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Safety, Health & Environment Section

FM SHE 012

Procedural Guidance for theManagement of Health & Safety for UK

Student Work Placements

Feb 2012Version 5.0

Document review due: Feb 2014

Please Note :This is a controlled document, please ensure you are using the most recent version.

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Summary

The following guidance document sets out University procedural guidance for the management of health and safety for student placements based in the UK. The guidance outlines the use of a formal structured management system based upon risk profiling of placements, assessment of providers and pre-placement preparation of students.

It is centred primarily upon the University's legislative duties identified from statute and case law and new sector best practice and guidance issued by the Universities & Colleges Employers Association (UCEA) and ASET.

This document is applicable to all student placements arranged by a member of University staff, or by the student themselves, where that placement is part of the student’s course of study.

If you are unsure as to whether this guidance is directly applicable to you please, contact the University’s Safety, Health & Environment (SHE) Section for further advice on (01772 89) 2232.

The health and safety of students on placement is paramount and overrides all other considerations, including academic

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Contents Page

1. Introduction 41.1 Definitions 4

2. Scope 4

3. Legislative requirements 5

4. Responsibilities 54.1 Responsibilities of Deans of School / Heads of Service 54.2 Responsibilities of the Placement Organiser 54.3 Responsibilities of the Placement Provider 64.4 Responsibilities of the Placement Student

5. Assessing Potential Placements 65.1 Student Placement Letter of Expectation 75.2 Students ‘Fitness’ for Placement 75.3. Risk Profiling 75.4 Specific Risks and Actions 85.5 Multiple placements with the same provider 85.6 Approving Placements 95.7 Provider Assessment Period 95.8 Assessing Placement Providers During Visits 10

6. Providing Work Placements for Disabled Students 116.1 Disclosure of Disability 11

7. Preparing Students / Student Involvement 127.1 Providers Induction Training 137.2 Pre-Placement Workplace Safety Training for Students 137.3 Safeguarding 13

8. Insurance Requirements 14

9. Training for Placement Organisers 14

10. Communication 14

11. Post Placement Review 14

12. Record Keeping 14

13. Accident & Incident Reporting 15

14. References 16

15. Appendix 171. Letter of Expectation 182. Confidential Personal Details Form 203. Risk Profiling and Specific Actions Matrix 224. Risk Profiling Form & Worked Examples 265. Onsite Work Placement Health & Safety Assessment Checklist 296. Workplace Health & Safety Information for Students on Placement 317. Student Placement Induction Checklist 38

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1. Introduction

Student work placements can be an important part of the University learning experience. A placement may in reality be a student’s first exposure to work, and as such act as a significant step in helping them develop key competencies and skills, while greatly enhancing their employability. Placement providers benefit from having the enthusiasm and skills of an intelligent and hard working undergraduate, bringing a new perspective with an up-to-date knowledge of techniques and theories to the work environment. Work placements benefit the University greatly by strengthening existing, and building vital new partnerships with industry and businesses, a fundamental element of the University’s corporate strategy and objectives. Crucial to a successful student placement is that it is enjoyable, rewarding and above all safe.

Concern has been raised in the education sector however in relation to the exposure of institutions to both criminal prosecution and civil claims liability arising out of student placements. While it is believed that thus far no university has been prosecuted for a failure to protect the health and safety of a student on placement, successful cases have been brought against training organisations that placed trainees in unsafe work situations.

1.1 Definitions (UCEA 2009 & ASET 2010)

Placement - A period of work experience, paid or unpaid; Which is undertaken as an integral part of the student’s course of study; and Where the student is enrolled at the HEI during this period; and Where there is the transfer of direct supervision of the student to the third party.

Placement Organiser – A person to whom authority is devolved for authorising the placement of a student.

Placement Provider – A third party (usually an employer) who, during the placement, has responsibility for the direct supervision of the student.

Visiting Tutor – Any individual authorised by the HEI to visit a student while on placement.

Workplace supervisor - A person designated by the placement provider to supervise, from time to time, the student during the placement.

2. ScopeThe following document sets out University procedural guidance for the management of health and safety for student placements based within the UK. Separate guidance is available for overseas placements.

It is applicable to all UK and overseas based student placements arranged either by a member of University staff, or by the student themselves, where that placement is part of the student’s course of study. The exception to this may be placements related to professional practice placements such as nursing, teaching, social work placements where specific contractual arrangements may already be in force.

This guidance is based primarily upon the University's legislative duties identified from statute and case law, sector best practice and from new sector guidance issued by the Universities & Colleges Employer’s Association (UCEA) and ASET the professional body for placement and employability staff and is intended to assist you in complying with relevant University procedures, the law and offers practical advice to help ensure the health, safety and welfare of students on placement.

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http://www.asetonline.org/

http://www.ucea.ac.uk/download.cfm/docid/DF1782CB-A846-4A3C-94C68B369AFFD4DA

http://www.asetonline.org/

http://www.ucea.ac.uk/download.cfm/docid/F7A89BD9-62B5-479F-AE5533EDF3E67D54

3. Legislative RequirementsThe University has a statutory duty of care to protect, so far as is reasonably practicable, the health, safety and welfare of its students while on placement.

Managers, under the requirements of Regulation 3 of The Management of Health & Safety at Work Regulations 1999, must ensure that all work placements are covered by a suitable and sufficient risk assessment and that appropriate control measures have been adopted.

The ‘Health and Safety (Training for Employment) Regulations 1990’ in effect lend to students on placement the status of being an employee of the placement provider for the duration of the placement and as such are therefore owed an identical ‘duty of care’ by the employer i.e. the placement provider. Consequently the primary responsibility for meeting statutory health and safety requirements within a placement will lie with the placement provider.

Under the Equality Act 2010 it is unlawful for a school or other education provider to treat a disabled student unfavourably this includes student placements. Such treatment could amount to:

direct discrimination indirect discrimination discrimination arising from a disability harassment

Procedural guidance also relevant to student placements:

Procedural Guidance for Overseas Placements

Procedural Guidance for UK Staff Travel

Travel/Transport Environmental Management Procedure

Risk Assessment for Activities Involving Disabled Staff & Students

4. Responsibilities

There are four main parties to a placement, the Dean of School / Head of Service who delegates placement management to the Placement Organiser, the student and the Placement Provider. Each has specific responsibilities.

4.1 Responsibilities of Deans of School / Heads of Service

Deans must ensure that all student placements involving their school / service are managed in accordance with this procedure and staff with responsibility for organising and assessing placement providers are adequately trained in the process and allocated sufficient time and resources to complete the task.

4.2 Responsibilities of the Placement Organiser

to assess the suitability of the proposed placement; to obtain confirmation of the health and safety management arrangements of the host

organisation and agreement of arrangements and responsibilities through a Letter of Expectation;

to assess students ‘fitness’ and general suitability for a specific placement; to ensure placement students are adequately covered by liability insurance; to complete a Student Placement Risk Profile Form for each placement;

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http://www.uclan.ac.uk/information/services/fm/safety_and_health/disabled_staff_students.php

https://staff.uclan.ac.uk/files/FM_ENV_017_Travel-Transport-Envtal_Mgt_Procedure_V1.0.pdf

http://www.uclan.ac.uk/information/services/fm/safety_and_health/staff_travel.php

http://www.legislation.gov.uk/ukpga/2010/15/introduction

http://www.opsi.gov.uk/si/si1990/uksi_19901380_en_1.htm

to ensure students are aware of their health and safety responsibilities, to the University, the placement provider, their work colleagues and for their own health, safety and welfare;

to have active involvement in health and safety issues in respect of the placement; to provide reasonable adjustments in supporting disabled students obtaining placement

and provide ongoing support to students and placement provider during the placement.

4.3 Responsibilities of the Placement Provider

complete, sign and return the University’s Student Placement Letter of Expectation; to ensure, so far as is reasonably practicable, the health, safety and welfare of the

placement student; to appraise the risks that the placement student is exposed too and share any significant

findings of the assessment with the student; to provide general induction and specific training in respect of the tasks to be undertaken

during the placement; to provide general health and safety information, instruction, training and supervision; to meet all statutory health and safety requirements (e.g. conducting risk assessment,

etc.); to report accidents and incidents to the Placement Organiser, for monitoring and

reporting purposes; to ensure disability related adjustments on placement are provided.

