Anti-Slavery Policy

Anti-Slavery Policy

  1. What is slavery?
    1. Modern slavery is a complex and multi-faceted crime and tackling it requires all of us to play a part.  You may think this whole subject is irrelevant to us, but it is not.
    1. At a very basic level, of course preventing exploitation and human trafficking, and protecting our workforce and reputation makes good business sense.
    1. The Modern Slavery Act 2015 covers four activities:
SlaveryExercising powers of ownership over a person
ServitudeThe obligation to provide services is imposed by the use of coercion
Forced or compulsory labourWork or services are exacted from a person under the menace of any penalty and for which the person has not offered themselves voluntarily
Human traffickingArranging or facilitating the travel of another person with a view to their exploitation
  1. This policy covers all four activities.
    1. The Modern Slavery Act 2015 recognises the important part organisations can and should play in tackling slavery.  With this in mind, we need to pay particularly close attention to:
      1. our supply chain;
      1. any outsourced activities, particularly to jurisdictions that may not have adequate safeguards; and
      1. cleaning and catering suppliers.
  2. Responsibilities
    1. The Train2Work Academy, our managers and colleagues have responsibilities to ensure our fellow workers are safeguarded, treated fairly and with dignity.
    1. Everyone must observe this policy and be aware that turning a blind eye is unacceptable.
    1. Train2Work Academy
      1. We will:
        1. maintain clear policies and procedures preventing exploitation and human trafficking, and protecting our workforce and reputation
        1. be clear about our recruitment policy (see Recruitment paragraph 4.3 below)
        1. check our supply chains (see Supply chains paragraph 4.2 below)
        1. lead by example by making appropriate checks on all employees, recruitment agencies, suppliers, etc. to ensure we know who is working for us
        1. ensure we have in place an open and transparent grievance process for all staff
        1. seek to raise awareness so that our colleagues know what we are doing to promote their welfare
        1. make a clear statement that we take our responsibilities to our employees and our clients seriously (see Anti-slavery statement)
      1. The Chair of Train2Work Academy will lead on implementing Train2Work Academy’s responsibilities under this policy.
    1. Managers
      1. Managers will:
        1. listen and be approachable to colleagues
        1. respond appropriately if they are told something that might indicate a colleague is in an exploitative situation;
        1. remain alert to indicators of slavery (see Identifying slavery)
        1. raise the awareness of our colleagues, by discussing issues and providing training, so that everyone can spot the signs of trafficking and exploitation and know what to do
        1. use their experience and professional judgement to gauge situations
    1. Colleagues
      1. We all have responsibilities under this policy. Whatever your role or level of seniority, you must:
        1. keep your eyes and ears open—if you suspect someone (a colleague or someone in our supply chain) is being controlled or forced by someone else to work or provide services, follow our reporting procedure (see Reporting slavery paragraph 6 below)
        1. follow our reporting procedure if a colleague tells you something you think might indicate they are or someone else is being exploited or ill-treated
        1. tell us if you think there is more we can do to prevent people from being exploited
  3. The risks
    1. The principal areas of risk we face, related to slavery and human trafficking, include:
      1. supply chains
      1. recruitment through agencies
      1. general recruitment
    1. We manage these risk areas through our procedures set out in this policy and elsewhere.
  4. Our procedures
    1. Anti-slavery statement
      1. We make a clear annual statement that we take our responsibilities to our employees, people working within our supply chain and our students seriously.
      1. We make this statement as part of our company reporting.
    1. Supply chains
      1. We will check supply chains to ensure the potential for slavery and human trafficking is significantly reduced.
      1. We tell the companies we do business with that we are not prepared to accept any form of exploitation.
      1. All our standard supplier contracts will contain an anti-slavery clause. This clause prohibits suppliers and their employees from engaging in slavery or human trafficking.
    1. Recruitment
      1. Using agencies
        1. Our HR department and recruiting managers follow Train2Work Academy policy and only use agreed specified reputable recruitment agencies.
        1. To ensure the potential for slavery and human trafficking is reduced as far as possible, we thoroughly check recruitment agencies before adding them to our list of approved agencies. This includes:
          1. conducting background checks
          1. investigating reputation
          1. ensuring the staff it provides have the appropriate paperwork (e.g. work visas)
          1. ensuring the agency provides assurances that the appropriate checks have been made on the person they are supplying
        1. We keep agents on the list under regular review, at least every 3 years.
      1. General recruitment
        1. We always ensure all staff have a written contract of employment.
        1. We always ensure staff are legally able to work in the UK.
        1. We provide information to all new recruits on their statutory rights including sick pay, holiday pay and any other benefits they may be entitled to.
    1. If, through our recruitment process, we suspect someone is being exploited, the HR department or recruiting manager will follow our reporting procedures (See Reporting slavery paragraph 6 below).
  5. Identifying slavery
    1. There is no typical victim and some victims do not understand they have been exploited and are entitled to help and support.
    1. However, the following key signs could indicate that someone may be a slavery or trafficking victim.
      1. The person is not in possession of their own passport, identification or travel documents.
      1. The person is acting as though they are being instructed or coached by someone else.
      1. They allow others to speak for them when spoken to directly.
      1. They are dropped off and collected from work.
      1. The person is withdrawn or they appear frightened.
      1. The person does not seem to be able to contact friends or family freely.
      1. The person has limited social interaction or contact with people outside their immediate environment.

