Health & Safety Policy and Procedures

VERSION: July 2021

 

Contents

  • OVERVIEW
  • POLICY STATEMENT
  • PART 1: Statement of Intent.
  • Prevent accidents and cases of work-related ill health
  • Persons responsible for Health and Safety
  • Overall and final responsibility for health and safety:
  • Day-to-day responsibility for ensuring this policy is put into practice:
  • ARRANGEMENTS FOR HEALTH AND SAFETY
  • Third Party Venues
  • Risk Assessment
  • First Aid
  • Training
  • Health
  • Equipment
  • Accessibility
  • Consultation
  • Fire & Evacuation Route
  • APPENDICES
  • Appendix i. COVID-19 Health & Safety.
  • Appendix ii. Working from home risk assessment.

 

 

OVERVIEW

1.1.1.1       MISSION

HMDT believes that everyone should be able to both experience great art and help form it, and aims to prove that great art, that inspires and resonates with many people can be created through the unique dynamic between outstanding professional artists and the community. HMDT commissions and creates new works of the highest possible quality using this model of artistic fellowship, and is a pioneer in defining new music genres such as jazz opera that engage and challenge new audiences whilst giving artists opportunities to take creative risks.

Each new commission is underpinned by training opportunities for artists and an education programme that enriches participant experience, increases their skills, raises aspirations and has a transformative effect on other areas of learning. Core to HMDT’s work is the long term commitment to offering all age groups, particularly those with the least engagement, sustained music training programmes, which enable them to participate in the new commissions ensuring there are no barriers to participation.

 

This policy is in line with the Health and Safety at Work Act (HAWSA) 1974 and the Regulatory Reform Fire Safety Order 2005.

 

1.1.1.2       VISION

For HMDT’s work and methodology to be in national demand, and to be able to respond to that demand so that a greater number of people in different localities can experience and help create excellent art.

 

1.1.1.3       CORE VALUES

Artistic Excellence

HMDT believes everyone should have access to the very best that the performing arts have to offer, and aims to contribute to this through education projects and performing arts productions of the highest quality which explore a variety of musical styles and genres.

 

Innovation

HMDT values projects which respond to the needs of individuals and communities by linking people and art forms in imaginative ways which are both challenging and complementary to conventional ideas of arts education.

 

Community

HMDT believes in fostering a strong sense of community through music education by creating projects, which raise community aspirations and expectations, and enrich other areas of learning.

 

Passion

HMDT believes that artistic excellence arises from the passion of all participants, artists and staff involved in a project, and that the performing arts are powerful agents for sharing and bringing to light untold stories, cultures and historic events. HMDT strives to be courageous in its approach to subject matter, and to build awareness and celebrate the voices and dignity of those who would otherwise not be heard.

 

Inclusiveness

HMDT values the diversity of the people and communities with whom it works, and is committed to creating inclusive music projects that explore a variety of music styles and genres.

 

2       POLICY STATEMENT

This policy is written in accordance with the Health and Safety at Work Act (HASWA) 1974, the Regulatory Reform Fire Safety Order 2005, COSH regulations 2002, and RIDDOR, and is reviewed annually by the General Director and Outreach Manager.

2.1       PART 1: Statement of Intent. For this policy we have used the template of the HSE.

2.2       This is the Health and Safety Policy of: HMDT Music

 

DISCLAIMER

HMDT Music does not have its own premises including an office and therefore is not responsible for any building (structural, asbestos, heating, light). It chooses safe and suitable premises such as schools, prisons, theatres, for all its projects involving participants undertaking lessons, workshops, rehearsals performances etc, ensuring they are well-equipped, safe and suitable for disabled users and have adequate access to toilets, water etc. Larger events are risk-assessed by stage management teams (e.g. theatres), and/or venues themselves e.g. prisons. HMDT Music is therefore not responsible for fire evacuation plans, extinguishers, building equipment checks etc.

2.3       What this policy aims to do:

o   Prevent accidents and cases of work-related ill health

  • Manage health and safety risks in the workplace
  • Provide clear instructions and information, as well as adequate training (where required), to ensure that employees are competent to do their work.
  • Provide and maintain safe equipment for our employees to use
  • Maintain safe and healthy working conditions.
  • Signpost to where emergency procedures can be found.
  • Outline who is responsible for matters of health and safety.

