Health And Safety Policy

September 6, 2016

Ashbourne aims to create a culture in which all members of the Ashbourne community make health and safety a priority.

It is College policy to meet all statutory requirements relating to health and safety and to apply the appropriate standards to ensure the health, safety and welfare of all College staff, students, visitors, contractors and members of the public who are, or may be, affected by its activities.

The Principal of the College, Mike Kirby, bears the legal responsibility for all matters of health, safety and welfare within the College and ensures statutory requirements are met and appropriate standards applied through specialist College officers.

The Principal delegates the day-to-day running of Health and Safety to the Health and Safety Officer, Lee Kirby. The Health and Safety Officer is supported by Deputy Health and Safety Officers, Fabio Carpene, Marcus Loudon Bermúdez and Tim Cooke. The Health and Safety Officer also works closely with the DSL and other staff to ensure that the Health and Safety practices of Ashbourne are in line with this policy and government regulation.

Ashbourne College is continuously looking at ways to improve its health and safety department and procedures. Summer 2016 has seen the implementation of organisation and structure to the department, including the appointment of Deputy Health and Safety Officers from each operations department and a central Health and Safety Officer. Furthermore, through the initiation of half termly meetings between the Health and Safety Officer and Deputy Health and Safety Officers in order that health and safety is consistently monitored and considered. These meetings are logged online, and for academic year 16/17 are as follows: 02/09/2016, 17/10/2016, 13/12/2016, 09/02/2017,13/03/2017 and on yearly review.

The Health and Safety Officer and deputies attend advanced level Health and Safety courses to support their work, which are renewed every three years. The Health and Safety Officer may designate a deputy who will be responsible for ensuring that all documentation that supports Health and Safety matters highlighted within this policy are kept in a central location and that a calendar of the year for Health and Safety matters is maintained and items are followed up appropriately to ensure completion.
The management of Health and Safety is an integral part of good management at all levels of College organisation. This includes the provision of:

1) Safe and healthy working conditions
2) Arrangements for the operation, design and maintenance of safe systems of work
3) Properly maintained and guarded machinery
4) Information, instruction, training, and supervision are appropriate to College activities
5) Arrangements for consultation with staff and their representation on relevant committees dealing with health and safety matters.

Staff are accountable to the Health and Safety Officer for the proper implementation of health and safety policies and procedures in their respective areas and compliance with College and statutory requirements. Those supervising work of any kind are responsible for ensuring that all activities under their direction do not jeopardise the College’s compliance with the law.

It is crucial that all members of the College and visitors to the College recognise their own individual responsibility to be aware of, and to comply with, all health and safety requirements relevant to their activities.

Creating a Culture

We believe that creating a culture where all members of the Ashbourne community think about Health and Safety issues is a critical part of ensuring that the college minimise risk and avoid serious incidents at the college. To help facilitate this, each member of the Ashbourne community is required to complete a Health and Safety tour as a part of their induction to the College. We see this exercise as a critical step to raise Health and Safety issues as well as helping our community gain a better understanding of the layouts of each building. In addition, each formal meeting at the college, regardless of department, has Health and Safety issues as an agenda point. Any issues raised must be fed back to the Health and Safety Officer.

Storage

All documents related to Health and Safety are stored in a secure location on the Ashbourne Fileserver in a place only accessible to the Health and Safety Officer and their deputies.

Premises, Security and Front Desk

1) Ashbourne has three premises:

Old Court Place – 17 Old Court Place, London, W8 4PL
Young Street – 59-61 Kensington High Street, London, W8 5ED
Kensington Court – 47C Kensington Court, London, W8 5DA

2) Ashbourne has codes for each of the three premises, which are changed periodically.

3) All three buildings have CCTV on each floor, which is monitored by reception staff. The reception staff are trained to be able to handle a number of important health and safety procedures including:

    a) Signing people in and out of the building – ensuring that all visitors wear a visitors card (returned at the end) and are logged onto the the filemaker calendar system when they enter/leave each premises and logged out when they leave each premises.
    b) Collection/checking of IDs and DBS certificates are required for unsupervised visitors
    c) Accident book entries
    d) Opening/closing the building
    e) Registering late students
    f) Implementing Tailgating procedures
    g) Implementing and co-ordinating Evacuation procedure (lockdown and Fire) ensuring that all floors are swept
    h) Implementing intruder policy
    i) Monitoring the Music Practice Room

4) There is always someone on front desk during college hours. The opening hours are usually as follows:

Kensington Court – 8:30 to 6, Monday to Friday
Young Street – 8 to 6, Monday to Friday, Saturday 9-5
Old Court Place – 8 to 8 Monday to Friday

Person(s) responsible Position Contact
Marcus Loudon Head of Reception Marcus@ashbournecollege.co.uk
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Electrical Work

1) All electrical work at Ashbourne is signed off by an approved electrician (NICEIC or ELECSA)
2) We have yearly PAT testing, which is carried out by a PAT testing company.
3) On a yearly basis we will check the electrical check logs and conduct electrical checks where required by an NICEIC or ELECSA qualified electrician.

