Occupational Health and Hazard Control

Occupational Health

Policy

Our primary concern is to achieve and maintain the overall well-being, quality of life and work performance of our employees to minimise the impact of work on their physical and mental health.  We will therefore ensure that the causes of ill-health which may arise from our activities are, wherever possible identified, understood and either prevented or controlled.  Where required our occupational health provision will be delivered through a number of measures ranging from regular health assessments and surveillance, medical referrals and support.  Where possible we will endeavour to provide suitable and sufficient information to help employees take personal responsibility for maintaining and improving their own health.  Where required we will make reasonable adjustments for people with disabilities to support them in their employment with the company.

We will work to minimise the risks from fatigue, irrespective of any individual's willingness to work extra hours or preference for certain shift patterns for social reasons. We will ensure that we have a planned and systematic approach to assessing and managing the risks of shift work and seek to improve the health and safety of workers. We will ensure that the employees mental health and wellness are a priority. We will create a safe environment where our employees are encouraged to be open and honest about any struggles and will encourage positive mental health by arranging mental health awareness training and making information, tools and support accessible.

Arrangements for Controlling the Risks to the Health of Employees Whilst at Work

The Occupational Health Co-ordinator will ensure that:

1.1. Measures are in place to recognise, evaluate and control the exposure of our employees and others to health risks.

1.2. All employees who are identified as being at risk are provided with information, instruction and training, on associated health risks including mental health and their control.

1.3. Facilities are in place for employees identified as being at significant risk from physical, chemical, biological or ergonomic risks to be examined.

1.4. Where necessary competent external advice is sought.

1.5. Special measures, such as skin examinations, vaccination and immunisation, blood tests, urine analysis and lung function tests are initiated as required.

1.6. Long term sickness absences are reviewed and that the employees are supported during the period of sickness absence and are rehabilitated back into the workplace.

1.7. Where necessary supplementary information from the employee’s General Practitioner or Hospital Consultant is obtained and in such cases the written permission under the Access to Medical Reports Act is obtained from the employee.

1.8. Workplace exposure monitoring and health surveillance are carried out when required.

1.9. Mental Health awareness training will be provided for employees.

1.10. To minimise the risk of fatigue we will ensure the risks of shift work are evaluated and ensure any extra hours/shift patterns worked are not detrimental to the health and wellbeing of the employee.

Guidance and Records

Occupational hygiene is an applied science, concerned with the:

• Anticipation
• Recognition
• Evaluation
• Control

The above are of chemical, physical and biological agents arising from work activities.  If you think about this definition for a little while, you will probably recognise that it is very similar to that used when explaining what is involved in a risk assessment, that is:

• Identification of hazards (i.e. recognition)
• Assessment of the risks (i.e. evaluation)
• Control of the risks

So, in essence, occupational hygiene is concerned with risk assessment of health hazards in the workplace.

Evaluation

You should therefore take pro-active measures to recognise and evaluate the potential of the working environment to cause ill-health to the workers.  This can be achieved by initially undertaking a walk through survey.  This is best handled using a pro-forma.

Ask yourself whether any of your employees are exposed to any of the following:

• Hazardous substances such as solvents, dusts, fumes, gases, micro-organisms
• Compressed air, lead, asbestos
• Noise, vibration, stress, fatigue

Once the possible causes are recognised, they need to be either eliminated or controlled.  Many health risks can be eliminated or controlled by improved changed work practices.  Where control measures are necessary their effectiveness must be monitored.  You should then draw up a plan of action that should be discussed and agreed with the line managers.

Time limits should be set on any action and dates for follow-up surveys agreed.

Information to Employees

Following the assessment of the working environment you should ensure that adequate information is relayed to the employees at risk.  There are several sources of information available to you - suppliers are required to provide information about the risks associated with the equipment and substances you purchase.  

Trade associations and the Health and Safety Executive (HSE) publish guidance on safe working practices.  Academic and commercial information services may also be a source of information.  However you will need to ensure that the information that you provide is in a form that your employees will read and understand.

Medical Examinations

Medical examinations do form an important part of occupational health if undertaken for specific reasons, with specific objectives.

The common examinations are:

• Periodic
• Post sickness
• Specific occupational groups

Pre-placement examinations

Physical status, ill-health, mental health and disability can influence an individual’s ability to perform safely and effectively at work, and in some circumstances can put the individual, other employees or even the public at increased risk of injury or illness.

A general non-statutory self-administered health questionnaire followed by a review by a competent person with additional tests such as blood pressure, urine analysis, vision etc. will suffice.  If however, the competent person feels that further medical opinion is necessary or the job or type of individual warrants it, a medical examination should be arranged.

In practice new employees referred to doctors is rarely more than 10%.

Post Sickness – absence examinations

These medical assessments are valuable as they provide the opportunity to match the job with the employee in light of the recent illness.  With the introduction of self-certification you are faced with establishing procedures assessing the validity of such absences.

Looking at collective sickness records could help you identify where there is a general problem affecting your workers’ health. Individual sickness records might indicate whether the work is affecting an individual’s health.

You should therefore consider the review of all cases of sickness absence particularly those that fulfil the following criteria:

• Absence longer than four weeks
• Absence following a works accident
• Absences attributed to vertigo, cardiovascular or neurological diseases and infectious diseases

Periodic Medicals for Vulnerable Groups

Certain occupational activities as listed below although not exhaustive present a degree of risk to the individuals involved in them.  This can be due to the effects of substances, processes or materials on the health of those working with them.  For example, individuals handling substances which are controlled under COSHH (The Control of Substances Hazardous to Health Regulations), are required to be medically screened to monitor for harmful effects to ensure that the measures being taken to control the working environment and protect them from the effects of the substances are effective.

