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September 2009

amended from 2008









Statement of Intent


1.1 Objectives of the Policy






2.1 Definitions and terminology



2.2 Current legislation and guidance documents




Roles and responsibilities




Risk Assessment and implementation procedures



3.1 The TILE(E) analysis in risk assessment



3.2 M
onitoring risk assessments




Training strategy and implementation procedures


4.1 Training format and content



4.2 Initial Moving and Handling training cours
es and updates



4.3 Records of training




Equipment strategy and implementation procedures



5.1 Selection of appropriate equipment



5.2 Purchase and funding of equipment



5.3 Maintenance and monitoring of equipment




Monitoring of manual handling accidents and incidents




tions to buildings



7.1 Access to buildings in order to meet curriculum requirements


7.2 Carrying out modifications to school buildings


Associated Document:

Risk Assessment Package



1. Statement of Intent

Kent County Council, Children Families and Education Directorate (CFE)
recognises its responsibilities to comply with the Health and Safety at Work Act
(1974) and the Manual Handling Operations Regulatio
ns (1992) as well as other
related legislation in regard to the manual handling of loads for workers.

The aim of this policy is to set out the systems and procedures by which the Kent
County Council, Children Families and Education Directorate will achiev
e, so far
as is reasonably practicable, safe systems of work and a safe working
environment with regard to manual handling operations by its staff. Such
operations may be carried out on School (Day or Residential) or office sites
owned by the Council or
in community locations. Tasks performed by employees
and organised by the school during school visits or other events are also covered
by the requirements of this policy.

There will be a primary objective within the Directorate to avoid the need for
rdous manual handling. Where any such handling tasks cannot be eliminated
a competent risk assessor will carry out an ergonomic assessment in order to
minimise the risk of injury due to the manual handling task.

A manual
handling hazard can be defined

“any transporting or supporting of a load, by one or more workers,
including lifting, lowering, pushing, pulling, carrying, or moving a
load, which, by reason of its characteristics or of unfavourable
ergonomic conditions, involves a risk particularl
y of back injury to

Directive 89/391/EEC Minimum Health and Safety
Requirements for the Manual Handling of Loads

Kent County Council, Children Families and Education Directorate also
recognises the risk to non
employees of the Council who may be
affected by its
activities relating to manual handling operations and is committed to identifying
and minimising such risks.

1.1 Objectives of the Policy

It is recommended that each school nominate a moving and handling co
to ensure the followi
ng standards and procedures are in place for the school or

Safe systems of work to be identified through an ergonomic generic and
individual risk assessment process, to be carried out by a competent person
within each school or office building and

with an agreed timetable for
monitoring and review (3.1

3.2 and Risk Assessment Package).




A register of all employees at risk of manual handling injuries to be maintained
by an identified person within each school or office (2.3 and Risk Assessment


Training by a suitably qualified trainer to be given to all staff identified as at risk
of manual handling injury and their supervisors. All such staff to attend
subsequent annual update training. Accurate training records to be compiled
and ke
pt available (4.1


Where equipment has been identified as required to reduce manual handling
risks to acceptable levels this shall be provided, recorded and appropriately
maintained (5.1

5.3 and Risk Assessment Package).

Manual handling accident a
nd incident records to be kept by all schools and
offices in order to identify hazards, inform the health and safety department and
to meet reporting requirements under RIDDOR (6.1


Arrangements to be made for pupils or staff with mobility restric
tions to gain
access to buildings or services to meet curriculum requirements and to
conform with accessibility strategies and plans (7.1


2. Legislation

2.1 Definitions and terminology

Current legislation in manual handling defines both the em
ployers’ and the
employees’ responsibilities in providing and maintaining a safe working
environment wherein hazards are assessed and associated risks reduced to
acceptable levels. Some of the required terms used within the legislation are as


A hazard is anything that has the potential to cause
harm (e.g.: slippery floors, a frayed electric flex or a
heavy load).


