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National Health and Safety Function, Workplace Health and Wellbeing Unit, National HR Division

Frequently Asked Question

Ref: FAQ:020:01 RE: Manual Handling and People Handling Training Guidance for Line Managers

Issue date: October 2019 Revised Date:

January 2020 Review date:

January 2022

Author(s): NH&SF Training Team

Note:

This information/advice has been issued in response to frequently asked questions around a specific topic and may not cover all issues arising. Should you require more specific advice please contact the National Health & Safety Function Helpdesk (helpdesk). The management of any occupational health and safety issue(s) remains the responsibility of local management. This document must be read in conjunction with the NHSF Manual Handling and People Moving and Handling training specifications contained in the OGP User Guide, NHSF FAQ:014 and any other documents referred to in this FAQ.

1. Do I have to provide Manual Handling or People Handling training for all employees? Yes, the Safety, Health and Welfare at Work, (General Applications) Regulations 2007, Chapter 4 of Part 2 stipulates that all employees must have the necessary information, training and supervision to carry out any manual handling activities where there is a risk of injury and therefore must attend manual handling training relevant to their role and work activities.

Employees, whose role involves the handling of objects, but not people, must undertake Inanimate Manual Handling (MH) training.

Employees, whose role involves the handling of objects and people, must undertake People Moving and Handling (PMH) training.

For further information and guidance on safe manual handling and people handling please refer to the HSE Manual Handling and People Handling Policy (2018).

2. How is this training delivered? The HSE has adopted a blended approach to learning, in line with the HSE People Strategy. This offers a learning experience that is engaging and interactive and allows for greater flexibility in the co-ordination and delivery of training. This approach consists of the following:

Part 1 - E-learning theory module for MH and PMH. This module is a statutory requirement and is mandatory for all HSE employees. The aim of the theory module is to provide employees with sufficient information to carry out manual handling and/or people handling tasks in a way that reduces the risk of injury to themselves or others.

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Part 2 – Practical Module: Classroom based delivery of MH and PMH Practical techniques training. The aim is to reinforce knowledge gained from the completion of the online theory programme and provide participants with the knowledge and skills to enable them carry out MH and PMH tasks relevant to their work activities in a manner which reduces or eliminates the risk of injury. Please refer to Q8 for further details on ensuring the training is specific to the work activities, work environment and work equipment of your employees.

3. How do I access this training? The E-learning Manual Handling and People Handling (theory) module is available on HSELanD and can be found in the NHSF Learning catalogue. For further information on accessing HSELanD modules, refer to Fast Fact: “How to access NHSF HSElanD E-Learning Modules” (FF:026). The HSE may have internal instructors and manual handling Coordinators/Advisors that organise and deliver training to employees within your area or service. It is imperative that you identify whether there is a suitably trained HSE instructor before sourcing external training. If you are not aware of what resources exist in your area, you can contact the Helpdesk. The HSE has procured the services of an external training provider (“framework contractor”) for the delivery of MH and PMH training through the establishment of a single-supplier framework for the provision of Manual Handling and People Handling training. See Q9-17 for further information on the training provider and the drawdown process for this framework. You can therefore access training in two ways: Option 1 - HSELanD E-learning module for theory training + classroom based practical techniques training delivered by framework contractor or HSE instructor Option 2 - Classroom based theory training + practical techniques training delivered by framework contractor or HSE instructor Due to the considerable benefits in terms of accessibility, standardisation, cost and efficiency associated with E-learning, option 1 is preferred.

4. How can I support those who cannot access HSELanD?

The E-learning Manual Handling and People Handling Theory Module was developed to ensure a standardised approach to the delivery of the theory component and it is imperative that you adopt this approach. If you or your employees are having difficulties accessing HSElanD, you may:

Liaise with HSElanD (support@hseland.ie) or OoCIO Service Desk (0800 300 300) on the cause of the access issue to identify whether it can be resolved

Examine options such as access to a workstation elsewhere in your service or site where the employee can undertake the 1 hr module during working hours

If, having explored the above, you still cannot facilitate access to HSELanD, you may request a classroom-based combined theory and practical session (per Option 2 in Q3).

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5. How does an employee become a Manual Handling Instructor? A Training Needs Assessment (TNA) should be undertaken to identify training and development needs for the delivery of Manual Handling training. Manual Handling Coordinators/Advisors, where available, must be consulted as part of this process. Suitable employees should be identified via the TNA. The NHSF will fund the training of HSE employees to complete their manual handling instruction qualification. There are pre-requisites and terms and conditions associated with this facility. For more information, please refer to Manual Handling and People Handling Training Guidance for HSE Instructors FAQ (FAQ:021)1 and the website.

