21310 PROCEDURE - SAFE WORKING AT HEIGHT FOR

STAFF INVOLVED IN MAINTENANCE, CLEANING AND

CONSTRUCTION OPERATIONS

Version: 6 Last Updated: 02/01/09 Review Date: 02/01/10

ECHR Potential Equality Impact Assessment: Low

1. About This Procedure

1.1. This procedure explains the principles of protecting Police Staff who
have to work at height and is aimed at members of staff who carry
out maintenance, cleaning and construction work.

2. Risk Assessments/Health And Safety Considerations

2.1. Working at height can be dangerous. Deaths and serious injuries

occur every year, with the majority of falls being from or through
roofs made of fragile materials. Many accidents occur to people who
only meant to be at height for a few minutes to have a quick look at
something. In addition the force has a legal duty under The Work
at Height Regulations 2005 and The Management of Health and
Safety at Work Regulations.

2.2. To assist managers in risk assessing this type of work activity a

model risk assessment on working at height is available in the Force
electronic information system.

2.3. Definitions

2.4. Working at height: means working in any place above

floor/ground level and includes access and egress except when
using a permanent staircase.

2.5. Fragile Surface: is any surface which you can fall through.

2.6. Working Platform: ant platform used as a place of work or access

or egress from a place of work. It also includes any scaffold, cradle,
mobile platform, trestle, gangway or gantry.

3. Procedure

3.1. Under the Work at Height Regulations, all work at height must be
properly planned and supervised. There are a number of work
activities within the force which involve working at height and these
are as follows:
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a) New building work;

b) Repair and maintenance work to roofs, gutters, lighting

etc;

c) Redecoration;

d) Cleaning including windows and;

e) Inspection

f) Changing light bulbs

g) Working on top of vehicles as part of fitting and

maintenance works

3.2. Risk Assessment

3.2.1. When planning any work, which involves working at height,

an assessment must be carried out prior to the work being
undertaken to establish the risks and put suitable control
measures in place taking account of the following:

a) Is there suitable safe access?

b) Is there adequate edge protection in the form of

handrails or parapet wall to the height of at least
910mm?

c)Are there fragile materials which a person could fall

through, such as asbestos, cement sheet or glass?

d) Are there tripping hazards or blind drops?

e) The duration of the work and proximity to the edge;

f) The equipment which is to be used, whilst at height

such as construction equipment or surveillance
equipment;

g) The slope or angle of the roof;

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h) Is there telecommunications equipment for which
safe working distances have to be followed, such as
mobile telephone transmitters, which emit
microwaves (some have a 2 metre safe working
distance and staff should not stand directly in front
of these types of transmitters)?

i) Are specialist contractors needed to erect scaffolds and

access equipment or carry out window cleaning,
abseiling or tree work?

3.3. Guidance On Safe Systems Of Work

3.3.1. Note: Working at height in poor weather conditions is only

permitted for emergency services.

3.4. Access

3.4.1. Access to height can be a major risk. A secure means of

access and egress is essential. A properly secured ladder is
the minimum. However other means of access may be
required such as scaffolds, scaffold towers and cherry pickers
depending on each situation.

3.5. Ladders Safety

3.5.1. Only ladders which comply with the relevant British

Standards (1129: 1990, 2037: 1994, 4211: 1987) shall be
used by the Force. B.S. 1129 and B.S. 2037 are divided into
3 classes:-

a) Class 1 Industrial;

b) Class 2 Light Trade;

c)Class 3 Domestic.

3.5.2. Domestic ladders should not be purchased for use in the

Force. Normally Class 1 ladders should be provided.
However, if it can be ensured that a ladder can be limited to
light work, Class 2 may be provided.
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3.5.3. Ladders should have non-slip feet, be in good condition,
carry a registered number and have been properly examined
in the previous 3 or 6 months depending upon the type.

3.5.4. A "sight line" should be painted on the outer edge of each

stile such that, when the ladder is set-up at 75° the line will
be vertical.

3.5.5. Where ladders are likely to be used in or adjacent to the

roadway they should have a 1" wide fluorescent tape fixed to
the outer edge of each stile at approximately 3 rung
intervals.

3.5.6. Metal ladders, those with metal stile reinforcement and wet
ladders must not be used where any electrical hazard exists.

