Health & Safety Policy

About This Policy

This policy supersedes the 2023–2024 edition. Significant updates include expanded emergency and lockdown procedures, a dedicated safeguarding interface, mental health and wellbeing provision, updated infection-control guidance, transport and vehicle safety, extreme-weather protocols, and a clarified roles-and-responsibilities matrix.

1. Aims & Objectives

The aim of this policy is to maintain safe, healthy and secure working and learning conditions at Providence English Private School (PEPS) for all staff, pupils, contractors and visitors. This policy has been prepared with reference to the Health and Safety guidelines of the Sharjah Private Education Authority (SPEA), the UAE Ministry of Education, the Ministry of Human Resources and Emiratisation (MOHRE), UAE Civil Defence and the Ministry of Health and Prevention.

Procedures are reviewed and updated regularly in line with current government guidance, including protocols for public health emergencies. Staff receive regular training and the wider school community is kept informed of any related developments through the school portal, newsletters and official communication channels.

Allocating clear duties and responsibilities for health and safety is central to this policy. These responsibilities are outlined by the management team and approved by the School Governors.

Shared responsibility: All PEPS employees, contractors and pupils share responsibility for co-operating to achieve a healthy and safe environment and for taking reasonable care of themselves and others. Any employee who identifies a health and safety concern must raise it promptly with the School Office and Management.

Health and safety concerns and updates are discussed at regular management and governance meetings and communicated transparently to parents and pupils.

2. Roles & Responsibilities

3. What We Expect from Our Students & Parents

4. Accidents & Incident Reporting

Any pupil complaining of illness or who has been injured is sent to the School Clinic for inspection and, where appropriate, treatment by a qualified First Aider or Nurse.

• All incidents, ailments and treatments are recorded in the accident book / digital incident log.
• Parents are contacted whenever there is any doubt over the health or welfare of a pupil.
• In the event of a serious incident, an ambulance is called and a member of staff accompanies the pupil to hospital; parents are asked to go immediately to the hospital. Transporting a pupil to hospital without an ambulance may be appropriate on a voluntary basis only, in line with the Accident Reporting Policy.
• If any staff member is concerned about the welfare of a pupil, they must contact the Section Supervisor, School Office or Clinic immediately. If an injury has been sustained, the pupil should not be moved unless there is an immediate danger to life.
• Staff must ensure the pupil is assessed by appropriately qualified professionals and inform the School Office.
• An injured member of staff or supervising adult should not continue to work if further medical treatment may be needed, and should seek medical advice without delay.
• Significant incidents (e.g. those resulting in hospitalisation, fracture, or requiring more than basic first aid) are reported to SPEA and recorded in the school’s statutory incident register in line with the Accident Reporting Policy.
• A root-cause review is carried out for serious or repeated incidents, with corrective actions tracked to completion by the HSE Officer.

5. Administration of Medicines & Medical Records

6. Educational Visits

The Administrative Director acts as the Educational Visits Coordinator (EVC) and is responsible for ensuring staff adhere to the school’s safety procedures when organising a visit.

• Every educational visit is researched in advance, including a preliminary site visit by a staff member where possible.
• A completed Risk Assessment Form is required prior to every visit or trip (refer to Risk Assessment Policy).
• Parental consent forms and SPEA approval must be obtained before any visit or trip takes place.
• A qualified First Aider and an appropriate staff-to-pupil ratio accompany every visit, with a portable First Aid kit and emergency contact list carried at all times.
• Higher-risk activities (water-based, high-altitude, overnight, or international trips) require an enhanced risk assessment and, where applicable, specialist supervision or external provider accreditation checks.
• A designated emergency contact remains on the school premises throughout each visit and is briefed on the itinerary and contact protocol.

7. Electrical Testing & Equipment Safety

All items of portable electrical apparatus and equipment in use at the school are inspected and Portable Appliance Tested (PAT) on a regular, documented basis by qualified personnel.

• The Maintenance/Site Officer maintains a full inspection log for all electrical equipment, accessible for audit by SPEA or Civil Defence.
• Faulty equipment is immediately labelled, taken out of use and reported to the Site Officer for repair or disposal.
• Fixed electrical installations are inspected periodically by a licensed electrical contractor, in line with Sharjah Electricity, Water & Gas Authority (SEWA) requirements.
• Personal electrical items brought onto site by staff or contractors are subject to the same inspection requirements before use.

