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Health and Safety Policy

Statement of General Policy

1. It is the policy of Hartpury College , recognizing its statutory duty, to conduct its business without, as far as is reasonably practicable, harming its staff, students and visitors or the environment. The College aims to discharge that duty to the best of its ability within the resources available, having due regard to its other statutory obligations.

2. The Officer who will have overall responsibility for the discharge of that duty will be the Principal. He will be assisted, within their respective spheres of responsibility, by the other members of the Directorate. It is, however, a fundamental aspect of the College policy that health and safety responsibilities devolve on all employees.

3. In discharging its duty, the College will take all steps which are reasonably practicable to meet its health, safety and welfare responsibilities; in particular it will pay attention to the provision and maintenance of:

(a) safe plant, equipment and systems of work

(b) safe arrangements for the use, handling, storage and transportation of articles and substances

(c) sufficient information, instruction, training and supervision as are necessary to ensure the health and safety at work of all employees.

(d) the need to assess the risks that its activities present, to avoid or eliminate them, and if that is not possible to minimize and control them with the provision of the necessary resources

(e) any place of work under the employers control in a condition that is safe and without risk to health including means of access and egress.

(f) adequate health and welfare facilities

4. Subject to any Regulations that may be made by the Secretary of State and to consideration of any Codes of Practice approved and issued by the Health and Safety Commission, the College will consult with its employees with a view to making and maintaining arrangements which will enable the College and its employees to co-operate effectively in preparing and developing measures to ensure the health and safety at work of the employees and in checking the effectiveness of such measures.

5. In addition to the individual's common law duty of care, the College reminds its employees of their own statutory duties and responsibilities under Sections 7 and 8 of the Health and Safety at Work Etc. Act 1974; these are:

a) to take reasonable care for their own health and safety and that of other persons

b) to co-operate with the College so far as is reasonably practicable to enable it to carry out its own responsibilities successfully.

c) not to interfere with or misuse equipment, materials or facilities provided in the interest of health, safety or welfare in pursuance of any legal obligations

6. The nature of the College business involves a wide range of activities conducted from premises which are geographically widespread. Specific health and safety responsibilities and arrangements for implementing the general health and safety policy will be clearly defined by individual Departments.

7. The Statement of General Policy will be reviewed by the Health and Safety Committee at regular intervals. All departmental health and safety policy documents will be subject to regular review by Heads of Section. Any amendments will be brought to the notice of the staff and students concerned.

Health and Safety Policy

1. Introduction

This document is intended to help all those who will be concerned in maintaining a high profile in respect of health and safety. It clearly defines individual responsibilities; gives detailed action to take in the case of emergencies and highlights areas which are particularly hazardous. Some sections will not be applicable to all staff.

2. College Safety Policy

It is essential that everyone in the College is aware of, and becomes familiar with, procedures for dealing with matters concerning health and safety, such as emergencies and the treatment of injured persons.

This document will not itself produce a safe working environment; this will be achieved by the full co-operation of staff and students.

A. Organisation of Safe Working Conditions in College

The Corporation has delegated responsibilities regarding Hartpury College to the Principal. The Principal accepts these responsibilities and insists that the following matters are dealt with on a continuing basis:-

A1. Safety Inspection

Action to ensure a safe and healthy working environment. This will be achieved by inspections of the working environment carried out regularly by the appropriate Head of Section or his/her delegate. A record of each inspection will be kept and remedial action taken.

A2. Personal Protective Equipment

The wearing of Personal Protective Clothing is mandatory for all staff, students and visitors where the risk assessment has advised this to be the course of action to reduce risk of harm. Clear guidelines will be given by the staff to students at the beginning of their course. A Personal Protective Clothing Register will be maintained by the Health and Safety Coordinator.

