Site Rules

SITE RULES STATEMENT

The Site Rules are designed for everyone working at the AELTC, whether they are in an office, on a construction site, on a court or in a kitchen.

It provides both rules and guidance on all health & safety, security and welfare matters at all AELTC properties and other areas outside these.

As well as reading this guidance carefully, it is imperative for your own health and safety in the workplace that you always identify and adhere to these rules to ensure you are not putting yourself or others at unnecessary risk.

You must never be afraid to ask questions if you are unsure about any substances, equipment or systems of work that affect you. Your work allocation, supervision and environment will be controlled, directed, and monitored at all times by the AELTC Line Manager/Supervisors or their nominated site representatives.

HEALTH & SAFETY CHECKLIST

For your own health and safety in the workplace it is imperative that you familiarise yourself with the following when entering an AELTC site:
• Identify and adhere to the AELTC’s rules on Health & Safety and its policies and procedures on safe systems of work
• The signing-in/attendance procedures in operation and the whereabouts of all emergencies exits and routes
• The whereabouts of all fire extinguishers/fire blankets/sprinkler system and alarm activation points
• Identify the appointed fire marshal(s) and the designated assembly point in the event of a fire/emergency
• The designated day, time, and frequency (I. e. weekly, monthly) for the testing of the fire alarm
• The whereabouts of the Health & Safety poster, which contains contact details for the HSE or the local Employment Medical Advisory Service
• The whereabouts of the First Aid attendant(s) and or the qualified First Aider(s)
• The whereabouts of the First Aid kit and Accident Book
• The whereabouts of washroom and water facilities
• The whereabouts and rules surrounding the use of the kitchen and smoking facilities
• Make sure you have the right tools and equipment for the job
• Obey all warnings and hazard notices
• Resist the temptation to play practical jokes and do not indulge in horseplay. Such behaviour often leads to serious injuries
• Obey speed limits and traffic controls on site
• Mobile phones must not be used when undertaking any operation where safety is important.

Your Line Manager/Supervisor should take you through these as part of their induction with you.

1. CONFIDENTIALITY

Confidential information about the AELTC and staff must not be disclosed or used at any time, whether during the contractual period or thereafter – this applies to all staff and contractors, and sub-contractors working on their behalf. Unauthorised photos, video stills or video footage within non-public places must not be taken at any time.

No public statements to the media and without limitation, on social media websites, may be made without prior written authorisation from an AELTC Executive.

2. DRESS

Appropriate workwear should be worn at all times.

All personnel working in the Grounds are expected to conduct themselves and dress to a standard which is commensurate with the prestige of the AELTC.

Shirts or T-Shirts must be always worn. Shorts are only acceptable where these are suitable for working tasks and must be smart and safe. However, for all construction works

(See Construction Work) shorts are not permissible.

Clothing must be free of emblems, national flags, offensive/inciting images, or slogans.

During The Championships no company logos or brand names may be displayed on clothing or equipment without the prior permission of the Championships Operations Department. Any logos approved will be restricted to two square inches or five square centimetres in size.

3. DRUGS AND ALCOHOL

Do not report for work under the influence of alcohol or drugs – you may be a danger to yourself and others.

Whilst contractors are responsible for their own drugs and alcohol policies, the AELTC reserve the right to refuse entry and remove contractors’ employees from AELTC sites if suspected to be under the influence of any intoxicating substances.

The AELTC has a policy of random and ‘with cause’ drugs and alcohol testing. Employees and contractors may be requested to undergo such a test at any time. A refusal to carry out the test is deemed a failure and you would be either removed from the AELTC Grounds or subject to specific disciplinary proceedings. Any persons found in possession of illegal substances will also be handed over to the Police.

Alcohol must not be brought into nor consumed in any working environment on the Grounds at any time.

4. ENVIRONMENTAL NOISE

Noise should be kept to a minimum, particularly early in the morning and when leaving the site.

5. EQUALITY, DIVERSITY, ACCESSIBILITY, AND INCLUSION

The AELTC is a diverse and inclusive organisation which is committed to confronting and eliminating the discrimination of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion/belief, or gender.

The AELTC will make reasonable adjustments, so far as practicable, to accommodate individuals’ specific needs. Please ensure that you have contacted your AELTC Project Manager or Human Resources in advance to discuss such needs.

6. GAMBLING / BETTING

Betting, assisted betting or the use/supply of information for betting on Championships tennis matches and/or their outcomes, directly or indirectly, by anyone holding an AELTC/Championships accreditation may lead to loss of accreditation status for the current or future Championships, and/or further action.

7. GENERAL BEHAVIOUR

Consideration must be given to the public and other workers:
• Be polite
• Do not shout or whistle
• Do not use offensive language.

8. HANDHELD RADIOS AND MOBILE PHONES

Handheld radios and mobile phones are not to be used when driving any vehicle or plant in construction areas or in open areas of the Grounds.
Stop, make the call, then drive.

9. HOUSEKEEPING

It is your responsibility to keep your work area tidy. As such, you must:
• Always tidy up after yourself
• Keep stairways and fire escape routes clear
• Not wedge open fire doors
• Remove scrap and waste to designated bins
• Clear up any spills immediately
• Turn off lights as you leave a workspace.

10. MOBILE PHONES

Mobile telephones must NOT be used when driving (even using a hands-free phone while driving will distract you).

Drivers must safely pull over to the side of the road to receive or make calls.

DO NOT use mobile phones whilst undertaking ANY task where safety is a consideration, and the use of the phone might interfere with the level of concentration required to undertake the task safely.

11. OFF-SITE BEHAVIOUR

All staff and contractors, when off duty and off site, must behave in a manner which is acceptable to the AELTC’s neighbours and the local community.

12. PERSONAL HEADPHONES
Personal headphones must not be used in any working area, which includes when walking through the Grounds on any site as these are live working areas.
During the build-up, The Championships and de-rig period personal headphones are prohibited in any part of the Grounds

13. RADIOS ON WORK SITES

Radios and music must not be played in any AELTC working areas.

14. SALVAGE

Any building materials or equipment salvaged from work carried out by staff or a contractor shall remain the property of the AELTC unless otherwise agreed at commencement of contract.

The Head of Estate Management is the authorising party.

15. SMOKING

The AELTC does not have a legal requirement to provide smoking areas and it is not a lawful entitlement of someone to smoke.

As is required by the Smoke Free laws the AELTC does not permit smoking, which includes electronic cigarettes and similar devices, in any of the following areas:
• Inside any building or substantially enclosed areas, owned or used by the AELTC for the conduct of company business. This includes inside any of the courts.
• Outside buildings if the smoke can drift through open windows, doorways, or air intakes.
• Inside any vehicle owned or operated by the AELTC including hired/leased vehicles, as well as those operated by contractors within its Grounds. This includes private vehicles being used for the purposed of work containing more than people than the smoker.

Areas within the Grounds have been designated for smoking, Your AELTC manager will inform you of these. Please be aware that these will change depending on the operations of the Grounds.

Second-hand smoke contains many chemicals that pollute the air around a person who is smoking, with some of them causing extreme harm to the health of those nearby. As such, the AELTC encourages and supports all AELTC staff who wish to quit. If they contact Human Recourse or Health & Safety they can provide them with materials to assist.

It is the aspiration of the AELTC to have a completely smoke-free grounds for all staff, contractors and public.

16. WHISTLEBLOWING

If you have a genuine and reasonable belief that the AELTC is engaging in malpractice, you should raise your concern with an AELTC Executive. The AELTC is committed to meeting its obligations and to investigating such disclosures fully and fairly, even where they are made anonymously.

No member of staff who raises genuinely held concerns in good faith will be victimised or dismissed because of disclosing their concerns in accordance with the law on public interest disclosures from time to time.

1. RESPONSIBILITIES
Display your access pass (accreditation) and (if relevant) vehicle pass when you are within the Grounds. In the absence of a photo pass, a temporary pass will be issued by security once access to the Grounds has been authorised.

Security remains everyone’s responsibility and therefore vigilance, compliance and cooperation from everybody involved is paramount. Please report any concerns about anybody or anything immediately to the Operations Centre on 0208 971 2666 or ext 2666.

2. SECURITY AND SEARCHING
Please note that searching and security measures are in operation throughout the year. The AELTC reserves the right to search any vehicle or person entering or leaving its Grounds at any time.

3. PROHIBITED ITEMS
The following items are prohibited from entering the Grounds:

4. FIREARMS OR WEAPONS ATTACK

the event of a firearms or weapons attack on site, off site, at home or abroad, follow the UK Government's "Stay Safe" principles.

View the 4 minute "Run, Hide, Tell" film here.

RUN - to a place of safety. This is a far better option to surrender or attempt to negotiate:
• Consider the safest options.
• Escape if you can.
• Is there a safe route?
• Can you get there without exposing yourself to greater danger?
• Insist others leave with you.
• Leave belongings behind.
If you have nowhere to go, then:

HIDE - It is better to hide than confront an attacker
• Find cover from gunfire.
• It you can see the attacker; they may be able to see you.
• Cover from view does not mean you are safe. Bullets can go through glass, brick, wood, and metal.
• Find cover from gunfire (e.g., substantial brickwork / heavy reinforced walls).
• Be aware of your exits.
• Try not to get trapped.
• Be quiet. Silence your phone and turn off vibrate.
• Lock / Barricade yourself in.
• Move away from the door.
Then finally, and only when it is safe to do so:

TELL
• Call (9)999.
• Consider what the police need to know (If you cannot speak or make a noise, listen to the instructions given to you by the call handler):
o Location - Where are the suspects?
o Direction - Where did you last see the suspects?
o Descriptions - Describe the attacker, numbers, features, clothing, weapons etc.
o Other information - Casualties, types of injuries, building information, entrances, exits, hostages etc.
o Stop other people entering the building, only if it is safe to do so.
Armed Police Response
o Follow any officers instructions.
o Remain Calm.
o Avoid sudden movements that may be considered a threat.
o Keep your hands in view at all times.
Police Officers may:
o Point guns at you.
o Treat you firmly.
o Question you.
o Be unable to distinguish you from the attacker.
o Officers will evacuate you, only when it is safe to do so.

Good to Know:
• The AELTC has procedures in place for dealing with such incidents and liaising with emergency services.
• Given the rapidly evolving nature of such situations, you must adopt the Run, Hide, Tell principles as soon as you suspect an incident is happening.
• Personal Emergency Evacuation Plans (PEEPs) and General Evacuation Plans (GEEPs) should be in place for people who require assistance during an evacuation.
Plan and Prepare Now:
• What are your plans if there was an incident?
• Consider First Aid only when it is safe to do so. CitizenAid is one example of a source of information of a simple, clear teaching aid for immediate actions and first aid for a stabbing, bomb, or firearms incident.