A risk is the chance that somebody will be harmed by
the hazard and can be quantified as high, moderate or
low depending

on the severity and likelihood of an


The study of the relationship between workers and
their environment. Ergonomics can be used to assess
the ‘fit’ between people, the work that they do and the
things that they use.




Safe systems o
f work

Safe systems of work require risk assessment and
analysis of all manual handling tasks undertaken, the
individuals performing such tasks, the loads being
handled, the environment in which handling takes
place and the equipment available. Control me
to reduce all such identified risks to acceptable levels
will result in safe systems of work that can be recorded
and implemented.

Reasonably practical

Legislation requires that control measures are put in
place to reduce identified risk so far as
is reasonably
practicable; that is to assess the cost of the control
measure against the consequences of the identified
risk. It should be remembered that there are potential

financial implications to the consequences of
unmanaged risk as well as to con
trol measures to
reduce risk.

High risk

Low risk

High risk

low 捯獴


high risk

high 捯獴

imperative or

Low risk

low 捯獴


low risk

high 捯獴

may not be

Low cost

high cost


The Health and Safety at Work etc. Act 1974 places
overall responsibility for health and safety with the
employer. Who this is varies with the type of school:

For community schools, community special
schools, vol
untary controlled schools, maintained
nursery schools and pupil referral units the
employer is the Local Education Authority (LEA).

For foundation schools, foundation special schools
and voluntary aided schools, the employer is
usually the governing body.

For independent schools, the employer is usually
the governing body or proprietor.

(details of employer, manager and employee roles & responsibilities given at 2.3)

Emergency Situations

The regulation of manual handling tasks does not
apply in genuine em
ergency situations

assistance should be offered if someone is in
imminent danger of drowning or in danger from a
collapsing building. However many untimely situations

such as a pupil with epilepsy having a seizure or



standard fire evacuation is
considered an
emergency because it is foreseeable and safe
systems of work can therefore be planned.

2.2 Current legislation and guidance documents

There are several pieces of legislation relating to the practice of safe manual
handling at work and
the most relevant are listed below. Key points that relate to
policy and procedures which are required for schools are also given; however for
full details of the specific legislation, reference should be made to the KCC
Framework for Health & Safety: pag
es 4.30


Health and Safety at Work etc., Act 1974

Manual Handling Operations Regulations 1992

Management of Health and Safety at Work Regulations 1999

Personal Protective Equipment at Work Regulations 1992

Workplace (Health, Safety and Welfare) Regu
lations 1992

Reporting of Injuries, Diseases & Dangerous Occurrences Regs (RIDDOR) 1995

Provision & Use of Work Equipment Regulations 1998 (“PUWER ‘98”)

Lifting Operations & Lifting Equipment Regulations 1998 (LOLER ’98)

The HSE support the above with muc
h guidance, Approved Codes of Practice and
other advisory information. Further information on “PUWER 98” and “LOLER 98”
is provided in section 5.3 and on “RIDDOR 95” in section 6.2

The Health and Safety at Work Act etc. (1974)

This act remains the ena
bling act for all subsequent legislation and sets out
responsibilities for both employer and employee. The employer is required to

“such information, instruction, training and supervision as is
necessary to ensure so far as is reasonably practica
ble, the health
and safety at work of his employees”.

The act requires employees to:

“take reasonable care for his or her own safety and the health and
safety of other people who may be affected by his or her acts or

More recently there ha
s been European wide legislation

the Framework directive
on Health and Safety, part of which included the Manual Handling Operations
Regulations (1992) with further guidance published Nov 1998; the Management of
Health and Safety at work Regulations and
the Provision and Use of Work
Equipment Regulations.




The Manual Handling Operations Regulations 1992

These regulations establish a clear hierarchy of measures to be taken by

Avoid hazardous manual handling operations as far as is reasonably


Make a suitable and sufficient assessment of any hazardous manual handling
operations that cannot be avoided and taking account of all factors: task, load,
individual capacity, environment and equipment.

Reduce the risk of injury from these o
perations as far as is reasonably
practicable and using an ergonomic approach.

