1. Policy Statement
UK Skills Academy (UKSA) recognises and accepts that, as an employer, it has a legal duty to provide for the health, safety, and welfare at work of all its employees. UKSA further recognises that this responsibility extends to any person, including learners, who uses its services and premises.
UKSA recognises the need to provide and maintain safe and healthy working conditions, equipment, and systems of work for all employees, learners, and others affected by its activities and services. A proactive approach to assessing risk and implementing control measures will take place to reduce losses suffered as a consequence of occupationally related injuries and ill health. Effective arrangements for planning, monitoring, and reviewing preventive and protective measures will be maintained.
Managers are responsible for the health and safety of all people, premises, plant, and equipment under their control and are expected to exercise vigilance to ensure safety awareness is maintained. This responsibility for health and safety awareness ranks equally in importance with all other actions necessary to ensure the delivery of services (see Appendix A for Fire Reporting and Appendix B for Accident Reporting).
All employees have a responsibility to assist in assessing risk and to contribute positively to their own health and safety and that of others, and to cooperate with UKSA to enable the organisation to carry out its responsibilities.
UKSA ensures that all services and activities are properly planned, organised, and risk assessed to prevent harm to vulnerable service users and learners.
This includes identifying vulnerable service users and learners within the organisation and those attending training programmes, considering factors such as:
Age
Physical or mental health
Personal circumstances
UKSA complies with all relevant legal and ethical guidelines pertaining to the protection of vulnerable individuals.
Comprehensive risk assessments are conducted for all services and activities, identifying potential risks to vulnerable service users and learners, including physical or emotional risks.
Risk mitigation strategies are implemented to reduce identified risks. This includes:
Safety measures
Appropriate equipment
Support systems
Communication plans
UKSA conducts thorough background checks and vetting for staff and volunteers who have direct contact with vulnerable service users.
An emergency response plan is in place outlining the steps to be taken in cases of harm or abuse involving a vulnerable service user or learner, including clear and confidential reporting procedures.
Collaboration and Sharing
UKSA collaborates with other organisations and agencies that support vulnerable individuals in order to share safeguarding best practices and strategies.
By implementing these measures, UKSA creates a protective and supportive environment for vulnerable service users. This not only helps prevent harm but also builds trust and confidence in the services provided.
UKSA provides a wide range of apprenticeship programmes in addition to training programmes aimed at other groups of learners. UKSA ensures compliance with all relevant legislation and Education and Skills Funding Agency (ESFA) contractual guidance and good practice relating to learner health and safety.
Policy Objectives
The objectives of this policy are:
To provide a safe and healthy work environment for all employees, learners, and others who may be affected by UKSA services or omissions
To ensure all employees understand that safety is a condition of employment and requires participation and involvement in order to be successful
To identify significant risks associated with UKSA activities and take reasonable steps to control those risks adequately
To ensure accidents, incidents, and ill health are minimised
To consult with employees and learners on matters affecting their health and safety
To provide and maintain safe plant and equipment
To provide suitable and sufficient information, supervision, instruction, and training to employees and learners
Safeguarding and Learner Safety
Promoting the safety of service users and learners is of paramount importance within UKSA. This is achieved through comprehensive safeguarding policies and procedures, including:
Regular training for staff and volunteers on safety measures, risk awareness, and safeguarding policies
Regular assessment of risks associated with UKSA services and activities
Appropriate preventative measures to minimise risk
Ensuring service users have access to information regarding:
Safety measures
Reporting concerns
Emergency procedures
All premises and training venues are maintained to provide a safe and secure environment, ensuring facilities and equipment meet appropriate safety standards.
Staff-to-learner ratios are defined per course to ensure adequate supervision and support, particularly for learners with specific needs.
UKSA maintains a clear emergency response plan to address crises or safety incidents promptly and conducts regular health and safety audits to identify and rectify hazards or unsafe conditions.
Safety concerns or incidents are addressed immediately, with appropriate corrective action taken where necessary.
Policy Review
The health and safety arrangements contained within this policy specify the organisation, responsibilities, and resources necessary for maintaining and reviewing health and safety standards.
This policy will be reviewed annually by the management lead for health and safety to ensure it remains relevant and current.
Gemma Fletcher
Chief Executive
Appendix A – Fire Reporting
The following procedures must be followed when someone discovers a fire in a building, regardless of the size of the fire.
1. Contain the Fire
Close the door to the room where the fire is located to help confine the fire to a smaller area.
2. Raise the Alarm
Activate the nearest fire alarm system.
3. Contact Emergency Services
From a safe location, call 999 and report the location of the fire to the emergency services.
4. Extinguish or Evacuate
If the Fire is Small
If the individual has been trained to use a fire extinguisher, they may attempt to extinguish the fire.
If the Fire is Too Large or Training Has Not Been Provided
Evacuate the building immediately and:
Proceed to the nearest exit
Go directly to the designated assembly point
Notify others on the way out without delaying evacuation
Wait at the assembly point to be accounted for
Inform emergency services of:
The fire location
Size or cause of the fire
Any persons trapped
If Evacuation is Not Possible
Remain calm
Close the door to the room
Contact a member of staff to report your location
Block smoke entering under doors using wet towels or blankets if possible
Signal for help from a window using brightly coloured material
Do not break windows unless absolutely necessary
5. Re-Entering the Building
Do not re-enter the building until:
The fire alarm has been silenced, and
The fire or police service confirms it is safe to return
Appendix B – Accident Reporting
Certain work-related injuries, illnesses, and dangerous occurrences must be reported to the Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
Reportable Incidents Under RIDDOR
Incidents that may require reporting include:
Fatal and non-fatal injuries
Occupational diseases
Dangerous occurrences (“near misses”)
Incidents resulting in more than seven days’ absence from work
Incidents involving gases
Only responsible persons, such as employers, can submit reports to the HSE. Employees must report incidents or accidents to their manager.
Step 1: Check for Immediate Danger
Immediately assess whether there is a risk of further injury or damage. Do not place yourself at risk. Only act if it is safe to do so.
Step 2: Provide Medical Assistance
A qualified first aider should assess the injured person.
Where necessary:
Call 999 for emergency situations
Call 111 for non-emergency medical advice
All workplaces must have:
A designated first aider
A first aid kit
Step 3: Report to a Manager or Supervisor
Employees must report all incidents to their manager or supervisor. The manager will determine whether the incident is reportable under RIDDOR.
Step 4: Record the Incident
Details must be recorded in the company accident book or occupational health records.
Recording incidents helps identify patterns and supports preventative action to reduce future accidents.
Step 5: Report Under RIDDOR
If the incident is reportable under RIDDOR, the responsible person must submit the report correctly and within the required timescales:
Within 10 days of the incident
Within 15 days if the incident caused more than seven days’ absence from work
As soon as a diagnosis is received for occupational diseases
Reports should be submitted online via the HSE website.
Reports Must Include:
Date of recording
Reporter’s personal details
Company details
Location, date, and time of incident
Details of the injured person(s)
Description of the injury, illness, or incident
Step 6: Carry Out an Investigation
An investigation should be completed as soon as possible by an impartial individual familiar with workplace procedures and health and safety legislation.
The investigation should determine:
How the accident happened
Whether it was preventable
What measures should be implemented to prevent recurrence
Responsibility for review : Gemma Fletcher Chief Executive Officer
Review Date: October 2026