Directorate for Children and Young People (DCYP)
Subject: Children’s Safer Manual Handling Policy
Health & Safety Policy Guidance Note
Reviewed August 2015 (Reviewed February 2012) (original May 2007)
Next Review August 2018 unless any significant changes in legislation or guidance
Relevant Current Legislation
Other relevant legislation
Who needs to see this document:
Directors of Service, Heads of Service and Child Care Setting Managers, Managers and Supervisors, Employees and School Governors (school specific)
This policy covers the moving and handling of children and young people with additional needs, physical disabilities and any other children that may have manual handling needs.
The policy should be interpreted with due regard to other relevant legislation listed and the Directorate for Children and Young People’s health and safety policy.
The Local Authority expects all heads of service and child care settings managers to follow this policy and guidance and to ensure it is adopted and implemented within their areas of responsibility.
Directorate for Children and Young People
DCYP Children’s Safer Manual Handling Policy
General Policy Statement
This policy applies to any setting or situation where the DCYP service has responsibilities including schools, resourced provisions, young people’s centres, children’s centres, residential homes, youth groups, nurseries, off site activities etc. It also applies to all service users, contractors and visitors to the Service’s premises.
DCYP’s core objectives are to provide effective children and young people centred care within a safe working environment to minimise the risk of injury to the children, staff and carers. It aims to do this by working towards the safest possible solutions in manual handling via a risk assessment process.
Moving and handling is an inherent part of providing care to disabled children and young people, but is not risk free, DCYP aim to reduce the risk of injury by moving and handling to the lowest level which is reasonably practicable by:
Statement of Intent
Directorate for Children and Young People
DCYP is committed to ensuring the health, safety and welfare of all its employees, children and young people and others who may be affected by its activities.
The Service recognises that continual improvements in manual handling performance are achieved primarily through the identification, assessment and management of risk associated with manual handling. This not only reduces accidents and ill health at work but also contributes to the health and wellbeing of the local communities.
It is the policy of the service to ensure so far as is reasonably practicable:
Whilst accepting the minimum legal standards as set by national legislation namely the Manual Handling Operations Regulations 1992 (MHOR) and its associated regulations the Service is committed to promoting a positive, safe manual handling culture which aims to produce high standards of care for its employees and the children and young people who access the Service.
The Service recognises that in order for this policy to work it must have the full support and cooperation of all employees in achieving a safer manual handling culture.
The Service also expects and encourages similar support from contractors, partners, volunteers and cooperation from children and young people, service users and visitors who use our services, facilities and premises.
The Service will monitor and review the effectiveness of this policy
Signed: Date: 24th November 2015
Printed: Gill Ellis
Assistant Director for Learning and Skills (DCYP)
At a Glance Action
All heads of service and child care setting managers, managers and supervisors and SENCO’s:
Definition and Objectives-What is Manual Handling?
The definition of manual handling ‘It is any activity that involves the use of bodily force in lifting lowering, pushing, pulling, carrying supporting or otherwise moving a person or object’.
Under the Manual Handling Operations Regulations 1992 (MHOR) the Directorate should:
The Directorate’s objectives are:
Organisation – People and Responsibilities
To ensure that this policy is effectively implemented throughout the directorate the manual handling responsibilities of management, employees and key stakeholders are specified in this section.
Individual service areas and childcare settings may need to provide more detailed responsibilities and arrangements depending on the size, structure and the nature of work activities or services provided.
Reference should also be made to the DCYP Health and Safety Policy which provides more information on roles and responsibilities.
Specific responsibilities relating to manual handling are included in this policy, for childcare setting mangers and schools.
Heads of Service and Child Care Setting Managers e.g. head of learning, head teachers, locality managers, nursery managers and unit managers
Without detracting from the Director’s overall responsibilities, Heads of Service and Child Care Setting Managers are responsible for safer manual handling leadership within their respective service area. Their actions and decisions should reflect the objectives set out in this policy.
They have a particular duty to implement the safer manual handling policy within their service or childcare setting.
Responsibilities are to:
N.B. This person does not relieve the Head of Service of their statutory manual handling responsibilities. If an operational key manual handling coordinator is not appointed the head of service must undertake these duties.
***Note for community schools, community special schools, voluntary controlled schools, maintained nursery schools and pupil referral units the Local Authority (LA) is the employer and these schools are strongly advised to formally adopt this policy in its entirety. This should be demonstrated by stating in writing how they will implement the policy in their area of responsibility. (See Appendix 1)
For foundation schools, foundation special schools, voluntary aided schools and academy schools the governing body is the employer and these schools are advised to formally adopt/adapt this policy where necessary and implement it ensuring that local arrangements are in place.