5. BOMB THREATS

Bomb threats may be received in a phone call, via email or through social media applications. No matter how ridiculous or implausible the threat may seem, all such communications are a crime, and should be reported to the police by dialling (9)999.

Upon Receiving a bomb threat.

• Stay calm and listen carefully.
• Have immediate access to a checklist on key information that should be recorded (an example can be found here)
• If practical, keep the caller talking, and have a colleague dial (9)999.
• If displayed on your phone, note the number of the caller, otherwise dial 1471 to obtain the number once the call has ended.
• If the threat is a recorded message, write down as much information as possible.
• If the threat is received via text message, do not reply to, forward or delete the message. Note the number of the sender and follow police advice.
• Contact Security on 020 8971 2666 as they will need to make an assessment of the risk.

Additional Points

If the threat is delivered face-to-face:

• Try to remember as many distinguishing characteristics of the threat-maker as possible

If discovered in a written note, letter or as graffiti:

• Treat as police evidence, and prevent others from touching the item

If the threat is received via email or social media:

• Do not reply to, forward or delete the message.
• Note the senders email address or username / user ID for social media.
• Preserve all web log files for your organisation to help the police investigation (As a guide, 7 days prior to the threat being received and for 48 hours after).

Good to Know

The AELTC has procedures in place for dealing with such incidents and liaising with the emergency services.

6. SUSPICIOUS ITEMS

When dealing with suspicious items:

• Do not touch or interfere with the item.
• If possible, attempt to identify the owner in the immediate area.
• If you still think it's suspicious, do not feel embarrassed or think somebody else will report it.
• Report it to a member of staff, Security on 020 8971 2666 or if they are not available, dial (9)999. Do not use your mobile phone in the immediate vicinity.
• Move away to a safe distance - Even for a small item, such as a briefcase, move at least 100m away from the item.

Remember: If you think it is suspicious, say something.

Good to Know

The AELTC has procedures in place for dealing with such incidents and liaising with emergency services.

7. THREAT LEVELS

In the UK there are five levels of threat:
• low - an attack is highly unlikely
• moderate - an attack is possible but not likely
• substantial - an attack is likely
• severe - an attack is highly likely
• critical - an attack is highly likely in the near future

The level is set by the Joint Terrorism Analysis Centre and the Security Service (MI5).

Check the current terrorism level

PART C – WORKING CONDITIONS

1. BREAKS

The following guidance note is intended to assist managers in the implementation of Health & Safety breaks during the working day, and not your entitlement of breaks based upon hours worked.

This information is only relevant to AELTC employees.

Work environments with extremes of heat and cold

The Workplace Heath Safety and Welfare Regulations 1992 define a workplace as ‘any premises or part of premises which are not domestic premises and are made available to a person as a place of work, including any place within the premises to which a person has access to whilst at work’. Premises means any place including an outdoor place.

Where workers are exposed to extreme weather conditions [outdoor work] and or extreme temperatures [e.g., working in a kitchen environment], the risk assessment by the manager should define systems of work to ensure that the length of time they are exposed to uncomfortable temperatures / conditions is limited.

Primarily this should be achieved by task rotation or allowing staff to access a more reasonable environment to do different work. However, where the nature of work does not allow for such rotation, other control measures will need to be considered. These could include:

• Allowing outdoor staff to take hot drinks during very cold weather and / or to take brief breaks indoors.

• Allowing brief breaks in hot sunny weather for staff to get into shade and take on fluids and apply sunscreen on a regular basis.

• Allowing breaks in very wet weather to change into to dry clothing if required.

Where breaks are introduced as a Health and Safety measure, then managers must closely monitor and ensure that the breaks are taken. If the only appropriate control measure available, as far as is reasonably practicable to ensure the health and safety of workers, is to take a break then this break forms part of their paid hours.

It is important to note, however, that such a break will relate to the specific role and environment and does not confer a contractual right upon any individual to paid breaks per se. Where the relevant working conditions change or an equally suitable alternative control measure becomes available, the AELTC has the discretion to remove the paid Health and Safety break and implement the alternative control measure.

Work environments where eating/drinking is forbidden

There are some work environments [e.g., workshops] where staff might not be allowed for Health & Safety reasons, to introduce or consume food / drink. In these cases, the appropriate measures should be considered and implemented to ensure that these staff can have access to refreshments during their working day.

Managers may designate low hazard areas adjacent to laboratories or workshops as areas where food/drink can be consumed. In agreeing to any such request managers should consider the following:

• The presence of any hazardous substance / air borne contaminant [chemical, vapour, fibre, dust] that may be present in the area or in and adjacent area through which food/drink may be transported [e.g., offices directly off workshops]

• The ability of staff to remove protective equipment [e.g., overall, gloves] and the availability of hand washing facilities to encourage staff to wash hands prior to eating or drinking.

• Any extreme environmental conditions that might arise in the area and necessitate the control measures outlined in Work environments with extremes of heat and cold above

Pregnant women and new mothers

Employers are required to assess risks to all their employees and to do what is reasonably practicable to control those risks. They must include any hazards / risks to new and expectant mothers when conducting this risk assessment. The following will have a bearing on the issue of paid breaks:

• In addition to risks presented by the work activity itself, there are aspects of pregnancy that may impact on the way the individual is able to work. Such aspects including sickness, backache, increasing size, frequent visits to toilet, tiredness, dexterity, agility, balance, and comfort. Managers must consider these aspects as circumstances dictate. Changes of work activity or the way in which an activity is carried out may be required.

• Pregnant workers may, at times, suffer from fatigue and other effects, especially during the latter months of the pregnancy. If an expectant mother needs rest during the working day, she should be permitted to sit in a suitable and quiet area of the building, (e.g., office, vacant meeting room, café, etc). Where the need for regular rest periods has a significant impact on work, the Head of Department, through HR, may request an assessment by Health & Safety and Occupational Health. This could include whether sickness leave, or statutory maternity leave should commence. Further information concerning absence or sickness related to the pregnancy is contained in the AELTC’s Policy relating to Maternity Leave.

• There is no fixed time span for breastfeeding, and it may vary considerably. During breastfeeding, the worker must not be exposed to risks that could adversely affect her health or that of the baby. The worker should inform their manager that they are breastfeeding, and advice may be sought from Occupational Health.

Any breach of health and safety legislation in relation to new and expectant mothers is considered as automatic sex discrimination.

2. CHILDREN, YOUNG PERSONS, AND WORK EXPERIENCE

The AELTC acknowledges the importance of giving young people (persons under 18 years of age) opportunities to develop skills, such as participation in work.
The requirements of the Management of Health & Safety at Work Regulations 1999 (Regulation 19) should be observed when employing young people (including prohibition of certain work activities) due to their increased vulnerability at work.

Any work experience should be through approved schemes in schools and college, and then approved by Human Resources. Anything outside this require child employment licence from the Local Authority. The AELTC does not permit work experience during The Championship.

Neither staff nor contractors may bring children (persons below school leaving age) onto site, without prior approval from the AELTC Head of Human Resources and Head of Health & Safety. This does not include activities with WJTI, BBGs or Learning, as well as the Competitors' Creche.

3. DOGS
Dogs must not be brought onto AELTC sites by anyone, except for service dogs (i. e. guide dogs, hearing dogs, mobility dogs, seizure alert/response dogs, autism dogs).

Within the Main Grounds designed spending area for service doges is the Orchard at the top of Aorangi Terrace.

4. CONSULTATION
The Health and Safety (Consultation with Employees) Regulations (HSCER) 1996 allows any employees not in groups covered by trade union safety representatives to be consulted by their employers. The AELTC directly consult directly with its staff through department meetings overseen by their HR Business Partner.

Consultation involves employers giving information to employees and listening to and taking account of their views before making any health and safety decisions. Consultation with employees must be carried out on matters to do with their health and safety at work, including:

• any change which may substantially affect their health and safety at work, for example in procedures, equipment or ways of working.
• the AELTC’s arrangements for getting competent people to help him or her satisfy health and safety laws.
• the information that employees must be given on the likely risks and dangers arising from their work, measures to reduce or get rid of these risks and what they should do if they have to deal with a risk or danger.
• the planning of health and safety training specifically to that team/department; and
• the health and safety consequences of introducing new technology which would relate to their team/department.

Employees or their representatives must be given enough information to allow them to take a full and effective part in the consultation and they must have enough time to consider or express their views. You must take time to listen and consider their views before you make any decision.

Directors and key Senior Managers form the Health & Safety Management Group which oversees the corporate level of Health & Safety management, and reports through the Director of Fiance to the Fiance & Risk Committee.

5. FOOD SAFETY
The AELTC appointed contractor Compass Group Plc., is responsible for ensuring that all food it provides to staff and visitors is safe to eat.

Therefore, food hygiene and robust food safety practices are vital to ensure that food and drink provided or sold throughout all AELTC activities are suitable, safe, and wholesome. Compass Group Plc will have in place a HACCP Plan, which is a systematic approach to the identification, evaluation, and control of food safety hazards based on the following seven principles:

• Principle 1: Conduct a hazard analysis.
• Principle 2: Determine the critical control points (CCPs).
• Principle 3: Establish critical limits.
• Principle 4: Establish monitoring procedures.
• Principle 5: Establish corrective actions.
• Principle 6: Establish verification procedures.
• Principle 7: Establish record-keeping and documentation procedures.

Any concerns about food safety or quality should be made to controloffice.fd@aeltc.com

To ensure due diligence, the AELTC appointed an independent Environmental Health Consultant, SureFoot Solutions Lttd, to undertake intendent food safety audits of Compass operation against their own HACCP Plan.

Any food providers appointed by a Principal Contractor within a major construction project is not within the responsibility or overview of the AELTC but the Principal Contractor.

6. GRASS COURTS

No staff or contractors, other than Groundstaff, are allowed on the grass courts unless under the authority of the Head of Courts and Horticulture or the Head Groundsman.
All departments and contractors must notify the Head of Courts and Horticulture of any proposed work or activities in the vicinity of any grass court before commencing. This is either at ground level or relating to roof movement/works.

7. GYM

As a Private Members Club the year-round the Gym is primarily for Members.

Discretionary use of Gym is granted to permanent AELTC staff may use the Clubs gym following four weeks of employment, under the following terms.

Contractors and Staff Guests
Use of the gym DOES NOT extend to any contractor or staff guest.

Disclaimer and Induction
All gym users are required to complete a disclaimer form and undergo an induction with a member of the fitness team prior to using the gym.
The AELTC will not accept any liability for any claim for personal injury if you use the gym equipment having not undertaken an induction.

Capacities
The fitness team will ask staff to leave if the gym is exceeding capacity, or if Members require use of the facilities.

Dressing Rooms
As with any commercial gym, staff should take their personal belongs, including towels, bags, clothes, with them after they have finished their session.
This ensure respect to the faculties as well as ensure a suitable standard of hygiene.