Person(s) responsible Company  Contact
Gareth Simister Office Test ltd gareth.simister@officetest.co.uk
0800 999 6000
Lightning

We have Lightning certificates for all three premises.

Person(s) responsible Position Contact
Chris McVitty Landlord
Old Court Place
020 7647 6930
chris@lawsonandpartners.com
Tony Diner Landlord
Young Street
0207 494 2255
dinermansvcs@aol.com
Mark Gudgin Landlord
Kensington Court
0203 206 7940
mark@cote-restaurants
Labs

1) All labs have locks and codes, which are not available to students.
2) Dangerous chemicals are locked away and not accessible to students.
3) Staff never leave students unattended in the labs or the Y3Lab Prep room.
4) All labs are inspected on a yearly basis by Cleapps and follow up points are actioned as a result.
5) Lab waste is disposed using a specialised lab waste disposal company and the college gain a certificate for each disposal.
6) Only science classes should be allowed in the Science labs or the Y3Lab Prep Room

Person(s) responsible Position/company Contact
Amy Harper-Tarr Head of Natural Sciences Amy@ashbournecollege.co.uk
Unspecified Labwaste ltd 01455 616673
Boiler

We have yearly boiler checks at Old Court Place (1 boiler), Kensington Court (1 boiler) and Young Street (3 boilers) by an approved GAS safe engineer.

Person(s) responsible Position/company Contact
Jakub Romanowski N1 Group 07746 498 083
info@jakubromanowski.com
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Air Conditioning

We have quarterly air conditioning checks for each of the three buildings air conditioning units.

Person(s) responsible Position/company Contact
Jakub Romanowski N1 Group 07746 498 083
info@jakubromanowski.com
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Unspecified Aspect Maintenance Service 0844 334 8496
Fire

1) We meet the fire department on a yearly basis to check through our fire procedures to ensure the college is doing everything correctly and implement any changes as a result.
2) We have a yearly fire risk assessment and the college take action on the areas that require changes.
3) We have yearly fire extinguisher servicing.
4) We have fire alarm maintenance every six months at all three buildings
5) We have weekly fire alarm checks at all three buildings are logged. Note that Old Court Place has two weekly fire alarm checks because the landlord runs a check for the entire building due to the configuration of the building.
6) We have termly fire evacuation drills for all three buildings;

    a) We log details of each drill
    b) Post drill meetings take place and follow up points are actioned. These meetings are recorded and logged onto the filemaker database system.
    c) The Health and Safety Officer meets with members of staff if they are violating evacuation procedures in any way – these meetings will be followed up with an email, which will be logged on the tutors correspondence database and if required lead to meetings with the staff members respective line manager.

7) We have monthly emergency light checks (1 hour) for each building, which are logged and points are actioned as a result (usually replacing batteries).
8) We have monthly emergency light checks (3 hours) for each building, which are logged and points are actioned as a result (usually replacing batteries)
9) We complete bi-daily walk arounds, which includes completing a safety folder check list once per day. This involves checking for emergency lights, fire door clearance and extinguishers.
10) All members of the Ashbourne Operations team and Yearly teachers must be fire warden trained. All training must be renewed within three years.

Person(s) responsible Position/company Contact
Unspecified FAFS 020 8974 1177
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Marcus Loudon Head of Reception Marcus@ashbournecollege.co.uk
Preparation for Building works

1) A number of meetings take place between the Principal, DOS and Facilities manager that focus on how Ashbourne can improve the premises, whilst ensuring that Ashbourne adheres to Health and Safety measures when undertaking this work.
2) The Facilities manager liaises with Peter Topps (Design Consultant) who creates designs for the works that are to take place and acts as an intermediary between Ashbourne and the structural engineer as well as the building control officer
3) We liaise with Building control about anything to do with changes that affect fire escape routes/door regulations. Building control know the regulations of the building that the college have to follow and on completion of work, the college get a building regulations certificate.
4) We liaise with a Structural engineer where building work requires the removal of walls/building a new floor and their job is to determine which walls we can take down and consider what structures we must put in place as a result.
5) In cases that involve work that affects the external parts of the building, we require planning application, which can take up to 8 weeks to receive approval.
6) After we have received drawings from Peter Topps we liaise with the Landlord where the work is to take place to gain permission to go ahead with the planned work. This may involve gaining a licence to alter letter.
7) We will work with other specialists where required, which include; fire risk assessment, lockdown and the police.