A3. Fire Notices

These notices will be displayed in all classrooms, offices and on notice boards throughout the College. All students will have their attention drawn to the fire notices during induction week. Fire drills will take place at regular intervals with a minimum of one per term. A record of these drills is maintained in the Fire Log, located in the Health & Safety Coordinator's office. All new staff and students will be informed of what to do in the case of fire by their respective Head of Section, their Course Manager or the College Health & Safety Coordinator. All staff must know how to use the fire equipment in their work area and must ensure that students know the fire procedures and can carry them out. At intervals, demonstrations in the use of fire fighting equipment will be arranged for staff and students by the College Health & Safety Coordinator.

A4. First Aid

Details of the College's first aid facilities will be displayed on notice boards. Rooms containing first aid boxes will have the white cross on a green background sign. A list will be displayed of all those holding recognized First Aid Certificates. First aid can be administered only by those with appropriate qualifications

A5. New Hazards

Any new plant, products, equipment or premises will be risk assessed by the Head of Department and the College Health & Safety Coordinator and the risk assessment implemented before the plant, products, equipment or premises are used.

B. Safety Reporting

B1. Health and Safety Representatives

Each Department (as defined by the membership of the Health & Safety Committee) will nominate a Health & Safety Representative to attend the Health & Safety Committee. The functions of the Safety Representative are:

a) To communicate to the Committee any complaints by any employee he/she represents relating to that employee's health, safety or welfare at work.

b) To promote health and safety in the workplace.

c) To attend meetings of the Health & Safety Committee to which he/she has been appointed and to produce written reports to that committee as requested.

B2. Hazard Reporting

Any suspected hazard will be reported to the Head of Department who, after investigation, will bring the matter to the notice of the Health and Safety Coordinator or, in his absence, the Senior Manager responsible for health and safety without delay. Any employee whose work involves a hazard is authorized to cease the activity concerned until the hazard has been reported and the Head of Section confirms or rejects the action taken.

B3. Accidents

It is the policy of the College to take all reasonably practicable steps to avoid accidents occurring. In the event of an accident, the first concern will be the care of the person or persons who have suffered injury. The accident will be reported to the persons detailed on the incident report form. The reporter shall ensure that adequate arrangements are made for the care of any injured persons. It will be policy to investigate all accidents, including those not involving injury, and arrangements for the investigation will be made by the Health & Safety Coordinator who will report the result of the investigation to the College Health & Safety Committee.

B4. Safety Rules/Codes of Practice

Certain safety rules are essential to ensure the health and safety of the employees who work in the areas to which they relate. This applies particularly to the laboratories, workshops, refectory, kitchens, fire precautions, some activities at the farm and equine and all activities associated with firearms. Such rules as are considered necessary will be drawn up in consultation with representatives of the employees and will be attached to this document as codes of practice.

B5. Contractors on Site

Separate procedures are laid down for contractors and visitors to site and are attached to the main Health and Safety Policy.

B6. Hazard Identification

All activities, processes, substances and work places must be risk assessed under the direction of the Managers identified within this policy.

B7. COSHH Assessment

Attention is brought to the College-wide COSHH Assessment. Steps must be taken to conform to these Assessments. The central COSHH Assessment register is held by the College Health & Safety Coordinator. All activities involved with substances must be risk assessed.

B8. House-keeping

The College attaches importance to the need for good house-keeping practices. It is policy to ensure that floors are kept free of anything that may cause slipping or tripping and that no waste materials which could cause injury if trodden on are allowed to remain where they fall. Items stored on shelves will be stored in such a way as to ensure that they do not cause injury to anyone working in the vicinity or to anyone passing by. Rubbish will not be allowed to accumulate in any working area and passageways will be kept clear at all times.

B9. Special Hazards

Portable electric mains operated equipment will be used only where this does not entail trailing power leads across walkways. Inflammable liquids will not be permitted in any room in the College in quantities that are in excess of that required to meet immediate needs and no radiant heat source will be used in any circumstances in which such use could incur a risk of fire or explosion.