The employee also has a specified responsibility to:

operate with safe systems of work and follow Health and Safety instructions

Participate in training and to report defect

Management of Health and Safety at Work Regulations 1999

The employer is further required to:

Make suitable and sufficient assessment of the risk to the Health and Safety of
their employees whilst at work as well as the risk to the health and safety of
others who may be affected. The assessment must be written if more than 5
people are employed

Record any group of people who may be at risk of injury

Give information on the nature of manual handling hazards

Set up emergency procedures

2.3 Roles and resp

In summary:

Employers must:

Agree and disseminate the standards and procedures as outlined within the
policy and ensure their implementation

Identify and allocate resources (staff, equipment and access strategies) to
comply with control measu
res to reduce manual handling risks as far as is
reasonably practicable

Facilitate and support managers in the setting up of safe systems of work

Ensure access to training for all members of staff who may be at risk from
manual handling operations at work

and the supervision of such work practices
by a competent person




Managers must:

Be aware of the manual handling operations within their own area of

Give full information to staff on the nature and weight of manual handling
hazards withi
n their workplace

Ensure that a register is kept of all staff who may be at risk from manual
handling operations and that all such staff and their supervisors attend annual
training in safe moving and handling practice

Ensure that all staff receive appropr
iate training before carrying out any manual
handling tasks and that accurate records are kept of the training content and

Ensure that written risk assessments are kept and updated to identify
appropriate control measures to minimise manual hand
ling risks as far as is
reasonably practicable

Ensure that equipment provided is suitable and sufficient and is maintained in
accordance with relevant legislation (PUWER, LOLER)

Set up emergency procedures and carry out drills as necessary.

Maintain an acc
ident and incident reporting system and take appropriate
action when manual handling hazards, accidents or “near misses” are reported

Ensure that all new staff are screened prior to employment for any medical
condition that may require individual risk ass
essment in relation to moving and
handling tasks, seeking Occupational Health guidance as necessary

Give details of moving and handling requirements in job descriptions and
person specifications

Employees must:

Accept responsibility for their own safety

as well as that of the pupils and
colleagues with whom they work

Undertake training offered

Be aware of health and safety issues and the hazards associated with manual
handling tasks including the cumulative effect of repeated manual handling

Follow any control measures and care plans required by the generic or
individual risk assessments

Be familiar with and use available equipment

Be aware of their own limitations and inform their employer of any
circumstances that may alter their ability to

perform manual handling tasks

Report accidents and hazards

Report deficiencies in the employer’s health & safety protection arrangements




Supplementary support services

Further information and guidance on specific issues relating to moving and
dling within schools is available from the following:

Health and Safety Unit (Children Families and Education)

Contact at:

Sessions House, Maidstone: 01622 696125

KCC Framework document on Health and Safety legislation

Investigation of serious

moving an
d handling accidents

Monitoring of reported accidents and control measures

Audit of School Health and Safety policies and Risk Assessment

Moving and Handling Advisor
for Schools
and training team (CFE)

Contact at:

Joynes House, Gravesend: 0
1474 544320

Development of Training Strategy and Generic documentation

Delivery of Paediatric Moving and Handling Training and updates

Delivery of training in Manual Handling Risk Assessment

Maintenance of Resource catalogue of Moving and Handling Equipm

Assistance with individual Risk Assessment completion as required

Inclusion Co
ordinator for Physical Disability (CFE)

Contact at:

Local Area Offices for West Kent, Mid Kent or East Kent.

Advice on the specific needs of pupils with Additional Educ
ational Needs
relating to physical disability or sensory loss

Advise on curriculum access strategies for pupils with Physical Disability or
Sensory Loss

Learning and Development

Contact at:

Sessions House, Maidstone: 01622 696378

Booking for Paediatric
Moving and Handling Training or update training

Booking for training in Inanimate Load Handling

Booking for training as
Risk Assessor (having completed Moving and
Handling Training)

Architectural / Occupational Therapy (remodelling of buildings / bathr
design in line with accessibility plans)

Contact through County Surveyors or the O.T. Brenchley House, Maidstone: 01622




Advice on modification of school sites to enable access for pupils with
mobility needs

