Aylesford School. and Sixth Form College. wonder aspiration respect discipline RISK MANAGEMENT POLICY. Finance and Premises Committee

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1 Aylesford School and Sixth Form College wonder aspiration respect discipline RISK MANAGEMENT POLICY Written: January 2015 Review Date: January 2017 Lead: Site Manager Via: Finance and Premises Committee from potential to reality Tapping Way, Warwick, Warwickshire, CV34 6XR Tel: Fax: Web: A charitable company registered in England and Wales, company number Headteacher: Steven Hall BSc MA

2 SECTION 1 Policy Statement for Risk Management Policy Review Location of Policy SECTION 2 Organisation and Responsibilities 2.0 Objectives of risk management 2.1 General 2.2 Elected members 2.3 Risk management support 2.4 Monitoring of risk management CONTENTS: i. Workplace Risk Management Inspections and Tours ii. Crime / Incident Statistics and reports iii. Risk Management Culture iv. Specific Queries 2.5 Insurance 2.6 Distribution and Promotion of the Risk Management policy 2.7 Responsibilities of the Governing body 2.8 Responsibilities of the Headteacher 2.9 Responsibilities of Managers / Department Heads 2.10 Responsibilities of all Employees 2.11 Responsibilities of Visitors / Volunteers / Hirers 2.12 School Rules Concerning Students 2.14 Specialist Support SECTION 3 APPENDICES Appendix I - Business Continuity Plan / Disaster Recovery Plan Appendix II - Hazard analysis Appendix III - Reducing Stress at Work Appendix IV - General Health and Safety Information (Visitors) Appendix V - Fire Drill Procedures Appendix VI - Fire Procedure for School Hirers/Lettings Appendix VII - Suspect package, Bomb, Biologic and Chemical Contamination Procedure Appendix VIII - Emergency Evacuation Plan Appendix IV - Emergency action Plan Appendix X - Safeguarding Policy 2

3 SECTION 1 RISK MANAGEMENT POLICY STATEMENT This policy is intended to provide a practical framework for Risk Management within Aylesford School. In accordance with the principles contained in the Aylesford School Health and Safety Policy, the Headteacher is responsible for the site and through line management will endeavour to ensure that:- Risks are identified Severity and probability of risks are identified where necessary Adequate appropriate resources are provided It is the policy of Aylesford School so far as is reasonably practicable to:- o Ensure that the security and maintenance of sites, buildings and work equipment are to a reasonable standard o Comply with legal requirements, codes of practice and other approved procedures o Recommend to the Governors the provision of facilities and appropriate funding to meet the requirements of the school s Risk Management Policy o Promote a culture within the school which positively promotes and encourages safe and secure working by all employees, students and visitors in all aspects of the school s activities o All employees, students and visitors are aware of their legal health, safety and security responsibilities and encourage compliance with all relevant legislation o Provide where necessary, appropriate information, instruction, training and supervision to ensure so far as is reasonably practicable, that all risk management issues are addressed o Encourage compliance with all policy arrangements, safety rules, and regulations through discussion, consultation and communication between Management, Risk Management representatives, employees, students and visitors o Provide relevant information, literature etc to employees, staff representatives, students and recognised trade unions POLICY REVIEW This policy will be reviewed biannually or more frequently if circumstances change. The policy will be subject to full consultation with the Governing Body, Leadership Group and Members of Staff as necessary. LOCATION OF THE POLICY The school s Master Risk Management Policy with other Risk Management Information is kept in the Risk Management Folders located in the Site Manager s Office. 3

