Health & Safety

Health and Safety Policy

PART 1 - POLICY STATEMENT

Dimensions Training Solutions Ltd is committed to ensuring the health, safety and welfare of its employees, its customers, its suppliers and members of the public so far as is reasonably practicable, and recognises its duties under the Health and Safety at Work etc Act 1974, safeguarding principles and through our commitment to the Safe Learner Blueprint.

The company recognises that Health and Safety ranks equally with its highest business goals.

The company is committed to maintaining the highest possible standards of health and safety practice in its activities in order to ensure the wellbeing of all those who may be involved in or may be affected by these activities.

The Health and Safety at Work etc Act 1974 places obligations on employees to take reasonable care of their own health and safety, and the safety of others who may be affected by their acts or omissions. The company seeks the co-operation of all employees in this respect and, in particular, the observance of the arrangements set out later in this document. 

This policy will be reviewed annually to monitor its effectiveness and to ensure that it reflects changing needs and circumstances.    

Health and Safety Advisor

Their duty is to ensure they assist & keep Dimensions Training Solutions Ltd:

  • Abreast of current Health & Safety legislation and advise the Chief Executive of changing requirements and actions necessary to ensure compliance.
  • Ensure the company's arrangements for the management of health and safety at work (MHSW Regulations 1998) are adhered to. This will be achieved by carrying out periodic audits of Dimensions Training Solutions and their work sites.
  • To advise and assist in the preparation and recording of risk and COSHH assessments.
  • To advise and assist Managers in the preparation and recording of Fire risk assessments and monitor the implementation of emergency procedures and fire drills are recorded and carried out 6 monthly
  • To provide appropriate in-house training in all aspects of health and safety at work applicable to the company.
  • To advise on appropriate specific external training required for employees.
  • To provide advice to Managers on specific matters affecting health and safety at work.
  • To participate in the investigation of accidents and to make recommendations for control measures to be implemented to prevent recurrence and report to HSE under RIDDOR
  • To pre-vet every sub-contractor to Dimensions Training Solutions Ltd and relay the findings to the Chief Executive and Director of HR and Business Support.

Academy staff

will, ensure that:

  • All employees are aware of procedures to be followed in the event of an emergency, such as fire at Dimensions Training Solutions academy or at any client’s premises.
  • All operations are adequately supervised.
  • A qualified first aider is available and their name identified to all employees
  • First aid boxes are replenished and checked at regular intervals (weekly)
  • Fire drills are carried out and recorded every 6 months.
  • Appropriate personal protective equipment is issued to all employees and is used by all employees.
  • All equipment has been properly maintained and is safe to use.
  • all accidents and occurrences are reported to them immediately and then relay them to H & S Advisor for investigation
  • Housekeeping is maintained and monitored 
  • All risk assessments are in place and the findings relayed to employees
  • Hold monthly meetings with academy personnel on a regular basis to keep them updated on procedures etc.

PART 2 - ORGANISATION

The Company is committed to promoting a proactive health & safety culture. The objective is to provide a safe workplace, a professional service & training, ensuring all matters relating to health and safety are fully compliant with all UK legislation and International legislation where applicable.

It is company policy to devolve health and safety matters to each member of staff. This involves everybody in the development and maintenance of safe working practices. 

2.1 Duties and Responsibilities

Department managers have overall responsibility for health and safety.

They will ensure that:

  • The company has an effective Health and Safety policy and that it is reviewed periodically (at least annually) to ensure that it is appropriate to the company's needs.
  • Adequate resources are made available to achieve the objectives of the policy and to provide appropriate training in health and safety matters to all members of staff.
  • Suitable arrangements are in place for implementation of the Health and Safety Policy.
  • An open door policy is maintained and promoted for matters relating to health and safety

Senior management meetings will be held on a monthly basis which will include all matters related to company health and safety:

In addition, Managers will ensure that:

  • All personnel within their academies comply with the requirements of the policy and any safety rules & procedures.
  • Work equipment is adequately maintained and in a safe condition and checked on a monthly basis i.e. dryers, straighteners fire extinguishers and electrical equipment is PAT tested.
  • Systems of work are devised that are, as far as is reasonably practicable, safe and free from risk. This will involve a regular review of work practices and, where appropriate, a risk assessment carried out in accordance with the standard procedure. Risk assessment will be carried out for all activities and will involve employees who are going to carry out the task and the outcome will be conveyed to all those involved.
  • Recommendations for reduction of risk made are implemented.
  • Good housekeeping is maintained and recorded
  • Personal protective equipment supplied by the company is used and maintained in good condition.
  • Any substance which may present a hazard to safety and health has been assessed for risk and that adequate measures for reducing risk to an acceptable level have been implemented and conveyed to all employees.
  • Appropriate training has been identified and provided for all employees to enable them to carry out their duties in a safe manner.
  • Adequate supervision is provided, particularly for young and inexperienced workers (learners).
  • Maintain detailed records as required by any Regulations & best practice.

