Management of Health and Safety at Work Regulations Generic Risk Assessment Record

Generic risk Assessment: SYP 12

Name of risk assessment: Lifewise Centre Including Crucial Crew

Assessment prepared by: Joanne Sampson

Date of assessment: November 2014

Scope of assessment: The attached generic risk Assessment has been prepared by South Yorkshire Police Health and Safety Department as an aid to Managers and Supervisors responsible for carrying out risk assessments for running Crucial Crew at the Lifewise Centre and other similar safety and citizenship events.

The assessment identifies the hazards and risks associated with this work activity and the required control measures to ensure risks to health and safety are controlled to as low a level as is reasonably practicable. Application and Use of the Assessment: The competent person responsible for conducting / implementing this assessment shall:

1. Complete the section of the table at the top of the first page detailing the area(s) this assessment applies to. 2. Work through the Generic Assessment in terms of the location in question, identifying the work activities and relevant hazards as they apply to their circumstances. 3. Examine the ‘Control Measures Required’ section of the Generic Assessment. If the measures incorporated within the assessment are already in place, the assessor should simply insert the letter ‘Y’ in the ‘In Place’ column. If the requisite measures are not in place or only partially so and further action is required, the assessor should insert the letter ‘N’ in the ‘In Place’ column and complete the column, ‘Further Control Measures required’ giving details of the actions required, by when and who. 4. Complete the final column, which allows for readjustment of the risk rating. 5. Sign the implemented by box in the space on the last page of the assessment.

Additional information: 1. The level of risk indicated on this Generic Assessment is the likely level of risk and assumes that the control measures are actually in place.

2. As with all assessments, the Generic Assessment, when completed, must be reviewed periodically and whenever significant changes or additional risks are introduced. The Risk Assessment Review page at the back of this assessment allows reviews to be recorded together with the details of any actions which have been taken.

Work Activities and Hazards not covered by this Generic Risk Assessment: This assessment seeks to identify the most common or likely hazards associated with activities at the Lifewise Centre.

If other work activities and significant hazards are identified which have not been covered by the Generic Risk Assessment, it will be necessary for additional assessment to be carried out. SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Activity: Crucial Crew and other safety and citizenship events – including launches and ceremonies Area: Lifewise Centre Groups of People at Risk: ü Employees ü Visitors Contractors MOP ü Other (Please tick ü ) Ref. No: SYP 12 Version No. 5 Assessor(s) Joanne Sampson Assessment date November 2014 Review Date November 2016

Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L 1.1 Arrival at the 1. The event Project Officer has communicated the L L Lifewise Centre correct procedures for arrival to the Lifewise Centre to all staff, volunteers and visiting Risk of personal groups. injury to pupils, 2. Schools and other visiting groups are informed school staff, other by e-mail on:- visitors, members of  Route to Lifewise Centre; staff or volunteers if  Correct location for disembarkation; not given clear  Correct procedure for ORDERLY directions on the disembarkation. procedures to be 3. Coaches will park near to Lifewise Centre followed. entrance and children/visiting groups will be disembarked onto the pavement. 4. Lifewise staff wearing high viz uniform will:-  Speak to group leaders about safe disembarkation; and  Advise the driver on exit route and parking procedures. 5. The centre entrance is accessible to for all users of the centre 6. The walkway is further protected from the adjacent road by a public footpath. 7. Duty Manager / Centre staff will brief all staff on a daily basis on nominated duties prior to groups arrival. 1.2 Risk of injury to 1. Lifewise staff (SYP/SYFR) will undertake the L pupils, school staff, safety briefings of the groups (supervising other visitors, school staff and pupils) on all relevant Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L members of staff or procedures. volunteers not 2. Power point presentation is shown by Lifewise properly briefed staff to supervising staff and attendees. about the safety 3. Supervising staff are each given a written arrangements. briefing sheet containing fire evacuation arrangements (including zones) and other safety information. 2.1 Participation in 1. Scenarios designed safely and incorporate all L activities run at the necessary control measures (i.e. Perspex Lifewise Centre windows not glass, no sharp edges, hot surfaces signed accordingly etc). Children, 2. Each scenario has been individually risk participants and assessed by the responsible partnership volunteers injured /organisation which are held by the Lifewise from taking part in Centre. any of the scenarios. 3. Duty Manager to periodically check all necessary control measures are in place. 2.2 Children injured if 1. Participants to be split into small manageable L If inappropriate number of staff to they become groups with a maximum of 18 in total. children attending, in exceptional separated from main 2. Any proposed increase in group size will be circumstances, the Duty Manager may group and are assessed and authorised by the Duty Manager / ask Centre staff /volunteers to escort unsupervised. Centre staff. groups around scenarios. 3. Participants to be directed from one scenario to another to avoid them getting separated or lost. 4. All rooms and other areas not used for the event activities are clearly marked out. 5. Route map supplied to adult representative with each group. 6. School / Organisations to send appropriate number of staff to assist in accompanying and escorting participants around the scenarios.

7. Wherever possible groups are escorted around the scenarios by either school / organisation

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L staff, Lifewise staff or volunteers. 2.3 School staff, 1. Participants advised by e-mail prior to attending L participants, visitors, the event to wear appropriate footwear and SYP staff or clothing. volunteers become 2. Duty Manager / Centre staff to ensure walkways injured as a result of and working areas are kept clear. slips, trips and falls. 3. Duty Manager / Centre staff will undertake daily health and safety sweep of the building to ensure no safety issues have arisen. 4. At scenarios where there is an obvious tripping hazard participants warned prior to entering. 5. Wires relating to the car scenario are embedded into the concrete to prevent tripping hazard. 2.4 Death or injury from 1. Fire risk assessment completed for Lifewise L Lifewise Duty Manager and nominated exposure to smoke. Centre (premises and scenarios) and all staff (SYP/SYFR) on duty to sweep remedial recommendations have been actioned. designated areas in the event of an 2. Lifewise Centre covered by a fire alarm system, emergency. which will notify all participants in the event of a fire. 3. All staff and volunteers will follow SYP Lifewise fire evacuation procedures in the event of an emergency. 4. Lifewise Duty Manager /Centre staff will brief each new group on a daily basis. 5. Lifewise Duty Manager /Centre staff will make relevant staff aware of the zones they are responsible for and the immediate evacuation procedures during briefing. 6. The Lifewise fire evacuation procedure will be utilised to make staff and volunteers aware of actions to be taken in the event of a fire. 7. Lifewise Duty Manager /Centre staff will check the fire alarm system via call points on a weekly basis. 8. The testing of fire alarm systems, emergency

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L lighting, fire extinguishers will be the responsibility of SYP. 9. Selected members of the public have access to events, but numbers are limited to no more than 150 (or less if majority are young people) for launches/ceremonies. 10. Lifewise Duty Manager /Centre are responsible for ensuring that people enter and exit the set or room safely. 11. If necessary areas of the set will be cordoned off using police tape to limit access to visitors. 12. A briefing to the audience will take place prior to launches/ceremonies taking place. 2.5 First aid provision 1. Provision of first aid through qualified first aid at L required due to work member of staff on site during the event. injury being 2. Lifewise Duty Manager /Centre staff aware of sustained during current accident reporting procedures conducts routine work. accident / near miss investigations accordingly. 3. Sufficient first aid equipment available for rendering first aid. 2.6 Splinters from 1. School staff / organisational staff to supervise L fencing to side of attendees. house. 2. Lifewise/facilitators to warn pupils / visitors prior to sending them on to next scenario.

2.7 Trapping fingers on 1. Lifewise / staff to warn pupils / visitors not to sit L swings. on the swings. 2.8 Participants, staff 1. Sufficient welfare and rest facilities provided and L and volunteers separate facilities are provided for visitors and injured or suffer ill staff. health from 2. All welfare facilities and areas to be checked on attending /working at a frequent basis by Lifewise Duty Manager / the Lifewise Centre. Centre staff. 3. Children are escorted between scenarios and toilets by a responsible member of staff.

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L 4. The school are responsible for providing the escort. 5. Any accidents or injuries will be reported to the Lifewise Duty Manager / centre staff on the day and reported on the ADMIN 42/42A the south Yorkshire Police accident and near miss reporting forms. 3.1 All work activities 1. This assessment covers the daily activities of L and day to day SYP only. All other organisations undertake their running of the own risk assessments and provide them to Lifewise Lifewise Centre. programme or 2. Duty Manager to be identified and event. communicated to all staff and volunteers on the day. Injuries due to lack 3. Duty Manager and their District Support staff to of management be indentified as each event commences at the controls and staff briefing on a daily basis. supervision. 4. Other organisations participating in Lifewise events to assess the risk of their own activities. 3.2 Risk of injury from 1. Adherence to all control measures as identified L running of scenarios in 2.1. on a daily basis. 4.1 Use of equipment 1. The testing of electrical circuits and fixed L electrical installations will be the sole Shock from electrical responsibility of SYP. items. 2. The testing of portable appliances (owned by SYP) will be undertaken periodically, in accordance with Facilities Management Department schedule. 3. Lifewise Duty Manager / Centre staff are responsible for undertaking periodic checks on Lifewise Centre Equipment. 4. SYP staff will report any defects, faulty equipment immediately. 5. SYP staff to carry out routine visual inspections

