11999/doc 24/8/01 1:24 PM Page 2

Health and
safety
inspections
For help when you need it
call UNISONdirect
at work
Freephone 0800 5 97 97 50
A guide for UNISON safety
representatives
For information visit
www.unison.org.uk

Designed and produced by UNISON Communications Unit. Published by UNISON, 1 Mabledon Place, London WC1H 9AJ. Organising for
http://www.unison.org.uk CU/September 2001/11999/stock no.1939 Printer’s ref: 5446
Health & Safety
11999/doc 24/8/01 1:24 PM Page 2

Working together on health

and safety
2 A UNISON guide to workplace inspections 3
Commission (HSC) or Health and Safety Executive (HSE).
Substantial changes to the conditions of work include the use of:
Inspections are an invaluable way of identifying potential workplace new machinery, new working methods, or new substances, etc. This
hazards before they cause a health and safety problem. right to inspect exists regardless of whether or not three months
have passed since the last inspection, but the employer should be
Carrying out workplace inspections is therefore one of a safety consulted first.
representatives most important functions. But this need not be an
onerous role for safety representatives, who should not feel obliged The HSC believes it is good practice for employers and safety
to carry out more than they can handle. It is better to start off small representatives to agree programmes of formal inspections in
with an occasional inspection, and build this up as time and advance. These will make it clear when each can expect an
experience allows, possibly to quarterly inspections. inspection to be carried out and would fulfil the requirement to give
notice of quarterly inspections. Any changes to the planned
Wherever possible, new safety representatives should be timetable must be agreed to by both the employer and the safety
accompanied on their first inspection by their branch health and representative.
safety officer or by an experienced safety representative.
The number of safety representatives taking part in any inspection
The right to carry out inspections comes from the Safety should also be agreed, and this number will depend on the
Representatives and Safety Committees Regulations 1977, otherwise circumstance and nature of the inspection. Inspections may take
known as ‘The Brown Book’. These regulations also make it clear various forms and may include a general inspection of the
that safety representatives are entitled to paid time off for carrying workplace; or inspections of specific (and possibly dangerous)
out inspections, as well as for carrying out their other functions. activities, processes, or areas.
Also to be agreed are: the area each inspection covers (whether the
The right to inspect whole workplace, or maybe in a large workplace just a department
or floor to make it more manageable); how many safety
Regular inspections representatives take part in any one inspection; whether one safety
Safety representatives have a legal right to inspect all the workplace representative does all the inspections or different safety
areas they cover at least once every three months, but they must give representatives cover different areas; and whether the inspections are
the employer reasonable notice in writing of their intention to do so. conducted at the same or different times.
One week’s notice should be enough. More frequent inspections What an agreement should cover:
may be carried out by agreement with the employer, especially if
there are high-risk activities or rapidly changing circumstances. ■ The type of inspection to be carried out.
■ When inspections will be carried out (at least once every
Safety representatives may make an additional inspection if, since
three months) or the notice which must be given.
the last inspection, there has been a substantial change in the
conditions of work, or if new information on hazards relevant to ■ The need for more frequent inspections: of high risk
the workplace has been published by the Health and Safety activities or rapidly changing work areas; after a
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4 5
substantial change or new information; or whenever a safety representatives take a joint approach and work together
safety representative believes it necessary in the interests of whenever possible.
health and safety.
It may also be necessary to make visual inspections and talk to
■ The need for inspections after a notifiable accident, people who are likely to have relevant information and knowledge
dangerous occurrence or disease, or any other accident or about the accident or occurrence. But this does not include
near miss. interfering with any evidence, or testing any machinery or
substance, which could disturb or destroy evidence before an
■ The need for large workplaces to be split up between safety
inspector from the appropriate enforcing authority has carried out a
representatives for inspections.
thorough investigation.
■ The need to re-inspect after some remedial action has been
If there has been a serious incident, safety representatives may
taken.
consider it important to get any workers who know anything about
■ The use of independent technical advisers and specialists. it to write down what they know as soon after the event as possible.
■ The right to paid time off for safety representatives If an agreement is to be negotiated with their employer, UNISON
carrying out inspections. branches or safety representatives may want to include a right to
carry out an inspection after any accident or near miss (regardless of
Whatever is agreed, formal inspections must be completed for the whether it is notifiable or not) or whenever a safety representative
entire workplace before the next round of inspections begin. believes an inspection is necessary in the interests of health and
safety. Even if there is not an agreement which covers these
Inspections following an accident, dangerous occurrence situations, there is nothing to stop safety representatives carrying
or industrial disease out an inspection until they are challenged by the employer.
Safety representatives also have the right to carry out inspections if Carrying out an inspection after an accident, disease, or dangerous
there has been a notifiable accident, disease, or dangerous occurrence:
occurrence, such as those listed under the Reporting of Injuries,
Disease, and Dangerous Occurrences Regulations (RIDDOR). If it is ■ Must be done only if it is safe to do so.
reasonably practicable to do so, notice should be given to the ■ Must be notified to the employer where reasonably
employer before the inspection takes place. practicable.
The inspection should only be carried out if it is safe to do so and ■ Can include visual inspections and examining machinery,
may cover the area concerned and any other part of the workplace equipment and substances etc.
necessary to find out the cause. It can include examining any
relevant machinery, plant, equipment or substance in the workplace. ■ Can include discussions with people who might have
relevant information.
The HSC says that the main purpose is to investigate the cause to
prevent a recurrence, so it is important that the employers and ■ Safety representatives and employers should take a joint
approach.
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■ Must not interfere with any evidence or testing prior to an ■ Check whether there is a branch/employer agreement—if
investigation by the enforcing authority. not, should the branch/safety rep negotiate one.
Following an accident or dangerous occurrence, an employer may ■ Give the employer notice (unless covered by the
need to take urgent steps to prevent the risk of further hazards. Any agreement).
steps taken should be notified to the safety representatives and
■ Consider whether a plan or further information on the
confirmed in writing.
work area or type of work is needed.

