MODEL SAFETY STATEMENT

FOR AN

ARCHITECTURAL PRACTICE

RIAI 2010

Introduction

The Safety, Health and Welfare at Work Act, 2005 states that “Every employer shall ensure, so far as is reasonably practicable, the safety, health and welfare at work of his or her employees”.Under the Act every employer and self-employed person is required to identify the hazards in the place of work under his control, assess the risks presented by those hazards and prepare a “Risk Assessment” of the risks to the safety, health and welfare at work of his employees including any single employee or groups of employee who may be exposed to any unusual risks. Based on the identification of the hazards and the risk assessment at the place of work, every employer shall prepare a ‘Safety Statement’ which sets out the manner in which the safety, health and welfare of employees (and others using a place of work over which the owner has control) shall be secured. Every practice, even a sole practitioner, must have a Safety Statement and there are penalties for failing to have one.

The general duties of employers and self-employed persons relating to preparing Safety Statements are contained in Sections 19 and 20 of the Act, which is reproduced below. Where different employers share control of a workplace, they must co-operate in ensuring safety on those premises.

Section 19, Safety, Health and Welfare at Work Act, 2005.

Hazard Identification and risk assessment

  1. Every employer shall identify the hazards in the place of work under his or her control, assess the risks presented by those hazards and be in possession of a written assessment (to be known and referred to in this Act as a “risk assessment”) of the risks to the safety, health and welfare at work of his or her employees, including the safety, health and welfare of any single employee or group or groups of employees who may be exposed to any unusual or other risks under the relevant statutory provisions.
  1. For the purposes of carrying out a risk assessment under subsection (1), the employer shall, taking account of the work being carried on at the place of work, have regard to the duties imposed by the relevant statutory provisions.
  1. The risk assessment shall be reviewed by the employer where—

a)there has been a significant change in the matters to which it relates, or

b)there is another reason to believe that it is no longer valid, and, following the review, the employer shall amend the risk assessment as appropriate.

  1. In relation to the most recent risk assessment carried out by an employer, he or she shall take steps to implement any improvement considered necessary relating to the safety, health and welfare at work of employees and to ensure that any such improvement is implemented in respect of all activities and levels of the place of work.
  1. Every person to whom sections 12 or 15 applies shall carry out a risk assessment in accordance with this section to the extent that his or her duties under those sections may apply to persons other than his or her employees.

Section 20, Safety, Health and Welfare at Work Act, 2005.

Safety statement

  1. Every employer shall prepare, or cause to be prepared, a written statement (to be known and referred to in this Act as a “safety statement”), based on the identification of the hazards and the risk assessment carried out under section 19 , specifying the manner in which the safety, health and welfare at work of his or her employees shall be secured and managed.
  1. Without prejudice to the generality of subsection (1), every employer shall ensure that the safety statement specifies—

a)the hazards identified and the risks assessed,

b)the protective and preventive measures taken and the resources provided for protecting safety, health and welfare at the place of work to which the safety statement relates,

c)the plans and procedures to be followed and the measures to be taken in the event of an emergency or serious and imminent danger, in compliance with sections 8 and 11,

d)the duties of his or her employees regarding safety, health and welfare at work, including co-operation with the employer and any persons who have responsibility under the relevant statutory provisions in matters relating to safety, health and welfare at work,

e)the names and, where applicable, the job title or position held of each person responsible for performing tasks assigned to him or her pursuant to the safety statement, and

f)the arrangements made regarding the appointment of safety representatives and consultation with, and participation by, employees and safety representatives, in compliance with sections 25 and 26, including the names of the safety representative and the members of the safety committee, if appointed.

  1. Every employer shall bring the safety statement, in a form, manner and, as appropriate, language that is reasonably likely to be understood, to the attention of—

a)his or her employees, at least annually and, at any other time, following its amendment in accordance with this section,

b)newly-recruited employees upon commencement of employment, and

c)other persons at the place of work who may be exposed to any specific risk to which the safety statement applies.

  1. Where there are specific tasks being performed at the place of work that pose a serious risk to safety, health or welfare, an employer shall bring to the attention of those affected by that risk relevant extracts of the safety statement setting out—

a)the risk identified,

b)the risk assessment, and

c)the protective and preventive measures taken in accordance with the relevant statutory provisions in relation to that risk.

  1. Every employer shall, taking into account the risk assessment carried out under section 19 , review the safety statement where—

a)there has been a significant change in the matters to which it refers,

b)there is another reason to believe that the safety statement is no longer valid, or

c)an inspector in the course of an inspection, investigation, examination, inquiry under section 64 or otherwise directs that the safety statement be amended within 30 days of the giving of that direction, and, following the review, the employer shall amend the safety statement as appropriate.

  1. Every employer who is conducting activities, as may be prescribed in accordance with this subsection, who contracts with another employer for that employer to provide services to him or her shall require that that employer is in possession of an up-to-date safety statement as required under this section.
  1. A copy of a safety statement, or relevant extract of it, shall be kept available for inspection at or near every place of work to which it relates while work is being carried out there.
  1. It shall be sufficient compliance with this section by an employer employing 3 or less employees to observe the terms of a code of practice, if any, relating to safety statements which applies to the class of employment covering the type of work activity carried on by the employer.

9.Every person to whom section 12 or 15 applies shall prepare a safety statement in accordance with this section to the extent that his or her duties under those sections may apply to persons other than his or her employees.

Your Safety Statement must be based on an identification of the hazards, and an assessment of the risks that they present to safety and health, in your particular place of work. In the case of an architectural practice site visits may constitute one of the areas of greatest risk to your employees so, although they take place off the practice premises, they should be covered in your Safety Statement.

The aim of the Act, and of the Safety, Health and Welfare at Work (General Application) Regulations, 2007, is to prevent accidents and ill health. It is clearly not sufficient just to have a Safety Statement in place; the system it sets out must be implemented. So it is important that the system you devise is both adequate for the purpose and feasible to operate. As an employer you are required to regularly re-assess risks to health and safety, and to make any necessary improvements in protective measures. These should be recorded in your Safety Statement.

As stated in section 20(3), you must bring the contents of the Safety Statement to the attention of your employees, newly recruited employees and other persons in the place of work who may be affected by it. Every employee should sign a register confirming that they have read and understood the contents of the Safety Statement. Furthermore, subsection (4) states that where there are specific tasks being performed at the place of work that pose a serious risk to safety, health or welfare, you must bring to the attention of those affected by that risk relevant extracts of the Safety Statement setting out the risk identified, the risk assessment and the protective and preventative measures taken. An employer shall also review the Safety Statement where there has been a significant change in the matter to which it refers or where there is another reason to believe that the safety statement is no longer valid.

An employer employing 3 or less employees can comply with section 20 if they observe the terms of a code of practice relating to safety statements which applies to the class of employment covering the type of work activity carried on by the employer. However, a risk assessment must always be prepared for that place of work. This will only apply where a specific code of practice has been issued by the Health and Safety Authority.

You are obliged to consult your employees about the arrangements in the Safety Statement and as far as is reasonably practicable, take account of any representations they make on the matter. They have the right to appoint a ‘Safety Representative’ or ‘Safety Committee’ to represent them in such consultations, and the Safety Representative or Safety Committee has the right to such information as is necessary to ensure, as far as practicable, the safety, health and welfare of the employees. Your employees, in their turn, have a duty to take reasonable care for their own health and safety and that of others, and must co-operate with you in ensuring, as far as is practicable, safety in the place of work.

If your practice takes the form of a company,the 2005 Act no longer imposes a requirement to include with the annual report an evaluation of the extent to which the policy set out in the Safety Statement was fulfilled during the period of time covered by the report. However, best practice would suggest that this should continue.

The RIAI Model Safety Statement is intended for guidance only, to indicate the range of issues which a Safety Statement for an architectural practice might address. It can be modified to suit the size and particular circumstances of your own practice. Smaller practices in particular will need to simplify the structures and procedures suggested. For example, responsibilities which in the Model Safety Statement are assigned to different people may be given to one person; procedures which may need to be detailed in a suite of office manuals for a large multi-office practice could be covered by a single document in a small one.

A useful booklet entitled Guidelines on Risk Assessments and Safety Statement is available from the Health and Safety Authority on download from their website free of charge. It includes guidance on carrying out risk assessments, risk assessment examples and standard formats for recording them. Please contact the Health and Safety Authority if you need further information. Their Headquarters are located at 10 Hogan Place, Dublin 2. Tel: (01) 614 700 Fax: (01) 614 7020. Website –

SAFETY STATEMENT

FOR

(PRACTICE NAME)

This Safety Statement specifies the manner in which the safety, health and welfare of persons employed by this Practice shall be secured at work. It is therefore important that every member of the Practice reads this document carefully and understands their role in achieving this aim.

(DATE)

(PRACTICE ADDRESS)

Contents
  1. Policy Statement
  1. Primary Policy Objectives
  1. Management Responsibilities
  1. Consultation
  1. Training
  1. First Aid
  1. Fire Safety
  1. Office Safety and Health
  1. Manual Handling
  1. Display Screen Equipment
  1. Workstations for Manual Drafting
  1. Chemical Storage and Handling
  1. Site Visits
  1. Record of Risk Assessment

1.Safety, Health & Welfare Policy Statement

This Practice is committed to the full implementation of the Health & Safety at Work Act 2005 the Safety, Health & Welfare (Construction) Regulations 2006 - 2008and the Safety, Health and Welfare at Work (General Application) Regulations 2007 in so far as is reasonably practical, for the continuing health and safety of our employees and other persons who may be affected by our activities. This policy shall be upheld as an integral part of the day-to-day running of the practice. Every employee shall support and be fully committed to its implementation.

The Practice Safety Statement details the information and procedures for all personnel to follow concerning safety, health and welfare, so as to provide a safe place of work, safe practices in the execution of our work and compliance with the relevant statutory requirements.

The ultimate responsibility for safety, health and welfare at work rests with the Partners. This responsibility shall be delegated, without abrogation, through the management structure.

This Safety Statement is a dynamic document and will be reviewed as required. The practice undertakes to allocate adequate resources to implement the policy set out in the Safety Statement.

The Practice expects other organisations and individuals with which we do business to demonstrate the same level of commitment to this policy.

Signed: Date:

Partner / Managing Director

2.Primary Policy Objectives

The Practice is engaged in the provision of architectural design services.

Our Safety, Health and Welfare Policy is implemented through the following primary objectives:

  • Maintain and enhance a Practice-wide organisational structure and culture that recognises and encourages the full and active participation of all employees in the implementation of safety, health and welfare policies.
  • Implement, and where reasonably practicable, continuously improve the Practice’s safety, health and welfare management system practices.
  • Comply with the requirements of appropriate national and international regulations and codes of practice.
  • Ensure that potential safety, health and welfare risks associated with all of our activities are assessed as early as practicable, to minimise adverse effects and identify opportunities for improvement.
  • Continually improve our resources in the control of health and safety risks through the implementation of a structured training and development programme.
  • Solicit the active participation of our clients, consultants, suppliers and contractors in order to promote sound safety and health practices within our area of activities.

3.Responsibilities for the Management of Safety, Health & Welfare

Health & Safety Director / Partner (Insert name)

The Health & Safety Director reports directly to the Partners on all matters relating to safety, health and welfare relevant to the Practice’s activities. In addition the Health & Safety Director’s duties are to:

  • Develop strategies to ensure effective implementation of the Practice’s Primary Policy Objectives.
  • Oversee the Health & Safety Manager (where applicable)
  • Know the statutory requirements and ensure that they are observed.
  • Ensure that all levels of staff receive adequate and proper training.
  • Insist that safe working practices are followed.
  • Institute proper reporting and investigating of accidents in order to take action to reduce them.
  • Reprimand any member of staff failing in their responsibilities with regard to safety, health and welfare at work.
  • Instigate liaison with external accident prevention agencies when appropriate.
  • Arrange for funds or facilities to meet the requirements of the Safety, Health & Welfare Policy.
  • Set a personal example.

Health & Safety Manager (insert name if applicable)

The Health and Safety Manager’s duties are to:

  • Undertake the necessary day-to-day activities in relation to the Safety Health & Welfare Management System in order to achieve the Practice’s Primary Policy Objectives.
  • Know the statutory requirements and ensure that they are observed.
  • Keep the Accident Record File and report all accidents to the Health & Safety Director.
  • Report to the Health & Safety Authority any accident which prevents a person working for three days or more.
  • Take account of any unsafe situations or working practices and report them to the Health & Safety Director.
  • Co-ordinate periodic Safety Audits in the office and where necessary implement corrective measures.
  • Co-ordinate the issuing of safety information to staff.
  • Co-ordinate the issuing of safety information to outside contractors (e.g. cleaning, maintenance, security, etc.) as necessary.
  • Co-ordinate the instruction of other members of staff with responsibility for safety issues.
  • Ensure that the First Aid Kits are periodically checked, and replenished as necessary.
  • Maintain the Fire Safety System File.
  • In the event of a fire supply the Emergency Fire Services with:

a. plans of the building.

b. an accurate description of the type, location, extent and severity of a fire.

  • Assess display screen equipment workstations annually and whenever a new user or workstation is introduced.
  • Set a personal example.

First Aider/s (Insert the name of the First Aider here, if applicable. If there are several, their names may be listed instead in the Practice’s Internal Telephone List.)

The First Aider/s’ duties are to:

  • Administer basic first aid in the event of accident or injury.
  • Organise transport to hospital/ home where the injury sustained requires it.
  • Report all accidents/ injuries to the Health & Safety Manager for recording in the Accident Record File.
  • Set a personal example.

Safety Inspector/s (Insert the name of the Safety Inspector here if applicable. If there are several, their names may be listed instead in the Practice’s Internal Telephone.)

The Safety Inspector’s duties are to: