Health & Safety Handbook 2013

Contents
Introduction ........................................................................................................................................................ 2
Risk Assessment ............................................................................................................................................... 3
First Aid .............................................................................................................................................................. 7
The Incident File ................................................................................................................................................ 9
Personnel ......................................................................................................................................................... 10
Individual Student Record................................................................................................................................ 11
Student Issues ................................................................................................................................................. 11
Student Complaints Procedure ........................................................................................................................ 12
Student Disciplinary Procedures ..................................................................................................................... 14

1
Introduction
We have a duty of care to look after the students and ensure that they are not at risk when attending our
summer courses. Much of this responsibility lies with the staff in the schools who have direct contact with the
students. In this you share responsibility with the Group Leaders for those students who are part of a group.
Our responsibility as a company is to make sure that you are aware of what is required and how to go about
it. We are here to give you advice and support should anything untoward occur. However, prevention is
always better than cure so we aim to put measures in place to minimize the risk of anything happening which
could have been avoided.

In the following pages you will see examples of the type of risks that students face in summer schools and
receive information about conducting Risk Assessments, which should be the starting point in your thinking
and preparation. All of this will help you to be aware of what could go wrong and put in place measures to
prevent it.

Staffing against the risk is also very important so we have created various roles within the staffing structure
at each centre which will allow you to delegate aspects of the care of juniors to specific staff on your team. In
some cases the role will be taken by a member of the management team, in others it will be another member
of staff.

You will also need to know what steps to take to deal with some of the more day-to-day care issues so we
have produced a more specific policy regarding complaints, bullying and discipline. There are a number of
notices which should be copied and placed on the student and/or staff notice boards.

Current legislation on the care of juniors does not specifically include language schools so the degree of
advice that is directly available to us is limited. However, the standard-setting document that we base our
planning upon is: the National Minimum Standards for Boarding Schools. Much of what is contained in these
documents is not directly applicable to our situation so we need to select according to what is relevant.

The basic premise in all of this is that we need to do all that is necessary to look after the students in our
charge and to take all reasonable steps to protect their safety and security.

The younger the student, the greater the potential vulnerability and therefore the higher the degree of
supervision and care required. However, students of all ages will need our supervision and guidance.

We need to show that we are aware of the risks and have taken steps to prevent them. It starts here with
planning and preparation for the courses and is followed by this information and staff induction.

2
Risk Assessment
Upon arrival at your summer school premises for set-up, you enter a world that carries a range of potential
risks for your students. An essential part of centre set-up is checking out the facilities and environment that
you will be living and working in and identifying the risks. This applies most immediately to the campus and
its immediate vicinity but should then be extended first to the activities which take place on-site and then to
those which take place off-site. Risks can therefore range from trailing electrical wires to students larking
about with the emergency exit towards the rear of a coach during an excursion.
One of the first tasks for the management team during set-up is to conduct a risk assessment. This involves
an examination of the condition of the premises being used and the effects of the activities that may be
taking place both there and on external events such as excursions.

A risk assessment should identify how risks arise and their effect on those involved. We start by locating
hazards both actual and potential. A hazard is anything which has the potential to cause harm and can be a
substance or object, a method of working or an aspect of the environment. Risk is the likelihood of potential
harm being realised and is normally measured as high, medium or low. Once a hazard has been identified
and the risk evaluated, a course of action to remove or limit the risk should be found. The situation should
then be revisited to check that all is well.

In using premises owned and managed by an external organisation such as a boarding school, the only
course of action if a hazard has been identified concerning condition of premises may be to flag the hazard
up to the organisation and recommend the best course of action. This should then be logged and the
response monitored. Where the hazard concerns activities more direct action may be instigated.
To assist in this process, we have provided a standard form below in this handbook on which to list hazards,
the level of risk involved and action to be taken to reduce or eradicate the risk.

Areas to be covered are as follows: (please note this list is not exhaustive and individual centres may find
other areas that are applicable to them)

Accommodation check – see if:

- exits are clearly labelled

- fire doors unblocked and functioning
- fire equipment has been properly maintained. Check its condition.
- you can get a copy of the university’s fire evacuation procedures and plan your own fire drills
- window and doors are safe. In particular that upper floor windows have safety restraints and ground floor
windows only have ventilation opening i.e. access cannot be gained from outside
- there is access to balconies and parapets (especially, but not exclusively, in high-rise blocks) – are these
safe? Are there safety notices prominently displayed?
- in multi-bedded accommodation upper bunks are safe and surrounded by a safety rail
- the carpets are well fitted and there are no loose edges that could cause a fall
- showers have non-slip surfaces or mats. Is there enough privacy?
- kitchens are open to our students. If so, is there any loose lino or other floor covering? What electrical
equipment is available to us and is it working – any loose/trailing wires?
- security arrangements for entering residences are adequate and are available to us: i.e. keys, cards,
security codes. Enforce a rule that all external or fire doors must be shut properly at all times and not
propped open for convenient entry/exit
- lifts are in good condition – what is the maximum capacity? What does one do in an emergency?
- stairways are in good condition – are there any loose stair fittings/banisters? Are there any low landing
rails that might be a danger to larking students?
- general security is covered, i.e. CCTV, night wardens, lockable doors and other security arrangements

Classroom check – see if:

- windows are safe, there is any loose carpet/dodgy electrical equipment/trailing wires, chairs and desks in
poor condition – sharp edges, danger of collapse etc.
- ventilation is reasonable in hot weather
- stairways and landings in classroom block are safe, check fire exits and fire equipment etc

3
Dining-room – check on:

- condition of furniture
- general hygiene
- fire exits and fire equipment
- provision for special dietary needs
- be aware of hazards at meal times, such as spilt liquids during meal times etc.
- avoid long queues on slippery surfaces
- avoid obstruction of communal areas

Social facilities – check:

- condition of common rooms

Sports facilities – check:

- equipment in sports halls, presence of ropes, wall bars and other potential hazards, lighting etc
- note facilities such as climbing walls (out of bounds) and fitness rooms (out of bounds)
- outdoor swimming pools – is access protected with a surrounding wall and lockable entrance?
- An indoor swimming pool – access and supervision – is there a deep-end? How shallow is the
shallow end? Have a strict policy on diving. Lifeguards – are we or the school/college providing
them?
- Please check the ratio of lifeguards to students with the Operations Manager. It varies from pool to
pool.

Externally on campus:

- security CCTV / wardens – check whether they are provided by us or the school?
- note out-of-bounds areas; signpost, inform staff and s – be vigilant
- lakes / outdoor swimming pools when unsupervised, assault courses, any areas where building work
is taking place – are these properly cordoned off?
- is there a main road near campus – if so, how busy is it?
- do tractors or other non-conventional vehicles based locally use the campus?
- is the campus in a hilly position with sudden drops – if so, are they railed off?
- presence of animals on campus
- areas open to student in free time
- public access onsite – is it allowed?
- badly lit areas, incl. footpaths – split sites getting from one point to another? Are there any areas to
be avoided where incidents have occurred in the past?

Activities on campus – assess the risk involved in all programmed activities beforehand:

- check that the proper supervision with staff/student ratios are adhered to
- type of equipment will be used – what are their conditions like?
- are staff properly trained/inducted in the activities/use of equipment/management of students etc?
- are lifeguards aware of their responsibilities e.g. not to sit in a corner and read a book but to be
actively watching over the students in and around the pool.
- avoid any Activity of a potentially hazardous nature such as archery, shooting, horse-riding (except
at professional riding school with permission of parents)
- use of barbecues by BSC staff (where applicable)
- free time activities: what can students do unsupervised – are there risk areas?

Activities off campus – assess the risk involved in all such activities:

- check that the proper supervision with staff/student ratios are adhered to
- are staff properly trained to manage excursions?
- every student / member of staff must have their BSC ID card
- do staff and students all know the emergency procedures? e.g. if someone gets lost, there is a road
accident, emergency phone contact with summer school, 999, road and traffic training for students
and Group Leaders
- wearing of seat belts in coaches, no moving about in the aisle by students when in transit
- managing a group on London Underground – do the staff know where everyone is? Are they safe?
- care and consideration for locals

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People management skills:

- what are the relationships between staff members like? e.g. inappropriate behaviour between staff or
students?
- what are the relationships among student like, e.g. inappropriate behaviour between particular groups of
students/nationalities?
- presence on campus of members of the public or school staff – e.g. are they somewhere where they
shouldn’t be?
- is there any bullying going on?
- any signs of abuse – verbal or physical?
- students with special needs – are there any dietary requirements staff should know of? Do students have
any physical disabilities which they need assistance with?

Recording the Risks

Some examples of risks and action to be taken.

On-Site Facilities
There should be a set place where records of numbers of staff and students on site is kept as well as a clear
record of where people are housed including a rooming list. This will be required by the college or school
within 24-48 hours of students and Leaders arriving as a safety measure so keep a copy for yourself and
give a copy to the hall and conference staff. In cases where the college does the rooming you should ask
them for a copy.

Examples of risk and appropriate action to be taken:

Accommodation

Hazard Method of controlling risk

Well signposted
Fire escapes
Students instructed as to their location

Have rules for their use – e.g. walking on the left of

Stairways and lifts stairs/limited use of lifts/clear notices in cases of lift
breakdown.

Outside Areas

Hazard Method of controlling risk

Poorly lit Well supervised

Areas with rough surface Warning students at induction not to run

Informing students of the route they should use to

enter/exit site and not to use other routes. Clear campus
Escape routes off site
maps with out of bounds areas highlighted or at least
areas only to be used by students highlighted.

5
Canteen

Hazard Method of controlling risk

Slippery surfaces (split drinks or food) Make sure canteen has wet surface signs

Overcrowding Ticketing system or staggered entry system for eating

On-Site Activities
Depending on your centre again you need to assess the various activities that are offered at your centres but
the list below should help.

Sport

Hazard Method of controlling risk

Lifeguard must be on duty

Swimming
Check ratios + certificates

Students wear appropriate clothing/footwear

Sports general Make sure all staff are aware of first aid procedure/designated first-aider and
where the first aid box is located

Arts and Crafts

Hazard Method of controlling risk

Materials Make sure they are not toxic (those supplied by Head Office shouldn’t be)

Scissors Scissors: use children’s scissors in younger centres

Other On-Site Activities

Supervision levels must be kept up on all activities.
Students reminded and ‘forced’ into attending all activities
Constant ‘sweeping’ by staff to ensure students are where they should be.

Off-Site Excursions
Examples of risks and action to be taken:

Hazard Method of controlling risk

Losing students
Check that all students have ID card when leaving the site with emergency
contact number and address.
Copy of map to be given to each student.
Clear meeting point marked out on a map.
Concept-check students understand where they should meet.
Constant head counts.
Not leaving minors unsupervised.

6
First Aid
First aid can save lives and prevent minor injuries becoming major ones. Under health and safety legislation
employers have to ensure that there are adequate and appropriate equipment and facilities for providing first
aid in the workplace. Although, according to the Health and Safety Executive, a summer school is classed as
a low risk workplace, it is still good practice to include first aid provision.

The requirements for First Aid are in the Health and Safety (First Aid) Regulations 1981. Emergencies are
covered by the Management of Health and Safety at Work Regulations 1992.

First Aiders
There is a legal requirement under the First Aid at Work Regulations 1981 for a fully stocked First Aid box to
be provided for the employees on the work premises. The level of provision of trained personnel in First Aid
depends on the employer’s assessment of the risk involved in the work their employees do. In the case of
schools, the level of risk of accident compared to that of a construction site is very small. ARELS
recommends that there should be one trained First Aider for every 50 employees/students on the premises.

There is no legal requirement to have a trained First Aider although it is strongly recommended. There must,
however, be an ‘Appointed Person’ in charge of the First Aid box and knowledgeable in emergency
procedures. In addition, all BSC staff should know what to do in the case of an accident.

School Nurse
In some centres there will also be a school nurse. Nurses will not issue medication but offer listening,
sympathy, assessment, advice, guidance and minor practical assistance with taking temperature, blood
pressure, applying dressings, etc.

Accident Procedure
If an accident occurs, the First Aider and Centre Manager or senior manager should be informed
immediately. Following this, the procedure is detailed below:

- If necessary, telephone for an appropriate emergency services (dial 999)

- Nominate a member of staff to accompany the injured person to hospital
- Make every effort to contact the parent(s) of the student or relative or the adults involved via the Centre
Manager
- Contact Head Office immediately via the Centre Manager
- Make no statement to any member of the press
- Please complete an Accident Record in the Accident Book located in the Course Office

FAQs on First Aid

Who are the First Aid personnel at the summer school?
This will be made known to you during induction.

How do I contact a First Aider?

Each First Aider will have a mobile phone/walkie-talkie. All staff should know how to contact a First Aider.

Where is the first aid equipment situated?

This will be made known to you during induction. It is usually located in a course office and near to hand
washing facilities. All first aid containers are marked with a white cross on a green background.

Who is responsible for maintaining the first aid equipment on campus and ensuring that excursion
first aid kits are provided?

7
The Social Managers will ensure that excursion first aid kits are provided for each excursion. A member of
BSC staff will also have responsibility for maintaining the first aid equipment. This person will be made
known to you at induction.

What is the procedure for an isolated incident (e.g. on a sports playing field) at the summer school?
Call the first aider and a member of senior management so that he/she can assess the situation. Do not
attempt to treat the child yourself. If necessary, call ‘999’.

If a child has an injury or is ill, what should I do?

Call a First Aider. If necessary and the injury appears serious, call ‘999’ immediately. Inform management
immediately.

If I am on an excursion and a child is injured, what should I do?

Either contact the First Aider with your group or contact the emergency services immediately if it appears
serious. Ensure that there is another BSC member of staff with you and do not leave the group you are with
unless there is another member of staff present. Accompany the student to the hospital.

If the child has a cut or graze which looks like it needs a plaster, what should I do?
Call a First Aider immediately.

Are first aiders allowed to give tablets and medications to casualties?

HSE guidance states that first aid at work does not include giving tablets or medications to treat illness and
such items should not be kept in the first aid box.

If the student brings their own medication, what should happen?

Any important medical information about students will have been made known to BSC in advance of their
arrival. Any such medication should be handed to the Centre Manager when students arrive. This will then
be stored in a lockable cupboard/box.

Some staff and students may carry their own medications such as inhalers for asthma or EpiPens containing
injectable adrenaline for the treatment of severe allergic reactions. These medications should have been
prescribed by a doctor. Students who administer their own prescribed medication will have to produce written
instructions and disclaimer from their parents. Any administration will be monitored by a member of the BSC
management team or a first aider.

Does the local doctor’s surgery and hospital know about our summer school?
Yes. The summer school is registered with the local doctor’s surgery and local hospital.

What is the accident book for?

BSC keeps a record of any first aid treatment given by first aiders and appointed persons.

This should include:

- the date, time and place of incident

- the name (and class) of the injured or ill person
- details of the injury/illness and what first aid was given
- what happened to the person immediately afterwards (for example went home, resumed normal
duties, went back to class, went to hospital)
- name and signature of the first aider or person dealing with the incident.

8
The Incident File
Overall Observation
- Make notes on your campus walk / assessment and induct staff in the key areas from Day 1. It is
important to build a culture of awareness within the summer school so that unforeseen events can be
minimised and dealt with effectively if they happen.

- Retain your assessment in the Incident File. NB: Record ALL incidents in this file and also fire drills.

- Inform the Operations Manager whenever an incident occurs. It is for you to decide what constitutes a
significant incident which you need to report.

- Please remember to record also minor events in the log in case parents or agents come back to us in
the future. Such information is also of great benefit to us in future planning for the avoidance of
accidents where possible by making our staff more aware and our facilities safer.

Incident Reports should be filled in immediately. They are confidential documents which should be kept in a
safe place and not left lying around the office. Send in a copy to your Operations Manager.

Incident Report

Centre ___________________________________

Student / group name ___________________________ Group code _________

1. Details of incident / complaint:

2. Action taken

Signed _______________ Signed _______________

(BSC staff member) (Student / Group Leader)

Date _______________ ___

Centre Manager signature __________________

9
Personnel
Welfare Officer
Reports to Centre Manager

Approach to Role
The key ingredient is to be approachable and supportive so that Group Leaders, students and members of
staff feel that they can bring issues to you in confidence and that they will be acted upon. Also to be alert to
behaviour amongst students or staff to students that may seem inappropriate.

Key Points
1. Together with the Centre Manager ensuring that procedures for complaints are in place so that all
Group Leaders, students and staff are aware of them. This should be an integral part of the induction
process for students and staff. Specific examples are as follows:

- what to do if a student has an accident

- claims or suspicions of bullying
- claims or suspicions of abuse
- there is an outbreak of contagious illness

2. Monitoring student welfare on an ongoing basis through informal talks with Group Leaders, staff and
students.

3. Taking appropriate action under the guidance of the Centre Manager in cases of the above.
Contacting the appropriate person in Social Services in cases of suspected child abuse.

4. Maintaining the incident log.

5. Ensuring that all staff, students and Group Leaders are fully aware of fire procedures and that fire
drills take place on a regular basis.

6. Liaising with the School or College regarding the use of any of their First Aid Equipment and co-
operation with College First Aid staff where applicable.

7. Overseeing the Guardians of individual students where applicable. In small centres if there are no
guardians, the guardian role should be taken by the nominated Welfare Officer.

NB. Matters of discipline should be dealt with by Centre Manager only.

10
Individual Student Record
Name of Buddy Group Leader:
Name of student:
Nationality:
Age:
Room number:
Departure details
Parents’ telephone number and address:

Date of meeting Student’s signature

1.

2.

3.

4.

5.

6.

7.

Student Issues
The following should be made up as posters for display on the student notice board.

Need help?
Look in your welcome pack to see who you should go to if you have a question.

The appointed Welfare Officer for this centre is: ___________________________

The First-Aiders at your centre are: _____________________________________

Remember someone from the management team is always on call on : ___________

and will help you with any problems or queries you may have no matter what the time of day.

A member of Head Office staff will visit this centre regularly and may also be contacted at any time should
you wish to speak to someone outside of the centre. Their 24 hour emergency number is: _____________

11
Student Complaints Procedure
If you have any problem that you wish to discuss, it is best to start with the people above. In most cases,
these people will be able to resolve dissatisfactions without the need for further action. However, if the matter
relates to the actions of one of these staff or you feel that the matter has not been resolved satisfactorily, you
should refer the matter in writing to the Operations Manager at Head Office. The Operations Manager will
investigate the matter and respond in writing within 3 working days. Written complaints should be posted to
the Operations Manager at:

British Study Centres, The Shaftesbury Centre, Percy Street, Swindon SN2 2AZ.

What Happens Next?

BSC takes all complaints seriously and an immediate investigation will be carried out. We will reply within 3
working days from when we receive your complaint. If it is not possible to give you a full reply within this time
- for instance, because a detailed investigation is required - we will give you an interim response, telling you
what is being done to deal with your complaint, when you can expect the full reply and from whom.

Bullying Policy
Instances of abuse of students by adults is thankfully rare. However, you need to set up a culture of vigilance
among staff. Society is fully aware of the need to protect our young from potential abuse as evidenced by a
raft of recent legislation and routine police checks on those applying to work with children. Staff need to be
conscious of the risks and alert to signs of potentially odd behaviour by any adult whether within or coming
into contact with the summer school. These should be reported to you immediately. Below is a list of details
on our Bullying procedure at BSC.

Keeping a record If reports of bullying are made is important that detailed notes are kept (on an incident
report) by the Welfare officer of the incident(s) which should include the following:

- Date
- Time
- Place
- Name and status of other person involved
- Precise events
- The effect of the incident
- Name(s) of any witness(es)
- Action taken including any person to whom the incident has been reported.

Informal Resolution
Differences of attitude and culture and the misinterpretation of social signals can mean that what is
perceived as harassment and bullying by one person may not seem so to another. Therefore, every effort
should be made to resolve the issue informally in the first instance if this is possible and appropriate. During
or as soon after the incident as possible, it should be made clear to the alleged harasser that the incident
was not welcomed and should not be repeated. It is important that every effort is made to resolve allegations
of harassment and bullying as early as possible; this is likely to make informal resolution of the situation
easier to achieve.

12
Formal Resolution
Formal resolution may be pursued where the individual regards attempts at informal resolution as
inappropriate, or informal attempts to resolve the matter have been unsuccessful. The formal complaint
should be made in writing to the Welfare Officer.

Once an individual has made a formal complaint, he/she is entitled to expect the welfare officer to instigate a
formal investigation which will be conducted in accordance with the Complaints Procedure.

Any discussion will be confidential and no further action will be taken without the consent the individual
concerned. In some cases the allegation may be so serious as to require immediate action (such as invoking
the Disciplinary Procedure or involving the police); for example if it involves a criminal offence or serious
misconduct. In such circumstances BSC may be compelled to take action irrespective of the individual's
wishes; however wherever possible such action would take place after consultation and with the consent of
the individual.

Monitoring
If a complaint is upheld, BSC will designate an appropriate person to monitor the situation to ensure that the
harassment and bullying has stopped (usually the Welfare Officer).

13
Student Disciplinary Procedures
Discipline is rarely a major problem in summer schools. Most of the students we get are pleased to be with
us, they have not come to cause trouble and they are happy to join in. There are, however, a tiny minority
who take the opportunity to misbehave There are a variety of reasons for this:

- They feel that it “doesn’t count” as they are abroad.

- They feel as if they have been “packed off” by their parents.
- The herd mentality.

This is an over simplification, of course, since there can be as many reasons as there are students. What we
have to do is to work out how to deal with misconduct. Aggressive suppression only serves to create a
confrontation mentality. Finding a reason can often be the key. Here are the procedural guidelines in the
unlikely event that misconduct should occur:

- Defuse any situation as soon as possible (remove the protagonists/calm those involved/etc).
- Record all disciplinary issues, however small, on an incident report as soon as possible. Try to
ascertain a precise version of events.
- Management staff should then speak to all those involved. In the event of a serious problem, Head
- Office should be informed (via your Operations Manager).

The disciplinary steps to be taken are as follows:

1. Talk to the student, decide if it was a one off or if it needs to be taken further.

2. If you feel that punitive measures are in order, contact Head Office then get the Group Leader to
phone/fax the student’s parents informing them of the situation (threatening to do this is a powerful
deterrent).

3. A written warning is issued and a “conduct contract” is signed (in which the student recognises their
behaviour and agrees that if it happens again they will be sent home).

4. In extreme cases, the student is sent home or to another centre. This is only ever used as a very last
resort. At this stage the Operations Manager will be involved

Most situations do not get past step one. That is why step one is vital. There is a place for a controlled burst
of shouting, but better results are obtained by a quiet talk. Bear in mind that some students won’t understand
what is being said to them, but they will all know why it is being said. Ask the Group Leader to translate – it
may turn out that there’s a good reason for their actions.

If a number of students have caused a problem, always speak to them individually. Our ethos, as far as
discipline goes, is very much about avoiding conflict. There may be times when you will have to lay down the
law, yet always bear in mind that the student must understand not simply that they are in trouble but why.
Make students see that their disruptive behaviour is not a thorn in the side of the staff, but of the other
students.

Remember to keep a written (and signed by all involved parties) record of any disciplinary issues.

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Written Warning

Date:.

To whom it may concern,

Further to a verbal warning, the following student(s) currently taking part in a summer school programme at
has/have now been issued a written warning.

Student Name(s):

This written warning has been necessary due to bad behaviour at the centre specifically
_____________________________________. This is unacceptable and will not be tolerated.

Please note that the BSC policy on discipline is that students are firstly issued with verbal warnings at the
centre, in the presence of a Group Leader if there is one on site. If the student’s behaviour continues to be
a disruption to the everyday running of the school then a written warning is then issued in agreement with
Head Office. A copy will be forwarded to the agent or parent of the student at this stage.
Students who continue to behave badly and disrespect the rules after a written warning is issued will be
sent home.

I do hope that in the case of the above student(s) the behaviour improves and we do not have to continue
with our disciplinary procedures.

Yours faithfully,

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 Thinking in English
www.british-study.com

Thinking in English
Junior Programme Office UK Head Office
The Shaftesbury Centre, Percy Street, 2nd Floor, 37 Duke Street,
Swindon, Wiltshire SN2 2AZ London, W1U 1LN
United Kingdom United Kingdom

Tel: +44 (0)1793 554 813 Tel: +44 (0)207 487 9030
Fax: +44 (0)1793 512 477 Fax: +44 (0)207 487 9051
E-mail: juniors@british-study.com E-mail: info@british-study.com