3       Persons responsible for Health and Safety

3.1       Overall and final responsibility for health and safety:

Adam Eisenberg: General Director

The General Director is required to have Level 2 training. Responsibilities include:

  • Plan, control, implement, monitor and review workplace health and safety measures;
  • Conduct, record, and communicate risk assessments to employees and those who need to be informed;
  • Manage risk by implementing effective control measures. These must be adequate and regularly monitored, checked and reviewed;
  • Implement a health and safety policy (if there are five or more employees);
  • Establish and inform everyone about emergency procedures and first aid arrangements;
  • Provide employees with frequent and appropriate health and safety training, information and instruction;
  • Provide employees with personal protective equipment (PPE) if a risk assessment shows it is needed, and replacing this when it becomes worn;
  • Ensure that all equipment and facilities are suitable and safe for use;
  • Ensure that all managers and supervisors are knowledgeable, experienced and understand the risks and controls (management competence).

The Outreach Manager is required to have Level 1 training, and should assist the General Director in all matters above, including but not limited to:

  • Conducting and reviewing risk assessments as a nominated competent person;
  • Provide employees and free-lance workers frequent health and safety updates;
  • Communicating results of risk assessments to employees and free-lance workers;
  • Communicating emergency procedures and first aid arrangements with employees and free-lance workers.

3.2       Day-to-day responsibility for ensuring this policy is put into practice:

Adam Eisenberg: General Director

Tertia Sefton-Green: Creative Director

Sabina Noble: Outreach Manager

 

3.3       All employees should:

  • Co-operate with supervisors and managers on health and safety matters;
  • Take reasonable care of their own health and safety;
  • Report all health and safety concerns to an appropriate person (as detailed above) and fill in the appropriate incident report form which can be requested from any named person.
  • In accordance with health and safety legislation, you must:
  • take reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions;
  • co-operate with HMDT Music to enable it to ensure so far as is reasonably practicable the health, safety and welfare at work of all its employees and to comply with any other duties or requirements relating to health and safety, including working from home; and
  • not interfere with or misuse anything provided by HMDT Music in the interests of health, safety or welfare.

4       ARRANGEMENTS FOR HEALTH AND SAFETY

4.1       Third Party Venues

HMDT Music does not have its own venue for delivery. HMDT Music ensures that that this health and safety policy is written in accordance with to the policy(s) of the venues for each of our activities. The following principles apply to all venue situations.

4.2       Risk assessment

  • We will complete risk assessments for each project and take action to mitigate risks
  • We will review risk assessments for each project when conditions change

4.3       First Aid

In line with the National Education Union recommendations, and the Health and Safety (first aid) regulations 1981, we have a minimum of one-two qualified first aiders on site, so that there is always one designated appointed person to charge in the case of absence. Travel first aid kits are with the two qualified first aiders, whilst a larger main kit as kept at the programme desk. Whilst on site posters are on display with First Aider names, and all tutors are briefed termly on who to contact and how.

It is the responsibility of all qualified First Aiders to ensure their kits are fully provisioned and within date. An annual review is conducted by the Outreach Manager (also a qualified First Aider).

The main First Aid kit contains:

  • Medium sterile dressings
  • Large sterile dressings
  • Triangular bandages
  • Safety pins
  • Sterile eye pads
  • Waterproof plasters
  • Sterile saline wipes
  • Microporous tape
  • Nitrile gloves (pairs)
  • Sterile finger dressings
  • Emergency thermal blanket
  • Sterile eyewash
  • Scissors
  • Conforming bandage
  • Instant ice packs

 

Travel first aid kids contain:

  • Gauze swabs
  • Triangular bandage
  • Resuscitation shield
  • Sterile skin closure strips
  • Waterproof plasters
  • Nitrile gloves
  • Emergency thermal blanket
  • Sterile eyewash
  • Microporous tape
  • Sterile wound cleaning wipes
  • Burn salve

4.4       Training

  • We will give all members of staff & contractors the relevant training to enable them to do their jobs e.g. lifting training will be given to all Saturday Programme Assistants.
  • All members of ‘office’ staff will all be given the appropriate equipment to make sure that they can work in the safest possible manner. All ‘office’ staff work remotely from home.
    • All members of staff will be given ergonomic chairs, two screens, headsets, screen risers etc.

4.5       Health

  • Regular team meetings via RingCentral to mitigate sense of isolation that can be found through working remotely;
  • Regular ‘social’ meetings to make sure that the sense of community is maintained;
  • NEW Covid policies in place for projects including the Saturday Programme. (see addendum).

4.6       Equipment

  • The company uses All-in-one iMacs;
  • All employees refer to the image below when setting up their home work environments with Display Screen Equipment;
  • All electrical equipment will be PAT tested every 3 years;
  • All musical instruments will be serviced as per the schedule for that particular instrument;
  • All sets, props, costumes for productions are risk assessed by the Production Manager ensuring safe and appropriate use for all participants.

 

4.7       Accessibility

  • All venues must have accessibility for those with disabilities. At a minimum, they must have ramps or lifts to make sure that everyone can attend & accessible toilets. It is preferable that venues have their own disabled parking to ensure those with mobility issues can attend. All theatres should have hearing loops that can be made available for performances.

4.8       Consultation

  • We will consult staff routinely on health and safety matters as they arise and will regularly review the best practice.

4.9       Fire & Evacuation route

  • When hiring a venue, HMDT Music will request the evacuation routes in advance and distribute to all members of staff. Prior to the project starting, all members of staff will be inducted into the relevant policies for that particular venue.
  • For long-term venue hire e.g. The Saturday Programme, HMDT Music will arrange annual Fire Drills and a Procedure plan relevant to its use in the building in coordination with the relevant Lettings Agency/School/Venue.
  • Personal Emergency Evacuation Plans (PEEP) are assessed for those with disabilities and cannot follow the standard evacuation plan for every specific venue. Those with mobility issues need to be taken to an emergency refuge point to be moved by emergency services, or if necessary can be evacuated to outside, but not able to leave the lower ground floor.

 

 

5       APPENDICES

5.1       COVID-19 Health & Safety Policy

 

THESE MEASURES AND PRECAUTIONS ARE ADDED AS AN AMMENDMENT TO THE SATURDAY PROGRAMME CODE OF CONDUCT

FROM SEPTEMBER 2020 UNTIL FURTHER NOTICE

 

PLEASE READ THIS DOCUMENT CAREFULLY AS IT CONTAINS NEW INFORMATION WHICH MUST BE ADHERED TO, WHICH IT IS IMPORTANT FOR YOU TO SHARE WITH YOUR CHILDREN AND FORMS PART OF YOUR CODE OF CONDUCT.

 

 

I           ILLNESS

 

Please do not attend the Saturday Programme if you or any member of your family or friends with whom you live or have been in close contact, have any symptoms of Covid-19 or have been told to self-isolate. Please notify HMDT Music IMMEDIATELY of your condition. 

 

COVID-19 is a serious infection. You should review the government guidance regarding the infection and remain up to date at  https://www.gov.uk/government/collections/coronavirus-covid-19-list-of-guidance. You will also find guidance for households with possible COVID-19 infection here: https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance

 

Some symptoms include:

  • A raised/high temperature
  • A cough
  • Loss or change to taste or smell
  • General feeling of being unwell
  • Diarrhoea and vomiting (children)

 

Reporting a case
If a student or any member of their family should present symptoms, the student must not attend. If they become ill on site, they must inform the HMDT Staff IMMEDIATELY. They will be isolated in the First Aid Area until they can be collected. Please be aware government guidelines do not allow use of public transport with Covid symptoms. If a child who has been in class should test positive for COVID-19 or has been told to self-isolate, please contact us immediately so we can take the necessary actions.

 

If you have symptoms, please ensure you are tested and if you are Positive, let the Office know the result. You must then isolate for 14 days.