3.5.7. Ladders must, where practicable, be stored under cover in

dry, airy, unheated conditions and access to them should be
kept clear. To prevent ladders from distorting they must be
stacked properly, i.e.:

a) Vertically - but lashed to prevent them falling, or;

b) Horizontally, resting on the lower stile, clear of the

ground, and supported at sufficient points to
prevent sagging.

c)Never hang ladders by the stiles.

3.6. Ladder Inspection and Maintenance

3.6.1. Every ladder should be marked with an identification number.

A corresponding entry should be made in a register. Timber
ladders should be inspected every 3 months and aluminium
ladders every 6 months (unless used in a particularly hostile
environment, e.g. sewers, in which case these should also be
inspected every 3 months). These inspections should be
carried out by an appointed person and an entry should be
made in the register. Before commencing the inspection any
fluorescent strips must be removed.

3.6.2. When inspecting a ladder the appointed person should check

for the following:
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a) General - Warping; sagging; grease or oil on treads;
the condition of metal parts, pulleys and ropes; that
the "sight line" is clearly visible;

b) Rungs/Tread - Cracks; gouges; sharp edges;

splinters; cuts; decay; loose, broken, worn or
missing rungs, or treads; makeshift repairs or
fastenings; condition of wire reinforcement;

c)Stiles - Cracks; gouges; sharp edges; splinters; cuts;

decay; wear at head and feet; condition of non-slip
feet;

d) Aluminium Ladders - These should additionally be

carefully checked for distortion and/or excessive
oxidation or corrosion;

e) Faulty ladders must be marked faulty and repaired

immediately or destroyed;

f) Preservation of timber ladders shall be achieved by

means of applying a clear varnish or by using a
transparent rot- proofing liquid (non-oily).

3.6.3. Ladders must also be checked by the user for any obvious
defects before use. If any defects are found the ladder must
be marked faulty and not used. The supervisor must be
informed and should then ensure that the ladder is either
repaired or destroyed as soon as it is practicable.

3.7. Handling Of Ladders

3.7.1. Ladders can be heavy and difficult to handle and therefore

due care must be taken to avoid strain or injury to the
person carrying the ladder, damage to property or injury to
the public. It is preferable to carry a ladder with the bottom
stile resting on the shoulder and the front end kept high
enough to clear a person’s head. Ladders should not be
dropped or jarred.

3.7.2. When transporting a ladder by vehicle, it must be firmly

secured and should not overhang by more than four feet
either end. Warning flags must be clearly visible.
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3.8. Use Of Ladders

3.8.1. Ladders are meant for light, short term work only, and a
working platform must be used for all other work.

3.8.2. Ladders must be set up on a firm, level, non-slippery base at

an angle of 75 degrees (i.e. one unit out for every four units
up). They must not lean to either side. The top of the ladder
must rest against something solid. Window sashes and
gutters, etc. cannot be relied upon as solid support. If the
ladder is too heavy or awkward for one person to set up
safely, assistance must be sought.

3.8.3. If at all possible the ladder must be lashed at the stiles at the
top. Alternatively the ladder may be fixed at the base by
means of stakes and guys, blocks, cleats or sandbags. As a
last resort a ladder may be footed by a person but this is
effective only for ladders up to 5m (16ft.).

3.8.4. In certain circumstances it may be dangerous to foot a

ladder, e.g. where a glazier is replacing a pane of glass.

3.8.5. If a ladder is used as a means of access to get to a higher

level it must rise a sufficient height above the landing place
(about 1m) where people will get off, unless some other
adequate hand hold is available.

3.8.6. If there is a danger of the base of the ladder being knocked

by doors, materials, vehicles, etc. it must be protected by
warning signs and/or barriers.

3.8.7. If working over an area in which the public or other

employees are likely to pass such persons must be protected
by warning signs and/or barriers.

3.8.8. Wherever possible both hands must be kept free to grip the
stiles when ascending or descending a ladder. The use of
tool belts and shoulder bags can sometimes allow this to be
done. Special care should be taken to avoid dropping items
from ladders.

3.8.9. The rung 3 rungs from the top of a ladder is the highest to be
used for climbing.
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3.8.10. Persons should not overreach when working on a
ladder.

3.8.11. All treads must be kept free of grease, oil and mud
and other substances likely to cause persons to slip.

3.8.12. Mud, grease and oil etc. must be cleaned from boots
before ascending ladders.

3.8.13. Where ladders are used regularly in the same location,

consideration shall be given to installing a fixture (e.g.
eyebolts) to the structure to which the ladder can be lashed.