Preparing for an inspection ■ Produce or adapt a checklist.

■ Make copies of the inspection report form.
Safety representatives should check with their UNISON branch
whether it has reached an agreement on workplace inspections. If
so, a copy of the arrangements should be obtained. If there is not an Carrying out the inspection
agreement, the branch might want to consider negotiating one and
failing this, individual safety representatives might want to reach an Safety representatives have the right to carry out an inspection at
agreement. least once every three months, so an experienced representative
should try to ensure that they do this if time permits.
If there is no agreement, appropriate notice of the inspection should
be given to the employer. As already mentioned, one week should be During the inspection, an inspection report form should be
sufficient. completed. A checklist should be used to reduce the likelihood that
a potential hazard is missed.
A plan of the workplace and information on the type of work will
be useful for a safety representative unfamiliar with the area or the Members and other workers should be asked during an inspection
work to be inspected. whether they want to raise any issues or problems that they have
experienced or witnessed, or make any other contribution they
Next a checklist should be prepared or adapted. There is a general believe is relevant.
checklist near the end of this guide. Many of UNISON’s guides on
specific hazards also contain more detailed checklists and safety Safety representatives normally cover members and non-members.
representatives might want to have a look at these. Brainstorming This is important because any hazard which is a potential risk to a
(getting together and thinking out aloud) with other safety non-member is also a potential risk to a member. In addition, health
representatives, members and workers may also bring up points to and safety is a great recruiting tool.
check. Management have a right to be present in the workplace during
Enough inspection report forms should be copied so that notes can inspections, but that doesn’t mean that they have to accompany
be taken during the inspection. A copy of this form can be found in safety representatives on inspections. Safety representatives should
the centre of this guide. always ensure that they meet members and other workers after
inspections as well, in case any wish to speak in confidence without
Preparing for an inspection;
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the knowledge of their employer or other workers. Safety individuals, unless they give their consent. Other exceptions are
representatives are entitled to private discussions with employees; it information which: has been obtained by an employer for use in
is the workers who often know most about any potential problems. legal proceedings; which, if disclosed, would be against the interests
of national security; which would contravene a law; or would—for
If there is a good partnership approach between the UNISON
reasons other than its effect on health, safety, or welfare at work—
branch and the employer, safety representatives might want to carry
cause substantial injury to an employer’s business or to the business
out the inspections jointly with employers. However, they should
of the person who supplied the information.
still ensure that they have the opportunity to hold independent
investigations and private discussion with the workers. Relevant information includes:
Safety representatives should also consider talking to people who ■ The risks to employees which have been identified by risk
work away from an employer’s premises, for example drivers or assessment.
home carers, to check whether they are experiencing any problems
or have any concerns they want to raise. Going through a checklist ■ The preventive and protective measures designed to ensure
with these workers will help to get them thinking about any the workers’ health and safety.
potential hazards. ■ The procedures to be followed in the event of an
During the inspection: emergency.

