University of Leicester Sports and Recreation Service. Statement on Safety in University Sports Facilities

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1 University of Leicester Sports and Recreation Service Statement on Safety in University Sports Facilities

2 Introduction The Sport and Recreation Service is an independent service within the University. This Statement on Safety in University Sports Facilities has been prepared to reflect the unique nature of the Sport and Recreation Service in comparison with other departments within the University. This Statement sits alongside the University s Health and Safety Policy. General Statement Participation in sport and physical activity carries a risk of personal injury. Participants should be aware of and accept these risks whilst seeking to reduce the risk by taking responsibility for their actions. Participants must cooperate with University employees, those representing the University, coaches, instructors and leaders. In particular, participants are asked to observe some basic rules: Report to a member of University staff any activity or situation that you think presents a risk to users, visitors or passers-by and any incident resulting in an injury to someone on or in University facilities. Do not erect or dismantle sports equipment unless trained to do so and asked to do so by University staff. Report to a member of University staff any defects to sports equipment which become apparent either before, during or after play. Specifically with regard to football, ensure that 5-a-side portable goalposts are securely fixed to the back walls and that 11-a-side portable goals are securely fixed to the ground before play commences. Specifically with regard to fire: - comply with the instructions issued by staff when a building is being evacuated; - do not tamper with or otherwise compromise the effectiveness of any of the fire precautions within the facilities; - do not smoke in any of the sports facilities. Specifically with regard to first aid: - respond positively to a request by a member of staff to assist an injured party; - report any spillage of blood or other bodily fluid to a member of University staff. Page 2 of 8

3 RESPONSIBILITIES Introduction The health and safety responsibilities that follow represent the specific responsibilities of staff within the Sport and Recreation Service. Responsibilities of other staff and departments within the University can be found within the University Health and Safety Policy. Director of Sport The Director of Sport is accountable for health, safety and welfare within Sport and Recreation Services to the relevant University department and is specifically responsible for: Ensuring that adequate resources are made available to ensure that health and safety can be properly managed within Sport and Recreation Services. Implementing the specific requirements of the University Health and Safety Policy throughout Sport and Recreation Services. Ensuring that this Statement on Safety in University Sports Facilities is reviewed as necessary and that any revisions are brought to the attention of all staff and other relevant parties, e.g. clubs. Auditing/inspecting the management of health and safety at all facilities at least every six months. Investigating serious accidents or incidents within the facilities and reviewing any trends within all reported accidents and incidents. Ensuring that Facility Managers are adequately trained and supported to undertake their role and discharge their responsibilities. Organising and chairing a monthly meeting of the Facility Managers at which health and safety management will be a regular agenda item. Liaising with the relevant University department, e.g. Estates Office, to resolve any health and safety issues that are not Sport and Recreation Services direct responsibility e.g. the control of legionella bacteria. Liaising with University Safety Services for professional advice, as required, and liaising with local Environmental Health Officers. Assistant Director of Sport Acting as a staff representative, specifically raising staff concerns with the Director of Sport and, where necessary, pursuing these concerns through the wider University structure. Page 3 of 8

4 Operations Manager The Operations Manager is responsible for: Advising Facility Managers on Sport and Recreation Service-specific health and safety issues. Monitoring the risk assessment programme at each facility and the development and implementation of operational procedures, maintenance programmes, training plans and other measures to control risk. Collecting and archiving completed health and safety documentation from all facilities annually. Facility Managers Key staff form part of the management team due to their operational responsibility for University facilities. Within this Statement, therefore, the title Facility Manager refers to the following posts: Operations Manager Sports Centre Manager Recreation Assistant Recreation Assistant Director of Sport Head Groundsman Manor Road Sports Centre University Sports Centre Charles Wilson Sports Hall Stoughton Road Playing Fields Princess Road East Squash Courts All outdoor pitches and track The Facility Managers are responsible for: Implementing this Statement on Safety in University Sports Facilities and the University Health and Safety Policy at their facility and advising the Director of Sport on any shortcomings with the Statement or Policy. Ensuring that all risk assessments, including fire, hazardous substances and activity assessments, are properly compiled, implemented and reviewed (noting that the actual completion of the fire risk assessment is the responsibility of the Safety Services Office). Developing and implementing a planned preventative maintenance programme for their facility. Developing and implementing a training plan for the staff at their facility. Undertaking or arranging suitable inspections of their facility and equipment and ensuring that any faults or defects are recorded on an action plan that is copied to the Director of Sport at least monthly. Ensuring that all accidents and incidents are properly reported and that completed Accident Report Forms are forwarded to the Director of Safety Services, with copies forwarded to the Estates Office and Director of Sport. Page 4 of 8