 

IF A CHILD OR TUTOR GETS ILL, IT MIGHT BE NECESSARY TO CLOSE THEIR CLASS FOR TWO WEEKS TO ALLOW EVERYONE TO ISOLATE. THIS MIGHT ALSO IMPACT ON OTHER CLASSES THE CHILD/TUTOR ATTENDS, OR EVEN THE ENTIRE SATURDAY PROGRAMME. IN SUCH A SITUATION, CLASSES WOULD BE MOVED TO ONLINE FOR 1-2 WEEKS AS NEEDED.

 

 

II        ACCESS TO BRIDGE ACADEMY and TRAVEL

There is no parking on the Bridge Academy Site, but you should be able to drop your child off if you are driving them. There are bike racks and in line with government guidelines we would encourage you to walk and cycle wherever possible.

 

SIGNING IN – NEW APP

We are implementing a sign-in on your mobile phones to avoid crowding and sharing a pencil. This can be done by a parent dropping a student off, or by older students who have a phone as well as those in the building overseeing younger children. If you don’t have a smartphone, please sign in with Sabina. Please see further instructions. It is very important that every student signs IN and OUT on entering and leaving the building.

 

PARENTS and WAITING

  • Please try and only arrive 5-10 minutes before your first session to restrict the amount of time your child needs to wait on site. We have changed the schedule to try and minimise wait times for everyone as far as possible. It is not possible to eliminate waiting for everyone however, and the Canteen will be available as will an outdoor space, for students who need to wait. The Canteen will be supervised at all times.

 

  • Parents please ONLY wait with your child(ren) if they are in Year 2 or below and do not come on site if they are in Year 3+. For the first week of term ONLY, parents of Year 3 children may come to help ensure their child knows where to go. Similarly, for the first week only, parents of Fledglings may wait in the playground outside the class if they wish.

 

  • Parents and Guardians should not come on to the Saturday Programme site except as outlined above and, if dropping your child off or collecting them, should do this in the roads surrounding the Bridge Academy.

 

  • No visitors are allowed on site unless previous agreed with HMDT Music.

 

  • We will not be operating a Tuck Shop for this term, to assist with distancing and no waiting, so please ensure your child brings a snack and water with them. We very much hope to reinstate this next term depending on guidelines.

 

  • If you wish to allow your Secondary School age child to leave the building unsupervised during a break, please complete THIS ONLINE FORM.

 

  • All Mini 2 students will be collected from the HALL for their Taster Sessions this term (for which you will receive a separate schedule). Please wait with them there.

 

III        HYGIENE

 

  • On arrival, everyone must wash their hands or use hand sanitiser. We will be providing sanitiser upon entry, but require that you BRING YOUR OWN SANITISER for personal use. Please do not touch any equipment which is not your own, unless it is provided for your sessions.

 

  • Students should wash their hands frequently onsite following the ‘Happy Birthday’ singing guidance (washing for 20 seconds minimum) and dry their hands thoroughly. Please come with tissues to follow the guidance of ‘Catch it, bin it, kill it’ for sneezes and coughs.

 

  • We will be avoiding sharing of any instruments e.g. for Tasters, as much as possible and everything including pianos and keyboards will be wiped down by the tutors between use. NO wind or brass instruments will be shared.

 

  • Students need to be responsible for bringing everything they need for their sessions, EACH week. We cannot lend instruments, music, and sharing resources is not permitted.

 

  • Windows (and if appropriate doors), will be left open in classes wherever possible to ensure good ventilation and air flow.

 

 

IV        SOCIAL DISTANCING

We will be requesting a minimum 1 metre gap is kept between everyone on site at ALL times. All the classes and lessons will be set up to ensure sufficient distances can be maintained, and have been moved to larger classrooms where necessary. Instrumental and vocal groups will be distanced and set up to face the front conforming to all recommended guidelines. This 1 metre distance needs to be adhered to during, as well as in-between sessions e.g. in the corridors and if waiting for a class to begin.

 

Resources will not be shared amongst members of the tutorial staff and students unless they can be thoroughly cleaned before and after use.

 

 

V         MASKS AND VISORS

  • We will be providing all tutors and the HMDT Music Team with a visor to protect your students and themselves, which they will wear at all times as is possible.

