==
Handcrafted's policy on carrying over unused leave to the next year will be outlined in your contract or discussed with your Line Manager. Generally, any leave not taken within the year will be forfeited unless agreed otherwise.

== Time Off in Lieu ==
Time Off In Lieu (TOIL): Time off granted for additional hours worked, following the procedures outlined in Working Hours Expectations

* '''Less than Half a Day:''' If you work additional hours that amount to less than half a day, this can be managed as flexitime. Flexitime must be agreed upon in advance with your Line Manager.
* '''Half a Day or More:''' For additional hours amounting to half a day or more, you must seek approval through the AirTable system. TOIL should be agreed upon before working additional hours, as approval for time off cannot be guaranteed retrospectively.
* '''Notice Period for TOIL:''' When requesting TOIL, provide notice based on whichever is greater: a week or twice the requested amount of time off. For example, if you are requesting one day off as TOIL, you should give at least one weeks' notice.
* '''Tracking TOIL:''' TOIL must be tracked consistently and recorded through the AirTable system to ensure transparency and accuracy.

= Types of Absence & Leave =

== Statutory Entitlements ==

=== Maternity Leave ===
We provide Maternity leave and maternity pay in line with statutory regulations. These regulations currently allow all employees 26 weeks Ordinary Maternity Leave and a further 26 weeks Additional Maternity Leave.

During periods of Maternity Leave, you will continue to receive your contractual rights and benefits, with the exception of salary, but including the right to accrue holiday in line with your contract of employment.

You are allowed paid time off for antenatal care, which includes medical appointments as well as antenatal or parenting classes. As the father or pregnant woman’s partner, you have the right to unpaid time off work to go to 2 antenatal appointments.

You can find full details of your entitlements on the Government’s www.gov.uk web site.

=== Paternity Leave ===
If you and your partner are having a baby, adopting a child or having a baby through a surrogacy arrangement, you may be entitled to Paternity Leave and pay in accordance with prevailing legislation. You can discuss your entitlement with your line manager or visit the www.gov.uk web site.

=== Adoption Leave ===
If you adopt a child and are to become the main carer for your child, you may be entitled to Adoption Leave. The rules regarding entitlement to Adoption Leave and pay broadly mirror those for Maternity and Paternity Leave and pay. Full details can be found on the www.gov.uk web site.

=== Parental Leave ===
You’re entitled to 18 weeks’ leave for each child and adopted child, up to their 18th birthday. You can take up to 4 weeks leave each year for each child in whole weeks (for example 1 week or 2 weeks) rather than individual days, unless your child is disabled. You do not have to take all the leave at once. Time off for parental leave is unpaid.

As with other forms of statutory leave, a ‘week’ equals the length of time you normally work over 7 days. We will protect your employment rights whilst you are away. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Shared Parental Leave ===
You and your partner may be able to get Shared Parental Leave (SPL) and Statutory Shared Parental Pay (ShPP) if you are:

* having a baby
* using a surrogate to have a baby
* adopting a child
* fostering a child who you’re planning to adopt

You can use SPL to take leave in blocks separated by periods of work or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

To get SPL and ShPP, you and your partner need to meet the eligibility criteria - there’s different criteria for birth parents and for adoptive parents or parents using a surrogate. You also need to give notice and give up some of your maternity or adoption leave and pay. You can discuss your entitlement with your line manager or visit the www.gov.uk website.

=== Unpaid Carer’s Leave ===
You are entitled to unpaid leave from your first day of work to give or arrange care for a ‘dependant’ who has:

* a physical or mental illness or injury where care is needed for more than 3 months.
* a disability (as defined in the Equality Act 2010)
* care needs because of their old age.

The dependant can be anyone who relies on you for care.

You can find full details of your entitlements on the www.gov.uk website.

=== Neonatal Care ===
You and your partner may be eligible for Neonatal Care Leave and Statutory Neonatal Care Pay if your newborn baby is premature or sick and needs neonatal care.

This may be for:

* hospital care.
* medical care after leaving.
* palliative or end-of-life care

You can find full details of your entitlements on the www.gov.uk website.

== Other Forms of Leave ==
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

=== Jury Service ===
If you are required to attend Jury Service, please inform your line manager of the dates as soon as possible. Jury Service leave is unpaid. You will be paid a court attendance allowance which will be paid to you directly from the courts. For more details, visit the [[www.gov.uk]] website.

=== Public Duties ===
If you have responsibilities for public duties such as J.P., school governor or member of a Health Authority, or you are a member of the Reserve or Auxiliary Armed Forces, leave will be granted as appropriate. All requests for leave must be agreed with your line manager. Time off for public duties is unpaid.

=== Flexible Working ===
You have the right to apply for a change in your working pattern to meet personal changes in your life. Should you wish to make such a change, you will need to submit a written application to your line manager. Full details on how to apply can be found on [[gov.uk]] website.

=== Religious Festivals ===
We recognise that you may require additional time off for religious festivals which fall outside public holidays. All requests for leave must be agreed with your line manager. Time off for religious festivals is unpaid.

=== Bereavement Leave ===
There may unfortunately be occasions when you need to take time off work following the death of a dependent. For the purposes of this policy, a dependent is:

* your husband, wife, civil partner or partner
* your child
* your parent
* a person who lives in your household (not tenants, lodgers or employees)
* a person who relies on you, such as an elderly neighbour

If you do need time off for bereavement leave, this will be paid but needs your line manager’s approval. All requests will be considered sympathetically.

=== Emergency Domestic Leave ===
There are certain situations where you may need to take additional leave to deal with family related problems, issues or domestic emergencies. This may include occasions such as:

* a child or dependent falling ill, a sudden disruption in care or schooling arrangements, or a child or dependent experiencing a serious incident.
* a major flood, fire or burglary at home where time off is needed to secure your property and make arrangements for ongoing accommodation.

If you do need time off to manage an emergency during working hours, this will be paid but needs your line manager’s approval. Contact by phone to request leave should be made at the earliest possible opportunity on the day.

Your line manager may ask you to take annual leave (or parental leave where relevant) if you want more time, for example, to put in place care arrangements or deal with extended circumstances.

=== Medical and Dental Appointments ===
Wherever possible, all routine appointments with your doctor, dentist or hospital should be made outside your normal working hours, or at a time that causes the least disruption to work. This includes check-ups and investigatory appointments.

We recognise that there will be occasions when time off is required for appointments of a more serious nature. These must be agreed in advance with your line manager. Time taken for such appointments will be paid; however, we will expect you to make up the time in the same working week, in agreement with your line manager. If the time is not made up, your line manager may ask you to take annual leave.

== Absence Notifications ==
As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify them of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend and fully engage in all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

=== Absence of up to seven calendar days ===
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

=== Absences of more than seven calendar days ===
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees.

== Absence review meetings ==
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal. See [[Capability Policy|Handcrafted Capability Policy]].

== Sick Pay Provisions ==
During the probationary period, SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long-term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

=== Statutory sick pay (SSP) guidance ===
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* https://www.gov.uk/statutory-sick-pay/overview
* https://www.gov.uk/employers-sick-pay/overview

and form SSP1:

* https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

Absence Management Policy

2026-03-31T09:18:27Z

Rebekah Hook: Created link to new Leave & Absence Policy. This page will be removed shortly.

''Note: This policy has now been replaced by the [[Leave & Absence Policy]]''

At Handcrafted, we are dedicated to supporting our staff in line with our Christian ethos and values. We understand that life can present challenges, whether through illness or unforeseen circumstances. We aim to provide a supportive environment that also ensures the smooth operation of our charity.

This policy outlines how we manage absences, with a focus on promoting the health and well-being of our team while keeping the charity functioning effectively. We aim to balance compassion for our staff with our responsibilities to colleagues, beneficiaries, and the commitments we've made.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|03/08/2024
|}
= Reasons for Absence from Work =
We recognise that there are times when you may not be able to attend work for a variety of reasons, including

* '''Health-Related Absences'''
** Personal illness or injury
** Doctor’s or specialist appointments
** Hospitalisation or surgery
** Chronic or long-term health conditions
** Mental health concerns
* '''Family and Care Responsibilities'''
** Serious illness of a close relative
** Bereavement
** Unavoidable childcare emergencies
** Carer's leave
** Maternity/paternity leave
** Neonatal care leave
* '''Compassionate and Emergency Leave'''
** Domestic emergencies
** Other compassionate reasons
* '''Legal and Civic Duties'''
** Court appearances
** Public duties
* '''Religious and Cultural Observances'''
** Religious observances
* '''Unforeseen Circumstances'''
** Travel disruptions

= Statutory Entitlements =
Handcrafted has a legal obligation to provide Statutory Sick Pay (SSP) to employees who are too unwell to work, ensuring they receive financial support during their absence. Details of sick leave and sick pay entitlements are included in your employment contract, and this policy explains the steps to follow when reporting sickness and the documentation required. In addition, we comply with statutory provisions such as Carer’s Leave and Neonatal Care Leave, which allow for unpaid and paid leave, respectively, in specific circumstances. We're also required by law to consider flexible working requests from day one of your employment, and we'll respond within two months, with any refusals needing a valid legal reason. These legal requirements are part of our commitment to following the rules and looking out for our team.

= Discretionary Aspects =
Beyond what's required by law, Handcrafted offers extra support that reflects our values and helps us work smoothly together. For example, while SSP is required by law, we may choose to provide full or partial pay during illness, especially after your probation period. We also take a flexible approach to absence reviews, adjusting for individual needs such as those related to disability or pregnancy, to ensure fairness and avoid discrimination. Our discretionary leave policies for compassionate or emergency situations allow us to support you during personal crises, staying true to our commitment to balance care with operational needs. We believe these additional benefits not only help our team feel supported but also strengthen our community.

= Responsibilities of Staff =
We ask that all staff members familiarise themselves with this policy and you must always attend work unless there is a valid reason that you can’t attend. If you can’t make it to work due to illness or another unexpected reason, let your line manager know at least an hour before your scheduled start time. You must contact your manager directly if you are able. Messages through others, by text social media, email or answerphone messages are not acceptable.

== Absence Notification Requirements ==
When you notify your manager about your absence, please share:

* The reason for your absence
* When you expect to return, and keep us updated if it’s uncertain (unless your manager advises otherwise)
* Whether you plan to see a GP, if relevant

== Absence Documentation ==

* '''Short-Term Absences (1-7 days):''' When you return to work, please complete a self-certification form if your absence was up to seven days.
* '''Long-Term Absences (8 days or more):''' If you're absent for more than seven days, a doctor’s certificate (Fit Note) is required. We may ask for additional certificates for ongoing absences.

= Absence Reviews =
We want to ensure that any absence is managed with care and attention. Absence reviews help us check in with you and offer support if needed, while also considering how your absence might impact our charity’s ability to provide services and support your colleagues.

We typically begin an absence review when one of the following occurs:

* '''Number of Absences:''' If you’ve had more than 3 (or 4) separate absences in a 12-month period.
* '''Duration of Absence:''' If you’ve been absent for more than 10 working days in a rolling 12-month period.

== Absence Review Meetings ==
When a review is triggered, we’ll meet with you to:

* Check on your wellbeing
* Discuss the reasons for your absence
* See if there are any patterns in your absence
* Explore how we can support you in improving your attendance

During this discussion, we’ll consider:

* Whether your absence is related to a disability, mental health, or ongoing health issue
* If work-related factors might have contributed
* What adjustments can be made to your role to help you return to work or improve attendance
* Whether flexible working arrangements could help you balance work and personal life

We’re committed to being flexible and understanding of individual circumstances, and the formal review process can be adapted as needed to avoid discrimination and support you. We encourage you to reach out to your manager at any time for help or to discuss your needs informally. Our goal is to foster a culture where managers are approachable and equipped to find the best solutions for both you and the charity.

Please note that sustained or repeated absences that impact your ability to do your job may need to be addressed through a capability review as per the Handcrafted Capability Policy.

= Sick Pay Provisions =

* '''During Probation:''' Only Statutory Sick Pay (SSP) is provided. However, your manager may use discretion in special cases. For more details on SSP, please go to the gov.uk website
* '''After Probation:''' Once your probation is over, you are eligible for normal pay for up to 4 weeks of absence per year, as long as you provide a Fit Note for absences longer than seven days.
* '''Extended Absence:''' If your absence goes beyond 4 weeks, your pay will be reduced to 50% for up to 8 more weeks. After this period, only SSP will be available, as long as you continue to provide medical certification.

In keeping with our commitment to being flexible and understanding of individual circumstances, your manager may make allowances regarding sick pay and the frequency with which you need to formally update them; for example, in cases of long-term illness or serious health conditions.

== External Work During Sick Leave ==
If you are on sick leave and want to engage in outside work, including volunteering, please obtain permission from your line manager. Doing so without permission could affect your sick pay.

= Compassionate and Emergency Leave =
We understand that life can be unpredictable, and sometimes you need time off for personal reasons. Handcrafted may provide leave for the following situations:

* '''Bereavement:''' Up to 5 days of paid leave for the death of a close relative.
* '''Domestic Emergencies:''' Time off to handle emergencies at home, with details decided case by case.
* '''Unavoidable Childcare Emergencies:''' Up to 2 days of paid leave, with any additional time treated as unpaid or taken from annual leave.

These provisions are designed to offer support during difficult times, while also ensuring fairness and consistency.

= Manager’s Responsibilities =
Our managers play a key role in supporting staff and ensuring the smooth running of our charity. Their responsibilities include:

* '''Monitoring Absences:''' Keeping accurate records and identifying any concerning patterns.
* '''Conducting Return-to-Work Interviews:''' When you return, your manager will meet with you to discuss your health, reasons for absence, and any required paperwork.
* '''Supporting Staff:''' Offering adjustments and support to help you get back to work comfortably.

= Guidance and Compliance =
This policy follows current UK employment law and statutory requirements, including Statutory Sick Pay (SSP) guidelines. If any discrepancies arise, government SSP guidance will take priority.

Incident and Emergency Management

2026-03-24T17:15:22Z

Rebekah Hook: /* Arrangements for Infection Prevention and Control */

== The Management of Incidents ==

==== Policy ====
We will provide sufficient numbers of qualified first aiders or appointed persons as appropriate to our undertaking. We will also provide adequate first aid facilities for the treatment of any injuries sustained by our employees. We will instigate and maintain procedures to enable the reporting and recording of incidents at work. All incidents will be investigated to determine causation. Wherever possible, improvements will be implemented to prevent a recurrence of such incidents.

For the purposes of this policy, incidents include all the following definitions:

'''Accident '''

An accident is an undesired event that results in an injury to a person or damage to property.

'''Dangerous Occurrence'''

Dangerous occurrences are specified RIDDOR reportable near-miss events.

'''Occupational Disease'''

Certain diseases contracted by employees, where the specified disease occurs to an individual engaged in the specified work activity.

'''Near Miss'''

A near miss is an event which could have resulted in injury or damage but by chance did not.

==== Arrangements for the Management of Incidents ====
'''The Incident Co-ordinator will ensure that:'''

1.1 There are sufficient numbers of trained first aiders or appointed persons within the company.

1.2 Adequate first aid equipment and facilities are provided and maintained at all our places of work.

1.3 Employees are provided with information regarding the provision of first aid, and the location of first aid equipment and facilities.

1.4 An accident book is available for the recording of injuries, and that a procedure is in place to ensure the confidentiality of such records.

1.5 A procedure is in place to enable the reporting of all incidents.

1.6 All incidents are investigated to identify causation and to enable remedial action to be taken

1.7 Incident statistics are maintained to identify trends.

==== Guidance and Records ====

===== First aid provision =====
Adequate and appropriate first-aid equipment and assistance is required in order that employees can be given immediate help if they are injured or taken ill at work. It is important to remember that injuries and illness can happen at any time and that first aid provision needs to be available whenever people are at work. It doesn’t matter whether the injury or illness is caused by the work they do or not, it is important to give them immediate attention and call an ambulance in serious cases.

Where the workplace has low level hazards the minimum provision for first aid is:

* A suitably stocked first-aid box
* An appointed person to take charge of first-aid arrangements
* Information for employees about first-aid arrangements

===== First aid assistance =====
The role of an appointed person involves looking after first-aid equipment and facilities and calling the emergency services when required. They can also provide emergency cover where a first-aider is absent due to unforeseen circumstances. Appointed persons do not need first-aid training; although emergency first-aid courses are available. Appointed persons are not necessary where there are an adequate number of first-aiders since the first-aiders take on the duties otherwise held by the appointed persons.

Where first-aiders are provided in the workplace, they should have a valid certificate of competence in either first aid at work (FAW) or emergency first aid at work (EFAW). EFAW training enables a first-aider to give emergency first aid to someone who is injured or becomes ill while at work. FAW training includes EFAW and also equips the first-aider to apply first aid to a range of specific injuries and illnesses. To help keep their basic skills up to date, it is recommended that first aiders undertake annual refresher training. As a minimum, refresher training is required every three years.

===== First aid assessment =====
The numbers of EFAW, FAW and appointed persons required in the workplace will depend on the circumstances of the workplace. In assessing your needs you should consider:

* The nature of the work, hazards and risks
* The size of the organisation
* The nature of the workforce
* The history of accidents
* The needs of travelling, remote and lone workers
* Work patterns and shift work
* The distribution of the workforce within buildings and over each floor
* The remoteness of the site from emergency medical services
* Employees working on shared or multi-occupied sites
* Annual leave and other absences of first-aiders and appointed persons
* First-aid provision for non-employees.

Where employees work at sites occupied by other employer’s, arrangements should be made with the other site occupants to ensure there is adequate first aid provision and make a written agreement to this effect.

You should decide what cover is needed for annual leave and other planned absences and what cover is needed for unplanned absences.

Your first aid arrangements should make provision for work experience trainees and agency workers.

You have no legal duty to provide first aid for non-employees but the HSE strongly recommends that you include them in your first aid provision. You should check that your public liability insurance covers this aspect.

Immunisations for some blood borne diseases are available through the NHS and the first aiders and appointed persons should be encouraged to seek such vaccinations.

You have to inform your employees of the first-aid arrangements. Putting up notices telling staff who the first-aiders or appointed persons are and where the first-aid box is will usually be enough. You will need to make special arrangements to give first-aid information to employees with reading or language difficulties.

===== Suggested numbers of first aid personnel =====
{| class="wikitable"
|'''Level of risk'''
|'''Number of employees'''
|'''Suggested number of first aid personnel'''
|-
|'''Low hazard'''

e.g. shops, offices, etc
|Less than 25

25-50

More than 50
|

At least one appointed person

At least one EFAW

At least one FAW for every 100

employees (or part thereof)
|-
|'''Higher hazard'''

e.g. light engineering, food processing, warehouses, construction, chemicals, dangerous machinery etc
|Less than 5

5-50

More than 50
|At least one appointed person

At least one EFAW or FAW depending on the type of injuries that might occur.

At least one FAW for every 50 employed (or part thereof)
|}

===== First aid kits''' ''' =====
There is no mandatory list of items to put in a first-aid kit although it is recommended that BSI compliant first aid kits of sizes shown below are used. Ultimately, the decision on what to provide will be influenced by the findings of the first-aid needs assessment.

'''Low Hazard Workplace'''

Less than 25 employees – small kit

25 – 100 employees – medium size kit

Over 100 employees – 1 large kit per 100 employees

'''High Hazard Workplace'''

Less than 5 employees – small size kit

5 – 25 employees – medium size kit

Over 25 employees – 1 large kit per 25 employees

Tablets and medicines should not be kept in the first-aid kit. After using the contents of the first aid kit, the items used are to be reported to the Incident Co-ordinator for replenishment.

===== The Management of Incidents =====
The chronological order of these events may change slightly according to individual circumstances and the nature and seriousness of the incident.

* Incident occurs
* First aid response
* Incident Co-ordinator and/or line manager informed
* Preserve the scene of the incident where possible
* Any critical remedial measures required to prevent recurrence are implemented immediately
* Details entered into Accident Book and/or Incident Report Form
* Take photographs and measurements
* Obtain statements from the injured person (if practicable), and witnesses
* RIDDOR report if necessary. Inform Alcumus Compliance if the incident is RIDDOR reportable
* Incident Co-ordinator and/or line manager carries out detailed accident investigation procedure and completes ‘Incident Report and Investigation’ form
* Report completed and copies sent to Senior Manager/Director. Copy to insurers and Alcumus Compliance if appropriate
* Review relevant risk assessments and amend as required
* Involve and consult with the workforce
* Recorded data stored confidentially
* Implementation dates for remedial action agreed
* Monitor and review the remedial action.

===== Why investigate incidents? =====
Undertaking incident investigation assists in understanding the causes of incidents and thereby improves health and safety management systems and prevents recurrences of similar failures. It also gathers information to use in accident reports and this information may be required at a later date to resolve civil claims or defend against prosecution.

Incident investigations are to establish facts not opinions. They are not an attempt to apportion blame.

When investigating and reporting an incident you must be able to recognise the existence of the contributing factors e.g. lack of control, personal failures or mechanical and physical conditions.

Investigation is a process of identifying the direct causes of an incident and analysing the underlying root causes. Analysis of this information will determine the preventative measures required. All incidents should be investigated and a report produced. The detail of the report should be proportionate to the level of risk, not the outcome of the incident.

'''Incident investigations should determine:'''

* The immediate cause of the accident. Where faulty equipment or machinery is involved, these must be left in position (if safe to do so) for inspection
* The underlying root cause. It is likely that more than one contributing factor will exist
* The necessary corrective action. A manager or supervisor must take immediate corrective action if possible. If it is not within his/her authority he/she must report accordingly
* The system changes which are required to prevent further similar events
* What reviews of existing documentation are required (e.g. risk assessments, training requirements, safe working procedures etc).

'''Full incident investigation reports should include:'''

* A summary of what happened
* A description of the workplace including photographs, diagrams, descriptions of plant and machinery such as serial numbers and the work which was being carried out at the time
* Details of witnesses and their statements, including the injured person
* Details of control systems in place prior to the accident such as machinery guards, training etc
* Conclusions regarding why those systems either failed or were inadequate
* Recommendations regarding the steps needed to prevent similar events
* Allocation of specific responsibility to ensure that appropriate measures are taken.

===== Incident recording and reporting =====
You must keep a record of:

* any accident, occupational disease or dangerous occurrence which requires reporting under RIDDOR; and
* any other occupational accident causing injuries that result in a worker being away from work or incapacitated for more than three consecutive days (not counting the day of the accident but including any weekends or other rest days). You do not have to report over-three-day injuries, unless the incapacitation period goes on to exceed seven days.

These records must include certain prescribed information and employees must be able to enter a report personally, or have someone do it on their behalf. Most employers fulfil these requirements by using the standard BI510 accident book.

There is also a requirement to report certain specified injuries, industrial diseases and dangerous occurrences to the enforcing authorities under the RIDDOR regulations.

'''The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)'''

RIDDOR is the law that requires employers, and other people who are in control of work premises, to report and keep records of:

* work-related deaths
* certain specified injuries
* diagnosed cases of occupational diseases; and
* certain ‘dangerous occurrences’.

The reporting responsibilities are complex and it is always worthwhile to seek advice from Alcumus Compliance if you think an injury, disease or dangerous occurrence is reportable, or if you are uncertain.

All reportable incidents must be reported online at https://www.hse.gov.uk/riddor/. The relevant form should be completed and submitted directly to the RIDDOR database. You will get a copy for your records.

Fatal or specified injuries must be reported without delay. This can be done online or by calling the Incident Contact Centre on 0845 300 9923 (Opening hours Monday to Friday 8.30 am to 5 pm). This telephone service is for reporting fatal or major injuries only. There is also an out-of hours HSE inspector on duty.

'''Deaths'''

All deaths to workers and non-workers, with the exception of suicides, must be reported if they arise from a work-related accident, including an act of physical violence to a worker.

'''Specified injuries to workers'''

Specified injuries to be reported include:

* a fracture, other than to fingers, thumbs and toes
* amputation of an arm, hand, finger, thumb, leg, foot or toe
* permanent loss of sight or reduction of sight
* crush injuries leading to internal organ damage
* serious burns (covering more than 10% of the body, or damaging the eyes,
* respiratory system or other vital organs)
* scalpings (separation of skin from the head) which require hospital treatment
* unconsciousness caused by head injury or asphyxia
* any other injury arising from working in an enclosed space, or which leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours.

'''Over-seven-day injuries to workers'''

This is where an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than seven consecutive days (not counting the day of the accident). These must be reported.

'''Injuries to non-workers'''

You must report injuries to members of the public or people who are not at work if they are injured through a work-related accident, and are taken from the scene of the accident to hospital for treatment to that injury. Examinations and diagnostic tests do not constitute ‘treatment’ in such circumstances. There is no need to report incidents where people are taken to hospital purely as a precaution when no injury is apparent.

'''Reportable occupational diseases'''

Employers and self-employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work: These diseases include:

* carpal tunnel syndrome
* severe cramp of the hand or forearm
* occupational dermatitis
* hand-arm vibration syndrome
* occupational asthma
* tendonitis or tenosynovitis of the hand or forearm
* any occupational cancer
* any disease attributed to an occupational exposure to a biological agent. ''' '''

'''Reportable dangerous occurrences'''

Dangerous occurrences are certain, specified near-miss events. Not all such events require reporting. There are 27 categories of reportable dangerous occurrences that are relevant to most workplaces. For example:

* the collapse, overturning or failure of load-bearing parts of lifts and lifting equipment
* [[File:Incident Report Form.png|thumb|274x274px|Incident Report Form]]plant or equipment coming into contact with overhead power lines
* the accidental release of any substance which could cause injury to any person.

For a full, detailed list, refer to the online guidance at: https://www.hse.gov.uk/riddor/.

== Fire and Emergency Evacuation ==

==== Policy ====
We recognise the continual risk of fire to our premises, whether caused by accident or by malicious intent. We will undertake a fire risk assessment to ensure that we provide and maintain such precautions as are necessary to safeguard those who use our workplace. We will identify those persons who might be especially at risk in case of a fire and provide information, instruction and training for all employees about the fire precautions in our workplace. We will produce an emergency plan and nominate and train specific employees to undertake special roles under the plan. We will consult our employees about all aspects of fire safety and ensure that we co-operate with other employers at our premises. We will ensure that fire detection and warning systems are installed and maintained effectively and that there is an effective system in place for contacting the emergency services.

==== Arrangements for Fire and Emergency Evacuation ====
'''The Fire and Emergency Evacuation Co-ordinator will ensure that:'''

1.1 A fire risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 A suitable system is in place to detect a fire, to warn people that there is an emergency situation and that the system is suitably tested and maintained.

1.3 There are suitable means of extinguishing a fire which are maintained throughout the entire company and that there are a sufficient number of suitably trained persons available to tackle a fire should the need arise.

1.4 Fire drills are undertaken on a regular basis and ensure all records are maintained.

1.5 All fire escape routes are suitably maintained and kept clear of obstructions at all times.

1.6 Suitable waste containers are provided and waste is removed frequently.

1.7 Dangerous substances are only used as set out in specific risk assessments with adequate precautions against fire and explosion.

1.8 Sources of ignition are controlled effectively.

1.9 Visitors to the premises are made aware of the fire rules and procedures.

1.10 Contractors are informed of fire procedures and asked for information on how they intend to control any fire hazards associated with their work.

1.11 Employees are trained and instructed on fire prevention and procedures.

==== Guidance and Records ====

===== Regulatory Reform (Fire Safety) Order 2005 =====
'''Introduction'''

This legislation covers nearly every type of building, structure and open space, except for private homes and individual flats in a block or house, although communal areas are affected. There are certain special provisions in respect of licensed, etc. premises.

Fire certificates have been abolished and cease to have legal status and the responsibility for fire safety rests with employers, self-employed with premises, voluntary organisations, those responsible for buildings with public access and any contractor who exercises a degree of control over any premises.

These “responsible persons” have a duty to ensure the safety of everyone who uses their premises and those in the immediate vicinity who may be at risk if there is a fire.

The order covers general fire precautions and other fire safety duties which are needed to protect relevant persons in case of fire in and around premises. “Relevant persons” means anyone who is legally on the premises or anyone who is not actually on the premises but who may be affected. The order requires fire precautions be put in place and to the extent that it is reasonable and practicable in each individual circumstance.

The order has amended or repealed other primary legislation concerning fire safety, to take account of the new system, and has provided for minor and other consequential amendments, repeals and revocations.

'''Responsible Person'''

The responsible person means in relation to a workplace, the employer, if the workplace is under his control or, in relation to any other premises, the person who has control of the premises (as occupier or otherwise) in connection with the carrying on of a trade, business or other undertaking, or the owner, where the person in control of the premises does not have control in connection with the carrying on by that person of a trade, business or other undertaking. In all other premises, the person or people in control of the premises will be responsible. If there is more than one responsible person in any type of premises, then they all must take all reasonable steps to work with each other.

The responsible persons must carry out a fire risk assessment focusing on the safety in case of fire of all relevant persons. It should pay particular attention to those at special risk, such as the disabled and those with special needs, and must include consideration of any dangerous substance likely to be on the premises.

The fire risk assessment will help identify risks that can be removed or reduced and the nature and extent of the general fire precautions needed to protect people against the fire risks that remain.

Some of the duties assigned to the responsible person include:

* ensuring all measures are taken to reduce the risk of fire
* ensuring measures are taken to reduce the effects of fire including, where necessary, taking measures for fire-fighting in the premises and nominating competent persons to implement the measures and ensure that the number of such persons, their training and the equipment available to them are adequate
* ensuring a clear and effective means of escape
* the correct placement of appropriate fire fighting equipment
* ensuring effective fire and smoke detection and alarm facilities are installed
* fire drill practice is understood and carried out
* ensuring, where necessary, information on emergency arrangements is available, including details of relevant work hazards and hazard identification arrangements, and specific hazards likely to arise at the time of an accident, incident or emergency, and information on rescue operations, personal protective equipment and protective clothing, and ensuring any necessary specialised safety equipment and plant is available
* ensuring that suitable warning and other communication systems are established to enable an appropriate response to be made immediately when an emergency occurs and that, where necessary, before any explosion conditions are reached, visual or audible warnings are given and relevant persons withdrawn
* ensuring safe working practices
* reducing the risk of fire occurring, including the use of plant, machinery and the correct storage of dangerous substances
* to give collective protective measures priority over individual protective measures
* making and giving effect to such arrangements as are appropriate for the effective planning, organisation, control, monitoring and review of the preventive and protective measures
* ensuring that the appropriate information is made available to relevant accident and emergency services to enable those services, whether internal or external to the premises, to prepare their own response procedures and precautionary measures and they are displayed at the premises, unless the results of the risk assessment make this unnecessary
* ensuring that before employing a child, the parent or guardian of the child is provided with comprehensible and relevant information on the risks to that child
* ensuring all premises, equipment, systems, plant, etc are subject to a suitable system of maintenance and are maintained in an efficient state, in efficient working order and in good repair

Communication of fire safety matters to staff is key to the order and the responsible person must inform staff on the risks and measures to prevent and protect against fire, and all dangerous substances must be made known and an effective management procedure installed.

'''Competent Persons'''

The responsible person must appoint one or more competent persons to assist in undertaking the preventive and protective measures and making arrangements for ensuring adequate co-operation. Where there is a competent person in the responsible person’s employment, that person must be appointed in preference to a competent person not in his employment.

Sufficient time must be made available to competent persons for them to fulfil their functions and the means at their disposal are adequate and that they are informed of the factors known by the responsible person to affect, or suspected by him of affecting, the safety of any other person who may be affected by the conduct of his undertaking, and they have access to relevant information.

'''Duties under this order'''

Where the premises are a workplace, the responsible person must ensure that the duties are complied with but where the premises are not a workplace, the responsible person must ensure that the duties are complied with in respect of those premises, so far as the requirements relate to matters within his control.

Any of the duties imposed in respect of premises shall also be imposed on every person, other than the responsible person, who has, to any extent, control of those premises, so far as the requirements relate to matters within his control.

'''Duties of responsible person in relation to dangerous substances include''':

* ensuring that where a dangerous substance is or is liable to be present, the risk to relevant persons is either eliminated or reduced so far as is reasonably practicable. In complying with this duty the responsible person must, so far as is reasonably practicable, replace a dangerous substance, or the use of a dangerous substance, with a substance or process which either eliminates or reduces the risk to relevant persons. Where it is not reasonably practicable to eliminate risk, the responsible person must, so far as is reasonably practicable, apply measures consistent with the risk assessment and appropriate to the nature of the activity or operation in order to mitigate the effects of a fire
* ensuring that where a dangerous substance is present, his employees are provided with details of the substance including the name and the risk it presents, access to relevant safety data sheets, and legislative provisions concerning the hazardous properties which apply to the substance, as well as the significant findings of the risk assessment
* arranging for the safe handling, storage and transport of dangerous substances and waste containing dangerous substances, and ensuring that any conditions necessary for ensuring the elimination or reduction of risk are maintained
* ensuring no new work or activity involving a dangerous substance commences unless the risk assessment has been made and the measures required have been implemented.

'''Measures to be taken in respect of dangerous substances'''

In applying measures to control risks the responsible person must, in order of priority:

* reduce the quantity of dangerous substances to a minimum
* avoid or minimise the release of a dangerous substance
* control the release of a dangerous substance at source
* prevent the formation of an explosive atmosphere, including the application of appropriate ventilation
* ensure that any release of a dangerous substance which may give rise to risk is suitably collected, safely contained, removed to a safe place, or otherwise rendered safe, as appropriate
* segregate incompatible dangerous substances

avoid:

* ignition sources including electrostatic discharges
* such other adverse conditions as could result in harmful physical effects from a dangerous substance

The responsible person must ensure that mitigation measures applied include:

* reducing to a minimum the number of persons exposed
* measures to avoid the propagation of fires or explosions
* providing explosion pressure relief arrangements
* providing explosion suppression equipment
* providing plant which is constructed so as to withstand the pressure likely to be produced by an explosion
* providing suitable personal protective equipment

The responsible person must:

* ensure that the premises are designed, constructed and maintained so as to reduce risk
* ensure that suitable special, technical and organisational measures are designed, constructed, assembled, installed, provided and used so as to reduce risk
* ensure that special, technical and organisational measures are maintained in an efficient state, in efficient working order and in good repair
* ensure that equipment and protective systems meet the following requirements:
** where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
** means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
** on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
** necessary measures must be taken to prevent confusion between connecting devices

* where the work is carried out in hazardous places or involves hazardous activities, ensure that appropriate systems of work are applied including:
** the issuing of written instructions for the carrying out of work
** a system of permits to work, with permits being issued by a person with responsibility for this function prior to the commencement of the work concerned.

'''Provision of information to employers and the self-employed from outside undertakings'''

The responsible person must ensure that the employer of any employees from an outside undertaking who are working in or on the premises is provided with comprehensible and relevant information on the risks to those employees and the preventive and protective measures taken by the responsible person.

The responsible person must ensure that any person working in his undertaking who is not his employee is provided with appropriate instructions and comprehensible and relevant information regarding any risks to that person.

The responsible person must ensure that the employer of any employees from an outside undertaking who are working in or on the premises is provided with sufficient information to enable that employer to identify any person nominated by the responsible person to implement evacuation procedures as far as those employees are concerned; and take all reasonable steps to ensure that any person from an outside undertaking who is working in or on the premises receives sufficient information to enable that person to identify any person nominated by the responsible person to implement evacuation procedures as far as they are concerned.

'''Training'''

The responsible person must ensure that his employees are provided with adequate safety training at the time when they are first employed, and on their being exposed to new or increased risks because of their being transferred or given a change of responsibilities within the responsible person’s undertaking, the introduction of new work equipment into, or a change respecting work equipment already in use within, the responsible person’s undertaking, the introduction of new technology into the responsible person’s undertaking; or the introduction of a new system of work into, or a change affecting a system of work already in use within, the responsible person’s undertaking. The training must include suitable and sufficient instruction and training on the appropriate precautions and actions to be taken by the employee in order to safeguard himself and other relevant persons on the premises, be repeated periodically where appropriate, be adapted to take account of any new or changed risks to the safety of the employees concerned, be provided in a manner appropriate to the risk identified by the risk assessment, and take place during working hours.

'''Co-operation and co-ordination'''

Where two or more responsible persons share, or have duties in respect of, premises (whether on a temporary or a permanent basis) each such person must co-operate with the other responsible person concerned so far as is necessary to enable them to comply with the requirements and prohibitions imposed on them. He must take all reasonable steps to co-ordinate the measures he takes to comply with the requirements and prohibitions imposed on him by or under this order with the measures the other responsible persons are taking to comply with the requirements and prohibitions imposed on them by or under this order.

He must take all reasonable steps to inform the other responsible persons concerned of the risks to relevant persons arising out of or in connection with the conduct by him of his undertaking.

Where two or more responsible persons share premises (whether on a temporary or a permanent basis) where an explosive atmosphere may occur, the responsible person who has overall responsibility for the premises must co-ordinate the implementation of all the measures to be taken to protect relevant persons from any risk from the explosive atmosphere.

Where a person has, by virtue of any contract or tenancy, an obligation of any extent in relation to the maintenance or repair of any premises, including anything in or on premises, or the safety of any premises, that person is to be treated, as being a person who has control of the premises.

'''General duties of employees at work '''

Every employee must, while at work, take reasonable care for the safety of himself and of other relevant persons who may be affected by his acts or omissions. He must co-operate with the employer so far as is necessary to enable that employer fulfil his duty, and inform his employer, or any other employee with specific responsibility for the safety of his fellow employees, of any work situation which represents a serious and immediate danger to safety or a shortcoming in the employer’s protection arrangements for safety unless previously reported.

'''Fire-fighters’ switches for luminous tube signs, etc'''

The order places restrictions on the design and installation of cut off switches for certain apparatus consisting of luminous tube signs designed to work at a voltage normally exceeding the prescribed voltage, or other equipment so designed. The prescribed voltage being 1000 volts AC or 1500 volts DC if measured between any two conductors, or 600 volts AC or 900 volts DC if measured between a conductor and earth.

The order sets out time restrictions regarding notification to the fire and rescue authority of the installation of such switches which must be placed, and coloured or marked to satisfy reasonable requirements imposed by the fire and rescue authority to ensure it is readily recognisable by and accessible to fire-fighters.

'''Maintenance of measures provided for protection of fire-fighters'''

Where necessary to safeguard the safety of fire-fighters, the responsible person must ensure that the premises and any relevant facilities, equipment and devices provided in respect of the premises for the use by or protection of fire-fighters are subject to a suitable system of maintenance and are maintained in an efficient state, in efficient working order and in good repair.

'''Duty to consult employees and not to charge them for things done or provided'''

The employer must have effective arrangements for consultation with employees on fire safety issues and must not make any charge in respect of anything done or provided in pursuance of any requirement of this order or of regulations made under it. ''' '''

'''Duty to consult enforcing authority before passing plans'''

Where building plans are drawn up in accordance with building regulations, or it is proposed to change the use to which a building or part of a building is put necessitating plans being drawn up in accordance with the building regulations, the local authority would normally need to consult the enforcing authority before passing those plans.

'''Matters to be taken into particular account in risk assessment in respect of young persons'''

* The inexperience, lack of awareness of risks and immaturity of young persons
* The fitting-out and layout of the premises
* The nature, degree and duration of exposure to physical and chemical agents
* The form, range, and use of work equipment and the way in which it is handled
* The organisation of processes and activities
* The extent of the safety training provided, or to be provided, to young persons
* The risks from certain specific agents, processes and work

'''Matters to be considered in risk assessment in respect of dangerous substances'''

* The hazardous properties of the substance
* Information on safety provided by the supplier, including information contained in any relevant safety data sheet
* The circumstances of the work including:
** the special, technical and organisational measures and the substances used and their possible interactions
** the amount of the substance involved
** where the work will involve more than one dangerous substance, the risk presented by such substances in combination
** the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
** activities, such as maintenance, where there is the potential for a high level of risk
** the effect of measures which have been or will be taken to comply with the order
** the likelihood that an explosive atmosphere will occur and its persistence
** the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
** the scale of the anticipated effects
** any places which are, or can be connected via openings to, places in which explosive atmospheres may occur
** such additional safety information as the responsible person may need in order to complete the assessment

==== General Information ====

====== Introduction ======
Fire risk assessments must focus on the safety in case of fire of all relevant persons and should pay particular attention to those at special risk, such as the disabled and those with special needs, and include consideration of any dangerous substance likely to be on the premises.

A dangerous substance means a substance or preparation which has been classified as explosive, oxidising, extremely flammable, highly flammable or flammable, or because of its physico-chemical or chemical properties and the way it is used or is present, creates a risk, and any dust which can form an explosive mixture with air or an explosive atmosphere.

The assessment will help identify risks that can be removed or reduced and the nature and extent of the general fire precautions needed to protect people against the fire risks that remain.

To undertake a thorough assessment it is necessary to follow five basis steps:

* Identify the hazards
* Identify people at risk
* Evaluate, remove or reduce, and protect from risk
* Record, plan, inform, instruct, and train
* Review and make changes as necessary

The assessment must be kept up to date and will need to be reviewed if it may be no longer valid, or after an incident, or any significant change such as introduction of different or additional materials, different shift patterns, additional or different type of people using the premises, etc.

====== Causes of Fire ======
Three elements – fuel, oxygen and heat – have to be present in order for the combustion process to take place. The top eight known sources of ignition in nondomestic fires are:

* electrical appliances
* cooking appliances
* smoking materials
* electrical distribution (wiring)
* blowlamps, welding, cutting
* space heating appliances
* matches
* central and water heating appliances

'''Approximately 50% of fires in non-domestic premises are deliberate'''

====== Escape Routes ======
Ideally there should be more than one escape route to a place of safety from any area but this is not always possible.

The distance people need to go to a place of safety should be as short as possible. This travel distance should be measured from the farthest point in a room to the door to a protected stairway or, if there is no protected stairway, to the final exit from the building.

If there is only one escape route, the travel distance should not normally be more than 18 metres. This distance should be shorter (12 metres or less) in any parts of the premises where there is a high chance of a fire starting or spreading quickly. The distance can be longer (up to about 25 metres) where the chance of a fire starting or spreading quickly is very low.

If there is more than one escape route, the travel distance should not normally be more than 45 metres (around 25 metres in areas where the risk of fire is high and about 60 metres in areas where the risk of fire is very low).

Emergency doors must open in the direction of escape and sliding or revolving doors must not be used for exits specifically intended as emergency exits.

====== Extinguishing Fires ======
Attempts to use any fire extinguishing equipment must only be made if:

* the individual has been trained to use the equipment
* the fire is only a small outbreak which is small enough to tackle safely

The main types of portable extinguishers are:

'''Water:''' for wood, paper, textile and solid material fires. Do not use on liquid, electrical or metal fires

'''Powder:''' for liquid and electrical fires. Do not use on metal fires

'''Foam:''' for liquid fires. Do not use on electrical or metal fires

'''Carbon dioxide:''' for liquid and electrical fires. Do not use on metal fires

'''Fire Signage'''

All fire exit signs, final fire exit signs and directional fire exit signs must be indicated with a running person pictogram. The use of text on signs is optional.

====== Checking Fire Safety ======
Fire safety checks should routinely be made in all buildings. Some checks can be made on a daily basis such as visually checking fire alarm control panels, fire extinguishers, and that fire exit routes are not blocked, restricted or locked off, and that fire doors are kept closed when not in use. The fire risk assessment document highlights more formal checks that may be undertaken during a fire risk assessment or when reviewing existing precautions.

== Infection Prevention and Control Policy (non-healthcare settings) ==

==== Policy ====
Prevention and control of infection is an important consideration throughout the business operations for employees and non-employees alike.

Control strategies will be adopted for the prevention of exposure to pathogens, including physical and procedural measures appropriate to the nature of the business.

Regular cleaning schedules shall be adopted to minimise risk of transmission of pathogens by contact. Disinfection and decontamination of the site and equipment will be instigated upon discovery of a source of infection. The generation, collection and disposal of waste will be carefully controlled.

Where necessary, outbreaks of ill-health will be properly reported and recorded,

We will inform and train our staff in infection prevention and control issues, handwashing, hygiene, distancing measures and where applicable the use of personal protective equipment.

All control measures will be monitored by regular inspections and audits. A review of the measures will be undertaken on any significant change, new knowledge becoming available about pathogens and appropriate controls, as a result of infection and as a minimum on an annual basis.

==== Arrangements for Infection Prevention and Control ====
'''The infection prevention and control co-ordinator will ensure;'''

1.1 Risk assessments have been completed identifying potential types and sources of infection with appropriate control measures and/or local procedures that need to be in place to address infection prevention and control needs specific to the area and/or working activity.

1.2 Appropriate physical and procedural measures are implemented as a result of the assessment which will address the type of pathogen and its routes of transmission.

1.3 Cleaning schedules are implemented for all areas and the frequency and level of cleaning regularly assessed in response to the potential presence of a source of infection.

1.4 Adequate wash facilities are provided for all employees/others.

1.5 All employees are given clear instruction on personal hygiene measures.

1.6 All employees are given training and information on all infection prevention and control measures

1.7 A procedure is in place to ensure cases of ill health are reported and recorded where required.

1.8 Inspections and audits are undertaken on a regular basis to check the effective use of control measures.

1.9 A procedure is in place to review preventative and protective measures when required.

Health and Safety Policy

2026-02-10T16:13:40Z

Rebekah Hook: /* Health and Safety Policy Statement */

== Health and Safety Policy Statement ==
This statement of intent should be read in conjunction with the full Health and Safety Policy which details the arrangements and responsibilities of our Occupational Health and Safety Management System.

It is our aim to ensure, so far as is reasonably practicable, the health and safety of our employees and third parties who may be affected by our work activities. We are committed to:

* Complying with all legal and other applicable requirements
* The prevention of injury and ill health, and
* Continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by management.

The Senior Management Team leads by example and supports a positive health and safety culture where everyone meets their responsibilities for the safety and health of themselves and others. The Director Responsible for Safety has ultimate responsibility for health and safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and specific responsibilities for health and safety matters have been assigned to line managers.

Communication between all levels of employees within the Company is paramount. We will ensure that all employees have the knowledge and competence they need to meet their individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know. The full Health and Safety Policy is available on request to interested parties.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
!The HR & Wellbeing Steering Group
|-
|'''Last review and approval'''
|10/02/2026
|}

== Health & Safety Policies ==
[[Introduction and Governance]]

[[Health and Safety Management]]

[[Employee Welfare and Wellbeing]]

[[Incident and Emergency Management]]

[[Physical Work Environment and Equipment Safety]]

[[Work Processes and Practices]]

[[Occupational Health and Hazard Control]]

[[Contractors and Subcontractors]]

[[Food Safety]]

Recruitment Policy

2026-01-13T15:51:31Z

Rebekah Hook: /* Offer and Pre-Employment Checks */

This policy sets out our approach to recruitment at Handcrafted, ensuring that all recruitment processes are fair, consistent, inclusive, and lawful, while also reflecting our commitment to safeguarding and safer recruitment. Our aim is to appoint the most suitable individuals (whether staff, volunteers, or contractors) based on their skills, experience and alignment with our ethos and values.

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|30/9/2025
|}

= Scope =
This policy applies to the recruitment of all:
* Paid staff
* Volunteers working in roles involving unsupervised work with children and/or vulnerable adults, or accessing sensitive information
* Contractors working in roles involving unsupervised work with children and/or vulnerable adults, or accessing sensitive information

We are committed to:
* '''Fair Recruitment''' – Ensuring equal access to opportunities and decisions based on objective merit.
* '''Safer Recruitment''' – Preventing the appointment of unsuitable individuals to positions involving children, vulnerable adults, or access to sensitive information.

= Safer Recruitment =
== Safer Recruitment of Staff ==
All external recruitment of staff follows safer recruitment practices in line with government best practice. All stages of the recruitment involve at least one person who is trained in safer recruitment.

=== Job Design and Advertisement ===
* Every role must have a clear job description and person specification, including key responsibilities and safeguarding requirements.
* Recruitment packs must include a safeguarding statement and links to Handcrafted policies covering safeguarding and recruitment of ex-offenders.
* Job adverts should be advertised on a variety of platforms to encourage a diverse set of applicants.
* The advert should state any DBS check requirements and include links to the self-declaration form and references form.

=== Application Process ===
* All applicants should complete an application form.
* Applicants should provide a full employment history, explaining any gaps. If this is not provided in full at application, this should be provided as part of pre-employment checks as a condition of employment.
* Two referees must be provided, one of whom should be the most recent employer or manager where possible.

=== Shortlisting and Pre-Interview Checks ===
* A minimum of two staff members should review and score applications against the person specification.
* Shortlisting must be based on objective criteria and documented thoroughly.

=== Interviews ===
* Interviews should be panel-based and based around the same core set of questions for each candidate, developed in advance and aligned with the person specification. Follow-up questions may be asked to clarify answers or explore relevant points further.
* Interview questions should be used to identify candidates’ attitudes and behaviours in relation to meeting the safeguarding requirements of the role and working with children and/or vulnerable adults.
* Interview panels must consist of at least two members, including at least one person trained in safer recruitment.

=== Offer and Pre-Employment Checks ===
Job offers must be conditional and subject to completion of satisfactory pre-employment checks. For all roles involving any safeguarding duties, these will include:
* ID check
* Confirmation of right to work in the UK
* Completion of a self-declaration form
* Completion of an enhanced DBS check (with barred list check where applicable), including social media check
* Receipt of overseas criminal records checks where the candidate has spent time living or working outside of the UK, in line with government guidance. Candidates will be individually risk assessed to determine which kinds of checks are required. This would normally be a police clearance certificate for periods of 6–12 months or more spent overseas, or a reference from an employing organisation covering the time spent overseas for periods of up to 6 months.
* Verification of qualifications listed as essential in the person specification
* Receipt of two references satisfactory to Handcrafted, where possible including one from the most recent employer
* Confirmation of employment history covering all gaps in employment
* References should be from previous positions of paid employment or volunteering where possible.
* At least one reference should be from the most recent position of paid employment or volunteering where possible.
* Character references should only be accepted where it is not possible to find a more appropriate work or volunteering reference, and in these cases we make efforts to ensure that the referee holds a position of good standing in the community.
* References from non-verifiable business/professional emails (i.e. traceable back to the referee organisation’s domain) must be verified via a telephone call to the referee to confirm the email address.

=== Induction and Probation ===
* Pre-employment checks for new staff should be reviewed and risk assessed by the new starter’s first day to highlight any checks which require follow-up actions.
* All new staff should receive a list of key contacts, including the designated safeguarding lead, on their first day of employment.
* All new staff must undergo a structured induction process, including:
** Review of key policies including safeguarding policies.
** Mandatory training in safeguarding.
* A formal probationary period must be completed, including regular reviews to monitor performance against expectations about the role and its safeguarding requirements.

=== Pre-Promotion Safeguarding Checks ===
Where current staff are promoted or change role, DBS check information on record should be reviewed to ensure that a DBS check has been taken at the appropriate level.

== Safer Recruitment of Volunteers ==
* Volunteers should be recruited via an expression of interest form.
* An interview is not required, however an informal meeting or interview may take place to assess suitability for the role where appropriate.
* Relevant vetting checks must be carried out in line with the pre-employment checks for paid staff. Where volunteer roles involve unsupervised work with children and/or vulnerable adults, or accessing sensitive information, safeguarding standards must be applied in line with those for paid staff.
* Clear role descriptions must be given to all volunteers outlining responsibilities and safeguarding expectations.
* Volunteers must receive safeguarding training and policy induction in line with the induction process for paid staff.
* Volunteers must be subject to ongoing supervision to make sure any concerns are addressed.

== Safer Recruitment of Contractors ==
This clause relates to contractors whose roles involve work with children and/or vulnerable adults, or accessing sensitive information.
* An interview is not required, however an informal meeting or interview may take place to assess suitability for the role where appropriate.
* Relevant vetting checks must be carried out in line with the pre-employment checks for paid staff. Where contractor roles involve unsupervised work with children and/or vulnerable adults, or accessing sensitive information, we apply safeguarding standards in line with those for paid staff.
* Clear role descriptions must be given to contractors outlining responsibilities and safeguarding expectations.
* Contractors must receive safeguarding training and policy induction in line with the induction process for paid staff.
* Contractors must be subject to ongoing supervision to make sure any concerns are addressed.
* Written contracts should include details about any safeguarding and confidentiality obligations.

= Fair Recruitment Practices =
== Advertising ==
* Roles should be advertised transparently and appropriately.
* Clear information on the job, criteria, and application process should be provided.

== Application Process ==
* The application form should be used to collect applications, to ensure that questions are standardised and linked to the areas of the person specification (skills and knowledge, experience, ethos and values).

== Shortlisting ==
* Shortlisting should be conducted by at least two people.
* The following process should be used to score applications:
** Applications are scored individually by each panel member against the essential and desirable criteria listed in the person specification for the role, using a consistent scale.
** Scores for the essential criteria are added together to produce an overall score for each applicant. If multiple applicants receive the same score for the essential criteria, the score for the desirable criteria is used to determine which applicants are shortlisted for interview.
** The application score guides, but does not solely determine, the shortlisting decision. Where a lower-scoring candidate is shortlisted, this must be clearly justified in the recruitment record.
* Notes and scores must be documented and stored securely in the recruitment records.
* Panel members should declare conflicts of interest and step back from the process if impartiality cannot be ensured. Conflicts of interest could include the following ties:
** Financial
** Familial

== Interviews ==
* Interview panels must consist of at least two interviewers, with consideration for diversity of perspectives, lived experience and Safer Recruitment training.
* The same panel should interview all shortlisted candidates where possible.
* Candidates must be asked the same core set of questions, developed in advance and aligned with the person specification. Follow-up questions may be asked to clarify answers or explore relevant points further.
* The following process should be used to score interviews:
** Each answer is scored individually by panel members using a consistent scale (e.g. 0 = unsatisfactory, 1 = partially satisfactory, 2 = satisfactory, 3 = excellent).
** Scores are compared and discussed to agree on a final panel score per question and overall score for each candidate.
** The interview score should guide, but not solely determine, the appointment decision. Other valid and documented considerations (e.g. alignment with values, unique strengths) should also inform the outcome. Where a lower-scoring candidate is preferred, this must be clearly justified in the recruitment record.
* Notes and scores must be documented and stored securely in the recruitment records.
* Interviews should normally include a practical task or assessment, except for where this is not relevant. These must be scored using pre-agreed criteria.
* Candidates must be asked in advance whether they require adjustments to fully participate in the interview process, with appropriate adjustments being made where possible.

= Decision-Making and Offers =
* Written job offers must be made to successful candidates.
* Offers must be subject to satisfactory completion of all pre-employment checks.

= Recruitment of Ex-Offenders =
We adhere to government guidance on the recruitment of ex-offenders. For further details, please see our [[Equal Opportunities Policy]], which includes our approach to fair recruitment and the handling of criminal record information.

= Record Keeping and Confidentiality =
* Recruitment records are stored securely and confidentially in line with our [[Data Privacy Notice]], complying with GDPR.
* We will keep records of successful applications indefinitely.
* We will normally keep records of unsuccessful applications for a period of up to 1 year after the end of the recruitment, after which point the records will be destroyed.
* In some cases, we may put unsuccessful applicants on a waiting list for similar roles. If this is the case, we may keep the application indefinitely. We will seek approval from candidates before putting them on the waiting list.
* For some roles, we may ask candidates to complete self-declaration forms during the interview. We will destroy this information immediately if the interview is unsuccessful.

Introduction and Governance

2025-10-14T14:12:30Z

Rebekah Hook: /* Summary of Health & Safety Duties */

== Summary of Health & Safety Duties ==
{| class="wikitable"
|'''Coordinator''' (e.g. Welfare Coordinator)
|'''Position'''
|-
|Health and Safety Oversight
|CEO
|-
|
|Board of Trustees
|-
|Managing Risk
|Board of Trustees
|-
|Health and Safety at Work
|Operations Director
|-
|Consultation with Employees
|Board ofTrustees
|-
|
|Operations Director
|-
|Safety Training
|Hub Manager
|-
|Welfare
|Senior Support Worker
|-
|Management of Incidents (First Aid)
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Fire and Emergency Evacuation
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Display Screen Equipment
|Hub Manager
|-
|COSHH
|Training Supervisor
|-
|Electrical Safety
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Control of Smoking at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Manual Handling
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Food Hygiene & Pest Control
|Hub Manager
|-
|Noise at Work
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Control of Vibration at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|Occupational Health
|Board of Trustees
|-
|
|Operations Director
|-
|Control of Asbestos
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Legionella
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Lone Working
|Operations Director
|-
|Personal Protective Equipment
|Hub Manager
|-
|
|Training Supervisor
|-
|Pressure Systems
|Training Supervisor
|-
|Use and Control of Contractors
|Hub Manager
|-
|Provision and Use of Work Equipment
|Training Supervisor
|-
|Dangerous Substances &

Explosive Atmosphere
|CEO
|-
|Violence, Aggression &

Challenging Behaviour at Work
|Operations Director
|-
|Behavioural Safety
|Board of Trustees
|-
|
|Operations Director
|-
|Work Related Stress
|Board of Trustees
|-
|
|Operations Director
|-
|Working at Height
|Board of Trustees
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Drugs & Alcohol
|Board of Trustees
|-
|
|Hub Manager
|-
|Infection Control
|Hub Manager
|-
|Housekeeping
|Hub Manager
|-
|Home/Remote Working
|Hub Manager
|}
'''ALL THE ABOVE DUTIES WILL BE UNDERTAKEN BY ABOVE PERSONS'''

== Organisational Responsibilities ==

1.1 To ensure that the spirit and the letter of the law is upheld we have appointed specific people or groups of people to be responsible for the implementation of certain key aspects of our health and safety policy.

1.2 This list is reproduced and displayed at various points throughout the company to ensure that all employees are aware of exactly who is responsible for which aspects of our health and safety policy.

1.3 Those people listed as having specific health and safety duties are given a responsibility folder which contains documentation and guidance to assist them with their duties.

1.4 Within each of the arrangements sections of the policy there is a monitoring checklist which the appointed duty holder will complete from time to time but at least annually and return to the Health and Safety Co-ordinator to enable an action plan to be formulated and implemented.

== Board of Trustees ==
'''As the employer, the Board of Trustees has overall and final responsibility for health and safety matters. They will ensure that:'''
* Health and safety management systems are in place and effective.
* Health and safety legislation is complied with.
* This health and safety policy is periodically reviewed.
* All staff and trainees as appropriate receive sufficient information, training and supervision on health and safety matters.
* Risk assessments are undertaken and the results written up and made available to all staff.
* Accidents are investigated and reported to the Board of Trustees.
* There are arrangements in place to monitor the maintenance of the premises and equipment.
* There are adequate arrangements to liaise and co-operate on health and safety matters with other employers.
* There are arrangements in place to monitor the maintenance of the premises and equipment.

The Board of Trustees fulfil a strategic role in health and safety. Overall responsibility for the day-to-day management of health and safety in accordance with the Governing Body’s health and safety policy and procedures has been delegated to the Training Supervisors.

== CEO ==
'''As CEO, I will ensure that:'''
* Health and safety is on the agenda of every management meeting and Health & safety meetings are held when required.
* Employees or their representatives are involved in decisions that affect their health and safety.
* Professional health and safety assistance is maintained as required by the Management of Health and Safety at Work Regulations.
* Effective communication is maintained with all employees in order to promote a culture which recognises that controlling health and safety risks is an essential part of everyone’s daily life.
* Adequate funds, materials, equipment and human resources are provided to meet all health and safety requirements.
* Adequate contingency funds are available to address any unforeseen/unexpected health and safe issues that may arise.
* The health and safety policy and procedures are monitored and that any changes necessary are made and maintained throughout the company.
* Support is given to all employees to enable implementation of all aspects of the health and safety policy and procedures.
* Health and safety training is provided for all employees.
* Health and Safety is given prime consideration in all forward planning.
* Appropriate insurance cover is in place and maintained for all aspects of company activities.

== Senior Management ''' ''' ==
'''Senior Staff Members will ensure that:'''
* All employees under their direction fully understand and observe all aspects of the company’s health and safety policy and procedures.
* Information regarding health and safety issues is communicated to and understood by all employees under their direction.
* Any health and safety issue raised by any employee under their direction is either effectively managed by themselves or communicated to the relevant specific health and safety duty holder as detailed within the health and safety policy.
* All employees under their direction receive sufficient information instruction and training regarding the risks to which they are exposed whilst at work and they are instructed in relation to any safe system of work.
* No tasks, duties or activities will take place which may present a risk to employees or any other person until such time as a full assessment has taken place and any resultant control measures identified have been implemented.
* All employees under their direction fully understand their duties in relation to all relevant health and safety requirements.
* All employees attend health and safety meetings as and when requested.
* All employees provide full cooperation regarding health and safety matters to enable those individuals with specific or general duties to discharge them.

* All personal protective equipment is used and maintained as required.
* All accidents, dangerous occurrences or near misses which occur in their area of responsibility are investigated, recorded and where necessary reported as per the requirements detailed within the policy.
* All plant, equipment and facilities under their control are maintained in safe working order without risk to health and that any statutory or in house inspecting and testing regime is complied with.
* All defective plant, equipment or facilities are repaired or replaced where necessary and that these items are taken out of use until such time as the repair or replacement has been carried out.
* Routine monitoring of all policies and procedures applicable to their areas of work is undertaken.
* Procedures are in place to ensure the health and safety of all employees under their control who are potentially exposed to any hazardous substances.

== Employees ''' ''' ==
'''All Employees will ensure:'''
* Compliance and co-operation with any reasonable request made to permit the company to discharge its legal and moral duties in respect of health and safety matters.
* Any hazard which cannot be rectified immediately is reported to the appropriate person for action and if necessary take immediate remedial action to temporarily safe guard against the risk of injury or damage.
* Any accident, near miss or dangerous occurrence is reported as per the requirements detailed within the policy documentation.
* No new equipment, plant or substances are brought onto company premises and used before permission has been granted and any necessary assessments have been conducted.

== Health & Safety Policy Review ==
5.1 To ensure continuing compliance with legislation and best practice our health and safety policy will be reviewed periodically and at least annually.

5.2 The Health and Safety Co-ordinator will ensure that reviews take place with the co-operation of those individuals with specific health and safety duties.

5.3 The Health and Safety Co-ordinator will ensure that all necessary amendments to the policy are made and will ensure that suitable information instruction and training is provided for those affected by the amendments.

== Communicating the Health & Safety Policy ==
The company has established a comprehensive Health, Safety and Welfare Policy in compliance with current legislation. Within the Policy all levels of management have general and where applicable, specific responsibilities to enable the company to comply with its legal obligations. Of necessity, it is a large, working document and as such it is impractical and unnecessary for everyone to read it. However, all the relevant sections for ensuring your health and safety will be communicated to you and, where applicable, written safe systems of work and assessments will be provided, together with appropriate training and safety equipment.

On the preceding page and on official notice boards you will see displayed our general Health and Safety Policy Statement. This statement is based on accident prevention and is required for compliance with health and safety legislation. It is very important that you understand and comply with the statement.

To enable the company to fulfil our legal obligations, your co-operation, assistance and involvement is of the utmost importance.

You have a legal duty to:

* Co-operate with the company on all health and safety related issues.
* Ensure your health and safety and that of others, and be accountable for your actions.
* Not to interfere with or misuse anything provided in the interest of health and safety.
* Report accidents, incidents or anything which might cause danger.

For your own health and safety you '''MUST''' uphold the responsibilities outlined in the Handcrafted Staff Handbook. Any deviation from it may lead to personal or the company's prosecution by the enforcing authority and may necessitate appropriate disciplinary procedures against an individual, by the company.

To implement the Health and Safety Policy, we are required to identify hazards and take effective measures to reduce and control the risks. Your suggestions and experience will be an important contribution in determining the actions necessary to achieve this. You should not carry out any task which means deviating from the agreed methods of work.

Finally, please follow the guidance provided within this booklet and advise your Line Manager of any health and safety problems.

Introduction and Governance

2025-10-14T14:11:47Z

Rebekah Hook: /* Summary of Health & Safety Duties */

== Summary of Health & Safety Duties ==
{| class="wikitable"
|'''Coordinator''' (e.g. Welfare Coordinator)
|'''Position'''
|-
|Health and Safety Oversight
|CEO
|-
|
|
|-
|Managing Risk
|Board of Trustees
|-
|Health and Safety at Work
|Operations Director
|-
|Consultation with Employees
|Board ofTrustees
|-
|
|Operations Director
|-
|Safety Training
|Hub Manager
|-
|Welfare
|Senior Support Worker
|-
|Management of Incidents (First Aid)
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Fire and Emergency Evacuation
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Display Screen Equipment
|Hub Manager
|-
|COSHH
|Training Supervisor
|-
|Electrical Safety
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Control of Smoking at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Manual Handling
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Food Hygiene & Pest Control
|Hub Manager
|-
|Noise at Work
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Control of Vibration at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|Occupational Health
|Board of Trustees
|-
|
|Operations Director
|-
|Control of Asbestos
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Legionella
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Lone Working
|Operations Director
|-
|Personal Protective Equipment
|Hub Manager
|-
|
|Training Supervisor
|-
|Pressure Systems
|Training Supervisor
|-
|Use and Control of Contractors
|Hub Manager
|-
|Provision and Use of Work Equipment
|Training Supervisor
|-
|Dangerous Substances &

Explosive Atmosphere
|CEO
|-
|Violence, Aggression &

Challenging Behaviour at Work
|Operations Director
|-
|Behavioural Safety
|Board of Trustees
|-
|
|Operations Director
|-
|Work Related Stress
|Board of Trustees
|-
|
|Operations Director
|-
|Working at Height
|Board of Trustees
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|Drugs & Alcohol
|Board of Trustees
|-
|
|Hub Manager
|-
|Infection Control
|Hub Manager
|-
|Housekeeping
|Hub Manager
|-
|Home/Remote Working
|Hub Manager
|}
'''ALL THE ABOVE DUTIES WILL BE UNDERTAKEN BY ABOVE PERSONS'''

== Organisational Responsibilities ==

1.1 To ensure that the spirit and the letter of the law is upheld we have appointed specific people or groups of people to be responsible for the implementation of certain key aspects of our health and safety policy.

1.2 This list is reproduced and displayed at various points throughout the company to ensure that all employees are aware of exactly who is responsible for which aspects of our health and safety policy.

1.3 Those people listed as having specific health and safety duties are given a responsibility folder which contains documentation and guidance to assist them with their duties.

1.4 Within each of the arrangements sections of the policy there is a monitoring checklist which the appointed duty holder will complete from time to time but at least annually and return to the Health and Safety Co-ordinator to enable an action plan to be formulated and implemented.

== Board of Trustees ==
'''As the employer, the Board of Trustees has overall and final responsibility for health and safety matters. They will ensure that:'''
* Health and safety management systems are in place and effective.
* Health and safety legislation is complied with.
* This health and safety policy is periodically reviewed.
* All staff and trainees as appropriate receive sufficient information, training and supervision on health and safety matters.
* Risk assessments are undertaken and the results written up and made available to all staff.
* Accidents are investigated and reported to the Board of Trustees.
* There are arrangements in place to monitor the maintenance of the premises and equipment.
* There are adequate arrangements to liaise and co-operate on health and safety matters with other employers.
* There are arrangements in place to monitor the maintenance of the premises and equipment.

The Board of Trustees fulfil a strategic role in health and safety. Overall responsibility for the day-to-day management of health and safety in accordance with the Governing Body’s health and safety policy and procedures has been delegated to the Training Supervisors.

== CEO ==
'''As CEO, I will ensure that:'''
* Health and safety is on the agenda of every management meeting and Health & safety meetings are held when required.
* Employees or their representatives are involved in decisions that affect their health and safety.
* Professional health and safety assistance is maintained as required by the Management of Health and Safety at Work Regulations.
* Effective communication is maintained with all employees in order to promote a culture which recognises that controlling health and safety risks is an essential part of everyone’s daily life.
* Adequate funds, materials, equipment and human resources are provided to meet all health and safety requirements.
* Adequate contingency funds are available to address any unforeseen/unexpected health and safe issues that may arise.
* The health and safety policy and procedures are monitored and that any changes necessary are made and maintained throughout the company.
* Support is given to all employees to enable implementation of all aspects of the health and safety policy and procedures.
* Health and safety training is provided for all employees.
* Health and Safety is given prime consideration in all forward planning.
* Appropriate insurance cover is in place and maintained for all aspects of company activities.

== Senior Management ''' ''' ==
'''Senior Staff Members will ensure that:'''
* All employees under their direction fully understand and observe all aspects of the company’s health and safety policy and procedures.
* Information regarding health and safety issues is communicated to and understood by all employees under their direction.
* Any health and safety issue raised by any employee under their direction is either effectively managed by themselves or communicated to the relevant specific health and safety duty holder as detailed within the health and safety policy.
* All employees under their direction receive sufficient information instruction and training regarding the risks to which they are exposed whilst at work and they are instructed in relation to any safe system of work.
* No tasks, duties or activities will take place which may present a risk to employees or any other person until such time as a full assessment has taken place and any resultant control measures identified have been implemented.
* All employees under their direction fully understand their duties in relation to all relevant health and safety requirements.
* All employees attend health and safety meetings as and when requested.
* All employees provide full cooperation regarding health and safety matters to enable those individuals with specific or general duties to discharge them.

* All personal protective equipment is used and maintained as required.
* All accidents, dangerous occurrences or near misses which occur in their area of responsibility are investigated, recorded and where necessary reported as per the requirements detailed within the policy.
* All plant, equipment and facilities under their control are maintained in safe working order without risk to health and that any statutory or in house inspecting and testing regime is complied with.
* All defective plant, equipment or facilities are repaired or replaced where necessary and that these items are taken out of use until such time as the repair or replacement has been carried out.
* Routine monitoring of all policies and procedures applicable to their areas of work is undertaken.
* Procedures are in place to ensure the health and safety of all employees under their control who are potentially exposed to any hazardous substances.

== Employees ''' ''' ==
'''All Employees will ensure:'''
* Compliance and co-operation with any reasonable request made to permit the company to discharge its legal and moral duties in respect of health and safety matters.
* Any hazard which cannot be rectified immediately is reported to the appropriate person for action and if necessary take immediate remedial action to temporarily safe guard against the risk of injury or damage.
* Any accident, near miss or dangerous occurrence is reported as per the requirements detailed within the policy documentation.
* No new equipment, plant or substances are brought onto company premises and used before permission has been granted and any necessary assessments have been conducted.

== Health & Safety Policy Review ==
5.1 To ensure continuing compliance with legislation and best practice our health and safety policy will be reviewed periodically and at least annually.

5.2 The Health and Safety Co-ordinator will ensure that reviews take place with the co-operation of those individuals with specific health and safety duties.

5.3 The Health and Safety Co-ordinator will ensure that all necessary amendments to the policy are made and will ensure that suitable information instruction and training is provided for those affected by the amendments.

== Communicating the Health & Safety Policy ==
The company has established a comprehensive Health, Safety and Welfare Policy in compliance with current legislation. Within the Policy all levels of management have general and where applicable, specific responsibilities to enable the company to comply with its legal obligations. Of necessity, it is a large, working document and as such it is impractical and unnecessary for everyone to read it. However, all the relevant sections for ensuring your health and safety will be communicated to you and, where applicable, written safe systems of work and assessments will be provided, together with appropriate training and safety equipment.

On the preceding page and on official notice boards you will see displayed our general Health and Safety Policy Statement. This statement is based on accident prevention and is required for compliance with health and safety legislation. It is very important that you understand and comply with the statement.