4 ORGANISATION AND RESPONSIBILITIES 2.0 OBJECTIVES OF RISK MANAGEMENT The objectives of risk Management within Aylesford School are:- To maintain a safe, secure working and learning environment To ensure protection of the school s assets and to avoid disruption and interruption of its services To reduce the cost of risks by evaluating exposure and improving the control of risk 2.1 GENERAL Everyone has Risk Management responsibilities specified in various legislations. These responsibilities place an obligation on elected Members, Management, School Governors, Headteacher, Heads of Departments, Supervisors, Employees in general, Visitors and Students, according to their particular appointments, to be responsible for and take initiative on certain matters. The authorisation and direction of the school s policy will follow the agreed lines of responsibility and organisation. 2.2 MEMBERS OF THE ACADEMY Aylesford School is ultimately responsible for:- Implementation of relevant legislation. Achieving the objectives of this policy. Ensuring that adequate resources are made available for risk management requirements. These responsibilities have been delegated to Governors, Headteacher, Managers, Heads of Departments and Supervisors who jointly all have specific responsibilities as contained in this document. 2.3 RISK MANAGEMENT SUPPORT As part of the service purchased by the School, the Local Authority provides professional advice and support by the WES Safety and Premises. Aylesford School aims to:- Provide and maintain a suitable incident reporting procedure, encourage and promote accurate reporting of incidents, and facilitate appropriate subsequent investigation. Work with external agencies HSE and other Government departments to ensure the reduction of risk to personal health, property or building. Ensure that no charges are levied on any employee in respect of anything done or provided, in pursuance of any specific requirements or relevant statutory provision. Liaise with contractors working on projects commissioned by the School to ensure that they carry out their responsibilities for risk management. Formulate effective procedures for use in the event of fire and other emergencies. Recommendations will be taken for compliance of action identified to meet Risk Management Requirements. 4

5 Monitor and review all aspects of Risk Management on an on-going basis reporting significant outcomes to governors as necessary. Monitor and review all aspects of Risk Management on an on-going basis with a formal audit by Risk Management/Security Consultants on a three year cycle. Inspect premises and services operated by the school on a regular basis, and compile appropriate reports and documentation. Disseminate all aspects of Risk Management to staff, students and visitors as appropriate. The following sections identify responsibilities of the various levels of management within the school The section headed EMPLOYEES applies to all staff. 2.4 MONITORING OF RISK MANAGEMENT The employer s responsibility to monitor risk management will be applied as follows:- i. Workplace Risk Management Inspections and Tours Performed on a termly pre-planned basis by the Governors and Heads of Department, these are designated to apply common standards through the school. They enable the risk management staff to assess, using a common checklist, many aspects of risk management in the workplace. Conducted in conjunction with the Heads of Department and Headteacher, they comprise a review of documentation, including the site policy statement, registers and records, discussions of specific problems/issues, a tour of the site and inspection checklist. WES Safety and Premises Risk Management Team will carry out an audit/inspection process to a three year cycle for secondary schools. Following every audit/inspection or tour, a written report is presented within one month to the Headteacher. Effectiveness, content and usefulness of the audit, together with the performance of the person undertaking it, is monitored using a questionnaire issued by the WES Safety and Premises Services Manager. ii. Crime / Incident Statistics and Reports The School could use the following data for the compilation of reports:- Crime Statistics Insurance Statistics Incident Reports The reports will be received, analysed, investigated where necessary and retained within the school. The Risk Management responsible person will oversee and monitor the procedure and participate in incident investigation where necessary. In addition, the Risk Management responsible person will review and examine the data and report on trends, areas of concern etc via annual Risk Management Report and by other means as required. iii. Risk Management Culture Develop, promote, communicate and encourage a culture within the school which recognises the importance and relevance of risk management. 5

