This document and its appendices supersede previous Cumbria Schools’ Safety Advice Notes SAN(G)18a and 18b. It supports the overall County Council Safety Procedure No 32: Managing Contractors and contains updated appendices (September 2016)

Contents

Introduction, purpose and scope.................................................................................................1Early Planning Checks................................................................................................................2Procurement of contractors.........................................................................................................2Specifications..............................................................................................................................3Contractor accreditations............................................................................................................3Insurance.................................................................................................................................... 4Individual worker competence card schemes.............................................................................4Nominated persons.....................................................................................................................4Provision of information to contractors and the contractor health and safety code of practice. . .4Protecting the Public...................................................................................................................5Hazards causing risk to the public..............................................................................................6Documented procedures.............................................................................................................6Receiving contractors onto the site.............................................................................................6Information for Council employees..............................................................................................7Permits to Work...........................................................................................................................7Ongoing monitoring of contractors..............................................................................................7Construction Design and Management Regulations...................................................................7References and useful links........................................................................................................8Appendix 1 - Checklist for Construction Refurbishment Projects in School................................1Appendix 2 - Safety information and requirements for contractors visiting the school site.........1

Introduction, purpose and scope

Schools use the services of a wide range of contractors to provide goods, services and works.There are clear duties under health and safety legislation for employers to ensure that activities are undertaken in a safe manner, and this extends to managing risks associated with activities undertaken by contractors. Contractors have similar duties themselves under health and safety law. There are opportunities to start to manage the potential health and safety risks from contracted activities at the procurement stage, as well as throughout the duration of any contract.

Changes in the way that schools are run and managed have resulted in an increased number of contractors being used by individual schools. Many functions, which may in the past have been centrally-managed and organised, are now being dealt with on an individual basis by Headteachers and managers. Examples range from small-scale repair work, door fitting, glazing, photocopier repairs etc. to construction projects and redecoration. Key functions such CHSU/JS 1 SAN(G) 18 Contractors in Schools – Revised September 2016

Safety Advice Note – SAN(G) 18

CONTRACTORS IN SCHOOLS

as school catering, cleaning, and swimming pool maintenance or grounds management may now be contracted out.

Effective collaboration between you and your contractor is essential. The nature of the school environment and the vulnerability of pupils emphasises the need to ensure proper organisation and control.

In undertaking works it may be necessary to ensure that:

The Local Authority is properly informed of proposed work activities and relevant approvals are sought and received for such works, prior to commencement;

Advice is sought from appropriate bodies/persons prior to drawing up proposals; Where appropriate, approval for structural alterations is sought from the relevant local

authorities (e.g. Building Regulations, planning permission etc.);If in doubt always seek advice on whether approval is required.

Proposed works are compliant with the Council’s Financial Standing Orders; All persons who authorise, plan, design or execute work are competent to do so and

that adequate steps are taken to assess that competence; All applicable policies and procedures are adhered to (e.g. asbestos procedures); Work is undertaken in such a manner as to ensure the safety of all who may be affected

by the work through the compliance with appropriate health and safety legislation.

Early planning checklist

The Local Authority has developed a Checklist for Construction Refurbishment Projects in School. This is included as Appendix 1 but can also be downloaded separately from the Schools’ Portal. It is designed to guide School Leaders through the important factors to consider at the inception stages of a project.

Procurement of contractors

In deciding the approach to take when considering procuring goods, works or services, it is first necessary to decide whether the contract should be considered low or high risk (in terms of health and safety). The monetary value is not relevant to this consideration as a low financial value could still present a significant health and safety risk.

Examples of low risk contracts would be those that involve the procurement of goods only or provision of services such as most types of training. Construction activities are always considered high risk.

The Corporate Health and Safety Team can provide further guidance on whether a contract should be considered low or high risk, and advise and support schools with the safety aspects of the procurement process for contractors.

For low risk contracts, no specific further action is required at the procurement stage although potential suppliers may be asked to sign a declaration of their commitment to health and safety. This commitment forms part of Cumbria County Council’s health and safety questionnaires when used as part of your contractor selection process.

In the case of higher risk contracts, the construction health and safety questionnaire, which may form part of a larger questionnaire, will be used as part of the selection process. Both questionnaires for construction and for non-construction contracts, along with guidance on the

CHSU/JS 2 SAN(G) 18 Contractors in Schools – Revised September 2016

questionnaire procedure, are published on the schools’ portal. (See References and useful links)

Specifications

Work to be undertaken needs to be accurately specified, outlining any specific requirements or problems that may arise out of the work undertaken, such as:

timing of work – to take account of start, finish, break and lunch times, class changeover etc.;

restricted areas; access needs, e.g. onto site, to access heights for plant and equipment; hygiene and welfare rules (particularly around kitchen/school meal areas); specific hazards, e.g. asbestos, fragile roofs, live electrical hazards; protection of the staff, pupils and public from work activities; vehicle movements and delivery of materials; storage of tools and materials on site, and the security of the site; any Permit to Work procedures; accident reporting/first aid and fire safety procedures; any considerations specific to the premises (e.g. presence of special needs pupils).

