Health & Safety

General Statement of Policy

The Directors of Green Inc (eu) Limited (the Company) acknowledge and accept their legal responsibilities for securing the health, safety and welfare of all its employees, students and sub-contractors working on its behalf; and all others affected by its activities. It is the intention of the company to provide safe and healthy working conditions for all our employees and students by:-

  1. • Providing and maintaining facilities, plant & equipment
  2. • Providing safe systems of work
  3. • Providing a safe place of work and safe access and egress
  4. • Providing a safe working and/or learning environment
  5. • Providing adequate and sufficient information, instruction, training and supervision.

It is also the intent of the Directors to enlist the support of all employees towards achieving the safest possible working conditions and to encourage consultation on all health and safety matters. Support, co-operation and consultation will also be sought from students, clients, other contractors and any other people who might reasonably be expected to be included in such discussions. To this end health and safety updates will be conducted at each board meeting and as appropriate with staff. Health and Safety at work will also be included in the staff training programmes.

The company accepts its responsibility for the health and safety of other people who may be affected by our activities including clients' employees, other contractors and members of the public. The Directors also wish to minimise the impact the company’s activities may have on the environment.

The allocation of duties for safety matters, and the particular arrangements needed to enact this policy, are set out in this document.

This Policy will be kept up to date particularly with regard to any changes in activities or the nature or size of the business and will be reviewed annually in August of each year.

HEALTH AND SAFETY POLICY

1. Introduction

It is the policy of the Board of Directors that the company take all reasonable steps to ensure the health, safety, and welfare needs of all members of our workforce, including people with disabilities, Students, Contractors and visitors to our facilities. The company will, so far as is reasonably practicable, establish procedures and systems necessary to implement such a policy.

The Board of Directors will ensure that all relevant statutory duties and obligations are satisfied including those duties set out in the Health and Safety at Work Act 1974.

The Company will take all reasonable steps to provide and maintain a healthy and safe working environment with the objective of minimising the number of instances of occupational accidents and illnesses.

All employees will be provided with personal protective equipment (PPE), other equipment, information, instructions, training and supervision as is necessary to implement the policy.

The Board of Directors also recognises its duty to protect the health and safety of all visitors to our facilities, including contractors and temporary workers, students and other individuals, as well as any members of the public who might be affected by Green Inc’s operations.

While Green Inc will take all reasonable steps to ensure the health and safety of its employees and students, health and safety at work, we also recognise that it is also the responsibility of the employees, contractors, students and visitors to take appropriate and/or reasonable steps to ensure their own health and safety is maintained.

It is the duty of each employee to take reasonable care of their own and other people's welfare and to report any situation which may pose a threat to the well-being of themselves or of any other person. If an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job, then it is the employee's duty to report this to their line manager or to their delegated health and safety representative. Health and Safety issues can also be reported through the CRM system using the issues module.

An effective health and safety programme requires continuous communication between workers at all levels and staff are encouraged to register anything that may have implications for the safety and health of staff, students and others.

All injuries, however small or slight, sustained by a person at work must be reported to their line manager or to their health and safety representative. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive.

The accident book is located at 1 Milton Road in the medical office. A review of the accident book will be undertaken, bi-annually.

The specific arrangements for the implementation of the policy are detailed below.

2. Organisation

The Board of Directors has overall responsibility for health and safety within the company, and will:

  1. • Ensure suitable financial provision is made for health and safety obligations
  2. • Provide appropriate information and instruction to employees
  3. • Ensure work is planned to take into account health and safety issues
  4. • Ensure that employees at all levels receive appropriate training
  5. • Monitor and assess risk to health and safety
  6. • Understand the company policy for health and safety and ensure it is readily available for employees
  7. • Set a personal example by following health and safety procedures
  8. • Actively promote at all levels the company’s commitment to effective health and safety management

Note: Day to Day implementation of this policy may be delegated to the Chief Executive Officer.

2.1 Green Inc Managers

The company’s Managers will undertake and be responsible for:

  1. • Monitoring the implementation of the health and safety policy throughout the company and reviewing its appropriateness by regular safety audits/inspections carried out in various workplaces.
  2. • Investigating accidents and implementing corrective action.
  3. • Reviewing health and safety legislation and implementing any new requirements relating to the company.
  4. • Liaising with managers, employees, subcontractors and specialists as and when appropriate.
  5. • Collating and reporting any accidents reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.) 1995

  6. • Ensuring that the company’s facilities are kept clean and tidy.