Medical examinations may take the form of regular routine questionnaires, lung function tests, skin examinations and other relevant examinations.  It is important to note that potentially hazardous substances range enormously from chemicals to hardwood dusts.  That is why it is necessary to perform an adequate risk assessment of all jobs and processes to determine the need for health surveillance.

Night Workers

Fitness for work health assessments must be offered to night workers under the Working Time Regulations.

Food handlers  

Any member of staff who will handle food as a part of their employment should receive health advice prior to taking up their position or as soon as possible after commencing work.  This can be undertaken by means of written information and additional health questionnaires.  Individuals should be told of their responsibility towards hygiene at work and what to do should they become ill or develop certain conditions which prevent them handling food.

Drivers

Ordinary driving licences are issued by the Driver and Vehicle Licensing Agency.  Licence holders are under a statutory obligation to notify the Licensing Agency as soon as they become aware that they have any condition that could affect safe driving either now or in the near future.

Certain medical conditions are a potential risk in those who drive others either voluntarily or as part of their work.  It is advisable that individuals who transport other staff in the course of their job undergo a health assessment to determine fitness to drive.  If members of staff are required to drive as a part of their job description, medical clearance should be sought on appointment.

The assessment can comprise a short questionnaire and some measurements such as blood pressure, vision assessment and a urine test for indication of diabetes as recommended in the booklet "Medical aspects on fitness to drive" published by the Medical Commission on Accident Prevention.  

It is advised that the assessment be carried out at the following intervals as recommended for other forms of occupational driving medicals:

• 5-yearly up to the age of 40
• Every 2½ years between the ages of 41 and 59
• Annually from the age of 60

Forklift drivers

Similarly, members of staff who use forklift trucks or cranes in the course of their work should also undergo a medical for fitness to drive.  This medical should be performed at the same intervals as those stated above.

Display Screen Equipment Users

You should ensure that the users of the equipment are provided (at their request) with an appropriate eye and eyesight test, to be carried out by a competent person.  Such tests should be carried out at regular intervals.

Education and Training

It is important that education and training are seen as being part of the remit of an occupation health service.  This training can be formal or informal. In this way occupational health and safety standards can be continually improved and long term benefits gained.

Examples of training are:

• First aid training – the organising, training and updating of first aiders usually comes within the occupational health function
• Health and hygiene training – education and training talks/seminars/information on a wide range of issues should be made available to staff.

Record Keeping

Various records will need to be kept to:

• Ensure that correct medical action is taken on the basis of sound information
• Meet legal requirements
• Give an indicator of some of the benefits gained.
• In some situations records have to be kept for 30 years or more.  Records normally comprise:
  • Confidential medical records – records should be kept of all injuries, sickness, absence, treatments received, referrals and advice given; these records are available only to medical personnel and the individual
  • Non-confidential records – these do not refer specifically to any given individual’s medical information and may be used without the confidentiality restrictions

Confidentiality

Information and records should not be divulged to any non-medical staff, including occupational health management, without the written consent of the individual.  Staff have a statutory right of access to their own records.

This does not preclude non-confidential records being reported to ensure that the management has a basis on which to take remedial measures, safeguards and decisions affecting its staff’s interests.

Control of Noise at Work

Policy

We will secure the health and safety of all persons, so far as is reasonably practicable, from the hazards of noise in the workplace wherever it is reasonably practicable to do so.  We will eliminate risks from noise exposure completely and where this is not possible we will reduce risk to the lowest level reasonably practicable.  We will assess risks due to noise, evaluate them and develop a plan to control them. The findings will be recorded and the assessment reviewed when necessary.  We will ensure the legal limits on noise exposure are not exceeded. A formal programme of measures, including health surveillance, will be introduced whenever an employee’s exposure to noise is likely to exceed the upper exposure action values.  Where practicable the views of employees will be taken into consideration during any investigation of noise problems, any modification of the workplace or the introduction of safety equipment.  A review of the policy and arrangements will be made whenever there are changes in work practices, changes in noise exposures or there are new ways of reducing the risks.

Arrangements for Noise at Work

The Control of Noise at Work Co-ordinator will ensure that:

1.1 There is a written and valid noise risk assessment and action plan available.

1.2 Measures are in place to eliminate or control noise risks at source.

1.3 All management are aware of and comply with their duties in respect of noise.

1.4 Adequate information, instruction and training is provided for all employees.

1.5 All employees and visitors/contractors are provided with suitable hearing protection where needed.

1.6 Noise-control equipment and hearing protection is maintained adequately.

1.7 Recent or imminent changes to work practices, noise exposures, or new ways to reduce risks that would require a review of existing arrangements are identified.

1.8 Competent external advice is sought where necessary.

1.9 Employees co-operate with management and use the noise control equipment provided to protect their hearing including the mandatory use of hearing protection.

1.10 A procedure is in place to permit employees to report defects in safety equipment or arrangements.

1.11 Facilities are in place for employees identified as being at risk to have hearing checks (audiometry) conducted.

1.12 Any measures that can be taken to further reduce noise to as low a level as is reasonably practicable are taken.

Guidance and Records

The Control of Noise at Work Regulations

The Control of Noise at Work Regulations place legal obligations on employers to prevent damage to the hearing of workers from excessive noise at work.  The main requirements are summarised below.