Under the Construction Design and Management Regulations 2015 all projects require a construction phase plan.

A construction phase plan is a document that must record the:

health and safety arrangements for the construction phase; site rules; and where relevant, specific measures concerning work that falls within one

or more of the categories listed in Schedule 3. The plan must record the arrangements for managing the significant health and safety risks associated with the construction phase of a project. It is the basis for communicating these arrangements to all those involved in the construction phase so it should be easy to understand and be as simple as possible. In considering what information is included, the emphasis is that it:

is relevant to the project; has sufficient detail to clearly set out the arrangements, site rules and special measures

needed to manage the construction phase; but is still proportionate to the scale and complexity of the project and the risks involved.

Contractor accreditations

Contractors should be encouraged to seek approval/assessments of their health and safety management systems by gaining UKAS accredited certification to OHSAS 18001 and/or pre-qualification by a member scheme of the Safety Schemes in Procurement Forum (SSIP). This should be taken into account in the contractor selection process and should facilitate easier passage for contractors through the selection process.

OHSAS 18001 is the International standard for health and safety management systems. The SSIP Forum http://www.ssip.org.uk acts as an umbrella organisation to facilitate mutual

CHSU/JS 3 SAN(G) 18 Contractors in Schools – Revised September 2016

recognition between health and safety pre-qualification schemes wherever it is practicable to do so. Members include CHAS, Acclaim, Exor, and SAFEcontractor.

Contractors should hold other memberships of professional and/or technical bodies relevant to the activities they undertake.

Insurance

It is important to ensure that contractors are properly insured and will indemnify the school and/or Council for any claim.

Individual worker competence card schemes

There are numerous card schemes in operation that accredit the competence of individuals. For example, individuals working on construction activities are often required to hold a CSCS or affiliated card.

Nominated persons

The school should appoint one of its staff as a ‘nominated person’ before work starts, who will be the principal contact with the contractor on a day-to-day basis. The nominated person will also have responsibility for the overall surveillance of the work of contractors as it proceeds.Headteachers should also consult and seek the involvement of safety representatives where ever possible.

Overall performance should be reviewed regularly and joint arrangements should be made for the reporting of accidents, incidents and ‘near-misses’. Effective lines of communication between the school and those responsible for the contracted work should be clearly established and maintained.

It is not presumed, however, that the school’s ‘nominated person’ will be aware of all the legislation and safe working practices surrounding building or maintenance work relating to school sites. It is generally the case that a view is formed as a result of a common sense approach, i.e. if it looks unsafe then it probably is. Where concerns arise they should immediately draw this to the attention of the Headteacher so that the appropriate action can be taken. Action in the event of unsafe practices being observed could take the form of direct liaison with the individual contractors on site, temporarily halting the work, removing any individuals (pupils, staff or visitors) from the immediate danger areas or seeking advice and guidance from the Local Authority.

Provision of information to contractors and the contractor health and safety code of practice

Pre-contract meetings of all parties to discuss and agree on issues where the work undertaken impinges upon the normal operation of the premises should be held. All relevant information should be provided to contractors to facilitate compliance with health and safety legislation. Such information includes information specific to the contract as well as general health and safety information. The Council has produced a health and safety code of practice which all contractors working at Community, Voluntary Controlled, Nurseries, PRU’s and special schools are required to comply with.

CHSU/JS 4 SAN(G) 18 Contractors in Schools – Revised September 2016

Other types of schools are encouraged to adopt the code for their own use. The most up-to-date version of the code is published on the schools’ portal (see References and useful links) Written basic information should be provided to contractors if they are to be left without direct supervision of staff. The information should always include fire evacuation procedures and accident recording/first aid procedures. Where there are specific hazards that the contractor will be exposed to (e.g. asbestos when working on the fabric of a building) additional written information must be provided. A template for school site safety rules is provided at Appendix 2. If practicable, contractors should be directly supervised/ accompanied.

Protecting the Public

Any works must be planned and conducted so as not to put any members of the public at risk. This is why most construction or refurbishment works are programmed to take place during school holiday periods. The safety plan and any risk assessments must consider key issues such as how you will manage site access, any hazards that could cause a potential risks and who might be affected. This includes vulnerable groups of people such as the elderly, children and people with certain disabilities.

