SENSE Learning - Health and Safety

1. Introduction

This policy sets out SENse Learning’s compliance with the Health and Safety at Work etc. Act 1974 (HSWA) and the guidance of the Health and Safety Executive (HSE).

Any expectations set out in this document apply to all individuals who deliver services involving children and young people through SENse Learning, regardless of employment status. They arise from SENse Learning’s statutory and contractual obligations under safeguarding legislation and health and safety law, and from the terms of our contracts with commissioning Local Authorities. They do not arise from any exercise of management direction or control over how individuals carry out their work. Compliance with these expectations is a condition of working with SENse Learning in any capacity. It reflects the minimum standards required by law and by the nature of the work, rather than employer-imposed rules of conduct.

In this policy:

• Employees means individuals employed by SENse Learning under a contract of employment, including Head Office staff.

• Associates means self-employed contractors engaged by SENse Learning under a contract for services.

• Workers means individuals engaged under a worker agreement who are not employees.

Where a section applies only to employees, or only to associates, this is stated.

This policy should be read in conjunction with the Risk Assessment Policy and the Lone Working Policy.

2. Our commitment

SENse Learning is committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of its employees, workers, associates, students and visitors. It will establish the procedures and systems needed to meet this commitment and its statutory obligations.

In respect of its employees, SENse Learning will:

• prevent accidents and cases of work-related ill health

• manage health and safety risks in our workplace

• provide clear instructions, information and adequate training so employees are competent to do their work

• provide personal protective equipment where necessary

• consult employees on matters affecting their health and safety

• provide and maintain safe plant and equipment

• ensure the safe handling and use of substances

• maintain safe and healthy working conditions

• implement emergency procedures, including evacuation in case of fire or other significant incident.

In respect of associates and others affected by its activities, SENse Learning will take reasonable steps to protect the wellbeing of students and the associates who support them. It will share information about specific risks relating to a student where these are made known to us at the point of referral.

3. Shared responsibility for health and safety

Health and safety is a responsibility of all employees, workers and associates. Each has a duty to take reasonable care of their own and others’ health, safety and welfare, and to report any situation that may pose a serious or imminent threat to anyone’s wellbeing.

• Employees: Section 7 of the HSWA requires employees to take reasonable care of themselves and others affected by their acts or omissions, and to co-operate with SENse Learning so it can meet its legal duties.

• Associates: Section 3 of the HSWA requires self-employed persons to conduct their undertaking so as to ensure, so far as is reasonably practicable, that they and others who may be affected are not exposed to risks to their health and safety. Associates are responsible for assessing and managing the risks of their own work.

To support this, associates are asked to:

• keep their own insurance up to date

• provide documentation when asked, including updates when it changes

• familiarise themselves with the health and safety policies of the setting where they are working.

Most services delivered through SENse Learning take place in students’ homes, schools, children’s homes, libraries or other public places. Where these venues have their own health and safety policy, it applies alongside this one.

 

4. How we ensure the Health and Safety of employees, workers and associates

4.1 SENse Learning will ensure that at all time, it:

·         Provides a health and safe working environment with the aim of eliminating all instances of occupational incidents, accidents and illnesses.

·         Takes a reasonable steps to protect the wellbeing of children/young people and associates that support these children/young people.

These steps are outlined in our Risk Assessment policy which should be read alongside this policy.

Specific risks surrounding students that are made clear to us at the point of referral, are shared with the associate prior to provision commencing.

 

4.2 Health and safety at our office location

The Health and Safety Lead for the SENse Learning Office is Jenni Griffiths, Pastoral Manager who has Level 3 Health and Safety for Managers training. Their responsibilities include:

·         Ensure that the office is risk assessed for workplace hazards (such as trip hazards, manual handling).

·         Ensure that all employees working in the office have have had a display screen equipment assessment, which are recorded. Meet health and safety standards in relation to work station setups.

·         Fire Safety & Emergency Preparedness: Maintain clear escape routes, check fire extinguishers periodically, coordinate regular fire drills, ensure there is a an emergency fire evacuation plan and assign designated fire marshals.

·         First Aid Provision: Ensure there is a suitably stocked first-aid box and a designated appointed person to handle emergencies throughout the week when the office is in use.

·         Legal Information & Display: Display the official HSE Health and Safety Law Poster or provide workers with the equivalent pocket card.

·         Accident & Incident Reporting: Maintain an accident book and report serious injuries, diseases, or dangerous occurrences to the HSE under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations).

·         Staff Communication & Training: Provide basic health and safety induction training for new staff and keep everyone informed of safety procedures.

·         Inspect and Review: Regularly walk through the office to spot new hazards, review safety arrangements, and update policies when office layouts or equipment change.

 

 

5. Health and Safety for associates during sessions with students

5.1 Risk assessment

·         SENse Learning carries out an initial assessment of a student’s home before a placement starts, as part of our safeguarding and commissioning obligations. We share known risks from the referral with the associate prior to sessions starting.

·         Risk assessments are carried out between the associate and Case Coordiantor for any activity and outing with a student. These are recorded and reviewed to ensure they consider the needs and risks associated with the individual student.