Impact Window Protection

All of the external windows have safety film to protect against objects coming through the windows.

Person(s) responsible Position/company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Lockdown

1) A lockdown drill takes place in either HT1 of each academic year in each of the three buildings

Please refer to the Lockdown Policy for further information

Person(s) responsible Position Contact
Marcus Loudon Head of Reception Marcus@ashbournecollege.co.uk
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Water testing

1) We carry out Monthly water tests at each of the three buildings, which involve checking to ensure that the water temperature is within regulations.
2) We get an external company to come in once per year to carry out water tests for each of the three buildings, which involves them taking samples and checking for things like legionnaires disease.

Person(s) responsible Position/Company Contact
David Baynton Waterwide david.baynton@waterwide.com
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Asbestos

1) Asbestos checks have been completed for all three premises and we have taken the necessary action as a result of the feedback.
2) There is no Asbestos in either Young Street or Kensington Court.
3) At Old Court Place there is some Asbestos located in the boiler room, which is clearly labeled.
4) Before any new work is carried out at Ashbourne, the premises team will check with the Health and Safety documents to ensure that it is safe from an Asbestos point of view to work in that area and any contractors are notified.

Person(s) responsible Position/Company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
First Aid and Medical

1) All members of the Operations Team and Yearly teachers must be first aid trained at the first available opportunity. They will need to renew their first aid qualification within three years.
2) All teaching staff that are required to undertake Educational Visits must be first aided or must ensure they are accompanied by a first aider. First aiders will need to renew their first aid qualification within three years.
3) The Health and Safety Officer and Deputies must renew their First Aid training on a yearly basis in order to stay familiar with the material.
4) Each student must be registered with a doctor
5) Each floor of Ashbourne has a first aid kit, which are checked on a monthly basis.
6) Each building of Ashbourne has a defibrillator, which are serviced within three years. Yearly training is carried out for all members of the Operations Team and for the Health and Safety Officers.
7) We have a medical room for each of the three buildings, which is stocked with a bed, first aid kit and running water.
8) Each parent/key behaviour contact must complete a form detailing medical conditions of students before commencement of studies. All details are logged onto the filemaker system and appropriate details are shared with members of staff to ensure everyone is aware of potential health concerns.
9) There are cabinets in the reception area at each of the three buildings that are used to store important medical products for students and staff.
10) An Accident book is kept at each reception and details of each accident is logged within this book – accidents that happen off site during an Ashbourne Educational Visit will be logged in the Old Court Place accident book.

Person(s) responsible Position Contact
Fabio Carpene Facilities manager
Deputy Health and Safety officer
healthandsafety@ashbournecollege.co.uk
Facilities@ashbournecollege.co.uk
fabio@ashbournecollege.co.uk
Tim Cooke Facilities assistant
Deputy Health and Safety officer
tim@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Lee Kirby Director of Studies
Health and Safety Officer
lee@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Marcus Loudon Head of Reception
Deputy Health and Safety officer
marcus@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Educational Visits

1) Parents/key behaviour contact have to sign consent form to confirm that they are happy for their child to attend educational visits.
2) All Educational Visits require approval from the Activities Co-ordinator, which will require a risk assessment for each trip at least two weeks in advance of the trip.
3) The College ensure that sports trips that have boys and girls have a male and female member of staff. In scenarios where this is not possible, a risk assessment will be produced to detail how Ashbourne will cope in such a scenario.
4) At least one member of staff on each trip has to be first aid trained.
5) A first aid kit must be taken on each educational visit.

Please read Ashbourne College’s Educational Visits Policy for more information

Person(s) responsible Position/Company Contact
Stephanie Cooke Activities Coordinator Stephanie@ashbournecollege.co.uk
Kathleen McCullough Head of academic administration Kathleen@ashbournecollege.co.uk
Attendance and Supervision of Students

1) The register for each class is completed in the first 5 minutes of class.
2) All students must be accounted for each day.
3) Each student under the age of 16 must have a guardian or parent in the UK that can be called if we are concerned about the whereabouts of their child.
4) Middle School students and under 16 students must be supervised at all times, except for lunchtime if we have received a signed letter from the parents allowing their child consent to have lunch by offsite. Please refer to the “A level Under 16” Policy for more information with regard to students under the age of 16 that are undertaking A level studies.

