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Sunningdale School

Risk Assessment Policy

1. Introduction


Documented Risk Assessments are a requirement under the Management of Health and Safety at Work Regulations 1999. The School is required to assess the risks to the health and safety of workers and any others who may be affected by the work carried out for the purpose of identifying measures needing be taken to comply with other legislation. Carrying out these written assessments will help to identify all the protective and preventive measures that must be taken to comply with the Regulations.


It is the responsibility of Heads of Department to ensure that risk assessments are in place for their area/department. They can complete the assessments themselves, or instruct other staff to undertake them.


The School will follow the Health and Safety Executive’s 5 stage approach to Risk Assessments:


Step 1 – Identify the hazards.

Step 2 – Identify who might be harmed and degree of severity. Step 3 – Evaluate the risks and decide on precautions.

Step 4 – Record and implement findings.

Step 5 – Review assessment and update if necessary.


Copies of risk assessments should be in date and signed by the Bursar / Headmaster and the responsible person undertaking the tasks. These should be held in the area of work, with copies held by the Bursar ensuring they are available for inspection by the HSE, and the outside Inspectorates as required. They will also be internally audited by the Headmaster during departmental audits.


Risk assessments should be reviewed and revised:-

All significant findings should be recorded and brought to the attention of relevant personnel, with signatures provided as evidence that the information has been read and received by those undertaking the tasks.



2. Other Types of Risk Assessment

Generic Risk Assessments are acceptable where activities/processes/operations are consistent across the workplace. However, these must be adapted, as appropriate, to consider particular individuals and specific issues relating to the environment at Sunningdale or the area where the activity is taking place. They should also be signed and dated to confirm that all staff have been made aware of the contents. Please refer to the risk assessment form, Appendix 1.


Specific Assessments may be produced using a generic template, but are in place for one dedicated task or event. Other assessments may be referenced in the specific assessment and will have very prescriptive controls for the individual or task, for example a one off trip, and return to work assessment or functions such as a wedding, or external letting.


Dynamic Risk Assessments are constant, on the spot assessments of the situation/task that are not written down. These should not be relied on completely for a task, as there is no written evidence of the control measures in place. Dynamic risk assessments alone will not be accepted by the HSE in any accident investigation. However they can be noted in a full Risk Assessment as an on going assessment of the risk.


As part of the measures for the control of contractors on site risk assessments and where applicable method statements must be obtained and in place before the contracted task is undertaken. It is the responsibility of the Head of Department instigating and overseeing the contracted works to obtain these and share them with the Bursar / Headmaster.


External clubs and users of the School facilities will also be asked to submit their own risk assessments. It is the responsibility of Sunningdale School to obtain these as part of the contract process. In turn and on request any risk assessments relating to the environment they are using which have been produced by the School will be shared.


3. Guidelines for Written Risk Assessment



HAZARD – Something with the potential to cause harm


RISK – The likelihood of harm being realised and its severity

  1. Identify and record an activity, process or operation using Appendix A, where there is potential for injury or damage.                
  2. Consider whether it is essential for the activity to continue, given that without the hazard there is no risk.
  3. Identify the hazards within the activity, eg using machinery, confined spaces, working at height, electricity, manual handling, lone working etc.
  4. Determine the risks involved and what type of incident is anticipated, eg contact with moving/sharp equipment, asphyxiation, falls, electrocution, back injury, violence/abuse. Consider who and how many people will be affected, eg employees, visitors, customers, contractors.
  5. Estimate the risk level without the benefit of any control measures.
  6. High and medium risk levels will require control measures to reduce the risk level to as low as is reasonably practicable. This could be achieved by guarding, safety procedures/working practices, training, mechanical assistance, contracting out etc. Personal Protective Equipment (PPE) should only be considered as the last resort if alternative control measures cannot achieve a lower risk level.
  7. Reassess (quantify) the risk level with existing control measures in place to ensure that the risk is reduced – if it is not then further controls will be needed, see below.
  8. Some additional control measures may be required to reduce the risk level further.
  9. Share and discuss with all persons involved in the activity/process/operation and obtain signatures to confirm their understanding and involvement.


The completed assessments should be signed and dated by the Bursar / Headmaster.


All assessments should be reviewed annually or when there is any significant change, whichever is sooner; this is indicated on the top of the assessment document.


Appendix 1

RISK ASSESSMENT                                        (ratings according to Sunningdale criteria)

Date                                                    Location  

Attached full School outings form for personnel, phones, itinerary etc.    

                                1-4                                                            1-4    1-16

                                   hazard                                                            prob total

RISK                                   rating                MANAGEMENT STRATEGY          ratingrating


Risk Management Strategies

1. Pupil Teacher Ratio (PTR)  

2. Responsibilities of staff and participants    

3. Practices that are forbidden  

4. Equipment levels:

5. Strategies if the risk increases

6. Safety procedures to be followed in the event of accident

Conclusion          Permissible / Not permissible

Assessment made by                                                        date        


Checked and approved by TACND (perhaps with comment)        date

Guidelines for

Risk Assessment for Educational Visits/Outdoor Activities/Expeditions

This data is not for public display, but must be available for inspection.

PROCEDURE: On RA Form, describe event, identify those at risk, identify potential hazards (several sheets may be needed, if so number them), and attach school outings form. THEN, preferably with an involved or experienced colleague:

1.     According to criteria below, for worst-case scenario rate hazards (A)

2      Now quote the management strategy you intend to adopt to deal with the risk

3.     Rate probability (B) in light of management strategies quoted, then multiply A x B for overall rating

4.     Conclude whether activity/ies are permissible,

5.     Sign and date,

6.     Seek approval from TACND, when obtained, file with TACND, keep a copy yourself,

7.     Debrief & re-evaluate afterwards, giving feedback to TACND if appropriate, update and improve.



A: Hazard Rating      

1        Embarrassment, time-wasting, minor unhappiness.

2        Minor injury or serious time-loss, temporary distress.

3        Major injury and/or temporary separation from the party.

4        Fatal injury, permanent separation from the party, abduction, abuse, death, loss, rape.

B: Probability Rating

1        Unprecedented or most unlikely

2        Just possible

3        Probable

4        Almost Certain

A x B = Overall Risk Rating 

0-4         Acceptable

6-16            Increasingly serious undertaking


Activity/personnel/dates/time/school outings form attached.


Risk management  strategies as follows:-

1.        Pupil Teacher Ratio, = PTR                        (e.g. 6:1)

2.         Responsibility areas of staff and participants,         (e.g. supervision, records, 1st Aid)

3.        Practices that are forbidden (e.g. stepping off the pavement, stone-throwing)

4.         Equipment levels: staff, group, individual (e.g. clothing, 1st Aid, identity cards)

5.         Action if the risk increases markedly                (e.g. come back, abort)        

6.         Safety procedures in the event of accident         (e.g. school ‘disaster plan’)

Conclusion: Permissible/Impermissible: Any overall managed risk rated 6 or over must not be

undertaken without careful consideration and consultation..                                                  

Who made the assessment, dated.

Who checked and accepted the document presented, dated with comments where necessary.                              



Updated AJT 09/01/2018

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