Health and Saftey - online learning
Health and Safety Policy for Art-tutor.com
Overview
Policy Statement
The Company is committed to ensuring the health, safety, and welfare of tutors, students, and other stakeholders involved in the provision of tuition services. This policy is aligned with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and best practices within the tuition sector.
Scope
This policy applies to all tuition activities conducted online through virtual platforms.
Responsibilities
The Company
Conduct risk assessments for all tuition settings to identify and mitigate health and safety risks.
Provide necessary health and safety training to tutors and staff.
Ensure that all tutors and clients are aware of health and safety procedures, including emergency protocols.
Tutors
Follow the Company’s health and safety guidelines at all times.
Ensure that any identified risks at a tuition location are promptly communicated to the Company.
Report any health and safety incidents or near misses to the Company as soon as possible.
Clients (Parents/Guardians/Students)
Provide accurate and up-to-date information on any medical conditions, allergies, or medication requirements that may affect tuition sessions.
Ensure a safe and appropriate environment for tuition where sessions occur at home.
General Safety Across All Settings
Online Tuition
Prevention of Injury or Harm
Injury or Medical Emergency Procedure
Alcohol and Drug Policy
factors
Maintain an emergency contact list for all tutors and students.
Ensure that all participants are aware of fire safety and evacuation procedures (where applicable).
Tutors must ensure that the online platform used is secure and reliable.
Tutors and students should avoid distractions during sessions to maintain focus and reduce the risk of accidents in their immediate environment.
In the case of technical issues, both tutors and students must have access to alternative communication methods (e.g., phone numbers).
Gather medical and allergy information for all students during the onboarding process.
Tutors must inform art-tutor and clients of any physical or environmental risks observed in any tuition setting.
Take proactive measures to prevent foreseeable injuries, such as managing cords, heavy objects, and other hazards.
Notification Contact the student’s emergency contact (parent/guardian for children) immediately.nform the Company of the incident as soon as possible.
Recording the Incident Complete an incident report detailing the time, location, nature of the incident, actions taken, and individuals involved. Submit the report to the Company for review and record-keeping.
Follow-Up Review the incident to identify lessons learned and any necessary changes to health and safety measures.
Provide support to affected individuals, including access to medical follow-ups if required.
Alcohol and Drug Policy § Under legislation we have a duty to ensure, so far as is reasonably practicable, the health and safety and welfare at work of all our employees and similarly you have a responsibility to yourself and your colleagues. The use of alcohol and drugs may impair the safe and efficient running of the business and/or the health and safety of our employees. § If your performance or attendance at work is affected as a result of alcohol or drugs, or we believe you have been involved in any drug related action/offence, you may be subject to disciplinary action and, dependent on the circumstances, this may lead to a termination in working with you. § Smoking or vaping is not permitted during any live teaching sessions. § Our tutors are required to not smoke in their place of work.
Health and safety – Fire & Working alone
Fire procedures
Lone working
Personal Safety Guidelines for Lone Workers/Home Tutors
factors
Fire safety should be considered as thoroughly as it is in the workplace – and regulations do apply. In a place of work, it’s the employer or premises owner who is classed as the ‘responsible person’ under the terms of the Regulatory Reform (Fire Safety) Order (2005) – and they have a duty to ensure the safety of staff and see that the building meets required legislation. For however many hours of the day you’re working, under fire safety law, your home is classed as ‘non-domestic’. Because of this, the same legal responsibilities apply to you that would an owner of a large business. Fire risk assessments Identify hazards in your office and around the home, as well as consider who is most at risk. The importance of a fire risk assessment shouldn’t be underestimated – even if there’s only you working at home. If others work in your office, under the RRFSO, it’s your legal duty to take reasonable steps to reduce the risk of fire and ensure anyone in the building can safely escape if a fire should take hold. A fire risk assessment is a detailed review of the premises (ie your home), assessing risk to put in place required preventative and cautionary measures. If you’re joined by four or more staff in your home office, you’re legally required to document, review and regularly update the fire risk assessment in written form.
Confidentiality Tutors should be clear around what information about a student can be shared and in what circumstances it is appropriate to do so. • Tutors should always seek advice from the DCPO if they are in doubt. • There will be no email communication directly between tutors and students. • The tutor will not be aware of the email address of the student or parent/responsible adult and will not be able to communicate with them directly. • All personal details about the student and parents, including contact address and phone number, will remain private and confidential and will not be available to the tutor. • Tutors should not give out their personal phone number, home address or email address to students.
