THE SKILLS DEVELOPMENT SCOTLAND CO. LTD NETWORK COMPLIANCE SERVICE HEALTH AND SAFETY ACCIDENT REPORTING ARRANGEMENTS

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1 THE SKILLS DEVELOPMENT SCOTLAND CO. LTD NETWORK COMPLIANCE SERVICE HEALTH AND SAFETY ACCIDENT REPORTING ARRANGEMENTS Latest Version November 2014

2 ACCIDENT REPORTING PROCEDURES 1 Introduction The reporting and investigation of accidents and diseases is an important aspect in the management of health and safety. The main aim is to reduce the number of incidents of injury and illness through investigation into causes, so that preventative action can be taken. Detailed below is the action to be taken by Skills Development Scotland Co. Ltd (SDS) to comply with accident reporting procedures. 1.1 Responsibilities of Skills Development Scotland Co. Ltd In order to achieve accurate reporting, any investigation should be started as soon as possible after an accident /disease has been reported. For this to happen, SDS must have reliable systems to ensure that information is accurately recorded and passed to them for prompt investigation. SDS must also ensure, prior to the contracting or monitoring review, that the Provider is aware of and understands their responsibilities and those of any Work Placement/sub-contractor, in relation to accident reporting both under contract (Relevant Accident) and by virtue of RIDDOR. It is important that the SDS give sufficient priority to accident / disease investigation so that the reporting procedure, as described below. 1.2 Reporting Procedure for Accidents and Diseases The Provider notifies the SDS that an accident or disease involving a non employed participant or employed trainee has occurred The designated person in the SDS Health & Safety team Jim Lindsay , or Tom Hunter receiving notification of an accident or disease will establish if it is relevant under the terms set out in NTP Rules. It should then be recorded and given a reference number SDS staff will where appropriate signpost Training Provider to Where they can down load AF1. SDS staff will check that the non employed participant or employed trainee is participating in an SDS funded National Training Programme (i.e. Modern Apprenticeships or Employability Fund) and will sign the verification signature box on the AF1 to confirm the non employed participant or employed trainee registration on the programme, and will also complete the causation factors for non employed participant. (See specific guidance on completing AF1, 2 & 3) SDS staff will complete the form AF2 for non employed participant or only SDS staff signpost Training Provider to where they can down load AF3 and get non-employed participant to complete accident form and return.

3 1.2.6 SDS staff investigating an accident or disease should ensure that the Provider has provided sufficient information on the completed AF1 form In order to achieve and maintain a high quality of accident reporting it is important that, where possible, a visit is made to the accident site Where information indicates that an accident is of a minor nature, SDS staff investigating the accident may decide that a visit is not required. This decision should be based on the need to produce an accurate report with preventative measures that are appropriate for identified causation factors (relevant for non-employed participant only) When the completed forms AF1, AF2 and AF3 are returned to SDS staff and the accident or disease has been fully investigated and any preventative action agreed for non-employed participant, the completed forms should be passed to nominated Health and Safety officer within 15 working days from the notification of the accident or disease If the completed AF3 is not received from the non-employed participant prior to forwarding the AF1 and AF2 to nominated SDS Health and Safety officer, the AF3 should be sent to nominated Health and Safety officer) The content of all accident report forms will be entered on the SDS database. SDS will retain copies of all accident information forms It is extremely important that every section of the accident report forms AF1, AF2 is completed correctly and that preventative action has been agreed and recorded in the appropriate section. On the rare occasion where no preventative action is required, a short explanation would be appropriate. 1.3 Relevant Accident A relevant accident is defined as any accident suffered by non employed participant or employed trainee while undergoing training or participation on a government funded training scheme and includes any of the following circumstances: the non employed participant or employed trainee dies. the accident/disease comes within the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). (Advice on RIDDOR can be accessed by contacting Information on RIDDOR can be obtained at the accident/disease results in the non employed participant or employed trainee absence from training for 7 days or more including weekends, bank holidays and rest days but excluding the day of the accident. the accident/disease results in any loss of physical or mental faculty or disfigurement of the non employed participant or employed trainee. the accident/disease may give rise to a claim under the Industrial Injury Scheme.

