New, Deleted and Revised Wording of Tasks on the Handsam System for the New Academic Year 2023
SIX NEW TASKS have been added which will need to be assigned to the relevant staff member and date(s) changed as necessary.
1. Category: PE and Games
Annual: (On the second Monday of September.) Ensure there is a written protocol in place in accordance with the ‘UK Concussion Guidelines for Non-Elite (Grassroots) Sports’ and afPE’s ‘Safe Practice in PE’ (see section 2.7.126) for recognising concussion, dealing with it appropriately, calling NHS 111, notifying parents and no return to competition for 21 days for returning a student to education following a concussion or suspected concussion and can be evidenced to have done so.
2. Category: First Aid
Annual: (On the second Monday of September.) Ensure all relevant staff have read the written protocol in place in accordance with the ‘UK Concussion Guidelines for Non-Elite (Grassroots) Sports’ for recognising concussion, dealing with it appropriately, calling NHS 111, notifying parents and no return to competition for 21 days for returning a student to education following a concussion or suspected concussion
3. Category: Premises and Grounds
Annual: (On the second Wednesday of September.) In accordance with the GEMS Estates Management Competency Framework, ensure due consideration has been given to the DfE's GEMS Estates Management Competency Framework such that roles are identified, staff are suitably trained and functions are being delivered appropriately. See: https://www.gov.uk/guidance/good-estate-management-for-schools/estate-management-competency-framework
4. Category: Premises and Grounds
Annual: (On the third Wednesday of September.) Ensure there is a strategic estate management plan in accordance with the 'Academies Trust Handbook' and the DfE's 'Good Estate Management for Schools' (GEMS) guidance. Ensure the plan is suitable and sufficient to improve any deficiencies and to prevent any decline in standards over time. See: https://www.gov.uk/guidance/good-estate-management-for-schools
5. Category: Premises and Grounds
Monthly: (on the last Friday of each month.) Undertake checks weekly, keeping records in accordance with GEMS, but record on this monthly task stating where evidence – usually weekly checklists - is to be found.
Make weekly site checks. Responsibilities include:
- Weekly indoor visual inspection; check for trip and slip hazards such as ruckled carpets or rugs, door/fingerguards in place, glazing intact with any breakages dealt with and window frames are safe and restrictors operate suitably;
- Weekly outdoor visual inspection;
- Ensure perimeters are secure;
- Gates, railings and fences are in good repair,
- check for trip and slip hazards such as fallen branches, significant weeds, root disturbance, decked surfaces – defects or slippery etc;
- Playground surfaces – safe and level, drain covers are not a trip hazard;
- Ponds are securely fenced off;
- Pesticides, weed killers, petrol and chemicals are securely stored - COSHH checks;
- Playground equipment checks – put out of use if dangerous;
- Regular maintenance, as required by site needs, to include as a minimum grass cutting, shrub and tree maintenance, weeding, ponds (banks, borders, fencing). Record and act on any issues.
6. Category: Disability Accessibility
Termly: Ensure that reasonable adjustments are in place for all relevant staff, students and regular visitors in compliance with the Equality Act 2010.
REVISED WORDING
There are seven tasks which have had changes made to their wording. They are:
1. Category: Accidents and Incidents
This task has been revised to encourage staff to be reminded to report near misses, so action can be taken and accidents can be avoided.
Old task wording:
Annual: Ensure the Accident and Incident reporting/recording procedure is known by all staff (including new staff) and pupils (Including which accidents have to be reported and by what means).
New task wording:
Annual: Ensure the Accident, Incident and Near Miss reporting/recording procedure is known by all staff (including new staff) and pupils (Including which accidents have to be reported and by what means).
2. Category: Asbestos.
This task has been revised to reflect the need for formal training for your own staff who manage asbestos and liaise with contractors and that there may be more than one staff member who delivers an element of this duty.
Old task wording:
Annual: Ensure that one member of staff is responsible for liaison with any asbestos contractor and is familiar with the Regulations. See Quick Guide document 'GM05 England Managing Asbestos'.
New task wording:
Annual: Ensure that the member(s) of your staff responsible for liaison with any asbestos contractor has undergone Asbestos Duty Holder training (Handsam offer this training as a half-day course) and is familiar with the Regulations. See Quick Guide document 'GM05 England Managing Asbestos'
3. Category: Asbestos.
This task has been revised to reflect the HSE’s requirement that certificates of removal are held for all instances of removal of ACMs which has become clear through their recent visits to schools.