4.4 Responsibilities of the Placement Student:

if the student arranges their own placement they must provide to their Placement Organiser in good time, all relevant contact details for the provider and any other information deemed necessary, to allow the placement tutor to assess the providers health and safety management arrangements;

not to commence placement until the placement is passed by their Placement Organiser; same as any other ‘employee’ of the placement provider; to take reasonable care of their own health and safety and that of other people who may

be affected by their actions or omissions; to co-operate with the placement provider and Placement Organiser in complying with

their legal duties and specifically any requirements highlighted by the risk assessment process;

to conduct duties and use equipment as instructed by the placement provider; to inform their Workplace Supervisor of any immediate health and safety risks or

shortfalls and their Placement Organiser if they are not resolved; to notify their Placement Organiser of any significant changes to their expected work

activities; to disclose disability to enable ‘reasonable adjustments’ to be made.*

*Please note: A student is not required to disclose a disability, but non-disclosure may affect the nature and level of adjustment that can be put in place.

5. Assessing Potential Placements

Three factors need to be considered in the assessment of potential placements:

The health & safety management arrangements of the provider Student’s individual factors and the

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The expected work activities to be undertaken

5.1 Student Placement Letter of ExpectationAll potential placement providers must be sent the Student Placement Letter of Expectation (appendix 1.). The Letter is intended to help ensure compliance by detailing the University’s expectations for the management of health and safety and to clarify roles and responsibilities of the University, the provider and the student.

The text of the Letter may be incorporated into existing documentation i.e. placement learning agreements. The important thing is that providers acknowledge the expectations and responsibilities and return either in hard copy or electronically a signed and dated copy.

If a provider does not agree to the expectations and responsibilities clarification should be sought on the reason why and the issues discussed with the SHE Section.

Note: No placement should commence until a provider agrees to the expectations and responsibilities set by the University.

5.2 Students ‘Fitness’ for Placement

In conjunction with the provider the University has a duty in relation to the proposed placement, to ‘so far as is reasonably practicable’, make an assessment of student’s ‘fitness/suitability for work’ and general capabilities prior to their placement commencing.

Assessment is crucial to ensure that any pre-existing health conditions are not worsened by a particular placement activity, they do not pose a risk to others and that the student has the correct skills and general capabilities for that particular work placement.

Students must therefore complete and return to their Placement Organiser the Student Placement Confidential Personal Details Form (appendix 2). The Organiser should then appraise the form in relation to the proposed work activities and any specific health, disability or other issues that may be relevant to a work placement opportunity.

If there is any doubt as to the significance of the health effects a particular workplace/activity, or the significance of a student’s pre-existing health condition or disability, the placement organiser should seek advice from the SHE Section (ext 2047).

See also Section 6. Disclosure of Disability and Section 6.1. Providing Work Placements for Disabled Students

5.3 Risk Profiling

Using the Student Placement Risk Profiling Matrix (appendix 3.) and the background knowledge you have of the ‘industry’ the student will be going into, the proposed work activities, information from the student’s CPD form and any other information the provider may have supplied along with the completed Letter of Expectation, you should judge the risk profile for the placement against the following 7 health and safety factors:

1. Work Factors - Risks associated with student’s expected work activities, the extent to which they will be exposed to them and the provider’s existing control measures to mitigate those risks;

2. Location and/or Region - Risks related to crime, civil disorder, remote working, etc.;

3. Individual Student Factors - Skills, abilities, pre-existing medical conditions, disability, etc.;

4. Insurance limitations - Provider has adequate insurance in place to cover the student on placement;

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5. Safeguarding – Issues related to work with children or vulnerable adults (e.g. CRB checks, training, etc.);

6. General / Environmental Health Factors - Risks associated with for example very hot or cold working conditions, requirement for inoculations, etc.;

7. Travel & Transportation - Risks associated with commuting to/from work, driving for work purposes, etc.

The results should be recorded on the Risk Profiling Form (appendix 4.). Some placements may be naturally of low risk e.g. office based, business, IT, education, retail, etc. and therefore the Profiling process will be relatively simple. This will allow greater resources to be focused on higher risk placements e.g. construction, agriculture, workshops, labs, etc. Two worked examples of the form can be found at the end of appendix 4.

Placements falling into potentially ‘high risk’ categories during profiling may require additional information to be submitted by the provider or the student to ensure risk is adequately controlled. This requirement should be recorded under the Specific Risks & Actions sections of the profiling form.

5.4 Specific Risks and Actions

Where significant risks are raised by the risk profiling process these must be addressed with the placement provider or clarified with the student and suitable control measures identified.

A number of example specific actions are given in the Risk Profiling Matrix. Actions required will be very much dependent upon the issue, the level of risk involved, the cooperation received from the provider and the student themselves.

Where providers do not initially meet the required standard further clarification from the provider will be necessary, in such circumstances the placement should not be approved until the Placement Organiser is satisfied the specific actions have been resolved.

Where providers are not forthcoming with adequate supplementary information, the Placement Organiser should contact the University’s SHE Section (ext: 2047) for advice on the necessary course of action. Where providers continue to impart a negative response to questions, a refusal of that placement will be necessitated.

If you require any assistance in Risk Profiling a particular placement, you should consider consulting a member of staff with expertise in the providers industry and/or contact the SHE Section for advice.

5.5 Multiple Placements with the Same Provider

If multiple students are being placed with a provider for a similar work activity then the student’s names merely have to be added to a single Risk Profiling Form as long as no significant issues have been identified in any of the student’s CPD Forms. If issues have been raised it is advised that a new student / provider specific Risk Profiling Form be completed.

5.6 Approving Placements

When you are satisfied that the Risk Profile Form is complete and any necessary actions completed the placement can be approved. Approval should be formally communicated to both the provider and student.

A placement should not commence until the Risk Profiling process is complete and all actions resolved.

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If a student indicates that they intend to commence placement before approval has been finalised or start with a provider who has failed the approval process, then the student must be informed in writing that they undertake the placement under their own volition, the University cannot accept any responsibility for their health, safety or welfare and that the placement will not fulfill any of their course requirements.

Placement Approval Flow Chart

5.7 Provider Assessment Period

Once a placement provider has been appraised for a specific low risk placement (e.g. office work, a hotel receptionist, etc), that provider will only require assessing on a biennial basis for that same work activity.

Medium and high-risk placements (e.g. site based construction work, agriculture, workshops, labs, etc.) will require assessing annually.

Any placement that will involve a new work activity with an existing approved provider will require that provider to be re-assessed using the Risk Profiling Matrix.

If multiple students are being placed with one placement provider for a similar work activity then it is only required to assess that provider once, as long as the work activity remains the same and the above assessment periods are adhered to.

5.8 Assessing Placement Providers During Visits

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Opportunity for Potential Student Placement

Identified

Letter of Expectation sent to Potential Provider, including request for Job Description

No specific actions required

Placement signed off provider and student

notified

Specific actions required - Clarification required from provider

and/or student

LoE not returned or specific actions

adequately addressed

Placement MUST not commence

Completed Letter of Expectation & Job

Description Received

Student completes CPD Form

Information from LoE, JD & CPDF checked against Risk Profiling Matrix & entered into

a Risk Profiling Form

As part of its duty of care, it may be necessary where practicable to reinforce the risk profiling process by visiting providers and directly assessing the workplace.

During visits, staff are asked to make simple health and safety checks on the placement provider's health and safety management arrangements. The purpose of these checks is to assess the effectiveness of the provider's basic health and safety arrangements in relation to the information provided by the placement provider during the pre-placement phase (ensuring policy is put into practice). An assessment checklist and guidance for its completion can be found in appendix 5.

The timing and frequency of visits should be appropriate to the placement, taking into account:

responses provided to the Letter of Expectation; the expected work activities and industry type; the results of the risk profiling process and any specific actions required; subsequent changes in the placement location or work activities; the duration of the placement; geographical location and associated costs and resources available for visits; feedback from all sources (e.g. the student, the provider, the visiting tutor, others).

General guide to visit frequency Placement Type Risk Band Visit FrequencyOffice type based activities, administration, education, retail, design studios, etc.