It is important that you communicate effectively with local residents, parents and pupils well in advance of the start of a project and maintain that communication while any building or refurbishment works continue.

Communication before works begin Communication once work has started

Contact parents/ neighbours to explain the nature of the intended works

At the start, provide or display contact information of the site manager so residents/ parents may contact them with queries

Provide a timetable to show what works will be happening, and when. Ensure any drawings, diagrams and schedules you provide are easily understood, clearly annotated and appropriately scaled

Display out of hours contact information in case of an emergency

Explain what impact the work might have, and what steps you will be taking to minimise this. Listen to any raised concerns

Give 7 days’ notice, where possible, of any noisy or disturbing activities which are likely to take place for more than one day.

For major projects, consider a public relations plan and perhaps a regular newsletter.

A complaints log should be maintained, with information on how any problem was rectified

Some children are drawn to construction sites as exciting places to play. You must do everything you can to keep them out of the site and away from danger.The following specific steps are particularly relevant to child safety and risk assessments and day to day procedures should ensure that:

Sites are secured adequately when work has finished for the day.CHSU/JS 5 SAN(G) 18 Contractors in Schools – Revised September 2016

Any excavations or pits are effectively barriered off or covered. Vehicles and plant are isolated and immobilised (if possible lock them in a compound.) Any materials (such as pipes, manhole rings, and cement bags) are stored so that they

cannot topple or roll over. Any access ladders are removed from excavations and scaffolds. All hazardous substances are locked away.

Hazards causing risk to the public

Many hazards have the potential to injure members of the public and visitors. Consider if they exist on your project and how you will manage them.

Falling objects - You must make sure objects cannot fall outside the site boundary. On scaffolds you can achieve this using toe-boards, brick guards and netting. You may also need fans and/or covered walkways.

Delivery and other site vehicles - Make sure pedestrians cannot be struck by vehicles entering or leaving the site. Obstructing the pavement during deliveries may force pedestrians into the road, where they can be struck by other vehicles.

Scaffolding and other access equipment - Prevent people outside the boundary being struck while they are erecting, dismantling and using scaffolding and other access equipment.

Storing and stacking materials - You can reduce the risks associated with the storage of materials by storing materials within the site perimeter, preferably in secure compounds or away from the perimeter fencing.

Openings and excavations - People can be injured if they fall into excavations, manholes, stairwells or from open floor edges.  You’ll need to put up barriers or covers.

Other hazards include -o slips, trips and falls within pedestrian areas;o plant, machinery and equipment;o hazardous substances;o electricity and other energy sources;o dust, noise and vibration; ando road works.

Documented procedures

Prior to undertaking any work, contractors must be able to demonstrate that they have assessed the risks arising from that work and have adequate safe working procedures in place to control the risk. For high risk activities contractors must be asked to produce evidence of documentation including safe systems of work, method statements, or equivalent and risk assessments prior to work commencing.

Receiving contractors onto the site

All contractors’ staff attending a site must follow a signing in procedure which will usually be through the school reception unless the site is “handed over” to the contractor.

Formal site induction may be appropriate at some sites and will always be required at construction sites.

CHSU/JS 6 SAN(G) 18 Contractors in Schools – Revised September 2016

All contractors’ staff should wear suitable visible identification at all times whilst on site. If a visitor badge system is in operation the contractor must be instructed to wear a visitor badge.

Contractors must be made aware of any site safety rules including fire evacuation procedures and accident recording/first aid procedures. Where a contractor is to undertake work on the building structure, it is essential that all relevant safety information is available before commencing work. Of particular importance is the need to be informed of information related to asbestos on site (see asbestos section of Contractor Code and Cumbria Schools’ SAN(G) 7 - Management of Asbestos in School Buildings.

Information for Council employees Where contractors’ activities have the potential to affect the safety of staff, pupils or visitors, it is essential that all relevant staff are informed of the contractor’s activities and any special measures required to reduce risks to all relevant parties (e.g. prohibition of access to parts of the site, alternative access, etc). This information can be provided in various ways to suit the circumstances, including email communication, signage, etc.

Permits to Work

For some high risk tasks Permits to Work (PTW) are used as one of the required controls.

This applies to:

• Hot works • Confined spaces work • Excavations • Other high risk tasks wherever deemed appropriate

Where work is undertaken by a contractor engaged directly, the permit will be issued by a representative from Cumbria County Council.

In the case of construction work where a Principal Contractor is appointed, the Principal Contractor will issue the PTW.

Ongoing monitoring of contractors

Arrangements must be made to monitor health and safety throughout a contract. The arrangements will vary according to the type of contract, its duration and potential for harm to occur. Regular and minuted contract monitoring meetings should be held for ongoing contracts with health and safety as a standing agenda item.