5.2 First Aid

·         SENse Learning provide First Aid training to associates as part of their induction.

·         Associates are required to have a fully stocked first aid kit with them at all sessions.

5.3 Accidents, Incidents and near misses

·         All accidents and near misses must be reported via the button on the associate portal as soon as possible for review by a Pathway Lead. This will also be shared with Senior Management and the Designated Safeguarding Lead if of a serious nature.

·         Any accident of near miss involving a young person will be recorded in the log and shared with the commissioner.

·         If a young person requires hospital treatment or the advice of a paramedic, whether or not this is a reportable incident under RIDDOR, the commissioner will be informed without delay.

·         SENse Learning will notify the enforcing authority and the commissioner without delay in the event of any RIDDOR reportable accident or dangerous occurence. SENse Learning will complete and submit the appropriate RIDDOR Form, where;

• any person dies as a result of an accident in connection with work

• any worker suffers a reportable injury as a result of an accident in connection with work

• any non-worker (including a young person) is taken from the site of tuition to a hospital for treatment in respect of an injury as a result of the provision of tuition

• there is a dangerous occurrence.

5.4 Lone Working

•  All associates are required to follow the Lone working policy and SENse Learning will ensure these processes are explained in the induction for new associates.

• Associates should use their own mobile device with location sharing enabled to demonstrate their location with a student

• At the start of each session, associates should share their location with safeguarding@sense-learning.com using the Google Maps app on their mobile device, to confirm arrival at the student’s home. This should then be shared again if the session involves going out in the community.

•  Associates should Plan their own safe travel to and from sessions.

 

6. RIDDOR reporting – Self Employed Contractors

Because most of the work carried out on behalf of SENse Learning takes place in third-party settings. including schools, children's homes, family homes and public spaces, responsibility for making a formal RIDDOR report will depend on where an incident occurs and who is in control of those premises at the time.

Notification to SENse Learning in all cases

Regardless of who holds the formal RIDDOR reporting duty in any given situation, all self-employed contractors are required to notify SENse Learning of any accident, near-miss or dangerous occurrence arising in the course of their engagement, as soon as practicable. This is in addition to, and not instead of, any formal reporting obligation that may exist. Further guidance is available from the Health and Safety Executive.

Notification should be made to the Health and Safety Officer  within 24 hours of the incident occurring, or as soon as is safely possible. Details of the incident must then be recorded using the SENse Learning Accident and Near Miss Report form, available via the associate portal.

Timeframes

For reference, the following statutory timeframes apply to RIDDOR reporting:

·         Deaths and specified major injuries must be reported to the HSE without delay and in any event within 10 days

·         Over-seven-day injuries must be reported within 15 days of the incident

·         Records of all reportable incidents must be retained for a minimum of three years

SENse Learning reserves the right to request evidence of compliance with any RIDDOR reporting obligation that rests with a self-employed contractor, and failure to comply may result in termination of the contract for services.

 

7. Smoking, alcohol and drugs

Smoking in enclosed public places is prohibited by the Health Act 2006. To protect students and others, smoking and vaping are not permitted on SENse Learning premises, in students’ homes, or in vehicles used to transport students. This applies to employees, workers and associates alike.

Outside areas at Head Office may be designated for employees who wish to smoke during breaks.

No one delivering services through SENse Learning may bring alcohol or unlawful drugs to Head Office or a student’s home, or consume them there. Nor may anyone deliver a service while affected by alcohol or drugs taken beforehand. This is a safeguarding requirement. Breaches will be handled under section 8.

The NHS offers free services to help people stop smoking. Visit NHS Better Health or call the National Smokefree Helpline on 0300 123 1044.

8. Display screen equipment (employees)

This section applies to employees only, in compliance with the Health and Safety (Display Screen Equipment) Regulations 1992. It covers employees working in the office, remotely or in a hybrid arrangement. Associates provide and manage their own equipment.

SENse Learning will:

• assess the workstations of all employees who use DSE, including remote and hybrid workers, and make any necessary adjustments

• give employees the equipment and guidance needed for an ergonomic setup, in the office and at home

• provide information and training on correct DSE use, posture, regular breaks and workstation adjustment

• provide guidance on safe desk-sharing for hot-desking employees.

Employees will:

• set up their workstation, wherever they work, in line with the guidance provided, including chair, lighting, screen position to avoid glare, and keyboard and mouse placement

• set up hot desks ergonomically at the start of each working day

• take regular breaks from screen-based work

• report any DSE-related symptoms (such as eye strain, headaches or musculoskeletal discomfort), and any problems with remote or hybrid workstations, to their line manager. SENse Learning will review the report and arrange assessments or adjustments where needed.

7. Non-Compliance

SENse Learning’s disciplinary procedures will be followed if a member of employed staff does not comply with this policy. 

Where a self-employed associate fails to comply with this policy, SENse Learning reserves the right to take appropriate action, which may include ending the contract for services.

8. Contact details

Health and Safety Officer

• Name: Jenni Griffiths 

• Email: jenni.griffiths@sense-learning.com 

9. Review

This policy is reviewed every six months and, where appropriate, updated to reflect statutory changes and improvements in practice, including the needs of office, remote and hybrid working.