Health And Safety Policy

1.0 Aims and general Statement of Policy


1.1 Ashbourne College is committed to creating a culture in which all members of the Ashbourne community make health and safety a priority, and that our students are able to experience a wide range of activities, on and off college premises safely. The college attach the uttermost importance to Health and Safety and will comply with all regulations of the Health and Safety at Works Act 1974 (HASAWA) and any subsequent or relevant regulations.

1.2 The college aims to meet all the statutory obligations relating to health and safety and are committed to apply the appropriate standards to ensure the health, safety and welfare of all College community, visitors, contractors and members of the public who are, or may be, affected by its activities are absolutely paramount.

1.3 The Principal of the College, Mike Kirby, bears the ultimate 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.

1.4 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, Hien Nguyen, Frances Burns. The Health and Safety Officers also work closely with the DSL (Designated Safeguarding Lead) and other staff to ensure that the Health and Safety practices of Ashbourne are in line with this policy and government regulation.

1.5 Ashbourne College is continuously looking at ways to improve its Health and Safety department and procedures. Summer 2018, we have appointed an additional Deputy Health and Safety Officer to help our existing officers and are reviewing and revising, where necessary, our policies and consulting with other staff members. Although the policy needs re-approval annually by the Principal, the Health and Safety Officer can update this policy whenever necessary at anytime.  The Health and Safety officers also plan to further our consultations to a number of students and parents before the end of this year. Furthermore, we conduct 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.

1.6 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.

1.7 Ashbourne recognises Health and Safety is integral to the day to day running of the college and that we would like to operate such good management, at all levels of college organisation.

1.8 This policy maintains the provision of:

1.8.1 Safe and healthy working conditions

1.8.2 Welfare of the college community

1.8.3 Arrangements for the operation, design and maintenance of safe systems of work

1.8.4 Properly maintained and guarded machinery

1.8.5 Information, instruction, training, and supervision are appropriate to college activities

1.8.6 Arrangements for consultation with staff and their representation on relevant committees dealing with health and safety matters.

1.9 Staff must be mindful of their duty in relation to Health and Safety and are accountable to the Health and Safety Officer for the proper implementation of health and safety policies and procedures in their respective areas and to comply with College and statutory requirements. This involves taking care of themselves, pupils and all other persons who may be affected by their acts and omissions.  Staff must comply with this policy and procedures and with arrangements for safe working and not interfere with, or misuse, anything provided by the college in the interest of Health and Safety. Those supervising work of any kind are responsible for ensuring that all activities under their direction do not contravene with the College’s compliance with the law.

1.10 It is crucial that the college community  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.


2.0 Creating a Culture


We believe that creating a culture where all members of the college community think about Health and Safety issues as 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 College 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 immediately.


3.0  Storage


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


4.0  Premises, Security and Front Desk


4.1  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

4.1.1  Ashbourne has codes for each of the three premises.  Each of these buildings have keypad entry systems that all members of the Ashbourne community must input the code to enter the college.  These codes are changed periodically.

4.2  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:

4.2.1 Signing people in and out of the building – ensuring that all visitors wear a lanyard (returned at the end) and are signed in and out of the building via our visitors log.

4.2.2  Collection/checking of IDs and DBS certificates are required for unsupervised visitors.  A copy of unsupervised visitors IDs are kept in each reception.

4.2.3  Accident book entries

4.2.4  Opening/closing the building, which includes ensuring all buildings are cleared before locking up.

4.2.5  Registering late students

4.2.6  Implementing Tailgating procedures

4.2.7  Implementing and coordinating Evacuation procedure (lockdown and Fire) ensuring that all floors have been checked

4.2.8  Implementing intruder policy

4.2.9  Monitoring the Music Practice Room

4.2.10  Feedback to the Ashbourne community on Safety drills guidelines for improvement strategies

4.3 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 8, Monday to Friday, Saturday 9-5
  • Old Court Place – 8 to 8 Monday to Friday
  • Any changes to these hours will be communicated via email with as much notice as possible.


Person(s) responsible   Position Contact
Georgina Pritchard Deputy Head of Administration


5.0  Labs


5.1  All labs have locks and codes, which are not available to students.

5.2  Dangerous chemicals are locked away and not accessible to students.

5.3  Staff never leave students unattended in the labs or the Y3Lab Prep room.

5.4  All labs are inspected on a yearly basis by Cleapss and follow up points are actioned as a result.

5.5  Lab waste is disposed using a specialised lab waste disposal company and the college gain a certificate for each disposal.

5.6  For the most part, only science lessons should be allowed in the Science labs (or the Y3Lab Prep room), however only the Head of Administration can if necessary allocate non-science lessons in the Labs.  The Head of Administration would in advance of the lesson brief the non-science teacher with the required health and safety for Lab guidance, which would include not leaving the Lab unlocked, have no students left unattended in the labs regardless of situation and that access to the Y3Lab Prep room is restricted to only science teachers. The gas taps in Y1Lab and Y3Lab are also not to be used under any circumstance, other than by a Science teacher or under their instructions.


Person(s) responsible Position/company Contact
Amy Youngman Deputy Head of Year 13
Unspecified Labwaste ltd 01455 616673


6.0 Electrical Work


6.1  All electrical work at Ashbourne is signed off by an approved electrician (NICEIC or ELECSA)

6.2  We have yearly PAT testing, which is carried out by an external PAT testing company.

6.3  On a yearly basis we will review the electrical check logs and conduct electrical testing where required by an NICEIC or ELECSA qualified electrician.


Person(s) responsible Company Contact
Gareth Simister Office Test ltd 0800 999 6000
Mariusz Tarnowski  Fast Electrical Services Ltd  07927 555 476
7.0 Lightning


We have Lightning certificates for all three premises.


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


8.0 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
Fabio Carpene Facilities


9.0 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
Fabio Carpene Facilities
Unspecified Aspect Maintenance 0844 334 8496


10.0 Fire


10.1  We have a yearly fire risk assessment and the college take action on the areas that require changes.

10.2  We have yearly fire extinguisher servicing (February).

10.3  We have fire alarm maintenance every six months at all three buildings

10.4  We have weekly fire alarm checks at all three buildings that 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.

10.5  We have termly fire evacuation drills for all three buildings;

10.5.1 We log details of each drill

10.5.2 Post drill meetings take place and follow up points are actioned. These meetings are recorded and logged onto the filemaker database system.

10.5.3 One of the Health and Safety team meets with the members of the college community, if they fail to comply with 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 and possible disciplinary procedures.

10.6  We have monthly emergency light checks (1 hour) for each building, which are logged and points are actioned as a result (usually replacing batteries).

10.7  We have bi-annual emergency light checks (3 hours) for each building, which are logged and points are actioned as a result (usually replacing batteries)

10.8  We complete bi-daily walk arounds, which includes completing a safety folder checklist once per day. This involves checking for emergency lights, fire door clearance and extinguishers.

10.9  All members of the Ashbourne Operations team and Yearly teachers must be fire warden trained. All training must be renewed within every three years.


Person(s) responsible  Position/company Contact
Brian Mills Thameside Fire 01255 221 515
Fabio Carpene Facilities
Hien Nguyen Head of Administration


11.0 Preparation for Building works


11.1  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 the college adheres to Health and Safety measures when undertaking this work.

11.2  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

11.3  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, issues the college with building regulations certificate.

11.4  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.

11.5  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.

11.6  After we have received drawings from Peter Topps we liaise with the relevant Landlord to gain permission to go ahead with the planned work. This may involve gaining a licence to alter letter.

11.7  We will work with other specialists where required, which include; fire risk assessment, lockdown and the police.


12.0 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  Facilities


13.0 Lockdown


13.1  A lockdown drill takes place in HT2 of each academic year in each of the three buildings

Please refer to the Lockdown Policy for further information


Person(s) responsible Position  Contact
Georgina Pritchard Deputy Head of Administration
Fabio Carpene Facilities
14.0 Water testing


14.1  We carry out monthly water tests at each of the three buildings, which involve checking to ensure that the water temperature is within regulations.

14.2  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
Fabio Carpene Facilities


15.0 Asbestos


15.1  Asbestos checks have been completed for all three premises and we have taken the necessary action as a result of the feedback.

15.2 There is no Asbestos in either Young Street or Kensington Court.

15.3 At Old Court Place there is some Asbestos located in the boiler room, which is clearly labeled and not accessible to students.

15.4 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 Facilities


16.0 First Aid and Medical


16.1 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.

16.2 All teaching staff that are required to undertake Educational Visits must be a first aider or must ensure they are accompanied by a first aider. First aiders will need to renew their first aid qualification within three years.

16.3 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.

16.4 Each student must be registered with a doctor and supply the details to the college.

16.5 Each floor of Ashbourne has at least one first aid kit, which are checked and re-stocked regularly.

16.6 Each building of Ashbourne has a defibrillator, which are serviced within three years. Yearly training is carried out for all members of first aider’s team and for the Health and Safety Officers.

16.7 We have a medical room for each of the three buildings, which is stocked with a bed, first aid kit and running water.

16.8 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 relevant members of staff to ensure everyone is aware of potential health concerns.

16.9 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.

16.10 An Accident book is kept at Old Court Place and details of each accident is logged within this book – accidents that happen off site during an Ashbourne Educational Visit will also be logged in the Old Court Place accident book.


Person(s) responsible Position Contact
Fabio Carpene Facilities manager
Lee Kirby Director of Studies
Georgina Pritchard Deputy Head of Administration


17.0 Educational Visits


17.1 Parents/key behaviour contacts have to sign a consent form at the start of the year to confirm that they are happy for their child to attend educational visits.

17.2 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.

17.3 The College ensure that wherever possible sports trips involving male and female students are suitably staffed with 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.

17.4 At least one member of staff on each trip has to be first aid trained.

17.5 A first aid kit must be taken on each educational visit and trip phone.

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

Person(s) responsible Position/Company Contact
Hien Nguyen Head of Administration


18.0 Attendance and Supervision of Students


18.1 The register for each class is completed by the teacher in the first 5 minutes of class.

18.2 All students must be accounted for each school day. Middle school students are required to register twice a day (AM & PM)

18.3 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.

18.4 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
Georgina Pritchard Deputy Head of Administration


19.0 Planning, Organisation, Environment and Calendar


19.1 We have half termly Health and Safety meetings, with a fixed agenda and action points which will be reviewed at the subsequent meeting.

19.2 We have a calendar for the year for Health and Safety checks

19.3 Paperless Ashbourne – We have a commitment to scanning all documents onto computer to ensure we don’t lose documents and so that we can reduce paper usage at the college

19.4 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
Lee Kirby Director of Studies


20.0 Risk Assessments


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

20.1  All rooms and spaces at Ashbourne’s premises

20.2  Labs/practical work

20.3  Prior to the commencement of building work either organized by Ashbourne or the landlord

20.4  Educational Visits (including overseas trips) – including any classes happening off site (e.g. Middle School PE and PSHEE) and activities, which includes sports

20.5  College Events (Revue, Art Exhibition, Open Evening, Parents Evening)

20.6  Students under the age of 16 (CSA ) that undertake A level programmes

20.7  Students over the age of 18

20.8  All members of staff, including Support staff (such as cleaners and builders)

20.9  Seating Adjustment DSE/Work Environment checks.


Person(s) responsible Position Contact
Fabio Carpene Facilities manager
Lee Kirby Director of Studies


21.0 Support staff


21.1 We ensure that all support staff are DBS checked appropriately

21.2 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
Hien Nguyen Head of Administration


22.0  Seating Adjustment


22.1  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.

22.2  We review all seating adjustment risk assessments on a yearly basis


Person(s) responsible Position/Company Contact
Fabio Carpene Facilities


23.0 Landlord


23.1  The Head of Facilities organises formal meetings with the landlord (or appropriate representative) for each premises at least once per academic year to review key issues.

23.2  The Head of Facilities 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 Facilities


24.0 Computers


24.1  Ashbourne has installed a firewall to stop inappropriate websites appearing on computers that access the Internet using our connection.

24.2  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 Facilities


25.0 Police and Prevent


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

25.2  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 Facilities
Fran Burns DSL


26.0 Ashbourne Community Welfare


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

26.1 Safeguarding

26.1.1 Safeguarding is an agenda point within all meetings at Ashbourne

26.1.2 The Designated Safeguarding Lead is Frances Burns and the Deputy Safeguading Leads are Lee Kirby, Director of Studies, Ruchi Agarwal and Sean Pillai (Deputy Head of Year13).

26.1.3 All Ashbourne staff members will attend a child protection training session once per year to update them on up to date issues.  This is included in the registration for all new staff.

26.1.4 At least 5 members of staff have received advanced child protection training, including all deputies.

26.1.5 The DSL meets with students in a designated space.

26.1.6 All safeguarding files are kept on a secure database that is password protected and only accessible to the DSL and deputy DSL’s.

26.1.7 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 the following academic year.

26.1.8 Please refer to the Safeguarding policy for further details.

26.1.9 We encourage students and staff to report anything they think breaches this policy including staff breaches.

26.2 Special Educational Needs and Disabilities (SEND)

26.2.1 All students that indicate that they have a SEND 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’s 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.

26.2.2 Staff are expected to raise concerns about whether a student has a SEND with the Examinations officer and the DSL.

26.2.3 All SEND students have access to a SENd teacher on Saturday’s. SEND students can sign up to meet with the SEND teacher whenever they want and they will also be given a slot once per HT where they must come and meet with the SEND teacher.

26.3 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:

26.3.1 Healthy living (e.g. smoking)

a) Preventing radicalisation

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

j) Academic Resilience

26.4 Water Machines

A free water machine is installed at each premises that staff and students are encourage to use.

26.5 Mindfulness Classes

The DSL organises separate weekly mindfulness classes for students and staff if they wish to attend. The aim of the class is to get the attendees to focus on their breathing and consequently reduce stress.

26.6 Fruits

Weekly fruit baskets are distributed to the staff room for all three buildings

26.7 Coffee machines

A free coffee machine for staff is installed at our Old Court Place and Young Street buildings.

26.8 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.

26.9 Feedback for Students – It is important for the college development, we welcome feedback, whether positive or negative.  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.


Authorised by: The Principal
Date: November 2019
Effective date of the policy: November 2019
Review date: September 2020
Circulation Teaching staff / all staff / parents / Students on request