To enable the company to fulfil our legal obligations, your co-operation, assistance and involvement is of the utmost importance.

You have a legal duty to:

* Co-operate with the company on all health and safety related issues.
* Ensure your health and safety and that of others, and be accountable for your actions.
* Not to interfere with or misuse anything provided in the interest of health and safety.
* Report accidents, incidents or anything which might cause danger.

For your own health and safety you '''MUST''' uphold the responsibilities outlined in the Handcrafted Staff Handbook. Any deviation from it may lead to personal or the company's prosecution by the enforcing authority and may necessitate appropriate disciplinary procedures against an individual, by the company.

To implement the Health and Safety Policy, we are required to identify hazards and take effective measures to reduce and control the risks. Your suggestions and experience will be an important contribution in determining the actions necessary to achieve this. You should not carry out any task which means deviating from the agreed methods of work.

Finally, please follow the guidance provided within this booklet and advise your Line Manager of any health and safety problems.

Introduction and Governance

2025-10-14T13:34:45Z

Rebekah Hook: /* Summary of Health & Safety Duties */

== Summary of Health & Safety Duties ==
{| class="wikitable"
|'''Coordinator''' (e.g. Welfare Coordinator)
|'''Position'''
|-
|Health and Safety Co-ordinator
|CEO
|-
|
|
|-
|Risk Assessments and Managing
|Board of Trustees
|-
|Health and Safety at Work
|Operations Director
|-
|Consultation with Employees
|Board of Trustees
|-
|
|Operations Director
|-
|Safety Training
|Hub Manager
|-
|Welfare
|Senior Support Worker
|-
|Management of Incidents (First Aid)
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Fire and Emergency Evacuation
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Display Screen Equipment
|Hub Manager
|-
|COSHH
|Training Supervisor
|-
|
|Training Supervisor
|-
|Electrical Safety
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Control of Smoking at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Manual Handling
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Food Hygiene & Pest Control
|Hub Manager
|-
|
|
|-
|
|
|-
|
|
|-
|Noise at Work
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Control of Vibration at Work
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Occupational Health
|Board of Trustees
|-
|
|Operations Director
|-
|Control of Asbestos
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Legionella
|Board of Trustees
|-
|
|Operations Director
|-
|
|Hub Manager
|-
|Lone Working
|Operations Director
|-
|Personal Protective Equipment
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Pressure Systems
|Training Supervisor
|-
|
|Training Supervisor
|-
|Use and Control of Contractors
|Hub Manager
|-
|Provision and Use of Work Equipment
|Training Supervisor
|-
|
|Training Supervisor
|-
|Dangerous Substances &

Explosive Atmosphere
|CEO
|-
|Violence, Aggression &

Challenging Behaviour at Work
|Operations Director
|-
|Behavioural Safety
|Board of Trustees
|-
|
|Operations Director
|-
|Work Related Stress
|Board of Trustees
|-
|
|Operations Director
|-
|Working at Height
|Board of Trustees
|-
|
|Hub Manager
|-
|
|Training Supervisor
|-
|
|Training Supervisor
|-
|Drugs & Alcohol
|Board of Trustees
|-
|
|Hub Manager
|-
|Infection Control
|Hub Manager
|-
|Housekeeping
|Hub Manager
|-
|Home/Remote Working
|Hub Manager
|}
'''ALL THE ABOVE DUTIES WILL BE UNDERTAKEN BY ABOVE PERSONS'''

== Organisational Responsibilities ==

1.1 To ensure that the spirit and the letter of the law is upheld we have appointed specific people or groups of people to be responsible for the implementation of certain key aspects of our health and safety policy.

1.2 This list is reproduced and displayed at various points throughout the company to ensure that all employees are aware of exactly who is responsible for which aspects of our health and safety policy.

1.3 Those people listed as having specific health and safety duties are given a responsibility folder which contains documentation and guidance to assist them with their duties.

1.4 Within each of the arrangements sections of the policy there is a monitoring checklist which the appointed duty holder will complete from time to time but at least annually and return to the Health and Safety Co-ordinator to enable an action plan to be formulated and implemented.

== Board of Trustees ==
'''As the employer, the Board of Trustees has overall and final responsibility for health and safety matters. They will ensure that:'''
* Health and safety management systems are in place and effective.
* Health and safety legislation is complied with.
* This health and safety policy is periodically reviewed.
* All staff and trainees as appropriate receive sufficient information, training and supervision on health and safety matters.
* Risk assessments are undertaken and the results written up and made available to all staff.
* Accidents are investigated and reported to the Board of Trustees.
* There are arrangements in place to monitor the maintenance of the premises and equipment.
* There are adequate arrangements to liaise and co-operate on health and safety matters with other employers.
* There are arrangements in place to monitor the maintenance of the premises and equipment.

The Board of Trustees fulfil a strategic role in health and safety. Overall responsibility for the day-to-day management of health and safety in accordance with the Governing Body’s health and safety policy and procedures has been delegated to the Training Supervisors.

== CEO ==
'''As CEO, I will ensure that:'''
* Health and safety is on the agenda of every management meeting and Health & safety meetings are held when required.
* Employees or their representatives are involved in decisions that affect their health and safety.
* Professional health and safety assistance is maintained as required by the Management of Health and Safety at Work Regulations.
* Effective communication is maintained with all employees in order to promote a culture which recognises that controlling health and safety risks is an essential part of everyone’s daily life.
* Adequate funds, materials, equipment and human resources are provided to meet all health and safety requirements.
* Adequate contingency funds are available to address any unforeseen/unexpected health and safe issues that may arise.
* The health and safety policy and procedures are monitored and that any changes necessary are made and maintained throughout the company.
* Support is given to all employees to enable implementation of all aspects of the health and safety policy and procedures.
* Health and safety training is provided for all employees.
* Health and Safety is given prime consideration in all forward planning.
* Appropriate insurance cover is in place and maintained for all aspects of company activities.

== Senior Management ''' ''' ==
'''Senior Staff Members will ensure that:'''
* All employees under their direction fully understand and observe all aspects of the company’s health and safety policy and procedures.
* Information regarding health and safety issues is communicated to and understood by all employees under their direction.
* Any health and safety issue raised by any employee under their direction is either effectively managed by themselves or communicated to the relevant specific health and safety duty holder as detailed within the health and safety policy.
* All employees under their direction receive sufficient information instruction and training regarding the risks to which they are exposed whilst at work and they are instructed in relation to any safe system of work.
* No tasks, duties or activities will take place which may present a risk to employees or any other person until such time as a full assessment has taken place and any resultant control measures identified have been implemented.
* All employees under their direction fully understand their duties in relation to all relevant health and safety requirements.
* All employees attend health and safety meetings as and when requested.
* All employees provide full cooperation regarding health and safety matters to enable those individuals with specific or general duties to discharge them.

* All personal protective equipment is used and maintained as required.
* All accidents, dangerous occurrences or near misses which occur in their area of responsibility are investigated, recorded and where necessary reported as per the requirements detailed within the policy.
* All plant, equipment and facilities under their control are maintained in safe working order without risk to health and that any statutory or in house inspecting and testing regime is complied with.
* All defective plant, equipment or facilities are repaired or replaced where necessary and that these items are taken out of use until such time as the repair or replacement has been carried out.
* Routine monitoring of all policies and procedures applicable to their areas of work is undertaken.
* Procedures are in place to ensure the health and safety of all employees under their control who are potentially exposed to any hazardous substances.

== Employees ''' ''' ==
'''All Employees will ensure:'''
* Compliance and co-operation with any reasonable request made to permit the company to discharge its legal and moral duties in respect of health and safety matters.
* Any hazard which cannot be rectified immediately is reported to the appropriate person for action and if necessary take immediate remedial action to temporarily safe guard against the risk of injury or damage.
* Any accident, near miss or dangerous occurrence is reported as per the requirements detailed within the policy documentation.
* No new equipment, plant or substances are brought onto company premises and used before permission has been granted and any necessary assessments have been conducted.

== Health & Safety Policy Review ==
5.1 To ensure continuing compliance with legislation and best practice our health and safety policy will be reviewed periodically and at least annually.

5.2 The Health and Safety Co-ordinator will ensure that reviews take place with the co-operation of those individuals with specific health and safety duties.

5.3 The Health and Safety Co-ordinator will ensure that all necessary amendments to the policy are made and will ensure that suitable information instruction and training is provided for those affected by the amendments.

== Communicating the Health & Safety Policy ==
The company has established a comprehensive Health, Safety and Welfare Policy in compliance with current legislation. Within the Policy all levels of management have general and where applicable, specific responsibilities to enable the company to comply with its legal obligations. Of necessity, it is a large, working document and as such it is impractical and unnecessary for everyone to read it. However, all the relevant sections for ensuring your health and safety will be communicated to you and, where applicable, written safe systems of work and assessments will be provided, together with appropriate training and safety equipment.

On the preceding page and on official notice boards you will see displayed our general Health and Safety Policy Statement. This statement is based on accident prevention and is required for compliance with health and safety legislation. It is very important that you understand and comply with the statement.

To enable the company to fulfil our legal obligations, your co-operation, assistance and involvement is of the utmost importance.

You have a legal duty to:

* Co-operate with the company on all health and safety related issues.
* Ensure your health and safety and that of others, and be accountable for your actions.
* Not to interfere with or misuse anything provided in the interest of health and safety.
* Report accidents, incidents or anything which might cause danger.

For your own health and safety you '''MUST''' uphold the responsibilities outlined in the Handcrafted Staff Handbook. Any deviation from it may lead to personal or the company's prosecution by the enforcing authority and may necessitate appropriate disciplinary procedures against an individual, by the company.

To implement the Health and Safety Policy, we are required to identify hazards and take effective measures to reduce and control the risks. Your suggestions and experience will be an important contribution in determining the actions necessary to achieve this. You should not carry out any task which means deviating from the agreed methods of work.

Finally, please follow the guidance provided within this booklet and advise your Line Manager of any health and safety problems.

Health and Safety Policy

2025-09-23T13:35:04Z

Rebekah Hook:

== Health and Safety Policy Statement ==
This statement of intent should be read in conjunction with the full Health and Safety Policy which details the arrangements and responsibilities of our Occupational Health and Safety Management System.

It is our aim to ensure, so far as is reasonably practicable, the health and safety of our employees and third parties who may be affected by our work activities. We are committed to:

* Complying with all legal and other applicable requirements
* The prevention of injury and ill health, and
* Continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by management.

The Senior Management Team leads by example and supports a positive health and safety culture where everyone meets their responsibilities for the safety and health of themselves and others. The Director Responsible for Safety has ultimate responsibility for health and safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and specific responsibilities for health and safety matters have been assigned to line managers.

Communication between all levels of employees within the Company is paramount. We will ensure that all employees have the knowledge and competence they need to meet their individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know. The full Health and Safety Policy is available on request to interested parties.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Health and Safety Steering Group|The HR Steering Group]]
|-
|'''Last review and approval'''
|DRAFT PENDING APPROVAL
|}

== Health & Safety Policies ==
[[Introduction and Governance]]

[[Health and Safety Management]]

[[Employee Welfare and Wellbeing]]

[[Incident and Emergency Management]]

[[Physical Work Environment and Equipment Safety]]

[[Work Processes and Practices]]

[[Occupational Health and Hazard Control]]

[[Contractors and Subcontractors]]

[[Food Safety]]

Equal Opportunities Policy

2025-09-23T13:28:19Z

Rebekah Hook:

Handcrafted is committed to creating an inclusive and diverse workplace. We strive to create an environment where all individuals are respected and valued regardless of age, culture, gender, race, ability, sexual orientation, or any other form of identity. We are committed to fostering a culture of inclusivity, respect, and acceptance, and to creating a safe and diverse workspace for everyone.

We encourage everyone to be open and honest about their experiences and to share their perspectives with others. We want everyone to feel included and welcomed.

This policy outlines our commitment to creating a safe and inclusive environment for all and should be read in conjunction with [https://www.legislation.gov.uk/ukpga/2010/15/contents The Equality Act 2010].

This policy will be reviewed as required and at least every three years by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Ethos and Values Steering Group]]
|-
|'''Last review and approval'''
|05/06/2024
|}

== Our Policy ==
This policy sets out the commitment of Handcrafted Projects, its Board of Directors and senior management to promote equality of opportunity and work to eliminate unlawful and unfair practice in the workplace.

This policy defines our commitment to creating a working environment free of bullying, harassment, victimisation, and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions, of all who work to provide and those who use our services, are recognised and valued.

We value our staff and trainees and recognise the contribution they make to our organisation, and we are committed to providing equality for all irrespective of:

* Age
* Disability
* Race including colour, nationality, ethnic or national origin
* Gender
* Religion or belief
* Sexual orientation
* Gender reassignment
* Civil partnership or marital status
* Pregnancy and maternity
* Criminal record

Our staff and trainees will also be protected from discrimination if:

* They are associated with someone who has a protected characteristic, for example a family member or friend
* They’ve complained about discrimination or supported someone else’s claim

We will work to ensure that all our staff and trainees, as well as those who apply or seek to apply to work with us, will be treated fairly and will not be subjected to discrimination on any of these grounds and will feel respected and able to give their best.

== Our commitments ==
We will:

* Not tolerate any discrimination or harassment based on an individual's identity
* Strive to create an environment where everyone feels respected and valued
* Provide equal opportunity and access to resources and opportunities regardless of identity
* Ensure that all individuals have the same chance to succeed and advance
* Accommodate individuals with disabilities or needs to the best of our ability
* Strive to create a workplace that reflects the diversity of our community
* Provide training and resources to foster an understanding of diversity and inclusion
* Actively seek to recruit and retain a diverse group of individuals
* Celebrate the contributions of a diverse group of individuals
* Hold ourselves and others accountable for creating a culture of inclusivity and respect
* Promote a productive and harmonious workplace where there is mutual respect and where harassment and bullying are not tolerated
* Prevent unlawful discrimination, direct and indirect and victimisation
* Comply with our legal obligations
* Oppose and avoid all forms of unlawful discrimination. This includes in:
* pay and benefits
* terms and conditions of employment
* dealing with grievances and discipline
* dismissal
* redundancy
* leave for parents
* requests for flexible working
* selection for employment, promotion, training or other developmental opportunities
* Take seriously and address any breaches of this policy

== Equality Action Planning ==
Dan Northover has overall responsibility for the implementation of this policy. Line Managers, Project Managers and Training Supervisors are accountable for delivering the equality commitments in their areas of responsibility and all staff and trainees are expected to promote and abide by the policy.

To implement this policy, we will:

* Include appropriate equality objectives and responsibilities in each job description
* Provide our staff with the necessary knowledge and skills to help ensure that our workplaces are free from discrimination and harassment
* Train all those who are responsible for recruitment and selection, whether for vacant posts, promotions or training opportunities
* Regularly review our employment policies and procedures to ensure they do not unlawfully or unfairly discriminate
* Gather equality information on our workforce and those who use our service using regular anonymous surveys that have multiple choice questions for staff role, ethnicity, gender, age, physical health conditions, mental health conditions, lived experience, and socio economic background
* Make all necessary reasonable adjustments and consider options for flexible working
* Work to make our workforce more representative and where possible, undertake lawful, positive action
* Seek commitments from our suppliers that they are taking steps to promote equality and eliminate discrimination
* Make whatever reasonable adjustments are required to provide disabled people with a fair chance to access our employment opportunities, activities, training and support
* Make whatever reasonable adjustments are required to correctly safeguard trainees with convictions and other vulnerable individuals who access our workshops, live in our houses or work at our hubs
* Make sure that there are sufficient resources in place to implement this policy effectively

== Inclusive access to our services ==
As part of providing services in line with our charitable aims and commitments, we may offer activities that are restricted to groups with particular needs. People who generally meet the criteria of these groups will only be excluded on an individual basis for specific reasons, not for any shared characteristic.

We will ensure to the best of our ability that the activities provided within restricted groups are also available to all our trainees where possible while managing risk.

== Recruitment of Ex-Offenders ==

In line with our equal opportunities principles, we recognise the valuable contribution that individuals with criminal records can make and are committed to ensuring that they are not unfairly discriminated against.

* We actively promote equality of opportunity for all job applicants, including those with a criminal record, in line with the Rehabilitation of Offenders Act 1974 and [https://www.gov.uk/government/publications/recruitment-of-ex-offenders-guidance/recruitment-of-ex-offenders-guidance current guidance from the UK Government on the recruitment of ex-offenders].
* During recruitment, we assess applicants’ suitability for roles based on their skills, experience, and ability to perform the role, and not solely on the existence of a criminal record.
* Disclosure of a criminal record does not automatically preclude employment or volunteering opportunities with us. However, certain roles are subject to a Disclosure and Barring Service (DBS) check. Any information disclosed through this process will be handled confidentially and will only be considered in relation to the specific role being applied for, and in line with relevant legislation and safeguarding requirements.
* All applicants are encouraged to provide information about any unspent convictions at the appropriate stage of recruitment. Where appropriate, a conversation will be arranged to discuss the context of any disclosed convictions and to provide an opportunity for the applicant to explain.
* We adhere to the principles of fairness by ensuring that only relevant and proportionate information is considered, and decisions are made on a case-by-case basis.
== Policy review ==
We will keep this policy under review and will regularly assess the progress we are making toward achieving our equality commitments. We will report on our progress in meeting this policy at Board meetings and take action when we identify areas where inequality or discrimination may exist. This policy will be reviewed and updated in response to emerging challenges and formally reviewed every three years.

== Complaints of discrimination ==
If you are a member of staff and believe that you have suffered any form of discrimination, harassment or victimisation, you can raise this matter through the grievance procedure, (or other procedure if appropriate) a copy of which is available from Dan Northover. All grievances will be dealt with promptly and in accordance with the agreed procedures.

As a member of staff of Handcrafted, you also have the right to make a complaint to an Employment Tribunal. However, you normally must raise your grievance under our internal procedures first. For more information, speak to Dan Northover or, for guidance on statutory disciplinary and grievance procedures, see [http://www.acas.org.uk www.acas.org.uk]

If you are a trainee or service user and believe that suffered any form of discrimination, harassment or victimisation, please refer to the [[Complaints Policy]]

Anyone who makes a complaint of discrimination must not be victimised. We will make every effort to ensure victimisation does not occur and any complaints will be taken seriously and dealt with promptly.

HR & Wellbeing Policy

2025-09-05T09:45:49Z

Rebekah Hook:

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|31/01/2025
|}

=== '''Overview''' ===
Our mission at Handcrafted is to connect with the excluded people in society and empower them to turn their lives around. Our staff work at the forefront of this mission. Our policy for Human Resources and Staff Wellbeing is built on the following principles and commitments:

# The trustees and senior management will build the capability of our team and give them the framework they need to work effectively.
# Our staff are key to our mission to connect with excluded people in society and empower them to turn their lives around.
# Our belief is that everyone is created with value and purpose; have something to contribute; live better together; should be treated with compassion and empathy; are unconditionally loved; and should have the opportunity to make a fresh start. This is true for our staff, as well as trainees. We are committed to treating our staff in this way and expect them to do likewise to other staff and trainees.
# The trustees and senior management want to see our values of creativity, empathy, empowerment and community to be present in our staff team. We want them to be able to work creatively and walk shoulder to shoulder with each other and our trainees. We want them to be empowered in their lives and empower others. And we want our staff to be part of an accepting, supporting community.

== '''Equal Opportunities''' ==
Handcrafted is committed to creating an inclusive and diverse workplace. We strive to create an environment where all individuals are respected and valued regardless of age, culture, gender, race, ability, sexual orientation, or any other form of identity. We are committed to fostering a culture of inclusivity, respect, and acceptance, and to creating a safe and diverse workspace for everyone.

We encourage everyone to be open and honest about their experiences and to share their perspectives with others. We want everyone to feel included and welcomed.

Our diversity and inclusion policy outlines our commitment to creating a safe and inclusive environment for all.

==== '''Our Policy''' ====
This policy sets out the commitment of Handcrafted Projects, its Board of Directors and senior management to promote equality of opportunity and work to eliminate unlawful and unfair practice in the workplace.

This policy defines our commitment to creating a working environment free of bullying, harassment, victimisation, and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions, of all who work to provide and those who use our services, are recognised and valued.

We value our staff and trainees and recognise the contribution they make to our organisation, and we are committed to providing equality for all irrespective of:

* Age
* Disability
* Race including colour, nationality, ethnic or national origin.
* Gender
* Religion or belief
* Sexual orientation
* Gender reassignment
* Civil partnership or marital status
* Pregnancy and maternity
* Criminal record

Our staff and trainees will also be protected from discrimination if:

* They are associated with someone who has a protected characteristic, for example a family member or friend.
* They’ve complained about discrimination or supported someone else’s claim.

We will work to ensure that all our staff and trainees, as well as those who apply or seek to apply to work with us, will be treated fairly and will not be subjected to discrimination on any of these grounds and will feel respected and able to give their best.

==== '''Our commitments''' ====
We will:

* Not tolerate any discrimination or harassment based on an individual's identity.
* Strive to create an environment where everyone feels respected and valued.
* Provide equal opportunity and access to resources and opportunities regardless of identity.
* Ensure that all individuals have the same chance to succeed and advance.
* Accommodate individuals with disabilities or needs to the best of our ability.
* Strive to create a workplace that reflects the diversity of our community.
* Provide training and resources to foster an understanding of diversity and inclusion.
* Actively seek to recruit and retain a diverse group of individuals.
* Celebrate the contributions of a diverse group of individuals.
* Hold ourselves and others accountable for creating a culture of inclusivity and respect.
* Promote a productive and harmonious workplace where there is mutual respect and where harassment and bullying are not tolerated.
* Prevent unlawful discrimination, direct and indirect and victimisation.
* Comply with our legal obligations.
* Oppose and avoid all forms of unlawful discrimination. This includes in:
** pay and benefits.
** terms and conditions of employment
** dealing with grievances and discipline
** dismissal
** redundancy
** leave for parents.
** requests for flexible working
** selection for employment, promotion, training or other developmental opportunities
* Take seriously and address any breaches of this policy.

==== '''How we will implement this in our workforce''' ====
Dan Northover has overall responsibility for the implementation of this policy. Line Managers, Project Managers and Training Supervisors are accountable for delivering the equality commitments in their areas of responsibility and all staff and trainees are expected to promote and abide by the policy.

To implement this policy, we will:

* Include appropriate equality objectives and responsibilities in each job description.
* Provide our staff with the necessary knowledge and skills to help ensure that our workplaces are free from discrimination and harassment.
* Train all those who are responsible for recruitment and selection, whether for vacant posts, promotions or training opportunities
* Regularly review our employment policies and procedures to ensure they do not unlawfully or unfairly discriminate.
* Gather equality information on our workforce and those who use our service.
* Make all necessary reasonable adjustments and consider options for flexible working.
* Work to make our workforce more representative and where possible, undertake lawful, positive action.
* Seek commitments from our suppliers that they are taking steps to promote equality and eliminate discrimination.
* Make whatever reasonable adjustments are required to provide disabled people with a fair chance to access our employment opportunities, activities, training and support.
* Make whatever reasonable adjustments are required to correctly safeguard trainees with convictions and other vulnerable individuals who access our workshops, live in our houses or work at our hubs.
* Make sure that there are sufficient resources in place to implement this policy effectively.

==== '''Inclusive access to our services''' ====
As part of providing services in line with our charitable aims and commitments, we may offer activities that are restricted to groups with particular needs. People who generally meet the criteria of these groups will only be excluded on an individual basis for specific reasons, not for any shared characteristic.

We will ensure to the best of our ability that the activities provided within restricted groups are also available to all our trainees where possible while managing risk.

==== '''Policy review''' ====
We will keep this policy under review and will regularly assess the progress we are making toward achieving our equality commitments. We will report on our progress in meeting this policy at Board meetings and take action when we identify areas where inequality or discrimination may exist. This policy will be reviewed and updated in response to emerging challenges and formally reviewed every three years.

==== '''Complaints of discrimination''' ====
If you are a member of staff and believe that you have suffered any form of discrimination, harassment or victimisation, you can raise this matter through the grievance procedure, (or other procedure if appropriate) a copy of which is available from Dan Northover. All grievances will be dealt with promptly and in accordance with the agreed procedures.

As a member of staff of Handcrafted, you also have the right to make a complaint to an Employment Tribunal. However, you normally must raise your grievance under our internal procedures first. For more information, speak to Dan Northover or, for guidance on statutory disciplinary and grievance procedures, see www.acas.org.uk.

If you are a trainee or service user and believe that suffered any form of discrimination, harassment or victimisation, please refer to the Handcrafted Complaints Policy: Handcrafted Complaints Policy.docx

Anyone who makes a complaint of discrimination must not be victimised. We will make every effort to ensure victimisation does not occur and any complaints will be taken seriously and dealt with promptly.

== '''Lone Working''' ==

==== '''What is lone working?''' ====
As a member of staff of Handcrafted, there may be times when you are required to work away from your base, without the direct supervision and support of your colleagues. You may be working outside of normal hours, doing a home visit at one of our properties or supervising a renovation.

Lone working can present a variety of risks from accidental injury to a risk of harm from violence. This policy outlines how we manage that risk at Handcrafted.

==== '''Who is responsible?''' ====
As an employer, Handcrafted is required by law to protect the health and safety of lone workers. We must provide adequate training, support, and equipment to enable you to do your job safely. However, as a lone worker, you also have a responsibility to:

* Take reasonable care to look after your own safety and health.
* Safeguard the safety and health of other people affected by your work.
* Follow Handcrafted safety and health procedures.
* Use equipment in accordance with any relevant safety instructions and training you have been given.
* Report all accidents, injuries, near-misses and other dangerous occurrences.

==== '''The Risks''' ====
Before working alone, you should assess the risks and take steps to minimise them. This policy identifies the following risks associated with the kind of work we do at Handcrafted.

* Risk of threat, intimidation or violence from members of the public, trainees and residents
* Risk of wrongful allegations being made by members of the public, trainees and residents.
* Risk of personal injury while moving loads and using tools

==== '''Managing Risk''' ====

===== '''General principles''' =====
If at any time you are working alone, make sure:

* You have a working mobile phone with sufficient charge on the battery.
* Your phone is switched on.
* Your supervisor (or colleagues if they are unavailable) knows where you are going and for how long you are likely to be working alone.

Inform your supervisor if you have a medical condition or there are any circumstances that make you more vulnerable when working alone (e.g., if you are pregnant or taking medication that makes you drowsy).

Sign out from your base when you leave, and sign back in when you return. Let your supervisor know when you have returned.

Report and record if you feel that a risk has changed (for example if you notice a trainee is drinking more heavily than usual or you are aware that they have made verbal threats).

===== '''Avoiding lone working''' =====
The best way to make sure you avoid the risks associated with lone working is not to do it.

If you feel uncomfortable about a potential lone-working situation, don't do it. This is a personal decision. Just because someone else would do, this does not mean you have to. If you are in doubt, speak to your supervisor or seek the support of colleagues. Use your judgement and take responsibility for feeling safe.

Particular care must be taken in certain situations:

* If you are likely to be alone with a vulnerable adult or a minor of the opposite sex
* If you are likely to be alone with an individual who has a history of assault or sexual offences

If in doubt, take someone with you, and where possible, meet in a public setting rather than in private.

'''''Certain individuals are designated in their client record under “Safeguarding” as M (potential risk to minors), NFL (no female lone working), and NFL&M (No female lone working and potential risk to minors). Make sure you know if this is the case by checking their record.'''''

===== '''Home visits''' =====
You may be particularly vulnerable when visiting Handcrafted properties by yourself.

* Don't enter a property if the resident is under the influence of drugs or alcohol or is threatening violence.
* Use an agreed code word if you get into difficulties and need to alert colleagues by phone without alarming someone you are with.
* Avoid entering a property alone without the resident present unless this is absolutely necessary.
* Stick to a time limit for a visit and make this explicit to the person you are visiting (e.g., say "I have just an hour, and then I will need to leave.")
* If you're visiting a Handcrafted property, make sure you have a key to the property.

There is no system suggested in this policy for getting people to check in or calling them after, say, half an hour because if you're going into a situation where you might need to be called in half an hour, you shouldn't be going alone.

===== '''Giving lifts''' =====
Don't give a lift by yourself to a person identified as higher risk.

If you are doing multiple pickups or drop-offs, make sure you do them in an order that means you will not end up with a higher risk person travelling with you alone.

Avoid taking a person in your car who is not known to Handcrafted (i.e., if we have no referrers risk assessment for them or have not had the opportunity to assess and record any risks.)

==== '''Supervising trainees''' ====
If you are supervising trainees by yourself (in the workshop, out on renovations or in other training settings), you must have a current certification in basic first aid.

==== '''Physical work''' ====
Handcrafted staff work with construction materials, tools and machinery, including off-site and alone. Some tasks may be too difficult or dangerous for you to do by yourself.

* Make sure you use appropriate personal protective equipment for the task you are doing. If it is not available, inform your line manager and do not put yourself at risk of injury.
* Follow correct manual handling procedures according to the training provided by Handcrafted.
* Don't move loads or operate machinery without the proper training.
* Lone workers must have access to a first aid kit at all times.

== '''Electronic devices''' ==
This policy is intended to protect the security and integrity of Handcrafted Projects’ data, including the personal data of trainees in accordance with the Data Protection Act 2018 and the General Data Processing Regulations (GDPR). It applies to mobile phones, tablets, laptops and any device or media used to access or store Handcrafted Projects' data, regardless of whether the device was issued by Handcrafted or is an individual’s personal property.

==== '''Acceptable use''' ====
* Members of staff may use their mobile device to access the following company-owned resources: email, calendars, contacts, documents and cloud drives.
* Handcrafted Projects has a zero-tolerance policy for texting or emailing while driving. Limited hands-free talking while driving is permitted but it is not encouraged.

===== '''Security''' =====
* In order to prevent unauthorised access, devices must be password or passcode protected using the features of the device and in accordance with the Passwords section of this policy.
* The device must lock itself with a password or PIN if it’s idle for five minutes.
* Contact details of trainees stored on a device must not be personally identifiable to the trainee. i.e., Use first names only, nicknames or initials.
* Unauthorised software must not be installed onto Handcrafted portable devices.

===== '''Risks/Liabilities/Disclaimers''' =====
* Lost or stolen devices which may hold or have access to Handcrafted data must be reported to the company within 24 hours. Members of staff are responsible for notifying their mobile carrier immediately upon loss of a device.
* Members of staff expected to use their devices in an ethical manner at all times and adhere to the company’s acceptable use policy as outlined above.
* Members of staff are personally liable for all costs associated with their device.
* Members of staff assume full liability for risks including, but not limited to, the partial or complete loss of company and personal data due to an operating system crash, scamming activity, errors, bugs, viruses, malware, and/or other software or hardware failures, or programming errors that render the device unusable.
* Handcrafted Projects reserves the right to take appropriate disciplinary action up to and including termination for noncompliance with this policy.

===== '''Passwords''' =====
Members of staff at Handcrafted Projects must access a variety of IT resources, including computers and other hardware devices, data storage systems, and other accounts. Passwords are an important part of our strategy to make sure only authorised people can access those resources and data.

As a member of staff who has access to any of those resources, you are responsible for choosing strong passwords and protecting your login information from unauthorised use.

The purpose of this part of the policy is to make sure all Handcrafted Projects' resources and data receive adequate password protection. It covers all members of staff who are responsible for one or more accounts or have access to any resource that requires a password.

====== '''Password creation''' ======
* All passwords should be reasonably complex and difficult for unauthorised people to guess. You should choose passwords that are at least eight characters long and contain a combination of upper- and lower-case letters, and numbers. These requirements will be enforced with software when possible.
* In addition, you should use common sense when choosing passwords. Avoid basic combinations that are easy to crack. For instance, choices like “password,” “1password” and “Pa$$w0rd” are not suitable.
* A password should be unique, with meaning only to you. That means dictionary words; common phrases, and even names, should be avoided. One recommended method of choosing a strong password that is still easy to remember is to pick a phrase, take its initials, replace some of those letters with numbers and other characters, and mix up the capitalization. For example, the phrase “This may be one way to remember” can become “TmB0WTr!”.
* You must choose unique passwords for all your Handcrafted accounts and may not use a password that they are already using for a personal account.
* All passwords must be changed regularly, with the frequency varying based on the sensitivity of the account in question.
* If the security of a password is in doubt– for example, if it appears that an unauthorized person has logged in to the account — the password must be changed immediately.
* Default passwords — such as those created for new members of staff when they start or those that protect new systems when they’re initially set up — must be changed as quickly as possible.

====== '''Protecting passwords''' ======
You must:

* Never share your passwords with anyone else in the charity, including co-workers, managers or administrative assistants. Everyone who needs access to a system must create his or her own unique password.
* Never share your passwords with any outside parties, including those claiming to be representatives of an organisation with a legitimate need to access a system, unless you are legally requested to do so.
* Take steps to avoid phishing scams and other attempts by hackers to steal passwords and other sensitive information. You will receive guidance on how to recognize these attacks. Please follow them.
* Refrain from writing passwords down and keeping them at your workstations. See above for advice on creating memorable but secure passwords.
* Not use password managers or other tools to help store and remember passwords.

== '''Social media''' ==
This policy is to provide practical assistance on the use of social media by Handcrafted staff and trainees. Use of this policy will help staff and trainees ensure that their social media is appropriate and in the interests of the organisation.

==== '''Purpose and scope of policy''' ====
This policy covers all forms of social media, including Facebook, LinkedIn, Twitter, Google+, Wikipedia, other social networking sites, and other internet postings, including blogs. It applies to both Handcrafted and personal use, during working hours and in your own time to the extent that it may affect the business of the organisation.

Whilst we recognise the benefits which may be gained from appropriate use of social media, it is also important to be aware that it poses significant risks. These risks include disclosure of confidential information and intellectual property, damage to our reputation and the risk of legal claims.

This policy aims to minimise these risks and covers all staff and trainees (and others including consultants, contractors, and casual and agency staff). Breach of this policy may result in disciplinary action up to and including dismissal.

Any questions or misuse of social media should be reported to Dan Northover. This policy is not contractual, and we may amend it at any time if it considers it appropriate to do so.

===== '''Personal use of social media at work''' =====
We allow staff and trainees to make occasional personal use of social media so long as it does not involve unprofessional or inappropriate content and does not adversely affect your productivity or otherwise interfere with your duties to us. Please note that we may monitor your use of our systems, including use of social media sites.

===== '''Use of social media''' =====
If you are required to use social media sites in the course of your work for or on behalf of Handcrafted, you should ensure that you have appropriate authorisation, and that usage complies with this policy.

Use of social media must comply with:

* Safeguarding and Harassment and Bullying Policies;
* rules of any relevant regulatory bodies;
* contractual confidentiality requirements;
* open, honest, ethical and professional communication requirements;
* other key policies/requirements.

In your use of social media, you must not:

* make disparaging or defamatory statements about us, our staff, trainees, customers, or suppliers;
* share any personal information or images of any member of staff or trainee without prior permission from your line manager;
* harass, bully or unlawfully discriminate in any way;
* use data obtained in the course of your employment in any way which breaches the provisions of the Data Protection Act 1998;
* breach copyright belonging to us;
* disclose any intellectual property, confidential or commercially sensitive information relating to our organisation;
* make statements which cause, or may cause, harm to our reputation or otherwise be prejudicial to our interests.

You should avoid using social media communications that might be misconstrued in a way that could damage our reputation and make it clear in personal postings that you are speaking on your own behalf, writing in the first person and using a personal email address.

If you disclose that you are an employee of Handcrafted, you must state that your views do not represent those of the organisation. For example, you could state, “the views in this posting do not represent the views of my employer”.

Remember that you are personally responsible for what you communicate on social media. Often materials published will be widely accessible by the public and will remain accessible for a long time. If you are uncertain or concerned about the appropriateness of any statement or posting, you should discuss it with your line manager before making the post.

Contact details of contacts made during the course of your employment are regarded as confidential information belonging to Handcrafted Projects. On termination of your employment, you must provide us with a copy of all such information, delete all such details from your personal social networking accounts and destroy any further copies of such information that you may have.

Any misuse of social media, whether by a member of staff, trainee, contractor or supplier, must be reported promptly to Dan Northover.

== '''Absence management''' ==
Handcrafted seeks to be a good employer, in line with our Christian ethos and values, and to provide support for our staff when they are sick, insofar as we able to as a small charity with limited finance and resources.

In the same way, we look to you as a member of staff to act responsibly by taking responsibility for your own health and safety inside and outside work, and so to have a good attendance record.

==== '''Purposes of the policy''' ====
The purposes of the policy are:

* To promote staff health and wellbeing (including supporting staff in recovering swiftly from sickness whilst encouraging them not to attend work when it would be detrimental to them or to other staff).
* To promote good attendance at work from all staff; and
* To ensure the charity can run cost-effectively. As a small charity, any absence member of staff can cost the charity money as other staff may have to cover the absence; this can result in less income- or grant-generating work or, in longer absence, the need for temporary staff.

==== '''Responsibilities of members of staff''' ====
All members of staff are required to be familiar with, and adhere to, this policy and procedure and must comply with their contractual obligations and ensure regular attendance at work.

As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not an acceptable form for the employee – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

==== '''Absence of up to seven calendar days''' ====
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

==== '''Absences of more than seven calendar days''' ====
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see <nowiki>https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees</nowiki>.

==== '''Absence review meetings''' ====
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal.

==== '''Sick pay''' ====
During the probationary period SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

==== '''Statutory sick pay (SSP) guidance''' ====
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* <nowiki>https://www.gov.uk/statutory-sick-pay/overview</nowiki>
* <nowiki>https://www.gov.uk/employers-sick-pay/overview</nowiki>

and form SSP1:

* <nowiki>https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers</nowiki>

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

== '''Infectious diseases''' ==
Handcrafted has a legal responsibility under the general duties of the Health and Safety at Work etc, Act 1974, to as far as is reasonably practicable, safeguard members of staff against risks to their health, including those risks posed by infectious diseases.

In addition, there are specific regulations relevant to the control of infection including the Management of Health and Safety at Work Regulations 1999 and the Control of Substances Hazardous to Health Regulations 2002 (as amended). These regulations require employers to carry out risk assessments, record any significant findings and provide staff with adequate information, instruction and training on any risks to their health which they may face at work.

Due to the nature of the services that we provide staff may be exposed to infectious diseases or blood borne viruses (BBVs). Handcrafted will fulfil its duty as an employer to protect its members of staff and will ensure they are provided with information and training as appropriate on the potential risks posed by infectious diseases and BBVs. This policy is to be read in conjunction with risk assessments in place at Handcrafted places of work which identify who may be exposed to the risk of infection and describes management procedures to control this risk.

In particular, staff need to be aware of the risk of infection in the following areas:

* Use of sharp objects in the workshop
* Risk of sharps injury while cleaning properties and disposing of rubbish on Handcrafted premises (especially drug paraphernalia)
* Airborne viruses during pandemics such as COVID-19
* The preparation of food

It is therefore important that strict hygiene precautions are observed at all times by Handcrafted staff and trainees are prompted to maintain safe practices.

=== '''General''' ===

==== '''Designated leads''' ====
The designated lead for infection prevention and control at each Handcrafted hub is the Hub Manager. Their responsibility includes activities within the properties associated with their hub.

The designated lead will ensure:

* systems are in place that assess the risk of and prevent, detect and control the risk of infection.
* sufficient resources are available to secure effective prevention and control of infection.
* staff, trainees, contractors and other persons who directly or indirectly provide work are provided with appropriate information, instruction, training and supervision in the precautions to follow.
* policies and procedures are being implemented.
* a suitable and sufficient risk assessment is carried out with respect to prevention and control of infection.
* an appropriate standard of cleanliness and hygiene is maintained throughout the premises at all times and that the premises are maintained in good physical repair and condition.
* appropriate standards of cleanliness and hygiene are maintained in relation to equipment at all times and that the equipment is maintained in good physical repair and condition.
* that a suitable cleaning schedule is in place and followed
* there are suitable and sufficient hand washing facilities and antimicrobial hand rubs where appropriate.
* suitable information on infections is provided to visitors and contractors, including the importance of hand washing.
* information regarding infection is passed on to any other person, as necessary.
* individuals who develop an infection are identified promptly and that they receive the appropriate treatment and care.
* the local health protection unit is informed of any outbreaks or serious incidents relating to infection within (the relevant timeframe)
* all eligible groups are enabled and supported to take up the offer of immunisation programmes.
* all staff are fully trained in and co-operate with our control of infection procedures.

Accordingly, it may at times be necessary to

* stagger start and finish times so that fewer people are together at once.
* cancel non-essential travel.
* cancel non-essential training sessions.
* support working from home for staff where possible.
* ensure that facilities are suitable to minimise the spread of infection, e.g., allowing a distance of more than two metres between attendees, and
* keep a record of relevant immunisations.

==== '''Training''' ====
Handcrafted will

* provide suitable training, including
** induction training to all staff on the prevention and control of infection
** safe handling and disposal of sharps
** prevention of occupational exposure to blood-borne viruses (BBVs), including prevention of sharps injuries
** disinfection
** food hygiene
** safe handling and disposal of waste
* keep a record of all training and updates to staff.

=== '''Infection outbreak procedure''' ===
Handcrafted insists that its staff follow any Government guidance published on self-isolation/quarantine.

Staff and trainees must report symptoms of infectious diseases and staff who have infectious disease symptoms must not come to work and, in the case of diarrhoea and vomiting, stay away for at least 48 hours after the symptoms have stopped.

Where required, notifiable outbreaks will be reported to the relevant authority e.g., HSE by Operations Director.

Handcrafted and its staff and trainees will cooperate with any investigation by a relevant authority and comply with any investigation findings.

In case of an outbreak, procedures will be put in place to keep the number of staff or trainees in contact with affected persons to a minimum and ensure they are not involved with food handling.

Staff must pay strict attention to infection control procedures, in particular to the washing of hands and the wearing of protective clothing if required.

== '''Substance misuse''' ==
This Policy will explain the responsibilities and principle behind the Handcrafted’s approach to managing the misuse of illegal drugs, alcohol and other substances by employees. Handcrafted aims to ensure that it provides a safe and productive work environment that promotes the health, safety and wellbeing of its staff.

Handcrafted has a responsibility to provide its trainees with the best possible service and ensure that all services are delivered effectively and without compromise, at the same time maintaining and promoting our reputation and integrity.

We have a duty under the Health & Safety at Work Act 1974 to ensure, as far as is reasonably practicable, the health, safety and welfare of our staff and others. This includes taking all reasonable steps to resolve drug (illegal, prescription or recreational), alcohol and other substance misuse-related problems within the workplace. Staff also have a duty of care to trainees and colleagues and are therefore expected to co-operate with and implement this policy.

=== '''Our stance''' ===
Our position is one of not allowing the use, possession or supply of drugs, alcohol or substances by staff whilst at work or allowing staff to continue working if they are found, or if there is reason to suspect that they are, under the influence of any substance or if they smell of alcohol.

This policy should be seen in the context of a desire to promote the general wellbeing of all members of staff and the safety for trainees, colleagues and others. Handcrafted is committed to providing confidential support and specialist help where necessary to any member of staff making a disclosure regarding their misuse of substances and their intention to manage the situation more effectively.

==== '''Scope''' ====
This policy applies to all members of staff and anyone else working in our premises. Any breach of this Policy may lead to disciplinary action, up to and including summary dismissal.

=== '''The Policy''' ===
You must not come into work if you’re under the influence of alcohol, drugs (including prescription medication) or Novel Psychoactive Substances (NPS) including those formerly known as legal highs to the extent that your judgment, behaviour or ability to carry out your job is affected. This includes when you are working from home or any other premises.

If you need to drive for work reasons, of course you must also be within the relevant legal drink drive limit.

If you’ve been prescribed medication that you think might affect your ability to do your job safely and efficiently or have a medical condition that may replicate the signs of drug or alcohol intoxication, you must talk to your line manager about this as soon as you can, and before you start work.

===== '''During work''' =====
You must not consume alcohol or illegal drugs or abuse any substances (including NPS’s and solvents) while you’re working on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes if you are working at home or remotely.

===== '''Illegal drugs''' =====
You must never be in possession of, sell, or purchase illegal drugs or other substances whilst you’re working, whether on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes when you are working from home or remotely.

If you’re found in possession of illegal drugs whilst at work, or a work-related event or activity, we may report this to the police.

=== '''The Procedure''' ===
If your manager, or any other Handcrafted manager, director or Trustee has reasonable grounds to think you’re under the influence of drugs or alcohol whilst at work, they will speak to you about the situation. If they think that you are not in an appropriate condition to work, you will usually be suspended from work and invited to an investigatory meeting at a later date. This may lead to disciplinary action, up to and including summary dismissal.

==== '''Work-related events''' ====
Handcrafted policies still apply to you at events or activities that you’re attending. If you’re at a work-related event, such as a team social activity or party, whether held or not held at a Handcrafted location, and you choose to drink alcohol, we trust you will behave respectfully and appropriately at all times. You should consume alcohol only in moderation.

You must never be in possession of, sell, or purchase illegal drugs or other substances (including NPS’s and solvents) while you are at a work-related event or activity.

Any inappropriate behaviour or activity will be investigated under our Disciplinary Procedure and may lead to disciplinary action being taken against you, up to and including summary dismissal.

==== '''Drug or alcohol misuse/dependency''' ====
If you think you’ve got a problem with drug and/or alcohol misuse or dependency, we want you to know that you can talk to us before it becomes an issue at work. Your manager might talk to you if they notice any signs that suggest you could have a problem.

If you talk to your manager, they will offer support and will keep things confidential, unless they have concerns about your safety or that of other people. They will offer appropriate support, such as encouraging you to see your GP, referring you to occupational health, or for alcohol/drug misuse-focused counselling.

If you’re having treatment for a drug/alcohol problem and you need time off for appointments, we will work with you to ensure that the time is made available.

== '''Capability''' ==
This policy applies to all employees of Handcrafted, including full-time, part-time, and temporary staff. The purpose of this Capability Policy is to:

* Identify and address instances of poor staff performance in a fair and supportive manner.
* Promote continuous improvement and professional development among our employees.
* Ensure compliance with ACAS guidelines in managing staff performance.

=== '''Principles''' ===

==== '''Early Intervention''' ====
Poor performance concerns will be addressed promptly through open and supportive communication.

Supervisors and managers will provide regular feedback and coaching to help employees improve their performance.

==== '''Supportive Approach''' ====
Handcrafted is committed to supporting employees in their efforts to improve performance.

Employees will be encouraged to participate in training and development programs to enhance their skills.

==== '''Fair and Objective Assessment''' ====
Performance issues will be assessed objectively, considering relevant factors such as workload, resources, and personal circumstances.

Employees will have the opportunity to provide input and evidence related to their performance.

==== '''Training and Development''' ====
Handcrafted will provide access to training and development opportunities to help employees enhance their skills and address performance gaps.

==== '''Performance Improvement Plan (PIP)''' ====
If an employee's performance remains unsatisfactory after initial interventions, a formal Performance Improvement Plan (PIP) may be implemented.

The PIP will outline clear expectations, goals, timelines, and support mechanisms to help the employee improve their performance.

==== '''Review and Monitoring''' ====
Progress under the PIP will be reviewed regularly.

Managers and employees will discuss progress and make necessary adjustments to the plan as needed.

==== '''Dismissal as a Last Resort''' ====
Dismissal will only be considered as a last resort when all reasonable efforts to support performance improvement have been exhausted.

=== '''Procedure''' ===

==== '''Informal Stage''' ====
The line manager or supervisor will discuss concerns regarding poor performance with the employee.

The employee will be provided with constructive feedback and offered support, including access to training and resources.

==== '''Formal Stage (Performance Improvement Plan - PIP)''' ====
If poor performance persists, the employee will be invited to a formal meeting to discuss the implementation of a PIP.

The PIP will be documented in writing and shared with the employee.

The employee will have the opportunity to review and discuss the PIP and provide input.

==== '''Review Meetings''' ====
Regular review meetings will be scheduled to monitor progress under the PIP.

Adjustments to the plan may be made if necessary.

==== '''Consideration of Further Actions''' ====
If performance does not improve despite the PIP, further actions, including dismissal, may be considered in accordance with Handcrafted HR policies.

==== '''Confidentiality''' ====
All information related to staff performance, including discussions, meetings, and PIPs, will be treated confidentially in line with data protection regulations and Handcrafted policies.

==== '''Appeals''' ====
Employees have the right to appeal against decisions made under this Capability Policy. Appeals should be made in writing to the HR department, and the appeal process will be conducted in accordance with Handcrafted HR policies.

== '''Disciplinary''' ==
This policy is designed to ensure that there are effective and equitable arrangements for handling disciplinary and related matters. The purpose of the disciplinary procedure is to set out the standards of conduct expected of all members of staff and to provide a framework within which managers can work with staff to maintain those standards and encourage improvement where necessary. The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures.

==== '''Scope''' ====
In order to ensure consistent and fair treatment, this procedure applies to all members of staff, although it may not always be followed during a probationary period. It does not apply to trainees, agency workers or self-employed contractors.

Minor conduct issues can usually be resolved informally with your manager. This procedure sets out formal steps to be taken if the matter is more serious or cannot be resolved informally.

Matters relating to poor performance are dealt with via the Handcrafted Capability Policy, and matters relating to genuine sickness absence are dealt with by via the Handcrafted Absence Management policy.

This policy and the procedure set out within it does not form part of any employee’s contract of employment and we may amend it at any time. Dependant on the particular circumstances of the case, Handcrafted reserves the right to resolve matters without recourse to this policy, or to only apply certain aspects of the disciplinary procedure.

==== '''Investigations''' ====
Before any disciplinary hearing is held, or any disciplinary action is taken, the matter will be investigated in order to establish the facts. Any meetings and discussions as part of an investigation are purely for the purpose of fact-finding and are in no way be considered to be a disciplinary hearing. No disciplinary action will be taken without a disciplinary hearing.

In some cases, we may need to suspend you from work while we carry out the investigation. Suspension is not considered to be a disciplinary action and is not indicative of any prejudgment of the matter. You will remain on full pay and benefits during any period of suspension.

==== '''Disciplinary hearing''' ====
Having investigated all the facts, the Company will decide whether:

* No action is needed, or;
* The matter should be dealt with informally, or;
* Formal disciplinary action is necessary.

==== '''Formal disciplinary action''' ====
If formal disciplinary action is the appropriate course of action, a disciplinary hearing will be arranged. You will receive written notice of the date, time and venue of the hearing, including information about the alleged misconduct and its possible consequences. You will normally be given copies of relevant documents and witness statements. You will have a reasonable period of time prior to the hearing to consider and prepare your response.

Where practicable, a different person to the one carrying out the investigation will carry out the disciplinary hearing.

A nominated member of staff will normally be present at any formal hearing or interview to take notes of the proceedings.

You should let us know as early as possible if there are any relevant witnesses you would like to attend the hearing or any documents or other evidence you wish to be considered.

At the hearing you will be presented with the allegations and evidence against you. You will be given the opportunity to respond to the allegations and put forward any mitigating circumstances which you want to be taken into account.

We may adjourn the hearing if we need to carry out any further investigations in the light of any new points you have raised.

We will inform you of the decision either at this hearing or as soon as possible after it has taken place (usually within one week). You will be provided with written reasons for the decision and advised of your right to appeal.

==== '''Your right to be accompanied''' ====
You may be accompanied at the hearing by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion. No-one is obliged to act as a companion if they do not wish to do so. If the Company considers your choice of companion to be unreasonable (for example if they have a conflict of interest or may prejudice the hearing), we may require you to choose someone else.

Your companion may make representations to us and ask questions but should not answer questions on your behalf. You may confer privately with your companion or ask for an adjournment at any time during the hearing.

If you or your companion cannot attend on the date proposed, you can offer an alternative time and date so long as it is reasonable and is within five working days of the date proposed by the Company.

==== '''Disciplinary penalties''' ====
The usual penalties for misconduct are set out below. No penalty should be imposed without a hearing. We aim to treat all members of staff fairly and consistently, and a penalty imposed on another member of staff for similar misconduct will usually be taken into account. However, no sanction will be treated as a precedent, and each case will be assessed on its own merits.

===== '''Stage 1: First written warning''' =====
Where there are no other active warnings on your file, you will usually receive a first written warning. This will usually remain active for six months, if the disciplinary procedure is not invoked again during that time. This written warning (and any subsequent written warnings) will state:

* The misconduct or other matters complained of.
* The action necessary to remedy the situation.
* Any review period which may be agreed.
* The consequences of failure to comply with the warning (either a final written warning, or dismissal with notice).

===== '''Stage 2: Final written warning''' =====
For more serious matters, or in case of further misconduct where there is an active first written warning on your record, you will usually receive a final written warning. This warning will usually remain active for twelve months, if the disciplinary procedure is not invoked again during that time.

===== '''Dismissal or other action''' =====
In instances of gross misconduct, or where your conduct has continued to fall below our standards after due warnings have been given, you may be dismissed. Examples of gross misconduct are given below. In cases of gross misconduct, the dismissal will usually be summary (i.e., without notice).

We may consider other sanctions short of dismissal, including demotion, redeployment to another role or a period of suspension without pay (where permitted by your contract), and/or an extension of a final written warning with a further review period.

Any decision will be confirmed in writing.

==== '''Appeals''' ====
If you are not satisfied with a disciplinary decision, you may appeal within one week of being told of the decision. Your appeal should be made in writing and should indicate the full grounds upon which your appeal is made.

The appeal hearing will, where possible, be held by someone senior to the person who held the original disciplinary hearing. You may bring a colleague or trade union representative with you.

On appeal, a decision may be to confirm the previous decision, or to impose a lesser or greater penalty, or no penalty at all. We will inform you in writing of our final decision as soon as possible, usually within one week of the appeal hearing. There will be no further right to appeal.

If you are appealing against dismissal, the date on which the dismissal takes effect will not be delayed pending the outcome of the appeal. However, if your appeal is successful, you will be reinstated with no loss of continuity or pay.

=== '''Confidentiality''' ===
We aim to deal with disciplinary matters sensitively and with due respect for the privacy of any individuals involved. All members of staff must treat as confidential any information communicated to them in connection with an investigation or disciplinary matter.

Any documentation (such as witness statements, letters, warnings and meeting summaries) will be stored securely, and only shared on a ‘need to know basis’.

=== '''Examples of misconduct''' ===
Examples of misconduct which could lead to disciplinary action include, but are not limited to:

* Unauthorised absence, or failure to comply with any aspect of the sickness absence policy.
* Poor time keeping and/or time wasting.
* Failure to comply with a specific instruction.
* Excessive use of personal email or internet usage.
* Impropriety, whether or not within working hours, which Handcrafted reasonably considers to be detrimental to its interests.
* Failure to disclose any personal interest which represents a conflict of interest with the organisation or its stakeholders.
* Breach of confidentiality.
* Failure to maintain health and safety standards.
* Impaired work due to the consumption of alcohol and/or drugs.
* Persistent or regular unavailability for work due to illness, injury or otherwise.
* Abusive or unacceptable behaviour.
* Bullying and harassment of another staff member.
* Minor breaches of your contract.
* Any review period which may be agreed.

=== '''Examples of gross misconduct''' ===
We regard certain issues as so serious as to warrant dismissal without notice (known as Summary Dismissal). Such matters include, but are not limited to:

* Physical and verbal violence / assault.
* Theft.
* Serious bullying, harassment or victimisation, particularly of a discriminatory nature.
* Making untrue allegations in bad faith against a colleague.
* Deliberate and serious damage to property.
* Fraud or deliberate falsification of records (e.g., in job applications, documents relating to sickness absence, or expense claims).
* Undertaking unauthorised paid or unpaid employment during your working hours.
* Accepting or offering a bribe or other secret payment.
* Serious negligence which causes or might cause unacceptable loss, damage or injury.
* Serious incapacity at work caused by being under the influence of alcohol or drugs.
* A serious breach of confidence.
* Deliberately accessing internet sites containing pornographic, offensive or obscene material.
* Disclosure of any confidential information relating to the organisation
* Serious insubordination or rudeness to managers, colleagues, trainees, contractors, suppliers or professional contacts.
* Bringing Handcrafted into serious disrepute.
* A serious breach of health and safety rules.
* Conviction on a criminal charge relevant to your employment or damaging to Handcrafted’s interests.

== '''Harassment & Bullying''' ==
Handcrafted is committed to providing a working environment that is free of harassment and bullying, and where everyone is treated, and treats others, with dignity and respect. We will not permit or condone any form of bullying or harassment.

==== '''Scope''' ====
This policy covers bullying or harassment of or by anyone engaged to work at Handcrafted Projects, and also by third parties such as contractors or suppliers. The policy encompasses bullying or harassment that occurs in the workplace, and also out of the workplace, such as on external trips or at work-related social events.

This policy does not form part of your contract of employment, and we may amend it at any time.

=== '''Introduction''' ===

==== '''What is harassment?''' ====
Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. A single incident of this nature can amount to harassment if sufficiently serious.

Unlawful harassment may involve sexual harassment, or it may be related to any other of the Protected Characteristics detailed in our Equal Opportunities policy, which includes age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. The Handcrafted stance is that harassment is unacceptable, whether or not it is targeted at any of these categories.

Examples of harassment may include (but are not limited to) the following:

* Displays or circulation of sexually suggestive material or material with racial overtones.
* Use of slang names for racial groups, or age groups, or for disabled persons.
* Professional or social exclusion.
* Unwanted physical conduct, such as touching, pinching, pushing and grabbing.
* Unwelcome sexual advances or suggestive behaviour.
* Offensive emails, text messages or social media content.

It is important to note that harassment occurs even if the harasser perceives his/her behaviour as being harmless and without malice, or ‘just a bit of fun’. What matters is how the behaviour makes the recipient feel, and not what the perpetrator’s intentions were. Also, a person may be harassed even if they were not the intended ‘target’ of the behaviour. For example, a man may be harassed by sexist jokes about women if the jokes create an environment that is offensive to him.

==== '''What is bullying?''' ====
Bullying is a sustained form of psychological abuse. It is defined as offensive, intimidating, malicious or insulting behaviour, involving the abuse or misuse of power, which has the purpose or effect of belittling, humiliating or threatening the recipient.

Workplace bullying usually takes one of three forms: physical, verbal or indirect. It can range from extreme forms such as violence and intimidation, to less obvious actions, such as professional or social exclusion.

Examples of bullying may include (but are not limited to) the following:

* Shouting or swearing at people in public or private.
* Spreading malicious rumours.
* Inappropriate derogatory remarks about someone’s performance.
* Physical or psychological threats.
* Constantly undervaluing effort.
* Rages, often over trivial matters.
* Ignoring or deliberately excluding people.
* Overbearing and intimidating levels of supervision.
* Deliberately sabotaging or impeding work performance.

Please note that managers are duty-bound to give their team members feedback and to generally manage their performance. Legitimate, reasonable and constructive criticism of a team member’s performance or behaviour, or reasonable instructions given to an employee in the course of their employment, will not amount to bullying on their own.

=== '''Procedure''' ===

==== '''What to do if you are being harassed or bullied''' ====

===== '''Informal approach''' =====
You may be able to sort out matters informally. The person may not know that their behaviour is unwelcome or upsetting, so an informal discussion may help them to understand the effects of their behaviour and agree to change it.

If you feel able to, tell the person what behaviour you find offensive and unwelcome, and say that you would like it to stop immediately. You should keep a note of the date and what was said and done. This will be useful if the unacceptable behaviour continues and you wish to make a formal complaint.

If this is too difficult for you, then please talk to your line manager, or a trusted colleague, for advice and assistance. They may for example speak to the person concerned on your behalf or accompany you when you speak to them.

If the informal approach is not appropriate, or has not been successful, you should raise a formal grievance through the Grievance Policy.

===== '''Formal procedure''' =====
If you feel that you need to deal with an issue of harassment or bullying formally, you should do so by following to the Handcrafted Grievance Policy.

We will investigate the issue in a timely, confidential and sensitive manner. The investigation will be conducted where possible by someone with appropriate seniority and experience, and no prior involvement in the issue. Details of the investigation, and the names of the people involved, will only be disclosed on a ‘need to know’ basis. We will consider whether any steps are necessary to manage the ongoing working relationship between you and the person accused during the investigation.

Once the investigation is complete, we will inform both parties (separately) of our decision. Whether or not your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned.

==== '''Consequence of a breach of this policy''' ====
If after due investigation, we consider that a member of staff has been harassed or bullied by another remember of staff or trainee, the matter will be dealt with under the Handcrafted Disciplinary Policy as a case of possible misconduct or gross misconduct. The person concerned may be suspended on full pay during the disciplinary investigation until any eventual disciplinary proceedings have been concluded. If the complaint of bullying or harassment is upheld, a disciplinary penalty may be imposed up to and including dismissal, depending on the seriousness of the offence and all relevant circumstances.

Some bullying or harassment will constitute unlawful discrimination if it relates to any of the Protected Characteristics as detailed above and in the Equal Opportunities policy. Such behaviour could constitute a criminal offence, punishable by a fine and/or imprisonment.

Where it is found that a member of staff has been harassed by a third party, such as a customer, supplier or independent contractor, Handcrafted will take such steps as are reasonably practicable to prevent any recurrence.

If you make a complaint which is not upheld, and Handcrafted has good grounds for believing that the complaint was not made in good faith, we will take disciplinary action against you.

==== '''Protection and support for those involved''' ====
If you raise an issue in good faith, or if you participate in any investigation, you must not suffer any form of retaliation or victimisation as a result. Any member of staff found engaging in retaliation will be subject to disciplinary action.

==== '''Record-keeping''' ====
Information about an issue made by or about a member of staff may be placed on either party’s personnel file, along with a record of the outcome and any other notes or documents compiled during the process. These will be processed in accordance with our Data Protection policy.

==== '''How we can all help to stop bullying and harassment''' ====
We all have a shared responsibility to help create and maintain a working environment free of bullying and harassment. For your part, you can do this by:

* Considering how your own behaviour may affect others and changing it.
* Being receptive, rather than defensive, if asked to change your behaviour.
* Treating your colleagues with dignity and respect.
* Taking a stand if you think inappropriate jokes or comments are being made.
* Making it clear to others when you find their behaviour unacceptable.
* Intervening, if possible, to stop harassment or bullying, and giving support to victims.
* Reporting harassment or bullying to your line manager or another appropriate person.
* Being open, honest and objective in any investigation of complaints.

Managers have a particular responsibility to:

* Set a good example by their own behaviour.
* Ensure that there is a supportive working environment in their team.
* Communicate to team members what standards of behaviour are expected from them.
* Intervene to stop bullying or harassment.
* Report promptly to senior management any complaint of bullying or harassment.

== '''Grievance''' ==
From time to time, you may have a query or grievance relating to your employment with Handcrafted Projects. This policy is intended to encourage communication between you and your line manager to ensure that questions can be answered, and problems arising can, where possible, be fairly and quickly resolved.

==== '''Scope''' ====
The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures. It applies to all Handcrafted members of staff, regardless of length of service. It does not form part of your contract of employment. We may amend it at any time, and we may depart from it depending on the circumstances of any case.

==== '''What is a grievance?''' ====

===== '''Examples of issues that may give rise to a grievance''' =====
The following is a list of the types of issues that may give rise to a grievance, although this list is not exhaustive, and other issues may amount to a grievance:

* Terms and conditions of employment.
* Health and safety.
* Relationships at work.
* Working practices.
* Organisational change.
* Discrimination.
* Bullying and harassment.
* Working environment.

This grievance procedure should not be used to complain about dismissal or disciplinary action, or if your performance is being managed through the formal capability procedure. In this event you should submit an appeal under the appropriate policy.

If you feel you have either witnessed or been the victim of bullying or harassment, please refer to our Bullying and Harassment policy for further guidance and information.

==== '''The Grievance procedure''' ====

===== '''Informal resolution''' =====
If you have a grievance arising from your employment it is often best to try to resolve the matter informally by discussing it with your line manager. If this is not appropriate, you should speak to Dan Northover (CEO) or Richard Alty (Trustee).

If this does not resolve the issue, you should follow the formal procedure detailed below.

===== '''Formal resolution''' =====
If your grievance can not be resolved informally, you should set out it out in writing. You should address this letter to your line manager, unless your grievance is about your manager, in which case it should be submitted to Dan Northover (CEO) or Richard Alty (Trustee). Your written grievance should include:

* An indication that it is a formal grievance.
* A brief description of the nature of your complaint.
* Any relevant facts, dates and names of individuals involved.

On receiving this notice, we will acknowledge receipt and give you a realistic timeframe within which a response will be forthcoming.

In some situations, we may ask you to provide us with formal information before we can progress the matter.

Written grievances will be placed on your personnel file, along with a record of any decisions taken and any notes or other documentation compiled during the grievance process. These will be processed in accordance with our Data Protection policy.

==== '''Grievance investigation''' ====
It may be necessary for us to carry out an investigation into your grievance. This may involve interviewing and taking statements from you and any witnesses, and/or reviewing any relevant documentation.

You must cooperate fully and promptly in any investigation. We may ask you for names of witnesses for example, or to disclose any documentation to us.

When investigating a matter, we will bear in mind any concerns to raise relating to confidentiality, but you should be aware that a full investigation may not be possible without certain disclosures being made, and that, without a full investigation, it may not be possible or appropriate for Handcrafted to reach the decision on your grievance that you wish for.

If any evidence is gathered in the course of the investigation, you will be given a copy in advance of the hearing. However, in exceptional circumstances such evidence given by individuals may have to remain anonymous and/or confidential - in this eventuality you will be given an appropriate summary of the evidence.

We may initiate an investigation before holding a grievance meeting, but on other occasions we may hold a grievance meeting before deciding what investigation (if any) to carry out. In those cases, we will hold a further grievance meeting with you after our investigation and before we reach a decision.

==== '''Grievance meeting''' ====
We will arrange a grievance meeting, normally within one week of receiving your written grievance or of completing any necessary preliminary investigation.

You will be notified of the date, time and location of the meeting (which should be reasonable for you and the organisation). You should make every effort to attend grievance meetings. If you are unable to attend a meeting at the specified time, please let us know immediately, and we will try, within reason, to agree an alternative time.

If you have any difficulty with the grievance meeting, or at any other stage of the procedure, because of a disability or because English is not your first language, please let us know so that we can try to help you. We may for example invite you to bring a friend or a member of your family to the meeting, if this may help.

During the meeting your grievance will be discussed, and both parties will have an opportunity to explain their views. A third party may also be present to keep a note of proceedings. You should take the opportunity to explain your grievance, and how you believe it should be resolved. Any evidence will be taken into full consideration.

If, in the course of the meeting, we feel that further investigation is merited, we will consider adjourning the meeting, and then reconvening it at a later date, once the necessary investigations have been carried out.

We will write to you, usually within one week of the final grievance meeting, to inform you of the outcome and of any further action that we intend to take to resolve the grievance, if applicable. We will also set out your right of appeal.

==== '''Your right to be accompanied''' ====
You may bring a companion (either trade union representative or a work colleague) to any grievance meeting or appeal meeting under this procedure. Please tell us who your chosen companion is in good time before the meeting. If your chosen companion is unavailable at the time a meeting is scheduled and will not be available for more than five working days afterwards, we may ask you to choose someone else. If Handcrafted does not consider your choice of companion to be a reasonable one, we may require you to choose an alternative. Your companion will be allowed reasonable paid time off to act as your companion. He/she is under no obligation to agree to be your companion.

If you choose to be accompanied, your companion may address the meeting and you will be allowed to confer privately with each other, but he/she should not answer questions on your behalf.

==== '''Appeal''' ====
If you are not satisfied with a grievance decision, you may appeal within one week of being told of the decision. When appealing you should set out in writing which aspects of the decision you are challenging and why.

We will hold an appeal meeting, usually within one week of receiving your written appeal, unless you have raised further evidence which requires investigation. This will be dealt with impartially, and the appeal meeting will be held, if possible, by a more senior manager who has not previously been involved in the case (although they may ask anyone previously involved to be present). You have the right to be accompanied by a companion, as set out above.

We will confirm our final decision in writing, usually within one week of the appeal hearing, unless any subsequent investigation has been necessary. Where appropriate we may hold a meeting to give you this information in person. This is the final stage of the grievance procedure, and there is no further right of appeal.

== '''Whistleblowing & Confidential Disclosures''' ==
This document is the Handcrafted Projects Whistleblowing Policy as defined under Public Interest Disclosure Act 1998. The Act protects workers who disclose information about malpractice at their current or former workplace, provided certain conditions are met.

==== '''Scope''' ====
The policy applies to all staff and trainees. Personal grievances (e.g., bullying, harassment, discrimination) are not normally covered by this policy, these are covered by the Handcrafted Projects Grievance Policy.

=== '''Introduction''' ===
Handcrafted Projects staff and trainees in any capacity, at one time or another may have concerns about what is happening. It is your duty to speak up about genuine concerns. These concerns are usually best resolved by having a conversation with your line manager.

When disclosing a concern, you must reasonably believe two things:

# That you are acting in the public interest; and
# that the disclosure may fall under one or more of the following headings of malpractice (the list is not exclusive):

* a criminal offence e.g., fraud.
* betting, corrupt conduct, inside-information.
* someone’s health and safety is in danger.
* risk or actual damage to the environment.
* a miscarriage of justice.
* an organisation is breaking the law or
* covering up wrong-doing.

You may be worried about raising such issues or may want to keep the concerns to yourself, perhaps feeling that it is none of your business or that it is only a suspicion. You may feel that raising the matter would be disloyal to colleagues, managers or to Handcrafted Projects. You may decide to say something but find that you have spoken to the wrong person or raised the issue in the wrong way and are not sure what to do next.

Handcrafted Projects takes any form of misconduct seriously and has introduced this policy to enable staff and trainees to raise concerns early and in the right way. We encourage all individuals, where appropriate, to raise the matter as a concern rather than wait for proof.

==== '''Assurances by Handcrafted Projects''' ====

===== '''Commitment''' =====
The Handcrafted Projects Trustees are committed to this policy. If a genuine concern is disclosed under it, Handcrafted will use all reasonable endeavours to protect you, provided you are acting in good faith. This assurance does not apply to someone who maliciously raises a concern that they know is untrue.

The daily environment for a Handcrafted Projects employee or trainee may be challenging following a whistleblowing disclosure, both whilst the disclosure is being investigated and following the conclusion of the process. If you feel that your environment is not tolerable, discussions should take place with Dan Northover. We will seek to either redeploy you, suitably change your environment, or ensure that you are not disadvantaged as a result of making the disclosure.

===== '''Confidence''' =====
Handcrafted Projects does not tolerate the harassment or victimisation of anyone raising a genuine concern. However, we recognise that you may wish to raise a concern ‘in confidence’. If you ask us to protect your identity, we will not disclose it without your consent. If the situation develops and we are not able to resolve the concern without revealing your identity (for instance because evidence is required in court), we will consult with you on how you would like to proceed.

Handcrafted Projects recognises that if we do not know the identity of the person disclosing a concern, it may be more difficult to resolve the matter. Notwithstanding, we will always endeavour to balance this with the needs of anyone raising a concern.

===== '''Procedure''' =====
Once we have been made aware of a concern, we will make an initial assessment in order to decide what action should be taken. This may involve an internal investigation, or an external review/investigation completed by independent experts who are not involved in our organisation. You will be made aware of who is handling your concern and how they can be contacted.

We will act as quickly as possible to resolve the matter, though the time taken to come to a resolution will depend on the nature of the disclosure. If appropriate and confidentiality allows, you will be kept informed at all times, though this may not always be possible.