Low Risk No pre-placement visit required.

Laboratories, metal/wood workshops, security, manual work, sports, printing, wholesale / warehousing, animal care, social work, etc.

Medium Risk Placements where practicable should be visited prior to commencement and students should be visited after the placement has commenced.

Agriculture, forestry, construction (site based), motor repair, transport, engineering, dangerous sports, etc.

High Risk Placements where practicable must be visited prior to and throughout the placement as agreed.

Please Note: For disabled students applying for placement, an assessment should be made as to whether the provider requires a pre-placement visit, no matter what the placement type or its associated risk band for instance to assess accessibility, requirement for reasonable adjustments, etc. Staff must act on any health and safety shortfalls or concerns they observe or are brought to their attention by the student they are visiting and take such actions as would be appropriate to ensure a student’s health and safety whilst on placement.

Serious concerns should be raised immediately with the placement provider, if they are not rectified the placement should be suspended immediately. Minor issues should be brought to the attention of the Placement Organiser via the assessment checklist, the Placement Organiser should then discuss the issues with the providers nominated health and safety contact.

The SHE Section can provide to staff specific advice regarding the on-site assessment process and completion of relevant paperwork upon request.

6. Providing Work Placements for Disabled Students

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Under the Equality Act 2010 it is unlawful for a school or other education provider to treat a disabled student unfavorably. Such treatment could amount to:

direct discrimination indirect discrimination discrimination arising from a disability harassment

The Act applies to all the activities institutions undertake wholly or mainly for students, including placements. Disabled students must be offered additional support both in finding work placements and when they are on them.

For detailed information on providing work placements for disabled students see the Department for Education & Skills good practice guide for further and higher education institutions at: http://www.lifelonglearning.co.uk/placements/index.htm This document provides a guide to institutions' duties in regard to work placements and offers practical advice on what institutions can do to ensure quality work placement opportunities for disabled students. It is aimed at institution staff responsible for placements: placement organisers, subject tutors and disability officers/learning support coordinators.

Further information and advice on disability awareness can be found on the University’s Disability Advisory Service web site at:

http://www.uclan.ac.uk/information/services/sss/disability_services.php

6.1 Disclosure of Disability

Students may feel reticent to reveal a disability for fear of compromising the potential of placement. It is therefore essential that organisers promote positive reasons for encouraging disability disclosure. In certain circumstances there may be a need to disclose to the provider information to allow suitable adjustments to be made, particularly if the use of dangerous chemicals, machinery, work with children etc, is involved. Students need to be made fully aware that in some cases adjustments cannot be made without prior disclosure being given (although the University has a duty to take reasonable steps to encourage students to disclose a disability, students do have the right to confidentiality).

In discussing with a student whether and what to disclose to a work placement provider, the following issues may be relevant:

the need to have appropriate information so that reasonable adjustments can be made; the institution’s and the student’s responsibilities towards staff and clients/visitors at the

placement provider; safeguards for ensuring that information will not be used to discriminate against the

disabled student; safeguards for ensuring confidentiality of information and details on who will have access

to the information; who will make the disclosure – whether this will be undertaken by the institution or by the

student.

Please Note: Information on a disability will only be used to inform the risk assessment process and to determine and to perform reasonable adjustment. Not all information about a student’s disability may be relevant to the work placement and should only be passed on a need-to-know basis. “Information which is disclosed in confidence to a member of staff will be kept confidential to that member of staff unless there are risks to health and safety or the University has a statutory duty to release the information” (Uclan Policy Statement on Disclosure of Disabilities).

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http://www.lifelonglearning.co.uk/placements/index.htm

All information must be kept in accordance with the University’s Data Protection Code of Practice, available at:

http://www.uclan.ac.uk/information/services/sds/data_protection_code_of_practice.php

7. Preparing Students / Student Involvement

Though under UK legislation primary responsibility for the health and safety of students on placement lies with the provider, the University nevertheless has a responsibility to prepare the student for placement and make them aware of the potential risks involved.

The amount / level of information that the student will need in advance will depend greatly on the industry, the work activities and the potential risk involved. Every student intending to go on placement should therefore be actively encouraged to seek further information on issues such as:

Likely work activities; Generic risks in that industry / work activities; Methods and safety of commuting to the placement/accommodation (if applicable); Confirmation from their GP that any pre-existing medical conditions or disability will

not be worsened by general or specific work placement activities or the locations they are working / living in (e.g. cities with high pollution levels in Summer and the effects on those with severe asthma).

This process is invaluable in preparing the student for placement and to help them understand the risks associated with their placement so they can make informed judgments on their own safety.

Students must also be given a copy of the Letter of Expectation completed for the placement so they are fully aware of provider’s, the University’s and their own responsibilities. If significant risks were raised during the risk profiling process these should also be discussed with the student prior to them going on placement including the control measures identified to mitigate those risks.A general guide to workplace health and safety for students can be found in appendix 6 a copy should be given to students pre-placement.

7.1 Providers Induction TrainingPlacement providers must provide health and safety induction training students, ideally this should occur during the first week of their placement. It should be noted that disabled students may need earlier contact to ensure any necessary workplace adjustments have been facilitated by the provider.

Students should be provided with the Student Placement Health and Safety Induction Checklist (appendix 7.) and they should complete this as they receive the relevant training from the provider and ensure it is then returned to the Placement Organiser.

Where students will be working with specialised equipment identified by the provider during pre-placement assessment they must be trained in its use. If students are to be prohibited from using any dangerous equipment/substances, the provider must notify them of such both verbally and in written form and this should be re-enforced during training sessions.

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7.2 Pre-placement Workplace Safety Training for Students

It is recommended that prior to going on placement students should undergo some form of placement health and safety workplace training:

Placement Risk Profile

Examples Level/Type of briefing

Low Office based type activities, administration, education, retail, design studios, IT or other low hazard environments and activities.

General student briefing, delivered by in-house staff/Placement Organiser covering generic risks & controls

Med Working in proximity to high risk factors (but not directly with them).

Working in the ‘field’ with equipment that may make them more vulnerable to theft.

Security, manual work, sports, printing, wholesale / warehousing, social work, journalism in the ‘field’, etc.

General student briefing, delivered by in-house staff/Placement Organiser covering generic risks & controls, with extra information on any additional risks identified during risk profiling

High Construction site work, forestry, agricultural, motor vehicle repair;

Metal/wood workshops (operation of machinery with mechanical hazards e.g. high speed rotating parts, crushing, entanglement risks, etc.);

Lab or other work with toxic / hazardous materials.

Community / social work / journalism with known high risk groups/clients e.g. drug abusers, homeless, violent patients.

Work with animal bedding, large or dangerous animals.

Activities requiring specific licenses or qualifications (e.g. diving, flying, etc.).

Specific student briefing, delivered by in-house staff/Placement Organiser with additional advice/input from SHE Section covering generic risks & controls, with extra information on any additional risks identified during risk profiling

The SHE Section can provide bespoke workplace safety training basis on request.

Students with a disability may require additional training to take into account any workplace adjustments made for them and/or adjustments made to the delivery of the training itself.

Please note: No instruction or training provided by the University can, or should, substitute for the employer’s own health and safety induction / training.

7.3 Safeguarding

If a student placement activity involves teaching, health, social work or regular work with children or vulnerable adults then the placement provider may require the student to undergo a Criminal Records Bureau (CRB) check before they start work.

CRB Disclosure is part of the Government’s commitment to protect vulnerable people within our society. Disclosure is the process by which individuals can make an application to find out whether they have a criminal record or conviction or other record. The results of the Disclosure checks are provided in a certificate.

If the provider does require the student to be CRB checked please contact the Head of Admissions for further information on CRB checks.

Placement Organisers should also confirm with providers in such circumstances that students will be fully briefed on the providers safeguarding policies and procedures.

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mailto:[email protected]


http://www.crb.homeoffice.gov.uk/

8. Insurance RequirementsThe University holds standard Public Liability Insurance cover for students on placement. This covers the majority of placement work activities. It should be noted that whilst the University’s liability to students, and of students, is covered by University insurance, this is generally on a contingency basis, the prime insurance liability will rest with the provider under the requirements of the Employers Liability (Compulsory Insurance) Act 1969.