5 Establishing appropriate systems for filing completed health and safety documentation (e.g. inspection checklists, pool water test records, accident forms) for the Operations Manager to collect and archive annually. All Staff All staff must: Comply with the operational procedures at all times and report any concerns regarding these procedures to their line manager. Report any accidents, incidents or hazards to their line manager. Attend any training organised for them and ensure that they remain up-to-date on the operational procedures. Page 5 of 8

6 ARRANGEMENTS Introduction The arrangements for managing health and safety that follow provide those within Sport and Recreation Services with arrangements that reflect the unique nature and needs of the department. These arrangements supplement the existing arrangements within the University Health and Safety Policy. The general University arrangements for the management health and safety can be found in the University Health and Safety Policy. Integrated Health and Safety Management System Sport and Recreation Services is developing an integrated health and safety management system, the key elements of which are detailed below. Statement on Safety in University Sports Facilities This document contains the department s policy on health and safety and details the responsibilities of key employees to ensure that the aims of the policy are implemented. Finally, this manual contains details on the arrangements in place to ensure that health and safety is being properly managed throughout the department. The Statement on Safety in University Sports Facilities must be read in conjunction with the wider University Health and Safety Policy. Risk assessment The Management of Health and Safety at Work Regulations 1992 (as amended) introduced the requirement for employers to undertake a suitable and sufficient assessment of the risk to which employees and others are exposed. Other legislation, e.g. Control of Noise at Work Regulations 2005, also include a specific requirement for employers to undertake risk assessment. As such, risk assessment is at the heart of the successful management of health and safety and assists in the development of: Staff induction programme. Ongoing staff training plans. Written operational procedures. Inspection checklists and other monitoring records. Formal planned preventative maintenance schedules. Facility Managers are responsible for the risk assessment programme and, where the compilation of risk assessments is delegated, the Facility Manager is responsible for ensuring that selected risk assessor understands the principles of risk assessment and understands the subject being assessed. Risk assessments must be documented on the department s risk assessment template and will normally be reviewed annually to ensure that the documented control measures are still being implemented. Page 6 of 8

7 Additionally, risk assessments must be reviewed if there is any reason to suspect that they are no longer valid, e.g. change in legislation or industry standards or accidents. Those responsible for the risk assessment programme must maintain an index of all risk assessments that must contain, as a minimum, the subject of the risk assessment, the date of the assessment and the date of its review. Where a risk assessment identifies the need for further action to reduce risk, then this additional control measure must be documented on the risk reduction plan for the facility together with a realistic and relevant date by which it will be implemented. Facility Managers are responsible for ensuring that these control measures are implemented within the timescale provided. Induction and job specific training Facility Managers should ensure that all employees receive a site-specific health and safety induction that must begin on the first day of employment and be recorded in the employee s personnel file. The risk assessment process will guide the content of the induction. Job-specific training will be identified through the risk assessment process and may take the form of either an internal briefing session, e.g. set-up of equipment or use of equipment, or completion of a qualification, e.g. First Aid at Work or Pool Plant Operators qualifications. Job-specific training must be reflected on a documented training plan/matrix. The responsibility for compiling this plan and ensuring that the training is delivered rests with the Facility Manager although, as with risk assessment, this task can be delegated. Facility Managers should ensure that there is an appropriate record of all training that has been delivered. As a minimum, copies of all relevant certificates must be kept in the employee s personnel file and the training plan/matrix must reflect who delivered any briefing sessions and the date upon which the session was provided. Facility Managers should consider introducing a competency test for all training unless this can be demonstrated through the production of other evidence, e.g. a certificate. The documented training plan should be reviewed to take into account the need for refresher training, e.g. expiry dates on certificates, introduction of new operational procedures. Operational procedures The risk assessment process will assist in identifying the need for operational procedures that should be contained within the Normal Operating Procedures or Emergency Action Plans for the facility. The Facility Manager is responsible for compiling, reviewing and amending these operational procedures although, as with risk assessment and training plans, may delegate this task. Inspection checklists and other monitoring records The risk assessment process should be used to identify the need for inspection checklists and monitoring records and Facility Managers are responsible for ensuring that all identified inspection checklists and monitoring records are properly completed and filed appropriately. Page 7 of 8

8 Planned preventative maintenance The risk assessment process should be used to highlight the need for planned preventative maintenance, e.g. annual inspection of fire extinguishers. All planned preventative maintenance, whether completed internally or by an external contractor, must be reflected on a documented planned preventative maintenance schedule. The Facility Manager is responsible for ensuring that identified preventative maintenance is undertaken as planned and appropriate evidence of the maintenance retained for inspection. Page 8 of 8

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