When raising a concern, you will be asked how you feel the matter might best be resolved. At this stage, we must be made aware if you any personal interest in the matter. If the concern is deemed to be covered more appropriately by the Grievance Procedure, we will make you aware and direct you to the policy. Records of disclosures will be kept in accordance with applicable law.

===== '''Raising a concern internally''' =====
If you have a concern about misconduct, you should raise it in the first instance with your Line Manager, alternatively with Dan Northover (CEO). This may be done orally or in writing. You will need to state whether you wish to raise the matter in confidence so the appropriate arrangements can be made.

If, after raising these concerns, you still feel the matter has not been addressed, or if you feel that the matter is so serious that you cannot discuss it with your manager or director, you should contact the CEO.

===== '''Raising a concern externally''' =====
In disclosure cases such as criminal misconduct or child or vulnerable adult abuse, you must inform the regulatory authorities without undue delay.

The disclosure process when dealt with internally by Handcrafted Projects may be duty bound to report externally to statutory bodies.

===== '''Keeping the Handcrafted Projects’ Trustees informed''' =====
The CEO will notify the Chair of the Trustees when a whistleblowing case has instigated. Details of the case will not be discussed at that stage. Once the findings are concluded, the Trustees will be fully informed, in confidence.

Physical Work Environment and Equipment Safety

2025-09-02T14:11:50Z

Rebekah Hook: /* Chemical Hazard Classification Symbols */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==
'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|''' '''[[File:Irritant symbol.png|center|thumb|214x214px]]
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
[[File:Electrical plug.jpg|thumb]]
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires:'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

HR & Wellbeing Policy

2025-08-13T09:31:01Z

Rebekah Hook:

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|25/06/2025
|}

=== '''Overview''' ===
Our mission at Handcrafted is to connect with the excluded people in society and empower them to turn their lives around. Our staff work at the forefront of this mission. Our policy for Human Resources and Staff Wellbeing is built on the following principles and commitments:

# The trustees and senior management will build the capability of our team and give them the framework they need to work effectively.
# Our staff are key to our mission to connect with excluded people in society and empower them to turn their lives around.
# Our belief is that everyone is created with value and purpose; have something to contribute; live better together; should be treated with compassion and empathy; are unconditionally loved; and should have the opportunity to make a fresh start. This is true for our staff, as well as trainees. We are committed to treating our staff in this way and expect them to do likewise to other staff and trainees.
# The trustees and senior management want to see our values of creativity, empathy, empowerment and community to be present in our staff team. We want them to be able to work creatively and walk shoulder to shoulder with each other and our trainees. We want them to be empowered in their lives and empower others. And we want our staff to be part of an accepting, supporting community.

== '''Equal Opportunities''' ==
Handcrafted is committed to creating an inclusive and diverse workplace. We strive to create an environment where all individuals are respected and valued regardless of age, culture, gender, race, ability, sexual orientation, or any other form of identity. We are committed to fostering a culture of inclusivity, respect, and acceptance, and to creating a safe and diverse workspace for everyone.

We encourage everyone to be open and honest about their experiences and to share their perspectives with others. We want everyone to feel included and welcomed.

Our diversity and inclusion policy outlines our commitment to creating a safe and inclusive environment for all.

==== '''Our Policy''' ====
This policy sets out the commitment of Handcrafted Projects, its Board of Directors and senior management to promote equality of opportunity and work to eliminate unlawful and unfair practice in the workplace.

This policy defines our commitment to creating a working environment free of bullying, harassment, victimisation, and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions, of all who work to provide and those who use our services, are recognised and valued.

We value our staff and trainees and recognise the contribution they make to our organisation, and we are committed to providing equality for all irrespective of:

* Age
* Disability
* Race including colour, nationality, ethnic or national origin.
* Gender
* Religion or belief
* Sexual orientation
* Gender reassignment
* Civil partnership or marital status
* Pregnancy and maternity
* Criminal record

Our staff and trainees will also be protected from discrimination if:

* They are associated with someone who has a protected characteristic, for example a family member or friend.
* They’ve complained about discrimination or supported someone else’s claim.

We will work to ensure that all our staff and trainees, as well as those who apply or seek to apply to work with us, will be treated fairly and will not be subjected to discrimination on any of these grounds and will feel respected and able to give their best.

==== '''Our commitments''' ====
We will:

* Not tolerate any discrimination or harassment based on an individual's identity.
* Strive to create an environment where everyone feels respected and valued.
* Provide equal opportunity and access to resources and opportunities regardless of identity.
* Ensure that all individuals have the same chance to succeed and advance.
* Accommodate individuals with disabilities or needs to the best of our ability.
* Strive to create a workplace that reflects the diversity of our community.
* Provide training and resources to foster an understanding of diversity and inclusion.
* Actively seek to recruit and retain a diverse group of individuals.
* Celebrate the contributions of a diverse group of individuals.
* Hold ourselves and others accountable for creating a culture of inclusivity and respect.
* Promote a productive and harmonious workplace where there is mutual respect and where harassment and bullying are not tolerated.
* Prevent unlawful discrimination, direct and indirect and victimisation.
* Comply with our legal obligations.
* Oppose and avoid all forms of unlawful discrimination. This includes in:
** pay and benefits.
** terms and conditions of employment
** dealing with grievances and discipline
** dismissal
** redundancy
** leave for parents.
** requests for flexible working
** selection for employment, promotion, training or other developmental opportunities
* Take seriously and address any breaches of this policy.

==== '''How we will implement this in our workforce''' ====
Dan Northover has overall responsibility for the implementation of this policy. Line Managers, Project Managers and Training Supervisors are accountable for delivering the equality commitments in their areas of responsibility and all staff and trainees are expected to promote and abide by the policy.

To implement this policy, we will:

* Include appropriate equality objectives and responsibilities in each job description.
* Provide our staff with the necessary knowledge and skills to help ensure that our workplaces are free from discrimination and harassment.
* Train all those who are responsible for recruitment and selection, whether for vacant posts, promotions or training opportunities
* Regularly review our employment policies and procedures to ensure they do not unlawfully or unfairly discriminate.
* Gather equality information on our workforce and those who use our service.
* Make all necessary reasonable adjustments and consider options for flexible working.
* Work to make our workforce more representative and where possible, undertake lawful, positive action.
* Seek commitments from our suppliers that they are taking steps to promote equality and eliminate discrimination.
* Make whatever reasonable adjustments are required to provide disabled people with a fair chance to access our employment opportunities, activities, training and support.
* Make whatever reasonable adjustments are required to correctly safeguard trainees with convictions and other vulnerable individuals who access our workshops, live in our houses or work at our hubs.
* Make sure that there are sufficient resources in place to implement this policy effectively.

==== '''Inclusive access to our services''' ====
As part of providing services in line with our charitable aims and commitments, we may offer activities that are restricted to groups with particular needs. People who generally meet the criteria of these groups will only be excluded on an individual basis for specific reasons, not for any shared characteristic.

We will ensure to the best of our ability that the activities provided within restricted groups are also available to all our trainees where possible while managing risk.

==== '''Policy review''' ====
We will keep this policy under review and will regularly assess the progress we are making toward achieving our equality commitments. We will report on our progress in meeting this policy at Board meetings and take action when we identify areas where inequality or discrimination may exist. This policy will be reviewed and updated in response to emerging challenges and formally reviewed every three years.

==== '''Complaints of discrimination''' ====
If you are a member of staff and believe that you have suffered any form of discrimination, harassment or victimisation, you can raise this matter through the grievance procedure, (or other procedure if appropriate) a copy of which is available from Dan Northover. All grievances will be dealt with promptly and in accordance with the agreed procedures.

As a member of staff of Handcrafted, you also have the right to make a complaint to an Employment Tribunal. However, you normally must raise your grievance under our internal procedures first. For more information, speak to Dan Northover or, for guidance on statutory disciplinary and grievance procedures, see www.acas.org.uk.

If you are a trainee or service user and believe that suffered any form of discrimination, harassment or victimisation, please refer to the Handcrafted Complaints Policy: Handcrafted Complaints Policy.docx

Anyone who makes a complaint of discrimination must not be victimised. We will make every effort to ensure victimisation does not occur and any complaints will be taken seriously and dealt with promptly.

== '''Lone Working''' ==

==== '''What is lone working?''' ====
As a member of staff of Handcrafted, there may be times when you are required to work away from your base, without the direct supervision and support of your colleagues. You may be working outside of normal hours, doing a home visit at one of our properties or supervising a renovation.

Lone working can present a variety of risks from accidental injury to a risk of harm from violence. This policy outlines how we manage that risk at Handcrafted.

==== '''Who is responsible?''' ====
As an employer, Handcrafted is required by law to protect the health and safety of lone workers. We must provide adequate training, support, and equipment to enable you to do your job safely. However, as a lone worker, you also have a responsibility to:

* Take reasonable care to look after your own safety and health.
* Safeguard the safety and health of other people affected by your work.
* Follow Handcrafted safety and health procedures.
* Use equipment in accordance with any relevant safety instructions and training you have been given.
* Report all accidents, injuries, near-misses and other dangerous occurrences.

==== '''The Risks''' ====
Before working alone, you should assess the risks and take steps to minimise them. This policy identifies the following risks associated with the kind of work we do at Handcrafted.

* Risk of threat, intimidation or violence from members of the public, trainees and residents
* Risk of wrongful allegations being made by members of the public, trainees and residents.
* Risk of personal injury while moving loads and using tools

==== '''Managing Risk''' ====

===== '''General principles''' =====
If at any time you are working alone, make sure:

* You have a working mobile phone with sufficient charge on the battery.
* Your phone is switched on.
* Your supervisor (or colleagues if they are unavailable) knows where you are going and for how long you are likely to be working alone.

Inform your supervisor if you have a medical condition or there are any circumstances that make you more vulnerable when working alone (e.g., if you are pregnant or taking medication that makes you drowsy).

Sign out from your base when you leave, and sign back in when you return. Let your supervisor know when you have returned.

Report and record if you feel that a risk has changed (for example if you notice a trainee is drinking more heavily than usual or you are aware that they have made verbal threats).

===== '''Avoiding lone working''' =====
The best way to make sure you avoid the risks associated with lone working is not to do it.

If you feel uncomfortable about a potential lone-working situation, don't do it. This is a personal decision. Just because someone else would do, this does not mean you have to. If you are in doubt, speak to your supervisor or seek the support of colleagues. Use your judgement and take responsibility for feeling safe.

Particular care must be taken in certain situations:

* If you are likely to be alone with a vulnerable adult or a minor of the opposite sex
* If you are likely to be alone with an individual who has a history of assault or sexual offences

If in doubt, take someone with you, and where possible, meet in a public setting rather than in private.

'''''Certain individuals are designated in their client record under “Safeguarding” as M (potential risk to minors), NFL (no female lone working), and NFL&M (No female lone working and potential risk to minors). Make sure you know if this is the case by checking their record.'''''

===== '''Home visits''' =====
You may be particularly vulnerable when visiting Handcrafted properties by yourself.

* Don't enter a property if the resident is under the influence of drugs or alcohol or is threatening violence.
* Use an agreed code word if you get into difficulties and need to alert colleagues by phone without alarming someone you are with.
* Avoid entering a property alone without the resident present unless this is absolutely necessary.
* Stick to a time limit for a visit and make this explicit to the person you are visiting (e.g., say "I have just an hour, and then I will need to leave.")
* If you're visiting a Handcrafted property, make sure you have a key to the property.

There is no system suggested in this policy for getting people to check in or calling them after, say, half an hour because if you're going into a situation where you might need to be called in half an hour, you shouldn't be going alone.

===== '''Giving lifts''' =====
Don't give a lift by yourself to a person identified as higher risk.

If you are doing multiple pickups or drop-offs, make sure you do them in an order that means you will not end up with a higher risk person travelling with you alone.

Avoid taking a person in your car who is not known to Handcrafted (i.e., if we have no referrers risk assessment for them or have not had the opportunity to assess and record any risks.)

==== '''Supervising trainees''' ====
If you are supervising trainees by yourself (in the workshop, out on renovations or in other training settings), you must have a current certification in basic first aid.

==== '''Physical work''' ====
Handcrafted staff work with construction materials, tools and machinery, including off-site and alone. Some tasks may be too difficult or dangerous for you to do by yourself.

* Make sure you use appropriate personal protective equipment for the task you are doing. If it is not available, inform your line manager and do not put yourself at risk of injury.
* Follow correct manual handling procedures according to the training provided by Handcrafted.
* Don't move loads or operate machinery without the proper training.
* Lone workers must have access to a first aid kit at all times.

== '''Electronic devices''' ==
This policy is intended to protect the security and integrity of Handcrafted Projects’ data, including the personal data of trainees in accordance with the Data Protection Act 2018 and the General Data Processing Regulations (GDPR). It applies to mobile phones, tablets, laptops and any device or media used to access or store Handcrafted Projects' data, regardless of whether the device was issued by Handcrafted or is an individual’s personal property.

==== '''Acceptable use''' ====
* Members of staff may use their mobile device to access the following company-owned resources: email, calendars, contacts, documents and cloud drives.
* Handcrafted Projects has a zero-tolerance policy for texting or emailing while driving. Limited hands-free talking while driving is permitted but it is not encouraged.

===== '''Security''' =====
* In order to prevent unauthorised access, devices must be password or passcode protected using the features of the device and in accordance with the Passwords section of this policy.
* The device must lock itself with a password or PIN if it’s idle for five minutes.
* Contact details of trainees stored on a device must not be personally identifiable to the trainee. i.e., Use first names only, nicknames or initials.
* Unauthorised software must not be installed onto Handcrafted portable devices.

===== '''Risks/Liabilities/Disclaimers''' =====
* Lost or stolen devices which may hold or have access to Handcrafted data must be reported to the company within 24 hours. Members of staff are responsible for notifying their mobile carrier immediately upon loss of a device.
* Members of staff expected to use their devices in an ethical manner at all times and adhere to the company’s acceptable use policy as outlined above.
* Members of staff are personally liable for all costs associated with their device.
* Members of staff assume full liability for risks including, but not limited to, the partial or complete loss of company and personal data due to an operating system crash, scamming activity, errors, bugs, viruses, malware, and/or other software or hardware failures, or programming errors that render the device unusable.
* Handcrafted Projects reserves the right to take appropriate disciplinary action up to and including termination for noncompliance with this policy.

===== '''Passwords''' =====
Members of staff at Handcrafted Projects must access a variety of IT resources, including computers and other hardware devices, data storage systems, and other accounts. Passwords are an important part of our strategy to make sure only authorised people can access those resources and data.

As a member of staff who has access to any of those resources, you are responsible for choosing strong passwords and protecting your login information from unauthorised use.

The purpose of this part of the policy is to make sure all Handcrafted Projects' resources and data receive adequate password protection. It covers all members of staff who are responsible for one or more accounts or have access to any resource that requires a password.

====== '''Password creation''' ======
* All passwords should be reasonably complex and difficult for unauthorised people to guess. You should choose passwords that are at least eight characters long and contain a combination of upper- and lower-case letters, and numbers. These requirements will be enforced with software when possible.
* In addition, you should use common sense when choosing passwords. Avoid basic combinations that are easy to crack. For instance, choices like “password,” “1password” and “Pa$$w0rd” are not suitable.
* A password should be unique, with meaning only to you. That means dictionary words; common phrases, and even names, should be avoided. One recommended method of choosing a strong password that is still easy to remember is to pick a phrase, take its initials, replace some of those letters with numbers and other characters, and mix up the capitalization. For example, the phrase “This may be one way to remember” can become “TmB0WTr!”.
* You must choose unique passwords for all your Handcrafted accounts and may not use a password that they are already using for a personal account.
* All passwords must be changed regularly, with the frequency varying based on the sensitivity of the account in question.
* If the security of a password is in doubt– for example, if it appears that an unauthorized person has logged in to the account — the password must be changed immediately.
* Default passwords — such as those created for new members of staff when they start or those that protect new systems when they’re initially set up — must be changed as quickly as possible.

====== '''Protecting passwords''' ======
You must:

* Never share your passwords with anyone else in the charity, including co-workers, managers or administrative assistants. Everyone who needs access to a system must create his or her own unique password.
* Never share your passwords with any outside parties, including those claiming to be representatives of an organisation with a legitimate need to access a system, unless you are legally requested to do so.
* Take steps to avoid phishing scams and other attempts by hackers to steal passwords and other sensitive information. You will receive guidance on how to recognize these attacks. Please follow them.
* Refrain from writing passwords down and keeping them at your workstations. See above for advice on creating memorable but secure passwords.
* Not use password managers or other tools to help store and remember passwords.

== '''Social media''' ==
This policy is to provide practical assistance on the use of social media by Handcrafted staff and trainees. Use of this policy will help staff and trainees ensure that their social media is appropriate and in the interests of the organisation.

==== '''Purpose and scope of policy''' ====
This policy covers all forms of social media, including Facebook, LinkedIn, Twitter, Google+, Wikipedia, other social networking sites, and other internet postings, including blogs. It applies to both Handcrafted and personal use, during working hours and in your own time to the extent that it may affect the business of the organisation.

Whilst we recognise the benefits which may be gained from appropriate use of social media, it is also important to be aware that it poses significant risks. These risks include disclosure of confidential information and intellectual property, damage to our reputation and the risk of legal claims.

This policy aims to minimise these risks and covers all staff and trainees (and others including consultants, contractors, and casual and agency staff). Breach of this policy may result in disciplinary action up to and including dismissal.

Any questions or misuse of social media should be reported to Dan Northover. This policy is not contractual, and we may amend it at any time if it considers it appropriate to do so.

===== '''Personal use of social media at work''' =====
We allow staff and trainees to make occasional personal use of social media so long as it does not involve unprofessional or inappropriate content and does not adversely affect your productivity or otherwise interfere with your duties to us. Please note that we may monitor your use of our systems, including use of social media sites.

===== '''Use of social media''' =====
If you are required to use social media sites in the course of your work for or on behalf of Handcrafted, you should ensure that you have appropriate authorisation, and that usage complies with this policy.

Use of social media must comply with:

* Safeguarding and Harassment and Bullying Policies;
* rules of any relevant regulatory bodies;
* contractual confidentiality requirements;
* open, honest, ethical and professional communication requirements;
* other key policies/requirements.

In your use of social media, you must not:

* make disparaging or defamatory statements about us, our staff, trainees, customers, or suppliers;
* share any personal information or images of any member of staff or trainee without prior permission from your line manager;
* harass, bully or unlawfully discriminate in any way;
* use data obtained in the course of your employment in any way which breaches the provisions of the Data Protection Act 1998;
* breach copyright belonging to us;
* disclose any intellectual property, confidential or commercially sensitive information relating to our organisation;
* make statements which cause, or may cause, harm to our reputation or otherwise be prejudicial to our interests.

You should avoid using social media communications that might be misconstrued in a way that could damage our reputation and make it clear in personal postings that you are speaking on your own behalf, writing in the first person and using a personal email address.

If you disclose that you are an employee of Handcrafted, you must state that your views do not represent those of the organisation. For example, you could state, “the views in this posting do not represent the views of my employer”.

Remember that you are personally responsible for what you communicate on social media. Often materials published will be widely accessible by the public and will remain accessible for a long time. If you are uncertain or concerned about the appropriateness of any statement or posting, you should discuss it with your line manager before making the post.

Contact details of contacts made during the course of your employment are regarded as confidential information belonging to Handcrafted Projects. On termination of your employment, you must provide us with a copy of all such information, delete all such details from your personal social networking accounts and destroy any further copies of such information that you may have.

Any misuse of social media, whether by a member of staff, trainee, contractor or supplier, must be reported promptly to Dan Northover.

== '''Absence management''' ==
Handcrafted seeks to be a good employer, in line with our Christian ethos and values, and to provide support for our staff when they are sick, insofar as we able to as a small charity with limited finance and resources.

In the same way, we look to you as a member of staff to act responsibly by taking responsibility for your own health and safety inside and outside work, and so to have a good attendance record.

==== '''Purposes of the policy''' ====
The purposes of the policy are:

* To promote staff health and wellbeing (including supporting staff in recovering swiftly from sickness whilst encouraging them not to attend work when it would be detrimental to them or to other staff).
* To promote good attendance at work from all staff; and
* To ensure the charity can run cost-effectively. As a small charity, any absence member of staff can cost the charity money as other staff may have to cover the absence; this can result in less income- or grant-generating work or, in longer absence, the need for temporary staff.

==== '''Responsibilities of members of staff''' ====
All members of staff are required to be familiar with, and adhere to, this policy and procedure and must comply with their contractual obligations and ensure regular attendance at work.

As a member of staff, if you are unable to attend work because of sickness, or any other unplanned reason, you must telephone your line manager (or in his/her absence the Managing Director) to notify of your absence an hour before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not an acceptable form for the employee – you or someone phoning on your behalf must make direct contact.

You will need to give the following information:

* The nature of your illness
* The date on which you expect to be fit to return. If the date is unknown, you are required to ring in each day, unless advised otherwise by your line manager.
* Whether you intend to visit your GP.

You must:

* Keep your line manager informed of your condition when absent through regular contact, the frequency of which is to be agreed with your line manager.
* Ensure that appropriate certification documents are submitted on time, e.g., a first ‘Fit Note’ must be provided on the 8th calendar day of any absence, and subsequent Notes on the next day after the previous Note expires. (NB A fit note is a document issued by your Healthcare professional to provide evidence of the advice they have given about your fitness for work)
* Attend all Absence Review Meetings requested by your line manager.
* Obtain permission from your line manager to carry out any outside occupation (including unpaid occupations and voluntary work) when you are on sick leave. Failure to do so may be considered a disciplinary matter.

==== '''Absence of up to seven calendar days''' ====
If you have been absent for seven days or less, you must complete a self-certification as soon as you get back to work. If the absence included a Saturday and/or Sunday or non-working days, these days should be recorded for statutory sick pay purposes even if you would not normally work on these days.

==== '''Absences of more than seven calendar days''' ====
For illness of more than 7 calendar days (including weekends or any other non-working days), a doctor's certificate is required (a ‘Fit Note’). In the interest of health and safety, you can return to work before the end of the certificated period, but this can only be done with your line manager’s agreement. Each ‘Fit Note’ should provide continued certification of the absence, otherwise your entitlement to Statutory Sick Pay may be withheld.

For guidance on fit notes, see <nowiki>https://www.gov.uk/government/publications/the-fit-note-a-guide-for-patients-and-employees/the-fit-note-guidance-for-patients-and-employees</nowiki>.

==== '''Absence review meetings''' ====
If you have been absent from work for more than 5 days in any 12-month period, you will be asked to attend an Absence Review Meeting.

Subsequent Absence Review Meetings will be held after each further 5 days of absence within a 12-month period.

The purpose of the Attendance Review is to:

* Provide you with the opportunity to discuss reasons for the attendance problems you are having, e.g., problems at home or at work.
* Identify the likelihood of further absence.
* Agree solutions to address causes of absence from work.
* Explore whether part-time or reduced/different duties could help overcome the issues causing your absence, and so expedite a return to work.
* Agree targets and timescales for improvement as appropriate, in the context of the health issue(s) at hand.
* At the Review Meeting after 10 days absence in a year (and at subsequent meetings), make you aware that, where no specific health or disability related issues have been identified, then a lack of improvement in your attendance could result in a capability or disciplinary procedure which might ultimately lead to dismissal.

==== '''Sick pay''' ====
During the probationary period SSP only will be paid. Your line manager has some discretion regarding this if they feel circumstances merit.

Following the probationary period, you will receive your normal remuneration during sickness absence for a maximum of 4 weeks in any twelve-month rolling period, provided that you provide your line manager with a fit note in the case of absence of more than seven consecutive days (see above). Statutory Sick Pay (SSP) will be triggered to make up full pay.

Beyond the 4 weeks of full pay, if long term sickness continues with medical certification, you will be entitled to:

* up to a further 8 weeks on 50% pay (SSP will be included in the 50% pay, not in addition to).
* a further 16 weeks of SSP alone.

==== '''Statutory sick pay (SSP) guidance''' ====
This policy is to be interpreted in the light of the Government’s SSP Guidance:

* <nowiki>https://www.gov.uk/statutory-sick-pay/overview</nowiki>
* <nowiki>https://www.gov.uk/employers-sick-pay/overview</nowiki>

and form SSP1:

* <nowiki>https://www.gov.uk/government/publications/statutory-sick-pay-employee-not-entitled-form-for-employers</nowiki>

If there is any discrepancy between this policy and the SSP Guidance, then SSP Guidance takes precedence.

== '''Infectious diseases''' ==
Handcrafted has a legal responsibility under the general duties of the Health and Safety at Work etc, Act 1974, to as far as is reasonably practicable, safeguard members of staff against risks to their health, including those risks posed by infectious diseases.

In addition, there are specific regulations relevant to the control of infection including the Management of Health and Safety at Work Regulations 1999 and the Control of Substances Hazardous to Health Regulations 2002 (as amended). These regulations require employers to carry out risk assessments, record any significant findings and provide staff with adequate information, instruction and training on any risks to their health which they may face at work.

Due to the nature of the services that we provide staff may be exposed to infectious diseases or blood borne viruses (BBVs). Handcrafted will fulfil its duty as an employer to protect its members of staff and will ensure they are provided with information and training as appropriate on the potential risks posed by infectious diseases and BBVs. This policy is to be read in conjunction with risk assessments in place at Handcrafted places of work which identify who may be exposed to the risk of infection and describes management procedures to control this risk.

In particular, staff need to be aware of the risk of infection in the following areas:

* Use of sharp objects in the workshop
* Risk of sharps injury while cleaning properties and disposing of rubbish on Handcrafted premises (especially drug paraphernalia)
* Airborne viruses during pandemics such as COVID-19
* The preparation of food

It is therefore important that strict hygiene precautions are observed at all times by Handcrafted staff and trainees are prompted to maintain safe practices.

=== '''General''' ===

==== '''Designated leads''' ====
The designated lead for infection prevention and control at each Handcrafted hub is the Hub Manager. Their responsibility includes activities within the properties associated with their hub.

The designated lead will ensure:

* systems are in place that assess the risk of and prevent, detect and control the risk of infection.
* sufficient resources are available to secure effective prevention and control of infection.
* staff, trainees, contractors and other persons who directly or indirectly provide work are provided with appropriate information, instruction, training and supervision in the precautions to follow.
* policies and procedures are being implemented.
* a suitable and sufficient risk assessment is carried out with respect to prevention and control of infection.
* an appropriate standard of cleanliness and hygiene is maintained throughout the premises at all times and that the premises are maintained in good physical repair and condition.
* appropriate standards of cleanliness and hygiene are maintained in relation to equipment at all times and that the equipment is maintained in good physical repair and condition.
* that a suitable cleaning schedule is in place and followed
* there are suitable and sufficient hand washing facilities and antimicrobial hand rubs where appropriate.
* suitable information on infections is provided to visitors and contractors, including the importance of hand washing.
* information regarding infection is passed on to any other person, as necessary.
* individuals who develop an infection are identified promptly and that they receive the appropriate treatment and care.
* the local health protection unit is informed of any outbreaks or serious incidents relating to infection within (the relevant timeframe)
* all eligible groups are enabled and supported to take up the offer of immunisation programmes.
* all staff are fully trained in and co-operate with our control of infection procedures.

Accordingly, it may at times be necessary to

* stagger start and finish times so that fewer people are together at once.
* cancel non-essential travel.
* cancel non-essential training sessions.
* support working from home for staff where possible.
* ensure that facilities are suitable to minimise the spread of infection, e.g., allowing a distance of more than two metres between attendees, and
* keep a record of relevant immunisations.

==== '''Training''' ====
Handcrafted will

* provide suitable training, including
** induction training to all staff on the prevention and control of infection
** safe handling and disposal of sharps
** prevention of occupational exposure to blood-borne viruses (BBVs), including prevention of sharps injuries
** disinfection
** food hygiene
** safe handling and disposal of waste
* keep a record of all training and updates to staff.

=== '''Infection outbreak procedure''' ===
Handcrafted insists that its staff follow any Government guidance published on self-isolation/quarantine.

Staff and trainees must report symptoms of infectious diseases and staff who have infectious disease symptoms must not come to work and, in the case of diarrhoea and vomiting, stay away for at least 48 hours after the symptoms have stopped.

Where required, notifiable outbreaks will be reported to the relevant authority e.g., HSE by Operations Director.

Handcrafted and its staff and trainees will cooperate with any investigation by a relevant authority and comply with any investigation findings.

In case of an outbreak, procedures will be put in place to keep the number of staff or trainees in contact with affected persons to a minimum and ensure they are not involved with food handling.

Staff must pay strict attention to infection control procedures, in particular to the washing of hands and the wearing of protective clothing if required.

== '''Substance misuse''' ==
This Policy will explain the responsibilities and principle behind the Handcrafted’s approach to managing the misuse of illegal drugs, alcohol and other substances by employees. Handcrafted aims to ensure that it provides a safe and productive work environment that promotes the health, safety and wellbeing of its staff.

Handcrafted has a responsibility to provide its trainees with the best possible service and ensure that all services are delivered effectively and without compromise, at the same time maintaining and promoting our reputation and integrity.

We have a duty under the Health & Safety at Work Act 1974 to ensure, as far as is reasonably practicable, the health, safety and welfare of our staff and others. This includes taking all reasonable steps to resolve drug (illegal, prescription or recreational), alcohol and other substance misuse-related problems within the workplace. Staff also have a duty of care to trainees and colleagues and are therefore expected to co-operate with and implement this policy.

=== '''Our stance''' ===
Our position is one of not allowing the use, possession or supply of drugs, alcohol or substances by staff whilst at work or allowing staff to continue working if they are found, or if there is reason to suspect that they are, under the influence of any substance or if they smell of alcohol.

This policy should be seen in the context of a desire to promote the general wellbeing of all members of staff and the safety for trainees, colleagues and others. Handcrafted is committed to providing confidential support and specialist help where necessary to any member of staff making a disclosure regarding their misuse of substances and their intention to manage the situation more effectively.

==== '''Scope''' ====
This policy applies to all members of staff and anyone else working in our premises. Any breach of this Policy may lead to disciplinary action, up to and including summary dismissal.

=== '''The Policy''' ===
You must not come into work if you’re under the influence of alcohol, drugs (including prescription medication) or Novel Psychoactive Substances (NPS) including those formerly known as legal highs to the extent that your judgment, behaviour or ability to carry out your job is affected. This includes when you are working from home or any other premises.

If you need to drive for work reasons, of course you must also be within the relevant legal drink drive limit.

If you’ve been prescribed medication that you think might affect your ability to do your job safely and efficiently or have a medical condition that may replicate the signs of drug or alcohol intoxication, you must talk to your line manager about this as soon as you can, and before you start work.

===== '''During work''' =====
You must not consume alcohol or illegal drugs or abuse any substances (including NPS’s and solvents) while you’re working on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes if you are working at home or remotely.

===== '''Illegal drugs''' =====
You must never be in possession of, sell, or purchase illegal drugs or other substances whilst you’re working, whether on Handcrafted premises or directly outside, or in any vehicle being used for Handcrafted business. This includes when you are working from home or remotely.

If you’re found in possession of illegal drugs whilst at work, or a work-related event or activity, we may report this to the police.

=== '''The Procedure''' ===
If your manager, or any other Handcrafted manager, director or Trustee has reasonable grounds to think you’re under the influence of drugs or alcohol whilst at work, they will speak to you about the situation. If they think that you are not in an appropriate condition to work, you will usually be suspended from work and invited to an investigatory meeting at a later date. This may lead to disciplinary action, up to and including summary dismissal.

==== '''Work-related events''' ====
Handcrafted policies still apply to you at events or activities that you’re attending. If you’re at a work-related event, such as a team social activity or party, whether held or not held at a Handcrafted location, and you choose to drink alcohol, we trust you will behave respectfully and appropriately at all times. You should consume alcohol only in moderation.

You must never be in possession of, sell, or purchase illegal drugs or other substances (including NPS’s and solvents) while you are at a work-related event or activity.

Any inappropriate behaviour or activity will be investigated under our Disciplinary Procedure and may lead to disciplinary action being taken against you, up to and including summary dismissal.

==== '''Drug or alcohol misuse/dependency''' ====
If you think you’ve got a problem with drug and/or alcohol misuse or dependency, we want you to know that you can talk to us before it becomes an issue at work. Your manager might talk to you if they notice any signs that suggest you could have a problem.

If you talk to your manager, they will offer support and will keep things confidential, unless they have concerns about your safety or that of other people. They will offer appropriate support, such as encouraging you to see your GP, referring you to occupational health, or for alcohol/drug misuse-focused counselling.

If you’re having treatment for a drug/alcohol problem and you need time off for appointments, we will work with you to ensure that the time is made available.

== '''Capability''' ==
This policy applies to all employees of Handcrafted, including full-time, part-time, and temporary staff. The purpose of this Capability Policy is to:

* Identify and address instances of poor staff performance in a fair and supportive manner.
* Promote continuous improvement and professional development among our employees.
* Ensure compliance with ACAS guidelines in managing staff performance.

=== '''Principles''' ===

==== '''Early Intervention''' ====
Poor performance concerns will be addressed promptly through open and supportive communication.

Supervisors and managers will provide regular feedback and coaching to help employees improve their performance.

==== '''Supportive Approach''' ====
Handcrafted is committed to supporting employees in their efforts to improve performance.

Employees will be encouraged to participate in training and development programs to enhance their skills.

==== '''Fair and Objective Assessment''' ====
Performance issues will be assessed objectively, considering relevant factors such as workload, resources, and personal circumstances.

Employees will have the opportunity to provide input and evidence related to their performance.

==== '''Training and Development''' ====
Handcrafted will provide access to training and development opportunities to help employees enhance their skills and address performance gaps.

==== '''Performance Improvement Plan (PIP)''' ====
If an employee's performance remains unsatisfactory after initial interventions, a formal Performance Improvement Plan (PIP) may be implemented.

The PIP will outline clear expectations, goals, timelines, and support mechanisms to help the employee improve their performance.

==== '''Review and Monitoring''' ====
Progress under the PIP will be reviewed regularly.

Managers and employees will discuss progress and make necessary adjustments to the plan as needed.

==== '''Dismissal as a Last Resort''' ====
Dismissal will only be considered as a last resort when all reasonable efforts to support performance improvement have been exhausted.

=== '''Procedure''' ===

==== '''Informal Stage''' ====
The line manager or supervisor will discuss concerns regarding poor performance with the employee.

The employee will be provided with constructive feedback and offered support, including access to training and resources.

==== '''Formal Stage (Performance Improvement Plan - PIP)''' ====
If poor performance persists, the employee will be invited to a formal meeting to discuss the implementation of a PIP.

The PIP will be documented in writing and shared with the employee.

The employee will have the opportunity to review and discuss the PIP and provide input.

==== '''Review Meetings''' ====
Regular review meetings will be scheduled to monitor progress under the PIP.

Adjustments to the plan may be made if necessary.

==== '''Consideration of Further Actions''' ====
If performance does not improve despite the PIP, further actions, including dismissal, may be considered in accordance with Handcrafted HR policies.

==== '''Confidentiality''' ====
All information related to staff performance, including discussions, meetings, and PIPs, will be treated confidentially in line with data protection regulations and Handcrafted policies.

==== '''Appeals''' ====
Employees have the right to appeal against decisions made under this Capability Policy. Appeals should be made in writing to the HR department, and the appeal process will be conducted in accordance with Handcrafted HR policies.

== '''Disciplinary''' ==
This policy is designed to ensure that there are effective and equitable arrangements for handling disciplinary and related matters. The purpose of the disciplinary procedure is to set out the standards of conduct expected of all members of staff and to provide a framework within which managers can work with staff to maintain those standards and encourage improvement where necessary. The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures.

==== '''Scope''' ====
In order to ensure consistent and fair treatment, this procedure applies to all members of staff, although it may not always be followed during a probationary period. It does not apply to trainees, agency workers or self-employed contractors.

Minor conduct issues can usually be resolved informally with your manager. This procedure sets out formal steps to be taken if the matter is more serious or cannot be resolved informally.

Matters relating to poor performance are dealt with via the Handcrafted Capability Policy, and matters relating to genuine sickness absence are dealt with by via the Handcrafted Absence Management policy.

This policy and the procedure set out within it does not form part of any employee’s contract of employment and we may amend it at any time. Dependant on the particular circumstances of the case, Handcrafted reserves the right to resolve matters without recourse to this policy, or to only apply certain aspects of the disciplinary procedure.

==== '''Investigations''' ====
Before any disciplinary hearing is held, or any disciplinary action is taken, the matter will be investigated in order to establish the facts. Any meetings and discussions as part of an investigation are purely for the purpose of fact-finding and are in no way be considered to be a disciplinary hearing. No disciplinary action will be taken without a disciplinary hearing.

In some cases, we may need to suspend you from work while we carry out the investigation. Suspension is not considered to be a disciplinary action and is not indicative of any prejudgment of the matter. You will remain on full pay and benefits during any period of suspension.

==== '''Disciplinary hearing''' ====
Having investigated all the facts, the Company will decide whether:

* No action is needed, or;
* The matter should be dealt with informally, or;
* Formal disciplinary action is necessary.

==== '''Formal disciplinary action''' ====
If formal disciplinary action is the appropriate course of action, a disciplinary hearing will be arranged. You will receive written notice of the date, time and venue of the hearing, including information about the alleged misconduct and its possible consequences. You will normally be given copies of relevant documents and witness statements. You will have a reasonable period of time prior to the hearing to consider and prepare your response.

Where practicable, a different person to the one carrying out the investigation will carry out the disciplinary hearing.

A nominated member of staff will normally be present at any formal hearing or interview to take notes of the proceedings.

You should let us know as early as possible if there are any relevant witnesses you would like to attend the hearing or any documents or other evidence you wish to be considered.

At the hearing you will be presented with the allegations and evidence against you. You will be given the opportunity to respond to the allegations and put forward any mitigating circumstances which you want to be taken into account.

We may adjourn the hearing if we need to carry out any further investigations in the light of any new points you have raised.

We will inform you of the decision either at this hearing or as soon as possible after it has taken place (usually within one week). You will be provided with written reasons for the decision and advised of your right to appeal.

==== '''Your right to be accompanied''' ====
You may be accompanied at the hearing by a trade union representative or a colleague, who will be allowed reasonable paid time off to act as your companion. No-one is obliged to act as a companion if they do not wish to do so. If the Company considers your choice of companion to be unreasonable (for example if they have a conflict of interest or may prejudice the hearing), we may require you to choose someone else.

Your companion may make representations to us and ask questions but should not answer questions on your behalf. You may confer privately with your companion or ask for an adjournment at any time during the hearing.

If you or your companion cannot attend on the date proposed, you can offer an alternative time and date so long as it is reasonable and is within five working days of the date proposed by the Company.

==== '''Disciplinary penalties''' ====
The usual penalties for misconduct are set out below. No penalty should be imposed without a hearing. We aim to treat all members of staff fairly and consistently, and a penalty imposed on another member of staff for similar misconduct will usually be taken into account. However, no sanction will be treated as a precedent, and each case will be assessed on its own merits.

===== '''Stage 1: First written warning''' =====
Where there are no other active warnings on your file, you will usually receive a first written warning. This will usually remain active for six months, if the disciplinary procedure is not invoked again during that time. This written warning (and any subsequent written warnings) will state:

* The misconduct or other matters complained of.
* The action necessary to remedy the situation.
* Any review period which may be agreed.
* The consequences of failure to comply with the warning (either a final written warning, or dismissal with notice).

===== '''Stage 2: Final written warning''' =====
For more serious matters, or in case of further misconduct where there is an active first written warning on your record, you will usually receive a final written warning. This warning will usually remain active for twelve months, if the disciplinary procedure is not invoked again during that time.

===== '''Dismissal or other action''' =====
In instances of gross misconduct, or where your conduct has continued to fall below our standards after due warnings have been given, you may be dismissed. Examples of gross misconduct are given below. In cases of gross misconduct, the dismissal will usually be summary (i.e., without notice).

We may consider other sanctions short of dismissal, including demotion, redeployment to another role or a period of suspension without pay (where permitted by your contract), and/or an extension of a final written warning with a further review period.

Any decision will be confirmed in writing.

==== '''Appeals''' ====
If you are not satisfied with a disciplinary decision, you may appeal within one week of being told of the decision. Your appeal should be made in writing and should indicate the full grounds upon which your appeal is made.

The appeal hearing will, where possible, be held by someone senior to the person who held the original disciplinary hearing. You may bring a colleague or trade union representative with you.

On appeal, a decision may be to confirm the previous decision, or to impose a lesser or greater penalty, or no penalty at all. We will inform you in writing of our final decision as soon as possible, usually within one week of the appeal hearing. There will be no further right to appeal.

If you are appealing against dismissal, the date on which the dismissal takes effect will not be delayed pending the outcome of the appeal. However, if your appeal is successful, you will be reinstated with no loss of continuity or pay.

=== '''Confidentiality''' ===
We aim to deal with disciplinary matters sensitively and with due respect for the privacy of any individuals involved. All members of staff must treat as confidential any information communicated to them in connection with an investigation or disciplinary matter.

Any documentation (such as witness statements, letters, warnings and meeting summaries) will be stored securely, and only shared on a ‘need to know basis’.

=== '''Examples of misconduct''' ===
Examples of misconduct which could lead to disciplinary action include, but are not limited to:

* Unauthorised absence, or failure to comply with any aspect of the sickness absence policy.
* Poor time keeping and/or time wasting.
* Failure to comply with a specific instruction.
* Excessive use of personal email or internet usage.
* Impropriety, whether or not within working hours, which Handcrafted reasonably considers to be detrimental to its interests.
* Failure to disclose any personal interest which represents a conflict of interest with the organisation or its stakeholders.
* Breach of confidentiality.
* Failure to maintain health and safety standards.
* Impaired work due to the consumption of alcohol and/or drugs.
* Persistent or regular unavailability for work due to illness, injury or otherwise.
* Abusive or unacceptable behaviour.
* Bullying and harassment of another staff member.
* Minor breaches of your contract.
* Any review period which may be agreed.

=== '''Examples of gross misconduct''' ===
We regard certain issues as so serious as to warrant dismissal without notice (known as Summary Dismissal). Such matters include, but are not limited to:

* Physical and verbal violence / assault.
* Theft.
* Serious bullying, harassment or victimisation, particularly of a discriminatory nature.
* Making untrue allegations in bad faith against a colleague.
* Deliberate and serious damage to property.
* Fraud or deliberate falsification of records (e.g., in job applications, documents relating to sickness absence, or expense claims).
* Undertaking unauthorised paid or unpaid employment during your working hours.
* Accepting or offering a bribe or other secret payment.
* Serious negligence which causes or might cause unacceptable loss, damage or injury.
* Serious incapacity at work caused by being under the influence of alcohol or drugs.
* A serious breach of confidence.
* Deliberately accessing internet sites containing pornographic, offensive or obscene material.
* Disclosure of any confidential information relating to the organisation
* Serious insubordination or rudeness to managers, colleagues, trainees, contractors, suppliers or professional contacts.
* Bringing Handcrafted into serious disrepute.
* A serious breach of health and safety rules.
* Conviction on a criminal charge relevant to your employment or damaging to Handcrafted’s interests.

== '''Harassment & Bullying''' ==
Handcrafted is committed to providing a working environment that is free of harassment and bullying, and where everyone is treated, and treats others, with dignity and respect. We will not permit or condone any form of bullying or harassment.

==== '''Scope''' ====
This policy covers bullying or harassment of or by anyone engaged to work at Handcrafted Projects, and also by third parties such as contractors or suppliers. The policy encompasses bullying or harassment that occurs in the workplace, and also out of the workplace, such as on external trips or at work-related social events.

This policy does not form part of your contract of employment, and we may amend it at any time.

=== '''Introduction''' ===

==== '''What is harassment?''' ====
Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. A single incident of this nature can amount to harassment if sufficiently serious.

Unlawful harassment may involve sexual harassment, or it may be related to any other of the Protected Characteristics detailed in our Equal Opportunities policy, which includes age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. The Handcrafted stance is that harassment is unacceptable, whether or not it is targeted at any of these categories.

Examples of harassment may include (but are not limited to) the following:

* Displays or circulation of sexually suggestive material or material with racial overtones.
* Use of slang names for racial groups, or age groups, or for disabled persons.
* Professional or social exclusion.
* Unwanted physical conduct, such as touching, pinching, pushing and grabbing.
* Unwelcome sexual advances or suggestive behaviour.
* Offensive emails, text messages or social media content.

It is important to note that harassment occurs even if the harasser perceives his/her behaviour as being harmless and without malice, or ‘just a bit of fun’. What matters is how the behaviour makes the recipient feel, and not what the perpetrator’s intentions were. Also, a person may be harassed even if they were not the intended ‘target’ of the behaviour. For example, a man may be harassed by sexist jokes about women if the jokes create an environment that is offensive to him.

==== '''What is bullying?''' ====
Bullying is a sustained form of psychological abuse. It is defined as offensive, intimidating, malicious or insulting behaviour, involving the abuse or misuse of power, which has the purpose or effect of belittling, humiliating or threatening the recipient.

Workplace bullying usually takes one of three forms: physical, verbal or indirect. It can range from extreme forms such as violence and intimidation, to less obvious actions, such as professional or social exclusion.

Examples of bullying may include (but are not limited to) the following:

* Shouting or swearing at people in public or private.
* Spreading malicious rumours.
* Inappropriate derogatory remarks about someone’s performance.
* Physical or psychological threats.
* Constantly undervaluing effort.
* Rages, often over trivial matters.
* Ignoring or deliberately excluding people.
* Overbearing and intimidating levels of supervision.
* Deliberately sabotaging or impeding work performance.

Please note that managers are duty-bound to give their team members feedback and to generally manage their performance. Legitimate, reasonable and constructive criticism of a team member’s performance or behaviour, or reasonable instructions given to an employee in the course of their employment, will not amount to bullying on their own.

=== '''Procedure''' ===

==== '''What to do if you are being harassed or bullied''' ====

===== '''Informal approach''' =====
You may be able to sort out matters informally. The person may not know that their behaviour is unwelcome or upsetting, so an informal discussion may help them to understand the effects of their behaviour and agree to change it.

If you feel able to, tell the person what behaviour you find offensive and unwelcome, and say that you would like it to stop immediately. You should keep a note of the date and what was said and done. This will be useful if the unacceptable behaviour continues and you wish to make a formal complaint.

If this is too difficult for you, then please talk to your line manager, or a trusted colleague, for advice and assistance. They may for example speak to the person concerned on your behalf or accompany you when you speak to them.

If the informal approach is not appropriate, or has not been successful, you should raise a formal grievance through the Grievance Policy.

===== '''Formal procedure''' =====
If you feel that you need to deal with an issue of harassment or bullying formally, you should do so by following to the Handcrafted Grievance Policy.

We will investigate the issue in a timely, confidential and sensitive manner. The investigation will be conducted where possible by someone with appropriate seniority and experience, and no prior involvement in the issue. Details of the investigation, and the names of the people involved, will only be disclosed on a ‘need to know’ basis. We will consider whether any steps are necessary to manage the ongoing working relationship between you and the person accused during the investigation.

Once the investigation is complete, we will inform both parties (separately) of our decision. Whether or not your complaint is upheld, we will consider how best to manage any ongoing working relationship between you and the person concerned.

==== '''Consequence of a breach of this policy''' ====
If after due investigation, we consider that a member of staff has been harassed or bullied by another remember of staff or trainee, the matter will be dealt with under the Handcrafted Disciplinary Policy as a case of possible misconduct or gross misconduct. The person concerned may be suspended on full pay during the disciplinary investigation until any eventual disciplinary proceedings have been concluded. If the complaint of bullying or harassment is upheld, a disciplinary penalty may be imposed up to and including dismissal, depending on the seriousness of the offence and all relevant circumstances.

Some bullying or harassment will constitute unlawful discrimination if it relates to any of the Protected Characteristics as detailed above and in the Equal Opportunities policy. Such behaviour could constitute a criminal offence, punishable by a fine and/or imprisonment.

Where it is found that a member of staff has been harassed by a third party, such as a customer, supplier or independent contractor, Handcrafted will take such steps as are reasonably practicable to prevent any recurrence.

If you make a complaint which is not upheld, and Handcrafted has good grounds for believing that the complaint was not made in good faith, we will take disciplinary action against you.

==== '''Protection and support for those involved''' ====
If you raise an issue in good faith, or if you participate in any investigation, you must not suffer any form of retaliation or victimisation as a result. Any member of staff found engaging in retaliation will be subject to disciplinary action.

==== '''Record-keeping''' ====
Information about an issue made by or about a member of staff may be placed on either party’s personnel file, along with a record of the outcome and any other notes or documents compiled during the process. These will be processed in accordance with our Data Protection policy.

==== '''How we can all help to stop bullying and harassment''' ====
We all have a shared responsibility to help create and maintain a working environment free of bullying and harassment. For your part, you can do this by:

* Considering how your own behaviour may affect others and changing it.
* Being receptive, rather than defensive, if asked to change your behaviour.
* Treating your colleagues with dignity and respect.
* Taking a stand if you think inappropriate jokes or comments are being made.
* Making it clear to others when you find their behaviour unacceptable.
* Intervening, if possible, to stop harassment or bullying, and giving support to victims.
* Reporting harassment or bullying to your line manager or another appropriate person.
* Being open, honest and objective in any investigation of complaints.

Managers have a particular responsibility to:

* Set a good example by their own behaviour.
* Ensure that there is a supportive working environment in their team.
* Communicate to team members what standards of behaviour are expected from them.
* Intervene to stop bullying or harassment.
* Report promptly to senior management any complaint of bullying or harassment.

== '''Grievance''' ==
From time to time, you may have a query or grievance relating to your employment with Handcrafted Projects. This policy is intended to encourage communication between you and your line manager to ensure that questions can be answered, and problems arising can, where possible, be fairly and quickly resolved.

==== '''Scope''' ====
The policy complies with the Acas Code of Practice on Disciplinary and Grievance Procedures. It applies to all Handcrafted members of staff, regardless of length of service. It does not form part of your contract of employment. We may amend it at any time, and we may depart from it depending on the circumstances of any case.

==== '''What is a grievance?''' ====

===== '''Examples of issues that may give rise to a grievance''' =====
The following is a list of the types of issues that may give rise to a grievance, although this list is not exhaustive, and other issues may amount to a grievance:

* Terms and conditions of employment.
* Health and safety.
* Relationships at work.
* Working practices.
* Organisational change.
* Discrimination.
* Bullying and harassment.
* Working environment.

This grievance procedure should not be used to complain about dismissal or disciplinary action, or if your performance is being managed through the formal capability procedure. In this event you should submit an appeal under the appropriate policy.

If you feel you have either witnessed or been the victim of bullying or harassment, please refer to our Bullying and Harassment policy for further guidance and information.

==== '''The Grievance procedure''' ====

===== '''Informal resolution''' =====
If you have a grievance arising from your employment it is often best to try to resolve the matter informally by discussing it with your line manager. If this is not appropriate, you should speak to Dan Northover (CEO) or Richard Alty (Trustee).

If this does not resolve the issue, you should follow the formal procedure detailed below.

===== '''Formal resolution''' =====
If your grievance can not be resolved informally, you should set out it out in writing. You should address this letter to your line manager, unless your grievance is about your manager, in which case it should be submitted to Dan Northover (CEO) or Richard Alty (Trustee). Your written grievance should include:

* An indication that it is a formal grievance.
* A brief description of the nature of your complaint.
* Any relevant facts, dates and names of individuals involved.

On receiving this notice, we will acknowledge receipt and give you a realistic timeframe within which a response will be forthcoming.

In some situations, we may ask you to provide us with formal information before we can progress the matter.

Written grievances will be placed on your personnel file, along with a record of any decisions taken and any notes or other documentation compiled during the grievance process. These will be processed in accordance with our Data Protection policy.

==== '''Grievance investigation''' ====
It may be necessary for us to carry out an investigation into your grievance. This may involve interviewing and taking statements from you and any witnesses, and/or reviewing any relevant documentation.

You must cooperate fully and promptly in any investigation. We may ask you for names of witnesses for example, or to disclose any documentation to us.

When investigating a matter, we will bear in mind any concerns to raise relating to confidentiality, but you should be aware that a full investigation may not be possible without certain disclosures being made, and that, without a full investigation, it may not be possible or appropriate for Handcrafted to reach the decision on your grievance that you wish for.

If any evidence is gathered in the course of the investigation, you will be given a copy in advance of the hearing. However, in exceptional circumstances such evidence given by individuals may have to remain anonymous and/or confidential - in this eventuality you will be given an appropriate summary of the evidence.

We may initiate an investigation before holding a grievance meeting, but on other occasions we may hold a grievance meeting before deciding what investigation (if any) to carry out. In those cases, we will hold a further grievance meeting with you after our investigation and before we reach a decision.

==== '''Grievance meeting''' ====
We will arrange a grievance meeting, normally within one week of receiving your written grievance or of completing any necessary preliminary investigation.

You will be notified of the date, time and location of the meeting (which should be reasonable for you and the organisation). You should make every effort to attend grievance meetings. If you are unable to attend a meeting at the specified time, please let us know immediately, and we will try, within reason, to agree an alternative time.

If you have any difficulty with the grievance meeting, or at any other stage of the procedure, because of a disability or because English is not your first language, please let us know so that we can try to help you. We may for example invite you to bring a friend or a member of your family to the meeting, if this may help.

During the meeting your grievance will be discussed, and both parties will have an opportunity to explain their views. A third party may also be present to keep a note of proceedings. You should take the opportunity to explain your grievance, and how you believe it should be resolved. Any evidence will be taken into full consideration.

If, in the course of the meeting, we feel that further investigation is merited, we will consider adjourning the meeting, and then reconvening it at a later date, once the necessary investigations have been carried out.

We will write to you, usually within one week of the final grievance meeting, to inform you of the outcome and of any further action that we intend to take to resolve the grievance, if applicable. We will also set out your right of appeal.

==== '''Your right to be accompanied''' ====
You may bring a companion (either trade union representative or a work colleague) to any grievance meeting or appeal meeting under this procedure. Please tell us who your chosen companion is in good time before the meeting. If your chosen companion is unavailable at the time a meeting is scheduled and will not be available for more than five working days afterwards, we may ask you to choose someone else. If Handcrafted does not consider your choice of companion to be a reasonable one, we may require you to choose an alternative. Your companion will be allowed reasonable paid time off to act as your companion. He/she is under no obligation to agree to be your companion.

If you choose to be accompanied, your companion may address the meeting and you will be allowed to confer privately with each other, but he/she should not answer questions on your behalf.

==== '''Appeal''' ====
If you are not satisfied with a grievance decision, you may appeal within one week of being told of the decision. When appealing you should set out in writing which aspects of the decision you are challenging and why.

We will hold an appeal meeting, usually within one week of receiving your written appeal, unless you have raised further evidence which requires investigation. This will be dealt with impartially, and the appeal meeting will be held, if possible, by a more senior manager who has not previously been involved in the case (although they may ask anyone previously involved to be present). You have the right to be accompanied by a companion, as set out above.

We will confirm our final decision in writing, usually within one week of the appeal hearing, unless any subsequent investigation has been necessary. Where appropriate we may hold a meeting to give you this information in person. This is the final stage of the grievance procedure, and there is no further right of appeal.

== '''Whistleblowing & Confidential Disclosures''' ==
This document is the Handcrafted Projects Whistleblowing Policy as defined under Public Interest Disclosure Act 1998. The Act protects workers who disclose information about malpractice at their current or former workplace, provided certain conditions are met.

==== '''Scope''' ====
The policy applies to all staff and trainees. Personal grievances (e.g., bullying, harassment, discrimination) are not normally covered by this policy, these are covered by the Handcrafted Projects Grievance Policy.

=== '''Introduction''' ===
Handcrafted Projects staff and trainees in any capacity, at one time or another may have concerns about what is happening. It is your duty to speak up about genuine concerns. These concerns are usually best resolved by having a conversation with your line manager.

When disclosing a concern, you must reasonably believe two things:

# That you are acting in the public interest; and
# that the disclosure may fall under one or more of the following headings of malpractice (the list is not exclusive):

* a criminal offence e.g., fraud.
* betting, corrupt conduct, inside-information.
* someone’s health and safety is in danger.
* risk or actual damage to the environment.
* a miscarriage of justice.
* an organisation is breaking the law or
* covering up wrong-doing.

You may be worried about raising such issues or may want to keep the concerns to yourself, perhaps feeling that it is none of your business or that it is only a suspicion. You may feel that raising the matter would be disloyal to colleagues, managers or to Handcrafted Projects. You may decide to say something but find that you have spoken to the wrong person or raised the issue in the wrong way and are not sure what to do next.

Handcrafted Projects takes any form of misconduct seriously and has introduced this policy to enable staff and trainees to raise concerns early and in the right way. We encourage all individuals, where appropriate, to raise the matter as a concern rather than wait for proof.

==== '''Assurances by Handcrafted Projects''' ====

===== '''Commitment''' =====
The Handcrafted Projects Trustees are committed to this policy. If a genuine concern is disclosed under it, Handcrafted will use all reasonable endeavours to protect you, provided you are acting in good faith. This assurance does not apply to someone who maliciously raises a concern that they know is untrue.

The daily environment for a Handcrafted Projects employee or trainee may be challenging following a whistleblowing disclosure, both whilst the disclosure is being investigated and following the conclusion of the process. If you feel that your environment is not tolerable, discussions should take place with Dan Northover. We will seek to either redeploy you, suitably change your environment, or ensure that you are not disadvantaged as a result of making the disclosure.

===== '''Confidence''' =====
Handcrafted Projects does not tolerate the harassment or victimisation of anyone raising a genuine concern. However, we recognise that you may wish to raise a concern ‘in confidence’. If you ask us to protect your identity, we will not disclose it without your consent. If the situation develops and we are not able to resolve the concern without revealing your identity (for instance because evidence is required in court), we will consult with you on how you would like to proceed.

Handcrafted Projects recognises that if we do not know the identity of the person disclosing a concern, it may be more difficult to resolve the matter. Notwithstanding, we will always endeavour to balance this with the needs of anyone raising a concern.

===== '''Procedure''' =====
Once we have been made aware of a concern, we will make an initial assessment in order to decide what action should be taken. This may involve an internal investigation, or an external review/investigation completed by independent experts who are not involved in our organisation. You will be made aware of who is handling your concern and how they can be contacted.

We will act as quickly as possible to resolve the matter, though the time taken to come to a resolution will depend on the nature of the disclosure. If appropriate and confidentiality allows, you will be kept informed at all times, though this may not always be possible.

When raising a concern, you will be asked how you feel the matter might best be resolved. At this stage, we must be made aware if you any personal interest in the matter. If the concern is deemed to be covered more appropriately by the Grievance Procedure, we will make you aware and direct you to the policy. Records of disclosures will be kept in accordance with applicable law.

===== '''Raising a concern internally''' =====
If you have a concern about misconduct, you should raise it in the first instance with your Line Manager, alternatively with Dan Northover (CEO). This may be done orally or in writing. You will need to state whether you wish to raise the matter in confidence so the appropriate arrangements can be made.

If, after raising these concerns, you still feel the matter has not been addressed, or if you feel that the matter is so serious that you cannot discuss it with your manager or director, you should contact the CEO.

===== '''Raising a concern externally''' =====
In disclosure cases such as criminal misconduct or child or vulnerable adult abuse, you must inform the regulatory authorities without undue delay.

The disclosure process when dealt with internally by Handcrafted Projects may be duty bound to report externally to statutory bodies.

===== '''Keeping the Handcrafted Projects’ Trustees informed''' =====
The CEO will notify the Chair of the Trustees when a whistleblowing case has instigated. Details of the case will not be discussed at that stage. Once the findings are concluded, the Trustees will be fully informed, in confidence.

Lone Working Policy

2025-08-13T09:29:56Z

Rebekah Hook:

At Handcrafted, we recognise that some staff and volunteers may be required to work alone as part of their roles. We are committed to ensuring their safety and well-being by identifying potential risks and implementing appropriate measures to reduce them.

This policy outlines the procedures for managing lone working, including risk assessment, communication protocols, and support measures.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[The Human Resources and Wellbeing Steering Group|'''The Human Resources and Wellbeing Steering Group''']]
|-
|'''Last review and approval'''
|25/06/2025
|}

== What is lone working? ==
As an employee of Handcrafted, there may be times when you are required to work away from your base, without the direct supervision and support of your colleagues. You may be working outside of normal hours, doing a home visit at one of our properties or supervising a renovation.

Lone working can present a variety of risks from accidental injury to a risk of harm from violence. This policy outlines how we manage that risk at Handcrafted

=== Who is responsible? ===
As an employer, Handcrafted is required by law to protect the health and safety of lone workers. We must provide adequate training, support, and equipment to enable you to do your job safely. However, as a lone worker, you also have a responsibility to:

* Take reasonable care to look after your own safety and health
* Safeguard the safety and health of other people affected by your work
* Follow Handcrafted safety and health procedures
* Use equipment in accordance with any relevant safety instructions and training you have been given
* Report all accidents, injuries, near-misses and other dangerous occurrences

== The Risks ==
Before working alone, you should assess the risks and take steps to minimise them. This policy identifies the following risks associated with the kind of work we do at Handcrafted.

* risk of threat, intimidation or violence from members of the public, trainees and residents
* risk of wrongful allegations being made by members of the public, trainees and residents
* risk of personal injury while moving loads and using tools

== Managing Risk ==

=== General principles ===
If at any time you are working alone, make sure:

* You have a working mobile phone with sufficient charge on the battery
* Your phone is switched on
* Your supervisor (or colleagues if they are unavailable) know where you are going and for how long you are likely to be working alone

Inform your supervisor if you have a medical condition or there are any circumstances that make you more vulnerable when working alone (e.g. if you are pregnant or taking medication that makes you drowsy).

Sign out from your base when if you leave, and sign back in when you return. Let your supervisor know when you have returned.

Report and record if you feel that a risk has changed (for example if you notice a trainee is drinking more heavily than usual or you are aware that they have made verbal threats).

=== Avoiding lone working ===
The best way to make sure you avoid the risks associated with lone working is not to do it.

If you feel uncomfortable about a potential lone-working situation, don't do it. This is a personal decision. Just because someone else would do, this does not mean you have to. If you are in doubt, speak to your supervisor or seek the support of colleagues. Use your judgement and take responsibility for feeling safe.

Particular care must be taken in certain situations:

* If you are likely to be alone with a vulnerable adult or a minor of the opposite sex
* If you are likely to be alone with an individual who has a history of assault or sexual offences
* If in doubt, take someone with you.
* Where possible, meet in a public setting rather than in private.

''Certain individuals are designated in their client record under “Safeguarding” as M (potential risk to minors), NFL (no female lone working), and NFL&M (No female lone working and potential risk to minors). Make sure you know if this is the case by checking their record.''

=== Home visits ===
You may be particularly vulnerable when visiting Handcrafted properties by yourself.

* Don't enter a property if the resident is under the influence of drugs or alcohol or is threatening violence.
* Use an agreed code word if you get into difficulties and need to alert colleagues by phone without alarming someone you are with.
* Avoid entering a property alone without the resident present unless this is absolutely necessary.
* Stick to a time limit for a visit and make this explicit to the person you are visiting (e.g. say "I have just an hour, and then I will need to leave.")
* If you're visiting a Handcrafted property, make sure you have a key to the property.

There is no system suggested in this policy for getting people to check in or calling them after, say, half an hour because if you're going into a situation where you might need to be called in half an hour, you shouldn't be going alone.

=== Giving lifts ===
Don't give a lift by yourself to a person identified as higher risk.

If you are doing multiple pickups or dropoffs make sure you do them in an order that means you will not end up with a higher risk person travelling with you alone

Avoid taking a person in your car who is not known to Handcrafted (i.e. if we have no referrers risk assessment for them or have not had the opportunity to assess and record any risks.)

=== Supervising trainees ===
If you are supervising trainees by yourself (in the workshop, out on renovations or in other training settings), you must have a current certification in basic first aid.

=== Physical work ===
Handcrafted employees work with construction materials, tools and machinery, including off-site and alone. Some tasks may be too difficult or dangerous for you to do by yourself.

* Make sure you use appropriate personal protective equipment for the task you are doing. If it is not available, inform your line manager and do not put yourself at risk of injury.
* Follow correct manual handling procedures according to the training provided by Handcrafted.
* Don't move loads or operate machinery without the proper training.
* Lone workers must have access to a first aid kit at all times

Health and Safety Policy

2025-08-13T09:02:50Z

Rebekah Hook: /* Health and Safety Policy Statement */

== Health and Safety Policy Statement ==
This statement of intent should be read in conjunction with the full Health and Safety Policy which details the arrangements and responsibilities of our Occupational Health and Safety Management System.

It is our aim to ensure, so far as is reasonably practicable, the health and safety of our employees and third parties who may be affected by our work activities. We are committed to:

* Complying with all legal and other applicable requirements
* The prevention of injury and ill health, and
* Continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by management.

The Senior Management Team leads by example and supports a positive health and safety culture where everyone meets their responsibilities for the safety and health of themselves and others. The Director Responsible for Safety has ultimate responsibility for health and safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and specific responsibilities for health and safety matters have been assigned to line managers.

Communication between all levels of employees within the Company is paramount. We will ensure that all employees have the knowledge and competence they need to meet their individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know. The full Health and Safety Policy is available on request to interested parties.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Health and Safety Steering Group]]
|-
|'''Last review and approval'''
|09/01/2025
|}

== Health & Safety Policies ==
[[Introduction and Governance]]

[[Health and Safety Management]]

[[Employee Welfare and Wellbeing]]

[[Incident and Emergency Management]]

[[Physical Work Environment and Equipment Safety]]

[[Work Processes and Practices]]

[[Occupational Health and Hazard Control]]

[[Contractors and Subcontractors]]

[[Food Safety]]

Health and Safety Policy

2025-08-13T08:59:09Z

Rebekah Hook: /* Health and Safety Policy Statement */

== Health and Safety Policy Statement ==
This statement of intent should be read in conjunction with the full Health and Safety Policy which details the arrangements and responsibilities of our Occupational Health and Safety Management System.

It is our aim to ensure, so far as is reasonably practicable, the health and safety of our employees and third parties who may be affected by our work activities. We are committed to:

* Complying with all legal and other applicable requirements
* The prevention of injury and ill health, and
* Continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by management.

The Senior Management Team leads by example and supports a positive health and safety culture where everyone meets their responsibilities for the safety and health of themselves and others. The Director Responsible for Safety has ultimate responsibility for health and safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and specific responsibilities for health and safety matters have been assigned to line managers.

Communication between all levels of employees within the Company is paramount. We will ensure that all employees have the knowledge and competence they need to meet their individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know. The full Health and Safety Policy is available on request to interested parties.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Health and Safety Steering Group]]
|-
|'''Last review and approval'''
|03/08/2025
|}

== Health & Safety Policies ==
[[Introduction and Governance]]

[[Health and Safety Management]]

[[Employee Welfare and Wellbeing]]

[[Incident and Emergency Management]]

[[Physical Work Environment and Equipment Safety]]

[[Work Processes and Practices]]

[[Occupational Health and Hazard Control]]

[[Contractors and Subcontractors]]

[[Food Safety]]

Physical Work Environment and Equipment Safety

2025-08-08T15:44:50Z

Rebekah Hook: /* Workstation assessment */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|''' '''[[File:Irritant symbol.png|center|thumb|214x214px]]
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
[[File:Electrical plug.jpg|thumb]]
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires:'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

Supported Housing Policy

2025-07-23T15:15:32Z

Rebekah Hook: /* Upholding Tenant Rights */

Our mission at Handcrafted is to provide more than just housing; we are dedicated to offering holistic support that empowers individuals and nurtures their growth, well-being, and independence. Our policy is built upon a foundation of key principles that guide our approach to housing provision and support services.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[Dan Northover|'''Dan Northover''']]
|-
|'''Last review and approval'''
|21/08/2024
|}

== '''Principles''' ==

{{Handcrafted's Principles}}

== '''Initial Assessment''' ==
This policy outlines the procedures and guidelines for the assessment and allocation of housing services provided by Handcrafted. By adhering to this policy, Handcrafted aims to provide housing services that are accessible, fair, and responsive to people with multiple-complex needs, fostering a supportive and inclusive environment for those facing homelessness. The policy is reviewed on an annual basis to ensure its effectiveness and alignment with the needs of the community.

=== '''Enquiries and Applications Process''' ===
Enquiries and applications for housing services are received through the Supported Housing Referral Form (link).

The referral will be processed by the hub administrator and discussed at a support review meeting where the hub manager and support workers will review availability and the assessment and prioritisation criteria.

The assessment and prioritisation criteria include:

* Current housing situation
* Availability of suitable housing and suitable locations
* Potential benefits from being involved with Handcrafted.
* Referral reasons and support needs
* Risk factors

Target beneficiary groups include:

* Young care leavers with complex needs
* People affected by domestic abuse.
* Asylum seekers, refugees, and stateless people

We will aim to contact the referrer and the person they are referring, to request further information or update them on the outcome within five working days.

=== '''Service Description and Promotion''' ===
An up-to-date and accurate description of availability is actively promoted to referrers. This description includes information on eligibility, target beneficiaries, and access methods.

The service description is available through multiple channels, such as the charity's website, printed materials, and outreach efforts.

=== '''Accessibility and Communication''' ===
Our prioritisation criteria and referral process are communicated in plain English on our website, referral form, and marketing material.

We will endeavour to ensure that beneficiaries with different communication needs have access to the information in a manner that is understandable to them.

Support is provided to residents whose first language is not English, those who are non-verbal, or those with limited understanding. This includes access to interpretation services and alternative communication methods.

Referrals who are unsuccessful in their housing applications are informed of the reasons, giving them the chance to challenge decisions resulting from assessments and prioritisation.

Where appropriate, referrals are also provided with information about alternative services or referral agencies that might better suit their needs.

=== '''Inclusivity and Access''' ===
Handcrafted pays particular attention to ensuring fair access to under-represented groups.

The eligibility criteria and application process are actively promoted to relevant agencies and the wider community to make eligible individuals aware of the service.

=== '''Continuous Improvement''' ===
The policy and procedures are subject to regular review to identify areas for improvement in service delivery.

The policy review process incorporates feedback from beneficiaries and stakeholders to ensure their perspectives are considered and integrated into service improvements.

Handcrafted seeks to collaborate with service commissioners to identify local housing needs and adapts its services accordingly.

The aim is to ensure that Handcrafted's housing services remain responsive to the changing needs of the community.

== '''Individual Risk Assessment and Review''' ==
At Handcrafted, our priority is to provide safe and supportive housing to individuals facing homelessness. To ensure the well-being of our applicants and residents, a comprehensive needs and risk assessment is conducted prior to offering services or shortly thereafter, tailored to the unique needs of the individual.

=== '''Staff Understanding and Training''' ===
Our staff members are trained to understand and follow the needs and risk assessment procedures. These procedures are covered in our staff induction and training programs, ensuring consistency and quality in our assessment practices.

=== '''Appropriate and Comprehensive Risk Assessment Tool''' ===
We have developed a needs and risk assessment tool that is suitable for our specific client group. This tool aids in conducting thorough and accurate assessments that guide our support planning.

The assessments are securely stored in our Airtable database and easily accessible to relevant staff, ensuring transparency and effective communication.

Our risk assessment tool addresses various dimensions of risk, including risk to self, risk to others (including staff and the wider community), and risks from others (including staff and the wider community). This comprehensive approach ensures a holistic understanding of potential risks.

=== '''Collaboration with Other Services''' ===
Our needs and risk assessments take into account the perspectives and views of other relevant services when appropriate, fostering a collaborative and integrated approach to resident support.

=== '''Appropriate Use of Risk Assessment''' ===
Our service approaches risk constructively, avoiding inappropriate use of risk assessment to exclude people. Instead, we utilise risk assessment as a tool to enhance support planning and decision-making.

Our needs and risk assessment policy and procedures strike a balance between promoting independence and effectively managing risks, enabling residents to progress toward self-sufficiency while maintaining their safety.

Our staff harness the insight of individual residents during the assessment of needs and risks, promoting a person-centred approach.

Additionally, specialist expertise is sought when required to ensure accurate and informed assessments.

=== '''Ongoing Review of the Risk Assessment''' ===
Needs and risk assessments are subject to regular review to accommodate changing circumstances and evolving needs. This proactive approach ensures that our support remains relevant and effective.

Needs and risk assessments, along with support and risk management plans, are reviewed consistently and systematically. The frequency of reviews aligns with the identified needs and risks.

The risk assessment is presented in the support database alongside the risk management plan, support plan and contact notes, so that it can be reviewed at weekly support planning meetings and whenever a safeguarding concern has been raised.

=== '''Continuous Improvement of our Policy''' ===
We are committed to continuous improvement. We incorporate resident and stakeholder input to drive positive change.

This policy is reviewed in response to changing legislative or contractual requirements, at minimum every three years. This ensures alignment with best practices and evolving standards.

=== '''Internal Quality Monitoring''' ===
The Safeguarding Steering Group will conduct internal quality monitoring of needs and risk assessments, ensuring our processes are effective, efficient, and compliant with our policies.

== '''Support Planning and Review''' ==

=== '''Support Planning Principles''' ===
At Handcrafted, we are committed to providing holistic and individually tailored support to people facing homelessness. Our support plans are designed to address the unique needs and risks identified through our assessment process, ensuring the well-being and progress of our residents.

Our support plans incorporate individual outcomes that are discussed with residents to ensure their active involvement in shaping their journey towards stability and independence.

We proactively address residents' move-on, and resettlement needs from the very beginning of their engagement with our services, promoting a holistic approach to their housing journey.

=== '''Stages of Empowerment and Goal setting''' ===
Where it is appropriate support plans will incorporate SMART objectives that are clearly understood by residents, providing tangible milestones that guide their progress toward achieving their desired outcomes.

In the majority of cases support workers are trained to observe how people’s expectations of themselves change over time and to capture the small, unplanned successes that emerge as a side-product of feeling safe, belonging, and growing in confidence.

For many people with complex needs, and volatile lifestyles, specific objectives can ‘set them up to fail’ rather than broadening a range of creative possibilities and unfolding discoveries. So, we record and monitor empowerment across four broad stages which are defined as:

* Entering – “I am open to using resources available to me with some support.”
* Engaging – “I am using my own initiative and taking hold of opportunities.”
* Applying – “I have my own ideas of what I want to do using my new skills.”
* Extending – “I am looking beyond myself, to build up my community.” OR “I am taking steps to strike out on my own without needing support.”

=== '''Support Planning Approach''' ===
We look to see people empowered in five areas:

* Living Space – A safe place to live that feels like home.
* Using Time – Something meaningful to do each day.
* Social Life – People to talk to and a good support network.
* Self Confidence – Trust in our own abilities and having something to give.
* Coping Strategies – Ways to cope and bounce back when things get tough.

These five areas arose from a consideration of where the typical needs of the people we work with intersected with the service we offer. In terms of the service we offer, the core of our work is to do two things: we provide housing (living space) and we facilitate meaningful activity (using time). But we don’t just give people a home and something to do; it’s also fundamental that there is an invitation here to also become part of a supportive community (social life). In turn, we noted from experience that gains in ‘self-confidence’ are the pivot on which sustainable change occurs - it’s an essential ingredient in enabling people to go on ultimately without our help.

Finally, the category of ‘coping strategies’ is grounded in an adaptive, behavioural model of health and wellbeing rather than a disease model. This applies in respect of addiction particularly, but also to many other areas where there are complex needs. We wanted an area that reflected our assumption that people are essentially resourceful and that unhealthy coping mechanisms can be replaced with healthy ones.

=== '''Support Planning Documentation and Quarterly Reviews''' ===
See Annex 1 for an example Support Plan covering the five areas.

This will be completed when a new resident moves into a property and updated regularly thereafter. The review will be based on contact notes, data, and beneficiary feedback.

The support plan may also be reviewed by the Safeguarding Steering Group when a safeguarding concern is raised.

=== '''Weekly Support Planning''' ===
Support staff will meet weekly to review the support plan, risk assessment and contact notes.

This review will be used to plan support activities, and make any required changes to the support plan, personal details, or risk assessment.

The review will used the Airtable form (link) and include:

* What has been happening in the last week?
* Any issues identified?
* What do we plan to do this week and who is going to do it?
* The priority level for the resident this week

Contact notes will be categorised according to the range of support activities that Handcrafted can offer (Annex 2).

=== '''Accessible and Secure Documentation''' ===
Copies of all support and risk management plans are securely stored and accessible to relevant staff and can be made available to residents upon reasonable notice being given, promoting transparency and effective communication. The support plan is stored on the individual’s record in Airtable alongside their personal details, support notes, referral reasons, and their risk assessment.

=== '''Collaboration with Other Services''' ===
We actively collaborate with other care and support services, ensuring that our support planning takes into account the broader spectrum of residents' needs beyond what is addressed directly within our service.

When needed, we seek specialist expertise to inform the development of support plans, ensuring the highest quality of care.

Our support and risk management plans complement any statutory care plans or support plans provided by other agencies, promoting comprehensive and integrated support.

=== '''Informing Service Development''' ===
Reviews of needs, risks, and outcomes serve as valuable insights for service development and strategic planning, ensuring ongoing improvement and alignment with resident needs.

== '''Resident Involvement''' ==
At Handcrafted, we recognise that resident outcomes drive our service development and strategic planning. We are committed to incorporating resident input to continuously enhance the quality and relevance of our housing services. At Handcrafted, our policy centres on empowering residents, promoting independence, and fostering community engagement. By incorporating residents' views, promoting diversity, and respecting autonomy, we aim to provide meaningful and effective housing support services that empower individuals experiencing homelessness.

=== '''Individuals have choice and control''' ===
We empower residents to initiate reviews at any time, ensuring their agency and choice in shaping their support journey. This right is communicated in our service description, introduction meetings, and other relevant materials.

Needs and risk assessments, support planning, and reviews are grounded in resident involvement. We ensure that residents' views, preferences, and aspirations are integral to decision-making processes.

Residents' views are actively incorporated into assessments, plans, and reviews. Disagreements with assessments or reviews are recorded, ensuring transparency and accountability. Our support plans are rooted in a person-centred approach, respecting residents' unique circumstances and preferences while maintaining effective risk management.

Our staff conducting assessments and support planning are competent and sensitive to residents' needs, ensuring effective and empathetic engagement. Staff induction, training, and practices emphasise the importance of engaging residents in their own support and encouraging their involvement in the wider community.

=== '''Access and Data Protection''' ===
Residents have access to their files and receive copies of assessments and reviews upon request. Our service complies with the Data Protection Act to safeguard resident privacy.

=== '''Cultural and Religious Sensitivity''' ===
We ensure that the information that we provide, and our support take into account residents' cultural, religious, and lifestyle needs.

=== '''Involvement of Other Professionals and Support Network''' ===
Needs and risk assessments and support planning involve other professionals, carers, family, and friends as desired by the resident. This collaborative approach enhances person-centred care.

=== '''Balancing Individual Preferences and Risk Management''' ===
Our procedures emphasise the importance of balancing respect for individuals' preferences with effective risk management. Staff are equipped to navigate disagreements and articulate how this balance is achieved.

=== '''Pre-Acceptance Engagement''' ===
Residents have the opportunity to visit the service and meet with staff before accepting an offer, fostering transparency and comfort in their decision.

=== '''Empowerment and Independence''' ===
Our staff are trained to promote empowerment and independence in residents. These principles are integrated into induction and training programs and are reinforced in staff management practices.

Independence is promoted through skills training, equipment, adaptations, and relevant services tailored to individual needs.

=== '''Promoting Community Engagement''' ===
We encourage residents to actively participate in their local community, engage in decision-making about their home and services, and seek employment, training, education, and social activities.

Where it is appropriate and safe, we will seek opportunities to actively encourage links with residents' friends and family, fostering social connections and support networks.

Our support plans reflect efforts to overcome barriers to community participation, expanding residents' skills, confidence, and self-esteem.

Residents are provided with information about local community services and are actively encouraged to participate in community activities and democratic structures.

== '''Repairs and Maintenance''' ==
Handcrafted aims to provide a secure and well-maintained housing environment for our residents. Through proactive maintenance, regular inspections, and resident engagement, we strive to create a place where residents can live with peace of mind and have a stable home that feels safe and helps them to thrive.

This policy should be read in conjunction with:

* The Decent Homes Standard
* Housing Health and Safety Rating System (HHSRS)
* National Standards for Supported Housing (NSE)
* The Landlord and Tenant Act (1985)
* The Homes (Fitness for Human Habitation) Act 2018
* The Building Regulations 2010 (Including Amendments)
* The Management of Health and Safety at Work Regulations 1999
* The Environmental Protection Act 1990
* Housing Act 2004

=== '''Reporting Procedures for Residents''' ===
At Handcrafted, we are committed to providing safe and well-maintained housing for our residents. To ensure this, we have established clear procedures for residents to report any issues related to building conditions, safety concerns, or equipment maintenance.

Each property has a clearly displayed QR code which can be used to access our reporting form. This can be accessed by the resident themselves at any time or with assistance from a support worker during their regular house checks.

=== '''Preventative Maintenance and Repair Program''' ===
We have a preventative maintenance and repair program aimed at minimising preventable deterioration of our buildings, accommodation, grounds, equipment, and furnishings.

Every time a new resident moves in, our housing staff inspect the property unit to ensure that it meets our safety and quality standards. Additionally, property units are inspected at least annually to identify any maintenance or safety needs.

=== '''Regular property safety checks''' ===
Our housing and property managers conduct regular physical examinations of the buildings to identify potential safety and security concerns. This proactive approach allows us to address issues promptly and maintain a secure living environment. These checks are conducted by trained staff members who use a detailed checklist based on the HHSRS guidelines to identify any emerging hazards or maintenance issues. This frequent assessment allows for the rapid detection of risks across 29 categories, including but not limited to, electrical and fire safety, structural integrity, damp, and mould growth, falling hazards, and excess cold.

Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly (see Annex 3)

We engage external health and safety experts to assist in the assessment and mitigation of complex hazards identified during our inspections. This collaborative approach ensures that our residents benefit from the highest standards of expertise and care in maintaining safe and healthy living environments.

Ongoing education and the provision of advanced tools enable our staff to conduct thorough and effective inspections, underpinning our commitment to a high standard of care.

=== '''Person-centred Approach to Repairs''' ===
We encourage our residents to be proactive participants in our safety culture. As part of our regular checks, feedback mechanisms are in place for residents to report any concerns or hazards they observe.

We value our residents' input and needs. Timescales for non-emergency repairs can be mutually agreed upon with residents, fostering a resident-focused approach that respects their schedules and preferences.

=== '''Safety Plans and Reporting Lines''' ===
Each property under our care has a safety plan in place, clearly outlining procedures to follow in the event of building emergencies. A reporting line for responding to such emergencies is established to ensure swift and effective action.

=== '''Repair Categories and Timescales''' ===

==== '''Emergency Repairs''' ====
Definition: Repairs that pose an immediate risk to health, safety, or security. This includes issues such as severe leaks, gas leaks, electrical hazards, and security breaches.

Timescale: Response within 6 hours, with the aim to resolve or make safe within 24 hours of the report.

==== '''Urgent Repairs''' ====
Definition: Repairs that significantly affect the comfort or convenience of residents but do not pose an immediate risk. Examples include minor leaks, heating failures in cold weather, and significant appliance malfunctions.

Timescale: Response within 3 working days, with a resolution aimed within 5 working days.

==== '''Routine Repairs''' ====
Definition: Repairs that do not immediately affect health, safety, or significant comfort. This category includes issues like minor plumbing issues, cosmetic repairs, and general wear and tear maintenance.

Timescale: Response within 5 working days, with a resolution aimed within 28 days.

==== '''Planned Maintenance''' ====
Definition: Repairs and maintenance work that is foreseeable and can be scheduled in advance. This includes regular inspections, safety checks, and upgrades.

Timescale: Planned and scheduled on a case-by-case basis, communicated well in advance to the residents.

=== '''Implementation and Communication''' ===

==== '''Reporting and Tracking''' ====
Residents are encouraged to report repairs through our established channels. Each report will be logged, categorised according to the urgency level, and assigned a unique tracking number for residents to follow up on the status of their repair.

==== '''Flexible Scheduling''' ====
For non-emergency repairs, residents will have the option to schedule repair work at a time that minimises inconvenience, respecting their personal schedules and preferences.

==== '''Communication Protocol''' ====
Residents will be informed of the expected timescale upon reporting a repair. Updates will be provided if there are any changes to the initial timescale due to unforeseen circumstances.

==== '''Resident Feedback''' ====
Residents' involvement in safety-related matters is of utmost importance to us. We engage with residents through one-to-one support, anonymous feedback opportunities and an annual feedback committee, including both residents and housing and support staff, to address safety concerns, facilitate open communication, and collaboratively enhance safety measures.

Post-repair feedback will be solicited from residents to assess the quality of work and the efficiency of the repair process. This feedback will be used to continually improve our maintenance services.

== '''Housing Complaints''' ==

=== '''Complaints from occupants of Handcrafted Supported Housing''' ===
Handcrafted encourages residents of our supported housing to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness. A complaints procedure forms part of the licence agreement (Annex 4).

Complaints can be made for several reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Failure to provide adequate support.
* Problems with the accommodation not being resolved in a timely manner.

Confidentiality will be maintained throughout the complaints procedure. Only those staff who need to know about the complaint will have access to details.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgmental regard, and the ethos of listening first that we aspire to cultivate with all supported housing residents.

Supported housing residents are seen by support workers at least twice a week and regularly contacted, giving the opportunity for any concerns to be raised and addressed.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead, line manager or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centers or local advocacy groups.

All complaints will initially be dealt with by the line manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the occupant is unhappy with a decision, they can appeal further to CEO Dan Northover or Operations Director John Hinton to investigate the matter. Handcrafted staff will support occupants to appeal in writing if they wish to do so or support them by arranging an opportunity to speak to the CEO or Operations Director.

=== '''Complaints from Members of the Public''' ===
From time to time, members of the public may wish to make a complaint about one of the properties we manage or the occupants of the properties.

Complaints may include:

* Noise disturbance at a property
* Health and safety hazards posed by the state of a property.
* Concerns about criminal activity
* Other antisocial behaviour by occupants

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness.

When occupying Handcrafted Supported Accommodation, licencees agree to keep the property to a certain standard and to adhere to rules of behaviour. Some complaints may therefore result from breaches of this agreement. Where this is the case, Handcrafted makes a measured, proportional response that may range from agreeing a documented management plan with clear outcomes, through to issuing verbal or written warnings, proceeding eventually to termination of the licence agreement.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard, and the ethos of listening first that we aspire to cultivate with all residents and members of the public.

Members of the public who have concerns are invited to contact the local Hub Lead who oversees the property by phone or email to have a conversation about the concern and see if it can be quickly resolved.

If this is not satisfactory, a formal complaint can be lodged.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the relevant Hub Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the member of the public is unhappy with a decision, they can appeal further by emailing or writing to CEO Dan Northover or Operations Director John Hinton to look into the matter.

== '''Move-on and Exit''' ==
Handcrafted is committed to supporting our residents in their journey towards independence, recognising the significance of stable housing in achieving personal growth and self-sufficiency. This policy outlines the procedures and support mechanisms in place to assist residents in applying for independent housing, alongside preventative strategies, and interventions to avoid eviction. By providing comprehensive support, preventative interventions, and respecting tenant rights, we aim to foster resilience, independence, and well-being.

=== '''Support for Independent Housing Applications''' ===

==== '''Assessment and Planning''' ====
Upon referral, a needs assessment will be completed for each resident, identifying support needs and risks related to eviction vulnerability. We will continuously review this assessment at weekly support team meetings and quarterly reviews, to evaluate their readiness for independent living, considering their strengths, needs, and preferences.

A personalised move-on plan will be discussed in partnership with the resident as part of their support plan reviews, detailing the steps and support required to secure independent housing.

==== '''Application Assistance''' ====
Residents will receive assistance in identifying suitable housing options, completing applications, and preparing for housing interviews. Support will be provided to ensure residents understand the various housing options available, including social housing, private renting, and supported housing schemes.

We will make it clear to residents that they always have the right to seek out tenancy advice independently from ourselves.

==== '''Financial Planning''' ====
Guidance on budgeting, benefits, and financial management will be provided to prepare residents for the financial responsibilities of independent living. Assistance and signposting to advocacy services will be offered for applying for housing benefits and other entitlements.

=== '''Preventative Actions and Interventions to Avoid Eviction''' ===

==== '''Early Identification of Risks''' ====
Prior to move-in or within the first 24 hours, residents will be informed about their rights and obligations, to help them understand their responsibilities and the support available to sustain their tenancy.

Regular assessments will be conducted to identify any potential risks that may threaten a resident's housing stability. A proactive approach will be taken to address issues such as rent arrears, behavioural concerns, or breaches of tenancy agreements. Residents experiencing financial difficulties will be provided with support to manage debt, negotiate payment plans, and access emergency funds if necessary.

All interventions will be designed to address the specific needs of the resident, incorporating elements of trauma-informed care and harm reduction.

=== '''Warnings, Notifications, and Resident Rights''' ===

==== Ending the Licence Agreement ====
The Licensee can end the Licence Agreement with us by giving us 28 days warning contained in a Notice.

We can end the Licence Agreement with you if:

# They have failed to comply with or breached any of the conditions of the Licence Agreement or,
# We have deemed that the Accommodation is no longer suitable to their needs or,
# Suitable alternative accommodation has been offered to them or,
# They have failed to pay The Charges that are due or,
# They present a serious risk to themselves, our staff or neighbours,
# We believe that they have abandoned the Accommodation.

For points 2 to 5 above we will use the following procedure unless we consider that there are grounds for immediate termination (see below):

'''Stage 1:''' Written Warning: We will issue a written warning clearly describing the breach of the Licence Agreement, or the conditions that have not been met. You will also be informed of the consequences of any further breaches. A copy will be placed on your file and will remain current for three months.

'''Stage 2:''' Final written warning: We will issue a second written warning. You will be advised that any further occurrence will result in us ending your Licence Agreement. A copy will be placed on your file and will remain current for three months.

You may not accrue more than one written warning at each stage.

'''Stage 3:''' Notice ending Licence Agreement “Notice to Quit”

a. We will write a report that clearly describes the breaches of the Licence Agreement that have taken place, quoting the relevant sections of the Licence Agreement and associated schedules, and the reason why ending it is considered appropriate.

b. We will issue Notice to Quit attaching the report, stating that the Licence Agreement will be terminated 4 weeks after service on you expiring on a Sunday and that you will then be required to vacate the Accommodation.

c. Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see below).

==== Grounds for immediate termination ====
Actions or behaviour deemed to be grounds for immediate termination, including gross violations of House Rules, see Schedule 4, may result in immediate termination of this Licence Agreement by issuing a Stage 3 Notice to Quit without first issuing either written warning. Examples of gross misconduct include, but are not limited to, acts of harassment, violent conduct, serious threatening behaviour, wilful damage to the property or illegal activity.

In exceptional circumstances that require immediate action, we will seek an injunction to remove you from the Accommodation prior to instigating the procedure for immediate termination.

When a Notice to Quit has been issued every effort will be made to assist you to find alternative accommodation.

==== Abandonment ====
You are considered to have abandoned the Accommodation if you do not use it as your only home. Not using the Accommodation as your only home means spending less than 4 out of 7 consecutive nights there.

You can be away for longer if there is ‘an intention to return’ and it has been agreed as part of your support plan.

In considering your abandonment we will take into account:

# Whether there are personal possessions in the Accommodation
# If your mail being collected
# If you have food in the kitchen
# If you are generating rubbish
# Our attempts to contact your next of kin.
# Our attempts to trace you.

If it reasonable to assume that you have abandoned the Accommodation, we will serve you with a Notice to quit and unless we hear from you within the 4 full weeks ending on a Sunday after service of that Notice the Licence Agreement will be deemed terminated.

==== Your Personal Property ====
If reasonable efforts to trace you fail, we will dispose of your goods. This includes an entitlement to sell your goods.

Perishable goods will be disposed of immediately. Other goods will be disposed of after a period of 14 days from the end of the notice period, using the council recycling or waste disposal services.

==== Licence Charge Arrears Policy and Procedure ====
It is our policy to deal with Licence Charge arrears promptly to avoid the Licence Agreement ending due to arrears.

===== General Arrears =====
Arrears must be paid in addition to on-going Charges due.

* Stage 1: Arrears letter 1 is issued when you have 4 weeks of outstanding Charges and gives you 2 weeks to repay the arrears. This letter, where possible, should be issued in person. You should arrange a repayment plan as soon as possible.
* Stage 2: Arrears letter 2 is issued if the repayment plan has not been achieved within the 2 week period that has been granted at Stage 1. This gives you a 2 further weeks in which to make the repayment.
* Stage 3: A Notice to quit is issued stating that the Licence Agreement will be terminated 28 days after service on you and that you will then be required to vacate the Accommodation if the arrears remain outstanding after 4 weeks of arrears letter 1 being issued. This will only be withdrawn on receipt of the full amount owed being paid within 14 days. However, it can be suspended if an agreed repayment plan is being complied with and be re-activated if repayments cease. Any suspension will be in writing.

Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see above).

All arrears letters and Notice to quit, along with any agreed repayment plans will be copied and kept in the warnings section of your file.

==== Housing Benefit ====
If you are eligible for Housing Benefit you are responsible for ensuring that effective claims are made and maintained. Staff will advise and support you to do this.

If you make applications for Housing Benefit you are required to complete an application, via staff, with all the information they require within 7 days of the date of the start date of your Licence Agreement. If you have not provided this information within 7 days you will be issued with a 7 day Notice to quit which will be withdrawn if the information is provided within the timescale.

If you do not inform us of a change of circumstances that will affect your Housing Benefit claim you will be issued with a 28 day Notice to quit. This will be withdrawn providing that your claim for Housing Benefit has been addressed within the timescale.

Arrears persist if you move.

If we choose to exercise the discretion we have retained to move you from the Accommodation this shall be without prejudice to your obligation to pay accrued Charge arrears.

==== '''Eviction Process and Warnings''' ====
A clear and fair process will address breaches of the licence agreement, with warnings issued as appropriate, in accordance with the agreement. Written notices will outline eviction risks and available support, accompanied with proactive and assertive efforts to engage the resident in solution-focussed dialogue to clarify the concerns, and offer support with addressing the issues, and changing behaviour.

Residents will be informed of the potential consequences of continued violations. We will use a trauma informed approach that ensures consequences are logical, natural, and clearly explained.

==== '''Exploring Alternatives to Eviction''' ====
Efforts will be made to explore all possible alternatives to eviction, in line with our commitment to a solution-focused approach. We will consider agreements to move to a different property with Handcrafted or an alternative provider as a means of preventing homelessness, ensuring these are voluntary decisions in the best interest of the resident.

In cases where eviction may be unavoidable, and no alternative housing has been arranged, Handcrafted will notify the local authority to ensure that residents have access to homelessness prevention services.

==== '''Upholding Resident Rights''' ====
Residents will be fully informed of their rights as licensees, including the right to appeal eviction decisions, access legal support, and access independent advice.

Handcrafted will advocate on behalf of residents to ensure their rights are respected and upheld throughout the move-on process.

==== '''Eviction Panel Meeting''' ====
Before any resident is given notice of eviction, the decision must be reviewed and approved at a panel meeting which includes at least two members of the Safeguarding Steering Group and one Operations Manager. The panel will specifically assess whether the guiding principles (section 1) and Move-on procedures (section 8) of this Supported Housing policy have been followed and advise on any further action that is needed before serving notice and any safeguarding procedures that may be required.

=== '''Monitoring, Review, and Continuous Improvement''' ===

==== '''Monitoring and Review''' ====
Evictions will be monitored and reviewed to assess the effectiveness of prevention strategies, with a commitment to continuous improvement based on feedback, legislative changes, and best practices.

==== '''Collaboration and Training''' ====
Handcrafted will work closely with local authorities and other providers to share best practices, access training resources, and ensure staff are equipped to implement this policy effectively.

==== '''Policy Review''' ====
This policy will be reviewed in line with local authority protocols and revised as necessary to reflect changes in legislation, regulation, or best practice, ensuring our commitment to preventing homelessness and supporting our residents' journey to independent living.

== Annexes ==

=== '''Annex 1 – Example Support Plan''' ===
{| class="wikitable"
!'''Area'''
!'''Needs and Opportunities'''
!'''Support from Handcrafted'''
|-
!'''Living Space'''
!
* Maintaining a tenancy with Handcrafted.
* Keeping the house in a good state of repair over time.
* Learning to keep home clean and tidy.
* Learning how to manage bills and budget for food and necessities.
* Maintaining control over visitors and negative/chaotic relationships.

!
* Monthly meeting to discuss fabric and condition of the house and any problems.
* Spot checks on house.
* Arrange access to food parcels when needed.
* Support with completing paperwork for housing benefit and benefit payments.
* Help set up budgeting plan.
* Assist with ‘shopping on a budget’ practical sessions.
* Encourage good working relationship with HC support workers to provide trusted point of contact.
|-
!'''Using Time'''
!
* Leaving the home and engaging in positive activities more than 10 hours a week
* Access to HC gathered activities.
* Support resident to access groups of interest.
!
* 1-1 weekly chats to check in how things are going.
* Access to HC community and workshops
* Investigate other community projects of interest.
|-
!'''Social Life'''
!
* Maintaining social life when mental health becomes low.
* Learning how to gauge positive and negative life influences.
* Spending time with positive peer group.
* Avoiding disruptive or chaotic visitors to home.
!
* Signpost suitable activities outside Handcrafted and support with accessing these.
* Provide an opportunity to talk through when relationships with others become difficult.
* Encourage good peer relationships within the HC community.
|-
!'''Self Confidence'''
!
* Attending activity session at least once a week.
* Create/Make an item for own home.
* Managing own healthcare appointments and finances.
!
* Empowered to access HC hub and gathered activities.
* Offer support and advocacy towards medical appointments
|-
!'''Coping Strategies'''
!
* Making time to relax and get involved in hobbies.
* Organising own medical appointments.

* Ensuring medical appointments and medication are up to date.
* Managing finances.
* Reaching out to appropriate services when experiencing low mental health or going through times of crisis
!
* 1-1 weekly chats to check in how things are going and do house visits.
* Outreach in case of isolation or social withdrawal, checking in on a weekly basis.
* Encourage good working relationships with HC support workers to provide trusted point of contact.
* Encourage healthy living and eating plan.
* Signposting to mental health services and helping access sessions and appointments
|}

=== '''Annex 2 – Support Activities''' ===
{| class="wikitable"
|'''Activity'''
|'''Description'''
|-
|'''Access'''
|All activities relating to facilitating or enabling someone to get access to a service. It includes making referrals to another service such as activity groups, housing or addictions services, debt counselling or primary healthcare or liaising with such services. It commonly may involve being on hand to provide reassurance while somebody makes a difficult phone call or assisting them to use an online service.
|-
|'''Accommodation Support'''
|Refers to all aspects of organising suitable accommodation for a trainee, including making plans with the trainee or support workers and helping the trainee to move house.
|-
|'''Addiction Support'''
|Activities aimed at supporting recovery. These include discussing relapse signatures, identifying triggers, and planning to manage impulsivity, exploring options to manage recovery, supporting rehabilitation, providing accountability and someone to talk to instead of having a drink.
|-
|'''Advocacy'''
|Where we help to complete forms and applications or make contact with other agencies on behalf of the resident or trainee.
|-
|'''Assertive Outreach'''
|When somebody drops contact with us or we don't know where they are and this has been identified as a potential risk factor or sign of deteriorating mental health, Assertive Outreach relates to our efforts to re-establish face-to-face contact. It may involve contacting known associates or going looking for them, trying other channels of communication including social media.
|-
|'''Budgeting Planning/Advice'''
|A range of activities supporting better financial planning. It may involve making a household spending plan, prompting on sticking to a plan, planning regarding bill payments or other financial commitments, or arranging cheaper gas and electricity services.
|-
|'''Completed Project'''
|This is used when a trainee finishes a project at a hub or in their own time (e.g. finished repainting a bedroom), but it doesn’t include cookery.
|-
|'''Conflict Resolution'''
|Where a worker is involved in arbitrating a dispute between residents or trainees or needs to liaise with neighbours due to a breakdown in communication, complaints, or disturbances at a property. Commonly this will be accusations made by one resident that another is not taking an equal share in housework or finances or there have been unwanted visitors to a property.
|-
|'''Cookery'''
|Refers to when an activity session is cookery but does not include when a trainee volunteers to prepare food for other trainees at a hub (see 'Helping' for this).
|-
|'''Crafts'''
|Refers to when an activity session is a craft group or if a worker is doing crafts as an activity 1-1 in somebody's home or is facilitating this (e.g. dropping off a craft kit to give them something to do over the weekend).
|-
|'''Did Not Attend Meeting'''
|Refers to when we have pre-arranged to meet with a trainee for a support meeting or appointment and they don't turn up. It doesn't apply to non-attendance at gathered activities or unanswered phone contact.
|-
|'''Emergency Services'''
|Applies when a worker has to call out any emergency service for a situation involving a trainee, resident, or property.
|-
|'''Employability'''
|All activities aimed at improving someone's employability over and above a regular activity session. For example, it may be working with them on producing a CV by providing access to a computer and giving advice, or applying for a course, completing a work journal, or writing a reference.
|-
|'''Eviction'''
|Applies for all activities relating to the termination of a resident's licence agreement due to breach of its terms and supporting the resident in leaving the Handcrafted property.
|-
|'''Food Parcel'''
|Where a worker facilitates a food parcel. This may either be collecting or assembling a food parcel for them or arranging access to a local food bank.
|-
|'''Healthy Eating/Lifestyle'''
|Any activities supporting planning or doing things to improve a healthy lifestyle. It may include menu planning, making shopping lists, providing information or recipes, going for a walk together or doing some other physical activity as well as supporting access to healthy activities.
|-
|'''Helping'''
|This is used when a trainee contributes to a session or a project by taking some responsibility such as cooking lunch for the hub, or doing machine maintenance, tidying a cupboard, or building something to improve the environment.
|-
|'''House Check'''
|This refers to when a worker enters a property and inspects the property, checking that it is secure and safe, all fittings and appliances are in order, risk assessing fire and hygiene issues as well as ensuring that residents are complying with the terms of their licence (e.g. not using naked flames, storing flammables, allowing others to stay without permission).
|-
|'''House Maintenance'''
|When we enter a property to carry out repairs or install something or to give access to somebody doing this on our behalf.
|-
|'''Induction'''
|Refers to the initial activity session where a trainee is being inducted to the procedures at a hub.
|-
|'''Meal'''
|Used whenever a trainee or a resident is given a meal. It may be at a hub during a session, or it could be a home visit where a worker takes a prepared meal out to someone or supports them to prepare a meal at home.
|-
|'''Mental Health Monitoring'''
|For residents or trainees who have identified mental health needs such as depression or anxiety, this is where workers are using contact time to observe signs of risk and possible deterioration. It involves discussing with the resident or trainee how they feel they are coping and what they are doing or can do to maintain their mental wellbeing. It can result in reassessing the level of support somebody needs at a time of crisis or prompting and supporting them to get professional help.
|-
|'''Practical Assistance'''
|This records where we have given practical assistance to somebody. Typically, it can be helping to clear out and take things to the local tip, tidying up, getting on top of the washing up, moving furniture, clearing up an accident.
|-
|'''Religious and Cultural'''
|Support and information provided to meet cultural, religious, and spiritual needs and assistance to observe religious and cultural customs. For example, accessing the businesses that fit with their values such as Halal shops or Sharia-compliant banking, celebrating religious or cultural festivals, attending places of worship, or support and activities around religious obligations such as prayer times.
|-
|'''Renovations'''
|This refers to activities sessions where a trainee is working on one of our renovation projects alongside Handcrafted staff or volunteers.
|-
|'''Safeguarding and Risk Intervention'''
|When we are acting to minimise risk due to safeguarding concerns or identified risks. For example, it may include intervening when there are unwanted guests at a property or putting plans in place with a resident to ensure they are safe. Plans may vary and may include frequent phone contact or visits to monitor a situation and escalating it to the appropriate local authorities where necessary.
|-
|'''Skills Training'''
|This is a feature of all of our activities sessions so denotes where training has been given in a particular way such as teaching a new technique or passing on life skills in a structured way (e.g. how to do an online application, barista skills, or how to use relaxation techniques to manage anxiety).
|-
|'''Slow Cooking'''
|Relates to those who are signed up to our slow-cooking course. This indicates when a worker has been to drop off ingredients or a slow cooker or facilitating someone doing the course.
|-
|'''Social'''
|This refers to pre-planned gathered activity sessions primarily focused on encouraging social life rather than skills training. It also refers to instances where trainees drop into a workshop, but not to engage with activity sessions.
|-
|'''Solution-Focused Dialogue'''
|When issues are addressed using our strengths-based approach drawing on solution-focussed brief therapy methods.
|-
|'''Support Planning Update'''
|Typically, weekly for residents and monthly for trainees, this indicates time spent reviewing and planning the support a resident or trainee is receiving from us and making sure our provision is person-centred. It defines who will take responsibility for each part of the plan. The individual must be included in this process. This also refers to time spent contacting and negotiating with people to arrange their access to our activities, and planning when and how they will receive support. Note that weekly support planning meetings also come under this category.
|-
|'''Therapeutic Activity'''
|All activity sessions are intended to have a therapeutic element: building confidence, making social connections, providing a safe environment to talk about struggles and get peer support, distracting from intrusive or persistent negative thoughts. This therefore refers to other contexts where these are taking place such as an organised social event or 1-1 session.
|-
|'''Utility Top-up/Financial Assistance'''
|Refers to when a resident is in financial difficulty and a worker arranges a grant or loan from Handcrafted to make sure they have essential services. Examples include topping up a utility card or subsidising a bus fare.
|-
|'''Welfare Check'''
|This applies to a range of activities aimed at making sure that residents or trainees are coping effectively and able to meet their needs. It may be through a phone call or a home visit and it includes such things as checking at a property to make sure they have enough food stocked to feed themselves, seeing if there is evidence of relapse or deterioration in mental health, asking about identified triggers or things we know are particularly difficult for a given client, or asking if they are getting the level of support that they need.
|-
|'''Women's Group'''
|This is used when someone attends a women's only group session.
|-
|'''Woodwork/Materials'''
|Applies when a trainee has attended a session at a hub where the main activity was woodwork. This can also be used for other non-wood materials used in woodwork workshops (e.g. plastics, screen printing).
|}

=== '''Annex 3 – Enhanced Damp and Mould Strategy''' ===
Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly:

'''Prevention and Early Detection:''' Weekly checks include specific assessments for signs of damp and mould, utilising moisture meters and visual inspections to catch early indications of potential problems.

'''Intervention Protocol:''' If damp or mould is observed within a property managed by Handcrafted, the following process is initiated to address and resolve the issue promptly and effectively, ensuring the health and safety of our residents:

'''1. Immediate Reporting'''

Resident Reporting: Residents are encouraged to report any signs of damp or mould immediately through our established reporting channels, including digital forms, email, phone, or in person to a support worker.

Staff Discovery: If staff members observe signs of damp or mould during their routine checks or maintenance activities, they are required to report these findings immediately to the Housing Quality Manager.

'''2. Initial Assessment'''

A member of the property management or maintenance team will conduct an initial assessment to determine the extent and severity of the damp or mould. This may involve visual inspection, moisture readings, and identifying potential sources of dampness.

'''3. Immediate Intervention Protocol'''

'''Containment''': The affected area is contained to prevent the spread of mould spores to other parts of the property.

'''Ventilation''': The area is ventilated to reduce moisture levels if weather and security conditions permit.

'''Communication''': Residents are informed about the findings, potential health risks, and the steps being taken to address the issue. Guidance is provided on how to minimise exposure and maintain air quality.

'''4. Specialised Assessment'''

If necessary, a specialised damp and mould assessment is conducted by a qualified professional. This assessment will identify the root causes of dampness and mould growth, such as leaks, condensation, or external water ingress.

'''5. Remediation Plan'''

Based on the assessment, a comprehensive remediation plan is developed. This plan includes:

'''Mould Remediation:''' Safe removal of mould using appropriate personal protective equipment (PPE) and mould removal agents.

'''Repairing Sources of Dampness:''' Addressing the root causes, such as fixing leaks, improving insulation, or installing ventilation systems.

'''Monitoring and Follow-up''': Implementing a schedule for monitoring the affected area to ensure that the remediation efforts have been successful, and that damp and mould do not recur.

'''6. Execution of Remediation Plan'''

The remediation plan is executed by trained maintenance staff or external contractors, depending on the complexity of the required work.

Residents may be temporarily relocated if the remediation work is extensive or if there is a significant health risk.

'''Resident Education and Engagement:''' We offer guidance and support to residents on maintaining an optimal indoor environment, reducing the risk of damp and mould. This includes ventilation practices, heating advice, and the importance of reporting potential issues promptly.

'''Long-Term Monitoring:''' Properties treated for damp and mould are subject to increased monitoring to ensure the effectiveness of remediation efforts and to identify any potential for reoccurrence early.

'''Documentation, Review, and Expert Collaboration'''

Our approach to maintenance and repairs, particularly for damp and mould, is underpinned by thorough documentation and regular reviews. This allows us to identify trends, improve our strategies, and ensure the healthiest living conditions for our residents. Collaboration with external experts ensures access to the latest remediation techniques and health advice, maintaining our properties to the highest standards of safety and comfort.

=== '''Annex 4 - Schedule 4 Handcrafted Licence Agreement''' ===
HANDCRAFTED encourages clients to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Complaints can be made for a number of reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Not providing adequate support

Confidentiality will be maintained throughout the complaints procedure. Only those staff that need to know about the complaint will have access to details.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centres or local advocacy group.

Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally on when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be sorted out quickly and to the satisfaction of the Service User at this stage, it will not be necessary to treat it as a formal complaint.

All complaints, whether formal or informal, are always discussed through the line management structure and are logged.

Work Processes and Practices

2025-07-18T10:34:58Z

Rebekah Hook: /* Driving at Work */

== Lone Working ==

==== Policy ====
We recognise the importance of ensuring that all lone working activities are managed appropriately to minimise risk. The safety of workers will always be carefully considered in lone working situations and we will ensure they are capable of responding correctly to emergencies. Such emergencies may arise due to fire, equipment failure, illness, accidents and unauthorised intruders. We will assess the potential hazards from lone working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that lone workers are not at more risk than other employees we will provide adequate training on understanding the risks and avoiding panic reactions to unusual situations. Checks will be made to ensure that any lone workers have no medical condition which makes them unsuitable for lone working. We will not permit lone working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor lone workers to see they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Lone Working ====
'''The Lone Working Co-ordinator will ensure that:'''

1.1 All employees likely to work alone are identified.

1.2 Consultation with employees regarding lone working takes place.

1.3 The tasks which expose employees to lone working are identified and listed.

1.4 The hazards to which employees may be exposed are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision required.

1.7 Activities requiring special arrangements in order to monitor the safety of lone workers are identified.

1.8 Activities which must not be performed by lone workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work alone are given adequate information, instruction and training.

1.10 Checks are made to ensure that any lone workers are medically fit for the tasks.

1.11 Control measures are regularly monitored maintained to ensure they remain effective.

==== Guidance and Records ====

===== Lone Working Activities =====
Lone working represents a situation where a person has neither visual nor audible communication with someone else who can offer immediate assistance in the event of an accident, illness or other emergency. The guidance contained in this section of the policy relates to lone working situations conducted in the normal workplace of the organisation. It may be necessary to consult the “Home/Remote Workers” if you employ staff who work from home or remotely away from the normal workplace.

Lone workers must receive appropriate training and have the necessary experience before being allowed to work alone.

All lone workers should be aware of the following as part of their safety induction training:

* Emergency contact numbers
* Accident/incident reporting procedure
* Restrictions on lone working
* Specific precautions and arrangements considered necessary for some lone working activities.

===== Low Risk Activities =====
Lone working activities should be restricted, where possible, to activities presenting a low risk; even in the event of control measures failing, e.g. persons working alone in offices outside normal working hours are unlikely to be at significant risk provided that appropriate fire and security precautions are in place. Indeed, there is no evidence that this type of lone working activity presents an unacceptable risk requiring special monitoring arrangements, any more than many other activities that individuals undertake alone outside work. It is good practice for those individuals working outside normal working hours to inform a friend or family member of their location and approximate time of return.

It is also acceptable for low risk activities to be performed by a lone worker provided the person performing the task is:

* Competent (i.e. has the necessary experience and has received appropriate training)
* Capable of dealing with any reasonably foreseeable accident or other emergency alone, without the assistance of colleagues.

===== Higher Risk Activities =====
There are occasions when it is not appropriate for activities to be performed by lone workers unless special arrangements involving help or back up are introduced.

Special arrangements must be considered for all activities where it is judged that the risk cannot be adequately controlled by one person. A formal risk assessment is required for these higher risk lone working activities, including a description of arrangements needed to ensure the work can be carried out safely.

===== Prohibited Lone Working Activities =====
Lone working must not be undertaken where there is a high risk that the work might result in an accident which would be sufficiently serious to require a second person to be available to summon help.

Those tasks that are considered unacceptable for a lone worker to perform under any circumstances must be documented in the lone working risk assessment.

===== Individuals at Special Risk =====
Lone working activities are often inappropriate for certain individuals or groups of workers, e.g. individuals with a known medical condition, those with limited experience or training.

===== Special Arrangements to Consider for Higher Risk Lone Working Activities =====
Special arrangements are required for higher risk lone working activities. These should be considered for all activities where it is judged that the risk cannot be controlled adequately by one person.

Although lone workers cannot be subject to constant supervision, it is important that proportionate measures are selected to monitor the safety of individuals engaged in these higher risk activities.

These include:

* Periodic monitoring of lone workers by the supervisor or other colleague
* Lone workers logging in and out with their manager and providing an indication of the likely duration of the work
* Regular contact between the manager and lone worker via telephone

==== Summary of Requirements ====
Provided that the lone working activity presents a low risk, and the line manager considers the individual competent to be working alone, the activity can go ahead without the need for any special arrangements.

If the lone working activity presents a high risk, it needs a formal assessment to identify the appropriate arrangements that are needed to ensure the safety of the lone worker.

High-risk activities are those where there is a reasonably foreseeable risk that the work might result in an accident which could be sufficiently serious to require a second person to be available to summon help. These '''must not''' be undertaken by a lone worker. These activities '''must be''' brought to the attention of workers as part of their local induction training.

Examples of high-risk activities that must not be undertaken by the lone worker include:

* use of machinery that could result in serious injury in the event of an accident
* use of hazardous substances that present a risk of serious acute health effects in the event of exposure

==== [[APPENDIX 1: Use of Mobile Phones|APPENDIX 1: Personal Safety Guidance for Staff Working Alone]] ====

== Driving at Work ==

==== Policy ====
At Handcrafted, we are committed to ensuring the safety of our employees who drive personal vehicles for work-related purposes. We recognise that staff members are often required to drive during their working day, whether that is travelling between hubs, support visits and activities, giving lifts to trainees, or transporting organisational equipment.

This policy outlines the responsibilities and requirements for employees who drive as part of their roles, to ensure safety and compliance with the law.

Staff members who are going to be driving for work purposes are briefed at induction on the safe use of their vehicle and made aware of the requirements and responsibilities outlined in this policy.

==== Requirements & Responsibilities ====
Before an employee starts driving for work-related purposes, we ask to see a valid driver’s license appropriate for the vehicle being driven. Staff members who drive for work purposes must be covered by business insurance.

Employees are responsible for regularly inspecting and maintaining their vehicles to ensure they are appropriately insured, taxed and in roadworthy condition. They are responsible for organising their own repairs and servicing when necessary.

Employees are responsible for any fines or penalties resulting from traffic violations incurred while driving for work.

All driving-related accidents must be reported as required by law, and line managers must be informed of any accidents that occur during the work day.

Drivers must follow safe driving practices:

* Obey all traffic laws, speed limits, and regulations.
* Do not operate a vehicle under the influence of alcohol, drugs, or any impairing substances.
* Do not drive when excessively tired.
* Use seat belts at all times.
* Avoid using mobile phones or other distractions while driving. Handcrafted has a zero-tolerance policy for texting or emailing while driving and only hands-free talking while driving is permitted (see Electronic Devices and Passwords Policy).

Drivers must follow the Lone Working Policy when giving lifts:

* Staff members must not give lifts by themselves to a person identified as higher risk.
* When doing multiple pickups or dropoffs, staff should do them in an order that means they will not end up travelling alone with a higher-risk person.
* They should avoid taking a person in their car who is not known to Handcrafted (i.e. if we have no referrers risk assessment for them or have not had the opportunity to assess and record any risks.)

==== Engage-Specific Requirements ====
Staff members who drive children are required to have breakdown cover and to have their vehicle checked annually by the Operations Manager, in addition to the above requirements and responsibilities. We keep records of their vehicle documentation.

== Manual Handling ==

==== Policy ====
We will, so far as is reasonably practicable, avoid the need for any employee to undertake any manual handling operations which involve a risk of their being injured. Where this is not reasonably practicable, we will carry out a suitable and sufficient assessment of all such operations and take appropriate steps to reduce the risk of injury to the lowest level that is reasonably practicable. We will provide information to our employees on the weight and centre of gravity of the loads they are required to handle and will ensure that all employees who carry out manual handling operations are provided with information on the findings of the assessments and are trained in safe lifting and handling techniques and the use of lifting equipment. We will ensure that all employees make full and proper use of any systems of work provided. We will review the assessments regularly and, in particular, when there is a significant change in the operations to which they relate or if there is any reason to suspect that they are no longer valid.

==== Arrangements for Manual Handling ====
'''The Manual Handling Co-ordinator will ensure that: '''

1.1 Where manual handling activities cannot be avoided by elimination, mechanisation or automation, initial manual handling assessments are conducted to identify those areas which require further in-depth assessment.

1.2 In-depth assessments are undertaken for those tasks that pose a significant risk such that they may be eliminated or mechanised.

1.3 Risks are reduced by using safe systems of work for those tasks which cannot be completed without manual handling.

1.4 An action plan is drawn up and a budget set, where necessary, for any new measures that are required.

1.5 Information, practical instruction and training on safe lifting techniques is provided for all persons identified in the assessment process as potentially being at risk.

1.6 Assessments are recorded, maintained and reviewed on a regular basis to ensure compliance with current legislation and best practice.

1.7 Loads delivered to the company are correctly packaged, labelled with the weight, secured in strong containers and provided in such condition as to enable the safe removal, placement, loading, unloading and handling of the load.

1.8 Employees are fit to undertake the work they do.

1.9 Adequate information, instruction and training is provided for the use of any equipment that may be necessary to conduct particular tasks.

1.10 External competent persons are consulted, where necessary, to assist with assessments, developing codes of practice and health surveillance.

1.11 Procedures are in place for ensuring the health and safety of those persons at increased risk from manual handling operations, e.g. new and expectant mothers and those with particular medical conditions.

==== Guidance and Records ====

===== Introduction =====
The main aim of the Manual Handling Operations Regulations is to prevent injury, not only to the back, but to any part of the body. The Regulations apply to the manual handling of loads which require human effort, which include transporting a load, supporting a load in a static posture, lifting, lowering, dropping, pushing and pulling a load.

Manual handling activities are common throughout the workplace and account for more than a third of all over three day reportable injuries. Manual handling injuries not only affect the back, neck and shoulders, but the lower limbs, often as a result of the load being dropped. Often manual handling injuries occur over a period of time due to poor manual handling techniques and not as a result of a single event.

Under the Manual Handling Operations Regulations, all manual handling activities which involve a risk of injury should be avoided where possible. If it is not possible to avoid the activity by elimination, automation or mechanisation, then an assessment of the risk should be carried out and the risks reduced to the lowest level possible.

The aim of this guidance is to provide employers and manual handling co-ordinators with guidance on how to take the necessary steps to comply with the regulations.

===== Identification of manual handling activities =====
The first stage is to identify any manual handling activities which occur within the workplace or are undertaken by your employees at work. You should also include any manual handling activities which occur away from your normal place of work.

Once the manual handling activities have been identified, it is then necessary to decide if each activity poses a significant risk of injury to the employee and whether a further, more detailed manual handling assessment is required.

If it is not possible to avoid the manual handling activity by elimination, automation or mechanisation then it may be necessary to carry out a more detailed assessment.

In order to decide if the manual handling activity poses a significant risk of injury to the employee you may wish to consult the risk assessment diagram below. It should be noted that the weights in the risk assessment filter are only guidelines and apply to the lifting and lowering of loads.

====== Risk Assessment Diagram ======
[[File:Manual Handling Risk Diagram.png|thumb|376x376px]]
The guideline weights given in the diagram to the right are based on providing reasonable protection for 95% of working men and women. If the manual handling activity involves moving the load between different body reference points then you will need to take the lowest weight.

The guideline weights in the risk assessment diagram above apply for the lifting and lowering of loads and assume that the load is easy to grasp with both hands, the operation takes place in reasonable working conditions and the handler is in a stable body position and the frequency of lifting does not exceed one lift every two minutes.

If the frequency of the manual handling activity is increased then it will be necessary to reduce the guideline weights by 30% for two lifts per minute, 50% for eight lifts per minute and 80% for 12 lifts per minute.

Even if the above conditions are satisfied, a more detailed risk assessment should be made where the employees have no control over the pace of work, pauses for rest are inadequate or the handler has to support the load for any length of time.

If the manual handling activity involves twisting, i.e. moving the upper part of the body while keeping the feet static, and the frequency of lifting does not exceed 1 lift every two minutes and there are no posture constraints, then the guideline weights should be reduced by 10% when twisting through 45 degrees and 20% when twisting through 90 degrees.

If the manual handling activity involves twisting and stooping/bending then the guideline weights should be reduced by 50%. If the guideline weights are exceeded then a more detailed risk assessment should be made as this is particularly stressful on the back.

====== Guidelines for carrying ======
The guideline weights in the risk assessment diagram above apply to carrying operations where the load is held close to the body and is carried no further then 10 metres. Where the load can be carried securely on the shoulder without first having to be lifted, then the guideline weights can be applied to carrying distances in excess of 10 metres.

A more detailed risk assessment should be made for all carrying operations if the load is carried over a longer distance without resting or the hands are below knuckle height or above elbow height.

'''If at any time during the manual handling activity the guideline weights are exceeded, then a more detailed manual handling assessment will need to be carried out. It should be noted the key duty of the employer is to avoid hazardous manual handling activities and where these cannot be avoided then a more detailed manual handling assessment will need to be undertaken with the aim to reduce the risk to employees.'''

===== Employees’ Responsibilities =====
The co-operation and assistance of all employees is of the utmost importance. The recommendations of the employees undertaking the tasks will form an important part of the assessment and where practicable will be implemented during any alteration to the work environment, practices or equipment.

It is the employees’ duty to:

* Take reasonable care for their own safety and that of colleagues when handling loads
* Follow the written assessments
* Never lift a weight that is beyond their capability
* Only use lifting and handling techniques in which they have been trained
* Use lifting and handling aids in accordance with training and instructions
* Always visually inspect equipment for damage and defects prior to use and report any defects immediately
* Never undertake any task they do not feel confident in
* Check with managers if they are unsure about any aspect of manual handling
* Alert managers to any situation which might present a serious or imminent danger.

===== Health Problems =====
Where any person suffers ill-health or is involved in an accident, they must report it to management immediately. This is to allow the duties to be re-assessed and adapted as far as reasonably practicable. All such information will be kept in the strictest of confidence.

Management will ensure that ill-health, manual handling accidents/incidents are investigated and subsequent action implemented to prevent recurrence and all persons concerned informed of those actions.

Where appropriate, health surveillance will be used to monitor certain individuals who have been identified as being particularly at risk and where ill-health effects have been identified.

===== Pregnancy =====
Female staff must notify management of pregnancy to ensure their tasks will not cause any detrimental health effect to themselves or their unborn child.

All such information will be in the strictest confidence and, as a result, changes of work or routine may have to be introduced to reduce any risk identified.

===== Good Handling Techniques =====
'''Think before lifting/handling. ''' Plan the lift. Can handling aids be used? Where is the load going to be placed? Will help be needed with the load? Remove obstructions such as discarded wrapping materials. For a long lift, consider resting the load midway on a table or bench to change the grip.

'''Keep the load close to the waist. ''' Keep the load close to the body for as long as possible while lifting. Keep the heaviest side of the load next to the body.

'''Adopt a stable position.''' The feet should be apart with one leg slightly forward to maintain balance. The worker should be prepared to move their feet during the lift to maintain stability. Avoid tight clothing or unsuitable footwear, which may make the lift difficult.

'''Get a good hold.''' Where possible the load should be hugged close to the body. This may be better than gripping it tightly with hands.

'''Start in a good posture.''' At the start of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or fully flexing the hips and knees (squatting).

'''Avoid twisting the back or leaning sideways''', especially whilst the back is bent. Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better then twisting and lifting at the same time.

'''Keep the head up when handling.''' Look ahead, not down at the load, once it has been held securely.

'''Move smoothly.''' The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of injury.

'''Don’t lift or handle more than can be easily managed.''' There is a difference between what people can lift and what they can safely lift. If in doubt seek advice or get help.

'''Put down, and then adjust.''' If precise positioning of the load is necessary, put it down first and then slide it into the desired position.

== Personal Protective Equipment (PPE) ==

==== Policy ====
We will identify and assess all activities our employees may be required to undertake during the course of their employment with us. Following the amendments to The Personal Protective Equipment at Work Regulations 2022 we will now extend this to cover casual or irregular workers (such as Labour Only). We will only specify personal protective equipment as the last means of defence should we be unable to otherwise eliminate the risk to our employees. We will, as far as is reasonably practicable, implement the hierarchy of control measures. Personal protective equipment will only be provided if the risk to our employees cannot be adequately controlled after the hierarchy of control measures has been exhausted. If and when we do provide personal protective equipment, we will ensure it is fit for the purpose and environment it is to be used in and that it fits the wearer correctly to give the level of protection the equipment was so designed for. We will ensure employees are consulted on the type of personal protective equipment to be used and that they are given adequate and sufficient information, instruction and guidance on the use, storage and maintenance of such equipment. We acknowledge our duty to provide personal protective equipment to all employees, including casual or irregular workers, as may be necessary and that such equipment will be free of charge. Where it is identified that an employee’s well-being may be affected due to exposure to a specific hazard or hazards, a medical questionnaire will be completed. We will ensure where necessary that regular health surveillance is provided where the risk of harm to our employees is controlled by the use of personal protective equipment.

==== Arrangements for Personal Protective Equipment ====
'''The Personal Protective Equipment Co-ordinator will ensure that:'''

1.1 All activities our employees (including casual or irregular workers) may be required to undertake during the course of their employment are identified and assessed to determine the need for Personal Protective Equipment (PPE).

1.2 As far as is reasonably practicable, the hierarchy of control measures i.e. elimination, reduction, substitution, isolation or engineering controls, is followed to control the hazards that have been identified.

1.3 PPE is specified as a last form of defence only when the hierarchy of controls has been exhausted.

1.4 Where PPE is provided, it is fit for the purpose and the environment it is to be used in and it fits the wearer correctly.

1.5 Individuals or groups of people whose well-being may be affected due to exposure to a specific hazard or hazards are identified and a medical questionnaire is completed prior to any person commencing work in such an environment which may present a risk to them.

1.6 Where identified by the medical questionnaire, or where necessary due to the identification that the risk of harm is controlled by the use of PPE, health surveillance is provided at regular intervals.

1.7 Where PPE is required, it is provided free of charge.

1.8 Employees (including casual or irregular workers) are consulted on the type of PPE to be used.

1.9 All employees (including casual or irregular workers) required to wear PPE are given adequate and sufficient information, instruction and guidance on the use and maintenance of such equipment.

1.10 A procedure is in place to allow PPE provided to be maintained in good working order and/or adequate stocks of equipment are available to replace as necessary any damaged or worn equipment.

1.11 Suitable and sufficient facilities are provided to enable employees to store any PPE provided to them whilst not in use.

1.12 Where necessary, suitable and sufficient facilities are provided to permit employees to change from (and store) their normal clothing to specified personal protective clothing.

<nowiki>*</nowiki>Medical questionnaires cannot be issued pre-employment but can be issued post engagement.

==== Guidance and Records ====

===== Personal Protective Equipment (PPE) =====
Personal protective equipment (PPE) is defined in the regulations as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him/her against one or more risks to their health or safety’. This includes high visibility clothing, eye protection, head protection, safety footwear, safety harnesses, hand protection, etc.

PPE should only be issued to the person who is going to use it, it cannot be shared. A register of issue and subsequent inspection should be maintained and means for the employee to keep equipment in a clean and hygienic condition should be provided.

Employees (including casual or irregular workers) cannot be charged by their employer for items of PPE they require to safely carry out their work activities.

===== Suitability of PPE =====
The right type of PPE should be selected, which can be done giving consideration to the following:

* Is it appropriate for the risks and conditions where employees are exposed to the risk?
* Does it prevent or adequately control the risks?
* Where more than one form of PPE is worn, are they compatible?
* What are needs of the job, and the demands it places on the wearer?
* Does it fit the wearer correctly?
* Has the state of the wearer’s health been considered?

Advice on the different types of PPE available and their suitability can be obtained from PPE manufacturers and suppliers, or your Health and Safety Consultant.

===== Training =====
Employees (including casual or irregular workers) who are required to wear PPE must be given adequate and sufficient information, instruction and guidance which should include the following areas:

* Training and instruction on how to use it properly.
* Why the PPE is needed – what the risks are, when PPE is to be used, repaired or replaced and its limitations.
* The importance of wearing PPE when exposed to the risk, without exception.
* Checking PPE is being used and taking action when it is not.
* Clear rules on what action will be taken if employees are not wearing the necessary PPE.
* Display of safety signs, reminding employees to wear PPE.

===== Respiratory Protection =====
Where respiratory protective equipment incorporating a tight fitting face-piece is provided to prevent exposure to hazardous substances, it must fit the wearer properly to provide full and adequate protection and therefore a face fit test must be conducted. A tight fitting face-piece is a full-face mask, a half-face mask, or a filtering face-piece (e.g. disposable mask), irrespective of whether they are used in negative pressure respirators, power assisted respirators or compressed air supplied breathing apparatus.

The face fit test will assess the fit by determining the degree of face-seal leakage of a test agent whilst the user is wearing the face-piece and undergoing certain physical exercises. Dependent on the respirator type in use, the test can be quantitative or qualitative, both of which require specialist equipment and trained operatives. Once face fit tested to a particular respirator (type and manufacturer) a certificate of test must be obtained and this recorded. Operatives do not require to be re-tested unless their facial characteristics change significantly (e.g. weight loss, major dentistry), the certification of test may pass from employer to employer, but the operative must only wear that type and manufacture of respirator that he/she was tested on. If an employee wears more than one type of tight fitting face-piece then each type of face-piece should be subjected to fit testing.

Fit testing is not required where a risk assessment clearly demonstrates that respiratory protective equipment is being worn for ‘comfort’ rather than as a control measure.

Loose fitting face-pieces, whose performance relies on sufficient airflow through the face-piece, do not require fit testing. However, the loose fitting face-piece must be of the correct size for the wearer to ensure adequate protection. Loose fitting face-pieces are better suited to those wearing spectacles with side arms and people with facial hair in the region of the face seal of a tight fitting mask. In the vast majority of scenarios loose fitting alternatives to tight fitting masks are available and should be selected where necessary.

===== Head Protection =====
Head protection should be worn whenever there is a risk of injury to the head from falling objects or hitting the head against something.

Where an assessment identifies the need for head protection it should meet the following criteria:

* Suitable for its intended purpose
* Appropriate size
* Have chin straps etc. where necessary
* Provide adequate levels of comfort

Head protection should be replaced at intervals recommended by the manufacturer or if it has received a severe impact, has been badly scratched or has cracked.

A follower of the Sikh religion is exempt from any legal requirement to wear a safety helmet while on a construction site ("any place where building operations or works of engineering construction are being undertaken"), provided that he is wearing a turban.

===== Eye Protection =====
There are different types of eye protection to cover different hazards. The following are examples of protection that may be required in certain circumstances:

* Safety spectacles incorporating sideshields
* Eyeshields
* Safety goggles
* Face shields

The following activities are likely to require the provision of eye protection:

* Handling acids, alkalis, corrosive substances etc.
* Using abrasive wheels, hand grinders etc.
* Welding operations
* Using gases or vapour under pressure
* Using laser equipment

===== Foot Protection =====
Safety footwear can come in the form of boots or shoes and purpose designed Wellington boots and there are different types to protect from different hazards. The following list gives examples of areas where safety footwear may be required:

* Workplaces where heavy objects have to be physically handled
* Areas where hazardous and/or corrosive chemicals are handled
* Workplaces where walking surfaces are unavoidably slippery

Ensure that the footwear chosen has the correct features to adequately protect against the identified hazards. Features can include:

* Protective toe-caps
* Penetration-resistant mid-soles
* Non-slip soles
* Heat-resistant soles

Consideration must also be given to other aspects including the material (e.g. leather or trainer-style), ankle support, and whether lace-up or slip-on is acceptable.

===== Hand and Arm Protection =====
Hand and/or arm protection may be required in the following circumstances:

* Manual handling of objects, machinery or equipment with abrasive or sharp areas
* Operating vibrating machinery such as orbital sanders
* Outdoor work
* Handling hot or cold materials
* Handling chemicals
* Where there is a risk of skin infection, disease or contamination

Hand and/or arm protection should be chosen to ensure it is appropriate to both the wearer and the hazard. Be sure not to introduce additional hazards through its use, such as through gloves that protect against cuts but may become entangled in machinery or prevent adequate dexterity.

Be aware that latex, in particular powdered latex, gloves are a known cause of sensitisation. The Health and Safety Executive (HSE) says that: "''Single use, disposable natural rubber latex gloves may be used where a risk assessment has identified them as necessary. When they are used they must be low-protein and powder-free.''" Latex gloves may be considered necessary to protect against the transmission of blood borne pathogens.

If you are not in an industry where you come into contact with blood borne pathogens you should consider using alternatives to latex gloves, such as nitrile or vinyl gloves.

===== Protective Clothing =====
The following non-exhaustive list gives examples of circumstances where specific protective clothing may be required:

* Handling chemicals
* Working in the dark or low-light levels
* Working in food preparation areas
* Working near or in water
* Working in dusty environments

Protective clothing is likely to be needed to protect against hazards such as temperature extremes, adverse weather, chemical or metal splashes, spray from pressure leaks or spray guns, impact or penetration, contaminated dust, excessive wear or entanglement of own clothing. Such clothing can take the form of conventional or disposable overalls, boiler suits, specialist protective clothing, e.g. chain-mail aprons, high-visibility clothing, or may be needed to protect a specific body area such as leggings, gaiters, or spats for the legs.

== Pressure System ==

==== Policy ====
We recognise that Pressure Systems have the potential to cause significant injury or damage to property in the event of system or component failure resulting in unexpected release of stored energy. We further recognise that it is extremely important that the system is correctly installed and used, maintained, and subject to thorough examination and test.

We will ensure that pressure systems are installed by a competent person and in positions that would minimise injury and damage in the event of unexpected releases of stored energy, and that the safe operating limits of pressure systems are established prior to first use and are clearly marked on the system. All operators will be given adequate and suitable instruction on the safe operation of pressure systems and any emergency procedures.

We will ensure that a competent person prepares a written scheme of examination for systems above 0.5 bar, including pipe work, where steam or fluid is stored. This will also be done for a compressed air receiver, and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is equal to or greater than '''250''' bar litres, and other applicable systems.

A competent person will carry out all maintenance, thorough examinations and tests as prescribed in the written scheme of examination.

Any necessary repairs arising from any reports on the condition of the systems or from any fault reporting system will be completed without delay. Any systems that are not subject to a written scheme of examination will be maintained in accordance with the manufacturer’s recommendations. We will ensure that all relevant records e.g., manufacturers safety information, written schemes of examination, examination reports etc, are retained for inspection.

==== Arrangements for the Safe Use of Pressure Systems ====
'''The Pressure Systems co-ordinator will ensure that:'''

1.1 Pressure systems are installed by a competent person and in positions that would minimise injury and damage in the event of unexpected releases of stored energy.

1.2 The safe operating limits of pressure systems are established prior to first use and that they are clearly marked on the system.

1.3 All operators are given adequate and suitable instruction on the safe operation of pressure systems and any emergency procedures.

1.4 A competent person prepares a written scheme of examination for systems above 0.5 bar, including pipe work, where steam or relevant fluid is stored.

1.5 A competent person carries out all maintenance, thorough examinations and tests as prescribed in the written scheme of examination.

1.6 Any necessary repairs arising from any reports on the condition of the systems or from any fault reporting system are completed without delay.

1.7 Any systems that are not subject to a written scheme of examination are maintained in accordance with the manufacturer’s recommendations.

1.8 All relevant records e.g., manufacturers safety information, written schemes of examination, examination reports etc, are retained for inspection.

==== Guidance and Records ====
Users and owners of pressure systems are required to demonstrate that they know the operating procedures of their pressure systems and that the systems are safe at their premises.

The Pressure Systems Safety Regulations use the terms "owner" and "user" with respect to the written scheme of examination. The primary duty is placed on the "user" in the case of fixed systems and the "owner" in the case of mobile systems. Both users and owners can be employers or self-employed persons.

Any pressure system covered by the regulations must have a written scheme of examination prepared by a competent person who has the appropriate technical expertise and knowledge. Serious accidents have occurred when systems have been over pressurised or exploded due to undetected internal corrosion and also leaks of steam and hot water have resulted in severe scalds.

===== Definition of a Pressure System =====
A pressure system is defined in the Regulations as:

* A system comprising of one or more pressure vessels of rigid construction, together with any pipework and protective devices
* Pipework with its protective devices to which a transportable pressure receptacle can be connected
* A pipeline and its protected devices; for which any of the above contains, or is liable to contain, a relevant fluid.

A relevant 'fluid' includes steam and a fluid, or a mixture of fluids in the form of a gas with a pressure greater than 0.5 bar above atmospheric pressure. Also any liquid with a vapour pressure in equilibrium greater than 0.5 bar above atmospheric pressure at the actual temperature of the liquid, or 17.5 degrees Celsius. The Regulations also cover gas dissolved under pressure in a solvent contained in a porous substance which, would be released without applying heat.

Pressure systems include steam boilers, compressed air systems and high-pressure washing equipment, vapour compression refrigeration systems with compressor drive motors exceeding 25 kW.

The Regulations also include design, construction, installation, safe operating limits, action in case of imminent danger, operation, maintenance, modification and repair, keeping of records, precautions to prevent pressurisation of certain vessels and marking. Designers, manufacturers and suppliers must ensure that adequate information is passed on to the users about the pressure system and how it can be operated, maintained and examined safely.

===== Marking of pressure vessels =====
All pressure vessels such as air receivers manufactured in the U.K., or imported must, before being supplied be marked or have a rating plate attached to them showing:

* Manufacturer's name
* Serial number of the vessel
* Date of manufacture
* The standard to which the vessel was built
* Maximum allowable pressure
* Minimum allowable pressure where it is other than atmospheric pressure
* Design temperature.

===== Installation''' ''' =====
The employer of a person who installs a pressure system at work must ensure that the installation does not give rise to danger, or otherwise impairs the operation of any protective device or inspection facility.

===== Repairs and modification =====
The employer of a person who repairs or modifies a pressure system at work must ensure that any modification or repair does not give rise to danger, or otherwise impairs the operation of any protective device or inspection facility. Any repairs or modifications carried out on a pressure system should be adequate for the duty for which the system is used, as compared with the original design specification and in accordance with appropriate standards. Consideration should be given to the possible effect of repairs or modifications on the operation of any protective devices or inspection facilities.

===== Safe operating limits =====
A pressure system should not be used unless the safe operating limits have been established with the system in use, and the safe operating limit should not be exceeded. In the case of a mobile system the owner should either supply the user, (if they are not the same person), e.g. a mobile system on hire, with a written statement specifying the safe working limits, or ensure that those limits are clearly and durably marked on the system.

This requirement does not apply to a system other than a mobile system although it is advisable to adopt it for all pressure systems.

===== Protective devices =====
Various protective devices which should be considered and incorporated, as necessary, in pressure systems are:

'''Steam and Pressurised Hot Water Plants:'''

* Suitable water drainage points and venting devices
* Safety valves, reducing valves, pressure indicating devices
* Fusible plugs
* Boiler stop-valve (not cast iron) and isolating valve
* Blow-down valves
* Controls for boilers fitted with fuel\air burners where the safety functions are controlled automatically.

'''Compressed Air Systems:'''

* Devices for indicating air pressure, oil pressure and temperature
* Fusible plugs
* Shutdown device for oil-fuelled compressors
* Safety valves and bursting discs
* Drain valves
* Vent valves.

===== Written scheme of examination =====
Requirements for a Written Scheme are:

A written scheme of examination is a document containing information about selected items of plant or equipment which form a pressure system, operate under pressure and contain a "relevant fluid". The term "relevant fluid" is defined in the Regulations and covers compressed or liquefied gas including air above 0.5 bar pressure (approximately 7 psi), pressurised hot water above 110 degrees Celsius and steam at any pressure.

Items of plant forming the pressure system should be included in a written scheme of examination if a failure of the item could unintentionally release pressure from the system, and the resulting release of stored energy could cause injury.

The following questions may help users decide on the content:

* Do the manufacturers of the plant or equipment forming the pressure system give guidance, instruction and the precautions to be taken for the safe operation of the system?
* Is pressurised plant or equipment used that requires periodic statutory examination by a recognised inspection body?
* Is any pressurised plant or equipment used that does not require periodic statutory examination by a recognised inspection body but which could fail and cause injury (e.g. by damage or corrosion)?
* Could failure of any part of the pressure system cause someone in the vicinity to be injured by the release of pressure, fragments or steam?
* Does the pressure system contain any protective devices?

If the answer to any of these questions is "Yes" then those items of plant may need to be included in the written scheme of examination.

'''What types of typical pressurised systems might require a written scheme of examination?'''

* a compressed air receiver and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is equal to or greater than 250 bar litres
* a steam sterilising autoclave and associated pipework and protective devices
* a steam boiler and associated pipework and protective devices
* a pressure cooker
* a fixed LPG storage system, supplying fuel for heating in a workplace.