3.8.14. It is forbidden for more than one person at a time to

work from the same ladder (except for storming buildings,
when special ladders will be used).

3.8.15. The minimum overlaps for the two sections of an

extending ladder are:

a) Sections up to 5m closed length - 1½ rungs;

b) Sections between 5m and 6m - 2½ rungs;

c)Sections over 6m - 3½ rungs.

3.8.16. Where a run of ladders rises a vertical distance of 9

metres or more above its base, where practical there should
be suitable safe landing areas at suitable intervals.

3.8.17. Unless demonstrated by a risk assessment that it is

not practical it should be possible for the user to have a
suitable handhold when a load is carried up a step ladder.

3.9. Steps And Trestles Safety

3.9.1. Steps and trestles must always be spread to their fullest

extent.

3.9.2. Cords must be of adequate length and in good condition.

3.9.3. Where possible steps should be placed at right angles to the

work, i.e. with the front or back of the steps facing the work.
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Pulling or pushing sideways should be avoided because steps
are less stable in that direction.

3.9.4. Standing on the top step must be avoided unless it is

properly constructed as a working platform and has adequate
handholds.

3.9.5. Only one person at a time must stand on a stepladder, and if

steps are used in a doorway the door should be wedged.

3.9.6. All trestle scaffolds used by the Force must be fitted with
guardrails and toe boards regardless of whether fixed or
folding trestles are used.

3.10. Scaffolds

3.10.1. Where the scaffold is not assembled in a standard

configuration, strength and stability calculations should be
made available for the scaffold. An assembly and dismantling
plan should also be available for the staff assembling and
dismantling the scaffold.

3.10.2. When a scaffold is being assembled or dismantled,

warning signs should be placed on the scaffold informing
people that it is not safe for use. Scaffolds should only be
altered, erected or dismantled by competent persons.

3.10.3. Scaffolds must only be erected, dismantled or altered

by qualified people. Where scaffolds are to be used by Force
staff to carry out work, the scaffold must be inspected and
passed safe for use by the safety adviser. Scaffolds should
then only be used once a green safety ticket has been
attached to the scaffold. Scaffolds with red safety tickets
should not be used by Force staff, as red indicates an unsafe
scaffold.

3.10.4. General scaffolds should be at least four scaffold

boards wide and be tied into the building or structure. If the
scaffold requires sheeting or netting, a loading platform for
materials, hoists, lifting appliances or rubbish shoots,
additional ties will be required.

3.10.5. Staff or contractors using the scaffold must not make

any changes or scaffolders and inspected by a competent
person and passed as safe for use. Staff should not work on
uncompleted scaffolds.
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3.10.6. Scaffolds must have suitable ladder access. Access
ladders should extend about 1m above the working platform
and be tied to the scaffold.

3.10.7. Where scaffolds can be accessed by the public, they

should be secured using herris type fencing around the base
of the scaffold and the access ladder either removed or
secured so that no one can access the scaffold.

3.10.8. Where pedestrian walkways go underneath or near

scaffolds they should be protected by the use of fan, nets
and boarding.

3.10.9. Mobile aluminium tower scaffolds must only be erected

by staff who are trained and competent to do so. They must
only be used when fully erected with edge protection in place
and the brakes applied. Such tower scaffolds must not be
moved when anyone is still on them.

3.11. Edge Protection

3.11.1. Wherever anyone could fall from height the first line of
defence is to provide adequate edge protection. It should
consist of:

a) A main guard rail at least 910mm above the edge;

for existing structures or 950mm for new or
temporary structures;

b) A toe-board at least 150mm high;

c)An intermediate guard rail or other barrier so that

there is no gap more than 470mm.

3.11.2. Sometimes a roof parapet may provide equivalent

protection, provided it is to the height of 910mm if it does
not, extra protection will be required.

3.12. Work Platforms

3.12.1. As well as edge protection it is just as important to

provide an adequate and secure working platform. In many
cases the roof itself will provide this. If it does not e.g.
working on or near a chimney on a pitched roof, a platform
should be provided.
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3.12.2. The platform should be of suitable strength and rigid.
In the case of wheeled platforms, they should be fitted with
devices to prevent it being moved inadvertently. Platforms
should not be overloaded.

3.13. Fall Arrest Equipment

3.13.1. Providing adequate platforms and edge protection may

not always be possible or practical. In this case either safety
nets or harnesses will be required. They do not stop people
falling, but minimise the potential injuries.

3.13.2. If nets are used, they must be properly installed by a

competent rigger, and as close as possible below the roof
involved to minimise the distance of fall. Installing a net
does not mean that proper working platforms and edge
protection can be ignored, because the first priority is to stop
people falling in the first instance.

3.13.3. If harnesses are used they must be securely attached

to a significantly strong anchorage. A full body harness
should be used, attached with a fall arrester. If possible use a
fixed length of lanyard should be used if possible, to prevent
access near to the edge of the fall. If this is not possible, the
use of a lanyard, which allows additional length via an inertia
locking ratchet system, which locks on sudden jarring such
as a fall, should be used in conjunction with a fall arrester.
On buildings where access is regularly required using a
harness, consideration should be given to using eyebolts to
attach the harness line to. These must be inspected and
tested at least annually. These can be useful for operations
such as cleaning windows, where access is require from
inside out.

3.13.4. Rope access systems must comprise of two separately

anchored lines, unless a risk assessment demonstrates the
use of a second line would entail higher risks. The working
line must be equipped with means of ascent and descent and
has a self locking system to prevent the user falling. The
safety line must be equipped with a mobile fall protection
system which is connected to and travels with the user.

3.13.5. There should be suitable rescue procedures in place as

well as suitably trained staff to carry out the rescue if
necessary.
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3.14. Falling Material

3.14.1. Material such as rubbish, which could fall from height,

should not be allowed to accumulate. Nothing should ever be
thrown from a roof, and enclosed rubbish shoots should be
used, or materials lowered to the ground. Access to areas
underneath or adjacent to work at height should be protected
with the use of debris knitting, fans, covered walkways or
similar safeguards to stop falling material causing injury. If
access under the work area is not required by third parties,
the area should be secured by the use of herris type fencing.
Small tools or equipment should be attached to the operative
if possible; and loose objects should not be carried in
pockets.

3.15. Weather

3.15.1. Account should be taken of weather conditions

especially when it is very windy, since anyone carrying out
work at height can easily be blown off if caught by a gust of
wind. It can also be very dangerous in very cold and icy
conditions or heavy rain.

3.15.2. Excessive exposure to sunlight should be avoided by

wearing appropriate clothing and using sunscreens since too
much exposure to sunlight can cause skin cancer.

3.16. Fragile Roofs

3.16.1. At no time should anyone work on or pass over fragile

material, unless platforms, coverings or other similar means
are provided to adequately support them. Properly installed
safety netting beneath the roof surface will provide collective
fall protection within a protected area. Harnesses can also
be an effective solution, but if used they require adequate
attachment points. The support platform should be at leased
600 mm wide or more. Support platforms must be wide
enough to provide adequate support across roof members
and should span across at least two purlins. Using platforms
may spread the load, but will not provide enough support if
the only thing supporting the platform is the fragile material.
Walking on the lines of purlin bolts gives no protection
whatsoever. It is like walking on a tightrope and must never
be allowed. Prominent warning notices must be displayed at
the approach to fragile roof areas, where this is not practical
staff must be informed of the risk.
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3.17. Working Near Fragile Material

3.17.1. Protection is needed by anyone who passes by or

works nearer than 2 m to fragile materials, such as valley
gutters on fragile roofs, or where fragile roof lights are
provided. All fragile materials 2 m or closer to the people at
risk must be securely covered. Alternatively, edge protection
could be provided around or along fragile material to prevent
access to it. Sometimes it will not be reasonably practical to
provide such protection, and in such cases harnesses will
usually be the appropriate solution and may be used in
conjunction with any permanently installed running line
system. Prominent warning notices must be displayed at the
approach to fragile roof areas, where this is not practical staff
must be informed of the risk.

3.18. Working On Sloping Roofs

3.18.1. On traditional pitched roofs the greatest number of

casualties is from people falling from the eaves. Full edge
protection at each level will normally be required for work on
sloping roofs. The longer the slope and steeper the pitch, the
stronger the edge protection needs to be to withstand the
person falling against it. On some larger roofs, the
consequences of sliding down the whole roof and hitting edge
protection may be such that intermediate platforms on the
work side are needed to prevent this happening.