2.1.1 Employees

Employees will familiarise themselves with the company's safety policy upon company induction and, if working on a clients site, will observe any special requirements they may be made aware of by the client or the Directors.

In addition, employees will:

  • Not carry out any task for which they have not been trained.
  • Not carry out any task they feel is unsafe.
  • Use appropriate personal protective equipment at all times.
  • Report all accidents to management immediately, whether someone is injured or not.
  • Report behaviour by others, which may compromise health and safety to management immediately.
  • Not interfere with or disable any safety devices. If disablement of a safety device is necessary for a specific operation, this will only be done in accordance with a detailed method statement prepared by a competent person.

2.1.2 Learners

It is the responsibility of all learners to ensure that they:-

  • Take care of their own health and safety and that of others who may be affected by their actions. 
  • Co-operate with the Dimensions Training Solutions in complying with the provider’s legal duties, for example by complying with instructions and training; 
  • Never intentionally interfere with or misuse anything that has been provided in the interests of health, safety or welfare; 
  • Work in accordance with the instruction and training provided to them, particularly in relation to the use of any machinery, work equipment, transport equipment, dangerous substances, means of production or safety device; 
  • Inform their employer/placement provider, without delay, of any work situation, work equipment, etc which might present a serious and imminent danger, or of any shortcoming in the protection arrangements in place for health and safety.
  • Students should also report all accidents, work related ill health conditions and 'near miss' incidents to Dimensions Training Solutions and where relevant, their employer/placement.

PART 3 - ARRANGEMENTS

3.1   Risk Assessments and Method Statements

Dimensions Training Solutions Ltd maintains a library of risk assessments and method statements, which will be added to and amended as the need arises. 
It is the responsibility of the Chief Executive to ensure that adequate risk assessments and method statements have been/are prepared to ensure that, as far as is reasonably practicable, safe systems of work are maintained at all times and that all employees are familiar with these and that the control measures required are implemented.

The company approach will be to identify each hazard – look at who can be harmed by it and how, consider the control measures already in place and whether further control measures need to be implemented – designate a person to be responsible for timely actions to be taken in the future.  Employees will be encouraged to take each task and break it down into steps, assessing the hazards associated with each step, they will be aided by the Management Team who will record, audit and review risk assessments regularly – every 12 months as minimum or when circumstances change to indicate re-assessment of task, such as new machinery or working practices are introduced.

Risk assessments & method statements will be part of the every day safety culture within Dimension Training Solutions Ltd.

3.2 Workplace Health, Safety and Welfare

The Workplace (Health, Safety and Welfare) Regulations 1992 impose specific duties on employers to make sure that, so far as is reasonably practicable, the health and safety of all employees in the workplace environment are adequately protected. These regulations expand on the general duty under Health and Safety at Work etc. Act 1974 and also cover welfare facilities.

A workplace is defined as anywhere that is used for the purpose of undertaking work activities. A workplace includes outdoor places as well as indoors. Common areas within a workplace such as staircases and corridors are also included in this definition.

These regulations refer to traffic routes in the workplace. Traffic routes shall be organised in such a way that pedestrians and vehicles can circulate in a safe manner, be suitable for the persons or vehicles using them, sufficient in number, in suitable positions and of sufficient size. All traffic routes shall be suitably indicated where necessary for reasons of health or safety.

In general terms, the regulations lay down minimum standards for working conditions, environment and hygiene. The provisions include:

  • Maintenance of the workplace
  • Ventilation and indoor temperature
  • Lighting
  • Cleanliness and waste material
  • Room dimensions and shape
  • Workstations and seating
  • Condition of floors and traffic routes
  • Windows, skylights and ventilation
  • Door and gates
  • Sanitary conveniences
  • Washing facilities
  • Drinking water
  • Accommodation for clothing and changing clothing
  • Resting and eating

The Chief Executive will ensure compliance with the regulations by monitoring any necessary preventive and protective measures.

3.4 Machine Safety

You must never use any machines unless you have been trained in its use, have been authorised to do so, are fully aware of the hazards associated with its operation and are aware of the actions which are required to be taken in the event of an emergency.

It is unlawful to operate machinery without the guarding provided being securely fixed in position.

Where guards become damaged or misplaced, you should report the deficiencies to management immediately they become apparent.

Certain dangerous machines which are prescribed in legislation should not be operated by young persons under the age of eighteen unless it is for the purpose of training and they are fully supervised at all times.

DO NOT ATTEMPT TO CLEAN OR LUBRICATE ANY MACHINE WHILST IT IS IN MOTION.

3.3 General Work Equipment

Dimensions Training Solutions Ltd general duty to ensure the health, safety and welfare of employees at work includes the provision and maintenance of safe plant and equipment.