'''The following pressurised systems are not likely to require a written scheme of examination''':

* a hot water urn (for making tea)
* a pneumatic cylinder in a compressed air system
* a hand-held tool
* a combustion engine cooling system
* a portable compressed air receiver and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is less than 250 bar litres
* any pipeline and its protective devices in which the pressure does not exceed 2 bar above atmospheric pressure
* a portable fire extinguisher with a working pressure below 25 bar at 60 °C and having a total mass not exceeding 23 kilograms
* a portable LPG cylinder
* a tyre used on a vehicle.

These are typical examples for guidance purposes only. You must establish whether your pressurised system(s) is covered by the Regulations.

===== Responsibility of users and owners to define scope of scheme =====
The user of installed systems and the owner of mobile systems are responsible for deciding which pressure system is covered by the Regulations. To arrive at a properly informed decision, users or owners may seek advice from other sources. These could be Insurance Companies, in-house engineering staff, inspection bodies and consultants. However, the legal responsibility for defining the scope of the scheme rests with users or owners. The written scheme should generally cover all items within a self-contained pressurised system, which may give rise to danger. If there is more than one self-contained pressure system, there will be a need for more than one written scheme.

===== Confirmation of scope of scheme =====
When the scope of the written scheme has been decided, the user or owner of the pressure system should contact a person with sufficient knowledge and experience about the system. This person should be capable of offering informed advice on the subject. Discussions on the scope of the written scheme should be made with them, and if necessary modify the scope accordingly.

===== Competent person''' ''' =====
The users or owners of pressure systems need to select a competent person and in doing so should take reasonable steps to ensure that the competent person selected can actually demonstrate competence, i.e. the necessary wealth of knowledge, experience and independence. In practice the competent person is likely to be a body or company specialising in engineering inspection work or an Insurers engineering surveyor.

===== Review of written scheme =====
The written scheme of examination must be 'suitable' throughout the lifetime of the plant or equipment and it follows that it should be reviewed, and when necessary, revised. For example, as the age of some plant increases there may be a need to carry out more frequent examinations, or change their content or type. It is the user's responsibility under the Regulations to ensure that the content of the written scheme is reviewed at appropriate intervals by a competent person to determine if it remains suitable, but clearly the competent person should be in a position to give advice on this aspect.

===== Legal responsibility =====
Users and owners of pressure systems covered by a written scheme of examination have a legal responsibility to ensure that a competent person examines the systems in accordance with the scheme.

===== Maintenance =====
The user of an installed system and the owner of a mobile system shall ensure that the system is properly maintained in good repair, so as to prevent danger.

The maintenance needs should be determined taking into account the age of the system, the conditions of operation and the environment in which it works.

Consideration should be given to what systems or parts require routine checks and replacement e.g. lubrication fluids and coolants. Some parts of systems should be subject to sample inspection during regular shutdowns when signs of deterioration, leakage, external damage or corrosion are apparent.

Pipework may not be subject to examination under the written scheme, but periodic checks should be carried out at the more vulnerable areas such as expansion loops, bends and low points.

Systems which, have been out of service, will need more detailed checks when being brought back into use.

Protective devices must be checked at appropriate intervals to ensure they remain in efficient working order. Where manufacturers/suppliers instructions are appropriate to the system and are sufficiently comprehensive they should be used to assist maintenance.

===== Keeping of records''' ''' =====
The last report relating to the system made by a competent person and also any previous reports must be kept if they contain information that will help in assessing whether the system is safe to operate, or any repairs or modifications to the system can be carried out safely.

Records should also be kept of any modifications or repairs to the pressure systems.

Where the user or owner of a pressure system changes, the previous owner or user shall as soon as practicable give to the new user or owner in writing anything (relating to the system or part thereof) kept by him.

Where the Regulations require records to be kept in writing, then they can be kept in a form that is capable of being reproduced as a written copy if required. Generally records can therefore be held on computer providing they are secure from loss or unauthorised interference.

===== Information instruction and training =====
The Provision and Use of Work Equipment Regulations require that any person operating the system to be provided with adequate instructions for the safe operation of the system and the action to be taken in the event of an emergency.

The user of a pressure system shall ensure that it is not operated except in accordance with the instructions provided in respect of that system.

Instructions should include all information which operators need for safety including start up and shut down procedures, precautions needed during stand-by operation, the likely fluctuation which may occur in normal operation, the function and effect of controls and the procedures to be followed in the case of an emergency.

Such instructions should also be given as part of any training programme. It is recommended that simple concise instructions should be displayed near the relevant part of the pressure system.

Maintenance personnel should be provided with instruction to ensure proper maintenance and the detail will depend on the complexity of the system and the users organisational arrangements. For example a simple maintenance schedule could take the form of a checklist beside the system concerned.

A "competent person" must have appropriate technical expertise, theoretical and practical knowledge and experience of the pressure systems, to be able to prepare the written scheme and carry out the examinations according to the scheme. It is unlikely that most companies will have their own employees trained to the level of a competent person. Companies often employ the specialised skills of an inspection organisation or the Company’s Insurers.
== Working at Height ==

==== Policy ====
We will, so far as is reasonably practicable, avoid the need to work at heights by the effective planning of works. Where this is not reasonably practicable we will carry out suitable and sufficient assessments of all such tasks and take appropriate steps to reduce the risk of injury. All works at height will be properly planned and appropriately supervised. The most suitable methods of work will be selected along with the most suitable work equipment. We will ensure that all employees are competent to undertake their duties and are provided with appropriate instruction, information and training. We will ensure that all equipment provided for working at height is properly maintained.

==== Arrangements for Working at Height ====
'''The Working at Height Co-ordinator will ensure that:'''

1.1 Where possible the need to work at height is eliminated.

1.2 Where work at height cannot be eliminated a risk assessment is conducted to identify suitable control measures to prevent any person from falling a distance likely to cause personal injury.

1.3 The risk assessment takes account of the distance and consequences of a fall, and the duration and frequency of the task.

1.4 Where work equipment is necessary to ensure safe working at height, the equipment is suitable for the task at hand, taking into account the risk of use, installation and removal of such equipment.

1.5 If ladders or step ladders are specified as a control measure, the assessment justifies their use, i.e. that the risk is low, the task is of short duration (15-30 minutes) or the working space/conditions dictate.

1.6 Levels of competence required for working at height activities are identified and any training needs are met.

1.7 Where identified in the risk assessment, a rescue plan is in place before work at height commences. This plan will be reviewed throughout the lifetime of the project and updated if there are any substantial changes to the work being carried out. The plan will take account of possible risks to the rescuers.

1.8 Where the activity affects or may affect others in the vicinity we will inform and discuss with these people how we plan to carry out the work.

1.9The risk assessment and planning arrangements take into account the effects that the weather can have on outdoor work at height.

1.10 The risks posed by fragile surfaces (i.e. surfaces where there is a risk of a person or object falling through, these surfaces may be either close to or part of the structure on which work is to be done and will include vertical or inclined surfaces) are managed.

1.11 Permanent fencing, guards or other permanent measures to prevent falls are put in place for work requiring regular access, including where there is a fragile surface.

1.12 Steps are taken to ensure that falling material or work equipment is prevented. Loads and equipment are stored correctly so they do not collapse or fall at any time and cause injury.

1.13 Equipment for work at height is regularly inspected to ensure that it is safe to use. The equipment is marked to ensure that it is obvious when the next inspection is due.

Pre-use checks are made before work equipment for work at height is used.

''Note: The purpose of the inspection is to identify whether the equipment is fit for purpose and can be used safely and that any deterioration is detected and remedied before it results in unacceptable risks.''

1.14 The provision of supervision is proportionate to the findings of the risk assessment and the experience and capability of the people involved in the work.

==== Guidance and Records ====
Falls from height are still the biggest killer on construction sites, including operation and maintenance related work, within the UK. Special consideration must be given to any work involving access ladders, stepladders, tower scaffolds, Mobile Elevating Work Platforms (MEWPs) and scaffolds.

===== Ladders/Stepladders =====
Any work at height should be carried out from or on a platform with suitable edge protection unless a specific risk assessment identifies that ladder or stepladder access alone is a safe option. Such risk assessments must be recorded and made available to all relevant operatives.

Ladders and stepladders should be of the correct type and grade, in good condition and effectively secured to prevent movement. The Health and Safety Executive (HSE) recommends EN131 Professional ladders or stepladders for use at work. EN 131 Non-professional ladders should not be available for use within the workplace.

Those who use ladders should be trained and instructed to inspect, secure and use ladders/stepladders safely. In addition, a competent suitably trained staff member should be nominated as responsible for inspecting all access equipment owned by the organisation annually and recording the results.

===== Mobile Access Equipment =====
An extensive range of mobile access equipment is available for work of short duration and minor maintenance. Such equipment may also be used to provide safe access to roofs. However mobile access equipment must be appropriate for the conditions on site, taking into account ground conditions and wind speed.

Any mobile access equipment must be adequately maintained and operated only by authorised and suitably trained staff. Where any hired equipment does not appear to be adequately maintained, it should be brought to the attention of the line manager and returned to the supplier with a report of its condition. Such equipment must not be used even in the short term.

===== Work on Roofs =====
'''Inspection'''

All roof work is dangerous, no matter how short-lived, and safe means of access and egress will be provided.

The use of alternative arrangements such as using adjacent buildings or powered access equipment must be considered when carrying out surveys on roofs that do not have safe access.

'''Maintenance'''

Many accidents occur during routine and unplanned maintenance, including cleaning, on roofs, gable ends and similar work. Fragile roofs, roof lights and the like must also be considered in the risk assessment for the job.

The cleaning of valley gutters and gutters must also be carefully considered and closely managed.

===== Short Duration Work =====
Where the risk assessment indicates that it is not reasonably practicable to install safeguards, for example for work taking minutes as opposed to hours, the assessment must be recorded before proceeding and have taken account of the following:

* Duration of the work
* Complexity of the work
* Pitch of the roof (if applicable)
* Condition of the roof (if applicable)
* Weather conditions (if applicable)
* The risk associated with providing edge protection when balanced against that without
* Any risks to others who may be affected.

===== Travel Restraint =====
Where edge protection or the use of mobile access equipment is not considered suitable, then travel restraint and fall arrest should be used.

Travel restraint is a system that does not allow the person(s) to access the edges by physically restraining them so that they cannot reach unprotected roof edges.

''Note. This is not the same as fall arrest equipment, which is designed to mitigate the injuries of anyone falling.''

Both travel restraint systems and fall arrest equipment must be authorised by the manager in charge of the work who should take specialist suppliers’ advice where necessary.

The risk assessment and method statement for any work requiring the use of fall arrest equipment MUST consider recovering operatives following a fall.

===== Training =====
All work at height is potentially dangerous and anyone carrying out or planning work at height, such as on roofs, or utilising access equipment will need to be suitably trained in the following as necessary:

* Erecting scaffolding, regardless of type or intricacy
* Setting up and using hoists
* Operating and checking mobile access equipment
* Rigging and inspecting safety nets, edge protection and similar
* Managers and Supervisors should be trained to be competent to:
** ensure adequate site standards
** assess and prioritise the risks associated with the work
** design safe systems of work that are appropriate to specific tasks and conditions
** prepare clear, simple safety method statements that can be used and understood by the workers involved
** recognise their own limitations and seek advice as necessary

===== Selecting the Right Equipment =====
It is important that you assess the risks and select the right equipment for the job. To assist with this requirement a Working At Height Planning checklist can be found in this policy.

Alternatively, advice and guidance can be sought from your Health and Safety Consultant.

[[SAFE WORKING PROCEDURE FOR USE OF LADDERS & STEP LADDERS]]

[[STEPLADDER SAFETY GUIDANCE NOTE]]

Supported Housing Policy

2025-07-18T10:30:25Z

Rebekah Hook: /* Annex 1 – Example Support Plan */

Our mission at Handcrafted is to provide more than just housing; we are dedicated to offering holistic support that empowers individuals and nurtures their growth, well-being, and independence. Our policy is built upon a foundation of key principles that guide our approach to housing provision and support services.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[Dan Northover|'''Dan Northover''']]
|-
|'''Last review and approval'''
|21/08/2024
|}

== '''Principles''' ==

{{Handcrafted's Principles}}

== '''Initial Assessment''' ==
This policy outlines the procedures and guidelines for the assessment and allocation of housing services provided by Handcrafted. By adhering to this policy, Handcrafted aims to provide housing services that are accessible, fair, and responsive to people with multiple-complex needs, fostering a supportive and inclusive environment for those facing homelessness. The policy is reviewed on an annual basis to ensure its effectiveness and alignment with the needs of the community.

=== '''Enquiries and Applications Process''' ===
Enquiries and applications for housing services are received through the Supported Housing Referral Form (link).

The referral will be processed by the hub administrator and discussed at a support review meeting where the hub manager and support workers will review availability and the assessment and prioritisation criteria.

The assessment and prioritisation criteria include:

* Current housing situation
* Availability of suitable housing and suitable locations
* Potential benefits from being involved with Handcrafted.
* Referral reasons and support needs
* Risk factors

Target beneficiary groups include:

* Young care leavers with complex needs
* People affected by domestic abuse.
* Asylum seekers, refugees, and stateless people

We will aim to contact the referrer and the person they are referring, to request further information or update them on the outcome within five working days.

=== '''Service Description and Promotion''' ===
An up-to-date and accurate description of availability is actively promoted to referrers. This description includes information on eligibility, target beneficiaries, and access methods.

The service description is available through multiple channels, such as the charity's website, printed materials, and outreach efforts.

=== '''Accessibility and Communication''' ===
Our prioritisation criteria and referral process are communicated in plain English on our website, referral form, and marketing material.

We will endeavour to ensure that beneficiaries with different communication needs have access to the information in a manner that is understandable to them.

Support is provided to residents whose first language is not English, those who are non-verbal, or those with limited understanding. This includes access to interpretation services and alternative communication methods.

Referrals who are unsuccessful in their housing applications are informed of the reasons, giving them the chance to challenge decisions resulting from assessments and prioritisation.

Where appropriate, referrals are also provided with information about alternative services or referral agencies that might better suit their needs.

=== '''Inclusivity and Access''' ===
Handcrafted pays particular attention to ensuring fair access to under-represented groups.

The eligibility criteria and application process are actively promoted to relevant agencies and the wider community to make eligible individuals aware of the service.

=== '''Continuous Improvement''' ===
The policy and procedures are subject to regular review to identify areas for improvement in service delivery.

The policy review process incorporates feedback from beneficiaries and stakeholders to ensure their perspectives are considered and integrated into service improvements.

Handcrafted seeks to collaborate with service commissioners to identify local housing needs and adapts its services accordingly.

The aim is to ensure that Handcrafted's housing services remain responsive to the changing needs of the community.

== '''Individual Risk Assessment and Review''' ==
At Handcrafted, our priority is to provide safe and supportive housing to individuals facing homelessness. To ensure the well-being of our applicants and residents, a comprehensive needs and risk assessment is conducted prior to offering services or shortly thereafter, tailored to the unique needs of the individual.

=== '''Staff Understanding and Training''' ===
Our staff members are trained to understand and follow the needs and risk assessment procedures. These procedures are covered in our staff induction and training programs, ensuring consistency and quality in our assessment practices.

=== '''Appropriate and Comprehensive Risk Assessment Tool''' ===
We have developed a needs and risk assessment tool that is suitable for our specific client group. This tool aids in conducting thorough and accurate assessments that guide our support planning.

The assessments are securely stored in our Airtable database and easily accessible to relevant staff, ensuring transparency and effective communication.

Our risk assessment tool addresses various dimensions of risk, including risk to self, risk to others (including staff and the wider community), and risks from others (including staff and the wider community). This comprehensive approach ensures a holistic understanding of potential risks.

=== '''Collaboration with Other Services''' ===
Our needs and risk assessments take into account the perspectives and views of other relevant services when appropriate, fostering a collaborative and integrated approach to resident support.

=== '''Appropriate Use of Risk Assessment''' ===
Our service approaches risk constructively, avoiding inappropriate use of risk assessment to exclude people. Instead, we utilise risk assessment as a tool to enhance support planning and decision-making.

Our needs and risk assessment policy and procedures strike a balance between promoting independence and effectively managing risks, enabling residents to progress toward self-sufficiency while maintaining their safety.

Our staff harness the insight of individual residents during the assessment of needs and risks, promoting a person-centred approach.

Additionally, specialist expertise is sought when required to ensure accurate and informed assessments.

=== '''Ongoing Review of the Risk Assessment''' ===
Needs and risk assessments are subject to regular review to accommodate changing circumstances and evolving needs. This proactive approach ensures that our support remains relevant and effective.

Needs and risk assessments, along with support and risk management plans, are reviewed consistently and systematically. The frequency of reviews aligns with the identified needs and risks.

The risk assessment is presented in the support database alongside the risk management plan, support plan and contact notes, so that it can be reviewed at weekly support planning meetings and whenever a safeguarding concern has been raised.

=== '''Continuous Improvement of our Policy''' ===
We are committed to continuous improvement. We incorporate resident and stakeholder input to drive positive change.

This policy is reviewed in response to changing legislative or contractual requirements, at minimum every three years. This ensures alignment with best practices and evolving standards.

=== '''Internal Quality Monitoring''' ===
The Safeguarding Steering Group will conduct internal quality monitoring of needs and risk assessments, ensuring our processes are effective, efficient, and compliant with our policies.

== '''Support Planning and Review''' ==

=== '''Support Planning Principles''' ===
At Handcrafted, we are committed to providing holistic and individually tailored support to people facing homelessness. Our support plans are designed to address the unique needs and risks identified through our assessment process, ensuring the well-being and progress of our residents.

Our support plans incorporate individual outcomes that are discussed with residents to ensure their active involvement in shaping their journey towards stability and independence.

We proactively address residents' move-on, and resettlement needs from the very beginning of their engagement with our services, promoting a holistic approach to their housing journey.

=== '''Stages of Empowerment and Goal setting''' ===
Where it is appropriate support plans will incorporate SMART objectives that are clearly understood by residents, providing tangible milestones that guide their progress toward achieving their desired outcomes.

In the majority of cases support workers are trained to observe how people’s expectations of themselves change over time and to capture the small, unplanned successes that emerge as a side-product of feeling safe, belonging, and growing in confidence.

For many people with complex needs, and volatile lifestyles, specific objectives can ‘set them up to fail’ rather than broadening a range of creative possibilities and unfolding discoveries. So, we record and monitor empowerment across four broad stages which are defined as:

* Entering – “I am open to using resources available to me with some support.”
* Engaging – “I am using my own initiative and taking hold of opportunities.”
* Applying – “I have my own ideas of what I want to do using my new skills.”
* Extending – “I am looking beyond myself, to build up my community.” OR “I am taking steps to strike out on my own without needing support.”

=== '''Support Planning Approach''' ===
We look to see people empowered in five areas:

* Living Space – A safe place to live that feels like home.
* Using Time – Something meaningful to do each day.
* Social Life – People to talk to and a good support network.
* Self Confidence – Trust in our own abilities and having something to give.
* Coping Strategies – Ways to cope and bounce back when things get tough.

These five areas arose from a consideration of where the typical needs of the people we work with intersected with the service we offer. In terms of the service we offer, the core of our work is to do two things: we provide housing (living space) and we facilitate meaningful activity (using time). But we don’t just give people a home and something to do; it’s also fundamental that there is an invitation here to also become part of a supportive community (social life). In turn, we noted from experience that gains in ‘self-confidence’ are the pivot on which sustainable change occurs - it’s an essential ingredient in enabling people to go on ultimately without our help.

Finally, the category of ‘coping strategies’ is grounded in an adaptive, behavioural model of health and wellbeing rather than a disease model. This applies in respect of addiction particularly, but also to many other areas where there are complex needs. We wanted an area that reflected our assumption that people are essentially resourceful and that unhealthy coping mechanisms can be replaced with healthy ones.

=== '''Support Planning Documentation and Quarterly Reviews''' ===
See Annex 1 for an example Support Plan covering the five areas.

This will be completed when a new resident moves into a property and updated regularly thereafter. The review will be based on contact notes, data, and beneficiary feedback.

The support plan may also be reviewed by the Safeguarding Steering Group when a safeguarding concern is raised.

=== '''Weekly Support Planning''' ===
Support staff will meet weekly to review the support plan, risk assessment and contact notes.

This review will be used to plan support activities, and make any required changes to the support plan, personal details, or risk assessment.

The review will used the Airtable form (link) and include:

* What has been happening in the last week?
* Any issues identified?
* What do we plan to do this week and who is going to do it?
* The priority level for the resident this week

Contact notes will be categorised according to the range of support activities that Handcrafted can offer (Annex 2).

=== '''Accessible and Secure Documentation''' ===
Copies of all support and risk management plans are securely stored and accessible to relevant staff and can be made available to residents upon reasonable notice being given, promoting transparency and effective communication. The support plan is stored on the individual’s record in Airtable alongside their personal details, support notes, referral reasons, and their risk assessment.

=== '''Collaboration with Other Services''' ===
We actively collaborate with other care and support services, ensuring that our support planning takes into account the broader spectrum of residents' needs beyond what is addressed directly within our service.

When needed, we seek specialist expertise to inform the development of support plans, ensuring the highest quality of care.

Our support and risk management plans complement any statutory care plans or support plans provided by other agencies, promoting comprehensive and integrated support.

=== '''Informing Service Development''' ===
Reviews of needs, risks, and outcomes serve as valuable insights for service development and strategic planning, ensuring ongoing improvement and alignment with resident needs.

== '''Resident Involvement''' ==
At Handcrafted, we recognise that resident outcomes drive our service development and strategic planning. We are committed to incorporating resident input to continuously enhance the quality and relevance of our housing services. At Handcrafted, our policy centres on empowering residents, promoting independence, and fostering community engagement. By incorporating residents' views, promoting diversity, and respecting autonomy, we aim to provide meaningful and effective housing support services that empower individuals experiencing homelessness.

=== '''Individuals have choice and control''' ===
We empower residents to initiate reviews at any time, ensuring their agency and choice in shaping their support journey. This right is communicated in our service description, introduction meetings, and other relevant materials.

Needs and risk assessments, support planning, and reviews are grounded in resident involvement. We ensure that residents' views, preferences, and aspirations are integral to decision-making processes.

Residents' views are actively incorporated into assessments, plans, and reviews. Disagreements with assessments or reviews are recorded, ensuring transparency and accountability. Our support plans are rooted in a person-centred approach, respecting residents' unique circumstances and preferences while maintaining effective risk management.

Our staff conducting assessments and support planning are competent and sensitive to residents' needs, ensuring effective and empathetic engagement. Staff induction, training, and practices emphasise the importance of engaging residents in their own support and encouraging their involvement in the wider community.

=== '''Access and Data Protection''' ===
Residents have access to their files and receive copies of assessments and reviews upon request. Our service complies with the Data Protection Act to safeguard resident privacy.

=== '''Cultural and Religious Sensitivity''' ===
We ensure that the information that we provide, and our support take into account residents' cultural, religious, and lifestyle needs.

=== '''Involvement of Other Professionals and Support Network''' ===
Needs and risk assessments and support planning involve other professionals, carers, family, and friends as desired by the resident. This collaborative approach enhances person-centred care.

=== '''Balancing Individual Preferences and Risk Management''' ===
Our procedures emphasise the importance of balancing respect for individuals' preferences with effective risk management. Staff are equipped to navigate disagreements and articulate how this balance is achieved.

=== '''Pre-Acceptance Engagement''' ===
Residents have the opportunity to visit the service and meet with staff before accepting an offer, fostering transparency and comfort in their decision.

=== '''Empowerment and Independence''' ===
Our staff are trained to promote empowerment and independence in residents. These principles are integrated into induction and training programs and are reinforced in staff management practices.

Independence is promoted through skills training, equipment, adaptations, and relevant services tailored to individual needs.

=== '''Promoting Community Engagement''' ===
We encourage residents to actively participate in their local community, engage in decision-making about their home and services, and seek employment, training, education, and social activities.

Where it is appropriate and safe, we will seek opportunities to actively encourage links with residents' friends and family, fostering social connections and support networks.

Our support plans reflect efforts to overcome barriers to community participation, expanding residents' skills, confidence, and self-esteem.

Residents are provided with information about local community services and are actively encouraged to participate in community activities and democratic structures.

== '''Repairs and Maintenance''' ==
Handcrafted aims to provide a secure and well-maintained housing environment for our residents. Through proactive maintenance, regular inspections, and resident engagement, we strive to create a place where residents can live with peace of mind and have a stable home that feels safe and helps them to thrive.

This policy should be read in conjunction with:

* The Decent Homes Standard
* Housing Health and Safety Rating System (HHSRS)
* National Standards for Supported Housing (NSE)
* The Landlord and Tenant Act (1985)
* The Homes (Fitness for Human Habitation) Act 2018
* The Building Regulations 2010 (Including Amendments)
* The Management of Health and Safety at Work Regulations 1999
* The Environmental Protection Act 1990
* Housing Act 2004

=== '''Reporting Procedures for Residents''' ===
At Handcrafted, we are committed to providing safe and well-maintained housing for our residents. To ensure this, we have established clear procedures for residents to report any issues related to building conditions, safety concerns, or equipment maintenance.

Each property has a clearly displayed QR code which can be used to access our reporting form. This can be accessed by the resident themselves at any time or with assistance from a support worker during their regular house checks.

=== '''Preventative Maintenance and Repair Program''' ===
We have a preventative maintenance and repair program aimed at minimising preventable deterioration of our buildings, accommodation, grounds, equipment, and furnishings.

Every time a new resident moves in, our housing staff inspect the property unit to ensure that it meets our safety and quality standards. Additionally, property units are inspected at least annually to identify any maintenance or safety needs.

=== '''Regular property safety checks''' ===
Our housing and property managers conduct regular physical examinations of the buildings to identify potential safety and security concerns. This proactive approach allows us to address issues promptly and maintain a secure living environment. These checks are conducted by trained staff members who use a detailed checklist based on the HHSRS guidelines to identify any emerging hazards or maintenance issues. This frequent assessment allows for the rapid detection of risks across 29 categories, including but not limited to, electrical and fire safety, structural integrity, damp, and mould growth, falling hazards, and excess cold.

Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly (see Annex 3)

We engage external health and safety experts to assist in the assessment and mitigation of complex hazards identified during our inspections. This collaborative approach ensures that our residents benefit from the highest standards of expertise and care in maintaining safe and healthy living environments.

Ongoing education and the provision of advanced tools enable our staff to conduct thorough and effective inspections, underpinning our commitment to a high standard of care.

=== '''Person-centred Approach to Repairs''' ===
We encourage our residents to be proactive participants in our safety culture. As part of our regular checks, feedback mechanisms are in place for residents to report any concerns or hazards they observe.

We value our residents' input and needs. Timescales for non-emergency repairs can be mutually agreed upon with residents, fostering a resident-focused approach that respects their schedules and preferences.

=== '''Safety Plans and Reporting Lines''' ===
Each property under our care has a safety plan in place, clearly outlining procedures to follow in the event of building emergencies. A reporting line for responding to such emergencies is established to ensure swift and effective action.

=== '''Repair Categories and Timescales''' ===

==== '''Emergency Repairs''' ====
Definition: Repairs that pose an immediate risk to health, safety, or security. This includes issues such as severe leaks, gas leaks, electrical hazards, and security breaches.

Timescale: Response within 6 hours, with the aim to resolve or make safe within 24 hours of the report.

==== '''Urgent Repairs''' ====
Definition: Repairs that significantly affect the comfort or convenience of residents but do not pose an immediate risk. Examples include minor leaks, heating failures in cold weather, and significant appliance malfunctions.

Timescale: Response within 3 working days, with a resolution aimed within 5 working days.

==== '''Routine Repairs''' ====
Definition: Repairs that do not immediately affect health, safety, or significant comfort. This category includes issues like minor plumbing issues, cosmetic repairs, and general wear and tear maintenance.

Timescale: Response within 5 working days, with a resolution aimed within 28 days.

==== '''Planned Maintenance''' ====
Definition: Repairs and maintenance work that is foreseeable and can be scheduled in advance. This includes regular inspections, safety checks, and upgrades.

Timescale: Planned and scheduled on a case-by-case basis, communicated well in advance to the residents.

=== '''Implementation and Communication''' ===

==== '''Reporting and Tracking''' ====
Residents are encouraged to report repairs through our established channels. Each report will be logged, categorised according to the urgency level, and assigned a unique tracking number for residents to follow up on the status of their repair.

==== '''Flexible Scheduling''' ====
For non-emergency repairs, residents will have the option to schedule repair work at a time that minimises inconvenience, respecting their personal schedules and preferences.

==== '''Communication Protocol''' ====
Residents will be informed of the expected timescale upon reporting a repair. Updates will be provided if there are any changes to the initial timescale due to unforeseen circumstances.

==== '''Resident Feedback''' ====
Residents' involvement in safety-related matters is of utmost importance to us. We engage with residents through one-to-one support, anonymous feedback opportunities and an annual feedback committee, including both residents and housing and support staff, to address safety concerns, facilitate open communication, and collaboratively enhance safety measures.

Post-repair feedback will be solicited from residents to assess the quality of work and the efficiency of the repair process. This feedback will be used to continually improve our maintenance services.

== '''Housing Complaints''' ==

=== '''Complaints from occupants of Handcrafted Supported Housing''' ===
Handcrafted encourages residents of our supported housing to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness. A complaints procedure forms part of the licence agreement (Annex 4).

Complaints can be made for several reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Failure to provide adequate support.
* Problems with the accommodation not being resolved in a timely manner.

Confidentiality will be maintained throughout the complaints procedure. Only those staff who need to know about the complaint will have access to details.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgmental regard, and the ethos of listening first that we aspire to cultivate with all supported housing residents.

Supported housing residents are seen by support workers at least twice a week and regularly contacted, giving the opportunity for any concerns to be raised and addressed.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead, line manager or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centers or local advocacy groups.

All complaints will initially be dealt with by the line manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the occupant is unhappy with a decision, they can appeal further to CEO Dan Northover or Operations Director John Hinton to investigate the matter. Handcrafted staff will support occupants to appeal in writing if they wish to do so or support them by arranging an opportunity to speak to the CEO or Operations Director.

=== '''Complaints from Members of the Public''' ===
From time to time, members of the public may wish to make a complaint about one of the properties we manage or the occupants of the properties.

Complaints may include:

* Noise disturbance at a property
* Health and safety hazards posed by the state of a property.
* Concerns about criminal activity
* Other antisocial behaviour by occupants

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness.

When occupying Handcrafted Supported Accommodation, licencees agree to keep the property to a certain standard and to adhere to rules of behaviour. Some complaints may therefore result from breaches of this agreement. Where this is the case, Handcrafted makes a measured, proportional response that may range from agreeing a documented management plan with clear outcomes, through to issuing verbal or written warnings, proceeding eventually to termination of the licence agreement.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard, and the ethos of listening first that we aspire to cultivate with all residents and members of the public.

Members of the public who have concerns are invited to contact the local Hub Lead who oversees the property by phone or email to have a conversation about the concern and see if it can be quickly resolved.

If this is not satisfactory, a formal complaint can be lodged.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the relevant Hub Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the member of the public is unhappy with a decision, they can appeal further by emailing or writing to CEO Dan Northover or Operations Director John Hinton to look into the matter.

== '''Move-on and Exit''' ==
Handcrafted is committed to supporting our residents in their journey towards independence, recognising the significance of stable housing in achieving personal growth and self-sufficiency. This policy outlines the procedures and support mechanisms in place to assist residents in applying for independent housing, alongside preventative strategies, and interventions to avoid eviction. By providing comprehensive support, preventative interventions, and respecting tenant rights, we aim to foster resilience, independence, and well-being.

=== '''Support for Independent Housing Applications''' ===

==== '''Assessment and Planning''' ====
Upon referral, a needs assessment will be completed for each resident, identifying support needs and risks related to eviction vulnerability. We will continuously review this assessment at weekly support team meetings and quarterly reviews, to evaluate their readiness for independent living, considering their strengths, needs, and preferences.

A personalised move-on plan will be discussed in partnership with the resident as part of their support plan reviews, detailing the steps and support required to secure independent housing.

==== '''Application Assistance''' ====
Residents will receive assistance in identifying suitable housing options, completing applications, and preparing for housing interviews. Support will be provided to ensure residents understand the various housing options available, including social housing, private renting, and supported housing schemes.

We will make it clear to residents that they always have the right to seek out tenancy advice independently from ourselves.

==== '''Financial Planning''' ====
Guidance on budgeting, benefits, and financial management will be provided to prepare residents for the financial responsibilities of independent living. Assistance and signposting to advocacy services will be offered for applying for housing benefits and other entitlements.

=== '''Preventative Actions and Interventions to Avoid Eviction''' ===

==== '''Early Identification of Risks''' ====
Prior to move-in or within the first 24 hours, residents will be informed about their rights and obligations, to help them understand their responsibilities and the support available to sustain their tenancy.

Regular assessments will be conducted to identify any potential risks that may threaten a resident's housing stability. A proactive approach will be taken to address issues such as rent arrears, behavioural concerns, or breaches of tenancy agreements. Residents experiencing financial difficulties will be provided with support to manage debt, negotiate payment plans, and access emergency funds if necessary.

All interventions will be designed to address the specific needs of the resident, incorporating elements of trauma-informed care and harm reduction.

=== '''Warnings, Notifications, and Resident Rights''' ===

==== Ending the Licence Agreement ====
The Licensee can end the Licence Agreement with us by giving us 28 days warning contained in a Notice.

We can end the Licence Agreement with you if:

# They have failed to comply with or breached any of the conditions of the Licence Agreement or,
# We have deemed that the Accommodation is no longer suitable to their needs or,
# Suitable alternative accommodation has been offered to them or,
# They have failed to pay The Charges that are due or,
# They present a serious risk to themselves, our staff or neighbours,
# We believe that they have abandoned the Accommodation.

For points 2 to 5 above we will use the following procedure unless we consider that there are grounds for immediate termination (see below):

'''Stage 1:''' Written Warning: We will issue a written warning clearly describing the breach of the Licence Agreement, or the conditions that have not been met. You will also be informed of the consequences of any further breaches. A copy will be placed on your file and will remain current for three months.

'''Stage 2:''' Final written warning: We will issue a second written warning. You will be advised that any further occurrence will result in us ending your Licence Agreement. A copy will be placed on your file and will remain current for three months.

You may not accrue more than one written warning at each stage.

'''Stage 3:''' Notice ending Licence Agreement “Notice to Quit”

a. We will write a report that clearly describes the breaches of the Licence Agreement that have taken place, quoting the relevant sections of the Licence Agreement and associated schedules, and the reason why ending it is considered appropriate.

b. We will issue Notice to Quit attaching the report, stating that the Licence Agreement will be terminated 4 weeks after service on you expiring on a Sunday and that you will then be required to vacate the Accommodation.

c. Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see below).

==== Grounds for immediate termination ====
Actions or behaviour deemed to be grounds for immediate termination, including gross violations of House Rules, see Schedule 4, may result in immediate termination of this Licence Agreement by issuing a Stage 3 Notice to Quit without first issuing either written warning. Examples of gross misconduct include, but are not limited to, acts of harassment, violent conduct, serious threatening behaviour, wilful damage to the property or illegal activity.

In exceptional circumstances that require immediate action, we will seek an injunction to remove you from the Accommodation prior to instigating the procedure for immediate termination.

When a Notice to Quit has been issued every effort will be made to assist you to find alternative accommodation.

==== Abandonment ====
You are considered to have abandoned the Accommodation if you do not use it as your only home. Not using the Accommodation as your only home means spending less than 4 out of 7 consecutive nights there.

You can be away for longer if there is ‘an intention to return’ and it has been agreed as part of your support plan.

In considering your abandonment we will take into account:

# Whether there are personal possessions in the Accommodation
# If your mail being collected
# If you have food in the kitchen
# If you are generating rubbish
# Our attempts to contact your next of kin.
# Our attempts to trace you.

If it reasonable to assume that you have abandoned the Accommodation, we will serve you with a Notice to quit and unless we hear from you within the 4 full weeks ending on a Sunday after service of that Notice the Licence Agreement will be deemed terminated.

==== Your Personal Property ====
If reasonable efforts to trace you fail, we will dispose of your goods. This includes an entitlement to sell your goods.

Perishable goods will be disposed of immediately. Other goods will be disposed of after a period of 14 days from the end of the notice period, using the council recycling or waste disposal services.

==== Licence Charge Arrears Policy and Procedure ====
It is our policy to deal with Licence Charge arrears promptly to avoid the Licence Agreement ending due to arrears.

===== General Arrears =====
Arrears must be paid in addition to on-going Charges due.

* Stage 1: Arrears letter 1 is issued when you have 4 weeks of outstanding Charges and gives you 2 weeks to repay the arrears. This letter, where possible, should be issued in person. You should arrange a repayment plan as soon as possible.
* Stage 2: Arrears letter 2 is issued if the repayment plan has not been achieved within the 2 week period that has been granted at Stage 1. This gives you a 2 further weeks in which to make the repayment.
* Stage 3: A Notice to quit is issued stating that the Licence Agreement will be terminated 28 days after service on you and that you will then be required to vacate the Accommodation if the arrears remain outstanding after 4 weeks of arrears letter 1 being issued. This will only be withdrawn on receipt of the full amount owed being paid within 14 days. However, it can be suspended if an agreed repayment plan is being complied with and be re-activated if repayments cease. Any suspension will be in writing.

Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see above).

All arrears letters and Notice to quit, along with any agreed repayment plans will be copied and kept in the warnings section of your file.

==== Housing Benefit ====
If you are eligible for Housing Benefit you are responsible for ensuring that effective claims are made and maintained. Staff will advise and support you to do this.

If you make applications for Housing Benefit you are required to complete an application, via staff, with all the information they require within 7 days of the date of the start date of your Licence Agreement. If you have not provided this information within 7 days you will be issued with a 7 day Notice to quit which will be withdrawn if the information is provided within the timescale.

If you do not inform us of a change of circumstances that will affect your Housing Benefit claim you will be issued with a 28 day Notice to quit. This will be withdrawn providing that your claim for Housing Benefit has been addressed within the timescale.

Arrears persist if you move.

If we choose to exercise the discretion we have retained to move you from the Accommodation this shall be without prejudice to your obligation to pay accrued Charge arrears.

==== '''Eviction Process and Warnings''' ====
A clear and fair process will address breaches of the licence agreement, with warnings issued as appropriate, in accordance with the agreement. Written notices will outline eviction risks and available support, accompanied with proactive and assertive efforts to engage the resident in solution-focussed dialogue to clarify the concerns, and offer support with addressing the issues, and changing behaviour.

Residents will be informed of the potential consequences of continued violations. We will use a trauma informed approach that ensures consequences are logical, natural, and clearly explained.

==== '''Exploring Alternatives to Eviction''' ====
Efforts will be made to explore all possible alternatives to eviction, in line with our commitment to a solution-focused approach. We will consider agreements to move to a different property with Handcrafted or an alternative provider as a means of preventing homelessness, ensuring these are voluntary decisions in the best interest of the resident.

In cases where eviction may be unavoidable, and no alternative housing has been arranged, Handcrafted will notify the local authority to ensure that residents have access to homelessness prevention services.

==== '''Upholding Tenant Rights''' ====
Residents will be fully informed of their rights as tenants, including the right to appeal eviction decisions, access legal support, and access independent advice.

Handcrafted will advocate on behalf of residents to ensure their rights are respected and upheld throughout the move-on process.

==== '''Eviction Panel Meeting''' ====
Before any resident is given notice of eviction, the decision must be reviewed and approved at a panel meeting which includes at least two members of the Safeguarding Steering Group and one Operations Manager. The panel will specifically assess whether the guiding principles (section 1) and Move-on procedures (section 8) of this Supported Housing policy have been followed and advise on any further action that is needed before serving notice and any safeguarding procedures that may be required.

=== '''Monitoring, Review, and Continuous Improvement''' ===

==== '''Monitoring and Review''' ====
Evictions will be monitored and reviewed to assess the effectiveness of prevention strategies, with a commitment to continuous improvement based on feedback, legislative changes, and best practices.

==== '''Collaboration and Training''' ====
Handcrafted will work closely with local authorities and other providers to share best practices, access training resources, and ensure staff are equipped to implement this policy effectively.

==== '''Policy Review''' ====
This policy will be reviewed in line with local authority protocols and revised as necessary to reflect changes in legislation, regulation, or best practice, ensuring our commitment to preventing homelessness and supporting our residents' journey to independent living.

== Annexes ==

=== '''Annex 1 – Example Support Plan''' ===
{| class="wikitable"
!'''Area'''
!'''Needs and Opportunities'''
!'''Support from Handcrafted'''
|-
!'''Living Space'''
!
* Maintaining a tenancy with Handcrafted.
* Keeping the house in a good state of repair over time.
* Learning to keep home clean and tidy.
* Learning how to manage bills and budget for food and necessities.
* Maintaining control over visitors and negative/chaotic relationships.

!
* Monthly meeting to discuss fabric and condition of the house and any problems.
* Spot checks on house.
* Arrange access to food parcels when needed.
* Support with completing paperwork for housing benefit and benefit payments.
* Help set up budgeting plan.
* Assist with ‘shopping on a budget’ practical sessions.
* Encourage good working relationship with HC support workers to provide trusted point of contact.
|-
!'''Using Time'''
!
* Leaving the home and engaging in positive activities more than 10 hours a week
* Access to HC gathered activities.
* Support resident to access groups of interest.
!
* 1-1 weekly chats to check in how things are going.
* Access to HC community and workshops
* Investigate other community projects of interest.
|-
!'''Social Life'''
!
* Maintaining social life when mental health becomes low.
* Learning how to gauge positive and negative life influences.
* Spending time with positive peer group.
* Avoiding disruptive or chaotic visitors to home.
!
* Signpost suitable activities outside Handcrafted and support with accessing these.
* Provide an opportunity to talk through when relationships with others become difficult.
* Encourage good peer relationships within the HC community.
|-
!'''Self Confidence'''
!
* Attending activity session at least once a week.
* Create/Make an item for own home.
* Managing own healthcare appointments and finances.
!
* Empowered to access HC hub and gathered activities.
* Offer support and advocacy towards medical appointments
|-
!'''Coping Strategies'''
!
* Making time to relax and get involved in hobbies.
* Organising own medical appointments.

* Ensuring medical appointments and medication are up to date.
* Managing finances.
* Reaching out to appropriate services when experiencing low mental health or going through times of crisis
!
* 1-1 weekly chats to check in how things are going and do house visits.
* Outreach in case of isolation or social withdrawal, checking in on a weekly basis.
* Encourage good working relationships with HC support workers to provide trusted point of contact.
* Encourage healthy living and eating plan.
* Signposting to mental health services and helping access sessions and appointments
|}

=== '''Annex 2 – Support Activities''' ===
{| class="wikitable"
|'''Activity'''
|'''Description'''
|-
|'''Access'''
|All activities relating to facilitating or enabling someone to get access to a service. It includes making referrals to another service such as activity groups, housing or addictions services, debt counselling or primary healthcare or liaising with such services. It commonly may involve being on hand to provide reassurance while somebody makes a difficult phone call or assisting them to use an online service.
|-
|'''Accommodation Support'''
|Refers to all aspects of organising suitable accommodation for a trainee, including making plans with the trainee or support workers and helping the trainee to move house.
|-
|'''Addiction Support'''
|Activities aimed at supporting recovery. These include discussing relapse signatures, identifying triggers, and planning to manage impulsivity, exploring options to manage recovery, supporting rehabilitation, providing accountability and someone to talk to instead of having a drink.
|-
|'''Advocacy'''
|Where we help to complete forms and applications or make contact with other agencies on behalf of the resident or trainee.
|-
|'''Assertive Outreach'''
|When somebody drops contact with us or we don't know where they are and this has been identified as a potential risk factor or sign of deteriorating mental health, Assertive Outreach relates to our efforts to re-establish face-to-face contact. It may involve contacting known associates or going looking for them, trying other channels of communication including social media.
|-
|'''Budgeting Planning/Advice'''
|A range of activities supporting better financial planning. It may involve making a household spending plan, prompting on sticking to a plan, planning regarding bill payments or other financial commitments, or arranging cheaper gas and electricity services.
|-
|'''Completed Project'''
|This is used when a trainee finishes a project at a hub or in their own time (e.g. finished repainting a bedroom), but it doesn’t include cookery.
|-
|'''Conflict Resolution'''
|Where a worker is involved in arbitrating a dispute between residents or trainees or needs to liaise with neighbours due to a breakdown in communication, complaints, or disturbances at a property. Commonly this will be accusations made by one resident that another is not taking an equal share in housework or finances or there have been unwanted visitors to a property.
|-
|'''Cookery'''
|Refers to when an activity session is cookery but does not include when a trainee volunteers to prepare food for other trainees at a hub (see 'Helping' for this).
|-
|'''Crafts'''
|Refers to when an activity session is a craft group or if a worker is doing crafts as an activity 1-1 in somebody's home or is facilitating this (e.g. dropping off a craft kit to give them something to do over the weekend).
|-
|'''Did Not Attend Meeting'''
|Refers to when we have pre-arranged to meet with a trainee for a support meeting or appointment and they don't turn up. It doesn't apply to non-attendance at gathered activities or unanswered phone contact.
|-
|'''Emergency Services'''
|Applies when a worker has to call out any emergency service for a situation involving a trainee, resident, or property.
|-
|'''Employability'''
|All activities aimed at improving someone's employability over and above a regular activity session. For example, it may be working with them on producing a CV by providing access to a computer and giving advice, or applying for a course, completing a work journal, or writing a reference.
|-
|'''Eviction'''
|Applies for all activities relating to the termination of a resident's licence agreement due to breach of its terms and supporting the resident in leaving the Handcrafted property.
|-
|'''Food Parcel'''
|Where a worker facilitates a food parcel. This may either be collecting or assembling a food parcel for them or arranging access to a local food bank.
|-
|'''Healthy Eating/Lifestyle'''
|Any activities supporting planning or doing things to improve a healthy lifestyle. It may include menu planning, making shopping lists, providing information or recipes, going for a walk together or doing some other physical activity as well as supporting access to healthy activities.
|-
|'''Helping'''
|This is used when a trainee contributes to a session or a project by taking some responsibility such as cooking lunch for the hub, or doing machine maintenance, tidying a cupboard, or building something to improve the environment.
|-
|'''House Check'''
|This refers to when a worker enters a property and inspects the property, checking that it is secure and safe, all fittings and appliances are in order, risk assessing fire and hygiene issues as well as ensuring that residents are complying with the terms of their licence (e.g. not using naked flames, storing flammables, allowing others to stay without permission).
|-
|'''House Maintenance'''
|When we enter a property to carry out repairs or install something or to give access to somebody doing this on our behalf.
|-
|'''Induction'''
|Refers to the initial activity session where a trainee is being inducted to the procedures at a hub.
|-
|'''Meal'''
|Used whenever a trainee or a resident is given a meal. It may be at a hub during a session, or it could be a home visit where a worker takes a prepared meal out to someone or supports them to prepare a meal at home.
|-
|'''Mental Health Monitoring'''
|For residents or trainees who have identified mental health needs such as depression or anxiety, this is where workers are using contact time to observe signs of risk and possible deterioration. It involves discussing with the resident or trainee how they feel they are coping and what they are doing or can do to maintain their mental wellbeing. It can result in reassessing the level of support somebody needs at a time of crisis or prompting and supporting them to get professional help.
|-
|'''Practical Assistance'''
|This records where we have given practical assistance to somebody. Typically, it can be helping to clear out and take things to the local tip, tidying up, getting on top of the washing up, moving furniture, clearing up an accident.
|-
|'''Religious and Cultural'''
|Support and information provided to meet cultural, religious, and spiritual needs and assistance to observe religious and cultural customs. For example, accessing the businesses that fit with their values such as Halal shops or Sharia-compliant banking, celebrating religious or cultural festivals, attending places of worship, or support and activities around religious obligations such as prayer times.
|-
|'''Renovations'''
|This refers to activities sessions where a trainee is working on one of our renovation projects alongside Handcrafted staff or volunteers.
|-
|'''Safeguarding and Risk Intervention'''
|When we are acting to minimise risk due to safeguarding concerns or identified risks. For example, it may include intervening when there are unwanted guests at a property or putting plans in place with a resident to ensure they are safe. Plans may vary and may include frequent phone contact or visits to monitor a situation and escalating it to the appropriate local authorities where necessary.
|-
|'''Skills Training'''
|This is a feature of all of our activities sessions so denotes where training has been given in a particular way such as teaching a new technique or passing on life skills in a structured way (e.g. how to do an online application, barista skills, or how to use relaxation techniques to manage anxiety).
|-
|'''Slow Cooking'''
|Relates to those who are signed up to our slow-cooking course. This indicates when a worker has been to drop off ingredients or a slow cooker or facilitating someone doing the course.
|-
|'''Social'''
|This refers to pre-planned gathered activity sessions primarily focused on encouraging social life rather than skills training. It also refers to instances where trainees drop into a workshop, but not to engage with activity sessions.
|-
|'''Solution-Focused Dialogue'''
|When issues are addressed using our strengths-based approach drawing on solution-focussed brief therapy methods.
|-
|'''Support Planning Update'''
|Typically, weekly for residents and monthly for trainees, this indicates time spent reviewing and planning the support a resident or trainee is receiving from us and making sure our provision is person-centred. It defines who will take responsibility for each part of the plan. The individual must be included in this process. This also refers to time spent contacting and negotiating with people to arrange their access to our activities, and planning when and how they will receive support. Note that weekly support planning meetings also come under this category.
|-
|'''Therapeutic Activity'''
|All activity sessions are intended to have a therapeutic element: building confidence, making social connections, providing a safe environment to talk about struggles and get peer support, distracting from intrusive or persistent negative thoughts. This therefore refers to other contexts where these are taking place such as an organised social event or 1-1 session.
|-
|'''Utility Top-up/Financial Assistance'''
|Refers to when a resident is in financial difficulty and a worker arranges a grant or loan from Handcrafted to make sure they have essential services. Examples include topping up a utility card or subsidising a bus fare.
|-
|'''Welfare Check'''
|This applies to a range of activities aimed at making sure that residents or trainees are coping effectively and able to meet their needs. It may be through a phone call or a home visit and it includes such things as checking at a property to make sure they have enough food stocked to feed themselves, seeing if there is evidence of relapse or deterioration in mental health, asking about identified triggers or things we know are particularly difficult for a given client, or asking if they are getting the level of support that they need.
|-
|'''Women's Group'''
|This is used when someone attends a women's only group session.
|-
|'''Woodwork/Materials'''
|Applies when a trainee has attended a session at a hub where the main activity was woodwork. This can also be used for other non-wood materials used in woodwork workshops (e.g. plastics, screen printing).
|}

=== '''Annex 3 – Enhanced Damp and Mould Strategy''' ===
Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly:

'''Prevention and Early Detection:''' Weekly checks include specific assessments for signs of damp and mould, utilising moisture meters and visual inspections to catch early indications of potential problems.

'''Intervention Protocol:''' If damp or mould is observed within a property managed by Handcrafted, the following process is initiated to address and resolve the issue promptly and effectively, ensuring the health and safety of our residents:

'''1. Immediate Reporting'''

Resident Reporting: Residents are encouraged to report any signs of damp or mould immediately through our established reporting channels, including digital forms, email, phone, or in person to a support worker.

Staff Discovery: If staff members observe signs of damp or mould during their routine checks or maintenance activities, they are required to report these findings immediately to the Housing Quality Manager.

'''2. Initial Assessment'''

A member of the property management or maintenance team will conduct an initial assessment to determine the extent and severity of the damp or mould. This may involve visual inspection, moisture readings, and identifying potential sources of dampness.

'''3. Immediate Intervention Protocol'''

'''Containment''': The affected area is contained to prevent the spread of mould spores to other parts of the property.

'''Ventilation''': The area is ventilated to reduce moisture levels if weather and security conditions permit.

'''Communication''': Residents are informed about the findings, potential health risks, and the steps being taken to address the issue. Guidance is provided on how to minimise exposure and maintain air quality.

'''4. Specialised Assessment'''

If necessary, a specialised damp and mould assessment is conducted by a qualified professional. This assessment will identify the root causes of dampness and mould growth, such as leaks, condensation, or external water ingress.

'''5. Remediation Plan'''

Based on the assessment, a comprehensive remediation plan is developed. This plan includes:

'''Mould Remediation:''' Safe removal of mould using appropriate personal protective equipment (PPE) and mould removal agents.

'''Repairing Sources of Dampness:''' Addressing the root causes, such as fixing leaks, improving insulation, or installing ventilation systems.

'''Monitoring and Follow-up''': Implementing a schedule for monitoring the affected area to ensure that the remediation efforts have been successful, and that damp and mould do not recur.

'''6. Execution of Remediation Plan'''

The remediation plan is executed by trained maintenance staff or external contractors, depending on the complexity of the required work.

Residents may be temporarily relocated if the remediation work is extensive or if there is a significant health risk.

'''Resident Education and Engagement:''' We offer guidance and support to residents on maintaining an optimal indoor environment, reducing the risk of damp and mould. This includes ventilation practices, heating advice, and the importance of reporting potential issues promptly.

'''Long-Term Monitoring:''' Properties treated for damp and mould are subject to increased monitoring to ensure the effectiveness of remediation efforts and to identify any potential for reoccurrence early.

'''Documentation, Review, and Expert Collaboration'''

Our approach to maintenance and repairs, particularly for damp and mould, is underpinned by thorough documentation and regular reviews. This allows us to identify trends, improve our strategies, and ensure the healthiest living conditions for our residents. Collaboration with external experts ensures access to the latest remediation techniques and health advice, maintaining our properties to the highest standards of safety and comfort.

=== '''Annex 4 - Schedule 4 Handcrafted Licence Agreement''' ===
HANDCRAFTED encourages clients to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Complaints can be made for a number of reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Not providing adequate support

Confidentiality will be maintained throughout the complaints procedure. Only those staff that need to know about the complaint will have access to details.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centres or local advocacy group.

Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally on when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be sorted out quickly and to the satisfaction of the Service User at this stage, it will not be necessary to treat it as a formal complaint.

All complaints, whether formal or informal, are always discussed through the line management structure and are logged.

Supported Housing Policy

2025-07-18T10:13:23Z

Rebekah Hook: /* Principles */

Our mission at Handcrafted is to provide more than just housing; we are dedicated to offering holistic support that empowers individuals and nurtures their growth, well-being, and independence. Our policy is built upon a foundation of key principles that guide our approach to housing provision and support services.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:

{| class="wikitable"
!Group or individual responsible for review
![[Dan Northover|'''Dan Northover''']]
|-
|'''Last review and approval'''
|21/08/2024
|}

== '''Principles''' ==

{{Handcrafted's Principles}}

== '''Initial Assessment''' ==
This policy outlines the procedures and guidelines for the assessment and allocation of housing services provided by Handcrafted. By adhering to this policy, Handcrafted aims to provide housing services that are accessible, fair, and responsive to people with multiple-complex needs, fostering a supportive and inclusive environment for those facing homelessness. The policy is reviewed on an annual basis to ensure its effectiveness and alignment with the needs of the community.

=== '''Enquiries and Applications Process''' ===
Enquiries and applications for housing services are received through the Supported Housing Referral Form (link).

The referral will be processed by the hub administrator and discussed at a support review meeting where the hub manager and support workers will review availability and the assessment and prioritisation criteria.

The assessment and prioritisation criteria include:

* Current housing situation
* Availability of suitable housing and suitable locations
* Potential benefits from being involved with Handcrafted.
* Referral reasons and support needs
* Risk factors

Target beneficiary groups include:

* Young care leavers with complex needs
* People affected by domestic abuse.
* Asylum seekers, refugees, and stateless people

We will aim to contact the referrer and the person they are referring, to request further information or update them on the outcome within five working days.

=== '''Service Description and Promotion''' ===
An up-to-date and accurate description of availability is actively promoted to referrers. This description includes information on eligibility, target beneficiaries, and access methods.

The service description is available through multiple channels, such as the charity's website, printed materials, and outreach efforts.

=== '''Accessibility and Communication''' ===
Our prioritisation criteria and referral process are communicated in plain English on our website, referral form, and marketing material.

We will endeavour to ensure that beneficiaries with different communication needs have access to the information in a manner that is understandable to them.

Support is provided to residents whose first language is not English, those who are non-verbal, or those with limited understanding. This includes access to interpretation services and alternative communication methods.

Referrals who are unsuccessful in their housing applications are informed of the reasons, giving them the chance to challenge decisions resulting from assessments and prioritisation.

Where appropriate, referrals are also provided with information about alternative services or referral agencies that might better suit their needs.

=== '''Inclusivity and Access''' ===
Handcrafted pays particular attention to ensuring fair access to under-represented groups.

The eligibility criteria and application process are actively promoted to relevant agencies and the wider community to make eligible individuals aware of the service.

=== '''Continuous Improvement''' ===
The policy and procedures are subject to regular review to identify areas for improvement in service delivery.

The policy review process incorporates feedback from beneficiaries and stakeholders to ensure their perspectives are considered and integrated into service improvements.

Handcrafted seeks to collaborate with service commissioners to identify local housing needs and adapts its services accordingly.

The aim is to ensure that Handcrafted's housing services remain responsive to the changing needs of the community.

== '''Individual Risk Assessment and Review''' ==
At Handcrafted, our priority is to provide safe and supportive housing to individuals facing homelessness. To ensure the well-being of our applicants and residents, a comprehensive needs and risk assessment is conducted prior to offering services or shortly thereafter, tailored to the unique needs of the individual.

=== '''Staff Understanding and Training''' ===
Our staff members are trained to understand and follow the needs and risk assessment procedures. These procedures are covered in our staff induction and training programs, ensuring consistency and quality in our assessment practices.

=== '''Appropriate and Comprehensive Risk Assessment Tool''' ===
We have developed a needs and risk assessment tool that is suitable for our specific client group. This tool aids in conducting thorough and accurate assessments that guide our support planning.

The assessments are securely stored in our Airtable database and easily accessible to relevant staff, ensuring transparency and effective communication.

Our risk assessment tool addresses various dimensions of risk, including risk to self, risk to others (including staff and the wider community), and risks from others (including staff and the wider community). This comprehensive approach ensures a holistic understanding of potential risks.

=== '''Collaboration with Other Services''' ===
Our needs and risk assessments take into account the perspectives and views of other relevant services when appropriate, fostering a collaborative and integrated approach to resident support.

=== '''Appropriate Use of Risk Assessment''' ===
Our service approaches risk constructively, avoiding inappropriate use of risk assessment to exclude people. Instead, we utilise risk assessment as a tool to enhance support planning and decision-making.

Our needs and risk assessment policy and procedures strike a balance between promoting independence and effectively managing risks, enabling residents to progress toward self-sufficiency while maintaining their safety.

Our staff harness the insight of individual residents during the assessment of needs and risks, promoting a person-centred approach.

Additionally, specialist expertise is sought when required to ensure accurate and informed assessments.

=== '''Ongoing Review of the Risk Assessment''' ===
Needs and risk assessments are subject to regular review to accommodate changing circumstances and evolving needs. This proactive approach ensures that our support remains relevant and effective.

Needs and risk assessments, along with support and risk management plans, are reviewed consistently and systematically. The frequency of reviews aligns with the identified needs and risks.

The risk assessment is presented in the support database alongside the risk management plan, support plan and contact notes, so that it can be reviewed at weekly support planning meetings and whenever a safeguarding concern has been raised.

=== '''Continuous Improvement of our Policy''' ===
We are committed to continuous improvement. We incorporate resident and stakeholder input to drive positive change.

This policy is reviewed in response to changing legislative or contractual requirements, at minimum every three years. This ensures alignment with best practices and evolving standards.

=== '''Internal Quality Monitoring''' ===
The Safeguarding Steering Group will conduct internal quality monitoring of needs and risk assessments, ensuring our processes are effective, efficient, and compliant with our policies.

== '''Support Planning and Review''' ==

=== '''Support Planning Principles''' ===
At Handcrafted, we are committed to providing holistic and individually tailored support to people facing homelessness. Our support plans are designed to address the unique needs and risks identified through our assessment process, ensuring the well-being and progress of our residents.

Our support plans incorporate individual outcomes that are discussed with residents to ensure their active involvement in shaping their journey towards stability and independence.

We proactively address residents' move-on, and resettlement needs from the very beginning of their engagement with our services, promoting a holistic approach to their housing journey.

=== '''Stages of Empowerment and Goal setting''' ===
Where it is appropriate support plans will incorporate SMART objectives that are clearly understood by residents, providing tangible milestones that guide their progress toward achieving their desired outcomes.

In the majority of cases support workers are trained to observe how people’s expectations of themselves change over time and to capture the small, unplanned successes that emerge as a side-product of feeling safe, belonging, and growing in confidence.

For many people with complex needs, and volatile lifestyles, specific objectives can ‘set them up to fail’ rather than broadening a range of creative possibilities and unfolding discoveries. So, we record and monitor empowerment across four broad stages which are defined as:

* Entering – “I am open to using resources available to me with some support.”
* Engaging – “I am using my own initiative and taking hold of opportunities.”
* Applying – “I have my own ideas of what I want to do using my new skills.”
* Extending – “I am looking beyond myself, to build up my community.” OR “I am taking steps to strike out on my own without needing support.”

=== '''Support Planning Approach''' ===
We look to see people empowered in five areas:

* Living Space – A safe place to live that feels like home.
* Using Time – Something meaningful to do each day.
* Social Life – People to talk to and a good support network.
* Self Confidence – Trust in our own abilities and having something to give.
* Coping Strategies – Ways to cope and bounce back when things get tough.

These five areas arose from a consideration of where the typical needs of the people we work with intersected with the service we offer. In terms of the service we offer, the core of our work is to do two things: we provide housing (living space) and we facilitate meaningful activity (using time). But we don’t just give people a home and something to do; it’s also fundamental that there is an invitation here to also become part of a supportive community (social life). In turn, we noted from experience that gains in ‘self-confidence’ are the pivot on which sustainable change occurs - it’s an essential ingredient in enabling people to go on ultimately without our help.

Finally, the category of ‘coping strategies’ is grounded in an adaptive, behavioural model of health and wellbeing rather than a disease model. This applies in respect of addiction particularly, but also to many other areas where there are complex needs. We wanted an area that reflected our assumption that people are essentially resourceful and that unhealthy coping mechanisms can be replaced with healthy ones.

=== '''Support Planning Documentation and Quarterly Reviews''' ===
See Annex 1 for an example Support Plan covering the five areas.

This will be completed when a new resident moves into a property and updated regularly thereafter. The review will be based on contact notes, data, and beneficiary feedback.

The support plan may also be reviewed by the Safeguarding Steering Group when a safeguarding concern is raised.

=== '''Weekly Support Planning''' ===
Support staff will meet weekly to review the support plan, risk assessment and contact notes.

This review will be used to plan support activities, and make any required changes to the support plan, personal details, or risk assessment.

The review will used the Airtable form (link) and include:

* What has been happening in the last week?
* Any issues identified?
* What do we plan to do this week and who is going to do it?
* The priority level for the resident this week

Contact notes will be categorised according to the range of support activities that Handcrafted can offer (Annex 2).

=== '''Accessible and Secure Documentation''' ===
Copies of all support and risk management plans are securely stored and accessible to relevant staff and can be made available to residents upon reasonable notice being given, promoting transparency and effective communication. The support plan is stored on the individual’s record in Airtable alongside their personal details, support notes, referral reasons, and their risk assessment.

=== '''Collaboration with Other Services''' ===
We actively collaborate with other care and support services, ensuring that our support planning takes into account the broader spectrum of residents' needs beyond what is addressed directly within our service.

When needed, we seek specialist expertise to inform the development of support plans, ensuring the highest quality of care.

Our support and risk management plans complement any statutory care plans or support plans provided by other agencies, promoting comprehensive and integrated support.

=== '''Informing Service Development''' ===
Reviews of needs, risks, and outcomes serve as valuable insights for service development and strategic planning, ensuring ongoing improvement and alignment with resident needs.

== '''Resident Involvement''' ==
At Handcrafted, we recognise that resident outcomes drive our service development and strategic planning. We are committed to incorporating resident input to continuously enhance the quality and relevance of our housing services. At Handcrafted, our policy centres on empowering residents, promoting independence, and fostering community engagement. By incorporating residents' views, promoting diversity, and respecting autonomy, we aim to provide meaningful and effective housing support services that empower individuals experiencing homelessness.

=== '''Individuals have choice and control''' ===
We empower residents to initiate reviews at any time, ensuring their agency and choice in shaping their support journey. This right is communicated in our service description, introduction meetings, and other relevant materials.

Needs and risk assessments, support planning, and reviews are grounded in resident involvement. We ensure that residents' views, preferences, and aspirations are integral to decision-making processes.

Residents' views are actively incorporated into assessments, plans, and reviews. Disagreements with assessments or reviews are recorded, ensuring transparency and accountability. Our support plans are rooted in a person-centred approach, respecting residents' unique circumstances and preferences while maintaining effective risk management.

Our staff conducting assessments and support planning are competent and sensitive to residents' needs, ensuring effective and empathetic engagement. Staff induction, training, and practices emphasise the importance of engaging residents in their own support and encouraging their involvement in the wider community.

=== '''Access and Data Protection''' ===
Residents have access to their files and receive copies of assessments and reviews upon request. Our service complies with the Data Protection Act to safeguard resident privacy.

=== '''Cultural and Religious Sensitivity''' ===
We ensure that the information that we provide, and our support take into account residents' cultural, religious, and lifestyle needs.

=== '''Involvement of Other Professionals and Support Network''' ===
Needs and risk assessments and support planning involve other professionals, carers, family, and friends as desired by the resident. This collaborative approach enhances person-centred care.

=== '''Balancing Individual Preferences and Risk Management''' ===
Our procedures emphasise the importance of balancing respect for individuals' preferences with effective risk management. Staff are equipped to navigate disagreements and articulate how this balance is achieved.

=== '''Pre-Acceptance Engagement''' ===
Residents have the opportunity to visit the service and meet with staff before accepting an offer, fostering transparency and comfort in their decision.

=== '''Empowerment and Independence''' ===
Our staff are trained to promote empowerment and independence in residents. These principles are integrated into induction and training programs and are reinforced in staff management practices.

Independence is promoted through skills training, equipment, adaptations, and relevant services tailored to individual needs.

=== '''Promoting Community Engagement''' ===
We encourage residents to actively participate in their local community, engage in decision-making about their home and services, and seek employment, training, education, and social activities.

Where it is appropriate and safe, we will seek opportunities to actively encourage links with residents' friends and family, fostering social connections and support networks.

Our support plans reflect efforts to overcome barriers to community participation, expanding residents' skills, confidence, and self-esteem.

Residents are provided with information about local community services and are actively encouraged to participate in community activities and democratic structures.

== '''Repairs and Maintenance''' ==
Handcrafted aims to provide a secure and well-maintained housing environment for our residents. Through proactive maintenance, regular inspections, and resident engagement, we strive to create a place where residents can live with peace of mind and have a stable home that feels safe and helps them to thrive.

This policy should be read in conjunction with:

* The Decent Homes Standard
* Housing Health and Safety Rating System (HHSRS)
* National Standards for Supported Housing (NSE)
* The Landlord and Tenant Act (1985)
* The Homes (Fitness for Human Habitation) Act 2018
* The Building Regulations 2010 (Including Amendments)
* The Management of Health and Safety at Work Regulations 1999
* The Environmental Protection Act 1990
* Housing Act 2004

=== '''Reporting Procedures for Residents''' ===
At Handcrafted, we are committed to providing safe and well-maintained housing for our residents. To ensure this, we have established clear procedures for residents to report any issues related to building conditions, safety concerns, or equipment maintenance.

Each property has a clearly displayed QR code which can be used to access our reporting form. This can be accessed by the resident themselves at any time or with assistance from a support worker during their regular house checks.

=== '''Preventative Maintenance and Repair Program''' ===
We have a preventative maintenance and repair program aimed at minimising preventable deterioration of our buildings, accommodation, grounds, equipment, and furnishings.

Every time a new resident moves in, our housing staff inspect the property unit to ensure that it meets our safety and quality standards. Additionally, property units are inspected at least annually to identify any maintenance or safety needs.

=== '''Regular property safety checks''' ===
Our housing and property managers conduct regular physical examinations of the buildings to identify potential safety and security concerns. This proactive approach allows us to address issues promptly and maintain a secure living environment. These checks are conducted by trained staff members who use a detailed checklist based on the HHSRS guidelines to identify any emerging hazards or maintenance issues. This frequent assessment allows for the rapid detection of risks across 29 categories, including but not limited to, electrical and fire safety, structural integrity, damp, and mould growth, falling hazards, and excess cold.

Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly (see Annex 3)

We engage external health and safety experts to assist in the assessment and mitigation of complex hazards identified during our inspections. This collaborative approach ensures that our residents benefit from the highest standards of expertise and care in maintaining safe and healthy living environments.

Ongoing education and the provision of advanced tools enable our staff to conduct thorough and effective inspections, underpinning our commitment to a high standard of care.

=== '''Person-centred Approach to Repairs''' ===
We encourage our residents to be proactive participants in our safety culture. As part of our regular checks, feedback mechanisms are in place for residents to report any concerns or hazards they observe.

We value our residents' input and needs. Timescales for non-emergency repairs can be mutually agreed upon with residents, fostering a resident-focused approach that respects their schedules and preferences.

=== '''Safety Plans and Reporting Lines''' ===
Each property under our care has a safety plan in place, clearly outlining procedures to follow in the event of building emergencies. A reporting line for responding to such emergencies is established to ensure swift and effective action.

=== '''Repair Categories and Timescales''' ===

==== '''Emergency Repairs''' ====
Definition: Repairs that pose an immediate risk to health, safety, or security. This includes issues such as severe leaks, gas leaks, electrical hazards, and security breaches.

Timescale: Response within 6 hours, with the aim to resolve or make safe within 24 hours of the report.

==== '''Urgent Repairs''' ====
Definition: Repairs that significantly affect the comfort or convenience of residents but do not pose an immediate risk. Examples include minor leaks, heating failures in cold weather, and significant appliance malfunctions.

Timescale: Response within 3 working days, with a resolution aimed within 5 working days.

==== '''Routine Repairs''' ====
Definition: Repairs that do not immediately affect health, safety, or significant comfort. This category includes issues like minor plumbing issues, cosmetic repairs, and general wear and tear maintenance.

Timescale: Response within 5 working days, with a resolution aimed within 28 days.

==== '''Planned Maintenance''' ====
Definition: Repairs and maintenance work that is foreseeable and can be scheduled in advance. This includes regular inspections, safety checks, and upgrades.

Timescale: Planned and scheduled on a case-by-case basis, communicated well in advance to the residents.

=== '''Implementation and Communication''' ===

==== '''Reporting and Tracking''' ====
Residents are encouraged to report repairs through our established channels. Each report will be logged, categorised according to the urgency level, and assigned a unique tracking number for residents to follow up on the status of their repair.

==== '''Flexible Scheduling''' ====
For non-emergency repairs, residents will have the option to schedule repair work at a time that minimises inconvenience, respecting their personal schedules and preferences.

==== '''Communication Protocol''' ====
Residents will be informed of the expected timescale upon reporting a repair. Updates will be provided if there are any changes to the initial timescale due to unforeseen circumstances.

==== '''Resident Feedback''' ====
Residents' involvement in safety-related matters is of utmost importance to us. We engage with residents through one-to-one support, anonymous feedback opportunities and an annual feedback committee, including both residents and housing and support staff, to address safety concerns, facilitate open communication, and collaboratively enhance safety measures.