There are various exposure limit values and action values:

Lower exposure action values:

• a daily or weekly personal noise exposure of 80dB(A)
• a peak sound pressure of 135dB(C)

Upper exposure action values:

• a daily or weekly personal noise exposure of 85dB(A)
• a peak sound pressure of 137dB(C)

Exposure limit values:

• a daily or weekly personal noise exposure of 87dB(A)
• a peak sound pressure of 140dB(C)

Where the exposure of an employee to noise varies markedly from day to day, an employer may use weekly personal noise exposure in place of daily exposure figures.

When applying the exposure limit value, but not the lower and upper exposure action values, account shall be taken of the protection given by any personal hearing protectors.

Risk assessment

When any employee is likely to be exposed at or above a lower action value, a suitable and sufficient assessment of the risk to health and safety must be undertaken and include consideration of:

• the level, type and duration of exposure
• the effects of exposure on employees, or groups of employees, whose health is at particular risk from exposure
• as far as is practicable, any effects on the health and safety of employees resulting from the interaction between noise and the use of certain substances at work, or between noise and vibration
• any indirect effects on the health and safety of employees resulting from the interaction between noise and audible warning signals or sounds
• any information provided by the manufacturers of the equipment
• the availability of any equipment designed to reduce noise levels
• the extension of exposure to noise at the workplace beyond normal working hours
• appropriate information obtained following health surveillance.

Employees, or their representatives, must be consulted on the assessment of risk.

The assessments must be reviewed regularly, and if there is a reason to suspect they are no longer valid or there has been a significant change in the work activities, they should be upgraded/updated as necessary.

Controlling exposure to noise

The risk of damage to the hearing of employees from exposure to noise shall either be eliminated at source or, where this is not reasonably practicable, reduced to a level as low as reasonably practicable.

When any employee is likely to be exposed to noise levels at or above an upper exposure action value the employer must reduce exposure to as low a level as is reasonably practicable by establishing and implementing a programme of organisational and technical measures, excluding the provision of personal hearing protectors.

The employer shall ensure that employees are not exposed to noise above an exposure limit value but if the value is exceeded, reduce exposure below the value and identify the reason for the value being exceeded and take appropriate remedial action.

Where employees are exposed to levels at or above a lower action value personal hearing protectors must be made available when requested by the employees.

Where employees are exposed to levels at or above an upper action value, and the employer is unable to reduce levels of exposure by other means, personal hearing protectors must be provided for the employees.

The employer must ensure that hearing protection zones are designated where the upper exposure action value is equalled or exceeded and none of the employees enter such zones unless wearing protection.

Use and maintenance of control measures

The employer must ensure that anything provided for compliance with the regulations is fully and properly used, and that all items are properly maintained.

Employee responsibilities under the regulations include making full and proper use of personal hearing protectors or other control measures provided, reporting any defects found and co-operating, where necessary, with health surveillance procedures.

Health surveillance

If risk assessments indicate a risk to health, such employees should undergo suitable health surveillance, including hearing tests, and appropriate records kept.

It is regarded as good practice for employers to carry out health surveillance on all employees whose daily personal exposure regularly exceeds the upper exposure action values but some individuals may be particularly sensitive to exposure to noise and may require health surveillance at lower levels.

Where an employee is found to have identified hearing damage, arrangements should be made for examination by a doctor and consideration given to:

• reviewing the assessment and measures taken, taking into account any advice from the doctor, or others
• assigning the employee to alternative work where there is no risk from noise
• ensuring continued health surveillance and reviewing health of others similarly exposed.

Information and training

Each employee who is likely to be exposed at or above the lower action value must be provided with adequate information, instruction and training which should include:

• the nature of risks from exposure to noise
• the organisational and technical measures taken
• the exposure limit values and upper and lower exposure action values
• the significant findings of the risk assessment
• the availability and provision of personal hearing protectors and their correct use
• detecting and reporting signs of hearing damage
• entitlement to health surveillance
• safe working practices to minimise exposure
• collective results of any health surveillance in a form to prevent individuals being identified.

The employer shall ensure that any person, whether or not his employee, carrying out work in connection with these regulations also has suitable and sufficient information, instruction, and training.

Control of Vibration at Work

Policy

We will assess the potential exposure to vibration of our employees and take appropriate action to ensure adequate control measures are in place to prevent ill-health.  We will ensure the Exposure Limit Value (ELV) is not exceeded.  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.  Wherever possible we will use alternative methods of work that eliminate or reduce exposure to vibration.  Equipment will be selected with the lowest vibration level or high efficiency equipment which if the latter will result in less exposure time due to high efficiency of the equipment.  We will ensure that when purchasing new equipment that due consideration is given to the vibration levels and the tasks the equipment will be used for.  All equipment will be maintained in good working order to minimise vibration levels.  Employees exposed to regular and frequent vibration levels will be given adequate and sufficient information, instruction and training.  Where any of our employees are likely to be exposed to vibration levels above the Exposure Action Level (EAL), health surveillance will be carried out.

Arrangements for the Control of Vibration at Work

The Control of Vibration at Work Co-ordinator will ensure that:

1.1 All employees likely to be exposed to vibration at work are identified.

1.2 All equipment likely to cause ill-health through vibration is identified.

1.3 Information regarding the vibration levels and risks is obtained from manufacturing and suppliers.

1.4 The tasks that expose employees to vibration are identified and listed.

1.5 The exposure of each employee to vibration is assessed as accurately as possible and the Exposure Limit Value (ELV) will not be exceeded.