■ Fill out the inspection report form. ■ Who is the competent person(s) as required under the
Management of Health and Safety at Work Regulations.
■ Use a checklist.
■ Risks notified by another employer sharing the workplace.
■ Ask members and other workers for their views.
■ The plans and performance of the undertaking and any
proposed changes which might affect health and safety.
The provision of facilities
■ Technical information about hazards and the necessary
Employers must provide any facilities and assistance which safety precautions regarding machinery, plant, equipment,
representatives may reasonably need, including allowing them to processes, systems of work, and substances in use or
carry out independent investigations and hold private discussions proposed to be used at work. This includes information
with employees. To carry out their function in promoting health and from consultants, designers, manufacturers, importers or
safety at work, safety representatives need to be given information suppliers, and the safety data sheets on all the substances.
over and above that given generally to employees. ■ Details of any accident, dangerous occurrence or notifiable
After giving employers reasonable notice, safety representatives may industrial disease, or any statistics relating to these.
inspect and take copies of any document relevant to the health and ■ That which specifically covers employees’ health and safety
safety of the workplace or the employees that they represent. at work including the results of any measurements.
One exception to this right is any information on identifiable
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10 11
■ That on any items, tools, or substances etc. issued to home and considered jointly.
workers.
If a written report is submitted, the employer is normally expected
to take action to put things right. If the employer does not believe it
The use of specialists appropriate to take any action, cannot take the action within a
reasonable time or takes a course of action which the safety
After inspections, employers’ safety officers and specialist advisers representative finds unacceptable, the employer should give a
may be contacted to give technical advice and explanations, and to written explanation of the reasons for their action, inaction or delay.
answer any queries.
If the UNISON report form is used, safety representatives should
Occasionally, employers and safety representatives may wish to seek give a copy to management. There is a section where management
advice from outside the workplace, for example from an are asked to respond giving details of the action they have taken or
appropriate university. This may be the case if the employer needs to their reasons for not taking action, and it is best to ask for and get a
take some sort of specialist measure, such as monitoring the level of written response for the record, regardless of what they do or do
workplace noise or the exposure to chemicals. not do.
If safety representatives need further technical advice, they may If there are several problems, safety representatives should agree
contact the Health and Safety Unit at UNISON (details at the back with employers which should be dealt with first, but watch out for
of this book). management attempting to resolve those problems which are the
cheapest or easiest to deal with.
Reporting problems after an inspection Safety representatives should be given the opportunity to re-inspect
in order to check that action has been taken and that it is adequate,
If, during an inspection, a safety representative becomes aware of and should be given the opportunity to record their views.
any health and safety problem or any unsatisfactory welfare
arrangement, it is normally best to notify the employer in writing. If an agreement cannot be reached on stopping work in the case of a
There is a draft inspection report form that may be photocopied in serious hazard or on what action should be taken, the matter should
the centre of this book. be referred to the branch health and safety officer who may take it
to the safety committee, refer it to the UNISON region or the
It may however, be appropriate to give an oral report in the first enforcing body (either the HSE or the local authority), or advise on
instance, such as in the case of a particularly serious hazard where a raising it within the grievance or disputes procedure.
speedy response is required and an agreement to stop the work
immediately might be necessary. Alternatively, the matter may be so It may also be wise to report any problems found to the branch
minor that a written report is not necessary. health and safety officer in case it is a branch-wide problem which
needs to be brought to the attention of other safety representatives
Safety representatives may wish to agree with their employers that a or the safety committee, regardless of whether a satisfactory
joint inspection or tour be carried out after the safety response has been taken by the employer.
representative’s inspection so that any problems can be pointed out
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12 13
Members and other workers must also be kept informed about the Checklists
results of an inspection, any problems found, what action has been
agreed with the management, and what, if any, action the branch is An inspection should cover all aspects of the working environment,
taking. Copies of the report form could be placed on the work methods, and work conditions.
noticeboards, or a meeting could be called. A checklist will help to ensure that no potential problem is missed.
Safety representatives should also remember to let the members and A general checklist is given below. The answer to all the questions
other employees know of any success in getting problems resolved should be ‘yes’. If the answer is no’, there may be hazards in your
and hazards dealt with. workplace which require further action. Not all of the questions will
be relevant to all workplaces, so those that aren’t should be ignored.
Reporting back to members and other workers will keep them
involved and encourage them to contribute in the future, and may Also, the questions below are not exhaustive. Many of UNISON’s
encourage non-members to join up when they see how active the guides on specific hazards also contain more detailed checklists.
UNISON branch is on health and safety. After all, health and safety Safety representatives might want to have a look at these if there is
is one of the main reasons members give for joining trade unions. a particular concern in their workplace.
After the inspection: Safety representatives may also want to brainstorm with other safety
representatives, members and workers to create a checklist specific
■ Report any problems to management—normally in writing, to the workplace in which they work. When doing this, any
but possibly also or just orally. problems that members or workers may have brought up in the past
■ Ask management for a written response (unless only an should not be forgotten.
oral report was given).
■ Possibly carry out a joint inspection or tour.
■ If there are several problems agree with management which
should be dealt with first.
■ Agree with management what action is necessary.
■ Re-inspect to check whether the action has been taken and
whether it is sufficient.
■ Keep members and other workers informed.
■ If necessary, refer the matter to the branch health and
safety officer.
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UNISON Health and Safety Inspection Report

Workplace/area inspected Date and time of inspection
Place where Description of problem Has it been risk Management reply: remedial action taken
problem found assessed? with date or reasons why action not taken

Name(s) of safety representative(s) Name of manager

Date report submitted Date of reply
(Keep a copy of this form)
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General checklist out of use until repaired or replaced?

Please adapt or amend this checklist to suit the circumstances of Is access to live high voltage equipment restricted to authorised
your workplace. people only?

Asbestos
Fire precautions
Have all areas containing asbestos been identified, marked and an
up-to-date record kept? Are there separate storage arrangements for flammable materials?
Is all the asbestos in good condition/sealed in and monitored? Are bins regularly emptied and rubbish safely disposed of?
Has the risk of exposure to asbestos dust and fibres been assessed Are cigarettes and matches disposed of separately from other
and an up-to-date written record kept? rubbish?
Is there a plan for specialist removal of asbestos where there is a Are clear fire instructions displayed throughout the workplace?
risk of exposure?
Have sources of ignition (portable heaters etc.) been replaced with
Chemicals safer alternatives?
Are all containers clearly labelled with contents, hazards warnings Are fire drills carried out regularly and at least once per year?
and the precautions to be taken?
Are fire alarms and smoke detectors checked and tested weekly?
Is training provided in safe use of chemicals and on what to do in
Are the alarms capable of warning employees throughout the
an emergency (spillage, poisoning, splashing etc.)?
building?
Do staff have any complaints about possible symptoms of exposure?
Are there other forms of fire warning for the hearing-impaired?
Are all employees given information, instruction and training on fire
Cleanliness
risks and precautions, as well as what to do in the event of a fire or
Are work surfaces, walls and floors kept tidy and regularly cleaned? fire alarm?
Is emergency lighting provided and tested regularly?
Electrical safety
Are fire escape routes clearly signed, kept clear and wide enough to
Are all electrical equipment, fittings, and tools regularly checked prevent a crush, and do they lead quickly and directly to a safe
and maintained? area?

Are staff trained in their safe use? Are fire doors and exits clearly marked, kept clear on both sides at
all times, never left open, and do they open easily and quickly in the
Is there a procedure for reporting faulty equipment and for taking it direction of escape and lead quickly to a safe area?
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First aid, accidents and illnesses Lifting and manual handling
Is there a first aid box and is it fully equipped and accessible to Is mechanical equipment used whenever possible, have staff been
staff? trained in its use, and is there enough space to use it?
Is there a trained first aider or appointed person on the premises? Where mechanical assistance is not possible, are staff trained in safe
lifting techniques and is there enough space to use them?
Is it clear who the first aider(s)/appointed person is/are and how
they may be contacted? Are there sufficient rest breaks to allow staff to recover from
physically demanding work?
Are travelling first aid kits provided if necessary?
Can work routines be changed to spread physically demanding
Is a clean and properly equipped first aid room available?
work more evenly between staff and shifts?
Are all accidents, near misses and illnesses caused by work reported
Are heavy items stored at a convenient or adjustable height to suit
and recorded in an accident book?
the user?
Is the weight of loads known and clearly marked, and are they small
Gas safety
and light enough?
Are gas appliances regularly checked and serviced by qualified Are unbalanced, uneven, slippery, sharp or too hot or too cold loads
people? avoided?
Are staff trained to use gas appliances safely? Are loads securely packed to avoid them shifting or spilling?
Do staff know what to do if there is a gas leak? Are work surfaces at a comfortable or adjustable height to suit the
user and at compatible heights to reduce lifting from one to
Lighting another?

Is the lighting bright enough, especially over workstations? Is frequent or prolonged stooping, stretching or reaching above
shoulder height, or sideways twisting of the body avoided?
Are stairs and corridors etc properly lit?
Are lifting and handling needs included in patient/client care plans?
Are light bulbs replaced promptly?
Are staff warned about particular handling problems (for example if
Are light shades and defusers clean and in good repair? a patient/client is confused, potentially violent, or injured)?
Are windows clean on both sides and free from obstructions? Are patients/clients given training so they can assist as much as
possible?
Is there an agreed procedure if a patient/client falls?
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Do uniforms, protective equipment and other clothing that is Is it replaced as soon as they are worn out or damaged?
provided allow easy movement?
Are clean overalls provided regularly?

Machinery and equipment Are they provided free of charge?

Are they used only as a last resort?
Are all staff trained to use, clean and adjust equipment safely?
Is all equipment regularly inspected and maintained?
Slips, trips and falls
Is there a procedure for reporting faulty equipment and for taking it
Are floors and stairs in good condition, free from obstructions and
out of use until repaired?
non-slip?
Are all guards in place on machinery?
Are spills cleared up immediately?
Are dangerous machines only operated by properly trained staff
Is non-slip footwear provided where needed?
aged 18 and over?
Do all staircases have securely fixed handrails?
Noise Are trailing leads and cables secured?
Are noise levels below the recommended maximum (rough guide— Is there enough storage space to avoid stuff being stored on the
you should be able to talk with someone a metre away without floor?
shouting)?
Are steps or stools provided if needed, and are these in safe
Have the causes of noise been tackled? condition?
As a last resort, are earmuffs or plugs provided, and are they
regularly checked, cleaned and maintained, and stored in a clean Temperature (working indoors)
and safe place?
Is the temperature comfortable all year?

Overcrowding Does the temperature reach at least 16°C within one hour of
starting work?
Is there enough space for staff to work safely?
Can breaks be taken away from hot areas?

Protective clothing
Temperature (working outdoors)
Is proper and appropriate protective clothing provided?
Is warm clothing provided in cold weather?
Is it effective, comfortable and well fitting?
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Are there facilities for warming up and making hot drinks when Are footrests provided where needed?
cold?
Is furniture and equipment checked and maintained regularly, with
In hot conditions, is cool drinking water provided and can breaks be faulty items taken out of service and replaced?
taken in the shade?
Can users easily read screens, and are they flicker and glare free?
Can the work be organised so that it takes place in the shade or not
Is the pace of work comfortable and can breaks be taken?
during mid-day when the sun is at its strongest?
Are users offered full eye tests?
Toilets, wash and rest facilities Are reports of aches, pains, numbness or tingling in limbs
investigated?
Are there enough toilets, and are they clean and in good repair?
Is the work free from awkward postures, movements and very
Are washing facilities (hot water, soap and towels) provided?
repetitive work?
Are sanitary disposal facilities provided in women’s toilets?
Is training provided about the use of equipment, methods of work,
Are lockers (or something similar ) provided for staff? and how to avoid repetitive strain injury (RSI)?
Is there a rest room, and is it clean, properly lit, and ventilated?
Violence
Are there suitable facilities for pregnant and nursing mothers to
rest? Have workers experienced violence or the threat of violence
(physical, verbal abuse or intimidation)?
Are there facilities for workers to eat meals?
Are they encouraged to report all incidents, including intimidation?
Ventilation Are there preventive measures in place to avoid or minimise the
risk?
Are fumes, steam and stale air removed?
Is there anything else that can be done to avoid or minimise the
Is there a supply of fresh air without draughts? risk?
Are special precautions taken when working in confined spaces? Are there panic buttons, do they work, and are they quickly and
reliably responded to?
VDUs (computer users) If name badges are worn are only forenames given?
Are workstations and seating fully adjustable, and are staff trained Is there a policy and procedure for home visits, lone working and
and encouraged to make adjustments? community based working, and is this work avoided if it is unsafe?
Does seating give proper back support?
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24 25
Is information about potential incidents or clients which may Sources of further information
present a risk passed on?
Do team discussions about clients consider health and safety? UNISON
Health and safety representatives’ guide, stock no. 1684.
Are clients given information so that employees are not held
responsible for delays or the way things are done? Risk assessment: a guide for UNISON safety representatives, stock
no. 1351.
Can public waiting areas be improved to reduce tension and stress?
The health and safety ‘Six Pack’, stock no. 1660, a guide to the
Can appointments be arranged to avoid long waiting times?
main health and safety regulations.
Do interview rooms allow easy escape whilst giving privacy to the
Safety representatives and safety committees, stock no. 1819, the
client?
‘Brown Book’.
Are members of the public prevented from wandering about?
UNISON branch secretaries can order these and other UNISON
Are staff trained in what to do and how to diffuse publications, including an up-to-date catalogue and guides to
potentially/violent situations? specific hazards from: UNISON, Communications Despatch, 1
Mabledon Place, London, WC1H 9AJ.
Is counselling and support for the victims and witnesses of violence
provided? A new training video and CD rom on planning for a workplace
safety inspection and debriefing after the inspection is currently
being produced by UNISON Northern Region. Part funded by the
Other hazards (please specify) HSE, UNISON National and UNISON Northern Region, its
planned launch will be on UNISON’s National Inspection Day
(Wednesday 17 October) during the European Health and Safety
Week 2001.
A range of health and safety information sheets on various hazards
and issues may be obtained from our website at:
http://www.unison.org.uk/polres/safety/safety.htm; or by emailing:
[email protected] specifying which word processing
program you use (for example, Word 97); or by writing to:
UNISON, Health and Safety Unit, UNISON, 1 Mabledon Place,
London, WC1H 9AJ.

Health and Safety Executive

The HSE has a vast website at http://www.hse.gov.uk/hsehome.htm.
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It includes: press releases, statistics, details of publications, and Notes
many of its free leaflets in an A to Z format.

TUC
The TUC has an excellent user-friendly health and safety website at:
http://www.tuc.org.uk/h_and_s/index.cfm It includes: Hazards at
work, news and press releases, and a vast library of other materials
and useful links. Hazards at work is an A to Z of health and safety
issues and hazards. Each branch office should have a copy for use
by safety representatives.

Your comments

UNISON welcomes comments on this booklet from branch health

and safety officers and safety representatives. Please either write to:
The Health and Safety Unit, UNISON, 1 Mabledon Place, London,
WC1H 9AJ; or email: [email protected].