Risk Assessment Policy January 2019 Final

THE UNIVERSITY OF SHEFFIELD
ScHARR
RISK ASSESSMENT POLICY

AND PROCEDURES
2019
CONTENTS PAGE NO
What is a Risk Assessment? 1

• How to assess risks
• When do we need a risk assessment?
• Who does a risk assessment? 2
• Travel log 3
• Insurance
• Fieldtrips and off campus activities
• Lone working
• Risk assessment responsibilities and training 4

• Definitions
• Out of hours training 5

• Display screen equipment
Examples of Risk Assessments

• Lone workers 6
• Travel risk assessment 12
• Fieldworker arrangements 16
• New and expectant mothers 18
• Postgraduate Research Students Out of Hours Working 22
0
X:\ScHARR\WG_Health_Safety_Policies\Policies\Risk Assessment\RiskAssessmentPolicyJanuary2019FINAL.docx
Health and Safety
Risk Assessment Policy and Practice

School of Health and Related Research
1) What is a risk assessment?
The purpose of risk assessment is to identify hazards and evaluate any associated risks to health and
safety arising from the University’s activities. This enables informed decisions to be taken to
eliminate or minimise any risk of harm to those who may be affected. The Management of Health and
Safety at Work Regulations, 1992 require employers to assess the risk to the health and safety of their
employees (and anyone else who may be affected by their activities) and make arrangements for
putting into practice any necessary preventative and protective measures.
Risk assessments do not have to be complicated, but are about identifying sensible measures to control
risks in the workplace. The level of detail contained in them should be relevant to the level of the risks
involved with the activity.
Risk assessments can also assist in the identification of requirements for, and levels of, instruction,
information, training and supervision that may be required for the activity.
2) How to assess risks
• Identify the hazards;

• Decide who might be harmed and how;
• Evaluate the risks and decide on precautions;
• Record your significant findings;
• Review your assessment and update if necessary;
• Sign off the risk assessment with the Departmental Safety Officer, Cheryl Oliver or Section
Safety Officer;
• Retain records.
Risk assessments must be kept for a minimum period of 4 year period from the date of assessment in
the event of a litigation claim for compensation.
A risk assessment must be reviewed

• if there is significant change in the matters to which it relates
• if there is reason to suspect that it is no longer valid
• at least annually
3) When do we need a risk assessment?
Every field trip and associated fieldwork (including lone working) and off-campus activity identified as
‘high risk’ must be risk assessed in ADVANCE, and approved by the relevant Line
Manager/Supervisor/Section Safety Officer. This means that, prior to carrying out any fieldwork and
other off-campus activities you MUST complete the appropriate forms.
The majority of overseas travel (including for conferences) and fieldwork will occur within areas
deemed safe by the Foreign and Commonwealth Office (FCO). However, given the rapid change in
global terrorism threat, a risk assessment should be done
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a) in advance of booking for areas deemed unsafe by the FCO
b) when visiting countries outside of Europe
The website of the FCO provides information on safety for your visit Foreign Travel Advice
For proposed work in an area deemed as unsafe, including work undertaken in the UK, you must
complete a very robust risk assessment which will be reviewed by the DSO and Section Safety Officer
before approval for the trip is considered.
As a minimum your risk assessment should take into account: the location; security; fire; first aid
provision; crime; disease and terrorism.
4) Who does the risk assessment?
The responsibility for completing suitable and sufficient risk assessments forms lies with the staff
member or student carrying out that particular activity. The actual risk assessments of work activities
will be carried out by the person supervising the work (PI, line manager, PGT supervisor) or in control
of the area (the Dean).
Staff or students seeking approval for their research involving human participants, personal data or
human tissue, would need to complete the appropriate ethics approval via the University's Ethics
Review Procedure.
5) Specific activities requiring risk assessments
There are a number of specific requirements for risk assessments for the School. Separate generic
risk assessments are all available on the webpages or in the appendices below.
ScHARR Health and Safety Webpages

University Risk Assessment
These also apply to Honorary/Visitors, In-bound secondees and colleagues on a Personal Services
Agreement. The ones more appropriate to ScHARR are attached as examples at the end of this
document.
• Lone Working
• Travel Risk Assessment
• Staff/student fieldwork
• New & Expectant Mothers
Available on line if required