Construction Design and Management Regulations

The Construction Design and Management Regulations (CDM) apply to all construction projects where people are at work.  Construction has a very broad-ranging definition including building, demolition, renovation, redecoration, roof work, rewiring, building, excavation and high pressure cleaning.

Wherever the school organises construction work it becomes a “Client” under CDM.

CHSU/JS 7 SAN(G) 18 Contractors in Schools – Revised September 2016

Wherever more than one contractor (including sub-contractors) is involved in the construction work or where a notifiable project is undertaken (more than 30 days duration and 20 or more people working at any one time, or more than 500 person days of construction work) the school should inform the Council Health and Safety Team’s Construction HS Adviser so that expert assistance is available. Early notification will be ensure adequate preparation.

The Construction HS Adviser will support all other construction work on request.

Wherever more than one contractor (including sub-contractors) is involved in the construction work, it is a requirement to appoint a Principal Designer for the design stage and a Principal Contractor for the construction phase of the project.

In the case of notifiable projects (more than 30 days duration and 20 or more people working at any one time, or more than 500 person days of construction work) the HSE must be notified using the online F10 notification system.

For all construction work contractors should be required to meet with the Headteacher, members of the governing body and representatives from Cumbria County Council, as appropriate.

Prior to any construction work being carried out the Headteacher should:

Be satisfied of the competence and resources of all Designers, Principal Designers, Contractors, and Principal Contractors (as defined under CDM);

Ensure there are suitable management arrangements for the project; Allow sufficient time and resources for all stages; Provide pre-construction information (essential safety information about the site and

work) to designers and contractors (through the Construction HS Advisor where appropriate);

Ensure there are suitable welfare facilities and the Principal Contractor or Contractor has a Construction Phase Plan in place.

The health and safety file is a record of information for the client/user. It tells those who might be responsible in the future about risks which have to be managed during maintenance, repair or renovation. Relevant information in the health and safety file should be made available to those planning and undertaking new construction work. The Principal Designer will be responsible for updating the file as necessary.

References and useful links

Supporting documents to this procedure are available via the schools’ portal:Reference Library (All Documents) – Health and Safety – Contractors and ConstructionThey include

A short guide for clients on CDM 2015 Managing health and safety in construction - HSE Guidance Using Contractors - A Brief Guide Standalone version of Appendix 1 - Checklist for Construction Refurbishment

Projects Standalone version of Appendix 2 – Contractors’ Safety Information Sheet Health and Safety Questionnaires for Procurement (Construction and Non-

construction)

CHSU/JS 8 SAN(G) 18 Contractors in Schools – Revised September 2016

Cumbria County Council Safety Procedure No. 18 – Managing Health and Safety in Construction WorkCumbria County Council Safety Procedure No. 32 - Managing ContractorsSchool’s own Health and Safety Policy, Section 2 – Control of Contractors on School SitesCumbria Schools’ SAN(G) 7 - Control Of Asbestos in School Buildings Reference Library (All Documents) – Health and Safety – Safety Advice NotesHealth and Safety Procurement Questionnaires

Useful websites:

HSE – Construction (Design and Management Regulations 2015 http://www.hse.gov.uk/construction/cdm/2015/index.htm

INDG368 HSE Guidance, Using Contractors.. http://www.hse.gov.uk/pubns/indg368.pdf

CHSU/JS 9 SAN(G) 18 Contractors in Schools – Revised September 2016

Appendix 1 - Checklist for Construction Refurbishment Projects in School

Are you Planning Works in School?

Checklist for Construction/ Refurbishment Projects

This checklist has been designed as an aide memoire for Head Teachers and/or those delegated to co-ordinate school building projects. The following information provides guidance on the Construction (Design and Management) Regulations 2015 (CDM 2015). The Regulations apply to construction (Refurbishment) projects and everyone associated with them: clients, Principal Designers, professionals, contractors and site workers. Schools must make suitable arrangements for managing their project, enabling those carrying it out to manage health and safety risks in a proportionate way to meet statutory requirements. For all construction projects the School’s legal duties are to:

check the competence and resources of all appointees making sure they have the skills, knowledge, experience and organisational capability.; (including the Principal Designer (usually the architect or surveyor appointed by the school) and Principal Contractor (usually the main contractor appointed by the school) on projects involving more than one contractor)

ensure there are suitable management and coordination arrangements for the project; allow sufficient time and resources for all stages; provide pre-construction information to designers and contractors.