6 iv. Specific Queries In response to requests from the school and as part of investigation procedures, visits are made to premises to monitor various Risk Management issues by the appropriate officer. 2.5 INSURANCE Funds for insurance are delegated to the academy from the EFA. It must demonstrate it can cover insurable interests under a policy arranged by the Governing Body. The Finance Committee reviews insurance arrangements annually. They ensure that the sums insured are commensurate with risks and include cover for academy property when off the premises. Aylesford School currently procures insurance through Solihull Metropolitan Borough Council who provide on-going specialist advice on all insurance matters. The school s current insurance policy is with Zurich Municipal policy number: KSC Full details of the policy including sums insured and excesses are held by the Business Manager. 2.6 RESPONSIBILITIES OF THE GOVERNING BODY Meeting the increased Health and Safety and Risk Management responsibilities given to governors as a result of the Education Reform Act (ERA) 1988, and Local Management of Schools (LMS) and academy conversion requires substantial care and attention. The Governing Body accepts responsibility for the establishment, monitoring and review of all school level Health and Safety and Risk Management Policies. The Governing Body aims to provide a safe, secure and healthy environment for teaching and non-teaching staff, students and visitors to the school. The Governing Body recognises that policies alone cannot ensure safe, secure and healthy working conditions. Only good working practice will ensure safety and security. All staff, employed by the School, Governing Body or others, will appreciate that their own safety, and that of all in the school, depends on their individual conduct as well as this policy. The Governing Body will:- a) Ensure that all resourcing decisions take into account health, safety and security matters. b) Delegate to the Headteacher a contingency budget to cover health, safety and security matters as appropriate to the school s scheme of internal delegation. c) Ensure that job descriptions of new staff include general and specific responsibilities relating to health, safety and security. d) Together with the Headteacher or named responsible person, ensure that staff and their students have suitable health, safety and security provision. e) Ensure that safety standards for purchased goods and equipment are met. f) Together with the Headteacher ensure that procedures exist for checking that items offered for sale by the school are safe. g) Ensure that the school has appropriate monitoring systems. h) Arrange for the Finance and Premises committee to act as the School Site Security committee on request from safety representatives of the professional associations. 6

7 2.7 RESPONSIBILITIES OF THE HEADTEACHER The Headteacher is the person initially and ultimately responsible for achieving the objectives of the Aylesford School Risk Management Policy in his school. This policy should clearly identify which responsibilities are delegated. The Headteacher shall:- a) Ensure that the school meets as far as reasonably practicable, the requirements of all current relevant healthy and safety legislation. b) Ensure that all staff know, accept and are trained to discharge their responsibilities regarding security. c) Ensure staff and students comply with agreed procedures. d) Advise the governing body on the resources and action required to meet statutory requirements. e) Liaise as appropriate with the Governing Body on Risk Management, Security and Fire matters in the school. The Site Manager shall:- a) Be the focal point for day to day references on security, fire and give advice or indicate sources of advice. b) Co-ordinate the implementation of the approved security procedures in the school. c) Have established and maintained a suitable security programme so as far as practicable. d) Receive security and fire guidance and establish procedures to disseminate security and fire information concerning the school to all employees including temporary/supply staff. e) Ensure that, before introducing any change which may affect the security of employees at work, there is adequate consultation with the governing body, appropriate specialist support staff and employees safety representatives. f) Ensure that incidents and hazards are:- Recorded Reported as appropriate Reported to the specialist school staff Followed by appropriate remedial action g) Ensure that the advice of appropriate specialist school staff is sought to assist or clarify any security or fire matter. h) With Governors regularly make a tour or inspection of premises, places of work and working practice evidence. i) Ensure that:- Recommendations or reports presented to the establishment by specialist support staff and other external organizations are communicated to the school s management structure and to the relevant security representatives. Such reports are followed up so that the required action or policy decisions are taken. 7

8 j) Ensure that proper concern is shown for the security of everyone at the school who is not an employee, including students, visitors etc. k) Ensure that workers at the school and hirers of the facilities undertake to conduct themselves according to the statutory requirements and security procedures so that no one is put at risk. l) Ensure that:- Written Fire Risk Assessments are reviewed as necessary and information is disseminated to all the relevant members of staff; All fire fighting and fire prevention equipment is maintained to the required standard, appropriate records are kept and that the relevant staff are familiar with the operation of such equipment; Fire doors are maintained to the required standard; Termly evacuation drills are conducted, fire alarm call points are tested and documented weekly and all employees and persons using the school are aware of the emergency procedure; All fire escape doors, alarm call points, fire extinguishers and escape routes are kept clear of obstruction at all times and check that escape doors can readily be opened from the inside m) Review annually or when circumstances change and make recommendations for improving:- Emergency procedures All safety and security procedures n) Take appropriate action when any hazard is reported to him until he is satisfied the situation is secure and safe. o) Maintain contact with and seek advice from, appropriate agencies. p) Ensure the maintenance of safe access to and from the site. q) Ensure that relevant risk assessments are performed, the results recorded and any necessary action taken. 2.8 RESPONSIBILITIES OF MANAGERS/ HEADS OF DEPARTMENT Under the direction of their management, post holders are responsible for the detailed adoption of the school s policy and they shall:- a) Be directly responsible to the Headteacher for the implementation of existing policies within that department/area of work. They should follow the advice or instructions given by the Headteacher, including the relevant parts of this statement. b) Ensure that all persons reporting to them know, accept and discharge their responsibilities under the school s Security and Fire policies. c) Ensure that the areas for which they are responsible are maintained to high standards, carry out regular security and fire tours of the areas and activities for which they are responsible. 8