Photography
There should be no photography taken in the gym in the dressing rooms.

Opening Hours
The open hours of the gym are Monday-Sunday 07:00 – 21:30.
The provides over 14hrs a day, allow use before and after work, for staff or Members to use.
The Gym closes to Staff and Members several weeks before The Championships to allow it to become fully set up and will open over a week after. Dates will be confirmed each year.

Conditions
Breaches of conditions will result in engagement from the Fitness team, and may result in privilege withdrawn, as well as suspensions of accreditation (contractor) and disciplinary proceeding (staff).

8. MANAGING CONTRACTORS
No matter how small the job, or how fast you need it to be completed, health and safety doesn’t start when the contractor arrives on site.

All AELTC Managers who have contactors of any kind need to think about health and safety as soon as you know a job needs to be done.

All AELTC Managers must follow a five-step approach on how to manage contractors (which follows the tenets of HSE’s Guidance HSG159 – Managing Contractor)

Step 1: Planning
• Define the job
• Identify hazards
• Assess risks
• Eliminate and reduce the risks
• Specify health and safety conditions
• Define insurance requirements
• Discuss with contractor (if selected)

Step 2: Choosing a contractor
• What safety and technical competence is needed?
• Ask questions
• Get evidence
• Go through information about the job and the site, including site rules
• Ask for a safety method statement
• Ask for insurance declaration
• Submit a new supplier form if not previously engaged and raise a purchase order
• Decide whether subcontracting is acceptable. If so, how will health and safety be ensured?

Step 3: Contractors working on site
• All contractors sign in and out
• Name a site contact
• Reinforce health and safety information and site rules
• Check the job and allow work to begin

Step 4: Keeping a check
• Assess the degree of contact needed
• How is the job going:
o As planned?–
o Is the contractor working safely and as agreed?–
o Any incidents?–
o Any changes in personnel?–
• Are any special arrangements required?

Step 5: Reviewing the work
• Review the job and contractor
o How effective was your planning?
o How did the contractor perform?
o How did the job go?
• Record the lesson

9. PROTECTING THE PUBLIC

Protecting the public and adjacent occupiers is paramount, including:
• Guarding against falling materials, tools and equipment when working adjacent to or above public areas
• Control of all areas, routes, vehicle and plant movement, and extra vigilance at all interface areas
• Considering minimising nuisance factors (noise, dust, vibration, traffic movements) and ensure highways and pavements are kept clear of mud and debris.

10. OUT- OF- HOURS WORK (LONE WORK)

Weekdays
Buildings will be considered as being occupied by staff between the hours of 07:00 and 19:30.Outside of these times staff should notify security (Event Control Room (ECR) –
ext. 2380) giving location, contact number and start/finish times.
This notification need not be daily, if someone works consistently outside of these times. (e. g. Museum cleaners who start at 05:00 each day).

Exceptions: There are some exceptions to the notification procedures:
• Staff involved in functions – functions are automatically notified to various parties which include security
• Members’ Kitchen – staff work up until 23:30 on Tuesday, Wednesday & Thursday evenings
• Members’ Dressing Rooms (men’s) – staff work until around 21:30
• Gym – staff and Members using until 21:30. Staff and monitoring in place.
• Groundstaff – Duty staff who stay while evening play is in progress
• Members’ Kitchen staff and Dressing Room staff need to notify security if they work later than the times set out above.

Weekends and Bank Holidays

Staff must notify security (ext. 2380) if they are working at weekends or bank holidays. As above, staff should give location, times that they will be working and a contact number.

Groundstaff and Estate Management will ensure that they have communication arrangements in place for where they have 2 or more staff working in each department. They will only inform security when only one member of staff is working. Additional arrangements may be put in place by these departments.

Exceptions:
• Museum – security is already aware of the Museum and shop opening hours, but staff need to inform them if they work beyond the normal Museum start-up/ close times
• Members’ Dressing Rooms – if staff working alone later than 20:30, they should notify security
• Members’ Dining Room – if staff work later than 19:00, they should notify security.
Practice Week and during The Championships
• No need to notify security of working hours.

ALL other out-of-hours works must be approved by the Senior Manager of the department and inform the Head of Security and the Head of Human Resources.

11. RESPONSIBILITY FOR VISITORS
It is the responsibility of the AELTC to ensure the health & safety of visitors.
If you invite visitors onto the site, you are responsible for informing them of the basic health & safety rules and procedures.

12. SAFEGUARDING & DBS
The AELTC is committed to the safeguarding and welfare of children and vulnerable adults regardless of their age, gender, language, religion, ethnic background, or sexual identity, and expects all AELTC staff and contractors to share that commitment.

All AELTC staff and contractors who work with or around children or vulnerable adults must have an Enhanced Disclosure through the Disclosure and Barring Service (DBS). They may also be required to attend regular first aid and safeguarding training.

The AELTC has a Designated Safeguarding Lead (DSL) who has overall responsibility for coordinating the safeguarding of children and vulnerable adults, and several Safeguarding Officers across other departments.

Please raise all safeguarding concerns to the Designated Safeguarding Lead on aboe@aeltc.com

13. SITE WORKING HOURS

YEAR-ROUND
Monday – Friday
08:00 – 17:00
Saturday
08:00 – 13:00

No Sundays or Bank Holiday

All major projects continue to 18:00.

All works outside this time FOR ALL SITES must be approved by the Head of Estate Management.

All works outside this time must be approved by the Head of Championships Operations.

Hours of work at Raynes Park should be arranged with the AECCSG General Manager.

THE CHAMPIONSHIPS BUILD AND DE-RIG PERIODS

Monday – Friday
08:00 – 18:00
Saturday
08:00 – 13:00
No Sundays or Bank Holidays

All works outside this time FOR ALL SITES must be approved by the Head of Estate Management.

14. STAFF & CONTRACTOR EATING AREAS

All areas where staff and contractors can eat will be individually assigned.

You will not be able to eat outside of these areas.

15. WELFARE

Welfare facilities and toilets are provided for your convenience and your wellbeing.

To have a healthy working environment, the AELTC aims to ensure:
• Good ventilation - a supply of fresh, clean air drawn from outside or a ventilation system
• A reasonable working temperature (usually at least 16°C, or 13°C for strenuous work, unless other laws require lower temperatures)
• Lighting suitable for the work being carried out;
• Enough room space and suitable workstations and seating
• A clean workplace with appropriate waste containers

For staff well-being, the AELTC provides:
• Toilets and hand basins, with soap and towels or a hand-dryer
• Drinking water
• A place to store clothing (and somewhere to change if special clothing is worn for work)
• Somewhere to rest and eat meals

These workplace facilities should be kept clean and tidy and not used for storage of plant and materials. Always report any issues with equipment use or maintenance to Estate Management.

For fire safety the AELTC does not permit the use of toaster, hot plates, portable ovens, camp burners etc. in any welfare area.

During any periods of COVID restrictions, all welfare facilities will be assigned to specific working groups onsite, and you should only use that welfare facilities which is assigned to you.

Issues with the above should be raised with the EM Helpdesk. Further information may be sought from the Health & Safety team.

EM is able to offer the following monitoring for indoor work areas:
• Lighting levels
• Noise survey (with regards to sounds above 80dB)
• Temperature
• Relative humidity
• Carbon dioxide (can give indication of ventilation)

PART D – SAFETY RULES FOR ALL STAFF AND CONTACTORS

1. YOUR LEGAL RESPONSIBILITIES

You have a legal obligation with regards to your own health and safety and that of others. It is important that you know exactly where your personal responsibilities lie.

Under the Health and Safety at Work Act 1974 personal responsibility is set out as follows:
• You have a duty to take reasonable care of your own health and safety and that of others who may be affected by what you do or do not do
• You have a duty to co-operate with your employer on health and safety matters
• You have a duty not to interfere with or misuse anything provided for your health, safety, or welfare.
Every person, regardless of his or her job, may be prosecuted or even imprisoned for failing to carry out these duties. Penalties may include an unlimited fine and up to two years imprisonment.

2. ACCIDENT AND NEAR MISS REPORTING

• Any accident or near miss which causes injury to an AELTC employee, member, visitor or to a contractors’ employee must be reported to your AELTC Manager and reported on the AELTC Accident Report Form, found on the intranet, and submitted in hard copy or email to the AELTC Health & Safety teen,
• This includes:
– Accidents e.g., falls, manual handling injuries, eye injuries, being struck by something, striking against something, sharps injuries, violence, chemical exposure
– Near Misses - where someone narrowly avoided being injured
– Dangerous Occurrences, e.g., collapse of scaffolding, falls of materials from height, explosion, asbestos release
– Ill-health - occupationally caused ill-health such as sensitisation, latex allergy, deafness, upper limb disorders. Also, can be used for recording ill-health not related to work activity, e.g., cardiac arrest, loss of consciousness.

First aiders attending any incident will want to know that a record of the incident has been submitted.

3. ACCIDENT INVESTIGATIONS

Staff, Visitors (including Members) and Contractors

The Health & Safety team will engage should a more throughout investigation be required.

It is the responsible of the line-manager to ensure that they have gathers immediate information and evidence (i.e., photographs etc.) to provide to the Health & Safety team. Information should be factual and without opinion.

The scene of any accident or incident must be left intact for investigation.

Where an accident or near miss concerns a contractor, it is the responsibility of that company to undertake their own formal investigation and disclose the AELTC a full copy of this.

Major Projects

The Principal Contractor will be responsible for ensuring that any sub-contractor engaged by them is aware of and complies with these regulations.

4. ASBESTOS

Although Asbestos has been banned from construction for some time, it may be found in historic buildings, in areas such as:
• Insulation on boilers and pipes
• Fire protection of steelwork
• Fire protective cladding on doors, walls, and ceilings
• Roof sheeting
• Floor and ceiling tiles
• Internal insulation to kitchen equipment (e. g. ovens etc.) and office safes
• Storage heater blocks.

Work which involves asbestos in any form must only be carried out by a specialist contractor and, all such work must be in accordance with current regulations and codes of practice.

Regard any unidentified/suspected material as being asbestos, leave alone, secure the area if possible and notify your Line Manager/Supervisor immediately.

Estate Management will provide information on the location of asbestos on site to staff and contractors and must approve any works where asbestos is present.

No demolition or refurbishment work can be undertaken on a pre-2000 structure without a Refurbishment and Demolition Survey (the old type three).

To gain access to the AELTC Asbestos Register, please contact the Estate Management Helpdesk at emhelpdesk@aeltc.com / 020 3372 7373. You will then be provided with login details to access the relevant asbestos documents for a period of five days.