Post-repair feedback will be solicited from residents to assess the quality of work and the efficiency of the repair process. This feedback will be used to continually improve our maintenance services.

== '''Housing Complaints''' ==

=== '''Complaints from occupants of Handcrafted Supported Housing''' ===
Handcrafted encourages residents of our supported housing to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness. A complaints procedure forms part of the licence agreement (Annex 4).

Complaints can be made for several reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Failure to provide adequate support.
* Problems with the accommodation not being resolved in a timely manner.

Confidentiality will be maintained throughout the complaints procedure. Only those staff who need to know about the complaint will have access to details.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgmental regard, and the ethos of listening first that we aspire to cultivate with all supported housing residents.

Supported housing residents are seen by support workers at least twice a week and regularly contacted, giving the opportunity for any concerns to be raised and addressed.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead, line manager or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centers or local advocacy groups.

All complaints will initially be dealt with by the line manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the occupant is unhappy with a decision, they can appeal further to CEO Dan Northover or Operations Director John Hinton to investigate the matter. Handcrafted staff will support occupants to appeal in writing if they wish to do so or support them by arranging an opportunity to speak to the CEO or Operations Director.

=== '''Complaints from Members of the Public''' ===
From time to time, members of the public may wish to make a complaint about one of the properties we manage or the occupants of the properties.

Complaints may include:

* Noise disturbance at a property
* Health and safety hazards posed by the state of a property.
* Concerns about criminal activity
* Other antisocial behaviour by occupants

Handcrafted operates Licence Agreements by which the recipients of our supported-housing provision are granted a licence to occupy the property on certain conditions. This means that Handcrafted staff are permitted to attend properties at any time and resolve issues rapidly, while respecting the occupier's right to privacy and fairness.

When occupying Handcrafted Supported Accommodation, licencees agree to keep the property to a certain standard and to adhere to rules of behaviour. Some complaints may therefore result from breaches of this agreement. Where this is the case, Handcrafted makes a measured, proportional response that may range from agreeing a documented management plan with clear outcomes, through to issuing verbal or written warnings, proceeding eventually to termination of the licence agreement.

==== '''In the First Instance''' ====
Handcrafted aims to resolve issues informally in the first instance, based on the good communication, positive non-judgemental regard, and the ethos of listening first that we aspire to cultivate with all residents and members of the public.

Members of the public who have concerns are invited to contact the local Hub Lead who oversees the property by phone or email to have a conversation about the concern and see if it can be quickly resolved.

If this is not satisfactory, a formal complaint can be lodged.

==== '''Formal Complaints''' ====
Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the relevant Hub Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be resolved quickly and to the satisfaction of the complainant at this stage, it will not be necessary to treat it as a formal complaint.

==== '''Appeals''' ====
If a complaint cannot be resolved satisfactorily or the member of the public is unhappy with a decision, they can appeal further by emailing or writing to CEO Dan Northover or Operations Director John Hinton to look into the matter.

== '''Move-on and Exit''' ==
Handcrafted is committed to supporting our residents in their journey towards independence, recognising the significance of stable housing in achieving personal growth and self-sufficiency. This policy outlines the procedures and support mechanisms in place to assist residents in applying for independent housing, alongside preventative strategies, and interventions to avoid eviction. By providing comprehensive support, preventative interventions, and respecting tenant rights, we aim to foster resilience, independence, and well-being.

=== '''Support for Independent Housing Applications''' ===

==== '''Assessment and Planning''' ====
Upon referral, a needs assessment will be completed for each resident, identifying support needs and risks related to eviction vulnerability. We will continuously review this assessment at weekly support team meetings and quarterly reviews, to evaluate their readiness for independent living, considering their strengths, needs, and preferences.

A personalised move-on plan will be discussed in partnership with the resident as part of their support plan reviews, detailing the steps and support required to secure independent housing.

==== '''Application Assistance''' ====
Residents will receive assistance in identifying suitable housing options, completing applications, and preparing for housing interviews. Support will be provided to ensure residents understand the various housing options available, including social housing, private renting, and supported housing schemes.

We will make it clear to residents that they always have the right to seek out tenancy advice independently from ourselves.

==== '''Financial Planning''' ====
Guidance on budgeting, benefits, and financial management will be provided to prepare residents for the financial responsibilities of independent living. Assistance and signposting to advocacy services will be offered for applying for housing benefits and other entitlements.

=== '''Preventative Actions and Interventions to Avoid Eviction''' ===

==== '''Early Identification of Risks''' ====
Prior to move-in or within the first 24 hours, residents will be informed about their rights and obligations, to help them understand their responsibilities and the support available to sustain their tenancy.

Regular assessments will be conducted to identify any potential risks that may threaten a resident's housing stability. A proactive approach will be taken to address issues such as rent arrears, behavioural concerns, or breaches of tenancy agreements. Residents experiencing financial difficulties will be provided with support to manage debt, negotiate payment plans, and access emergency funds if necessary.

All interventions will be designed to address the specific needs of the resident, incorporating elements of trauma-informed care and harm reduction.

=== '''Warnings, Notifications, and Resident Rights''' ===
'''The below needs to be formatted and integrated'''

# '''endi'''ng the Licence Agreement
## '''The Licensee can end the Licence Agreement with us by giving us 28 days warning contained in a Notice.'''
## '''We can end the Licence Agreement with you if:'''

'''1. They have failed to comply with or breached any of the conditions of the Licence Agreement or,'''

'''2. We have deemed that the Accommodation is no longer suitable to their needs or,'''

'''3. Suitable alternative accommodation has been offered to them or,'''

'''4. They have failed to pay The Charges that are due or,'''

'''5. They present a serious risk to themselves, our staff or neighbours,'''

'''6. We believe that they have abandoned the Accommodation.'''

'''For points 2 to 5 above we will use the following procedure unless we consider that there are grounds for immediate termination ( see below):'''

'''1. Stage 1: Written Warning: We will issue a written warning clearly describing the breach of the Licence Agreement, or the conditions that have not been met. You will also be informed of the consequences of any further breaches. A copy will be placed on your file and will remain current for three months.'''

'''2. Stage 2: Final written warning: We will issue a second written warning. You will be advised that any further occurrence will result in us ending your Licence Agreement. A copy will be placed on your file and will remain current for three months.'''

'''You may not accrue more than one written warning at each stage.'''

'''3. Stage 3: Notice ending Licence Agreement “Notice to Quit” '''

'''a. We will write a report that clearly describes the breaches of the Licence Agreement that have taken place, quoting the relevant sections of the Licence Agreement and associated schedules, and the reason why ending it is considered appropriate.'''

'''b. We will issue Notice to Quit attaching the report, stating that the Licence Agreement will be terminated 4 weeks after service on you expiring on a Sunday and that you will then be required to vacate the Accommodation.'''

'''c. Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see below).'''

'''Grounds for immediate termination'''

'''Actions or behaviour deemed to be grounds for immediate termination, including gross violations of House Rules, see Schedule 4, may result in immediate termination of this Licence Agreement by issuing a Stage 3 Notice to Quit without first issuing either written warning. Examples of gross misconduct include, but are not limited to, acts of harassment, violent conduct, serious threatening behaviour, wilful damage to the property or illegal activity.'''

'''In exceptional circumstances that require immediate action, we will seek an injunction to remove you from the Accommodation prior to instigating the procedure for immediate termination.'''

'''When a Notice to Quit has been issued every effort will be made to assist you to find alternative accommodation.'''

'''Abandonment'''

'''You are considered to have abandoned the Accommodation if you do not use it as your only home. Not using the Accommodation as your only home means spending less than 4 out of 7 consecutive nights there.'''

'''You can be away for longer if there is ‘an intention to return’ and it has been agreed as part of your support plan.'''

'''In considering your abandonment we will take into account:'''

'''1. Whether there are personal possessions in the Accommodation'''

'''2. If your mail being collected'''

'''3. If you have food in the kitchen'''

'''4. If you are generating rubbish'''

'''5. Our attempts to contact your next of kin.'''

'''6. Our attempts to trace you.'''

'''If it reasonable to assume that you have abandoned the Accommodation, we will serve you with a Notice to quit and unless we hear from you within the 4 full weeks ending on a Sunday after service of that Notice the Licence Agreement will be deemed terminated.'''

=== Your Personal Property ===
'''If reasonable efforts to trace you fail, we will dispose of your goods. This includes an entitlement to sell your goods.'''

'''Perishable goods will be disposed of immediately. Other goods will be disposed of after a period of 14 days from the end of the notice period, using the council recycling or waste disposal services.'''

'''Licence Charge Arrears Policy and Procedure'''

'''It is our policy to deal with Licence Charge arrears promptly to avoid the Licence Agreement ending due to arrears.'''

'''General Arrears'''

'''Arrears must be paid in addition to on-going Charges due.'''

'''● Stage 1: Arrears letter 1 is issued when you have 4 weeks of outstanding Charges and gives you 2 weeks to repay the arrears. This letter, where possible, should be issued in person. You should arrange a repayment plan as soon as possible.'''

'''● Stage 2: Arrears letter 2 is issued if the repayment plan has not been achieved within the 2 week period that has been granted at Stage 1. This gives you a 2 further weeks in which to make the repayment.'''

'''● Stage 3: A Notice to quit is issued stating that the Licence Agreement will be terminated 28 days after service on you and that you will then be required to vacate the Accommodation if the arrears remain outstanding after 4 weeks of arrears letter 1 being issued. This will only be withdrawn on receipt of the full amount owed being paid within 14 days. However, it can be suspended if an agreed repayment plan is being complied with and be re-activated if repayments cease. Any suspension will be in writing.'''

'''Should you fail to comply with the Notice to Quit we may start proceedings to obtain a possession order for your removal from the Accommodation unless you are deemed to have abandoned the Accommodation (see above).'''

'''All arrears letters and Notice to quit, along with any agreed repayment plans will'''

'''be copied and kept in the warnings section of your file.'''

'''Housing Benefit'''

'''If you are eligible for Housing Benefit you are responsible for ensuring that effective claims are made and maintained. Staff will advise and support you to do this.'''

'''If you make applications for Housing Benefit you are required to complete an application, via staff, with all the information they require within 7 days of the date of the start date of your Licence Agreement. If you have not provided this information within 7 days you will be issued with a 7 day Notice to quit which will be withdrawn if the information is provided within the timescale.'''

'''If you do not inform us of a change of circumstances that will affect your Housing Benefit claim you will be issued with a 28 day Notice to quit. This will be withdrawn providing that your claim for Housing Benefit has been addressed within the timescale.'''

'''Arrears persist if you move'''

'''If we choose to exercise the discretion we have retained to move you from the Accommodation this shall be without prejudice to your obligation to pay accrued Charge arrears.'''

==== '''Eviction Process and Warnings''' ====
A clear and fair process will address breaches of the licence agreement, with warnings issued as appropriate, in accordance with the agreement. Written notices will outline eviction risks and available support, accompanied with proactive and assertive efforts to engage the resident in solution-focussed dialogue to clarify the concerns, and offer support with addressing the issues, and changing behaviour.

Residents will be informed of the potential consequences of continued violations. We will use a trauma informed approach that ensures consequences are logical, natural, and clearly explained.

==== '''Exploring Alternatives to Eviction''' ====
Efforts will be made to explore all possible alternatives to eviction, in line with our commitment to a solution-focused approach. We will consider agreements to move to a different property with Handcrafted or an alternative provider as a means of preventing homelessness, ensuring these are voluntary decisions in the best interest of the resident.

In cases where eviction may be unavoidable, and no alternative housing has been arranged, Handcrafted will notify the local authority to ensure that residents have access to homelessness prevention services.

==== '''Upholding Tenant Rights''' ====
Residents will be fully informed of their rights as tenants, including the right to appeal eviction decisions, access legal support, and access independent advice.

Handcrafted will advocate on behalf of residents to ensure their rights are respected and upheld throughout the move-on process.

==== '''Eviction Panel Meeting''' ====
Before any resident is given notice of eviction, the decision must be reviewed and approved at a panel meeting which includes at least two members of the Safeguarding Steering Group and one Operations Manager. The panel will specifically assess whether the guiding principles (section 1) and Move-on procedures (section 8) of this Supported Housing policy have been followed and advise on any further action that is needed before serving notice and any safeguarding procedures that may be required.

=== '''Monitoring, Review, and Continuous Improvement''' ===

==== '''Monitoring and Review''' ====
Evictions will be monitored and reviewed to assess the effectiveness of prevention strategies, with a commitment to continuous improvement based on feedback, legislative changes, and best practices.

==== '''Collaboration and Training''' ====
Handcrafted will work closely with local authorities and other providers to share best practices, access training resources, and ensure staff are equipped to implement this policy effectively.

==== '''Policy Review''' ====
This policy will be reviewed in line with local authority protocols and revised as necessary to reflect changes in legislation, regulation, or best practice, ensuring our commitment to preventing homelessness and supporting our residents' journey to independent living.

== '''Annex 1 – Example Support Plan''' ==
{| class="wikitable"
!'''Area'''
!'''Needs and Opportunities'''
!'''Support from Handcrafted'''
|-
!'''Living Space'''
!
* Maintaining a tenancy with Handcrafted.
* Keeping the house in a good state of repair over time.
* Learning to keep home clean and tidy.
* Learning how to manage bills and budget for food and necessities.
* Maintaining control over visitors and negative/chaotic relationships.

!
* Monthly meeting to discuss fabric and condition of the house and any problems.
* Spot checks on house.
* Arrange access to food parcels when needed.
* Support with completing paperwork for housing benefit and benefit payments.
* Help set up budgeting plan.
* Assist with ‘shopping on a budget’ practical sessions.
* Encourage good working relationship with HC support workers to provide trusted point of contact.
|-
!'''Using Time'''
!
* Leaving the home and engaging in positive activities more than 10 hours a week
* Access to HC gathered activities.
* Support resident to access groups of interest.
!
* 1-1 weekly chats to check in how things are going.
* Access to HC community and workshops
* Investigate other community projects of interest.
|-
!'''Social Life'''
!
* Maintaining social life when mental health becomes low.
* Learning how to gauge positive and negative life influences.
* Spending time with positive peer group.
* Avoiding disruptive or chaotic visitors to home.
!
* Signpost suitable activities outside Handcrafted and support with accessing these.
* Provide an opportunity to talk through when relationships with others become difficult.
* Encourage good peer relationships within the HC community.
|-
!'''Self Confidence'''
!
* Attending activity session at least once a week.
* Create/Make an item for own home.
* Managing own healthcare appointments and finances.
!
* Empowered to access HC hub and gathered activities.
* Offer support and advocacy towards medical appointments
|-
!'''Coping Strategies'''
!
* Making time to relax and get involved in hobbies.
* Organising own medical appointments.

* Ensuring medical appointments and medication are up to date.
* Managing finances.
* Reaching out to appropriate services when experiencing low mental health or going through times of crisis
!
* 1-1 weekly chats to check in how things are going and do house visits.
* Outreach in case of isolation or social withdrawal, checking in on a weekly basis.
* Encourage good working relationships with HC support workers to provide trusted point of contact.
* Encourage healthy living and eating plan.
* Signposting to mental health services and helping access sessions and appointments
|}

== '''Annex 2 – Support Activities''' ==
{| class="wikitable"
|'''Activity'''
|'''Description'''
|-
|'''Access'''
|All activities relating to facilitating or enabling someone to get access to a service. It includes making referrals to another service such as activity groups, housing or addictions services, debt counselling or primary healthcare or liaising with such services. It commonly may involve being on hand to provide reassurance while somebody makes a difficult phone call or assisting them to use an online service.
|-
|'''Accommodation Support'''
|Refers to all aspects of organising suitable accommodation for a trainee, including making plans with the trainee or support workers and helping the trainee to move house.
|-
|'''Addiction Support'''
|Activities aimed at supporting recovery. These include discussing relapse signatures, identifying triggers, and planning to manage impulsivity, exploring options to manage recovery, supporting rehabilitation, providing accountability and someone to talk to instead of having a drink.
|-
|'''Advocacy'''
|Where we help to complete forms and applications or make contact with other agencies on behalf of the resident or trainee.
|-
|'''Assertive Outreach'''
|When somebody drops contact with us or we don't know where they are and this has been identified as a potential risk factor or sign of deteriorating mental health, Assertive Outreach relates to our efforts to re-establish face-to-face contact. It may involve contacting known associates or going looking for them, trying other channels of communication including social media.
|-
|'''Budgeting Planning/Advice'''
|A range of activities supporting better financial planning. It may involve making a household spending plan, prompting on sticking to a plan, planning regarding bill payments or other financial commitments, or arranging cheaper gas and electricity services.
|-
|'''Completed Project'''
|This is used when a trainee finishes a project at a hub or in their own time (e.g. finished repainting a bedroom), but it doesn’t include cookery.
|-
|'''Conflict Resolution'''
|Where a worker is involved in arbitrating a dispute between residents or trainees or needs to liaise with neighbours due to a breakdown in communication, complaints, or disturbances at a property. Commonly this will be accusations made by one resident that another is not taking an equal share in housework or finances or there have been unwanted visitors to a property.
|-
|'''Cookery'''
|Refers to when an activity session is cookery but does not include when a trainee volunteers to prepare food for other trainees at a hub (see 'Helping' for this).
|-
|'''Crafts'''
|Refers to when an activity session is a craft group or if a worker is doing crafts as an activity 1-1 in somebody's home or is facilitating this (e.g. dropping off a craft kit to give them something to do over the weekend).
|-
|'''Did Not Attend Meeting'''
|Refers to when we have pre-arranged to meet with a trainee for a support meeting or appointment and they don't turn up. It doesn't apply to non-attendance at gathered activities or unanswered phone contact.
|-
|'''Emergency Services'''
|Applies when a worker has to call out any emergency service for a situation involving a trainee, resident, or property.
|-
|'''Employability'''
|All activities aimed at improving someone's employability over and above a regular activity session. For example, it may be working with them on producing a CV by providing access to a computer and giving advice, or applying for a course, completing a work journal, or writing a reference.
|-
|'''Eviction'''
|Applies for all activities relating to the termination of a resident's licence agreement due to breach of its terms and supporting the resident in leaving the Handcrafted property.
|-
|'''Food Parcel'''
|Where a worker facilitates a food parcel. This may either be collecting or assembling a food parcel for them or arranging access to a local food bank.
|-
|'''Healthy Eating/Lifestyle'''
|Any activities supporting planning or doing things to improve a healthy lifestyle. It may include menu planning, making shopping lists, providing information or recipes, going for a walk together or doing some other physical activity as well as supporting access to healthy activities.
|-
|'''Helping'''
|This is used when a trainee contributes to a session or a project by taking some responsibility such as cooking lunch for the hub, or doing machine maintenance, tidying a cupboard, or building something to improve the environment.
|-
|'''House Check'''
|This refers to when a worker enters a property and inspects the property, checking that it is secure and safe, all fittings and appliances are in order, risk assessing fire and hygiene issues as well as ensuring that residents are complying with the terms of their licence (e.g. not using naked flames, storing flammables, allowing others to stay without permission).
|-
|'''House Maintenance'''
|When we enter a property to carry out repairs or install something or to give access to somebody doing this on our behalf.
|-
|'''Induction'''
|Refers to the initial activity session where a trainee is being inducted to the procedures at a hub.
|-
|'''Meal'''
|Used whenever a trainee or a resident is given a meal. It may be at a hub during a session, or it could be a home visit where a worker takes a prepared meal out to someone or supports them to prepare a meal at home.
|-
|'''Mental Health Monitoring'''
|For residents or trainees who have identified mental health needs such as depression or anxiety, this is where workers are using contact time to observe signs of risk and possible deterioration. It involves discussing with the resident or trainee how they feel they are coping and what they are doing or can do to maintain their mental wellbeing. It can result in reassessing the level of support somebody needs at a time of crisis or prompting and supporting them to get professional help.
|-
|'''Practical Assistance'''
|This records where we have given practical assistance to somebody. Typically, it can be helping to clear out and take things to the local tip, tidying up, getting on top of the washing up, moving furniture, clearing up an accident.
|-
|'''Religious and Cultural'''
|Support and information provided to meet cultural, religious, and spiritual needs and assistance to observe religious and cultural customs. For example, accessing the businesses that fit with their values such as Halal shops or Sharia-compliant banking, celebrating religious or cultural festivals, attending places of worship, or support and activities around religious obligations such as prayer times.
|-
|'''Renovations'''
|This refers to activities sessions where a trainee is working on one of our renovation projects alongside Handcrafted staff or volunteers.
|-
|'''Safeguarding and Risk Intervention'''
|When we are acting to minimise risk due to safeguarding concerns or identified risks. For example, it may include intervening when there are unwanted guests at a property or putting plans in place with a resident to ensure they are safe. Plans may vary and may include frequent phone contact or visits to monitor a situation and escalating it to the appropriate local authorities where necessary.
|-
|'''Skills Training'''
|This is a feature of all of our activities sessions so denotes where training has been given in a particular way such as teaching a new technique or passing on life skills in a structured way (e.g. how to do an online application, barista skills, or how to use relaxation techniques to manage anxiety).
|-
|'''Slow Cooking'''
|Relates to those who are signed up to our slow-cooking course. This indicates when a worker has been to drop off ingredients or a slow cooker or facilitating someone doing the course.
|-
|'''Social'''
|This refers to pre-planned gathered activity sessions primarily focused on encouraging social life rather than skills training. It also refers to instances where trainees drop into a workshop, but not to engage with activity sessions.
|-
|'''Solution-Focused Dialogue'''
|When issues are addressed using our strengths-based approach drawing on solution-focussed brief therapy methods.
|-
|'''Support Planning Update'''
|Typically, weekly for residents and monthly for trainees, this indicates time spent reviewing and planning the support a resident or trainee is receiving from us and making sure our provision is person-centred. It defines who will take responsibility for each part of the plan. The individual must be included in this process. This also refers to time spent contacting and negotiating with people to arrange their access to our activities, and planning when and how they will receive support. Note that weekly support planning meetings also come under this category.
|-
|'''Therapeutic Activity'''
|All activity sessions are intended to have a therapeutic element: building confidence, making social connections, providing a safe environment to talk about struggles and get peer support, distracting from intrusive or persistent negative thoughts. This therefore refers to other contexts where these are taking place such as an organised social event or 1-1 session.
|-
|'''Utility Top-up/Financial Assistance'''
|Refers to when a resident is in financial difficulty and a worker arranges a grant or loan from Handcrafted to make sure they have essential services. Examples include topping up a utility card or subsidising a bus fare.
|-
|'''Welfare Check'''
|This applies to a range of activities aimed at making sure that residents or trainees are coping effectively and able to meet their needs. It may be through a phone call or a home visit and it includes such things as checking at a property to make sure they have enough food stocked to feed themselves, seeing if there is evidence of relapse or deterioration in mental health, asking about identified triggers or things we know are particularly difficult for a given client, or asking if they are getting the level of support that they need.
|-
|'''Women's Group'''
|This is used when someone attends a women's only group session.
|-
|'''Woodwork/Materials'''
|Applies when a trainee has attended a session at a hub where the main activity was woodwork. This can also be used for other non-wood materials used in woodwork workshops (e.g. plastics, screen printing).
|}

== '''Annex 3 – Enhanced Damp and Mould Strategy''' ==
Recognising the significant health risks associated with damp and mould, we have developed a specialised section within our Preventative Maintenance and Repair Program to address these concerns directly:

'''Prevention and Early Detection:''' Weekly checks include specific assessments for signs of damp and mould, utilising moisture meters and visual inspections to catch early indications of potential problems.

'''Intervention Protocol:''' If damp or mould is observed within a property managed by Handcrafted, the following process is initiated to address and resolve the issue promptly and effectively, ensuring the health and safety of our residents:

'''1. Immediate Reporting'''

Resident Reporting: Residents are encouraged to report any signs of damp or mould immediately through our established reporting channels, including digital forms, email, phone, or in person to a support worker.

Staff Discovery: If staff members observe signs of damp or mould during their routine checks or maintenance activities, they are required to report these findings immediately to the Housing Quality Manager.

'''2. Initial Assessment'''

A member of the property management or maintenance team will conduct an initial assessment to determine the extent and severity of the damp or mould. This may involve visual inspection, moisture readings, and identifying potential sources of dampness.

'''3. Immediate Intervention Protocol'''

'''Containment''': The affected area is contained to prevent the spread of mould spores to other parts of the property.

'''Ventilation''': The area is ventilated to reduce moisture levels if weather and security conditions permit.

'''Communication''': Residents are informed about the findings, potential health risks, and the steps being taken to address the issue. Guidance is provided on how to minimise exposure and maintain air quality.

'''4. Specialised Assessment'''

If necessary, a specialised damp and mould assessment is conducted by a qualified professional. This assessment will identify the root causes of dampness and mould growth, such as leaks, condensation, or external water ingress.

'''5. Remediation Plan'''

Based on the assessment, a comprehensive remediation plan is developed. This plan includes:

'''Mould Remediation:''' Safe removal of mould using appropriate personal protective equipment (PPE) and mould removal agents.

'''Repairing Sources of Dampness:''' Addressing the root causes, such as fixing leaks, improving insulation, or installing ventilation systems.

'''Monitoring and Follow-up''': Implementing a schedule for monitoring the affected area to ensure that the remediation efforts have been successful, and that damp and mould do not recur.

'''6. Execution of Remediation Plan'''

The remediation plan is executed by trained maintenance staff or external contractors, depending on the complexity of the required work.

Residents may be temporarily relocated if the remediation work is extensive or if there is a significant health risk.

'''Resident Education and Engagement:''' We offer guidance and support to residents on maintaining an optimal indoor environment, reducing the risk of damp and mould. This includes ventilation practices, heating advice, and the importance of reporting potential issues promptly.

'''Long-Term Monitoring:''' Properties treated for damp and mould are subject to increased monitoring to ensure the effectiveness of remediation efforts and to identify any potential for reoccurrence early.

'''Documentation, Review, and Expert Collaboration'''

Our approach to maintenance and repairs, particularly for damp and mould, is underpinned by thorough documentation and regular reviews. This allows us to identify trends, improve our strategies, and ensure the healthiest living conditions for our residents. Collaboration with external experts ensures access to the latest remediation techniques and health advice, maintaining our properties to the highest standards of safety and comfort.

== '''Annex 4 - Schedule 4 Handcrafted Licence Agreement''' ==
HANDCRAFTED encourages clients to comment on the standard and quality of the services received. This information can be used to improve the service and to address bad practice.

Complaints can be made for a number of reasons:

* Substandard quality of service
* Behaviour of a member of staff
* Poor attitude of a staff member
* Not providing adequate support

Confidentiality will be maintained throughout the complaints procedure. Only those staff that need to know about the complaint will have access to details.

Management support will be offered to clients from the outset of a complaint. Access to independent advice or help will assist with overcoming many of the barriers that clients may encounter. This may be from friends, relatives, advice centres or local advocacy group.

Complaints may take the form of a formal letter or email addressed to the Hub Lead or a member of the Handcrafted management team, or they may be made verbally on when an individual states that they wish to make a complaint, which will then be recorded in writing and referred to the line manager at the appropriate level.

All complaints will initially be dealt with by the Manager. The complaint will be acknowledged within 3 days of receipt and will be responded to within 10 days. If the matter can be sorted out quickly and to the satisfaction of the Service User at this stage, it will not be necessary to treat it as a formal complaint.

All complaints, whether formal or informal, are always discussed through the line management structure and are logged.

Work Processes and Practices

2025-07-18T09:42:03Z

Rebekah Hook: /* Manual Handling */

== Lone Working ==

==== Policy ====
We recognise the importance of ensuring that all lone working activities are managed appropriately to minimise risk. The safety of workers will always be carefully considered in lone working situations and we will ensure they are capable of responding correctly to emergencies. Such emergencies may arise due to fire, equipment failure, illness, accidents and unauthorised intruders. We will assess the potential hazards from lone working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that lone workers are not at more risk than other employees we will provide adequate training on understanding the risks and avoiding panic reactions to unusual situations. Checks will be made to ensure that any lone workers have no medical condition which makes them unsuitable for lone working. We will not permit lone working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor lone workers to see they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Lone Working ====
'''The Lone Working Co-ordinator will ensure that:'''

1.1 All employees likely to work alone are identified.

1.2 Consultation with employees regarding lone working takes place.

1.3 The tasks which expose employees to lone working are identified and listed.

1.4 The hazards to which employees may be exposed are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision required.

1.7 Activities requiring special arrangements in order to monitor the safety of lone workers are identified.

1.8 Activities which must not be performed by lone workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work alone are given adequate information, instruction and training.

1.10 Checks are made to ensure that any lone workers are medically fit for the tasks.

1.11 Control measures are regularly monitored maintained to ensure they remain effective.

==== Guidance and Records ====

===== Lone Working Activities =====
Lone working represents a situation where a person has neither visual nor audible communication with someone else who can offer immediate assistance in the event of an accident, illness or other emergency. The guidance contained in this section of the policy relates to lone working situations conducted in the normal workplace of the organisation. It may be necessary to consult the “Home/Remote Workers” if you employ staff who work from home or remotely away from the normal workplace.

Lone workers must receive appropriate training and have the necessary experience before being allowed to work alone.

All lone workers should be aware of the following as part of their safety induction training:

* Emergency contact numbers
* Accident/incident reporting procedure
* Restrictions on lone working
* Specific precautions and arrangements considered necessary for some lone working activities.

===== Low Risk Activities =====
Lone working activities should be restricted, where possible, to activities presenting a low risk; even in the event of control measures failing, e.g. persons working alone in offices outside normal working hours are unlikely to be at significant risk provided that appropriate fire and security precautions are in place. Indeed, there is no evidence that this type of lone working activity presents an unacceptable risk requiring special monitoring arrangements, any more than many other activities that individuals undertake alone outside work. It is good practice for those individuals working outside normal working hours to inform a friend or family member of their location and approximate time of return.

It is also acceptable for low risk activities to be performed by a lone worker provided the person performing the task is:

* Competent (i.e. has the necessary experience and has received appropriate training)
* Capable of dealing with any reasonably foreseeable accident or other emergency alone, without the assistance of colleagues.

===== Higher Risk Activities =====
There are occasions when it is not appropriate for activities to be performed by lone workers unless special arrangements involving help or back up are introduced.

Special arrangements must be considered for all activities where it is judged that the risk cannot be adequately controlled by one person. A formal risk assessment is required for these higher risk lone working activities, including a description of arrangements needed to ensure the work can be carried out safely.

===== Prohibited Lone Working Activities =====
Lone working must not be undertaken where there is a high risk that the work might result in an accident which would be sufficiently serious to require a second person to be available to summon help.

Those tasks that are considered unacceptable for a lone worker to perform under any circumstances must be documented in the lone working risk assessment.

===== Individuals at Special Risk =====
Lone working activities are often inappropriate for certain individuals or groups of workers, e.g. individuals with a known medical condition, those with limited experience or training.

===== Special Arrangements to Consider for Higher Risk Lone Working Activities =====
Special arrangements are required for higher risk lone working activities. These should be considered for all activities where it is judged that the risk cannot be controlled adequately by one person.

Although lone workers cannot be subject to constant supervision, it is important that proportionate measures are selected to monitor the safety of individuals engaged in these higher risk activities.

These include:

* Periodic monitoring of lone workers by the supervisor or other colleague
* Lone workers logging in and out with their manager and providing an indication of the likely duration of the work
* Regular contact between the manager and lone worker via telephone

==== Summary of Requirements ====
Provided that the lone working activity presents a low risk, and the line manager considers the individual competent to be working alone, the activity can go ahead without the need for any special arrangements.

If the lone working activity presents a high risk, it needs a formal assessment to identify the appropriate arrangements that are needed to ensure the safety of the lone worker.

High-risk activities are those where there is a reasonably foreseeable risk that the work might result in an accident which could be sufficiently serious to require a second person to be available to summon help. These '''must not''' be undertaken by a lone worker. These activities '''must be''' brought to the attention of workers as part of their local induction training.

Examples of high-risk activities that must not be undertaken by the lone worker include:

* use of machinery that could result in serious injury in the event of an accident
* use of hazardous substances that present a risk of serious acute health effects in the event of exposure

==== [[APPENDIX 1: Use of Mobile Phones|APPENDIX 1: Personal Safety Guidance for Staff Working Alone]] ====

== Driving at Work ==

==== Policy ====
At Handcrafted, we are committed to ensuring the safety of our employees who drive personal vehicles for work-related purposes. We recognise that staff members are often required to drive during their working day, whether that is travelling between hubs, support visits and activities, giving lifts to trainees, or transporting organisational equipment.

This policy outlines the responsibilities and requirements for employees who drive as part of their roles, to ensure safety and compliance with the law.

Staff members who are going to be driving for work purposes are briefed at induction on the safe use of their vehicle and made aware of the requirements and responsibilities outlined in this policy.

==== Requirements & Responsibilities ====
Before an employee starts driving for work-related purposes, we ask to see a valid driver’s license appropriate for the vehicle being driven. Staff members who drive for work purposes must be covered by business insurance.

Employees are responsible for regularly inspecting and maintaining their vehicles to ensure they are appropriately insured, taxed and in roadworthy condition. They are responsible for organising their own repairs and servicing when necessary.

Employees are responsible for any fines or penalties resulting from traffic violations incurred while driving for work.

All driving-related accidents must be reported as required by law, and line managers must be informed of any accidents that occur during the work day.

Drivers must follow safe driving practices:

Obey all traffic laws, speed limits, and regulations.

Do not operate a vehicle under the influence of alcohol, drugs, or any impairing substances.

Do not drive when excessively tired.

Use seat belts at all times.

Avoid using mobile phones or other distractions while driving. Handcrafted has a zero-tolerance policy for texting or emailing while driving and only hands-free talking while driving is permitted (see Electronic Devices and Passwords Policy).

Drivers must follow the Lone Working Policy when giving lifts:

* Staff members must not give lifts by themselves to a person identified as higher risk.
* When doing multiple pickups or dropoffs, staff should do them in an order that means they will not end up travelling alone with a higher-risk person.
* They should avoid taking a person in their car who is not known to Handcrafted (i.e. if we have no referrers risk assessment for them or have not had the opportunity to assess and record any risks.)

==== Engage-Specific Requirements ====
Staff members who drive children are required to have breakdown cover and to have their vehicle checked annually by the Operations Manager, in addition to the above requirements and responsibilities. We keep records of their vehicle documentation.

== Manual Handling ==

==== Policy ====
We will, so far as is reasonably practicable, avoid the need for any employee to undertake any manual handling operations which involve a risk of their being injured. Where this is not reasonably practicable, we will carry out a suitable and sufficient assessment of all such operations and take appropriate steps to reduce the risk of injury to the lowest level that is reasonably practicable. We will provide information to our employees on the weight and centre of gravity of the loads they are required to handle and will ensure that all employees who carry out manual handling operations are provided with information on the findings of the assessments and are trained in safe lifting and handling techniques and the use of lifting equipment. We will ensure that all employees make full and proper use of any systems of work provided. We will review the assessments regularly and, in particular, when there is a significant change in the operations to which they relate or if there is any reason to suspect that they are no longer valid.

==== Arrangements for Manual Handling ====
'''The Manual Handling Co-ordinator will ensure that: '''

1.1 Where manual handling activities cannot be avoided by elimination, mechanisation or automation, initial manual handling assessments are conducted to identify those areas which require further in-depth assessment.

1.2 In-depth assessments are undertaken for those tasks that pose a significant risk such that they may be eliminated or mechanised.

1.3 Risks are reduced by using safe systems of work for those tasks which cannot be completed without manual handling.

1.4 An action plan is drawn up and a budget set, where necessary, for any new measures that are required.

1.5 Information, practical instruction and training on safe lifting techniques is provided for all persons identified in the assessment process as potentially being at risk.

1.6 Assessments are recorded, maintained and reviewed on a regular basis to ensure compliance with current legislation and best practice.

1.7 Loads delivered to the company are correctly packaged, labelled with the weight, secured in strong containers and provided in such condition as to enable the safe removal, placement, loading, unloading and handling of the load.

1.8 Employees are fit to undertake the work they do.

1.9 Adequate information, instruction and training is provided for the use of any equipment that may be necessary to conduct particular tasks.

1.10 External competent persons are consulted, where necessary, to assist with assessments, developing codes of practice and health surveillance.

1.11 Procedures are in place for ensuring the health and safety of those persons at increased risk from manual handling operations, e.g. new and expectant mothers and those with particular medical conditions.

==== Guidance and Records ====

===== Introduction =====
The main aim of the Manual Handling Operations Regulations is to prevent injury, not only to the back, but to any part of the body. The Regulations apply to the manual handling of loads which require human effort, which include transporting a load, supporting a load in a static posture, lifting, lowering, dropping, pushing and pulling a load.

Manual handling activities are common throughout the workplace and account for more than a third of all over three day reportable injuries. Manual handling injuries not only affect the back, neck and shoulders, but the lower limbs, often as a result of the load being dropped. Often manual handling injuries occur over a period of time due to poor manual handling techniques and not as a result of a single event.

Under the Manual Handling Operations Regulations, all manual handling activities which involve a risk of injury should be avoided where possible. If it is not possible to avoid the activity by elimination, automation or mechanisation, then an assessment of the risk should be carried out and the risks reduced to the lowest level possible.

The aim of this guidance is to provide employers and manual handling co-ordinators with guidance on how to take the necessary steps to comply with the regulations.

===== Identification of manual handling activities =====
The first stage is to identify any manual handling activities which occur within the workplace or are undertaken by your employees at work. You should also include any manual handling activities which occur away from your normal place of work.

Once the manual handling activities have been identified, it is then necessary to decide if each activity poses a significant risk of injury to the employee and whether a further, more detailed manual handling assessment is required.

If it is not possible to avoid the manual handling activity by elimination, automation or mechanisation then it may be necessary to carry out a more detailed assessment.

In order to decide if the manual handling activity poses a significant risk of injury to the employee you may wish to consult the risk assessment diagram below. It should be noted that the weights in the risk assessment filter are only guidelines and apply to the lifting and lowering of loads.

====== Risk Assessment Diagram ======
[[File:Manual Handling Risk Diagram.png|thumb|376x376px]]
The guideline weights given in the diagram to the right are based on providing reasonable protection for 95% of working men and women. If the manual handling activity involves moving the load between different body reference points then you will need to take the lowest weight.

The guideline weights in the risk assessment diagram above apply for the lifting and lowering of loads and assume that the load is easy to grasp with both hands, the operation takes place in reasonable working conditions and the handler is in a stable body position and the frequency of lifting does not exceed one lift every two minutes.

If the frequency of the manual handling activity is increased then it will be necessary to reduce the guideline weights by 30% for two lifts per minute, 50% for eight lifts per minute and 80% for 12 lifts per minute.

Even if the above conditions are satisfied, a more detailed risk assessment should be made where the employees have no control over the pace of work, pauses for rest are inadequate or the handler has to support the load for any length of time.

If the manual handling activity involves twisting, i.e. moving the upper part of the body while keeping the feet static, and the frequency of lifting does not exceed 1 lift every two minutes and there are no posture constraints, then the guideline weights should be reduced by 10% when twisting through 45 degrees and 20% when twisting through 90 degrees.

If the manual handling activity involves twisting and stooping/bending then the guideline weights should be reduced by 50%. If the guideline weights are exceeded then a more detailed risk assessment should be made as this is particularly stressful on the back.

====== Guidelines for carrying ======
The guideline weights in the risk assessment diagram above apply to carrying operations where the load is held close to the body and is carried no further then 10 metres. Where the load can be carried securely on the shoulder without first having to be lifted, then the guideline weights can be applied to carrying distances in excess of 10 metres.

A more detailed risk assessment should be made for all carrying operations if the load is carried over a longer distance without resting or the hands are below knuckle height or above elbow height.

'''If at any time during the manual handling activity the guideline weights are exceeded, then a more detailed manual handling assessment will need to be carried out. It should be noted the key duty of the employer is to avoid hazardous manual handling activities and where these cannot be avoided then a more detailed manual handling assessment will need to be undertaken with the aim to reduce the risk to employees.'''

===== Employees’ Responsibilities =====
The co-operation and assistance of all employees is of the utmost importance. The recommendations of the employees undertaking the tasks will form an important part of the assessment and where practicable will be implemented during any alteration to the work environment, practices or equipment.

It is the employees’ duty to:

* Take reasonable care for their own safety and that of colleagues when handling loads
* Follow the written assessments
* Never lift a weight that is beyond their capability
* Only use lifting and handling techniques in which they have been trained
* Use lifting and handling aids in accordance with training and instructions
* Always visually inspect equipment for damage and defects prior to use and report any defects immediately
* Never undertake any task they do not feel confident in
* Check with managers if they are unsure about any aspect of manual handling
* Alert managers to any situation which might present a serious or imminent danger.

===== Health Problems =====
Where any person suffers ill-health or is involved in an accident, they must report it to management immediately. This is to allow the duties to be re-assessed and adapted as far as reasonably practicable. All such information will be kept in the strictest of confidence.

Management will ensure that ill-health, manual handling accidents/incidents are investigated and subsequent action implemented to prevent recurrence and all persons concerned informed of those actions.

Where appropriate, health surveillance will be used to monitor certain individuals who have been identified as being particularly at risk and where ill-health effects have been identified.

===== Pregnancy =====
Female staff must notify management of pregnancy to ensure their tasks will not cause any detrimental health effect to themselves or their unborn child.

All such information will be in the strictest confidence and, as a result, changes of work or routine may have to be introduced to reduce any risk identified.

===== Good Handling Techniques =====
'''Think before lifting/handling. ''' Plan the lift. Can handling aids be used? Where is the load going to be placed? Will help be needed with the load? Remove obstructions such as discarded wrapping materials. For a long lift, consider resting the load midway on a table or bench to change the grip.

'''Keep the load close to the waist. ''' Keep the load close to the body for as long as possible while lifting. Keep the heaviest side of the load next to the body.

'''Adopt a stable position.''' The feet should be apart with one leg slightly forward to maintain balance. The worker should be prepared to move their feet during the lift to maintain stability. Avoid tight clothing or unsuitable footwear, which may make the lift difficult.

'''Get a good hold.''' Where possible the load should be hugged close to the body. This may be better than gripping it tightly with hands.

'''Start in a good posture.''' At the start of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or fully flexing the hips and knees (squatting).

'''Avoid twisting the back or leaning sideways''', especially whilst the back is bent. Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better then twisting and lifting at the same time.

'''Keep the head up when handling.''' Look ahead, not down at the load, once it has been held securely.

'''Move smoothly.''' The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of injury.

'''Don’t lift or handle more than can be easily managed.''' There is a difference between what people can lift and what they can safely lift. If in doubt seek advice or get help.

'''Put down, and then adjust.''' If precise positioning of the load is necessary, put it down first and then slide it into the desired position.

== Personal Protective Equipment (PPE) ==

==== Policy ====
We will identify and assess all activities our employees may be required to undertake during the course of their employment with us. Following the amendments to The Personal Protective Equipment at Work Regulations 2022 we will now extend this to cover casual or irregular workers (such as Labour Only). We will only specify personal protective equipment as the last means of defence should we be unable to otherwise eliminate the risk to our employees. We will, as far as is reasonably practicable, implement the hierarchy of control measures. Personal protective equipment will only be provided if the risk to our employees cannot be adequately controlled after the hierarchy of control measures has been exhausted. If and when we do provide personal protective equipment, we will ensure it is fit for the purpose and environment it is to be used in and that it fits the wearer correctly to give the level of protection the equipment was so designed for. We will ensure employees are consulted on the type of personal protective equipment to be used and that they are given adequate and sufficient information, instruction and guidance on the use, storage and maintenance of such equipment. We acknowledge our duty to provide personal protective equipment to all employees, including casual or irregular workers, as may be necessary and that such equipment will be free of charge. Where it is identified that an employee’s well-being may be affected due to exposure to a specific hazard or hazards, a medical questionnaire will be completed. We will ensure where necessary that regular health surveillance is provided where the risk of harm to our employees is controlled by the use of personal protective equipment.

==== Arrangements for Personal Protective Equipment ====
'''The Personal Protective Equipment Co-ordinator will ensure that:'''

1.1 All activities our employees (including casual or irregular workers) may be required to undertake during the course of their employment are identified and assessed to determine the need for Personal Protective Equipment (PPE).

1.2 As far as is reasonably practicable, the hierarchy of control measures i.e. elimination, reduction, substitution, isolation or engineering controls, is followed to control the hazards that have been identified.

1.3 PPE is specified as a last form of defence only when the hierarchy of controls has been exhausted.

1.4 Where PPE is provided, it is fit for the purpose and the environment it is to be used in and it fits the wearer correctly.

1.5 Individuals or groups of people whose well-being may be affected due to exposure to a specific hazard or hazards are identified and a medical questionnaire is completed prior to any person commencing work in such an environment which may present a risk to them.

1.6 Where identified by the medical questionnaire, or where necessary due to the identification that the risk of harm is controlled by the use of PPE, health surveillance is provided at regular intervals.

1.7 Where PPE is required, it is provided free of charge.

1.8 Employees (including casual or irregular workers) are consulted on the type of PPE to be used.

1.9 All employees (including casual or irregular workers) required to wear PPE are given adequate and sufficient information, instruction and guidance on the use and maintenance of such equipment.

1.10 A procedure is in place to allow PPE provided to be maintained in good working order and/or adequate stocks of equipment are available to replace as necessary any damaged or worn equipment.

1.11 Suitable and sufficient facilities are provided to enable employees to store any PPE provided to them whilst not in use.

1.12 Where necessary, suitable and sufficient facilities are provided to permit employees to change from (and store) their normal clothing to specified personal protective clothing.

<nowiki>*</nowiki>Medical questionnaires cannot be issued pre-employment but can be issued post engagement.

==== Guidance and Records ====

===== Personal Protective Equipment (PPE) =====
Personal protective equipment (PPE) is defined in the regulations as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him/her against one or more risks to their health or safety’. This includes high visibility clothing, eye protection, head protection, safety footwear, safety harnesses, hand protection, etc.

PPE should only be issued to the person who is going to use it, it cannot be shared. A register of issue and subsequent inspection should be maintained and means for the employee to keep equipment in a clean and hygienic condition should be provided.

Employees (including casual or irregular workers) cannot be charged by their employer for items of PPE they require to safely carry out their work activities.

===== Suitability of PPE =====
The right type of PPE should be selected, which can be done giving consideration to the following:

* Is it appropriate for the risks and conditions where employees are exposed to the risk?
* Does it prevent or adequately control the risks?
* Where more than one form of PPE is worn, are they compatible?
* What are needs of the job, and the demands it places on the wearer?
* Does it fit the wearer correctly?
* Has the state of the wearer’s health been considered?

Advice on the different types of PPE available and their suitability can be obtained from PPE manufacturers and suppliers, or your Health and Safety Consultant.

===== Training =====
Employees (including casual or irregular workers) who are required to wear PPE must be given adequate and sufficient information, instruction and guidance which should include the following areas:

* Training and instruction on how to use it properly.
* Why the PPE is needed – what the risks are, when PPE is to be used, repaired or replaced and its limitations.
* The importance of wearing PPE when exposed to the risk, without exception.
* Checking PPE is being used and taking action when it is not.
* Clear rules on what action will be taken if employees are not wearing the necessary PPE.
* Display of safety signs, reminding employees to wear PPE.

===== Respiratory Protection =====
Where respiratory protective equipment incorporating a tight fitting face-piece is provided to prevent exposure to hazardous substances, it must fit the wearer properly to provide full and adequate protection and therefore a face fit test must be conducted. A tight fitting face-piece is a full-face mask, a half-face mask, or a filtering face-piece (e.g. disposable mask), irrespective of whether they are used in negative pressure respirators, power assisted respirators or compressed air supplied breathing apparatus.

The face fit test will assess the fit by determining the degree of face-seal leakage of a test agent whilst the user is wearing the face-piece and undergoing certain physical exercises. Dependent on the respirator type in use, the test can be quantitative or qualitative, both of which require specialist equipment and trained operatives. Once face fit tested to a particular respirator (type and manufacturer) a certificate of test must be obtained and this recorded. Operatives do not require to be re-tested unless their facial characteristics change significantly (e.g. weight loss, major dentistry), the certification of test may pass from employer to employer, but the operative must only wear that type and manufacture of respirator that he/she was tested on. If an employee wears more than one type of tight fitting face-piece then each type of face-piece should be subjected to fit testing.

Fit testing is not required where a risk assessment clearly demonstrates that respiratory protective equipment is being worn for ‘comfort’ rather than as a control measure.

Loose fitting face-pieces, whose performance relies on sufficient airflow through the face-piece, do not require fit testing. However, the loose fitting face-piece must be of the correct size for the wearer to ensure adequate protection. Loose fitting face-pieces are better suited to those wearing spectacles with side arms and people with facial hair in the region of the face seal of a tight fitting mask. In the vast majority of scenarios loose fitting alternatives to tight fitting masks are available and should be selected where necessary.

===== Head Protection =====
Head protection should be worn whenever there is a risk of injury to the head from falling objects or hitting the head against something.

Where an assessment identifies the need for head protection it should meet the following criteria:

* Suitable for its intended purpose
* Appropriate size
* Have chin straps etc. where necessary
* Provide adequate levels of comfort

Head protection should be replaced at intervals recommended by the manufacturer or if it has received a severe impact, has been badly scratched or has cracked.

A follower of the Sikh religion is exempt from any legal requirement to wear a safety helmet while on a construction site ("any place where building operations or works of engineering construction are being undertaken"), provided that he is wearing a turban.

===== Eye Protection =====
There are different types of eye protection to cover different hazards. The following are examples of protection that may be required in certain circumstances:

* Safety spectacles incorporating sideshields
* Eyeshields
* Safety goggles
* Face shields

The following activities are likely to require the provision of eye protection:

* Handling acids, alkalis, corrosive substances etc.
* Using abrasive wheels, hand grinders etc.
* Welding operations
* Using gases or vapour under pressure
* Using laser equipment

===== Foot Protection =====
Safety footwear can come in the form of boots or shoes and purpose designed Wellington boots and there are different types to protect from different hazards. The following list gives examples of areas where safety footwear may be required:

* Workplaces where heavy objects have to be physically handled
* Areas where hazardous and/or corrosive chemicals are handled
* Workplaces where walking surfaces are unavoidably slippery

Ensure that the footwear chosen has the correct features to adequately protect against the identified hazards. Features can include:

* Protective toe-caps
* Penetration-resistant mid-soles
* Non-slip soles
* Heat-resistant soles

Consideration must also be given to other aspects including the material (e.g. leather or trainer-style), ankle support, and whether lace-up or slip-on is acceptable.

===== Hand and Arm Protection =====
Hand and/or arm protection may be required in the following circumstances:

* Manual handling of objects, machinery or equipment with abrasive or sharp areas
* Operating vibrating machinery such as orbital sanders
* Outdoor work
* Handling hot or cold materials
* Handling chemicals
* Where there is a risk of skin infection, disease or contamination

Hand and/or arm protection should be chosen to ensure it is appropriate to both the wearer and the hazard. Be sure not to introduce additional hazards through its use, such as through gloves that protect against cuts but may become entangled in machinery or prevent adequate dexterity.

Be aware that latex, in particular powdered latex, gloves are a known cause of sensitisation. The Health and Safety Executive (HSE) says that: "''Single use, disposable natural rubber latex gloves may be used where a risk assessment has identified them as necessary. When they are used they must be low-protein and powder-free.''" Latex gloves may be considered necessary to protect against the transmission of blood borne pathogens.

If you are not in an industry where you come into contact with blood borne pathogens you should consider using alternatives to latex gloves, such as nitrile or vinyl gloves.

===== Protective Clothing =====
The following non-exhaustive list gives examples of circumstances where specific protective clothing may be required:

* Handling chemicals
* Working in the dark or low-light levels
* Working in food preparation areas
* Working near or in water
* Working in dusty environments

Protective clothing is likely to be needed to protect against hazards such as temperature extremes, adverse weather, chemical or metal splashes, spray from pressure leaks or spray guns, impact or penetration, contaminated dust, excessive wear or entanglement of own clothing. Such clothing can take the form of conventional or disposable overalls, boiler suits, specialist protective clothing, e.g. chain-mail aprons, high-visibility clothing, or may be needed to protect a specific body area such as leggings, gaiters, or spats for the legs.

== Pressure System ==

==== Policy ====
We recognise that Pressure Systems have the potential to cause significant injury or damage to property in the event of system or component failure resulting in unexpected release of stored energy. We further recognise that it is extremely important that the system is correctly installed and used, maintained, and subject to thorough examination and test.

We will ensure that pressure systems are installed by a competent person and in positions that would minimise injury and damage in the event of unexpected releases of stored energy, and that the safe operating limits of pressure systems are established prior to first use and are clearly marked on the system. All operators will be given adequate and suitable instruction on the safe operation of pressure systems and any emergency procedures.

We will ensure that a competent person prepares a written scheme of examination for systems above 0.5 bar, including pipe work, where steam or fluid is stored. This will also be done for a compressed air receiver, and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is equal to or greater than '''250''' bar litres, and other applicable systems.

A competent person will carry out all maintenance, thorough examinations and tests as prescribed in the written scheme of examination.

Any necessary repairs arising from any reports on the condition of the systems or from any fault reporting system will be completed without delay. Any systems that are not subject to a written scheme of examination will be maintained in accordance with the manufacturer’s recommendations. We will ensure that all relevant records e.g., manufacturers safety information, written schemes of examination, examination reports etc, are retained for inspection.

==== Arrangements for the Safe Use of Pressure Systems ====
'''The Pressure Systems co-ordinator will ensure that:'''

1.1 Pressure systems are installed by a competent person and in positions that would minimise injury and damage in the event of unexpected releases of stored energy.

1.2 The safe operating limits of pressure systems are established prior to first use and that they are clearly marked on the system.

1.3 All operators are given adequate and suitable instruction on the safe operation of pressure systems and any emergency procedures.

1.4 A competent person prepares a written scheme of examination for systems above 0.5 bar, including pipe work, where steam or relevant fluid is stored.

1.5 A competent person carries out all maintenance, thorough examinations and tests as prescribed in the written scheme of examination.

1.6 Any necessary repairs arising from any reports on the condition of the systems or from any fault reporting system are completed without delay.

1.7 Any systems that are not subject to a written scheme of examination are maintained in accordance with the manufacturer’s recommendations.

1.8 All relevant records e.g., manufacturers safety information, written schemes of examination, examination reports etc, are retained for inspection.

==== Guidance and Records ====
Users and owners of pressure systems are required to demonstrate that they know the operating procedures of their pressure systems and that the systems are safe at their premises.

The Pressure Systems Safety Regulations use the terms "owner" and "user" with respect to the written scheme of examination. The primary duty is placed on the "user" in the case of fixed systems and the "owner" in the case of mobile systems. Both users and owners can be employers or self-employed persons.

Any pressure system covered by the regulations must have a written scheme of examination prepared by a competent person who has the appropriate technical expertise and knowledge. Serious accidents have occurred when systems have been over pressurised or exploded due to undetected internal corrosion and also leaks of steam and hot water have resulted in severe scalds.

===== Definition of a Pressure System =====
A pressure system is defined in the Regulations as:

* A system comprising of one or more pressure vessels of rigid construction, together with any pipework and protective devices
* Pipework with its protective devices to which a transportable pressure receptacle can be connected
* A pipeline and its protected devices; for which any of the above contains, or is liable to contain, a relevant fluid.

A relevant 'fluid' includes steam and a fluid, or a mixture of fluids in the form of a gas with a pressure greater than 0.5 bar above atmospheric pressure. Also any liquid with a vapour pressure in equilibrium greater than 0.5 bar above atmospheric pressure at the actual temperature of the liquid, or 17.5 degrees Celsius. The Regulations also cover gas dissolved under pressure in a solvent contained in a porous substance which, would be released without applying heat.

Pressure systems include steam boilers, compressed air systems and high-pressure washing equipment, vapour compression refrigeration systems with compressor drive motors exceeding 25 kW.

The Regulations also include design, construction, installation, safe operating limits, action in case of imminent danger, operation, maintenance, modification and repair, keeping of records, precautions to prevent pressurisation of certain vessels and marking. Designers, manufacturers and suppliers must ensure that adequate information is passed on to the users about the pressure system and how it can be operated, maintained and examined safely.

===== Marking of pressure vessels =====
All pressure vessels such as air receivers manufactured in the U.K., or imported must, before being supplied be marked or have a rating plate attached to them showing:

* Manufacturer's name
* Serial number of the vessel
* Date of manufacture
* The standard to which the vessel was built
* Maximum allowable pressure
* Minimum allowable pressure where it is other than atmospheric pressure
* Design temperature.

===== Installation''' ''' =====
The employer of a person who installs a pressure system at work must ensure that the installation does not give rise to danger, or otherwise impairs the operation of any protective device or inspection facility.

===== Repairs and modification =====
The employer of a person who repairs or modifies a pressure system at work must ensure that any modification or repair does not give rise to danger, or otherwise impairs the operation of any protective device or inspection facility. Any repairs or modifications carried out on a pressure system should be adequate for the duty for which the system is used, as compared with the original design specification and in accordance with appropriate standards. Consideration should be given to the possible effect of repairs or modifications on the operation of any protective devices or inspection facilities.

===== Safe operating limits =====
A pressure system should not be used unless the safe operating limits have been established with the system in use, and the safe operating limit should not be exceeded. In the case of a mobile system the owner should either supply the user, (if they are not the same person), e.g. a mobile system on hire, with a written statement specifying the safe working limits, or ensure that those limits are clearly and durably marked on the system.

This requirement does not apply to a system other than a mobile system although it is advisable to adopt it for all pressure systems.

===== Protective devices =====
Various protective devices which should be considered and incorporated, as necessary, in pressure systems are:

'''Steam and Pressurised Hot Water Plants:'''

* Suitable water drainage points and venting devices
* Safety valves, reducing valves, pressure indicating devices
* Fusible plugs
* Boiler stop-valve (not cast iron) and isolating valve
* Blow-down valves
* Controls for boilers fitted with fuel\air burners where the safety functions are controlled automatically.

'''Compressed Air Systems:'''

* Devices for indicating air pressure, oil pressure and temperature
* Fusible plugs
* Shutdown device for oil-fuelled compressors
* Safety valves and bursting discs
* Drain valves
* Vent valves.

===== Written scheme of examination =====
Requirements for a Written Scheme are:

A written scheme of examination is a document containing information about selected items of plant or equipment which form a pressure system, operate under pressure and contain a "relevant fluid". The term "relevant fluid" is defined in the Regulations and covers compressed or liquefied gas including air above 0.5 bar pressure (approximately 7 psi), pressurised hot water above 110 degrees Celsius and steam at any pressure.

Items of plant forming the pressure system should be included in a written scheme of examination if a failure of the item could unintentionally release pressure from the system, and the resulting release of stored energy could cause injury.

The following questions may help users decide on the content:

* Do the manufacturers of the plant or equipment forming the pressure system give guidance, instruction and the precautions to be taken for the safe operation of the system?
* Is pressurised plant or equipment used that requires periodic statutory examination by a recognised inspection body?
* Is any pressurised plant or equipment used that does not require periodic statutory examination by a recognised inspection body but which could fail and cause injury (e.g. by damage or corrosion)?
* Could failure of any part of the pressure system cause someone in the vicinity to be injured by the release of pressure, fragments or steam?
* Does the pressure system contain any protective devices?

If the answer to any of these questions is "Yes" then those items of plant may need to be included in the written scheme of examination.

'''What types of typical pressurised systems might require a written scheme of examination?'''

* a compressed air receiver and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is equal to or greater than 250 bar litres
* a steam sterilising autoclave and associated pipework and protective devices
* a steam boiler and associated pipework and protective devices
* a pressure cooker
* a fixed LPG storage system, supplying fuel for heating in a workplace.

'''The following pressurised systems are not likely to require a written scheme of examination''':

* a hot water urn (for making tea)
* a pneumatic cylinder in a compressed air system
* a hand-held tool
* a combustion engine cooling system
* a portable compressed air receiver and the associated pipework, where the product of the pressure in bars multiplied by the internal capacity in litres of the receiver is less than 250 bar litres
* any pipeline and its protective devices in which the pressure does not exceed 2 bar above atmospheric pressure
* a portable fire extinguisher with a working pressure below 25 bar at 60 °C and having a total mass not exceeding 23 kilograms
* a portable LPG cylinder
* a tyre used on a vehicle.

These are typical examples for guidance purposes only. You must establish whether your pressurised system(s) is covered by the Regulations.

===== Responsibility of users and owners to define scope of scheme =====
The user of installed systems and the owner of mobile systems are responsible for deciding which pressure system is covered by the Regulations. To arrive at a properly informed decision, users or owners may seek advice from other sources. These could be Insurance Companies, in-house engineering staff, inspection bodies and consultants. However, the legal responsibility for defining the scope of the scheme rests with users or owners. The written scheme should generally cover all items within a self-contained pressurised system, which may give rise to danger. If there is more than one self-contained pressure system, there will be a need for more than one written scheme.

===== Confirmation of scope of scheme =====
When the scope of the written scheme has been decided, the user or owner of the pressure system should contact a person with sufficient knowledge and experience about the system. This person should be capable of offering informed advice on the subject. Discussions on the scope of the written scheme should be made with them, and if necessary modify the scope accordingly.

===== Competent person''' ''' =====
The users or owners of pressure systems need to select a competent person and in doing so should take reasonable steps to ensure that the competent person selected can actually demonstrate competence, i.e. the necessary wealth of knowledge, experience and independence. In practice the competent person is likely to be a body or company specialising in engineering inspection work or an Insurers engineering surveyor.

===== Review of written scheme =====
The written scheme of examination must be 'suitable' throughout the lifetime of the plant or equipment and it follows that it should be reviewed, and when necessary, revised. For example, as the age of some plant increases there may be a need to carry out more frequent examinations, or change their content or type. It is the user's responsibility under the Regulations to ensure that the content of the written scheme is reviewed at appropriate intervals by a competent person to determine if it remains suitable, but clearly the competent person should be in a position to give advice on this aspect.

===== Legal responsibility =====
Users and owners of pressure systems covered by a written scheme of examination have a legal responsibility to ensure that a competent person examines the systems in accordance with the scheme.

===== Maintenance =====
The user of an installed system and the owner of a mobile system shall ensure that the system is properly maintained in good repair, so as to prevent danger.

The maintenance needs should be determined taking into account the age of the system, the conditions of operation and the environment in which it works.

Consideration should be given to what systems or parts require routine checks and replacement e.g. lubrication fluids and coolants. Some parts of systems should be subject to sample inspection during regular shutdowns when signs of deterioration, leakage, external damage or corrosion are apparent.

Pipework may not be subject to examination under the written scheme, but periodic checks should be carried out at the more vulnerable areas such as expansion loops, bends and low points.

Systems which, have been out of service, will need more detailed checks when being brought back into use.

Protective devices must be checked at appropriate intervals to ensure they remain in efficient working order. Where manufacturers/suppliers instructions are appropriate to the system and are sufficiently comprehensive they should be used to assist maintenance.

===== Keeping of records''' ''' =====
The last report relating to the system made by a competent person and also any previous reports must be kept if they contain information that will help in assessing whether the system is safe to operate, or any repairs or modifications to the system can be carried out safely.

Records should also be kept of any modifications or repairs to the pressure systems.

Where the user or owner of a pressure system changes, the previous owner or user shall as soon as practicable give to the new user or owner in writing anything (relating to the system or part thereof) kept by him.

Where the Regulations require records to be kept in writing, then they can be kept in a form that is capable of being reproduced as a written copy if required. Generally records can therefore be held on computer providing they are secure from loss or unauthorised interference.

===== Information instruction and training =====
The Provision and Use of Work Equipment Regulations require that any person operating the system to be provided with adequate instructions for the safe operation of the system and the action to be taken in the event of an emergency.

The user of a pressure system shall ensure that it is not operated except in accordance with the instructions provided in respect of that system.

Instructions should include all information which operators need for safety including start up and shut down procedures, precautions needed during stand-by operation, the likely fluctuation which may occur in normal operation, the function and effect of controls and the procedures to be followed in the case of an emergency.

Such instructions should also be given as part of any training programme. It is recommended that simple concise instructions should be displayed near the relevant part of the pressure system.

Maintenance personnel should be provided with instruction to ensure proper maintenance and the detail will depend on the complexity of the system and the users organisational arrangements. For example a simple maintenance schedule could take the form of a checklist beside the system concerned.

A "competent person" must have appropriate technical expertise, theoretical and practical knowledge and experience of the pressure systems, to be able to prepare the written scheme and carry out the examinations according to the scheme. It is unlikely that most companies will have their own employees trained to the level of a competent person. Companies often employ the specialised skills of an inspection organisation or the Company’s Insurers.
== Working at Height ==

==== Policy ====
We will, so far as is reasonably practicable, avoid the need to work at heights by the effective planning of works. Where this is not reasonably practicable we will carry out suitable and sufficient assessments of all such tasks and take appropriate steps to reduce the risk of injury. All works at height will be properly planned and appropriately supervised. The most suitable methods of work will be selected along with the most suitable work equipment. We will ensure that all employees are competent to undertake their duties and are provided with appropriate instruction, information and training. We will ensure that all equipment provided for working at height is properly maintained.

==== Arrangements for Working at Height ====
'''The Working at Height Co-ordinator will ensure that:'''

1.1 Where possible the need to work at height is eliminated.

1.2 Where work at height cannot be eliminated a risk assessment is conducted to identify suitable control measures to prevent any person from falling a distance likely to cause personal injury.

1.3 The risk assessment takes account of the distance and consequences of a fall, and the duration and frequency of the task.

1.4 Where work equipment is necessary to ensure safe working at height, the equipment is suitable for the task at hand, taking into account the risk of use, installation and removal of such equipment.

1.5 If ladders or step ladders are specified as a control measure, the assessment justifies their use, i.e. that the risk is low, the task is of short duration (15-30 minutes) or the working space/conditions dictate.

1.6 Levels of competence required for working at height activities are identified and any training needs are met.

1.7 Where identified in the risk assessment, a rescue plan is in place before work at height commences. This plan will be reviewed throughout the lifetime of the project and updated if there are any substantial changes to the work being carried out. The plan will take account of possible risks to the rescuers.

1.8 Where the activity affects or may affect others in the vicinity we will inform and discuss with these people how we plan to carry out the work.

1.9The risk assessment and planning arrangements take into account the effects that the weather can have on outdoor work at height.

1.10 The risks posed by fragile surfaces (i.e. surfaces where there is a risk of a person or object falling through, these surfaces may be either close to or part of the structure on which work is to be done and will include vertical or inclined surfaces) are managed.

1.11 Permanent fencing, guards or other permanent measures to prevent falls are put in place for work requiring regular access, including where there is a fragile surface.

1.12 Steps are taken to ensure that falling material or work equipment is prevented. Loads and equipment are stored correctly so they do not collapse or fall at any time and cause injury.

1.13 Equipment for work at height is regularly inspected to ensure that it is safe to use. The equipment is marked to ensure that it is obvious when the next inspection is due.

Pre-use checks are made before work equipment for work at height is used.

''Note: The purpose of the inspection is to identify whether the equipment is fit for purpose and can be used safely and that any deterioration is detected and remedied before it results in unacceptable risks.''

1.14 The provision of supervision is proportionate to the findings of the risk assessment and the experience and capability of the people involved in the work.

==== Guidance and Records ====
Falls from height are still the biggest killer on construction sites, including operation and maintenance related work, within the UK. Special consideration must be given to any work involving access ladders, stepladders, tower scaffolds, Mobile Elevating Work Platforms (MEWPs) and scaffolds.

===== Ladders/Stepladders =====
Any work at height should be carried out from or on a platform with suitable edge protection unless a specific risk assessment identifies that ladder or stepladder access alone is a safe option. Such risk assessments must be recorded and made available to all relevant operatives.

Ladders and stepladders should be of the correct type and grade, in good condition and effectively secured to prevent movement. The Health and Safety Executive (HSE) recommends EN131 Professional ladders or stepladders for use at work. EN 131 Non-professional ladders should not be available for use within the workplace.

Those who use ladders should be trained and instructed to inspect, secure and use ladders/stepladders safely. In addition, a competent suitably trained staff member should be nominated as responsible for inspecting all access equipment owned by the organisation annually and recording the results.

===== Mobile Access Equipment =====
An extensive range of mobile access equipment is available for work of short duration and minor maintenance. Such equipment may also be used to provide safe access to roofs. However mobile access equipment must be appropriate for the conditions on site, taking into account ground conditions and wind speed.

Any mobile access equipment must be adequately maintained and operated only by authorised and suitably trained staff. Where any hired equipment does not appear to be adequately maintained, it should be brought to the attention of the line manager and returned to the supplier with a report of its condition. Such equipment must not be used even in the short term.

===== Work on Roofs =====
'''Inspection'''

All roof work is dangerous, no matter how short-lived, and safe means of access and egress will be provided.

The use of alternative arrangements such as using adjacent buildings or powered access equipment must be considered when carrying out surveys on roofs that do not have safe access.

'''Maintenance'''

Many accidents occur during routine and unplanned maintenance, including cleaning, on roofs, gable ends and similar work. Fragile roofs, roof lights and the like must also be considered in the risk assessment for the job.

The cleaning of valley gutters and gutters must also be carefully considered and closely managed.

===== Short Duration Work =====
Where the risk assessment indicates that it is not reasonably practicable to install safeguards, for example for work taking minutes as opposed to hours, the assessment must be recorded before proceeding and have taken account of the following:

* Duration of the work
* Complexity of the work
* Pitch of the roof (if applicable)
* Condition of the roof (if applicable)
* Weather conditions (if applicable)
* The risk associated with providing edge protection when balanced against that without
* Any risks to others who may be affected.

===== Travel Restraint =====
Where edge protection or the use of mobile access equipment is not considered suitable, then travel restraint and fall arrest should be used.

Travel restraint is a system that does not allow the person(s) to access the edges by physically restraining them so that they cannot reach unprotected roof edges.

''Note. This is not the same as fall arrest equipment, which is designed to mitigate the injuries of anyone falling.''

Both travel restraint systems and fall arrest equipment must be authorised by the manager in charge of the work who should take specialist suppliers’ advice where necessary.

The risk assessment and method statement for any work requiring the use of fall arrest equipment MUST consider recovering operatives following a fall.

===== Training =====
All work at height is potentially dangerous and anyone carrying out or planning work at height, such as on roofs, or utilising access equipment will need to be suitably trained in the following as necessary:

* Erecting scaffolding, regardless of type or intricacy
* Setting up and using hoists
* Operating and checking mobile access equipment
* Rigging and inspecting safety nets, edge protection and similar
* Managers and Supervisors should be trained to be competent to:
** ensure adequate site standards
** assess and prioritise the risks associated with the work
** design safe systems of work that are appropriate to specific tasks and conditions
** prepare clear, simple safety method statements that can be used and understood by the workers involved
** recognise their own limitations and seek advice as necessary

===== Selecting the Right Equipment =====
It is important that you assess the risks and select the right equipment for the job. To assist with this requirement a Working At Height Planning checklist can be found in this policy.

Alternatively, advice and guidance can be sought from your Health and Safety Consultant.

[[SAFE WORKING PROCEDURE FOR USE OF LADDERS & STEP LADDERS]]

[[STEPLADDER SAFETY GUIDANCE NOTE]]

Employee Welfare and Wellbeing

2025-04-29T10:48:25Z

Rebekah Hook: /* Guidance and Records */

== Welfare ==

==== Policy ====
We will provide welfare facilities in accordance with the requirements of the Workplace (Health, Safety and Welfare) Regulations as a minimum. Suitable and sufficient facilities will be provided, taking into account the number of people and the tasks or work they will be undertaking. We will ensure that all facilities provided are effectively maintained in a clean and orderly condition at all times and that they are suitable for the purpose for which they are intended. We will repair any defects or damage to welfare facilities and will provide all employees with suitable information relating to welfare facilities.

==== Arrangements for Welfare Facilities ====
'''The Welfare Co-ordinator will ensure that:'''

1.1 There are provisions for wholesome drinking water and a means of consuming it (cups or drinking fountain).

1.2 Arrangements are in place for heating food and providing adequate facilities for making hot drinks.

1.3 Adequate numbers of tables and chairs are provided for persons to rest.

1.4 Arrangements are in place to ensure adequate heating and ventilation of the workplace.

1.5 Arrangements are in place for the adequate cleaning and maintenance of our premises including toilets, washing, changing and drying facilities.

1.6 Sufficient sanitary and washing facilities are provided for the number of employees likely to be permanently occupying the premises.

1.7 Separate changing facilities are available, where necessary, for men and women and adequate facilities for the storage of clothing is provided.

1.8 Arrangements are in place for the effective means of disposal of sanitary waste from female toilets.

1.9 Adequate lighting is provided and maintained throughout the premises.

1.10 There is sufficient room and space available for each employee to carry out their duties safely.

1.11 Workstations and seating are provided and arranged to allow tasks to be carried out safely and comfortably.

1.12 Suitable and effective arrangements are in place for the maintenance of the workplace and of equipment, devices and systems provided.

1.13 Adequate arrangements are in place for controlling the movement of vehicles and pedestrians such that both can circulate in a safe manner.

==== Guidance and Records ====

===== Welfare Provisions =====
When people are employed, however short the period of time, there is a requirement to provide adequate and appropriate welfare facilities for them while they are at work as far as is reasonably practicable.

This means facilities must be provided unless it is clearly unreasonable in terms of time, trouble, cost and physical difficulty.

Welfare facilities are those that are necessary for the well-being of employees, such as washing, toilet, rest and changing facilities, and somewhere clean to eat and drink during breaks as required by the Workplace (Health, Safety and Welfare) Regulations 1992.

The requirement is to provide adequate toilet and washing facilities for employees.

Adequate means providing:

* Enough toilets and washbasins for those expected to use them, people should not have to queue for long periods to go to the toilet
* Where possible, separate facilities for men and women, failing that, rooms with lockable doors
* Clean facilities. To help achieve this, walls and floors should preferably be tiled (or covered in suitable waterproof material) to make them easier to clean
* A supply of toilet paper and, for female employees, a means of disposing of sanitary dressings
* Facilities that are well lit, ventilated and at a reasonable temperature
* Facilities with hot and cold running water
* Enough soap or other washing agents
* A basin large enough to wash hands and forearms if necessary
* A means for drying hands, e.g. paper towels or a hot air dryer
* Showers where necessary, e.g. for particularly dirty work.

Consideration also must be given to the needs of those with disabilities.

===== Number of Facilities Required =====
{| class="wikitable"
|Number of people at work
|Number of water closets
|Number of wash stations
|-
|1 to 5
|1
|1
|-
|6 to 25
|2
|2
|-
|26 to 50
|3
|3
|-
|51 to 75
|4
|4
|-
|76 to 100
|5
|5
|}
In the case of sanitary accommodation used only by men, the following may be used if desired, as an alternative to column 2 of the above table. A urinal may either be an individual urinal or a section of urinal space which is at least 600 mm long.
{| class="wikitable"
|Number of men at work
|Number of water closets
|Number of urinals
|-
|1 to 15
|1
|1
|-
|16 to 30
|2
|1
|-
|31 to 45
|2
|2
|-
|46 to 60
|3
|2
|-
|61 to 75
|3
|3
|-
|76 to 90
|4
|3
|-
|91 to 100
|4
|4
|}

===== Arrangements for Meal Breaks =====
There should be a suitable seating area for workers to use during breaks, it needs to be clean and located where food will not get contaminated.

There should be washing facilities nearby, and a means of heating food or water for hot drinks. You must maintain good hygiene standards.

===== Water provision =====
There should be an adequate and readily accessible supply of drinking water for all employees. Such water can be taken from the main water supply or provided in bottles, which must be enclosed to prevent contamination and replenished as necessary. Cups or beakers should be provided unless water is provided via a drinking fountain.

===== Changing and Storing Clothing =====
If the work activity requires employees to change into and wear specialist clothing (overalls, a uniform, thermal clothing etc), then you must provide enough changing rooms for the number of people expected to use them.

Where a changing room is provided it should:

* Be readily accessible
* Contain, or lead directly to, clothing storage and washing facilities
* Provide seating
* Provide a means for hanging clothes - a hook or peg may be sufficient
* Ensure the privacy of the user
* At a reasonable temperature.

Separate use of changing facilities should be available to men and women.

Try to prevent employees’ own clothing coming into contact with work-soiled clothing or getting dirty or wet. Provide separate storage for clean and contaminated clothing which:

* Allows wet clothing to be hung up to dry out during the course of the day
* Is well ventilated.

===== Temperatures for inside work areas =====
The temperature in workrooms should normally be at least 16oC unless much of the work involves severe physical effort in which case the temperature should be at least 13oC. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity. These temperatures refer to readings taken using an ordinary dry bulb thermometer, close to workstations, at working height and away from windows. Thermometers should be provided in the workplace, to enable temperatures to be measured. They need not be provided in every workroom.

The above temperatures are provided to ensure that temperatures in workrooms are reasonable and negate the need for special clothing. There are rooms or areas where it is not practical to maintain those temperatures, for example warehouses that open to the outside, walk in fridges and freezers. In such cases efforts should be made to try and maintain temperatures as close to the minimum as possible. This could be done by pre chilling products, minimising chilled areas, enclosing/insulating the product etc.

Where room temperatures may be unreasonably high all reasonable action should be taken to achieve a comfortable temperature, for example by insulating pipes/plant, shading windows, siting workstations away from heat sources.

Where workrooms remain at unreasonable temperatures local heating or cooling should be provided e.g. fans in hot weather, insulating cold floors. If such measures are taken, yet workers are still exposed to unreasonable temperatures then suitable protective clothing and rest facilities should be provided. Rest facilities should be warm, with provision for heating food and making warm drinks. Systems of work should be introduced to minimise the time employees are exposed to uncomfortable temperatures e.g. task rotation.

===== Ventilation requirements =====
The air in workrooms should be fresh and at a suitable temperature and humidity level. In most situations, windows, doors etc. will provide sufficient ventilation, however there will be instances where mechanical ventilation systems are required. Any air that is introduced into workrooms should be free from any contaminants or pollutants that may be offensive or cause ill health.

If you do have mechanical ventilation systems you must ensure that they are properly maintained, including regular cleaning, testing and servicing. Filters, where fitted should also be subject to maintenance. You should also ensure that any recirculating of air is done safely, by introducing fresh air to the recirculating air.

Workers should not be subjected to drafts. This can be avoided by controlling the direction or speed of air flow with regards to mechanical ventilation, however rearranging or screening workstations is another way of avoiding this problem.

The above relates to ventilation provided for workplace welfare, not the local exhaust ventilation for controlling exposure to substances hazardous to health. This type of ventilation is covered in a specific section within the health and safety policy, where relevant.

===== Lighting Requirements =====
Lighting should be sufficient to enable people to work, use facilities and move from place to place safely and without experiencing eye-strain. Stairs should be well lit in such a way that shadows are not cast over the main part of the treads. Where necessary, local lighting should be provided at individual workstations, and at places of particular risk such as pedestrian crossing points on vehicular traffic routes. Outdoor traffic routes used by pedestrians should be adequately lit after dark.

Dazzling lights and glare should be avoided. Lights and light fittings should be of a type, and so positioned, that they do not cause a hazard (including electrical, fire, radiation or collision hazards). Light switches should be positioned so that they may be found and used easily and without risk.

Lights should not be allowed to become obscured, for example by stacked goods, in such a way that the level of light becomes insufficient. Lights should be replaced, repaired or cleaned, as necessary, before the level of lighting becomes insufficient. Fittings or lights should be replaced immediately if they become dangerous, electrically or otherwise.

Where possible, windows etc. should be cleaned regularly and kept free from obstructions, such as external vegetation, so that they admit as much daylight as possible.

Emergency lighting should be provided in rooms / areas where a sudden loss of light would present a serious risk. If provided, emergency lighting should be powered independently of normal lighting. Further guidance on this can be found in the fire and emergency evacuation policy.

===== Minimum Space =====
Workrooms should have enough free space to allow people to get to and from workstations and to move within the room, with ease. The number of people who may work in any particular room at any one time will depend not only on the size of the room, but on the space taken up by furniture, fittings, equipment, and on the layout of the room. Workrooms, except those where people only work for short periods, should be of sufficient height (from floor to ceiling) over most of the room to enable safe access to workstations.

The total volume of the room, when empty, divided by the number of people normally working in it should be at least 11 cubic metres. In making this calculation a room or part of a room which is more than 3.0 m high should be counted as 3.0 m high. The figure of 11 cubic metres per person is a minimum and may be insufficient if, for example, much of the room is taken up by furniture etc.

===== Provision of Workstations =====
Workstations should be arranged so that each task can be carried out safely and comfortably.

The worker should be at a suitable height in relation to the work surface. Work materials and frequently used equipment or controls should be within easy reach, without undue bending or stretching.

Workstations including seating, and access to workstations, should be suitable for any special needs of the individual worker, including workers with disabilities.

Each workstation should allow any person who is likely to work there adequate freedom of movement and the ability to stand upright. Spells of work which unavoidably have to be carried out in cramped conditions should be kept as short as possible and there should be sufficient space nearby to relieve discomfort.

There should be sufficient clear and unobstructed space at each workstation to enable the work to be done safely. This should allow for the manoeuvring and positioning of materials, for example lengths of timber.

Seating when provided should give adequate support for the lower back, and a footrest should be provided for any worker who cannot comfortably place his or her feet flat on the floor.

===== Workplace Equipment, Devices and Systems =====
Workplace, equipment and devices should be maintained in an efficient state, in efficient working order and in good repair.

‘Efficient’ means efficient from the view of health, safety and welfare (not productivity or economy).

If a potentially dangerous defect is discovered, the defect should be rectified immediately or steps should be taken to protect anyone who might be put at risk, for example by preventing access until the work can be carried out or the equipment replaced.

Where the defect does not pose a danger but makes the equipment unsuitable for use, for example a sanitary convenience with a defective flushing mechanism, it may be taken out of service until it is repaired or replaced, but if this would result in the number of facilities being less than that required by legislation, the defect should be rectified without delay.

Systems of maintenance where appropriate, for certain equipment and devices and for ventilation systems, are required.

A suitable system of maintenance involves ensuring that:

* Regular maintenance (including, as necessary, inspection, testing, adjustment, lubrication and cleaning) is carried out at suitable intervals
* Any potentially dangerous defects are remedied, and that access to defective equipment is prevented in the meantime
* Regular maintenance and remedial work is carried out properly
* A suitable record is kept to ensure that the system is properly implemented, to assist in validating maintenance programmes.

Examples of equipment and devices which require a system of maintenance include emergency lighting, fencing, fixed equipment used for window cleaning, anchorage points for safety harnesses, devices to limit the opening of windows, powered doors, escalators, moving walkways and lifts.

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

On traffic routes in existence before 1st January 1993, obstructions such as limited headroom are acceptable provided they are indicated by, for example, the use of conspicuous tape. Consideration should be given to the safety of people with impaired or no sight.

In some situations people in wheelchairs may be at greater risk than people on foot, and special consideration should be given to their safety. Traffic routes used by people in wheelchairs should be wide enough to allow unimpeded access, and ramps should be provided where necessary.

Access between floors should not normally be by way of ladders or steep stairs. Fixed ladders or steep stairs may be used where a conventional staircase cannot be accommodated, provided they are only used by people who are capable of using them safely and any loads to be carried can be safely carried.

Routes should not be used by vehicles for which they are inadequate or unsuitable.

Any necessary restrictions should be clearly indicated. Uneven or soft ground should be made smooth and firm if vehicles might otherwise overturn or shed their loads. Sharp or blind bends on vehicle routes should be avoided as far as possible; where they are unavoidable, measures such as one-way systems or the use of mirrors to improve vision should be considered.

On vehicle routes, prominent warning should be given of any limited headroom, both in advance and at the obstruction itself. Any potentially dangerous obstructions such as overhead electric cables or pipes containing, for example, flammable or hazardous chemicals should be shielded.

Screens should be provided where necessary to protect people who have to work at a place where they would be at risk from exhaust fumes, or to protect people from materials that are likely to fall from vehicles.

Sensible speed limits should be set and clearly displayed on vehicle routes except those used only by slow vehicles.

Where necessary, suitable speed restricting devices such as road humps should be provided. These should always be preceded by a warning sign or a mark on the road. Arrangements should be made where necessary to avoid fork lift trucks having to pass over road humps unless the truck is of a type which can negotiate them safely.

Traffic routes used by vehicles should be wide enough to allow vehicles to pass on-coming or parked vehicles without leaving the route.

One-way systems or restrictions on parking should be introduced as necessary.

On traffic routes in existence before 1 January 1993, where it is not practical to make the route wide enough, passing places or traffic management systems should be provided as necessary.

Traffic routes used by vehicles should not pass close to any edge, or to anything that is likely to collapse or be left in a dangerous state if hit (such as hollow cast-iron columns and storage racking), unless the edge or structure is fenced or adequately protected.

The need for vehicles with poor rear visibility to reverse should be eliminated as far as possible, for example by the use of one-way systems.

===== Cleanliness and waste =====
The workplace and fixtures therein must be kept sufficiently clean. This will depend on the use of a workroom, for example a canteen would need to be kept cleaner than the workshop floor. It is expected that floors, indoor traffic routes, walls, ceilings etc. are cleaned as often as is necessary to maintain a reasonable standard of cleanliness or to keep the workplace free from pests and decaying matter.

As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

===== Condition of floors and traffic routes =====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

===== Falls and Falling Objects =====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

===== Windows, transparent doors, gates etc. =====
Where necessary for health and safety reasons, windows or other transparent. translucent surfaces in walls, partitions, doors or gates shall be of a safety material or protected against breakage and be appropriately marked so as to make it apparent.

Alternatively such materials can be protected against breakage, for example by the installation of a screen or barrier which will prevent a person coming into contact with the glass if they fall against it.

Doors and gates should be suitably constructed to prevent injury. For example swinging doors should have a viewing panel, sliding doors should have a device to prevent it coming off the track, automatic doors should have features to prevent it hitting or trapping persons etc.

===== Windows, skylights and ventilators =====
Windows, skylights and ventilators should be within reach, safe to open and closes. If necessary, poles etc. should be provided or safe means of access. Controls must be placed so that there is no risk of persons falling through or out of windows.

Where there is a danger of falling from a height, devices should be provided to prevent the window opening too far. The bottom edge of windows should be at least 800mm above floor level.

Provision should be made for windows and skylights, so that they can be cleaned safely.

== Work Related Stress ==

==== Policy ====
Our personnel are our most valuable asset and where pressures at work could cause high and long-lasting levels of stress the risk will be assessed and appropriate measures taken to control, reduce or eliminate the causes. Tackling work-related stress at source requires a partnership approach with all employees and their representatives based on openness, honesty and trust. Systems will be in place locally to encourage managers to support their staff and colleagues. We recognise that non-work problems can make it difficult for people to cope with the pressures of work. Employees are encouraged to discuss any matters that may affect their work with their manager or senior staff with whom they feel comfortable. If we are aware that someone is particularly vulnerable because of their circumstances we may be able to find ways to relieve the pressures at work so that they do not become excessive.

==== Arrangements for Work Related Stress ====
'''The Work Related Stress Co-ordinator will ensure that:'''

1.1 The risks from stress are effectively controlled by the identification and assessment of all potential work related stressors.

1.2 Effective communication takes place between management and employees particularly where there are organisational and/or procedural changes.

1.3 Training and guidance is provided to all managers and employees in good management practice.

1.4 Employees are adequately trained, understand their roles and responsibilities and have sufficient information for the tasks they are to undertake.

1.5 Encourage employees to use their skills and initiative and where possible to develop new skills.

1.6 Employees are given adequate and achievable demands in relation to agreed hours of work.

1.7 Employees are consulted on work patterns, the work environment and on all proposed action relating to the prevention of work related stress.

1.8 Employees affected by stress are treated with understanding and confidentiality and are told what will happen with any information collected.

1.9 Individuals who have been absent with stress are supported and consulted on a planned return to work.

1.10 The source(s) of stress are addressed as far as is reasonably practicable and the effectiveness of measures to reduce stress is monitored.

1.11 Positive behaviours to avoid conflict and ensure fairness are promoted.

==== Guidance and Records ====

===== Identifying Causes of Stress =====
Employers have duties under the Management of Health and Safety at Work Regulations to assess the risk of stress-related ill health arising from work activities and under the Health and Safety at Work etc Act 1974, to take measures to control that risk.

Stress can be the result of an accumulation of minor irritations that cannot be resolved in the time scale we wish and/or with the desired outcome or can be a single event or set of circumstances that combine to create an overload.

The HSE’s definition of work related stress is ‘The adverse reaction people have to excessive pressures or other types of demand placed on them at work’.

There are some clear signs that people are experiencing stress at work. If detected early, action can be taken before the problem escalates and it will be easier to eliminate or at least try to reduce the causes.

Noticeable symptoms of stress include:

* Changes in mood or behaviour, e.g. fidgeting, impatience or nervous habits
* Increased sensitivity and tearfulness
* Inability to cope, anger, frustration, aggression
* Over-indulgence in drinking, smoking, eating or loss of appetite
* Withdrawal behaviour, anxiety
* Absenteeism or reduced performance
* Poor time management
* Susceptibility to accidents
* Lack of confidence, indecisiveness
* Disregard for personal appearance
* General health complaints, e.g. headaches, palpitations, sleeplessness, nausea, etc.

The Health and Safety Executive have devised management standards. These standards define the culture or characteristics of an organisation, which is effectively managing or controlling the risks from work related stress. These standards cover six key areas of work design that are associated with lower productivity, poor health and well-being and increased sickness absence. The Health and Safety Executive have identified that the management standards approach is equally as applicable to Small and Medium Enterprises, that is those employing 5-250 people.

In other words, the six management standards cover the primary causes of stress at work, as detailed below.

Primary causes of stress:

* The demands of the job e.g. workload, work patterns, work environment
* The degree of control employees have over the work
* The support received from managers and colleagues
* Culture and relationships at work
* Employee role in the organisation
* Change and how it is managed.

The Management Standards will ensure the following:

* Good practice through a step by step risk assessment approach
* Assessment of the current situation using surveys and other techniques
* Promote active discussion and working in partnership with employees to help decideon practical improvements that can be made
* Help simplify risk assessment for work related stress by:
** identifying the main risk factors for work related stress
** helping employers focus on the underlying causes and their prevention
** providing a yardstick by which organisations can gauge their performance in tackling the key causes of stress.

Some suggested solutions for dealing with causes of stress are hereby listed for guidance but this is not an exhaustive list.

===== Demands of the Job and Work Environment =====
Issues include unreasonable deadlines or workloads, work patterns, inadequate training or being overly qualified, organisational change, poor promotion prospects, travelling, likes and dislikes, noise, temperature, over-crowding, humidity.

Solutions:

* Adequate and achievable demands in relation to agreed hours of work
* Skills and abilities matched to the job demands
* Acceptable working environment and facilities
* Jobs are designed to be within the capabilities of employees
* Systems in place locally to respond to individual concerns.

====== Insufficient Control over the Work ======
Issues surround how much control a person has over their job and how they do their work.

Solutions:

* Where possible, employees have control over their pace of work
* Encourage employees to use existing skills and initiative to do their work
* Encourage employees to develop skills to undertake new and challenging work
* Employees have an influence over when breaks can be taken and are consulted over work patterns.

===== Lack of Support, Poor Culture and/or Relationships =====
Some issues included under this hearing would be a lack of encouragement and resources; a lack of communication and consultation; job dissatisfaction; harassment; racist or sexist remarks.

Solutions:

* Promote positive behaviour to avoid conflict and ensure fairness and prevent or resolve unacceptable behaviour such as bullying or harassment
* Policies and systems to enable and encourage managers to support employees
* Systems to enable and encourage employees to support colleagues
* Ensure employees know what support and resources are available to do their job and how to access them
* Regular and constructive feedback to employees.

===== Role and Responsibilities =====
Confusion over roles and responsibilities can lead to conflict and stress.

Solutions:

* Clear information, instruction and training to individuals and colleagues so that everyone understands their role within the organisation
* The different requirements placed on employees are compatible and clear
* Put systems in place to allow employees to raise concerns about any uncertainties or conflicts they have in their role and responsibilities

===== Organisational Change =====
Lack of consultation and information when change is being proposed or implemented can be stressful.

Solutions:

* Information to help understanding of the need for proposed changes
* Adequate consultation on changes and the opportunity for employees to influence the changes
* Advise employees on the impact of changes to their jobs and provide any training to support changes in jobs, where necessary
* Provide a clear timetable for changes
* Provide support during changes, where relevant.

Further information and access to an indicator tool, which will enable employers to adopt a risk assessment approach to dealing with work related stress, can be found on the HSE website or via the following link: https://www.hse.gov.uk/stress/

== Violence, Aggression and Challenging Behaviour at Work ==

==== Policy ====
We will identify all situations which may expose our employees to violence or challenging behaviour and also identify those employees who may be at greater risk of such circumstances occurring or developing. We will ensure arrangements are in place to protect our employees from violence or challenging behaviour whilst conducting their various tasks on behalf of the Company. We will implement procedures to ensure the safety of employees who are required to work alone or unsupervised for significant periods of time. Training, information and instruction will be given to all employees to ensure they fully understand the arrangements and procedures in place to protect them. Action will be taken immediately should a report of violence or challenging behaviour be reported. These arrangements and procedures will be maintained to ensure adequacy and suitability and will be amended or developed as necessary to ensure the wellbeing of our employees.

==== Arrangements for Violence & Aggression at Work ====
'''The Violence at Work Co-ordinator will ensure that:'''

1.1 All persons who may be at risk from violence or challenging behaviour are identified and receive appropriate training to deal with such situations.

1.2 All situations which may expose our employees to violence at work are assessed and appropriate measures to protect those employees are implemented.

1.3 Action on reports of violence at work is taken immediately.

1.4 Where appropriate, support/counselling is offered to any employee who is subjected to violence at work.

1.5 Procedures are in place to deal with emergency situations.

1.6 A formal system for reporting incidents is initiated and maintained.

1.7 All employees are aware of the procedure for reporting violent or potentially violent incidents.

==== Guidance and Records ====
Violence is: ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work’''. ''

This can include:

* physical attacks – including kicking, spitting, hitting or pushing etc.
* verbal abuse or threats – including shouting, swearing or insults, racial or sexual abuse, threats and intimidation.

Tackling the risk of violence is the same as dealing with any other possible cause of harm in the workplace, such as slips and trips and lifting heavy loads.

'''Who is at risk?'''

''Employees whose job requires them to deal with the public can be at risk from violence. Most at risk are those who are engaged in:''

* ''public facing work''
* ''giving a service''
* ''caring''
* ''education''
* ''cash transactions''
* ''delivery/collection''
* ''controlling''
* ''representing authority.''

Both employer and employees have an interest in reducing violence at work.

For employees, violence can cause distress, pain and possibly disability or death. Physical attacks are dangerous. However, it should be remembered that verbal abuse or threats can also damage employees’ health through anxiety or stress in the short and long term. Talking about fear and other problems related to aggression or harassment are not marks of failure but good practice.

For employers, violence can lead to a bad image and poor morale for the company, which can make it hard to recruit and retain staff. It can also mean extra financial cost, with higher insurance premiums, absenteeism and compensation payments.

===== Personal Safety in Dealing with Aggression =====
If employees find themselves in an aggressive situation, they are advised to:

* '''Try to stay calm''' if someone is starting to get angry. Body language, voice and response can help to defuse a situation. Take a deep breath, keep voice on an even keel, and try to help.
* '''Offer an angry person a range of options''' from which they can choose the one they prefer. They will find it difficult to stay angry.
* '''Do not be aggressive back -''' this is how anger can escalate into violence.
* '''Consider: Are they the best person to deal with this situation?''' Going to get someone else is often helpful, particularly if they can solve a problem that the other cannot.
* '''Get on the same level as the aggressor.''' If they are standing so should the employee. It makes them feel less vulnerable and makes it easier for them to get away or fetch help if necessary.
* '''Keep their balance and keep their distance.'''
* '''Do not touch someone who is angry.'''
* '''Do not let their escape route be blocked.'''
* '''If the situation is dangerous, then get away as fast as they can.''' Never remain alone with an actively violent person.
* '''Keep themselves between an escape route and an aggressor''' so they can still get away.

===== What the Law Requires =====
There are five main pieces of health and safety law which are relevant to violence at work. These are:

* The Health and Safety at Work, etc. Act 1974 (HSW Act)
* The Management of Health and Safety at Work Regulations 1999
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* Corporate Manslaughter and Corporate Homicide Act 2007
* Safety Representatives and Safety Committees Regulations 1977 (a)
* The Health and Safety (Consultation with Employees) Regulations 1996 (b)

===== Effective Management of Violence =====
A straightforward four stage management process is advocated by the Health and Safety Executive, as outlined below:

====== Stage 1: Finding out if you have a problem ======
Identify the hazard as you would with any risk assessment. It is worth consulting your employees, as you may think or assume that violence is not a problem at your workplace but your employees may feel or know differently.

'''Ask your staff'''

This could be done informally by managers, supervisors or safety representatives or you could use a short questionnaire to find out whether your employees ever feel threatened. At this stage, employees should be reminded of the need to report incidents of this nature, both promptly and fully. Make sure you provide them with information about the results of your investigations so that they know that you recognise the problem.

'''Keep detailed records'''

All incidents, including verbal abuse and threats, should be reported to management and recorded so you have a clear picture of the problem. The following information should be recorded:

* Details of the victim(s), the assailant(s) and any witnesses
* The date, time and place of the incident
* The location of the incident
* An account of what happened
* Potential severity/seriousness (see below)
* Possible causes
* The outcome, including working time lost to both the individual(s) and to the company as a whole.

* You should examine each incident report to establish whether there could have been a more serious outcome and what can be done to prevent a reoccurrence.

The severity or seriousness of incidents should be classified using the following classification:

* Fatal injury
* Major injury
* Injury or emotional shock requiring first aid, out-patient treatment, counselling
* Absence from work (record number of days)
* Feeling of being at risk or distressed.

You can use the details from your incident records to check for patterns, such as common causes, areas or times. You can then target areas where problems are more common or serious.

'''Try to predict what might happen'''

You know your business, so when carrying out your assessment consider incidents that have happened to employees in other businesses or situations similar to your own. For example, there may be a known pattern of violence linked to certain work situations.

In addition, relevant information can be obtained from trade and professional organisations, trade unions, the local, national and technical press, etc.

====== Stage 2: Deciding what action to take ======
If you have identified that violence could be a problem for your employees you need to decide what action you need to take. The following steps should be followed:

'''Decide who might be harmed and how'''

Identify who is at risk and, where appropriate, identify potentially violent people in advance so that the risks from them can be minimised.

'''Evaluate the risk'''

Check your current arrangements to make sure that the precautions that are already in place are adequate or should more be done.

In most violent situations there are usually several factors that have led to the situation coming to fruition, such as:

* The environment – making waiting areas more comfortable and providing information about delays. Give consideration to additional security measures such as CCTV, security doors, alarms, wider counters, privacy screens, etc.
* The level of training and information provided – make sure you have trained employees so they that can spot signs of aggression, avoid it or deal with it. Make sure that they understand all of the systems that are in place for their protection
* The design of the job – avoid the handling or storage of money, e.g. use credit cards, debit cards, tokens, etc. If you must handle money make sure it is banked regularly, use security companies where possible and arrange for accompanied visits where necessary. Ensure risks to lone workers are minimised.

'''Record your findings'''

As with all risk assessments, maintain a record of the findings of your assessment. <s>This can be done using the risk assessment template, which is contained in the Risk Assessment Library section of your online health & safety policy. This will provide a working document on which managers and supervisors can act.</s>

'''Review and revise your assessment'''

Your risk assessment should be reviewed at timely intervals and when any operations change to ensure it reflects what is actually happening. If existing control measures are not adequate further control measures may be needed or the existing ones need to be improved. In particular, your assessment should be reviewed, evaluated and changed if a violent incident occurs.

====== Stage 3: Take action ======
Make sure your health and safety induction training and ongoing training covers your policy for dealing with violence, aggression and challenging behaviour. If your employees are aware of the policy they will be able to co-operate, follow procedures properly and report any further incidents.

====== Stage 4: Check what you have done ======
You should consult with employees, or their representatives, regularly to see how well your policy and arrangements are working, which could be done at staff meetings or by questionnaire. In addition, by reviewing your incident records you will get an idea of how things are going and what progress has been made. If violence is still a problem you may need to go back and evaluate the risk again.

'''What about the victims?'''

A violent incident can lead to long term distress for your employees, which could be avoided or minimised by dealing with the incident in a prompt manner. To facilitate this you should plan how you are going to offer support in advance. To that end, you should give consideration to debriefing victims/employees, allowing time off work, providing counselling and providing legal help. In addition, you should consider how other employees may have been affected by the incident.

== Drugs and Alcohol ==

==== Policy ====
Substance abuse, or impairment due to drugs and/or alcohol, is a major factor in causing accidents at work and we aim to eliminate that factor, which can only be achieved with everyone’s co-operation. This need to work without impairment is equally important whether working within the Company's own premises or on a client's site, and includes travelling between the two.

No employee should consume alcohol or take drugs, other than on medical advice and in accordance with such advice, or use any other inhibiting substance during working hours. This will include any breaks that are allowed unless there are good business reasons or express permission has been granted by the managing director. Being apparently under the influence of drink or carrying, supplying or taking illegal drugs is classified as gross misconduct under the Company Disciplinary Policy. Such employees will be excluded from work until suspicion is cleared, during which time there will be no entitlement to pay.

If any type of drug - medication is used at work or prior to commencing work and it is believed that the negative effects of the drug - medication could still present themselves, employees must make a member of management aware of this fact.

We recognise that there are certain locations and work environments that can be considered as having a higher risk potential so stricter rules that go beyond those given in the subsequent sections of this policy may apply. Examples of such locations might be those where the work process involves the production or storage of highly volatile chemicals, liquids or gas.

In the event of our employees visiting or working at any location, including customer sites that has an established policy which exceeds this document, all persons there must comply with its requirements, in addition to those given here.

The taking of drugs and alcohol over an extended period can be habit forming and lead to dependence. Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment. The employee is expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

Employees are provided with the necessary information and training with regards to this Policy, which includes their duty to notify management if they suspect that they or another employee has an alcohol or drugs problem.

==== Arrangements for Drugs and Alcohol ====
'''The Drugs and Alcohol Co-ordinator will ensure that:'''

1.1 Substance abuse or impairment is eliminated, whether at our premises, during travelling or at client sites and disciplinary action will be taken to ensure this, where necessary.

1.2 Higher risk locations and work environments will be identified and subject to risk assessment and/or the implementation of additional risk control measures, as necessary.

1.3 When employees visit any other location any established policy will be complied with, in addition to our own.

1.4 Employees will not consume alcohol or take drugs / abuse substances, other than on medical advice and in accordance with such advice during working hours.

1.5 Employees will advise management if they are taking any over the counter or prescribed drugs at work or prior to starting work and it is believed the negative effects of the drug could present themselves.

1.6 The Company will recognise drug or alcohol dependence; will encourage employees to discuss such issues in confidence and will provide advice and support on obtaining treatment.

1.7 Employees will be provided with the necessary information, instruction and training regarding the Company policy regarding drugs and alcohol including their duty to report any suspected problems.

1.8 Random drug and alcohol screening or random tests will be carried out as necessary. The Company’s disciplinary procedure will be adhered to so as to ensure this policy is enforced.

1.9 This policy will be subject to the necessary timely review.

==== Guidance and Records ====

===== Dependence on Drugs and Alcohol =====
Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment.

Any discussions regarding a drug or alcohol related problem will be discussed in strict confidence. The Company will adopt a sympathetic approach and endeavour to assist the individual throughout, recommending types of help available such as counselling.

The employee will be expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

===== Drugs =====
When prescribing drugs for some diagnosed conditions, a doctor will normally advise on whether or not to avoid driving vehicles or operating machinery during the period of treatment. Any advised restriction should be communicated to the employee's line manager.

Taking of over the counter drugs is acceptable, however employees must be aware that certain over the counter drugs and prescribed drugs have warnings on them which state that the consumption may cause drowsiness and warn against driving or operating machinery. Any dosage instructions must be followed to the letter. If any of this type of drug is used at work or prior to commencing work and it is believed that the effects of the drug could still present themselves or pose a risk to the safety of the taker or others, then the line manager must be advised as a matter of urgency.

As a very rough guideline you should expect the effects of drugs in the body to last for between four and six hours.

The use, sale, distribution or possession of illegal drugs or other such substances is prohibited. Such incidents will normally lead to dismissal and are considered a criminal offence. The company reserves the right to involve the police.

===== Substance abuse at work =====
Whilst most people that consume alcohol are social drinkers and do not have a perceived addiction to alcohol, there are occasions when alcohol consumption may overlap into the workplace. As an example consumption of excessive alcohol into the early hours on a day preceding a work day could result in alcohol still being present in the bloodstream at the time of work commencing.

Not only could this lead to prosecution from the Police, should an individual have driven a motor vehicle to work whilst under the influence of alcohol, but could also result in serious injury or death at work through lack of concentration/alertness etc. brought about by alcohol consumption.

It is therefore recommended that employees do not drink alcohol or take any drugs during the eight hours period before starting work or driving any company vehicle.

In addition, the Company will not permit any person to consume alcohol during normal working hours, this will include any breaks which are allowed unless there are exceptional circumstances and express permission has been granted by the Managing Director.

The type of exceptional circumstances that are envisaged are Company organised functions at which alcoholic beverages will be served. When employees are required to entertain or be entertained on company business, they are expected to use common sense and exercise discretion when offering or accepting alcohol.

When an employee is called out to work after normal working hours he should inform the supervisor calling him out if he has been drinking within the previous eight hours. The supervisor will decide whether or not another employee has to be called out.

In any event, no employee should report for work or drive a company vehicle if there is a chance that he or she might fail a breath test.

The company believes that any employee under the influence of alcohol and/or drugs during working hours is a danger to themselves, their colleagues and members of the public. If employees are suspected of being under the influence of alcohol or unfit to perform their duties when reporting for work they will not be allowed to remain at work until suspicion is cleared. During this time there will be no entitlement to pay. (As per comments noted beforehand).

If there are grounds to believe an employee has been carrying, supplying or taking illegal drugs or supplying drugs supplied for their own consumption to other persons, or found to be misusing solvents then this will be treated as gross misconduct and will be dealt with in accordance with the disciplinary procedure.

Where an employee is required to drive, operate equipment or carry out general duties on behalf of the company, they may be subject to drug and alcohol screening or random testing. Any employee refusing to provide a specimen for testing will be removed from site and their actions will be treated as potential gross misconduct in accordance with the disciplinary procedure. Any employee who submits a positive sample, or be considered to be under the influence of drugs or alcohol or alcoholic odour is detected, will be subject to the Company’s disciplinary procedures under the section entitled gross misconduct.

More information regarding alcohol and work, including what to look for and what to do about it can be found on the HSE website using the following link: https://www.hse.gov.uk/alcoholdrugs/index.htm

===== Customer Requirements =====
Some customers have their own policy on substance abuse. All our employees are required to co-operate with those requirements when on the customer’s site.

Should a customer complain that one of our employees "appears to be under the influence", that person will be asked to leave the customer’s premises as soon as possible and an alternative employee will be sent to the customer. An investigation will then be undertaken by a senior member of staff. Fairness will be of prime importance during any investigation.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

== Control of Smoking at Work Policy (England) ==

==== Policy ====
The company recognises that it has both a moral and a legal duty to ensure, as far as is reasonably practicable, that employees, contractors, customers and visitors to the company have the right to work or visit without being exposed to tobacco smoke. Therefore smoking will be prohibited throughout the entire workplace. We will ensure that at least one legible no smoking sign is displayed. All employees and visitors to the site will be given relevant information regarding our smoking policy. Smoking will not be permitted in company vehicles, and we will ensure that at least one legible no smoking sign is displayed in each of the company vehicles. Procedures for dealing with those who do not comply with the smoking policy are in place within the normal disciplinary system. We will provide support and advice, on request, for smokers who wish to stop smoking.

==== Arrangements for the Control of Smoking at Work ====
'''The Control of Smoking at Work Co-ordinator will ensure that:'''

1.1 All existing employees are informed of the company smoking policy and where relevant their role in the implementation and monitoring of the policy.

1.2 Any prospective employee is made aware of the smoking policy before being offered a position within the company.

1.3 Any new employees receive a copy of the policy on recruitment/induction.

1.4 At least one legible no-smoking sign is displayed in the premises.

1.5 All company vehicles, other than company cars where express agreement has been given to permit smoking, have at least one legible no smoking sign within the vehicle.

1.6 Support and advice are provided for employees who wish to stop smoking.

1.7 Appropriate disciplinary procedures are in place to deal with persons who do not comply with this policy.

1.8 Employees are aware of the procedure to follow should a visitor to the site fail to comply with the policy.

==== Guidance and Records ====

===== Legislation =====
It is an offence to smoke or allow smoking in virtually all enclosed or substantially enclosed areas. To protect non-smokers from the dangers of passive smoking, it is illegal for employees, visitors, customers or others to smoke in premises which are wholly or substantially enclosed i.e. any public place (including workplaces) which has a roof and walls on more that 50% of its perimeter. This includes previously designated smoking rooms, even if they contain mechanical ventilation.

It is also an offence to smoke in vehicles used for business, including light and heavy goods vehicles and public transport, company cars or private cars used for business.

Vehicles which are for the sole use of one individual and are never used by any other person either as a driver or a passenger for work purposes may if the company desires be permitted to be smoked in.

===== Signage =====
All smokefree premises and vehicles must display legible no-smoking signs, which make it clear where smoking is not allowed and show that you are taking the steps needed to meet the requirements of the law.

In smokefree premises and vehicles at least one no-smoking sign must be displayed. Changes to the smoke free legislation in 2012 mean that there are no requirements as to the size, shape, content or location of no smoking signs in smoke free premises.

The effect of the 2012 regulations is deregulatory. No action is required if you already comply with the 2007 Regulations as you will already have adequate signage in place.

It is important that you understand the importance of continuing to have no smoking signs prominently and legibly displayed in order to support your staff and to ensure trouble free compliance by persons using your premises. To that end you should keep and maintain existing signs in place, particularly at entrances to premises.

===== Exemptions =====
There are some exemptions from the smokefree law, which are subject to strict conditions that the person in control of or managing the premises must ensure are met. Exemptions are usually for humanitarian reasons and are as follows:

* Managers can designate specific guest bedrooms for smoking in hotels, hostels, guesthouses, inns and member’s clubs that provide accommodation
* Care homes and hospices can designate either bedrooms or rooms to be used for smoking (only for those over the age of 18)
* Offshore installations, e.g. oil rigs, may designate rooms to be used for smoking
* Specialist tobacconist shops/Research and testing facilities (Please contact Alcumus SafeWorkforce for more information on these exemptions if they apply to you)

In the above instances, where a room is to designated for smoking you must ensure that the room is not allowed to be used for anything else e.g. television room.

Proprietors and managers of exempted premises are under no obligation to provide smoking areas if they do not wish to do so. If however, you do decide to designate a room as a room where smoking is allowed you must ensure the following requirements are met:

* The room must be designated in writing by the person in charge of the premises
* The room must have a ceiling and be fully enclosed on all sides by solid floor to ceiling walls (except for doors and windows).
* The room must not ventilate into any other part of the premises.
* The room must have mechanically closing doors.
* The room must be clearly marked.

===== Offences =====
Failure to comply is a criminal offence and is enforced by Environmental Health Officers, Technical Officers and Licensing Officers who can fine individuals a fixed penalty of £50 for smoking on non-smoking premises.

The person in control of the premises can be fined a fixed penalty of £200 for either allowing persons to smoke or failure to display suitable warning notices on nonsmoking premises.

Refusal or failure to pay the fine may result in prosecution and could lead to a fine of up to £2,500. It is a legal requirement to display ‘No Smoking’ signs in non-smoking premises.

===== Smoking Shelters =====
Outdoor smoking areas for staff are allowed, providing they comply with the legislation. You do not have a legal duty to provide such a shelter. They can be open air areas, ideally with stubbing-out bins, or purpose built smoking shelters providing they are no more than 50% enclosed. Legal and local planning advice should be sought to ensure any proposed changes to the premises do not contravene local planning guidelines.

The safety of the persons using the facilities must be assessed e.g. if the area is poorly lit, isolated or otherwise unsafe. A risk assessment should take into account factors such as:

* Segregation of pedestrians and moving vehicles
* Adequate lighting
* Fire hazards
* The personal safety of persons smoking outside.

===== Second Hand Smoke =====
Second hand smoke is made of two types of smoke:

Mainstream smoke - is smoke breathed in and out by smokers

Side stream smoke - comes from the end of a burning cigarette or cigar, and makes up 85 per cent of the smoke in a smoky environment.

This type of smoke contains more toxins and nicotine than mainstream smoke.

===== Short-term effects =====
The effects you might notice straight away include:

* Coughing
* Headache
* Eye irritation
* Sore throat
* Sneezing and runny nose
* Feeling sick
* Breathing problems (and possibly an asthma attack)
* Irregular heartbeat (a particular problem for people with heart disease)

===== Long-term effects: =====
The effects you might notice in the long term include:

* Worsening of chest problems and allergies like asthma, hay fever, bronchitis and emphysema
* Increased risk of heart disease
* Increased risk of lung cancer
* Pregnant women exposed to second hand smoke can pass on the harmful gases and chemicals to their babies.

===== Help and advice =====
If your employees need advice and support on how to stop smoking, the following may be useful:

National Smokefree Helpline 0300 123 1044 Monday to Friday 9am to 8am, Saturday and Sunday 11am to 4pm to chat to an adviser.

Action on Smoking and Health (ASH) is a voluntary organisation which aims to raise awareness about tobacco and its effects on people’s lives.

===== Giving UP =====
'''<nowiki/>'Cold turkey' - using willpower alone'''

What is willpower?

Willpower is - quite literally - using your "strength of will" to stop you from smoking a cigarette. With this technique you rely on your own ability to ignore the classic side-effects of nicotine withdrawal: for example irritability, insomnia and/or sweating.

How does it work?

Using willpower alone is the least complicated method of stopping smoking - you simply stop and decide not to start again. Willpower simply means that you choose to ignore any symptoms of nicotine withdrawal you may experience, and refuse to give in to any temptations you feel to have another cigarette.

How successful is willpower in stopping people smoking?

Whether you are able to give up smoking for good will depend on how motivated you are to stop. Nicotine is a highly addictive drug, and most smokers do not continue to smoke out of choice but because they are addicted to nicotine.

'''Nicotine patches to stop smoking'''

What are nicotine patches?

Nicotine patches look like oversized sticking plasters and are stuck onto the skin.

The patch contains nicotine, which is slowly released into the body through the skin. The nicotine delivered is "clean" - it does not contain the other harmful chemicals released by cigarettes.

How do nicotine patches work?

It is the nicotine in tobacco that makes people addicted to smoking, so when you stop smoking your body craves nicotine. It is this craving that makes you want to start smoking again. This craving is often coupled with nicotine withdrawal symptoms, which include:

* cravings for tobacco
* irritability & outbursts of anger
* weight gain
* depression
* headaches
* insomnia
* anxiety
* loss of concentration
* tiredness
* constipation
* restlessness
* dizziness

Nicotine patches help smokers to overcome any withdrawal effects from stopping smoking by slowly releasing nicotine into the body. However, you will still need to use willpower because nicotine replacement therapy will not completely remove the desire to smoke.

When you use nicotine patches to stop smoking, you start with patches that contain a higher level nicotine in the first few weeks, and then step down to patches containing less nicotine. Patches are available in forms that supply a constant dose of nicotine for 16 or 24 hours but there is no evidence that a 24-hour patch is more effective, or that tapering off patches is more effective than suddenly stopping them.

'''Facts about smoking'''

* Rates of smoking are higher in some countries than in others. Up to 1 person in 3 in the EU smokes but rates are falling
* Passive smoking occurs when someone inhales other people's tobacco smoke
* Burning tobacco is the main cause of indoor pollution in the developed world
* Tobacco smoke contains 4000 chemicals either in the form or particles or gases. 60 of these are known or suspected carcinogens. No chemical can be filtered effectively
* People who smoke more than 20 cigarettes per day have twice as much time off work due to illness as non-smokers
* Passive smokers suffer a 25% increased risk of respiratory diseases
* One in two smokers is likely to die early from a disease related to tobacco use
* Worldwide, one person dies every 10 seconds as a result of tobacco use – three million people per year
* Out of 10 smokers would like to stop. Giving up smoking at whatever age reduces the risk of illness and death.

Employee Welfare and Wellbeing

2025-04-29T10:47:39Z

Rebekah Hook: /* Guidance and Records */

== Welfare ==

==== Policy ====
We will provide welfare facilities in accordance with the requirements of the Workplace (Health, Safety and Welfare) Regulations as a minimum. Suitable and sufficient facilities will be provided, taking into account the number of people and the tasks or work they will be undertaking. We will ensure that all facilities provided are effectively maintained in a clean and orderly condition at all times and that they are suitable for the purpose for which they are intended. We will repair any defects or damage to welfare facilities and will provide all employees with suitable information relating to welfare facilities.

==== Arrangements for Welfare Facilities ====
'''The Welfare Co-ordinator will ensure that:'''

1.1 There are provisions for wholesome drinking water and a means of consuming it (cups or drinking fountain).

1.2 Arrangements are in place for heating food and providing adequate facilities for making hot drinks.

1.3 Adequate numbers of tables and chairs are provided for persons to rest.

1.4 Arrangements are in place to ensure adequate heating and ventilation of the workplace.

1.5 Arrangements are in place for the adequate cleaning and maintenance of our premises including toilets, washing, changing and drying facilities.

1.6 Sufficient sanitary and washing facilities are provided for the number of employees likely to be permanently occupying the premises.

1.7 Separate changing facilities are available, where necessary, for men and women and adequate facilities for the storage of clothing is provided.

1.8 Arrangements are in place for the effective means of disposal of sanitary waste from female toilets.

1.9 Adequate lighting is provided and maintained throughout the premises.

1.10 There is sufficient room and space available for each employee to carry out their duties safely.

1.11 Workstations and seating are provided and arranged to allow tasks to be carried out safely and comfortably.

1.12 Suitable and effective arrangements are in place for the maintenance of the workplace and of equipment, devices and systems provided.

1.13 Adequate arrangements are in place for controlling the movement of vehicles and pedestrians such that both can circulate in a safe manner.

==== Guidance and Records ====

===== Welfare Provisions =====
When people are employed, however short the period of time, there is a requirement to provide adequate and appropriate welfare facilities for them while they are at work as far as is reasonably practicable.

This means facilities must be provided unless it is clearly unreasonable in terms of time, trouble, cost and physical difficulty.

Welfare facilities are those that are necessary for the well-being of employees, such as washing, toilet, rest and changing facilities, and somewhere clean to eat and drink during breaks as required by the Workplace (Health, Safety and Welfare) Regulations 1992.

The requirement is to provide adequate toilet and washing facilities for employees.

Adequate means providing:

* Enough toilets and washbasins for those expected to use them, people should not have to queue for long periods to go to the toilet
* Where possible, separate facilities for men and women, failing that, rooms with lockable doors
* Clean facilities. To help achieve this, walls and floors should preferably be tiled (or covered in suitable waterproof material) to make them easier to clean
* A supply of toilet paper and, for female employees, a means of disposing of sanitary dressings
* Facilities that are well lit, ventilated and at a reasonable temperature
* Facilities with hot and cold running water
* Enough soap or other washing agents
* A basin large enough to wash hands and forearms if necessary
* A means for drying hands, e.g. paper towels or a hot air dryer
* Showers where necessary, e.g. for particularly dirty work.

Consideration also must be given to the needs of those with disabilities.

===== Number of Facilities Required =====
{| class="wikitable"
|Number of people at work
|Number of water closets
|Number of wash stations
|-
|1 to 5
|1
|1
|-
|6 to 25
|2
|2
|-
|26 to 50
|3
|3
|-
|51 to 75
|4
|4
|-
|76 to 100
|5
|5
|}
In the case of sanitary accommodation used only by men, the following may be used if desired, as an alternative to column 2 of the above table. A urinal may either be an individual urinal or a section of urinal space which is at least 600 mm long.
{| class="wikitable"
|Number of men at work
|Number of water closets
|Number of urinals
|-
|1 to 15
|1
|1
|-
|16 to 30
|2
|1
|-
|31 to 45
|2
|2
|-
|46 to 60
|3
|2
|-
|61 to 75
|3
|3
|-
|76 to 90
|4
|3
|-
|91 to 100
|4
|4
|}

===== Arrangements for Meal Breaks =====
There should be a suitable seating area for workers to use during breaks, it needs to be clean and located where food will not get contaminated.

There should be washing facilities nearby, and a means of heating food or water for hot drinks. You must maintain good hygiene standards.

===== Water provision =====
There should be an adequate and readily accessible supply of drinking water for all employees. Such water can be taken from the main water supply or provided in bottles, which must be enclosed to prevent contamination and replenished as necessary. Cups or beakers should be provided unless water is provided via a drinking fountain.

===== Changing and Storing Clothing =====
If the work activity requires employees to change into and wear specialist clothing (overalls, a uniform, thermal clothing etc), then you must provide enough changing rooms for the number of people expected to use them.

Where a changing room is provided it should:

* Be readily accessible
* Contain, or lead directly to, clothing storage and washing facilities
* Provide seating
* Provide a means for hanging clothes - a hook or peg may be sufficient
* Ensure the privacy of the user
* At a reasonable temperature.

Separate use of changing facilities should be available to men and women.

Try to prevent employees’ own clothing coming into contact with work-soiled clothing or getting dirty or wet. Provide separate storage for clean and contaminated clothing which:

* Allows wet clothing to be hung up to dry out during the course of the day
* Is well ventilated.

===== Temperatures for inside work areas =====
The temperature in workrooms should normally be at least 16oC unless much of the work involves severe physical effort in which case the temperature should be at least 13oC. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity. These temperatures refer to readings taken using an ordinary dry bulb thermometer, close to workstations, at working height and away from windows. Thermometers should be provided in the workplace, to enable temperatures to be measured. They need not be provided in every workroom.

The above temperatures are provided to ensure that temperatures in workrooms are reasonable and negate the need for special clothing. There are rooms or areas where it is not practical to maintain those temperatures, for example warehouses that open to the outside, walk in fridges and freezers. In such cases efforts should be made to try and maintain temperatures as close to the minimum as possible. This could be done by pre chilling products, minimising chilled areas, enclosing/insulating the product etc.

Where room temperatures may be unreasonably high all reasonable action should be taken to achieve a comfortable temperature, for example by insulating pipes/plant, shading windows, siting workstations away from heat sources.

Where workrooms remain at unreasonable temperatures local heating or cooling should be provided e.g. fans in hot weather, insulating cold floors. If such measures are taken, yet workers are still exposed to unreasonable temperatures then suitable protective clothing and rest facilities should be provided. Rest facilities should be warm, with provision for heating food and making warm drinks. Systems of work should be introduced to minimise the time employees are exposed to uncomfortable temperatures e.g. task rotation.

===== Ventilation requirements =====
The air in workrooms should be fresh and at a suitable temperature and humidity level. In most situations, windows, doors etc. will provide sufficient ventilation, however there will be instances where mechanical ventilation systems are required. Any air that is introduced into workrooms should be free from any contaminants or pollutants that may be offensive or cause ill health.

If you do have mechanical ventilation systems you must ensure that they are properly maintained, including regular cleaning, testing and servicing. Filters, where fitted should also be subject to maintenance. You should also ensure that any recirculating of air is done safely, by introducing fresh air to the recirculating air.

Workers should not be subjected to drafts. This can be avoided by controlling the direction or speed of air flow with regards to mechanical ventilation, however rearranging or screening workstations is another way of avoiding this problem.

The above relates to ventilation provided for workplace welfare, not the local exhaust ventilation for controlling exposure to substances hazardous to health. This type of ventilation is covered in a specific section within the health and safety policy, where relevant.

===== Lighting Requirements =====
Lighting should be sufficient to enable people to work, use facilities and move from place to place safely and without experiencing eye-strain. Stairs should be well lit in such a way that shadows are not cast over the main part of the treads. Where necessary, local lighting should be provided at individual workstations, and at places of particular risk such as pedestrian crossing points on vehicular traffic routes. Outdoor traffic routes used by pedestrians should be adequately lit after dark.

Dazzling lights and glare should be avoided. Lights and light fittings should be of a type, and so positioned, that they do not cause a hazard (including electrical, fire, radiation or collision hazards). Light switches should be positioned so that they may be found and used easily and without risk.

Lights should not be allowed to become obscured, for example by stacked goods, in such a way that the level of light becomes insufficient. Lights should be replaced, repaired or cleaned, as necessary, before the level of lighting becomes insufficient. Fittings or lights should be replaced immediately if they become dangerous, electrically or otherwise.

Where possible, windows etc. should be cleaned regularly and kept free from obstructions, such as external vegetation, so that they admit as much daylight as possible.

Emergency lighting should be provided in rooms / areas where a sudden loss of light would present a serious risk. If provided, emergency lighting should be powered independently of normal lighting. Further guidance on this can be found in the fire and emergency evacuation policy.

===== Minimum Space =====
Workrooms should have enough free space to allow people to get to and from workstations and to move within the room, with ease. The number of people who may work in any particular room at any one time will depend not only on the size of the room, but on the space taken up by furniture, fittings, equipment, and on the layout of the room. Workrooms, except those where people only work for short periods, should be of sufficient height (from floor to ceiling) over most of the room to enable safe access to workstations.

The total volume of the room, when empty, divided by the number of people normally working in it should be at least 11 cubic metres. In making this calculation a room or part of a room which is more than 3.0 m high should be counted as 3.0 m high. The figure of 11 cubic metres per person is a minimum and may be insufficient if, for example, much of the room is taken up by furniture etc.

===== Provision of Workstations =====
Workstations should be arranged so that each task can be carried out safely and comfortably.

The worker should be at a suitable height in relation to the work surface. Work materials and frequently used equipment or controls should be within easy reach, without undue bending or stretching.

Workstations including seating, and access to workstations, should be suitable for any special needs of the individual worker, including workers with disabilities.

Each workstation should allow any person who is likely to work there adequate freedom of movement and the ability to stand upright. Spells of work which unavoidably have to be carried out in cramped conditions should be kept as short as possible and there should be sufficient space nearby to relieve discomfort.

There should be sufficient clear and unobstructed space at each workstation to enable the work to be done safely. This should allow for the manoeuvring and positioning of materials, for example lengths of timber.

Seating when provided should give adequate support for the lower back, and a footrest should be provided for any worker who cannot comfortably place his or her feet flat on the floor.

===== Workplace Equipment, Devices and Systems =====
Workplace, equipment and devices should be maintained in an efficient state, in efficient working order and in good repair.

‘Efficient’ means efficient from the view of health, safety and welfare (not productivity or economy).

If a potentially dangerous defect is discovered, the defect should be rectified immediately or steps should be taken to protect anyone who might be put at risk, for example by preventing access until the work can be carried out or the equipment replaced.

Where the defect does not pose a danger but makes the equipment unsuitable for use, for example a sanitary convenience with a defective flushing mechanism, it may be taken out of service until it is repaired or replaced, but if this would result in the number of facilities being less than that required by legislation, the defect should be rectified without delay.

Systems of maintenance where appropriate, for certain equipment and devices and for ventilation systems, are required.

A suitable system of maintenance involves ensuring that:

* Regular maintenance (including, as necessary, inspection, testing, adjustment, lubrication and cleaning) is carried out at suitable intervals
* Any potentially dangerous defects are remedied, and that access to defective equipment is prevented in the meantime
* Regular maintenance and remedial work is carried out properly
* A suitable record is kept to ensure that the system is properly implemented, to assist in validating maintenance programmes.

Examples of equipment and devices which require a system of maintenance include emergency lighting, fencing, fixed equipment used for window cleaning, anchorage points for safety harnesses, devices to limit the opening of windows, powered doors, escalators, moving walkways and lifts.

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

On traffic routes in existence before 1st January 1993, obstructions such as limited headroom are acceptable provided they are indicated by, for example, the use of conspicuous tape. Consideration should be given to the safety of people with impaired or no sight.

In some situations people in wheelchairs may be at greater risk than people on foot, and special consideration should be given to their safety. Traffic routes used by people in wheelchairs should be wide enough to allow unimpeded access, and ramps should be provided where necessary.

Access between floors should not normally be by way of ladders or steep stairs. Fixed ladders or steep stairs may be used where a conventional staircase cannot be accommodated, provided they are only used by people who are capable of using them safely and any loads to be carried can be safely carried.

Routes should not be used by vehicles for which they are inadequate or unsuitable.

Any necessary restrictions should be clearly indicated. Uneven or soft ground should be made smooth and firm if vehicles might otherwise overturn or shed their loads. Sharp or blind bends on vehicle routes should be avoided as far as possible; where they are unavoidable, measures such as one-way systems or the use of mirrors to improve vision should be considered.

On vehicle routes, prominent warning should be given of any limited headroom, both in advance and at the obstruction itself. Any potentially dangerous obstructions such as overhead electric cables or pipes containing, for example, flammable or hazardous chemicals should be shielded.

Screens should be provided where necessary to protect people who have to work at a place where they would be at risk from exhaust fumes, or to protect people from materials that are likely to fall from vehicles.

Sensible speed limits should be set and clearly displayed on vehicle routes except those used only by slow vehicles.

Where necessary, suitable speed restricting devices such as road humps should be provided. These should always be preceded by a warning sign or a mark on the road. Arrangements should be made where necessary to avoid fork lift trucks having to pass over road humps unless the truck is of a type which can negotiate them safely.

Traffic routes used by vehicles should be wide enough to allow vehicles to pass on-coming or parked vehicles without leaving the route.

One-way systems or restrictions on parking should be introduced as necessary.

On traffic routes in existence before 1 January 1993, where it is not practical to make the route wide enough, passing places or traffic management systems should be provided as necessary.

Traffic routes used by vehicles should not pass close to any edge, or to anything that is likely to collapse or be left in a dangerous state if hit (such as hollow cast-iron columns and storage racking), unless the edge or structure is fenced or adequately protected.

The need for vehicles with poor rear visibility to reverse should be eliminated as far as possible, for example by the use of one-way systems.

===== Cleanliness and waste =====
The workplace and fixtures therein must be kept sufficiently clean. This will depend on the use of a workroom, for example a canteen would need to be kept cleaner than the workshop floor. It is expected that floors, indoor traffic routes, walls, ceilings etc. are cleaned as often as is necessary to maintain a reasonable standard of cleanliness or to keep the workplace free from pests and decaying matter.

As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

===== Condition of floors and traffic routes =====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

===== Falls and Falling Objects =====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

===== Windows, transparent doors, gates etc. =====
Where necessary for health and safety reasons, windows or other transparent. translucent surfaces in walls, partitions, doors or gates shall be of a safety material or protected against breakage and be appropriately marked so as to make it apparent.

Alternatively such materials can be protected against breakage, for example by the installation of a screen or barrier which will prevent a person coming into contact with the glass if they fall against it.

Doors and gates should be suitably constructed to prevent injury. For example swinging doors should have a viewing panel, sliding doors should have a device to prevent it coming off the track, automatic doors should have features to prevent it hitting or trapping persons etc.

===== Windows, skylights and ventilators =====
Windows, skylights and ventilators should be within reach, safe to open and closes. If necessary, poles etc. should be provided or safe means of access. Controls must be placed so that there is no risk of persons falling through or out of windows.

Where there is a danger of falling from a height, devices should be provided to prevent the window opening too far. The bottom edge of windows should be at least 800mm above floor level.

Provision should be made for windows and skylights, so that they can be cleaned safely.

== Work Related Stress ==

==== Policy ====
Our personnel are our most valuable asset and where pressures at work could cause high and long-lasting levels of stress the risk will be assessed and appropriate measures taken to control, reduce or eliminate the causes. Tackling work-related stress at source requires a partnership approach with all employees and their representatives based on openness, honesty and trust. Systems will be in place locally to encourage managers to support their staff and colleagues. We recognise that non-work problems can make it difficult for people to cope with the pressures of work. Employees are encouraged to discuss any matters that may affect their work with their manager or senior staff with whom they feel comfortable. If we are aware that someone is particularly vulnerable because of their circumstances we may be able to find ways to relieve the pressures at work so that they do not become excessive.

==== Arrangements for Work Related Stress ====
'''The Work Related Stress Co-ordinator will ensure that:'''

1.1 The risks from stress are effectively controlled by the identification and assessment of all potential work related stressors.

1.2 Effective communication takes place between management and employees particularly where there are organisational and/or procedural changes.

1.3 Training and guidance is provided to all managers and employees in good management practice.

1.4 Employees are adequately trained, understand their roles and responsibilities and have sufficient information for the tasks they are to undertake.

1.5 Encourage employees to use their skills and initiative and where possible to develop new skills.

1.6 Employees are given adequate and achievable demands in relation to agreed hours of work.

1.7 Employees are consulted on work patterns, the work environment and on all proposed action relating to the prevention of work related stress.

1.8 Employees affected by stress are treated with understanding and confidentiality and are told what will happen with any information collected.

1.9 Individuals who have been absent with stress are supported and consulted on a planned return to work.

1.10 The source(s) of stress are addressed as far as is reasonably practicable and the effectiveness of measures to reduce stress is monitored.

1.11 Positive behaviours to avoid conflict and ensure fairness are promoted.

==== Guidance and Records ====

===== Identifying Causes of Stress =====
Employers have duties under the Management of Health and Safety at Work Regulations to assess the risk of stress-related ill health arising from work activities and under the Health and Safety at Work etc Act 1974, to take measures to control that risk.

Stress can be the result of an accumulation of minor irritations that cannot be resolved in the time scale we wish and/or with the desired outcome or can be a single event or set of circumstances that combine to create an overload.

The HSE’s definition of work related stress is ‘The adverse reaction people have to excessive pressures or other types of demand placed on them at work’.

There are some clear signs that people are experiencing stress at work. If detected early, action can be taken before the problem escalates and it will be easier to eliminate or at least try to reduce the causes.

Noticeable symptoms of stress include:

* Changes in mood or behaviour, e.g. fidgeting, impatience or nervous habits
* Increased sensitivity and tearfulness
* Inability to cope, anger, frustration, aggression
* Over-indulgence in drinking, smoking, eating or loss of appetite
* Withdrawal behaviour, anxiety
* Absenteeism or reduced performance
* Poor time management
* Susceptibility to accidents
* Lack of confidence, indecisiveness
* Disregard for personal appearance
* General health complaints, e.g. headaches, palpitations, sleeplessness, nausea, etc.

The Health and Safety Executive have devised management standards. These standards define the culture or characteristics of an organisation, which is effectively managing or controlling the risks from work related stress. These standards cover six key areas of work design that are associated with lower productivity, poor health and well-being and increased sickness absence. The Health and Safety Executive have identified that the management standards approach is equally as applicable to Small and Medium Enterprises, that is those employing 5-250 people.

In other words, the six management standards cover the primary causes of stress at work, as detailed below.

Primary causes of stress:

* The demands of the job e.g. workload, work patterns, work environment
* The degree of control employees have over the work
* The support received from managers and colleagues
* Culture and relationships at work
* Employee role in the organisation
* Change and how it is managed.

The Management Standards will ensure the following:

* Good practice through a step by step risk assessment approach
* Assessment of the current situation using surveys and other techniques
* Promote active discussion and working in partnership with employees to help decideon practical improvements that can be made
* Help simplify risk assessment for work related stress by:
** identifying the main risk factors for work related stress
** helping employers focus on the underlying causes and their prevention
** providing a yardstick by which organisations can gauge their performance in tackling the key causes of stress.

Some suggested solutions for dealing with causes of stress are hereby listed for guidance but this is not an exhaustive list.

===== Demands of the Job and Work Environment =====
Issues include unreasonable deadlines or workloads, work patterns, inadequate training or being overly qualified, organisational change, poor promotion prospects, travelling, likes and dislikes, noise, temperature, over-crowding, humidity.

Solutions:

* Adequate and achievable demands in relation to agreed hours of work
* Skills and abilities matched to the job demands
* Acceptable working environment and facilities
* Jobs are designed to be within the capabilities of employees
* Systems in place locally to respond to individual concerns.

====== Insufficient Control over the Work ======
Issues surround how much control a person has over their job and how they do their work.

Solutions:

* Where possible, employees have control over their pace of work
* Encourage employees to use existing skills and initiative to do their work
* Encourage employees to develop skills to undertake new and challenging work
* Employees have an influence over when breaks can be taken and are consulted over work patterns.

===== Lack of Support, Poor Culture and/or Relationships =====
Some issues included under this hearing would be a lack of encouragement and resources; a lack of communication and consultation; job dissatisfaction; harassment; racist or sexist remarks.

Solutions:

* Promote positive behaviour to avoid conflict and ensure fairness and prevent or resolve unacceptable behaviour such as bullying or harassment
* Policies and systems to enable and encourage managers to support employees
* Systems to enable and encourage employees to support colleagues
* Ensure employees know what support and resources are available to do their job and how to access them
* Regular and constructive feedback to employees.

===== Role and Responsibilities =====
Confusion over roles and responsibilities can lead to conflict and stress.

Solutions:

* Clear information, instruction and training to individuals and colleagues so that everyone understands their role within the organisation
* The different requirements placed on employees are compatible and clear
* Put systems in place to allow employees to raise concerns about any uncertainties or conflicts they have in their role and responsibilities

===== Organisational Change =====
Lack of consultation and information when change is being proposed or implemented can be stressful.

Solutions:

* Information to help understanding of the need for proposed changes
* Adequate consultation on changes and the opportunity for employees to influence the changes
* Advise employees on the impact of changes to their jobs and provide any training to support changes in jobs, where necessary
* Provide a clear timetable for changes
* Provide support during changes, where relevant.

Further information and access to an indicator tool, which will enable employers to adopt a risk assessment approach to dealing with work related stress, can be found on the HSE website or via the following link: https://www.hse.gov.uk/stress/

== Violence, Aggression and Challenging Behaviour at Work ==

==== Policy ====
We will identify all situations which may expose our employees to violence or challenging behaviour and also identify those employees who may be at greater risk of such circumstances occurring or developing. We will ensure arrangements are in place to protect our employees from violence or challenging behaviour whilst conducting their various tasks on behalf of the Company. We will implement procedures to ensure the safety of employees who are required to work alone or unsupervised for significant periods of time. Training, information and instruction will be given to all employees to ensure they fully understand the arrangements and procedures in place to protect them. Action will be taken immediately should a report of violence or challenging behaviour be reported. These arrangements and procedures will be maintained to ensure adequacy and suitability and will be amended or developed as necessary to ensure the wellbeing of our employees.

==== Arrangements for Violence & Aggression at Work ====
'''The Violence at Work Co-ordinator will ensure that:'''

1.1 All persons who may be at risk from violence or challenging behaviour are identified and receive appropriate training to deal with such situations.

1.2 All situations which may expose our employees to violence at work are assessed and appropriate measures to protect those employees are implemented.

1.3 Action on reports of violence at work is taken immediately.

1.4 Where appropriate, support/counselling is offered to any employee who is subjected to violence at work.

1.5 Procedures are in place to deal with emergency situations.

1.6 A formal system for reporting incidents is initiated and maintained.

1.7 All employees are aware of the procedure for reporting violent or potentially violent incidents.

==== Guidance and Records ====
Violence is: ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work’''. ''

This can include:

* physical attacks – including kicking, spitting, hitting or pushing etc.
* verbal abuse or threats – including shouting, swearing or insults, racial or sexual abuse, threats and intimidation.

Tackling the risk of violence is the same as dealing with any other possible cause of harm in the workplace, such as slips and trips and lifting heavy loads.

'''Who is at risk?'''

Employees whose job requires them to deal with the public can be at risk from violence. Most at risk are those who are engaged in:

* public facing work
* giving a service
* caring
* education
* cash transactions
* delivery/collection
* controlling
* representing authority.

Both employer and employees have an interest in reducing violence at work.

For employees, violence can cause distress, pain and possibly disability or death. Physical attacks are dangerous. However, it should be remembered that verbal abuse or threats can also damage employees’ health through anxiety or stress in the short and long term. Talking about fear and other problems related to aggression or harassment are not marks of failure but good practice.

For employers, violence can lead to a bad image and poor morale for the company, which can make it hard to recruit and retain staff. It can also mean extra financial cost, with higher insurance premiums, absenteeism and compensation payments.

===== Personal Safety in Dealing with Aggression =====
If employees find themselves in an aggressive situation, they are advised to:

* '''Try to stay calm''' if someone is starting to get angry. Body language, voice and response can help to defuse a situation. Take a deep breath, keep voice on an even keel, and try to help.
* '''Offer an angry person a range of options''' from which they can choose the one they prefer. They will find it difficult to stay angry.
* '''Do not be aggressive back -''' this is how anger can escalate into violence.
* '''Consider: Are they the best person to deal with this situation?''' Going to get someone else is often helpful, particularly if they can solve a problem that the other cannot.
* '''Get on the same level as the aggressor.''' If they are standing so should the employee. It makes them feel less vulnerable and makes it easier for them to get away or fetch help if necessary.
* '''Keep their balance and keep their distance.'''
* '''Do not touch someone who is angry.'''
* '''Do not let their escape route be blocked.'''
* '''If the situation is dangerous, then get away as fast as they can.''' Never remain alone with an actively violent person.
* '''Keep themselves between an escape route and an aggressor''' so they can still get away.

===== What the Law Requires =====
There are five main pieces of health and safety law which are relevant to violence at work. These are:

* The Health and Safety at Work, etc. Act 1974 (HSW Act)
* The Management of Health and Safety at Work Regulations 1999
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* Corporate Manslaughter and Corporate Homicide Act 2007
* Safety Representatives and Safety Committees Regulations 1977 (a)
* The Health and Safety (Consultation with Employees) Regulations 1996 (b)

===== Effective Management of Violence =====
A straightforward four stage management process is advocated by the Health and Safety Executive, as outlined below:

====== Stage 1: Finding out if you have a problem ======
Identify the hazard as you would with any risk assessment. It is worth consulting your employees, as you may think or assume that violence is not a problem at your workplace but your employees may feel or know differently.

'''Ask your staff'''

This could be done informally by managers, supervisors or safety representatives or you could use a short questionnaire to find out whether your employees ever feel threatened. At this stage, employees should be reminded of the need to report incidents of this nature, both promptly and fully. Make sure you provide them with information about the results of your investigations so that they know that you recognise the problem.

