Newcastle University Risk Assessment

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1 Title of project or activity Responsible person / Manager School of assessment Location of work (Buildings and room numbers) Introduction Newcastle University Risk Assessment dd/mm/yyyy The following risk assessment/guidance has been developed to assess the hazardous activities, risks and identify appropriate control measures to reduce them. A simple implementation check is provided to assist schools in demonstrating that the control measures are being implemented. Please identify when they have been implemented or when it is non applicable. Please refer to the Safety in Transportation Supplementary Safety Policy. Activities with Hazardous Potential and Significant Risks are contained within the shaded area. The First shaded area in the assessment identifies the hazard or hazardous activity and the second identifies the risks imposed by that activity. Preventative and Protective Measures to Reduce Risks to an Acceptable Level (or Avoid Them Altogether) are contained within the un-shaded areas. This section identifies the control measures required and may require schools to choose options or carryout additional risk assessments. Help and Support Safety Office Occupational Health Unit Schools must visit the University Safety Office Website. The website contains a wide range of guidance which will assist schools manage health and safety effectively including University Safety Policies and Supplements, Safety Guidance, Training, Forms, etc. Hazard 1 Risks Short Journeys Made By Employees Using Their Own Car. Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: N/A Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employee, student and members of the public; Harm to students who are vulnerable passengers or under 18 s, from unsupervised drivers, Being struck by heavy items of luggage Precautions drivers must take:

2 Measures Obtain a written assurance (see Driver s Assurance Form in Appendix 5) that the driver: Hold a valid driving licence free from endorsements unless these have been previously evaluated by a Head of School, this document should be provided to the school prior to vehicle use; Hold car insurance which includes business use and provide the document to the school prior to vehicle use; Successfully have passed enhanced CRB checks prior to transporting vulnerable students or young people. Drivers should contact the Student Wellbeing Service or Equalities and the Diversity Team when transporting disabled and vulnerable passengers; Ensure that their vehicle is in a road worthy condition and where appropriate hold a current MOT certificate for the vehicle; Be fit to drive; Comply with requirements of the Highway Code; Consider whether the individual needs of the passengers being transported requires additional supervision, arrange if necessary; Check that all passengers are wearing their seat belts prior to departure; Transport heavy items of luggage/equipment in the boot; Not smoke in their car when transporting colleagues or students, and should remind passengers (if appropriate) not to smoke during the journey. Hazard 2 Risk Measures Short Car Journeys Made By Volunteer Drivers Using Their Own Car Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: N/A Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employee, student and members of the public; Harm to students who are vulnerable passengers or under 18 s from unsupervised drivers; Being struck by heavy items of luggage. Precautions managers/organisers organising the transport must take: Obtain a written assurance (see Volunteer Driver s Assurance Form in Appendix 4) that the volunteer driver: Holds a valid driving licence; Has a car in a road worthy condition (with an MOT certificate where appropriate) and has third party car insurance as a minimum; Has not been cautioned or convicted of an offence which would make them unsuitable to work with young or vulnerable people; Will comply with the Highway Code, is fit to drive and will refrain from smoking; Consider whether the passenger requires additional supervision on the journey and arrange if necessary; Ensure supervisors have been subjected to an enhanced CRB check and are appropriately trained in respect to any support requirement of the passenger,

3 including moving and handling training where transfers need to be undertaken, behavioural issues and any specialist equipment required for the journey. Managers/Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passenger; Inform the driver to transport any heavy items of luggage/equipment in the boot. Precautions drivers must take: Provide the necessary written assurance; Be fit to drive; Comply with the Highway Code; Check that the student is wearing a correctly fastened seat restraint; Refrain from smoking; Promptly report any incidents and accidents to their organiser. Hazard 3 Short Taxi Journeys. N/A Risks Measures Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employee, students and members of the public; Harm to students who are vulnerable passengers or under 18 s, from unsupervised drivers; Being struck by heavy items of luggage; Strains, sprains or other injuries affecting the driver, employee or student from incorrect moving and handling. Precautions manager/organiser/employee organising the transport must take: Where a student presents distracting behaviour consider whether a taxi with an enclosed passenger compartment should be used to minimise the risk of driver distraction; Use a taxi procured by the University; Use a taxi with a suitable proprietary means of securing the wheelchair if the passenger is unable to transfer into a fixed seat. Unoccupied wheelchairs should be securely stored; Provide an adequate level of supervision for the journey, taking into account any individual support requirement and/or behavioural issues. Supervisors must have been enhanced CRB checked, have the appropriate training and skills in respect to any behavioural issues, other support requirements including moving and handling training where service transfers need to be undertaken and any specialist equipment is required for the journey. Managers/Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passengers; Where reasonably practicable, ensure that for planned journeys carried out on a regular basis e.g. daily, all students and employees have access to a 3 point seat belt restraint rather than a lap strap. If 3 or more passengers are being transported

4 consider whether an additional taxi or an alternative mode of transport could be used to ensure the same high standard of seat restraint is provided; Remind passengers to wear their seat belts, if necessary; Request that heavy items of luggage/equipment be secured or transported in luggage compartments; Remind passengers not to smoke during the journey, if appropriate. Hazard 4 Risks Measures Short Journeys Using University or Private Hire Coaches, Buses, Minibuses and Delivery Vehicles. Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: N/A Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employee, students and members of the public; Students who are not passengers, walking or running closely alongside the moving vehicle tripping and falling under the wheels, with the potential for death or serious injury; Being struck by heavy items of luggage. Precautions group leader/manager/organiser organising the visit must ensure are in place: Wherever possible use a coach fitted with seat belts, in preference to a bus, Provide an adequate level of supervision for the numbers of passengers, taking into account specific individual needs, including behavioural, mobility and medical needs (etc). Supervisors must have been enhanced CRB checked and have the appropriate training and skills in respect to any behavioural issues, other support requirement including moving and handling training where transfers need to be undertaken and any specialist equipment is required for the journey. Managers/Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passengers, Ensure drivers hold a valid licence for the vehicle and has been authorised to drive it; Ensure the driver has experience and is competent to drive the intended vehicle. Identify and carry out familiarisation training where required, Ensure that the driver has been instructed in emergency procedures for the journey prior to departure. These should include issuing instructions to the driver to stop prior to employees providing assistance to passengers during the journey, preferred use of emergency exits at rear or kerbside of vehicle, Ensure that University drivers complete the University Insurance procedures, Ensure that the vehicle is maintained in a roadworthy condition. Vehicles must be serviced and subject to an MOT; Ensure that any passenger lifts and tail lifts are subject to regular servicing and a statutory through examination and inspection every six months; When transporting under 18 s instruct them on the standards of behaviour

5 considered acceptable during the journey, not to run alongside the moving coach, Remind passengers not to smoke during the journey, if appropriate, Supervisors should be instructed to position themselves throughout the coach/bus so all students can be seen, Ensure that when waiting to board the coach/bus students wait well away from the vehicle, Heavy items of luggage should be transported in the boot or luggage compartment, Comply with any additional requirements for the transport of passengers by coach/bus in school policies on visits and trips. Hazard 5 Risks Measures Short Journeys Using Coaches, Minibuses or People Carriers Owned/Leased By University or Privately Hired For Transporting Of Disabled People Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: N/A Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employee, students and members of the public, Students who are not passengers, walking or running closely alongside the moving vehicle tripping and falling under the wheels, with the potential for death or serious injury, Being struck by heavy items of luggage, Failure to adequately secure passengers in wheel chairs, resulting in fatalities or serious injury, Strain and sprain or other injuries arising from incorrect moving and handling of passengers. Precautions group leader/manager/organiser organising the transport must ensure are in place for: Private Hire Vehicles: Managers/Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passengers, Use a coach/minibus firm which the school has used before or has been procured for the provision of taxi and Private Hire Vehicles Services. University Owned/Leased Vehicles: Managers/Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passengers; Driver holds a valid licence for the vehicle and has been authorised to drive it; Ensure that the vehicle is maintained in a roadworthy condition. Vehicles must be

6 serviced and subject to an MOT; Ensure that any passenger lifts and tail lifts are subject to regular servicing and a statutory through examination and inspection every six months; Ensure that tracking, clamps, webbing and other mechanisms used to secure wheelchairs are maintained in good condition and are subjected to a regular recorded visual inspection; Private Hire and University Owned/Leased Vehicles: Provide an adequate level of supervision for the numbers of passengers, taking into account specific individual needs, including behavioural, mobility and medical needs (etc). Supervisors must have enhanced CRB checks and have the appropriate training and skills in respect of any behavioural issues, or other support requirement (including moving and handling training) and any specialist equipment required for the journey. Organisers should contact the Student Wellbeing Service or the Equalities and Diversity Team when transporting disabled and vulnerable passengers; Confirm that vehicle is equipped with an appropriate fire extinguisher and displays a warning Child on Board sign where required; Supervisors should be instructed to position themselves throughout the coach/bus so all passengers can be seen; Driver and Supervisors must be instructed to wear seat belts at all times when the vehicle is in motion; Ensure that the driver and Supervisors have been instructed in emergency procedures for the journey prior to departure. These should include issuing instructions to the driver to stop prior to employees providing assistance to students during the journey, preferred use of emergency exits at rear or kerbside of vehicle; When transporting under 18 s instruct them on the standards of behaviour considered acceptable during the journey and not to run alongside the moving coach or bus; Ensure that when waiting to board the coach/bus students are instructed to wait well away from the vehicle; Remind passengers that smoking is not permitted in the vehicle; Comply with any additional requirements for the transport of students by coach, minibus or people carrier in school policies on visits and trips. Precautions Drivers must take: Be fit to drive; Carry out a first use check for any vehicle defects; Check all passengers are wearing their seat belts prior to leaving; Comply with the Highway Code; Transport any heavy items of luggage/equipment in designated storage compartments; Refrain from smoking; Promptly report any incidents and accidents to their line manager/organiser. Responsible person / Manager Name Signature

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8 Appendix 2 Risk Assessment Form For the Safe Organisation of Traffic and Pedestrians on University Grounds Organisers may apply the following risk assessment, where relevant to the organisation of traffic and pedestrians on University Grounds. Organisers responsible for organising onsite traffic movement must ensure that the precautions specified in the relevant risk assessment are implemented, where appropriate. Organisers must conduct a more detailed risk assessment for any other aspects which have not been adequately covered in this risk assessment. This will include but is not limited to: One way systems; Large areas where public or university vehicles enter the site; Where the controls highlighted in this risk assessment cannot be implemented. A blank risk assessment form is provided in the appendices to assist managers or group leaders to conduct a more detailed risk assessment where required.

9 Title of project or activity Responsible person / Manager School of assessment Location of work (Buildings and room numbers) Introduction Newcastle University Risk Assessment dd/mm/yyyy The following risk assessment/guidance has been developed to assess the hazardous activities, risks and identify appropriate control measures to reduce them. A simple implementation check is provided to assist schools in demonstrating that the control measures are being implemented. Please identify when they have been implemented or when it is non applicable. Please refer to the Safety in Transportation Supplementary Safety Policy. Activities with Hazardous Potential and Significant Risks are contained within the shaded area. The First shaded area in the assessment identifies the hazard or hazardous activity and the second identifies the risks imposed by that activity. Preventative and Protective Measures to Reduce Risks to an Acceptable Level (or Avoid Them Altogether) are contained within the un-shaded areas. This section identifies the control measures required and may require schools to choose options or carryout additional risk assessments. Help and Support Safety Office Occupational Health Unit Schools must visit the University Safety Office Website. The website contains a wide range of guidance which will assist schools manage health and safety effectively including University Safety Policies and Supplements, Safety Guidance, Training, Forms, etc. Hazard 1 Risks Measures Vehicle and Pedestrian Movements / Organisation on University Grounds Potential Risks are to employees, students and any other person who could be affected by University activities. The potential risks are: N/A Collisions with vehicles, pedestrians or other objects, potentially causing death or severe injury to the driver, University employees, students and members of the public. Being struck by heavy items unsecured to vehicles. Schools are responsible for managing and controlling vehicles on their premises and other locations within their control. Schools must consider and implement the following control measures which are appropriate to their road layouts. All schools should contact and discuss layouts with the Estates Service. An additional risk assessment on the road layout must be carried out where the controls below do not

10 adequately control the potential risks from vehicles and traffic movement. Separate routes for pedestrian and vehicles by the provision of adequate pavements. Barriers or bollards must only be used where necessary, e.g. short duration works or an event is taking place. Designated signed crossing points must be in place for areas where crossings are heavily used. Where movement restriction is not practical Schools must ensure appropriate warning notices are affixed at the entry to grounds identifying pedestrian movement, e.g. parking areas. Loading areas/bays should be free of parking and signed appropriately. They should be large enough to accommodate the required numbers of vehicles and where space is minimal loading should be carried out one at a time. Good visibility (e.g. good lighting, provision of mirrors where necessary) and roadways are marked appropriately. Avoidance of reversing and where not practical use of one way systems and roundabouts. Adequate speed restrictions by the use of physical measures (speed bumps) and signage. All surfaces used by traffic and pedestrians, including parking, should be clear of obstacles, tripping and slipping hazards. All walkways should be gritted and cleared during the winter months to minimise the effects of ice and snow. In addition all wet leaves, moss, etc must be cleared from all routes. There is sufficient parking for visitors and contractors on site. Use separate routes for vehicles and pedestrians or use of vehicle and pedestrian exclusion zones where required to segregate them. Please also refer to the Estates Service Contractors Parking Policy. Schools must monitor control measures and intervene with anyone who fails to comply with safety precautions and report these occurrences to University Security. Schools must also see the University Code Safety in Transportation ; this provides instruction and risk assessments for schools to use. Schools must conduct a more detailed risk assessment for any journey involving the transport of students, visitors or any aspect of the journey which presents a significant risk not covered by a general risk assessment. Responsible person / Manager Name Signature [ENTER HERE] [ENTER HERE] [ENTER HERE]

11 Appendix 3 Risk Assessment Form For the Safe Transport of Employees, Students and Others This blank assessment form can be used for all modes of transport and traffic/pedestrian movements. It can be used to produce general risk assessments for short frequent or infrequent journeys or to produce more detailed risk assessments. This will include but is not limited to: Journeys where passengers with an individual support requirement or behavioural issues are being transported; Journeys which involve travelling outside Tyne and Wear; All other modes of transport not covered by the generic risk assessments; Transport of animals such as assistance dogs etc; Transport of equipment not capable of being safely stored in designated luggage compartments on the vehicle, this includes journeys involving towing. The form should identify the range of precautions required to minimise the risks to students, drivers, employees and others which could arise from the intended journey. Organisers should ensure that arrangements are in place to confirm that precautions are implemented.

12 Title of project or activity Responsible person / Manager School of assessment Location of work (Buildings and room numbers) Introduction Newcastle University Risk Assessment dd/mm/yyyy The following risk assessment/guidance has been developed to assess the hazardous activities, risks and identify appropriate control measures to reduce them. A simple implementation check is provided to assist schools in demonstrating that the control measures are being implemented. Please identify when they have been implemented. Activities with Hazardous Potential and Significant Risks These are contained within the shaded area. The First shaded area in the assessment identifies the hazard or hazardous activity and the second identifies the risks imposed by that activity. Preventative and Protective Measures to Reduce Risks to an Acceptable Level (or Avoid Them Altogether) These are contained within the un-shaded areas. This section identifies the control measures required and may require schools to choose options or carryout additional risk assessments. Help and Support Safety Office Occupational Health Unit Schools must visit the University Safety Office Website. The website contains a wide range of guidance which will assist schools manage health and safety effectively including University Safety Policies and Supplements, Safety Guidance, Training, Forms, etc. Hazard 1 Risks Measures Responsible person / Manager Name Signature [ENTER HERE] [ENTER HERE] [ENTER HERE]

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