5. CELLARS

Managers who are in charge of cellars should ensure the following:
• a CO2 gas sensor is desirable because gas leaks are not visible and can cause death through asphyxiation – CO2 is heavier than air and will accumulate at floor level
• positioning of the delivery vehicle, which should allow access to the premises for the movement of barrels, crates, bottles and CO2 cylinders
• a notice showing where the CO2 cylinders are stored, including any bulk or “cryoserve” CO2 reservoir cylinders
• members of staff must be properly trained to connect and disconnecting cylinders to avoid cross-threading valve damage and gas leakage
• empty and full CO2 cylinders must be secured, or chained, to prevent damage
• a written procedures for the safe delivery and collection of barrels, kegs, cylinders, bottles etc. which must be enforced
• delivery or collection operations, ensure hatches, cellar flaps or trapdoors are secured open, cordon off the area and use warning signs

All staff and volunteers involved in cellar work should be provided with information and training on the aspects of cellar management. All training should be recorded. Staff should sign to confirm that they have received their specific training. They should be trained on:
• safe systems of work including CO2 detection and leakage procedures
• CO2 cylinder connection and disconnection procedures and
• manual handling/ safe lifting techniques
• All training should be recorded. Staff should sign to confirm that they have received their specific training

The following points should be adhered to when storing kegs and gas bottles:
• managers normally hold access keys
• only authorised staff have access to storage areas
• only trained and competent staff make adjustments and connections
• kegs and casks stored above freezing should ideally be 11-14ᵒC
• unused cylinders are stored horizontally with a wedge or upright, secured with a chain, and away from any heat sources
• connected cylinders are kept upright and secured with a chain
• smoking must be prohibited
• Cellar warning card(s) are displayed near cylinders
• gas cylinders only transported in ventilated vehicles
• CO2 cylinders tested every 5 years
• staff advised not to handle frosted cylinder(s)
• staff not to enter any area that contains a high concentration of gas
• secondary reducing valves set by fitters for individual products and not tampered with by staff
• drip tray contents not emptied back into kegs/casks
• regular spot checks by manager to ensure existing measures are being used
• carry out a risk assessment for the possible need to fit gas monitors must be carried out
• action plan in case of a gas leak to be formulated ASAP (i.e., informing staff to turn off gas if possible and ventilate area and to contact cellar service if leak is serious)
• when cellar flaps/trapdoors are open, supervision is needed to stop anyone falling in, also to stop unauthorised access to the cellar or theft
• flaps/trapdoors/hatches must be regularly checked and maintained to keep them in good condition - the bolts or fastenings must stop them closing accidentally
• where possible, separate designated storage areas should be identified for the different kegs, cylinders, bottles, rubbish etc. while limiting manual handling as much as possible and keeping areas well organised to allow access
• provide suitable rigid plastic bins/containers for the collection and storage of broken glass and instruct all staff to use them
• adequate lighting and ventilation must be provided
• provide suitable low headroom warning notices, insulation, padding etc., and, where necessary, draw attention to low beams, light fittings or fluorescent tubes in the premises

Pipeline cleaning:
• only trained and competent staff should be allowed to use beer line cleaner
• gloves, goggles, and apron should be provided and worn
• all pipes cleaned at least every seven days to prevent a build-up of yeast and bacteria, ensuring good hygiene practices
• staff must be aware of the contents and location of the Material Safety Data Sheets
• pipes should be cleaned using detergent at the manufactures recommended strength and contact time
• a ‘Danger Pipe Cleaning in Progress’ notice displayed in a prominent place when cleaning pipes
• pipe cleaning detergent must never sit in pipes during trading hours

6. CONFINED SPACES

Confined Spaces Regulations 1997
Any work activities involving entry into substantially enclosed places where inadequate ventilation could result in certain hazardous situations arising are subject to the Confined Spaces Regulations 1997. They are supported by an Approved Code of Practice.

Physical risks such as tripping over cables, electric shock, noise or striking against the walls, roof etc are covered by other regulations.

Specifics
A confined space means "any place including any chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well or any other similar place in which, by virtue of its enclosed nature, there arises a reasonably foreseeable specified risk".

A specified risk means a risk of:
• injury from fire or explosion, (e.g., ignition of a build-up of flammable gas/vapour or oxygen enrichment)
• loss of consciousness; from increased body temp (e.g., heat stress) from a hot workplace (such as from entry into a furnace which has not cooled down fully) or from the effect of the amount of protective clothing needed to be worn.
• loss of consciousness or asphyxiation arising from gas, fume, vapour, or lack of oxygen.
• drowning as a result of an increase in the level of liquid, (e.g., the filling of a vat as could occur if the supply pipes had not been properly isolated).
• asphyxiation arising from a free flowing solid (such as four, grain, sugar, or sand) or from being prevented from reaching a respirable atmosphere by entrapment by a free flowing solid.
As well as sewer work, or welding inside a tank as obvious examples, simpler situations

Requirements
The Regulations require:

• Assess the work to see if entry can be avoided (e.g., by adopting different working arrangements).
• If it is not reasonably practical to avoid entry, then the precautions need to be identified in a written risk assessment. A written safe system of work must be produced, and entry must be in accordance with a "permit to work".
• Emergency arrangements for rescue and resuscitation, raising the alarm etc are required.
• There are also provisions relating to access opening sizes, breathing apparatus or other respiratory protective equipment, ropes and harnesses and training.

Actions
Project risk assessments must include the measures required by these regulations if relevant
EM maintain an asset register of all confined spaces within the sites.
No confined space work can be undertaken without a valid permit-to-work via the EM Helpdesk

7. CONTRAVENTION

Any practice likely to cause danger to contractors’ employees or AELTC staff will not be tolerated.

Intervention will take place for behaviour or acts which have the potential for harm or breach basic standards consistently or repeatedly. This may require the offender and their supervisor (whether AELTC or contractor) to be re-inducted and be subject to Toolbox Talks or other training to recalibrate their behaviour.

Examples include incorrect erection of access equipment; failure to observe PPE policy; speeding on site; manual handling; forgetting to attach lanyard to boom type MEWP; failure to remove key from unattended plant etc.

Where there is a serious and immediate health and safety risk or offensive behaviour, this will result in removal from site. The contractor/AELTC Manager reposnbile for contractor will be expected to respond to the issue to prevent a reoccurrence or repeat of the issue.

Examples include operation of excavators without quick hitch locking pin fitted to semi-automatic hitch; operation of boom MEWP without harness; operation of any plant without training; urinating on site; offensive, unruly, or violent behaviour; smoking in a building, etc. Exclusion will normally be immediate.

Any member of the AELTC’s management has the authority to take such immediate action as they consider necessary to ensure safe working conditions.

8. COSHH - CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH
The Control of Substances Hazardous to Health Regulations 2002 is a United Kingdom Statutory Instrument that stipulates general requirements on employers to protect employees and other persons from the hazards of substances used at work by risk assessment, control of exposure, health surveillance and incident planning.

Hazardous substances include
• Any preparation (mixture) that is dangerous for supply, as above
• Any substance which has a Workplace Exposure Limit (WEL)
• Any biological agents used at work
• Any dust other than one with a WEL at a concentration in air above 10 mg/m3 averaged over 8 hours, or any such respirable dust above 4 mg/m3 over 8 hours
• Any other substance that creates a risk to health because of its properties and the way it is used or is present in the workplace

Many departments use hazardous substances, or products that are mixtures with hazardous components. Some processes create hazardous substances.
Preventing / Controlling exposure

We have to prevent or reduce workers exposure to such hazardous substances by:
• Finding out what the health hazards are
• Deciding how to prevent harm to health (risk assessment)
• Providing control measures to reduce harm to health
• Making sure these measures are used
• Keeping all control measures in good working order
• Instigating health surveillance where appropriate
• Providing information, instruction and training for workers and others
• Providing monitoring and health surveillance in appropriate cases
• Planning for emergencies (leaks, spillages, unintentional releases)

To achieve the above, a process risk assessment must be carried out by the manager to identify the actions required to control the risk. The outcome of the assessment should then be included in the standard operating procedures for the process.

Writing a Standard Operating Procedure template for AELTC staff is available on the AELTC Intranet.

Training
Managers should provide training in the assessment of work with hazardous substances. The Health & Safety team can support this if required.

9. DANGEROUS MACHINERY

Power driver grinding and cutting tools are dangerous items of machinery. As are gears, chain drives, V-belt drives, fans and smooth revolving shafts and spindles such as those for starting handles. The traps between conveyor belts and drums can kill. Take the following precautions:
• Guards are fitted to plant and machinery to prevent you from meeting moving parts. Always ensure that these guards are in position and secured before starting up plant and machinery
• Never remove or adjust guards while the machinery is in motion
• Make sure that machinery fitted with interlocks works correctly
• When using a starting handle, always keep your fingers and thumb on the same side of the handle
• Operating unguarded or badly guarded plant and machinery could cost you your life, so use guards properly
• Where machine guards are removed, the machine must be isolated, locked off and DO NOT OPERATE signs must be fixed to the relevant machine.

10. DISPLAY SCREEN EQUIPMENT (DSE) / WORKSTATION

All staff and contractors are obliged to work under the conditions set out by the Display Screen Equipment (DSE) Regulations.

A DSE is categorised as a display screen, usually forming part of a computer, and showing text, numbers, or graphics.

In fact, only a small proportion of DSE users suffer ill health because of their work. Where problems do occur, they are generally caused by the way in which DSE is being used, rather than the workstation itself. Problems can be avoided by good workplace and job design, and the way you use your DSE and workstation.

By making full use of the equipment provided, and adjusting it accordingly to suit your requirements, you will get the best from it, which will help you avoid any potential health problems.

If you use DSE as a significant part of your normal job and have not received DSE training, please contact your Line Manager/Supervisor.

If you detect any symptoms related to the use of DSE, please contact your Line Manager/Supervisor.

For all AELTC personnel there is detailed information on the staff intranet concerning DSE and Home Working.

DSE Eyesight Tests
The AELTC will reimburse its own staff who are defined as a DSE User (see DSE User) for the cost of a DSE eyesight test. The receipt must indicate that the test was for DSE, and this should be presented to Human Resources.

11. DUST

The duty of employers under the COSHH Regulations is, as far as is reasonably practicable, to prevent the exposure of employees and others to hazardous substances. They should:
• Avoid altogether processes or materials which cause hazardous dust
• Apply adequate control measures (e. g. using effective local exhaust ventilation in a workshop)
• As a last resort, issue respiratory protective equipment (appropriate CE – marked respirators). If respiratory protective equipment (RPE) is supplied, there must be:
• Training in its use
• Regular testing to check that it fits the wearer properly. Dust can cause damage to:
• Lungs (e. g. asthma, bronchitis, emphysema, cancer)
• Nose and throat, leading to respiratory problems, infections, or even nasal cancer
• Skin, leading to dermatitis, ulcers, skin cancer
• Eyes (e. g. irritation and inflammation).
HSE sets out maximum exposure limits in respect of hazardous substances. Any risk assessment should take account of these. Health and Safety will face-fit all AELTC staff.

