Directorate High Security Prisons

DIRECTORATE HIGH SECURITY PRISONS

HEALTH & SAFETY POLICY

1ST SEPTEMBER 2010

Drafted April 2005 xxxxxxx MIOSH Reviewed June 2006 xxxxxxx MIOSH Reviewed June 2007 xxxxxxx MIOSH Reviewed January 2008 xxxxxxx CMIOSH Reviewed July 2008 xxxxxxx CMIOSH Reviewed June 2009 xxxxxxx CMIOSH Reviewed June 2010 xxxxxxx CMIOSH Reviewed September 2010 xxxxxxx CMIOSH

To be reviewed June 2011 or as requested by the Governor High Security Prisons Health & Safety Policy June 2010

CONTENTS Page Statement of Intent - Head of High Security Prisons…………………………………………………. Statement of Intent - ...... Organisation and Responsibilities ......  Governing Governors ......  Deputy Governor ......  Heads of Function ......  Health & Safety Advisor ……………………………………………………………………......  Managers & Line Managers………………………………………………......  Health & Safety Nominated Person …………………………………………………………… ......  Employees ………………………………………………………………………......  Prisoners …………………………………………………......  Visitors, including Official Visitors & Contractors……………………………………………….....

Arrangements ......  Arrangements for the Management of Health & Safety......  Health & Safety at Work Act 1974  Corporate Manslaughter and Corporate Homicide Act 2007  A1 21.1: Health & Safety Policy Statement and Communication ......  A2 21.2: Health & Safety Committee ......  A3 21.3 & 4: Access to Competent Advice……………………………………………………......  A4 21.5: Monitoring and Audit ......  A5 21.6: Accident Reporting and Investigation ......  A6 21.7: First Aid ......  A7 21.8: Inspection and Maintenance ......  A8 21.9: Statutory Inspections ......  A9 21.10: On-Site Contractors ......  A10 21.11: X-Ray Equipment ......  A11 21.12: Risk Assessments ......  A12 21.13: Control of Substances Hazardous to Health (COSHH) ......  A13 21.14: Asbestos ......  A14 21.15: Legionella......  A15 21.16: Noise ......  A16 21.17: Manual Handling ......  A17 21.18: Display Screen Equipment (DSE) ......  A18 21.19: Personal Protective Equipment (PPE) ......  A19 21.20: Safe Systems of Work ......  A20 21.21: Training ......  A21 21.22: Environment and Welfare ......  A22 21.23: Traffic Management ......  A23 PSO 3801: Cleaning in Prisons ......  A24 24.21 & 22: Drinking Water – Identification – Water Hygiene......  A25 24.25: Pest Control ......  A26 31.17 & 18: Construction Design and Management Regulations (CDM) 2007 ......  A27 PSI 09/07: Smoke Free Legislation ......  A28 HSB05: Slips & Trips ………………………………………………………………………  A29 PSO 2750: Violence Reduction ......  A30 Permits to Work…………………………………………………………………………………

Issued: 2010 2 High Security Prisons Health & Safety Policy June 2010

 A31 Confined Spaces………………………………………………………………………………….

Annexes…………......

1. BICs Colour Coding PSI 02/2007 2. Safety Audit Baseline 3. Health & Safety Legislation 4. Extant Health & Safety Instruction & Guidance 5. Establishment Risk Assessment Programme 6. Establishment Active Internal Monitoring Programme 7. Accident Reporting Procedures 8. Subjects that may need to be considered in the arrangements section of the local policy PSO 3801

STATEMENT OF INTENT

Prison Service Order 3801: Health & Safety Policy Statement gives details of the general policy of the Prison Service with regard to the Health & Safety at Work etc. Act 1974 and outlines the organisation and arrangements by means of which the policy will be implemented.

The Head of High Security Prisons and Governing Governor’s are required to provide a statement detailing the organisation and arrangements in place for their establishments. This document outlines the organisation and arrangements in place in High Security.

The Pri The Head attaches great importance to safeguarding the health, safety and welfare of staff, offenders and visitors. This requires the full commitment of all levels of management and the co-operation of all members of staff.

The High Security Directorate will comply fully with the requirements of the Health & Safety at Work etc. Act 1974, and all other relevant statutory provisions, subject only to such expectations, exemptions and qualifications as are provided for in the legislation.

The High Security Directorate will provide “so far as is reasonably practicable” a safe place of work with suitable access and egress; tools, plant and machinery which are safe and appropriate for the task and ensure that they are properly maintained; safe systems of work with adequate training, instruction and supervision.

I The High Security Directorate regards the promotion of health, safety and fire safety measures as an objective shared by management and employees at all levels. The Head willingly accepts the duty to consult safety representatives with a view to promoting a healthy and safe working environment, and encourages the formation of safety committees.

The Head of High Security expects all members of staff to have regard to the requirements of the Health & Safety at Work etc. Act 1974, namely that whilst at work they will take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions, and will co-operate with Management so far as is necessary to enable it to perform or comply with any duty laid upon it by the Act or other relevant legislation.

The Head of High Security has appointed a Health & Safety Sponsor to oversee all Health & Safety matters across the Directorate. The Directorate Health & Safety Sponsor will chair quarterly meetings with the High Security Health & Safety Advisors (DHS Health & Safety Practitioner’s Working Group) and ensure terms of reference are agreed and the meeting is structured, including agenda and minutes.

The Working Group will discuss all Health & Safety matters including performance data, statistics, injuries, new legislation, policy etc.

The Health & Safety Sponsor will carry out bi-annual health checks and report to the Head of High Security in May and December of each year.

The High Security Directorate will ensure arrangements are in place to bring to the attention of all prisons, changes to working arrangements which may have significant implications for Health & Safety. This will be delivered by the Business and Performance Unit and the Area Health & Safety Sponsor.

This Policy Statement will be subject to an annual review. Amendments will be issued to all policyholders and brought to the attention of staff as and when necessary throughout the year.

Danny McAllister………………………… Date……………………… Head of High Security Prisons

STATEMENT OF INTENT

As Governing Governor of HMP Manchester I am fully committed to ensuring the health, safety & welfare of staff and others in the following way: -

- Ensuring that appropriate systems are in place to enable the Establishment to meeting its legal obligations contained within the Health & Safety at Work etc Act 1974 and all other relevant statutory provisions.

- Providing, so far as is reasonably practicable, a safety place of work with proper access and egress, tool, plant and machinery which are safe and suitable for the task and properly maintained along with safe systems of work with adequate training, instruction and supervision.

- So far as is reasonably practicable, ensuring the health and safety of persons other than its employees who may be visiting, working at or under custodial care within any of the premises.

- Promoting the values and visible behaviours in managers and staff that contribute to a positive health and safety culture across the Establishment shared objective of improving health and safety for all.

- Consulting and sharing information with staff and others, through an active Health & Safety Committee

- Provision of an Occupational Health Advisory Service

In support of this, it is expected that all staff, prisoners and visitors to the Establishment will comply with applicable health and safety legislation and will take reasonable care of their own health and safety and that of any persons who may be affected by their acts or omissions.

This includes: -

- Following any safe system of work or other instruction in place to ensure their safety

- Wearing of personal protective equipment where required and supplied

- Not to misuse equipment, or PPE provided for use and to report any defects

- Cooperate in any other way with HMP Manchester to allow us to fulfil our legal obligations.

This policy will be reviewed at least annually and consultation with staff will be sought where appropriate. The policy will be brought to the attention of all staff, by the use of the intranet.

Governor……………………………………… Date……………………………………………

Review of Safety Policy

Reference: Health & Safety at Work Act 1974 Management of Health & Safety at Work Regulations 1999 Prisons Act 1952 Health & Safety (Miscellaneous amendments) Regs 2002

The Health & Safety Advisor on my behalf will carry out a formal review of this policy annually. A review date will be endorsed on the front page whether or not any change is made.

If any revision is found to be necessary, a change will come into effect as soon as practicable. Copies of revisions will be sent to recipients as defined.

The Health & Safety Advisor will collate information which may necessitate a revision of this policy and will communicate intended amendments to a Health & Safety Committee.

DISTRIBUTION OF THE POLICY

Due to sustainable development reasons, hard copies of this policy will be limited however, Hard copies will be distributed as follows:

1) Safety Sponsor – xxxxxxxxxxxx

2) Health and Safety Advisor – xxxxxxxxxx

3) Functional Heads

4) BMPU – Admin Building

Policy Statement Will Be Drawn To Attention of All Staff

1) I will expect Managers to display a copy of my Policy Statement in departments and kept within departmental safety portfolios.

2) Managers will obtain signatures of staff as evidence of reading this policy Document.

2) A copy of the statement will be displayed at the gate by the Head of Operations

3) This policy document with relevant H&S information will form part of induction training for all new employees.

4) A copy of this Policy Document will be available for all Quantum users on the intranet:

 Governors Notice to staff via GSI to all staff, who can then save a copy for their personal use

 Access via an Open Access Heady on the P drive – Health and Safety general information

 A further link via the weekly bulletin

ORGANISATION AND RESPONSIBILITIES

The Governor

Governor is responsible, via the Area Manager and the Head General of the Prison Service, for all aspects of Safety, Health & Environment in HMP Manchester. The Governing Governor has a statutory duty to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all staff, prisoners, contractors and visitors within the environs of HMP Manchester. The Governor will take whatever action is deemed necessary to ensure that the activities undertaken by the prison do not endanger anyone.

Deputy Governor

Deputy Governor is responsible to the Governor for all aspects of Safety, Health & Environment in HMP Manchester. He must assist the Governor to ensure that compliance with legislation is maintained and in the Governors absence, uphold the principles laid down within the Health and Safety Policy.

Senior Management Team

Responsible to: The Governor Responsible for: Health and Safety responsibilities for senior managers will depend on their role and areas of responsibility. A few generic responsibilities that will apply to anyone in a senior management role are given below.  Ensuring assessments of all significant risks in their area of control have been carried out and control measures are implemented and assessments reviewed regularly;  Ensure staff receive adequate training in health and safety to allow them to carry out their work safely;  Maintaining healthy and safe working conditions in areas under their control.  Instilling safety awareness in their personnel through personal involvement and giving full support to safety activities.

My Senior Management Team will ensure arrangements for the health and safety of their staff, employed within their function. Additionally, they will nominate a representative to attend my Health and Safety Committee and be custodians of Departmental Safety Portfolios. They will ensure Annual Audits and Risk Assessments are in date and are undertaken, with action plans being implemented to rectify deficiencies.

Health and Safety Sponsor

Responsible for:  Assisting myself as Governor to co-ordinate all health and safety activities within HMP Manchester to ensure implementation of this local policy document.  Advising on all health and safety issues to the SMT.  Line management of the health and safety advisor;  Chair H&S committee or ensuring it is chaired by another member of the SMT in absence.  Ensuring the local health and safety policy is revised as required, but at least annually;  Liaising with local union health and safety representatives;  Acting as liaison point with HASS, the HSE;  Ensuring all accidents are reported in line with PSI 11/2002 Accident Reporting;  Bringing any serious incident or significant breach of any Health and Safety legislation to the immediate attention to myself as Governor and each Head of Function.

Heads of Function

Management structure is broken down into three functions:-

 Deputy Governor  Head of Business Support Services  Head of Reducing re-offending

Each group then has individual Heads of Function, who must ensure that:  Ensuring assessments of all significant risks in their area of control have been carried out and control measures are implemented and assessments reviewed regularly;  Ensure staff receive adequate training in health and safety to allow them to carry out their work safely;  Maintaining healthy and safe working conditions in areas under their control.  Instilling safety awareness in their personnel through personal involvement and giving full support to safety activities.  Staff, prisoners and others under their area of responsibility are aware of the Safety, Health & Environment Policy  All persons are informed of any new regulations, safe systems of work or potential hazards  They must attend the Health and Safety Committee Meetings or send a representative  Ensure that annual audits/risk assessments are undertaken and action plans implemented to rectify any deficiencies  Ensure that all staff undertakes mandatory health, safety and fire training.

Management chart is available on the intranet under SLA information

Health and Safety Manager

Responsible to: Head of Business Services and Safety Sponsor

Whilst health and safety is a responsibility of line managers the health and safety advisor is a source of competent advice and assistance in the management of health and safety, thus is responsible for:  Providing advice and guidance on all health and safety matters.  Preparing and monitoring the implementation of the establishment health and safety policy;  Attending health & safety committee meetings and advising the committee  Ensuring all accidents are recorded and reported locally, to HASS and to the HSE as appropriate and as required by PSI 11/1002;  Monitoring accident statistics, evaluating trends and preparing reports for managers and the health and safety committee:  Assisting managers in investigating accidents and putting procedures in place to prevent recurrence.  Liaising with HSE, Environmental Health, the National Radiation Protection Board and other external bodies as required.  Advising and assisting managers in carrying out risk assessments.  Advising management on the health and safety training and deliver training as required.  Monitoring the working environment and reporting the findings to management.  Ensuring all registers, records and documentation relating to health and safety are properly maintained.  Advising Senior Management Team, unions and individuals on health issues in the workplace;  Developing local policies and procedures on occupational health issues;  Organising immunisation programmes;  Advise management on the medical aspects of the Attendance Management Policy;  Organise health surveillance under COSHH and other Regulations;  Carry out pre-employment and pre-placement health assessments;  Advise on provision of safe and healthy working conditions;

 Advise management on risk assessment for hazardous substances, new and expectant mothers, communicable diseases and work processes that can result in repetitive strain injury;  Investigate all cases of alleged work related ill health and advise accordingly;  Ensure that fire prevention procedures are adequate throughout the establishment by management of the Fire Advisors.  ensures all safety assessments are completed current and available to all staff and where necessary prisoners;  ensures that the establishment complies with all legislation as it comes into force via the Health and Safety Committee;  ensures suitable arrangements are in place to prevent the occurrence of fire  Fire prevention procedures are adequate throughout the establishment.  Monitors the receipt and completion of all accident reports and to collate copies of all F2508 forms sent to the HSE in relation to all reportable incidents under the Reporting of Incidents Diseases and Dangerous Occurrences Regulations 1995. Monitor trends in accidents and prepare statistics for the Health & Safety Committee;

Fire Safety Advisor

Responsible to: Health and Safety Advisor Responsible for:  Advising the Governing Governor on all aspects of fire safety in the establishment;  Carrying out and reviewing fire risk assessments;  Inspection, maintenance and testing of all fire fighting equipment within relevant timescales;  Arranging and monitoring fire evacuation drills in all areas of the prison on an annual basis;  Liaising with the local fire brigade;  Delivering induction, fire safety training to staff and any other contractor who may request it;  Deliver CSRE training to all relevant staff to ensure that we are compliant to relevant legislations  Inspection of all areas of the establishment to assess the fire hazards, advising on remedial action as necessary;  Auditing fire evacuation plans;  Compiling reports of all fires where a crime is not suspected and recommending remedial action to reduce the chance of a recurrence.