“Work equipment” is defined as any machinery, appliance or tool and any assembly of components which, in order to achieve a common end, are arranged and controlled so that they function as a whole. Tools such as dryers, straighteners, scissors, and combs are covered. “Use’ includes stopping, starting, servicing, cleaning, maintaining, repairing and transporting.

The regulations require Dimensions Training Solutions Ltd to ensure that equipment is used safely for the operations and under operating conditions for which it is suitable. The regulations apply also to situations where employees are permitted to provide and use their own equipment (scissors, etc).

The regulations apply to new and old equipment and also include equipment bought as second-hand, which then becomes classed as “new equipment” for Dimensions Training Solutions Ltd.

The Managers must ensure compliance with the regulations by ensuring the following:

  • Work equipment is suitably constructed or adapted for its purpose and the working conditions
  • Work equipment is properly used, maintained, repaired or modified by appropriate trained persons
  • Adequate training, instruction and written information is given to users of work equipment.
  • Work equipment is upgraded when necessary
  • Suitable and sufficient lighting is available where work equipment is used
  • Suitable extraction and or PPE is used or worn when using work equipment
  • Effective safety and control measures are in place.

The Supply of Machinery (Safety) Regulations 1994 and the Health and Safety at Work etc Act 1974 also place general duties on designers, manufacturers, importers and suppliers.

3.4 Machine Safety

You must never use any machines unless you have been trained in its use, have been authorised to do so, are fully aware of the hazards associated with its operation and are aware of the actions which are required to be taken in the event of an emergency.

It is unlawful to operate machinery without the guarding provided being securely fixed in position.

Where guards become damaged or misplaced, you should report the deficiencies to management immediately they become apparent.

Certain dangerous machines which are prescribed in legislation should not be operated by young persons under the age of eighteen unless it is for the purpose of training and they are fully supervised at all times.

DO NOT ATTEMPT TO CLEAN OR LUBRICATE ANY MACHINE WHILST IT IS IN MOTION.

3.5 Electrical Safety

A competent person as laid down in the Electricity at Work Regulations 1989 must only carry out installation and repairs to electrical equipment.
Where work is required to be carried out on equipment and conductors, where possible, the supply should be isolated. Dependence should not be placed upon stop buttons or switch operations, fuses must be drawn, and circuit breakers, lock offs or isolator switches operated.

Where any danger may arise from remote switching or where circuits may be made live, danger notices must be displayed.

Where work involving the possible exposure to live mains voltages is evident, the fitting of ELCBs (Earth Leakage Circuit Breakers) should be considered. 

The Chief Executive has responsibility for ensuring all PAT testing is carried out and all registers of portable equipment are kept up to date.

Visual checks should be made by all employees prior to use of portable tools, connecting leads, extension cables, plugs etc before connection to the supply so that obvious hazards may be identified and injury prevented.  Covered on company induction.

All portable electrical apparatus, tools, kettles, computers, including extension leads etc should be identified and recorded in a register which will indicate the frequency at which routine inspection and PAT testing is carried out annually.

3.6 Use of Company vehicles & Transport

The use of a company vehicle during employment imposes certain duties on both the employer and the individual employee. Duties to be complied with are under various road traffic laws and regulations as well as general duties in the Health and Safety at Work etc Act 1974.

Company vehicles are essential pieces of “work equipment” for individuals to do their job, and as such would be defined by the Provision and Use of Work Equipment Regulations 1998. Work equipment has to be suitable for its intended use, adequate health and safety information must be provided to the user and, where appropriate, written instructions pertaining to its use must be provided. Further to this, every employer must ensure that users of work equipment have received adequate training for purposes of health and safety.

The Management of Health and Safety Work Regulations 1999 require an assessment of risks to be made and suitable health surveillance to be provided.

Risk Assessment for Company vehicle as follows:  

(a)        The suitability of the vehicle

(b)        The posture of the driver

(c)        The driver’s eyesight

(d)        The use of mobile phones

(e)        The length of the driving day

(f)        Driver stress

(g)        Manual handling of loads in/out of the vehicle

(h)        Smoking in vehicles (Not permitted under new legislation)

(i)         Vehicle maintenance & servicing

(j)         Driver understanding of safety features

(k)        Carrying potentially hazardous loads

(l)         Any other potential hazards (drink driving, tiredness, etc)

Employees will be informed of inspections and routine maintenance checks and any appropriate action will be taken.  Employees that have access to company vehicles will be required to complete a Dimensions Training Solutions Ltd company vehicle utilisation agreement.

3.7 Noise at Work

The company will reduce noise levels at source where it is reasonably practicable to do so.

In areas where noise levels are between 80 and 85 db (A), hearing protection should be made available to all who request it. Hearing protection is available, issued to all employees and is advised to be worn for noise generating activities.

Where noise levels exceed 85 db (A), hearing protection must be worn by everyone who may be affected.

