Merton staff, schools and contractors

Introduction

This page contains policies, guidance and forms for Merton staff, schools and contractors. You can also access the Merton Accident/Incident Reporting and Potentially Violent Persons System from this page. Documents and links have been published here so that they can be accessed by staff and contractors who do not have access to our corporate intranet.

Policies

• Health, Safety and Welfare Policy (Issue no. 22 – July 2024)
• Fire Safety Policy 2017
• Corporate Asbestos Policy 2019
• Moving and Handling Policy 2018
• Corporate Policy on Violence at Work 2023

Water safety and legionellosis

• Water Safety and the Prevention of Legionellosis Policy 2023
• Water Safety and the Prevention of Legionellosis Management Plan 2023

We have also produced a Model Health and Safety Policy for Schools

Accident and incident reporting and potentially violent persons

All accidents and incidents involving members of Merton staff (including Merton school staff) must be recorded on the Accident and Incident Reporting System. Schools must also report accidents where pupils have sustained serious injuries. Authorised persons who are not Merton staff, i.e. contractors and shared service staff can also access the system to report accidents and incidents upon request via the system.

Designated Review Officers can complete assessments and reviews of individuals that have been flagged as violent or aggressive, using the Potentially Violent Person System.

COVID-19

• COVID-19 - Advice for Workplaces Briefing Note June 2022

Display screen equipment (DSE)

DSE training and assessment arrangements are different depending on whether you work in a school or not, so please refer to the appropriate section below.

Merton staff (excluding schools)

All Merton staff (including agency staff and contractors) must complete the Healthy Working Programme, which contains a tailored e-learning module, self-assessment risk assessment and plan for managing your risk.

All staff will receive an invitation email to use the system, but you can access the system from the link below too:

Healthy Working Programme

Your User ID is your first and last name (as it appears for your network login) and you will need to choose a password the first time you log in.

We have produced a number of guides and some FAQs on the DSE assessment process and how to use the system:

• Healthy Working Guides (SharePoint)
• Corporate Guidance on Display Screen Equipment Assessment - This guidance document explains the full DSE process within Merton and the mechanisms which are in place to help protect staff working with DSE both at home and in the workplace.

Merton schools

All DSE users must complete the user briefing below, then fill in the self-assessment form.

• DSE and Portable Computers User Briefing
• DSE Workstation Self-Assessment Form

The Corporate Guidance on DSE and Portable Computers contains further guidance on the process, including how to identify DSE users.

Eye tests and glasses for all DSE users

If you are a Merton employee designated as a DSE User, and have completed the DSE Self-Assessment process above, you are eligible to claim for an eye test up to £19.95 and up to £55 towards glasses that are required for DSE use.

You will need to ask your optician to fill out the Eye Test Request Form. Once complete, submit the completed form along with the receipts for both the eye test and the glasses through iTrent expenses for approval by your line manager.

If you have any queries on how to claim, please contact Human Resources on 020 8545 4063 or 020 8545 3395.

Standards

We have produced the Health and Safety Standards document to provide guidance to assist head teachers and building managers in areas of statutory compliance. The document will be updated regularly and you should check here frequently for the current version.

Guidance

• Accident Reporting and Investigation - Corporate Guidance
• Accident Reporting and Investigation for Schools - Corporate Guidance
• Asbestos Management in Schools - December 2013 - Corporate Guidance
• Clinical Waste - Corporate Guidance
• Control of Contractors - Corporate Guidance
• Control of Contractors - No Buy Back from LEA - Advice
• Control of Contractors - with Buy Back from LEA - Advice
• Display Screen Equipment (DSE) and Portable Computers - see above
• First Aid - Corporate Guidance
• Guidance Note - Finger Trapping Risk Assessment in Schools
• Guidance Note - Working in the hot weather
• Hall or Room Safe Occupancy Figures Calculation- Corporate Guidance
• Incident reporting in Schools - HSE Guidance
• The Ladder Association/HSE LA455 - Safe use of Ladders and Stepladders, a brief guide (The Ladder Association Website)
• The Ladder Association - Code of Practice (The Ladder Association Website)
• Lone Working - Corporate Guidance
• Manual Handling - Corporate Guidance
• Medical Oxygen - Safe Use and Storage - Corporate Guidance
• New and Expectant Mother Risk Assessment - Corporate Guidance
• Operational Buildings - Guidance on creating a Site or Section Health and Safety Policy 2013
• Operational Buildings - Site or Section Model Health and Safety Policy September 2013
• Priority Ranking Specific Completion Date - Corporate Guidance
• Risk Assessment - Corporate Guidance
• Safety Committees·-·Departmental consultative committee
• Safety Committees - Role of safety representative
• School Governors' Responsibilities
• School Health and Safety Policy Creation - September 2013 - Guidance
• School Priority Ranking and Specific Completion Date Guidance
• School Site Manager and Reception Area Daily Checklist 2012
• Working at Heights - key points to consider and general precautions
• Work Placement Risk Assessment - Corporate Guidance

Forms

• Accident or incident reporting
• Classroom Checklist Form
• Clinical Waste Transfer Note
• COSHH Blank Risk Assessment Template
• Display screen equipment (DSE) workstation self-assessment - see above
• Eye test request - see above
• Fire Safety Checklist
• First Aid Needs Assessment Form
• General 4X4 Risk Assessment Form
• Generic Risk Assessment - Ladders
• Manual Handling Risk Assessment 2012
• New and Expectant Mother Risk Assessment Form
• Personal Emergency Evacuation Plan (PEEP)
• Civic Centre only Personal Emergency Evacuation Plan (PEEP)
• Portable Electrical Equipment Form
• Potentially Violent Persons System
• Workplace Inspection checklist type1
• Workplace Inspection checklist type 2
• Workplace Inspection checklist type 3

Event safety

• For information on the arrangements for event safety management, please visit the Guide to holding your event in Merton.
• Further guidance on event safety can be found on the HSE website here
• For more information on the Merton Safety Advisory Group (SAG), and to submit an event to the SAG for consideration, please visit the SAG page.
• Safety Advisory Groups (SAGs) HSE website
• For information on inflatable equipment safety, including bouncy castles, please see both the HSE guidance here and the Guidance note – Enforcement expectations for inflatables.

Reports

• Annual Safety Report 2021
• Annual safety report 2019

Please note; an annual safety report was not produced in 2020 due to the COVID-19 pandemic.

Statistics

Below are the annual accident report figures for the 2019/20 year. Accident statistics will be published here on an annual basis however you can request more specific detailed statistics from Safety Services by emailing health.andsafety@merton.gov.uk or calling 020 8545 3388.

• Children Schools and Families 2021
• Community and Housing 2021
• Corporate Services and Chief Execs 2021
• Environment and Regeneration 2021
• Schools 2021

Contact us

Corporate Safety Services
6th Floor
Merton Civic Centre
London Road
Morden
SM4 5DX

Email: health.andsafety@merton.gov.uk
Telephone: 020 8545 3388
Fax: 020 8545 401