Radiation Protection Supervisor

Responsible to: Head of Estates and Head of Healthcare Responsible for:  Ensuring adequate Local Rules are available and are being complied with;  Making arrangements for the appropriate training of all staff who work with the equipment;  Ensuring that adequate arrangements have been made for the supervision of contractors, visitors and other persons who may come into contact with the x-ray equipment.  Ensuring daily checks on the correct operation of the safety features (warning lights, emergency stop buttons are carried out and the findings recorded;  Ensuring satisfactory operation of suitable maintenance contracts for all security x-ray equipment;  Notifying the RPA of the impending purchase of any new security equipment which may emit ionising radiation or/and incorporate radioactive material.  Being the principal point of contact for liaison with the RPA;  Maintaining the RPA Operational file;  Ensuring remedial action required as the result of an RPA inspection is completed and recorded.

All Managers (Governors, DPSM’s, PO’s, SOs, EO’s Administrative Grades)

Responsible to: Functional Heads

Has the responsibility for ensuring compliance with all aspects of Safety, Health & Environment legislation for the following areas:  The day to day implementation of the Health and Safety Policy in their area of control;  Ensuring, all accommodation, machinery, equipment, workplaces and work practices within their areas of responsibility are safe and without risks to health and meet legal requirements;  Reporting and investigating all accidents, dangerous occurrences and occupational ill health;  Ensuring contractors work safely within the terms and conditions of their contract;  Managing environment by maintaining standards of heating, lighting, ventilation and noise;  Ensuring an assessment has been carried out for all the significant risks in their area of control and measures to eliminate or control the risks have been implemented;  Devising and implementing safe systems of work for all tasks where the risk is considered significant and ensuring they are adhered to;  Ensuring where it is required to control risks, suitable PPE equipment is provided and is used;  Maintaining a high standard of housekeeping and cleanliness in his/her area of control;  Taking prompt, corrective action whenever unsafe conditions arise;  Instilling safety in employees by example and encouragement e.g. obeying all safety rules that apply to employees and prisoners;  Ensuring staff have training to carry out their work safely;  Ensuring all health and safety issues are effectively communicated to staff.  Ensure a safe place of work with safe access and egress  Maintain a healthy environment  Provide adequate welfare facilities  State clearly and formally the safety policy to those who require clarification.  Establish safety-planning meetings departmentally.  Communicate reports concerning safety performance and delivery. For ease and efficiency, I endorse utilisation of team briefings as a good practice.  Organise risk assessments, audits, and inspections.  Maintain records, identify hazards and assess risks involved in work and implement controls.  Have written procedures for each hazardous task of operation and agree safe systems of work.  To minimise risks and review regularly as part of “risk management” practice.  Since a formal review of Policy is required, I expect managers to be part of this review.  Investigate issues of concern, accidents, and incidents to ensure proactive measures are taken.  As evidence of compliance hold on file, records of accidents, inspections, reviews, training.  Access information regarding relevant regulations & advisory notes from a competent person  Make information available to staff and attention to be drawn to new information as received.  Identify and make provision for training.  Develop induction of new staff and keep proper training manuals/ records.  Promote sound attitudes to Health & Safety.  Ensure plant, tools, equipment and systems of work are safe and complete.  Ensure safe arrangements for use, handling, storage and transport of substances  Provide sufficient information, instruction, training and supervision to avoid hazards and  Contribute positively to their health and safety at work to coincide with safety performance appraisals by setting yearly objectives for individuals in SPDR’s.

Staff Responsibilities:

Staff shall not undertake responsibilities in relation to Operations or health and safety which they do not believe themselves competent to discharge, advice will be sought from a competent person where required.

It is expected Staff shall take all reasonable steps to obtain, maintain and develop their professional competence and shall encourage others working under their supervision to do the same.

Staff shall acknowledge limitations in their own competence and shall not undertake any activity for which they are not appropriately prepared or where applicably qualified.

Staff has responsibilities under this Policy to assist me as employer to comply with requirements of Health and Safety legislation.

All persons having supervisory responsibility at any level must promptly deal with any matter brought to their attention and if necessary, report the circumstances to their immediate supervisor if they cannot rectify the problem personally. In all circumstances any oral report should be confirmed in writing as soon as possible.

Staff have responsibilities to:  Comply with risk assessments, safe systems of work, and any verbal or written instructions.  Comply with prison rules, signs and notices, and  Familiarise themselves with all task or processes they may be required to perform.  Take reasonable care of themselves and others  Not misuse or interfere with anything provided for health and safety purposes.  Report any accident or injury they receive or witness.  Report potential hazards, risks or safety problems to management.  Familiarise themselves with emergency and accident procedures.  Adopt prevention methods for example (not allow rubbish to accumulate).

These duties are supplementary and inclusive to those duties incorporated in the individual job descriptions/specification and those contained within the code of conduct and discipline.

Prisoners

All prisoners have a responsibility under the Health and Safety Policy to assist the Governor and staff to comply with the requirements of health and safety legislation. Prisoners must comply with the risk assessments, safe systems of work and any written or verbal instructions given during the induction process, on arrival at the wing and or at the place of work, i.e. tasks allocated whilst on cleaning duties, in workshops or education.

Furthermore, prisoners must comply with prison rules, signs and notices and familiarise themselves with any task or process they may be required to perform whilst in custody at HMP Manchester.

Prisoners have a responsibility to: . take reasonable care for their health and safety and the health and safety of others who may be affected by their acts or omissions whilst in custody; . not to misuse or interfere with anything provided for health and safety purposes; . co-operate with the Governor and staff to enable them to comply with statutory provision; . Report any potential hazards, risks or safety problems to staff immediately. . Report any accident or injury they receive or witness immediately to staff. . Familiarise themselves with the emergency procedures (i.e. cell fire or evacuation). . Familiarise themselves with prevention measures (not to set fires or accumulate rubbish). . Obey all Prison Rules and or staff instructions.

Offenders who endanger life by breaching any of the above will be placed on report and may be referred to the Police for further investigation and potential prosecution.

ARRANGEMENTS

ARRANGEMENTS FOR THE MANAGEMENT OF HEALTH &SAFETY

Due to the wide variety of work activities that High Security Estate carries out and the numerous locations at which those activities are carried out within, one single document covering the statement of policy, organisation and arrangements would not be practical. Therefore, this section of the Policy document contains only brief reference to arrangements in place to manage health and safety.

HEALTH & SAFETY AT WORK ACT 1974

It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his employees.

(a) The provision and maintenance of plant and systems of work that are, so far is reasonably practicable, safe and without risks to health; (b) arrangements for ensuring, so far as is reasonably practicable, safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances; (c) the provision of such information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of his employees; (d) so far as is reasonably practicable as regards any place of work under the employer’s control, the maintenance of it in a condition that is safe and without risks to health and the provision and maintenance of means of access to and egress from it that are safe and without such risks; (e) the provision and maintenance of a working environment for his employees that is, so far as is reasonably practicable, safe, without risks to health, and adequate as regards facilities and arrangements for their welfare at work.

It shall be the duty of every employer to conduct his undertaking in such a way as to ensure, so far as is reasonably practicable, that persons not in his employment who may be affected thereby are not exposed to risks to their health and safety.

CORPORATE MANSLAUGHTER AND CORPORATE HOMICIDE ACT 2007

HMP Manchester as an organisation that is a servant of the Crown and understands is not immune from prosecution under this Act for that reason. For the purposes of section 2 of the act any person who is employed by or under the Crown is also not immune from prosecution

The Corporate Manslaughter and Corporate Homicide Act came into force in April 2008 for health and safety offences. The section of the Act applying to deaths in custody will come into force in the next three to five years.

The Act should pose no significant threat to business as long as we as a team take a responsible and proactive approach to managing health and safety in the workplace. The aim of the act is to facilitate prosecution of those which show a negligent attitude to health and safety, leading to a fatality.

The Act introduces a new offence but it does not impose new duties, compliance with the Health & Safety at Work Act 1974, Fire Safety Order (Regulatory Reform (Fire Safety) Order and subsequent legislation should ensure that health, safety and fire safety is managed effectively. The mechanism for managing health, safety and fire safety in the Prison Service should already be in place in accordance with PSO 3801 and PSO 3803 supporting guidance however the Area Manager will continue to check existing practices and procedures to ensure that:

 The health and safety policy is robust, is effectively implemented and is regularly reviewed;  Roles and responsibilities of staff are clearly articulated in the health and safety policy;  Establishment’s health and safety advisor is adequately trained and given sufficient authority, time and

support to carry out the role of competent person effectively;  Health and safety responsibilities are reflected in job descriptions, particularly at a senior level;  Health and safety performance is reviewed at least annually;  All senior managers are trained to understand their health and safety responsibilities;  Line managers receive training to enable them to manage health and safety in areas of control;  Systems are in place for regularly reviewing arrangements for managing the significant risks  Arrangements for dealing with emergency situations are regularly reviewed:

The Health and Safety (Offences) Act 2008

The Health and Safety (Offences) Act 2008 which comes into force in January 2009 significantly increases the sanctions that can be imposed on individuals by the courts for health and safety offences. The Act will:

 Raise the maximum fine which may be imposed in the lower courts to £20,000 for most health and safety offences;  Make a term of imprisonment an option for more health and safety offences in both the lower and higher courts;  Make certain offences, which currently can only be heard by the lower courts, triable in either the lower or higher courts – with increased penalties.

Individuals can already be prosecuted for breaches of health and safety legislation. What the new legislation does is to increase the fines which can be imposed following breaches of legislation and makes most offences imprisonable if the gravity of the offence justifies it. Prison sentences handed down by the courts under the Act will be considerably longer than is now the case.

If sentencing takes place in the Crown Court there are no maximum fines, the Act will not apply to offences committed before it comes into force in January 2009.

More information is available in Health and Safety Guidance Note 06/2008

A- 1 POLICY AND COMMUNICATION

The Establishment commits to the following: - • Preparation of a general policy on health, safety and fire; • Detail the arrangements and organisation for carrying out the policy; • Bring the policy to the attention of all employees; • Revise the policy as appropriate and bring any revision to the attention of all employees.

Ensure that our policy statement: - • Includes a general health, safety policy statement which sets out the ownership and clear commitment of senior management to the policy; • Details arrangements for consultation with staff through their appointed safety representatives and non trade union members of staff; • Details how health, safety and fire safety is to be planned, implemented, measured and audited and including the allocation of individual responsibilities; • States the arrangements for monitoring performance; • States the arrangements for carrying out the policy i.e. the systems and procedures; • Includes objectives for improving health, safety and fire safety performance locally.

All local policy statements will be reviewed when any significant changes take place, but at least annually. Any changes will be brought to the attention of all staff. Line managers at all levels are responsible for implementing health, safety and fire policy in their areas of responsibility, and any issues should be brought to the attention of the health and safety advisor.

CONSULTATION WITH EMPLOYEES & HEALTH & SAFETY COMMITTEE

Health & Safety at Work Act 1974 Section 2 requires employers to consult with employees about health & safety issues. It is the intention of the Establishment to fulfil this and subsequent legislation (namely the Safety Representatives and Safety Committees Regulations 1977 and the Health & safety (Consultation with Employees) Regulations 1996. This is done through the following: - Union Representatives There are various Union representatives across the Establishment. Your union will always be happy to hear any health and safety concerns. The union or staff association representative may raise serious issues through line management, the Health & Safety Committee or through the Whitley Council. Staff who is not members of a union or staff association may raise health & safety issues through the non-union health & safety representative who will raise the matter at the next Health & Safety Committee meeting, or as appropriate if it is an urgent issue. Health & Safety Manager The Health and Safety Manager is a source of advice and guidance to managers and staff. They will provide the Governor and SMT with information regarding health and safety law, results of monitoring and accident/fire statistics through a regular report to the SMT. In addition, newsletters or bulletins and the intranet and notice boards will be utilised to convey appropriate information to staff across the Establishment. A – 2 Health & Safety Committee

The Committee has a Terms of Reference and Standing Agenda. These documents are available to all staff on request. The Committee has named members and meets quarterly to discuss, for example, accident and fire statistics and active safety monitoring results.

The Committee is chaired by a Senior Member of the Management team who will feed back any relevant information to the Governing Governor. Concerns or queries regarding health and safety should in the first instance raise the issue with their Line Manager or Functional Head. The Health & Safety Committee shall make its minutes available to all staff.