This checklist should be completed at the very early planning stages of a project to allow you enough time to help plan, organise and control the work. It is always best to get expert advice as early as possible. The HSE are very clear that whatever your role in construction, the requirements of safety regulations help you to;

sensibly plan the work so the risks involved are managed from start to finish have the right people for the right job at the right time cooperate and coordinate your work with others have the right information about the risks and how they are being managed communicate this information effectively to those who need to know consult and engage with workers about the risks and how they are being managed

Working through the checklist will help you address some of the main considerations before the construction phase plan for the project is developed.

Project Title (e.g. Classroom 2 refurbishment)

Proposed Timings - Start – End dates

Signed (Headteacher/Principal/Premises Manager)

Name/qualifications of Principal Designer/ Safety consultant(s)

Name/qualifications of Principal Contractor

Checklist for Construction Refurbishment Projects in School 1

Issue Yes No N/A ObservationsLandlords Consent

Do you need permission before commencing work?

If the Local Authority has ownership of the land and/or buildings you must ensure that consent is granted in writing before any work commences.

You should contact Cumbria County Council Capital Programmes and Property Team at Property@cumbria.gov.uk (Contact should be made at the inception stage of the project)

School Capacity

Will the capacity of the school be altered by the addition, removal or conversion of teaching space?

If yes, please discuss with the Capital Programmes and Property/ Children’s Services General Advisor before work commences.

On completion of the project you will need to inform them of the details/required amendments that will affect your Net Capacity data.

Please note: in most cases any works undertaken could affect your overall capacity figure and, in turn, PAN (Planned Admission Number).

Planning Approval

Is planning approval required?

If yes - For Local Authority Schools this will be obtained via the Cumbria County Council Planning Team in consultation with Property.

For other types of schools – this will be through District Council Planning.You will need to allow eight to 12 weeks for the planning process before work commences.

Building Regulations Approval

Is Building Control Approval required (usually via District or Borough Council)?

This can be checked by consulting with your Local Building Control Officer at the District/Borough Council (If ‘yes’ this must be obtained before work commences).

Risk AssessmentAre the school required to carry out a risk assessment?

The answer to this is always YES. Although main contractors and sub-contractors will be responsible for establishing their own risk assessments for their own work activities. Schools should ensure that they conduct their own work site safety risk assessment BEFORE any work is allowed to commence. A model is provided by the Health and Safety Team for schools to tailor. This risk assessment should be kept under review throughout the period of works at regular intervals.You should also ensure that any other

Checklist for Construction Refurbishment Projects in School 2

Issue Yes No N/A Observationsrelevant risk assessments are reviewed and agreed if works affects these areas – For instance interim fire safety arrangements may be required which affect the current Fire Risk Assessment.

Construction Phase Plan (CDM 2015)

http://www.hse.gov.uk/pubns/cis80.pdf

Under the Construction (Design and Management) Regulations 2015 (CDM 2015) a construction phase plan is required for every construction project. This should be undertaken by the Principal Contractor or contractor. This does not need to be complicated but more substantial work will need a much more complex plan (see below). A plan should contain

a general description of the work and key dates within the project; details of responsible parties, i.e. Client, Principal Designers, Contractors etc.

arrangements for ensuring the health and safety of all who may be affected by the construction work and controlling site risks;

arrangements for the management of health and safety of the construction work, and monitoring of compliance with health and safety law;

information regarding the Health and Safety File format and arrangements for the collection, gathering and storage of information. This is a record of information for the Client/end user, which tells those who might be responsible for the structure in future of the risks that have to be managed during maintenance, cleaning, repair or renovation. The Health and Safety File is prepared as the project progresses and it is given to the Client (Head Teacher or representative) when the project is complete. The Client has to make it available to those who will work on any future design, building, maintenance, or demolition of the structure. It should include drawings showing updated floor plans changes to the asbestos register, and all relevant certificates (i.e. electrical testing) and particularly asbestos clearance certificates All of this information should also be returned to Property@cumbria.gov.uk

Checklist for Construction Refurbishment Projects in School 3

Issue Yes No N/A ObservationsConstruction (Design & Management) Regulations 2015 (CDM)

Does the HSE need to be notified?

(a) Do you understand your “Client” duties under CDM 2015?

(b) Has a Principal Designer been appointed?

If the job will last longer than 500 person days or 30 working days (with more than 20 people working at the same time) The client will need to notify the HSE using an F10. https://www.hse.gov.uk/forms/notification/f10.htm

Jobs of this nature are likely to be too complex for a simple construction phase plan.

If No- You must seek further advice from the Health and Safety team or Project Manager

A Principal Designer is a designer who is an organisation or individual (on smaller projects) appointed by the client to support them in the planning, management, monitoring and co-ordination of health and safety in the pre-construction phase of any project involving more than one contractor.

Asbestos Materials

(a) Has an appropriate asbestos refurbishment/ demolition survey been carried out?