This list is not exhaustive.

  • Remember, a person may display a number of the trafficking indicators set out above but they may not necessarily be a victim of slavery or trafficking. Often you will build up a picture of the person’s circumstances which may indicate something is not quite right.
    • If you have a suspicion, report it.
  • Reporting slavery
    • Talking to someone about your concerns may stop someone else from being exploited or abused.
    • If you think that someone is in immediate danger, dial 999.
    • Otherwise, you should discuss your concerns with your line manager or Local Safeguarding Officer who will decide a course of action and provide any further advice in accordance with the Train2Work Academy’s Safeguarding Policy.
    • Not all victims may want to be helped and there may be instances where reporting a suspected trafficking case puts the potential victim at risk, so it is important that in the absence of an immediate danger, you discuss your concerns first with your Local Safeguarding Officer before taking any further action.
  • Training
    • We provide specialist training to those staff members who are involved in managing recruitment.
    • More general awareness training will be provided to all staff
  • Monitoring our procedures
    • We will review our Anti-slavery Policy regularly, at least annually. We will provide information and/or training on any changes we make.

FUNDING FEE POLICY

Fees Policy

Introduction

Train2Work Academy works in partnership with local authories and colleges. We offer both accredited and tailor learning/community courses that are funded by the local authories which receives grant from the Education Skills Funding Agency (ESFA)/Greater London Authority (GLA). You will be fully supported in completing your application and you will be made completely aware of fees that you may have to pay for your course before you enrol on our courses.

Tailor Learning/Community Course Fees

Our non-accredited courses community courses are free to those who are claiming benefits or those whose total household income is less than £23,302.50 per annum or learners that receive other state benefits and earning less than 16 times the minimum wage per week or earning less than £617 per month. If you do not fall into these categories, there may be a small fee to pay.  

Accredited Course Fees

Our accredited course fees may be free or subsidised by the funder if you meet certain criteria. You will be able to confirm whether or not you qualify before enrolment on our courses.

Subsidised Fees

You will qualify for subsidised fees if you are aged 19 years (as at 31st August 2024) or over and:

  • have been continuously resident in the United Kingdom (UK) for at least the three years before the start of your course;
  • or are a national of any European Union (EU) country or are the spouse, civil partner or child of an EU national and have been continuously resident in the European Economic Area (EEA) for at least the three years before the start of your course.

If you do not meet the above criteria, you may have to pay a higher, non-subsidised fee and will not qualify for benefit claimant discounts. If you think you may fall into this category, please contact the Centre for more information to confirm your fee.

Eligibility to funding does not give you the right to funding. Circumstances such as previous achievement, economic status, age and so on need to be taken into account.

Fully Funded (ZERO FEES)?

If you are in receipt of one of the active benefits below at the time of enrolment and actively looking to get into employment, your course will be free (fully funded). You will need to provide a letter from the Job Centre as proof of receipt of one of the following:

  • Job Seeker’s Allowance (JSA)
  • Employment Support Allowance (ESA) in the Work-Related Activity Group (ESA WRAG)
  • Universal Credit – mandated to undertake skills training

If you are unemployed but not receiving one of the above benefits and are unavailable for work due to unavoidable commitments such as looking after a child or acting as a career, your course may be fully funded.

If you are unemployed or working less than 16 hours per week and or earning less than £617 per month, want to enter employment and are claiming wider benefits such as:

  • Income support
  • Housing Benefit
  • Council Tax Benefit
  • Working Tax Credit
  • Pension Credit
  • Other

How Much to Pay?

If you do not qualify for full funding, you may be eligible to a subsidy of 50% of the basic course fee (co-funded), dependent on your circumstances.

If you require any further advice on our course fees, instalment payments, eligibility for discounts, or other course queries our IAG Course Advisors or Finance Team at our Centre will be happy to help or you can email us at admin@trainworkacademy.org

Additional Fees

You may require to pay additional fees for specialist materials and technical support. This information will be provided during your enrolment stage.

Refund Policy

Unless there are exceptional circumstances, course fees will only be refunded in the following situations:

  • if the course is cancelled or closed prematurely by Train2Work Academy
  • if the date and time are altered and you have to withdraw as a result

Refunds will not be granted if you choose to withdraw part-way through the course.

Advice and Information

Should you have any queries on fees or course information, including deciding on which course/level is right for you, please contact our IAG/Course Advisers on 020 3981 1990 or email us at courses@trainworkacademy.org

Train2Work Academy Privacy Notice (GDPR)

Registration

Train2Work Academy is registered with the Information Commissioner for the processing of personal as a Data Controller on the Data Protection Registration Number: ZA149841

For further details, please visit the ICO register:

https://ico.org.uk/ESDWebPages/Entry/ZA149841

The categories of student information that we collect, hold and share include

  • Personal information (such as name, unique student number and address)
  • Nominated next of kin contact information (name, phone number)
  • Characteristics (such as ethnicity, language, nationality, health and life experiences likely to affect learning, childcare needs, country of birth and nationality)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Educational Performance (such as reports and exam grades)
  • Destinations where students go after leaving us
  • Relevant medical information
  • The categories of parent/Next of kin information that we collect is limited to name and contact information (phone numbers, address and email etc.). Any additional information disclosed to us is held only if it is relevant to the support of their child (16-18 olds).


The categories of parent/Next of kin information that we collect is limited to name and contact information (phone numbers, address and email etc.). Any additional information disclosed to us is held only if it is relevant to the support of their child (16-18 olds).

Why we collect and use this information

We use the student and parent/Next of kin data:

  • to support student learning
  • to monitor and report on student progress
  • to safeguard our students, provide appropriate pastoral care and ensure their safety and wellbeing
  • to assess the quality of our services and ensure continuous improvement
  • to comply with the law regarding data sharing
  • to comply with the funder regulations: Education and Skills Funding Agency(“the ESFA”); Department for Education; Greater London Authority; Home Office; Local Authorities; and others; and claim the necessary funding to keep education free of charge or at a subsidised rate.

The lawful basis on which we use this information

We collect and use student and parent/Next of kin information under Articles 6 and 9 of the General Data Protection Regulation. In particular, we process information where that processing is

  • necessary for compliance with a legal obligation to which   TRAIN2WORK ACADEMY is subject, including the legitimate purpose of ensuring the safety and wellbeing of our students,
  • where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in   TRAIN2WORK ACADEMY,
  • where the data subject has given consent to the processing of his or her personal data for specific purposes or
  • (iv) where processing is necessary in order to protect the vital interests of the data subject or of another natural person.

For special category data we collect and use student information where the processing is necessary for the reasons of substantial public interest, respects the essence of the right to data protection and provides for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Collecting student information

Whilst the majority of student and parent/Next of kin information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.

Storing student data

We hold student data for the duration of their education at   TRAIN2WORK ACADEMY and afterwards depending on the funding contractual instructions. Parent/Next of kin information is held within the student information. All information is held within a secure filing cabinet or in password protected electronic files in UK.

Why we share student information

We do not share information about our students or parent/Next of kin with anyone without consent unless the law and our policies allow us to do so.

Who we share student information with (with students’ consent)

In specific circumstances, we may share student information with these organisations:

  • Local Authorities (Lambeth Adult Learning, Wandsworth Lifelong Learning and others)
  • Job Centre Plus
  • Providers and Universities that the students attend after leaving us
  • Employers and employment agencies
  • Department for Education (DfE)
  • Greater London Authority (GLA)
  • Home Office
  • HMRC
  • Exam Boards
  • Health Professionals
  • Police
  •   TRAIN2WORK ACADEMY Enrichment Programme Providers

We share information with contractors and suppliers who provide the following services:

Our Funders

We share students’ data with the Department for Education (DfE), ESFA, Home Office, Lottery and Local Authorities on a statutory basis. This data sharing underpins  Train2Work Academy funding and educational attainment policy and monitoring. We are required to share information about our students with the DfE under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Pro-Suite (Management Information System (MIS) provider)

We share student and parent/Next of kin personal data with Pro-Suite when necessary to correct ILR submissions.

Transport For London – TFL (for obtaining Oyster Discount Cards)

We share student personal data with TFL to enable them to obtain travel discounts, at their request.

Exam Boards

We share student personal data with exam boards to facilitate legal obligation to provide examinations.

TRAIN2WORK ACADEMY Enrichment Providers

We share student personal data with   Train2Work Academy enrichment providers engaged in providing school trips / visits in order for them to process travel arrangements and may include sensitive medical information in order to keep students safe whilst on organised trips / visits.

Suppliers of Email, Internet and IT services

We use email and IT services to enable the   Train2Work Academy to administer communication both internally and externally and facilitate the smooth running of the   Train2Work Academy. Where necessary external IT suppliers will access systems to provide support and fix issues. In all instances there will be a data protection agreement in place to safeguard information on the systems they are accessing.

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education and ESFA (for adult students) go https://www.gov.uk/government/publications/privacy-information-key-stage-4-and-5-and-adult-education

Youth support services

We will also share certain information about students aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 16-19 year olds under section 507B of the Education Act 1996. This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • social services
  • careers advisers
  • Institute for Employment Studies on behalf of Youth Futures Foundation

The National Pupil Database (NPD) 16-18 olds

The NPD is owned and managed by the Department for Education and contains information about students in England. It provides evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including Train2Work Academy, local authorities and awarding bodies. We are required by law to provide information about our students to the DfE as part of statutory data collections such as the Train2Work Academy. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.

To find out more about the NPD, go

https://www.gov.uk/guidance/apply-for-department-for-education-dfe-personal-data .

ESFA Processing, Personal data and Data Subjects for adult students

ESFA Description Details

Subject matter of the Processing
The subject matter is the personal data of Learners on education or training programmes administered by the ESFA that are subject to this Agreement as defined in the ESFA privacy notice and ILR specification and its appendices.

https://www.gov.uk/government/collections/individualised-learner-record-ilr

Duration of the Processing

The duration of the Processing covers the academic year data returns to the ESFA as defined in Appendix A of the ILR specification to enable funding and audit of the learning programmes defined in this Agreement.

https://www.gov.uk/government/collections/individualised-learner-record-ilr

Nature and purposes of the Processing

The nature and purposes of the processing is defined in the ESFA privacy notice.

https://www.gov.uk/government/publications/privacy-information-key-stage-4-and-5-and-adult-education

The processor will be required to submit the data to the ESFA as set out in Clause 16 Submission of Learner Data of the Contract.

Type of personal data

The personal data to be processed is defined in the ILR specification.

https://www.gov.uk/government/collections/individualised-learner-record-ilr

Categories of data subject

The data subjects are Learners on education or training programmes administered by the ESFA that are subject to this Agreement.

Description Details

Retention and destruction of the data once the processing is complete UNLESS requirement under union or member state law to preserve that type of data Information on how the data must be supplied to the ESFA is detailed in the ILR specification and its appendices.

https://www.gov.uk/government/collections/individualised-learner-record-ilr

For the purposes of the DfE as a data controller of the data, providers are required to retain the data for the funding and audit purposes 6 years from the end of the financial year in which the last payment is made under the Contract for the specific student.

For the purposes of the Department for Work & Pensions as a data controller, where Learner data is used as match on the 2007-13 ESF programme, the data must be retained securely until at least 31 December 2022 and where Learner data is used as match on the 2014-20 ESF programme, the data must be retained securely until 31st December 2030.

The Contractor (and any other data controller) is responsible for determining any further need to process the data, including its retention, prior to secure destruction.

Requesting access to your personal data

Under data protection legislation, parent/Next of kin and students have the right to request access to information about themselves. To make a request for your personal information, or be given access to your child’s educational record, contact Suad Abdirahman, Data Protection Officer (suadabdirahman@train2workacademy.org).

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations

Concerns

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office

https://ico.org.uk/make-a-complaint

Contact

If you would like to discuss anything in this privacy notice, please contact us below:

Review and Update

This privacy notice is reviewed annually.  

Equal Opportunities Policy Statement

Train2Work Academy seeks to advance education and training amongst adults, by the excellence of its courses and programmes and in the high quality of its support activities.

The Centre aims to serve the interests of the public by enhancing their Numeracy Skills, English language, other Functional Skills, Skills for Life, IT and Employability skills.

The Centre is committed to ensuring that the principle of equality of opportunity is applied in all areas of its operation.

The Policy of the Centre is to provide equal opportunities for all regardless of race, colour, ethnic origin, nationality, citizenship, marital status, gender, sexual orientation, socio-economic status, age, religion, creed, disability, political persuasion or other inappropriate grounds.

The Centre aims to ensure that no unlawful or unfair discrimination (whether direct or indirect) or victimisation or harassment takes place on any of the above grounds.

Train2Work Academy Centre will apply the Policy when carrying out any of its functions including recruitment and selection of learners, monitoring the progress of learners of the training centre, assessment, delivery of courses, providing support and welfare services to learners, recruitment and personnel policies.

The Centre will apply the Policy to all those with whom it deals. It will seek to ensure that the Policy is observed by all those over whom it has control or influence.

The Centre will implement the Policy by a programme of action, including drawing up codes of practice and by training. It will monitor and review the operation of the Policy.

The Centre will seek to identify and implement any lawful positive action measures which may be appropriate.

In giving effect to this Policy the Centre will establish, maintain and review mechanisms for resolving grievances, investigating complaints and invoking disciplinary procedures.

A learner who feels that this policy has been breached should follow the procedure for concerns and complaints.

Health & Safety Policy

Health and Safety Policy Statement

Train2Work Academy Training recognises and accepts its responsibility to comply with current legislation and as both a good employer and the management body will:

  • Provide for its staff and learning centre staff, so far as is reasonably practicable, a healthy and safe working environment and positively promote the elimination of risk and prevention of accidents.
  • Establish safe working practices and procedures and through its staff development policy, ensure that staff receives appropriate training in their implementation and in avoiding hazards.
  • Establish and implement effective procedures for use in case of emergency and for evacuating the premises.
  • Recognise its responsibility to persons other than staff and will ensure, so far as is reasonably practicable, that the health and safety of such persons is not put at risk while on company premises.
  • When appropriate, ensure that learners receive relevant health and safety training.
  • Identify staff responsibility for ensuring familiarity with and proper implementation of the policy.
  • Require third parties, working for or on behalf of the centre, to be familiar with and comply with the policy.

The Management gives full support to this policy, which is aimed at ensuring the health, safety and welfare of all who attend or work at premises within the centre.

Signed:

Managing Director

Health and Safety Policy

Methods

The members of staff responsible for health and safety are Mustafa Muse, competent to carry out these responsibilities. They have undertaken health and safety training and regularly update their knowledge and understanding. We display the necessary health and safety poster.

Risk assessment

Our risk assessment process includes:

  • Checking for hazards and risks indoors and outside, and in our activities and procedures. Our assessment covers adults and post 16
  • Deciding which areas need attention; and
  • Developing an action plan which specifies the action required the timescales for action, the person responsible for the action and any funding required.

We maintain lists of health and safety issues which are checked:

  • Quarterly — when a full risk assessment is carried out.

Insurance Cover

We have public liability insurance and employers’ liability insurance. The certificate is displayed.

Awareness raising

  • Our induction training for staff and volunteers includes a clear explanation of health and safety issues so that all adults are able to adhere to our policy and understand their shared responsibility for health and safety. The induction training covers matters of employee well-being, including safe lifting and the storage of potentially dangerous substances.
  • Records are kept of these induction training sessions and new staff and volunteers are asked to sign the records to confirm that they have taken part.
  • Health and safety issues are explained to learners so that they understand the part they play in the daily life of the learning centre.
  • As necessary, health and safety training is included in the annual training plans of staff and health and safety is discussed regularly at staff meetings.
  • We have a no smoking policy.
  • Trainees are made aware of health and safety issues through discussions, planned activities and routines.

Criminal Record Checks

All staff and volunteers in contact with learners or vulnerable adults are subject to Police Check through the Criminal Records Bureau (CRB) Enhance Disclosure.  This is now a standard part of the procedure for recruitment working for the organisation.   All volunteering opportunities involving young people or vulnerable adults automatically require a CRB Disclosure.  All checks are carried out by external organisation before employment or volunteering can begin.

  • All learners are supervised by adults at all times.
  • Whenever learners are on the premises at least two adults are present.

Electrical/gas equipment

  • All electrical/gas equipment conforms to safety requirements and is checked regularly.
  • Our boiler/electrical switchgear/meter cupboard is not accessible to the children.
  • Fires, heaters, electric sockets, wires and leads are properly guarded and the children are taught not to touch them.
  • Storage heaters are checked daily to make sure they are not covered.
  • There are sufficient sockets to prevent overloading.
  • The temperature of hot water is controlled to prevent scalds.
  • Lighting and ventilation is adequate in all areas including storage areas.