B10. Maintenance and Inspection of Machinery

It will be the policy of the College to ensure that all equipment and machinery used by the College should be maintained in accordance with the instructions issued by the manufacturer. Where manufacturers' instructions are not available, the Head of Department will seek advice from the Health & Safety Coordinator to obtain such advice as may be needed for preparing those instructions. No maintenance will be carried out on any equipment or machinery while it is in use and it will be the responsibility of the operator to ensure that all power operated equipment is isolated from the source of power before maintenance work begins and that power is not restored until after the person who carries out the maintenance gives formal notification that the maintenance work has been completed. Appropriate records will be kept by Sections Heads.

B11. Joint Consultation

It is College Policy to ensure that there is full consultation with representatives of the employees on all matters concerning health and safety at work. The Principal has established a Health & Safety Committee to facilitate joint consultation with representatives of the recognized Trade Unions if requested to do so in writing by at least two Safety Representatives and will consult with them about the constitution for such a Committee. It is College Policy to encourage every employee to seek to identify hazards within the work situation and to bring any hazards that are identified to the notice of the Principal without delay. To achieve this, he/she should report the hazard to his/her Head of Section, and to his/her Safety Representative.

B12. Health and Safety Coordinator

The Health & Safety Coordinator will be the focal point for day to day references on safety, and give advice or indicate sources of advice. He will act as a source for the retention and dissemination of safety information. The Health & Safety Coordinator will consult with the Senior Manager responsible for health and safety in organizing safety lectures to students and staff. He will organize and assess effectiveness of fire drills and liaise, in consultation with the Fire Authority, on all matters relating to fire precautions. The Health & Safety Coordinator will accompany the departmental heads on some of their inspections.

B13. The following are expressly forbidden and are offences against the law:

a) any interference with the fire alarm installation or fire-fighting equipment

b) any alteration or interference with the electrical wiring of the College buildings without permission of the Principal, the College Health & Safety Coordinator or the Campus Director.

C. Individual Responsibility

C1. The Principal is responsible for:

a) devising any amendments to the College Health & Safety Policy as may be necessary, and enforcing the requirements of this policy

allocating staff, funds and materials within the approved College budget or from central funds to meet the needs of the health and safety requirements of the College.
appointing a Senior Manager to be responsible for establishing and maintaining an effective policy for health and safety within the College.

C2. Heads of Major Risk Assessment Areas

will be designated, along with the areas they control for health and safety purposes, by the Principal and names and areas will be attached to the Health and Safety Policy and displayed on Notice Boards.
will assist the Principal in establishing and maintaining an effective policy for health and safety at work within their designated areas.
will be responsible for the risk assessment of all activities, processes, substances and work places within their designated area.

C3. Academic Managers are responsible to head of the Major Risk Assessment Area for:

complying with all relevant legislation particularly that contained in "Management of Health and Safety at Work Regulations 1999".
implementing the College's safety policies and procedures within their departments and work areas
alerting the Health & Safety Committee of any item of safety equipment that may be required
assisting in the investigation of accidents
consulting regularly with the Health & Safety Coordinator, ensuring defects are rectified, and machinery and equipment adequately maintained

C4. College Health & Safety Coordinator is responsible to the Principal for:

monitoring College compliance with all relevant legislation particularly that contained in "Management of Health and Safety at Work Regulations 1999".
monitoring the general safety program, the College health and safety performance and for preparing reports on the health and safety standards within the College
communicating between the Health & Safety Committee, the Heads of the Major Risk Assessment Areas and Heads of Department.
liaising with the local Health and Safety Executive Officers
inspecting the College a minimum of once in three months and at more regular intervals at his discretion where inspection reveals items requiring attention
organizing the checking of fire drill procedures and keeping a record, checking all fire warning, fire fighting and emergency lighting equipment
initiate first aid if appropriate

C5. Transport Officer is responsible to his Line Manager for:

complying with all relevant legislation particularly that contained in "Management of Health and Safety at Work Regulations 1999".
the management of all College transport.
the safe and effective home to College transport arrangements for students who have that entitlement
ensuring that all vehicles and drivers conform to current legal standards
maintaining all information and data required by transport authorities and insurers