(b) If no to (a) above please seek advice about whether one will be required – this is a legal obligation.

(c) If ‘yes’ to (a) above, have any asbestos materials been identified which will be at greater risk of damage or that might be disturbed or require removal as part of your project?

Asbestos Materials (continued)

(d) If ‘yes’ to (a) above, all works involving asbestos materials must be carried out in

Any queries regarding asbestos should in the first instance be referred to the Local Authority Project Manager and Health and Safety Team 01228 221616 healthandsafety@cumbria.gov.uk

Checklist for Construction Refurbishment Projects in School 4

Issue Yes No N/A Observationsaccordance with CCC’s current policy and procedures for asbestos and current legislation.

Electrical Installation

Will the existing electrical installation need alteration?

If yes, all work must comply with the current IEE Regulations BS 7671 and must be carried out by a NICEIC registered contractor.

Guidance should be undertaken to ensure that any increased modifications to the electrical requirement can be sustained or suitable modifications undertaken.

For CCC properties please also ensure consultation takes place with your Property Surveyor

Gas Installation

Will the existing gas installation need alteration?

If yes, all work must comply with the Gas Safety Regulations and IGEM Guidance Notes on Gas Installations for Education Establishments.

All work must be carried out by GAS SAFE registered contractors.

Guidance should be undertaken to ensure that any increased modifications to the gas requirement can be sustained or suitable modifications undertaken.

For CCC Properties please also ensure consultation takes place with your Property Surveyor

Fire Precautions

Will any fire precaution measures/ means of escape be affected?

If yes, you must ensure consultation takes place with your Fire Safety Advisor in the Health and Safety Team

Public ProtectionSegregation of works/ hazards and traffic.

How will your ensure safety of the public throughout the duration of the works?

For this you will need to Identify the main dangers on site and how you will control them, (risk assessment)

Public Protection

Work sites in schools need to be secure at all times to prevent unauthorised access and risk assessment may deem that certain activities should NOT take place during times where the school is occupied.

While the numbers of children being killed or injured on construction sites has reduced, there is no room for complacency. Each year, two or three children die after gaining access to building sites, and many more are injured.

The work will most likely be taking place during school holidays but this does not

Checklist for Construction Refurbishment Projects in School 5

Issue Yes No N/A ObservationsSegregation of works/ hazards and traffic. (continued)

mean that no one will have access to school grounds or buildings. Controls must be in place at all times.

Other members of the public are seriously injured by:

Materials or tools falling outside the site boundary.

Falling into trenches; or Being struck by moving plant and

vehicles.

The following specific steps are particularly relevant to child safety:

Secure sites adequately when finishing work for the day.

Barrier off or cover over excavations and pits.

Isolate and immobilise vehicles and plant and if possible lock them in a compound.

Store building materials (such as pipes, manhole rings, and cement bags) so that they cannot topple or roll over.

Remove access ladders from excavations and scaffolds.

Lock away hazardous substances.

Overhead Work/ Falling Objects/ Scaffolding and other access equipment

Could works be taking place overhead?

Scaffolding should only be erected and dismantled when schools are not occupied and people outside the site boundary must also be protected if erecting, dismantling and using scaffolding and other access equipment

Work must be controlled to make sure objects and people cannot fall.

On scaffolds this can be achieved using fall arrest measures, toe-boards, brick guards and netting. Debris fans and/or covered walkways.

Any overhead work must also consider working well away from overhead powerlines when handling long items like scaffold poles or using cranes jibs or elevated work platforms.

Delivery and other site vehicles.

Will moving vehicles pose

Safe routes and barriers must be in place to ensure that pedestrians cannot be struck by vehicles at any time. Obstructing the pavement during

Checklist for Construction Refurbishment Projects in School 6

Issue Yes No N/A Observationsa hazard? deliveries may force pedestrians into the

road, where they can be struck by other vehicles.

Storing and stacking materials

Have you considered safe storage?

This will mostly fall to Contractors to ensure safety measures. They can reduce the risks by storing materials securely in compounds within the site perimeter and away from the perimeter fencing.

Openings and excavationsWill there be open holes or excavations?

People can be injured if they strike underground services, fall into excavations, manholes, stairwells or from open edges.  Suitable barriers or covers must be in place and Contractors will need to undertake underground services location and employ safe digging practices.

Vulnerable groups

Are vulnerable persons likely to be present?

The elderly, children and people with certain disabilities may need special attention. Work in premises such as schools needs careful thought and planning.

Glazing Materials

Will the installation of glazing material be included?

If yes, Principal Designers should ensure all work must comply with current safety regulations

School Transport

Is the work going to affect, temporarily or permanently, any school transport contracts by, for example:

Altered drop off or pick-up points?

Restricted parking? Relocation to

temporary accommodation for some or all pupils?

If yes, you must discuss the issues with the Cumbria county Council Transport Team before developing the project further.

School Meals/Catering

Is the work going to affect, temporarily or permanently, the provision of the food service, disrupt the water/gas/electrical Services or the delivery of food or vehicular access to the kitchen/servery?

If yes - you must discuss the issues with your Catering Provider

Checklist for Construction Refurbishment Projects in School 7

Appendix 2 - Safety information and requirements for contractors visiting the school site

NAME OF SCHOOL

Under the Health and Safety at Work Act 1974, this school has a duty to ensure the health, safety and welfare of any employee, contractor or member of the public who visits this site. This school also expects that any contractor who is carrying out any work on this site will understand and follow these necessary precautions and procedures to help ensure their own health and safety and that of others coming into contact with the work which they are undertaking.

1. Code of Practice - We have a Contractor Health and Safety Code of Practice and you are required to abide by its content as well as the rules below. Ensure you have been issued with a copy of the Code.

2. Pre-contract/site meetings - Where required, a pre-contract site meeting will be held to specifically discuss health and safety on-site arrangements. In any event, the meeting to discuss the detail of the work required will also include details on any health and safety-related requirements both from the school and the contractor’s perspective. Risk assessments and subsequent control measures relating to the activities of the school which may affect the health and safety of the contractors or his/her sub-contractors will be made available to the contractor at the pre-contract meeting.

3. On-site contact - An individual from the school will be named as the contact to which all queries regarding the work involved should be made.

4. Signing in/out - All contractors and sub-contractors must report to reception prior to work beginning on site each day and sign in. Only authorised entrances must be used to enter and leave the site. These will be determined at any pre-contract meeting. Details, which include the number of personnel about to enter the site and the hours to be worked, will be recorded. Absence from site during the normal working day must also be registered with reception, to allow an accurate roll call to be taken in the event of an emergency.

5. Asbestos register - Prior to any intrusive work commencing the contractor must be provided with a copy of the Asbestos register.

6. Breaks and lunchtimes - Some types of work should cease when pupils are moving between classes or during break/lunch times. Any work-prohibited time periods will be discussed with the contractor prior to work commencing. Break/lunch times are as follows: PLEASE SPECIFY YOUR BREAK/ LUNCHTIMES

7. Vehicles – Contractors must take precautions to eliminate or reduce, so far as is reasonably practicable, the dangers to staff and pupils arising from the movement of all contractors and/or sub-contractor’s vehicles about the site including entrances and exits. There are a limited number of car parking areas on the site. The employees of contractors are requested not to use these areas. If vehicles are parked, responsibility is not accepted for the security of vehicles. There is a speed limit of 5mph on the school site. Contractor vehicles will only be allowed on site at the following times: PLEASE SPECIFY TIMES

Appendix 2 - Safety information and requirements for contractors visiting the school site 1

Where possible, measures should include, where practicable, separate access to the work site for contactor’s personnel, plant and equipment for the whole duration of the work and a traffic system that eliminates or reduces reversing. Details should be agreed before work commences with the supervising officer and/or the Headteacher. If total separation cannot be achieved, vehicles should only enter or leave premises while all staff and pupils are in buildings if possible. If vehicle movement must take place whilst staff or pupils are in the playground etc., the contractor should ensure that efficient warning of the movements of vehicles is given to staff and pupils and that a trained banksman is used. A warning notice should be displayed in a conspicuous position at all entrances being used by contractor’s vehicles.

8. Accidents and incidents - All accidents, near misses and dangerous occurrences, however minor, should be reported to PLEASE SPECIFY.as soon as possible.

9. First aid - First aid is available at PLEASE SPECIFY

10. Fire safety - When the fire alarm sounds, all occupants of the school will be evacuated and the meeting point is located PLEASE SPECIFY All contractors must leave the building and must not re-enter until permission is given by the Headteacher to do so.

If contractors wish to store highly flammable liquids or liquefied petroleum gases, permission must be obtained from the nominated person.

The contractor should ensure that all fire exits are kept clear at all times and that combustible materials are not left adjacent to any buildings (including that in skips). Suitable and sufficient adequately maintained fire extinguishers should be provided by the contractor for use in relation to their activities. If fire exits have to be blocked or cordoned off, alternative arrangements will be made in conjunction with the Fire Officer to ensure the safe egress of all building occupants for the duration of the temporary measures.