2.2 Employees Duties and Responsibilities

It shall be the duty of every employee while at work to:

(A) to take reasonable care for the health and safety of themself and of other persons who may be affected by their acts or omissions at work: and

(B) as regards any duty or requirement imposed on the employer or any other person by or under any of the relevant statutory provisions, to co-operate with them so far as is necessary to enable that duty or requirement to be performed or complied with.

For all employees to comply with their legal duties, they will undertake and be responsible for:

  1. • Reading and understanding the company’s Health and Safety policy and carry out their work safely and in accordance with its requirements
  2. • Ensuring that any PPE provided by the company is properly used in relation to any instruction / training given and in accordance with this policy
  3. • Reporting any defects to work equipment immediately to their Manager and recording it on MIS.
  4. • Reporting any incidents, which have led or might lead to injury or damage
  5. • Reporting any accidents or near misses however minor to their Manager
  6. • Using the correct tools and equipment for the job in hand and in accordance with training and instructions
  7. • Co-operating with any investigation, which may be undertaken with the objective of preventing re-occurrence of incidents.

2.3 Persons Other Than Employees (Learners and Others)

To protect the health and safety of others who are directly or indirectly involved with the company and its employees and to raise awareness of H&S issues amongst our learners the following procedures must be adhered to:

  1. • H&S vetting procedure for organisations where learners are based
  2. • H&S induction with new learners

Any accidents to learners are appropriately recorded by Green Inc and referred to the funding partner or organisation or funding body where relevant.

3 Communication and Co-operation

The company will endeavour to communicate to employees their commitment to health and safety and it forms an integral part of our induction which is mandatory for all new employees. This ensures that employees are familiar with the contents of this policy.

The Board of Directors believes that if the company is to build and maintain a healthy and safe working environment, co-operation between workers at all levels is essential. All employees are expected to co-operate with the company’s managers. Employees have a duty to take all reasonable steps to preserve and protect the health and safety of themselves and of all other people affected by the operations of Green Inc.

Action under the company’s disciplinary procedure may be taken against any employee who knowingly or deliberately violates safety rules and procedures or who fails to perform his or her duties with due care and attention to the provisions of this policy.

4 Training

Safety training is an integral part of an effective health and safety programme. It is essential that every employee is trained to perform his or her job effectively and safely. All employees are given training appropriate to their responsibilities in accordance with the Management of Health and Safety at Work Regulations. Training will be provided for the following situations:

  1. • Induction training for new employees {Health and safety awareness, company procedures etc)
  2. • The introduction or modification of new/existing machinery or technology
  3. • A change in employee position/work activity or responsibility

Any training provided by the company will be formally recorded with a hard copy kept on file. A programme of refresher training will be undertaken to keep employees up to date with legislation and industry best practice.

5 Inspections

The Board of Directors believes that regular systematic inspections of the workplace are an important instrument in ensuring that it demonstrates compliance with the law. The CEO is to ensure that regular inspections of the workplace are conducted. In addition, inspections will be conducted in the relevant areas whenever there are significant changes in the nature and/or scale of the company’s operations. Workplace inspections will also provide an opportunity to review the continuing effectiveness of the policy and to identify areas where revision of the policy may be necessary.

6  Work Equipment

  1. • The CEO is to ensure that all work equipment (including electrical equipment) used at the company’s facilities are to comply with the Provision and Use of Work Equipment Regulations (P U W.E.R.).
  2. • Before new equipment is introduced into the working environment, the CEO is to ensure that an appropriate Risk Assessment is made to ensure that the equipment is suitable for its intended use
  3. • No employee will use work equipment for which they have not received specific training.
  4. • No employee will knowingly misuse work equipment or remove any guards that are in place to minimise a specified risk.
  5. • All work equipment will be maintained and inspected at suitable intervals either internally by a competent person or by specialist external companies. The frequency of such inspection will be based on the manufacturer’s guidance and industry best practice. Any maintenance / inspections undertaken on company equipment will be formally recorded
  6. • Should employees have any problems relating to the operation of equipment, or the safety of that equipment, they should immediately inform their line manager in order that steps can be taken to remedy the situation promptly.