8. Fire Safety & Evacuation of the Building

• Fire exits are clearly marked, illuminated and kept free of obstruction at all times.
• Evacuation plans showing exit routes and assembly points are displayed in all corridors and classrooms.
• Fire alarms, detectors and fire doors are tested regularly by our licensed Civil Defence-approved contractor, with certification retained on file.
• A full fire drill is practised at minimum once per term and reported by the Principal or Director to the Governing Body, with timings and any issues logged.
• Fire-fighting appliances (extinguishers, hose reels) are inspected and serviced regularly in line with Civil Defence standards.
• A Fire Drill Log is completed and filed after every drill and every real activation.
• Teachers and support staff are responsible for checking classrooms, toilets and other facilities are clear during an evacuation.
• The fire detection system is connected to UAE Civil Defence and monitored continuously.
• Class registers are taken at the assembly point to confirm all pupils and staff have been safely evacuated; the Site Officer confirms the building is clear before re-entry is permitted.
• The school maintains a valid Civil Defence Certificate of Compliance and renews it annually.

9. First Aid Provision

• The School Head Nurse is responsible for ensuring an adequate number of qualified First Aiders are available across all sections and during all school activities, including before/after school care.
• First Aider names, certifications and renewal dates are registered with the School Office and reviewed annually.
• First Aiders receive appropriate, certified training (including Paediatric First Aid/CPR) and refresher training at intervals set by the certifying body.
• Portable First Aid kits are taken on all educational visits and are available from the Clinic; kit contents are checked and restocked after each use.
• A qualified First Aider accompanies every educational visit.
• The Nurse ensures the ongoing maintenance and stock control of First Aid boxes located around the school.
• Automated External Defibrillators (AEDs), where installed, are checked monthly and staff receive familiarisation training.

Refer to the Fire Drill & First Aid Policy for detailed operational procedures.

10. Hygiene & Infection Control

It is the responsibility of school management to ensure ongoing monitoring of the building’s cleanliness and to address any hygiene concerns raised.

• All staff are responsible for encouraging good hygiene habits; the school provides posters, hand-hygiene stations and awareness presentations throughout the year.
• Enhanced cleaning and disinfection protocols are applied to high-touch surfaces, clinics, toilets and canteen areas, in line with Ministry of Health and Prevention guidance.
• Pupils or staff showing symptoms of a communicable illness are isolated in the Clinic and sent home, following the school’s Infection Control & Communicable Disease Policy.
• The school maintains contingency plans for public health emergencies, including remote learning capability, in line with SPEA and Ministry of Health directives.
• Food handling and canteen hygiene are subject to municipality food-safety inspection and the Food Safety & Canteen Hygiene Policy.

11. Reporting Hazards & Risk Assessment

• All staff are responsible for reporting hazards as soon as they are identified, using the Hazard Reporting Form or portal.
• Management/School Office is responsible for following up on all reported hazards within a defined timeframe.
• The Director or Principal, advised by the HSE Officer, decides on the actions required to remedy hazards, prioritised by risk level.
• Formal risk assessments are conducted for all school activities, premises areas and events, and reviewed annually or after any incident (refer to Risk Assessment Policy).
• A dynamic (on-the-spot) risk assessment is expected of all staff before any activity with an element of physical risk.

12. Movement Around School

• Pupils should walk around school in single file/line and stand in line while waiting to be collected or to move between areas.
• No pupil should remain unsupervised in classrooms, corridors or play areas at any time.
• Staircases and corridors have designated flow directions during busy transition times where required.

13. PE Equipment & Playground Safety

14. Supervision of Pupils

• Staff and other supervising adults must maintain good order and discipline, safeguarding pupil health and safety at all times.
• No pupil should be left unsupervised.
• Staff must be present in class when pupils arrive in the morning.
• Staff must be punctual in collecting pupils from the playground and transition points.
• The same duty of care applies when staff supervise pupils’ afternoon home-time departure.
• If a member of staff knows they are unable to undertake a supervision duty, they must arrange cover in advance.
• Staff on duty must inform supply/substitute teachers of their supervision responsibilities.
• If a parent fails to collect a pupil after school, staff must make every effort to contact the parent. If the parent cannot be reached, the emergency procedure displayed on the School Office notice board must be followed, including notifying the Section Supervisor and, if necessary, relevant authorities.

15. Transporting Pupils

Pupils may use the School Bus or private transport organised by their parents. All buses are supervised and monitored by at least one member of staff, in addition to the driver.

• The bus supervisor ensures the bus has come to a complete stop before doors are opened for drop-off or pick-up.
• On drop-off, the bus supervisor confirms that an authorised guardian is present to collect the child before departure.
• Bus attendance registers are taken at both pick-up and drop-off to confirm all pupils are accounted for.
• Buses are fitted with required safety equipment (seatbelts/restraints, First Aid kit, fire extinguisher, GPS tracking) and undergo regular maintenance checks in line with the Bus Policy.
• Pupils using private transport remain supervised on school premises until an authorised guardian or designated person arrives to collect them.

Refer to the Bus Policy for full operational detail, including driver vetting, route planning and emergency procedures.

16. School Operation & Security

17. Emergency Procedures & Lockdown

In addition to fire evacuation, the school maintains documented procedures for a range of emergency scenarios, tested through regular drills and reviewed by the Health, Safety & Security Sub-Committee.

• Lockdown procedures for external threats, in line with SPEA and local authority guidance, including secure-area protocols and communication trees (refer to Lockdown Policy).
• Medical emergency response, including access to First Aid, AEDs and coordination with emergency medical services.
• Severe weather and natural hazard response (see Section 18).
• Bomb threat and suspicious item procedures, coordinated with Civil Defence and Police as required.
• Missing pupil procedures, including immediate headcount, site search and escalation protocol.
• Crisis communication procedures for informing parents, staff and authorities promptly and accurately.
• All emergency drills (fire, lockdown, evacuation) are logged, with debriefs used to refine procedures.

18. Extreme Weather & Environmental Conditions

• During periods of extreme heat, outdoor activities are restricted or rescheduled in line with UAE Ministry of Human Resources and Emiratisation midday-break guidance and school risk assessment thresholds.
• Additional hydration breaks, shaded areas and adjusted PE/playground schedules are implemented during high-temperature periods.
• In the event of sandstorms, heavy rain, or other severe weather, the school follows local authority and SPEA advisories, which may include modified schedules, indoor breaks, or closure.
• Air quality is monitored during periods of poor visibility or dust, with outdoor activity adjusted accordingly.

19. Mental Health & Wellbeing

The school recognises that health and safety extends beyond physical safety to the emotional wellbeing of pupils and staff.

• Trained counsellors and pastoral staff are available to support pupil wellbeing, with clear referral pathways from teaching staff.
• Staff wellbeing is supported through access to appropriate resources and a culture that encourages raising concerns without stigma.
• Concerns regarding a pupil’s or staff member’s wellbeing are handled sensitively and, where appropriate, in coordination with the Safeguarding & Child Protection Policy.
• Anti-bullying measures are embedded across the school in line with the Anti-Bullying Policy, with clear reporting routes for pupils and parents.

Refer to the Wellbeing & Mental Health Policy and Safeguarding & Child Protection Policy for full procedures.

20. Monitoring & Evaluation

• This policy is formally reviewed at least annually by the Health, Safety & Security Sub-Committee, and sooner following any significant incident, audit finding or change in legislation.
• Any amendments or updates are reported to, and ratified by, the full Governing Body.
• New legislation, SPEA circulars or Civil Defence directives are incorporated into the policy as necessary, with a summary of changes maintained in the document control log.
• Compliance with this policy is monitored through regular site inspections, incident-trend analysis, staff training records and periodic audits, with findings reported to the Governing Body.
• Key performance indicators (e.g. incident rates, drill completion, training compliance) are reviewed termly by the HSE Officer.

Approval

Risk Assessment Template & Register

Used by staff to identify, evaluate and control risk across school activities, premises and equipment. A separate risk assessment is completed for each significant activity or area, and reviewed annually, before any material change, or immediately following an incident.

This is the school’s working template. Completed risk assessments are logged in the Risk Assessment Register and held on file with the HSE Officer for audit.

Incident / Accident Reporting Form

Completed for every accident, injury or safety incident involving a pupil, member of staff or visitor, and filed with the Clinic / School Office within 24 hours.

This is the school’s working template. Completed forms contain personal and medical information and are held securely and confidentially by the Clinic and HSE Officer; they are not published here.

Serious incidents (hospitalisation, fracture, loss of consciousness, or requiring more than basic First Aid) are reported to the HSE Officer and the Principal immediately, and to SPEA in accordance with the Accident Reporting Policy.

Awareness & Training Education Log

Records all health, safety and safeguarding training delivered to staff, and awareness sessions delivered to pupils and parents.

This is the school’s working log. Individual attendance records are held by the HSE Officer / School Nurse; the compliance tracker below shows the certifications required, not individual staff status.

Individual Health Care Plan Template

Completed for any pupil with a diagnosed medical condition (e.g. allergies, asthma, diabetes, epilepsy) and reviewed annually or upon any change in condition.

This template contains confidential medical information when completed. Individual plans are stored securely in the Clinic Office and shared only on a need-to-know basis with relevant staff, including on educational visits – they are not published here.

Emergency Contact & Communication Tree

Sets out the key external emergency contacts and the internal escalation/cascade procedure used in any emergency.

Fire Drill & Lockdown Drill Log

Records every fire evacuation and lockdown drill, with a minimum of one of each drill type practised per term.

This is the school’s working log, held by the HSE Officer. Real activations (not drills) are logged separately in the Incident/Accident Reporting Form (Appendix 2) in addition to this log.

Visitor Registration & Contractor Induction Checklist

All visitors and contractors must register at Security on arrival and departure, and contractors must complete a safety induction before work begins.

This is the school’s working checklist, retained by Security for the duration of a contractor’s presence on site and filed with the HSE Officer on completion of the works.