TERMS OF REFERENCE FOR H&S COMMITTEE  To act as a formal forum for discussion of health and safety matters and to assist in dissemination of new legislation and local regulations, which affect the prison  To oversee the operation of the Health and Safety and amend as required and advise the Governor of breaches  To study accident and Reportable disease statistics with trends  To examine safety audits and to provide analysis of reports provided by inspectors, advisors or auditors  Consider submissions from appointed safety representatives  Development and monitoring of safety practices and systems of work  To check on adequacy of safety and health communication and publicity  To monitor the effectiveness of safety training, publish and dispatch minutes of meetings

OBJECTIVES/FUNCTIONS OF THE COMMITTEE Object of the Safety Committee is to promote co-operation between employer and employees, fostering good standards of Health and Safety in accordance with instructions, local statement of arrangements and legislation. Functions include:  To amend the safety policy as required and advise the Governor of breaches;  To study accident and Reportable disease statistics with trends;  To examine safety audits and reports & provide analysis of reports by inspectors, advisors or auditors;  Consider submissions from appointed safety representatives;  Development and monitoring of safety practices and systems of work;  To check on adequacy of safety and health communication and publicity;  To monitor the effectiveness of safety training, and publish and despatch minutes of meetings Issued: 2010 14 High Security Prisons Health & Safety Policy June 2010

CONSULTATION In accordance with the above regulations, PSO 3810/3801 and in recognition that not every employee is a member of staff associations, the Governor will consult employees on matters affecting their health and safety. This will be achieved through the use of, but not restricted to, the use of notice boards, Governors Orders/Instructions, weekly or monthly.

In addition, consultation takes place at the bi-monthly Health and Safety Committee Meetings with Senior Management, employees, contractors and others for the establishment. A full time Health and Safety Adviser is available to deal with employees concerns, or provide advice and guidance.

Notification of proposed changes in the workplace will be published in the Health, Safety and Welfare meeting minutes and a date will normally be provided indicating that written responses are required. Similarly, the principle staff association will need to accept that consultation will take place with other unions/non-union members on site and their views must be taken into account.

A – 3 ACCESS TO COMPETENT ADVICE

A Health & Safety Manager will be appointed within the establishment, they will be trained to NEBOSH Level 6 Diploma or NVQ Level 4, or working towards this standard. The duties of the Health & Safety Advisor are outline in the Organisation and Responsibilities section of this policy.

An establishment Health & Safety Sponsor will be appointed to oversee health and safety matters, they will be a member of the SMT and will be trained to IOSH Managing Safely standard.

A – 4 MONITORING & AUDIT

Ministry of Justice SAU and Self-Audits Standard Audit Unit will audit the establishment to ensure compliance: STANDARD: The Prison Service provides, so far as is reasonably practical, a place of work which is healthy and safe by complying with the Health and Safety at Work Act 1974 and other relevant legislation.

REQUIRED OUTCOMES KEY AUDIT BASELINES

POLICY STATEMENT Establishments prepare a written policy document. It is revised as often as appropriate. 1. A comprehensive, local Health & Safety Policy Document: 1.1. is both signed and current 1.2. Includes a statement of intent, organisation and local arrangements 1.3. Deals in adequate detail with all relevant statutory requirements 1.4. Is brought to the attention of all employees 1.5. Is reviewed, at least annually.

ACCESS TO COMPETENT ADVICE Each establishment has access to competent health & safety advice. 2. Health & Safety sponsor, who is a member of the SMT and trained to IOSH Managing Safely standard has been appointed. 3. A health & safety advisor, trained to NVQ level 4/NEBOSH Diploma or working towards these qualifications has been appointed in the establishment.

MONITORING The monitoring of Health & Safety performance is undertaken in every workplace every twelve months. 4. Detailed monitoring schedules: 4.1. Are prepared and carried out in all workplaces in accordance with those schedules

4.2. Are subject to a report for each area 4.3. Action plan drawn up highlighting remedial action to be taken within a timetable appropriate to risk 4.4. Actions are completed within the specified timescales.

INSPECTION AND MAINTENANCE All plant, machinery and buildings are regularly inspected and kept in a good state of repair. 5. Up-to-date and effective systems are in place for: 5.1. planned maintenance (PM) of mechanical and electrical plants 5.2. Inspection and maintenance records for work equipment not covered by the above 5.3. Portable electrical appliance testing (PAT) 5.4. Small repairs.(Should be placed on Planet FM)

STATUTORY INSPECTIONS Where required by legislation, statutory inspection is carried out. 6. All statutory inspections and surveys are carried out: 6.1. At the appropriate intervals and up-to-date certificates are issued and retained 6.2. Any remedial actions required are actioned within a specified timescale.

RISK ASSESSMENT An assessment of all the significant risks to which employees and others are exposed is carried out and control measures implemented to control the risks. 7. Risk assessments: 7.1. Are carried out and recorded by a competent manager 7.2. Are reviewed when any changes are made but at least annually so as to be current at all times 7.3. Include staff that may be particularly at risk such as pregnant workers, young persons and lone workers etc 7.4. Effective identified control measures are implemented, enforced and maintained by local management.

ASBESTOS Where asbestos is present in buildings it is effectively managed to protect the health & safety of staff, prisoners, visitors and contractors from exposure to asbestos fibres. 8. in all prisons and other Prison Service buildings: 8.1. A survey is carried out to determine whether asbestos is or is liable to be present 8.2. Asbestos risk assessments are carried out and the asbestos register is maintained 8.3. Management plan that sets out arrangements for managing asbestos is developed/implemented 8.4. Staff inadvertently exposed to asbestos is offered adequate support and advice.

LEGIONELLA The risk from Legionella bacteria in water systems is effectively managed to protect the health & safety of staff, prisoners, visitors and contractors. 9. An assessment to identify and assess the risk of exposure to Legionella bacteria are carried out by a competent person: 9.1. A scheme for preventing or controlling the risk is in place 9.2. Precautions for the control of Legionella bacteria are implemented, managed and monitored 9.3. Any remedial work is carried out to timescales and recorded 9.4. A manager with sufficient authority and appropriate training is appointed to be managerially responsible for providing supervision for the implementation of precautions.

SAFE SYSTEMS OF WORK Safe systems of work which ensure the safety of employees and others are provided in all workplaces. 10. Safe systems of work are: 10.1. Properly documented, correct and valid 10.2. Fully implemented and enforced. TRAINING All staff and prisoners are provided with appropriate information, instruction and training. 11. Appropriate health & safety training for staff and prisoners is delivered and recorded. Issued: 2010 16 High Security Prisons Health & Safety Policy June 2010

TRAFFIC MANAGEMENT Arrangements are in place to ensure the safety of vehicles and pedestrians in the work place. 12. Arrangements are in place: 12.1. To enable all traffic to circulate safely 12.2. To ensure where vehicles and pedestrians share the same Route, there is sufficient separation between them 12.3. To eliminate or reduce to a minimum the risk to pedestrians where vehicles operate.

Health and Safety performance will also be measured by:

ANNUAL SAFETY AUDITS Line Managers will audit the establishment on an annual rolling programme and the completed Audit Forms must be returned to the Health and Safety Officer within one month of issue (28 days). The audit team may comprise of manager of the area under review, Union Safety Representative, independent manager. The audit will cover the following topics:  Risk Assessments, Manual Handling, Visual Display Equipment  Welfare facilities, First-aid arrangements, Hygiene arrangements  Fire Risk Assessments, COSHH, Accident reporting  Workplace environment, Expectant/Nursing Mother, Training requirements

Line managers must complete a Health, Safety Action Plans from the Audit and address any issues that are raised on a priority basis, health and Safety Adviser will monitor performance of individual areas.

STANDARDS AUDIT The Standards Audit Unit (SAU) will audit Health, Safety and Fire as part of the Prison Service Standards every two years. Presently, this will include an adviser from the Home Office Health and Safety Services and Prison Service Fire Safety Section. It is recommended that peer adults be conducted approximately six months prior to the arrival of the SAU team to ascertain the extent of improvements needed.

Each Functional Manager is required to have improved safety performance year on year, until a Performance Rating of “Green” is achieved. Targets are: NOMS AUDIT AND CORPORATE ASSURANCE - AUDIT RATINGS AND DEFINITIONS

Rating Definition – Internal Audit Definition – Standards Audit Green Sound system of risk management and control High levels of compliance with likely to achieve system objectives. Controls are critical baselines operating as intended and are proportionate to risk. (Over 85%1)

Amber/Green Although there are some weaknesses in control Adequate levels of compliance design or operation of controls, they do not require with critical baselines significant improvement in order to manage risks to (80-85%) the achievement of system objectives.

Amber/Red Key weaknesses in risk management with Less than satisfactory levels of significant improvement in design and/or operation compliance with critical baselines of control required only partly achieved. (70-79%)

Red Weaknesses risk management and control are Unacceptable levels of widespread and system objectives are not achieved. compliance with critical baselines (Below 70%)

RECOMMENDATIONS – RISK BASED, SYSTEMS AUDITS

1 Issued: 2010 17 High Security Prisons Health & Safety Policy June 2010

High (H) Recommendations which arise from major weaknesses in controls which expose the organisation to a high risk of loss or exposure in terms of fraud, impropriety, poor value for money, or failure to achieve objectives. Such weaknesses may lead to an adverse impact on the business and standing of the organisation and expose the Chief Executive to criticism. Remedial action must be taken urgently.

Medium (M) Recommendations which, although not fundamental, relate to shortcomings in control which expose the individual system to a risk of exposure or loss. Such weaknesses could impact on operational objectives and should be of concern to senior management. Requires prompt remedial action.

Low (L) Recommendations which, although not critical to a system, address areas where management would benefit from improved control.

Safety Scoring System For each element of the Safety Audit, Line Manager together with Health and Safety Advisor (if requested) will make a judgement and provide a marking according to how well (or otherwise) the requirements for that section have been met. The scoring system will emulate the SAU standards audit, being a zero to four rating.

Action Post Inspection and Audit To aid Functional Heads the Health and Safety Advisor will inspect, formally or informally, carry out safety performance monitoring on request or after a major incident as part of an investigation. The original copy of any audit document and action plan will be forwarded to the Functional Head of the area to ensure the action plan is implemented and delegated as required. After which information will be kept in the departmental safety manual for three years. Copies of all completed monitoring sheets, tour, inspection documents, including action plans will be kept on file for three years by the Departmental Manager.

Completion and Monitoring Of Safety Action Plans Departmental Managers will formulate actions plan. Target dates for remedial action will be agreed and entered. These should be resolved within 6 months where reasonably practicable.

Action plans are to identify an individual responsible; consideration should be given for professional support, and or additional management resource.

The outcome of any monitoring together with details of progress on action plans will discussed by the Health and Safety Committee by the Health and Safety Officer.

In all cases, action plans should be monitored by Functional Managers to ensure trace ability of remedial works, once all actions have been completed, the Functional Manager will sign off the action plan.

HOME OFFICE HEALTH AND SAFETY ADVISER The MOJ Health and Safety Adviser for HMP Manchester is xxxxxxx who can be contacted for advice and assistance, he can be called upon to conduct noise, dust monitoring and provide training. High Security Estate Co ordinator: xxxxxxxxxx HMP Full Sutton

HEALTH AND SAFETY EXECUTIVE (HSE) AND THE EMPLOYMENT MEDICAL ADVISORY SERVICE Regular communication will be maintained between the Inspectors of the Health and Safety Executive and the health and Safety Department and reports arising from visits will be made available to the Governor and Health and Safety representatives upon request.

ENVIRONMENTAL HEALTH OFFICIALS Environmental Health Officers can inspect the establishment and the Health and Safety Department will send copies of the report to relevant parties upon request.

A – 5 ACCIDENT REPORTING AND INVESTIGATION

To ensure compliance arrangements for dealing with emergencies as follow: Person who finds casualty:  Deal with incident, utilise first on scene procedures  Contact First Aiders, Doctor/hospital Staff  Call Orderly Officer

Orderly Officer to make area safe & consider preservation of evidence:  Consider to cordon off area, for investigation purposes  Consider placing “warning” signs in appropriate locations  Contact Victor and Works as required.  Document or ensure records and managed.

The procedure for investigating reportable incidents has changed to encompass all local reportable incidents to ensure they are reported correctly, on time and that the prison has a concise record of events and actions taken (this may include photographs taken where necessary).

They must also ensure that a copy is supplied to the Health and Safety Advisor in case of any need to carryout an investigation relating to the incident.

ACCIDENT GENERAL INSTRUCTIONS Employee, prisoner, visitor, contractor involved in a near miss, accident, assault, will report directly to the Manager of the area as soon as possible, who will then ensure that the accident entry is made.

This Manager (on behalf of the Governor) is obliged to take steps to investigate all circumstances of every reported event and prepare copies of records HF008, the Health & Safety Advisor will assist as required.

ACCIDENT BOOK Any injured person (or if incapacitated, a Manager) should ensure the incident is logged into the Accident Book these are located in the HCC, Croft Area (search tank), Top & Bottom Prison Centres level 2 and ensure the Manager of the area in which the incident occurred raises a report. The Line Manager is to initiate internal reporting/investigation procedure by completing the accident report form HF008 (refer to PSI 11/02) and to send this report, with associated documents within 24 hours to Health and Safety Administration Officer.

