Health & Safety at Work etc. Act 1974
Health & Safety Policy of:
Endurance GB
2012
General Statement of Policy
Our policy is to provide and maintain, safe and healthy working conditions, equipment and systems of work, for all our employees, riders and helpers, and to provide such information, training and supervision as they need for this purpose. We also accept our responsibility for the Health and Safety of other people who may be affected by our activities.
The allocation of duties for safety matters and the particular arrangements that we will make to implement this policy, are set out below.
The policy will be kept up to date, particularly as the business changes in nature and size. To ensure this, the policy and the way in which it has operated will be reviewed every year.
Signed:
Mrs Jo Claridge
Position: Chairman
Date: 1st January 2012
Version 5 : 01/01/2012
Index for Document
Statement of policy 1
Index of contents 2
Introduction 3
Event Health and Safety procedures 5
Child Protection Guidance 7
Use of Health & Safety Protocols 8
The Risk Assessment 9
H&S Notices 10
After the Event 11
Appendix A1 Risk Assessment Process
A2 Hazard & Risk Assessment Check List
A3 Risk Assessment Form (completed example)
A4 Risk Assessment Form Template
Appendix B Ride Incident Report form
Appendix C H&S Poster & Emergency Checklist
Appendix D1 Protocol – Recording and Reporting of Serious Injuries
D2 Protocol – A Serious Incident
D3 Protocol – Horse Fatality
Appendix E Protocol on use of machinery & ATVs
Appendix F Guidance on First Aid & Medical Cover
Copy of the Medical Card
Appendix G Communications & use of barriers
Appendix H H&S checklists
Appendix J Duties of the Health & Safety Representative.
INTRODUCTION
What do we mean by Health and Safety?
Health and Safety is something we consider everyday of our lives, every time we go out for a ride or look at a new venue or route. We evaluate how safe it is and what we can do to make it safer. In doing this, we are assessing the hazards that are present and assessing who is at risk of injury from these hazards. We then take action to try and reduce the likelihood of injury or death to those at risk from these hazards.
The Organiser then completes the process by recording the information in a structured way, and taking the appropriate action to reduce the risk to the minimum level.
What do we do?
The first step an Organiser should take is to study this policy and guidance notes. It contains everything that you need to know about the Health and Safety issues for Endurance GB events and so helps you to comply with the Health and Safety policy of Endurance GB and the law.
Definitions
Throughout this document, the following terms are used:
Organiser – this may be an Organiser of a Ride or any Event under the auspices of Endurance GB.
Health & Safety Representative – will be referred to as the HSR.
Technical Steward – referred to as TS. Must be present at all Competitive Rides organised by Endurance GB.
At competitive rides, these three officials must work as a team to ensure that the H&S policy is implemented effectively.
The Organisation for Health & Safety and Responsibilities within Endurance GB:
The Board:
The Board of Directors of Endurance GB, taking the advice from its Health and Safety Sub Committee, carries ultimate responsibility for meeting the requirements of the law on all matters appertaining to Health and Safety, and for ensuring that the Endurance GB Health and Safety Policy is implemented.
The Health and Safety Sub Committee:
The Health and Safety Committee are responsible to the Board of Directors for the establishment and implementation of all matters appertaining to Health and Safety delegated by the Board of Directors to whom they report. They are also there to help and assist in the clear direction of the Health and Safety Policy.
Appointment of Event Health & Safety Representatives:
The Organiser should appoint a HSR, 12 weeks prior to the Event. The Organiser and the HSR are required to prepare the H&S documentation prior to the event and to send a copy to the main office 6 weeks before the Event. The HSR will attend on the day(s) of the Event to ensure that all risk control measures are in place and observed, in order to achieve a safe working environment.
On the day of the event, the Health and Safety Representative will have absolute authority on all matters appertaining to the Health and Safety Policy, but decisions made should be discussed with the Organiser and the Technical Steward (TS).
Organiser (Ride or Event Organiser or Organising Committee):
The Organiser is responsible for the implementation of Endurance GB Health and Safety Policy. This Policy includes the preparation of a Risk Assessment (RA) on the standard Endurance GB form for the Event, also the recording of all the information relevant to Health and Safety. The Organiser and the HSR should both be involved in this process, so that they have a clear understanding of the RA and the risk control measures required. The Organiser is responsible for the completion and prompt return of any documents requested by the Health & Safety committee.
Health and Safety Representative:
The Health and Safety Representative has overall responsibility for all aspects of Health and Safety at the designated Event and must ensure that all event reports and documentation are forwarded to the Health & Safety committee within the specified timescales (before and after the Event). The duties and responsibilities of the Health and Safety Representative are described in Appendix J.
Technical Steward:
At a competitive ride, the TS is responsible for interpreting the rules and arbitration on the day.
Organisers should liase with their TS at least 6 weeks before the Event. They will need copies of the Ride information, Risk Assessment, route details, entrants and ride map.
Insurance Obligations
Endurance GB’s insurance brokers are responsible for assessing any claims made against you or your event and it’s important to assist them in that task by:-
· Keeping full and accurate written records of every Ride Incident no matter how small, that occurs in connection with your event, which could conceivably result in a claim now or at a later date. All reports should be made on the Endurance GB Ride Incident Report form (see Appendix B).
· ensuring that no-one involved with your event admits liability when discussing
an incident.
REMEMBER
It is a condition of ENDURANCE GB’s insurance that we take all reasonable steps to protect the Health and Safety of every person and their property that may be affected by the event. As the Organiser of the event, you should be aware that you (and your organising committee), the TS and the HSR should make every effort to follow this guidance. If you ignore these guidelines, you (and your organising committee), the TS and the HSR may become personally liable in the event of an insurance claim not being met, because of your acts of commission or omission.