12. ELECTRICAL WORK

AELTC Electrical Safety Rules & Procedures

All staff and contractors working within the AELTC managed grounds must work to the AELTC Electrical Safety Rules & Procedures. These set out the requirements for:
• work on or near, and the operation of electrical equipment, systems, and installations for which the AELTC has responsibility
• the control of the electrical systems and installations for which the AELTC has responsibility
• the appointment of the authorising engineer, authorised persons, competent persons, persons in charge and accompanying safety persons
• the qualifications and training necessary for the appointment of the authorising engineer, authorised persons, competent persons and the AELTC contractors’ competent persons.

These rules and procedures have been produced to ensure compliance with UK statutory requirements and to prevent, so far as is reasonably practicable, danger arising from working on, working near, testing, or operating electrical equipment and systems for which AELTC is responsible.

No electrical works can be undertaken unless approved by the AELTC Authorising Engineer and Authorised Manager. Please contact the EM Helpdesk for more information.

Electrical Works – Basic Principles

Electric shocks, burns, fires, and explosions can all be caused by poor electrical standards. Simple common-sense precautions can help to reduce the risks but, if you use electrical equipment outdoors or in flammable, wet or harsh conditions, you will need to get specialist advice.

The main points for general safety are covered below:
• Make sure that all electrical wiring and equipment is sound. If wiring is old or has not been checked for some time it should be inspected by a competent person and repaired if necessary. Portable Appliance Testing (PAT) is a good way of ensuring portable electrical equipment is safe, whilst this is not a legal requirement it is one which the AELTC expects all staff and contractors to abide by
• Check that cables and sockets can cope with the loads on them
• Make sure switches including the mains switches are clearly identified and readily accessible
• Take suspect or faulty equipment out of use and label it DO NOT USE until it is attended to
• If you extend or join cables use a properly insulated connector or coupler
• Do not use ‘chocolate block’ terminal connections – they are not safe except in certain situations.

To prevent these incidents occurring the following rules apply:
• Only qualified electricians are permitted to work on the AELTC electrical systems, as approved under letter from your AELTC Authorised Manager. This includes activities such as stripping out redundant electrical cables and electrical equipment
• Only Estate Management is permitted to isolate/de-isolate electrical circuits. If isolations are required, please contact the FM Helpdesk for more information.
• If drilling through walls, ceilings or worktops is required, checks must firstly be carried out to ensure there are no cables behind any surface being drilled through. Such intrusive works must be approved by Estate Management.

No electrical works can be undertaken unless approved by the AELTC Authorising Engineer and Authorised Manager. Please contact EM Helpdesk for more information.

Electrical Safety Measures
Cut off the supply

Do not touch water Switch off or isolate all equipment/machinery before adjusting or maintaining.

Or damp surfaces while you are touching unearthed metal or bare wires. Keep electrical equipment dry.

Check equipment to ensure that the insulation is not broken or damaged. Ensure that the insulation sheath enters both the plug and equipment.

Maintain equipment Keep equipment in good condition and free from damage.

Damaged equipment All electrical equipment must only be repaired by suitably qualified and authorised staff. Damaged equipment should be passed onto your Line Manager/Supervisor to be taken out of use.

Housekeeping
Keep equipment clean and free from dust, oil, and moisture. Always cover or tape down trailing cables.

Fire
Never use water on an electrical fire. Use a carbon dioxide or dry powder extinguisher.

Training
If unsure how to operate electrical equipment, stop and inform your Line Manager/Supervisor. Never carry out tasks without the necessary authorisation.

No electrical works can be undertaken unless approved by the AELTC Authorising Engineer. Please contact EM Helpdesk for more information.

13. EXCAVATIONS

No excavation work is to be carried out without permission and a permit-to-work via the EM Helpdesk who must ensure that such work will not endanger drains, gas, water, electrical supplies, communications systems, or other services.

This will be done, as appropriate by:
• reference to site drawings and plans (if available)
• use of cable land/or pipe locating equipment
• excavation solely by hand.

Any excavation of a depth or condition that may give rise to a risk of collapse and a risk of injury must not be entered unless there is adequate support and/or other precautions in place. This also applies to the person(s) installing such support. Any excavation must be securely fenced or boarded and during the hours of darkness must be marked by sufficient warning lights. All sites where excavation is taking place must be kept in a tidy and safe condition.

No excavation work can be undertaken without a valid permit-to-work from the EM Helpdesk.

14. FALLS OR FALLING OBJECTS

Secure fences must be provided where there is a risk of falling a distance liable to cause personal injury. The fencing should have at least two guardrails and an up- stand or toe-board to prevent objects falling from the edge.

Any openings in fences or floors should be covered. The covers should only be removed for access and be replaced as soon as possible afterwards.

15. FIRST AID

AELTC
Year-round the AELTC has arrangements for first aid for its employees.

A full list of AELTC first aiders can be found on the AELTC intranet.

LTA Accredited Coaches hold first aid training.

Contractors
The AELTC Project Manager must brief the contractors’ senior employee on site of the arrangements for first aid treatment.

All contractors must provide their own first aid and facilities in the first instance to their own employees.

Automated External Defibrillators (AEDs) / De-Fibs
Anyone can use a defibrillator and you don’t need training. Once you turn it on, it will give clear instructions on how to attach the defibrillator pads. The device checks the heart rhythm and will only tell you to shock if it’s needed. You can't shock someone accidentally.

A defibrillator is a device that gives a high energy electric shock to the heart of someone who is in cardiac arrest. This high energy shock is called defibrillation, and it's an essential part in trying to save the life of someone who’s in cardiac arrest. A defibrillator may also be called a defib, an AED (Automated External Defibrillator) or a PAD (Public Access Defibrillator).

AELTC’s AEDs cam are located in the following locations
Main Grounds:
• Gate 5 - Gate House (box mounted and on public register)
• Gate 13 - Gate House (box mounted and on public register)
• Gate 1D - Reception Entrance (box mounted and on public register)
• Aorgani Pavilion - Ground Floor Hallway
• Main Building - 1st Floor Breakout Area
• Mens Dressing Room - Reception Desk
• Ladies Dressing Room - Reception Desk
• Indoor Tennis Centre (ITC) - Reception Desk
• Clubhouse - Club Office
• Broadcast Centre - Reception Desk - The Championships Only
• Clubhouse - Royal Box
• BBG Complex / Learning - Office
• Player Medical Team - Millennium Lower Floor - The Championships Only
• Gym - The Championships Only

Golf Course
• Clubhouse Office
• Ground Yard Office

Raynes Park
• Reception

Roehampton
• Sports Hall Building - Entrance (box mounted and on public register)
• Gym - The Championships Only

Championships

During The Championships the AELTC operates full healthcare centres, which are available to all staff during event hours.

They can be found at Court 2, Centre Court North Road, and No.1 Court off the East Canyon.

These are manned by doctors, nurses, paramedics as well as first aiders. There is also an onsite Pharmacy in operation during this period.

No members of staff, contractors, Members, or visitors should make use of the Player Medical Team unless given formal permission by the AELTC’s Chief Medical Officer (Dr. Fenella Wrigley)

16. FIT NOTE

If you are off work sick for more than seven days, your employer will usually ask you to provide proof that you have been ill.

They will normally ask for a fit note from your GP (this can also be issued at a Hospital).

Fit notes may also be called medical statements or a doctor’s note.

For further information see https://www.gov.uk/government/collections/fit-note

17. GAS

All gas work can only be undertaken by a Gas Safe® operative. There is a danger of fire and explosion from gas or production of toxic fumes if appliances are not working properly.

ALL gas works must be approved by the EM Helpdesk and the appropriate permit-to-work issued.

18. HAZARDOUS SUBSTANCES

Hazardous substances can be anything that could potentially cause harm to your health when you work with or use them. Some substances that may appear harmless that are in regular use should still have Control of Substances Hazardous to Health Regulations (COSHH) guidance available (I. e. furniture polish and bleach). For the more hazardous commercial chemicals, a warning label will be present on the container itself. If you are in doubt, please refer to your Line Manager/Supervisor.

Prior to using any chemicals ensure you have been provided with information regarding their handling and use and relevant PPE.

Material Safety Data Sheets (MSDS) contains information on product appearance, composition, handling, spillage, waste disposal guidelines, relevant hazard warnings and first aid information.

In the event of a spillage please refer to MSDS and Estate Management for spillage handling and:
• Always follow the instructions on a COSHH assessment
• Always wear the necessary PPE and protective clothing specified on the COSHH assessment
• Never put substances into unmarked or unsuitable containers.
Substances may cause harm to health by entering or contaminating the body in several ways, these include:
• Inhalation – e. g. breathing in the gas released from a dangerous substance
• Ingestion – e. g. accidentally eating or drinking a dangerous substance
• Absorption – e. g. through the skin, or contact with the eye
• Injection – e. g. through a cut(s) from sharp tools/objects. Suppliers are legally obliged to provide the MSDS with the product.
Some substances are excluded from the COSHH regulations but are covered by their own specific regulations. These include:
• Radioactive materials
• Asbestos
• Lead products
• Material hazardous due to flammability only (these fall under Dangerous Substances and Explosive Atmosphere Regulations (DSEAR)
• Substances used for medical treatment.

19. HEALTH SURVEILLANCE

Health Surveillance for AELTC workers is provided via Occupational Health through HR, under quality assurance and validation of Health & Safety, and is for certain groups of workers in relation to specific process hazards on the basis of a risk assessment that considers exposure routes, extent, and duration.

This can arise under the following circumstances:
• Medical examinations required under certain prescribed sets of health and safety legislation when specific exposure criteria are met, (e.g. for asbestos, ionising radiation)
• Regular health surveillance checks for groups of workers exposed to particular hazards, (e.g. respiratory sensitisers, noise and vibration)
• Immunity checks and vaccinations for employees who need to be protected against infectious diseases whilst at work, including work with, or potential exposure to, human blood borne viruses

20. HOT AND COLD-WATER SYSTEMS

There are various systems available to supply hot and cold water that range in size, scale, and complexity. All can present foreseeable risk of exposure to legionella.

Temperature control is the traditional strategy for reducing the risk of legionella in hot and cold-water systems. Cold water systems should be maintained, where possible, at a temperature below 20°C. Hot water should be stored at least at 60°C and distributed so that it reaches a temperature of 50°C (55°C in healthcare premises) within one minute at the outlets. Before assessing the risks associated with these systems, you need to understand the type of system, its constituent parts and operation.

