Health and Safety Executive Northern Ireland
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Agency workers and health and safety information and training
In this guide:
- Agency workers' health and safety
- Who is responsible for agency workers' health and safety?
- Health and safety risk assessment for agency workers
- Co-operate to protect agency workers' health and safety
- Agency workers and health and safety information and training
- Provide agency workers with personal protective equipment
- Monitor agency workers' health and safety
Who is responsible for agency workers' health and safety?
User businesses and agencies share responsibility for agency workers' health and safety, duties depend on who the employer is and what the contract states.
When a business uses agency workers, the business and the agency have a shared duty to protect the health and safety of the agency workers.
Some health and safety duties depend on whether you are the employer. This is determined by the circumstances of each individual case. You should be aware that agency workers could be considered your employees for health and safety purposes even if they are not for the purposes of tax and National Insurance.
Agency workers might be employees of the agency, or employees of the business using them (in both cases, under a contract of employment), or (occasionally) self-employed/freelance. If you are the employer, you cannot transfer your health and safety responsibilities to another person or business.
It's vital for both the user business and the agency to agree at the start of a contract the practical arrangements for:
- day-to-day supervision
- direction and control of the work that agency workers will be doing
The Health and Safety Executive provide guidance on .
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Health and safety risk assessment for agency workers
Employers and agencies must include agency workers in risk assessments and both have certain responsibilities for carrying these risk assessments out.
By law, businesses must ensure that they assess health and safety risks.
Businesses using agency workers
If agency workers are on your site (either under your direct employ or through another company), your assessment needs to take them into account. You should consider the special problems they may face. For example, they will know less about your business than ordinary employees, and so could be at greater risk.
Your health and safety risk assessment must take into account any special cases such as pregnant women, people who work alone or people who may not speak English as a first language.
You must also give the agency and agency workers information about risks and measures taken to control them before the start of the placement. See agency workers and health and safety information and training.
Employment agencies
If you provide agency workers to other businesses, you also have responsibilities. You should ensure the user business has carried out an assessment and given you the findings, which you should pass on to agency workers.
You may also need to assess the risks facing workers before you place workers with that business. If the user business doesn't provide the information you need, you might decide to make a site visit to complete your own risk assessment.
This is more likely if you are providing workers for higher-risk industries such as construction, or where the risks are complex. If you are not competent to do the assessment yourself, you must arrange for someone else to do it for you.
You should also monitor user businesses' overall health and safety performance. For example, you could ask for copies of all accident and illness reports involving your agency workers, including the causes and what preventative measures they have implemented.
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Co-operate to protect agency workers' health and safety
Shared responsibility for workers requires a co-ordinated approach to health and safety between the employment agency and the business using the workers.
Responsibility for agency workers' health and safety is often shared regardless of where contractual duties lie. The business using the workers, the employment agency and the workers themselves can all have responsibilities. Co-operation is essential.
Co-operate for agency workers' safety from the start
From the start, every interested party must share information. For example, if the user business wants workers for a particular role, they should tell the agency health and safety risks, and any qualifications or skills needed to carry out the work safely.
This will help the agency put forward people with the right training, qualifications and experience. The agency should tell the user business about workers' skills and qualifications, to help decide what additional training the workers may need.
Sharing information with the workers themselves is also vital. See agency workers and health and safety information and training.
Ongoing co-operation for agency workers' safety
Continuing co-operation throughout placements will help ensure that responsibilities are clear. It also allows everyone involved to co-ordinate health and safety activities such as giving information, instruction, training and supervision. Nobody should just assume that someone else is taking care of it. For clarity, responsibilities should be spelt out in contractual arrangements. Remember that your legal responsibility as an employer cannot be passed on.
It's a good idea to regularly review the effectiveness of your arrangements. For example, the end of a work placement is a natural time to do this. You should try to identify any problems, and discuss the reasons for them. This will help you take steps to improve health and safety for the future.
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Agency workers and health and safety information and training
Communication and instruction is essential for agency workers' health and safety, it is vital workers have the right training to safely carry out their jobs.
Each new work placement poses health and safety risks. It's essential the business using the workers, the agency and the workers themselves share information to ensure health and safety is properly protected.
You should consider what health and safety information, instruction and training workers need (whether you are the user business or the agency). You should clarify who will provide it to meet the legal duties you both have under health and safety legislation.
User businesses have a duty to give proper instructions and clear information, both to the workers and the agency.
You should provide information about:
- risks agency workers may face when working in your business
- any special occupational skills or qualifications required
- health surveillance requirements
Agencies have the same duties if the workers are their employees. Additionally, the user business should tell the agency about any special features of the job that may affect agency workers' health and safety. The agency must pass this information on to the workers.
You should check that workers have understood training once it's been given and are continuing to follow procedures correctly.
Consulting with your workforce about safety
Consultation with your workforce is key to improving health and safety. Workers are more likely to work in a safe and healthy way if they have been involved in decisions about how risks at work are controlled.
Whether you are a business using agency workers or an agency, you are legally obliged to consult workers about health and safety if they are your employees.
It is good practice to consult workers who may not be your employees where the placement is long term. This should not in itself be seen as implying contractual obligations. Agency workers have the right to equal treatment in terms of basic working and employment conditions after 12 weeks in a placement. See consult your employees on health and safety.
Even when agency workers are not legally your employees, it is good practice to consult and involve them. They need to feel 'part of the team'.
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Provide agency workers with personal protective equipment
Equipment and procedures for protecting agency workers' health and safety including types of protective equipment and who is responsible for providing it.
Businesses using agency workers must ensure that the workers have the same level of health and safety protection as ordinary employees.
Types of protective equipment
If user businesses provide employees with personal protective equipment (PPE) such as protective clothing, agency workers should receive equivalent PPE if they are exposed to the same risks.
Agency workers who use computers and similar equipment with screens will need suitable workstations and rest breaks. Unless a worker is genuinely self-employed, both the user business and the agency have responsibilities. The employer is responsible for paying for eye and eyesight tests. See free eye tests for employees who use computers.
The more hazardous the work your business carries out, the more you need to do. There are specific requirements for certain work, including:
- chemicals
- the use of work equipment and machinery
- manual handling
- the use of electricity
- the comfort of the working environment
Who is responsible for proving PPE?
Legal responsibility for providing this free of charge lies with whoever is the worker's employer - this might be the agency or the user business. If you're not the employer, you may agree to provide what is necessary (whether you're a user business or an agency), but you cannot charge the worker for it.
In only a few cases, where workers are genuinely self-employed, will they be responsible for providing their own PPE. For more information, .
Businesses using agency workers and agencies themselves need to work together to ensure that the right equipment and facilities are provided and procedures are followed. See co-operate to protect agency workers' health and safety.
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Monitor agency workers' health and safety
Health checks can be an important part of meeting your health and safety responsibilities, businesses and agencies can use checks to protect agency workers.
Depending on your assessment of the risks, you may need to carry out health checks on employees (whether you are the user business or the agency). For example, you might need to do this if employees work with chemicals that can damage health. While health checks are not a substitute for controlling risks, they can help you tell whether your controls are working.
Businesses using agency workers
If you are the user business and you decide health checks are necessary, you may want to include agency workers even if they are not your employees. You should co-ordinate with the agency about this, and make sure that all parties are clear about who will provide it if it's required.
Don't forget that you need to give workers clear information about these health checks, too, whether they're your employees or those of the agency.
In some cases, you may decide that all that's needed is to check sickness records and reports of diseases. In other cases, you may need direct checks such as inspections for skin rashes.
Agencies supplying workers
If the agency workers you supply are your employees, you are responsible for any health checks needed.
Before placing workers with a user business, you need to check with the user business whether they will be doing work that requires health checks. If so, you'll need to get information from the user business about what's involved. You might be able to arrange for the user business to do the checks on your behalf - but you are still responsible for making sure they are done.
You may also need to organise some health checks yourself. For example, you might arrange annual medical check-ups for workers who are exposed to potentially serious health hazards, such as asbestos or radiation.
Agency workers can be injured or made ill at work. The user business and agency should clarify, before the placement, who is the 'responsible person' for any necessary RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) reports for agency workers. They should also ensure that all relevant information is exchanged so that RIDDOR forms can be completed in full. The responsible person should submit completed RIDDOR forms to the appropriate enforcing authority.
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Additional responsibilities for upper tier COMAH-regulated sites
Does COMAH apply to my business?
How a business is categorised under the Control of Major Accident Hazards Regulations depending on the amount of substances they handle.
If your business manufactures, stores or uses any dangerous substances over a certain amount, the Control of Major Accident Hazards (COMAH) Regulations apply to you.
Identify the category of your site
There are two thresholds for dangerous substances under COMAH. These thresholds vary for different substances.
If you store or use an amount meeting the lower threshold for a dangerous substance your site is classed as a lower tier site provided it does not exceed the upper tier threshold. If you store or use more than the upper threshold your site is an upper tier site.
Check rules for classifying dangerous substances
Dangerous substances covered by the COMAH Regulations include:
- ammonium nitrate
- oxygen
- hydrogen
- formaldehyde
- halogens
- petroleum products
Dangerous substances also include those that fall into classifications defined by the (CLP Regulation).
You must check your responsibility if you store more than one type of dangerous substance. Even if you don't exceed the threshold amount for some dangerous substances under COMAH, when all the substances you store or use are added together you may need to comply.
Comply with Planning Regulations for dangerous substances
If the COMAH Regulations apply to you, you may also be regulated under planning legislation and need a hazardous substances consent from . For further information, you should contact the Northern Ireland Planning Service.
COMAH regulator
COMAH is regulated by the HSENI and the Northern Ireland Environment Agency (NIEA). These organisations are jointly referred to as the Competent Authority (CA).
You will have to pay for most of the work the CA does in connection with your site, for example:
- assessment of safety reports
- on site inspection of how major hazard risks are managed
- investigation of major accidents
If you are unsure whether COMAH applies to you, contact the HSENI or the NIEA.
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COMAH regulated site responsibilities
Your responsibilities if you have a site regulated by the Control of Major Accident Hazard (COMAH) Regulations.
If you operate a site covered by the Control of Major Accident Hazard (COMAH) Regulations, you must meet requirements for using and storing dangerous substances.
Notify the Competent Authority (CA)
If the COMAH Regulations apply to your site, you must before you use or store dangerous substances. You must also tell the CA before starting any new operation and send them any additional information they need.
The notification must give details about the operator, the site, the processes carried out and an inventory of the dangerous substances present.
If there are any significant changes to the information you provided in your notification you must tell the CA immediately. You must also tell them if your site closes, or if any part of the site closes where dangerous substances are handled, produced, used or stored.
Assess the risks and prepare a major accident prevention policy
You must take all necessary measures to prevent major accidents and have plans, systems and procedures in place at your site. You must be able to demonstrate this to the Competent Authority (the HSENI and the Northern Ireland Environment Agency (NIEA)).
You must carry out assessments to understand and predict how a major accident could happen on your site and the possible consequences of a major accident. Situations to consider include:
- leaks and spills due to vessel or pipework failures
- explosions, eg caused by mixing incompatible chemicals in reactors
- fires, eg in processing areas, warehouses or chemical or fuel storage areas
You must prepare a major accident prevention policy (MAPP) document. This should outline your approach to the control of major accident hazards on your site.
You must also prepare a safety management system document. This should cover the detailed steps you will take to control major hazards. It should also show the structure of your organisation and the responsibilities, procedures and resources for putting the MAPP into action.
For further details, you should contact the HSENI or the NIEA, or check .
Comply with the COMAH containment policy
You must comply with the COMAH containment policy if you store liquid dangerous substances in bulk. You must:
- ensure your primary containment, eg storage tanks, are designed and constructed to relevant standards
- use suitable secondary containment, eg a bund, to contain any liquid which escapes from a primary container or its equipment
- develop plans to help reduce the off-site impacts of an incident
Deal with incidents correctly
If a major accident occurs, such as a significant leak, spill, fire or explosion, you must take all necessary steps to minimise its effects on people and the environment.
You should implement your emergency procedures. These will be part of your MAPP or, for top tier sites, must be a separate plan.
You should contact the HSENI immediately by calling the 24-hour HSENI Helpline on Tel 0800 032 0121.
You should also .
You should also report any pollution incident as soon as it happens to the NIEA Water Pollution Hotline on Tel 0800 80 70 60.
Make sure that your staff are aware of these phone numbers and know what to do if an incident happens.
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Additional responsibilities for upper tier COMAH-regulated sites
What you must do to ensure a upper tier site meets Control of Major Accident Hazards (COMAH) Regulations requirements including submitting a safety report.
If you operate a site covered by the Control of Major Accident Hazard (COMAH) Regulations, you must meet requirements for using and storing dangerous substances. See COMAH regulated site requirements.
If you operate a site where the quantities of dangerous substances you use or store meet or exceed the upper thresholds in the COMAH Regulations, you will be classed as a top tier site. For more information about the different tiers, see does COMAH apply to my business? Upper tier operators must meet some additional requirements.
Submit a safety report
You must submit a safety report to the competent authority (CA) - the Health and Safety Executive for Northern Ireland (HSENI) and the Northern Ireland Environment Agency (NIEA). Your safety report must demonstrate that you have put in place a major accident prevention policy (MAPP) and a safety management system to implement the policy.
You must review the safety report:
- at least every five years
- to account for new facts or new technical knowledge
- if you change your safety management system
You must tell the CA about these reviews, even if you don't make any changes to the safety report.
For new top tier installations you must submit a safety report prior to construction and before operating with dangerous substances.
You must tell the CA immediately if you make any changes to your safety report.
Prepare an internal emergency plan
You must prepare a separate internal emergency plan before your business starts operations. This must give details of what you will do in the event of an accident. It should include:
- names or positions of people who will put emergency procedures into action
- names or positions of people who liaise with the HSENI for the external emergency plan
- details of the procedures for contacting the CA and other local emergency services
- details of events that may cause a major accident and actions that will be taken to avoid them
- a description of the safety equipment and resources available to deal with an incident
- details of how the risk to people on-site is minimised
- details of how the risk to the environment is minimised
- actions to be taken if an incident warning is issued
- arrangements to inform the HSENI of an incident, so that the external emergency plan can be put into action
- details on how staff are trained to deal with emergency situations
- arrangements for helping to minimise off-site impacts of an incident
When preparing your emergency plan you should liaise with the CA and other relevant agencies, for example the local fire, ambulance and police services and local health and social services board. They can advise on possible effects to areas outside your site.
Test and review your internal emergency plan at least every three years and revise it as necessary.
Inform local people
You must provide information about your activities to local residents, workers at other premises and every school, hospital or other establishment serving the public, which may be affected by a major accident on your site. This should include:
- the name and address of your business
- the position of the person responsible for keeping local residents and businesses informed
- confirmation that your business needs to comply with the COMAH Regulations, and that you have notified and submitted a safety report to the HSENI
- a brief explanation of the activities undertaken at your site
- what dangerous substances are on your site, using common names where they exist, and their dangerous properties, eg explosive or flammable
- information on the hazard posed by these dangerous substances to people and the environment, and the safety measures in place to control the risk of an accident
- details of how people will be informed and the actions to take if a major accident occurs
- confirmation that your business is required by law to be prepared for major accidents, and to liaise in particular with the emergency services to deal with major accidents and minimise their effects
- making reference to your external emergency plan which should include advice to people to co-operate with instructions from the emergency services in the event of an incident
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Does COMAH apply to my business?
Does COMAH apply to my business?
How a business is categorised under the Control of Major Accident Hazards Regulations depending on the amount of substances they handle.
If your business manufactures, stores or uses any dangerous substances over a certain amount, the Control of Major Accident Hazards (COMAH) Regulations apply to you.
Identify the category of your site
There are two thresholds for dangerous substances under COMAH. These thresholds vary for different substances.
If you store or use an amount meeting the lower threshold for a dangerous substance your site is classed as a lower tier site provided it does not exceed the upper tier threshold. If you store or use more than the upper threshold your site is an upper tier site.
Check rules for classifying dangerous substances
Dangerous substances covered by the COMAH Regulations include:
- ammonium nitrate
- oxygen
- hydrogen
- formaldehyde
- halogens
- petroleum products
Dangerous substances also include those that fall into classifications defined by the (CLP Regulation).
You must check your responsibility if you store more than one type of dangerous substance. Even if you don't exceed the threshold amount for some dangerous substances under COMAH, when all the substances you store or use are added together you may need to comply.
Comply with Planning Regulations for dangerous substances
If the COMAH Regulations apply to you, you may also be regulated under planning legislation and need a hazardous substances consent from . For further information, you should contact the Northern Ireland Planning Service.
COMAH regulator
COMAH is regulated by the HSENI and the Northern Ireland Environment Agency (NIEA). These organisations are jointly referred to as the Competent Authority (CA).
You will have to pay for most of the work the CA does in connection with your site, for example:
- assessment of safety reports
- on site inspection of how major hazard risks are managed
- investigation of major accidents
If you are unsure whether COMAH applies to you, contact the HSENI or the NIEA.
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COMAH regulated site responsibilities
Your responsibilities if you have a site regulated by the Control of Major Accident Hazard (COMAH) Regulations.
If you operate a site covered by the Control of Major Accident Hazard (COMAH) Regulations, you must meet requirements for using and storing dangerous substances.
Notify the Competent Authority (CA)
If the COMAH Regulations apply to your site, you must before you use or store dangerous substances. You must also tell the CA before starting any new operation and send them any additional information they need.
The notification must give details about the operator, the site, the processes carried out and an inventory of the dangerous substances present.
If there are any significant changes to the information you provided in your notification you must tell the CA immediately. You must also tell them if your site closes, or if any part of the site closes where dangerous substances are handled, produced, used or stored.
Assess the risks and prepare a major accident prevention policy
You must take all necessary measures to prevent major accidents and have plans, systems and procedures in place at your site. You must be able to demonstrate this to the Competent Authority (the HSENI and the Northern Ireland Environment Agency (NIEA)).
You must carry out assessments to understand and predict how a major accident could happen on your site and the possible consequences of a major accident. Situations to consider include:
- leaks and spills due to vessel or pipework failures
- explosions, eg caused by mixing incompatible chemicals in reactors
- fires, eg in processing areas, warehouses or chemical or fuel storage areas
You must prepare a major accident prevention policy (MAPP) document. This should outline your approach to the control of major accident hazards on your site.
You must also prepare a safety management system document. This should cover the detailed steps you will take to control major hazards. It should also show the structure of your organisation and the responsibilities, procedures and resources for putting the MAPP into action.
For further details, you should contact the HSENI or the NIEA, or check .
Comply with the COMAH containment policy
You must comply with the COMAH containment policy if you store liquid dangerous substances in bulk. You must:
- ensure your primary containment, eg storage tanks, are designed and constructed to relevant standards
- use suitable secondary containment, eg a bund, to contain any liquid which escapes from a primary container or its equipment
- develop plans to help reduce the off-site impacts of an incident
Deal with incidents correctly
If a major accident occurs, such as a significant leak, spill, fire or explosion, you must take all necessary steps to minimise its effects on people and the environment.
You should implement your emergency procedures. These will be part of your MAPP or, for top tier sites, must be a separate plan.
You should contact the HSENI immediately by calling the 24-hour HSENI Helpline on Tel 0800 032 0121.
You should also .
You should also report any pollution incident as soon as it happens to the NIEA Water Pollution Hotline on Tel 0800 80 70 60.
Make sure that your staff are aware of these phone numbers and know what to do if an incident happens.
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Additional responsibilities for upper tier COMAH-regulated sites
What you must do to ensure a upper tier site meets Control of Major Accident Hazards (COMAH) Regulations requirements including submitting a safety report.
If you operate a site covered by the Control of Major Accident Hazard (COMAH) Regulations, you must meet requirements for using and storing dangerous substances. See COMAH regulated site requirements.
If you operate a site where the quantities of dangerous substances you use or store meet or exceed the upper thresholds in the COMAH Regulations, you will be classed as a top tier site. For more information about the different tiers, see does COMAH apply to my business? Upper tier operators must meet some additional requirements.
Submit a safety report
You must submit a safety report to the competent authority (CA) - the Health and Safety Executive for Northern Ireland (HSENI) and the Northern Ireland Environment Agency (NIEA). Your safety report must demonstrate that you have put in place a major accident prevention policy (MAPP) and a safety management system to implement the policy.
You must review the safety report:
- at least every five years
- to account for new facts or new technical knowledge
- if you change your safety management system
You must tell the CA about these reviews, even if you don't make any changes to the safety report.
For new top tier installations you must submit a safety report prior to construction and before operating with dangerous substances.
You must tell the CA immediately if you make any changes to your safety report.
Prepare an internal emergency plan
You must prepare a separate internal emergency plan before your business starts operations. This must give details of what you will do in the event of an accident. It should include:
- names or positions of people who will put emergency procedures into action
- names or positions of people who liaise with the HSENI for the external emergency plan
- details of the procedures for contacting the CA and other local emergency services
- details of events that may cause a major accident and actions that will be taken to avoid them
- a description of the safety equipment and resources available to deal with an incident
- details of how the risk to people on-site is minimised
- details of how the risk to the environment is minimised
- actions to be taken if an incident warning is issued
- arrangements to inform the HSENI of an incident, so that the external emergency plan can be put into action
- details on how staff are trained to deal with emergency situations
- arrangements for helping to minimise off-site impacts of an incident
When preparing your emergency plan you should liaise with the CA and other relevant agencies, for example the local fire, ambulance and police services and local health and social services board. They can advise on possible effects to areas outside your site.
Test and review your internal emergency plan at least every three years and revise it as necessary.
Inform local people
You must provide information about your activities to local residents, workers at other premises and every school, hospital or other establishment serving the public, which may be affected by a major accident on your site. This should include:
- the name and address of your business
- the position of the person responsible for keeping local residents and businesses informed
- confirmation that your business needs to comply with the COMAH Regulations, and that you have notified and submitted a safety report to the HSENI
- a brief explanation of the activities undertaken at your site
- what dangerous substances are on your site, using common names where they exist, and their dangerous properties, eg explosive or flammable
- information on the hazard posed by these dangerous substances to people and the environment, and the safety measures in place to control the risk of an accident
- details of how people will be informed and the actions to take if a major accident occurs
- confirmation that your business is required by law to be prepared for major accidents, and to liaise in particular with the emergency services to deal with major accidents and minimise their effects
- making reference to your external emergency plan which should include advice to people to co-operate with instructions from the emergency services in the event of an incident
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Co-operate to protect agency workers' health and safety
In this guide:
- Agency workers' health and safety
- Who is responsible for agency workers' health and safety?
- Health and safety risk assessment for agency workers
- Co-operate to protect agency workers' health and safety
- Agency workers and health and safety information and training
- Provide agency workers with personal protective equipment
- Monitor agency workers' health and safety
Who is responsible for agency workers' health and safety?
User businesses and agencies share responsibility for agency workers' health and safety, duties depend on who the employer is and what the contract states.
When a business uses agency workers, the business and the agency have a shared duty to protect the health and safety of the agency workers.
Some health and safety duties depend on whether you are the employer. This is determined by the circumstances of each individual case. You should be aware that agency workers could be considered your employees for health and safety purposes even if they are not for the purposes of tax and National Insurance.
Agency workers might be employees of the agency, or employees of the business using them (in both cases, under a contract of employment), or (occasionally) self-employed/freelance. If you are the employer, you cannot transfer your health and safety responsibilities to another person or business.
It's vital for both the user business and the agency to agree at the start of a contract the practical arrangements for:
- day-to-day supervision
- direction and control of the work that agency workers will be doing
The Health and Safety Executive provide guidance on .
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Health and safety risk assessment for agency workers
Employers and agencies must include agency workers in risk assessments and both have certain responsibilities for carrying these risk assessments out.
By law, businesses must ensure that they assess health and safety risks.
Businesses using agency workers
If agency workers are on your site (either under your direct employ or through another company), your assessment needs to take them into account. You should consider the special problems they may face. For example, they will know less about your business than ordinary employees, and so could be at greater risk.
Your health and safety risk assessment must take into account any special cases such as pregnant women, people who work alone or people who may not speak English as a first language.
You must also give the agency and agency workers information about risks and measures taken to control them before the start of the placement. See agency workers and health and safety information and training.
Employment agencies
If you provide agency workers to other businesses, you also have responsibilities. You should ensure the user business has carried out an assessment and given you the findings, which you should pass on to agency workers.
You may also need to assess the risks facing workers before you place workers with that business. If the user business doesn't provide the information you need, you might decide to make a site visit to complete your own risk assessment.
This is more likely if you are providing workers for higher-risk industries such as construction, or where the risks are complex. If you are not competent to do the assessment yourself, you must arrange for someone else to do it for you.
You should also monitor user businesses' overall health and safety performance. For example, you could ask for copies of all accident and illness reports involving your agency workers, including the causes and what preventative measures they have implemented.
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Co-operate to protect agency workers' health and safety
Shared responsibility for workers requires a co-ordinated approach to health and safety between the employment agency and the business using the workers.
Responsibility for agency workers' health and safety is often shared regardless of where contractual duties lie. The business using the workers, the employment agency and the workers themselves can all have responsibilities. Co-operation is essential.
Co-operate for agency workers' safety from the start
From the start, every interested party must share information. For example, if the user business wants workers for a particular role, they should tell the agency health and safety risks, and any qualifications or skills needed to carry out the work safely.
This will help the agency put forward people with the right training, qualifications and experience. The agency should tell the user business about workers' skills and qualifications, to help decide what additional training the workers may need.
Sharing information with the workers themselves is also vital. See agency workers and health and safety information and training.
Ongoing co-operation for agency workers' safety
Continuing co-operation throughout placements will help ensure that responsibilities are clear. It also allows everyone involved to co-ordinate health and safety activities such as giving information, instruction, training and supervision. Nobody should just assume that someone else is taking care of it. For clarity, responsibilities should be spelt out in contractual arrangements. Remember that your legal responsibility as an employer cannot be passed on.
It's a good idea to regularly review the effectiveness of your arrangements. For example, the end of a work placement is a natural time to do this. You should try to identify any problems, and discuss the reasons for them. This will help you take steps to improve health and safety for the future.
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Agency workers and health and safety information and training
Communication and instruction is essential for agency workers' health and safety, it is vital workers have the right training to safely carry out their jobs.
Each new work placement poses health and safety risks. It's essential the business using the workers, the agency and the workers themselves share information to ensure health and safety is properly protected.
You should consider what health and safety information, instruction and training workers need (whether you are the user business or the agency). You should clarify who will provide it to meet the legal duties you both have under health and safety legislation.
User businesses have a duty to give proper instructions and clear information, both to the workers and the agency.
You should provide information about:
- risks agency workers may face when working in your business
- any special occupational skills or qualifications required
- health surveillance requirements
Agencies have the same duties if the workers are their employees. Additionally, the user business should tell the agency about any special features of the job that may affect agency workers' health and safety. The agency must pass this information on to the workers.
You should check that workers have understood training once it's been given and are continuing to follow procedures correctly.
Consulting with your workforce about safety
Consultation with your workforce is key to improving health and safety. Workers are more likely to work in a safe and healthy way if they have been involved in decisions about how risks at work are controlled.
Whether you are a business using agency workers or an agency, you are legally obliged to consult workers about health and safety if they are your employees.
It is good practice to consult workers who may not be your employees where the placement is long term. This should not in itself be seen as implying contractual obligations. Agency workers have the right to equal treatment in terms of basic working and employment conditions after 12 weeks in a placement. See consult your employees on health and safety.
Even when agency workers are not legally your employees, it is good practice to consult and involve them. They need to feel 'part of the team'.
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Provide agency workers with personal protective equipment
Equipment and procedures for protecting agency workers' health and safety including types of protective equipment and who is responsible for providing it.
Businesses using agency workers must ensure that the workers have the same level of health and safety protection as ordinary employees.
Types of protective equipment
If user businesses provide employees with personal protective equipment (PPE) such as protective clothing, agency workers should receive equivalent PPE if they are exposed to the same risks.
Agency workers who use computers and similar equipment with screens will need suitable workstations and rest breaks. Unless a worker is genuinely self-employed, both the user business and the agency have responsibilities. The employer is responsible for paying for eye and eyesight tests. See free eye tests for employees who use computers.
The more hazardous the work your business carries out, the more you need to do. There are specific requirements for certain work, including:
- chemicals
- the use of work equipment and machinery
- manual handling
- the use of electricity
- the comfort of the working environment
Who is responsible for proving PPE?
Legal responsibility for providing this free of charge lies with whoever is the worker's employer - this might be the agency or the user business. If you're not the employer, you may agree to provide what is necessary (whether you're a user business or an agency), but you cannot charge the worker for it.
In only a few cases, where workers are genuinely self-employed, will they be responsible for providing their own PPE. For more information, .
Businesses using agency workers and agencies themselves need to work together to ensure that the right equipment and facilities are provided and procedures are followed. See co-operate to protect agency workers' health and safety.
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Monitor agency workers' health and safety
Health checks can be an important part of meeting your health and safety responsibilities, businesses and agencies can use checks to protect agency workers.
Depending on your assessment of the risks, you may need to carry out health checks on employees (whether you are the user business or the agency). For example, you might need to do this if employees work with chemicals that can damage health. While health checks are not a substitute for controlling risks, they can help you tell whether your controls are working.
Businesses using agency workers
If you are the user business and you decide health checks are necessary, you may want to include agency workers even if they are not your employees. You should co-ordinate with the agency about this, and make sure that all parties are clear about who will provide it if it's required.
Don't forget that you need to give workers clear information about these health checks, too, whether they're your employees or those of the agency.
In some cases, you may decide that all that's needed is to check sickness records and reports of diseases. In other cases, you may need direct checks such as inspections for skin rashes.
Agencies supplying workers
If the agency workers you supply are your employees, you are responsible for any health checks needed.
Before placing workers with a user business, you need to check with the user business whether they will be doing work that requires health checks. If so, you'll need to get information from the user business about what's involved. You might be able to arrange for the user business to do the checks on your behalf - but you are still responsible for making sure they are done.
You may also need to organise some health checks yourself. For example, you might arrange annual medical check-ups for workers who are exposed to potentially serious health hazards, such as asbestos or radiation.
Agency workers can be injured or made ill at work. The user business and agency should clarify, before the placement, who is the 'responsible person' for any necessary RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) reports for agency workers. They should also ensure that all relevant information is exchanged so that RIDDOR forms can be completed in full. The responsible person should submit completed RIDDOR forms to the appropriate enforcing authority.
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Support people affected by traumatic events
In this guide:
- How to deal with stress
- Business benefits of reducing stress
- Common causes of stress at work
- Workplace stress audit
- Signs of workplace stress
- Reduce stress in your workplace
- Common causes of personal stress
- Stress management training and counselling
- Manage your own stress
- Support people affected by traumatic events
- Support employees with mental ill health
- Seven key ways to manage stress at work
Business benefits of reducing stress
Why you need to take action on stress, to comply with the law and increase your productivity, reduce sickness absence and prevent a high staff turnover.
The costs of neglecting stress in your business can be high. Stress is sometimes overlooked as a health and safety issue by small businesses. The unexpected absence of just one member of staff can affect productivity, and efforts to secure cover can be costly and time-consuming.
Reducing stress in your business can help prevent some of the following stress-related problems:
- a fall in your productivity and that of your employees
- poor decision-making
- an increase in mistakes which may in turn lead to more customer complaints
- increased sickness absence
- high staff turnover
- poor workplace relations
Stress often has a cumulative effect. If one member of staff becomes ill through stress, it places added pressure on those covering for them.
A stressed manager may find it difficult to create a positive working environment and monitor stress levels in others.
It's also important to tackle any stress you face as an owner-manager or self-employed person. This is often caused by working excessively long hours or from a feeling of isolation.
Your legal duty for stress
Employers have a legal duty to ensure employees aren't made ill by their work. This includes taking steps to prevent physical and mental illness brought about by stress. These steps need not cost a lot of money and the benefits can be significant.
You must assess the risks of stress caused, or made worse, by work as part of your overall health and safety risk assessment. See health and safety risk assessment.
One of the best ways of assessing stress levels in your business is to carry out a workplace stress audit.
Failure to take action could leave you open to a compensation claim from workers who fall ill due to work-related stress.
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Common causes of stress at work
Key sources of stress at work include heavy workloads, no 91Ï㽶»ÆÉ«ÊÓƵ, over-promotion or unrewarding roles, poor management, blame culture and bullying.
It's important to recognise the common causes of stress at work so that you can take steps to reduce stress levels where possible. . Workplace stress can be caused by a number of factors - from heavy workloads and over-promotion to bullying and blame culture.
Some common causes of stress in the workplace include:
- High workloads - excessive amounts of work and unrealistic deadlines making people feel rushed, under pressure and overwhelmed.
- Insufficient workloads - this makes people feel that their skills are being underused. It can make people feel less secure in their job roles.
- Lack of control - having no control over work activities.
- No 91Ï㽶»ÆÉ«ÊÓƵ - A lack of interpersonal 91Ï㽶»ÆÉ«ÊÓƵ or poor working relationships leading to someone feeling alone.
- Lack of skills - People being asked to do a job for which they don't have experience or training.
- Adapting to change - Difficulty settling into a new promotion, both in terms of meeting the new role's demands and adapting to possible changes in relationships with colleagues.
- Job security worries - Concerns about job security, lack of career opportunities, or level of pay.
- Bullying or harassment.
- Blame culture - where people are afraid to get things wrong or to admit to making mistakes.
- Weak or ineffective management - this leaves employees feeling they don't have a sense of direction.
- Over-management - this can leave employees feeling undervalued and affect their self-esteem.
- Multiple reporting lines - unclear chains of command, with each manager asking for their work to be prioritised.
- Lack of communication - Failure to keep employees informed about major changes to the business, causing them to feel uncertain about their future.
- Poor physical working environment - eg excessive heat, cold or noise, poor lighting, uncomfortable seating, faulty equipment, etc.
Conflict at work can also be a common area of stress, see managing conflict.
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Workplace stress audit
Monitoring your business for potential sources of stress by carrying out a systematic stress audit using a checklist or questionnaire to consider key areas of stress.
Colleagues and managers may notice a range of signs from someone suffering from stress.
It can also help you to assess the risks of stress that people in your business may face as part of your health and safety risk assessment.
Carry out a stress audit
A stress audit involves talking informally to staff to find out if they have any concerns. This can be either individually or in groups. Let employees know why you are carrying out the exercise and what you're trying to achieve - ie that you hope to prevent future problems or cure any existing ones.
If you have safety representatives, involve them in your plans and decision-making. Always respect the confidentiality of staff.
A useful exercise is to ask staff to list the three best and worst things about their job and whether any of these put them under excessive pressure.
You can also use questionnaires to gather the same information. Although there's a range of commercially available questionnaires, you may be better off developing your own checklist to fit the particular needs and working conditions of your business.
There are a number of key areas you should consider:
- work scheduling and the type of work
- working relationships with colleagues
- the level of communication and reporting
- the physical working environment
- employees' expectations of their work
Don't forget to monitor your own stress levels. See manage your own stress.
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Signs of workplace stress
How to detect symptoms of stress in individuals and groups such as poor performance, tiredness and irritability and an increase in sick leave.
Colleagues and managers may notice a range of signs from someone suffering from stress.
These signs include:
- tiredness and irritability
- reduced quality of work
- indecisiveness and poor judgement
- loss of sense of humour
- physical illness such as headaches, nausea, aches and pains
- seeming jumpy or ill-at-ease, or admitting to sleeping badly
- increased sick leave
- poor timekeeping
- changes in working day patterns - perhaps by staying late or taking work home
Signs of stress in groups
You should also look for signs of more widespread problems among groups of employees, for example:
- arguments and disputes between staff
- general absenteeism
- an increase in grievances and complaints
- greater staff turnover
For information on identifying and managing some of the causes of stress managing conflict.
You also need to watch out for signs that your own stress levels are rising. See manage your own stress.
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Reduce stress in your workplace
How to reduce work-related stress levels in your business - from reducing employees' workloads to giving them more autonomy and ensuring holidays are taken.
Once you have found possible stress problems in your business, you can then take steps to tackle the causes.
Work-related stress
You can try the following measures to deal with work-related stress:
- If overwork is causing people to feel stressed, consider how you might reduce their workload. Ensure targets are challenging but realistic. Help people to prioritise work, cutting out unnecessary tasks and providing time-management training if necessary. Encourage delegation of work where possible, and try to delegate work yourself.
- Make sure staff take their holiday entitlement - and take your own.
- Check individuals are well-matched to the jobs you give them. Make sure your recruitment and selection procedures help you to achieve this.
- Make sure every employee has a well-defined role - and that they know what this is.
- Review people's performance so that they know how they're doing and you can identify any training they may need.
- Where possible give employees more autonomy, allowing them to plan their work schedule and decide how to tackle problems.
- Adopt a management style that encourages employees to discuss problems with you. Provide them with opportunities to feed back to you or express ideas about their work.
- Keep staff informed about your business' direction and make sure you tell them about significant changes to the business.
- Ensure you have effective disciplinary and grievance procedures to tackle bullying and harassment.
Non work-related stress
Consider the following ways of tackling personal-life stress:
- Encourage employees to achieve a better work/life balance. See promote healthy work-life balance in your business.
- Take a sympathetic and consistent approach to any personal problems that employees may have - for example a relationship break-up or family illness. See common causes of personal stress.
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Common causes of personal stress
Non-work factors can cause stress to your employees affecting their work, such as divorce, family illness, bereavement, moving house and debt problems.
Sometimes people may suffer from stress that isn't caused by work-related issues but instead has an external cause from their personal life.
Common external causes of stress include:
-
relationship difficulties or a divorce
- serious illness in the family
- caring for dependants such as children or elderly relatives
- bereavement
- moving house
- debt problems
Remember that personal life causes of stress can also affect you as an owner-manager or self-employed person. See manage your own stress.
How to manage causes of personal stress
Unlike workplace stress, you don't have a legal responsibility to tackle personal causes of stress among employees. However, but you should remember that issues can have a major impact on their performance and affect your whole company. So it's a good idea to adopt a sympathetic and understanding approach.
Offering employees paid time off, or suggesting more flexible working arrangements, can be practical ways to help them deal with their problems. Your approach should be consistently applied. You can develop a written policy if appropriate. See time off for personal commitments and emergencies.
You may want to suggest that an employee seeks professional help from their doctor. You could also point them in the direction of 91Ï㽶»ÆÉ«ÊÓƵ groups such as Relate or Alcohol Concern.
However, there's a risk you could be seen to be interfering, so it's important to use your judgement to decide whether this is appropriate.
Always respect employees' confidentiality if they tell you about personal problems they are facing.
Stress - whatever its origins - can lead to mental ill health, including anxiety and depression. See 91Ï㽶»ÆÉ«ÊÓƵing employees with mental ill health.
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Stress management training and counselling
How courses in time management and other skills, promoting healthy living and counselling services may help employees manage their stress more effectively.
Training courses may help business owners, managers and employees deal with work pressures more effectively.
Appropriate courses may include those covering areas such as:
- time-management
- leadership skills
- assertiveness
- communication skills
- relaxation techniques
You can search our to check if there are any upcoming stress management courses.
Managers may also benefit from training to identify signs of stress in others and to assess the impact of their managerial style on staff.
Helping employees deal with stress
It can also be a good idea to promote healthy living, which can help people keep fit and deal with workplace stress more effectively. You might do this by providing health information and education - or perhaps by organising keep-fit, yoga or relaxation classes.
You may want to consider whether stress counselling would be appropriate for your business. Some organisations pay for confidential one-to-one counselling sessions for their employees, who can discuss both work and non-work related problems with a professional counsellor. But such schemes - known as Employee Assistance Programmes - can be expensive and are typically used by larger businesses.
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Manage your own stress
Identifying and tackling stress in yourself, including the common physical and emotional symptoms and tactics for coping with stress such as relaxation techniques.
Owner-managers and self-employed people need to learn to spot the signs of their own stress and take steps to tackle it.
Signs that you might be experiencing stress yourself could include:
- poor judgement and indecisiveness
- difficulty in concentrating
- a lack of assertiveness
- irritability, aggressiveness, depression or loss of sense of humour
- physical symptoms such as breathlessness, headaches, chest pains, nausea, sleeplessness, high blood pressure and constant tiredness
Stress can be worse if you work alone. If you have no one to confide in, it can be easy for things to get out of hand.
This can be a particular problem for owner-managers who don't have the 91Ï㽶»ÆÉ«ÊÓƵ of a management team. They may feel under pressure to work through periods of stress to ensure the continuity of the business. Although employees expect the managing director to know what to do in a given situation, you may in fact need help yourself.
In addition, business owners often have significant capital invested in the business, putting added pressure on key decisions.
One way of dealing with this is to network with people running businesses of a similar size to talk through each other's problems.
You might even bring in a mentor to help you cope with the pressures of running your business.
How to cope with stress
If you are suffering from stress, you need to try to:
- identify and tackle the underlying causes
- practise relaxation techniques
- improve your diet and cut back where appropriate on smoking, alcohol and caffeine consumption
-
do regular exercise
- avoid regularly working long hours if at all possible
- make sure you take holidays
Find out about .
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Support people affected by traumatic events
What you can do to 91Ï㽶»ÆÉ«ÊÓƵ and accommodate colleagues and employees after a traumatic event such as a natural disaster or serious accident.
A 'traumatic event' could be:
- a natural disaster, such as flooding or other severe weather causing injuries and deaths
- a terrorist attack or serious accident
- other situations in which a person feels extreme fear, horror or helplessness
It can be helpful for those who work with people who have been affected by a traumatic event or experience to try and understand the effects that this can have on people.
When dealing with someone who has been through a traumatic event, remember that people will react very differently. While some people may want to talk about their experiences, others may not. People are likely to experience a range of emotions and feelings.
If you do need to 91Ï㽶»ÆÉ«ÊÓƵ people who have experienced trauma try to bear in mind the following:
- Be yourself - even if you don't know what to say. Acknowledging what they have been through can help.
- Ask how they are feeling, as it may not be obvious. Don't worry if they get upset - this is a natural reaction. Remember that they may not wish to talk about the incident. Ask them if there is anything you can do.
- It may be difficult for them to feel motivated or to meet deadlines, and their ability to concentrate may be affected. Allow them to work at their own pace and allow time off, or ask if they would rather work at weekends, when it may be quieter.
- With their permission, it may be helpful to inform colleagues about the situation. They may need information, advice and education about trauma and/or loss.
- Ask about arranging extra help and 91Ï㽶»ÆÉ«ÊÓƵ for them. Let them know about any work 91Ï㽶»ÆÉ«ÊÓƵ services or groups. It may be helpful for them to take short breaks.
- Understand that they may be dealing with a number of issues and emotions.
- Help by treating them the same as everyone else.
- Understand that their feelings are likely to change over time.
- It can be helpful to discuss with them setting new plans and challenging projects.
See managing employee bereavement.
Post-traumatic stress disorder (PTSD)
PTSD is a psychological and physical condition that can occur after experiencing or witnessing traumatic events. Northern Ireland has one of the world's highest rates of PTSD.
PTSD is not the only psychological condition that can result from a traumatic event. Many people will develop other conditions such as phobias, for example not wanting to get in a car after witnessing a major road traffic accident.
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Support employees with mental ill health
How you can 91Ï㽶»ÆÉ«ÊÓƵ those with mental ill health, including depression and stress-related conditions including being flexible and seeking expert advice.
There are many common types of mental ill health. The most common forms include anxiety, depression, phobic anxiety disorders and obsessive compulsive disorders.
People with these types of diagnosed mental health issues may be regarded as having a disability under the Disability Discrimination Act. You must not treat a disabled person less favourably for a reason relating to their disability, without a good reason.
See discrimination against disabled people.
Mental health issues - which may be mild, moderate or severe - can affect anyone. These issues can be related to or triggered by a number of factors including:
- work-related stress
- relationship breakdowns
- bereavement
- other work or personal difficulties
For more information, see common causes of personal stress.
Mental health issues are one of the most common factors in long-term sickness absence. However, many employees with these conditions may continue to work without displaying obvious symptoms. For example, an employee with a depressive illness may work quite normally, particularly once any medication, counselling or other therapies begin to work.
As with many stress-related conditions, warning signs could include:
- irritability, tiredness
- erratic timekeeping
- neglecting appearance or personal hygiene
- being quieter than usual or being reluctant to participate in meetings, social exchanges or events
How you can help employees with mental ill health
As an employer, you can give special consideration to mental health issues by:
- keeping an open mind
- learning the facts about mental health disorders
- being flexible
- seeking expert advice and guidance
Your line managers' listening skills can be particularly useful for helping to manage mental health issues. You may wish to provide managers with specialist training in dealing with employees suffering from severe anxiety or depression.
If workers feel able to talk about their concerns, this should be encouraged.
You could arrange an informal meeting, perhaps over lunch or coffee, to find out what sort of 91Ï㽶»ÆÉ«ÊÓƵ they may require.
Treat mental health in the same way as you would when dealing with other potentially sensitive issues at work. Workers may benefit from being asked open-ended questions which allow them to talk about what is happening and why, and being assured that all discussions are in confidence. It is important to remember that they may find it difficult to talk. You could arrange an alternative time and date to discuss the issue, and pose specific questions for them to consider and address when you meet again.
You can also help employees who are suffering from mental health problems by:
- enabling them to work flexible hours, so they can have time off if they need it, or during an especially difficult time
- making sure they can work in the most congenial space - this may mean enabling them to move their desk or work station to a place where they feel most comfortable and secure
See managing and 91Ï㽶»ÆÉ«ÊÓƵing employees with mental ill health.
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Seven key ways to manage stress at work
Practical tips on how to effectively manage and reduce stress in your business to protect employee wellbeing and prevent productivity loss and sickness absence.
Work-related stress can cause major problems in a business. It could reduce productivity, lead to sickness absence and increase staff turnover. You have a legal duty to ensure that your employees aren't made ill by their work, including stress-related illness.
Dealing with stress helps to ensure the wellbeing of your employees and yourself. Follow these tips to effectively manage stress.
1. Carry out a workplace stress audit to find out if stress is a problem for your business. This can involve a questionnaire or talking informally to employees.
2. Look out for the signs of workplace stress. This can include irritability, increased sick leave and reduced quality of work.
3. Help staff prioritise their workloads, and set realistic targets. Make sure that no employee feels they have too much or too little responsibility.
4. Make sure that staff take their holiday entitlement. See know how much holiday to give your staff.
5. Where possible give employees more control - allow them to plan their work schedule and decide how to tackle problems.
6. Be sympathetic when employees are suffering from personal-life stress such as an illness in the family or a bereavement. Offering flexible working arrangements can help. See time off for personal commitments and emergencies.
7. As an owner-manager or self-employed person, it is important to manage your own stress. You can try practising relaxation techniques, living a healthy lifestyle and avoid regularly working long hours.
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Maintain personal protective equipment
In this guide:
- Personal protective equipment (PPE)
- Does your business need personal protective equipment?
- Buy the right personal protective equipment
- Types of PPE: helmets and headgear
- Types of PPE: eyewear
- Types of PPE: footwear
- Types of PPE: hand and arm protection
- Types of PPE: clothing
- Maintain personal protective equipment
- Personal protective equipment exemptions
Does your business need personal protective equipment?
Working out whether your business is affected by the Personal Protective Equipment at Work Regulations, including risk assessment and who should pay for it.
Every business by law must maintain a safe working environment. The key to complying with this is to carry out a health and safety risk assessment. This involves spotting workplace hazards and taking steps to reduce the risk of harm they may cause.
Certain businesses will need to use personal protective equipment (PPE) to minimise workplace risks. Workers must use PPE and clothing if their health and safety can't otherwise be properly protected.
Employers must provide any necessary PPE to employees free of charge. If you are self-employed, you must obtain PPE for yourself.
Do I need PPE?
PPE should be seen as a last resort. Decide whether processes can be carried out differently to minimise risk instead.
Carry out a health and safety risk assessment to see what PPE your business needs.
Before purchasing equipment consider carefully what you need and whether separate items are compatible. For example, do protective goggles make it difficult for a respirator to fit properly?
You must also ensure that all PPE meets set standards - see buy the right personal protective equipment.
Businesses in certain sectors are obliged to provide protective equipment under regulations that override PPE legislation. See personal protective equipment exemptions.
Public Health guidance is available on the .
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Buy the right personal protective equipment
Choosing protective kit that's suitable for the risks, workplace conditions and the wearer including the types of protective equipment you should provide.
Before purchasing any personal protective equipment (PPE), you need to carry out a health and safety risk assessment.
Under PPE laws you may need to provide:
- protective clothing, eg aprons, gloves, footwear, helmets, high-visibility waistcoats and clothing which gives protection against the weather
- protective equipment, eg eye protectors, respirators and safety harnesses
PPE equipment or clothing must be:
- appropriate to the risks and workplace conditions
- suitable for the ergonomics and state of health of the employee
- capable of fitting the wearer correctly, eg helmets with adjustable chin straps
- CE marked to meet the standards set out in the regulations
The British Standards Institution (BSI) is one organisation that can give a CE mark to show that a product meets the requirements of all relevant European Union directives. It can also give a Kitemark - its own quality mark - to equipment such as respiratory masks.
What should I check?
Check that all equipment is compatible and suitable for all the jobs it's needed for. A supplier should be able to advise you on the suitability of equipment.
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Types of PPE: helmets and headgear
Types of protective headgear for safety in the workplace, activities for which it may be required such as building work, and what to look for when purchasing.
Workers in a wide range of situations and activities may need personal protective equipment (PPE) for the head
Activities that need protective headgear
The following types of work might need protective headgear to ensure safety:
- construction and building work
- work near hoists, etc
- tree-felling
- work where there is potential for objects falling from height
- blasting work, eg in quarries, open cast mining, etc
- low-level fixed objects, eg pipework, machines or scaffolding where there is a risk of collision
Types of protective headgear
Employers must provide any necessary PPE it to employees free of charge. If you are self-employed, you must get any PPE you need for yourself.
There is a range of headgear you can consider, including:
- crash or climbing helmets intended to protect in case of a fall
- safety helmets to protect against falling objects
- bump caps to protect against striking fixed obstacles, scalping or entanglement
- caps or hairnets to protect against scalping or entanglement
- ear defenders
Workers who need protective headgear may also need protection for other areas of the body.
Ear protection
Some workers may need ear defenders but you should only use them as a temporary measure while you are developing proper control measures. You should not use them as an alternative to controlling noise by technical or organisational means. You must provide hearing protection to all workers exposed to noise levels where:
- The lower exposure action value is a daily or weekly average noise exposure level of 80 decibels. At this level you should provide information and training and make hearing protection available
- The upper exposure action value is set at a daily or weekly average noise exposure of 85 decibels. Above this you must take steps to reduce noise exposure, such as engineering controls or other technical measures. You must ensure workers use hearing protection must if you cannot control the noise by these measures, or while you are planning or carrying out these measures.
No worker should be exposed to noise over 87 decibels (taking hearing protection into account).
High-level peak sound pressures present a risk to hearing from immediate and permanent hearing loss. You must take action if an employee is likely to be exposed to peak sound pressure levels of 137 decibels or above, and place an absolute limit of 140 decibels (which can take account of hearing protection).
Workers who need protective headgear may also require protection for other areas of the body.
What should I look for?
Aim to buy a range of sizes and enough spares to cover any damaged or lost equipment.
It's also worth buying headgear with adjustable chin straps. This gives some flexibility if you haven't given each worker their own equipment.
Ensure that any headgear you buy works with any other PPE that your workers need, such as respirators, goggles or ear defenders.
Some types of headgear, such as helmets worn by motorbike riders, are not suitable.
Ongoing considerations
It's important to carry out regular inspections to check that equipment is still up to the job.
For example, this may involve:
- checking for surface cracks
- making sure adjustable straps aren't frayed or broken
- cleaning sweatbands.
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Types of PPE: eyewear
Providing the correct level of eye protection for your workforce and yourself including equipment such as goggles, what to consider and who will need it.
Certain workers will need personal protective equipment (PPE) for their eyes to minimise the risks from their work.
Those who will need extra protection for the eyes include people who work with:
- Dangerous substances such as chemicals - see managing hazardous substances.
- Machinery and tools - including activities such as welding, grinding or cutting.
- Pressurised gases.
- Hazardous sources of very bright light - 'artificial optical radiation' (AOR). The majority of light sources used at work are safe and you don't need to take further action. You need to manage risks to the eyes posed by hazardous sources (for example lasers and welding).
If you employ people in these or similar roles, you must provide any necessary protective equipment free of charge. If you're self-employed and carry out work of this nature, you must use the required protective equipment yourself.
Types of eye protection
There's a range of eye protection you can consider in these and similar situations, including:
- safety spectacles
- safety goggles
- face shields
What should I consider?
Check that the equipment is suitable for the job. For example, are the glasses resistant to impact, chemicals, metal splashes or intense light? Will you workers wear the glasses in hot conditions and mist up? Will goggles fit under a helmet if necessary? You should also consider whether for users who wear spectacles will need prescription lenses.
Make sure you buy enough spares to cover any equipment which is damaged or lost. You should issue eye protection to each worker or clean them before re-issue. Provide cases or dust covers to protect the lenses from scratches and dust.
Some eye protection, such as swimming and ski goggles, is not covered by the .
Ongoing considerations
Carry out regular inspections to check the equipment is still up to the job. This may involve cleaning the lenses and checking for scratches. See maintain personal protective equipment.
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Types of PPE: footwear
Choosing the right protective footwear for yourself and your employees such as safety boots, the tasks they are needed for and what to consider.
Personal protective equipment (PPE) for the feet can help reduce the risk of certain workplace hazards.
Roles that need protective footwear
Workers in a range of roles may need protective footwear, including:
- construction and building work
- operation of mechanical equipment
- work involving manual handling
- work involving exposure to chemicals
- work involving a risk of heavy items being dropped on the worker's feet
- work in wet conditions especially if footwear needs to be washed and disinfected for hygiene reasons
- work in a flammable atmosphere
For information about some of these roles, see safe manual handling at work.
Types of protective footwear
Protective footwear you should consider includes:
- safety boots or shoes, eg with steel toe-caps
- safety wellington boots - for outside workers such as tree fellers or cattle herders
Check protective footwear is suitable for the job. Consider whether yu need:
- footwear with slip-proof or chemical-resistant soles
- entirely waterproof or insulated shoes or boots o protect against electrical hazards
- steel toed footwear that has a midsole to protect against injury
Considerations
Where protective footwear is necessary, employers must provide it to employees free of charge. If you are self-employed, you must use PPE if you need it.
You will need to buy footwear to fit an individual so it makes sense to make employees partly responsible for maintenance.
This shouldn't replace a regular equipment check in the workplace but employees should be aware of the signs of wear and tear. See maintain personal protective equipment.
Maintenance of footwear should include:
- regular cleaning
- checking for worn-out soles
- splits in the uppers
- replacing broken or frayed shoelaces
- making sure any protective covering is intact
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Types of PPE: hand and arm protection
Choosing protection for the arms and hands, such as gloves, cuffs and elbow protectors to protect from hazards like cuts, chemicals, infection and vibration.
Workers in many roles may come into contact with substances or conditions that pose a risk of harm to their hands or arms. If you can't reduce these risks in some other way, you must use personal protective equipment (PPE) to do so.
Risks to arms and hands
The types of hazard that may cause harm to the arms and hands include:
- abrasion
- temperature extremes
- cuts and punctures
- dangerous substances such as chemicals
- electric shock
- skin infection
- disease or contamination - see diseases, infections and allergies in the workplace
- vibration - see safety of workplace machinery, equipment and tools
Types of hand and arm protection
The types of equipment that you might use to protect hands and arms include:
- gloves
- gauntlets
- mitts
- cuffs
- armlets
- elbow protectors
If your employees need PPE, you must give it to them free of charge. Self-employed people must get it for themselves.
What should I look for?
You need to ensure the equipment is up to the job and does not add to the risk. Consider what the wearer will need the equipment for and whether it is compatible with other equipment. Does it need to be fireproof or strong enough to prevent piercing by sharp objects, for example?
Ongoing considerations
Maintenance should include regular cleaning and checks for wear and tear. See maintain personal protective equipment.
.
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Types of PPE: clothing
Choosing protective equipment for the body and legs to protect you and your employees from risks like extreme temperature, electric shock and chemicals.
Personal protective equipment (PPE) to protect the body and legs includes a range of safety clothing.
Risks to the body and legs
Certain work activities and situations may put workers at risk of harm to their body and legs. These include:
- work in extreme temperatures - eg in a cold store
- work in adverse weather
- work where there's a risk from contact with chemical or metal splash
- construction and other outdoor work
- food processing
- welding
- work where there is a risk of electrocution
- work in laboratories
- work on roads, railways or quarries
Types of protective clothing
The type of equipment you need depends on the type of hazard that your business deals with. Equipment which protects the body and legs includes:
- overalls
- boiler suits
- specialist protective clothing, such as chain-mail suits, high-visibility clothing and insulating/conductive clothing
- leggings
- gaiters
If your employees need PPE, you must give it to them free of charge. Self-employed people must get it for themselves.
Consider the health and safety risks for people working outdoors. Take measures to .
What should I look for?
You need to check the equipment is suitable for the job. Does the material need to be waterproof or chemical-proof for example?
You should also ensure any protective clothing and equipment meets PPE laws.
Ongoing considerations
You should carry out regular maintenance to ensure any protective equipment and clothing is still suitable for the job. Check for rips and tears in the material and regularly wash items such as overalls.
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Maintain personal protective equipment
Complying with personal protective equipment regulations and maintaining protective equipment, including the eight main areas to consider in order to comply.
There are eight key areas that you should check to ensure you follow personal protective equipment (PPE) rules:
- Assessment of need - carry out a risk assessment. See does your business need personal protective equipment?
- Compatibility - where more than one piece of PPE is worn or used the items must be compatible.
- Maintenance - all equipment must be regularly maintained and replaced. You should follow the manufacturer's maintenance schedule, such as recommended replacement periods.
- Storage - all equipment should be well looked after and stored properly. For example, pegs for weatherproof clothing or a dry, clean cupboard for overalls. Keep smaller items like goggles in a protective case or box.
- Use - themake the user aware of why they need to use PPE what its limitations are. Make regular checks to ensure workers are wearing PPE. You should also learn and show employees how to spot signs of wear and tear in equipment.
- Training - employers, employees and the self-employed have duties to use PPE properly and make sure it does not increase the risk of an accident.
- Records - keep records of all PPE equipment on your premises and a schedule for when checks and replacements should be made.
- Reporting loss or damage - employees must notify their employer if equipment is lost or damaged. Ensure they are aware of this.
If you do not comply with the PPE regulations, you could face:
- a fine of up to £20,000 and prison sentence of up to six months (magistrate's court)
- an unlimited fine and/or two years in prison (crown court)
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Personal protective equipment exemptions
Check if personal protective equipment exemptions apply or if there is an exemption such as equipment for playing competitive sports or non-protective clothing.
The Personal Protective Equipment at Work Regulations do not apply to:
- ordinary work clothes and uniforms which do not protect the health and safety of the wearer
- equipment used for playing competitive sports
- portable devices for detecting and signalling risks and nuisances
The PPE regulations don't apply where other laws already oblige employers to provide personal protective equipment. These are the:
If you're unsure of your obligations, call the HSENI Helpline on Tel 0800 032 0121.
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Reduce the risks of objects falling from height
In this guide:
- Work safely at height or in a confined space
- Assess the risks of working at height
- Planning to work safely at height
- Roof, platform and walkway safety for working at height
- Reduce the risks of objects falling from height
- Working safely in confined space
- Assess the risks of working in confined spaces
- Manage the risks posed by working in confined spaces
Assess the risks of working at height
Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.
You must consider the risks of working at height as part of your overall health and safety risk assessment.
Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.
Injuries are often caused by falls from:
- ladders
- incomplete scaffolding
- roofs and roof edges - particularly fragile roofs
- gangways and catwalks
- vehicles
- fragile roofllights
The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.
As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.
Employer responsibilities
Employers, the self-employed managers and supervisors have a legal duty to ensure:
- all work at height is properly planned
- those working at height are competent or supervised
- the risks of working on or near fragile surfaces are properly controlled
- equipment for working at height is properly inspected and maintained
Reduce the risks
You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.
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Planning to work safely at height
How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.
You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.
When planning work at height you must make sure:
- all work is properly planned and appropriately supervised
- all work takes account of weather conditions that could endanger health and safety
- those involved in work at height are trained and competent
- the place for working at height is safe
- equipment for work at height is appropriately inspected
- the risks from fragile surfaces and falling objects are properly controlled
- you have plans in place to cover emergencies
- you have rescue plans in place
Safe working platforms
Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.
All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.
Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.
Safety equipment
Where you cannot eliminate the risk of a fall, you must use or other measures that will minimise the consequences of a fall. This may include nets or airbags.
Alternatively, you might raise the floor level using a temporary platform.
If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.
Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.
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Roof, platform and walkway safety for working at height
The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.
Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.
It's vital to ensure existing structures such as roofs and working platforms are safe.
Platforms and existing structures must be stable. They must 91Ï㽶»ÆÉ«ÊÓƵ the weight of workers who need to use them and any equipment or materials they may need.
Make platforms safe
You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.
Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.
Choosing equipment
There are many types of platform, including:
- tower and general scaffolding
- mobile and suspended equipment
- mobile elevating work platforms
The type of equipment you use will depend on the:
- working conditions and duration of work
- number of users
- risks of erecting the structure
Your health and safety risk assessment should help you choose the most suitable type of equipment to use.
You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.
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Reduce the risks of objects falling from height
Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.
When people are working at height you must consider the risk of objects falling onto somebody or something below.
Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.
Key steps to prevent objects falling
Follow these key steps to reduce the risks:
- For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
- Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
- On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
- Toe boards also prevent anyone kicking items off the edge of platforms.
- Providing a covered walkway is another way to protect people below.
- If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
- Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
- Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
- Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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Working safely in confined space
Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.
Confined spaces can pose certain health and safety risks for workers.
What is a confined space?
A confined space has two defining features:
- it is a place that is substantially (though not always entirely) enclosed
- serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen
Confined spaces can include:
- areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
- open-topped chambers such as vats, combustion chambers in furnaces, ductwork
- closed, unventilated or poorly ventilated rooms
Industries that work in confined spaces
There are many types of industry which typically require employees to work in confined spaces. For example:
- agricultural workers may have to work in silos
- surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
- telecommunications engineers may have to work in enclosed drains
- workers cleaning out and maintaining storage vessels and vats
- workers maintaining or installing equipment, service cables and pipes
Confined space safety law
You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the .
See assess the risks of confined spaces and manage the risks posed by confined spaces.
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Assess the risks of working in confined spaces
Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.
Under the Confined Spaces Regulations, you must:
- carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
- assess the level of risk the hazards pose
- decide whether you need to take steps to manage these risks, including putting emergency arrangements in place
Typical hazards in confined spaces include:
- lack of oxygen
- poisonous gases
- fumes or vapours
- liquids or solids, eg grain, filling the space
- fire and explosions
- dust
- high temperature
.
Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden 91Ï㽶»ÆÉ«ÊÓƵ beams.
While some risks may be a feature of the confined space itself, the particular work activities can cause others.
For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.
You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.
Smoking is now banned in any enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.
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Manage the risks posed by working in confined spaces
Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.
First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.
If you can't do this, you must plan a safe way to carry out the work.
Confined space safe system of work
Your system might include:
- appointing a supervisor
- checking individuals are suitable for the work
- checking the size of the entrance
- providing ventilation
- testing the air
- providing special tools and lighting
- providing breathing apparatus
- people working in teams, with an observer present at all times
Permit-to-work system
You may need to organise a which will involve:
- identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
- ensuring contractors don't operate outside the system
- training and instruction on the issue of permits
- monitoring the system to check it works
Emergency procedure
You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:
- communications from inside the confined space to people outside so that rescue procedures can start
- providing suitable rescue and resuscitation equipment
- having properly trained people ready, who are fit and capable of using any equipment provided for rescue
- first-aid procedures
- how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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Planning to work safely at height
In this guide:
- Work safely at height or in a confined space
- Assess the risks of working at height
- Planning to work safely at height
- Roof, platform and walkway safety for working at height
- Reduce the risks of objects falling from height
- Working safely in confined space
- Assess the risks of working in confined spaces
- Manage the risks posed by working in confined spaces
Assess the risks of working at height
Identifying common causes of falls in your business and their likelihood such as falls from ladders, scaffolding, roofs, gangways, catwalks and vehicles.
You must consider the risks of working at height as part of your overall health and safety risk assessment.
Look at the risk of all falls in your business. You need to take precautions where anyone might fall a distance that could cause personal injury.
Injuries are often caused by falls from:
- ladders
- incomplete scaffolding
- roofs and roof edges - particularly fragile roofs
- gangways and catwalks
- vehicles
- fragile roofllights
The poor selection, use and maintenance of equipment can lead to falls. For example, using a ladder because it's easier than erecting a tower scaffold can be dangerous. Workers should only use ladders for low risk, short duration work, eg work which takes minutes not hours to complete.
As well as the risks posed by the work at height itself, consider those caused by falling objects and by accessing the work location. For example, climbing on and off a roof or using ladders can pose significant risks.
Employer responsibilities
Employers, the self-employed managers and supervisors have a legal duty to ensure:
- all work at height is properly planned
- those working at height are competent or supervised
- the risks of working on or near fragile surfaces are properly controlled
- equipment for working at height is properly inspected and maintained
Reduce the risks
You must avoid work at height where possible. Workers must use equipment to prevent or minimise the consequences of falls where working at height is the only option. Equipment may include preventative measures like scaffolds and mobile elevated work platforms (MEWPs), such as cherry pickers. You should only consider using personal protection equipment, eg work restraints, to minimise the consequences of a fall when collective preventive measures are not possible.
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Planning to work safely at height
How to identify ways of reducing the risks of falls, such as using safe working platforms, planning work properly and providing appropriate training.
You need to take steps to reduce the risks of falls that could cause personal injury to anyone on your premises or site. This includes employees, visitors and contractors.
When planning work at height you must make sure:
- all work is properly planned and appropriately supervised
- all work takes account of weather conditions that could endanger health and safety
- those involved in work at height are trained and competent
- the place for working at height is safe
- equipment for work at height is appropriately inspected
- the risks from fragile surfaces and falling objects are properly controlled
- you have plans in place to cover emergencies
- you have rescue plans in place
Safe working platforms
Where possible you need to ensure the work is carried out from a safe working platform. This may be an existing structure, such as a flat roof. If the existing structure isn't suitable you'll have to provide a safe working platform, such as a mobile elevated work platform. All work should be be carried out from inside the basket.
All work on a roof is high risk and high safety standards are essential however long the work will take. You must identify the risks before the work starts. Make sure you provide the necessary equipment, appropriate precautions and systems of work and that workers use them.
Remember that workers should only use ladders should light work for short periods (15-30 minutes, depending on the task). Use them as a means of access, rather than as a work platform.
Safety equipment
Where you cannot eliminate the risk of a fall, you must use or other measures that will minimise the consequences of a fall. This may include nets or airbags.
Alternatively, you might raise the floor level using a temporary platform.
If lifting or manual handling forms part of the work, such as moving heavy equipment or materials up to a height, you could consider using lifts and hoists to reduce the risk of accidents.
Anyone working with this type of equipment must have the appropriate training. They must have the skills, knowledge and experience to set up and use it.
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Roof, platform and walkway safety for working at height
The steps you should take - and the equipment you can use - to make working on roofs and platforms safe including scaffolding, duckboards and guard rails.
Accidents can happen to people maintaining, cleaning, demolishing and inspecting building roofs. Remember, working on a roof can be dangerous. A fall from a roof will generally cause serious injury.
It's vital to ensure existing structures such as roofs and working platforms are safe.
Platforms and existing structures must be stable. They must 91Ï㽶»ÆÉ«ÊÓƵ the weight of workers who need to use them and any equipment or materials they may need.
Make platforms safe
You must food platforms on firm ground or on a stable structure to prevent them from moving. For example, you should tie scaffolding to an existing structure following the manufacturers' or designers' instructions.
Consider using covers over fragile roof lights and other fragile surfaces. You must erect guard rails, boards or other barriers, such as toe boards, to stop anyone falling off the edge of platforms or roofs, or through holes in the floor.
Choosing equipment
There are many types of platform, including:
- tower and general scaffolding
- mobile and suspended equipment
- mobile elevating work platforms
The type of equipment you use will depend on the:
- working conditions and duration of work
- number of users
- risks of erecting the structure
Your health and safety risk assessment should help you choose the most suitable type of equipment to use.
You need to ensure that all work equipment, including tools, is well maintained and checked regularly. Remove all equipment from the platform at the end of the working day, and switch off any power supplies.
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Reduce the risks of objects falling from height
Methods to prevent injuries and damage caused by falling equipment, tools, materials or debris including platforms, toe boards, netting and covered walkways.
When people are working at height you must consider the risk of objects falling onto somebody or something below.
Any hand-held equipment such as drills or saws can be dropped or knocked over the edge of a platform or walkway. Materials such as nails, pieces of wood and debris can also represent a significant hazard.
Key steps to prevent objects falling
Follow these key steps to reduce the risks:
- For work over public areas, a double-boarded platform with a polythene sheet in between the boards prevents small items such as nails and bolts from falling.
- Platforms should be made so that materials or objects can't fall and cause injury to anyone or anything below. Close-boarded platforms are usually safe enough.
- On scaffolding and tower scaffolds consider using brick guards, netting or other suitable protection to prevent materials falling.
- Toe boards also prevent anyone kicking items off the edge of platforms.
- Providing a covered walkway is another way to protect people below.
- If you're using a cradle, harness or mobile elevated working platform, use mesh or netting underneath the equipment to prevent anything falling.
- Covered chutes are an effective and quick method of removing debris from work areas. This is much safer than throwing items over the side of a platform into a skip below.
- Tools such as drills and trowels can be attached to safety lines. If they're accidentally dropped, the line prevents them falling below the work area.
- Remember that bad weather can cause difficulties for outdoor work, with wind blowing materials and equipment off platforms. If the weather is particularly severe, you may have to stop work to prevent putting people at risk.
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Working safely in confined space
Confined spaces, from storage tanks, silos and drains to vats, can pose risks to workers industries such as agriculture, installation and telecommunications.
Confined spaces can pose certain health and safety risks for workers.
What is a confined space?
A confined space has two defining features:
- it is a place that is substantially (though not always entirely) enclosed
- serious injury can occur from hazardous substances or conditions within the space or nearby, eg a lack of oxygen
Confined spaces can include:
- areas with limited openings such as storage tanks, silos, reaction vessels, enclosed drains, sewers
- open-topped chambers such as vats, combustion chambers in furnaces, ductwork
- closed, unventilated or poorly ventilated rooms
Industries that work in confined spaces
There are many types of industry which typically require employees to work in confined spaces. For example:
- agricultural workers may have to work in silos
- surveyors working on building sites or in domestic settings may have to crawl underneath floorboards or in cellars
- telecommunications engineers may have to work in enclosed drains
- workers cleaning out and maintaining storage vessels and vats
- workers maintaining or installing equipment, service cables and pipes
Confined space safety law
You must ensure that any work carried out in a confined space, where there is a risk of serious injury, complies with the .
See assess the risks of confined spaces and manage the risks posed by confined spaces.
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Assess the risks of working in confined spaces
Identifying typical hazards in enclosed spaces and analysing the chances of their occurring including lack of oxygen, poisonous gases, fumes and fire.
Under the Confined Spaces Regulations, you must:
- carry out a risk assessment to identify potential hazards to safety caused by work in confined spaces
- assess the level of risk the hazards pose
- decide whether you need to take steps to manage these risks, including putting emergency arrangements in place
Typical hazards in confined spaces include:
- lack of oxygen
- poisonous gases
- fumes or vapours
- liquids or solids, eg grain, filling the space
- fire and explosions
- dust
- high temperature
.
Anyone working in confined spaces is also at risk from physical dangers such as knocking their head or limbs against protruding structures such as metal struts or wooden 91Ï㽶»ÆÉ«ÊÓƵ beams.
While some risks may be a feature of the confined space itself, the particular work activities can cause others.
For example, fumes from welding equipment could deplete oxygen levels and increase the risk of fire or explosion.
You must train anyone working in a confined space for the task in hand. You should check that working in a confined space won't trigger or make worse any medical conditions such as a bad back, claustrophobia or breathing problems such as asthma.
Smoking is now banned in any enclosed public places, workplaces or company vehicles used by more than one person. You must display a no-smoking sign at the entrance to your premises and in vehicles.
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Manage the risks posed by working in confined spaces
Safe systems, specialist tools, equipment, air testing, ventilation and emergency procedures to reduce the risks of working in confined space.
First you must consider whether the work in the confined space is really necessary. Consider whether you could carry out the work without entering the space. Better work planning or a different approach can reduce the need for confined-space working. If, for example, you need to inspect the inside of a silo you could tackle the work from outside the space using specialist equipment with cameras and sensors.
If you can't do this, you must plan a safe way to carry out the work.
Confined space safe system of work
Your system might include:
- appointing a supervisor
- checking individuals are suitable for the work
- checking the size of the entrance
- providing ventilation
- testing the air
- providing special tools and lighting
- providing breathing apparatus
- people working in teams, with an observer present at all times
Permit-to-work system
You may need to organise a which will involve:
- identifying the person who can authorise jobs and who is responsible for stating required precautions such as emergency procedures and air testing
- ensuring contractors don't operate outside the system
- training and instruction on the issue of permits
- monitoring the system to check it works
Emergency procedure
You must also put an emergency procedure in place before the work starts in case there is an incident. Effective arrangements for raising the alarm and carrying out rescue operations are essential. The contingency plan will depend on the nature of the confined space, the risks identified and the likely nature of the emergency rescue. This will cover:
- communications from inside the confined space to people outside so that rescue procedures can start
- providing suitable rescue and resuscitation equipment
- having properly trained people ready, who are fit and capable of using any equipment provided for rescue
- first-aid procedures
- how to contact the emergency services and what information about the particular dangers in the confined space will be given to them on their arrival
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Manage risks from substances which can trigger allergies or asthma
In this guide:
- Diseases, infections and allergies in the workplace
- Risk of diseases, infections and allergies in the workplace
- Managing risks from diseases and infections in the workplace
- Prevent the spread of coronavirus and other respiratory infections in the workplace
- Handling an outbreak of infection or disease in the workplace
- Manage risks from substances which can trigger allergies or asthma
Risk of diseases, infections and allergies in the workplace
How to understand the risks to your staff and business from diseases, infections and allergies, including specific risks for certain types of business.
Every business is at risk from problems caused by diseases, infections and allergies.
For example, there may be an outbreak of a disease among the general public which could make it hard for the business to continue.
You should consider:
- Do you have contact details for your staff so you can contact them and let them know if you expect them to come into work?
- Could you cope if many of your employees were too unwell to attend work?
These issues could be covered in a business continuity plan. See business continuity and crisis management.
Make sure you consider the possible risks of diseases, infections and allergies when conducting your health and safety risk assessment. See health and safety risk assessment.
Specific industry risks for infections
Certain types of business do work which includes specific risks of infection. For example:
- People involved in providing healthcare may come into contact with body fluids or other clinical waste. They need to be aware of clients who may be immuno-suppressed and need special care to protect them from infection.
- People whose work involves cleaning or processing sewage (including plumbers) may need to clean up waste or other materials which could be carrying infectious materials.
- Beauticians, tattooists or body piercers will be exposed to small amounts of blood.
- Trades that work with animals can be at risk from diseases transmitted by animals. For example, farms and vets.
Materials that can cause allergies
Asthma and allergies in the workplace may also be a problem. You may need to take particular care if you deal with:
- latex
- straw
- plants
- chemicals, such as fume from solder or some car spray paints
- animal hair
- flour dust
Food business risk
If your business deals with food, you must take precautions against food-borne infections and ensure your customers are aware of any allergy risks. Contaminated food could lead to halted production, recalled products and a damaged reputation.
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Managing risks from diseases and infections in the workplace
Introducing policies and procedures to reduce incidences of disease and infections at work to protect your employees, clients and any other visitors.
If your workers are exposed to risks of infection you may need to consider some of the most serious risks:
- Hepatitis
- HIV
- Tuberculosis
Reducing risks of infection
A first step is to go through your processes to see if there are ways of reducing risks. For example:
- Can processes that might lead to contact with body fluids or other infectious materials always be carried out in areas that are easy to clean? Can the right protective equipment be easily at hand?
- Can you avoid using sharp instruments such as needles, glass or metal? If not do you have sharps disposal containers readily available?
- Do you provide gloves or other protective equipment?
- Do all staff have access to clean toilet and hand washing facilities for their own use?
Assessing specific groups for infection risk
Your assessment of infectious risks should consider risks to:
- yourself
- your employees
- any clients or other visitors to your workplace
Do you need to make provisions for anyone who is particularly at risk to infection? This might include people who are old, ill, young or pregnant.
You and your employees may well pick up infections from one another in the same way as you might from friends and family outside work. Infections that are just as likely to be caught outside the workplace as in it are not your responsibility under health and safety law.
Taking action to prevent infection
Once you have done your risk assessment you should implement safe working practices. If the risk is low and you have only a few employees (eg a small hairdressing salon) this will involve some very simple steps to ensure everyone has the right information. If you work in healthcare or other businesses where the risks of infection are high, you will need to ensure employees are trained and competent for the work they do and follow safe procedures.
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Prevent the spread of coronavirus and other respiratory infections in the workplace
How your business can use measures such as handwashing and social distancing to reduce the risk of spreading coronavirus and other infections.
Coronavirus is still circulating in the community.
Protective measures
Where staff are in the workplace, employers are encouraged to carefully consider what practical measures might be suitable for their settings.
These may include:
- hygiene and sanitary measures, such as regular handwashing
- some form of social distancing, ideally of no less than one metre where practicable
- mechanical or natural ventilation
- the use of physical barriers
- wearing face coverings in communal areas
- testing
See welfare facilities at work for information on the handwashing facilities you must provide.
You must consult with all your employees on health and safety. This does not need to be complicated. You can do this by simply listening and talking to them. Your employees are often the best people to understand the risks in the workplace. See consult your employees on health and safety.
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Handling an outbreak of infection or disease in the workplace
What you must do if there is an outbreak of disease in your workplace and how you can avoid disruption, including reporting incidents to HSENI (RIDDOR).
If your business is hit by an outbreak of disease or infection, your first step should be to seek expert advice on how to deal with it.
Reporting outbreaks
There are a range of infectious diseases that, by law, you must report to your local authority if an outbreak is suspected. A doctor who makes the diagnosis must make this report. This applies even if the diagnosis is suspected rather than confirmed.
Some diseases are very infectious and present a problem for public health, such as TB or blood borne viruses. You must report these to the Public Health Agency. In these cases, contact the Public Health Agency on Tel: 0300 555 0114 and ask for the "Duty Room" for their advice.
You must report diseases caused by work to the Health and Safety Executive for Northern Ireland (HSENI). Examples include:
- hand-arm vibration
- carpal tunnel syndrome
- chemical poisoning
- chrome ulceration
You are required to do this by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR). You can . You can also see first aid, accidents and ill-health for more information about reporting incidents to HSENI.
Minimising disruption
An outbreak of disease may be highly disruptive to your business. To minimise the impact, you should put business continuity procedures in place. For more information, see business continuity and crisis management.
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Manage risks from substances which can trigger allergies or asthma
Identify and minimise the risks of employees or customers having allergic or asthmatic reactions to certain materials in the workplace, such as dust and mould.
Some substances that you or your staff may be exposed to at work can cause asthma, or make existing asthma worse. This can include chemicals and 'naturally occurring' substances and things such as grain dust, flour dust, animal dander, mould spores, mites, etc.
Just as with other substances hazardous to health, you need to:
- assess the risks, provide adequate control measures, ensure the safe use and maintenance of these substances
- provide information, instruction and training
- in appropriate cases, carry out health surveillance
Contact with some substances can also cause .
If your employees develop an allergy you'll need to ensure you take steps to protect them. You can or see managing hazardous substances.
Managing allergies also means taking steps to protect your customers. An obvious example of this is in the food industry. You should use clear labelling to make sure that customers with allergies can avoid products that might trigger a reaction. See labelling food products.
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