Author:Peter Dempsey,

Children’s Health & Safety Manager

Service:Human Resources

Team: Health and Safety

Intended target group:Children Service employees and governing bodies

Issued:January 2011

Last reviewedNA

Content

1.INTRODUCTION

2.HUMAN FACTORS

2.1Low temperatures

2.2Seasonal Adjustment Disorder

3.OCCUPATIONAL FACTORS

3.1Manual Handling

3.2Hours of work

4.WORKPLACE AND ENVIRONMENTAL FACTORS

4.1Heating

4.2Ice and snow

4.3Wet weather

4.4High winds

4.5Lighting

4.6Water leaks/Floods

5.EQUIPMENT FACTORS

5.1Vibrating equipment

5.2Electrical equipment

5.3Vehicles

5.4Auxiliary heating and lighting

5.5Selection and maintenance of equipment

APPENDIX 1Tips on Clearing Snow and Ice from Pavements, etc

APPENDIX 2Winter Driving Tips

1. INTRODUCTION

During the winter, certain temporary environmental conditions exist that can increase the likelihood of accidents or injuries to employees, young people (pupils) and service users. This arrangement provides guidelines in avoiding or reducing the risks that arise during the winter.

Good health and safety management is vital in ensuring effective service delivery and high levels of health and safety in the Children Services. This Code of Practice (COP) applies to the whole of our Services; sets standards for compliance and aims to support management with best practice guidelines.

CommunitySchool governing bodies have a duty to ensure as far as their position allows, that the premises, plant or substances used in the premises are safe and without risk. Governing bodies also have a legal duty to comply with the Children Services directions and to co-operate, so far as it is necessary to enable the Council to comply with statutory responsibilities.
It is the responsibility of the CommunitySchool Headteacher/ Service Manager to carry out the policies agreed and monitored by Children Services and where applicable the Governing Body. The Council is not the employer in Voluntary Aided or Foundation schools or third party pre school nurseries but would encouragethese organisations to consider adopting this COP or make similar arrangements.

The Strategic Director for Children and Young People requires that the arrangements outlined in this code of practice are adopted by all Children Services establishments.
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2. HUMAN FACTORS

2.1 Low temperatures

The lower average temperature in the winter can have a number of effects on the human body. These include conditions such as;

  • hypothermia, when the body loses heat faster than it produces heat
  • frostbite, when parts of the body become so cold that blood flow ceasesand permanent damage can occur
  • cold burns, when the skin freezes, sometimes sticking to a very cold surface
  • reduced attention to risks
  • slower reaction times
  • less ability to perform delicate tasks

Hypothermia can be difficult to detect as through the distraction of work or the desire to complete a task, employees may not be aware of initial symptoms. The onset of the condition is accelerated by wind chill factor.Also, heat lossdue to continual wearing of wet clothing can cause or worsen the onset of hypothermia.

Frostbite and hypothermia are hazards not only for staff who regularly work outdoors but also staff who frequently move in and out of buildings. It is best practice to individual to wear lighter multiple layers of clothing and where possible adjust the task to reduce the risk, rather than simply the use of heavy insulated clothing.

Staff in offices near external doors may suffer as a result of draughts caused by frequently opening doors. Provision of temporary screens, heaters and automatic door closures may help reduce this risk.

In general, risks from the above conditions developing can be reduced with the use of warm waterproof clothing, including gloves, boots and hats. (Any clothing deemed to be personal protective clothing is to be provided by the Headteacher/manager at no cost to the employee.) It is also important to provide work breaks in a warm environment away from the wind (in a building or vehicle) and to take warm drinks or food to increase the body temperature and replace lost fluids, preventing dehydration. Alcohol must be avoided as it accelerates heat loss.

2.2 S.A.D – Seasonal Adjustment Disorder

For some people reduced lighting levels in winter may trigger a depressive condition known as Seasonal Adjustment Disorder (SAD). The causes of SAD are not fully understood and are not accepted by all doctors.

It is believed that over production of the hormone Melatonin and a decrease in the hormone Serotonin causes SAD. Drug and light treatments are available and have been recommended by some doctors. Any employee believed to be suffering from this condition should be referred to Occupational Health and advised to visit their GP.

Other approaches to help SAD sufferers could be the use of the flexitime system and consideration of sufferers taking a higher leave entitlement during the winter.

3. OCCUPATIONAL FACTORS

These factors are the hazards arising from the work activity. The control of these factors depends on the risk assessment process of identifying, evaluating and eradicating or controlling the risk. Occupational factors include:

3.1 Manual Handling

Warming up

Manual handling includes the movement of any load by physical effort and therefore, includes numerous tasks. It is vital in cold weather to ensure that workers “warm up” joints and muscles before undertaking physical work. Muscle strain is more likely to occur in cold conditions if careful warming up is not done.