Please Note: Certain work activities may not be covered by the standard insurance policy and additional insurance cover will need to be arranged through the Purchasing Office, this is particularly important for placements involving: administering drugs, medicines etc.; work with radioactive materials; extreme/dangerous sports.

All insurance related enquires should be directed to Financial Services.

9. Training for Placement OrganisersTo demonstrate competency to health and safety regulatory bodies, Placement Organisers must be fully conversant with the University’s Placement Management System and have a general understanding of the relevant regulatory health and safety standards.

The SHE section can provide 1-2-1 advice or provide bespoke training to groups of staff upon request.

10. Communication Placement Organisers should contact the student at the end of the first week of placement to ensure that their induction checklist has been completed and that there are no serious health and safety shortfalls in the placement, any shortfalls must be discussed with the provider.

Sufficient contact should be maintained throughout the period of placement to ensure the health and safety of the student and to ensure any significant changes to the students work activity are identified and suitably assessed. Where significant changes do take place, for instance a complete change of activity, use of undeclared dangerous equipment, etc, then a further Student Placement Risk Profiling Form must be completed and reviewed using the standard guidelines.

Should the student raise any health and safety concerns during a visit then the visiting tutor should discuss these with the provider during the visit. Where issues cannot be addressed during discussions with the provider, further advice must be sought from the SHE Section.

11. Post Placement ReviewA post-placement debrief with students is crucial to allow Placement Organisers to receive feedback on the placement, the country, local area and accommodation to help them identify any potential health and safety issues which may have arisen. This will in turn allow the Organiser to assess whether action needs to be taken to re-assess the suitability of certain placement providers for future work placements. All health and safety issues raised by students must be recorded and acted upon.

12. Record KeepingRecord keeping is an essential element of the health and safety management of student placements. Accurate and comprehensive records will assist the University in defending any possible future criminal prosecution or civil claim, as well as helping to inform the re-assessment process of placement providers. The following documents must be kept on file for the duration of the placement and for three years after completion of the placement:

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http://www.uclan.ac.uk/information/services/finance/travel/contacts.php

http://www.hse.gov.uk/pubns/hse40.pdf

http://www.uclan.ac.uk/information/services/finance/purchasing/certificates_cover_letters.php

Completed Letter of Expectation; Visit Assessment Checklist (if applicable); Student’s Confidential Personal Details Form; Student’s Overseas Travel Risk Assessment; Student Placement Risk Profiling Form; Students signed records for receiving health and safety training/information; Other non-health and safety related documents as required.

13. Accident & Incident Reporting

All accidents/incidents of ANY kind while the student is at work should be reported to both the placement provider and placement organiser. Students should complete the University’s Accident Report Form HS3/4. Forms should be available from your School or Service office or downloadable from the SHE Section website at:

http://www.uclan.ac.uk/information/services/fm/safety_and_health/she_forms.php

Completed forms should be returned to the Placement Organiser who should then forward them to their Dean / Head to action. Serious incidents must also be reported immediately to the University SHE Section by telephone on (01772 89) 2067.

Safety, Health & Environment SectionFeb 2012

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http://www.uclan.ac.uk/information/services/fm/safety_and_health/she_forms.php

http://www.uclan.ac.uk/information/services/fm/safety_and_health/files/110a_University_Accident_Reporting_Form.doc

14. References

ASET. (2010). Health & Safety for Student Placements. ASET. http://www.asetonline.org/pubs.htm#cop

Health & Safety Executive: http://www.hse.gov.uk/

SafeStartup.org: Health, safety and environmental guidance for starting up a small businesseshttp://www.safestartup.org/

Health & Safety Executive. (1999). HSG 199 Managing Health and Safety on Work Experience: A Guide for Organisers.

Learning Skills Council. The Disability Discrimination Act Part 4: A Guide for Teaching Staff in Further Education colleges and Local Education Authority Adult Education provision.

The Department for Education & Skills (2002). Providing Work Placements for Disabled Students: A good practice guide for further and higher education institutionshttp://www.lifelonglearning.co.uk/placements/index.htm

The Department for Education & Skills (2002). Providing Work Placements for Disabled Students: A good practice guide for further and higher education institutionshttp://www.lifelonglearning.co.uk/placements/index.htm

UCEA. (2009). Health & Safety Guidance for the Placement of Higher Education Students. UCEA. London. UCEA 2009

The Employers' Forum on Disabilityhttp://www.employers-forum.co.uk/www/index.htm

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http://www.employers-forum.co.uk/www/index.htm

http://www.ucea.ac.uk/download.cfm/docid/F7A89BD9-62B5-479F-AE5533EDF3E67D54



http://www.safestartup.org/

http://www.hse.gov.uk/

http://www.asetonline.org/pubs.htm#cop

15. APPENDICES

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1. Student Placement Letter of Expectation: H&S Issues to be added to School communication with provider

The purpose of the written communication is:

To clarify expectations with regard to health and safety related issues for the student, the placement provider and the University.

I am sure you will appreciate that during the period of placement as the student’s placement provider the student is under your control and therefore the statutory duty of care and consequent liabilities rest with yourself.

The University expects that you will treat the student in the same way as your employees with regards to their health, safety and welfare, including:

Providing the student with a full and clear induction to the organisation and its working practices, including health and safety arrangements, fire precautions and emergency evacuation arrangements, how to report accidents, incidents and unsafe conditions, etc.;

Providing ongoing supervision for the student in the pursuance of their duties;

Providing appropriate instruction and training in working practices and in particular to control measures identified in risk assessments and associated safety precautions;

Complying with health and safety legislation under the Health and Safety at Work etc Act 1974 and other statutory regulations, including having a written Health and Safety Policy, undertaking risk assessments and having safe systems of work in place for significant hazards;

Provide training on your safeguarding procedures and undertake CRB checks if the placement activities involve working with children or vulnerable adults;

The University assumes that you will have Employer Liability and/or Public Liability insurance in place and that these will apply to a placement student as they would to any other member of your staff. If this is not the case, or if this creates any questions or problems, please let us know at the earliest possible opportunity;

‘Reasonable adjustments’ will be facilitated for disabled placement students;

You will advise the University immediately of any injury or damage involving the student.

During the period of placement with you, we expect our student to prove to be an effective, safe and reliable employee. We ask however that you make contact with your University Placement contact at the earliest opportunity if you have any concerns regarding the suitability of the student to undertake this placement.

We expect the student to:

Abide by all rules regarding health and safety requirements, and other practices and procedures of the placement organisation;

Carry out the work programme specified by the placement provider under the supervision of the specified supervisor(s);

Inform the placement provider of any health concerns or disability that may require reasonable adjustments to be made;

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Consult with the University prior to seeking any changes in the terms and duration of the placement;

Report to the University any incidents in which they are involved and any health and safety concerns that are not addressed by their placement provider;

To notify the employer/University of any change in personal circumstance that may be relevant to the placement e.g. contact details, disability, prescribed medication, criminal conviction, etc.

I confirm I have the necessary arrangements in place and accept the responsibilities as set out above

Signed: Position:

Name in Block Capitals: Date:

Thank you for completing the Letter of Expectation

Please could you return it as soon as possible to:

……………………………………………………………………………………………………………University of Central Lancashire, Preston, PR1 2HE

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2. Student Placements: Confidential Personal Details FormUniversity policy requires this form is to be completed by all students prior to the commencement of a placement and must be returned to your University Placement Organiser as soon as possible.

Placement Provider Start Date: End Date:Company:

Location:

Expected Work Activities:

Surname: First Name:Date of Birth: Your Gender (please circle) Male Female

Term Time Address:

Post Code:

Tel No:Are you currently receiving medical treatment? Yes / No

Do you suffer/or had any form of asthma; diabetes; epilepsy; heart disease; nervous or mental illness; rheumatic fever; stroke; tuberculosis?

Yes / No

Have you ever had any other form of serious illness or operation? Yes / No

Are you visually impaired/blind? Yes / No

Are you hard of hearing/deaf? Yes / No

If the answer to any of the questions is “yes”, please give further details information as to the nature of your circumstances. Please include dates:

Have you had any sickness during the last two years that may affect your or others health and safety whilst on placement?

If yes, please state nature of illness:

Yes / No

Name, address and contact details of your doctor:

Disability - ‘a physical or mental impairment, which has a substantial and long-term adverse effect on a person’s ability to carry out normal day-to-day duties’.

Do you consider yourself to have a disability as defined in the Single Equality Act 2010? Yes / NoIf yes, please state the nature of your disability .........................................................................................................…………………………………………………….…………………………………………………………………….…………………………………………………….…………………………………………………………………………………………………

To protect your health and safety it is imperative that you notify us of any disability or condition that may impact upon health and safety during work placement. If you fail to disclose this it may place you at a disadvantage and impact upon your own health and safety. For further information please contact

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the University’s Disability Advisory Service Email: [email protected]

Criminal ConvictionsTo help the University reduce the risk of harm or injury to others from the criminal behavior of our students, we must know about any relevant criminal convictions that you may have.

Relevant criminal convictions are only those convictions for offences against the person, whether of a violent or sexual nature, and convictions for offences involving unlawfully supplying controlled drugs or substances where the conviction concerns commercial drug dealing or trafficking. Convictions that are spent (as defined by the rehabilitation of Offenders Act 1974) are not considered to be relevant and you should not reveal them unless your placement activities involve teaching, health, social work or working with children or vulnerable adults.

Have you ever been convicted of any relevant criminal offence? Yes / NoPlease give details of next of kin or person who can be contacted in an emergency:

Name: Relationship to you:

Address:

Post Code:

Tel No/s:

Signed: Date:

This form will be used/kept in confidential manner, information will only be used to ensure your health and safety on placement

Thank you for your cooperation

This form will be kept in a Confidential and Safe manner

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3. Risk Profiling and Specific Actions MatrixFactor Rating

ProfileRisk Indicators Examples of Specific Actions Necessary

Work Factors High Work with hazards that have potential to cause permanent injury or fatality, including:

Construction site work, forestry, agricultural, motor vehicle repair;

Metal/wood workshops (operation of machinery with mechanical hazards e.g. high speed rotating parts, crushing, entanglement risks, etc.);

Lab or other work with toxic / hazardous materials.

Community / social work / journalism with known high risk groups/clients e.g. drug abusers, homeless, violent patients.

Work with animal bedding, large or dangerous animals.

Activities requiring specific licenses or qualifications (e.g. diving, flying, etc.).

Letter of Expectation (signed and returned);Seek confirmation from Provider about expectations of students competency in high risk activities, and ensure student meets these;Confirm that training and supervision will be provided by the Provider throughout the placement;Include details in the written communication with the Provider;Pre-placement visit maybe required;

Provision of specific workplace H&S information to students;Specific H&S briefing session.

Placement must not commence if remaining risk is still high

Medium Working in proximity to high risk factors (but not directly with them).

Working in the ‘field’ with equipment that may make them more vulnerable to theft.

Security, manual work, sports, printing, wholesale / warehousing, social work, journalism in the ‘field’, etc.

Letter of Expectation (signed and returned);Seek confirmation from Provider that the student will not be expected to participate in high risk activities, and will be appropriately supervised in medium risk activities;

Specific risk assessment may be required dependent on response;

Provision of generic workplace H&S information to students.Low Office based type activities, administration, education, retail,

design studios, IT or other low hazard environments and activities.

Letter of Expectation (signed and returned)No special measures required, generic placement risk assessmentProvision of generic workplace H&S information to students

Location / Region Factors

High Significant risk of civil disorder, crime or similar danger.

Unavoidable lone / remote working in an area of significant risk.

Medical & rescue services not readily available.

Means of communications likely to be difficult or compromised.

Letter of Expectation (signed and returned);Further research and advice required;Specific risk assessment required;

Pre-placement visit maybe required;Specific H&S briefing session;Placement must not commence if remaining risk is still high

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Medium Higher than normal risk of civil disorder, crime or similar danger.

Delays likely in communicating with tutors / others.

Letter of Expectation (signed and returned);Further research and advice required;Supplement general briefing with information about medium factors;Specific risk assessment may be required;Provision of generic workplace H&S information to students.

Low Placements with no significant local risks. Letter of Expectation (signed and returned)No special measures required, generic placement risk assessmentProvision of generic workplace H&S information to students

Individual Student Factors

High The student has relevant personal factors e.g. pre-existing medical condition, disability, linguistic or cultural, which may increase the risk of accident or illness during placement related activities even following reasonable adjustments.

The student has personal factors which may require specific adjustments or support if living away from home, or makes them susceptible to episodes of illness.

The student’s knowledge, understanding, and skills are low for the type of work involved.

Letter of Expectation (signed and returned);Discuss activities with the student to try eliminate or reduce potential risk where possible;Engage with occupational health provider / Disability Services to develop reasonable adjustments;Confirm these in written communication with the Provider;Pre-placement visit maybe required;

Provision of specific workplace H&S information to students.Placement must not commence if remaining risk is still high

Medium The student has relevant person factors which may require specific adjustments or support during placement, or in social interactions at work.

Letter of Expectation (signed and returned);Engage with occupational health provider / other support professionals to develop reasonable adjustments;

Confirm these in written communication with the Provider;

Letter of Expectation (signed and returned);Provision of generic workplace H&S information to students.

Low The student has no personal factors likely to cause episodes of illness or require specific adjustment whilst on placement.

The student has relevant knowledge, understanding, and skills are low for the type of work involved.

Letter of Expectation (signed and returned);No special measures required, generic placement risk assessment;

Provision of generic workplace H&S information to students.

Insurance Factors

High Locations, activities and/or circumstances are excluded from UCLan’s insurance cover.

Provider’s insurance will not cover the student on placement with them.

Alternative placement required;

Consult University’s insurance section;

Specific risk assessment required.


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Medium Locations, activities and/or circumstances require confirmation of cover from University’s insurers.

Consult University’s insurance section;

Specific risk assessment may be required;

Letter of Expectation (signed and returned).Low Placement Provider has Employers and if required Public

Liability Insurance cover.No special measures required, generic placement risk assessment;

Letter of Expectation (signed and returned);Provision of generic workplace H&S information to students.

Safeguarding Factors

High Significant regular contact/activities with children and/or vulnerable adults.

Sport coaching, social work, volunteering, dance, etc.

Letter of Expectation (signed and returned);Liaison with Provider on requirements for the student to be CRB checked;

Confirm these in the written communication with the Provider and level of safeguarding induction student will receive;

Pre-placement visit maybe required;

Specific H&S briefing session;

Provision of specific workplace H&S information to students.

Placement must not commence if remaining risk is still highMedium Infrequent contact/activities with children and/or vulnerable

adults not in ‘regulated’ or ‘controlled’ settings.Letter of Expectation (signed and returned);Liaison with Provider on requirements for the student to be CRB checked;

Specific risk assessment may be required.

Low No placement activities with children or vulnerable adults. Letter of Expectation (signed and returned);No special measures required, generic placement risk assessment;


General / Environmental Health Factors

High Placements where mandatory / specific health protection measures required (e.g. inoculations, respiratory equipment, etc.).

Very hot or strenuous working conditions (e.g. manual working outdoors in sun).

Very cold working conditions (e.g. cold storage/cook chill or freeze facility).

Letter of Expectation (signed and returned);Liaison with Provider on requirements;

Confirm these in the written communication with the Provider;

Specific risk assessment required;

Specific H&S briefing session;

Provision of specific workplace H&S information to students.


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Medium Some precautionary measures required (e.g. optional inoculations, etc.).

Letter of Expectation (signed and returned);Liaison with Provider on requirements;

Confirm these in the written communication with the Provider;

Specific risk assessment may be required;

Provision of generic workplace H&S information to students.Low No significant environmental health risks. Letter of Expectation (signed and returned);

No special measures required, generic placement risk assessment;


Transportation Factors

High Significant travel to reach placement, local transportation known to be of high risk.

Demanding travel during placement.

Student required to drive others or in unfamiliar vehicles.

Letter of Expectation (signed and returned);Placement student to research travel arrangements;

Discuss implications of high risk factors with students;

Check Providers insurance;

Specific risk assessment required;

Provision of specific workplace H&S information to students;

Placement must not commence if remaining risk is still high.Medium Travel at night.

Long daily commute.

Student required to drive a familiar vehicle in reasonable conditions.

Letter of Expectation (signed and returned);Specific risk assessment may be required;

Provision of generic workplace H&S information to students;

Placement Agreement (signed and returned).Low No significant travel, comfortable daily commute.

No driving associated with placement.

Letter of Expectation (signed and returned);No special measures required, generic placement risk assessment;


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4. Student Placement Risk Profiling Form

Placement Provider Student/s Start Date End DateCompany:

Location:Expected Work Activities:

General Control Measures Yes / No Actions Necessary? Action Completed

Has the student received sufficient briefing? Yes / No

Has the placement provider returned a signed letter of expectation?

Yes / No

Has provider been used before and reviewed?

If yes, do any concerns remain unresolved?

Yes / No

Yes / No

Risk Profiling & Further Actions Required Risk Profile High, Med,

Low

Actions Necessary? Action Completed

Work Factors - Risks associated with student’s expected work activities.Location and/or Region - Crime, civil disorder, remote working, etc.Individual Student Factors - Skills, abilities, pre-existing medical conditions, disability, etc.Insurance limitations - Provider has adequate insurance in place to cover student on placement.Safeguarding - Work with children or vulnerable adults.General / Environmental Health Factors - Very hot or cold working conditions, inoculations required, etcTravel & Transportation - Commuting to/from work & driving for work purposes.

Conclusion Action Necessary?

Action Completed

Is a site visit required before placement is approved?

Yes / No

Are risks acceptable such that the placement can be approved?

Yes / No

Placement Approved By: Job Title:

Signed: Dated:

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Worked Example 1: Student Placement Risk Profiling FormPlacement Provider Student/s Start Date End DateCompany: ACB Solicitors Ltd

Location: Bolton

Joe Bloggs

Mary Smith

23/08/11

28/11/11

25/11/11

20/11/11Expected Work Activities: Office work, administration, filing, report writing, note taking, etc.


Has the student received sufficient briefing? Yes


Yes


If yes do any concerns remain unresolved?

Yes

NoRisk Profiling & Further Actions Required Risk Profile

High/Med/Low


Work Factors Low

Location and/or Region Low

Individual Student Factors Low

Insurance limitations Low

Safeguarding Low

General / Environmental Health Factors Low

Travel & Transportation Low

Conclusion Action Necessary?

Action Completed


No

Are risks acceptable such that the placement can be approved?

Yes

Placement Approved By: Sam Cooke Job Title: Placement Organiser

Signed: Sam Cooke Dated: 19/08/2011

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Worked Example 2: Student Placement Risk Profiling Form

Placement Provider Student/s Start Date End DateCompany: DNF Construction Ltd

Location: Head Office London various sites across London

Marc Smith 23/08/11 25/06/12

Expected Work Activities: Administration, visits to construction sites, assisting in site surveys, report writing, etc.


Has the student received sufficient briefing?

Yes Confirmation sought from tutor / SHE Section


Yes


If yes do any concerns remain unresolved?

No

N/A

Risk Profiling & Further Actions Required

Risk Profile (High, Med. Low)


Work Factors High – possible working at height, in proximity to heavy machinery

Copy of risk assessment required for site visits /

surveying.

Confirmation of induction received

Confirmation PPE will be supplied by provider

Yes all documentation & assurances

received

Location and/or Region Low

Individual Student Factors Medium – student has declared allergies

Student advised to see GP and inform provider of

allergy issues

Complete

Insurance limitations LowSafeguarding LowGeneral / Environmental Health Factors

Low

Travel & Transportation LowConclusion Action

Necessary?Action Completed


Yes Senior Lecturer in construction visiting site 27/07/11

Complete no further issues

raisedAre risks acceptable such that the placement can be approved?

Yes

Placement Approved By: Sam Cooke Job Title: Placement Organiser

Signed: Sam Cooke Dated: 28/08/2011

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5. Onsite Work PlacementHealth & Safety Assessment Checklist

Name of Employer:

Address:

Contact Name:

Health & Safety Issues Y N Comments / Actions1 a. Has the student received suitable induction training

as outlined in the Placement Induction Checklist?b. Has the student been given adequate information and

instruction in the control measures to be applied during work activities?

c. Has training been given in any specialised equipment or machinery the student is expected to use?

d. Has the student received both verbal and written notification of any dangerous equipment/machinery they are prohibited to use?

e. Does the student feel they receive adequate supervision?

f. Are there any health and safety related issues that the student/volunteer feels they have not received adequate information, instruction or training on?

2 a. Do fire escape routes/exits from workplace areas appear clear of obstruction ?

b. Are fire exit routes identified by suitable signs?c. Are fire evacuation procedures posted at suitable

places?d. Does adequate fire fighting equipment appear to be in

place?

3 a. Are working areas and aisles clear of obvious obstructions and slip/trip hazards such as: trailing cables, boxes, waste, insecure carpet/floor tiles etc?

b. Are adequate welfare facilities provided within reasonable proximity to the office?

c. Is drinking water provided/available?d. Is general temperatures/humidity/ventilation in the

workplace satisfactory?

4 a. Does the student have access to a first aider?

5 a. Has the student been given adequate information regarding the risk assessments associated with their work activities?

6 a. Does the student have any particular health and safety concerns regarding their period of placement whilst at work?

b. Does the student/volunteer have any particular health and safety concerns regarding out of work periods?

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7 a. If the student has a disability has reasonable adjustments been facilitated by the provider?

PASS FAIL FURTHER INFORMATION REQUIRED

Assessed by (Block Capitals):………………………………………….… Date:………………………………

Signed:………………………………………. Position:………………………………

School / Service:………………………………………………………………………………

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General Comments:

6.Workplace Health & Safety Information for Students on UK

PlacementGENERAL SAFETY

INTRODUCTION: The prevention of accidents in all places of work is the duty of every person using or entering them. Ensuring the health and safety of others is as important as the avoidance of personal injury. You should make it one of your first tasks on placement to become familiar with any special instructions or procedures issued for dealing with emergencies peculiar to the place in which you are working.GENERAL SAFETY RULES: You should always follow the workplace rules set out by your provider, for instance for eating, drinking and smoking. You must familiarise yourself with: the layout of the building; the location of fire-fighting appliances and how they work (you must be trained!); ways of getting out of the building in an emergency which may be different to the way

you came in; the siting of telephones; first aid arrangements.Remember, it may be too late to find out much if an emergency actually happens. If you have any queries on safety matters consult your Workplace Supervisor.THE ‘HEALTH AND SAFETY AT WORK, etc ACT 1974’ (HASWA): The Act is based upon the concept of a general ‘duty of care’ for most people associated with work activities, and the specific aims are to:- secure the health, safety and welfare of persons at work; protect persons other than persons at work against risks to health or safety arising out

of, or in connection with, the activities of persons at work; control the keeping and use of explosive or highly flammable or otherwise dangerous

substances, and generally prevent the unlawful acquisition, possession and use of such substances;

control the emissions into the atmosphere of noxious or offensive substances.The main provisions of HASAW as applicable to people, are to place various duties upon employers, employees and others. In brief, these are:General duties of employers: Employers are required, as far as reasonably practicable, to: ensure the health, safety and welfare of employees; provide safe plant and systems of work; ensure safe use, handling, storage and transport of articles and substances; provide information, instruction, training and supervision; maintain a safe place of work and safe means of access and egress; provide reasonable adjustment for disabled students.General duties of employers to employees: The effect is to make criminally enforceable the common law duty to take reasonable care for the safety of employees. This includes the requirement, as far as reasonably practicable, to: ensure employees know the risks; ensure employees know the precautions; ensure the precautions are available; ensure employees know the precautions available.General duties of employers to persons other than employees: Employers have a general duty to protect anyone affected by the undertaking, e.g. the general public. Regulations:

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require information to be given to persons affected, e.g. living near the plant; prescribe situations regarding emission of fumes, smoke, etc; place duties on persons in control of premises in relation to harmful emissions into

atmosphere.Duties of employees to take reasonable care for themselves and others; to co-operate with the employer and to use safety appliances; not to interfere with or misuse safety appliances.Furthermore no levy on employees is permitted for the position of statutory protective equipment.Written safety policies (businesses with more than 5 employees): Companies must prepare and revise, when necessary, a written statement of their general policy towards health and safety at work setting out: the organisation - i.e. who is responsible; the arrangements - i.e. what is to be doneACTION TO BE TAKEN IN AN EMERGENCY: Because of the wide variety of work which is carried out and the possible complex layout of the various buildings it is not possible to produce a set of valid and detailed emergency instructions to cover every situation, which may arise. For this reason each employer has its own emergency instructions relating to particular buildings. There should be in every building a notice setting out the procedure to be adopted in case of fire/emergency.This instruction should be studied and committed to memory: There are certain points which apply to all emergency situations: You should commit to memory the standing orders for emergency action. You will have

no time to read them in an emergency; Remember, you are expected to act in the spirit of the instructions. There is no

substitute for common sense; The most important consideration at all times is human safety; Remember, if you become a casualty someone must rescue you, possibly at personal

risk to themselves; You should act quietly and methodically. You should not rush or attempt to pass others

when leaving the scene of an emergency; The senior person present should assume control of the situation, ensuring the safe

evacuation from the premises of all persons present and be prepared to warn the Emergency Services, etc, of known specific hazards.