1.6 Consultation with employees regarding the vibration levels produced by work equipment and any problems they may have when using it takes place.

1.7 Work activities are grouped into high, medium and low risk categories.

1.8 Where possible equipment is selected with the lowest vibration level or highest efficiency.

1.9 Adequate control measures are implemented to prevent ill-health.

1.10 Employees that are exposed to vibration are given adequate information, instruction and training.

1.11 Where necessary health surveillance is introduced for those employees who are regularly exposed to vibration levels above the Exposure Action Value (EAV).

1.12 Equipment is maintained in good working order in line with manufacturers’ recommendations.

1.13 Control measures are maintained to ensure they remain effective.

1.14 A purchasing policy is in place to ensure that consideration is given to the vibration levels and the tasks the equipment will be used for.

Guidance and Records

Hand-arm Vibration Syndrome

The use of certain types of work equipment such as hammer drills, breakers and stihl saws is likely to expose employees to hand-arm vibration.  Regular and frequent exposure to such vibration can lead to permanent health effects known collectively as hand-arm vibration syndrome as well as specific diseases such as carpel tunnel syndrome.  The symptoms may take only a few months to appear and may become permanent and debilitating.  They include any combination of:

• Tingling and numbness of the fingers
• Inability to feel things properly
• Loss of hand strength
• The fingers going white (blanching) and becoming red and painful on recovery.

Whole-body Vibration 

Whole-body vibration is shaking or jolting the body through a supporting surface, for example through the feet or seat of employees who drive mobile machines, or other vehicles, over rough and uneven ground as a main part of their job. This can lead to back pain in drivers.

More guidance on whole-body vibration can be found on the HSE’s website at: https://www.hse.gov.uk/vibration/wbv/index.htm

The Control of Vibration at Work Regulations

The Regulations require employers to carry out an assessment of the risks to their employees from exposure to hand-arm vibration and to ensure that adequate control measures are in place to prevent ill-health.

To comply with the Regulations the following must be undertaken:

• Assess the vibration risks to your employees
• Determine the degree of exposure and take appropriate steps depending on the extent of such exposure
• Provide employees with information, instruction and training on the health risks and the actions you are taking to control them
• Consult your employees’ representatives on the proposals to control risk and to provide health surveillance
• Keep a record of your assessment and control measures
• Keep health records for employees under health surveillance
• Review and update your assessment regularly.

Action Levels of Vibration

There are two action levels of vibration defined in the legislation.  The Exposure Action Value (EAV) is the daily amount of vibration exposure above which employers are required to take some action to control exposure.  The Exposure Limit Value (ELV) is the maximum amount of vibration an employee may be exposed to on a single day.  

For hand arm vibration, the EAV is set at 2.5ms² A(8) and the ELV is set at 5ms² A(8).

For whole body vibration, the EAV is set at 0.5 ms² A(8) and the ELV is set at 1.15 ms² A(8).

The greater the exposure level the greater the risk and the more needs to be done to reduce it.

Assessing the Risks

In order to adequately assess the risks from hand-arm vibration you should:

• Identify all equipment that causes vibration and note the sort of work it is used for
• Collect relevant information about the equipment from manufacturers and suppliers regarding the vibration levels and risks
• List the employees who use the vibrating equipment and which jobs they do
• Determine as accurately as possible the exposure of each employee to the vibration.  This should take into account the time that the employees hands are actually in contact with the equipment when it is vibrating – in some cases the ‘trigger time’ may be quite short compared to the duration of the job
• Consult with employees about the vibration levels produced by work equipment and any other problems they may have when using it
• Record all relevant information that has been collected and identify who is likely to be at risk.

Once the initial information and assessment of who is likely to be at risk has been completed work should be grouped by activity into high, medium and low risk.  The determination of which activities fall into which group should be based on the following criteria:

High Risk (above the ELV)

Employees who regularly operate:

• Hammer action tools for more than 1 hour per day; or
• Some rotary and other action tool for more than about 2 hours per day

Medium Risk (above the EAV)

Employees who regularly operate:

• Hammer action tool for more than 15 minutes per day
• Some rotary and other action tools for more than about 1 hour per day

Low Risk (below the ELV)

Employees who either only occasionally operate vibrating equipment or where use is limited to below that stated above.

Remember that the duration of use relates to the ‘trigger time’ when the operator is actually in contact with the vibrating equipment.

Some equipment manufacturers and suppliers now provide colour-coded information (usually Red, Amber and Green) with their equipment to indicate to which risk group it belongs.  Red being high, Amber medium and Green low risk.  This information can then be used to prioritise further assessments.

Categorising the Risks

By categorising activities into high, medium and low risks you should be able to concentrate your actions for controlling risks on the highest risk activities first and then progress onto the lower risks. However it may also be necessary to carry out a more detailed exposure assessment in order to:

• Decide which control actions are most effective and practicable in reducing vibration exposure
• Be more certain that exposures do not exceed the action or limit values
• Check that controls are effective.

Vibration Levels

In order to assess specific vibration levels you should either arrange for a competent person to carry out vibration measurements on your equipment or more usually use the data supplied by the equipment manufacturer or supplier.  There are also a number of trade associations and databases on the internet that contain suitable vibration data.

Historically the data supplied by manufacturers or suppliers was not accurate, however new standard tests ensure this data is suitable for initial estimates of exposure.  You will need to check with the manufacturer that the vibration emissions in the manual are representative of how you would normally use the equipment.

Trigger Times

Trigger times can be calculated by careful observation of the tasks.  Where repetitive tasks are carried out it should be possible to estimate total exposure time by calculating the average trigger time for a representative sample and multiplying it by the number of tasks completed.