6. Is there a specific timeframe between completing the theory module and attending practical training?

Yes, employees must complete the theory module within the six weeks prior to attending the practical module. This is to ensure competency and minimise risk for attendees. Employees should therefore be instructed to only complete the theory module once a date for the practical module has been secured. Participants must bring their HSELanD Theory Module Certificate (print version or a screenshot) to training to present to the instructor on the day of practical training. Please note: failure to present evidence of a certificate (dated within the 6-weeks prior to the practical session) at the beginning of the practical will result in the employee being precluded from attending.

7. How often must manual handling or people handling training be repeated? Employees must undertake repeat training at not greater than three‐yearly intervals and when there is any major change in the work involved, or equipment used, or when an employee is transferred to another activity requiring different loads to be handled. Please note: the three yearly intervals are dated from the completion of the HSELanD Manual Handling and People Handling (theory) module and not from completion of the practical module.

8. What factors should I consider before requesting manual handling or people handling training?

You must undertake a TNA for each employee to identify the most suitable form of training and the specific manual handling and people handling work activities that must be included in the practical. Please refer to Statutory Occupational Safety and Health Training FAQ (FAQ:014) for further details on undertaking a TNA2 In accordance with Health and Safety legislation and the HSE “People Strategy”, instruction and training must be given in a form, manner and language that would be reasonably likely to be understood by those receiving it. The NHSF is committed to delivering timely and accessible training. You should consider whether there are any accessibility issues, any participants who may be hard of

1 https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand%20wellbeing/manual-handling-training.html

2 See: www.hse.ie/safetyandwellbeing

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hearing or have a visual impairment or whose first language is not English, to identify whether additional supports are required to deliver training. You should also consider the following when requesting training:

Any other specific training requirements

Number of employees requiring training

The MH/PMH practical techniques to be explained, demonstrated and practiced

Minimum/maximum attendance level

The size and layout of the training venue relevant to the number of employees

The equipment requirements which should reflect those used by employees

That equipment has been fully serviced, is in full working order and that hoists and slings provided for use during training have been serviced within the last 6 months.

Any potential fitness to participate issue (Refer to Q10) You should document and communicate the above information to the training provider/instructor or manual handling Coordinator/Advisor (as appropriate) via the Locally Coordinated Training Request Form (LCTRF) (CF:046). The short form is available in hard copy and soft copy (as an MS outlook/e-mail template) for ease of use. If you are using a venue for the first time, or the instructor may be unfamiliar with the venue you should click the link to complete a: Venue Checklist (CF:014). You should E-mail the completed venue checklist with the LCTRF to the training provider/ Instructor or training Coordinator/ Advisor (as appropriate) and keep a copy for your records

9. How do I complete my training request? Once you have completed your LCTRF, please submit the original (keeping a copy for your records) to the training provider/Instructor or manual handling Coordinator/Advisor (as appropriate). Once the LCTRF has been received the relevant person will contact you to discuss your training needs (any of the matters outlined in Q8), etc. and schedule a date for the training. The instructor must then send you a copy of the finalised LCTRF which includes any tailoring/ techniques omitted for your records. Please refer to General MH/PMH booking Process Flowchart (Flow Chart 1) in Appendix I. Please note: that training will not be delivered if the instructor has not received a fully completed LCTRF.

10. What if one of my nominated participants has a fitness to participate issue? An employee ‘fitness to participate issue’ is considered to be any condition which prevents an employee from undertaking their normal work duties to any extent and therefore their ability to undertake aspects of training e.g Rehabilitative Return to Work, OH/Medical Assessment, declared and risk-assessed Pregnancy where issue has been identified. In such cases you (line manager) must identify this on the LCTRF. Techniques not practiced by a participant will be documented on their training certificate. Prior to returning to the full duties associated with their occupation/role, employees will be required to complete the standard content as per training specifications and/or tailored content based on the TNA.

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If an employee has made you aware that she is pregnant, you must ensure that a pregnancy risk assessment has been undertaken with the employee before they attend practical training. If an issue has been identified through the RA process or the pregnant employee informs you of any other issue which will impact on their ability to fully participant in the practical then this must be identified in Section 3b of the LCTRF (see NHSF documents: FAQ:005, SAGN:001 and CF:009)3 Line managers should encourage attendees to highlight any fitness to participate issues during the booking process in advance of the practical module in order to facilitate any requirements where necessary Important: If on the day of training an employee reports to the instructor a previously undeclared fitness to participate issue or a pregnancy which has not been risk assessed by the manager, the employee will not be permitted to attend and the manager must re-book the training for this employee. Please refer to the Fitness to Participate Flowchart (Flow Chart 4) in Appendix I.