If you have to telephone for assistance in an emergency, the following information must always be given: Who you are; Where you are: the location and telephone extension from which you are telephoning; The nature of the emergency and what services are required; The exact location where assistance is required. You should ensure that the message

has been correctly received by asking for it to be repeated back to you; It is essential that the location is clearly defined. Local terminology should not be used

because for instance, “the research site” means very little to the Emergency Services.It is important always to give the correct name for the building and the street where it is located, if the postcode is known that should also be provided.FIRE: GENERAL INFORMATIONFire Precautions: applying routine precautions, some of which are set out below, can prevent most fires. When a fire occurs, the principal hazard to people is the smoke which is generated and most deaths at fires are due to asphyxia by smoke. Double doors in corridors

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and doors leading from kitchens are designed to retain the smoke to allow the remaining corridors to be used for evacuating the building. The means of escape have a specified fire resistance so that the fire can be contained in a small section of the building.Means of Escape: Ensure that rooms, passages, corridors and stairways are not obstructed and that fire doors are kept closed. If a room contains an emergency exit, make sure that it is unobstructed so that it is immediately available for use in an emergency.Fire Extinguishers: Do not attempt to use an extinguisher unless you have received appropriate instruction and training and if it is safe to do so.Discretion is essential in deciding the lengths to which first-aid fire fighting is pursued. Portable fire-fighting equipment is not designed to cope with extensive fires and it is important that first-aid fire fighting should cease and the location should be evacuated, as soon as the effects of fire threaten the means of escape, the building structure, or otherwise indicate that it is out of control.

Although further action might reduce material losses no such saving can compare in importance with human safety. Before attempting to fight a fire always ensure the alarm has been raised and you are able to leave the area if the fire escalates out of control.You should ensure you know the correct fire extinguisher to use and have received instruction in its use. For example, in a laboratory situation, use of the wrong choice of extinguisher can turn a minor incident into a major disaster. Several kinds of fire-fighting equipment may be found in the workplace. It is the duty of everyone to know where they are located, and for what types of fire each one is intended. Whenever fire-fighting equipment has been used an immediate report should be made to the supervisor so that the equipment may be recharged or replaced.Use of Fire ExtinguishersCarbon Dioxide: Carbon dioxide extinguishers are the type most generally used for electrical fires or in laboratories, and have several advantages in dealing with small fires. No mess is made and there is little danger of apparatus nearby being knocked over or damaged. They can be used where live electrical circuits are involved. However, they have little cooling effect and until the extinguished material has cooled below the ignition temperature care must be taken to ensure that the fire does not re-ignite. Note: Carbon dioxide extinguishers are very powerful, they can reduce the oxygen content of the atmosphere in a confined space to a dangerously low level and can spread fire if used in the wrong circumstances.Water: Extinguishers discharging water under pressure from a carbon dioxide cartridge are recommended for use on fires involving paper, wood, etc. They must not be used on fires where there are live electrical circuits. They may be used for solvents miscible with water. It should be noted that the strong jet of water can itself cause damage.AFFF (Aqueous Film Forming Foam): This is a multi-purpose extinguisher suitable for most types of fires (materials etc) and it is ideal for dealing with the majority of fires involving flammable liquids. The aqueous film prevents re-ignition of the fire with limited cooling properties. Foam extinguishers may be used on immiscible liquids which are lighter than water, e.g. petrol and most oils. They must not be used where live electrical circuits are involved.

Hose Reels: These are usually sited in corridors or in large rooms, for use where extinguishers discharging water may be inadequate for the risk involved. They are intended to be used on fires involving wood structures, paper, fabrics, etc. The hoses are usually of 22 mm diameter and from 25-40 metres in length. Where a control valve is fitted, it is important to ensure that it is fully open before the hose is run out. Hoses fitted with automatic valves operate when between 1 to 3 metres of hose has been run off the wheel.

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Fire/Smoke-Stop Doors: Fire/smoke-stop doors may be installed throughout buildings so as to prevent smoke and hot toxic gases circulating along routes to safety. These doors must not be wedged or propped open. They must be kept closed at all times after access and egress has been effected.Fire Detection Systems: Fire detectors give an early warning of a fire, particularly if the fire starts in an unoccupied area. There are generally two types of detector used, heat and smoke detectors

Misuse of fire-fighting equipment, e.g. hose-reels, fire extinguishers and fire-alarms, may render it inoperable when required in an emergency and could even result in loss of life. Moreover it is a criminal offence which may result in the imposition of severe penalties by the Courts and disciplinary action by the employer.Fire Instructions: These appear in the Emergency Procedures for the organisation and possibly in the internal telephone directory. They should be displayed on notices in all buildings.GENERAL PERSONAL SAFETY CONSIDERATIONS where possible work as a minimum in pairs; carry a mobile phone and a personal attack alarm whether female or male, all are equally

vulnerable, particularly when alone; always carry enough money for both expected and unexpected expenses, including the

use of taxis but do not carry large sums of money or valuables unless you really need to, ensure wallets, cameras, jewellery and expensive watches etc, are not on display;

consider your dress carefully - is it appropriate for the location, try to fit in without attracting attention, do not wear clothes that might cause offence;

do not stand in places where you will be causing an obstruction; always carry your staff/student ID card and be prepared to identify yourself.

Personal Safety Advice: Traveling Alone on Foot whenever possible avoid walking alone at night; keep to busy, well-lit roads, avoid poorly lit or rarely used underpasses and walk facing

on-coming traffic; do not use a personal stereo - you will be unable to hear anyone approaching from

behind; walk with confidence and purpose - try not to look as if you are not sure of where you are

going.Personal Safety Advice: Other People’s Homes do not enter a house if the appropriate person is not available; wait to be invited in or at least ask to enter, let them lead the way; let them know how much of their time you will need. do not enter if the person is drunk or aggressive; ensure you can get out quickly if necessary; if you feel threatened at any point, make an excuse and leave; try not to react to dirty or “smelly” surroundings.Personal Safety Advice: Pets Remember not all pets are "friendly"; If entering a house with a dog or cat, ask that the animal be put in another room if you

feel uncomfortable; If you are "wary" of a dog, do not enter the house unless the owner is prepared to

remove the animal from the room you are going to be in.Personal Safety Advice: Aggressive Behaviour: It is important, even if someone is trying to provoke you, not to respond in kind. Meeting aggression with aggression leads to confrontation and someone could get hurt. When faced with aggressive people or confrontational situations:

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stay calm; speak gently, slowly and clearly. Do not argue or try to outsmart the person verbally, breathe slowly to control your own tension;

avoid body language which may be misinterpreted, such as looking down on the aggressor; hands on hips/folded arms; raised arms; any physical contact. Keep your distance, do not turn your back on someone who is behaving aggressively;

talk through the problem, suggest going to see a colleague, allow aggression to be diverted against inanimate objects such as banging the table;

try to compromise and offer the aggressor a way out of the situation, do not be enticed into an argument;

sometimes it is not possible to contain and diffuse the threat of violence so be prepared; o While talking, assess possible ways you can escape if the situation worsens;o Try to prevent the aggressor blocking any possible escape routes; o Never turn your back. If you are trying to get away, move gradually

backwards.

Physical self-defence should only be used as a last resort because it limits your options of getting away and will invariably commit you to a fight. Remember also, that if you respond physically you could be legally liable for assault.

ELECTRICAL SAFETY: Two of the worst electrical hazards are careless or unskilled workmanship and faulty or worn out equipment. Neither of these hazards need arise. Electric and electronic supplies and equipment, including batteries and electrolytic capacitors can be responsible for personal injury and even death. They can also cause fires and explosions. Electricity and Fire: All portable electrical appliances should have a current PAT Certificate. This involves a mechanical and visual check that all socket outlets, switches, flexible leads and electrical appliances are in good condition. In case of fire involving electrical equipment, the first action to take must be to switch off the power supply to that equipment. You should extinguish an electrical fire with CARBON DIOXIDE, never with WATER or FOAM.Use of Electric Points and Equipment: Lead length should be adequate for the particular job for which the equipment is currently being used. In no circumstances must you interfere with the wiring or connections of any electric point or appliance. A duly authorised competent person will carry out all necessary adjustments or modifications to wiring.NOISE: Noise can cause damage to hearing, reduce efficiency or merely annoy. Damage to hearing can result from a sudden violent sound producing an effect as dramatic as the rupture of an eardrum. Continuous exposure to lower noise levels can, however, produce deafness. In the latter case the impairment to hearing may pass unrecognised for a long period of time due to the insidiousness of the effect. For advice on noise problems you should consult the organisation's Safety Officer.FIRST AID: It is a legal requirement to report all accidents in the workplace. Medical advice should always be sought, however serious the injury. Initially, simple first aid measures may be applied. ThusMinor cuts: Cuts and grazes are best treated by cleansing under running water and then dried. A dry dressing or plaster should then be applied.Severe bleeding: Bleeding will be stopped by applying direct pressure on a dressing covering the wound and if possible elevating the affected part.Burns and scalds: The affected parts should be immersed under running cold water for about 10 minutes at least then a dry dressing only applied.

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Chemical spillage: All chemicals must be washed off the body with copious amounts of water. Some laboratories have emergency showers and should always be used when available.Needle stick injuries: Allow all puncture injuries to bleed freely then wash under running water using soap or a hand cleanser. The injury should be reported immediately to the provider.Eye injuries: All eye injuries must be irrigated thoroughly then treated at the Medical Centre or local hospital. You should never attempt to remove foreign objects from the eye. Always seek medical assistance.

‘CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH REGULATIONS 2002’ (COSHH) applies specifically to the assessment of virtually all substances hazardous to health, except, asbestos, lead, substances which are hazardous only because they are radioactive, or have explosive or flammable properties, as other regulations apply to these risks. Hazardous substances in the workplace could include adhesives, paints, cleaning agents, fumes from soldering or welding, wood dusts, laboratory chemicals etc. If your placement activity involves you working with hazardous substances, your placement provider MUST have had assessed the risks to health from the substances, decided what precautions to prevent exposure are required, ensured that control measures are used and maintained, monitored exposure, carried out health surveillance checks and ensured that as an ‘employee’ you are properly informed, trained and supervised in there use.

‘PERSONAL PROTECTIVE EQUIPMENT (PPE) REGULATIONS 1992: PPE is defined as ‘all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him against one or more risks to health or safety’. If you are undertaking a work-based activity and you have been provided with PPE you MUST use/wear it. It is an offence to damage or interfere with any PPE you have been provided with. Your provider must provide your PPE free of charge to you.

DISPLAY SCREEN EQUIPMENT REGULATIONS 1992 (DSE): These regulations require employers to minimise the risks in DSE work by ensuring that workplaces and jobs are well designed. They apply where staff habitually use VDUs as a significant part of their normal work. Other people, who use VDUs only occasionally, are not covered by these Regulations, but their employers still have general duties to protect them under other health and safety legislation. Employers must, analyse workstations, and assess and reduce risks the whole workstation including equipment, furniture, and the work environment; the job being done; and any special needs of individual staff (whose views may be sought as part of the assessment). Where risks are identified, the employer must take steps to reduce them.

Screen/display should: have a clear image, without flicker or glare; have a controllable contrast; be adjustable for of tilt and swivel.

Keyboard should: be detachable and moveable, light but stable; have separate number keys; have a non-reflective finish.

Desk should be: of sufficient size for the task, providing space for equipment, documents and the user; stable and have a non-reflective finish, with no sharp edges.

Chairs should be: stable, with five star base configuration on castors and swivel to give access to work

surface/storage;

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easily adjustable from a sitting position for height, have an adjustable backrest for height and tilt;

you should undertake regular changes of activity, which do not involve use of DSE equipment? (i.e. at least 5-10 mins break from keyboard/screen work every 50-60 mins).

ACCIDENT REPORTING: The reporting of accidents and ill health at work is a legal requirement under the ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995’ (RIDDOR), whether they are an employer, self-employed or person in control of work premises they will have duties under RIDDOR which will require them to report some work-related accidents, diseases and dangerous occurrences - it applies to all work activities.

If you have an accident or a ‘near-miss’ incident whilst on placement you MUST notify your placement provider and ensure that they notify your University Placement Organiser. It should be noted that even an injury, which appears at first sight to be trivial, should be reported, since some 'trivial' injuries occasionally develop into more serious situations.

RISK ASSESSMENT: Assessment of health and safety risks is a legal requirement. You cannot manage risk (and therefore protect yourself & others) without first having assessed it.

Your provider should therefore risk assess all significant risks before the work activity commences, giving sufficient time to allow necessary control measures to be put in place and ensuring that persons are informed of the significant risks and the necessary control measures to reduce risk. Some activities may require a dynamic risk assessment approach with the activity being continually assessed as the activity progresses.

A risk assessment must include:

Description/details of the activity; Identification of any hazards associated with the activity and risks they present; Assessment of who might be harmed and how (assessment of individuals may be

required); Identification of existing controls/precautions; Identification of any further controls/precautions to reduce risk further; Assessment of remaining level of risk (e.g. low / medium / high); Record risk assessment (if significant hazards); Reviewing assessment as required (e.g. if significant changes occur to activity or

control measures).

To ensure your own safety, as far as reasonably practicable, you should employ these two age-old maxims

“If it looks dangerous, it probably is” and "If in doubt, ask"

Further InformationUniversity Safety, Health & Environment Section - Tel: 01772 892067 http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php

Health & Safety Executive: http://www.hse.gov.uk/SafeStartup.org: Health, safety and environmental guidance for starting up a small businesses - http://www.safestartup.org/

SHE SectionOCT 2011

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http://www.safestartup.org/

http://www.hse.gov.uk/

http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php

7. Student Placement Induction Checklist(For Completion by Students)

Placement Provider Student/s Name Start Date End DateCompany:

Location:Work Activities:

Who is your nominated contact for Health & Safety issues?

Telephone/Text: Email:

As a minimum, the topics listed below should be included within your induction into the placement organisation preferably on your first day. Please check off the subjects as they are covered and inform your University contact / placement Organiser if any subject are not been covered within your first week.

Health & Safety Issues No Yes DateIntroduction to key staff members and their roles explained Location of welfare facilities (e.g. toilets, kitchen, rest room, showers, etc.) Emergency procedures Copy of safety policy received or location known Location of first aid facilities and contact for first aiders Fire procedures and location of fire-fighting equipment Accident/incident reporting and location of accident book Use/control measures for hazardous substances in the workplace (e.g. COSHH) – if applicable

Display Screen Equipment Regulations and associated procedures – if applicable

Manual handling procedures – if applicable Protective clothing/equipment arrangements – if applicable Instruction on equipment you will be using (list equipment) Specific training for tasks to be undertaken Specific information relating to risk assessments covering tasks to be undertaken

Location of health and safety information and advice Specific disability related induction issues Other issues covered/to be covered please state:

Signed: ..................................................................... Date: .............................

Print Name:………………………………………..

Please could you return it as soon as possible to:……………………………………………………………………………………………………………

University of Central Lancashire, Preston, PR1 2HE

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health & safety pre-placement checklist · web viewusing the student placement risk profiling...

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