Person(s) responsible Position/Company Contact
Kathleen McCullough Head of academic administration Kathleen@ashbournecollege.co.uk
Planning, Organisation, Environment and Calendar

1) We have half termly Health and Safety Monthly meetings, with a fixed agenda and action points which will be reviewed at the subsequent meeting.
2) We have a calendar for the year for Health and Safety checks
3) Paperless Ashbourne – Commitment to scanning all documents into computer to ensure we don’t lose documents and so that we can reduce paper usage at the college
4) Ashbourne is committed to reducing its carbon footprint by having recycling bins throughout the college. We work with the cleaners to ensure that these bins are transferred to a larger recycling facility at the end of each day.

Person(s) responsible Position Contact
Fabio Carpene Facilities manager
Deputy Health and Safety officer
healthandsafety@ashbournecollege.co.uk
Facilities@ashbournecollege.co.uk
fabio@ashbournecollege.co.uk
Tim Cooke Facilities assistant
Deputy Health and Safety officer
tim@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Lee Kirby Director of Studies
Health and Safety Officer
lee@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Marcus Loudon Head of Reception
Deputy Health and Safety officer
marcus@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Risk Assessments

Risk assessments are a continuous process and are produced on an on-going basis. Nevertheless, Ashbourne reviews risk assessments at least once per year to ensure that appropriate action has been taken as a result of suggestion work. Ashbourne carries out risk assessments in the following areas.

1) All rooms and spaces at Ashbourne’s premises
2) Labs/practical work
3) Prior to the commencement of building work either organized by Ashbourne or the landlord
4) Educational Visits (including overseas trips) – including any classes happening off site (e.g. Middle School sports and PSHEE) and activities, which includes sports
5) School Events (Revue, Art Exhibition, Open Evening, Parents Evening)
6) Students under the age of 16 that undertake A level programmes
7) Students over the age of 18
8) All members of staff, including Support staff (including cleaners and builders)
9) Seating Adjustment DSE/Work Environment checks.

Person(s) responsible Position Contact
Fabio Carpene Facilities manager
Deputy Health and Safety officer
healthandsafety@ashbournecollege.co.uk
Facilities@ashbournecollege.co.uk
fabio@ashbournecollege.co.uk
Tim Cooke Facilities assistant
Deputy Health and Safety officer
tim@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Lee Kirby Director of Studies
Health and Safety Officer
lee@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Marcus Loudon Head of Reception
Deputy Health and Safety officer
marcus@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Support staff

1) We ensure that all support staff (cleaners, builders) are DBS checked appropriately
2) A risk assessment is created for each support staff member, which in certain cases may involve supervision checks and recording of these supervision checks.

Person(s) responsible Position Contact
Marcus Loudon Head of Reception Marcus@ashbournecollege.co.uk
Seating Adjustment

1) All members of staff have completed a seating adjustment risk assessment and Ashbourne will take the necessary action as a result of the feedback from these assessments.
2) We review all seating adjustment risk assessments on a yearly basis

Person(s) responsible Position/Company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Kathleen McCullough Head of academic administration Kathleen@ashbournecollege.co.uk
Landlord

1) The Head of Premises and IT organises formal meetings with the landlord (or appropriate representative) for each premises at least once per academic year to review key issues.
2) The Head of Premises and IT corresponds with the landlord about all proposed landlord works, which would involve landlord sub-contracted builders and as a result inform the Health and Safety Officer and Operations Team about proposed works and plans of action as a result. Risk assessments will need to be created for these works and for each builder.

Person(s) responsible Position/Company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Computers

1) Ashbourne has installed a firewall to stop inappropriate websites appearing on computers that access Internet using our connection.
2) We have a cyber-bullying/anti terrorism software implemented into all computers at Ashbourne, which collects data should online searches involve keywords which trigger warnings. This information goes to a central database and is then forwarded to the DSL

Person(s) responsible Position/Company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Police and Prevent

The Head of Premises and IT organises a formal meeting with the local police to review new legislation and key issues on a yearly basis and gain advice where applicable.

We are also in regular contact with Jake Butterworth, who is the Prevent Schools and Colleges Officer for London Borough of Hammersmith and Fulham and the Royal Borough of Kensington and Chelsea and Tim Bamford from the Metropolitan Police Counter Terrorism Focus Desk at Kensington Police Station.

