Employers Beware: COVID-19 and Remote Working Obligations

The Safety Health and Welfare at Work legislation boils down to the fact that Employers are obliged to provide a safe place to work.

There are significant sanctions for employers who breach the legislation including fines up to €3 million and imprisonment for up to 2 years for a serious breach. In 2019 in HSA v Walker the defendant was prosecuted for a breach of s11(1)(c)(ii) of the Safety, Health and Welfare at Work Act 2005 and sentenced to 6 months with only 2 month suspended.

In these COVID 19 times a workplace can mean working from home for many employees. Employers have a duty therefore to check that their employees have the appropriate facilities and equipment to work safely. The big difference now is that people working from home are doing so for their  full working day or at least a large part of their working hours. Appropriate desk, chair and work station ergonomics need to be considered. How do you keep in touch with your staff to check on their well-being? Is there inappropriate online activity? How is everyone’s mental health holding up? These are just a few of the considerations that you need to consider and find ways of dealing with issues that were previously dealt with in the office environment.

 

“Having a designated COVID-19 Compliance Officer within the workplace

is looking like becoming the new norm.”

 

Having a designated COVID-19 Compliance Officer within the workplace is looking like becoming the new norm. This person or persons will be tasked with ensuring businesses meet any instructions or rules issued by the Government in order to allow them to continue trading. Online training, health and safety awareness and carrying out up to date risk assessments can be implemented easily and at low cost. A simple example is asking your employees to send a photo of their workstation. This can then be reviewed by an appropriate qualified person to assess its suitability. Creating appropriate checklists and procedures can help employers and employees assess what needs to be done in everyone’s best interests.

 

Myelearnsafety.com provides a range of courses and our experts are on hand to give advice and courses to suit your business helping you create a better safer workplace in a changed pandemic world and helping you meet your legal requirements to provide a safe place of work.

Benefits of eLearning to COVID-19 Transmission Rates

eLearning Trends

eLearning was already on the rise pre-COVID-19. For some time there has been a phenomenal growth of eLearning use among the corporate sector. 90% of corporations now use e-learning compared to just 4% in 1995. And the reason for this is obvious; with employees delivering increased productivity for every euro/dollar invested in e-learning.

Though it was trending that way anyway, the onset of COVID-19 has meant that the growth of eLearning has spread well beyond the corporate sector, to now encompass the education, healthcare, computer & info tech, retail and eCommerce and construction sectors, among others.

People working remotely, businesses moving online and people choosing to learn online rather than in the classroom – the necessary restrictions caused by Covid-19, have seen technology take centre stage in so many aspects of business and life.

There has been a two-fold benefit when it comes to reducing the rate of transfer of COVID-19.

Reducing the Transmission Rate

As well as the positive environmental impact of an increased uptake in eLearning, there has been a two-fold benefit when it comes to reducing the rate of transfer of COVID-19. The first, and most obvious of these benefits, is the reduction in face-to-face contact. The second benefit is the opportunity to increase employee awareness, training and general education regarding COVID-19, with COVID-19 specific courses such as COVID-19 Infection Prevention & Control, COVID-19 Compliance Officer, and COVID-19 Lead Worker Representative courses.

Looking at COVID-19 Infection Prevention & Control courses as an example, this type course provides a better understanding of the basic principles of infection control and the ability to apply standard precautions while understanding the chain of infection and an employees’ own role in the prevention of the spread of infection. All going towards reducing the transmission rate of COVID-19.

 

“Students acquire knowledge and skills through online and offline eLearning as well as or better than they do through traditional teaching”

 

 

The World Health Organisation (WHO) itself has taken a proactive approach to providing eLearning courses aimed at controlling and preventing the spread of infection of viruses such as the novel coronavirus. This is not surprising, as the findings from a review commissioned by the WHO showed that students acquire knowledge and skills through online and offline eLearning as well as or better than they do through traditional teaching.

 

 

 

If you are interested in taking precautions to minimise the spread of COVID-19 either now, or upon return to work, speak to Cormac at: +353 1 2781938 or cormac@elearn.ie

Fire Safety in Hospitality

Section 11 of the 2005 Act states that employers are required to prepare and revise adequate emergency plans and procedures and provide the necessary measures for fire fighting and the evacuation of the workplace. Consideration for all employees and anyone connected with the workplace must form part of how an employer addresses the area of safety health and welfare and specifically the provision of emergency access and egress.

Soure – HSA 

Fire safety equipment and systems

All hotels, bars, restaurants, catering etc..  should be equipped with suitable fire safety equipment.

Smoke Detectors

When you have a bigger property, most jurisdictions require that you have an automated centralized smoke detector that integrates all smoke detectors in each location with a master panel. This alerts the staff to immediately identify where a smoke detector has activated and take steps of action without delay.

Fire Extinguishers

ABC fire extinguishers are multi-purpose and are the most commonly sold fire extinguishers for businesses and commercial properties. What does the ABC stand for? They are classes of what type of fires that fire extinguisher can put out:

• Class A – fires from wood, cloth, paper, plastic, etc.
• Class B – fires from flammable liquids like gasoline
• Class C – electrical fires from wiring and appliances

Sprinkler Systems

According to Engineers Ireland comprehensive report, Systems designed to BS 9251 are primarily for the protection of life and not intended for the protection of property or commercial risks. Sprinkler Systems are usually required as a means of demonstrating compliance with Building Regulations. However, there may also be occasions where a Sprinkler System is installed to compensate where a building is unable to achieve compliance with building regulations, for example;

• New / Older buildings where the minimum fire resistance cannot be achieved
• Buildings that cannot meet the access requirements for fire appliances
• Attic conversions where adequate secure escape is not practical or possible

Evacuation plan

All hospitality sectors need to have an emergency evacuation plan. A route must be laid out and that route must never at any stage be blocked or obstructed. Regardless of the location of a fire, once people are aware of it, they should be able to proceed safely along a recognisable escape route, to a place of safety.

If the premises is small and has a simple layout, the normal entrances and exits may be sufficient. There should be no possibility of anyone being cut off by smoke or flames before they can make their escape.

Competent Person

All premises need to have an assigned fire warden or a competent person to maintain all the fire safety equipment  – Smoke detectors, fire extinguishers, sprinkler systems & evacuation paths. They are in charge of;

• How the system works
• When is maintenance carried out, and provisions for arranging access
• Who should be contacted for immediate repair if the system goes wrong
• In addition details of what was agreed for the sprinkler system at fire safety certificate stage should be kept available for consultation

Take a look at our Fire Safety Awareness course overview here.

If you have any further questions please don’t hesitate to contact us.

Safety Representatives – Why do you need them and what do they do?

Why do you need a Safety Representatives?

Safety, Health and Welfare at Work Act, 2005

It applies to all employers, employees (including fixed-term and temporary employees) and self-employed people in their workplaces. The Act sets out the rights and obligations of both employers and employees and provides for substantial fines and penalties for breaches of the health and safety legislation.

Section 25

Under Section 25 of the 2005 Act, all employees are entitled to select a safety representative to represent them on safety and health matters with their employer.

Section 26

Section 26 of this Act requires the employer to consult with employees to ensure cooperation with preventing accidents and ill health and in turn the workers can consult with their employer. Section 26 sets out the arrangements for this consultation on a range of safety and health issues.

Where a safety committee is already in existence, it can be used for this consultation process.

Regulation 23

Under Regulation 23 of the Construction Regulations where more than 20 persons are employed at any one time on a construction site, the project supervisor for the construction stage must facilitate the appointment of a safety representative.

Source – HSA.ie

What does a Safety Representative do?

Representative

Now you have assigned the role of the Safety officer, they are now representations on behalf of their members to their employer on any health and safety matter. The representative also represents their members in consultations with health and safety executive inspectors or other enforcing authorities.

Inspections

Safety representatives, after giving notice to the employer, have the right to inspect the whole or part of a workplace that they represent at a schedule agreed between them and the employer, based on the nature and extent of the hazards. A safety representative also has the right to inspect immediately where an accident or dangerous occurrence has taken place, or where there is an imminent danger or risk to the safety, health and welfare of any person. The frequency of these inspections depends on a number of factors:

• Changes to the building or layout
• The nature of work activities
• The nature of work locations
• Size of the workplace

Safety Representatives should be given learning resources and from that they will be able to ascertain the frequency of these inspections. If you are having difficulty with providing learning resources to your appointed Safety Representatives we have developed an Office Safety Package that can be tailored to your companies needs, we can also provide a bespoke package for you, just get in contact by emailing info@elearn.ie  or calling us on +353 1 693 1421.

Other responsibilities

• Recommendations – Make recommendations to the employer on safety, health and welfare at the place of work
• WorkPlace Accidents – The employer may request the Safety Representative be present when the inspector interviews an employee about an accident or dangerous occurrence that took place.
• Inspector – The Safety Representative may be asked to accompany an inspector carrying out an inspection under Section 64 of the 2005 Act, other than the investigation of an accident or dangerous occurrence, although this may be allowed at the discretion of the inspector.

 

If you have any further questions about Safety Representatives please don’t hesitate to get in contact with us.

 

Hidden Health and Safety Costs that are Easily Avoidable

VDU DSE

VDU or Video Display Units  and DSE or Display screen equipment are now widely used in the workplace and have been proven to be a significant factor to workplace injuries such as;

• Repetitive strain
• Eye Strain
• Back Injury
• Neck Injury
• Stress

Along with these injuries, it can also decrease productivity of employees if they are not comfortable in work and are developing injuries. As well as reducing these sometimes hidden and underestimated health and safety costs, carrying out a VDU DSE assessment has also been proven to contribute to business success. As well as general duties under the Safety, Health and Welfare at Work Act 2005, there is a minimum health and safety requirements for work with display screen equipment, specific duties on employers and employees.

Who is affected?

Those who are covered by the VDU DSE regulations include;

• If the employee has no choice but to use the VDU to carry out her/his work
• If the employee normally uses the VDU for continuous periods of more than one hour
• If the VDU is generally used by the employee on a daily basis

Those who are not covered by the DSE and VDU regulations include;

• Drivers’ cabs or control cabs for vehicles or machinery
• Computer systems on board a means of transport
• Computer systems mainly intended for public use
• Portable display screen equipment not in prolonged use at a workstation
• Calculators, cash registers and any equipment having a small data or measurement display required for direct use of the equipment
• Typewriters of traditional design, of the type known as “typewriter with window”

Source – HSA

Solution

Employers are required to evaluate health and safety at work stations with particular references to eyesight, physical difficulties and mental stress. Work station analysis is an important component of ensuring a safe place of work for all employees.

At Elearn we provide a VDU DSE Office course that all employers and staff who use these work stations for any length of time should do to learn how to avoid the range of adverse effects on the arm, hand and shoulder (WRULD’s) and other parts of the body. Click here to find out more information.

Do you know the space requirements in your office?

Are you happy with your office space in work? Do you know your space requirements in order to work in a safe environment both physically and mentally!

Well first of all what is a workspace,  any location where a person’s work is performed, including traditional office spaces and non-traditional office spaces (e.g., home offices, vehicles, and temporary locations), as well as the furniture, accessories, equipment, environmental conditions, and psychosocial workplace factors within these locations.

There is no right and wrong answers to office space requirements but here are some aspects to consider when thinking about office space:

Nature of work – what kind of work do you do? Are you out on the field, doing site visits, consultations or confined to the office all day long. Depending on the kind of job specification the difference in size of office space. Office workers who perform their job at their workstation all of the time may feel that a smaller work space claustrophobic.

Cultural aspects influence out perception of the type of space that we expect and are comfortable working in. For Europeans adequate personal space is a factor.

A corporate climate – our perception of a designated space is a matter of comparison. Employees generally accept the fact that those at more senior levels have a bigger work station or office space. Although this is changing with more open plan offices, sharing work stations and office space.

Individual perception is different for everyone and can have a psychological meaning. It is only natural for people to look for more comfortable space. It might signify importance, authority or power. In the workplace the amount of our personal space is often linked with out status within the organisation.

Anthropometry or body dimensions is a factor that has to be taken into consideration for an employees office space. So it really depends on the size and shape of an employee in order for the company  to accommodate.

It is very important for us at Elearn to make sure that you work in a comfortable working environment. We are always here to train you and your staff to be health and safety aware and get certified. Take the VDU Online Work Stations Analysis course and evaluate your health and safety at your work station.