Health and Safety, including Fire and First Aid

1. Purpose

This policy sets out how Care Cove Alternative Provision manages health and safety, turning our legal duties and our contracts with commissioning local authorities into daily practice.

1.1 Health and safety statement of intent

Care Cove Limited will, so far as is reasonably practicable, protect the health, safety and welfare of every learner, member of staff, partner, volunteer, contractor and visitor affected by our work. We will:

• assess the risks in every room, activity and journey, and put controls in place before anyone is exposed to them;

• provide safe premises, equipment and ways of working;

• give everyone the information, instruction, training and supervision they need;

• keep enough trained first aiders and fire marshals for every hour we operate;

• consult staff and act on what they tell us;

• record, investigate and learn from every accident, incident and near miss, and report them as the law and our contracts require;

• provide the money, time and people this policy needs, and never cut safety to protect margin.

This statement is made by the Director on behalf of Care Cove Limited. The Director signs it each time this policy is reviewed; the signed copy is displayed at reception and kept with the policy record.

2. Scope

This policy applies to all Care Cove AP staff (including agency staff from First Class Teachers, counsellors from My Solution Wellbeing, sessional tutors and volunteers), every AP learner whoever commissions the place, visitors and contractors. It covers 37 Townhead Street, off-site learning and transport. Care Cove Short Breaks and Dreams Are Real CIC also use 37 Townhead Street; their activities follow their own procedures, coordinated with ours through the zoning plan (section 6).

3. Law and guidance

• Health and Safety at Work etc. Act 1974; Management of Health and Safety at Work Regulations 1999 (the Management Regulations).

• Regulatory Reform (Fire Safety) Order 2005 (the Fire Safety Order); Health and Safety (First-Aid) Regulations 1981; RIDDOR 2013; COSHH 2002.

• Regulations on electricity, gas, asbestos, manual handling, display screen equipment, work equipment and PPE, and the HSE code of practice on legionella (L8).

• HSE Management Standards for work-related stress; Health Act 2006 (smoke-free premises).

• UKHSA, Health protection in children and young people settings, including education.

• Our contracts with commissioning local authorities, including their requirements on health and safety, RIDDOR and accident reporting, staff conduct (including smoking and vaping) and insurance.

4. Roles and responsibilities

The Director has overall responsibility. The Director provides the resources this policy needs, secures competent health and safety advice (regulation 7 of the Management Regulations) and specialist assessments from qualified providers, acts as the responsible person under the Fire Safety Order, keeps the insurances in force, makes RIDDOR reports, co-operates with the commissioning local authority's Health and Safety Officer, who may inspect our premises, vehicles and documents, and reports to the Social Work Management Committee (SWMC) every term.

The Head of AP manages health and safety day to day: risk assessments, daily opening checks, the first aid and fire marshal rota, fire drills, induction, accident investigation and reporting, and the termly inspection with the Director.

The Administrator (Data and Compliance Officer) keeps the health and safety file (certificates, servicing dates and check records) and the training matrix on Care Cove Connect, and flags anything due a month ahead. The Clinical Advisor advises on health conditions, medical emergencies and infection control.

All staff, partners and volunteers take reasonable care of themselves and others, follow this policy and their risk assessments, report hazards, accidents and near misses on Care Cove Connect the same day, use equipment and personal protective equipment (PPE) as trained, and never work beyond their training.

Learners follow safety instructions and the Respect Code ("I respect this place"); Space Keeper jobs and "Leave it better" include keeping spaces tidy and safe.

5. Risk assessment

5.1 How we assess risk

Risk assessments are written by staff who know the work, with competent advice where needed. Each records the hazards, who could be harmed, the controls, further actions with an owner and date, and a review date. Staff confirm on Care Cove Connect that they have read the assessments for their work.

5.2 Every room and activity

Before any room or activity is used, there is a written assessment for each classroom, therapy and one-to-one room; the regulation spaces (low-stimulus, no ligature points, clear sightlines, never lockable from either side); stairs and exits in a three-floor building with no lift; the kitchen and practical food work; PE; each tool used in practical sessions; and each off-site venue.

5.3 Individual learner risk assessments

The entry risk assessment at admission covers medical needs, allergies, mobility, sensory needs, behaviour that could cause injury, self-harm, absconding risk and whether a personal emergency evacuation plan (PEEP) is needed. It is recorded on Care Cove Connect, shared with every adult who works with the learner, and reviewed at least half-termly and after any incident. Staff have individual assessments where needed, for example new and expectant mothers.