The regulations require that, so far as reasonably practicable, employees shall make full and proper use of anything, including ear protection provided by the employer, to comply with the Noise at Work Regulations.

Clients may/should advise us of:

  • The steps to be taken in order to obtain personal ear protection.
  • The risk of hearing damage that exposure can cause.
  • Your obligations under the Regulations to ensure compliance.

3.8 Control of Substances Hazardous to Health (COSHH)

The above regulations require an assessment to be made of risks created by “hazardous” substances.  The regulations are based on the step by step approach of identifying the hazardous substance, deciding on the level of risk involved in the use of the substance and implementing controls to ensure those risks are minimized.

  1. Eliminating the use of the substance
  2. Substituting it with a less hazardous substance
  3. Controlling the use of the substance and protecting employees and others from the risk.

An inventory/initial assessment is retained of the hazardous substances kept or generated by work processes by Head Office; these are reviewed regularly and kept up to date along with the safety data sheets from suppliers. Copies of these assessments are to be taken from head office and used on site when any substances are to be used, this will ensure that in the event of an accident/incident involving the substance, prevention and control measures can be followed.  

You must not use any substance without having the relevant assessment and received adequate safety training in the safe use, storage and transportation of the said substance.

The main route of entry to the body of hazardous substances is by:

  • Inhalation.
  • Ingestion.
  • Skin contact.

Where control of exposure cannot be achieved by substitution or source control, personal protective equipment will be issued and employees have a duty to wear and use the equipment and measures provided.

3.8.1 Working with Chemicals

The misuse of chemicals can be dangerous; treat them with caution and respect.

Employees need to make sure they know the particular precautions necessary before handling or using any chemicals by referring to the manufacturer’s material safety data sheets (MSDS’s).

DON'T USE a chemical unless you have checked the identification label on the Container. Never try to identify a chemical by smell or taste.

DON'T USE empty containers to hold another liquid unless they have been properly purged of their original contents and CHANGE THE IDENTIFICATION

DO NOT use milk bottles, lemonade bottles etc to store chemicals in case the contents are mistaken and ingested.

DON'T SMOKE whilst working with chemicals; the vapours may be explosive or could be toxic if inhaled through the burning tip of the cigarette.

DO WASH your hands before eating or drinking.

DO USE personal protective equipment supplied

If any spillage takes place, find out the correct method of cleaning up as indicated in the material safety data sheets.

3.9 Personal Protective Equipment

The provision of Personal Protective Equipment (PPE) applies where it is not reasonably practicable to prevent exposure to risk by any other means.

The company will provide you with appropriate PPE.

The company will maintain a register and you will be required to sign for any equipment issued. Thereafter you have a duty to use it and ensure that it is maintained in good condition. If it is damaged in any way, you should report this to a member of the management and ensure the item(s) are replaced.

Anyone who is required to use safety spectacles regularly and who already requires prescription spectacles is entitled to a eye and eye sight test and to a pair of safety spectacles to his/her prescription at the company's expense. These will be replaced as and when required.

3.10 Fire

On fire being discovered the alarm is to be sounded and the fire brigade telephoned (dial 999). Every reasonable effort is to be made to extinguish it. If success is not immediate the preservation of life must always be the priority.

On hearing the notification of fire alarm (varying types in clients premises, but fire alarm in the workshop and offices), everyone is to leave the premises and assemble at the designated Fire Assembly Point which is identified in each of Dimensions Training Ltd’s locations. Where practical all windows and doors are to be closed but not locked.

A member of the management will take charge to co-ordinate the incident, whilst the Fire Warden is initially accounting for all employees & any visitors. On mustering at the Fire Assembly Point a roll call will be undertaken by the Fire Warden who will communicate with the management if all persons are accounted for. The Fire Warden/Management will then liaise with the emergency services in attendance. All employees must observe fire procedures as instructed at clients’ premises.

The Organisation will:

  • Ensure regular maintenance of all fire fighting equipment in accordance with manufacturer's instructions and complies with or exceeds the minimum requirements of the fire brigade.
  • Carry out simulated fire drills at least every six monthly and ensure that evacuation procedures are complied with and this is recorded.
  • Provide and record training in the use of fire fighting equipment for employees.
  • Ensure that fire escape routes are kept clear at all times, that the escape doors are not locked or blocked and that opening mechanisms are in good working order.
  • Ensure that a fire safety risk assessment has been carried out and regularly reviewed.

3.11 First Aid and Occupational Health

The Company will provide access to occupational health arrangements as follows:

First aid cover on Dimensions Training Solutions Ltd premises will be administered by Andrea Steer for first aid or if off site by clients own appointed first aiders.

All first aiders must be re-trained as necessary to ensure that their knowledge is current, but in any event attend refresher courses not exceeding three years.

