SENSE Learning - Health and Safety

1. Introduction, scope and status

SENse Learning takes its health and safety responsibilities seriously and is committed to continually reviewing and improving how it keeps people safe.

This policy applies to:

• employees of SENse Learning, including head office staff;

• associates: self-employed tutors, mentors and other professionals who deliver sessions through SENse Learning under a contract for services; and

• students, visitors and others affected by our work.

In this policy, "SENse professionals" means employees and associates together.

Under the Health and Safety at Work etc. Act 1974, SENse Learning has a duty to ensure, so far as reasonably practicable, the health, safety and welfare of its employees (section 2), and the health and safety of others affected by its work, including associates and students (section 3). Employees have a duty to take reasonable care of themselves and others, and to cooperate with SENse Learning on health and safety (section 7). Associates, as self-employed people, are responsible for their own health and safety and for not putting others at risk.

For associates, the health and safety requirements in this policy arise from SENse Learning's duties to students and others affected by its work, and from its safeguarding responsibilities. They form part of the contract for services and do not create an employment or worker relationship.

2. Policy statement

SENse Learning will:

• prevent accidents and cases of work-related ill health;

• manage health and safety risks in its work, at head office and in students' homes and community settings;

• give employees clear instructions, information and adequate training so they are competent to do their work, and give associates the information they need about the risks of each referral;

• provide personal protective equipment for employees where needed;

• consult employees on matters affecting their health and safety;

• provide and maintain safe equipment at head office;

• make sure substances are handled and used safely;

• maintain safe and healthy working conditions at head office;

• put emergency procedures in place, including for fire and other significant incidents; and

• review and revise this policy regularly.

3. Responsibilities

Employees must take reasonable care of their own health and safety and that of others, cooperate with SENse Learning on health and safety, and report concerns as set out in this policy.

Associates must take reasonable care of their own health and safety and not put students or others at risk. They must follow the health and safety requirements in their contract for services, cooperate with case coordinators and Pathway Leads on matters affecting students' safety, and report accidents, incidents and hazards as set out in section 5.

4. Risk assessment

4.1 Home visits and students

For every referral, SENse Learning carries out an initial home visit risk assessment and a risk assessment for the student, using information from the referral form, the family and, where relevant, social care. These are shared with the SENse professional before their first session and updated when circumstances change.

SENse professionals should be continually alert to hazards, in students' homes and in the community. Where it is practical and safe, take immediate action to control a hazard yourself. If you cannot, report it straight away (section 5).

4.2 New and expectant mothers

Employees. When an employee tells us she is pregnant, has given birth in the last six months or is breastfeeding, HR will carry out an individual risk assessment and make any adjustments needed.

Associates. As self-employed professionals, associates are responsible for assessing their own health and safety. An associate who is pregnant, has recently given birth or is breastfeeding can tell SENse Learning if they wish. We will then share any relevant risk information about their current referrals and take account of their needs when offering new referrals.

5. Accidents, incidents, near misses and work-related ill health

5.1 Reporting

SENse Learning provides accident, incident and near-miss forms and a clear reporting system for employees and associates. Near-miss guidance is available.

• Accidents and injuries, to a student, a SENse professional or anyone else, must be reported as soon as possible on the accident form, and to head office by phone if serious.

• Incidents and near misses, and any hazard you cannot control yourself, must be reported to the case coordinator or head office straight away, and recorded on the incident or near-miss form.

• Safeguarding concerns are reported separately, using the red button on the student portal (see the Safeguarding and Child Protection Policy).

The Pathway Manager and Pathway Leads (for sessions) and the HR team (for employees at head office) review every report promptly, investigate to find the root cause and prevent it happening again, and record their findings and the action taken.

5.2 RIDDOR

Some accidents must be reported to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). This can include certain injuries to employees and self-employed people, and injuries to students or members of the public who are taken to hospital as a result of our work. The HR team decides whether an accident is reportable and makes any report within the required timescale.