9 d) Ensure that they draw the attention of the Line Manager to any breach of statutory regulations or departmental procedures which cannot be dealt with. e) Ensure that they report and investigate incidents occurring within their areas of work, in accordance with the School s procedure (via termly Heads of Department reports.) f) Ensure they maintain safe access to and egress from their places of work. g) Where necessary seek the appropriate security and fire advice of relevant advisor or officer at the school. h) Establish and maintain safe and secure working procedures including arranging to ensure, as far as reasonably practicable, the safety and absence of risks. i) Ensure as far as reasonably practicable, they provide sufficient information, instruction, training and supervision to enable other employees and students to avoid hazards and contribute positively to their own security. j) Ensure that all donated equipment is safe for use, if necessary seeking specialist advice from the Site Manager. k) Ensure that relevant risk assessments are performed, the results recorded and any necessary action taken. NB: The Head of Department and/or professional tutor will make students and supply teachers aware of their responsibilities as these rules apply also to them. 2.9 RESPONSIBILITIES OF ALL EMPLOYEES To observe the relevant legislation and carry out the responsibilities to students and other visitors to the school, all employees are expected to:- a) Know the special security and safety measures and arrangements to be adopted in their own working areas and to ensure they are applied. b) Know and apply the emergency procedures in respect of fire, emergency evacuation and first aid. c) Not wilfully misuse, neglect or interfere with things provided for his/her safety and/or the safety of others. d) Co-operate with other employees in promoting improved security, health and safety measures. e) Report to the Site Manager any hazard, defect or malfunction in accordance with the school procedure via or Defect Reporting Form available from the staffroom. f) Follow all instructions, written or verbal, designed to ensure personal safety and the safety of others. g) Use the provided security safety equipment. h) Avoid improvisation in any form which could create unnecessary risk and security. i) Attend training courses to further improve site security as required. j) Report all incidents, assaults and near misses in accordance with school procedures whether injury is sustained or not. 9

10 k) Take reasonable care, whilst at work, to ensure that you do not endanger either yourself or anyone else who might be affected by your activities. l) Make parents/volunteers aware of the security procedures in the classroom/work area. m) Set a personal example RESPONSIBILITIES OF VISITORS/VOLUNTEERS/HIRERS All visitors and users of the premises will be required to observe the security rules of the school. The Headteacher/other named person will ensure that visitors are informed of security and fire matters which may affect them during their visit. (Appendix IV) Parents helping out in school will be made aware of the security and fire arrangements applicable to them by the teacher to whom they are assigned. Groups of people who hire the premises are made aware of security and fire arrangements through the Booking of school facilities process SCHOOL RULES CONCERNING STUDENTS Parents and guardians are requested to encourage their children, who are students at this school, to:- a) Conduct themselves in a manner which is considerate to their own security and safety and safety of others. b) Observe all the security and fire rules of the school and in particular the instruction staff gives in an emergency. c) Not wilfully misuse, neglect or interfere with equipment provided for their security and safety. The prospectus will make all students and parents aware of the contents of this section SPECIALIST SUPPORT SERVICE Health and Safety > Health and Safety Officer or Health Security and Fire Matters > and Safety/Risk Management Officer at WES Safety and Premises Business Continuity/ Disaster Recovery Emergencies within Education > > Health and Safety Officer or Health and Safety/Risk Management Officer at WES Safety and Premises/Solihull Metropolitan Borough Council/Zurich Insurance Assistant County Education Officer, Community Division Warwickshire County Council Solihull Metropolitan Borough Council IT Issues > Insurance Matters > SIMS Support WES/Senior Technician/Syscomm Business Manager/ Solihull Metropolitan Borough Council/ Zurich Insurance Warwickshire County Council Syscomm Solihull Metropolitan Borough Council

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