The nearest hospital should be identified for site work (note that not all hospitals provide Accident & Emergency A&E, some are minor injuries only) All serious injuries should be dealt with using the 999 service requesting the ambulance service.

Occupational Health

The Company actively promotes occupational health surveillance for all employees. 
Debbie Bhebhe has ultimate responsibility for occupational health matters.   Where there is doubt as to the health of any employees, or changes in health reported either by an employee or their doctor, they will be referred for a full occupational assessment by the Company.
The Company actively promotes and supports “healthy” lifestyles and offers information on smoking cessation, exercise and healthy eating, all information is available from Head Office.

All sickness and absence will be recorded by Debbie Bhebhe. 

It is the Company policy to hold return to work interviews and where necessary through consultation a phased return to work programme can be accommodated.

Any new working practices, equipment or materials introduced to working practices will be subject to risk assessment to identify potential hazards that present risk to the health of employees taking account of: PHYSICAL HAZARDS; CHEMICAL HAZARDS; PSYCHO-SOCIAL HAZARDS, BIOLOGICAL HAZARDS, ERGONOMICS AND LIFESTYLE

3.12 Reporting and Recording of Injuries, Diseases and Dangerous Occurrences

The 1995 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) place a duty upon the Company to report fatalities, major injuries, accidents, dangerous occurrences and certain illnesses.

The Chief Executive (Debbie Bhebhe) must report fatalities, major injuries and dangerous occurrences (as stipulated in RIDDOR) immediately (by the quickest practical means) to the Enforcing Authority at the national Incident Contact Centre.

Any injury or dangerous occurrence, accident or illness leading to an absence of 7 days or more must also be reported electronically or via post (HSE web-site RIDDOR) to the Enforcing Authority at the National Incident Contact Centre by Debbie Bhebhe within 15 days of the incident.

Postal Reports can be sent to Incident Contact Centre
Caerphilly Business Park
Caerphilly
CF83 3GG

Internet reports should be sent to www.riddor.gov.uk
Telephone reports on 0845 300 9923
Fax reports on 0845 300 9924

All RIDDOR related accidents, dangerous occurrences and prescribed industrial diseases confirmation received from the Incident Call Centre including those involving sub-contractors and visitors must be maintained in a central filing system by the H & S Manager.

Any accident, which occurs on a client’s site, must also be reported immediately to a responsible person that is a representative of the client.

All records that make reference to any individual must be handled in compliance with the Data Protection Act.

3.13 Accident/Incident Reporting

Employees must report all accidents, diseases or dangerous occurrences, which occur as a result of work activities, even though no injury may have been received to the Director of HR and Business Support who will record them.  Debbie Bhebhe will be responsible to submit relevant reports of incidents etc under RIDDOR. All occurrences will be thoroughly investigated by Debbie Bhebhe who will interview involved parties and any witnesses to determine what happened.

Review actions against risk assessment, review control measures and safe systems of work; then record findings.  Any additions or changes to procedures will be documented and communicated to relevant personnel.

All accidents will be recorded in the accident book, no matter how slight (located in the Main office).

The "Employment Medical Advisory Service" may be consulted about general questions of health.

3.14 Manual Handling of Loads

The Manual Handling Regulations 1992 places duties on employers to make evaluations and then assessments of certain manual handling operations. They must, so far as is reasonably practicable, avoid the need for employees to carry out those operations, which involve a risk of injury.

The following factors must be considered when assessing the risks involved in manual handling operations. These are as follows:

  • The task (T)
  • The individuals capability (I)
  • The load (L)
  • The working environment (E)
  • Other factors relating to the operation

Where a risk is identified, it should be eliminated by re-design of the task or by the use of mechanical aids.

Information and training in safe lifting methods is carried out on induction and at regular intervals by a competent person.

These regulations do not specify safe weights, but emphasise the need for employers to assess the handling requirements and avoid manual handling wherever possible. The requirement to do so is qualified by the term ‘so far as is reasonably practicable’.

Whenever manual handling operations are unavoidable the employer must assess the operation and remove or reduce the risks involved. Duties are also placed on employees performing the operation to inform the employer of any health conditions, including pregnancy, which might affect their ability to lift loads.

The regulations cover the transport or support of a load, including lifting, lowering, pushing, pulling, carrying or moving, by hand or bodily force. Manual handling should be avoided where possible through job redesign and the introduction of mechanical handling equipment.

Where manual handling cannot be avoided, a risk assessment should be carried out and the risks to employees identified. The risk assessment will then form the basis of the preventative and protective measures that the company introduces.

Employees must make use of the provisions provided by Dimensions Training Solutions Ltd and follow procedures that are laid down.

All instructions and training will be closely related to a person’s job and include theoretical and practical sessions using typical loads in working conditions. Refresher training will be carried out at appropriate intervals.

Guidelines for lifting and lowering

Basic guideline figures for manual handling operations involving lifting and lowering are set out.

