Education Service Health and Safety Handbook

Section 2.1 : Risk Assessment
December 2001

RISK ASSESSMENT
1. INTRODUCTION

The Management of Health and Safety at Work Regulations 1999 (MHSW Regs) require every
employer to make a suitable and sufficient assessment of the risks his/ her work activities may
present to:

• Employees, (eg. teachers, technicians, ancillary staff, classroom assistants, caretakers,

etc);
• Non-Employees (eg. members of the public, pupils, parents, visitors, governors,
contractors etc.)
who may be affected by the employer's work activities.

2. WHY ARE RISK ASSESSMENTS NEEDED?

A risk assessment is a careful examination of the aspects of work activities, (i.e. hazards)
which could cause harm to people, so that an assessment can be made whether enough
precautions (control measures) have been taken or whether more should be done to prevent
harm.

The purpose of the risk assessment is to minimise the risk of anyone becoming ill or getting
hurt as a result of a work activity and to comply with health and safety law.

NOTE. Following accidents, insurance costs can increase and serious cases may result
in prosecution.

3. RESPONSIBILITY FOR RISK ASSESSMENT

Within the County Council the responsibility for ensuring that risk assessments and safe
working practices are in place rests with the Strategic Managers. The adequacy of these
arrangements will be checked from time to time by departmental and corporate monitoring
and auditing.

The day to day implementation of its health and safety policies and procedures is delegated to
Heads of Establishments, Governing Bodies and Management Committees.

Within departments and establishments the task of carrying out risk assessments will be
delegated to certain trained managers and members of staff.

Anyone required to carry out a risk assessment must have received adequate training
which will usually consist of at least half a day of theoretical and practical training. Risk
assessment workshops will also be held to assist the process of risk assessment. For
certain risk assessments, additional specialised training will be required, for example the
assessment of the risks of moving and handling of children with severe mobility problems
in special schools.

When completed, the risk assessments must be recorded either electronically or in writing
and must be communicated to all relevant people. They must be available for inspection by
visiting officers of the County Council, OFSTED and Health and Safety Executive and
Health and Safety Representatives of Professional Associations.

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Section 2.1 : Risk Assessment
December 2001
Standard forms are provided at the end of this document. They may be amended to suit
local needs as long as the minimum recording requirements of the Health and Safety
Commission Approved Code of Practice are fulfilled.

HEADS AND GOVERNORS, MANAGERS AND MANAGEMENT COMMITTEES MUST:

• Ensure that a risk analysis of all the establishments work activities has been
undertaken and recorded and is followed up.

• ensure that an assessment of all significant risks to the health and safety of employees
or other persons, who are not employees, but who may be affected by the work
activities has been made, recorded and implemented, this will require the making of
more specialised assessments of areas such as manual handling, work equipment,
display screen equipment and hazardous substances ( see relevant sections of the
Education Services Health and Safety Handbook )

• ensure that where necessary written safe systems of work are prepared and brought to
the attention of all relevant staff;

• ensure that they and designated senior staff ( for example, the establishment’s health
and safety co-ordinator ) have received adequate training in risk assessment
techniques to enable them to carry out assessments competently;

• ensure that any members of their staff who are required to carry out risk assessments
have been adequately trained to ensure competence.

The Strategic Managers have already made arrangements to issue standard risk assessments
for those risks which are general to education establishments and which lend themselves to
general assessments. These documents have been sent to schools. They include for example
in secondary schools:

• CLEAPSS “Hazcards”
• CLEAPSS “Risk Assessments in Technology”
And in primary schools:
• Be Safe ( ASE )
• Make it Safe ( ASE )

Heads/Governors are responsible for making sure that assessments for risks which are
specific to their particular site or building or for an activity in which the school has decided to
participate and where there is no standard risk assessment are carried out by a competent
person.

For example:

• balloon or helicopter landings

• firework displays
• school fetes
• athletics competitions etc.