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD Ref Work Activity and Control Risk In place Are further Control Residual Risk No. Hazards Measures Required H-M-L Y / N Measures Required? after applying By When and Person further controls Responsible H-M-L of any plugs, cables etc on SYP equipment prior to use. 6. All microphones and ancillary equipment will be the responsibility of South Yorkshire Police. 7. Other organisations (Fire and Rescue Service etc) are responsible for checking their own equipment. 4.2 Risk of splashing 1. Staff and volunteers are instructed to hold L from hot water receptacle close to tap. boiler. 2. Appropriate warning signs to be displayed re hot water. 4.3 Risk of injury from 1. Only authorised substances are used by SYP L working with staff and a generic COSHH assessment is in chemicals. place for the products used. 4.4 Risk of injury from 1. All manual handling tasks to be conducted in L lifting and carrying accordance with instructions for lifting in ‘your guide to safe manual handling’. 2. Staff not to move anything which is beyond their capability unless they receive help. 3. Manual handling assessments must be conducted for work activities where it is identified that staff are at specific risk from manual handling activities. 5.1 Departure from 1. The event project officer has communicated the L Lifewise centre and correct procedures for the departure from the coach area. Lifewise Centre to all staff, pupils, volunteers Risk of personal and visiting groups. injury to pupils, 2. Pupils /visitors will re-embark the coach under school staff and the supervision of the school staff guided by the other members of Lifewise Centre staff. staff and volunteers not given clear direction on procedures to be followed.

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – GENERIC RISK ASSESSMENT RECORD

Implemented by: Date:

Signature of Force Health & Safety Advisor: Date:

Signature of Local Safety Representative to acknowledge receipt: Date:

Signature of District Commander / Head of department: Date:

* THIS RISK ASSESSMENT MUST BE SHARED WITH ALL INVOLVED IN THE ACTIVITY*

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – RISK ASSESSMENT RECORD RISK ASSESSMENT REVIEW

Review Date Are there Have any new Next Review Person any Actions Hazards* Date Reviewing outstanding been Assessment YES/NO identified YES/NO

Date Record of Action Taken Responsible Person

* If new hazards are identified or introduced, a new risk assessment record should be completed *

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – RISK ASSESSMENT RECORD APPENDIX 1

RESPONSIBILITIES OF THE DUTY MANAGER

The function of the Duty Manager is to bring together all the participating agencies and to act as a focal point of contact.

The general safety of the volunteers, and the visiting groups is a shared responsibility, again by all staff attending the event.

During the preparation of events the Lifewise Team are to ensure that all reasonable steps are taken to ensure that the building is a safe, clean and suitable environment to work in.

That any equipment, furniture or props are safe to use.

That there is necessary insurance cover for the use of the site and that it is current and in order.

The Lifewise Team are to ensure the following checks are in place before the commencement of the event each day :-

That all rooms, corridors, stairways and outside spaces are free from any hazards or potential hazards.

The rooms and other areas not used for event are clearly marked or cordoned off.

That all fire routes/exits are clearly marked.

In date fire extinguishers are at hand around the building.

That all staff and volunteers are briefed daily as to their duties or have already been made aware via notification letter to school.

That all refreshment areas, toilets and common areas are kept in a clean and tidy manner.

The Lifewise Team are to remain at the event throughout to deal with any eventuality.

GENERAL SAFETY BRIEFING

FOR GROUPS ATTENDING THE LIFEWISE CENTRE

Upon arrival at the Lifewise Centre the attendees will be met by Lifewise staff and directed into the classrooms.

The attendees will be seated in rows in the classrooms and when all assembled receive safety information from Crucial Crew staff.

In the case of children/young people/vulnerable adults, it is essential, in the interests of both Health and Safety and Safeguarding, that each scenario group is accompanied by an adult representative at all times. However, we appreciate that at times attendees may need to leave the scenario group eg, toilet visit or first aid treatment. In the case of a toilet visit the attendee should be allowed to leave the group accompanied by another attendee. Should a first aid incident occur please inform the Lifewise Duty Manager who will remain with the group allowing the adult representative to remain with the attendee.