The load

Staff required tolift loads in winter conditions should ensure that handles or edges are dry and easy to grip, so that carrying can be done safely. In the winter, the ground can also be slippery, metal objects can become very cold and some materials can increase in weight due to water absorption or snow covering. All these factors can make manual handling tasks more difficult and should be included in relevant manual handing assessments. (See Children Services’ Code of Practice 12 “Manual Handling at Work”)

3.2 Hours of work

The number of hours worked by individuals in cold environments must be carefully considered by the headteacher/ manager to avoid causing harm to them and to ensure compliance with the law. Two important factors apply.

• Work breaks should be of sufficient duration and frequent enough to allow the worker to warm up.

• The actual number of hours worked, which must comply with corporate standards and the Working Time Regulations

4. WORKPLACE AND ENVIRONMENTAL FACTORS

4.1 Heating

Legislation states that the temperature of workplaces must be maintained at a reasonable level. The approved code of practice attached to the Workplace(Health, Safety and Welfare) Regulations1992 explains that the minimum temperature inmost indoor workplaces such as offices should normally be 16Celsius (about 61 Fahrenheit) after the first hour for mainly seated work and 13°C where the work involves physical activity

However, for schools the Education (School Premises) Regulations 1999also contain specific temperature targets. They are as follows:

Room/Area Type / Temperature
Classrooms (teaching or private study areas) / 18ºC
Areas where there is a lower than normal level of physical activity because of sickness or physical disability including sick rooms and isolation rooms but not other sleeping accommodation / 21ºC
Areas where there is a higher than normal level of physical activity (for example arising out of physical education) and washrooms, sleeping accommodation and circulation spaces. / 15ºC

All temperature measurements should be taken approximately one metre above the ground.

If it is not possible to achieve these temperatures after one hour of starting; auxiliary heating, pre start heating boost, additional clothing, relocation to warmer parts of the building, etcshould be considered by the Headteacher/ manager.

4.2 Ice and snow

The main hazards associated with ice and snow relate to slips and trips. Accidents can be reduced by ensuring that employees wear suitable slip resistant footwear if their job involves working outdoors. Snow and ice should also be cleared from building entrance and exit routes including external fire escapes.In schools snow should also be cleared to create paths if staff and pupils are regularly expected to walk between buildings.

Employees have a duty to take care of their own safety by wearing suitable footwear to work, taking care in slippery conditions and using doormats to reduce water and slush being carried into buildings.Entrance matting can become saturated during the course of the day, it then stops having any drying effect and might need to be replaced so take note if wet footprints are starting to appear on the floor beyond the matting. Extra maintenance of doormats and cleaning of floors reduces the risk of slips and trips

With prolonged periods of snow Schools/Nurseries could consider asking parents to provide “indoor shoes” for their children.

When exceptionally large snow fall is experienced, consideration must be given to the additional weight loadings placed on structures. Particular attention should be given to fragile roofs and canopies (See Health and Safety Bulletin on Canopy Collapses sent December 2010.) Also ensure open surface drains are cleared of snow so that waste water from buildings can reach the sewer and does not spill on to pavements,etc.

4.3 Wet weather

When the body is wet, heat is lost at a faster rate which can accelerate the onset of hypothermia in cold conditions. Protective wet weather clothing and a warm shelter to take breaks in are control measures that can reduce this risk.

4.4 High winds

The detrimental effects of cold weather are made worse if low temperature is combined with strong winds. This is known as the wind chill factor. Research by the HSE has concluded that feel temperature can be reduced by up to 10ºC by a wind speed of 20 mph.

4.5 Lighting

Workplace Regulations require adequate lighting, provided by natural light where reasonably practicable. With fewer daylight hours, levels of ambient light are much lower in the winter,. Artificial lighting may, therefore,need to used more frequently inside buildings to ensure safe passage around the workplace. In certain situations there may also be a need to reduce the likelihood of eye strain during close detailed work by providing local lighting to supplement or replace overhead lights.

Headteachers/ Managers must consider re-organising external work so it can be done during daylight hours, or alternatively, provide suitable lighting so that the job can be done safely. There may also be a need to consider glare from the low winter sun and the use of curtains or blinds.

4.6 Water leaks/Floods

These situations may be a result of leaking or from burst pipes and water mains.

Roof Leak.

  1. Isolate area
  1. Switch off all electrics that could or are effected by the water
  2. Check ceiling for signs of the potential to collapse i.e. bowing plasterboard ceiling. If safe, proceed to step 4; if not, proceed to step 6.

(Consider making a hole in the ceiling to let water out if it starts to bulge)

  1. Position suitable containers to capture water and where possible move water delegate items to a safe dry location and protect delegate items that can not be moved.
  2. Establish system for emptying containers.
  3. Arrange for emergency repair and clean up.

Burst Pipe

1. Turn off the water supply(The main stop tap is normally near where the service pipe enters the building, however, in a school it is very likely that there will be a number of local issolation points to the system that are closer to the leak.)