They assume that the load is readily grasped with both hands and that the operation takes place in reasonable working conditions with the handler in a stable body position.

The guideline figures take into consideration the vertical and horizontal position of the hands as they move the load during the handling operation, as well as the height and reach of the individual handler. It will be apparent that the capability to lift or lower is reduced significantly if, for example, the load is held at arm's length or the hands pass above shoulder height.

3.15 Smoking

The Health and Safety (Display Screen Equipment) Regulations 1992 are primarily aimed at ‘users’ and ‘operators’ of display screen equipment (DSE) at work.

A user is an employee who habitually uses DSE as a significant part of his or her normal work.

There are no clear rules determining who should be classified as a user. The difficulty arises where use of DSE is not continuous or is infrequent, in which case the employer must assess the relative importance of the different aspects of the work.

A competent member of the management team will make an analysis of all workstations, which have users or operators. The purpose of this assessment is to assess the risks to the health and safety of users. The employer has a duty to reduce identified risks to the lowest extent reasonably practicable.

For users, the work activities should be planned so that their direct work on DSE is periodically interrupted by breaks or changes of activity which reduce the time spent operating DSE.

Employees who are users or are to become users are entitled to be provided (on request) with an appropriate eye and eyesight test. A competent person must conduct this as soon as possible, in case of existing users and before starting DSE work in the case of new users. Thereafter, such tests should be done at regular intervals at the request of the employee.

The employer must ensure that adequate health and safety training in the use of relevant workstations is provided to those who are already users. If a workstation is substantially modified the need for re-training should be considered.

3.17 Safety Meetings

It is the Company policy to hold regular senior Management meetings – every 8 weeks and that health and safety will play an active role on the agenda. It is company policy to have an open door policy on all matters relating to health, safety and welfare; therefore any employee may speak directly to Debbie Bhebhe (Chief Exec) at anytime to raise any issues or questions regarding any concerns they may have.

3.18 Health and Safety Inspections

The Company recognise the importance of maintaining the workplace and work equipment in a safe condition through risk assessment and the arrangements and guidelines detailed in this document.

In addition to this it is Company policy for workplace health and safety inspections to be carried out at random intervals.

Workplace health and safety inspections will be carried out by academy staff on a daily basis and annually by a health and safety advisor to identify all the hazards that are present in the work area and assess whether adequate controls are in place and detail any areas for improvement in the form of a formally prepared report.  This will include inspections and audits of risk assessments and method statements.  The findings of the report will put forward recommendations to be implemented.

Debbie Bhebhe (Chief Executive) must ensure that the requirements of this policy are met and although he may delegate this duty he must retain overall responsibility for it.

3.19 Housekeeping

It is everybody's responsibility to maintain his or her place of work in a safe and tidy condition.

This applies particularly to clients sites where people are at a greater risk. Floors and work tables must be kept clean and tidy, with particular emphasis on slipping and tripping hazards.

  • Hand tools (scissors, brushes, combs etc) should be returned to their respective storage areas after use.
  • Any damage to hand tools should be reported to the management and they should not be placed in any storage area.
  • Machine tools should be cleaned after use.
  • Flammable materials, including bleaches etc, must be returned to their storage area after use.
  • Any waste products etc must be disposed of after use, in a suitable container.
  • Offices must also be kept tidy, with particular attention paid to slipping and tripping hazards. Liquid spills should be cleaned up immediately. 

3.20 Alcohol and Substance Misuse

Dimensions Training Solutions Ltd has a duty under the Health and Safety at Work etc. Act 1974 to ensure, as far as reasonably practicable, the health, safety and welfare of our employees. If we knowingly allow an employee under the influence of alcohol or drugs to continue working in these places; then we are placing that employee and others at risk, to which Dimensions Training Solutions Ltd could be subject to prosecution.

Employees are also required to take reasonable care of themselves and others who could be affected by what they do.

Signs of alcohol misuse can include:

  • Increased aggression
  • Being defensive when drinking is mentioned
  • The ‘shakes’.

Among substances that are deliberately misused are illegal drugs such as heroin and cocaine; prescribed drugs such as tranquillisers; sleeping pills and solvents. These substances can cause great physical and mental damage and can kill.

Signs of substance misuse can include:

  • Sudden behaviour changes such as irritability and sometimes violence
  • Confusion
  • Impaired work performance, including poor time keeping and absence
  • Deterioration in relationships
  • Mood and energy fluctuations.

The consumption of alcohol or non-prescribed drugs by any employee or non-employee is not permitted at Dimensions Training Solutions Ltd or by any of its employees at client’s sites. Failure to comply with this rule will result in severe disciplinary action or contracts being terminated in the case of non-employees.

Any employee who is believed to be under the influence of alcohol or substance misuse must not be allowed to carry out any duties. Employees will not be sent home, they will be taken by a Manager.