EVENT HEALTH AND SAFETY PROCEDURES
GENERAL
1. The HSR is appointed by the Organiser to ensure that all the appropriate Health and Safety guidelines are complied with.
2. The Organiser undertakes to run the competition in accordance with the rules and guidance of Endurance GB.
3. The Organiser is required to ensure all the voluntary helpers that they have appointed, have received, read and understood any relevant written guidance for their area of responsibility.
4. The Organiser must ensure that all Officials and helpers are briefed in their duties and are provided with the relevant equipment to carry out these duties.
5. The HSR (primarily) and the Organiser are required to ensure that the area of competition, the venue and areas accessible to the public and other Officials are (so far as is reasonably practicable) subject to a Risk Assessment.
6. The Risk Assessment, with the record of the actions taken, must be displayed at the Venue. The other H&S notices that must be clearly displayed are listed in Appendix C.
OFFICIALS and HELPERS
7. All officials and helpers must be briefed in their duties and provided with the relevant equipment to carry out their duties.
8. Officials and helpers must inform the HSR, if they have any concerns for the Health and Safety of the public, the competitors, themselves or any other official.
9. The Officials and helpers are required to behave in a responsible fashion so as not to put
themselves or others at risk.
Good Practice is to ensure that all Officials and Helpers that are away from the main venue, i.e Check Points, have blank Ride Incident Forms in case they are required.
SPECTATORS
10. All reasonable and practical steps should be taken to ensure the health and safety of those attending the event.
At Major Events, spectators should be, so far as is reasonably practicable: -
· Directed clearly to wherever they want to go using clear, obvious signage
e.g. Parking, Secretary’s Office, Toilets, First Aid Point, Start/Finish, Vetting.
· Encouraged to purchase or view a map showing the different parts of the event site and suitable viewing locations.
· Prevented from straying inadvertently into the path of oncoming horses by
having defined crossing points, signage, stringing,
CONTRACTORS
11. All contractors working at the Event are required to observe best working practices, comply with all legislation relevant to their business and take all reasonable and practical steps to safeguard their employees and those attending. All contractors must have appropriate insurance for their tasks and be responsible for their own Health & Safety including a Risk Assessment. All appropriate documentation must be available to the Organiser or HSR to inspect at any time.
EXHIBITORS/TRADE STANDS
12. All exhibitors or operators of trade stands at an Event are responsible for the safety of their own stands and their own helpers. They are also responsible for any risks that they may pose to other persons within their allocated space or immediate surrounding areas. This will be subject to monitoring by the HSR and the Organiser. They are also required to be responsible for their own Health & Safety including a Risk Assessment. They must also have their own appropriate insurance.
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H&S version 5 01 January 2012
Child Protection Guidance.
The Vetting and Barring Scheme (VBS) was launched in October 2009 to help make sure that inappropriate individuals are kept away from jobs or activities where they would be involved with children or vulnerable adults.
How does this affect ENDURANCE GB?
It would appear that only volunteers having contact on a frequent or intensive basis are needed to register. Those who organise and volunteer to help at rides and therefore have occasional contact with young riders or vulnerable adults will not be required to register with the Independent Safeguarding Authority (ISA).
But, even though as volunteers we are not required to register with the ISA, we all still have a duty of care towards children and vulnerable adults.
What is the ENDURANCE GB policy?
Endurance GB has adopted the BEF Child Protection Policy. This is described in an excellent document called the Child Protection Policy with Duty of Care Guidelines. There is a link to the BEF site to this document on the Endurance GB website. Here you will find paragraphs which describe the principles of both good and poor practice which are really worth reading from time to time to keep these guidelines in the forefront of our minds when coming into contact with vulnerable groups. The most important advice is to remember - never to put ourselves in a vulnerable position when with young or vulnerable people, for the protection of both volunteer and individual.
What is our Duty of Care ?
We have a ’Duty of Care‘ to our juniors and young riders so as to ensure that all reasonable steps are taken to ensure their safety whilst involved in our sport. At rides this is catered for in our normal Health and Safety provision and procedures namely the Risk Assessment, appropriate First Aid cover, a good communications system and written reports of untoward incidents.
Extra guidelines we need to follow
There are additional principles that should be followed with regard to young people.
Parents who give consent to their children taking part in a ride or event, tacitly give their consent to any medical treatment that may be required. (This may need to be spelt out when the event information is sent out).
Adults who take responsibility for young people in whatever capacity, have a duty to ensure that they are competent to provide a safe and rewarding experience for those in their care.
Adults interacting with young people within our sport should do so with integrity and respect.
Officials who work with the Young Riders squad should receive appropriate training.
A copy of the BHS/BEF Guidelines can be obtained from their office at Stoneleigh.
Additional precautions are required to ensure the safety of children - they must not, for example, ride on or operate machinery eg: All Terrain Vehicles.
Any volunteer role assigned to a young person, should be a role that is safe and suitable for that person and within their capability.
The Use of Health and Safety Protocols
A Health and Safety Protocol is a defined management process that should be followed in the event of certain untoward events. The Organiser must discuss with the HSR and the TS, (and any other official involved) as to who is to carry out which function within the plan. Their role is to manage the processes and to ensure the information is correctly collated.
The Organiser should have protocols to cover the following:
• Recording and Reporting incidents
using the standard Endurance GB Ride Incident Report form
• Serious Incident
• Horse Fatality
• Use of All Terrain Vehicle (ATVs) and Motorcycles
See appendices for sample protocols and further details.