Advice for individual pupils may be

provided by the visiting Occupational
Therapist who works with the child

The CFE Culturally Competent Care policy and guidance


states :

“the development of cultural competence ensures an understanding of
culture, sensitivity to cultures
which are different to those of the practitioner or carer,
and an ability to work with cultural difference. This assumes self
awareness and the
capacity of the organisation and individual to reflect on the dynamics and potential for
tension, where differen
t cultures interact.”

details refer to

the policy
document on


3. Risk Assessment and implementation procedures

Legislation requires

that all manual handling operations that may present a risk of
injury must be the subject of a risk assessment carried out by a competent person
and using an ergonomic approach. The assessment must be suitable and
sufficient and if more than five people
are employed it must be in writing. Risk
assessors will be recruited and trained from the existing workforce and report
findings and suggested control measures to minimise risks to their employer.
Legislation also suggests that where employees of differ
ent employers work in the
same workplace (e.g.: school staff and escorts) that their employers co
operate to
produce an overall risk assessment.

The purpose of a risk assessment is to:

Identify all hazardous moving and handling tasks carried out at work

determine the likelihood and severity of any injury or harm arising from these
tasks and to whom

Assess all factors, including existing control measures, involved in the hazard
using the TILE(E) analysis

given below (loads may be animate or inanimat

Identify control measures that will reduce the risk of injury to acceptable levels

Identify all employees who may be at risk of injury from moving and handling
tasks in the performance of their duties

The three areas of risk assessment are:


Generic ri
sk assessment

covering the whole school or office together with
any locations visited by staff outside these sites as part of their duties. A
generic assessment must be completed at least annually and more
frequently should significant changes in equipmen
t, work place or staffing
occur. The risk assessment is used to identify manual handling hazards and
required control measures using the TILE(E) assessment. A suggested
format is available in the Risk Assessment Package.





Pupil risk assessment

to be comp
leted for every pupil whose management
requires staff to participate in moving and handling tasks. A suggested
format is available in the Risk Assessment Package.


Individual risk assessment

to be competed for any member of staff whose
capacity for moving

and handling at work may be impaired. A suggested
format is available in the Risk Assessment Package.

3.1 The TILE(E) analysis in risk assessment

Manual handling risk assessment can be divided into the five areas, each of which
has factors that influe
nce the level of risk associated with the moving and handling
operation. All of these areas require consideration during the assessment:


does the task involve:

Twisting or stooping

Strenuous pushing or pulling

Excessive lifting or lowering

ling at a distance from the trunk

High task frequency without adequate rest periods

I(ndividual movers)

do the people carrying out the tasks require:

Specialised training

Unusual strength or ability

A uniform or personal protective equipment

ion during impaired ability

for example if pregnant


is the person or object being moved:

Heavy or large

Unwieldy or difficult to grasp

Unpredictable or unstable

Vulnerable to injury or fragile

Sharp, hot or hazardous in any other way


does the area in which work is carried out have:

Restricted space

Slippery or uneven floors

Slopes ramps or steps

Adequate levels of heat light and ventilation


is any equipment used:

Suitable for the task

Available in all circumsta

Maintained and inspected





All these areas form the basis for both the assessment and the control measures
that can be put in place to minimise risk and enable safe systems of work.

3.2 Monitoring risk assessments

It is the employer’s respons
ibility to ensure that risk assessments are in place,
accurate and updated at agreed intervals. Such intervals must be at least annually,

but may be more frequent where conditions are prone to change. It is also
necessary to review the risk assessments
following significant changes in
circumstances; for example when additions to school buildings are made or for an
individual pupil following a change in mobility. Completion of the risk assessment
document can be delegated to a competent risk assessor wi
thin the school or
office; such an assessor is also likely to discuss moving and handling issues and
control measures with the staff group. However the employer must confirm the
suitability and accuracy of the assessment.

External monitoring of risk ass
essment completion and its translation to safe
systems of work will be conducted through audit processes carried out by Schools
Officers and the Directorate Health and Safety Unit.