School Governors (school specific)
School Governors have the following responsibilities:
Head Teachers should produce a school specific manual handling policy statement and submit it to the governing body for approval. They should also submit regular reports on safe manual handling e.g. results of accidents/investigations, training analysis etc.
Governors can find further clarification of responsibilities relating to overarching health and safety on the DCSF website www.governornet.co.uk a guide to the law for school governors.
Managers and Supervisors
Employees who line manage or supervise others e.g. heads of departments in schools, duty managers, office managers etc. are responsible for the health, safety and welfare in relation to manual handling for their staff and others who may be affected by the activities over which they have day to day control. They should assist and support their head of service/child care setting manager in the implementation of safer manual handling of children.
In particular managers and supervisor’s responsibilities to:
Manual Handling Advisor
The manual handling advisor provides a specialist advisory function to DCYP and is responsible for the development of effective manual handling policies, strategies and guidance on all aspects of safe manual handling of children. They act on behalf of the Director of DCYP and Heads of Service to develop, implement and monitor the DCYP manual handling policies and strategies.
Employees –at all levels (includes trainees, volunteers etc.)
All employees at all levels of the organisation have health and safety responsibilities. These are as follows:
Contractors/Agency workers/Volunteers/Helpers/Informal carers
This is a potentially complex area but in many respects the duties of an employer towards any of these categories are the same as their duties towards their “own” employees. Equally these categories would have the same duties as an “employee” see above. It should be noted that legal H&S responsibilities cannot be transferred by means of a contract. There is a clear legal duty for co-operation and communication and sharing of information between all parties. Other issues to consider would include how have these individuals or companies been vetted and who will be responsible for ensuring their training and competency.
Employee Health Care Unit
Have a responsibility to:
Transport (including home to school, school minibuses, YPAT and respite care travel)
Home to school transport standards and procedures should be in line with this policy. The responsibility for risk assessments rests with the School Transport section but there will need to be communication and sharing of information between all parties (school, parents, carers, escorts therapists etc.) to ensure the safety of children and staff.
(See transports risk assessments STS11 and STS006)
All other premises that transport children and young people should follow the guidance in this policy.
The Therapist is responsible for:
The Manual Handling Operations Regulations 1992 imposes a legal requirement to carry out risk assessments
A team approach to risk assessment is often a very effective way of achieving workable solutions. The advice and views of children and young people (as far as is reasonably practicable), their families and other relevant staff e.g. Physiotherapist, Occupational Therapist must be sought and taken into account.
A risk assessment must be carried out prior to care provision. This approach will ensure the young person is moved safely and, where relevant, the appropriate methods and equipment are used in each situation. The assessment must take account of risks both to staff, informal carers and the children and young people.
Whilst there may be scope for some generic assessments, in many instances there would need to be a specific risk assessment and handling plan for each young person. There should be no blanket solutions that are routinely applied to all children and young people except in emergencies (see page 15)
Wherever more than one provider delivers care or services to the same young person, good communication and co-operation is needed between them e.g. education, social care and health; to ensure that health and safety issues are managed in a consistent manner. Without this communication, the service provider will not be able to complete a suitable and sufficient risk assessment to ensure that the young people and employees are not exposed to unreasonable risk.
The risk assessment must clearly recognise the differences in the requirements of moving a young person as part of a therapy programme (therapeutic handling) and moving the same person to meet their education and care needs for daily living.
It is the responsibility of the Head of Service/Child Care Setting Manager to ensure that risk assessments and safe systems of work are in place for all activities involving the moving and handling of young people. Risk assessments must be undertaken by the relevant staff e.g. managers/teachers/care staff, where necessary advice should be sought from the manual handling advisor for complex cases.
It is the individual Employee’s responsibility to undertake only those activities for which they have been trained and they are capable of performing. They must inform their Manager/Head of Child Care Setting if they are not capable of performing certain or all manual handling activities related to a specific young person.
Safe Systems of Work
Safe systems of work are developed by carrying out a risk assessment and identifying effective control measures to minimise risk of injury to staff and young people; the process is outlined below. There are 2 steps, which will help determine a Safe System of Work;
Risk Assessment - Basic risk assessment (Appendix 2)
Personal Handling Plan – Detailed (Appendix 3)
Each risk assessment and handling plan should be signed and dated by the person completing it. They must be retained in line with current guidelines for document retention.
Basic Risk Assessment (Appendix 2)
This is a quick check using a checklist to determine whether there is a need for a more detailed risk assessment. If you tick high to several items, it is likely that a detailed assessment is needed. As a minimum it should take into account the following;
This type of quick assessment would be appropriate for moving and handling of nursery children/ babies without special needs; a more detailed assessment is unlikely to be necessary
Personal Handling Plan (Appendix 3)
A detailed handling plan should be undertaken when the basic risk assessment checklist indicates the need.
