SOAS LONE WORKING GUIDANCE Introduction This guidance is intended to assist managers and heads of department in assessing the risks associated with lone working and their staff. While there are no specific regulations pertaining to lone working and no legal requirement indicating that lone working must not happen, SOAS still has a duty of care to assess the associated risks involved with such activity, as dictated by the Health and Safety at Work Act (1974) and The Management of Health and Safety at Work Regulations. These regulations require identifying the hazards found at work, assessing the risks arising from these hazards, and then putting measures in place to control the risks. Scope This procedure applies to anyone working, studying or taking part in any activity managed by SOAS and includes staff, students, contractors and visitors. The procedure is intended to address the lone worker risks associated with the variety of work carried out at SOAS. Definition of Lone working Lone workers are those who work alone or in isolation without close or direct supervision from colleagues. Lone working also occurs where colleagues may be in the next room or on other floors in the same building. Lone working can be in fixed locations or between various different work locations and can occur at any time, either during normal working hours or out of hours Further Definitions Work: paid employment (on a fixed or permanent contract), studying, carrying out research, volunteering to carry out SOAS business. Manager/Supervisor: a person who has a duty to manage any aspect of the work activities of the department, where it is carried out by an employee or student, e.g., line manager, principle investigator, research group leader etc. Normal working hours: defined by the school as times when first aiders and fire wardens are at optimum levels. This must take account of extended working hours such as nights, events, exhibitions and exam times as well as normal SOAS closures such as Christmas, Easter and Bank Holidays. Out of hours: times when first aiders and fire wardens are below optimum levels such as evenings, early mornings, weekends and public holidays. Please note that out of hours work may not always be lone working.
Responsibilities Heads of Departments must ensure that there are arrangements in place to identify and control the risk arising from lone working including: A definition of normal working hours A list of Departmental activities which must not be carried out while alone (see table 2 for guidance) Authorisation of routine specified lone working permitted Procedure for authorising non-routine lone working activities Managers/Supervisors must ensure that Non-routine lone working is avoided where possible see table 2 for necessary additional controls that should be in place if such work in undertaken. Time spent working alone is planned Risk assessments for the work state the additional controls necessary if the work is carried out alone Control measures identified are implemented Risk assessments are reviewed Assessing the risk The main risks associated with lone working are: Being unable to summon help as a result of injury, ill health or an emergency situation An inability to safely carry out a task while alone A Risk Assessment should indicate any significant risk, and detail how the risks should be adequately controlled for lone working to continue. Risk assessment often identifies the correct level of supervision or backup required. Some risk assessments, such as those for working in confined spaces, state that communication and rescue arrangements need to be in place where at least one other person needs to be present. Control measures may include training, instruction, communications, supervision and personal protective equipment. If a Risk Assessment shows it is unsafe to work alone, then arrangements should be in place for providing help or backup. However in some cases it may be decided that carrying out a particular task independently represents too much of a risk and will not be allowed. If a member of SOAS staff is working at another employer s workplace, the occupier should inform SOAS of the lone working risks and of control measures needed. Line Managers must consider the following when deciding if lone working is to be permitted: Individual factors to consider
Are any individuals especially at risk when working alone? Is the person medically fit to work alone? Managers who have concerns about an individual s fitness for lone working should refer them to Occupational Health after consultation with their HR partner. Experience of the individual wishing to work alone Individuals with impaired vision, hearing or mobility Individuals whose first language is not English; have all emergency procedures been fully explained? Work patterns Some work may begin in normal working hours and continue out of hours Continuous experiments Flexible work pattern (Flexible Working Arrangements: Policy and Procedure document). Working at home (Flexible Working Arrangements: Policy and Procedure document). Where a lone worker is working at another employer s workplace Location or work area The work may be carried out in a location managed by SOAS, another employer or external location. The work may involve more than one work area Office, workshop Store room, plant room, cold room, server room Home of research subject, vehicle Isolated locations within buildings Guidance for work being carried out overseas can be found in the Overseas travel policy. Work activity If the task is to be carried out by someone working alone the risk assessment must consider the hazards of being alone in addition to the hazards involved with the work itself see table 2 for further help. Managing the risks Mangers must ensure that: The lone worker understands the risks and precautions involved in their work and has enough experience to work without direct supervision The lone worker has all information needed to deal with any emergences (see table 1). That the lone worker has a safe way in and out of their workplace Managers should consider one or more of the following controls depending on the level of risk: A start/finish time has been agreed for out of hours lone working The lone worker informs their supervisor that work has started/finished Periodic checks by the supervisor or person designated by the supervisor are made at agreed intervals, e.g., hourly. Checks can be in person, by telephone or two-way radio. Lone worker periodically checks in with supervisor or designated person NB ensure that the chosen means of communication works in the area it is to be used; mobile phone reception is not building wide.