• First aid at work
• Use of Hot Water Jugs
• Out of Hours
• DSE
• General Office
• Working at Height
• Catering for smaller meetings
• Electrical/PAT testing (For trained Staff ONLY)
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Travel Log
For ALL travel outside the UK please complete the short travel log Travel Log . If travelling within the
UK, and you choose not complete the travel log, please update your google calendar accordingly (only
one log needed for group travel with nominated person or trip leader).
Insurance
All travellers should contact the University Insurance Office to ensure appropriate covers are in place
prior to the commencement of their specific travel.
All staff and students are covered by the University’s travel insurance where travel is made primarily
on University business. Cover is available for travel which involves an overnight stay, a flight or rail
travel. Cover also includes personal accident whilst travelling.
You can now access this cover via the following webpage: http://www.sheffield.ac.uk/finance/staff-
information/help/insurance
6) Fieldtrips and Off-campus activities
A risk assessment must be carried out for all fieldtrips organised by the Supervisor/PI and off campus
activities. The risk assessment should take into account; the activity; the location; the means of
transport; and first aid provision (if deemed necessary).
The main aim is to identify any significant hazards which could pose a risk to our staff, students, or
anyone else affected by the activity.
It is essential that fieldworkers consider carefully potential personal safety issues and put in place
appropriate precautions. Preventative measures could include the following:
• replacing visits with phone calls;

• pre-visit appointments and checks;
• working/making visits in pairs or with companion in earshot;
• mobile phones or personal alarms;
• monitoring and reporting systems;
• a system of regular reporting and communication.
Each activity on a trip (for example, where the party divides to visit different locations) will be the
responsibility of a designated Fieldwork Supervisor who will be an employee of the University. The
Fieldwork Supervisor will have the following delegated responsibilities:
• to complete a risk assessment for the activity in advance (or to review and follow
any existing risk assessments) and to provide copies with the Field Trip Leader;
• to provide a route plan and contact details for the particular activity;
• to carry a mobile phone or other appropriate means of communication at all times;
• to brief all participants on health and safety issues (including risks and control measures)
before any activity commences;
• to report any accident, using standard University procedures.
7) Lone Working
Lone working during fieldwork should be avoided whenever possible. However, it is recognised that
in some situations this is not reasonably practical. Particular care should therefore be taken to
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establish safe procedures with respect to the working environment, with the lone worker involved
directly in the risk assessment process. Where participants will be working unaccompanied or out of
sight/earshot, then this must be justified and any additional precautions specified. Clear guidelines
for the type of activities that the lone worker may carry out should be given by the line manager or PI.
Effective communication with lone workers is crucial and the use of mobile phones or other
appropriate means of communication are an essential element. The lone worker must inform their
Supervisor of any changes they may wish to make to the programme of work, and any proposed
changes must be subjected to further risk assessment before being implemented.
In remote rural environments it is advisable to carry a first aid kit, watch and map. A first aid kit can
be requested via the DSO (Cheryl Oliver).
Lone workers in urban environments may be at higher risk of violence arising from working in
isolated or home environments. A pre-planned programme of work, including regular scheduled
contact between the nominated department contact would form a necessary part of any safe system
of work.
8) Risk Assessment Responsibilities
Employees are responsible for:
• Assisting with and participating in the process of risk assessment.
• Undertaking training on risk assessment procedures.
Risk Assessment Training
Line Managers/Project Leads/PGR supervisors are responsible for:
• Undertaking risk assessments, identifying and implementing control measures, effectively

communicating the outcomes to employees and others as appropriate.
• Undertaking training on risk assessment procedures.
Risk Assessment Training
9) Definitions
For the purpose of this policy the following definitions apply:
Hazard: Something with the potential to cause harm.
Hazardous Outcome: A description of how someone could be hurt or damage could occur as a
result of interacting with the hazard
Risk Rating: The overall judgement of the level of risk which may arise from the hazard, based upon
the likelihood of the event occurring and the potential severity of the consequence
Control Measures: Method used to reduce or control risks arising from identified hazards
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Residual Risk: The level of risk remaining once control measures have been applied to reduce risks
so far as is reasonably practicable.
10) Out of Hours
Normal working hours are as 08.00 to 18.00 Monday to Friday. Anyone wishing to work in the
department (Regent Court, BSI, West Court) out of normal working hours has to comply with
University's obligations under the Health & Safety at Work etc. Act 1974 and as such are obliged to
undertake online training courses. Under no circumstances should any member of staff or student
be working in the building out of hours without having completed the out of hours training.
Once training has been completed please contact ScHARR reception who will arrange for your uCard
to be activated for out of hours access.
Emergency services can be contacted out of hours by dialling 4444 on an internal phone or 0114 22
24444 on a mobile phone.
Out of Hours Training:
11) Display Screen Equipment
The University of Sheffield provides a safe and healthy working environment for employees, including
specific measures to protect their health and safety when working with display screen equipment
(DSE).
The University will fulfil the obligations placed upon it by;
• the provision of suitable work equipment.