Please refer to the Safeguarding Policy about Prevent

Person(s) responsible Position/Company Contact
Fabio Carpene
Tim Cooke
Facilities Facilities@ashbournecollege.co.uk
Fran Burns DSL Frances.burns@ashbournecollege.co.uk
Student and Staff Welfare

We feel that student and staff welfare are critical to support all aspects of Health and Safety at Ashbourne. Here are some key areas that we look to support the welfare of students and staff.

1) Safeguarding
    a) Safeguarding is an agenda point within all meetings at Ashbourne
    b) The Designated Safeguarding Lead is Frances Burns and the Deputy are Lee Kirby, Director of Studies and Kathleen McCullough (Head of Academic Administration)
    c) Each member of staff will attend a child protection training session once per year to update them on up to date issues.
    d) At least 5 members of staff have received advanced child protection training, including all deputies.
    e) The DSL meets with students in a designated space.
    f) All safeguarding files are kept on a secure database that is password protected and only accessible to the DSL and deputy DSL’s.
    g) A report will be submitted by the Designated Safeguarding Lead at the end of each academic year to the Director of Studies and Principal. As a result of this report, the Designated Safeguarding Lead will review all facets of safeguarding of students at Ashbourne and make recommendations of what changes should be made of the following academic year.
    h) Please refer to the Safeguarding policy for further details
2) Special Education Needs (SEN)
    a) All students that indicate that they have a SEN will require assessment from an Ashbourne approved Educational Psychologist. The Educational Psychologist will produce a report, which will include a summary of action points that teachers should be aware of in order to support the learning needs of the student. The psychologist report will be sent to the SENCO and Examinations Officer and the summary of action points will be sent to the Head of Academic Administration, who will subsequently alert teachers of these points as well as update Behaviour Share (SEN tab).
    b) Staff are expected to raise concerns about whether a student has a SEN with the Examinations officer.
    c) All SEN students have access to a SEN teacher on Saturday’s. SEN students can sign up to meet with the SEN teacher whenever they want and they will also be given a slot once per HT where they must come and meet with the SEN teacher.
3) PSHEE and Personal Tutoring Sessions

The Scheme of Work for PSHEE (Middle School) and Personal Tutoring cover important topics to help develop students as well as make them aware of risks. Personal Tutors must send proposed SOW to the DSL who will check through the SOW to ensure that all important issues are covered. The following areas include:

    a) Preventing radicalization
    b) Online safety – “So you think you know course” – Sexting
    c) Healthy relationships
    d) Mental health and well-being
    e) FGM
    f) Report safeguarding issues
    g) Bullying (including cyper-bullying)
    h) Child Sexual Exploitation
    i) Healthy living (e.g. smoking)
    j) Academic Resilience

4) A free water machine is installed at each premises that can be used by staff and students
5) The DSL organizes weekly mindfulness classes that all students and staff are welcome to join. The aim of the class is to get the attendees to focus on their breathing and consequently reduce stress.
6) Weekly fruit baskets are distributed to the staff room for all three buildings
7) A free coffee machine for staff is installed at each premises
8) Feedback for Staff – All members of staff have an appraisal. The appraisal offers staff the opportunity to give feedback about their role at the college and ways in which the college could be improved to support their position as well as the overall happiness of the staff in general. We feel that the opportunity for staff to voice their concerns, taking the necessary action as a result, is a critical to ensure staff feel they are supported at Ashbourne.
9) Feedback for Students – All students are given the opportunity to feedback to Ashbourne about their experiences at the school through completing an online Google form. They can also use their Personal Tutor or the Student Council as avenues to communicate any concerns or feedback that they would like to raise.
10) Mindfulness Classes – We offer weekly mindfulness classes to focus students and staff breathing to help them deal with anxiety. We see this as a particularly useful exercise during the examination period.

Person(s) responsible Position Contact
Fran Burns   DSL Frances.burns@ashbournecollege.co.uk
Lee Kirby DSL
Director of Studies
Health 
and Safety Officer
lee@ashbournecollege.co.uk
heallthandsafety@ashbournecollege.co.uk
Fabio Carpene Facilities manager
Duty Health and Safety Officer
healthandsafety@ashbournecollege.co.uk
Facilities@ashbournecollege.co.uk
fabio@ashbournecollege.co.uk
Tim Cooke Facilities assistant
Deputy Health and Safety Officer
tim@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Marcus Loudon Head of Reception
Deputy Health and Safety Officer
marcus@ashbournecollege.co.uk
healthandsafety@ashbournecollege.co.uk
Kathleen McCullough Head of academic administration Kathleen@ashbournecollege.co.uk

 

Authorised by The Principal
Date September 2016
Effective date of the policy September 2016
Circulation Teaching staff / all staff / parents / Students on request
Review date September 2017