Accident records must be sent within 24 hours together with witness reports, statements, training records, risk assessments and Safe Systems of Work to the Health and Safety Administration Officer who will action as PSI 11/02 and will send forms to HASPS. Whilst accident investigation is the responsibility of the responsible person of the area, assistance of the Safety Advisor or the Home Office Safety Services, HASPG may be called upon to provide advice and assistance. Trade Union Safety representatives do not have any duties with respect to accidents but they do have the right to carry out their own investigations into the causes of accidents in their nominated area of work and to request copies of accident reports. Accident forms will be held centrally by the Health and Safety Office, when completed, will be submitted to Home Office Policy Group within laid down time scales, a copy will be kept in the Health & Safety.

ACCIDENT INVESTIGATION Where an accident involves major injuries, fatalities or is not witnessed by a member of Staff, but an individual claims injury the Manager of the area in which the accident was alleged to have taken place, will make enquiries to establish facts and prepare reports. A copy will be sent to the Health & Safety Manager, who may advise the need for a separate or simple investigation. A full investigation team if instigated may consist of:

Issued: 2010 19 High Security Prisons Health & Safety Policy June 2010 i) Senior Manager/manager of area, Home Office expert (if required) & Safety Manager/ Safety Representative

NEAR MISSES Near misses must be reported in writing and entered in the accident book, where upon the Health and Safety Manager will investigate the incident, occurrence or area of concern.

FATAL ACCIDENT/INCIDENT Where a fatal accident occurs, Senior Management/Duty Governor will inform the police (on call) because it is their responsibility to initially investigate the accident and they will be mainly concerned with the cause of death – not the cause of the accident. Informing the next of kin will be carried out in according with Prison Service Instructions. In all fatal accidents the scene will be left undisturbed until the police and investigation team arrive. Contingency held in Control. External departments may wish to carry out an investigation into the cause of any accident. It will be a responsibility of the Head of Custody (who may delegate this authority) to contact:  HSE (Health & Safety Executive)  EHO (Environmental Health Officer) In accordance with Instructions to Governors 35/96 and PSI 11/02

INSPECTIONS Section 19 Accident Reporting PSI 11-2002: “Trade Union Safety Representatives do not have any duties with respect to accidents but they do have the right to carry out their own investigations into the causes of accidents in their nominated area of work and to request copies of accident reports.” Inspections following reportable accidents, occurrences and diseases: Following any such occurrences, inspections may be carried out when: a) It is safe to do so, interests of the described group are involved.

HMP Manchester will provide reasonable facilities and assistance to allow for independent investigations by Safety Representatives and private discussion as required.

CONSULTATION WITH EMPLOYEES Managers shall make available Health and Safety information, which is necessary for employees or Representatives of Employee Safety (RoES) to fully participate in consultations to carry out their functions.

REPORTING OF INJURIES, DISEASES AND DANGEROUS OCCURRENCES REGULATIONS (RIDDOR) RIDDOR as a legal requirement: this Establishment will ensure the enforcing authorities are communicated in any of the following circumstances to identify and investigate the incident.

DEATH OR MAJOR INJURY If there is an accident connected with work and:  If anybody working in the Establishment is killed or suffers a major injury (including physical violence); or  A member of the public is taken to hospital. OVER THREE-DAY INJURY Injury which is not major but results in an employee or a self-employed person working on the premises, being away from their work for more than three days (including non working days) is also reportable within ten days.

DANGEROUS OCCURRENCES If something happens within the workplace not resulting in a reportable injury but which clearly could have resulted in injury then it may be classed as a dangerous occurrence which must be reported immediately to the Health and Safety Advisor (e.g. by telephone).

Instructions to staff on accident recording It is mandatory that all accidents to Staff and Inmates are recorded in the Accident Book/F213, in reality, the Accident Book will record ALL INCIDENTS, many of which are not Accidents as defined by the Home Office; they are recorded to give a comprehensive picture of inmate behaviour.

An Incident is any occurrence that may or may not result in an injury to someone, everything in this category can be subdivided into Accidents, Non-Accidents, Suspicious Accidents or Near Misses. An Accident is not necessarily the logical result of an unplanned action, it is an occurrence resulting in injury, which is required to be reported.

A Non-Accident is an incident, which may result in injury but does not have to be reported e.g. assault by inmate on inmate; inmate self harm.

A Suspicious Accident (inmates only) is an incidence of injury allegedly caused by a particular set of circumstances but more likely, because of its characteristics, to align itself with a more recognisable pattern of behaviour. For example, an alleged slip in the shower resulting in a black eye, bruising and split lip etc.

Suspicious accidents include slips in the cell/showers; slips on floors/ stairs; collision with cell doors, beds, cupboards etc, must be treated as accidents and counted as such until proven otherwise, it is up to Staff to investigate these occurrences and ascertain the truth an HF008 will be issued.

WHERE THE INJURED PARTY IS A PRISONER The supervising member of Staff must ensure that the prisoner reports to the hospital and a Form F213 (Report of Injury to Inmate) and an entry into the accident book ((BI 510) located on the HCC, Top/Main prisons and Search tank (Croft) must be completed, if a refusal to attend treatment is made, enter this into the History Sheet. Reporting Officer‘s manager will be forwarded the HF008 by the Health and Safety office, witnesses to the incident should make a written statement, which is also contained within Form HF008.

WHERE THE INJURED PARTY IS A MEMBER OF STAFF OR VISITOR The nature of the accident and how it happened must be reported in the Staff Accident Book (BI 510) by attending in person or if injured and absent from the Establishment, by any other person. The injured party must receive first-aid, if necessary attend hospital as soon as possible for medical care.

The Line Manager will undertake a full investigation, must complete form HF008 for all accidents or near miss incidents when sent to them and return them to the health and safety office within seven days. Where accident investigations require photographic evidence a camera is available via H&S/Security, witness statement forms are available from the Health and Safety and must be competed then attached to the HF008.

ACCIDENTS INVOLVING PRISON SERVICE VEHICLES Incidents involving vehicles under the control of the Prison Service will be reported to the Functional Manager who will conduct an initial investigation with a view to establishing the facts surrounding the accident. All incidents involving any vehicles must be reported to Health & Safety office.

Accident Reporting Systems are in place to ensure that the reporting of accidents, injuries, dangerous occurrences, assaults and diseases is conducted in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) and PSI 11/02.

If an employee or a member of the public/offender receives an injury whilst working, a record of how it occurred must be kept. An appointed person will ensure that all RIDDOR-reportable injuries will be reported to the Health & Safety Executive (HSE) in the timescales specified in the Regulations.

Accident Investigation All accidents and near misses will be investigated in accordance with PSI 11/02. and trends identified by the Health & Safety Advisor or Sponsor will be discussed at the Health & Safety Committee with a view to highlighting problems and identifying solutions. Issued: 2010 21 High Security Prisons Health & Safety Policy June 2010

A – 6 FIRST AID

To ensure that the legal requirements in the First Aid at Work Regulations 1991 and Approved Code of Practice are met, the following arrangements will be made in respect of First Aid: -

- An assessment of need to identify the level of first aid provision, including personnel and facilities, required in the Establishment. - Sufficient numbers of trained first-aiders and appointed persons are available at all times. - Suitable signs will be displayed in prominent locations adjacent to first aid stations indicating locations of first aid equipment and details of first-aiders. - All first aid kits will be sealed and upon being opened will be returned to the designated area for replenishing and resealing. - All official vehicles will be provided with first aid kits

Training The Establishment Training Department will ensure that sufficient training programmes will be delivered in order to meet the requirements of the Regulations and the Assessment of Need. Further advice regarding first aid provision is given in IG 32/96 First Aid Arrangements.

A – 7 INSPECTION AND MAINTENANCE

Head of Estates

Has the responsibility for ensuring compliance with all aspects of Safety, Health & Environment legislation for the following areas:  The day to day implementation of the Health and Safety Policy in his area of control;  Ensuring, as far as is reasonably practicable, all accommodation, machinery, equipment, workplaces and work practices within their areas of responsibility are safe and without risks to health and meet legal requirements;  Reporting and investigating all accidents, dangerous occurrences and occupational ill health  Ensuring contractors work safely within the terms and conditions of their contract;  Managing environment by maintaining standards of heating, lighting ventilation and noise;  Ensuring an assessment has been carried out for all the significant risks in their area of control and measures to eliminate or control the risks have been implemented;  Devising and implementing safe systems of work for all tasks  Ensuring where it is required to control risks, suitable PPE is provided and is used;  Maintaining the asbestos register;  Ensuring water systems are properly maintained to eliminate the risks of Legionella;  Ensuring statutory examination or tests on plant and machinery, such as pressures systems and local exhaust ventilation are carried out and any remedial action required is completed  Farms & Gardens Department, external Paths/Roadways/Car Parks  Internal Paths/Roadways/Car Parks  All repairs within the Establishment  All Estates projects, contractors relating to the Estates  Anything that may appertain toe the Estates Department

The inspection and maintenance of building, plant and equipment is a fundamental requirement in ensuring that employees, prisoners and visitors can move round the establishment safely, these inspections should be maintained and recorded by the Estates Services.

Systems are in place to facilitate the following: -  Planned preventive maintenance of mechanical and electrical plant (PPM)  Planned inspection of buildings (PIB)  Inspection and maintenance records for work equipment not covered by the above Issued: 2010 22 High Security Prisons Health & Safety Policy June 2010

 Portable electrical equipment is subjected to testing.  An effective programme is in place to carry out small repairs.

These shall be managed by the Head of Estates, who shall ensure that the tasks are carried out by staff or contractors who are suitably qualified and skilled. Records of all these activities shall be available for inspection at any time.

Construction, PPM’s, PIB, Small Repairs & Permits Reference: The Construction (Health, Safety & Welfare) Regs 1996 The Construction Design & Management Amendment Regs 2000 The Construction (Design & Management) Regs 1994 The Construction (Head Protection) Regs 1989 The Confined Spaces Regulations 1997 Control of Asbestos at Work Regs 2002 S.A.U Baseline 21.8 Inspection & Maintenance

Head of Estates is responsible for ensuring, so far as is practicable, all occupied buildings and other structures, roads, pathways and work sites are maintained in a structurally safe condition with safe access and egress and any unoccupied buildings are inspected daily as a necessary fire precaution.

Any defect or repair requirement is to be reported immediately on Planet FM to accommodate activities to prescribed standards or via the EDS, Quantum planet FM system.

Information regarding specific work activities will be contained in risk assessments (see Safety File) further details are in the relevant Safety Guidance Notes available from Manager.

A – 8 STATUTORY INSPECTIONS

Where required by legislation, the Estates & Facilities Function will ensure that statutory inspections will be carried out in respect of the following: -

- Local exhaust ventilation systems - Passenger lift carrying and other lifting equipment - Pressure systems, access equipment including ladders

All statutory inspections and surveys will be carried out at the appropriate intervals and any remedial actions will be action within specified timescales. Relevant certificates and other paperwork will be issued and retained. The Head of Estates and Facilities will maintain an asbestos register and risk assessment.

Statutory Inspections.

The Head of Estates will ensure that all statutory inspections and surveys will be carried out at the appropriate intervals as required by law, with up-to-date certificates being issued and retained for inspection by any authorized organization. Any remedial actions identified from any inspection shall be actioned in specified timescales to comply with our statutory duties The Head of Estates will also:

 Check all LEV systems have been inspected within the last 14 months and, if applicable remedial action will be taken within specified times.

 Check all 'passenger carrying lifting equipment' has been inspected within the last six months and if applicable, remedial action taken within specified times.

 Check all other lifting equipment has been inspected within the last twelve months and if applicable, remedial action taken within specified times.

 Check a system is in place for inspection of access equipment including ladders and planned checks have been carried out.

 Check all pressure systems have been inspected in accordance with a written scheme of work and if applicable, remedial action taken within specified times

Audits, Inspections Monitoring and Review

Reference: Home Office (HD) Notice 3/89 Health & Safety at Work Act 1974 Management of Health & Safety at Work Regulations 1999

As Governor I direct Functional Heads, to delegate line management, the task of annual safety performance monitoring to be carried out in every department,

Managers may carry out the same operation whenever they are directed, but only to support the annual safety audit. The Health and Safety Advisor, Departmental Manager or any delegated individual may also carry out the task solely as a management exercise on a random basis or as part of a tour or inspection being on a scheduled team activity if requested by a Functional Manager.

Each Functional Manager will organise a team and communicate to Health and Safety Advisor three consecutive dates to ensure performance monitoring and action planning is formally undertaken.

Departmental Inspections and Supervision At HMP Manchester line management will monitor and inspect each workplace regularly and randomly (good practice – using a defined departmental checklist) and will keep Senior Management informed in writing of any of the following:  All risks and hazards identified  Any part of the Health & Safety Policy not being adhered to  Any defect, damage with remedial action taken  Any accident, near miss, incident or assault  Breach of any standard of compliance or approved code of practice  Any breach of short or long term objectives set within the Business Plan  Any non-compliance or action from predetermined plans not carried out

The purpose of monitoring is to identify what has been achieved, the collection of information should aim to discover, why things are wrong, rather than who is wrong, to identify deviations from the agreed standards or to analyse the events that led to any failure that may have occurred, in order causes may be better understood.

A – 9 ON-SITE CONTRACTORS

A contractor can be anyone instructed by the occupier of a site to enter the site and carry out work. All contracts shall include specific reference to the contractor's responsibility to comply with the Health & Safety at Work Act and the Health & Safety Policy Statement.

In order to meet Standard 21.10 and relevant statutory requirements, adequate controls shall be in place at all times to ensure the safety of contractors working within the establishment or its grounds. This shall include contractors who are engaged to carry out short term tasks and also those who are present on site.