7 Personal Protective Equipment

The Board of Directors recognises the duties and obligations established by legislation. The company will provide personal protective equipment (PPE) where a risk assessment identifies the requirement for worker protection where the risk presented by a work activity cannot be adequately controlled by other means.

All reasonable steps will be taken to ensure the health and safety of employees who work with PPE. All workers who may be exposed to a risk to their health and safety while at work will be provided with suitable, properly fitting and effective PPE. All personnel required to use PPE will be provided with adequate information and training to enable a full understanding of the issues associated with its use.

8 Manual Handling Operations

It is the Board of Directors’ objective to minimise any risk to employees of accident or injury resulting from manual handling operations. Green Inc will endeavour to avoid the need for manual handling activities, so far reasonably practical. Where it is not possible to avoid manual handling operations, an assessment of the operation will be made taking into account the task, the load, the workplace and the capability of the individual concerned. Green Inc will then introduce controls to reduce the risk of accident or injury to the lowest extent reasonably practical.

9 Display Screen Equipment

Many employees are required to routinely use Display Screen Equipment (DSE) as part of their daily work. All reasonable steps will be taken by Green Inc to secure the health and safety of employees who work with DSE. Green Inc will conduct health and safety assessments of all workstations staffed by employees who use DSE as part of their usual work and will ensure that all workstations comply with statutory requirements, thus reducing risks to DSE users to the lowest extent reasonably practical.

DSE users will be allowed periodic breaks in their work. Breaks in work may take the form of other work activities or tea breaks.

Employees are entitled to eye tests to ensure their visual acuity is compatible with the requirements of DSE work. If the examination reveals the need for corrective lenses, then the cost of providing lenses and frames, for display screen activity only, will be the responsibility of Green Inc. N.B. Employees who wear / need glasses or contact lenses at their employment commencement will be responsible for their own glasses or contact lenses.

All DSE users will be given appropriate and adequate training on the health and safety aspects of this type of work and will be given further training and information whenever the organisation of the workstation is substantially modified.

10 Control of Substances Hazardous to Health (COSH)

Before any hazardous substances are used during a company specific work process, a material safety data sheet (MSDS) will be requested from the supplier and the CEO will ensure that an appropriate assessment has been made of the risks from that substance will be undertaken in line with the Control of Substances Hazardous to Health Regulations (COSHH). Alternative less harmful substances will be used wherever possible.

Note the use of hazardous substances by contractors undertaking work commissioned by the company will remain the responsibility of the contractor as a domain expert. The contractor is to ensure that all relevant COSH precautions have been put in place prior to commencing work. It is a specific condition of any such work that the contractor indemnifies the company and the Board of Directors against any claims arising from their negligence. The CEO is to ensure that this clause is included in any Terms and Condition of supply.

11 Employees at Special Risk

  1. • Green Inc recognises that some workers may from time to time be at increased risk of injury or ill-health resulting from work activities.
  2. • Green Inc therefore requires that all employees advise their line manager if they become aware of any change in their personal circumstances which could result in them being at increased risk.
  3. • This could include medical conditions, permanent or temporary disability, taking medication and pregnancy.
  4. • Where employees at special risk are identified a further assessment of risk in addition to the general risk assessment will be undertaken.

12 Fire Safety Precautions

  1. • It is the Board of Directors’ policy to take account of fire hazards in the workplace and fire-risk assessment has been carried out at our Milton Road premises.
  2. • All employees have a duty to conduct their operations in such a way as to minimise the risk of fire. This specifically involves keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials.
  3. • Managers are responsible for keeping their operating areas safe from fire, ensuring that their staff are trained in proper fire prevention practices and emergency procedures.
  4. • Employees working on sites controlled by others e.g. learner’s employment premises etc. should make themselves familiar with the local evacuation procedures and follow the host establishment's procedures as necessary.

ACTION TO BE TAKEN UPON DISCOVERING A FIRE

  1. • Activate the nearest fire alarm to raise the alarm
  2. • Call the fire brigade
  3. • Fight the fire only if safe to do so.
  4. • DO NOT PUT YOURSELF AT RISK

ACTION UPON HEARING THE FIRE ALARM

  1. • Leave the building by the nearest fire exit DO NOT USE LIFTS
  2. • Close all doors behind you
  3. • Go directly to the assembly point in the car park and await instructions
  4. • Do not leave the assembly point until the “all clear” is given by a fire marshal.
  5. • Do not re-enter the building for any purpose until the “all clear” is given
  6. • The CEO is to ensure that practice fire drills are conducted on a regular basis (at least termly) to ensure employees and learners are familiar with emergency evacuation procedures.