The handling plan must take into account the following:
Differences of Opinion
When a young person (or parent speaking for their child) refuses to be moved according to handling plan, reasons should be explored together with a discussion regarding the benefits of the plan. A solution may be to use another method or piece of equipment. If the young person or parent still refuses, the manager of the child care setting must consider the risk of injury to staff from manual handling balanced against the risk to the young person if the procedure is not carried out. The result of this assessment would usually be to change an element of care. This should be agreed by all concerned.
The moving and handling advisor should be involved at an early stage to help resolve issues and contribute to the risk assessment process. Ultimately if the young person or parent insists on a practice, which is unsafe, then the service can refuse to carry out this procedure and negotiate the level of care that can be provided safely. In this situation legal advice should be sought from the legal and risk management teams.
Training is an essential component of proper risk management based on sound risk assessment. Because it is not always possible to avoid manual handling tasks even where support equipment is available, it is essential that all staff who attend young people with mobility difficulties are suitably trained in safer handling techniques.
Provision of training alone will not ensure safe moving and handling practices become integrated into all daily activities. Effective training will support safe systems of work but is not a substitute for their implementation. Formal training sessions alone will be insufficient to achieve a safer moving and handling culture. Operational support, for example, workplace supervision, team meetings and provision of resources to improve the task or working environment will further facilitate the process.
Managers of child care settings are responsible for ensuring that they have in place a training strategy. This Strategy should be based upon task and needs analysis and risk assessment, which acknowledges the commitment to reduce all aspects of moving and handling and takes due consideration of other provider agencies.
The fitness of the staff needs to be addressed when assessing the workers capability to undertake handling tasks safely.
Staff should not be assigned to moving and handling tasks before they receive appropriate training.
It is the child care setting manager’s responsibility to ensure that there is a planned, continuous and regularly updated staff training programme in place. It must reflect both the changing needs of the young people and also of staff. It is essential that accurate individual training records are maintained and kept on personal files retained by the DCYP establishment.
Training is mandatory for all staff who undertake moving and handling activities, staff should undertake regular manual handling updates as determined by the task and needs analysis. Child care settings managers would also benefit from attending an induction to manual handling training.
To be effective training will need to include:
Manual handling tasks, which involve handling even very small children and young people, require staff to be physically able to safely achieve the range of movement required. Within the recruitment and selection process, those with responsibility for appointing staff must determine their fitness and capability to undertake the duties of the post. Job descriptions should accurately reflect the physical aspects of the work.
It must be recognised that moving and handling children and young people could present additional risks to those with existing health problems or who are pregnant. Individual capabilities and limitations must form an integral part of the risk assessment and the resulting safe systems of work.
There is a statutory requirement to take particular account of risk to new or expectant mothers. The risk assessment must be reviewed in consultation with them and an agreed safe system of working devised. This will be an ongoing process as the pregnancy progresses.
Managers of child care settings should monitor sickness absence and identify recurring musculo-skeletal related periods of absence in order for appropriate remedial action to be taken this may include revising risk assessments and procedures, making reasonable adjustments or referring employees for medical attention.
Staff should be encouraged to report problems as soon as they are recognised; e.g. shoulder neck or back pain, as it develops, so that remedial action can be taken promptly.
Following any accident or injury, the child care setting must follow the accident reporting procedure immediately. Refer to the DCYP Guidance Note the manager of the child care setting is responsible for completing accident/incident/near miss investigations to determine what actions are required to prevent a recurrence.
For complex or serious incidents they should contact the Group Safety Advisor and the Moving and Handling Advisor in the first instance.
The LACHS accident report must be completed as soon as possible in as much detail as possible and sent to the Group Safety Team and they will make a decision as to whether it is reportable under RIDDOR.
The risk assessment relating to either the task or young person concerned must be reviewed to:
The Manual Handling Regulations do not preclude well-intentioned improvisation in an emergency but what is an Emergency?
An emergency can be defined as …..
“…. a sudden, unforeseen event requiring immediate action.”
Therefore an event should only be considered a true emergency if it is not possible to anticipate it happening. All other foreseeable events must have robust systems, identified by risk assessment, to ensure the safety of all concerned when they happen.
The risk assessment process will enable procedures to be established for emergency situations, where otherwise instinctive and unsafe practices would continue.
Safe working practices must be developed through use of risk assessment by identifying:
Staff must be trained to use any specialist equipment, identified for use in emergency situations, e.g. evac chairs, stair climbers, with frequent updates to ensure both confidence and competence to comply with the protocols in the “live” situation.