4. Training strategy and implementation procedures

4.1 Training form
at and content

Training in moving and handling theory and practice will be mandatory for all staff
involved in the moving and handling of loads (animate or inanimate) where a risk of

injury has been identified. Training will be delivered by a competent t
rainer either
within the school or through the Training and Development service, and should be
completed as soon as possible after appointment. The training will comprise
either a half
day course

inanimate loads only or a full day covering both
e and animate load handling training and will include the following areas:

Relevant legislation covering manual handling practice at work

KCC Policy on Moving and Handling

Spinal bio
mechanics and the ergonomic approach

Moving and Handling injuries

es and prevention

Application of risk assessment documents

Demonstration and discussion of available handling equipment

Principles of safe manual handling

Dress code

Information on handling moves that are no longer recommended

Techniques of safe moving and

handling within the workplace

An additional day course in becoming a manual handling risk assessor within the
workplace is also available and requires previous attendance on the one day
moving and handling course.




4.2 Initial Moving and Handling tra
ining courses and updates

Staff identified as at risk from moving and handling tasks at work must receive
appropriate training as identified above as soon as possible after their
appointment or after job changes that put them at such risk.

Prior to atten
ding a training course staff must receive competent induction in the
performance of moving and handling tasks in their workplace before carrying out
such tasks. This is likely to be from their supervisor at work or other identified

All staff iden
tified as being at risk must receive update training in moving and
every 18 to 24 months
, or more frequently if considered necessary
. This
training will consist of a minimum of one half
day workshop.

4.3 Records of training

The employee and t
heir manager will use the generic risk assessment and register
of employees at risk from moving and handling injuries in their workplace to
identify the need for moving and handling training. They will be responsible for
booking training and subsequent u
pdates through Learning and Development or
alternative competent sources.

For internal courses Learning and Development will maintain records of staff
attendance together with details of the course: trainer, venue and date.

The Moving and Handling team
will provide training courses in Moving and
Handling, Risk Assessment and updates in Moving and Handling

Records will be
kept of course content, attendance, date, venue and trainer. A record of the theory
covered and techniques practised will be sent to
the delegates line manager who
will be able to use the document to assess competent practice within the

5. Equipment strategy and implementation procedures

Current legislation in manual handling practice requires that the first duty of
oyers is to

manual handling tasks at work. Generally this can be done
by facilitating independent mobility for pupils by the use of handling equipment
such as grab rails or roller sheets, or the substitution of manual lifting with the use
of automat
ed or mechanical lifting aids such as overhead or portable hoists.
Where manual handling tasks cannot be completely eliminated, they must be
assessed and all associated risks reduced as far as reasonably practicable

generally by the provision of furthe
r handling aids and equipment, staff training and
modifications to the environment.




5.1 Selection of appropriate equipment

Equipment provided to carry out moving and handling actions in the workplace
must be

fit for the purpose

available in sufficie
nt quantity

maintained in good working order

cleaned in accordance best practice to avoid cross

Advice on the purchase or loan of suitable equipment may be sought from
Physiotherapists or Occupational Therapists working with individual children;

Inclusion Co
ordinator for PD or the Moving and Handling Advisor and Trainers.

5.2 Purchase and funding of equipment

Manual handling equipment must be provided in circumstances where it has been
assessed by a competent assessor to be the most appropria
te and reasonably
practicable method to reduce manual handling risks to acceptable levels. In the
first instance schools will be responsible for the provision of such equipment from
their delegated budgets.

In certain circumstances there may be additiona
l sources of equipment or funding.
For further advice schools should contact their local District Development Officer
or the pupils AEN case worker.

Equipment that is passed between schools or obtained on a second
hand basis
must be assessed for suitabil
ity and safety before use to ensure that it complies
with standards outlined in 5.1 above.

5.3 Maintenance and monitoring of equipment

The Health and Safety Executive have issued regulations that apply to the use and
maintenance of equipment provided fo
r use in the workplace; details of which are
given below.