Ensure that lessons take place within the agreed time frames – any deviation to timetables should be agreed with the leadership team. • Be mindful of your location – this should be a professional environment (as outlined in Code of Conduct). • Discussions are always on a professional level. • If at any point during tuition a tutor feels uncomfortable about any behaviour from the pupil or parent/carer they should end the session and leave the setting. The circumstances should be reported to the DCPO as soon as possible. • Always have a mobile phone charged and available • Do not give your address or home phone numbers to pupils and/or parents and do not contact them on your home phone as they can then access your personal number. • Do not give your mobile phone to the young person to use for any reason. • Keep your personal items, purse/wallet, car keys, etc safe and secure. • Ensure an appropriate adult is always within the vicinity and aware that the online sessions are in progress. • Ensure regular contact with DCPO. • Keep a running record of each session – including brief notes of work covered, people present and any other appropriate information, e.g. issues with pupil and/or parent. • Report any concerns to the DCPO as soon as possible. • It is important that all persons using or working in association with Be My Tutor are aware of this policy and the other relevant policies listed. • This policy should be read and understood before engaging in any activity arranged through and the responsibilities and procedures therein adhered to. • If at any point the tutor feels threatened they should ensure the pupil is left with a responsible adult and terminate the session. Any concerns for personal safety should be reported to the DCPO as soon as possible. • Contravention of the policy document could lead to a termination of your contract for services with 1010 tutoring LTD
Monitoring and Review The Company will review this policy annually or sooner if there are significant changes to legislation, operations, or after a serious incident.
Date of Policy: May 2026 Date of next update: May 2027 Person responsible: Austen O’Hanlon
Appendix 1 – Working from Home Checklist
DISPLAY SCREEN EQUIPMENT USE
Note: Laptops and other portables are not ideally suited to prolonged use. If you are a DSE user and must use a laptop, you should set it up on a suitable work surface wherever possible and avoid prolonged use in other situations. It can be helpful to connect a separate mouse and keyboard and place the laptop on screen risers or books, at an appropriate height above the work surface. You should carefully check the arrangement of your home workstation using this checklist to ensure it meets the minimum requirements. Using an unsuitable workstation or working with poor posture can lead to injury. Bring any concerns to the attention of your art-tutors as soon as possible.
How many hours are spent at the DSE in a normal working day?
How long is a normal continual spell spent at the DSE?
A: - Display screen
Y
N
THINGS TO CONSIDER
1
Are the characters on the screen clear and readable from the appropriate
working position?
Make sure the screen is clean, Check the text and
background colours work well together
2
Are the screen characters of adequate size with adequate spacing between
the characters and the lines?
Software settings may need adjusting to change text
size
3
Is the screen image stable? (i.e. no flickering, jittering or drifting)
Report any problems to the BIT helpdesk (x86100)
4
Does the display screen have easily adjustable controls for brightness and
contrast?
Separate adjustments are not essential as long as the
user can read the screen at all times
5
Does the screen swivel and tilt easily?
6
Is the screen at a comfortable height for you?
Screen risers can be provided if required
7
Is the screen free from reflections and glare?
Screens that use dark characters on a light background
are less prone to glare
8
Are adjustable window coverings provided, (e.g. blinds, curtains) and in
good condition?
Check that blinds work. Vertical blinds may be more
suitable than horizontal ones
9
Is the software suitable for the task? Software should help the user to carry
out tasks, minimise stress and be user-friendly.
Check if there are any training requirements for the
software.
B: - Keyboard/mouse trackball etc.
Y
N
THINGS TO CONSIDER
1
Is the keyboard separate from the screen?
Laptop computers do not meet this requirement unless
a separate keyboard and mouse are used
2
Can the tilt of the keyboard be adjusted?
Tilt need not be built in
3
Is it possible to find a comfortable keying position?
Try pushing the screen back to create more room for
the keyboard, hands and wrists
4
Is there sufficient space in front of the keyboard to provide support of the
hands and wrists, and a comfortable keying position?
Try pushing the display screen further back to create
more room for the keyboard
5
Are the keyboards characters clear from an appropriate work position?
Keyboards should be kept clean
6
Does the user have good keyboard technique?
Try to avoid / prevent: hands bent up at wrist, hitting
the keys too hard and overstretching
7
Is the mouse suitable and positioned close to the user?
Most devices are best placed as close as possible e.g.
right beside the keyboard
8
Is there support for the mouse user’s wrist and forearm?
Support can be gained from the desk surface, or the
arm of the chair. A separate supporting device can also help (e.g. mouse mat with wrist rest).
9
Does the mouse work smoothly at a suitable speed?
Check that the mouse is clean and the work surface
suitable.
1
0
Can you adjust the software settings for speed and accuracy of the pointer?