3.21 Stress at Work

Stress is people’s natural reaction to excessive pressure – it is not a disease. If stress is however excessive and goes on for some time, it can lead to mental and physical ill health e.g. depression, nervous breakdown and heart disease.

It is Dimensions Training Solutions Ltd’s duty in law to make sure that our employees are not made ill by their work and stress can make our employees ill. The signs of stress within the company may show up as high staff turnover, an increase in sickness absence, reduced work performance and poor timekeeping. Stress in one person can also lead to stress in staff that has to cover their colleague.

We must identify where stress, which could result in ill health, may be caused or made worse by work. A risk assessment must be carried out when stress is identified. A risk assessment for stress involves, looking for pressures at work which could cause high and long lasting levels of stress, deciding who might be harmed by these and deciding whether we are doing enough to prevent that harm. If necessary we must then take reasonable steps to deal with those pressures, we will follow the guidelines set down by the HSE to manage stress.

Demands – taking into account patterns of work, work load, environment
Controls – Allowing employees to have a say on how they carry out work
Support – support from management, colleagues, adequate information
Relationships – employees are not subjected to unacceptable behaviour i.e. bullying etc
Role – Those employees understand their role and responsibilities
Change – consulting with employees when undergoing organisational change and having systems in place to respond to individual concerns

Many of the outward signs of stress in individuals should be noticeable to managers and colleagues. In particular; changes in a person’s behaviour, such as deteriorating relationships with colleagues, irritability, indecisiveness, absenteeism or reduced performance.

There is no single best way of tackling work-related stress. What you do will depend on your working practices and the causes of the problem. Only providing training or help (or both) for sufferers will not be enough – it will not tackle the source of the problem. We will involve staff and their representatives, follow up any changes we make to ensure they are working, review what we have done when we make major changes and lead by example – Managers - can communicate powerful signals about the importance of stress.

Employees may be reluctant to admit they are feeling stressed by work because the symptoms of stress tend to be seen as a sign of weakness. We can help by making it easier for staff to discuss excess pressure leading to stress and reassure them the information they give will be treated in confidence.

The Company take stress seriously and will be understanding towards its employees. All Dimensions Training Solutions Ltd Management are encouraged to have an open and understanding attitude to what people say to them about their pressures at work. We will ensure personnel have the skills, training and resources they need and ensure they are treated fairly and consistently. If possible we will provide some scope for varying working conditions and flexibility and will ensure good two-way communication especially at times of change.

If an employee complains about being stressed, we will try to address the source of the problem, involve the employee in decisions and if necessary encourage them to seek further help through their doctor or through confidential counselling.

3.22 Consultation with Employees and Young Persons

The Health and Safety (Consultation with Employees) Regulations 1996 require employers to consult, either directly or through elected representatives, with those employees who are outside the statutory arrangements for recognised trade union appointed representatives under the Health and Safety at Work etc. Act 1974 and the Safety Representative and Safety Committee Regulations 1977.

Consultation should occur at the following specific times:

  • Before the introduction of measures and new technology that may substantially affect employees.
  • On the appointment of competent persons to provide health and safety assistance and implement emergency procedures under the management regulations
  • On the provision of statutory information and training programmes.

The Company has specific duties towards young persons (under the age of 18, e.g. apprentices) and must ensure that common hazards associated with the business are explained.

When carrying out risk assessments they must include consideration of any additional risks to which young persons may be exposed and look at a means of reducing that risk.

Immediately upon joining the Company and before commencing any work each young person must be given induction training by the management.

Training should include as a minimum the following:

  • Company’s health and safety policy & rules
  • Fire and emergency procedures
  • Correct use of any equipment (including personal protective equipment)
  • First aid facilities and accident/incident reporting procedure
  • Identity of responsible persons  

3.23 Bullying and Harassment

The company is committed to preventing and eradicating any form of bullying or harassment.  Bullying is an abuse or misuse of power that undermines a person’s ability or leaves them feeling hurt, frightened, angry or powerless.  It can be verbal, non verbal or physical.  

The following actions can be regarded as bullying:-  sadistic or aggressive behaviour, exclusion from meetings, humiliating or ridiculing, criticism designed to humiliate, treating someone like a child, undermining staff, withholding information, constantly changing work deadlines.  

Harassment is any unwanted conduct based on age, disability, gender, race, colour, religion which affects a person’s dignity.  Features of behaviour can be persistent incidents, single incident, unwanted or physical contact.

Any forms of this behaviour should be reported in confidence to any of the directors or the health and safety advisor, employees can be assured that all incidences will be taken seriously and confidentially.  All complaints received will be fully investigated and where appropriate, disciplinary action taken against the perpetrator(s). 

3.24 Asbestos

The company is committed to preventing its employees and others to risks of exposure of asbestos fibres.  All maintenance staff will attend asbestos awareness training within three months of joining the company.  It is the company policy on business premises to request to see the asbestos register prior to any work commencing.  Not to disturb any asbestos.

3.25 Sub-Contractors

Before any sub-contractor is allowed to commence work on behalf of Dimensions Training Solutions Ltd, they must adhere to and comply with our policies and procedures.

We require all contractors carrying out work on our premises and our customers’ sites to observe and comply with both statutory legislation requirements and the Rules and Procedures contained in our Sub-Contractors Policy document.  

All sub-contractors will be subject to the company vetting procedures carried out by the Chief Executive.

3.26 Pupil Medication

This Policy applies to all learners under the age of 18 years and in particular those aged 14-16 or continue to attend school and attend Dimensions Training Academies on vocational programmes.

There is no legal duty, which requires Dimensions Training Solutions to administer medicines to students. 

Individual members of staff retain the right to refuse to administer medicines.

All requests for the Company to administer medicines must be made in writing and include detailed instructions to staff. 

Whilst every encouragement should be given to students to attend the Academy, a student who is clearly unwell should not be sent into Academy, or one who is infectious or contagious.

3.26.1 Circumstances

Wherever practicable; students should be encouraged to take responsibility for administering their own medication.   The company will provide a safe storage facility, but Students should only bring with them the appropriate amount of medication to cover each daily session in the Academy.

The circumstances in which medicines will be administered to students are:

  • A student suffers from a long-term illness requiring constant medication. Most common examples of this are Asthma, Epilepsy, Diabetes and Anaphylaxis.
  • A student is recovering from a short-term illness, is well enough to return to Academy but needs to complete a course of medication.
  • A student has been prescribed medication to help with behavioural difficulties or to prevent an infection developing.

Occasionally, a student falling within one of the above categories might suffer from a particularly complex health condition, which the Company would find difficult to support. Requests for medical assistance in such situations will be considered by the Operations Director, in consultation with the parent, on a case-by-case basis.

3.26.2 Prescribed Medicines

Parents are responsible for providing full information about their student’s medical needs, including details of all medicines prescribed and any changes to prescriptions.    

The Company will only accept medicines, which have been prescribed by a doctor, dentist or similarly qualified medical professional. Medicines should always be provided in the original container as dispensed by the pharmacist and include the prescriber’s instructions for administration.

It should be noted that medicines which need to be taken three times a day (e.g. antibiotics) could in many cases be taken in the morning, after Academy and at bedtime, thus not involving the Company.

3.26.3 Non-Prescribed Medicines

As a general rule, the Company will not administer non-prescribed medicines nor will it allow a student to self-administer such medicines. 

3.26.4 Controlled Drugs

The supply, possession and administration of some medicines are controlled by the Misuse of Drugs Act. Some may be prescribed as medication for student. Any member of staff may administer a controlled drug to the student for whom it has been prescribed. The drug should be administered in accordance with the prescriber’s instructions.

3.26.5 Procedures for Handling and Storing Medicines

Any member of staff administering medicines should first check:

  • That a written request has been received from the parent and is attached to the medicine
  • The student’s name
  • Prescribed dose
  • Written instructions provided by the prescriber on the label or container
  • Expiry date

If in doubt about any procedure, staff will not administer the medicine but will check with the parent or health professional at the earliest opportunity before proceeding.

Medicines taken by mouth will normally be administered by a member of staff. Where the medicine takes the form of an ointment or lotion, it might be more practical for the medicine to be applied by the student, under the guidance of a member of staff. Student with asthma inhalers would also administer their own medication, under the guidance of a member of staff. 

When medicine is administered, the member of staff concerned will sign the parental request form to confirm that the medicine has been given. The parental consent forms will be kept in a file in the Company Office.

3.26.7 Refusing Medicines

If a student refuses to take medicine, the Company will not force him/her to do so. The parent will be contacted immediately.

3.26.8 Staff Training and Awareness

Any member of staff who agrees to accept responsibility for administering prescribed medicines to a student will receive appropriate training and guidance. The type of training necessary will depend on the individual case.

Staff with students with medical needs in their class or group should be informed about the nature of the condition and when and where the students might need extra attention. The student’s parent/carer or health professional should provide this information.

3.27 Extra Curricular Activities

It is not the standard practices of Dimensions Training Solutions to take students off-site for curriculum activities. However, on occasions it may be necessary for students to experience a visit to an event or company that relates to the Hairdressing industry etc. This being the case the tutor will ensure that:-

  • It is relatively local in nature (not more than 1 hour drive from academy)
  • Does not extend significantly before or after normal tutorial time.
  • A risk assessment has been prepared and the findings adhered to.
  • Only use reputable transport organisations that are on the Local Authorities preferred supplier register for this type of  service. 

Although written consent from parents is not always required for these visits it is Dimensions Training Solutions policy to seek consent from parents for this type of visit on an annual basis. This will be included in the annual update of medical and emergency contact details.