Maintenance of equipment within schools or offices of the Kent County Council
must comply with the standards set out within these regulations. Maintenance
must be carried out by a suitably qualif
ied person, which may be organised directly
by the establishment or be on a central service contract.

Provision & Use of Work Equipment Regulations 1998 (“PUWER ‘98”)

These regulations specify requirements of the employer to ensure that all
equipment pro
vided for use at work is:




Suitable for the intended use

Maintained in a safe condition so that people’s health and safety is not at risk

Inspected in certain circumstances to ensure that it is and continues to be safe
for use. Inspection must be by a comp
etent person and a record must be kept

Lifting Operations & Lifting Equipment Regulations 1998 (LOLER ’98)

In addition to PUWER above, these are further requirements to maintain the safety
of lifting equipment

i.e.: hoists, slings and adjustable height
furniture; in particular
these regulations specify the time scale for maintenance:

Equipment for lifting persons that may be exposed to conditions causing
deterioration is inspected and maintained at six monthly intervals and a record
kept of the inspectio

Employees should be trained in use of equipment and in pre
use checks

6. Monitoring of manual handling accidents and incidents

Any manual handling injury or incident that occurs at work must be recorded and
reported as soon as possible. Any required
remedial action to prevent a similar
injury or incident must be undertaken immediately or warning signs put in place to
reduce the risk of further incident.

Incident report forms (HS 157

plus form F2508 for reporting under RIDDOR)
must be completed in a
ll cases and sent to the local Area Office. Serious
accidents at work must also be reported immediately and directly to the Health and

Safety Executive under the RIDDOR regulations; with a copy to the Education and
Libraries Health and Safety Department:

Reporting of Injuries, Diseases & Dangerous Occurrences Regs (RIDDOR)

The employer is required to report to the Health and Safety Executive in the
following circumstances:

Death or major injury (e.g. fractures, dislocation, amputation, loss of sight

Injury occurring at work and lasting more than three consecutive days (including
days that they would not normally work)

Disease or Dangerous occurrence (e.g. failure of mechanical equipment)

Accidents and incidents occurring singly o
r in a series will indicate hazards in the
workplace with insufficient control measures to manage or reduce the level of risk.
Serious or repeated lesser incidents or “near misses” should trigger either a
review of the risk assessment or a full investigat
ion by the Headteacher, with
assistance from the Health and Safety Department if required.




Further information on the reporting of accidents and incidents is available from
the Health and Safety
Framework, Section 7 and the school's KCC Accident

. Modifications to buildings

7.1 Access to buildings in order to meet curriculum requirements

The SEN and Disability Act 2001 amended Part 4 of the Disability Discrimination
Act (1995) to introduce new duties on Local Education Authorities and Schools
relation to pupils with a disability. As part of these duties LEAs and Schools in
England are required to start formulating strategies and plans with regard to
increasing accessibility to schools and to have written plans in place by April 2003.

nning for accessibility will consider not only the teaching and learning curriculum

but also the wider curriculum of participation in after school clubs, leisure, sporting
and cultural activities and school visits. In many cases the provision made for
ils with a physical disability to access schools and the school curriculum will
have manual handling implications. In such instances risk assessment and
planning to implement appropriate control measures must be carried out to reduce
manual handling risks

to acceptable levels and ensure safe accessibility for pupils
and staff.

7.2 Carrying out modifications to school buildings

Modification to school buildings to improve accessibility for existing or potential
pupils can reduce the risk of manual handling
injury by removing or modifying
environmental hazards. Recommendations through the Schools Access Initiative
or through the Accessibility planning process are co
ordinated through District
Schools Officers and District Development Officers. Advice on mo
difications for
particular pupils can be made by Occupational Therapists working with the pupil.


09 amendment to Section 4.2 Update Training frequency

Further copies of this policy are available through David Graeme, Moving and Handling Advisor


CFE, Joynes House, New Road, Gravesend, DA11 0AT Tel: 01474 544320 or by e

The policy document and Risk Assessment Package may also be
downloaded from
Policy Strategies

& Guidance

Health & Safety /
Health and Safety
Documentation Index / Moving & Handling.