C6. Teaching staff are responsible through their Head of Department for:-

ensuring that the work of the College is carried out in accordance with the College Health & Safety Policy and its Codes of Practice
the safety of students whilst they are in their charge, whether in or outside the College
ensuring that clear safety instructions and warnings are given.
personally following safe working procedures and observing general safety regulations
ensuring that the Management of Health and Safety at Work Regulations are adhered to.
reporting accidents immediately using the College report form and completing the necessary and appropriate accident forms
ensuring that, in the event of a serious accident, nothing is disturbed at the scene of the accident, except as might be necessary for the removal of a casualty
initiate first aid as appropriate

C7. Technicians, Ancillary, Administrative, Manual Staff and all other staff not specifically identified in this policy statement are responsible for:

ensuring that the work of the College is carried out in accordance with the College Health & Safety Policy and its Codes of Practice
personally following safe working procedures and observing College and other safety regulations
ensuring that they take the necessary safety precautions in the use of all equipment, premises and materials
recording accidents immediately in the College Accident Book and completing the necessary and appropriate accident forms
ensuring that in the event of a serious accident nothing is disturbed at the scene of the accident, except as might be necessary for the removal of a casualty.
reporting defects to an immediate supervisor

C8. Students are responsible for:

co-operating in keeping a tidy and safe working environment
observing College Health & Safety regulations
being appropriately dressed for the activity undertaken
ensuring that they take the necessary safety precautions in the use of all equipment, premises and materials
reporting any accidents immediately to the Lecturer in charge of their class or to any appropriate member of the College Staff.

C9. Particular Hazards

(a) Children will not be permitted to play in areas of farm buildings and other College departmental buildings which are considered hazardous. Children visiting specific sections of the farms, gardens, estate and College must be accompanied by an adult.

(b) (i) Chemicals will be stored in accordance with relevant legislation and risk assessment requirements.

(ii) Protective clothing will be similarly stored

(iii) Adequate records will be kept on the farms and horticulture unit of all operations involving the application of pesticides

(d) Petroleum spirit stored on the College premises will be kept in accordance with relevant legislation and risk assessment requirements.

(e) Employees or other persons when riding as passengers on vehicles or trailers while at work or on demonstration visits must not be exposed to risk to their health or safety

(f) Areas where there is a risk of toxic gases present will have permanent signs displayed and stating that entry is prohibited, i.e.: slurry stores and silage effluent tanks at the farm.

D. Accidents to Students and Staff

D1. If the accident is relatively minor and the casualty is moveable, the person in charge should arrange for the casualty to be taken to the Nurse or for a first aid person to attend.

D2. If the injury is more serious:

(a) Assess nature of injury and treat injury if appropriate, either

(i) Arrange for casualty to be conveyed either to Gloucester Hospital , or

(ii) Call an ambulance

(b) If an accident happens where there are no telephone facilities (i.e.: Tractor Driving and Handling Area). Stop the class, stay with the injured person, and send another student to Reception. The Receptionist will call the emergency service. A report will be completed by the Receptionist; this will be taken back to the scene of the accident as proof of the call being made

D3. First aid boxes are available in all work places on the Campus and College Farms and in the Mini buses.

D4. First Aiders list will be posted on Notice Boards and amended as necessary.

D5. First aid should only be administered by a qualified first aid person and or appointed person.

D6. All accidents must be reported to the Health and Safety Coordinator as soon as possible with information of action taken and treatment given.

D7. Inform the Campus Director and Duty Warden. The Campus Director or Senior Warden will notify the parents if necessary.

D8. It is the responsibility of the person in charge when an accident occurs to fill in the Accident Report Book and Forms as soon as possible after the accident.

E. Health and Safety Training

Steps will be taken to ensure the staff and students are up to date regarding health and safety. Training will be managed by the line manager and coordinated by the Staff Development Manager.

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