Health and Safety Arrangements (school level)

HEALTH AND SAFETY POLICY ARRANGEMENTS 

FOR 

Minerva Primary School 

These Health and Safety Arrangements should be read in conjunction with other relevant policies and procedures. This includes, but is not limited to, the Safeguarding Policy, Fire Arrangements, First Aid Policy, Supporting students with medical needs including intimate care, Offsite trips guidance etc. Together, these documents form a comprehensive framework to ensure the safety and wellbeing of all students, staff, and visitors. Staff are expected to be familiar with and adhere to all applicable policies. 

School Dog

• The School will follow the CLF ‘A Dog in Our Trust Guidance’ 
• The School has a dog risk assessment in place, prior to a dog joining the School. 
• All staff will read ‘Dogs for Good AAI – Standards of practice in Animal Assisted Intervention’ Dogs for Good – standards of practices 
• The School will ensure personal pet insurance is in place and renewed annually. 

Accident Reporting, Recording and Investigation

• All accidents, including near misses, must be reported using the online accident reporting system, accessible via the Navigator page. 
• It is the responsibility of the attending staff member or designated first aider to document any accident involving students, staff, or visitors as soon as possible. 
• Every employee has a duty to ensure that all incidents are accurately and promptly recorded. 
• Any fatal injuries, major injuries, or dangerous occurrences must be reported immediately to the Health and Safety team. 
• Incidents that meet the criteria under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) will be reported to the Health and Safety Executive (HSE) by a member of the CLF Health and Safety team, following submission of the major accident form by the School. 
• Parents, carers, or other nominated contacts will be informed of any accident involving a student as soon as practicable. 
• The School will regularly review the accident reporting dashboard to identify patterns or trends. 
• Where necessary, appropriate measures will be implemented to prevent recurrence. 
• Findings and actions will be discussed as part of the School’s Health and Safety Committee meetings. 
• Where appropriate, an investigation will be conducted by the Principal and/or Operations Manager to determine the root cause of the incident and to mitigate future risks. 
• In certain cases, the investigation may be supported or followed up by a member of the CLF Health and Safety team. 

Asbestos

• The asbestos survey is located in the asbestos log book kept in reception.
• Key staff have attended Asbestos Awareness Training and have/will undertake regular refresher training. 

• • Lee Cashman, Premises Manager 
  • Gareth Nation, Principal 
  • Kate Caldecott, Assistant Principal 
  • Jo George, Operations Manager 
  • Debra Glenn, Safeguarding Officer 

• All contractors arriving to work on site will have a mini induction delivered by premises team before work commences. They are also required to sign and confirm they have seen the asbestos register in relation to the area they will be working in or the activities they will be undertaking. 
• Before any intrusive works to the fabric of the building are undertaken a Refurbishment / Demolition (R & D) asbestos survey is required. Our CLF asbestos specialist Karen Wiliams must be consulted before any work commences. The survey will be fully intrusive and involve destructive inspection, as necessary, to gain access to all areas including those that may be difficult to reach. 
• All required permit to works will be issued by Premises Manager. 
• An asbestos management plan is located with the logbook in reception. 
• The contractors signing in logbook is located in reception.  
• Staff responsible for monitoring and inspecting asbestos containing material in Lee Cashman, Premises Manager. 
• All staff must report any damage to identified areas immediately to Lee Cashman, Premises Manager, or Jo George, Operations Manager. 
• If asbestos is damaged the area will be sealed off immediately and locked to prevent unauthorised access – Follow the Emergency procedures as outlined in the Asbestos Policy. 
• Location maps of asbestos containing material is located within the log book. 

Compliance

• Compliance responsibilities are managed by the Estates Manager in collaboration with the Premises Manager. 
• Internal compliance checks (e.g. fire call points, emergency lighting, water temperature monitoring, and flushing) are conducted by the Premises Team. 
• A compliance contract has been awarded to BAM FM for external statutory inspections and servicing. 
• External compliance checks (e.g. boiler servicing and maintenance, emergency lighting annual testing, lightning conductor inspections) are carried out by the CLF compliance contractor, with records maintained accordingly. 
• Specialist inspections for playground and gym equipment are conducted by independent contractors, currently DTGS Ltd. 

