Guidance for completing the risk assessment form

Risk assessment form Section A: Administrative details

Details will be required of both parties; the University and the External Institution. Both have a responsibility and need to cooperate closely to ensure the health and safety of children/young people.

(i) University of Exeter (UoE)

Head(s) of Institution (Vice Chancellor & Registrar/Secretary). They have ultimate responsibility for the health and safety of all those in UoE buildings and property.
Event Activity Supervisor’s name and contact details. This is useful in case of emergency or correspondence before or after the event.

Insurance Details: Stating the Policy Number and End Date will confirm compliance.

Employer’s (Compulsory) Liability Insurance (Policy Number and End Date)
Public Liability Insurance (Policy Number and End Date)
Additional Insurance cover (Policy Number(s) and End Date(s))

(ii) External Institution

School / College /Group etc
Head(s) of Institution (e.g. Head Teacher)
Activity Supervisor name and contact details. This is useful in case of emergency or correspondence before or after the event.
Insurance Details: Stating the Policy Number and End Date will confirm compliance.
Employer’s (Compulsory) Liability Insurance (Policy Number and End Date)
Public Liability Insurance (Policy Number and End Date)
Additional Insurance cover (Policy Number(s) and End Date(s))

Risk assessment form Section B

(i) Description of Activity

Filling in this section will help to ensure that the activity is properly defined. Areas of hazard and risk should become more obvious.

(ii) Number of Children / Young People and Age Range

The larger the number of children/young people and the younger they are, the greater will be their collective risk. As a consequence, the requirement for control measures such as adequate supervision will be greater.

Risk assessment form Section C: Persons assisting with the activity

(i) Adult / Child Ratio

As a general guide for an activity with a normal range of hazards, the minimum ratios should be:-
- 1 adult for every 3 children aged under 5;
- 1 adult for every 6 children aged 5 to 7;
- 1 adult for every 10-15 children aged 8 to 10;
- 1 adult for every 15-20 children aged 11 onward or young people.

There should also be enough additional staff available to help deal with an emergency.

(ii) Vetting of supervisory staff

University staff

College Deans, Heads of Division, Department etc will determine, by consideration of the risk assessment, whether members of their staff should be vetted by the Criminal Records Bureau before they carry out the activity. The vetting process is the responsibility of Human Resources, Northcote House (via your HR Business Partner).

Teachers and College staff

The Education (Teachers) (Amendment) Regulations 1998, which came into force on 1 August 1998, made changes in the law with the aim of preventing people who are barred by the Secretary of State from being directly employed by an LEA, school or further education college (“List 99”) from getting round the ban by either working as a volunteer; or working in a business that is contracted to provide services to schools, further education institutions, or pupils attending them. Non-state schools can ask the DfES to do a “List 99” check.

The amendment means that List 99 checks should be carried out on volunteers and staff employed by contractors (e.g. the University and its staff) who will have regular contact with children and young people attending school or college either on or off the premises.

(iii) General Advice

The DfES recommends that anyone who has not had a criminal conviction check should never be left in sole charge of children or young people.
For the protection of both parties, all adult supervisors should try to ensure that, wherever possible, they are not alone with a child/young person.
All adult supervisors, including teachers and University staff, must understand their roles and responsibilities at all times. It may be helpful to put this in writing. In particular, all supervisors should be aware of any children/young people who may require closer supervision, such as those with special needs or those likely to cause trouble.

Risk assessment form Section D: Hazards risk and existing control measures

(i) Hazard – Something which has the potential to cause harm (injury or damage)
(ii) Risk – The likelihood that the hazard will cause harm.
(iii) Control measure - A practical or physical means of reducing risk (e.g. adequate supervision, personal protective equipment such as safety glasses).

Taking all the identified hazards into account and the existing risk control measures (e.g. containment of risk, safety equipment, protective clothing) a qualitative assessment is made of risk (e.g. low, medium or high). The only acceptable risk rating for any activity is low risk.

Risk assessment form Section E: Hazards risk and extra control measures

If, with the existing control measures, a medium or high risk is determined, then extra control measures are required until low risk is achieved.

Risk assessment form Section F: validation

Assessors are carrying out the Risk Assessment on behalf of the University and the External Institution. These bodies must only choose assessors whom they believe to be competent. Competence as gained through knowledge, experience and training. Assessors must be fully conversant with the concept of risk assessment and with the activity being assessed.
A senior representative from both the University and the External Institution must countersign the assessment indicating validation of the assessor and his/her assessment. The assessment is a legal document indicating compliance with health & safety law. By signing the document the signatories do not incur any extra personal liability, other than that placed on any University or External Institution employee.