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Section 2.1 : Risk Assessment
December 2001
NOTE. Deciding on whether a risk assessment is necessary and who will carry this out
will be decided by the Head ( in conjunction with the Governors) if appropriate. Details
should be recorded in the establishment's Health and Safety Policy Statement.

4. USE OF GENERAL RISK ASSESSMENTS

Line managers having identified a hazard, or having been notified of one by an employee will
check to see if a risk assessment for that hazard has been made. If it has not they will arrange
for one to be made by competent person

EMPLOYEES MUST:

• check whether a general risk assessment has already been made and recorded for that
risk;
• not carry out a risk assessment unless they have been trained to do so;
• read and follow the control measures set out in the risk assessment for any activity they
undertake;
• report to their line headteacher, line manager or other appropriate person any instances
where they believe that a risk assessment is required or that the current assessment is
inadequate.

Details of existing risk assessments may have been recorded in:

• The establishment's own internal procedures, for example its own Health and Safety Policy
Statement or School Handbook;
• Risk assessments made in response to Health and Safety Audits, Inspections or Defects
Reports;
• Codes of Safe Working Practice, contained within the Schools Health and Safety
Handbook or Subject Department Codes of Practice.
• Some of these may be kept separately, eg. the Policy on Visits and Journeys; Asbestos
Log;
• Health and Safety Focus Bulletins.

Where a standard risk assessment exists for the activity in question, the establishment should
use the recommended control measures. If the activity is modified then the risk assessment
will also need appropriate modification by a competent person.

5. NON-STANDARD RISK ASSESSMENTS

There will be many circumstances where a standard risk assessment is not available, eg.
because the risk is specific to the establishment or its premises. In most of these cases, it will
be necessary for the school to undertake its own risk assessment. This must however be
made by a competent person, recorded and communicated to all relevant people, monitored
and reviewed when appropriate.
Examples may be

• management of pupils leaving school;

• lunchtime supervision;
• short journeys by foot, to a local place of interest etc;
• lone working by staff on the school premises or site.
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Training and advice in risk assessment should be sought from the Health and Safety Team.
(01296) 382096/382906.

6. DEFINITIONS OF HAZARD AND RISK

Hazard means anything which has potential to cause harm (eg chemicals, electricity, working
at height, etc)

Risk is the product of the severity of the hazard and the likelihood of its occurrence, the
potential for the harm being realised and causing an accident or incident.

The extent of the risk takes into account how serious the outcome could be (eg. fractures
following a trip over uneven paving slabs) but can also include the way in which people do
things, i.e. system of work, ( eg., safe lifting procedures.)

7. THE RISK ASSESSMENT PROCESS

Identify the Hazards

Walk round your establishment and look for any hazards that might result in an accident or
harm. (Look particularly for significant hazards which might result in serious harm);

Adopt a common sense approach and try to ignore the trivial;

Consult with your staff and safety

representatives, (they may have noticed hazards that may not be obvious to you);

Always check manufacturer’s instructions and data sheets on equipment and machinery. (This
can assist with the spotting of hazards and help put these in their true perspective);

Please use the following examples as a guide:

• slipping and tripping hazards (eg. poorly maintained floors and stairs, cables across floors);
• fire (eg. from flammable liquids);
• chemicals (eg. acids);
• moving parts of machines (eg. cutting tools);
• working at height (eg. using ladders, stepladders);
• moving parts of machines (eg. pillar drill);
• ejection of material (eg. swarf from metal working machinery);
• pressure systems (eg. autoclaves);
• vehicles (eg. school minibuses);
• electricity (eg. portable electrical appliances);
• dust (eg. woodworking machines);
• fume (eg. welding);
• manual handling (eg. moving pianos, lifting loads or people);
• noise (eg. school discos);
• poor lighting (eg. on staircases or on circulation routes outside the building);
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• low temperatures (eg. deep freeze, dry ice)
• contractors on site
• vehicles on site

Who might be harmed?

Think about groups of people doing work where these hazards may be present. Also consider
other people who may be affected, for example:-

• caretakers, cleaners, contractors;

• specialist subject teachers;
• maintenance personnel;
• pupils;
• parents;
• governors;
• visitors.