21. INTRUSIVE WORKS

No intrusive works (e. g. putting a screw or nail in the wall) must be undertaken without prior permission from Estate Management. This is to ensure that persons do not meet electricity, gas, asbestos etc.

22. ISOLATION OF EQUIPMENT AND ‘DO NOT OPERATE’ SIGNS

When AELTC staff or contractors’ employees are working on equipment, which has electrical, oil, water, gas, compressed air or chemical supplies to it, isolation and locking off the equipment is essential to ensure adequate safety.

DO NOT OPERATE signs are also to be placed on the relevant switches and valves.

All specialised equipment must only be operated with your line manager/ supervisor's permission. No contractors’ employee shall commence work until all these steps have been done.

No gas or electrical work can be undertaken without a valid permit-to-work from the EM Helpdesk.

23. LEPTOSPIROSIS (WEILS) DISEASE

Animals known to be carriers of the Leptospira bacteria include cattle, pigs, dogs, and rodents, particularly rats. You can catch it by touching soil or water contaminated with the urine of wild animals infected with the Leptospira bacteria.

The symptoms of leptospirosis usually develop suddenly around seven to 14 days after exposure to the Leptospira bacteria. However, it is possible for symptoms to develop from between two and 30 days after exposure.

About 90% of leptospirosis infections only cause mild symptoms, including:
• High temperature (fever) that is usually between 38°C and 40°C (100 .4 – 104°F)
• Chills
• Sudden headaches
• Nausea and vomiting
• Loss of appetite
• Muscle pain, particularly affecting the muscles in the calves and lower back
• Conjunctivitis (irritation and redness of the eyes)
• Cough
• Short-lived rash.
These symptoms usually resolve within five to seven days. However, in about 10% of cases people go on to experience more serious symptoms.
See your GP if you are experiencing symptoms of leptospirosis, and you have recently:
• Been exposed to a freshwater source, such as a river, lake, drain, canal, pond, or flood water
• Been exposed to animal urine or animal blood.

Whilst this infection is most common in agricultural and veterinary workers, it is known to occur within construction workers. If visiting your GP, please ensure that you detail the nature of your job.

A diagnosis of leptospirosis can be confirmed by running a series of blood and urine tests to check for specific antibodies.

24. LIQUEFIED PETROLEUM GAS (LPG)

The AELTC does not permit the use of LPG within its Grounds.

All vehicles, such as forklift trucks, should be either be powered by electricity or diesel.

Any LPG brought into the Grounds will be removed.

The only possible exception would be Hot Works that would require authorisation and a permit-to-work from the EM Helpdesk.

No LPG can be used within the Grounds without approval from Estate Management.

25. LADDERS AND STEP LADDERS

Only light duty, low risk and short duration work can be carried out from ladders/ step ladders, and only by staff competent to use them. Alternative ways of working must have been considered within a specific risk assessment.

All AELTC ladders and step ladders shall be inspected by appointed persons within departments and recorded within the Ladder Register managed by Health & Safety.
A revised set of new EN131 ladder standards were released to the European market in January 2019. These changes are designed primarily to address ladder stability and durability and introduce a classification of "use" to the new standard. Within the new standard, ladders are classified as "EN131 Professional" (intended for use in a workplace), and "EN131 Non-Professional" (intended for use by domestic users).

Product standards do not apply retrospectively so you’re existing BS2037, BS1129 and EN131 ladders are perfectly legal and fit for use if they are in good condition and fit for purpose. There is no immediate requirement to change your existing ladders because the product standards are being revised or withdrawn.

26. MANUAL HANDLING

Most manual handling injuries are not attributed to a single handling incident but build up over a period. There is NO such thing as a completely ’safe’ manual handling operation, but a basic awareness of potential hazards and a good handling technique can help avoid any potential health problems.

If you are undertaking manual handling as part of your job and have not received manual handling training, please contact your Line Manager/Supervisor. Please ensure you are fully aware of your employer’s policy in relation to manual handling operations on site. Training can be in many different formats, but most effective is on the job.

Wherever practicable you should make use of mechanical aids, however you must ensure that any automated plant is properly cleaned and maintained and that you are trained to use it.

Important points to consider before transporting or supporting any loads:
• Load: How heavy, bulky, unstable, or intrinsically harmful (I. e. sharp or hot) is the load?
• Individual: Consider your physical condition. If you are pregnant or have a health problem would moving the load endanger your health? Do you need help with moving the load or do you need to get someone else to transport the load on your behalf? Do you need to use a mechanical aid?
• Task: Does it involve carrying over a long distance, a twisting, stooping, or reaching upwards movement? Do you need to remove obstructions from your path?
• Environment: Is it a confined area creating restrictions on movement? Are there variations in floor levels, and is the ground wet or slippery?

Important good handling techniques to remember:
• Plan the lift and always use appropriate handling aids, if possible, I. e. lifts, trolleys etc. Establish where the load is to be placed, removing any obstructions from your path. If necessary, lean forward a little over the load to establish a good grip. The best position and type of grip depends on the circumstances of the operation and individual preference, but make sure it is secure; generally, a hook grip is less tiring than keeping your fingers straight. For a long lift such as floor to shoulder height, consider resting the load mid-way on a stable surface so that you can change your grip
• Position your feet either side of the load, placing your leading leg as far forward as is comfortable and if possible, pointing in the direction you intend to go
• When lifting from a low level, bend your knees but be careful not to over flex. Lift smoothly, keeping your back straight and your shoulders level and facing in the same direction as your hips
• Keep the load close to your body for as long as possible with the heaviest side next to you. If a ‘close’ approach to the load is not possible, slide it towards you before you try to lift
• Move your feet when you are turning to the side, do not turn your upper body without moving your feet. If you need to position the load in a precise position, put it down first and then slide it into the desired position
• When pushing or pulling ensure the handling device you are using is suitable for the load. Try pushing rather than pulling a load, provided you can see over it and control steering and stopping. Keep your feet well away from the load and go no faster than walking speed. Do not move a load alone if you must use excessive force. Enlist the help of another person if you must negotiate a slope or ramp. Take care on soft or uneven surfaces as this can require higher force and the load balance could change – consider softer or larger wheels on your handling device.

27. LOADING AREAS

Position of loading areas
As far as possible, loading and unloading areas should be in safe and suitable places (for example, next to marshalling areas so that drivers can manoeuvre vehicles easily, or near sheeting areas).

Wide loading areas will usually need at least two exit points, one at each end.

The manager might also consider a refuge or bolthole, to prevent people from being struck by vehicles. This could take the place of an extra pedestrian exit in a larger loading area.

Loading areas are often arranged into bays, with a raised platform for vehicles to park against that allows site staff to move straight into the load body

Space around bays
Designers will try to fit as many bays as possible into an area, to allow for the largest possible number of vehicles to be loaded or unloaded at one time.

However, it is important that there is enough space around bays for vehicles to move safely into and out of the bay, and for people to move around the vehicle without being trapped.

Visibility
Visibility during reversing is always important, and especially where pedestrians may have no escape route from a vehicle approaching them.

In particular, where articulated vehicles have to reverse steer into an area, visibility to the back of the vehicle is often blocked by parts of the trailer. A system of work telling the driver whether it is safe to reverse may be appropriate.

Preventing falls
Where there is a danger of people falling off platforms or bays in loading areas, you may need to fence the platforms or bays. Ways to do this include:
• secure guardrails (designed so that goods can be passed safely over or under them);
• removable sections of railing may (if properly supervised)
You may also need to provide protection against bad weather. For example, strong winds can be dangerous during loading.

Dock shelters
Dock shelters and dock houses can help to control loading and unloading conditions. In these arrangements, a vehicle reverses directly up to an opening in the side of the building, where a weather seal is created around the opened end of the vehicle.

Take care that these shelters do not create their own trapping or machinery hazards. People using this equipment should be competent to do so safely. Anything that creates a seal around the back of a goods vehicle can also reduce the communication that takes place between the delivery driver and site workers, which can introduce additional risk.

Pallets stacking
Make sure your pallet stacking height is right. According to NFPA guideline 34.10.3.3, idle pallet stacks should not exceed 15 feet in height.

Form a strong base. The bottom pallet forms the foundation for the rest of the stack. Keep everyone safe by placing pallets on a smooth, even surface, and always make sure they’re right-side-up. And never stack pallets on their side.

Group like pallets together. Try to keep the same pallet types together – whitewood with whitewood, blue CHEP with blue CHEP, plastic with plastic – to ensure an even stack. You will be able to better assess your fire safety risk, as well as increase your efficiency in clearing your docks.

Never manually stack or drag pallets. Avoid injury by using a pallet jack to reposition pallets every time.

Loading Bay - Main Grounds
This area is within specific control of the AELTC Loading Bay Supervisor.

During The Championships there is a Nigh Time AELTC Loading Bay Supervisor also in place.

Aside from the conditions set out above, additionally to the Loading Bay:
• All personally on the lower desk are required to wear high-vis vest and safety footwear.
• The Loading Bay is not a through route for any other operational purpose.
• A min of weeks before The Championships and for the week immediately after, 2 x qualified, and licenced banksman’s will be put in place to support reversing of large vehicles within the Loading Bay. These positions will also be covered throughout the nightshift. They will report directly to the Loading Bay Supervisor.

28. LOCAL EXHAUST VENTILATION (LEV)

Local Extract Ventilation (LEV) is the name given to equipment used to protect an operator from hazardous substances including dusts, chemicals, or micro-organisms.
Contaminants which require exposure control may be in the form of gas, vapour, mist, dust/powders, and nano materials and can include chemical substances (carcinogens, mutagens, toxins, flammable solvents) and micro-organisms.

LEV can take a variety of forms depending on the type of contaminant / process that it is to control exposure to. There are a variety of different types of LEV that are used within the AELTC to control exposure and therefore that will fall within the scope of the safety rules and HSE Guidance.

Fixed LEV systems should be used at all times. These are under the service managementt of EM.

Portable LEV should be used to control dust etc. at all times. Those units owned by the AELTC need to be recorded as an asset EM so can be tested and serviced properly.

29. NOISE

Exposure to noise can cause long-term damage to your hearing. Damage can be caused by a single, loud noise such as an explosion, or by longer exposure to loud noise such as machinery or music.
Any work activity or equipment which may result in noise must be assessed as required by the Control of Noise at Work Regulations.

The AELTC Project Manager and the contractor is responsible for ensuring the reduction of noise and protection of their employees, as required by the Regulations.
Where the lower exposure action level is likely to be reached or exceeded, the contractor must discuss this with the AELTC Project Manager.

Hearing protection should be always worn where required.

Normal headphones are not hearing protection.