11. Can I swap/replace attendees? Yes you can swap/ replace attendees prior to the practical module once you have notified the instructor of the change within a reasonable timeframe to allow the LCTRF to be amended accordingly. Please note the following:

that any swap/ replacements must take account of the employees work activities, work equipment and the work environment

Where a “fitness to participate issue” has not been highlighted and discussed with the instructor prior to the practical module the individual will not be permitted to attend

12. What information should I make employees aware of prior to attending a practical session? As a Line Manager, you must bring the following documentation to the attention of all employees:

Any specific workplace manual handling and people handling risk assessments

The HSE Manual Handling and People Handling Policy (2018)

Any National or local policies, procedures and guidelines related to MH and PMH which are relevant to their work area (e.g. HSE bariatric guidelines, falls strategy, infection control, hoist management, etc.)

You must also communicate the following:

That they must bring their HSElanD theory certificate (dated within the 6-weeks prior to the practical) to show to the instructor

That they must dress appropriately for training, i.e. as per uniform policy where applicable, tracksuit/ loose trousers and runners/ flat shoes

3 See: www.hse.ie/safetyandwellbeing

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13. What is the Single-Supplier Framework for the provision of Manual Handling and People Handling Training Services? A framework is an agreement put in place with a supplier that enables purchasers (i.e. HSE) to place orders with service providers without running a full tender process. This ensures the delivery of quality training in a standardised manner, in addition to ensuring value for money and reducing time and costs associated with the local procurement of these services. Details of the appointed Framework Service Provider for Manual Handling and People Handling Training can be accessed via the helpdesk. This Service Provider has been subject to a rigorous procurement process, ensuring they offer the scope and quality of services required. Further information on the Framework contract can be found in the4

14. What services are provided under the Framework contract?

The Framework contract provides for the delivery of a number of training programmes (known as Lots) as set out in Table 2. See the OGP User Guide5 for further details on each of these programmes. The contract is designed to allow some tailoring to ensure training is task, service and site specific.

Table 2: Most relevant Manual Handling and People Handling Training Framework programmes for use in HSE

Lot No.

Programme Title Programme Duration

1 QQI Special Purpose Certificate in Manual Handling Instruction Level 6

5 days

2 Manual Handling Instruction Refresher Training 1 day

3 Inanimate Manual Handling Training 4 hrs

5 Inanimate Manual Handling Training Practical Component to Support HSELanD Online Theory Programme

3 hrs

7 QQI Special Purpose Certificate in People Handling Instruction Level 6 (must be done with course 1)

4 days

8 People Moving and Handling Instructor Refresher Training 2 days

9 People Moving and Handling Training 1 day

11 People Moving and Handling Training Practical Component to Support HSELanD Online Theory Programme

4 hrs

Important:

Lots 5 and 11 are the practical courses of choice for MH and PMH respectively.

Where an employee cannot access the online HSElanD Theory Module Lots 3 and 9 will be used instead.

Specific refresher courses are no longer used. For repeat (refresher) training, use Lots 5 and 11 or 3 and 9 as above.

4 https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand%20wellbeing/manual-handling-training.html

5 https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand%20wellbeing/manual-handling-training.html

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15. Do minimum/ maximum attendance levels apply? Yes, to ensure value for money and effective use of resources, programmes under this framework have a minimum and maximum attendance level as follows:

Table 3: Framework Minimum and Maximum attendees and trainer to attendee ratios

Minimum Attendees 1 no. Trainer

Max Attendees 1 no. Trainer

Min Attendees 2 no. Trainers

Max Attendees 2 no. Trainers

7 10 14 16-20*

*Important: Please note, the maximum number for any programme will also depend on the availability of suitable and sufficient equipment, the size and layout of the training venue and local training requirements (figure may be reduced in case of bariatric, spinal, theatre, specific training, etc). Please refer to OGP User Guide for further details on training group formation if required.