 

  • All secondary school students and parents, are required to wear masks or visors in the corridors and the waiting area. These can be removed to eat or drink. Anyone with a physical or mental illness, impairment or disability is exempt from wearing one. It is your choice if you wish your primary school aged children to wear a mask.

 

  • Students are not expected to wear a face covering in sessions. If a student does wish to wear a face covering they are allowed to do so, as long as it does not prohibit their learning. Students are expected to bring their own face covering to the Saturday Programme.

 

  • We recommend the use of a visor for older students who are singing e.g. ICS Seniors and older Junior 2s and Choir, to both protect your children and our staff. They can be purchased HERE

 

  • We appreciate there are different opinions on face coverings, but in consultation with the school, are bringing in this precaution to help ensure the safety of you, your children and our team.

 

VI        THE MUSIC BOX

 

Please bring a small percussion instrument(s) for your child to play during the sessions to limit any risk of contamination from sharing. Any small percussion instrument is fine and you are welcome to make your own e.g. a shaker using beans in a tin or box. If you do not have anything or forget yours, we will have some for sale at £2 each.

Music Box Older will be operating on a one way system for entering and leaving their room. Please leave all buggies in the main corridor near Sabina’s desk to assist with this.

 

VII       OTHER MATTERS

MUSIC, LYRICS, PRACTICE BOOKS and MUSIC STANDS

We will be providing one copy of any lyrics, ensemble music parts required for the term. If students lose or forget them, we will not be providing extras and will ask you to print out your own copies (ask the office). In order to assist the distancing issues, practice books will now be issued as single sheets.

Please can all Blues and Greens bring their own portable Music Stand to assist with distancing.

PARENT SURGERY

Sabina will be operating a Surgery to discuss any issues on Saturdays between 10:30 – 11:30. These MUST be booked by email in advance. Please ensure you wear a mask.

INDUCTION FOR NEW PARENTS

We will be making an Induction Film which will be available on our website from 23 September. Please do take the time to view it so you know how we operate and what to expect. You are of course welcome to contact the office should you have any further questions.

CHANGE OF CLASS IF A STUDENT or FAMILY MEMBER HAS COVID-19

It might be necessary to close a class for 1-2 weeks if a student, or family member has Covid-19, in order to protect the other students. If this does happen, the class(es) would be held online during the same scheduled times, so that no-one misses out.

TERMS AND CONDITIONS

Please see our updated terms and conditions HERE.

PLEASE NOTE this Policy and Measures may be amended as needed during the term if we find different or further measures need to be taken. You will be alerted to any updated information.

 

VIII      YOUR RESPONSIBILITIES AND ACKNOWLEDGMENT

You acknowledge and understand that, while HMDT Music will make efforts to sanitise and/or disinfect the facilities, and that HMDT Music cannot guarantee the airspace or surfaces within the school will remain free of viruses at all times. I hereby agree to adhere by all Rules and Policies in effect relating to COVID-19 which are now part of the Code of Conduct.

Upon entering, the Saturday Programme you assume all risk associated with COVID-19 (unless in any way caused by the negligence of HMDT Music). You also agree to:

  • abide by all government guidance aimed at preventing the transmission of the virus (details of which can be accessed via the following links https://www.gov.scot/coronavirus-covid-19/ and https://www.gov.uk/coronavirus);

 

  • follow the Code of Conduct and COVID-19 Health & Safety Policy Amendment, AND all directions provided by staff members and set out in the signage within the school.

You must not enter the venue if you believe that you may have been infected with COVID-19. Failure to comply with these measures shall entitle HMDT Music to remove you from the school.

You understand and acknowledge that it is your sole responsibility to continue to adequately exercise the proper care and precautions to protect yourself from exposure to COVID-19. You acknowledge that you, nor any member of your household, have been diagnosed with or ordered quarantined, due to the COVID-19 virus, or are experiencing its symptoms. If any of the above representations can no longer be made, you agree to immediately notify HMDT Music (as outlined in the COVID-19 Policy and refrain from attending the Saturday Programme.

If you have any questions, please get in touch with HMDT Music. Otherwise, please keep safe, look after each other and enjoy the Saturday Programme.

Any breach of this Health and Safety Policy will be taken very seriously.