13 First Aid and Accident Reporting

  1. • Reasonable First aid provision will be made at the company’s office at One Milton Road.
  2. • Each first aid box shall be suitably marked and be easily accessible to all employees at all times when they are at work. The First Aid kit is held in the Study Programme Office.
  3. • At remote sites - wherever possible arrangements are made with managers of these sites to use their first aid facilities.
  4. • All accidents MUST be reported to a manager and the details recorded in the accident book (held at 1 Milton Road).
  5. • Serious accidents where hospital treatment is required must be reported to a Director as soon as possible after the incident.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.)

Certain accidents are reportable to the HSE's Incident Contact Centre. A Manager must be notified as soon as practicable after incidents causing the following injuries:

  1. • Any work related injury that leads to an employee being absent from work for more than 3 working days
  2. • Fracture other than to fingers, thumbs or toe
  3. • Amputation
  4. • Dislocation of the shoulder, hip, knee or spine
  5. • Loss of sight (temporary or permanent);
  6. • Chemical or hot metal burn to the eye or any penetrating injury to the eye
  7. • Injury resulting from, an electric shock or electrical burn leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours
  8. • Any other injury: leading to hypothermia, heat-induced illness or unconsciousness: or requiring resuscitation: or requiring admittance to hospital for more than 24 hours.

  9. • Any accident or occurrence resulting in the death of a Director, Employee, Learner, Contractor, or visitor

All accidents / incidents will be investigated by the Chief Executive Office or other suitable senior manager.

14 Welfare Facilities

As a minimum the following will be provided:

  1. • Toilet/washing facilities accessible on site
  2. • Eating/rest facilities accessible on site

15 Risk Assessments

Formal Risk Assessments will be carried out and recorded where directed in this policy. In addition, risk assessments are to be carried out informally by employees as they go about their business on behalf of the company. Potential hazards are to be considered and reasonable alterations to working methods established in order to minimize the risk of injury to themselves, and others affected by the work. Where the employee does not have sufficient knowledge about a specific hazard, such as work in confined spaces, they will take further advice if required.

16 Company Safety Rules

  1. • All employees should be aware of, respect and adhere to the rules and procedures contained in this policy;
  2. • All employees must immediately report any practices or conditions they believe to be unsafe to their line manager;
  3. • Practical joking, misuse of equipment or any other acts which might jeopardise the health and safety of any other person are forbidden – any such acts being perpetrated will be construed as Gross Misconduct and may result in immediate summary dismissal;
  4. • Any person whose levels of alertness and/or ability are reduced due to illness or fatigue will not be allowed to work if this might jeopardise the health and safety of that person or any other person;
  5. • Employees must not adjust, move or otherwise tamper with any electrical equipment, machinery or air or water lines in a manner not within the scope of their duties, unless instructed to do so by their line manager;
  6. • All waste materials must be disposed of carefully and in such a way that they do not constitute a hazard to other workers;
  7. • No employee should undertake a job which appears to be unsafe;
  8. • No employee should undertake a job until he or she has received adequate safety instruction and is authorised to carry out the task;
  9. • All injuries must be reported to a line manager;
  10. • Employees should take care to ensure that all protective guards and other safety devices are properly fitted and in good working order and shall immediately report any deficiencies to their line manager ;
  11. • Work shall be well-planned and supervised to avoid injuries in the handling of heavy materials and while using equipment
  12. • No employees should use chemicals without the knowledge required to work with those chemicals safely
  13. • Suitable clothing and footwear are to be worn at all times. Personal protective equipment must be worn wherever appropriate:

17 Housekeeping

It is the duty of all employees to ensure that our facilities are kept clean and tidy and as such:

  1. • Work sites, communal areas and staff welfare facilities must be kept clean and tidy;
  2. • Any spillage must be cleaned up immediately,
  3. • Waste materials and rubbish must be placed in the receptacles provided and removed routinely;
  4. • All combustible waste materials must be discarded in sealed metal contain