3.19. Roof Ladders

3.19.1. Slates and tiles do not provide a safe footing especially

when they are wet. Properly designer roof ladders or
crawling boards are an essential aid to any work on sloping
roofs. Roof ladders should bear on the opposite roof and not
rely the ridge tiles for support as these can easily break
away. Gutters should not be used to support any ladder.

3.19.2. Roof battens can be an alternative to roof ladders, but

if relied on it is essential that their strength is established
beforehand.

3.20. Working On Flat Roofs

3.20.1. Work on a flat roof is high-risk, and unless the roof

parapet provides equivalent safety, temporary edge
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protection will be required during most work on flat roofs.
Both the roof edge and any openings in it need to be
protected. Where possible the edge protection should be
supported from ground level, e.g. by scaffold standards, so
there is no obstruction on the roof. If the building is too high
for this, the roof edge up stand can support the edge
protection providing it is strong enough. Edge Protection can
also be supported by frames, counterweights or scaffolding
on the roof. For short duration work the use of harnesses
attached to a secure point should be provided.

3.21. Short Duration Work

3.21.1. During short duration work that lasts minutes rather

than hours, it may not be reasonably practical to provide
edge protection, but this still needs to be considered during
the assessment and should not automatically be discounted.

3.21.2. Mobile access equipment can provide both the edge

protection and a working platform. It can do away with the
need to fully scaffold and can be particularly appropriate for
short duration or minor work.

3.21.3. Where it is not practical to provide a final edge

protection, a securely attached safety harness must be
provided.

3.22. Work Over Or Near Water

3.22.1. Where there is a risk of falling into water, life

preservers should be provided in addition to any other safety
equipment. If the work is of long duration, the use of a safety
boat and qualified lifesaver should also be considered.

3.23. Building Sites And Access To Scaffolds And Buildings

Under Construction

3.23.1. When accessing building sites, the site office must be

visited first and the site manager informed of the visit, who is
being seen, and where. The site manager should escort
visitors on site and make them aware of the hazards. It is a
legal requirement to wear a hard hat on site. Scaffolds or
structures should not be accessed if they appear unsafe.
Potential hazards are unprotected drops, falling objects and
plant such as cranes.
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3.24. Inspections of Places of Work at Height

3.24.1. The surface, parapet, permanent rail or any other fall

protection should be checked to ensure that that it is safe for
use. Any defects that are identified should be notified to the
building owner or Business and Property Services if it is a
Force owned building. Any of the above areas which form
part of Force owned buildings should be inspected on an
annual bases and records kept for 6 years.

3.25. Training

3.25.1. Every employer must ensure that staff that work at

height, plan such work or supervise such work needs
appropriate training, skills and experience to work safely.
Staff need to be able to recognise the risks, understand the
appropriate systems of work and be competent in the skills
to carry them out, such as:

a) Installing and wearing harness systems;

b) Installing edge protection;

c)Operating a mobile access platform;

d) Installing scaffolds and mobile towers;

e) Inspecting scaffolds;

f) Abseiling.

3.25.2. Only staff who have been trained and hold recognised
certificates should install or use the above safe systems or
carry out inspections.

4. Roles And Responsibilities

4.1. It is the responsibility of OCU Command Unit Commanders and

Heads of Departments to carry out risk assessments and provide a
safe system of work in relation to staff working at height.
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5. Administration

5.1. General risk assessments should be completed on the risk

assessment form RA1 in Standard forms under Occupational Safety
and Health, and any associated manual handling assessments on
HS10. The model risk assessments must be adapted to meet the
work activity. This requires the removal of the the red warning
note, ‘this model risk assessment must be adapted to meet the
working activity’’.

6. Monitoring/Evaluation

6.1. This procedure will be monitored by the Force Health and Safety
Adviser to ensure compliance with current health and safety
legislation.

7. Review

7.1. This procedure will be reviewed as and when legislation or Force

requirements change or new or amended model risk assessments
are produced. It will also be reviewed annually in November. The
procedure has been consulted with all heads of department, OCU
Command Unit Commanders, Basic command Unit and Staff
associations.

8. Related Procedures, Policies And Information Sources

8.1. Related Procedures

8.1.1. 21311 Procedure – Health & Safety - Risk Assessment.

8.2. Related Policies

8.2.1. 21300 Policy - Health and Safety.

8.3. Information Sources

8.3.1. Safe Working At Height Model Risk Assessment.

8.3.2. The Work at Height Regulations 2005

8.3.3. AD203 – Equality Impact Assessment

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Origin: Occupational Health & Safety