Call the IT helpdesk if you need advice
C: - Work desk/furniture
Y
N
THINGS TO CONSIDER
1
Is there sufficient space to allow flexible and comfortable arrangement of all
work equipment?
Create as much room on the desktop as you can by
removing items you don’t require on a regular basis
2
Can the user comfortably reach all the equipment and papers they need to use?
Rearrange equipment, paper etc. to bring frequently used items within easy reach. A document holder may be needed, positioned to minimise uncomfortable head and eye movements. Document holders can save space
on your workstation
3
Are surfaces free from glare and reflection?
Consider mats / blotters to reduce reflection and glare.
4
Is there adequate space to adopt correct and comfortable posture?
Move any obstructions from under the desk
D: - Chair
Y
N
THINGS TO CONSIDER
1
Is the chair suitable and stable?
The chair may need repairing or replacing if the user is uncomfortable, or cannot use the adjustment mechanisms.
2
Does the chair have a working seat back height and tilt adjustment
3
Does the chair have a working seat height adjustment?
4
Does the chair have a working swivel mechanism?
5
Does the chair have working castors or glides?
6
Is the chair adjusted correctly?
The user should be able to carry out their work sitting comfortably. Refer to training and tips and advice document on the website for advice on posture.
The arms of chairs can stop the user getting close enough to use the equipment comfortably.
Move any obstructions from under the desk.
7
Is the small of the back supported by the chair’s backrest?
The user should have a straight back, supported by the chair, with relaxed shoulders.
8
Are forearms horizontal and eyes at roughly the same height as the top of the
screen?
Adjust the chair height to get the users arms in the right
position, and then adjust the screen height, if necessary.
9
Can the feet be placed flat on the floor, without too much pressure from the
seat on the backs of the legs?
Consider a footrest if required.
E: - Work Environment
Y
N
THINGS TO CONSIDER
1
Is there enough room to change position and vary movement?
Space is needed to move, stretch and fidget.
2
Is the lighting suitable, e.g. not too bright or too dim to work comfortably?
Shading, repositioning light source or providing local
lighting can be considered.
3
Are levels of noise comfortable?
Consider moving source of noise, soundproofing?
4
Are levels of heat comfortable?
Temperature should ideally be between 19’C and 25’C
5
Does the air feel comfortable, (not too dry or humid)?
Humidity levels should be kept between 40% and 60%.
F: - The Operator
Y
N
THINGS TO CONSIDER
1
Have you been given instructions in the use of your workstation?
DSE user training must be completed. Online and taught
training courses are available.
2
Do you know the correct procedure to follow if any health and safety problems arise?
In the first instance you should consult your DSE assessor or line manager. Further advice and assistance is
available from the H&S adviser and occupational health.
3
Are there adequate opportunities for regular breaks or changes in activity away from the display screen equipment?
A change in activity can be classed as a break as long as the user has a small rest from PC work. Short, more frequent breaks are likely to be more beneficial than longer, less frequent breaks. Refer to training and tips and advice document on the website for advice on
posture.
4
Do you suffer from any back, neck or limb pain or any other symptoms which you think may be caused or made worse by DSE
If, Yes please give details below
G: - Eye sight - Extensive research has found no evidence that DSE work can cause disease or permanent damage to the
eyes.
Y
N
THINGS TO CONSIDER
1
Have you been advised of your entitlement to receive eye and eyesight tests?
All DSE users are entitled to the provision of eye examinations on request. SPCB will fund the cost of basic corrective eyewear up to £50, where required for
DSE use.
1) THE WORKING ENVIRONMENT
Question
Y
N
Comments
Is all portable electrical equipment used for work free from obvious damage
and defects? Has it been PAT tested in the last year? Note: homeworkers should regularly check electrical equipment for obvious signs of damage.
Are electric sockets supplying an appropriate number of appliances, (i.e. not overloaded)?
Are electrical cables are correctly routed to avoid a tripping hazard?
Is the work area kept tidy?
Is there a clear and unobstructed escape route for you and other occupiers in case of fire?
Are suitably located working smoke detector/s installed in the home?
Are floors and floor coverings in the work area in good condition and free from tripping hazards?
Are floors and traffic routes in the work area kept clear of work equipment, papers etc.?
Are work items, papers, files etc. are stored so that they will not fall, and can be safely retrieved?
Do homeworking activities involve significant manual handling, (if ‘yes’ describe)?
If significant manual handling is involved, has a manual handling assessment been carried out?
Is suitable and sufficient heating, lighting and ventilation provided.
Is a first aid kit available?
Is homeworking permitted in the terms of your buildings and contents insurance, (where applicable)?
Is homeworking permitted in the terms of your tenancy agreement, (where
applicable)?