5.3 Work-related ill health

Employees should report work-related ill health to their line manager or the HR team. Associates should tell head office about any work-related ill health or injury that may affect the safety of students or others, or their ability to deliver their referrals.

6. First aid

The HR team provides first aid training for employees where required, and makes sure first aid arrangements are in place at head office.

Associates must hold a current first aid certificate (paediatric, and adult where they work with students aged 18 or over) as a condition of being offered referrals, in line with the Recruitment and Selection Policy. The HR team checks certificates and renewal dates.

7. Emergencies, fire and location sharing

7.1 Emergency planning

The Director makes sure SENse Learning has an emergency response plan covering fire, medical emergencies and other significant incidents. The plan includes clear procedures for evacuation, communication and coordination with the emergency services. Emergency evacuation and critical incident plans are reviewed each term and updated as needed.

At head office, the HR team runs regular emergency drills so employees know what to do, evaluates them, and improves the plan where needed. Escape routes are clearly signed and kept clear at all times.

7.2 Sessions in homes and the community

When you arrive for a session, find the nearest exits. In a fire, leave immediately with the student and call 999, or follow the venue's evacuation procedures. Once the situation is under control, tell head office.

7.3 Location sharing

In an emergency, SENse Learning needs to be able to find SENse professionals and students quickly. During every session, SENse professionals must share their location with safeguarding@sense-learning.com using the Google Maps app on their phone, as set out in the Lone Working Policy. Associates use their own phone. Location is shared for the duration of the session only and used only for safety purposes.

Keep your contact details and emergency contact details up to date with head office.

8. Lone working, home visits and travel

SENse Learning has a Lone Working Policy that all SENse professionals must follow. It covers the lone worker safety briefing, checking in and out on Isimio, location sharing and emergency procedures.

The Referrals team makes sure a home visit risk assessment is in place before any session in a student's home (section 4.1).

SENse Learning provides travel and adverse weather information, and its policies set out safe travel practices. SENse professionals who drive for their sessions must follow the Driving for Work Policy. Associates are responsible for their own vehicle, licence, business-use insurance and roadworthiness.

9. Training, information and head office arrangements

9.1 Training and information

Employees receive the health and safety training they need for their role, including safeguarding, manual handling and lone working, and suitable arrangements are in place for remote working.

Associates must complete SENse Learning's safeguarding and lone worker safety briefings before their first session, as a condition of being offered referrals. SENse Learning gives associates the health and safety information they need about each referral, including risk assessments, and shares updates when risks change.

9.2 Consultation

The HR team consults employees on health and safety matters as they arise, and formally at any health and safety review. Associates can raise health and safety concerns with head office at any time.

9.3 Head office

• Clear, visible safety signs show hazards, mandatory actions and emergency exits. They are inspected regularly, and any problems are reported to the landlord for repair.

• Hand soap, sanitiser and other hygiene supplies are provided, and good hygiene is promoted.

10. Smoking, alcohol and drugs

Smoking, including e-cigarettes, is not allowed on SENse Learning premises, in students' homes, or in any vehicle used to transport students. At head office, there may be a designated outside area for employees who wish to smoke during breaks.

No one may bring alcohol or unlawful drugs to head office, a student's home or any session, consume them there, or work with students while affected by alcohol or drugs taken beforehand.

Breaches will be dealt with under the Disciplinary Procedure (employees) or the contract for services (associates), and may also be a safeguarding matter.

11. Display screen equipment

Employees who use display screen equipment (DSE), such as computers, laptops or tablets, for continuous periods of an hour or more are DSE users. SENse Learning will carry out a workstation assessment, provide eye tests on request, and make sure their work includes breaks or changes of activity.

Associates are responsible for making sure their own working practices are safe. If you use DSE for continuous periods of an hour or more as part of your sessions, set up your workstation ergonomically and take regular breaks to prevent strain or injury. The Health and Safety Executive gives guidance at https://www.hse.gov.uk/msd/dse/ .

12. Review

This policy is reviewed at least annually, and after any significant incident or change in the law.