  • Turn off the main stop tap

2. Drain the system - turn on all your cold taps.

  • If water has been leaking through for some time and the ceilings are bulging - be careful, rooms may not be safe to enter.
  • If you notice the leak quickly you can catch dripping water in buckets. Consider making a hole in the ceiling to let water out if it starts to bulge.
3. Turn off water heating system-Switch off the central heating, immersion heater and any other water heating systems that may be affected by the leak.

Once water heating has shut down, turn on the hot taps to help drain the system that has been issolated.

4. Turn off the electrics -If water leaks near your electrics or electrical appliances, switch off the mains immediately. If it is wet, don't touch them!

5. Call a professional to repair the damage.

Frozen pipes

If the water in your pipes has frozen, it's important to try and defrost this as quickly as possible. The expansion of the water could cause the pipe to burst, leading to thawed water leaking from the break.

  1. Turn off the water supply -Turn off the main stop tap. If you have a cold water tank, turn off the stopcock (this is usually found in the attic or loft).
  2. Protect your possessions - If a pipe appears to be frozen, protect everything around it to avoid damage if it bursts.
  3. Thaw it out - You'll need to thaw out the pipe. First, open the tap nearest to the part of the pipe you think is frozen (so the water can flow through once it's melted). Using a hot water bottle or hairdryer, carefully thaw the ice in the pipe (starting at the tap end and work back toward the cold water tank). Don't ever use a heat gun or blow torch.

4.7 Structural

Structural problems can occur as a result of high winds, flooding or soil erosion, or snow load on fragile roofs. Premises Controllers should familiarise themselves with the procedures to obtain emergency remedial work in case such problems occur, partial evacuation may be necessary.

4.8 Access/egress

Premises Controllers have a legal duty to provide and maintain safe access and egress to the workplace. Entrances and exits, including emergency exits, must be kept clear of any slip or trip hazards such as snow, ice or accumulations of wet fallen leaves at all times when the building is in use. This duty extends to the protection of non-employees (pupils, young people, visitors and the public). Suitable action is:

• Clearing the most used areas in priority to those less used.

• Arrange clearing so that it is undertaken before the heaviest traffic periods i.e. on many sites twice a day in the early morning and in the evening if necessary will cope with arrival and departure of building users.

See Appendix A for “Tips on clearing snow and ice”.

5. EQUIPMENT FACTORS

5.1 Vibrating equipment

Cold weather can speed up the onset of a condition known as Vibration White Finger (VWF). This is a debilitating condition associated with the use of vibrating tools such as pneumatic drills and hammer drills. The methods used to control VWF must be more stringently applied in cold conditions. These methods include restricting the time the machine is used for and providing protective devices to absorb vibrations.

5.2 Electrical equipment

Electrically powered equipment can pose serious risks of injury if used in wet conditions. Methods to reduce risks include low voltage systems, which reduce the severity of electric shocks and RCD’s (residual current devices), which protect users against electric shocks if a fault occurs with the equipment.

5.3 Vehicles

The use of vehicles on the road is usually the responsibility of the driver. Accidents can be reduced by careful checking of lights, windscreen wash, tyre condition, brakes and by drivers taking extra care on the road. Following closely the rules of the Highway Code will go a long way to preventing road accidents in all road conditions.

Reducing accidents depends on safe vehicles as well as safe drivers. Times between appointments must allow reasonable time for travelling in adverse weather conditions.

The provision of extra facilities for drivers who are out for prolonged periods may be appropriate See Appendix B for “Winter Driving Tips ”

5.4 Auxiliary heating and lighting

If it is necessary to use auxiliary heating or lighting, it is vital to ensure that this does not compromise the safety of the workplace. For heaters,consider risks of fire when locating the heaters, any gas supply to the heater or any exhaust gases produced by the heater. For electricheaters, the possibility of overloading the power supply should also be considered.

Some gas or paraffin heaters require extra ventilation. Follow the instructions carefully and be sure to provide what is necessary.

Managers in Facility Managed Corporate buildings such as Frampton Street and City Hall must obtain Corporate Property’s permission before allowing any additional heaters to be brought in and used.

For provision of lighting, consider glare to people or traffic and also the possibility of a power supply overload.

For both heaters and lights, be careful to avoid trip hazards from trailing power leads. The practice of workers bringing heaters from home should be prohibited.

5.5 Selection and maintenance of equipment

It is a legal requirement to select suitable equipment for any task. This means that health and safety must be considered when choosing the equipment that will be used for the job. Equipment used in the winter must be:

• designed and constructed to a recognised standard

• robust enough for the task

• suitable for the environment it is to be used in

• maintained at an appropriate interval and to an appropriate standard

Appendix A

Tips on Clearing Snow and Ice from Pavements, etc

Prevent slips

Pay extra attention to clear snow and ice from steps and steep pathways - you might need to use more salt on these areas.

If you clear snow and ice yourself, be careful - don’t make the pathways more dangerous by causing them to refreeze. But don’t be put off clearing paths because you’re afraid someone will get injured.

Remember, people walking on snow and ice have responsibility to be careful themselves. Follow the advice below to make sure you clear the pathway safely and effectively.