Once exposure levels and trigger time are known you should either use a suitable exposure calculator to assess each employee’s daily exposure or use a simple exposure point’s calculator.  The Health and Safety Executive have produced an on line exposure calculator (available at https://www.hse.gov.uk/vibration/) that you may find useful.

Risk Controls

An action plan to control the risk from hand-arm vibration should be produced starting with the high risk tasks first, progressing to lower risk activities.

Suitable risk controls include:

• Using alternative work methods that eliminate or reduce exposure to vibration, for example by mechanising the process
• Selecting the equipment with the lowest vibration level that is most efficient for the job and limiting the use of high vibration tools where possible
• Introducing a vibration reduction purchasing policy by discussing your requirements with a range of manufacturers and suppliers and then comparing vibration emission information from a range of equipment and choosing the most appropriate
• Setting up trials where employees can try different models and brands and take their opinions into account before deciding which to buy
• Ensuring that all equipment is effectively maintained to minimise vibration levels and exposure times
• Improving workstation design and using handling devices to improve posture and reduce the need to grip tools tightly
• Modifying work schedules to limit exposure times and introduce job rotation where necessary
• Providing appropriate clothing, especially gloves, to enable employees to keep warm and dry.

Once risk controls have been introduced you should ensure that they are actually being used and are working effectively.  You should talk regularly with employees and their representatives as well as your managers and supervisors about vibration issues and identify where there are problems with equipment or the way it is being used.

Health Surveillance

Where, despite your action to control the risks, it is still likely that certain employees are regularly being exposed to vibration levels above the EAV you must introduce health surveillance for those employees.

The purpose of health surveillance is to:

• Identify employees who are at particular risk, for example those with blood circulatory diseases such as Reynaud’s Disease
• Identify any vibration related disease at the earliest possible stage
• Help prevent disease progression and eventual disability and thereby help people stay in work
• Check the effectiveness of your vibration control measures.

You should consult with your employees and their representatives before you introduce health surveillance to emphasise to them that it is being introduced to protect their health and ensure that they can continue to work. Employees must cooperate with any health surveillance programme by attending appointments, which should be in normal working hours.

Basic health surveillance should be carried out using an appropriate questionnaire that seeks information about the early symptoms of ill-health.  It is acceptable to carry out this function yourself without recourse to an occupational health service provider.  

However where the results of such surveillance are positive you are strongly recommended to refer those individuals to a competent occupational health specialist.

Where employees are likely to be exposed to vibration levels above the EAV and you have introduced health surveillance you will need to:

• Keep health surveillance records and fitness for work advice provided for each employee (but not confidential medical records which should be kept by the doctor) and make them available for inspection by the HSE if requested to do so
• Make employees records available to them
• Act on any recommendations made about employees’ continued exposure to vibration
• Use the results to review and where necessary revise your risk assessments, including the measures to control risk
• Discuss changes to your risk assessment with your employees or their representatives
• Notify your enforcing authority under RIDDOR when advised in writing by a doctor that an employee in a listed occupation has hand-arm vibration or carpel tunnel syndrome.

Employee Information

Where employees are exposed to regular and frequent hand-arm vibration you should provide them with suitable information instruction and training. This should include information on:

• The health effects of hand-arm vibration
• The sources of hand-arm vibration
• Whether they are at risk and the degree of such risk
• The risk factors such as the level of and exposure to vibration over the course of their employment
• How to recognise and report symptoms and to whom
• The requirements and benefits of health surveillance and how you plan to provide it, use the results and ensure confidentiality
• The ways to minimise the risk include:
  • changes to working practices to reduce exposure
  • correct selection, use and maintenance of equipment
  • correct techniques for equipment use such as how to reduce grip forces etc.
  • maintenance of good blood circulation by keeping warm and massaging fingers and if possible cutting down on smoking

You should ensure that you consult your employees or their representatives on your proposals for providing information instruction and training.  Once provided you should ensure that appropriate records are kept and that each employee signs a copy of his training record.     

Examples of Vibration Magnitudes Measured by HSE on Equipment in Use at Work

Road Breakers	Typical Modern tool designs, good operating conditions  and trained operators Worst tools & operating conditions	12 m/s² 5 m/s² 20 m/s²
Demolition hammers	Modern tools Typical Worst tools	8 m/s² 15 m/s² 25 m/s²
Hammer drills/combi hammers	Typical Best tools & operating conditions Worst tools & operating conditions	9 m/s² 6 m/s² 25 m/s²
Needle scalers	Modern tool designs Older tool designs	5 –7 m/s² 10-25 m/s²
Scabblers (hammer type)		20-40 m/s²
Angle grinders (large)	Modern vibration-reduced designs Other types	4 m/s² 8 m/s²
Angle grinders (small)		2-6 m/s²
Clay spades jiggers picks	Typical	16 m/s²
Chipping hammers (metal working, foundries)	Typical fettling Modern tool designs	18 m/s² 10 m/s²
Pneumatic stone-working hammers	Vibration-reduced hammers and sleeved chisels Older tools, conventional chisels	8-12 m/s² 30 m/s²
Chainsaws	Typical	6 m/s²
Brushcutters	Typical Best	4 m/s² 2 m/s²
Sanders (random orbital)	Typical	7-10 m/s²

Control of Asbestos

Policy

We acknowledge the health hazards arising from exposure to asbestos and will protect our employees and others who may be exposed by our or our client activities so far as is reasonably practicable. With regard to employees and other people who are likely to come into contact or disturb any asbestos containing materials, we will ascertain if our client premises have any asbestos containing materials (ACMS) within or on them and minimise any potential exposure through effective management procedures.

