Policies
Health and Safety Policy for u3as
Category: Risk assessments
Purpose
This is a template document for u3as to adapt, agree and adopt to cover areas of health and safety within a u3a. It should not be confused with safeguarding. Where safeguarding is about protecting an adult’s right to live in safety, free from abuse and neglect, health and safety is about minimising or removing the risk of accidents and injuries.
Scope
Relevant to all u3as.
The Health and Safety at Work Act 1974 only applies to paid workers, although volunteers must still be protected from risks. The u3a should ensure that reasonable care has been taken to avoid harming others and that participants are aware of the risks.
Template policy South Tyneside u3a
South Tyneside u3a aims to provide and maintain safe and healthy conditions and environments for all members including during the meeting of u3a groups, monthly meetings and at events.
Insurance
South Tyneside u3a is covered by the insurance provided by The Third Age Trust. Further details about the insurance cover can be accessed on the u3a website www.u3a.org.uk/advice. If any activities are being considered that South Tyneside u3a is unsure if they are covered, they will contact the u3a Office for further advice. The Third Age Trust provides third party liability insurance however extreme sports and high hazard activities may not covered. Please check before running an activity.
Risk Assessments
South Tyneside u3a will ensure the Committee, Group Leaders or those responsible for a meeting or event complete a risk assessment(s). These will be used to identify any risks and explore how they could be mitigated. South Tyneside u3a is aware that some venues used for meetings/events may already have their own risk assessment, these should be reviewed and where mitigations identified, ensure they are actioned. E.g. a venue may state that no more than 5 chairs should be stacked together and or nothing placed in the way of fire escapes. Where relevant, clear instructions and guidance should be provided to anyone who requires it. Further information, guidance and templates about risk assessments can be downloaded from the u3a website: www.u3a.org.uk/advice
Responding to accidents/incidents and dealing with emergencies
In the event of an incident/accident the Chair of South Tyneside u3a should be informed as soon as appropriate. Where a u3a member is involved in an accident or incident whilst taking part in a u3a event South Tyneside u3a will ensure those who witnessed the
event and were involved complete an incident report (template available to download from www.u3a.org.uk/advice). This must be completed and shared with those who need to have access to it, including the Committee Chair and kept on file. It will also need to be shared with the insurers in the event of an insurance claim.
Lone volunteering
There may be occasions where u3a members may be carrying out activities for South Tyneside u3a on their own. For example, opening a venue for a meeting, setting up for a meeting etc. Where this occurs the u3a member should ensure someone else knows where they are and when they should be expected back. The u3a member should also know who to contact in the event of an incident or accident and ensure they have, for example, their mobile phone with them and avoid activities at height e.g. using a ladder.
Manual handling
All u3a members should think about manual handling in advance to avoid injury to themselves and others. Members should not carry out any manual handling tasks if they are not able to manage them and should ask for help from other u3a members.
Venues
Where South Tyneside u3a uses external venues who have their own policies and procedures and risk assessments South Tyneside u3a will ensure these are followed. This will include making sure all u3a members in attendance are aware of what to do in the event of a fire alarm/evacuation. If South Tyneside u3a is hosting an open day this will also include ensuring those who are not u3a members are also informed. [Note, your u3a may want to develop a check list for what needs to be done before/after a meeting in terms of setting up a venue. If so you can include it in the policy here or as an appendix].
South Tyneside u3a will ensure this policy is kept up to date and reviewed annually.
Related documentation
The following documents are available on the u3a website www.u3a.org.uk/advice to support u3as develop, approve and adopt this policy:
• Risk assessment templates – including templates for a range of different venues and activities including groups meetings at members’ houses.
• Risk Management guidance
• Safeguarding Policy and Procedure Sample
• Insurance Cover Note 2023
• Insurance FAQs
• Insurance Overview
Template Health and Safety Policy for u3as The Third Age Trust
Version Description of changes Date
1.0 Development of new document 16/06/2023
Incident report form
Category: Form
Please note that this form is to be filled in by a member of the committee, a group convenor, or the property owner and should be retained on file by the U3A committee in case of a claim and for a period of three years even if a claim appears unlikely.
1. Your details
U3A
Name
Position
Email
Telephone
Address
Postcode
2. Incident details
Date of incident
Time of incident
Where did the incident occur?
Please state the reason for the injured person or damaged property being there
Please describe the circumstances of the incident
Attach a sketch or photograph(s) if possible
3. Particulars of person(s) involved in the incident (continue on a blank page if necessary)
Name Email
Address
Postcode Telephone
Was he/she a member of your U3A on the date of the incident?
Name Email
Address
Postcode Telephone
Was he/she a member of your U3A on the date of the incident?
Sections 4 and 5 are to be completed for any incident involving injury.
4. Particulars of the injured person(s)
(continue on a blank page if necessary)
Name Email
Address
Postcode Telephone
Was he/she a member of your U3A on the date of the incident?
Name Email
Address
Postcode Telephone
Was he/she a member of your U3A on the date of the incident?
5. Details of injury
Describe the injury/injuries
Immediate action taken
Treatment at the scene
Admission to hospital
Ongoing medical treatment
Section 6 is to be completed for any incident involving damage to property
6. Details of damaged property
Describe damage caused
Estimated cost of repair or replacement
Name of owner of damaged property
Email Telephone
Address
Postcode
The remaining sections are to be completed for all incidents
7. Name and contact details of any witnesses to the incident
8. Declaration
I/We declare that to the best of my/our knowledge and belief all the foregoing particulars are true and correct in all respects.
Signed
Dated
Doc u3a KMS-FRM-001– Role description – Incident Report Form The Third Age Trust
Version Description of changes Date
2.0 Updated formatting 23/11/2021