11. Smoke-free site - Smoking is not allowed anywhere on the school grounds.

12. Welfare facilities - Normally contractors may use on site facilities such as toilets, washing facilities etc. by prior arrangement. However, responsibility will not be accepted for security of any tools, plant and building materials. Only exceptionally, when there is extensive work, will it be necessary for a contractor to provide site huts and other facilities. Toilet and hand washing facilities are located in the following places. PLEASE SPECIFY

13. Food - Where food is being consumed on the site, care must be taken to appropriately dispose of all packaging and uneaten food.

14. Drugs/alcohol - These are not permitted on the site.

15. Music - Radios/cd/cassette players are not permitted to be used on the site.

16. Documentation - Contractor risk assessments, method statements and Permits to Work must be made available on request.

Appendix 2 - Safety information and requirements for contractors visiting the school site 2

17. Segregation from work areas - Whenever it is reasonably practicable to do so, work areas should be physically separated from areas used by staff and pupils. In the case of work areas wholly handed over to the contractor, parts of the premises not required by occupiers or the public for access should be secured by suitable barriers to prevent access by unauthorised people, particularly children.

Those parts of the site that must remain open to the occupiers or the public should be provided with all necessary footpaths, guardrails and other protective measures to ensure the safety of the occupiers or the public. The contractor should also provide and maintain temporary access facilities where necessary.

18. Set up and break down - All scaffolds, structures, hoists and barrier fencing etc. should only be erected or dismantled when the common or surrounding areas are cleared of staff and pupils. The contractor should ensure that the on-site contact is consulted before work begins and informed of any subsequent movements of or alterations to scaffolds, hoists and similar equipment. Mobile scaffolds and ladders should only be moved in occupied or open access areas when these areas are cleared of children and other occupants. If there is a need to move such plant at other times, the Headteacher should be informed of the start and likely duration of such movements before the work begins and be consulted on the need for any temporary barriers. Permission must be obtained from the school prior to the installation of site huts.

19. Signage - The contractor must implement a system of signposting to warn staff and pupils of dangerous operations, plant and chemicals and of freshly applied materials. All safety signs must conform to the Health and Safety (Safety Signs and Signals) Regulations 1996. In addition, it may be necessary to provide the signs in different languages. Such needs should be decided at the pre-site meeting.

20. Sensitive locations - Areas that are sensitive to being overlooked (e.g. toilets, changing rooms, showers etc.) must be securely screened before works are undertaken. Normally this means prior to any scaffolding works and not after its completion.

21. Housekeeping – Work areas must be kept tidy at all times and consideration made to the fact that there are likely to be young people and employees around the site at various times of day.

22. Tools, materials, services and equipment - Contractors are not permitted to use equipment belonging to this school. This includes stepladders.Services such as gas, electricity, etc may only be used with the agreement of the Headteacher or nominated person. Tools and equipment must not be left unattended at any time during the school day, i.e. during school hours. Contractors should ensure that no materials are delivered when there is no one on site to monitor or secure them. Care should be taken when using electrical equipment with trailing leads. Ladders and step ladders will not be left unattended whilst the building is occupied by pupils, i.e. during school hours.

23. Security - Where required to do so, the contractor should ensure that the site is secured at night and that all equipment such as ladders and tools are safely locked away. Particular care should be taken to ensure security is maintained particularly at the end of the day. The contractor’s activities should not be allowed to interfere with existing security arrangements such as intruder alarms and CCTV.

24. Disposal of wastes - Contractors may dispose of waste on the school premises only when prior permission has been obtained from the nominated person. The safe disposal of hazardous waste is the responsibility of the contractor.

Appendix 2 - Safety information and requirements for contractors visiting the school site 3

25. Dealing with concerns - If it is felt that the work being carried out is posing a danger to staff, pupils or others, the Headteacher or his/her nominated representative reserve the right to direct the contractor to suspend work until such time as the contract supervisor is contacted. The Headteacher will also remove the pupils from the immediate vicinity of the danger until such time as the situation has been remedied.

This list is not exhaustive and contractors should do everything possible to minimise the risk of accidents etc. whilst working on school premises.

This information does not exempt contractors from their statutory duties under the Health and Safety at Work Act and its subordinate legislation, but is intended to assist in ensuring a high standard of compliance with those duties. The school reserves the right at any time to change or add additional rules which it considers necessary to ensure the health, safety and welfare of staff, pupils and visitors to the school. Contractors will be notified of any such change.

CONTRACTOR

ADDRESS

We acknowledge receipt of this safety information and agree to observe the above conditions whilst carrying out the work.

NAME: POSITION:

SIGNED: DATE:

Appendix 2 - Safety information and requirements for contractors visiting the school site 4

Public Liability Insurance Upper Limit

£

Health and Safety Policy Yes No

Risk assessments undertaken and available

Yes No

Will you employ sub-contractors? Yes No

Details of health and safety training in last 18 months available?

Yes No