5.4 Review dates

6. Shared building and zoning plan

37 Townhead Street is shared with Care Cove Short Breaks (after school and at weekends) and Dreams Are Real CIC. During the school day the AP uses all three floors, with the second (top) floor for therapy and one-to-one learning; Short Breaks uses the ground floor after school and at weekends. A written zoning plan sets defined circulation routes and entry and exit times staggered from other users. A shared-area risk assessment covers reception, stairs, the kitchenette, toilets and shared equipment. There is one fire risk assessment and one evacuation procedure for the whole building, briefed to every occupier. The Head of AP reviews the shared-area assessment each term with the other users, and any unplanned contact between AP learners and another group is recorded on Care Cove Connect and reviewed.

7. Fire safety

7.1 Fire risk assessment

A competent person carries out the fire risk assessment for 37 Townhead Street, reviewed every year and after any significant change. Where another organisation or a landlord has fire duties for the same building, we co-operate and coordinate with them as the Fire Safety Order requires.

7.2 Prevention, testing and maintenance

• Escape routes are kept clear, fire doors are never wedged open and the kitchen is never left unattended during cooking.

• The fire alarm is tested every week from a different call point, and the result is logged.

• Emergency lighting has a monthly function test and an annual full-duration test by a competent contractor.

• Fire extinguishers are checked every month and serviced every year by a competent contractor.

• Escape routes are signed, and routes and signs are checked at opening every day.

Appendix A lists every routine check and where it is recorded.

7.3 Fire drills

Two evacuation drills are held before learners first use a building. After that there is a drill at least once a term, at varied times, including one each year with the other occupiers of the building. Each drill is recorded with the time taken, any problems and the action agreed.

7.4 If the fire alarm sounds

1. Leave by the nearest safe exit without collecting belongings; learners do not collect phones from the lockers.

2. Staff lead their group out. Fire marshals check their floor, including toilets, regulation spaces and therapy rooms, without putting themselves at risk.

3. Go to the assembly point shown on the fire action notice beside every exit, as set out in the fire risk assessment.

4. The senior person present takes the register from Care Cove Connect or the paper fallback register, and checks visitors against the sign-in record.

5. Report anyone missing to the fire service immediately. Nobody re-enters until the fire service says it is safe.

If a learner refuses to leave or runs off, staff do not put themselves in danger; they tell the fire service at once, and the missing learner procedure applies once everyone is safe.

7.5 PEEPs and evacuation of people with mobility needs

The building has no lift, the AP uses all three floors and the therapy rooms are on the second floor. Anyone who may not be able to use the stairs quickly, whether learner, staff member or visitor, has a PEEP before they use the building, agreed with them and, for a learner, their family. Where possible their sessions are in rooms with a step-free route to the rear entrance. If a PEEP depends on equipment, such as an evacuation chair, we buy it and train named staff first. We never rely on the fire service to evacuate anyone. Visitors are asked at sign-in whether they need help to evacuate.

7.6 Fire training and marshals

All staff learn the fire procedure at induction and every year after. The Head of AP names enough trained fire marshals to cover every floor in use in every operating hour, and learners are shown the escape routes on their first day.

8. First aid

8.1 First aid needs assessment

The Head of AP completes a first aid needs assessment, reviewed every year and when activities change, covering numbers on site, the three floors, the kitchen, PE, off-site sessions and learners' medical needs. It decides whether to install a defibrillator and records the location of the nearest public-access one.

8.2 First aiders and kits

• At least one trained first aider is on site at all times when the provision is open. Every off-site group includes a first aider.

• All delivery staff complete emergency first aid at work before working with learners and renew it every 3 years. The rota is kept on Care Cove Connect and first aiders' names are displayed on each floor.

• Kits are kept at reception, on each floor in use, in the kitchen, and portable kits go on every off-site session. A named first aider checks and restocks every kit monthly and records the check.

8.3 Giving first aid and calling for help

1. Make the area safe and call the nearest first aider.

2. For a serious injury or medical emergency, call 999 straight away. The learner is never left alone.

3. Tell the Head of AP, and the Clinical Advisor the same day.

4. Tell the parent or carer as soon as possible, and always the same day. For any head injury, give written head injury advice.

5. If a learner goes to hospital without a parent, a member of staff goes with them and takes the learner's medical information from Care Cove Connect. Staff do not drive an injured learner to hospital in their own car.

6. Record what happened and the treatment given in the accident book on Care Cove Connect the same day.

First aiders wear disposable gloves and use the spill kit for blood or bodily fluids. Medicines, including emergency inhalers and adrenaline auto-injectors, are managed under the Supporting Medical Needs and Administering Medicines policy.

9. Accidents, incidents and reporting

9.1 Recording

Every accident, injury, near miss, dangerous occurrence, act of violence and case of work-related ill health is recorded in the accident book on Care Cove Connect the same day, whoever is involved: who, what, where and when, the injury, first aid given, who was told and immediate action. When a learner is injured, their parent or carer and the referring school are told the same day. If the injury happened during a physical intervention, the Positive Handling and Physical Intervention policy also applies.