• the provision of information and awareness training for users, primarily through a computer
based assessment package.
• the assessment of workstations, using a self-assessment approach, supported by a network of
trained assessors.
• the provision of eyesight testing for users, and the provision of corrective spectacles where
these are required solely for DSE work.
• making arrangements for regular breaks for employees working with DSE.
DSE Training
Policy Implementation Date: 1 January 2019

Date for Policy Review: 1 January 2020
Signed:
Dean
School of Health and Related Research.
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EXAMPLE RISK ASSESSMENT
LONE WORKING RISK ASSESSMENT/GUIDELINES
1. Background
The Health and Safety Executive (HSE) defines a Lone Worker as ‘those who work by themselves
without close or direct supervision’. This study requires staff to go out into the community to meet
with participants in their own homes or in the community away from University/NHS premises (so
away from their usual place of work).
2. Purpose
These guidelines set out the steps which need to be taken to ensure that staff working away from the
University/NHS premises have taken sensible and appropriate precautions to ensure their safety
whilst working in environments away from their normal place of work.
3. Definitions
Lone Worker: Individual visiting a participant in their home or in the community away from their usual
place of work for the purposes of the study. This may include researchers conducting screening and
consent, outcome assessors and researchers undertaking qualitative research. This policy only
covers research related work on the study. Other employees will need to follow their employing
trust’s lone working policy.
Buddy: Individual assigned to check that the Lone Worker has arrived at and exited the participant’s
home or community venue as planned. The Buddy is responsible for ensuring the safety of the Lone
Worker and may not relinquish this duty until the person is accounted for. This will be a colleague
working on the trial/project, for example a fellow outcome assessor.
4. Scope
This document covers the precautions which should be taken by the Lone Worker and the safety
procedures that they should be following. It also covers the procedure for the Buddy to follow and is
specific to visits made to participant’s homes or in the community and the arrangements relating to
this. It does not cover lone working on the University Campus or NHS premises.
5. Lone worker safety check procedure
At least a day before the visit (Appendix A) must be completed and sent to both the Buddy and
another member of the research team who will act as back up buddy (for example the Trial
Manager). If there are any changes to the details on the form at any point the Lone Worker must
inform the Buddies by email.
5.1 Prior to home visit

• Ensure that you are familiar with this document.
• Where feasible, arrange all home visits during standard work hours 9.00am – 5.00pm. If this is
not possible, discuss with the Line Manager so that additional safety measures can be
incorporated.
• Plan your route carefully and identify places you can go in the event that you are too early or
feel threatened (such as a supermarket, library, community centre).
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• Ensure that you have the phone number for an appropriate taxi company programmed into
your phone in case you need it. Remember to ask for a receipt.
• Dress appropriately for the area or participant that you are going to visit. This includes
wearing clothes and shoes that do not hinder your ability to run away in an emergency.
• Remember to leave any valuables that you do not need locked in a drawer in the office or at
home.
• Ensure that your mobile phone is fully charged and switched on and set to an appropriate ring
alert for a home visit.
• Make sure that the Buddy’s phone number(s) are programmed into speed dial in your mobile
phone in case you need to contact them in an emergency.
5.2 Home visit
• Leave your mobile phone switched on with an appropriate call alert in case someone urgently
needs to get in touch with you. It is recommended you do not turn the sound ‘Off’
• On arrival at the property assess the situation and be prepared to abandon or postpone the
visit if in doubt of your safety.
• Do not enter a location if you are uneasy about your safety. Make an excuse not to go in if the
person answering the door gives any cause for concern, for example if you suspect they are
drunk or if the person you arranged to visit is not in.
• Show your University ID card.
• Wait to be invited in or at least ask if you can go in. Follow the occupants in when entering
houses and other buildings.
• Inform the participant how long you expect the visit to last and let them know that if the
appointment has not finished when expected you will have to call the office to let them know.
• As you enter check how the door locks and whether it has been locked behind you. If it has
been locked make sure you are aware where the key has been left.
• Where possible try to sit near the door to the room to enable you to exit easily if you need to.
• Make sure that you have your mobile phone out and easy to access but don’t spread your
belongings around as you may need to leave in a hurry.
• In an emergency leave your belongings. Personal safety is more important than your
belongings.
• Remain aware of the behaviour of all persons in the house, looking for any signs or signals that
may indicate a potential problem.
• Treat participants courteously, remembering that you are a guest in their home.
• If at any time during the visit you have any concern for your safety, make your excuses and
leave.
• Avoid contact with animals if possible. If necessary, seek local advice before entering premises with
animals.
5.3 Process on day of visit
5.3.1 Arrival
On arrival, the Lone Worker should phone or text the Buddy discreetly, preferably out of sight
from the property. They should confirm that they have arrived safely and that they are about to
enter the property.
If the Lone Worker does not call the Buddy within 30 mins of the appointment time the process
outlined in Appendix A* ‘no contact procedure’ should be followed.
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If the Lone Worker arrives at the property and no one answers the door they should try to phone
the participant in case they have not heard the door. If there is no answer they should either
return to the office and try to contact the participant again later to rearrange or if there is
somewhere safe to wait they may return in 30mins to see if they are in. The Lone Worker must
make sure that they inform the Buddy about what they are doing. If the Lone Worker returns to
the property after 30mins they must phone the Buddy to inform them that they are returning. If
the participant is still not in the Lone Worker must phone the Buddy to let them know and return
to the office.
5.3.2 Reporting an emergency discretely during a visit