'''Keep detailed records'''

All incidents, including verbal abuse and threats, should be reported to management and recorded so you have a clear picture of the problem. The following information should be recorded:

* Details of the victim(s), the assailant(s) and any witnesses
* The date, time and place of the incident
* The location of the incident
* An account of what happened
* Potential severity/seriousness (see below)
* Possible causes
* The outcome, including working time lost to both the individual(s) and to the company as a whole.

* You should examine each incident report to establish whether there could have been a more serious outcome and what can be done to prevent a reoccurrence.

The severity or seriousness of incidents should be classified using the following classification:

* Fatal injury
* Major injury
* Injury or emotional shock requiring first aid, out-patient treatment, counselling
* Absence from work (record number of days)
* Feeling of being at risk or distressed.

You can use the details from your incident records to check for patterns, such as common causes, areas or times. You can then target areas where problems are more common or serious.

'''Try to predict what might happen'''

You know your business, so when carrying out your assessment consider incidents that have happened to employees in other businesses or situations similar to your own. For example, there may be a known pattern of violence linked to certain work situations.

In addition, relevant information can be obtained from trade and professional organisations, trade unions, the local, national and technical press, etc.

====== Stage 2: Deciding what action to take ======
If you have identified that violence could be a problem for your employees you need to decide what action you need to take. The following steps should be followed:

'''Decide who might be harmed and how'''

Identify who is at risk and, where appropriate, identify potentially violent people in advance so that the risks from them can be minimised.

'''Evaluate the risk'''

Check your current arrangements to make sure that the precautions that are already in place are adequate or should more be done.

In most violent situations there are usually several factors that have led to the situation coming to fruition, such as:

* The environment – making waiting areas more comfortable and providing information about delays. Give consideration to additional security measures such as CCTV, security doors, alarms, wider counters, privacy screens, etc.
* The level of training and information provided – make sure you have trained employees so they that can spot signs of aggression, avoid it or deal with it. Make sure that they understand all of the systems that are in place for their protection
* The design of the job – avoid the handling or storage of money, e.g. use credit cards, debit cards, tokens, etc. If you must handle money make sure it is banked regularly, use security companies where possible and arrange for accompanied visits where necessary. Ensure risks to lone workers are minimised.

'''Record your findings'''

As with all risk assessments, maintain a record of the findings of your assessment. <s>This can be done using the risk assessment template, which is contained in the Risk Assessment Library section of your online health & safety policy. This will provide a working document on which managers and supervisors can act.</s>

'''Review and revise your assessment'''

Your risk assessment should be reviewed at timely intervals and when any operations change to ensure it reflects what is actually happening. If existing control measures are not adequate further control measures may be needed or the existing ones need to be improved. In particular, your assessment should be reviewed, evaluated and changed if a violent incident occurs.

====== Stage 3: Take action ======
Make sure your health and safety induction training and ongoing training covers your policy for dealing with violence, aggression and challenging behaviour. If your employees are aware of the policy they will be able to co-operate, follow procedures properly and report any further incidents.

====== Stage 4: Check what you have done ======
You should consult with employees, or their representatives, regularly to see how well your policy and arrangements are working, which could be done at staff meetings or by questionnaire. In addition, by reviewing your incident records you will get an idea of how things are going and what progress has been made. If violence is still a problem you may need to go back and evaluate the risk again.

'''What about the victims?'''

A violent incident can lead to long term distress for your employees, which could be avoided or minimised by dealing with the incident in a prompt manner. To facilitate this you should plan how you are going to offer support in advance. To that end, you should give consideration to debriefing victims/employees, allowing time off work, providing counselling and providing legal help. In addition, you should consider how other employees may have been affected by the incident.

== Drugs and Alcohol ==

==== Policy ====
Substance abuse, or impairment due to drugs and/or alcohol, is a major factor in causing accidents at work and we aim to eliminate that factor, which can only be achieved with everyone’s co-operation. This need to work without impairment is equally important whether working within the Company's own premises or on a client's site, and includes travelling between the two.

No employee should consume alcohol or take drugs, other than on medical advice and in accordance with such advice, or use any other inhibiting substance during working hours. This will include any breaks that are allowed unless there are good business reasons or express permission has been granted by the managing director. Being apparently under the influence of drink or carrying, supplying or taking illegal drugs is classified as gross misconduct under the Company Disciplinary Policy. Such employees will be excluded from work until suspicion is cleared, during which time there will be no entitlement to pay.

If any type of drug - medication is used at work or prior to commencing work and it is believed that the negative effects of the drug - medication could still present themselves, employees must make a member of management aware of this fact.

We recognise that there are certain locations and work environments that can be considered as having a higher risk potential so stricter rules that go beyond those given in the subsequent sections of this policy may apply. Examples of such locations might be those where the work process involves the production or storage of highly volatile chemicals, liquids or gas.

In the event of our employees visiting or working at any location, including customer sites that has an established policy which exceeds this document, all persons there must comply with its requirements, in addition to those given here.

The taking of drugs and alcohol over an extended period can be habit forming and lead to dependence. Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment. The employee is expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

Employees are provided with the necessary information and training with regards to this Policy, which includes their duty to notify management if they suspect that they or another employee has an alcohol or drugs problem.

==== Arrangements for Drugs and Alcohol ====
'''The Drugs and Alcohol Co-ordinator will ensure that:'''

1.1 Substance abuse or impairment is eliminated, whether at our premises, during travelling or at client sites and disciplinary action will be taken to ensure this, where necessary.

1.2 Higher risk locations and work environments will be identified and subject to risk assessment and/or the implementation of additional risk control measures, as necessary.

1.3 When employees visit any other location any established policy will be complied with, in addition to our own.

1.4 Employees will not consume alcohol or take drugs / abuse substances, other than on medical advice and in accordance with such advice during working hours.

1.5 Employees will advise management if they are taking any over the counter or prescribed drugs at work or prior to starting work and it is believed the negative effects of the drug could present themselves.

1.6 The Company will recognise drug or alcohol dependence; will encourage employees to discuss such issues in confidence and will provide advice and support on obtaining treatment.

1.7 Employees will be provided with the necessary information, instruction and training regarding the Company policy regarding drugs and alcohol including their duty to report any suspected problems.

1.8 Random drug and alcohol screening or random tests will be carried out as necessary. The Company’s disciplinary procedure will be adhered to so as to ensure this policy is enforced.

1.9 This policy will be subject to the necessary timely review.

==== Guidance and Records ====

===== Dependence on Drugs and Alcohol =====
Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment.

Any discussions regarding a drug or alcohol related problem will be discussed in strict confidence. The Company will adopt a sympathetic approach and endeavour to assist the individual throughout, recommending types of help available such as counselling.

The employee will be expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

===== Drugs =====
When prescribing drugs for some diagnosed conditions, a doctor will normally advise on whether or not to avoid driving vehicles or operating machinery during the period of treatment. Any advised restriction should be communicated to the employee's line manager.

Taking of over the counter drugs is acceptable, however employees must be aware that certain over the counter drugs and prescribed drugs have warnings on them which state that the consumption may cause drowsiness and warn against driving or operating machinery. Any dosage instructions must be followed to the letter. If any of this type of drug is used at work or prior to commencing work and it is believed that the effects of the drug could still present themselves or pose a risk to the safety of the taker or others, then the line manager must be advised as a matter of urgency.

As a very rough guideline you should expect the effects of drugs in the body to last for between four and six hours.

The use, sale, distribution or possession of illegal drugs or other such substances is prohibited. Such incidents will normally lead to dismissal and are considered a criminal offence. The company reserves the right to involve the police.

===== Substance abuse at work =====
Whilst most people that consume alcohol are social drinkers and do not have a perceived addiction to alcohol, there are occasions when alcohol consumption may overlap into the workplace. As an example consumption of excessive alcohol into the early hours on a day preceding a work day could result in alcohol still being present in the bloodstream at the time of work commencing.

Not only could this lead to prosecution from the Police, should an individual have driven a motor vehicle to work whilst under the influence of alcohol, but could also result in serious injury or death at work through lack of concentration/alertness etc. brought about by alcohol consumption.

It is therefore recommended that employees do not drink alcohol or take any drugs during the eight hours period before starting work or driving any company vehicle.

In addition, the Company will not permit any person to consume alcohol during normal working hours, this will include any breaks which are allowed unless there are exceptional circumstances and express permission has been granted by the Managing Director.

The type of exceptional circumstances that are envisaged are Company organised functions at which alcoholic beverages will be served. When employees are required to entertain or be entertained on company business, they are expected to use common sense and exercise discretion when offering or accepting alcohol.

When an employee is called out to work after normal working hours he should inform the supervisor calling him out if he has been drinking within the previous eight hours. The supervisor will decide whether or not another employee has to be called out.

In any event, no employee should report for work or drive a company vehicle if there is a chance that he or she might fail a breath test.

The company believes that any employee under the influence of alcohol and/or drugs during working hours is a danger to themselves, their colleagues and members of the public. If employees are suspected of being under the influence of alcohol or unfit to perform their duties when reporting for work they will not be allowed to remain at work until suspicion is cleared. During this time there will be no entitlement to pay. (As per comments noted beforehand).

If there are grounds to believe an employee has been carrying, supplying or taking illegal drugs or supplying drugs supplied for their own consumption to other persons, or found to be misusing solvents then this will be treated as gross misconduct and will be dealt with in accordance with the disciplinary procedure.

Where an employee is required to drive, operate equipment or carry out general duties on behalf of the company, they may be subject to drug and alcohol screening or random testing. Any employee refusing to provide a specimen for testing will be removed from site and their actions will be treated as potential gross misconduct in accordance with the disciplinary procedure. Any employee who submits a positive sample, or be considered to be under the influence of drugs or alcohol or alcoholic odour is detected, will be subject to the Company’s disciplinary procedures under the section entitled gross misconduct.

More information regarding alcohol and work, including what to look for and what to do about it can be found on the HSE website using the following link: https://www.hse.gov.uk/alcoholdrugs/index.htm

===== Customer Requirements =====
Some customers have their own policy on substance abuse. All our employees are required to co-operate with those requirements when on the customer’s site.

Should a customer complain that one of our employees "appears to be under the influence", that person will be asked to leave the customer’s premises as soon as possible and an alternative employee will be sent to the customer. An investigation will then be undertaken by a senior member of staff. Fairness will be of prime importance during any investigation.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

== Control of Smoking at Work Policy (England) ==

==== Policy ====
The company recognises that it has both a moral and a legal duty to ensure, as far as is reasonably practicable, that employees, contractors, customers and visitors to the company have the right to work or visit without being exposed to tobacco smoke. Therefore smoking will be prohibited throughout the entire workplace. We will ensure that at least one legible no smoking sign is displayed. All employees and visitors to the site will be given relevant information regarding our smoking policy. Smoking will not be permitted in company vehicles, and we will ensure that at least one legible no smoking sign is displayed in each of the company vehicles. Procedures for dealing with those who do not comply with the smoking policy are in place within the normal disciplinary system. We will provide support and advice, on request, for smokers who wish to stop smoking.

==== Arrangements for the Control of Smoking at Work ====
'''The Control of Smoking at Work Co-ordinator will ensure that:'''

1.1 All existing employees are informed of the company smoking policy and where relevant their role in the implementation and monitoring of the policy.

1.2 Any prospective employee is made aware of the smoking policy before being offered a position within the company.

1.3 Any new employees receive a copy of the policy on recruitment/induction.

1.4 At least one legible no-smoking sign is displayed in the premises.

1.5 All company vehicles, other than company cars where express agreement has been given to permit smoking, have at least one legible no smoking sign within the vehicle.

1.6 Support and advice are provided for employees who wish to stop smoking.

1.7 Appropriate disciplinary procedures are in place to deal with persons who do not comply with this policy.

1.8 Employees are aware of the procedure to follow should a visitor to the site fail to comply with the policy.

==== Guidance and Records ====

===== Legislation =====
It is an offence to smoke or allow smoking in virtually all enclosed or substantially enclosed areas. To protect non-smokers from the dangers of passive smoking, it is illegal for employees, visitors, customers or others to smoke in premises which are wholly or substantially enclosed i.e. any public place (including workplaces) which has a roof and walls on more that 50% of its perimeter. This includes previously designated smoking rooms, even if they contain mechanical ventilation.

It is also an offence to smoke in vehicles used for business, including light and heavy goods vehicles and public transport, company cars or private cars used for business.

Vehicles which are for the sole use of one individual and are never used by any other person either as a driver or a passenger for work purposes may if the company desires be permitted to be smoked in.

===== Signage =====
All smokefree premises and vehicles must display legible no-smoking signs, which make it clear where smoking is not allowed and show that you are taking the steps needed to meet the requirements of the law.

In smokefree premises and vehicles at least one no-smoking sign must be displayed. Changes to the smoke free legislation in 2012 mean that there are no requirements as to the size, shape, content or location of no smoking signs in smoke free premises.

The effect of the 2012 regulations is deregulatory. No action is required if you already comply with the 2007 Regulations as you will already have adequate signage in place.

It is important that you understand the importance of continuing to have no smoking signs prominently and legibly displayed in order to support your staff and to ensure trouble free compliance by persons using your premises. To that end you should keep and maintain existing signs in place, particularly at entrances to premises.

===== Exemptions =====
There are some exemptions from the smokefree law, which are subject to strict conditions that the person in control of or managing the premises must ensure are met. Exemptions are usually for humanitarian reasons and are as follows:

* Managers can designate specific guest bedrooms for smoking in hotels, hostels, guesthouses, inns and member’s clubs that provide accommodation
* Care homes and hospices can designate either bedrooms or rooms to be used for smoking (only for those over the age of 18)
* Offshore installations, e.g. oil rigs, may designate rooms to be used for smoking
* Specialist tobacconist shops/Research and testing facilities (Please contact Alcumus SafeWorkforce for more information on these exemptions if they apply to you)

In the above instances, where a room is to designated for smoking you must ensure that the room is not allowed to be used for anything else e.g. television room.

Proprietors and managers of exempted premises are under no obligation to provide smoking areas if they do not wish to do so. If however, you do decide to designate a room as a room where smoking is allowed you must ensure the following requirements are met:

* The room must be designated in writing by the person in charge of the premises
* The room must have a ceiling and be fully enclosed on all sides by solid floor to ceiling walls (except for doors and windows).
* The room must not ventilate into any other part of the premises.
* The room must have mechanically closing doors.
* The room must be clearly marked.

===== Offences =====
Failure to comply is a criminal offence and is enforced by Environmental Health Officers, Technical Officers and Licensing Officers who can fine individuals a fixed penalty of £50 for smoking on non-smoking premises.

The person in control of the premises can be fined a fixed penalty of £200 for either allowing persons to smoke or failure to display suitable warning notices on nonsmoking premises.

Refusal or failure to pay the fine may result in prosecution and could lead to a fine of up to £2,500. It is a legal requirement to display ‘No Smoking’ signs in non-smoking premises.

===== Smoking Shelters =====
Outdoor smoking areas for staff are allowed, providing they comply with the legislation. You do not have a legal duty to provide such a shelter. They can be open air areas, ideally with stubbing-out bins, or purpose built smoking shelters providing they are no more than 50% enclosed. Legal and local planning advice should be sought to ensure any proposed changes to the premises do not contravene local planning guidelines.

The safety of the persons using the facilities must be assessed e.g. if the area is poorly lit, isolated or otherwise unsafe. A risk assessment should take into account factors such as:

* Segregation of pedestrians and moving vehicles
* Adequate lighting
* Fire hazards
* The personal safety of persons smoking outside.

===== Second Hand Smoke =====
Second hand smoke is made of two types of smoke:

Mainstream smoke - is smoke breathed in and out by smokers

Side stream smoke - comes from the end of a burning cigarette or cigar, and makes up 85 per cent of the smoke in a smoky environment.

This type of smoke contains more toxins and nicotine than mainstream smoke.

===== Short-term effects =====
The effects you might notice straight away include:

* Coughing
* Headache
* Eye irritation
* Sore throat
* Sneezing and runny nose
* Feeling sick
* Breathing problems (and possibly an asthma attack)
* Irregular heartbeat (a particular problem for people with heart disease)

===== Long-term effects: =====
The effects you might notice in the long term include:

* Worsening of chest problems and allergies like asthma, hay fever, bronchitis and emphysema
* Increased risk of heart disease
* Increased risk of lung cancer
* Pregnant women exposed to second hand smoke can pass on the harmful gases and chemicals to their babies.

===== Help and advice =====
If your employees need advice and support on how to stop smoking, the following may be useful:

National Smokefree Helpline 0300 123 1044 Monday to Friday 9am to 8am, Saturday and Sunday 11am to 4pm to chat to an adviser.

Action on Smoking and Health (ASH) is a voluntary organisation which aims to raise awareness about tobacco and its effects on people’s lives.

===== Giving UP =====
'''<nowiki/>'Cold turkey' - using willpower alone'''

What is willpower?

Willpower is - quite literally - using your "strength of will" to stop you from smoking a cigarette. With this technique you rely on your own ability to ignore the classic side-effects of nicotine withdrawal: for example irritability, insomnia and/or sweating.

How does it work?

Using willpower alone is the least complicated method of stopping smoking - you simply stop and decide not to start again. Willpower simply means that you choose to ignore any symptoms of nicotine withdrawal you may experience, and refuse to give in to any temptations you feel to have another cigarette.

How successful is willpower in stopping people smoking?

Whether you are able to give up smoking for good will depend on how motivated you are to stop. Nicotine is a highly addictive drug, and most smokers do not continue to smoke out of choice but because they are addicted to nicotine.

'''Nicotine patches to stop smoking'''

What are nicotine patches?

Nicotine patches look like oversized sticking plasters and are stuck onto the skin.

The patch contains nicotine, which is slowly released into the body through the skin. The nicotine delivered is "clean" - it does not contain the other harmful chemicals released by cigarettes.

How do nicotine patches work?

It is the nicotine in tobacco that makes people addicted to smoking, so when you stop smoking your body craves nicotine. It is this craving that makes you want to start smoking again. This craving is often coupled with nicotine withdrawal symptoms, which include:

* cravings for tobacco
* irritability & outbursts of anger
* weight gain
* depression
* headaches
* insomnia
* anxiety
* loss of concentration
* tiredness
* constipation
* restlessness
* dizziness

Nicotine patches help smokers to overcome any withdrawal effects from stopping smoking by slowly releasing nicotine into the body. However, you will still need to use willpower because nicotine replacement therapy will not completely remove the desire to smoke.

When you use nicotine patches to stop smoking, you start with patches that contain a higher level nicotine in the first few weeks, and then step down to patches containing less nicotine. Patches are available in forms that supply a constant dose of nicotine for 16 or 24 hours but there is no evidence that a 24-hour patch is more effective, or that tapering off patches is more effective than suddenly stopping them.

'''Facts about smoking'''

* Rates of smoking are higher in some countries than in others. Up to 1 person in 3 in the EU smokes but rates are falling
* Passive smoking occurs when someone inhales other people's tobacco smoke
* Burning tobacco is the main cause of indoor pollution in the developed world
* Tobacco smoke contains 4000 chemicals either in the form or particles or gases. 60 of these are known or suspected carcinogens. No chemical can be filtered effectively
* People who smoke more than 20 cigarettes per day have twice as much time off work due to illness as non-smokers
* Passive smokers suffer a 25% increased risk of respiratory diseases
* One in two smokers is likely to die early from a disease related to tobacco use
* Worldwide, one person dies every 10 seconds as a result of tobacco use – three million people per year
* Out of 10 smokers would like to stop. Giving up smoking at whatever age reduces the risk of illness and death.

Health and Safety Policy

2025-04-11T10:22:18Z

Rebekah Hook:

== Health and Safety Policy Statement ==
This statement of intent should be read in conjunction with the full Health and Safety Policy which details the arrangements and responsibilities of our Occupational Health and Safety Management System.

It is our aim to ensure, so far as is reasonably practicable, the health and safety of our employees and third parties who may be affected by our work activities. We are committed to:

* Complying with all legal and other applicable requirements
* The prevention of injury and ill health, and
* Continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by management.

The Senior Management Team leads by example and supports a positive health and safety culture where everyone meets their responsibilities for the safety and health of themselves and others. The Director Responsible for Safety has ultimate responsibility for health and safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and specific responsibilities for health and safety matters have been assigned to line managers.

Communication between all levels of employees within the Company is paramount. We will ensure that all employees have the knowledge and competence they need to meet their individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know. The full Health and Safety Policy is available on request to interested parties.

This policy will be reviewed as required and at least annually by the group or individual responsible for review and authorised by the Trustees as below:
{| class="wikitable"
!Group or individual responsible for review
![[The Health and Safety Steering Group]]
|-
|'''Last review and approval'''
|03/08/2024
|}

== Health & Safety Policies ==
[[Introduction and Governance]]

[[Health and Safety Management]]

[[Employee Welfare and Wellbeing]]

[[Incident and Emergency Management]]

[[Physical Work Environment and Equipment Safety]]

[[Work Processes and Practices]]

[[Occupational Health and Hazard Control]]

[[Contractors and Subcontractors]]

[[Food Safety]]

Physical Work Environment and Equipment Safety

2025-02-11T16:23:07Z

Rebekah Hook: /* Formal Visual Inspection */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|''' '''[[File:Irritant symbol.png|center|thumb|214x214px]]
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
[[File:Electrical plug.jpg|thumb]]
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires:'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

Physical Work Environment and Equipment Safety

2025-02-11T16:22:01Z

Rebekah Hook: /* Formal Visual Inspection */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|''' '''[[File:Irritant symbol.png|center|thumb|214x214px]]
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
[[File:Electrical plug.jpg|thumb]]
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

File:Electrical plug.jpg

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Rebekah Hook:

electrical plug

Physical Work Environment and Equipment Safety

2025-02-11T16:02:56Z

Rebekah Hook: /* Chemical Hazard Classification Symbols */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|''' '''[[File:Irritant symbol.png|center|thumb|214x214px]]
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

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== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|[[File:Irritant symbol.png|center|thumb|258x258px]]''' '''
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

File:Irritant symbol.png

2025-02-11T15:55:53Z

Rebekah Hook:

irritant symbol

Physical Work Environment and Equipment Safety

2025-02-11T15:53:55Z

Rebekah Hook: /* Chemical Hazard Classification Symbols */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|[[File:Irritant.png|center|thumb]]''' '''
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989

Physical Work Environment and Equipment Safety

2025-02-11T15:53:12Z

Rebekah Hook: /* Chemical Hazard Classification Symbols */

== Housekeeping ==

==== Policy ====
We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls. ''' '''

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

==== Arrangements for Housekeeping ====
'''The Housekeeping Co-ordinator will ensure that: '''

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4 Work areas will be adequately light.

1.5 There is sufficient space to enable employees and others to move around freely and easily.

1.4 Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6 All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards. ''' '''

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

==== Guidance and Records ====

===== Organisation of Traffic Routes =====
‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

==== Cleanliness and waste ====
As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

==== Condition of floors and traffic routes ====
Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

==== Falls and Falling Objects''' ''' ====
Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

== Control of Substances Hazardous to Health (COSHH) ==

==== Policy ====
We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them. We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances. Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives. Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials. Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work. The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described. Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents. All control measures will be properly used, adequately maintained and thoroughly examined and tested as required. Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept. Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances. Emergency plans will be produced where required.

==== Arrangements for the Control of Substances Hazardous to Health ====
'''The Control of Substances Hazardous to Health Co-ordinator will ensure that:'''

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled. This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur. The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

==== Guidance and Records ====

===== What is a ‘substance hazardous to health' =====
COSHH covers substances that are hazardous to health, which can include:

* Chemicals
* Dusts
* Fumes
* Mists
* Vapours
* Gases
* Metalworking fluids
* Flowers, bulbs, fruit and vegetables
* Wet working e.g. catering/cleaning
* Biological agents 

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances. Diseases include asthma, cancer and skin disease. Employers are responsible for taking effective measures to control exposure and protect health. Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc. These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks). Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees. COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

===== COSHH Assessment Process =====

# Inventory of substances
# For a new substance/process:
## Obtain hazard data sheets from manufacturers/supplies
## Source hazard information for non-commercial substances
# Undertake preliminary assessment
## Low risk
### Ensure staff comply with precautions for use, storage, disposal etc.
### Provide PPE if required and guidance
## Medium/high risk:
### Provide PPE as interim with manufacturer’s safety measures
### Undertake in-depth assessment
### Are control measures required?
#### Is specialist surveillance extraction required?
#### Is specialist PPE/RPE equipment required?
#### Is personal health monitoring required?
### Obtain expert advice
#### Provide staff with information, instruction and training
#### Plan for protection by means other than PPE
#### Monitor controls, process policy and substances

===== What are control measures? =====
Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health. No measures will work if they are not used properly. Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so. A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:
{| class="wikitable"
|'''Substance'''
|'''Control equipment'''
|'''Way of working'''
|'''Managing'''

|-
|Dust/sparks from abrasive wheel.
|Enclosure around the wheel.

Extract air to safe place.
|Check airflow indicator.

Ensure extraction works.
|Maintain controls. Test controls as needed by law.
|-
|Cutting fluid mist from lathe, and Swarf.
|Enclosure around the lathe.

Extract air to safe place.

Efficient vacuum cleaner.
|Use skin-care products, and Ensure extraction works, and

Allow mist to clear before opening enclosure.
|Check and maintain fluid quality.

Train workers. Carry out health checks.

Test controls as needed by law.
|-
|Cleaning with solvent on rag.
|Use rag holder. Provide lidded bin for rags.
|Reduce vapour from used rags.

Avoid skin contact.
|Safe disposal. Check controls are in place.
|}

The two of the most common control measures are:

'''Local Exhaust Ventilation (LEV)''' – Such systems must be subject to checking, thorough examination and testing by a competent person. The thorough examination and testing is often done by insurance companies.

'''PPE''' – Employees who use PPE must know what they are doing. PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

===== Competence =====
Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent. This means that they must have the necessary skills, knowledge and experience. As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

===== Training, instruction and information for employees =====
Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

* Explain to employees, and others that need to know, what the dangers are
* Carry out drills for clearing spills (before spills actually occur)
* Show employees how to use control measures, and check that they are working
* Provide face fitting and training to employees who use respirators
* Show employees how to put gloves on and off without contaminating skin.

===== Monitoring exposure =====
Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets. The WEL is maximum limit to which employees can be exposed and must not be exceeded. The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

===== Classification, Labelling and Packaging (CLP) =====
The CLP Regulations came into force on 20th January 2009 and were phased in gradually up to 2015. They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced. Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled. Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

''New hazard statements for labels, for example:''

* H240 - Heating may cause an explosion
* H320 - Causes eye irritation
* H401 - Toxic to aquatic life

''New precautionary statements for labels, for example:''

* P102 - Keep out of reach of children
* P271 - Use only outdoors or in well-ventilated area
* P410 - Protect from sunlight

== Chemical Hazard Classification Symbols ==

'''These are the older hazard symbols that have been replaced. You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.'''

{| class="wikitable"
|[[File:Toxic symbol.png|center|thumb|96x96px]]''' '''
|'''TOXIC/VERY TOXIC'''

May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
|-
|[[File:Picture1.jpg|center|thumb]]''' '''
|'''CORROSIVE'''

May on contact cause destruction of living tissue or burns
|-
|[[File:Picture2.jpg|center|thumb]]''' '''
|'''HARMFUL'''

May cause limited health risk if inhaled or ingested or if it penetrates the skin
|-
|[[File:Irritant.png|center|thumb]]''' '''
|'''IRRITANT'''
May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled
|}

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

{| class="wikitable"
|[[File:Picture4.jpg|center|thumb|175x175px]]
|'''ACUTE LETHAL TOXICITY'''

Materials which in low quantities may cause death or serious damage to health
|-
|[[File:Chronic toxicity.jpg|center|thumb]]
|'''CHRONIC TOXICITY'''

Chronic health effects.

Germ cell mutagenicity.

Carcinogenicity.

Reproductive toxicity. Aspiration hazard.

Respiratory sensitisation
|-
|[[File:Corrosive effects.jpg|center|thumb]]
|'''CORROSIVE EFFECTS'''

Materials which on contact with living tissues may destroy them

|-
|[[File:Other health effects.jpg|center|thumb]]
|'''OTHER HEALTH EFFECTS'''

Lower level acute toxicity.

Skin, respiratory and eye irritation. Skin sensitisation
|}

Other new hazard symbols unrelated to COSHH are as follows:

{| class="wikitable"
|[[File:Self reactives.jpg|center|thumb]]
|[[File:Oxidising gases.jpg|center|thumb]]
|[[File:Flammable .jpg|center|thumb]]
|[[File:Compressed gases.jpg|center|thumb]]
|[[File:Hazardous to aquatic environment.jpg|center|thumb]]
|-
|Self Reactives. Organic peroxides
|Oxidising gases. Liquids and solids
|Flammable gases, aerosols, liquids or solids
|Compressed gasses
|Hazardous to the Aquatic environment
|}

== Electrical Safety ==

==== Policy ====
We will ensure that all electrical systems and equipment are provided and maintained in a safe condition. All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained. All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use. All electrical equipment will be suitably insulated and protected to prevent danger. Arrangements for earthing and ensuring the integrity of referenced conductors will be made. All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained. Work on electrical systems will only be carried out by Competent Persons. Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met. Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely. All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

==== Arrangements for Electrical Safety ====
'''The Electricity at Work Co-ordinator will ensure that:'''

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4 Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6 An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9 Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10 More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13 Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

==== Guidance and Records ====

===== Procedures for Inspection and Testing =====
The suitability of electrical equipment for its intended purpose will be determined through risk assessment. All equipment will be entered onto the inventory and the inspection and testing programme. The different types of inspection and testing we will carry out are outlined below.

'''User Checks'''

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart. Sockets will also be checked for signs of damage and burn marks.

'''Formal Visual Inspections:'''

These include the pre-use visual checks but also include checking within the plug top. A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

'''Combined Inspections and Repair'''

Some faults cannot be detected through visual inspection, particularly lack of continuous earths. For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

* Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection
* After any repair, modification or similar work
* At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’ All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

===== Recommended Minimum Frequency of Inspection and Testing: =====
The following type and initial intervals of inspections/tests are recommended in low risk environments:

{| class="wikitable"
|'''Equipment'''
|'''Operator Checks'''
|'''Formal visual inspection'''
|'''Combined inspection & test'''
|-
|Battery operated less than 20 volts
|NO
|NO
|NO
|-
|Extra low voltage:

Less than 50 volts e.g. telephone, low voltage desk lights
|NO
|NO
|NO
|-
|Information technology; Computers, screens
|NO
|Yes

2 - 4 years
|Not if double insulated

Otherwise up to 5 years
|-
|Photocopiers, fax, rarely moved, NOT hand-held items
|NO
|Yes

2 - 4 years
|Not if double-insulated

Otherwise up to 5 years
|-
|Double insulated:

NOT hand-held. e.g. fans, table lamps, projectors
|NO
|Yes

2 - 4 years
|NO
|-
|Double insulated:

HAND-HELD

e.g. some floor cleaners
|YES
|Yes

6 months -

1 year
|NO
|-
|Earthed equipment (class 1)

e.g. kettles, some floor cleaners
|YES
|Yes

6 months -

1 year
|Yes 1 - 2 years
|-
|Cables (leads) and plugs connected to the above

Extension leads (mains voltage)

|YES
|Yes

6 months - 4 years depending on type of equipment it is connected to
|Yes 1 - 5 years depending on type of equipment it is connected to
|}

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

===== Portable Electrical Appliances in Low-Risk Environments: Operator Pre-Use Checks =====
Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must '''''not''''' take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

{| class="wikitable"
|'''Mains lead/Cable covering'''
|There should be no cuts or abrasion (light scuffing is acceptable).

Report any non-standard joints, including taped joints.

|-
|'''Cable grip'''
|The cable should not be loose where it enters the plug.

The coloured insulation of the internal wires should not be visible where the cable enters the plug.
|-
|'''Plug'''
|The casing must not be cracked or loose.

The pins must not be bent.

Check for signs of overheating - burn marks.

|-
|'''Damage to outer cover/casing'''
|This should be undamaged.

Check for cracked casing, obvious loose parts, screws etc.

Signs of overheating - burn marks.

|-
|'''Mains on/off switch Sockets'''
|It should be tight to the wall not loose.

Does it operate correctly/as expected?

Is it cracked?

Are there burn marks?

|}

===== Formal Visual Inspection =====
Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

{| class="wikitable"
|'''Fuse''':
|a proper fuse ''not'' a piece of wire, nail etc.
|-
|'''Cord grip: '''
|should hold the outer part (sheath) of the cable tightly.
|-
|'''Wires'''
|attached to correct terminals with no bare wire visible other than at terminals.
|-
|'''Terminal screws:'''
|must be tight.
|-
|'''Internal damage:'''
|check for signs of overheating, or entry of liquid, dust or dirt.
|}

===== Electrical Installation testing''' ''' =====
All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding. The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

* Reveal if electrical circuits or equipment are overloaded.
* Identify defective electrics.
* Highlight the lack of earth or bonding.
* Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

* National Inspection Council for Electrical Installation Contracting (NICEIC)
* National Association for Professional Inspectors and Testers (NAPIT)
* Electrical Contractors Association (ECA)
* The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out. This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found. In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified. Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.

== Provision and Use of Work Equipment (PUWER) ==

==== Policy ====
We will ensure that all work equipment is suitable for the purpose for which it is to be used, is installed correctly and inspected and maintained in good working order.

Where the use of work equipment is likely to involve a specific risk to health and safety we will ensure that the equipment is only used, repaired, modified maintained and serviced by authorised competent persons. Appropriate health and safety information, instruction and training will be provided for all employees who either use or manage the use of work equipment.

We will ensure that all work equipment provided for use after 31st December 1992 complies with the appropriate EU directives. We will also ensure all work equipment complies with UK legislation. Access to dangerous parts of machinery will be effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

We will take all necessary measures to prevent, or where this is not practicable, adequately control exposure to specified hazards associated with the use of work equipment.

We will ensure that all machinery is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation. Where appropriate all machinery will be provided with suitable means to isolate it from its sources of energy. All work equipment will be stable, adequately lit, clearly marked for reasons of health and safety and incorporate appropriate warnings or warning devices. Maintenance of work equipment will only be carried out where suitable measures have been taken to effectively control the risks.

'''LEGAL DEFINITION:'''

“Work Equipment” means any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not).

'''PUWER''' applies to the provision and use of all work equipment, including mobile and lifting equipment.

==== Arrangements for the Provision and Use of Work Equipment ====
'''The Provision and Use of Work Equipment Co-ordinator will ensure that:'''

1.1 All work equipment is suitable for the purpose for which it is to be used and is maintained in good working order and where necessary an up-to-date maintenance log is available.

1.2 All work equipment is installed correctly and is inspected at suitable intervals to ensure it remains safe and that appropriate records of inspection are maintained.

1.3 Where the use of work equipment is likely to involve a specific risk to health and safety the equipment is only used, repaired, modified, maintained and serviced by authorised competent persons.

1.4 Appropriate health and safety information, instruction and training is provided for all employees who either use or manage the use of work equipment.

1.5 All work equipment provided for use after 31st December 1992 complies with the appropriate EU directives and be CE marked. From January 2021 the UKCA mark will start to replace the CE mark for goods sold within Great Britain. The CE mark will continue to be required for goods sold in Northern Ireland.

1.6 Access to dangerous parts of work equipment is effectively prevented by the provision of suitable guards or protective devices that are of good construction, sound material, adequate strength and effectively maintained.

1.7 All necessary measures are taken to prevent, or where this is not possible, adequately control exposure to specified hazards associated with the use of work equipment and to prevent contact with surfaces that are at either very high or very low temperatures.

1.8 Where appropriate, all work equipment is provided with suitable controls and control systems for starting, stopping and changing operating conditions, including those for use in an emergency situation.

1.9 Where appropriate all work equipment is provided with suitable means to isolate it from its sources of energy.

1.10 All work equipment is stable, adequately lit, clearly marked for reasons of health and safety and incorporates appropriate warnings or warning devices.

1.11 Maintenance of work equipment is only to be carried out where suitable measures have been taken to effectively control the risks. ''' '''

==== Guidance and Records ====

===== Introduction =====
You are required to ensure that all work equipment is safe and appropriate for use. This can be achieved via the risk assessment process required by the Management Regulations. You must ensure that work equipment is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks.

===== Guards =====
You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices.

===== Risks to Health & Safety =====
You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, so far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing.

===== Controls =====
You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'.

This would normally bring the work equipment to a stop, unless it would be unsafe to do so. The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment.

Emergency stop controls must be provided unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary.

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment.

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls.

===== Isolation =====
You must ensure that work equipment is provided with appropriate means to isolate the equipment from all its sources of energy. Such means must be clearly identifiable, readily accessible and include ways of preventing risks to health and safety of any person from any part of the work equipment which is liable to fail.

===== Stabilisation =====
You must ensure that work equipment, or any part of work equipment, is stabilised by clamping or otherwise where necessary for the purposes of health and safety and that any place where a person uses work equipment is adequately lit by appropriate means and in line with the operations to be carried out.

===== Maintenance Operations =====
You must ensure that, so far as is reasonably practicable, maintenance operations on work equipment can be done while the work equipment is stopped. If not, either the maintenance operations can be done without anyone entering the danger zone, or appropriate measures are taken to protect anyone when they are carrying out maintenance operations on work equipment.

===== CE Mark/Transition to UKCA Mark =====
You must ensure that work equipment is uniquely marked to aid its identification for maintenance etc.

All work equipment provided for use after 31st December 1992 should carry the CE Mark to confirm its compliance with all appropriate UK and European legislation i.e.

You must also ensure that work equipment incorporates any warnings or warning devices which are appropriate for the purposes of health and safety. Such warnings or warning devices must be unambiguous, easily perceived and easily understood.

As the UK is no longer part of the European Union, new rules apply to marking all equipment previously subject to CE marking. To allow business time to adjust the CE mark can still be used until 11pm on 31st December 2022. After this date, the government is intending to introduce legislation to allow extra easement time until 11pm on 31st December 2025. This will allow business to affix a label to a product or documentation accompanying a product. This label will display the new UKCA mark.

If products are to be sold in Northern Ireland or EU, the UKCA mark cannot be used.

'''Rules for using the UKCA image'''

You must make sure that:

* if you reduce or enlarge the size of your marking, the letters forming the UKCA marking must be in proportion to the version set out below
* the UKCA marking is at least 5mm in height unless a different minimum dimension is specified in the relevant legislation
* the UKCA marking is easily visible, legible and indelible

===== Mobile work equipment =====
Measures must be taken to protect employees carried on mobile work equipment where there are risks from roll-over whilst it is travelling. Examples are dumper trucks on construction sites or any vehicles working on slopes. Equipment such as excavators, or a vehicle with a winch when operating in a stationary position, are not included. However, this is covered by Regulation 20, which relates to stability. This again links directly to the risk assessment requirements of the Management Regulations.

===== Roll-over protective structures (ROPS) =====
ROPs are normally fitted on mobile work equipment which is at risk from 180 degree, or more, rollover. They may be structures, cabs or frames which, in the event of as rollover, prevent the work equipment from crushing persons being carried by it.

Before fitting ROPS to older work equipment, which has no anchorage points fitted on it (in use before December 5th 1998), an engineering analysis will be necessary.

===== Restraining Systems =====
You should provide the above (e.g. seat belt) where appropriate, if they can be fitted to the equipment (e.g. forklift truck) to prevent persons being carried from being crushed between the truck and the ground, should it overturn.

== Control of Dangerous Substances and Explosive Atmospheres (DSEAR) ==

==== Policy ====
We recognise the continual risk of fire, explosions and similar events in the workplace, this includes risks to members of the public from the work activity in our premises, whether caused by accident or by malicious intent.

We will reduce the quantity of dangerous substances in our premises, to a minimum. We will undertake a risk assessment to ensure we:

* Identify what dangerous substances are in the workplace and what the fire and explosion risks are.
* Have adequate control measures in place to avoid or minimise the release of substances.
* Prevent the formation of an explosive atmosphere and reduce the effects of any incidents involving dangerous substances.
* Prepare plans and procedures to deal with accidents, incidents and emergencies involving dangerous substances.
* Have properly informed and trained our employees to control or deal with the risks from the dangerous substances.
* Have identified and classified the areas of the workplace where explosive atmospheres may occur and ignition sources (from unprotected equipment, for example) are avoided in those areas.
* Keep incompatible substances apart.

==== Arrangements for the Control of Dangerous Substances and Explosive Atmospheres ====
'''The Dangerous Substances and Explosive Atmospheres Co-ordinator will ensure that:'''

1.1 A risk assessment is conducted and appropriate measures to reduce the risks are implemented.

1.2 The quantity of dangerous substances is kept to a minimum

1.3 The release of a dangerous substance is minimised or avoided.

1.4 The release of a dangerous substance is controlled at source.

1.5 The formation of a dangerous substance is prevented.

1.6 Any release of a dangerous substance will be collected, contained and removed to a safe place (for example through ventilation).

1.7 Ignition sources are avoided.

1.8 Adverse conditions are avoided (for example exceeding the limits of temperature or control settings) that could lead to danger.

1.9 Incompatible substances are kept apart.

1.10 The number of employees exposed to the risk is kept to a minimum.

1.11 Plant that is provided is explosion resistant

1.12 Explosion suppression or explosion relief equipment is provided.

1.13 Measures are taken to control or minimise the spread of fires or explosions.

1.14 Suitable personal protective equipment (ppe) is provided.

1.15 The areas where potentially explosive atmospheres may occur are identified and classed (zoning).

1.16 Ignition sources are avoided in zoned areas.

1.17 Where necessary the entrances to zoned areas are identified.

1.18 Before they come into operation, for the first time, areas where explosive atmospheres may be present are confirmed as being safe by a competent person.

1.19 Employees are trained and instructed on relevant policies and procedures.

1.20 Visitors to the premises are made aware of rules and procedures.

1.21 Contractors are informed of policy and procedures and asked for information on how they intend to control any hazard associated with their work.

==== Guidance and Records ====

===== Introduction =====
The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) impose requirements for eliminating or reducing risks to safety from fire, explosion or other events arising from the hazardous properties of dangerous substances in connection with work.

Dangerous substances include substances or preparations (including dust) that are explosive, oxidising, extremely flammable, highly flammable or flammable, or can form an explosive mixture with air.

Employers are required to carry out a suitable and sufficient assessment of the risks where dangerous substances may be present in the workplace. The Management of Health and Safety at Work Regulations already require a risk assessment be undertaken but where a dangerous substance is or may be present there is a specific requirement to assess the risk from dangerous substances under these Regulations.

Places where explosive atmospheres may occur must be classified as hazardous or non-hazardous and hazardous places must be classified into zones on the basis of the frequency and duration of the explosive atmosphere.

As with all regulations, some activities and processes are exempt from some of the requirements.

Specific activity related guidance, supplementing the key requirements set out in this document, has been included as appendices as follows:

{| class="wikitable"
|Appendix A:
|Design of plant, equipment and workplaces
|-
|Appendix B:
|Storage of dangerous substances
|-
|Appendix C:
|Control and mitigation measures
|-
|Appendix D:
|Safe maintenance, repair and cleaning procedures
|}

===== Risk Assessment =====
Under these Regulations no new work activity involving a dangerous substance shall commence unless an assessment has been made and control measures implemented. The risk assessment shall include consideration of:

* the hazardous properties of the substance
* information provided by the supplier
* the work processes and substances used and possible interactions
* the amount of substance involved
* where the work involves more than one dangerous substance, the risk presented by such substances in combination
* the arrangements for the safe handling, storage and transport of dangerous substances and of waste containing dangerous substances
* activities, such as maintenance, where there is potential for a high level of risk activities
* the effect of measures taken
* the likelihood that an explosive atmosphere will occur and its persistence
* the likelihood that ignition sources, including electrostatic discharges, will be present and become active and effective
* the scale of the anticipated effects of a fire or an explosion
* any places which are or can be connected via openings to places in which explosive atmospheres may occur
* such additional safety information as may be needed in order to complete the risk assessment

===== Elimination or reduction of risks =====
The regulations require that risk is either eliminated or reduced so far as reasonably practicable. The first consideration must be to avoid the presence or use of dangerous substances but where this is not reasonably practicable risks need to be controlled and action taken to mitigate the detrimental effects arising from dangerous substances. This may be achieved by:

* reducing the quantity of dangerous substances to a minimum
* avoiding or minimising the release of dangerous substances
* controlling the release of a dangerous substance at source
* preventing the formation of an explosive atmosphere
* ensuring released dangerous substances which may present a risk is
* collected, contained and removed to a safe place, or otherwise made safe
* avoiding sources of ignition, including electrostatic discharges, and adverse conditions which could cause dangerous substances to give rise to harmful effects
* segregating incompatible dangerous substances

===== Mitigating detrimental effects =====
Detrimental effects may be mitigated by:

* reducing to a minimum the number of employees exposed
* avoiding the propagation of fires or explosions
* providing explosion relief and suppression systems
* providing plant which is constructed to withstand explosion
* providing suitable personal protective equipment for employees

===== General safety measures =====
The following measures are specified in Regulations for the employer to take if appropriate:

'''Workplace and work processes:'''

* ensuring that the workplace is designed, constructed and maintained so as to reduce risk
* designing, constructing, assembling, installing, providing and using suitable work processes so as to reduce risk
* maintaining work processes in an efficient state, in efficient working order and in good repair
* ensuring that equipment and protective systems meet the following requirements:
* where power failure can give rise to the spread of additional risk, equipment and protective systems must be able to be maintained in a safe state of operation independently of the rest of the plant in the event of power failure
* means for manual override must be possible, operated by employees competent to do so, for shutting down equipment and protective systems incorporated within automatic processes which deviate from the intended operating conditions, provided that the provision or use of such means does not compromise safety
* on operation of emergency shutdown, accumulated energy must be dissipated as quickly and as safely as possible or isolated so that it no longer constitutes a hazard
* necessary measures must be taken to prevent confusion between connecting devices

===== Organisational measures =====
The application of appropriate systems of work including:

* the issuing of written instructions for the carrying out of the work
* a system of permits to work with such permits being issued by a person with responsibility for this function prior to the commencement of the work

===== Places where explosive atmospheres may occur =====
A place where an explosive atmosphere may occur to such an extent as to require special precautions to protect the health and safety of the workers concerned is deemed to be “hazardous” within the meaning of the regulations.

A place in which an explosive atmosphere is not expected to occur to such an extent as to require special precautions is deemed to be “non-hazardous” within the meaning of the regulations.

Hazardous places are classified in terms of zones on the basis of the frequency and duration of the occurrence of an explosive atmosphere.

'''Zone 0: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is present continuously or for long periods or frequently.

'''Zone 1: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is likely to occur in normal operation occasionally.

'''Zone 2: ''' A place in which an explosive atmosphere consisting of a mixture with air of dangerous substances in the form of gas, vapour or mist is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

'''Zone 20: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is present continuously, or for long periods or frequently.

'''Zone 21: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is likely to occur in normal operation occasionally.

'''Zone 22: ''' A place in which an explosive atmosphere in the form of a cloud of combustible dust in air is not likely to occur in normal operation but, if it does occur, will persist for a short period only.

It should be noted that layers, deposits and heaps of combustible dust must be considered as a source which can form an explosive atmosphere.

===== Criteria for the selection of equipment and protective systems =====
Equipment and protective systems for all places in which explosive atmospheres may occur must be selected on the basis of the requirements set out in the Equipment and Protective Systems Intended for Use in Potentially Explosive Atmospheres Regulations 1996 unless the risk assessment finds otherwise. In particular, the following categories of equipment must be used in the zones indicated, provided they are suitable for gases, vapours, mists, dusts or mists and dusts, as appropriate:

* zone 0 or zone 20 – category 1 equipment
* zone 1 or zone 21 – category 1 or 2 equipment
* zone 2 or zone 22 – category 1, 2 or 3 equipment

These requirements shall not apply to equipment and protective systems for use in places where explosive atmospheres may occur which are or have been in the workplace on or before 30th June, 2003.

===== Warning signs =====
The triangular warning sign illustrated below, having black letters on a yellow background with black edging, should be displayed at points of entry to places classified as hazardous.

Additionally all containers and pipes used for dangerous substances shall be clearly marked to show the contents and associated hazards.

===== Verification by competent person =====
Before a workplace classified as hazardous is used for the first time the employer shall ensure that its overall explosion safety is verified by a person competent in the field of explosion protection.

===== Work clothing =====
The employer shall ensure employees working in places classified as hazardous are provided with work clothing which does not give rise to electrostatic discharges.

===== Accidents, incidents and emergencies =====
Procedures shall be prepared, which include first-aid arrangements and safety drills, in order to protect the safety of employees. The emergency arrangements shall also include information for employees on the relevant hazards, hazard identification arrangements and the specific hazards likely to arise at the time of any incident.

The arrangements shall also ensure that:

* suitable warning and other communication systems are available to initiate an appropriate response including rescue operations
* where necessary, before explosion conditions are reached, appropriate warnings are given and employees withdrawn
* where necessary, escape facilities are provided and maintained

The information on dealing with incidents shall be displayed in the workplace and provided to the emergency services to enable them to prepare their own procedures.

===== Information, instruction and training =====
Employees shall be provided with suitable and sufficient information, instruction and training on the precautions and action to be taken including:

* the name of the substance and the risk
* access to relevant safety data sheet
* legislative provisions relevant to the hazardous properties of the substance
* the significant findings of the risk assessment

==== [[APPENDIX A: Design of Plant, Equipment and Workplaces]] ====

==== [[APPENDIX B: Storage of Dangerous Substances]] ====

==== [[APPENDIX C: Control of Mitigation Measures]] ====

==== [[APPENDIX D: Safe Maintenance, Repair and Cleaning Procedures]] ====

== Display Screen Equipment ==

==== Policy ====
We will ensure that the risks to the health and safety of our employees from the use of display screen equipment are adequately controlled. All users will be identified and workstations assessed to ensure that they meet the requirements of the Regulations. All users will take regular breaks or changes in activity to reduce their workload at display screen equipment. Eye and eyesight tests by a competent person will be provided for all users at their request and will be repeated at regular intervals. Where the results of such a test show that the user needs special corrective appliances when using display screen equipment, we will ensure that they are provided. Training and information on the use of display screen equipment, the findings of the workstation assessment, the health risks from display screen equipment, the measures taken to reduce the risks, the need to plan the work routine and to take regular short breaks and the availability of eye and eyesight tests will be provided for all users. Training will also include reference to the organisational arrangements for reporting medical symptoms or problems with equipment to management.

===== Arrangements for Display Screen Equipment (DSE) Safety =====
'''The Display Screen Equipment Co-ordinator will ensure that:'''

1.1 A comprehensive assessment of each workstation is undertaken as required by the DSE Regulations.

1.2 Appropriate action to correct any risks highlighted as a result of the assessment are implemented.

1.3 Where appropriate, work routines will be modified to prevent intensive periods of DSE activity.

1.4 Software is suitable for the task and is not unnecessarily complicated.

1.5 Employees using DSE are informed of their entitlement to eye and eyesight tests and that procedures are in place for employees to avail themselves of such tests.

1.6 Where required specifically for working with display screen equipment, the provision of special corrective spectacles at the company’s expense.

1.7 Employees working or intending to work with display screen equipment are advised on the associated risks to health and how these are to be avoided.

1.8 Adequate information, instruction and training on all aspects of DSE work is provided.

==== Guidance and Records ====

===== Definitions =====
In the Health and Safety (Display Screen Equipment) Regulations the following phrases or words have been defined:

'''“Display screen equipment”''' is any alphanumerical or graphic display screen, regardless of the display process involved. This includes computers and portable display screen equipment that is in prolonged use e.g. laptops.

'''“Operator”''' is a self employed person who habitually uses display screen equipment as a significant part of his normal work.

'''“Use “''' is use for or in connection with work.

'''“User”''' is an employee who habitually uses display screen equipment as a significant part of his normal work. This will include agency workers.

'''“Workstation”''' is an assembly comprising of display screen equipment; any optional accessories; disk drive, telephone, modem, printer or other item peripheral to the display screen equipment; and the immediate work environment around the display screen equipment.

===== Who is a user? =====
The Regulations cover employees who are users whether they are working at a workstation at your premises, at a workstation from home or at another employers workstation. Self employed persons are also covered if they work at an employers workstation and their use of display screen equipment (DSE) means they would be users if they were employed.

Employers must decide which of their employees are users. Health and Safety Executive guidance (HSE) states that it would usually be correct to classify an employee as a user if they:

* Normally use DSE for continuous or near continuous spells of an hour or more at a time; and
* use DSE in this way more or less daily: and
* have to transfer information quickly to or from the DSE;

And also need to:

* apply high levels of concentration and attention; or
* are highly dependent on DSE; or
* have little choice about using it; or
* need special training; or
* skills to use the DSE.

Please note the use of the words ‘and’ and ‘or’ in the above definition.

This definition applies equally to full time and part time staff.

Some examples of definite display screen equipment users are:

* Word processing worker
* Secretary
* Typist
* Date input operator
* Journalist
* Telesales/customer complaints/accounts enquiry
* Television editing technician
* Security control room operative
* Air traffic controller
* Graphic designer.

Further guidance on whether employees are users or not can be found on the HSE’s website or from consultants.

===== Homeworkers =====
If a DSE user works at home, or elsewhere then the Regulations still apply. Such workers will be exposed to the usual risks associated with DSE, and some potentially increased risks such as social isolation, stress, lack of supervision etc. It is not always practical for an employer to send someone to carry out a risk assessment for home workers, so it would be adequate to train them to carry out their own assessment. Homeworkers may require additional training and information about health and safety as they will not be under immediate supervision and may pick up bad habits.

===== Agency Workers =====
When a DSE worker is supplied by an agency and becomes an employee then the host employer must meet all the requirements laid down in the DSE regulations. If however, the DSE worker is still employed by the agency or is self employed then agency and host employer both have duties under the regulations. The majority of the duties fall to the host employer however the agency should:

* Provide eye tests on request (and special corrective glasses if necessary)
* Provide health and safety training including information about eye tests
* Check the host employers carry out their duties.

===== Risks associated with DSE use =====
The main risks associated with DSE work are physical (musculoskeletal) problems, mental stress and visual fatigue. The risks to users should be low, assuming the requirements of the regulations are met and ergonomic principles are followed with regard to the equipment; design of the workplace and organisation of the task.

More information about the risks is outlined below:

* '''Musculoskeletal disorders''' – This can include upper limb disorders/work related upper limb disorders e.g. carpal tunnel syndrome, temporary fatigue, soreness etc. It can also include back pain (existing or new)
* '''Fatigue and stress''' – Several factors can contribute to fatigue and stress in DSE employees and should be avoided. These factors are similar to those that have been linked to stress at work and include little or lack of control over work, not using all of skills, not being involved in decisions that affect users, work being system paced, payment systems that encourage fast work or insufficient breaks, high levels of effort not balanced by reward, etc.
* '''Eye and eyesight effects''' – Using DSE is not associated with permanent damage to eyes or eyesight, however some employees may get temporary visual fatigue which may lead to blurred vision, red or sore eyes, headaches, adoption of awkward posture. Such symptoms may be caused by being in the same position too long; poor position of the DSE; poor legibility of the screen, documents or keyboard; poor lighting or poor image on the screen. Uncorrected defects can lead to DSE work being more tiring or stressful than is necessary
* '''Epilepsy''' – Work with DSE has been linked to epileptic seizures, however this is very rare
* '''Facial dermatitis''' – Facial skin complaints, such as itching and reddened skin on face or neck are rare and there is limited evidence linking them to DSE use
* '''Electromagnetic radiation''' – levels of ionising and non-ionising radiation generated by DSE are well below international recommendations and the National Radiological Protection Board does not consider such levels pose a significant risk to health. In addition, there is no scientifically proven link between miscarriages/birth defects and working with DSE.

===== Information and training =====
Employers will need to arrange training for DSE Users, which should cover:

* The risks from DSE work
* Importance of good posture
* How to adjust furniture to avoid risks
* How to organise the workplace to avoid awkward or repeated stretching movements
* Avoiding glare and reflections on the screen
* Adjusting and cleaning the screen
* Adjusting and cleaning the mouse
* Organising work so there are activity changes and breaks
* Who to contact for help or report problems
* Contributing/completing risk assessments and checklists.

This training can be done using videos, computer based training, wall charts, tool box talks, seminars or the HSE working with VDU booklet.

Employers also need to arrange training for workstation assessors, which should cover:

* How to review checklists
* How to identify hazards (obvious and less obvious)
* Deciding when more information is required, and where to find it
* Reviewing and drawing conclusions from assessments and identify steps to reduce risks
* Recording problems
* How to tell those who need to act on findings and give users the feedback they need.

This training can be done at professionally arranged sessions/seminars, computer based training or reading HSE’s DSE work: Guidance on Regulations.

All training should include assessments, to ensure information has been absorbed, and should be fully documented.

The HSE guidance information referred to above can be found www.hse.gov.uk

===== Workstation assessment =====
The workstations of DSE users can be assessed using a checklist, such as the one contained at the end of this guidance. It is important to remember that the user filling in the assessment is only one stage of the process, in that a trained assessor needs to go over the checklist to identify problems, provide solutions, clarify matters etc.

Workstation assessments should be reviewed;

* Where there is a significant change to the workstation, for example if a new screen is provided
* If the workstation is relocated
* If new users start work
* If the nature of the work changes considerably.

===== Breaks/Changes of routine''' ''' =====
Employers should aim to break up long spells of DSE work with other work e.g. filing, telephone calls, so as to reduce the risk of fatigue, backache, eye strain etc. If this cannot be achieved rest breaks must be planned.

The timing and length of breaks is not laid out in the regulations. It is recommended that breaks are shorter and more frequent, are taken before employees get tired and are taken away from the screen.

===== Eyesight tests =====
If users of DSE (or those about to become users) request an eye and eyesight test then employers have to pay for it. If such tests show they need special glasses specifically for DSE work, then again the employer would have to pay for a basic pair of frames and lenses.

Users are entitled to further tests at regular intervals after the first test, and in between if they are having problems. The regular intervals are usually prescribed by the optician carrying out the test.

Employers can decide how to provide eyesight tests. Such tests can be arranged by users and refunded by the employer, or the employer can chose an optician and send all users there. Factors to consider include:

* Contacting a number of opticians to get charges
* Ask whether the opticians will come to the Company
* Ask for standard information about the employees tested (when re tests are needed, whether glasses are needed)
* Advise users what procedures are in place
* Have a clear policy on what is paid for and what is not paid for, which is passed onto users.

== Home/Remote Working ==

==== Policy ====
We recognise the importance of ensuring that all home and remote working activities are identified and managed appropriately to minimise the risks to both the employer and employee. The health, safety and welfare of home and remote workers will always be carefully considered with the aim to provide the same levels of protection as employees who work on-site so far as reasonably practicable. Home working and remote working offers many advantages to both the employer and employee, but it also brings its own health and safety hazards. Common hazards associated with home/remote workers include working in isolation, stress and mental well-being, lone working, use of computers/work equipment, fire, manual handling, travelling and a lack of control over the working environment. Due to the many activities and hazards which may arise from home/remote working, this policy should not be read and acted upon in isolation, but cross referenced to other relevant sections and guidance within the companies health and safety policy.

We will assess the potential work activities and hazards from home/remote working and take appropriate action to ensure adequate control measures are in place to reduce risk. We will take into account not only the task but also the abilities and experiences of those who may be undertaking the work. The findings of the risk assessments will determine the level of supervision required. To ensure that home/remote workers are not put at more risk than other employees we will provide adequate training and information on understanding the risks and controls measures required in order to reduce the risk associated with home/remote working and the tasks undertaken.

Checks will be made to ensure that any home/remote workers have no medical condition which makes them unsuitable for home or remote working. We will not permit home or remote working where risks cannot be controlled to an acceptable level. Procedures will be put in place to monitor home and remote workers to ensure they remain safe. We will regularly review and, where necessary, modify our assessments, especially where we have reason to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates.

==== Arrangements for Home/Remote Working ====
'''The Home/Remote Working Co-ordinator will ensure that:'''

1.1 All employees likely to work from home or remotely are identified.

1.2 Consultation with employees regarding home and remote working takes place and Home Working Checklist have been completed by the employee and signed by the line manager.

1.3 The tasks and work activities which will be undertaken by home/remote workers are identified and listed.

1.4 The hazards to which employees may be exposed during home/remote working are suitably and sufficiently assessed.

1.5 Adequate control measures are implemented to prevent ill health and accidents.

1.6 A decision based on the risk assessment findings is made to determine the level of supervision and frequency required.

1.7 Activities requiring special arrangements in order to monitor the safety of home/remote workers are identified.

1.8 Activities which must not be performed by home/remote workers are identified and brought to the attention of all relevant persons.

1.9 Employees that work from home or remotely are given adequate information, instruction and training in order to perform the task safely and effectively.

1.10 Checks are made to ensure that any home/remote workers are medically fit for the tasks where necessary.

1.11 Control measures and risk assessments are regularly monitored and maintained to ensure they remain effective.

==== Guidance and Records ====

===== Home and Remote Working Activities Introduction =====
Home and remote working is a way of working ‘at a distance’, using information technology (IT) to allow employees to undertake work away from the employers' premises. Home and remote workers can be based at home, occasionally work from home/remotely, or be mobile. This will often involve many different work activities and environments, which each bring their own health and safety hazards.

Due to the varied nature of the activities undertaken by home and remote workers, organisations will need to look at the risks from both perspectives, your organisations and the individual worker’s. The importance of effective consultation, co-operation, communication and undertaking risk assessments which are relevant to each individual home/remote worker is of paramount importance to the company.

The guidance contained in this policy should not be treated in isolation as it may be necessary to consult other relevant sections of the policy (particularly Lone Working), depending on the type of work and environment encountered by the home/remote worker. Therefore we strongly recommend that you consult your health and safety consultant or call SafeWorkforce on 01484 439930, option 3, in order clarify any particular matters which relate to home or remote working.

Listed below is generic guidance which relate to home and remote workers and includes information on good practice. However, it should be recognised that each home/remote worker will be different including the standards and guidance applied which are dependent on individual circumstances.

===== Communication and Consultation =====
Effective health and safety management relies on good communication between the company and home/remote workers given their isolated working arrangements. As homeworkers spend a limited time on-site, the issue of communication and providing information cannot be addressed in the same way as for employees who are on site for regular periods. In smaller firms a close working relationship between the company/managers and homeworkers may permit a more informal approach to communication.

Although informal communication between managers and home/remote workers may be effective in smaller companies more formalised approaches to communication are essential in larger organisations. The method and frequency of communication will vary but should be agreed between the company/manager and the home/remote worker.

Companies should provide home/remote workers with written details of their responsibilities and contact details, employee “Code of Conduct” handbooks and any necessary information they would need. This should include copies of risk assessments and work procedures, Display Screen Assessments and completed Homeworker’s Checklist which can be found in '''Appendix 1.'''

A lot of emphasis is put on supplying information to home/remote workers, but it is also important to supply information on managing home/remote workers to line management. Types of information that are useful include: competencies involved; how to manage high levels of trust and low levels of control; how to empower staff to work independently; information to help line managers support homeworkers and avoid potential consequences of lone working such as stress or isolation; and the setting of clear goals.

Any incidents affecting home/remote workers need to be communicated to and recorded by employers. This includes accidents and any ‘near miss’ occurrences. Employees need to know the procedures for reporting work-related accidents and ill health or any health and safety concerns. All reports received should be investigated by the line manager. Competent health and safety or occupational health support can be provided by your health and safety consultant or by contacting SafeWorkforce on 01484 439930, option 3.

It is important to make sure that home/remote workers do not feel divorced from decision-making about their work and workplaces. Consultation, involvement and representation of home/remote workers should also be encouraged because they are effective ways of determining whether health and safety arrangements are good enough, and of making improvements.

===== Risk Assessment =====
Risk assessments should be undertaken that are specific to each home/remote worker’s work environment and involve the home/remote worker in the process of identifying potential hazards. Companies should ensure that the risk assessments which have been carried out for individual home/remote workers have addressed a range of significant hazards in the home workplace (e.g. electrical; manual handling; chemicals; ventilation; lone working/isolation) and include potential hazards that would not normally be found in a workplace such as pets.

In assessing the risk of a task that a home/remote worker will undertake, it is important to consider the interaction of the task and the home environment, and not just accept the risk assessment developed for the process on the work site. There can be differences between the home and work site that mean the risk can be higher for the task when performed in the home environment.

Risk assessments carried out for home/remote workers should also identify who else may be at risk, such as family and vulnerable persons (e.g. children, and new or expectant mothers). Regular reviews of risk assessments should be carried out to ensure that there have been no significant changes.

Further detailed information on how to undertake risk assessments can be found in the policy section on risk assessments, although it may be necessary to undertake specialist risk assessments including COSHH assessments, display screen assessments and manual handling.

Putting in place clear, consistent management systems will reduce risks to home/remote workers, but it is only through regular monitoring that you can be sure risks are being controlled adequately and the systems are effective. Home/remote workers’ managers or an appointed assessor should make regular enquiries to make sure the employee is following safe practices and not experiencing aches or symptoms of stress. You should review risk assessments regularly and involve the employees affected. If it is not practical for managers to visit home/remote workers, the employees could complete a regular self-assessment of risk, which their line manager would check and discuss with them.

===== Work Environment =====
There is a fine line between taking reasonable precautions and invading personal privacy. However, companies will need to assess the risks of issues such as available space and lighting and the working environment.

As a minimum, there should be enough room for work to be carried out, including space for the workstation, other equipment (e.g. printers) and storage of materials. If the employee is working permanently from home, they should ideally choose one room as their office. This reduces physical intrusion into the home, helps keep domestic interruptions to a minimum and reduces risks to other people at home (e.g. young children). If the room is lockable, so much the better – this improves the security of your equipment and data. Sheds and garages are not generally recommended for home/remote working because it is often impossible to control security and the working environment.

You should also be careful about letting your staff choose attics and cellars, because these spaces often have limited access, poor temperature or ventilation control and a lack of natural light. General health and safety hazards need to be considered by both the employer and the worker because employers have little direct control over the home workplace.

There should be suitable access to the work room and the employee needs to ensure good standards of housekeeping, including adequate lighting, removing trailing leads and not using the floor or high shelves for storage. Home/remote workers must make sure they use equipment correctly and take reasonable care of their own health and safety. They must also be aware of the risks their work poses to other people, such as family members (including children).

If your staff are working at other employers’ workplaces as outsourced contract staff, the health and safety arrangements and responsibilities should be included in a contract. This agreement must ensure, as a minimum that a suitable workspace is provided and emergency arrangements are clear, and it must specify who is responsible for carrying out risk assessments and providing workstation equipment.

===== Work Equipment =====
You should apply similar furniture and equipment standards to a home workstation as you would in an office. A suitable desk and adjustable chair will normally be needed. These should be ergonomically designed to reduce the risk of musculoskeletal problems. Allowing employees some choice in style will enable them to choose equipment that suits the décor of their house. You may need to provide accessory equipment, such as task lighting to supplement domestic lighting. Some work or office equipment (e.g. certain types of shredder) is not suitable for domestic situations where young children are present. In these cases it may be more appropriate to supply equipment intended for domestic use. If employees only occasionally work from home, it is generally fine for them to use their own equipment to log in to work networks.

Permanent computer workstations need to be competently assessed and legally compliant as a minimum. Accessories such as footrests and document holders may be necessary – this will be determined by the workstation risk assessment. If the employee is travelling from place to place, their equipment needs to be light and portable. In such cases a laptop is typically provided. Laptops can themselves present a hazard, as they have limited adjustability. Minimising the amount of time spent using a laptop, and taking regular rest breaks, will help. If an employee is based at home and uses a laptop regularly for long periods at the same workstation, you will need to provide accessories, such as a mouse, keyboard, screen (or laptop riser) or docking station. The specific details should be determined through the workstation assessment, taking account of the user’s needs, space restrictions and how long they spend at the computer.

===== Maintaining equipment and electrical safety =====
Any work equipment including electrical equipment provided by the company and given to the home/remote worker will need to be maintained in good condition and will be the responsibility of the company. You will need to consider how you will carry out scheduled and breakdown maintenance of work equipment.

You can help reduce frustration and wasted work time by providing: good instruction and training on how to use software and manage minor equipment failures. Portable electrical items from laptops to mobile phone chargers require regular inspection to check that they are still safe. Some equipment may also need combined inspection and testing. IT equipment often requires only visual inspection by a competent person. This could be done by the employee (after suitable training) or during monitoring visits. Choosing low-voltage or double insulated equipment means the need for regular electrical testing can be minimised.

Companies cannot be responsible for the whole domestic electrical system at your employees’ homes. Nevertheless, if you have concerns about electrical safety or the availability of sockets (leading to trailing leads or over-use of extension leads), you will need to agree with the employee how these hazards will be controlled.

===== Mental Wellbeing =====
Remote working hazards extend beyond the physical work environment. Working arrangements are also important. For example, some employees may find it difficult to adapt to working in an environment with limited social contact, while others may find it harder to manage their time or to separate work from home life. For these reasons it is important to consider competence in areas such as time and self-management at the recruitment and selection stage, or before allowing existing employees to work from home.

Employees need to be aware of issues of time management and social isolation and they must realise that working from home is not always an easy option. Those who apply to work from home thinking that it will give them an opportunity to juggle their work around a busy home life may find that the opposite is true, as it can be difficult to turn off the computer and close the office door at the end of the day, especially when deadlines are looming. Home/remote workers may be tempted to work longer than normal hours, due to the lack of direct supervision.

Give your staff some practical training and tips on how to separate their work and home lives. Lone working is also a major consideration for employees working at home and while travelling. All remote workers (including those working at another employer’s premises) risk feeling isolated, and some people can find this stressful.

It is important to maintain good communication systems and formal means of contact with remote workers to minimise feelings of isolation. How you do this will depend on the number of remote workers you are dealing with and what they are doing, but you should consider: ''' '''regular one-to-one meetings between remote workers and their line managers, either at the employee’s house or an agreed location. Regular meetings between home/remote workers and their co-workers, give employees the opportunity to network and get to know each other and help maintain effective teamwork.

===== Lone Working =====
Organisations will also need to consider and assess the risk that an employee might suffer an accident, illness or assault while they are working alone remotely or at home. In many cases there will not be much difference between the risk while travelling and the risk while working alone in other ways. However, sometimes employees may have to visit people or places where they feel more vulnerable or may be at greater risk. Companies should ensure that all of these team members have information on how to stay safe when working and travelling alone. It is good practice to have a system for checking the whereabouts of workers who travel alone. As a minimum, the employee should record full details of where they are going and their expected travel time. At the end of the working day, either the employee should ring or text an agreed contact or ‘buddy’ to say they are home or a family member should have details of who to contact if they have any concerns.

Further guidance and procedures are fully documented in the “Lone Worker” section of the companies’ health and safety policy and should be read in conjunction with this section of the policy and guidance.

===== Health and Safety Legislation Relevant to Home/Remote Working: =====

* The Health and Safety at Work, etc Act (HSWA) 1974
* The Management of Health and Safety at Work Regulations 1999
* The Control of Substances Hazardous to Health Regulations (COSHH) 2002
* The Manual Handling Operations Regulations 1999
* The Control of Noise at Work Regulations 2005
* The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002)
* The Provision and Use of Work Equipment Regulations 1998
* The Personal Protective Equipment at Work Regulations 1992
* The Health and Safety (First Aid) Regulations 1981
* The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
* The Safety Representatives and Safety Committees Regulations 1977
* The Health and Safety (Consultation with Employees) regulations 1996
* The Electricity at Work Regulations 1989