9.2 Investigation

The Head of AP investigates every accident and incident in proportion to what happened and what could have happened; the Director leads on anything serious. The outcome, cause and actions (with owners and dates) are recorded on Care Cove Connect.

9.3 Reporting injuries to the commissioning local authority

We record and investigate every accident and every injury to a learner, and report each investigation to the commissioning local authority's contract manager:

• for an injury needing more than first aid, the Head of AP tells the contract manager by phone or email the same day;

• for every injury, the Head of AP sends a short investigation report once the investigation is complete, normally within 5 working days.

Where another local authority or a school commissions the place, we report to them as their agreement requires, and always tell the referring school.

9.4 RIDDOR

The Director (or the Head of AP if the Director cannot be reached the same day) decides whether an incident is reportable under RIDDOR. Reportable incidents include an injury to a learner or visitor arising from our work (for example the condition of the premises or the way an activity was supervised) where they are taken directly from the scene to hospital for treatment; any death; a specified injury to a worker, such as most fractures; an injury keeping a worker off normal duties for more than 7 days, including from violence at work; and certain occupational diseases and dangerous occurrences. When an incident is reportable, the Director (or the Head of AP in the Director's absence):

1. phones the commissioning local authority's Health and Safety Officer immediately, using the direct number in our emergency contacts, which are kept securely;

2. reports to the HSE through www.hse.gov.uk/riddor within the legal time limits (deaths, specified injuries and learner or visitor hospital cases without delay, and within 10 days; injuries causing more than 7 days' incapacity within 15 days);

3. sends a copy of the report form to the commissioning local authority's health and safety team and contract manager straight away.

Road traffic accidents are not usually reportable under RIDDOR, but the Director checks each case.

9.5 Safeguarding and learning

Staff tell the DSL immediately about any unexplained injury, a pattern of injuries, or an injury a learner says someone caused. If a learner says an adult in the setting caused it, that is also an allegation and goes to the Director the same day under the Managing Allegations Against Staff and Low-Level Concerns policy. The Head of AP reviews all accidents and near misses monthly for patterns, and a summary goes to the SWMC every term.

10. Premises, equipment and substances

• COSHH. We keep a register of hazardous products with safety data sheets and COSHH assessments. Products stay in labelled containers in a locked cupboard learners cannot reach, and staff use the PPE the assessment requires.

• Electrical safety. The fixed wiring at both sites has an electrical installation condition report from a qualified electrician, renewed at the interval recommended and at least every 5 years. Portable equipment is checked by users before use and formally inspected and tested at risk-based intervals (PAT). Faulty equipment is labelled and taken out of use.

• Legionella. A competent person carries out a legionella risk assessment and we follow its written scheme, including monthly temperature checks and weekly flushing of little-used outlets. Where learners use hot taps, outlet temperatures are controlled to reduce scalding.

• Gas. If either site has gas appliances, they are safety checked every year by a Gas Safe registered engineer, with carbon monoxide alarms where fuel-burning appliances are used.

• Asbestos. If either building was built before 2000, we hold an asbestos survey or the landlord's written confirmation, and every contractor sees it before work that could disturb the fabric.

• Environment. Floors and stairs are kept clear and dry, rooms are kept at a reasonable temperature (normally at least 16°C), and defects are reported on Care Cove Connect and fixed promptly.

11. Safe working practices

11.1 Manual handling and display screen equipment

Staff avoid hazardous lifting, assess any lift that cannot be avoided (such as meal deliveries) and use trolleys or team lifts. Staff who use a computer for long periods have a workstation assessment and may ask for an eye test.

11.2 Lone working

Nobody works unobserved with a learner. Staff alone in the building at opening or closing follow the lone working arrangements in the Site Security, Visitors and CCTV policy. Home visits follow the home visit protocol, with a risk assessment and check-in arrangement.

11.3 Staff wellbeing and stress

We manage work-related stress using the HSE Management Standards. Staff have regular supervision, a same-day debrief after any incident, monthly group reflective practice and access to the counselling partnership with My Solution Wellbeing. Any member of staff can ask for an individual stress risk assessment.

11.4 Violence at work and de-escalation

We reduce the risk of harm through relationships, predictable routines, individual plans, the regulation spaces, raising the ratio and de-escalation. All delivery staff are trained in Team Teach de-escalation and positive handling before working with learners, renewed every year, and any physical intervention follows the Positive Handling and Physical Intervention policy. Violence or aggression towards staff, including from adults, is recorded on Care Cove Connect; the member of staff is offered a debrief and support, and the Director decides with them whether to involve the police.

11.5 Smoking and vaping

Nobody may smoke or vape anywhere on Care Cove premises, including doorways and any outdoor space, or in any vehicle carrying learners. Staff, volunteers and contractors never smoke or vape with or in sight of learners, and never supply learners with tobacco or vapes. Where a commissioning local authority's contract requires it, our staff also follow that authority's smoking and vaping policy. Learners' vapes are handled under the Searching, Screening and Confiscation policy.

11.6 Contractors

The Director or Head of AP approves every contractor before work starts, checking competence, insurance and, for gas or electrical work, registration. Contractors sign in, receive a safety briefing and agree a method statement for higher-risk work. Work in AP areas is done outside learner hours wherever possible; otherwise the area is closed off and the contractor is escorted.

12. Activities

12.1 Food work and the kitchen

The hot lunch is prepared by Food Fusion and served at our premises; breakfast is served on site, and cooking lessons use portable hobs. Food safety and allergens are managed under the Food Safety, Allergens and Nutrition policy. Knives are counted out and back in at every session and stored locked away, and learners use portable hobs only under direct supervision after a safety briefing.

12.2 Workshop and practical sessions

• Every tool, machine and process has a written risk assessment; tools are maintained, guarded where needed and inspected before use.

• Sessions are led by a competent tutor. Learners use a tool only after being shown how and judged able to use it safely, and are directly supervised throughout, with at least 2 adults for up to 6 learners.

• PPE is provided free and worn as the risk assessment requires, such as eye protection, gloves, hearing protection, dust masks and safety footwear.

• Power tools and blades are locked away when not in use, and tools are counted at the end of each session.

12.3 PE, sport and outdoor activities

• Boxing fitness is non-contact pad work only: no sparring and no contact with the head or body. Pads are held by trained staff, learners wear gloves and hand wraps, and the session stops if anyone becomes dysregulated.

• Basketball is coached by Dream Chasers coaches, with Care Cove staff present and responsible for supervision and ratios.

• Bouldering at Pound's Park follows a venue risk assessment: learners keep to its height limits, never climb above one another, and do not climb in wet or icy conditions.

• For all activity, jewellery is removed, suitable footwear is worn, and learners' medication (such as inhalers) is to hand.

Off-site sessions and work placements follow the Off-site Learning and Educational Visits and the Work Experience and Vocational Placements policies.

13. Infection control and illness

We follow the UKHSA guidance: regular handwashing, daily cleaning of shared surfaces and good ventilation. Anyone unwell stays at home for the periods the guidance sets, for example 48 hours after the last episode of diarrhoea or vomiting. A learner who becomes unwell waits in a supervised quiet space until a parent or carer is contacted, and travels home only by an arrangement the parent agrees. The Clinical Advisor contacts the local UKHSA health protection team about any outbreak.

14. Insurance

We hold the following insurance, at the levels the law and our contracts require:

The Director gives commissioning local authorities evidence of our insurance as our contracts require, and tells them straight away if any policy is cancelled or materially changed. Before any new type of activity starts, the Director checks with our insurer that it is covered. Partners hold adequate insurance of their own.

15. Training and information

Every new member of staff, agency worker and volunteer has a health and safety induction on their first day, before any contact with learners, covering fire, first aid, accident reporting, the zoning plan and the risk assessments for their role. Further training is given by role and recorded on the training matrix on Care Cove Connect. Health and safety is a standing item at team meetings.

16. Monitoring and review

• The Head of AP and the Director carry out a recorded health and safety inspection of both sites every term and track actions to completion.

• The Director reports to the SWMC every term on inspections, accidents, near misses, drills, outstanding actions and RIDDOR reports.

• The commissioning local authority's Health and Safety Officer may inspect at any time, and we act promptly on their findings.

• This policy is signed off by the DSL and the Head of AP, ratified by the SWMC, and reviewed every year, or sooner after a serious incident, a change in law or guidance, a change to the premises or a contract change. It is available to the commissioning local authority on request at any time.

17. Related policies

• 01 Safeguarding and Child Protection
• 03 Managing Allegations Against Staff and Low-Level Concerns
• 08 Positive Handling and Physical Intervention
• 09 Searching, Screening and Confiscation
• 16 Transport and Escorting
• 20 Business Continuity and Emergency Closure
• 24 Supporting Medical Needs and Administering Medicines
• 25 Food Safety, Allergens and Nutrition
• 26 Off-site Learning and Educational Visits
• 27 Work Experience and Vocational Placements
• 28 Site Security, Visitors and CCTV
• 42 Lone Working

Appendix A: Routine checks and records

Document control and ratification

This policy is signed off by the Designated Safeguarding Lead and the Head of Alternative Provision, and ratified by the Social Work Management Committee. It is reviewed every year, or sooner after an incident or a change in law, statutory guidance or contract requirements, and it is available to any commissioning local authority on request.