Old task wording:
Annual: Check the condition of asbestos (ACM) materials against the asbestos survey/register and decide whether an asbestos review by an asbestos accredited company is necessary.
New task wording:
Annual: Check the condition of asbestos (ACM) materials against the asbestos survey/register and decide whether an asbestos review by an asbestos accredited company is necessary. Ensure certificates of removal have been obtained and filed for any removal of ACMs since the last survey and that the register is fully up-to-date.
4. Category: Care and Control (Anti-Bullying).
This task has been revised to reflect the need to identify hotspots and trends and address them.
Old task wording:
Annual: Make a spot check on the incidents log to make sure any bullying has been investigated and recorded and any actions are followed through.
New task wording:
Annual: Make a spot check on the incidents log to make sure any bullying has been investigated and recorded and any actions are followed through. Ensure any hotspots, trends or patterns are addressed robustly.
5. Category: Contractor Management
This task has been revised to ensure those dealing with contractors check the contractor’s risk assessment is being followed as there have been a rise in the number of significant incidents due to contractors not following their own or school risk assessments.
Old task wording:
Annual: Ensure that one member of staff has responsibility for liaison with the contractor and ensure they are competent, trained and briefed, including following the HSE's Approved Code of Practice L153.
New task wording:
Annual: Ensure that one member of staff has responsibility for liaison with the contractor and ensure they are competent, trained and briefed, including following the HSE's Approved Code of Practice L153 (attached). Ensure they always check the contractors' risk assessment(s) against actual practice on the morning of the visit and amend as necessary.
6. Category: Curriculum.
This task has been revised to make it more succinct and specific as there is a separate task for making a plan for the teaching of Health Education.
Old task wording:
Annual: Review the teaching of Health Education in line with Government Guidance and put into place a plan for the coming academic year.
New task wording:
Annual: Review the teaching of Health Education in line with Government Guidance.
7. Category: Electrical
All tasks referring to PAT testing have been revised to reflect the renaming of PAT testing to EET (Electrical Equipment Testing).
6-Monthly: Make spot check on PAT/EET log and quality of work, and on electrical systems to check they are in a safe condition.
Annual: Check that portable appliance testers (PAT/EET) are 'competent', including own staff if relevant. The HSE definition of 'competent' is two-fold: Level 1: A person not skilled in electrical work routinely uses a simple ‘pass/fail’ type of portable appliance tester where no interpretation of readings is necessary. The person would need to know how to use the test equipment correctly. Providing the appropriate test procedures are rigorously followed and acceptance criteria are clearly defined, this routine can be straightforward. Level 2: A person with appropriate electrical skills uses a more sophisticated instrument that gives readings requiring interpretation. Such a person would need to be competent through technical knowledge or experience related to this type of work or can have a formal electrical qualification. If you want your PAT/EET testers to have a qualification then a suitable one is usually to City and Guilds 2377/002 qualification or equivalent.
Annual: Check that the risk assessments for portable appliances (PAT/EET) are updated and recorded. Typically these might include:
- Grounds machinery;
- Equipment in the site team workspaces;
- Laptops and computers;
- Food storage fridges and freezers;
- Portable heaters;
- Portable ovens, toasters and other cooking devices; and
- Music machines of various kinds.
Not every item will need its own risk assessment. Concentrate on the obviously hazardous ones and also cover everything else with a more generic RA.
Annual: Ensure that the checks for portable appliances (PAT/EET Testing) according to manufacturers' specifications or risk assessment cycle have been organised (typically this is either annually or every two years. There is no longer a requirement to test every piece of portable electrical equipment every year).
DELETED TASKS
1. Category: Machinery
Annual: Audit the current provision of extraction or air conditioning systems around the machinery in every department/area. Implement any necessary changes or new units.
This duplicated the requirement of a task within the ‘Ventilation and Air Conditioning’ category
2. 6-Monthly: Deliver half-year self-assessed status review of Health and Safety performance. Use Quick Guide GM36 'Health and Safety Self-audit'.
This duplicated a requirement of a task in the ‘Health and Safety Management’ category.