A procedure is in place to deal with failure to contact lone worker at agreed intervals A record is kept of the information that has been provided to individuals who work alone. Is the lone work at risk from violence Are female members of staff especially at risk Involving worker when considering potential risks and measures to control them Is it necessary to make contacted with the respective staff member upon completion of work or at the end of their working day Can lone working be avoided Persons at risk At SOAS there are a plethora of jobs types that may necessitate lone working, in addition students may also be at risk in such circumstances. At SOAS the following groups should be considered when thinking about lone working: Academic staff Students Maintenance staff Professional services staff Cleaning staff Catering staff Office staff Training Training is particularly important where there is limited supervision, it is prudent to consider: If lone workers are sufficiently experienced and fully understand the risks and precautions required Have limits been set as to what may or may not be done whilst working alone Is the lone worker competent enough to deal with unusual or new circumstances beyond their training and recognise when to stop and seek advice Review the risk assessment Managers must review the risk assessment periodically, at intervals determined by the risk assessment If an incident or accident occurs If something changes, such as People, equipment, location Is it still necessary for the work to be carried out alone
Table 1: Lone Worker Emergency Procedures Arrangements for normal working hours may be different or need to be supplemented when working out of hours. How to contact security How to raise the alarm on discovering a fire Evacuation procedures Normal working hours Ensure the lone worker knows the internal emergency number and if using a mobile (555, 0207 637 2388) If work is off site, such as field work, then contact 999 In some situations contacting security may not be possible / practical and a lone worker alarm may be appropriate.* If a panic button is installed staff must know how/when to use it and what to expect as a response. As displayed on fire action notices As displayed on fire action notices Additional procedures for out of hours work Ensure that the passenger lift alarms / telephones are responded to out of hours. Access to the building is controlled swipe card. Consider personal security and transport arrangements when leaving the workplace late at night. Ensure normal evacuation routes are available out of hours building maintenance may be taking place out of hours. A log book for out of hours lone workers is in reception and should be signed when entering and leaving allows security / fire brigade to account for building occupants.
Accidents / incidents First aid arrangements Ensure lone worker knows how to report accidents and incidents (including noninjury incidents) Ensure lone worker knows how to contact the nearest first aider NB this will only be effective if lone workers enter and leave via the main reception (including cyclists) and occupants who entered the building prior to the commencement of out of hours period sign the log. Can be done the next day if not practical out of hours If working out of normal office hours and no SOAS first aiders are available call security on 555 for assistance. Table 2 Example risk assessment (please note that this is only an example, managers/department heads should assess each case individually) HAZARD RISK EXAMPLE OF POSSIBLE CONTROLS LEVEL Slips and trips Low Ensure, during departmental self-inspections, that any such hazards, e.g. torn carpets, trailing cables etc. receive prompt remedial attention. No lone working outside of normal hours if mobility is temporarily impaired (e.g. leg injury) Fire or other emergency Medium Ensure that appropriate fire safety training has been given and staff are familiar with emergency procedures for their working area. Accidents/First aid Medium Ensure that the lone worker knows who their nearest first aider is and their extension. If they are unavailable security should be contacted on 555 instead. Electrical accident Low Ensure that PAT tested items (kettles, desk lamps etc) are clearly labelled as such and that all electrical cables etc. are regularly visually inspected for damage. Advise not to interfere with plugs, cables etc, when any item is connected to the power supply. Work with any potentially hazardous items of equipment or materials Manual handling of loads Medium Medium Ensure that any work which involves such items or materials is done during normal building occupancy. Also ensure familiarity with the safety data sheets and COSHH assessments for such items. Advise not to attempt to lift or move any load single handed which is likely to increase risk of injury. Reschedule work to time when assistance is available. Alternatively, use lifting/moving aids where this can safely facilitate single person operation. Intruder in building Low Ensure that staff are aware know how to contact security promptly, should there be suspicion that an intruder is present the building, advise not confront the intruder, lock doors and await the arrival of Security. Safe routes home after work Medium Ensure that a plan is in place regarding getting to car/public transport/home after leaving the workplace,
Personal medical conditions etc. Young persons (under 18) taking account of potential personal safety issues e.g. well lit routes etc Will Ensure that any medical conditions which might be depend on relevant are fully discussed and, if necessary with, condition Occupational Health and GP. Do allow lone working if any such condition is assessed as increasing risk. High Lone working not permitted for those under 18 Matrix used to determine risk level