4 1.4 Listed below is a guide on what constitutes a major accident: a fatality; when injury is liable to lead to a permanent disability, e.g. amputation, crush injury, eye damage; An accident liable to attract media attention, e.g. scaffold collapse, falls from high structure, mini-bus accident involving non employed participant or employed trainee. 1.5 Injuries classified as Specified injuries are: any fracture, other than to the fingers, thumbs or toes; any amputation; dislocation of the shoulder, hip, knee, or spine; Loss of sight (whether temporary or permanent); Any burn injury (including scalding) Which: covers more than 10% of the whole body s total surface area or causes significant damage to the eyes, respiratory system or other vital organs ; Any crush injury to the head or torso, causing damage to the brain or internal organs Any degree of scalping requiring hospital treatment Any loss of consciousness caused by head injury or asphyxia Any other injury: Leading to hypothermia, heat-induced illness or to unconsciousness; Requiring resuscitation, Requiring admittance to hospital for more than 24 hours: Loss of consciousness caused by asphyxia or by exposure to a harmful substance or biological agent;

5 1.5.1 The definition of a Minor Accident is as follows; An over 7 day injury is an injury (other than a fatal injury or specified 1.6 Contact Points injury) which incapacitates a person from their normal work for more than 7 consecutive days In the event of a fatal accident, it is important that appropriate information is passed immediately [by telephone or ] to SDS in order that Ministers can be briefed and any other appropriate action can be taken. SDS staff will inform relevant SDS Director, Head of Compliance and Manager of any fatal accidents Contact SDS NTP Hub on or giving the same details as are required to complete Page 1 & 2 of form AF Fatalities of non employed participant or employed trainee out with the training programme should be reported to SDS NTP Hub on or only. SDS NTP Hub will ensure that there is no follow-up action taken Where appropriate the Provider may be required to implement additional controls, confirmation of action taken must be recorded in writing between the SDS and the Provider. 1.7 Occupational Related Diseases Many occupational diseases have a long development period before their full effects are realised. Non employed participant or employed trainee on short-term programmes or projects may not be fully aware of developing an occupational disease. It is vital that any such signs of disease are reported at the earliest possible time to SDS Health and Safety staff. The occupational diseases to be reported include all of those required under the RIDDOR classification. In all cases where the non employed participant or employed trainee alleges that they have contracted such a disease as a result of their training programme. The disease should be investigated at the earliest possible time using accident/disease investigation procedures described above. The investigation should establish: whether the disease was contracted through being in contact with a specific substance or from undertaking a specific activity; the measures in place to control the use of hazardous substances in the workplace, if the disease seems to be related to exposure to a substance; and full details of the trade name of the substance in question and its chemical constituents (if known). 1.8 Accident Management Process

6 Detailed below is the basis for managing accidents reported to SDS NON-EMPLOYED PARTICIPANTS Provider notifies SDS of accident EMPLOYED TRAINEES Provider downloads AF1 from CTS/Web page If accident is relevant under Contract (see below) SDS signposts Provider to: Complete and return to SDS H&S staff within 14 days of notification SDS and/or TP investigate accident and complete AF1 SDS complete AF2 In all cases participants MUST receive an AF3 AF1 +AF2 +AF3 are received by SDS SDS ensures that AF1 & AF2 are complete and accurate. Within 15 working days of the date of the accident notification the original forms AF1, AF2 & AF3 are sent to nominated H&S Officer If AF3 is delayed, on its receipt at SDS if should immediately be sent to nominated SDS H&S Officer Nominated H&S Officer quality assures all forms and sends originals to: On receipt of forms the accident details will be input to SDS database by nominated H&S Officer

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