Fire safety

  • Fire doors are clearly marked, never obstructed and easily opened from inside.
  • Smoke detectors/alarms and fire fighting appliances conform to BS EN standards, are fitted in appropriate high risk areas of the building and are checked as specified by the manufacturer.
  • Our emergency evacuation procedures are approved by the Fire Safety Officer and are:
    • clearly displayed in the premises;
    • explained to new members of staff, volunteers and learners and
    • Practiced regularly at least once every six weeks.
  • Records are kept of fire drills and the servicing of fire safety equipment.

First aid and medication

At least one member of staff with a current first aid training certificate (relevant to young adults and adults) is on the premises. The first aid qualification includes first aid training. Our first aid kit:

  • complies with the Health and Safety (First Aid) Regulations 1981;
  • is regularly checked by a designated member of staff and re-stocked as necessary;
  • is easily accessible to authorized adults; and

We will administer hypoallergenic plasters if the need arises. Learners who are aware of an allergy should advise the learning centre when completing their registration form.

Our Accident Book:

  • is kept safely and accessibly;
  • all staff and volunteers know where it is kept and how to complete it; and 
  • is reviewed at least half Quarterly to identify any potential or actual hazards.

LSC is notified of any injury requiring treatment by a General Practitioner or hospital, or the death of an adult or young person

Any injury requiring General Practitioner or hospital treatment to a learner, parent, volunteer or visitor is reported to the local office of the Health and Safety Executive.

We meet our legal requirements for the safety of our employees by complying with RIDDOR.  We report to the local office of the Health and Safety Executive:

  • any accident to a member of staff requiring treatment by a General Practitioner or hospital; and
  • any dangerous occurrences (i.e. an event which does not cause an accident but could have done).

Learner’s prescribed drugs are stored in their original containers, are clearly labeled and are inaccessible to other learners.

Safety of adults

  • Adults are provided with guidance about the safe storage, movement, lifting and erection of large pieces of equipment.
  • When adults need to reach up to store equipment or to change light bulbs they are provided with safe equipment to do so.
  • All warning signs are clear and in appropriate languages.
  • Adults do not remain in the building on their own or leave on their own after dark.
  • The sickness of staff and their involvement in accidents is recorded. The records are reviewed quarterly to identify any issues which need to be addressed.

1. STAFF RESPONSIBILITIES

1.1 All Staff

It is the responsibility of all staff to:

  • Take reasonable care of their own health and safety and that of other persons who may be affected by their actions.
  • Co-operate with his/her employer or any other person, to enable them to satisfy any duty or requirement imposed under statutory provision.
  • Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare in pursuance of statutory provision.
  • Be familiar with the Centre Health and Safety Policy, as appropriate.
  • Be familiar with emergency evacuation procedure and implement it when necessary.
  • Be familiar with the procedure for the provision of first aid and implement it when necessary.
  • Know and apply the safety measures and arrangements required in his/her area of work.
  • Exercise good standards of housekeeping and cleanliness.
  • Use and not wilfully misuse, neglect or interfere with equipment provided for his/her safety and/or the safety of others.
  • Co-operate with other staff in creating a positive approach to safety in the Centre.
  • Co-operate with other staff in the discharge of responsibilities identified in this policy.

1.2 The Management

The Management is responsible for:

  • Ensuring that its premises and Learning Venue premises provide a healthy and safe working environment for staff, learners and other persons that might be affected by its operation.
  • Ensuring that the centre has in place an effective Health and Safety Policy.
  • Monitoring the implementation and effectiveness of the Health and Safety Policy.
  • Reviewing the Health and Safety Policy annually.
  • Ensuring that the centre provides appropriate health and safety training for its staff.
  • Ensuring that learners receive relevant health and safety information and training as appropriate.
  • Making appropriate funds available for the implementation of the Health and Safety Policy.

1.3 Centre Manager

The Centre Manager will:

  • Ensure that an effective policy exists together with a suitable organisational structure through which it can be implemented.
  • Ensure that the policy and organisational structure are regularly reviewed to reflect changes in the centre and statutory requirements.
  • Positively promote the policy and its implementation, ensuring that it receives a high profile within the centre.
  • Be responsible for establishing, implementing and monitoring a Centre Health and Safety Policy
  • As far as is reasonably practicable, maintain a healthy and safe working environment within the Centre.
  • Maintain all equipment within the Centre in a fully operative and safe condition, ensuring that all necessary safety checks are carried out on a regular basis.
  • Ensure that regular Risk Assessments are carried out and action taken to minimize unacceptable levels of risk, informing the board of directors if this cannot be achieved locally.
  • At least once a term, inspect the Centre premises and resources and take action to rectify any health and safety concerns.
  • Promote a positive approach to health and safety amongst staff and learners.
  • Be responsible for ensuring that new members of staff receive and familiarise themselves with the Centre Health and Safety Policy.
  • Be responsible for communicating relevant information on health and safety to their staff and for ensuring that statutory regulations, notices and signs, are displayed in the Centre, as necessary.
  • Be responsible for ensuring that learners within the Centre receive the necessary safety advice.
  • Ensure that third parties working within the Centre are aware of the policy and their responsibility to others.
  • Co-ordinate the distribution of health and safety information to staff.
  • Provide appropriate health and safety publications within the Centre.
  • Maintain and analyse records of accidents, near misses and corrective/preventative actions.
  • Investigate accidents and make recommendations for appropriate action.
  • Auditing the health and safety provision within the Centre.
  • Report to the Board on the outcome of Centre reviews of health and safety matters.
  • Within his/her budget responsibility, determine the funding allocation for health and safety matters.
  • Report on health and safety matters to the Train2Work AcademyTraining Board Bring to the attention of the Board any health and safety matter that they cannot resolve themselves.

1.5 Learning Support Staff

Learning Support Staff will:

  • Be responsible for the health and safety of learners in their charge.
  • Maintain the resources for which they are responsible in a clean, tidy and safe condition.
  • Bring to the attention of the Venue Manager matters of health and safety that they cannot resolve themselves.
  • Effectively supervise learners in their charge, giving clear instructions on health and safety requirements, as often as is necessary. Reliance on notices, posters and handouts is not sufficient.
  • Promote a positive approach to health and safety amongst learners and colleagues.
  • Implement emergency evacuation procedures when necessary, exercising effective supervision of learners in their charge.
  • Keep abreast of health and safety legislation and directives.
  • Assist, as required, in safety inspections and the process of risk assessment associated with their area of work.
  • Follow all general organisation safety rules (see Appendix 1) and follow all additional rules which are notified and apply to their particular area of work
  1. Contractors ‘ and Visitors’ Responsibilities

Contractors, whether self-employed or employed by another organisation, are required to follow all the organisation’s Rules (See Appendix 1).  All visitors must also follow these rules.  They are also required to:

  • Take reasonable care for the Health & Safety of themselves and of employees and contractors
  • Co-operate with management in the performance of their duties
  • Avoid intentionally or recklessly interfering with or misusing anything provided in the interests of their health, safety and welfare.

Before beginning work, contractors may be required to provide a Safe System of work.  In this event no work must be carried out until this document has been completed and approved.

1.7 Information and Communication

The organisation will ensure that all appropriate information regarding health, safety and welfare is provided to all appropriate staff, elected representatives and other persons concerned.  Statutory notices will be displayed as appropriate.

2. EMERGENCY PROCEDURES

2.1 Evacuation

The centre must have in place a published procedure for evacuation of the Centre premises, in case of fire or other reasons.

All venue staff must familiarise themselves with the evacuation procedure, which be displayed in all public and work areas, and ensure that it is brought to the attention of learners and visitors they are responsible for.

Unless previously notified of a test, when the evacuation warning is given the premises should be vacated immediately.

2.2 First Aid

The centre must have in place a published procedure for the action to be taken in the case of an accident. The location of first aid boxes and guidance on the action to be taken in case of an accident, must be displayed in all public and work areas.

All staff must familiarise themselves with this guidance.

3. MONITORING

The policy will be monitored to establish implementation and effectiveness.

The Centre Manager will establish that:

  • Risk assessments are being carried out and regularly reviewed.
  • Health and safety inspections are being carried out and findings reported and acted upon.
  • Safe Working Practices and Procedures have been produced and are in operation.
  • Appropriate Health and Safety information is available and is being effectively communicated to staff and learners.
  • Relevant training is being carried out for staff and learners.
  • Health and safety material is being appropriately reviewed to reflect changes in legislation or centre requirements.


Appendix 1

Participant Health & Safety Checklist

During your induction you will receive information about the Health and Safety arrangement at Learning Centre.  Please read through the checklist below and tick all the areas that have been covered.  Then sign to confirm that you have received this information.  If there are any gaps please ask a member of the training team.  

FIRE
How would you raise the alarm in the event of a fire?   
Where are the fire assembly points?  
Where is the nearest fire exit?  
Have you been shown the location of the fire extinguishers? 
 
FIRST AID
Have you been informed of First Aid & accident reporting procedures? 
Where are the First Aid Box and Accident Book located?  
Who is the First Aider or the Appointed Person 
 
HEALTH & SAFETY POLICY
Has the organisation Health & Safety Policy been explained to you?  Where is the Health & Safety Policy kept?  
Have you seen the Health & Safety Law Policy displayed in the office? Where is the Health & Safety Policy kept? 
WELFARE
Have you been shown where the toilets are? 
Do you have washing facilities? 
Is there a kitchen or somewhere you can make a drink? 
HEALTH AND SAFETY LITERATURE
Have you received a copy of Be Safe 

Supervisor’s Name: …………………………………………….. Date: ………………

Supervisor’s Signature: ………………………………………..

Participant’s Name: …………………………………………….. Date: ………………

Participant’s Signature: ………………………………………..

Important

If you see any unsafe conditions you should report it to your tutor. If you experience any Health and Safety problems that you consider are not being resolved, please notify Train2Work Academy Centre Manager.  Remember to record any accident no matter how trivial in the accident book.

 Health & Safety Monitoring Form Train2Work Academy
Company Name 
  
Address 
  
Telephone Contact 
  
Occupational Areas Scheme 
  
Management of Health & Safety
 
Are you registered with the HSE or Environmental Health Department? 
  
Is a copy of the H&S Law Poster displayed or leaflet issued? 
  
Is a copy of the Employers Liability Insurance (ELI) available? 
  
Policy No Expiry date 
 
Is a copy of the Public Liability Insurance (ELI) available? 
 
Policy No Expiry Date 
 
Safety Policy and Risk Assessment
 
Is there a written safety policy in place? (5 or more employees) 
  
Has the policy been drawn to the trainee’s attention? 
  
Are there risk assessments and control measures in place according to the MHSWR to cover Manual Handling, Noise & Electrical, COSHH and VDU’s?
  
 
 
Staff Competencies
 
Who is the named competent person? 
 
Are suitable and sufficient publications and literature available to the named competent
 
Person? 
Working Environment
 
Are the following in place and of adequate standard?:
 
Housekeeping standards Temperature control 
    
Floors Furniture 
    
Safety Signs Welfare arrangements 
    
LightingSuitable Sufficient  
      
WorkspaceSuitable Sufficient  
    
Ventilation Control Eating & Drinking 
    
Workstation   
    
Health & Safety Induction/Assessment
 
VDU
 
Is an initial assessment carried out with new staff? 
 
Are eyesight tests available and funded? 
 
Are any corrective appliances (glasses) provided? 
  
Has a written H&S induction been carried out with staff and learners? 
  
If yes was it carried out at a) Company headquarters or b) on site 
 
Accident investigating / reporting
 
Are you aware of the Reporting of Diseases & Dangerous Occurrences Regulations?
 
(RIDDOR)
 
 
Where is the accident book located? 
  
Emergency Planning
 
Are there any qualified First-aiders in the company? If yes please give names
 
 
If no please give names of appointed person/s 
 
 
 
Where is the first-aid box located? 
  
Is there a Fire certificate displayed? 
 
Are there suitable and sufficient Fire Notices displayed? 
 
Are there suitable and sufficient Emergency Evacuation Notices displayed? 
 
Other signage 
 
Is there a record of Fire Alarms and Drills? 
 
Have fire extinguisher checks been carried out on time? 
 
Are fire extinguishers:-a) Sufficient b) Appropriate 
 
Are Assembly points clearly and sufficiently identified? 
 
 
  Highest Occupational Risk Level
  LowMediumHigh
Organisational RiskLevelLowLowLowMedium
MediumLowMediumHigh
HighUnsatisfactory until improvements are made.
For the company: 
 
Name Signed Date 
      
Position in company 
  
For Train2Work Academy 
  
  
Name Signed Date 
      
Position in company 

Train2Work Academy

 

Placement/Employer Health & Safety Check Action Plan

Company Name:

Area of concern Action RequiredBy WhomBy WhenRe-CheckedComments
            
      
For the company: For TRAIN2WORK ACADEMY 
 
Signed Date  Signed Date 
         
Name Position  Name Position