In order to fulfil our statutory duties under the Control of Asbestos Regulations 2012 and Health and Safety legislation we will ensure risk assessments are undertaken  and suitable steps are taken to ascertain whether the premises contain any ACMs prior to the commencement of any work undertaken.

The risk assessment will include details of the asbestos register and or plan including the location and condition of asbestos, including presumed ACMs, and assess the risk of the likelihood of anyone being exposed to asbestos fibres during the course of their work activities.

For non-licensed work, the risk assessment shall include a statement of the reasons why the work with asbestos will not require a licence.  A detailed plan of works will be made to supplement the risk assessment.  For any notifiable non-licensed work the relevant enforcing authority will be notified as necessary and records will be kept.

For any licensed work, which includes working with asbestos insulation, asbestos coating or asbestos insulating board we acknowledge the need to hold a current and relevant licence issued by the Asbestos Licensing Unit.

Arrangements for Asbestos

The Asbestos Co-ordinator will ensure that:

1.1 An asbestos survey has been undertaken by a competent person and a plan or register drawn up to show the location and condition of any ACMs which may be found.

1.2 There is a written management plan which details the actions and measures necessary to manage the risk from asbestos.

1.3 Action has been taken on any recommendations or stipulations specified in   the asbestos survey to prevent the release of any asbestos fibres.

1.4 Arrangements are in place to ensure the ongoing monitoring and review of any ACMs

1.5 A risk assessment will be undertaken prior to the commencement of any work which may be undertaken on business properties to ascertain where asbestos is present and determine its condition and location and likely exposure to asbestos fibres.

1.6 Prior to commencement of work, notifiable non-licensed work will be notified to the relevant enforcing authority.  Brief written records will also be kept regarding this work.

1.7 Prior to the commencement of work, all work is checked to ensure the work is non-licensed and documented on the risk assessment.

1.8 Any employees who undertake non-licensed work must be suitably trained and instructed on the task involved and plan of work.

1.9 Prior to work starting, a plan of work will be made which details what the work will involve, location, duration, procedures to reduce exposure, equipment and PPE required, decontamination procedures, waste disposal and emergency procedures.

1.10 A written record of all ACMs, both confirmed and presumed, indicating the location and condition of all ACMs is kept up to date, held on site and readily available.

1.11 Safe systems of work are introduced to reduce the risk of exposure to ACMs and to address potential accidental exposure to asbestos containing products.

1.12 Procedures are in place to warn others that may come to work in or on the workplace of any ACMs which they may work near or potentially come into contact with.

1.13 All employees who may come into contact or disturb asbestos are suitably trained and have received asbestos awareness training annually.

1.14 A register of notifiable non-licensed work for each employee exposed to asbestos is kept up to date and readily available.

1.15 Any work that requires a license will be undertaken by licensed specialist asbestos contractors.

1.16 All workers carrying out notifiable non-licensed work must have had medical examinations and repeated every three years if the worker still carried out notifiable non-licensed work.

Guidance and Records

The control and management of asbestos can be a very complex process due to the nature of the substance, the risk of exposure and the many different materials where asbestos can be found within the building.   

Introduction

Types of Asbestos

Asbestos is a collective term used for various forms of naturally occurring fibrous silicate minerals which were extensively added to building materials that have mainly been used in the UK for fire protection and insulation.  The fibrous mineral was also used extensively for bonding in many low risk building materials.  It has been used in an almost infinite number of ways over the years, although it ceased to be used in buildings after the year 2000.

The most hazardous Asbestos Containing Materials (ACMs) tend to be those where the mineral was used to ‘insulate or fire protect’ for example Sprayed Asbestos Coatings, Pipe Insulation and Asbestos Insulation Board.  The lower risk Asbestos Containing Materials include items such as Asbestos Cement and Asbestos Reinforced Composite Materials such as thermoplastic floor tiles, bituminous materials, textured coatings, reinforced plastics (such as toilet cisterns).

The three most common asbestos types used were:

CROCIDOLITE       (blue)          (Imports to UK stopped 1975) AMOSITE               

(brown)       (Imports to UK stopped 1985)

CHRYSOTILE         (white)         (Imports to UK stopped 1999)

Although often referred to by colour this refers to the colour in its mineral state and you cannot generally identify the type of asbestos simply by looking at it.  All types are carcinogenic.

Although asbestos is a hazardous material, it can only pose a risk to health if the fibres become airborne and are inhaled, therefore asbestos in good condition that is well managed poses little risk.

Why is asbestos dangerous?

Asbestos fibres are present in the environment in the UK so people are often exposed to very low levels of asbestos fibres. However, a key factor in the risk of developing an asbestos-related disease is the total number of fibres breathed in.

Working on or near damaged asbestos containing materials or breathing in high levels of asbestos fibres, which may be many hundreds of times that of environmental levels, could increase your chances of getting an asbestos-related disease.  When these fibres are inhaled they can cause serious diseases which are responsible for around 4000 deaths a year.

Guidance on the Duty to Manage Asbestos in Non-Domestic Premises

The Duty to Manage Asbestos imposes a mandatory duty on those that own, occupy and/or manage non-domestic premises to ‘manage’ the risk from Asbestos Containing Materials in their workplaces. This includes all non-domestic premises such as offices, factories, nursing and care homes, hospitals, public buildings etc AND also includes the ‘common and communal areas’ to domestic premises.

Regulation 4 requires there to be a ‘Duty-Holder’ who is responsible for the management of asbestos within the premises.  The ‘Duty-Holder’ must make a suitable and sufficient assessment to determine the risks posed by asbestos in their premises and to compile and maintain a written Asbestos Management Plan to detail the management processes that are in place.

Duty Holders Responsibility to Manage Asbestos 

In order to manage the risk from asbestos in non-domestic premises, the duty holder shall ensure that a suitable and sufficient assessment is carried out as to whether asbestos is or is liable to be present in the premises.  In making the assessment the condition of any asbestos which is, or has been assumed to be, present in the premises shall be considered.

The duty holder shall ensure that:

• account is taken of building plans, or other relevant information, and of the age of the premises and that an inspection is made of those parts of the premises which are reasonably accessible.
• the assessment is reviewed if there is reason to suspect it is no longer valid, or there has been a significant change in the premises to which the assessment relates.
• the conclusions of the assessment and every review are recorded.
• where the assessment shows that asbestos is or is liable to be present in any part of the premises that:
  • a determination of the risk from that asbestos is made
  • a written plan identifying those parts of the premises concerned is prepared
  • the measures which are to be taken for managing the risk are specified in the written plan.

The measures to be specified in the plan for managing the risk shall include adequate measures for:

• Monitoring the condition of any asbestos or any substance containing or suspected of containing asbestos.
• Ensuring any asbestos or any such substance is properly maintained or where necessary safely removed.
• Ensuring that information about the location and condition of any asbestos, or any such substance, is provided to every person liable to disturb it and also made available to the emergency services.

The duty holder shall ensure that:

• The plan is reviewed and revised at regular intervals and if there is reason to suspect that the plan is no longer valid, or there has been a significant change in the premises to which the plan relates.
• The measures specified in the plan are implemented.
• The measures taken to implement the plan are recorded.

Summary

DON’T START UNTIL YOU’VE ASKED!

Be suspicious of premises built before 2000.

Find out where any asbestos is, how much there is and its condition.

Presume unknown material is asbestos unless there is strong evidence it is not. Carry out a thorough search of where you are before starting work if in doubt, stop work.

Complete risk assessment and plan of work prior to starting work.

What to do if you discover ACMs

Stop work immediately.

Report the problem to supervisor and client.

Put up warning sign (asbestos contamination).

Ask client to arrange sample for analysis.

If sample contains asbestos, client must make an Asbestos Management Plan.  Client to decide if task needs an HSE licensed contractor to undertake works.

What to do if you damage ACMs

Stop work immediately.

Follow above procedures or carry out risk assessment to decide who must do the work; the client may need a licensed contractor.

Minimise the spread of contamination.

Keep exposure as low as you can.

Clean up contamination.

Contact Alcumus PSM for further advice if necessary, tel: 01484 439930.

Legionella

Policy

We will identify and assess all our water systems as potential sources of risk from legionella bacteria.  Where appropriate we will engage a competent contractor to prepare a written scheme for preventing or controlling such risks.  We will implement, manage and monitor the scheme and keep records of the precautions taken, ensuring that what has been done is effective.  A ‘responsible person’ will be appointed for the day-to-day implementation of this policy and any specific precautions specified in the risk assessment.  

In the event of difficulties in implementing the risk control programme, competent water treatment contractors or plumbing specialists will be employed as necessary to resolve the problem.  All plumbing alterations will be carried out by trained and competent plumbers in order to ensure compliance with water regulations and byelaws.  

Arrangements for Legionella

The Legionella Co-ordinator will ensure that: 

1.1 All the water systems under our control are properly identified with up-to-date schematic diagrams and descriptions of water supply, storage and distribution systems.

1.2 A written scheme has been prepared for preventing or controlling the risk of legionella.

1.3 Operating instructions are available for water supply, storage and distribution systems.

1.4 Any control measures identified have been implemented, are properly managed and monitored.

1.5 Suitable records of the precautions taken have been kept and are available for inspection.

1.6 Staff who are appointed to carry out the control measures are suitably informed, instructed and trained to a standard which ensures that tasks are carried out in a safe and adequate manner.

1.7 Reasonable enquiries are made to ensure that plumbers, water treatment contractors and consultants are competent to carry out their duties.

Guidance and Records

Legionella

Legionellosis is the collective name for a range of illnesses caused by the legionella bacteria.  As legionella bacteria are commonly encountered in environmental sources they may eventually colonise water systems and be found in cooling tower systems, hot and cold water systems and other plant which use or store water.

Legionnaires' disease, a pneumonia like illness, is caused by inhaling water droplets that contain the bacteria.  Water droplets can be generated within a number of water systems, for example taps, showerheads, humidifiers, air conditioning units, evaporating coolers, and spa baths.

Cases of Legionnaires' disease have occurred among staff in the workplace (e.g. factories, offices, shops and hospitals); visitors (e.g. delivery drivers) and members of the public (e.g. patients, hotel guests or passers-by).

Water temperatures in the range 20°C to 45°C seem to favour growth and multiplication of legionella bacteria.  The organisms do not appear to multiply below 20°C and will not survive above 60°C.  They may, however remain dormant in cool water and multiply only when water temperatures reach a suitable level.

Legionella bacteria require a supply of nutrients to multiply.  Sources can include commonly encountered organisms within the water system itself such as algae, amoebae and other bacteria.  The presence of sediment, sludge, scale and other material within the system, together with biofilms, are also thought to play an important role in harbouring and providing favourable conditions in which the legionella bacteria may grow.  A biofilm is a thin layer of micro-organisms which may form a slime on the surfaces in contact with water.  Such biofilms, sludge and scale can protect legionella bacteria from temperatures and concentrations of biocide that would otherwise kill or inhibit these organisms if they were freely suspended in the water.

To reduce the possibility of creating conditions in which the risk from exposure to legionella bacteria is increased, it is important to control the risk by introducing measures which:

• Do not allow proliferation of the organisms in the water system
• Reduce, so far as is reasonably practicable, exposure of persons to water droplets and aerosols.

Competencies

Inadequate management, lack of training and poor communication have all been identified as contributory factors in outbreaks of Legionnaires' disease.  

It is therefore important that those people involved in assessing risk and applying precautions are competent, trained and aware of their responsibilities.

Where a foreseeable risk exists, then a competent person or persons should be appointed to take managerial responsibility (the responsible person) and supervise the implementation of the precautions.  The appointed ‘responsible person’ should be a manager, director, or have similar status and sufficient authority, competence and knowledge of the installation to ensure that all operational procedures are carried out in a timely and effective manner.

Those who are appointed to carry out the control measures should be suitably informed, instructed and trained and their suitability assessed.  They should be properly trained to a standard which ensures that tasks are carried out in a safe, technically competent manner.

Regular refresher training should be given and records of all initial and refresher training need to be maintained.

It is the duty of the responsible person to make reasonable enquiries to ensure that organisations such as water treatment companies or consultants, together with personnel from the occupier's organisation, are competent and suitably trained and have the necessary equipment to carry out their duties within the written scheme in a safe and adequate manner.

Employers are required to consult staff or their representatives on the identified risks of exposure to legionella bacteria and on the measures and actions taken to control the risks.  Staff should be given an opportunity to comment on the assessment and control measures and the employer has to take account of these views.

Identification and assessment of the risk

Before any formal health and safety management system for water systems can be implemented, a suitable and sufficient assessment is required to be carried out by a competent person to identify and assess the risk of exposure to legionella bacteria from work activities and water systems on the premises and any necessary precautionary measures.  The assessment is carried out by or on behalf of:

• The employer, where the risk from their undertaking is to their staff or to others
• A self-employed person, where there is a risk from their undertaking to themselves or to others
• The person who is in control of premises or systems in connection with work where the risk is present from systems in the building (e.g. where a building is let to tenants but the landlord retains responsibility for its maintenance).

There are factors that should be considered when carrying out the assessment, which can lead to a risk of acquiring legionellosis.  These include:

• The source of the systems water, e.g. mains or private supply
• Possible sources of water contamination within the premises before it reaches cisterns, tanks, etc.
• Normal plant operating characteristics
• Unusual, but reasonably foreseeable conditions, e.g. breakdowns.

Where the assessment demonstrates that there is no reasonably foreseeable risk or that risks are insignificant and unlikely to increase, no further assessment or measures are necessary.  However, should the situation change, the assessment needs to be reviewed and any necessary changes implemented.

The assessment needs to be reviewed regularly (at least every two years) and, in any case, whenever there is reason to believe that the original assessment may no longer be valid.

Preventing or controlling the risk of legionella

Where possible, the use of water systems or systems of work that lead to exposure should be avoided.  Where it is not reasonably practicable to do so, a written scheme for controlling the risk must be produced which specifies the measures to be taken.

This scheme should include a plan of the system, checks to be carried out and their frequency and remedial action to be taken if the scheme is not effective.

In complex systems or premises, a site survey of all the water systems should be carried out and should include an asset register of all associated plant.  This should include an up-to-date drawing/diagram showing the layout of the plant or system, including parts temporarily out of use.  A schematic diagram would be sufficient.

It should then be decided which parts of the water system, for example, which specific equipment and services, may pose a risk to those at work or other people.

The written scheme should describe who is responsible for carrying out the assessment and managing its implementation; the safe and correct operation of the system; what precautions will be used; the checks that will be carried out and how often these checks will be carried out.

Precautions involve the prevention of proliferation of legionella bacteria and the reduction of the generation of water droplets and may include:

• Controlling the release of water spray
• Avoiding water temperatures between 20ºC and 45ºC.  The control of legionella requires hot water to be stored at a minimum of 60°C and distributed at a minimum of 50°C.  Cold water temperatures can be maintained below 20ºC by good insulation and water turnover.
• Avoiding water stagnation.  Lengthy and complex hot water distribution systems may require circulating pumps to eliminate or minimise stagnation and stratification
• Water outlets should be routinely operated to draw off water
• For sporadically used outlets, flushing should be carried out once a week.  In health care facilities, a higher frequency is recommended and water draw off should form part of the daily cleaning process.  Flushing should be fully documented and covered in written instructions
• Maintaining the system in a clean state and avoiding the use of materials in the system that can harbour or provide nutrients for bacteria and other organisms
• The use of water treatment techniques where necessary
• The correct and safe operation and maintenance of the system.

Reports and Records 

The Responsible Person must ensure that the following records are kept:

• Details of the person or persons responsible for carrying out the risk assessment and managing and implementing the written scheme
• The significant findings of the risk assessment
• The written scheme and details of its implementation
• The results of any monitoring, inspection tests or checks carried out, including the dates. Records of monitoring, inspection etc. should be retained for at least 5 years.

Cases of legionellosis are reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).

Any "notifiable devices" on the premises (i.e. working cooling towers and evaporative condensers) must be notified in writing to the local authority.