In particular, consider the position of:

• staff or visitors with disabilities;

• inexperienced staff;
• lone workers;
as they may be more vulnerable.

Is The Risk Adequately Controlled?

You need to give priority to those risks which affect large numbers of people and/or could
result in serious harm.

Apply the principles below when taking further action; if possible in the following order.

• remove the risk completely;

• try a less risky method of working, e.g. a less hazardous substance;
• prevent access to the hazard e.g. by guarding of machinery;
• organise work to reduce exposure to the hazard e.g. use a fume cupboard or dust
extraction equipment;
• provide safe working procedures
• issue personal protective equipment eg. safety goggles,gloves etc
• provide welfare facilities eg. Washing facilities for the removal of contamination and first
aid facilities.

Evaluate the risks arising from the hazards and decide whether existing precautions are
adequate or whether more should be done.

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Categorise the hazard by deciding if the risk is high, medium or low as this will help you decide
priorities.

Consider if generally accepted professional standards are in place, and that all that is
reasonable has been done to minimise risks.

Consider whether you have done all the law requires you to do, eg. the law requires that all
dangerous parts of machinery are guarded.

Remember, not all health and safety improvements are expensive, eg. putting non-slip
material on slippery steps or improving lighting on a staircase need not be expensive but a
slip, trip or fall resulting in serious injury may be very expensive.

Have you provided adequate:

• information;
• instruction;
• training;
• systems or procedures?

Do the precautions:-

• meet the standards set by the law;

• comply with recognised professional standards;
• represent good practice;
• reduce risks as far as is reasonably practicable?

Ask your self if you have taken sufficient precautions against the hazards you have listed.

If this is the case then the risks are adequately controlled. You will need to indicate the
precautions you have in place.

Please refer to textbooks, manuals, LEA Codes of Practice, guidance and advice that will
help you through the process.

What Further Action is Needed to Control The Risk?

What more can you reasonably do to control the risks which you found were not adequately
controlled? If you find that something else needs to be done to reduce the risk, consider the
following:

• is it possible to eliminate the risk, ie remove the risk altogether;

• is it possible to substitute a safer substance or working method, eg smaller lighter loads;
• if it is not possible to eliminate the hazard can the risk be controlled so that harm is unlikely
;
• use personal protective equipment if there is nothing else you can reasonably do;
• if you share a workplace with someone else, tell the other employers and self employed
people about the risks your work would cause them. Eg. a private nursery on a school site
Recording The Assessment
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Record the significant finding of your assessment. You may use the standard form at the end
of this code of practice:

• write down the more significant hazards;

• record the most important conclusions, for example eg. wood dust from circular saw;
• record control measures eg. suitable dust extraction fitted and tested once every twelve
months.
It is not necessary to show how you did the assessment but you do need to show that:

• is there something to show a proper check was made;

• you checked who might be affected;
• you dealt with all the obvious significant hazards, taking into account the number of people
who might be affected;
• the precautions are reasonable;
• the remaining risks are low.
• is the assessment likely to remain valid for a reasonable time?
Keep your risk assessment for future reference. It can help if an inspector questions the
precautions you have taken or if you become involved in an action for civil liability. It helps to
show that your have done what the law requires.

In the risk assessment you may refer to documents such as instruction manuals, health and
safety manuals and procedures. This information may already list hazards and precautions.

What If The Work Activity Changes?

If there is a significant change in the work activity, or there are indications that the risk
assessment is no longer valid then it will need to be reviewed. You should review the
assessment from time to time anyway. The time interval for the review should depend on the
magnitude of the risk, for example, termly, annually. It should never be greater than five years.

It is not necessary to review the assessment for trivial changes in the work but if a significant
new hazard is introduced when the work changes then a reassessment will be necessary.

In most cases, it is wise to plan to review risk assessments at regular intervals For example,
after a noticeable increase in playground accidents, it may be decided to

• review the lunchtime supervision arrangements and to deploy more staff or deploy staff at
different locations;
• make repairs to the playground.

8. INFORMATION, INSTRUCTION, TRAINING AND COMPETENCE

Information

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The information which is provided to employees and other persons on the premises in should
include in particular:

The nature and extent of the risks

• factors which may influence that risk;

• any substances involved;
• factors that may increase risk, eg. smoking.

The control measures adopted

• the reasons for these;

• how to use them properly;
The reasons personal protective equipment
and clothing are required;

• jobs where these are necessary, for example, where chemicals or machinery are used.
This information should also be made available to employees' representatives in accordance
with the Safety Representatives and Safety Committees Regulations 1977 and Health and
Safety Consultation with Employees Regulations 1996.

NOTE. All employees should familiarise themselves with this code of practice so they
can recognise significant hazards when they encounter them in the workplace.

Instruction

Instruction must be such as to ensure that persons at work on the premises do not endanger
themselves or others through exposure to hazards to health

Persons at work must:

• know what they should do, what precautions they should take and when they should take
them;
• know what cleaning, storage and disposal procedures are required, why they are required
and when they are to be carried out;
• know the procedures to be followed in an emergency.

Training
Training must be such as to ensure that persons at work on the premises can effectively apply
and use:

• the control measures ( procedures or precautions);

• any personal protective equipment required;
• the emergency measures.
It is recommended that a formalised system of induction training and instruction should be in
place to ensure that all new employees are adequately instructed and trained.

Risk assessment training should be included in this programme and records of all training kept
to demonstrate compliance with the law.
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Requests for training in carrying out and reviewing risk assessments should be made to the
Health and Safety Team who will arrange periodic training sessions.

All establishments must have at least one member of staff who has been trained in risk
assessment. This will usually be the health and safety co-ordinator. In large establishments
more trained assessors will be needed, some who are able to assess risks in specialised
curriculum areas such as science, design and technology, art and design, physical education,
drama, visits and journeys etc and other specialist areas such as, caretaking, catering,
grounds maintenance etc.

Competence

All employees required to carry out and review risk assessments require information,
instruction and training in order to ensure that they are competent persons to undertake this
work.

The managers must ensure that any person who carries out risk assessments on behalf of the
employer has sufficient knowledge, skill and experience to be able to perform the work
effectively. They must also ensure that that the person(s) who undertake risk assessment
receive sufficient information about the particular circumstances of the work they are
assessing.

Risk assessment must be carried out in consultation with the person undertaking the activity.

9. MONITORING USE OF CONTROL MEASURES

Heads/Managers of each establishment are responsible for making arrangements to check

that the control measures specified in a risk assessment are actually used in practice. This will
usually form part of normal supervision arrangements but safety tours of the premises and site
should be undertaken from time to time to ensure health and safety requirements are being
complied with.

THE RISK ASSESSMENT PROCESS

Review all work activities, jobs and premises to identify

all hazards to employees and non-employees
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Identify and record all hazards No hazard, or low or

tolerable risk - no
further action required -
 Education Service Health and Safety Handbook
Section 2.1 : Risk Assessment
December 2001

MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS 1999

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RISK ASSESSMENT FORM

ESTABLISHMENT:

PORTFOLIO:

WORK ACTIVITY (brief description)

HAZARDS ARISING FROM WORK ACTIVITY

DURATION/FREQUENCY OF EXPOSURE:

WHO IS AT RISK (EMPLOYEES)?

WHO IS AT RISK (NON-EMPLOYEES)?

IS ANYONE AT SPECIAL RISK?

EXISTING PRECAUTIONS (safe working procedures, training, etc.)

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EXISTING PRCAUTIONS ( CONTINUED )

ARE EXISTING PRECAUTIONS ADEQUATE TO CONTROL RISK? Yes/No

( Delete as appropriate)

FURTHER ACTION REQUIRED TO CONTROL RISK

ACTION BY PERSON/DATE

DATE REVISION OF ASSESSMENT DUE:

ASSESSED BY: DATE:

* If no box ticked then reassessment must be made when further actions are complete.

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