In the event of wanting to report an emergency without raising the alarm of the participant, the
Lone Worker is to ask the Buddy to find the red file. The Buddy will ask ‘Do you need me to find
the red file immediately?’ If the Lone Worker says yes the Buddy should phone the police, if they
say no the Buddy should ring back with a pretend excuse to leave.
5.3.3 End of Visit

At the end of the visit, the Lone Worker must ring the Buddy. If the interview has not finished
before the planned end of visit time the Lone Worker should politely tell the participant that they
need to call the Buddy to let them know that they are running late. This allows the visit to run
over if necessary. However, always phone in when you finish the visit even if this is before the end
of the deadline.
6. No contact procedure*
If Lone worker misses contact, please refer to instruction in Appendix A of Lone Worker form.
7. General Considerations
7.1 Out and about

• Be alert and aware of your surroundings at all times.
• Look confident even if you do not feel it.
• Avoid talking on your mobile phone, listening to music or doing anything that means you might
be distracted from what is going on around you.
• Let people know where you are going and when to expect you.
• If threatened, run towards a popular well-lit area.
• Carry your bag close to your body.
• If someone grabs your bag, let it go – your safety is more important than your belongings.
• Keep your house keys in your pocket and avoid displaying attractive items, such as jewellery,
mobile phones or laptops.
• Avoid confrontation with unruly groups or drunks.
• Avoid eye contact in any situation where you feel uncomfortable or threatened.
• Never leave your bag, wallet or purse unattended.
• Report any theft or loss immediately to the Police, University or NHS Security and your Line
Manager.
• In multi-story buildings think carefully when choosing to use the lift or the stairwell.
• The Lone Worker is responsible for informing their Manager if they do not feel comfortable
when asked to work in a particular environment
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7.2 Travelling
7.2.1 By foot
• Do not take short cuts or walk in isolated areas.
• Keep to well-lit paths and driveways.
• Avoid, as far as possible, waste ground, isolated pathways and subways, particularly at night.
• Avoid walking into a group of people or a crowd. If in doubt cross over the road until you have
passed them.
• Day or night, walk facing the traffic so that a vehicle cannot pull up behind you unnoticed.
• Keep aware of the nearest place of safety such as shops or libraries.
• Do not accept lifts from anyone you do not know and trust, including participants and their
relatives. If offered a lift explain that it is against University policy for you to accept lifts.
7.2.2 By car
• If travelling by car ensure that your car is insured for business purposes (refer to the work
related driving policy of your own employer).
• Ensure your vehicle has sufficient fuel and is well maintained.
• Keep all car doors locked when driving.
• Never offer anyone a lift if you do not know them, including participants and their families. If
asked to do, explain that it is against your employer’s policy for you to offer a lift.
• Keep valuables out of sight – do not put valuables on the passenger seat whilst driving.
• Park in a well-lit area or supervised car park.
• Do not park on participants’ driveways but park as near to the participant’s home as is
practical.
• Always park in the direction that you will be heading in when you leave at the end of the visit.
• When leaving a property always have your keys in your hand as you are more vulnerable when
stood next to your car looking for keys.
7.2.3 By public transport