A member of the staff is always available at the reception desk during events.

Prior to arriving at events, please ensure that all attendees have received the following information (this will be re-enforced by the staff at the safety briefing).

Stay in your respective groups at all times.

If you need the toilet or have to leave your group for any reason, inform a staff representative of this. The toilets are situated in entrance area opposite the blue classroom. (If you require any further information, please ask a member of Lifewise staff).

Always Walk.

Act sensibly and responsibly.

Follow the instructions of the staff running the scenarios at all times.

Do not enter any room without first being invited in by a member of staff.

In the event of a fire, a long, continuous fire siren will be sounded and everyone will be guided by scenario staff to the evacuation assembly point front car park. Don’t run, stay calm.

If you need help or assistance at any time, then please ask any member of the Crucial Crew staff, or the Lifewise staff at the reception desk.

CRUCIAL CREW SAFETY BRIEFING

Because of the nature of CRUCIAL CREW and the frequent changeover of staff and volunteers, it is vital that everyone involved familiarise themselves with the brief provided to the school. During the running of Crucial Crew, Lifewise staff will hold a daily team briefing 45 minutes before the event is due to run. It is imperative that this is carried out so that all staff and volunteers are aware of their responsibilities and the format of the day. The following information will be relayed in detail:

Scenarios

 Introduction of Lifewise staff running the event.  Timing of scenarios.  Explanation of scenarios, including the agencies responsible for running them.  Clarification of how the scenarios will flow - particular attention given to which groups you will receive / convey.

Dispersal Guidelines

 Dispersal guidelines provided to the SYP/SYFR staff fronting the event so that the groups can be dispersed accordingly  It is essential that the guidelines are adhered to so that the furthest scenario group is led out first, it will also ensure the smooth flow of groups, with minimal interruption

Timings

 The 20 minute scenarios are indicated by a clock sound, a warning at 18 minutes will be heard then again at 20 minutes to signal the end of the scenario – staff should direct the school group to the next scenario.  The 30 minute scenarios are timed by the facilitators – staff should direct the school group to the next scenario.  It is essential that the first scenario starts on time.  If one school is late, the health and safety brief should begin at the appropriate time and the school arriving late will receive the briefing separately.  If scenarios run over and lunch may be affected, it might be necessary to shorten the briefing / debriefing / scenarios – Lifewise staff will decide this on a daily basis.

Roles & Responsibilities

 Lifewise staff – Greet the group from the coach, split children into groups lead people into the briefing room, together with assistance from the Community Fire Officer.  Lifewise staff will provide the main school representative with an attendance sheet which must be completed and returned to reception.  Lifewise staff will also provide each group leader with a scenario route sheet booklet and a feedback form, which should again be returned to reception at the end of the session.  Scenario facilitators - Make yourselves aware of the sequence of scenarios so that you know where to direct your group to and are aware of which group to expect next.  All scenario facilitators are responsible for bringing the final group back to the classrooms at the end of the session.

Generic risk assessment SYP12: Lifewise Centre November 2014 SOUTH YORKSHIRE POLICE MANAGEMENT OF HEALTH AND SAFETY AT WORK REGULATIONS – RISK ASSESSMENT RECORD De-brief

 Full team debrief and evaluation of the day will be carried out by Lifewise staff at 2.45pm each day.

Schools

 The names and numbers of schools attending on the day will be conveyed.

School Briefing

 Carried out by the Lifewise staff, but can be carried out by the Fire Service if necessary.

School De-Brief

 Facilitated by the Lifewise staff.

Fire Evacuation Procedure

 All staff and volunteers should make themselves aware of their nearest fire exit.  It is the responsibility of all staff to take their group out of the building via the nearest fire exit to the evacuation point front car park.  Lifewise staff will be responsible for conducting a sweep of the building.  Lifewise staff will ensure all personnel have left the building by conducting an attendance check.  Lifewise staff will take action as per the Fire Evacuation Checklist.

Health & Safety

 Hazards or potential hazards (e.g. obstructions) should be removed by scenario staff or volunteers in the first instance and incidents should be reported immediately to the Duty Manager.  Accidents or sickness should be reported immediately to the Duty Manager so that the appropriate action can be taken.

Refreshments

 Refreshments can be purchased from the Café.

Toilets

 Male, female and Disabled toilets are located in entrance area opposite the blue classroom.

Generic risk assessment SYP12: Lifewise Centre November 2014