HANDLING AIDS AND EQUIPMENT
There is a wide range of manual handling aids and equipment available such as mobile or ceiling track hoists and slings. Other aids will help improve the handler’s posture and help reduce the cumulative strain associated with moving and handling activities, examples include: transfer stand aids, handling belts, sliding sheets, turntables etc.
The risk assessment and handling plan will indicate where handling aids and equipment are required. Suitable training and instruction should be provided to staff that are required to use handling aids or equipment during the course of their work.
Provision / Procurement
Any manual handling aid must be carefully selected. Where choice of appropriate handling aids exceeds the scope and level of expertise within the setting the advice of the Manual Handling Advisor should be sought. All handling aids selected for a specific task must meet the following criteria:
Where the risk assessment indicates the need for small handling aids or equipment to reduce the risk of injury to staff when assisting a young person to access the school curriculum, the school is responsible for its provision.
Any other child care setting is responsible for funding the purchase of smaller pieces of handling equipment.
Individuals who are responsible for the procurement of equipment should ensure that equipment is sourced from reputable suppliers and that the equipment itself meets the criteria outlined above. In order to do this they will need to be able to demonstrate that they have carried out reasonable checks.
MAINTENANCE OF EQUIPMENT
All equipment is subject to Provision & Use of Work Equipment Regulations 1998 (PUWER) and in many cases the Lifting Operations & Lifting Equipment Regulations 1998 (LOLER) will apply.
Each piece of equipment must be thoroughly examined, inspected and maintained in accordance with manufacturer’s and legislative requirements (see below). Records to evidence this should be retained on site and be available for inspection as required. All defects identified must be promptly rectified and the equipment may need to be put out of use until they are.
Legislation requires that lifting equipment, used for lifting people be subject to a thorough examination by a competent person1 every 6 months (or as determined by a scheme drawn up by a “competent person”.
In addition to all of the above each piece of equipment should be subject to pre-use visual checks by the user to ensure that it is safe to use and the LOLER inspections are within date. If there is any concern about the equipment following the visual checks the equipment should be reported to their manager and removed from use.
1 A competent person is defined as someone who has sufficient technical and practical knowledge of the lift to be able to detect any defects and assess how significant they are. It is important that they are sufficiently independent and impartial to allow them to make an objective assessment. Accreditation to BS EN 45004 is an indication of the competence of an inspection body. Most insurance companies can recommend accredited inspecting organisations.
Where shared, hired, borrowed or leased equipment is used – e.g. from NHS/PCT other sources etc. the legal “duty holder” would be considered to be the manager of the child care setting and as such has legal responsibility to ensure that the lifting equipment is thoroughly examined and that it is safe to use.
To comply with the law every employer shall ensure that no lifting equipment leaves his undertaking or is obtained from another unless it is accompanied by physical evidence that the last thorough examination has been carried out.
MONITORING, AUDIT and REVIEW
Performance monitoring is a key part to managing safer manual handling. The primary aim is to ensure that manual handling standards in the workplace conform to the standards with the objectives of this policy.
Each childcare setting or service area will monitor manual handling performance by having arrangements for collecting and evaluating accident/incident statistics, staff absences etc.
In addition to routine monitoring the manual handling advisor will carry out manual handling audits to enable a more critical appraisal of manual handling.
This will determine whether the service area is fulfilling its obligations in relation to manual handling. It will also identify areas of strength and weakness in the manual handling systems.
For the audit to be of value management teams should be committed to the concept of audit, this includes a commitment not to reject audit findings and recommendations without good reason and to take the recommended actions within an acceptable time frame.
The policy will be reviewed and modified as required from time to time. The review will consider the findings of audits, service performance etc. A periodic review will consider new or revised legislation, codes of practice, organisational and operational changes, proactive approaches to minimise risk and to review cost effective changes to improve performance.
Children’s Safer Manual Handling Policy
We, Carlinghow Princess Royal J I & N School, recognise its responsibility to ensure the health, safety and welfare of its employees, children and young people and others affected by our activities as far as is reasonably practicable.
It is our policy to conform to the requirements of The MHOR 1992, HASAWA 1974, LOLER 1998 and PUWER 1998
We adopt Kirklees Councils DCYP Children’s Safer Manual Handling Policy in its entirety and detail below how we will achieve this:
Signed L J Gallagher Head Teacher Date 15.03.16
Signed J Broadhead Governing Body Date 15.03.16
Policy- As an alternative to the above statement child care settings could if they wished set out their own policy statement but must ensure that it at least matches the minimum standards set by Kirklees Councils DCYP children’s safer manual handling policy
Organisation – Set out here how the child care setting will organise itself for implementing this policy, i.e. health and safety responsibilities of key staff for example the composition of the multi-disciplinary team, organisation chart / named individuals could be shown here.
Arrangements - Description of the arrangements to cover the following issues.