Before the contractor commences work, they shall provide the establishment with a copy of their health & safety policy statement and any other safety information required to the functional head that will in turn supply any relevant information to the health and safety advisor. The establishment shall provide the contractor with its own policy so that a safe method of work can be determined. Risk, COSHH, noise, manual handling and any other relevant assessments shall also be exchanged before work commences.

All contractors on site shall be adequately supervised at all times in order to ensure compliance with both their own policies and those of the establishment. Records shall be maintained of all inspections carried out and records shall be made and retained of all meetings with the contractor.

Under Sections 2 and 3 of the Health & Safety at Work etc Act 1974 and Regulation 3 of the Management of Health & Safety at Work Regulations 1999, primary responsibility for health & safety rests with the employer. Premises occupiers need to ensure, as far as is reasonably practicable, that the premises, access to them, and any plant and substances not used or brought by the contractors, are free from risks to health & safety. Site occupiers therefore share a responsibility of duty of care with the contractors to ensure that all reasonably practicable precautions are taken to safeguard their own employees, other persons on site, and any other person in the vicinity of the work.

PSI 44/97 Health & Safety Issues with Contractors will be adhered to the responsibility for contractors rests with the Head of the Department issuing the contract or arranging for the contractor to visit the establishment. When tenders are being issued selection must ensure that the contractor has sufficient knowledge of safety standards, methods and procedures and the ability to carry these out.

A – 10 X-RAY EQUIPMENT (3 YEAR REFRESHER)

All staff below are trained as Radiation Protection Supervisors (RPS) for the establishment and must ensure that local rules, regular inspection programmes and safe systems of work are followed. Those members of staff who have received specialist training in accordance with PSO 3842 and PSO 3843 will only operate the x-ray units situated in the Healthcare Centre, Gate RID, Visits areas.

Reports following visits from the National Radiation Protection Board (NRPB) Radiation Protection Adviser (RPA) will be held on file with action taken within three months by the RPS and a copy will be available from the Health and Safety Adviser and at their point of use. The Radiation Protection Co-ordinator is Mr Tam Donnelly is responsible for all non medical equipment. Healthcare manager will ensure that all relevant paperwork is recorded in respect of any medical equipment and copies sent to the health and safety advisor. All Radiation Protection Supervisors will be appointed in writing in accordance with Regulation 14. The Radiation Protection Supervisors are: -

 xxxxxxxxxxx Works  xxxxxxxxxxx Works  xxxxxxxxxxx Health Care Centre

All x-ray equipment will be operated by trained/certificated operators and local rule on their use will be displayed alongside the machines.

A – 11 RISK ASSESSMENTS

Risk assessment is not simply about identifying hazards arising out of and in connection with work activities, but also the organisation and content of work which may affect employees and others.

Risk assessments will be completed for all hazardous activities, and will be recorded in accordance with Guidance Note 02/2006 and the Management of Health and Safety at Work Regulations 1999. A programme of risk assessment will be managed by the Establishment H&S Advisor, who will hold a central register and copies of assessments. Details of the annual risk assessment programme can be found in Annex 2

Competence Risk Assessments will only be carried out by staff who are competent to do so, this means that they must have knowledge or experience of the risk assessment process and activities being assessed.

Provision of Information The assessments provide personnel with comprehensible and relevant information on: Issued: 2010 25 High Security Prisons Health & Safety Policy June 2010

- The risks to their health & safety identified by assessment. - The preventative and protective measures employed. - The process to be followed to prevent risks or in serious or imminent danger. - Any risks arising from any contractor employed within the Establishment.

Risk Assessment Review Arrangements for a regular review will be managed by the H&S Advisor. Risk Assessments will be reviewed whenever legislation, developments or risk assessment programme requires it or suggests that assessments may no longer be valid, all risk assessments must be reviewed after any accident or reported near miss and recorded in the risk assessment. Risk Assessments will be undertaken with specific reference to lone workers, work placements, new, expectant or nursing mothers, young persons, disabled persons, first aid provisions and stress etc.

New, Expectant or Nursing Mothers When a member of staff notifies her Manager that she is expecting, a risk assessment will be completed to assess the potential hazards posed by her employment. Consideration will be given to whether a change of role is required or whether the existing tasks can be modified to reduce any risk to the expectant mother or unborn child. To fulfil our duty of care towards expectant mother and unborn child, all prisoner contact will be removed from a woman’s duties once they have advised that they are pregnant.

Where it is not possible to provide expectant/nursing mothers with non-hazardous work then paid leave will be considered, wherever practicable, adequate rest facilities will be provided for expectant and nursing mothers. All cases certified as pregnancy-related sickness are to be monitored and recorded separately.

Young Persons & Lone Working Young Persons are to be protected at work from any risk to their health or safety, which may consequence of their lack of experience or knowledge of any risks. Individual risk assessments must be completed for young persons, lone workers should also be assessed and a copy supplied to the health and safety advisor. The risk assessment form contained in Guidance Note 02/2006 can be utilised for both these purposes.

Stress HSE defines stress as, “An adverse reaction a person has to excessive pressures or other types of demands placed upon them.” Given an excess of pressure, stress can therefore happen to anyone, should not be seen as a weakness, instead, an individual needs help to deal with these pressures.

As reactions to stress will vary from one individual to another – and may also vary at different times of our lives – it’s important that we learn to recognise stress and understand what to do to reduce it. Tackling personal stress is an individual’s responsibility; however, employers have a responsibility to help reduce any stress which may arise in their employees as a result of their work.

To help organisations meet their duties, HSE introduced the Management Standards and guidelines on related stress. Management Standards for work-related stress use a risk assessment approach, the guidance is based on a collective, proactive approach which research has shown has the most positive effect on worker health.

Wherever possible stressful situations will be prevented by:  Employees receiving an annual review and appraisal of their job role.  Managers encouraging open and honest communication with staff.  Managers monitoring sick absenteeism and offering supportive back to work meetings/plans.  Availability of stress counselling via the Care Team or an external agency.

If any employee believes they are suffering from stress they should immediately discuss the issue with their Line Manager, HR Field Based Team, a Care Team Member or Staff Care & Welfare Officer. In addition, the Establishment Occupational Health Advisor can be approached for assistance. The matter will be dealt with in accordance with PSO 8900.

If a colleague believes a team member is suffering from stress they should discuss this with the colleague or report the matter to their line manager.

If a manager considers an employee to be suffering from stress, or receives a report from another employee, they must speak to the individual; identify causes of stress, supportive action to be taken.

A range of supportive action will be available:  Managers will actively listen and take remedial action e.g. review work tasks, where appropriate.  The Personnel Department will provide an independent support mechanism.  Staff representatives will provide support by accompanying individuals in discussions and meetings and by providing access to services provided by their organisation.  The Care Team will provide a counselling and general support service.

Driving at Work The risks to staff and others from driving activities related to and in conjunction with HMP Manchester’s work will be assessed and safe systems of work put in place.

Working at Height The Working at Height Regulations 2005 (WAH Regs) has been developed in order to prevent the significant numbers of deaths and injuries resulting from working at height. A place is at height if a person could be injured by falling from it. The Regs require risk assessment of all WAH activities and the following principles to be adopted: -

- Avoid work at height - Use work equipment or other measures to prevent falls from height if it cannot be avoided - If the risk of a fall cannot be eliminated, use work equipment or other measures to minimise distance and consequences of a fall should it occur

Control of Vibration at Work The Establishment aims to meet their legal obligations laid out in the Control of Vibration at Work Regulations 2005 through an assessment of the vibration risk and: - Introduction of a programmed controls to eliminate risk, reduce exposure as is reasonably practicable - The provision of health surveillance to relevant persons - The provision of information and training on health risks and the actions taken to control risks. - Consultation with trade union safety representatives and employee representatives on proposals to control risk and to provide health surveillance.

A – 12 COSHH & INFECTION CONTROL

Under the Control of Substances Hazardous to Health Regulations 2002 (as amended), arrangements are in place to prevent or control the exposure of employees, prisoners and visitors to all relevant substances and to reduce the risk from exposure.

COSHH applies to any substance that has been classified under the Chemicals (Hazard Information and Packaging for Supply) regulations 1994. Substances also include dusts, fumes and gases that may be generated by processes undertaken within the prison.

Substances such as lead and asbestos have specific separate Regulations covering their use at work, and copies will be supplied to the health and safety advisor. Risk assessments will be carried out in respect of any relevant substance used within that area, copies will be supplied to the health and safety department.

Biological Agents Risk of exposure to biological hazards has been assessed and a programmed of immunisation against Hepatitis B is currently in place for all staff. Information on communicable diseases is outline in PSO 3845 Blood borne

Issued: 2010 27 High Security Prisons Health & Safety Policy June 2010 and Other Communicable Diseases. Prison Service Guidance Note 02/2005 provides guidance on risk assessment and immunisation for communicable diseases. Staff will be provided with the appropriate level of training and instruction in relation to the risk and relevant controls for any hazardous substance in the workplace.

A – 13 ASBESTOS

Control of Asbestos 2002 S.A.U. Baseline Statutory Inspections.

The arrangements for the control of asbestos at work are contained in a stand-alone protocol and Policy. The Estate Manager is responsible for maintaining an accurate register of asbestos on site, and assessments of the asbestos will be carried out every 12 months or sooner if circumstances change. The Estates Department has a local Management strategy plan to remove asbestos on site using specialist contractors

The establishment shall comply with PSO 3802 and the Control of Asbestos Regulations 2002 as follows:  By adherence to Safety Guidance Note 13.  By the completion of an up to date survey to identify locations where asbestos is present.  By the maintenance of an asbestos register and up to date risk assessments.  By the maintenance of a management plan that is reviewed at least annually.  By ensuring that any member of staff who may be exposed to asbestos in the establishment is offered sufficient appropriate care and support.  Relevant information will be sent to the health and safety advisor, to ensure that we are compliant

A – 14 Legionella

The policy regarding Legionella is contained in a stand-alone document held in the Estates Department, but in essence we undertake to comply with all relevant statutory requirements under the Water Supply (Water Fittings) Regulations 1999. ACOP L8, is the control of legionellosis (including legionnaire’s disease) to ensure that all reasonably practicable measures to avoid risk to our employees and others who may be affected.

The allocation of specific responsibilities and the arrangements will be in place to implement this policy and are provided to xxxxxxxxxxx, who will also ensure that where contractors are employed we are satisfied with their policies, practices and procedures with regards to the Water Supply (Water Fittings) Regulations 1999. ACOPS L8 the control of legionellosis (including legionnaires disease)

Estates Manager will ensure an effective system is implemented and maintained for the control of legionella. Testing will be conducted at regular intervals and the results of such tests will be retained for inspection.

Independent Bodies will carry out risk assessments and they will be reviewed periodically and or following a change of circumstances, which may increase the risk or affecting the systems. The items identified under the risk assessment will be entered onto a management action plan and prioritised for action to be taken and progressed. Sample temperatures of hot and cold-water outlets will be taken to ensure every outlet is covered

Contingency Plans will reflect procedures to be adopted where a case of Legionella has been identified a copy of any draft notices to staff and prisoners must be readily available to provide information on the same.

By adhering to ‘Legionnaires’ disease, The control of legionella bacteria in water systems, Approved Cod of Practice and guidance (‘L8’), the Establishment is committed to effectively managing the risk from legionella bacteria in water systems in the following way: -

- Regular risk assessment, Implementation of a scheme for the effective management of risks - Implementation and monitoring of control measures

- Appointment of a manager with sufficient authority and training to be responsible for providing supervision for the implementation of precautions.

Further information on the management of legionella bacteria is available in PSO 590, Technical Manual Section 14, and Water Management.

A – 15 NOISE In order to comply with the Control of Noise at Work Regulations 2005 (CNAW) to reduce the risk to staff from excessive noise the following procedures have been adopted in the establishment: -

Risk Assessment  Carried out by a Ministry of Justice H&S Advisor and reviewed as per the Regulations but not less than two years apart.

Procurement of suitable equipment  All new plant and equipment will be checked for details of the noise tests employed and noise levels obtained in situations it is designed for in order to ensure that the risks to staff and others is minimised.

Noise Control  Noise will be controlled ideally through the procurement of suitable equipment, modification of existing equipment or by establishing ‘Ear Protection Zones’  Existing ear protection zones: - Boiler house, Emergency Generator room, Woodworking shop

Hearing Protection Hearing protection will be issued should a risk assessment determine that it is required, staff and prisoners will be trained in its use and any defective hearing protection will be immediately replaced.

Health Surveillance Where indicated, suitable health surveillance will be carried out.

A – 16 MANUAL HANDLING

The policy will be, as far as it reasonably practicable, to avoid the need for employees, prisoners and others to undertake manual handling operations which involve a risk to their health or safety. Where it is not reasonably practical to avoid the need for manual handling, all steps will be taken to reduce the risk of injury to the lowest level by further assessment of the task, load, environment and individual capability, using safe lifting techniques as a last resort.

All employees are encouraged to take note of the Health and Safety Guidance note 02/2008 Manual Handling, in relation to movement and handling.

Where it is not reasonably practical to avoid the need for manual handling, all steps will be taken to reduce the risk of injury to the lowest level reasonably practicable by further assessment of the task, load, environment and individual capability, using kinetic lifting as a last resort.

Task – Is the task safe for you, if not ask for assistance and tell you manager Individual – Are you pregnant, able bodied, experienced inexperienced Load – Is the load safe to move and can you move the load safely Environment – Take your surrounding into account before you move anything

Training All employees and prisoners who may need to undertake manual handling operations at work will be provided with training in appropriate to the activity and risk, training will be recorded in the relevant documentation.