30. PERMITS-TO-WORK

High-Hazard Activities requiring Permits-to-Work

For AELTC purposes, you will require a permit-to-work for any of the following activities. Email emhelpdesk@aeltc.com for:
• Asbestos removal
• Confined spaces
• Excavations
• Hot works
• Pressure systems
• Work on lifts
• Crane operations
• Working at height (including suspended access equipment erection and use, working on roofs, works on unprotected elevations, rope access, and erecting/ dismantling/striking fixed scaffold. This does not include mobile scaffold towers and MEWP operations).

For a permit-to-work for gas services or electrical works email emhelpdesk@aeltc.com

Limitation of Access Permits
A permit is also required for restricted areas – for a Limitation of Access Permit for the following areas email emhelpdesk@aeltc.com:
• Lift motor rooms
• Electrical intake rooms and switch rooms
• Plant rooms

Application of Permits
Permits are required for works undertaken by AELTC staff and contractors who are under the direct control of the AELTC. If these works are undertaken by a Principal Contractor (see Principal Contractor) caveat on who issues these will have been established in the Pre-Construction Information ( see Pre-Construction Information). If you are uncertain, please speak to a member of the Health & Safety team who will be able to advise you.

Submission for Permits
The AELTC Project Manager must submit a request for a permit a minimum of five working days before commencement of the works, to allow these to be reviewed and for the permit to be issued.

The request should be made to the relevant email address as specified above. This submission should include a copy of the RAMS and the RAMS Review Document which your AELTC Authorisation Manager will have completed, and which will provide a clear indication of the permit(s) required.

You will be informed through EM regarding the issue of the permits.

31. PERSONAL PROTECTIVE EQUIPMENT (PPE)

PPE is designed to protect employees from serious workplace injuries and illnesses resulting from contact with chemical, radiological, physical, electrical, or mechanical hazards. All employers are responsible for providing PPE without cost to employees. The AELTC does not lend PPE to contractors.

32. PHONETIC ALPHABET

Within comms calls the AELTC will routinely use the NATO Phonetic Alphabet.

Staff and contractors can familiarise themselves with this using the chart below.

A - Alpha, N - November
B - Bravo, O - Oscar
C - Charlie, P - Papa
D - Delta, Q - Quebec
E - Echo, R - Romeo
F - Foxtrot, S - Sierra
G - Golf, T - Tango
H - Hotel, U - Uniform
I - India, V - Victor
J - Juliet, W - Whiskey
K - Kilo, X - X-ray
L - Lima, Y - Yankee
M - Mike, Z - Zulu

33. PORTABLE ELECTRICAL EQUIPMENT

Defective plugs, sockets and leads cause more electrical accidents than the appliances themselves.

The AELTC PAT tests all its equipment. The AELTC does not PAT test contractor’s equipment. Contractors and other businesses must undertake PAT testing of their own equipment being used within the AELTC Grounds.

The AELTC may require contractors and other businesses to provide conformity certification regarding PAT testing.

The AELTC reserves the right to remove and dispose of any equipment which has not been PAT tested. See Electrical Works

34. PROTECTING THE PUBLIC

Protecting the public and adjacent occupiers is paramount, including:
• Guarding against falling materials, tools and equipment when working adjacent to or above public areas
• Control of all areas, routes, vehicle and plant movement, and extra vigilance at all interface areas
• Considering minimising nuisance factors (noise, dust, vibration, traffic movements) and ensure highways and pavements are kept clear of mud and debris.

35. RADIATION

All equipment which generations non-ionising radiation must be approved in advance by the Head of Estate Management and the Head of Health & Safety.

All x-ray equipment onsite can only be operated by staff formally trained by appointed Radiations Protection Supervisors (RPS), who are formally trained by the independent Radiation Protection Advisor (RPA) who ensure that the “local rules” are in place.

The RPA shall be appointed by the Head of Health & Safety and the Head of Estate Management

Any form of maintenance or servicing of radiation equipment by a specialist contractor, which shall be managed by Estate Management.

36. REFURBISHMENT WORKS

Additional health and safety checks are applicable for any refurbishment works.

Before starting any activity check that:
• The public utility services have been disconnected
• Demolition materials should be removed immediately from the building; they must never be allowed to accumulate on floors or landings
• Where necessary temporary guardrails must be provided. If this is not possible, purpose made covers must be constructed for any holes in the flooring
• Make sure there is adequate lighting especially in stairwells
• Always ensure there is adequate and appropriate access and egress.

Additional requirements for occupied premises:
• Do not block fire exits
• Keep fire routes clear
• Ensure site has adequate lighting
• Do not leave dangerous materials or sharp tools unattended where members of the public and unauthorised personnel have access
• If it is necessary to remove floorboards, warn the occupants
• Never leave work unguarded that could cause harm to others
• If the fire detection system requires isolation ensure that a suitable “fire watch” system is in place.

Authorisation must be given by Estate Management for all refurbishment works within any AELTC building.

37. RIDDOR

RIDDOR stands for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. All incidents that require a RIDDOR must be submitted to the HSE in the following timescales:
• Immediately: Major injuries, fatalities, and dangerous occurrences – these must be followed up in writing within 15 days.
• 15 Days: Work-related diseases and injuries that result in a worker’s incapacitation for more than seven days

All AELTC RIDDORs are reported by the AELTC Health & Safety Team. Contractors are responsible for reporting their own RIDDORs and must submit a copy to the AELTC Health & Safety Team.

38. RISK ASSESSMENT & METHOD STATEMENTS (RAMS)

Understanding RAMS

Risk assessments are used to record hazards identified in the workplace, assess the likelihood and severity of risks and to plan adequate control measures to eliminate or reduce those risks. Risk Assessment are for all working activity and not just construction
A risk assessment is a systematic process which covers 5-steps. Risk assessment is a process which is lead decisions and planning, and not something which is undertaken after decisions and planning. The 5-steps are:

1. Identify hazards
2. Assess the risks
3. Control the risks
4. Record your findings
5. Review the controls

The recording of risk assessment can be in convention document, as well as in other formats, such as email correspondence, to camera, as an audio recording etc. That these recordings must show is the 5-steps.

Method statements - also referred to as a “Safe System of Work” - build on the information outlined in risk assessments, expanding on hazard identification and management and control measures. They detail how specific activities can be carried out safely - describing control measures and safety precautions and how these can be implemented/what control equipment should be used.

Unlike risk assessments, which review the whole workplace for hazards, method statements are written for specific, high-risk work activities such as working from a height or using dangerous equipment. Tasks are broken down into steps, the hazards involved in each step are assessed, and then control measures are described in detail so that the resulting document can be easily followed by workers and contractors. It acts as a step-by-step guide to carrying out tasks safely.

AELTC General Arrangement Risk Assessments

The AELTC has in place General Arrangement Risk Assessments for all activities within its undertaking.

These are reviewed annual by the Head of Health & Safety, and associated stakeholder Head of Departments. These Stakeholders will discuss these Risk Assessments with their teams accordingly.

All these are available on the AELTC Intranet.

AELTC Task-Specific RAMS

However, it is the responsibility of the Manager to ensure that any task specific RAMS are in place and that controls measures are implemented. These should be stored within the departments own files and be available for inspection at any time.

Contractors RAMS Submissions

All contractors must submit RAMS to their AELTC Manager 10 days before works commence on site. This is not just for Construction.

Works cannot commence, an accreditation cannot be issued, unless the AELTC manager has formally reviewed the RAMS and acknowledged this to their contractor. This acknowledgement does not be that the AELTC, or the manager, takes legal ownerships of the contractors work and conduct.

Your AELTC Manager is responsible for reviewing these, using the RAMS review form (available on the Intranet) and immediately informing emhelpdesk@aeltc.com if a permit-to-work is required.

Where instructed by the AELTC, as required by CDM Regs 2015, it can be the responsibility of the Principal Contractor to approve RAMS within their own defined area.

AELTC Manager Competency and Assistance

Competence can be described as the combination of training, skills, experience and knowledge that a person has and their ability to apply them to perform a task safely. Other factors, such as attitude and physical ability, can also affect someone's competence.

As such all AELTC managers will have the technical competency to not only review the RAMS submitted to them within scope of their role, but also the associated knowledge of the trades in which they are overseeing to ensure due diligence within their planning.

The AELTC Health & Safety team will provide specific training to managers to bolster this, such as CITB, IOSH, BritSafe, ROSPA courses

The AELTC Health & Safety Team also provide additional guidance and support to AELTC Managers where required.

39. ROOFS

See section on Working at Height.

40. SAFETY FENCING AND PROTECTION

The AELTC project lead and the contractor are responsible for ensuring the safety and protection of all other users of the AELTC premises from the work they are carrying out – by means of suitable screening, barriers and markings or other methods as identified by the risk assessment.

Where appropriate construction works areas should have suitable barriers and be clearly signed with the appropriate safety signage.

All safety fencing and barriers should be set out in accordance with HSE guidance HSG151 - https://www.hse.gov.uk/pubns/priced/hsg151.pdf

41. SAFETY INSPECTIONS

All AELTC departments should undertake routine workplace health and safety inspection under the direction of their managers.

Workplace health and safety inspections need to be more than just a simple hazard spotting tour of the premises and should adopt a more holistic and planned approach. The manager/supervisor undertaking a workplace health and safety inspection should already be familiar with the workplace activity, premises, equipment, personnel, and procedures pertaining to their area of responsibility and should draw on this knowledge when planning the inspection taking into consideration:

a. known issues (individual and collectively) and other factors (who does what, where, when and how) to identify significant hazards;
b. the various categories of people who may be affected by, or impact on, the workplace activity (personnel, contractors, trainees, visitors, Service dependants or members of the public, etc.).
c. suitability, use, control and storage of personal protective equipment (PPE).
d. the workplace hazards and the existence and effectiveness of related control measures.
e. training and competence of personnel.
f. reviewing previous inspection reports, accident / incident reports and other records.
g. the timings of the inspection to take place during a time considered to be representative of normal working conditions; and
h. that any workplace inspection checklist to be used should include cover general workplace health and safety requirements and any other significant matters.
An inspection checklist template that may be used and / or modified (e.g., expanded to cover issues / hazards appropriate to the area concerned) is available on the intranet.
The following list provides some practical guidance to help complete workplace inspections in the most effective manner:
i. throughout the inspection, refer to the interaction between people, processes, premises, plant and substances.
j. use an inspection checklist as an aide, but do not let it limit the scope of the inspection.
k. review competencies and training requirements / records for staff.
l. check risk assessments, equipment documentation and maintenance records.
m. talk to as many personnel as possible, listen to their observations / problems and suggestions.
n. expect people to be on their best behaviour; beware of false impressions.
o. do not get distracted by trivial risks or issues.
p. look for potential shortcuts in work procedures or deviations from good practice.
q. take account of both normal and potential abnormal work conditions and activities; and
r. where possible, put remedial measures in place immediately.