• Where possible book a taxi in advance.
• Never get into an unlicensed taxi.
• Avoid using quiet or lonely bus or tram stops.
• Sit as close to the bus driver or tram conductor as possible and avoid sitting in empty
carriages.
References
University of Sheffield Security Services Personal Safety Advice:
https://www.sheffield.ac.uk/security/advice
University of Nottingham –Lone working policy for visiting participants in their own home
https://www.sheffield.ac.uk/polopoly_fs/1.320333!/file/DrivingAtWorkPolicy-2016.pdf
http://www.nottingham.ac.uk/safety/documents/business-driving.pdf
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LONE WORKER Appendix A
Visit details
Date
Lone worker contact name and number
Lone worker home contact number
Buddy contact name and number
Back up buddy contact name and number
Lone worker’s Line manager name and number
Project’s Principal Investigator name and

number (or delegated individual for dealing
with incidents)
Participant ID (or name if no ID)
Is the participant’s address to be visited the Yes / No

same as recorded on the site file? (if no, record
address here)
Is the participants contact number the same as Yes / No

on the site file? (if no, record address here)
Expected start time
Expected end time
Maximum time after ‘expected end time’ to call

‘buddy’
Mode of transportation to be used
If applicable: Car number plate, make and

model
Signature of Lone Worker
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* NO CONTACT PROCEDURE
If the Lone Worker does not call the Buddy by the expected start or end of visit the following
procedure should be implemented:
• Ring the Lone Worker on their mobile phone and leave a message asking them to call in if
there is no answer
• If no answer the Buddy should wait 15minutes before trying to contact the Lone Worker on
their mobile phone again. If there is no answer a message should be left informing the Lone
Worker that the escalation process is going to be activated
• Ring the Lone Workers office number
• Ring the back-up buddy to determine whether they have heard from the Lone Worker
• Ring the participant’s home number and ask to speak to the Lone Worker, if they have left ask
for time left
• Buddy should try to ring the Lone Worker again. If they are still unable to get in touch with
them the Buddy should inform the police and the employer’s security service. For example,
University of Sheffield security on (0114) 2224444.
• The Line Manager should be informed. They will escalate the situation to the Chief
Investigator. If they are not available, then the Principle Investigator or delegated Contact will
be informed.
• Once the situation is resolved the Lone Worker should meet with the Manager to identify any
problems, issues and ways in which these can be resolved or the procedure improved.
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Activity being TRAVEL RISK ASSESSMENT Trip Start
Destination
assessed: (EXAMPLE) Date
Date of Risk Trip End
Primary Contact
Assessment Date
Risk Rating Additional control Residual Action no.

Significant Hazards Existing control measures (with measures Risk (continues
What could cause harm? What harm 2019 current What can we do / use / over page)
might occur, and to whom? controls) put in place to further
Remember to consider all affected groups reduce the risks to an
L S RR acceptable level? L S RR
Health • Raise participant awareness of

Eg Allergies (allergic reactions generic personal safety issues when
causing discomfort and in severe traveling abroad
• Request that participants inform
cases anaphylactic shock) trip organizer about any special
Travellers must take preventative health needs whilst on the trip
measures according to the hazards • Identify emergency health
that have been identified. Consider arrangements for the local area
quality of food and drink in country • Identify disease outbreak in the
of destination and medical facilities I local area e.g. Ebola, Zika, Malaria
arrangements • Carry first aid kit
• Ensure all necessary
vaccinations/medications have been
received/ available.
Transport • Individuals should refrain from

Off road driving, hazardous terrain, driving immediately following
Remote country/ marsh. any long haul flight.
• Ensure that their driving license is
Excessive hours/ load instability
valid and insurance is arranged.
driving The driver will need to become
familiar with local driving
regulations.
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• Verify that the driver is actually
licensed to drive a vehicle in the
country to be visited.
• Ensure that only recommended taxis or
public transport should be used.
Legal • Make all participants aware of

Law enforcement practice, local relevant laws that are associated
with country of destination
legislation, by-laws, procedures • Raise participant awareness of
and standards. need to carry relevant
Alcohol restriction. documentation e.g. passport ID
Punitive drugs laws. with them at all times
Crime/ • Advise participants to take normal,

Security sensible precautions to avoid
Street Crime mugging, bag snatching and pick-
pocketing
Theft of money and travel documents
• Passport and money (divided into
Security of Data more than one stash), advised
Loss of bank cards kept separately in inside pockets.
Getting Lost or Personal Attack • Valuables (including passport and
spare money) will be kept safe
• Avoid any high crime areas
• Carry a photocopy of passport.
Political instability/terrorism • Raise participant awareness of

possible risk and common sense
measures to avoid flashpoints
• FCO / UMAL and WHO web sites will be
monitored to determine the nature of
any safety alerts relating to the area.
Climate: • Advise participants to take normal

Extreme weather, exposure sensible precautions to avoid sunburn
to heat & sun and heatstroke (wear sun hat, glasses,
sunscreen and use bottled water).
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Hazards associated with the
fieldwork activity
Equipment, lone working, hazardous
substances, dangerous animals,
diseases, roadside work, work at
height, manual handling, disease
Lone workers • Staff to be made aware of University

policy of lone working.
• Whereabouts of staff ‘out of office’
monitored.
• Staff checks all areas before locking
up.
Accommodation Consider personal • In some countries, it may be

safety: injury, loss. preferable to stay in 4/5 star hotels
than in guesthouses, hostels or
camping sites. The safety of the
accommodation must be considered
before departure.
Other hazards/ • Ensure that trip organizer has a

Considerations record of all participants in trip
• Ensure emergency contact details are
Religious Practices / Dress Codes
collected from all participants
• Put in place system of notification
that all participants have arrived back
from trip safely. Check local
guidelines
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Action Action required Who is responsible? By when? Date
number completed
Likelihood Guide Description Severity Guide Description

5 Very likely/imminent – certain to happen 5 Catastrophic - fatality, catastrophic damage
4 Probable – a strong possibility of it happening 4 Major – significant injury or property damage, hospitalisation
3 Possible – it may have happened before 3 Moderate - injury requiring further treatment, lost time
2 Unlikely - could happen but unusual 2 Minor - first aid injury, no lost time
1 Rare – highly unlikely to occur 1 Very minor – insignificant injury
Severity (S) Risk Rating (RR) Action

1 2 3 4 5 High Risk Stop the task/activity until controls can be put into place to reduce the risk to an
acceptable level
5 5 10 15 20 25
Likelihood (L)
4 4 8 12 16 20 Medium Risk Determine if further safety precautions are required to reduce risk to as low as is
reasonably practicable
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5 Low Risk No further action, keep under review
In submitting this form, I acknowledge that I have completed the risk assessment to the best of my knowledge.
Please return to your Section Safety Officer for approval
Signature of
Name / job title:
Risk Assessor
Details of any persons consulted
Approved by Section Safety Officer/DSO/HOD
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TO BE COMPLETED FOR FIELDWORK ONLY
Emergency Arrangements / Contingency Plans:
Describe how 24 hour emergency provision will be provided locally and what action would be taken in the event of an
emergency situation e.g. political unrest requiring evacuation from country.
The following action is given as a guide only:
• Obtain the contact details for Emergency Medical Assistance and the University Policy Number before embarking on
any trip. These details are included on the University Travel certificate.
• Obtain the contact details of the British High Commission or the Commonwealth Office in the country being visited.
• Any incident should be reported to the Head of Department as soon as possible.
Supervised student fieldwork:
Describe arrangements (‘safe system of work’) for supervision of students during fieldwork activities:
Unsupervised fieldwork:
• Describe arrangements for maintaining contact between worker(s) and academic supervisor
• Describe other arrangements that will be adapted to safeguard fieldworkers (consider what means of communication
will be used and who will be made aware of fieldwork itinerary in case of emergency)
Describe the First Aid Arrangements (first aid guidance):
Training / Instruction / Information:
All individuals involved in fieldwork trips must receive appropriate instruction / information on significant hazards and
appropriate precautions necessary to reduce risk to a low and acceptable level. Fieldwork training record should be used to
record that appropriate information and instruction has been provided to all fieldworkers.
Group / Course Leader’s Declaration:
• I will provide full safety instruction and information (including written safety protocols where required) for those
involved in the fieldwork activity
• I will provide appropriate supervision to enable work to be conducted within acceptable safety standards.
Name Signature Date
Assessment Review
Review and update the assessment when either significant change to the work activity occurs, or when there is evidence that
a review is necessary e.g. following an incident or accident.
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Fieldwork Training Record
Sign off sheet for all participants (include emergency contact information?)
All those people taking part in the field work must sign below to indicate that they:
• Have read the risk assessment and relevant sections of the departmental code of fieldwork
practice
• Have been given adequate safety information & instruction relevant to their fieldwork
• Have been provided with written safety instructions/documentation where relevant
• Agree to abide by any restrictions identified
• Will report any concerns they have to the safety provision, training to the Group Leader or
directly to the Departmental Safety Officer/Risk Assessment Officer
Name Signature Date
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Health
& Safety
Department.
NEW AND EXPECTANT MOTHERS RISK ASSESSMENT
Risk Assessment Pro forma (to be completed in discussion with the employee and with reference to any
existing risk assessments)
DEPARTMENT: ScHARR Section:
NAME OF MOTHER/EXPECTANT
MOTHER:
Duration left of pregnancy at time
of risk assessment.
Review Date:
Mother/expectant mother's Date:

signature:
Supervisor/Manager or assessor's Date:
signature:
BIOLOGICAL HAZARDS - Is expectant/new mother YES / NO

routinely exposed to biological agents (viruses,
bacteria, animals etc.)?
Is expectant mother exposed to Biological agents YES / NO (If ‘YES’ please give details)
known to cause abortion of the unborn child, or
physical and neurological damage, such as Rubella,
toxoplasma and cytomegalovirus.
Are normal controls sufficient to protect YES / NO (If ‘YES’ please give details)
mother or unborn/newborn child from any
increased risk?
If "no" give details of action to be taken to reduce or remove risk:
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CHEMICAL HAZARDS - Is expectant/new mother YES / NO
routinely exposed to hazardous chemical agents
(toxins, mutagens, teratogens etc)?
If "yes" list any chemicals used that have the following

associated risk phrases/hazard statements:
R40: possible risk H351: Suspected of
or irreversible causing cancer
effects
R45: may cause cancer H350: May cause cancer
R46: may cause heritable H340: May cause genetic

genetic damage defects
R49: may cause cancer H350i: May cause
by inhalation cancer by inhalation
R61: may cause harm to H360: May damage
the unborn child fertility or the unborn
hild Suspected of
R63: possible risk of harm H361:
to the unborn child damaging fertility or
the unborn child
R64: may cause harm to H362: May cause harm to
breast-fed babies breast fed children
R68: possible risk of
irreversible effects
Are normal controls sufficient to protect mother or YES / NO (If ‘YES’ please give details)
unborn/newborn child from any increased risk?
If "no" give details of action to be taken to reduce or remove risk:
SHOCKS/VIBRATION/MOVEMENT HAZARDS – Does the expectant/new mother YES / NO

undertake activities which involve physical shocks, low frequency vibration or
excessive movements?
If yes give details and action to be taken to reduce risk:
NOISE – Does the expectant mother undertake activities where she is exposed to YES / NO
prolonged loud noise?
19
RADIOLOGICAL HAZARDS - Is expectant/new mother a radiation worker? YES / NO
If yes the local Radiation Protection Supervisor must be informed and advice
sought regarding work
MANUAL HANDLING – Is the expectant mother involved in manual handling YES / NO

tasks? e.g. moving heavy/awkward loads
ERGONOMICS - Are there any ergonomic issues that might cause increased risk YES / NO
to mother or unborn child? e.g. Repetitive movements, bending or awkward
postures. Does their work involve prolonged periods of sitting or standing?
LONE/OUT OF HOURS/OFF-SITE WORKING – Does the expectant mother work YES / NO

alone/ outside of normal hours/off-site? In the later stages of pregnancy women
are more likely to need urgent medical attention.
DISPLAY SCREEN EQUIPMENT (DSE) – Is the YES / NO

expectant mother classified as a user? If ‘YES’ a DSE assessment should be
conducted and reviewed regularly.
20
ADDITIONAL HAZARDS - Travelling in the Please give details and actions to be taken
course of work, to reduce risk:
Working at height,
Working in extremes of temperature,
Wear PPE,
Stress/fatigue/exhaustion
Working long hours
Emergency procedures- e.g. do they
need assistance exiting the building?
PLEASE NOTE
This risk assessment should be held locally in a confidential personnel file in line with GDPR
requirements and reviewed regularly. The employee should also keep a copy for their own use and
reference.
21
Postgraduate Research Students Out of Hours Working
Normal working hours in the School of Health and Related Research are 0800 hrs to 1800 hrs
Monday to Friday. Outside these hours and for weekend working any student wishing to work
must comply with University's obligations under the Health & Safety at Work Act 1974 and
complete the mandatory training courses:
• Out of Hours Training