A – 17 DISPLAY SCREEN EQUIPMENT

PSO 3806 and the Health and Safety DSE Regulations 1992 set out the requirements for ensuring safety whilst using Display Screen Equipment including CCTV. Compliance with these enables the establishment to meet Standard Baseline 21.18.

 All staff employed by the establishment shall receive basic training in the correct use of Display Screen Equipment [DSE]  Where staff are working with Visual Display Units, jobs are designed wherever possible to allow people to take natural breaks, thus ensuring that visual and postural fatigue do not occur. Where this is not possible, formal rest breaks shall be provided;  Every effort shall be made to allay the genuine fears of those women who are expecting, or intending to become so, and are concerned about the prospect of working with VDUs;  The establishment shall ensure workstations within the establishment is assessed as per the regulations, findings recorded and that users/operators are identified, recorded and that copies are sent to the respective line manager and that any deficiencies are rectified

A – 18 PERSONAL PROTECTIVE EQUIPMENT

In accordance with the personal Protective Equipment at Work Regulations 1992, where the need for PPE has been identified, an assessment of the suitability of the PPE will be carried out.

Protective clothing will be provided free of charge to any member of staff or prisoner and must its use will be enforced at all times. PPE will be properly maintained and replaced where necessary and suitable storage accommodation will be provided to reduce the risk of damage and contamination.

A – 19 SAFE SYSTEMS OF WORK

Under the Health & Safety at Work etc Act 1974, part of our general duty is to provide systems of work that are, so far as is reasonably practicable, safe and without risk to health. Components of such a system include the organisation and coordination of the work of those involved, training, instruction and supervision, layout of plant and appliances, methods to be used and general conditions of work. This duty is further endorsed in the management of Health & Safety at Work Regulations 1999.

Managers are responsible for ensuring that the risks associated with work processes and procedures are assessed and safe systems of work are devised and adhered to where required.

Relevance to Training Safe systems of work will form part of the control measures for tasks where risks have been identified by assessments, they will also provide the basis for the training of operatives. Managers will ensure that staff are familiar with the SSOW before carrying out an operation. Staff supervising prisoners will train them in the safe system of work before ask them to carry out any duties.

Review Managers will review the safe systems of work as part of the Risk Assessment review process managed by the H&S Advisor; Managers must inform H & S Advisor regarding any changes immediately

A – 20 Training

The Health & Safety at Work Act 1974 Section 2 and the Management of Health & Safety at Work Regulations 1999 Reg. 13 require employers to provide adequate health and safety training to all of their employees.

Standard Baseline 21.21 clarifies this further by requiring that both staff and prisoners shall be receive training that is appropriate to their tasks or duties.

All staff and prisoners shall receive a level of health and safety training that is appropriate to the tasks that they carry out and the environment in which they work and live. This training shall all be recorded.

Special training shall be provided for anybody who uses specialist equipment, or carries out specialist tasks, e.g. fork lift truck drivers, domestic cleaning. This shall apply to both staff and to prisoners.

A – 21 Environment & Welfare

In accordance with the Workplace (Health, Safety & Welfare) Regulations 1992 as amended, appropriate provision will be made regarding the environment and welfare activities in the workplace:  An adequate level of heating, lighting and ventilation will be provided in the workplace  Adequate level of numbers of sanitary provision and washing facilities  Accommodation will be provided for clothing  Sufficient drinking water  Sufficient room dimensions and space

A – 22 TRAFFIC MANAGEMENT & WORKPLACE TRANSPORT The requirements of the Health & Safety at Work etc Act 1974 and the Management of Health & Safety at Work Regulations 1999 apply to the risks associated with workplace transport.

HMP Manchester is committed to ensuring that work activities involving vehicles are identified, the risks assessed and the appropriate control measures implemented, monitored and enforced. The aim being to have the following elements in place in order to manage risks effectively: -  Safe Site  Safe Vehicles  Safe Drivers Risk assessments will be carried out by staff trained in Prison Service Risk Assessment procedures and who also have a knowledge and understanding of the hazards arising out of workplace transport activities. Arrangements are in place to ensure the safety of vehicles and pedestrians in the workplace including: - ensuring traffic can circulate safely - ensuring there is sufficient separation between vehicles and pedestrians if they are sharing the same route - eliminating or reducing to a minimum the risk to pedestrians where vehicles operate

A – 23 CLEANING IN PRISONS Prison Service Order 3801

Arrangements are in place for adequate cleaning of the Establishment. This includes training for staff who routinely supervise cleaners and offenders who carry out cleaning to the BICS standard.

PSI 19/2007 and the accompanying Health & Safety Guidance Note 02/2007 (Annex 1) Cleaning in the Prison Service & Safe Systems of Work – Cleaning Schedules detail how cleaning tasks should be completed including training and cleaning schedules. Determination of frequency and standard will be by assessment. It follows that a boiler house/plant room or workshop will require a lesser degree of cleanliness than those areas where personnel are permitted to consume food stuffs, likewise areas contaminated by hazardous substances including waste and by-products will require more regular attention than a storeroom.

DIRTY PROTESTS

DEFINITION A dirty protest is one where “A prisoner has chosen to either defecate or urinate in a cell or a room without using the facilities provided”. In virtually every case the walls, the floor or ceiling are usually affected, some prisoners may choose to cover their clothing and their body with faecal waste.

These actions may be undertaken as a protest, they may also be as a result of mental health problems, a doctor must therefore regularly assess the prisoner. It is not necessary for the doctor to enter the cell every time, nor to undertake physical examinations: the prisoner’s mental state can to an extent be assessed by observation and brief interviews through a hatch.

Initial Action As soon as staff are made aware that a prisoner has begun a dirty protest the Unit or Wing Manager must be informed, and every effort should be made to ascertain the reasons for the protest. Appropriate encouragement should be given to the prisoner to withdraw the threat or end the protest.

The Governor or Operational Manager and Medical Officer must be informed immediately a dirty protest commences. The establishment security department must be informed so that the details of the protest can be recorded on the Incident Reporting System (a Local Incident Report must be completed). The Independent Monitoring Board (IMB) must be informed within 24 hours of the commencement of the dirty protest. There is no legal requirement upon them to attend a prisoner on dirty protest.

Relocation to Delegated Dirty Protest Cell On the authority of the Governor or Operational Manager, a prisoner on dirty protest will be moved to special accommodation in the segregation unit. All prisoners engaged in a dirty protest will be subject to Prison Rule 51 (Disciplinary) Use of Mechanical Restraints (Non Medical) Where a prisoner has made an attack by throwing urine or excrement, the same considerations apply as in the case of other forms of violent conduct, if the prisoner appears likely to repeat the attack, unless restrained, mechanical restraints may be used in accordance with PSO1600.

A mechanical restraint may be used only in order to prevent a prisoner causing self- injury, injuring another member of staff, or damaging property, when its use is absolutely necessary to achieve the required objective and has been approved in accordance with PSO1600. The guidance in Prison Service Guidance Note 01/2008 will be followed in this instance.

A – 24 DRINKING WATER – IDENTIFICATION/WATER HYGIENE

Hygienic supply of drinking water is accessible to all persons; any designated taps which supply water unfit for drinking will be labelled as such. Water management systems are to be operated in line with mandatory instructions as contained within Prison Service Order (Technical) 5900. Drinking water units should be encompassed within the Planned Preventive Maintenance (PPM) to ensure these are cleaned and serviced correctly.

A – 25 PEST CONTROL

Systems are in place to ensure that no areas of the Establishment are left in a condition which may harbour pests. A suitably competent person has been appointed to manage the pest control contract within the Estates department. Records will be maintained, outcomes of visits made by pest controller, recommendations made and remedial actions taken.

A – 26 Construction (Design & Management) Regulations 2007 (CDM)

The CDM 2007 Regulations revise and bring together the CDM Regulations 1994 and the Construction (Health, Safety and Welfare) Regulations 1996 into a single regulatory package.

The Governor, through the Estates will ensure compliance with all contracts that fall within the remit of these Regulations. This includes reviewing tenders to ensure competency by exchanging health and safety information, i.e. policies, risk assessments, safe systems of work and method statements, as per PSO 5900.

Competent CDM Co-ordinator’s will appointed and all notifications are sent to the relevant statutory bodies and displayed as necessary prior to the commencement of the contract. In addition, sufficient time will be allowed for consultation to take place with all parties likely to be affected by the proposed contract. This may involve inviting comment within a reasonable timescale on any proposals and obtaining guidance from the establishment Health, Safety & Fire Advisor, Security and others.

Throughout and during the completion of the project, the work will be completed to an acceptable standard and monitor the same for potential breaches. The Health & Safety File must be available for inspection and the principals indicated within PSO 5900 must be applied.

Maintenance, Tools & Electricity Use of Portable Power Tools Reference: S.A.U. Baseline 21. SGN 6 – Issue 1 – January 1976 – Use of Portable Power Tools SGN 7 – Issue 1 – July 1980 – Use of Cartridge Operated Tools Health and Safety at Work Act 1974, Factories Act (1961) Protection of Eyes Regulations (1974) Construction (Working Places) Regulations 1966 Management of H&S at Work Regs 1999 Local Register giving details of issue and use of tools and operator’s name

When using portable power tools, precautions will be taken to minimise worker risks, hence operators will carry out inspections and checks, to include:  Electrical connections are sound and repairs carried out by a trained electrician;  All wiring connections and insulations to be checked prior to use and at regular monthly intervals.  The operator is to check for mechanical damage before use  Where practical, use 110 volt tools supplied by a centre tapped to earth transformer  In Workshops only, 240-volt double insulated tools may be used where supply circuits afford earth leakage protection.  An electrician is to PAT check on a regular basis all appliances and have correctly rated fuses.  Composition (unbreakable) plugs should be used on portable electric tools  Power cables will be laid in a safe position and signs attached to draw attention.

Operators will ensure precautions are taken to minimise risk to other persons. Duties under PUWER Regulations 1999 require Managers to risk assess items to:  Ensure equipment is suitable for use ; and conform to defined safety standards  Recognise working conditions and hazards before selecting equipment;  Ensure equipment provided is used only under conditions and the job for which it is designed;  Maintain equipment in an efficient state and working order;  Provide adequate information, instruction and training and keep records of such.

Use of Cartridge Operated Tools Will not be used unless expressed written permission is given by Security and the Site Manager.

Hand Tools and Security Reference: Security Manual Since hand tools may be used against good order and discipline of the establishment, security rules contained in the LSS will take precedence. Prison Service will provide, so far, as is reasonably practicable will ensure:  All tools to be of good sound condition, tools/utensils to be security etched  All tools placed on an inventory prior to use  System of control and issue by tallies Issued: 2010 33 High Security Prisons Health & Safety Policy June 2010

 Tools, to be properly maintained and suitable  Safe Systems of work/procedures to support suitable and sufficient training  Supervision records at point of issue from the person who controls items.

A – 27 SMOKE FREE LEGISLATION Prison Service Instruction 09/2007

Smoke Free Legislation (Health Act 2006) took affect from 1 July 2007. These regulations require all indoor areas to be smoke free.

The Establishment Smoking Policy and procedures can be found in the Health and Safety General folder located on the P Drive

This policy and the procedures and safe systems of work contained within it will be rigorously enforced in order to protect the health of staff and visitors and prisoners.

A – 28 SLIPS, TRIPS & FOOTWEAR

The Governor having overall responsibility for the management of Health and Safety will monitor the effectiveness of these arrangements by receiving copies of the Health and Safety Meeting minutes.

Estates Department has responsibility for ensuring that the structure, fittings and grounds are safe and do not present a hazard to persons entering or using the establishment, ensure area is gritted in adverse weather conditions.

Managers and staff will ensure that all faults regarding hazards relating to slips, trips and falls are reported by way of the Planet FM system, to allow repairs to be carried out by the Estates Department. All Managers will ensure that their respective areas will have a cleaning schedule that indicates actions to be taken in the event of spillages.

Safety footwear All staff has a responsibility under the health and safety legislation to take care of their own health and safety whilst at work and those affected by their acts or omissions.

HMP Manchester will make provision to provide suitable safety footwear to staff/prisoners that have a requirement to wear such footwear. Footwear is assessed to ensure it is fit for purpose, provides suitable protection. The PPE assessment is detailed in the risk assessment for each specific area. All staff identified as to the need to wear such footwear has a responsibility to comply with the assessment.

Unified Staff Unified staff will receive a boot and shoe allowance to purchase footwear and as such the guidelines to footwear are:  staff involved in spontaneous or part of a response team should wear either footwear with rubber or air cushioned soles that offer greater slip resistance;  staff who purchase footwear should ensure that they adequate tread.

Staff involved in Planned Removals All staff involved in planned removals must wear regulation footwear provided.

Non Unified Staff (non boot/shoe allowance) Although the staff not in receipt of the boot/shoe allowance has no restrictions on what they may wear or purchase, they should take care to ensure that footwear is suitable for the workplace.

Adverse weather

In times of adverse weather all staff should wear suitable footwear for the conditions that prevail, staff should be aware that outdoor conditions can prevail in certain areas, inside the buildings such as doorways that you may move from wet to dry without warning.

Working environment The working environment exposes the wearer to many different types of floor covering also to internal and external areas. Staff should take extra care when walking on near floor areas that are being cleaned.

Specific hazards In many areas specific hazards are identified and as such the recommended footwear is assessed and identified on the individual risk assessment.

A – 29 VIOLENCE REDUCTION : PSO 2750

The definition of violence for the Prison Service is – “any incident in which a person is abused, threatened or assaulted. This includes an explicit or implicit challenge to their safety, well-being or health. The resulting harm may be physical, emotional or psychological.” The Establishment aims to meet the aims and objectives of PSO 2750 to violence reduction:-. Aims - To foster a culture of non-violence - To promote a safe and healthy prison environment - To contribute to safe society

Objectives - To increase problem solving capacity of staff and offenders - To improve risk management - To reduce violent offending and prevent victimisation.

The Establishment Violence Reduction Strategy includes: - A policy statement reflecting the principles of “On the Safe Side” - Regular analysis of the problem areas and an action plan to improve personal safety - Robust monitoring and evaluation procedures to measure progress, including the KPI on serious assaults as a baseline.

A – 30 PERMITS TO WORK

A permit to work system is a formal written system of work that is used to control the risks associated with work that is potentially hazardous. They form part of, but do not replace, a safe system of work, all persons operating within a permit to work system will be trained and competent to do so, work activities that require a permit to work are covered in more detail Technical Order 5900.

A – 31 CONFINED SPACES

The Confined Spaces Regulations 1997 define a confined space as being any place, including any chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well or other similar space in which, by virtue of its enclosed nature, there arises a reasonably foreseeable specified risk A specified risk means a risk of: - (a) serious injury to any person at work arising from a fire or explosion (b) without prejudice to paragraph (a)- i. the loss of consciousness of any person at work arising from an increase in body temperature ii. the loss of consciousness of asphyxiation of any person at work arising from gas, fume, vapour or the lack of oxygen; (c) the drowning of any person at work arising from an increase in the level of liquid; or

(d) the asphyxiation of any person at work arising from a free flowing solid or the inability to reach a respirable environment due to entrapment by a free flowing solid Systems are in place to ensure that the risks from any work in a confined space are controlled through risk assessment, a written safe system of work and permit to work system.

A – 32 ELECTRICAL SAFETY

Maintenance, Tools & Electricity

Reference: S.A.U. Baseline 2., SGN 6 – Issue 1 – January 1976 – Use of Portable Power Tools SGN 7 – Issue 1 – July 1980 – Use of Cartridge Operated Tools Health and Safety at Work Act 1974, Factories Act (1961) Protection of Eyes Regulations (1974) Construction (Working Places) Regulations 1966 Management of H&S at Work Regs 1999 Local Register giving details of issue and use of tools and operator’s name

When using portable power tools, precautions will be taken to minimise worker risks, hence operators will carry out inspections and checks, to include:  Electrical connections are sound and repairs carried out by a trained electrician;  All wiring connections and insulations to be checked prior to use and at regular monthly intervals.  The operator is to check for mechanical damage before use  Where practical, use 110 volt tools supplied by a centre tapped to earth transformer  In Workshops only, 240-volt double insulated tools may be used where supply circuits afford earth leakage.  An electrician is to PAT check on a regular basis all appliances and have correctly rated fuses.  Composition (unbreakable) plugs should be used on portable electric tools  PPE is to be worn when using portable tools as defined in SSOW  Power cables will be laid in a safe position and signs attached to draw attention. Operators will ensure precautions are taken to minimise risk to other persons. Duties under PUWER Regulations 1999 require Managers to risk assess items to:  Ensure equipment is suitable for use ; and conform to defined safety standards  Recognise working conditions and hazards before selecting equipment;  Ensure equipment provided is used only under conditions and the job for which it is designed;  Maintain equipment in an efficient state and working order;  Provide adequate information, instruction and training and keep records of such.

A – 33 EMERGENCY PROCEDURES (FIRE)

Fires, Emergencies, & Contingencies

HMP Manchester’s policy on emergency action, including all contingencies, are prepared after recognition major incidents including fire are injurious to health, a threat to life, property, and resources.

References: The Regulatory Reform (Fire Safety) Order 2006 Fire Precautions Workplace Regulations 1997 (amended 1999) Health & Safety Legislation (Section 2 of the HASWA 1974) Signs and Signals Regulations 1996 Fire Precautions (Non-Certificated Premises) Regulations 1989 The Workplace (Health, Safety and Welfare) Regulations 1992 HON 54/90: Fire Precautions and HON 218/93: Evacuation IG34/96 Short Duration Breathing Apparatus The Prison Rules, Standing Orders and Safety Guidance Notices The Prison Service Fire Precautions Manual Safety Instruction Sheets

Governor’s Orders and Notices to Staff Safety and Smoking Policies

As Governor I am committed to the development of a positive fire culture throughout the prison.

Prison Service Order 3803 Fire Safety sets out the corporate strategy for fire safety with organisation and arrangements for putting policy into practice that comply with the Regulatory Reform Order 2005. The legal standards set out in this legislation are regarded as minimum standards applied within the establishment.

Participation by employee representatives and reporting and investigation of all fires support my commitment of the prison’s fire safety performance. The systematic identification of hazards to which my staff may be exposed, coupled with the appropriate assessment and control of risk enables me to achieve these objectives.

I attach equal importance to the achievement of fire safety objectives as to any other aspect of work. I believe that by minimizing risk in the work environment we can improve our overall business performance.

I accept I have ultimate responsibility for safety of my staff. Operationally I must delegate aspects of associated fire safety day-to-day tasks. In order to manage fire safety matters I have appointed xxxxxxxxxxx as Fire Safety Sponsor and two designated OSG Fire Advisors, as competent person. I stress the operational responsibility for fire safety remains with me.

Full details of organizational arrangements are set out in a stand alone Fire Safety Policy document, of which I will bring to the attention of every employee. I expect all staff to work in a safe and healthy manner, co-operate with what we have to do in order to comply with the law and not to interfere with anything designated to reduce the risk of fire. All employees should note they have a legal duty to bring to my attention, through appropriate line management, any defects or short falls in arrangements for fire. I welcome any suggestions that may aid or improve the process of continuous improvement to which I am committed.

Issued: 2010 37 High Security Prisons Health & Safety Policy June 2010 Annex 1

BICSc Colour Coding In the cleaning industry BICSc colour coding system for cleaning is the set standard. The main aim of the BICSc standard is to prevent cross contamination when cleaning activities takes place.

The following summarises the BICSc colour coding system:

 Red: Cleaning equipment colour coded red is exclusively for use in cleaning toilets;

 Yellow: Cleaning equipment colour coded yellow is exclusively for use in cleaning showers and washrooms. It is not to be used for any other areas;

 Green: Cleaning equipment colour coded green is exclusively for use in area where food is handled and stored. This equipment must not be used in any other area;

 Blue: Cleaning equipment colour coded blue can be used in all other areas but must not be used in Red, Yellow or Green areas.

THE COLOUR CODING CHART

RED BLUE

Sanitary Appliances and General Lower Risk Areas Washroom Floors (excluding food areas)

GREEN YELLOW

Wash Basins and Other General Food and Bar Use Washroom Surfaces

Always use two colours within the washroom area.

THE GOLDEN RULE:  Always work from the cleanest area towards the dirtiest area. This greatly reduces the risk of cross contamination.

1. The aim of a colour coding system is to prevent cross contamination. 2. It is vital that this system forms part of any induction or continuous training programme. 3. It is imperative that the colour coding system is easily understood by all and it is simple and effective to use. 4. A sizeable minority of people are colour blind in one or more colours. Some individuals may not know this and colour identification testing should form part of any induction training. 5. Monitoring of the system and control of colour coding disposable items against new stock release is extremely important.

Safety Audit Prison Legal Standards Baseline Standards 1 PSO 3801 Amended Health & Safety at Work Act 1974 POLICY PSO O200 (21) Management of Health & Safety at Work Regulations 1999 STATEMENT Guidance Note 04/04 Prisons Act 1952 Guidance Note 02/04 Health & Safety (Miscellaneous amendments) Regs 2002 Guidance Note 01/04 Use of Mobile Phones while Driving on Service Business IG 16/96 The Safety Of Kenwood Radios PSO 5900 Workplace Smoking Policy PSI 44 /97? Construction (Design & Management) Regs 1994 2 & 3 PSO 3801 Health & Safety at Work Act 1974 ACCESS TO PSO 3810 Management of Health & Safety at Work Regulations 1999 COMPETENT PSO O200 (21) Safety Representative & Safety Committee Regulations 1977 ADVICE PSO 8900 H&S. Consultation with Employee Regulations 1996 Guidance Note 03/ 06 Health & Safety Information for Employees Regulations 89 4 PSO 3801 Health & Safety at Work Act 1974 MONITORING PSO O200 (21) Management of Health & Safety at Work Regulations 1999 PS1 11 / 02 Reporting Injuries Disease & Dangerous Occurrences 1995 IG 32 / 96 The health and safety (First Aid) Regulations 1981 5 PSO 3801 Health & Safety at Work Act 1974 INSPECTION PSO 5900 Management of Health & Safety at Work Regulations 1999 AND Provision & Use of Work Equipment Regs. 1998 MAINTENANCE Workplace Health Safety & Welfare Regs 1992 Electricity at Work Regs 1989 Construction (Head Protection) Regulations 1989 IEE Wiring Regulations (16th Edition) 1991 6 PSO 3801 Health & Safety at Work Act 1974 STATUTORY PSO 5900 Management of Health & Safety at Work Regulations 1999 INSPECTIONS PSO 3842 Control of Substances Hazardous to Health Regs 2002 PSO 3843 Control of Asbestos at Work Regs 2002 Lifting Operations & Lifting Equipment Regs. 1998 Pressure Systems & Transportable Gas Containers Regs 89 Pressure Systems Safety Regs 2002 Provision & Use of Work Equipment Regs. 1998 Building Regulations 1991 Construction (H& Safety & Welfare ) Regs 1996 & Gas Act 1986 Gas Safety ( Installation & Use) Regulations 1998

7 PSO 3801 Health & Safety at Work Act 1974 RISK PSO O200 (21) Management of Health & Safety at Work Regulations 1999 ASSESSMENT IG 102 / 95 Fire Safety (Workplace Regulations) 1997 Guidance Notes The Regulatory Reform (Fire Safety) Order 2004 Guidance Note 01/06 Lifting Operations and lifting equipment Regs 1998 Guidance Note 02/06 Confined Spaces Regulations 1997 Guidance Note 05/04 Safety Signs & Signal Regulations 1996 PSO 3845 Food Act 1990 PSO 3805 Food Safety (General food Hygiene) Regulations 1995 IG 57 / 96 Implementation of New Risk Assessment Form PSO 3802 Risk Assessment for New and Expectant Mothers Guidance Note 01/ 07 Control of Substances Hazardous to Health Regs 2005 Guidance Note 01/ 05 Control of asbestos regulations 2002 Guidance Note 03/04 Control of Lead at Work Regulations 1998 HON SGN 55 Control of Pesticides Regulations 1986 IG 102 / 1995 Chemical (Hazard Identification and Packaging ) Regs 2002 HON (HD) 2 / Flammable Substances and Explosive atmosphere Regs 2002 PSO 5900 Risk assessment Immunisation for Communicable Diseases Domestic Cleaning The Use of Latex Gloves & Noise at Work Regs 1989 Manual Manual Handling Operations 1992 PSI 19/2007 Lifting Operations and lifting equipment Regs 1998 Guidance Note Display Screen Equipment Regs 1992 as amended 01/2007 Personal Protective Equipment Regs 1992 Construction (Head Protection) Regulations 1989 Workplace Health Safety & Welfare Regs 1992 Environmental Protection Act 1990 Wildlife & Countryside Act 1981 & Radon 222 Gas 8 Control of asbestos regulations 2002 ASBESTOS Control of Substances Hazardous to Health Regs 2005 Control of Asbestos Regulations 2006 Workplace Health Safety & Welfare Regs 1992 Environmental Protection Act 1990 Wildlife & Countryside Act 1981 9 Control of Substances Hazardous to Health Regs 2005 LEGIONELLA Health & Safety at Work Act 1974 Management of Health & Safety at Work Regulations 1999 Water Supply (Water Fittings) Regulations 1999. ACOPS L8, Workplace Health Safety & Welfare Regs 1992 Environmental Protection Act 1990 Wildlife & Countryside Act 1981 & Radon 222 Gas 10 PSO 3801 Health & Safety at Work Act 1974 SAFE SYSTEMS PSO 5900 Management of Health & Safety at Work Regulations 1999 OF WORK Domestic Cleaning Personal Protective Equipment Regs 1992 Manual Construction (Head Protection) Regulations 1989 PSI 19/2007 Workplace Health Safety & Welfare Regs 1992 Guidance Note 01/07 Environmental Protection Act 1990 Wildlife & Countryside Act 1981 & Radon 222 Gas 11 PSO 3801 Health & Safety at Work Act 1974 TRAINING PSO 8200 Management of Health & Safety at Work Regulations 1999 Health & Safety (Training for Employment) Regulations 1990 12 PSO 3801 Health & Safety at Work Act 1974 TRAFFIC PSO 5400 Management of Health & Safety at Work Regulations 1999 MANAGEMENT Workplace Health Safety & Welfare Regs 1992 Provision & Use of Work Equipment Regs 1998 Highways Act 1980 & Road Traffic Act 1988

Issued: 2010 40 High Security Prisons Health & Safety Policy June 2010 Annex 3 Legislation and Safety Guidance Notices

Asbestos (Prohibitions) Regs 1992 AA 1999 Chip 1994 Confined Spaces Regulations 1997 Construction (H, S & W) Regulations 1996 Construction (Head Protection) Regs 1998 Construction (Health, Safety & Welfare) Regulations 1996 Construction Design & Management Regs 2007 Consultation with Employees Regs 1996 Control of Asbestos at Work Regulations 2002 Control of Lead Regulations 1998 Control of Noise at Work Regs 2005 Control of Pesticides Regs 1986 Control of Substance Hazardous To Health Regulations 2005 Control of Vibration at Work Regs 2005 Corporate Manslaughter and Corporate Homicide Act 2007 COSHH 2002 AA 03 04 05 Dangerous Substances &Explosives Atmos 2002 DDA 1995 Display Screen Equipment Regulations 2002 as Amended Electricity at Work Regulations 1989 Environmental Protection Act 1990 First Aid at Work Regulations 1981 and Approved Code of Practice Food Act 1990 Food Safety (General Food Hygiene) Regs 1995 Gas (Management) Regulations 1996 Gas Act 1986 Gas Safety (Installation & Use) Regs 1998 Health & Safety (Offences) Act 2008 Health & Safety at Work Act 1974 Health and Safety Info for Employees) 1989 Health and Safety (Consultation) Regs.1996 Health and Safety (First Aid) Regs 1981 (Aa2002) Health and Safety (Training For Employ) 1990 Highways Act 1980 IEE Wiring Regulations (17th Edition) 1991 Ionizing Radiation Regulations 1999 Legionella Lifting Operations and Lifting Equipment Regulations 1998 Loler 1998 (AA 2002) Management of Health & Safety Regs 1999 Manual Handling Operations Regulations 1992 Miscellaneous Amendment Regs 2002 Noise at Work Regulations 2005 Personal Protective Equipment Regs 1992 Aa02 Petroleum (Consolidation) Act 1928 Petroleum (Plastic Containers) Regs 1975 Pressure Systems & Transportable Gas 1989 Pressure Systems Safety Regulations 2000 Provision and Use of Work Equipment Regulations 1998 Regulatory Reform Order 2006 Reporting Injuries, Diseases and Dangerous Occurrences Regulations 1995 Riddor 1995 Road Traffic Act 1988

Road Vehicle (Construction & Use) Regs. 1986 Safety Reps and Safety Committees Regulations 1977 (As Amended) Safety Signs and Signals Regulations 1996 Smoke Free Legislation Act 2007 Social Security Act 1984 The Management of Health & Safety at Work Regulations 1999 The Pressure Systems Safety Regulations 2000 Wildlife and Countryside Act 1981 (AA 1985) Working At Height Regulations 2005 Working Time Directive Regulations Workplace Health, Safety & Welfare Regulations 1992 Annex 4 Extant Health & Safety Instructions:

Prison Service Orders PSO 0200 HM Prison Service Standards Manual PSO 3801 Health & Safety Policy Statement PSO 2802 Inadvertent Exposure to Asbestos PSO 3805 Zoonotic Infections PSO 3806 Display Screen Equipment, Health & Safety Issues PSO 3842 Radiation Safety Strategy and Operational Procedures for ensuring the safe use of X-Ray Equipment PSO 3845 Radiation Safety Security X-Ray Equipment PSO 8900 Occupational Health Prison Service Instructions 5/07 Amendment to PSO 8900, Post Exposure Prophylaxis 10/06 Amendment to PSO 3801 11/02 Accident Reporting 40/01 Night Workers Health Assessment 44/97 Health & Safety Issues with Contractors 10/06 Amendment to PSO 3801 Instructions to Governors 32/96 First Aid Arrangements 16/96 Workplace Smoking Policy Guidance Notes 01/2004 Dirty Protests 02/2004 The Safety of Kenwood Radios 03/2004 The Use of Latex Gloves 04/2004 The Use of Mobile Phones 05/2004 Risk Assessment for New and Expectant Mothers 01/2005 Risk Assessment and Immunization for Communicable Diseases 01/2006 Risk Assessment 02/2006 Implementation of New Risk Assessment Form 03/2006 Consultation with Staff 01/2007 Radon 222 Gas 02/2007 Cleaning Guidance in the Prison Service 01/2008 Dirty Protests 02/2008 Manual Handling 03/2008 Corporate Manslaughter and Corporate Homicide Act 2007 – Guidance for Senior Managers 04/2008 Risk Assessment, Training and Safe Systems of Work fro Vehicle Escorts 05/2008 Lift Truck Driver Health Assessment 06/2008 The Health & Safety (Offences) Act 2008 01/2009 COSHH

Issued: 2010 42 High Security Prisons Health & Safety Policy June 2010 Health and Safety Information – External Sources

The following list comprises Home Office Notices (HON, Safety Guidance Notes (SGN and Safety Information Sheets (SIS) that are applicable to the establishment.

NTS 59/81 Provision of Safety Spectacles NTS 1/1982 Safety Spectacles NTS 6/1991 Voluntary health Declarations NTS 14/1991 Reimbursement of Sight Testing for VDU Users NTS 55/1991 Reporting of Illnesses and Infections NTS 1/1993 Reporting of Illnesses and Infections NTS 194/1993 Issue of Domestic Cleaning Manual Manual Hygiene in Prisons and Domestic Cleaning Manual IG 32/1993 Inspection of X-ray Facilities IG 35/1995 Arrangements for Pregnant Staff IG 108/1995 Food Safety Regulations 1995 IG 32/1996 First-Aid Arrangements IG 57/1996 Handling Clothes/Linen infested by the Scabies Mite 08/1996 IG 35/1996 Reporting of Injuries, Diseases and Dangerous Occurrences IG 32/1993 Scabies Infestation PSI 44/97 Health and Safety Issues with Contractors PSI 58/97 Health and Safety (Consultation with Employees) Regs 1996 PSI 11/2002 Accident Reporting PSI 05/2005 Disinfecting Tablets PSI 23/2005 Hazardous Waste PSI 32/2005 Cell Sharing Risk Assessment PSI 02/2006 NSF Policy Changes

PSI 19/2007 Amendment to PSO 3801 PSI 19/2007 Annex Cleaning Guidance PSO 0150 Reform of Civil Justice System PSO 0200 HM Prison Service Standards Manual PSO 1500 Incident Reporting PSO 1600 Use of Force PSO 2700 Caring for the Suicidal in Custody PSO 2710 Death in Custody PSO 2750 Violence Reduction PSO 2855 Management of Prisoners with Physical, Sensory or Mental Disabilities PSO 3200 Health Promotion PSO 3800 Food Safety Act 1990 PSO 3801 Health and Safety PSO 3802 Management of Inadvertent Exposure to Asbestos PSO 3802 Latex Exposure PSO 3805 Zoonotic Infections (Zoonosis) PSO 3806 Display Screen Equipment (Health and Safety Issues) PSO 3810 Health and Safety Arrangements for Consultation with Staff PSO 3842 Radiation Safety Strategy/Operational Procedures Health Care PSO 3843 Radiation Safety Equipment (Health and Safety Issues) PSO 3844 Arrangements for Consultation with Staff PSO 4101 Managing Risk in Prison Enterprises

PSO 4250 Physical Education PSO 5900 Works Technical Instruction PSO 8460 Conduct and Discipline PSO 8610 Staff Fitness Strategy

Occupational Health Information – External Sources

IG 16/1996 Workplace Smoking Policy NTS 87/1998 Problem Drinking NTS 70/1989 Hepatitis B Policy NTS 35/1990 Occupational Health Committees NTS 59/1990 Exposure to HIV Virus NTS 94/1990 Occupational Health Policy Statement NTS 221/1991 Personal Action Cards Re: Hepatitis B NTS 51/1994 Protection Against Tuberculosis NTS 153/1994 Headquarters Occupational Health Committee NTS 94/1995 Hepatitis B – Provision of Preventive Vaccination NTS 9/1996 Workplace Smoking Policy PSO 3845 Blood Borne and Related Communicable Diseases PSO 8900 Occupational Health PSO 8625 Staff Alcohol Policy

Fire Safety Information – External Sources

IG 34/1996 Introduction of Short Duration Breathing Apparatus

Home Office Notices Health & Safety Services –

214/1975 Health and Safety At Work etc Act 1974 251/1977 Legal Proceedings 203/1978 Inspection of Government Premises : Inspection Notices 57/1986 Visual Display Units (VDU’s) Eyesight Screening 29/1988 Safety Representatives and Safety Committees 51/1988 Cancer Screening 77/1988 The Use of Visual Display Units (VDU’s) 65/1989 Smoking In Conference Rooms 100/1989 Hygiene Inspections of Departmental Catering Facilities 101/1989 Reducing and Eliminating the Use of CFC Propellants 104/1989 Legionnaires Disease 113/1989 Hazardous Substances At Work : Your Health and Safety 116/1989 Health and Safety Information for Employees Regulations 1989 133/1989 Fire/Bomb Threat Arrangements for First-Aiders 54/1990 Fire Precautions 93/1990 Visual Display Units (VDU’s) Eyesight Testing 161/1990 Temperature in the Workplace 162/1990 Health and Safety At Work : Asbestos 65/1991 Use of Health and Safety Notice boards 100/1991 Home Office Departmental Health and Safety Policy 163/1991 Communicable Diseases 248/1991 Health and Safety : Noise at Work

195/1992 Ergonomic problems associated with VDU use and Eyesight Problems 13/1992 Home Office Policy Statement on the Management of Change Issues Involved in the Introduction and Use of IT Systems 30/1993 The Health and Safety [Display Screen Equipment] Regulations 1992 (SI 1992 No. 272) 183/1993 Health and Safety Information 218/1993 Responsibility and procedure for the Evacuation of Staff and Visitors in the event of a Fire

ANNUAL HEALTH AND SAFETY RISK ASSESSMENT REVIEW

Month Governor Risk Assessment January xxxxxxxxxxx A Wing B Wing C Wing D Wing E Wing Cat "A" Unit E Wing VP & Seg Unit February xxxxxxxxxxx G Wing H Wing I Wing K Wing March xxxxxxxxxxx Security / DST Dog Section/Sterile Areas April Main Gate Externals ECR May xxxxxxxxxxx Education Chaplaincy RC/CE June xxxxxxxxxxx RIDS Training Dept July Main Kitchen/Mess xxxxxxxxxxx Healthcare Level 1&2 August xxxxxxxxxxx Main Gym September xxxxxxxxxxx Visits Complex xxxxxxxxxxx Reception October xxxxxxxxxxx OMU xxxxxxxxxxx Programmes November xxxxxxxxxxx Industries December xxxxxxxxxxx Works Department

Annex 6

ANNUAL ACTIVE SAFETY MONITORING PROGRAMME

Month Governor Risk Assessment January xxxxxxxxxxx A Wing B Wing C Wing D Wing E Wing Cat "A" Unit E Wing VP & Seg Unit February xxxxxxxxxxx G Wing H Wing I Wing K Wing March xxxxxxxxxxx Security / DST Dog Section/Sterile Areas April Main Gate Externals ECR May xxxxxxxxxxx Education Chaplaincy RC/CE June xxxxxxxxxxx RIDS Training Dept July Main Kitchen/Mess xxxxxxxxxxx Healthcare Level 1&2 August xxxxxxxxxxx Main Gym September xxxxxxxxxxx Visits Complex xxxxxxxxxxx Reception October xxxxxxxxxxx OMU xxxxxxxxxxx Programmes November xxxxxxxxxxx Industries December xxxxxxxxxxx Works Department

Annex 7

ACCIDENT REPORTING PROCEDURES

Please Use Correct Reporting Procedures When reporting accident/incident

REPORTING AN ACCIDENT/ INJURY Non -Prisoner

Contractors Discipline Non-Discipline & Officer Member of Staff Visitor

Report in the ACCIDENT BOOK Located Top, Bottom Prison, Health Care Centre and Croft area (Search Tank)

To be completed by the injured person or someone on their behalf.

 Complete form in ink  Put in as much information as possible  Write clearly  Sign and print name  Place in locked box If you have had an accident at work and are off sick for 3 days or more, please contact the Health & Safety Office. Ext 5726.

Prisoner Accident

You do not need to complete the accident record form for assault or self harm incidents.

Accident Self Harm Complete Accident Book Record & F213 Complete Located Top, Bottom Prison, Health Care F213SH Centre and Croft area (Search Tank)

Put completed form in the locked accident Self Harm form box Health & Safety Department will email Return to HCC other documentation required.

To be completed by the reporting officer.

Entries should also be made in observation book and prisoners history sheet (2052A Record of events)

Do not fill in the HF008 form unless sent to you directly from the Health & Safety Department. (This will save you completing unnecessary paperwork)

If you have any queries, please contact the: Health & Safety Office Ext 5726

SUBJECTS THAT MAY NEED TO BE CONSIDERED IN THE ARRANGEMENTS SECTION OF THE LOCAL POLICY

This list is not exhaustive and Governing Governors/Heads of Groups need to ensure that they have considered all the risks to which their staff are exposed.

Accident reporting A5 Asbestos A13 Audit and review A4 Blood borne and related communicable A12 diseases Communication with staff A1 Control of contractors A9 Control of substances hazardous to health A12 Dirty protests A23 Display Screen Equipment A17 Electrical safety A 32 Emergency procedures (fire) A 33 First aid A6 A2 A2 Health surveillance Occupational Health Information, instruction, training and A20 supervision Legionella A14 Maintenance of plant, buildings and A26 equipment. Manual Handling A16 Measuring performance A4 New and expectant mothers A11 (Guidance) Noise and vibration A11 / A15 Radiation safety P9 / A10 Risk assessment arrangements A11 Safe systems of work A19 Smoking (Policy) A27 Statutory inspections A8 Stress A11 Substances hazardous to health A12 Violence to staff A23 / A29 Work Equipment A 26 Working at heights A11 Workplace cleaning and disposal of waste A23 Workplace inspections A8 Radon gas N/A Workplace transport A11 / A22 (Policy Doc)

Issued: 2010 50