Contractors and Visitors

• All visitors and contractors must report to the main office to sign in, verify DBS status, receive a visitor badge, and be issued with site specific health and safety information. They must sign out upon departure. 
• Contractors must be selected from the CLF-approved PQQ (Pre-Qualification Questionnaire) list available on CLiF. If not listed, contractors must complete the PQQ process before starting work. 
• For urgent works involving non-PQQ contractors, the Premises Team must ensure they have assessed competence before work begins. 
• Pre-Work Requirements: 
  • Risk assessments and method statements must be agreed in writing. 
  • Pre-contract checks (e.g. asbestos or ground surveys) may be required depending on the nature of the work. 
• Relevant staff are informed of the work scope, location, timing, and duration. 
• Contractors must sign the Contractor Authorisation to Work (CAW) form. 
• Any changes to work activities must be discussed with the Principal, Premises Team, or Operations Manager. 
• All contractors, sub-contractors, and self-employed workers must follow local safety rules and the Academy’s/School’s Health and Safety Policy. 
• Contractor performance is monitored throughout. 
• Unsafe practices must be stopped immediately until safety standards are met. 
• Any completed work is reviewed with the Premises Team or Operations Manager, and follow-up actions are agreed as needed. 

Contractors undertaking Hot Works

Hot work must be strictly controlled through a Hot Work Permit, issued jointly by the School and the contractor. The Estates Team must be notified in advance, and the relevant permit documentation must be completed and submitted to the Estates Contracts Manager. 

To ensure appropriate insurance coverage, the Estates Contracts Manager must receive the completed forms at least 48 hours prior to the commencement of work, allowing time for notification to the Academy’s/School’s insurers and arrangement of any additional cover required. 

COSHH (Control of Substances Hazardous to Health)

• An up-to-date inventory of all hazardous substances on site is maintained by department leads and the Operations Manager. Copies are stored in the main and the Emergency Grab Bag. 
• All regularly used substances are accompanied by Material Safety Data Sheets (MSDS). 
• Any new substances displaying a hazard warning symbol and posing a significant risk due to use, misuse, quantity, or storage must undergo a COSHH risk assessment. A COSHH risk assessment template is available in the Health and Safety Manual on CLiF. Findings, including required PPE, safe handling, and storage procedures, must be communicated to all relevant staff. 
• The delivery of hazardous substances is coordinated by the relevant department (e.g. Science or Premises Team) and if possible, this is scheduled outside of academic hours. Deliveries are either temporarily stored in the locked storage cupboard in reception or immediately transferred to the fire cabinet in the Premises Manager’s office or the cleaners’ cupboard. 
• Cleaning contractors are expected to operate under their own COSHH procedures, which must align with the School’s arrangements. 
• All decanted substances must be clearly labelled with the product name, dilution rates, and relevant safety information. 
• Departments such as Science, Design & Technology, and Art are responsible for maintaining their own procedures for the safe storage, handling, and use of hazardous substances, in line with their respective departmental Health and Safety Policies. 

Defect Reporting Procedures

• All staff are responsible for maintaining a safe working environment and must report any defective, damaged, poorly maintained, or untested equipment via the Premises Helpdesk tile on the School Navigator page as soon as possible.  
• Where there is an imminent risk, make the Premises Team/ Operations Manager know immediately. 
• Any faulty equipment must be immediately taken out of use, clearly labelled as “Do Not Use”, and, where necessary, isolated to prevent further risk. The issue must then be reported through the appropriate system as outlined above. 

Display Screen Equipment (DSE)

• The School is responsible for conducting DSE risk assessments for staff who are classified as “users” under the DSE Regulations. A user is typically someone who uses display screen equipment (e.g. a computer or laptop) daily for an hour or more, such as administrative staff or the Operations Manager. 
• DSE assessments are completed every two years, or sooner if there are changes to equipment, office layout, or staffing. 
• Completed self-assessments will be reviewed and discussed with their line manager. Any required actions must be documented and followed up appropriately. 
• Staff to complete DSE training via Nimble. 
• All DSE users are entitled to a biennial eyesight test conducted by a qualified optician. If corrective lenses are recommended specifically for DSE use, staff should consult their Operations Manager for further guidance. 
• For more information and access to the DSE user risk assessment and manager sign-off form, please refer to the CLF DSE User Guidance available on CLiF. 

Electrical Equipment (Fixed and Portable)

• All electrical faults must be reported immediately to the Operations Manager, Premises Manager, or via the Premises Helpdesk. Faulty fittings (e.g. cracked sockets) must be isolated, clearly labelled “Do Not Use”, and scheduled for repair. 
• Electrical sockets must not be overloaded. Staff should have a basic understanding of electrical safety to avoid overloading circuits. 
• Extension leads should only be used temporarily and must be fully unwound during use to prevent overheating. 
• Staff are not permitted to bring personal electrical items onto the premises unless the item is new or has undergone a recent PAT test. 
• All fixed installations are inspected by a qualified contractor every five years, in line with statutory requirements. 
• PAT is carried out annually by qualified electricians or competent trained staff. During testing, any defective items are either repaired or removed from use, labelled accordingly, and stored securely. 
• Hirers, contractors, and visitors must ensure that any electrical equipment brought onto the premises has a valid PAT certificate and is safe to use. 
• The School reserves the right to conduct random checks to ensure compliance. 

Expectant or New Mothers

In the event that a member of staff becomes a new or expectant mother, the School will take appropriate measures to safeguard their health and safety in the workplace. A dedicated risk assessment will be conducted and documented through a one-to-one consultation. This assessment will be regularly reviewed and updated throughout the pregnancy and upon return from maternity leave to ensure ongoing support and compliance. 

Fire and Emergency Procedures

• The School will implement and use the CLF Fire Arrangements template which must be read and understood in conjunction with these arrangements. 
• Three fire drills will be completed over the course of the year. 
• The fire arrangements will be reviewed annually. 
• The responsible person is Gareth Nation, Principal. 
• The assembly point is the playground. 
• A list of Fire Wardens can be found in the MPS Fire Guidance document. 

 First Aid / Mental Health First Aid

• The School will implement and use the CLF First Aid Policy which must be read and understood in conjunction with these arrangements. 
• A list of qualified First Aiders, holding nationally recognised certifications, is displayed around the school. These individuals are authorised to administer first aid. 
• The school Mental Health First Aider is Rachelle Billington, SENDCo. Mental health first aiders are trained to support and signpost those experiencing mental health challenges or emotional distress. 
• Notices indicating the location of first aid facilities are displayed at key points throughout the premises. 
• The designated First Aid Room is located between the Principal’s office and the gents loo. 
• First aid boxes are available in the First Aid room and all classrooms. 
• Classroom staff are responsible for ensuring that all first aid boxes are adequately stocked and that contents are replenished and in date, and this is recorded. First aid boxes do not contain any medication, tablets, creams, or ointments. 
• If deemed necessary by a First Aider or the Principal, an injured person will be sent directly to hospital, typically via ambulance. Parents or carers will be informed immediately. 
• No injured person will be sent to hospital unaccompanied. If a parent or guardian cannot be reached, a designated adult will accompany the individual. 

Glass and Glazing

• All academies will refer to the model Glazing Risk Assessment available on CLiF and have had an initial glazing survey to determine that the standard of glazing is compliant in critical locations. 
• The condition of glazing will be routinely monitored as part of regular site inspections and visual checks. 
• If there are any concerns regarding the condition of glazing such as damage, non-compliance, or uncertainty about whether safety glazing is in place, a formal glazing survey must be arranged through the Estates Team. 

Health and Safety Committees

• The Health and Safety Committee operates as an independent body, meeting at least three times per academic year. Its primary function is to coordinate and integrate all aspects of health and safety management across the School. 
• The committee operates under agreed Terms of Reference, which define its roles and responsibilities. 
• Committee Membership may include: 
  • Principal or a member of the Senior Leadership Team (SLT) 
  • Operations Manager 
  • Representative from the Central Health and Safety Team 
  • Premises Manager 
  • Trade Union Representative (where applicable) 
  • Heads of Science, Art, PE, or Design & Technology, or their nominated technicians 
  • SENCO and/or Designated Safeguarding Lead (DSL) 
• A standard agenda template for committee meetings is available in the Health and Safety Manual on CLiF. 

Infectious Diseases

• The School adheres to the latest UK Health Security Agency (UKHSA) guidance, including the “Guidance on Infection Control in Schools and Other Childcare Settings.” 
• Specific guidance on managing infectious diseases (A to Z) can be accessed via the following link: Managing Specific infectious disease: A to Z 
• The School follows the CLF model risk assessment template for infection control which is reviewed and adapted as necessary. For further advice, staff should contact the Southwest Health Protection Team (SWHPT) or the Health and Safety Team. 
• In the event of a rise in infectious disease cases, the Principal will contact the local SWHPT for further guidance and support. 
• Biohazard spill absorbent powder is available in the First Aid Room and the school office for safe and effective management of bodily fluids. 
• Personal Protective Equipment (PPE) is stored in the first aid room to ensure proper hygiene protocols are followed. 

Law Poster

In accordance with the Health and Safety Information for Employees Regulations, the School is required to either: 

• Display the approved Health and Safety Law Poster in a prominent location, or 
• Provide each employee with an equivalent leaflet. 

This poster outlines the responsibilities of both employers and employees in maintaining a safe working environment. It also includes contact details for seeking advice or raising concerns about workplace safety. 

The official Health and Safety Law Poster is displayed in the main reception area. 

Legionella

• The CLF Legionella Management Policy V4 must be read and understood. 
• A copy of the Legionella risk assessment is stored in the legionella folder in the main office. 
• BAM FM is contracted to perform water testing in accordance with L8 guidance. 
• Lee Cashman, Premises Manager is responsible for conducting weekly flushing, temperature monitoring, and other required checks. 

Lettings

• All lettings must be approved by the Head of Leisure and Lettings, and where appropriate, by the School Principal or Operations Manager. 
• Delegated approval may also be given by Deputy Managers and Leisure Attendants. 
• All hirers must complete and sign the CLF Leisure and Lettings Terms and Conditions. 
• Emergency contact details specific to the School are provided to hirers.  
• Staff on duty are available to assist, and direct customers as needed. 
• Clear emergency procedures are in place. Both the School and the hirer must understand and adhere to their respective responsibilities in the event of an emergency. 
• The School may request risk assessments from hirers, particularly for organised activities. 
• All organised clubs or groups must provide evidence of adequate insurance coverage. 
• Hirers are required to report any damage, equipment failure, or building faults to the School immediately. 
• All accidents, incidents, and near misses must be reported using the School’s online reporting system. 

Lockdown

The school uses an airhorn and radio/email communication for lockdowns.   

All staff members are thoroughly familiar with the lockdown protocols, including both partial and full lockdown scenarios. Key elements include: 

• Students are regularly informed of lockdown procedures through assemblies and other communication channels. 
• Lockdown drills are conducted at least twice annually to ensure preparedness and reinforce understanding across the school community. 

Lone/ Remote Working

The School has conducted comprehensive lone working risk assessments to ensure the safety and wellbeing of staff working in isolation or outside of regular hours. The following control measures are in place: 

• Staff are not permitted to work at height or engage in other high-risk tasks while working alone. 
• A reporting or buddy system is implemented to ensure regular check-ins and accountability during lone working periods.