https://hs.shef.ac.uk/subject-areas/out-of-hours
• Fire Training
https://hs.shef.ac.uk/subject-areas/fire-safety/online
Under no circumstances should any student be working in the building out of hours without
having completed the above mandatory training courses.
Lone Working
Wherever possible, lone working should be avoided, but where there is a real requirement for
lone working, a suitable risk assessment must be carried out to identify the risks to the lone
worker and safe working arrangements must be identified and introduced to minimise the risks
as far as is reasonably practicable. A link to the University guidelines and checklist is provided
here.
Heating
The University’s policy on heating buildings is: the heating season begins in the first week of
October and ends in the last week of April. During the heating season occupied spaces will be
controlled during core hours which for the majority of buildings is 9.00am to 5.00pm. It is
expected that building users will dress appropriately for the season with their own levels of
thermal comfort, and take practical steps to control their own environment by using radiator
controls, opening and closing windows as appropriate. All heating problems should be reported
to the Estates and Facilities Management (EFM) Helpdesk in the first instance.
For the Innovation Centre, students should report all heating problems to Jayne Taylor.
Portable Heaters - The University in 2018 agreed to phase out all fan heaters. No fan heaters are
to be purchased or brought onto University Premises. All portable heaters must be supplied by
Estates and Facilities Management (EFM).
For health and safety reasons students are strongly encouraged to use alternative University
facilities when working out of hours such as the Information Commons and Diamond as these
22
provide a warm, safe and secure environment with access to high quality IT-enabled study
spaces with 24 hours a day, 7 days per week access. Please note students who use these
alternative University facilities do not need to undertake the out of hours training.
https://www.sheffield.ac.uk/infocommons/visitors/studyspaces
https://www.sheffield.ac.uk/diamond
Students with a Personal Emergency Evacuation Plan (PEEP) are not be permitted to work
alone out of hours.
Innovation Centre (BSI) Building

Students working after 1700 hrs and over the weekend are strongly encouraged to use
alternative 24/7 University facilities.
West Court Building

Students working after 1700 hrs in the building must write their name and time you expect to
leave in the ‘out of hours’ book on the ground floor and make sure you sign out when you leave.
This is so that no one person is left in the building alone, and also if there is an emergency, such
as a fire, people in the building can be accounted for. Please note that when working after 1800
hrs and over the weekend you are strongly encouraged to use alternative 24/7 University
facilities. Please note if you are the last person to leave the building you must ensure all
windows are closed and alarm the building when leaving.
23

Risk Assessment Policy January 2019 Final

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Risk Assessment Policy January 2019 Final

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THE UNIVERSITY OF SHEFFIELD

RISK ASSESSMENT POLICY

What is a Risk Assessment? 1

• Who does a risk assessment? 2

• Risk assessment responsibilities and training 4

• Out of hours training 5

Examples of Risk Assessments

Risk Assessment Policy and Practice

1) What is a risk assessment?

2) How to assess risks

• Identify the hazards;

A risk assessment must be reviewed

3) When do we need a risk assessment?

4) Who does the risk assessment?

5) Specific activities requiring risk assessments

ScHARR Health and Safety Webpages

Available on line if required

6) Fieldtrips and Off-campus activities

• replacing visits with phone calls;

8) Risk Assessment Responsibilities

Employees are responsible for:

• Assisting with and participating in the process of risk assessment.

• Undertaking training on risk assessment procedures.

Risk Assessment Training

Line Managers/Project Leads/PGR supervisors are responsible for:

• Undertaking risk assessments, identifying and implementing control measures, effectively

• Undertaking training on risk assessment procedures.

Risk Assessment Training

For the purpose of this policy the following definitions apply:

Hazard: Something with the potential to cause harm.

10) Out of Hours

Out of Hours Training:

11) Display Screen Equipment

• the provision of suitable work equipment.

Policy Implementation Date: 1 January 2019

LONE WORKING RISK ASSESSMENT/GUIDELINES

5. Lone worker safety check procedure

5.1 Prior to home visit

5.2 Home visit

5.3 Process on day of visit

5.3.2 Reporting an emergency discretely during a visit

5.3.3 End of Visit

7.1 Out and about

7.2.3 By public transport

University of Sheffield Security Services Personal Safety Advice:

Lone worker contact name and number

Lone worker home contact number

Buddy contact name and number

Back up buddy contact name and number

Lone worker’s Line manager name and number

Project’s Principal Investigator name and

Is the participant’s address to be visited the Yes / No

Is the participants contact number the same as Yes / No

Expected start time

Expected end time

Maximum time after ‘expected end time’ to call

Mode of transportation to be used

If applicable: Car number plate, make and

Signature of Lone Worker

Risk Rating Additional control Residual Action no.

Health • Raise participant awareness of

Transport • Individuals should refrain from

Legal • Make all participants aware of

Crime/ • Advise participants to take normal,