16. How do I access (draw down from) this Framework? Table 4: Process to access Framework Training Services

Step 1 Complete your Local Training Needs Assessment

Step 2 Complete a Locally Coordinated Training Request Form (CF:046) and venue checklist (CF:014)

Step 3 Contact the Framework Member (Optima Training & Consulting Limited) Once you have completed the Step 2, contact the training service provider to plan the training required and potential dates, etc., and confirm the overall cost, based on the tendered rates. You may schedule a number of training dates throughout the year, or on a single-course, as-and-when basis as specific needs are identified.

Step 4 Finalise your Locally Coordinated Training Request Form and complete an NASF Following your discussion with the service provider (Step 3) you should then:

Finalise your LCTRF and complete a “Notification of Services Activation Form” (NASF) (Appendix B of OGP User Guide).

A separate NASF should be completed for each training program, as each training program (lot) represents an individual contract. However, once an NASF has been completed for a ‘lot’ once, it is envisaged that one NASF per year should suffice for the next training requirement under that ‘lot’.

Set up an account with the provider (if necessary) and raise a PO in favour of the provider.

The NASF should then be signed by the budget holder and sent, along with the LCTRF

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to the service provider for signing. By sending the signed NASF directly to the Framework member you are activating the contractual relationship between you and Optima Training & Consulting Limited. The service provider will then liaise with you to finalise all arrangements.

Please note that by completing and submitting the NASF, you are agreeing to the NHSF’s training Terms & Conditions (details can be found on the NHSF training web. https://www.hse.ie/safetyandwellbeing) and committing to releasing the stated participant numbers to attend.

Step 5 Reconcile Invoices as received in line with Prompt Payment Legislation

If you are booking a training course for a group of your employees exceeding 7 no. (minimum course number) then the fixed, all-inclusive price per course will be applied/invoiced.

If a place(s) on a training course is/are booked for an individual, or individuals up-to a maximum of 6 no. then the price for those individuals will depend on the number of attendees booked on the day, i.e. fixed price/number of attendees. The maximum price will not exceed the fixed price divided by 7 participants (Fixed price/7 = Max. Individual Price), as this is the minimum attendance level required for a training course to go ahead.

17. Where can I find programme pricing information relating to this framework? HSE budget holders may access pricing information through the Helpdesk. Please see question 20.

18. Do I need to keep records of training? Yes, in accordance with the HSE Corporate Safety Statement and the HSE Policy on Statutory Occupational Safety and Health Training, you (as relevant Line Manager) must keep appropriate records of statutory Occupational Safety and Health training. The NHSF recommends that you create a database of training for your employees that is based on the TNA and matrix with the following information; name of employee, personnel number, name of training programme required to attend and the date training was attended. The database must be populated as training is completed. A copy of the attendance sheet with the employee signature must also be kept on file. It is the responsibility of management to ensure that there is an appropriate method in place locally for the recording of all training in accordance with legislative requirements. Please refer to the following documentation for further information:

Corporate Safety Statement6

HSE policy on Statutory Occupational Safety and Health Training

Statutory Occupational Safety and Health Training FAQ

6 See: www.hse.ie/safetyandwellbeing

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Certificates will be issued on successful completion of the training as per local procedures and these along with the LCTRF and attendance sheet must be stored in a manner which is GDPR compliant.

19. What additional resources are available? Please refer to the following documentation for further guidance and support7:

Manual Handling and People Handling Policy 2018 HSP:008

Moving and Handling Fast Fact FF:014

Locally Coordinated Training Request Form CF:046

NHSF Venue Checklist CF:014

Statutory Occupational Safety and Health Training Policy HSP:006

Statutory Occupational Health and Safety Training FAQ FAQ:014

Principles of Safer Manual Handling Fast Fact FF:023

People Handling risk Assessment Form and Guidance CF:026

Sample Task specific Manual Handling – Inanimate Loads- Risk Assessment Form CF:034

NHSF Terms and Conditions CF:038

20. How do I access the NHSF Health and Safety Helpdesk if I have any further queries? If you are a first time user of the helpdesk, please use the purple "NEW USER" button on our homepage or click here: http://pndchssdweb02.healthirl.net/Health.WebAccess/ss. If you have previously used the helpdesk, then please use the purple "REGISTERED USER" button on our homepage or click here: http://pndchssdweb02.healthirl.net/Health.SafetyDesk Please read the Helpdesk User Guide. In the event that further support is required to utilise this system, please do not hesitate to contact Health & Safety Helpdesk Team for assistance/guidance on 1850 420 420 between the hours of 10:30-12:00 and 14:00-15:30.

7 See: www.hse.ie/safetyandwellbeing

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Appendix I Flow Charts

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