Records should be maintained of any workplace health and safety inspections undertaken including any inspection notes and checklists raised, as well as any formal post-Inspection Plans produced; these should be retained for a period of at least three years.

It is recommended that copies of any work services request; equipment or material demands, and training support requests are kept as evidence of action taken. These records should include, as appropriate, the dates of submission, review, any hastening action, and the completion of tasks.

42. SCAFFOLD – FIXED AND MOBILE

Fixed Systems
• Removal, renewal, or alteration of scaffold must only be carried out by a competent scaffolder working in accordance with NASC TG20:21 Good Practice Guidance for Tube & Fitting - https://nasc.org.uk/information/tg2021/
• If compliant then the compliant sheet should be available with whoever is responsible for the scaffold/works. If design, then design-sheet should be available with whoever is responsible for the scaffold/works
• The AELTC require all fixed systems to be designed, erected, altered, and inspected by CISRS card holders
• Completion certification is required on all fixed systems. The EM Helpdesk will at times request copies of completion certificates
• It is contractually the responsibility of the company who erected the fixed scaffold to ensure that the minimum of 7-day inspections are undertaken. The EM Helpdesk will at times request copies of these inspection reports
• All fixed systems require a permit-to-work for erection, alteration and dismantling from emhelpdesk@aeltc.com (see Permit-to-Work)
• During erection, alternation and dismantling a written rescue plan should be included within the associated RAMS
• Never use untagged or unsafe scaffold. Report any issues to your Line Manager/ Supervisor immediately.

All scaffold works within AELTC managed areas of the Grounds must be discussed in advance with the EM Helpdesk.

Mobile Systems
• Mobile scaffold systems are by their nature precarious and require conformity to all standards set out by PASMA
• AELTC only accepts towers conforming to BS EN1004
• Alterations to scaffold can only be carried out by persons who are competent to do so (e. g. PASMA Tower for users or associated advance course, or CISRS part 1, CISRS part 2 and CISRS advanced courses)
• The AELTC allows the use of both ‘Through the Trap (3T)’ and ‘Advance Guard Rail (AGR) System’ mobile towers within its Grounds
• Manufacturer’s instruction manual should always be consulted. The PASMA App provides all of these. If it does not appear on the App, then the scaffold is not compliant to BS EN1004 and cannot be used
• All persons on a mobile tower must be in the direct supervision of personnel who hold as a minimum the ‘PASMA Towers for Users Course’ or CISRS
• For advanced systems the associated PASMA card is required, CISRS does not cover advanced mobile systems
• ‘PASMA Low Level Access Course’ is required for all low-level access equipment (2 .5m) made from prefabricated tower components, such as folding step units and folding tower units. This is not covered within the ‘PASMA Tower for Users Course’ or CISRS.
• Towers with cantilevers and mobile scaffold which is complex and unusually built (not covered by the BS EN1004 specification) will require a permit-to-work from emhelpdesk@aeltc.com (see Permit-to-Work).
• All towers should be inspected before use, when moved or altered, after a period of high winds, and every seven days if in constant use
• All mobile scaffold systems must be tagged
• Never use untagged or unsafe scaffold. Report any issues to your Line Manager/ Supervisor immediately
• The AELTC does not recognise NPORS training as meeting the perquisites standards set by PASMA.

All scaffold works within AELTC managed areas of the Grounds must be discussed in advance with the EM Helpdesk.

43. SICKNESS

Any outbreak of gastroenteritis infection year-round, including The Championships, would have disastrous impacts. If you are sick and symptomatic you should stay away from the site.

The AELTC has procedures to try to contain the spread of any similar viruses, which are overseen and monitored on site and by enforcement team from UK Health Security Agency (formerly Public Health England). Any failure to report may result in disciplinary or non-conformance actions.

Procedures
• If a member of AELTC staff or a contractor has a stomach upset, at work or home, they must inform their Line Manager/Supervisor and discuss whether they should stay away from work for a minimum period of 48hrs after the symptoms have abated (the period after the symptoms have stopped).
• Vomiting is the primary cause of the infection spreading, as a fine mist of virus particles can be introduced into the air.
• In the event of an incident anywhere on site, cleaners should be called urgently, and the immediate area must be isolated. If a cloth is available, this should be used to cover up the mess.
• Special cleaning procedures must be followed to avoid the spread of any virus, so it is important that no one, except specially trained cleaning staff, attempt to clean the area.
• In the lavatories, cleaners should be called immediately to clean up any vomit or faecal accident.
• Please remember to always follow good hygiene procedures – including washing hands well after using the toilet and before eating. Any food item can potentially transmit the virus if handled by a contaminated food handler, e. g. by hand contact during self-service from a buffet (secondary food-borne spreads).
• During the Championships there is daily monitoring of symptoms and reporting sickness which are collected daily.

44. SITE INDUCTIONS

Year-round, the AELTC requires that all contractors view the AELTC Health & Safety Film. This does not replace work-specific inductions or briefings, or inductions given by contractors to their own staff.

Where instructed by the AELTC Project Manager, as required by CDM Regulations 2015, it is the responsibility of the Principal Contractor to conduct inductions for works within their own defined area of work.

During The Championships 'build', and any other project, the AELTC Health & Safety Film can be incorporated into all Principal Contractors’ induction processes, however if the content remains the same then the Principal Contractor does not need to incorporate this.

45. SLIPS & TRIPS

The single most common cause of injuries at work is following a slip, trip or fall; the majority of these occur when people are moving or carrying loads. It is important you are aware of potential hazards that could cause an accident, for example:
• Ensure workspaces and their access routes (corridors/passageways) are free from unnecessary equipment, material, and substances, which are liable to cause people to trip or slip. Waste materials and substances should be cleared away regularly
• Secure or move trailing leads
• Do not leave desk or filing cabinet draws open
• Clear up spillages quickly
• Put up respective signage for wet floors
• Do not climb or stand on unstable material
• Do not run or rush about
• Keep tools together in a box or bag when not in use
• Holes or openings in floors must be filled, or fitted with protective covers securely fixed in place
• Edges of floors, roofs and other working places from which people can fall more than two metres, or from which people can fall into a hazardous area (I. e. water), must be protected by suitable guardrails and toe-boards. If work is to be undertaken adjacent to water, suitable rescue equipment must be available
• If you work at height, take care of the people working below. Let them know you are there and take steps to prevent things from falling. Precautions might include covers for floor openings, toe-boards, brick guards, barriers or safety nets and the use of tool belts.

46. STACKING AND STORAGE OF MATERIALS

The following key points should be observed for all stacking and storage of materials:

• Ensure the base is stable in all conditions and can take the weight intended
• See that stacked materials do not hinder observation or cause obstruction, especially gangways, fire exits or fire safety equipment
• See that a fire hazard is not created
• When racking is used, ensure it is of good mechanical construction, sound material and of adequate strength
• On an open system of shelving see that cross racking is provided to prevent collapse. If practicable, see that shelving is secured to a fixed part of the building structure
• Forklift trucks must be operated by properly trained personnel only (see – Part F).

47. SUB-CONTRACTORS

The main contractor will be responsible for ensuring that any sub-contractor engaged by them is aware of and complies with these Site Rules.

48. SUSTAINABILITY

Protecting and preserving the environment is a priority and we expect anyone working within the Grounds to observe certain principles regarding the use of energy, resources, and impact on biodiversity:
• We aim to reduce energy consumption therefore equipment and engines should not be left running unnecessarily
• Careful management of waste is essential. Prioritise waste reduction, try to reuse and if this is not possible then recycle – ensure the correct bins are used
• FSC timber should be used
• Purchases should not result in harm to biodiversity and adequate protection should be put in place to protect biodiversity on site.

49. TOOLS AND EQUIPMENT

Any tools, chains, ropes, lifting tackle or gear brought on to site by contractors must have any relevant test and examination certificates available for inspection by the AELTC Project Manager. The contractor must comply with the Provision and Use of Work Equipment Regulations (PUWER) and the Lifting Operations and Lifting Equipment Regulations (LOLER).

No equipment or tackle of any kind belonging to the AELTC may be used by the contractor without the permission of the AELTC Project Manager. Permission will only be granted on the understanding that contractors use the equipment at their own risk and are responsible for any loss or damage to it. Proof that the operator is qualified to use such equipment will be required.

The contractor must bring all necessary tools and equipment to enable the contract work to be completed and will be responsible for all their materials and tools on site.

When hand tools are not in use, make sure they are stored in a manner which is unlikely to be hazardous to others, always ensure that:
• Tools with cutting edges, teeth etc. are adequately sheathed
• You do not place or use tools where they might be damaged or create a trip hazard
• All tools are stored in the appropriate/designated containers or lockups provided.

Electrically operated tools
Electricity gives no warning of danger, and it can kill instantaneously. Competent operatives should only use power tools with the required standard of training, skill/ experience, and knowledge.

• Inspect for signs of damage to the body of the tool, wires, and cables. If there is any damage to the tool do not use it and report it immediately to your Line Manager/Supervisor
• Has PAT label
• Make sure all tools are properly earthed, have the correct fuses and all guards are in place
• Tools on site should be 110volt or lower. If the tool needed is only supplied in a higher voltage, a 30mA RCD must be always used
• Do not allow cables or wires to meet water
• Do not carry or drag a tool by its cable
• Do not place or use tools where they might be damaged or create a trip hazard
• YOU MUST ALWAYS DISCONNECT tools from the mains when they are not in use or when changing blades/parts
• Make sure all tools are stored in the correct manner.

The AELTC will remove and dispose of all defective or dangerous tools or equipment found within its sites.

50. TREE WORKS

Works that may have an impact on any tree or tree roots must be discussed in advance with the AELTC's Landscape Design Manager Andrew Wayro and the EM Helpdesk.

Plans will be reviewed to determine if permission for the works is required from the London Borough of Merton and/or Wandsworth, and if there is a need to engage an arboriculturist.

Any work undertaken without the required permission can result in the AELTC, you and your contractor being subject to fines and prosecution.

If you are in any doubt if your project impacts a tree, please contact Andrew Wayro (away@aeltc.com) with an overview of the project, this should include a plan showing the location of all the trees in the vicinity of the proposed works.All tree falls should also be report to hsaf@aeltc.com

51. VISITS BY THE HEALTH & SAFETY EXECUTIVE (HSE) AND LOCAL AUTHORITY (LA)

All staff and contractors must notify the Health & Safety Team as soon as practicable of any visit by officers of the Health & Safety Team (HSE) or Local Authority (LA). The Health & Safety Team should receive a copy of any correspondence exchanged between the HSE/LA and the contractor.

52. WARNING & SAFETY SIGNS

There are specific regulations covering the provision of safety signs in the workplace (The Health and Safety (Safety Signs and Signals) Regulations 1996). Using the correct colour coding and symbol is important for universal understanding, see the following examples: