Joining Instructions & Induction Pack

i. Implementation

This Procedure to be implemented from 07/02/24

ii. Ownership

The Company are the owners of this document and are responsible for its update.

iii. Disclaimer

The Company has used its best endeavours to ensure that the content, layout and text of this document are accurate, complete and suitable for their stated purpose. It makes no warranties, express or implied, that compliance with the contents of this document shall be sufficient to ensure safe systems of work or operation. The company will not be liable to pay compensation in respect of the content or subsequent use of this document for any purpose other than its stated purpose or for any purpose other than that for which it was prepared except where it can be shown to have acted in bad faith or there has been wilful default.

The following safety responsibility statement applies to all staff who work on or about Network Rail Controlled Infrastructure.

1. You are required at all times to ensure avoidance of injury to yourself and colleagues and to minimise risk to the environment, railway infrastructure and the travelling public.
2. You are expected to demonstrate a positive and enthusiastic attitude towards safety in all dealings with management, staff, our clients and contractors.
3. You must ensure that you have been provided with adequate Personal Protective Equipment and that you wear it correctly, keep it clean and have it replaced if necessary.
4. You are expected to carry out and participate in accident and incident investigation. Any accidents or incidents must be reported in accordance with laid down procedures. Investigation and discussion of accidents, incidents and near misses will be carried out openly and in a ‘no blame’ culture.
5. You are expected to participate with relevant input in safety briefings and other team meetings.
6. You must not commence work unless you have been adequately briefed on, and understand the method of work, site specific risks, local hazards and the emergency arrangements for the site. Check that emergency communication equipment is working correctly.
7. You must use, or be briefed on, site specific method statements and risk assessments for the work you are undertaking.
8. Ensure that you work to the sections of the Rule Book applicable to the competencies you hold and the duties you are carrying out.
9. Only access sites by official access points. Where possible, use authorized walking routes.
10. Work to the instruction of the person in charge of the work.
11. Always leave sites safe and free from loose materials.

The objective of this policy, as a fundamental part of the Health and Safety management system and in accordance with the Health and Safety At Work Act 1974 is to prevent, insofar as is reasonably practicable during the course of the work or duties being undertaken, any accidental occurrence which may directly or indirectly result in: -

• Injury or occupational ill health to any person.
• Damage to or loss of any plant, equipment property, materials or products.
• Delays in any processes or operations.
• Events, which may otherwise be detrimental to efficiency.
• Adverse impact upon the environment.

The application and promotion of the policy is the responsibility of the senior management team. Whilst duties and tasks may be delegated the overall responsibility remain that of senior management to ensure that the company complies with all relevant statutory Health and Safety Legislation, Approved Codes of Practice, and Railway standards.

The Company

• Treats Health and Safety as seriously as other aims.
• Believes that injuries and occupational illness can be prevented.
• Will set and maintain high standards of Health and Safety at all locations.
• Works in accordance with Network Rail’s contract requirements safety.

The Company aims to act responsibly to ensure, so far as is reasonably practicable, the health and safety of its candidates whilst at work.

The Company will:

• Set and Monitor safety objectives.
• Be committed to continual improvement in safety performance.
• Provide and maintain safe systems of work which will minimise risk to health.
• Carry out an assessment of risk to all candidates whilst at work.
• Provide sufficient resources for the management of health and safety.
• Provide such information, training and supervision as is necessary to promote the health and safety of its candidates.
• Seek the full co-operation of candidates and clients in implementing this policy and promoting good safety practices.
• Ensure all candidates are fit for the work they are required to do.
• Minimise risk of injury or illness created by work activities.
• Provide adequate resources to ensure satisfaction of this safety policy.
• Ensure that senior management actively involve the workforce – including part-time and agency workers – as part of a developing health and safety culture.
• Ensure commitment to the prevention of incidents of ill health.

Each candidate has a duty to co-operate by:

• Complying with appropriate legal requirements and company health and safety rules.
• Wearing and using the protective clothing and equipment provided.
• Applying good housekeeping to work areas.
• Reporting incidents or hazards which could lead to injury or damage.
• Attending safety training in accordance with company and regulatory requirements.
• Working safely in the interests of themselves and others.

In addition to the basic Health and Safety arrangements outlined in the above policy, special procedures need to be adopted and applied in relation to railway work.

The Company aims to provide defect free goods and services to its customers on time and within budget.

Management is committed to:

• Develop and improve the Quality System.
• Continually improve the effectiveness of the Quality System.
• The enhancement of customer satisfaction.

The management has a continuing commitment to:

• Ensure that customer needs and expectations are determined and fulfilled with the aim of achieving customer satisfaction.
• Communicate throughout the Company the importance of meeting customer needs and legal requirements.
• Establish the Quality Policy and its objectives.
• Ensure that the management review meetings sets and reviews the quality objectives, and reports on the Internal audit result as a means of monitoring and measuring the process and the effectiveness of the Quality System.
• Ensure the availability of resources.

The Company complies with all UK and EU legislation and regulations specifically to its business activities.

The objective of the company policy, in unison with its Health and Safety management system, is to comply with all duties bestowed on the Company in accordance with the Environmental Protection Act 1990.

The Company is committed to achieving environmental best practice throughout its business activities wherever practicable. the Company recognises that economic growth, development and a healthy environment must be closely linked.

Environmental protection and sustainable development are responsibilities that government, business, communities and individuals should strive towards. Where possible environmental management issues will be integrated with Health and Safety and other operational systems in line with overall business objectives of the Company.

The Company is aware of Network Rails Company Standard Contract Requirements Environmental, and is committed to the promotion of, and compliance with, environmental best practice.

The Company is committed to:

• Minimising the use of energy, water and other natural resources in operations.
• Minimising waste and identify the best environmental option for disposal.
• Considering the effects our activities may have on the environment and minimize the environmental impact of aspects of work activities that are environmentally significant.
• Preventing Pollution.
• Considering opportunities to make a positive contribution to the environment in all activities.
• Reducing the impact of our activities on adjacent businesses and residents and behave as a ‘good neighbour’.
• Encourage active participation from company staff at all levels in improving environmental performance.
• Minimizing the environmental impact, for the life cycle (including disposal), of plant, equipment, and all physical assets under the control of the supplier.
• Minimise noise nuisance, especially on site where the public or residents may be affected (including night work).
• Setting and Monitoring environmental objectives.
• Continually improving its environmental performance.

The principles detailed above apply to all the Company business activities, including work in the Rail Industry.

The Company will comply with its client’s environmental requirements, and work closely to ensure its impacts are as small as reasonably practicable.

This statement sets out the policy of the company in compliance with the current version of Group Standard RIS-8070-TOM and Company Standard NR/L2/OHS/00120 in respect of any candidate, self-employed person or contractor under our control. It affects those whose proper performance of their duties is, or may be, impaired or otherwise affected as a result of the consumption of alcohol and/or illegal substances (or prescribed drugs in certain circumstances).

Provided that candidates referred to above adhere to the provisions contained within this policy, then they will normally be considered to have demonstrated compliance with the conditions of employment or contract insofar as they refer to the use of alcohol and drugs.

All candidates referred to above are to be made aware of the contents of this policy and become familiar with the conditions laid down. The company will take all reasonable measures to ensure that those candidates are made aware of the contents of this policy and the effect on their continued employment by the company in the event of any breach of this policy.

Candidates of the company will at all times exercise diligence in monitoring their colleagues and others who from time to time may be under the control of the company and noting and reporting any evidence of alcohol and/or drug abuse.

Unannounced drug & alcohol testing will be carried out annually (specified period is July-June) on a 20% random selection of sponsored staff and operatives on a no-notice basis.

Should any candidate suffer any problems or difficulties in respect of the misuse of drugs and/or alcohol, or should they have reason to believe that a colleague may be experiencing such difficulties, they may approach the signatory of this policy. That person will at all times treat any information provided in complete confidence and will take such measures that are deemed necessary to ensure that the matter may be resolved with the minimum of distress to the person concerned and any others who may be affected.

It is a condition of employment by the company that no person referred to above shall:

• Report, or endeavour to report, for duty whilst under the influence of alcohol or drugs (including any prescribed drugs that may have impair work ability).
• Report, or endeavour to report, for duty whilst in an unfit state due to the previous consumption of alcohol or drugs (including any prescribed drugs that may have impair work ability).
• Be in possession of alcohol or non-prescribed drugs during working hours.
• Consume alcohol or non-prescribed drugs during working hours.

Candidates must subject themselves to medical checks (routine, unannounced or “for cause”) to verify compliance (As per their contract of employment). Refusal or failure to pass any test will be classed as gross misconduct and result in instant dismissal.

Failure to maintain the standard set out by this policy will be considered as gross misconduct and a breach of the Sentinel Scheme Rules; appropriate action will be therefore be taken in all cases.

In order to comply with this policy and to maintain the stated and accepted standards of the company, those candidates referred above should, at all times avoid:

• Consuming alcohol or non-prescribed drugs in the twelve (12) hrs. preceding attendance at work.
• Consuming alcohol or non-prescribed drugs during meal or other break times.
• Consuming alcohol or non-prescribed drugs during working hours.
• Consuming alcohol or non-prescribed drugs whilst not in work but “on-call”.

In addition, those candidates to which this policy applies must ensure that the signatory of this policy is made aware of any prescribed medication being taken, which may in any way affect their performance at work and the nature of any such medication which it is necessary for them to carry with them during working hours.

This statement sets out the policy of the company in respect of Hours Worked limitations for 'Safety Critical Work' carried out by any candidate or subcontractor under our control, in compliance with NR/L2/OHS/003 and ROGS 2011 (Railway & Other Guided Transport Systems).

A copy of the above referenced document is held by the signatory of the policy statement in the main offices of the Company, should a fuller interpretation be required and forms the basis for the following synopsis.

The Company will take all reasonable measures to ensure that those candidates are made aware of the contents of this policy and the effect of their continued employment by the company in the event of any breach of this policy. The Company will take all reasonable measures to prevent, so far as is reasonably practicable, any breach of duty placed on any person by this policy by scheduling work patterns and monitoring compliance. If appropriate, this will be done in liaison with the client. Candidates of the Company will at all times exercise diligence in monitoring their hours worked, including any other/additional employment working, to ensure overall compliance with the limitations detailed below.

It is a condition of employment with the company that all candidates shall comply with the following:

• No more than 12 hours to be worked per turn of duty.
• No more than 72 hours to be worked per calendar week (Sunday to Saturday).
• A minimum rest period of 12 hours between booking off from a turn of duty to booking on for the next turn. No more than 13 turns of duty to be worked in any 14-day period.

Any planned rostered shifts between 60 and 72 hours per 7 day period will be subject to additional controls (i.e. a Fatigue Management Plan) based on the requirements of NR/L2/OHS/003-02 Fatigue Risk Management: Roster Design and Working Patterns.

The Company will not accept any deviation from the above conditions unless emergency conditions prevail, in which case a risk assessment will be carried out to ensure necessary additional working hours, to those roistered, are in compliance with current Network Rail Group and Company Standards. No other employment working times should impact on the above to either exceed the limitations or compromise the flexibility of the workforce of the Company.

In order to comply with this policy and to maintain the stated and accepted standards of the Company candidates should at all times:

The Risk Assessment process for exceeding working hours in an emergency situation must be in compliance with NR/L2/OHS/003 and the ROGS 2011 (Railway & Other Guided Transport Systems) and include recorded verbal communication between line mgmt. and other associated operators to confirm the details of hours worked to date and proposed hours to be worked in excess of normal limits plus the work to be undertaken and prevailing conditions.

Only if fully satisfied that the additional working requirement is necessary and urgent and that the employees on site have no objections especially safety ones then confirmation can be given to extend the working pattern to tight constraints and with safety as the overriding factor. Ensure all the details of the Risk Assessment revue are recorded including who has been involved in the discussion, the times etc.

In order to prevent staff suffering fatigue as a result of excessive driving requirements, the Company will always endeavour to appoint staff who live locally to the work location. Where this is not possible we will try to limit driving to and from the location of work to 1 hour at each end of the shift.

This statement sets out the policy of the Company, in respect of “Refusal to work on the grounds of Health & Safety” by all candidates (or sub-contractors, if appropriate).

A copy of the procedure is held by the signatory of the policy statement in the main offices of the Company, should a fuller interpretation be required and forms the basis for the following synopsis.

All candidates referred to above are to be made aware of the contents of this policy and become familiar with the conditions laid down.

The Company will take all reasonable measures to ensure that those are made aware of the contents of this policy and that it will not affect their continued employment by the company in the event of any invoking of this policy.

The Company will take all reasonable measures to prevent, so far as is reasonably practicable, any invocation placed on any person by this policy by planning safe working conditions and taking all factors into account. Candidates of the Company will at all times exercise diligence in monitoring their safe working environment for themselves and other candidates in the working area.

It is a condition of employment with the company that all candidates shall comply with the following:

• If any situation arises which a candidate believes will or has resulted in an unsafe working environment for some or all they must immediately draw it to the attention of their direct line manager so he can investigate and resolve the issue locally, if possible.
• If line management cannot be immediately contacted, then in a safe manner stop or do not commence any working.
• Operations subject to the risks identified, and warn others in danger of the concerns you have.
• Double check that there are no instructions or information available locally to resolve the issue.
• If the line manager does not support your concerns, ask for a “second opinion” to either verify the line manager’s findings or support your concerns.
• Ensure that you are clear in describing what the concerns or issues are.
• Providing the concern is genuine, even if it is ultimately seen to be unfounded then the candidate will not be the subject of any detrimental action by the company.

Further to the Company processes for refusal to work on the grounds of health and safety, all staff eGraftd in the railway infrastructure have a facility for reporting any safety concerns into a central, confidential reporting system, CIRAS (Confidential Incident Reporting & Analysis System).

CIRAS is an alternative way for rail industry staff to report safety concerns that they feel unable to report through company safety channels. It is a completely independent and confidential way to report safety concerns without fear of recrimination.

Reports can be made by Free phone 0800 4 101 101, by text message on 07507285887, by writing to Free-post CIRAS, or via the CIRAS Website at www.ciras.org.uk.

All welfare and first aid facility related issues must be addressed by the company to ensure that their operators are supported in line with the appropriate legislation defining the facility required and who is to provide them, in line with the attached form.

Meeting the medical fitness requirements indicates that a person is sufficiently medically fit to look after their own safety when on or near the line and this has to be verified in line with company standard NR/L2/OHS/00124. It shall not be assumed that the person concerned is medically fit to undertake safety critical work or engineering work on or near the line.

Medical assessments are to meet the requirements of company standards NR/L2/OHS/00124. Medical assessments shall only be carried out by or under the supervision of a registered medical practitioner with experience of occupational medicine. Also have an understanding of the hazards of the trackside environment, and how lack of fitness could reduce the effectiveness of safety systems of work intended to control those hazards.

Where a person does not meet all of the medical requirements at a medical assessment, a decision to permit that person to continue to hold a PTS certificate may be taken by a railway group member. The advice of the occupational physician shall be obtained on the likely effects on the ability of that person to look after their own safety when on or near the line and appropriate measures to mitigate those effects.

Management will:

• Document the measures taken to mitigate any adverse effects identified.
• Inform the person concerned and their immediate manager of any restrictions.
• Assess and make any necessary changes to their system of work.
• Ensure the candidates PTS certification is endorsed with the relevant symbol, (red triangle, blue circle) that pertains to their identified limitation.
• Document the processes for ensuring that any restrictions or changed systems of work are communicated to the candidate and all relevant personnel, i.e. COSS.

The Rail Manager is responsible for maintaining the information on the Company staff database and using the competency management database to produce reports detailing when age related medical re-examinations are due.

The below table details the maximum validity of the medical certificate, relative to the age of the candidate.

Obesity shall be assessed by the Medical Examiner to determine whether it is likely to limit mobility or be related to any medical abnormality that could increase the risks to safety while working.

The Rail Manager has the responsibility to ensure that he and the candidate come to a clear understanding of the identified limitations. This will be documented as an instruction and signed by all appropriate parties to record understanding and acceptance as a declaration.

The candidate must report any medical conditions as advised by his/her own GP. It is the responsibility of the candidate to communicate his/her limitations to the rest of the working team.

All relevant medical records and documented restrictions will be held on the candidate’s personal file, in line with the data protection act.

All accidents or incidents, including near misses and Close Calls, must be reported immediately by telephone to the Rail Manager or the on-call the Company representative if out of office hours. The Company representative must then inform the Rail Manager at the first possible opportunity. This must be followed up by the completion of an accident/incident form.

This policy will also be adopted with the reporting of events resulting in pollution and or damage to the environment, property and or equipment in accordance with the Company Environmental policy. Environmental accidents and incidents will be reported to Network Rail via arrangements detailed in the applicable method statement or Work Package Plan.

The Company will ensure that all accidents and incidents affecting their staff working on Rail projects will be fully investigated in accordance with NR/L2/INV/002. the Company will exchange information and cooperate with clients to ensure accidents and incident investigations are comprehensive and produce practical recommendations.

The Rail Manager will report all accidents and incidents to the Client within 4 working days or to Network Rail within 5 working days for inclusion in the Network Rail SMIS (Safety Management Information Systems) database.

When applicable, the person nominated as responsible for RIDDOR reporting will report any event/occurrence to the HSE in accordance with the RIDDOR regulations and RIS-8047-TOM.

The Company will carry out its own investigation in accordance with NR/L2/INV/002, and publish conclusions, observations and recommendations which will be notified to other staff to avoid similar events and learn from previous experiences.

The Company will promote a no blame culture and promote the reporting of near misses or unsafe practices.

Accident books will be maintained at all sites and completed when an accident occurs. All staff working on client sites and offices will complete local accident books.

All records will be kept for 5 years.

Accidents and incidents affecting the Company staff are discussed at management meetings.

The Company maintains 1 in 50 staff trained in First Aid at Work. This is monitored by the HR department, who monitor competency and re-training through the training database.

Where individuals are involved in works of a short duration, or transient worksites, First Aid boxes will be provided within vehicles. It is essential that the contents of the First aid boxes are monitored and maintained with adequate stock Levels.

If the type of work involves higher than normal risks for staff working on track, a risk assessment will be carried out and a new ratio applied for that specific project.

The Work Package Plan will detail the first aid arrangements on site, although the Company would expect the Principle contractor on any site to provide adequate facilities. This will be reviewed with any contract that requires a presence on site.

Adequacy of First Aid cover is reviewed regularly at management meetings.

Special consideration will be given to availability of first aid for staff working alone.

Our Commitment to Diversity & Equality

Legal requirements

Graft recognises its statutory obligations and will comply with all relevant equality based legislation and codes of practice, including:

• Equal Pay Act 1970 (and Amendment Regulations 2003).
• Race Relations Act 1976 (and Amendment Act 2000 and Regulations 2003.)
• Race Relations (Amendment) Act 2000.
• Human Rights Act 1998.
• Disability Discrimination Act 1995.
• Employment Equality (Sexual Orientation) Regulations 2003.
• The Employment Equality (Religion or Belief) Regulations 2003.
• Sex Discrimination Act 1975 (including the Gender (Reassignment) Regulations 1999).
• Rehabilitation of Offenders Act 1974.
• Religion or Belief Regulations 2003.
• Protection from Harassment Act 1997.

Specific Diversity & Equality Aims

Graft will strive to:

• Continuously improve our processes to ensure that they are provided fairly to everyone in our community.
• Integrate equality considerations into everything we do, through the development of service specific equality action plans and targets.
• Monitor the effectiveness of our services in promoting equality of opportunity and address any particular obstacles or difficulties identified.
• Ensure that our complaints procedure is accessible to all clients and employees, and that complaints about unfairness and discrimination are treated in a way that does not promote fear of victimisation and/or recrimination.

As an employer, we will:

• Ensure that no employee or job applicant receives less favourable treatment than another on the grounds of disability, gender, race, sexuality, age, marital status, religion and national origin.
• Ensure that advertising and recruitment processes are accessible to all sections of society, as part of our commitment to developing a workforce that reflects the industry that we serve.
• Ensure that objective job-related criteria apply to all of our employment policies and practices to ensure they are fair. Appointments and promotions to company positions will be based on merit, qualification and experience.
• Create and maintain a workplace where all employees are treated with dignity and respect, and where the need to achieve a balance between work and personal/home responsibilities is recognized.
• In recruitment of employees, seek to eliminate any assumptions, preferences or judgments that do not relate to the potential abilities of individuals to perform the required job. This principle will apply to every stage of the recruitment process.
• Ensure equality of opportunity for promotion and advancement. A vital element in this is ensuring equal access to training.
• Ensure that all employees understand and receive training as appropriate to promote and encourage equal opportunities.
• Monitor recruitment, promotion and training opportunities and take up, staff absence, harassment, pay, grievances and exit from employment.

As a purchaser of goods and services we will:

• Communicate our Diversity & Equality Policy to contractors delivering services on our behalf, and include equality factors in the awarding and monitoring of contracts.

Implementing the Diversity & Equality Policy

To support the implementation of this Policy, Graft will:

• Monitor progress and revise targets in all areas of action – reporting on a regular basis to senior management.
• Allocate specific resources to improve equality practice as appropriate.
• We will request our sub-contractors to comply with our equality and discrimination policy prior award of the contract.

Responsibility for the Diversity & Equality Policy

Graft has made a commitment to ensure that diversity and equality is integrated in all that we do. Specifically, a committee has been set up to ensure that our diversity and equality commitments are delivered. The Company Directors act as the diversity and equalities 'champions', working with management and employees to ensure that active steps are taken across all services to implement this Policy. Most importantly, all employees have a role in implementing and supporting all aspects of this policy.

Complaints

As part of Graft commitment to monitoring the impact of its Diversity & Equality Policy, we encourage comments and complaints to be submitted where it appears we have fallen short of the standards we have set or where it appears we have failed to comply with legislation or our policy.

Complaints should be made to Company Directors.

Risk Assessment

See GRA 057 Bribery Risk Assessment.

Conclusion

The risk of bribery has been assessed within Graft and its supply chain; the risk is considered to be low. The control measures within the Risk Assessment and the arrangements described within the Anti-Bribery Policy Statement are considered to be suitable and sufficient measures to control the risk of bribery.

Anti-Bribery Policy Statement

Graft is determined to maintain its reputation as a reputable company, which will not tolerate fraud, corruption or abuse of position for personal gain, wherever it may be found in any area of its activities.

All employees should play a key role in counter-fraud initiatives. This includes providing a corporate framework within which counter-fraud arrangements will flourish, and the promotion of an anti-fraud culture across the whole of the company. This should provide a sound defence against internal and external abuse of company funds.

The relevant definitions are as follows;

• Fraud is the “intentional distortion of financial statements or other records by persons internal or external to the organisation, which is carried out to conceal the misappropriation of assets or otherwise for gain.”
• Corruption is the “offering, giving, soliciting or acceptance of an inducement or reward which may improperly influence the action of any person.

All staff are an important element in our stance on fraud and corruption, and are positively encouraged and expected to raise any concerns that they may have on these issues where they are associated with Graft activities.

They may raise concerns through their immediate manager, however it is recognised that if they feel inhibited in certain circumstances they may contact either the Managing Director or Sentinel Coordinator. Concerns will be treated in confidence, properly investigated and dealt with fairly.

There is, of course, a need to ensure that any investigation process is not misused, therefore, any internal abuse, such as raising malicious or vexatious allegations, may be dealt with as a disciplinary matter.

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking; all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain.

The company has a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implement and enforce effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or our supply chain.

The company is also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chain. We expect the same high standards from all of our contractors, suppliers and other business partners. As part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude and we expect that our suppliers will hold their own suppliers to the same high standards.

This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, agents, contractors, external consultants, third-party representatives and business partners.

The Company Directors have overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. They also have primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given any required training or guidance.

All staff must ensure that they read, understand and comply with this policy.

The prevention, detection and reporting of modern slavery in any part of our business or supply chain is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy. You must notify your manager OR the Company Directors as soon as possible if you believe or suspect that a conflict with this policy has occurred, or may occur in the future.

Staff are encouraged to raise concerns about any issue of suspicion of modern slavery in any parts of our business or the supply chains of any supplier tier at the earliest possible stage.

The company aims to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any part of our supply chain. If you believe that you have suffered any such treatment, you should inform your manager immediately.

Training and guidance on this policy, and on the risk our business faces from modern slavery in its supply chain, will be given where needed.

Our zero-tolerance approach to modern slavery must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforced as appropriate thereafter.

Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct.

The company may terminate its relationship with other individuals and organisations working on our behalf if they breach this policy.

At Company we depend on our people being able to work together, to liaise and cooperate - these capabilities in turn depend on contacts and relationships. The information in this booklet has been created to assist you with your induction into the team, policies and procedures. On this page is a top level structure of the company to help you remember whose who!

We actively encourage honest and open discussion with all our employees if you think there could be changes made to benefit you or the Company, please do not hesitate to contact any member of the office staff to discuss them.

It is the policy of the Company to comply with the terms of the Health and Safety at Work etc. Act 1974 and related legislation plus all applicable Network Rail disciplines and to provide and maintain a healthy and safe working environment.

The company health and safety objective is to minimise the number of instances of occupational accidents and illnesses through continual improvement and ultimately to achieve an accident-free workplace.

All employees will be provided with such equipment, information, training and supervision as is necessary to implement the policy and achieve the stated objective.

The company recognise and accept their duty to protect the health and safety of all visitors to the company, including contractors and temporary employees, as well as any members of the public who might be affected by our operations.

Whilst the management of the company will do all that is within its powers to ensure the health and safety of its employees, it is recognised that health and safety at work is the responsibility of each and every individual associated with the company. It is the duty of each employee to take reasonable care of their own and other people’s welfare and to report any situation which may pose a threat to the wellbeing of any other person.

The management of the company will provide every employee with the training necessary to carry out their tasks safely. However, if an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job then it is the employee's duty to report this to their supervisor or line manager. An effective health and safety programme requires continuous communication between employees at all levels. It is therefore every employee's responsibility to report immediately any situation which could jeopardise the wellbeing of themselves or any other person.

All injuries, however small, sustained by a person at work must be reported to the Managing Director or a delegated representative. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive.

The company health and safety policy will be continually monitored and updated, particularly when changes in the scale and nature of our operations occur. The policy will be reviewed and updated annually unless legislative changes necessitate more frequent changes.

The objective of the company policy, in unison with its Health and Safety management system, is to comply with all duties bestowed on the Company in accordance with the Environmental Protection Act 1990.

The Company is committed to achieving environmental best practice throughout its business activities wherever practicable. the Company recognises that economic growth, development and a healthy environment must be closely linked.

Environmental protection and sustainable development are responsibilities that government, business, communities and individuals should strive towards. Where possible environmental management issues will be integrated with Health and Safety and other operational systems in line with overall business objectives of the Company.

The Company is aware of Network Rails Company Standard Contract Requirements Environmental, and is committed to the promotion of, and compliance with, environmental best practice.

The Company is committed to:

• Minimising the use of energy, water and other natural resources in operations.
• Minimising waste and identify the best environmental option for disposal.
• Considering the effects our activities may have on the environment and minimise the environmental impact of aspects of work activities that are environmentally significant.
• Preventing Pollution.
• Considering opportunities to make a positive contribution to the environment in all activities.
• Reducing the impact of our activities on adjacent businesses and residents and behave as a ‘good neighbour’.
• Encourage active participation from company staff at all levels in improving environmental performance.
• Minimising the environmental impact, for the life cycle (including disposal), of plant, equipment, and all physical assets under the control of the supplier.
• Minimise noise nuisance, especially on site where the public or residents may be affected (including night work).
• Setting and Monitoring environmental objectives.
• Continually improving its environmental performance.

The principles detailed above apply to all the Company business activities, including work in the Rail Industry.

The Company will comply with its client’s environmental requirements, and work closely to ensure its impacts are as small as reasonably practicable.

The Company is committed to providing our customers with a fault free and reliable service.

To achieve this objective, it is essential that an effective Quality Assurance system is developed, implemented and, through monitoring both the service provided and customers’ perception, making continuous improvements to the system.

Quality objectives shall be set on an annual basis.

The procedures and practices outlined are there for that purpose and to ensure staff understanding of meeting customer, statutory and regulatory requirements.

This is to provide confidence to our customers and therefore the implementation of the Quality Policy is mandatory on all our employees & operatives.

The Quality System has the support of the Management and all staff is aware of its existence and must adhere to its stipulations. By means of induction and continuing training, members of the service are given an understanding of the requirements of the System and made aware of their involvement in the maintenance of the System.

The Managing Director, has overall responsibility for Health and Safety, and fully supports the contents, and implementation of the policy.

This policy will be reviewed annually.

This statement sets out the policy of the company in compliance with the current version of Group Standard RIS-8070-TOM and Company standard NR/L1/OHS/051 in respect of any candidate, self-employed person or contractor under our control. It affects those whose proper performance of their duties is, or may be, impaired or otherwise affected as a result of the consumption of alcohol and/or illegal substances (or prescribed drugs in certain circumstances).

Provided that candidates referred to above adhere to the provisions contained within this policy, then they will normally be considered to have demonstrated compliance with the conditions of employment or contract insofar as they refer to the use of alcohol and drugs.

All candidates referred to above are to be made aware of the contents of this policy and become familiar with the conditions laid down. The company will take all reasonable measures to ensure that those candidates are made aware of the contents of this policy and the effect on their continued employment by the company in the event of any breach of this policy.

Candidates of the company will at all times exercise diligence in monitoring their colleagues and others who from time to time may be under the control of the company and noting and reporting any evidence of alcohol and/or drug abuse.

Should any candidate suffer any problems or difficulties in respect of the misuse of drugs and/or alcohol, or should they have reason to believe that a colleague may be experiencing such difficulties, they may approach the signatory of this policy. That person will at all times treat any information provided in complete confidence and will take such measures that are deemed necessary to ensure that the matter may be resolved with the minimum of distress to the person concerned and any others who may be affected.

It is a condition of employment by the company that no person referred to above shall:

• Report, or endeavour to report, for duty whilst under the influence of alcohol or drugs (including any prescribed drugs that may have impair work ability).
• Report, or endeavour to report, for duty whilst in an unfit state due to the previous consumption of alcohol or drugs (including any prescribed drugs that may have impair work ability).
• Be in possession of alcohol or non-prescribed drugs during working hours.
• Consume alcohol or non-prescribed drugs during working hours.

Candidates must subject themselves to medical checks (routine, unannounced or “for cause”) to verify compliance (As per their contract of employment). Refusal or failure to pass any test will be classed as gross misconduct and result in instant dismissal.

Failure to maintain the standard set out by this policy will be considered as gross misconduct and a breach of the Sentinel Scheme Rules; appropriate action will be therefore be taken in all cases.

In order to comply with this policy and to maintain the stated and accepted standards of the company, those candidates referred above should, at all times avoid:

• Consuming alcohol or non-prescribed drugs in the twelve (12) hrs. preceding attendance at work.
• Consuming alcohol or non-prescribed drugs during meal or other break times.
• Consuming alcohol or non-prescribed drugs during working hours.
• Consuming alcohol or non-prescribed drugs whilst not in work but “on-call”.

In addition, those candidates to which this policy applies must ensure that the signatory of this policy is made aware of any prescribed medication being taken, which may in any way affect their performance at work and the nature of any such medication which it is necessary for them to carry with them during working hours.

Sentinel is Network Rail’s scheme for making sure that the people who work on or near the line are competent and medically fit. If you are going on or near the line you must have a valid Sentinel track safety card with you (PTS card). To obtain this, you must first be sponsored by your employer who has been authorised by Network Rail through an audit. This employer will be regarded as your primary sponsor; you may apply to up to two other employers to sponsor you but these will be considered secondary sponsors and must first ask permission of your primary sponsor.

You will be required to sign and acknowledge a Contract of Sponsorship.

You will be required initially to undergo a medical examination by a Network Rail approved medical provider (your own doctor may not be approved). If, during your employment, there is any subsequent change in your medical condition or you have had a traumatic experience you must inform your line manager and be prepared, if necessary for another medical examination prior to resuming or continuing to work.

Sentinel (PTS) card

You must carry a valid current Sentinel card with you whenever you work ‘on or near the line’. Copies are not acceptable. Upon reporting or signing in to a site of work you must present a current Sentinel PTS Card indicating you have current approval to work within a rail environment.

If you leave our employ, we will remove your sponsorship to work on the railway and your card should be returned to the office.

This document provides important information on the measures in place to avoid injury to our employees and other persons who may be affected by what we do.

Within these joining instructions is a copy of the Company’s Policy Statements, the Company’s Organisation for Health and Safety and the arrangements in place to put our Policy into effect. Read this carefully and ask for further guidance if there is anything that you do not understand or disagree with. When you have read and understood the contents, sign the declaration and return to the Rail Administrator immediately. You will not be allowed to start work until you have done this.

It is the Company’s policy to ensure that all new employees are competent to perform the tasks to be undertaken. A programme of assessment for all staff is in place and this will be monitored by the Rail Administrator as appropriate.

You must have the ability to work/carry out work without strict supervision. You must have sufficient training, experience and/or knowledge to carry out the work. Normally a 'competent person' must be over 18 years of age.

Management Responsibilities

We must ensure that you have a:

• Safe place to work.
• Safe method or work.
• Safe access to the place of work.

And that systems, standards and controls have been put into place.

Management of Health and Safety Regulations 1999 and the Health and Safety at Work etc. Act 1974 refers.

Employee Responsibilities

You have a:

• Duty to take care of yourself and others.
• Duty to co-operate and comply with rules, equipment and permit restrictions.
• Duty to report problems, unsafe working processes and hazards and incidents (near misses).
• Duty to act or inform and not to omit or conceal.

Everybody

Must play their part encouraging a positive safety and environmental culture.

Health Advice

We encourage personal hygiene, exercise and healthy eating - you’ll work better and live longer. We discourage smoking; drugs and alcohol are prohibited - all will do you permanent long-term damage.

We need to know if you have any lasting or previous injury and if you are on medication to avoid putting you at risk.

Competence

We will check that you are competent at what you do.

You must have a Sentinel competence card (PTS or ICI) for work on Network Rail.

Training

With the advent of CSCS and NVQs, tradesmen both skilled, semi-skilled and unskilled are able to subscribe to a curriculum and need to demonstrate that they have the relevant skills. If you do not possess these skills, we, or the client will ensure that either you are exposed to work that does not require these skills or instigate training to learn these skills.

Briefings are given on site by site personnel as part of an ongoing toolbox talk programme or task related briefings directly related to the task about to start or just as a refresher.

Employee Duties For Health And Safety

Whilst at work you have some very specific legal duties to your employer, to yourself, and to your fellow employees. These can be summarised as follows: -

• You must take reasonable care of your own health and safety and of other persons who may be affected by your acts or omissions.
• You must co-operate with your employer so that they can comply with their legal duties in matters of health and safety.
• You must use machinery, equipment, hazardous substances, transport, safety devices and systems of work in accordance with the training or instruction provided. Do not attempt to operate or use equipment of any sort unless you have been trained and authorised to do so.
• You must inform your supervisor of any serious or imminent danger to health and safety.
• You must inform your supervisor of any shortcomings in the health and safety arrangements.
• You must take care of personal protective equipment and any equipment provided for your use.
• You must follow any procedures or use any equipment provided for the purpose of reducing the risk of injury from manual handling.

You also have the right to refuse to carry out any specific task or duty that you consider to be unsafe without disciplinary action against you. There are procedures for you to follow if you think you have good reason to complain.

Railway Safety and Rules

Apart from occupational health and safety law the national railway system has a wide range of rules (they are called standards) to ensure the safety of all those who use and work on the railways. Those that are related to your work will be explained in detail later on during this induction session and before you start work on any particular site.

You need to understand that these rules are strictly applied and if you break the rules you will be liable to have your credentials confiscated and you will not be able to continue with your work on the railways.

You must also understand that records of all railway workers are held on a national register and being dismissed from one employer could mean that you would find it difficult to work on the railways again.

You are also required to inform us if you have ever been dismissed at any time from previous employment for any railway related transgressions. Such information is usually kept on the Sentinel database.

Railway Work Experience

Even though you may be qualified to use certain equipment or supervise other workers it is most important that you have sufficient railway working experience before you can be considered to be fully competent. The Company will make arrangements for you to be supervised and monitored until it is clear that you are fully competent. Part of this process is explained in the next section.

It is essential that you co-operate with this process and be always ready to seek advice if you are not sure, someone’s life may depend on it.

Similarly, although qualified and experienced you may not have actually been involved in a particular type of operation or duty for some time. You must make sure that your office is aware of the facts and allow them to make the decision on how to deal with the situation.

Competence Assessment

All railway work employers must have a system for assessing the competence of any employees involved in railway work. This may be a formal procedure by direct questions or by observation of you at work. In any case the assessment will be discussed with you before records are completed. You may be asked to undertake further training or advised to improve or alter your working method. Remember that it is not aimed at you personally but at making the railway a safer place for everyone.

Life Saving Rules

All employees must learn the Network Rail lifesaving rules as below:

• Always be sure the required plans and permits are in place, before you start a job or go on or near the line.
• Always use equipment that is fit for its intended purpose.
• Never undertake any job unless you have been trained and assessed as competent.
• Never work or drive while under the influence of drugs or alcohol.
• Always obey the speed limit and wear a seat belt.
• Never use a hand-held or hands-free phone, or programme any other mobile device, while driving.
• Always test before applying earths or straps.
• Never assume equipment is isolated - always test before touch.
• Always use a harness when working at height, unless other protection is in place.
• Never enter the agreed exclusion zone, unless directed to by the person in charge.

If an employee honestly considers that the work activity he/she is being asked to undertake involves an unacceptable risk of injury or damage to equipment he/she has the right to refuse to continue work until the risk is reduced to an acceptable level changes instigated to eliminate or reduce the perceived risk.

Your supervisor has an obligation to investigate your complaint and, if justified to take such measures as are necessary to reduce the risk to an acceptable level. If it is considered that your complaint is not justified the supervisor must attempt to explain or demonstrate that the level of risk is acceptable and then request that work continues.

If agreement cannot be reached, then you should vacate the work area and contact your employer for further advice and instructions. Persons invoking this procedure are protected by law from any associated disciplinary action. Procedure:

• Employee raises a concern with the job supervisor over an unsafe system of work, condition or unsafe act. Operative and others affected move to a place of safety.
• COSS or person who set up the system of work, stops the specific task or activity and reviews safety arrangements.
• System confirmed as safe or adjusted as necessary.
• Do both parties agree that it is safe to continue?
• If YES task or activity is re-started and COSS or Supervisor records details.
• If NO, the Rail Administrator or Director is contacted to investigate.
• System is either confirmed as safe or adjusted, developed and implemented to make safe.
• Do all parties agree it is safe to continue?
• If YES task or activity is re-started and Rail Administrator records details.
• If NO re-deploy work group to other tasks if safe to do so AND
• Unsafe work activity is postponed until re-planned in a safe manner.

Confidential Reporting

Concerns about safety should be raised with your line manager however if you feel that these channels are inappropriate or inadequate you may contact CIRAS, the rail industry’s confidential reporting system. All reports are treated in absolute confidence and CIRAS is free to anyone working on or around the rail network. Telephone number Freephone: 0800 4 101 101 or text 07507 285887 or Freepost CIRAS or http://www.ciras.org.uk/.

You will be reminded of this facility on various tool box talks.

Close Call Reporting

You are encouraged to report incidents classified as “close calls” by the company so that they may be recorded & briefed separately. The web site www.closecallsystem.co.uk can be used to report close calls and www.help.closecallsystem.co.uk for assistance.

Working Hours

Working hours are strictly regulated to minimise the risk of mistakes or danger to you due to fatigue. These will be explained to you in detail and by signing receipt of this handbook you agree to the requirements. Your hours will be rostered, i.e. planned in advance by the office or the client you are working for and your time sheets will be checked for exceedances. If you are asked to work on over and above your rostered time you must seek authority from the client & the Company office via the emergency line. Withholding information about work elsewhere or otherwise deceiving your employer is a very serious offence. All working hours will be recorded by the Primary Sponsor. You will be required to ‘swipe in’ with your Sentinel card and also swipe out. This will enable your working hours to be recorded.

Hours Worked on a Shift

A person’s natural low points are from 02.00 hrs to 06.00 hrs and from 14.00 hrs to 16.00 hrs when the body is most susceptible to the effects of fatigue. Research has suggested that 17 to 19 hours of wakefulness results in the same level of impairment as having around 50mg of alcohol in 100ml of blood and produces much slower response speeds. Current drink drive limit is 80mg and Network Rail limit is 29mg.

Driving when knowingly deprived of adequate sleep is among factors that will aggravate the seriousness of an offence. Fatigue has the potential to affect everyone on site as well as in vehicles and other road users. Door to door time should not be planned to exceed 14 hours and work time should in general not be planned to exceed 12 hours in any 24-hour period. Where there is potential to exceed these times a robust assessment of imported risk will be undertaken. This process ensures that all staff working on Network Rail Managed Infrastructure do not work more than 12 hours per shift, 72 hours per 7-day period, 13 shifts in any 14-day period and have at least 12 hours’ rest between shifts. All proposed work on Network Rail Managed Infrastructure will be planned in advance and working hours rostered by the client or your employer so that you are not required to work in excess of the prescribed times.

Travelling Time

In accordance with the railway standards door to door time should not exceed a maximum of 14 hours. There is no maximum travel time within the 14-hour limit, but your employer or the client will make a suitable risk assessment for managing periods of travel time he considers excessive. You must enter the times you leave and arrive back at home on your timesheet.

Exceedance Assessment & Authority

The assessment must take into account all the relevant factors to ensure that there is no additional risk to you and others involved. If acceptable, authority may be given by telephone. Your office will assess your ‘fitness’ against the work to be undertaken.

The calculation of working hours must take into account any time you have worked off the railways for the Company. You are obliged to report any work undertaken elsewhere by signing receipt of this hand book. The office will be carrying out an exceedance risk assessment based on the fatigue and risk index (FRI) so they will want to know about your working times leading up to the shift in question.

Falsification of your Time Sheets will be treated as gross misconduct.

Dependent upon your type of work you will be provided with items of PPE such as safety footwear, high visibility vest & trousers, head protection, etc. These are provided free of charge (although there may be a supplementary charge to cover personal preferences), and you will be given instruction in their correct use. You have a duty to use and take care of any such equipment. If it becomes defective or is lost, you must report the fact and circumstances to the office. When working on the railway you have to wear an orange high visibility jacket and trousers or overtrousers, white safety helmet and safety boots as a minimum. If you are new to PTS or a particular site, you will be required to wear a blue helmet.

PPE is provided free of charge for your use and for your safety and you are legally obliged to use or wear PPE that has been issued for your safety. It is of no use if it is at home, in the car or at the depot. It requires care and attention and it is your responsibility to look after it on site to make sure it is not lost, stolen or damaged. It must fit correctly. If there is any doubt about the condition, type, design, use or fitting of any PPE report it to your supervisor or manager.

Look at the site access point to find out what is required if you have not been given prior information. There are some instances where standard PPE is not suitable e.g. Gloves and flame retardant overalls for staff who weld and burn must ensure it is appropriate for the use. PPE for some activities is specialist and must only be used for that activity. PPE must be put on prior to entering a worksite.

If there is a reason that you cannot wear an item of PPE, you must report to your supervisor / manager.

All employees of the Company are advised of any emergency procedures when being briefed at time of booking on when working on Network Rail infrastructure. If it is felt that this has not been covered sufficiently by the COSS briefing, you must say so. By taking action to prevent an incident recurring could mean that a serious accident is avoided.

No disciplinary action will be taken where an error of judgement has resulted in a near miss. If, however a near miss occurs due to the wilful disregard of procedures, rules, regulations or instructions or their attempts to cover up the incident then this will be gross misconduct and disciplinary action will be taken. It is advisable that any relevant information appertaining to the incident be written down.

To assist in the investigation of accidents, employees must not;

• Remove, interfere with or disturb anything that may assist the investigation process.
• Leave site until instructed to do so by your line manager.
• Undertake work that is outside your area of expertise.

All employees must carry their company identity card (if issued) that has the emergency telephone number, should it be required.

You must wear your PPE with the Company logo on the back unless you are part of a Network Rail major project where you may be given a specially written vest or jacket to wear. If you have not had any basic first aid training should not attempt to assist injuries but keep out of the way of the emergency services.

In the event of an emergency on your site of work, even though it may not be associated with your particular work you must take instructions from a representative of Network Rail (or the client) in order to minimise any casualties. You should be made aware of any identity markings on the reverse on high visibility clothing worn by Network Rail senior officers e.g. RIO (Rail Incident Officer). Try and remember details and should you be so required for questioning by any member of the emergency services including British Transport Police.

You must let the office know in order to apprise them of the situation and any requirements. You may not leave the site until instructed to do so by a senior Network Rail officer.

You must not remove or disturb or interfere with any item or parts of equipment etc. that might contribute to the investigation of the accident/incident.

Under no circumstances must you talk to any member of the Press.

For the same reasons as excessive working hours you are not permitted to work on the railway if you use drugs or have been drinking alcohol. You will be required to take tests for drugs and alcohol and if either is positive you will be unable to start work and will be barred from railway working for at least five years. You may also be required to take unannounced tests at random or if it is suspected that you are under the influence of either. There is a maximum limit for alcohol in blood but it is much lower than the limit that applies to driving. Do not drink for at least 12 hours before starting a shift and even then drink only a moderate amount before that.

If you are prescribed medicine by a doctor or take a proprietary medicine be aware of any side effects that could affect your concentration or physical abilities. Explain to the doctor or pharmacist that you work on the railways and the controls that apply and seek advice. Tell the Rail Administrator and the client supervisor before starting work. You may be given a form to write down the medicines you are taking. Don’t forget to tell the office if you change prescriptions.

If you need to change your sponsor or add another sub-sponsor, your drug screening certificate must be no more than 3 months old. Otherwise you will have to re-take the screening. There is no normal requirement to take annual or regular screenings unless called upon by your sponsor.

It may be necessary to be subjected to “for Cause” drug screening during the emergency, therefore you must be aware that this could take place at any time to any member of staff irrespective of their involvement. This may be instigated by Network Rail or the client.

If, in the event of an accident or incident there are reasonable grounds to suspect that drugs or alcohol are involved, you will not be allowed to perform any safety critical function until the screening has been performed and the test results advised. This could occur following an incident or accident where there are reasonable grounds to suspect that drugs and alcohol could be the cause or contributing factor.

You may be allowed back to work earlier if investigations clearly show that your actions or omissions had no relation to or did not contribute to the accident or incident.

Network Rail and Principal Contractors or members of the police force (British Transport, Metropolitan or county) may make reasonable request for screening of anyone to prevent unacceptable risk being imported onto the railway or to assist with the investigation of an accident or incident.

In general, the client or Principal Contractor shall produce Work Package Plans (Method Statements) and Task Briefings for all works undertaken, although on occasions they will be provided direct from the Company. From the work package you will be given and briefed a task sheet. You must read this task sheet and sign the briefing at the back. You must not perform any work on the rail without a full briefing and awareness of the associated hazards. If you are ever not sure what to do or how to do it or how to avoid unnecessary risk – don’t do it. You must report your concerns to the COSS or Supervisor. (See section on Worksafe).

On arrival at site but before commencing work you must report to the site office, site access point or COSS or depot and confirm your presence by signing the daily register and have your Sentinel card swiped in. You must also confirm understanding of the work details. Wherever possible, access/egress to sites of work will be limited to one where movements will be monitored, visitors briefed etc.

On transient sites, e.g. a moving or short term site On or Near the Line, the COSS will swipe the Sentinel card of any visitor or third party person wishing to join the site. The COSS may carry out a check with the Sentinel at his discretion. All visitors must first report to the Supervisor for a site briefing and they will be required to sign the visitors’ log, irrespective of who they are. Visitors will normally be accompanied by the COSS whilst on Network Rail Managed Infrastructure. All working hours will be recorded by the Primary Sponsor by checking the Sentinel database hours that have been swiped in. It is therefore important that you ensure that your card has been ‘swiped out’. This will enable your working hours to be recorded.

All Sentinel card holders must be swiped in now every time they go on or near the line – failure to do so may be classed as a close call.

Non-PTS persons who wish to visit site for inspection / repair or specialist purposes must be issued with a Track Visitors Permit (TVP) and be accompanied by a COSS.

In addition to signing the daily register, you are required to sign in (and out) with Depot Engineers or Station Managers on large stations or the booking clerk on smaller stations even Network Rail access manager at Milton Keynes prior to commencing work, unless other arrangements have been made at the start of work meetings.

Reminder: In the event that you have mislaid your Sentinel card at the commencement of work under a COSS, there is the facility for you to be signed in under the ‘Forgotten Card’ area. This is a very limited arrangement and may only be used up to three times a year maximum.

Most sites you work at will have first-aid facilities available and a qualified first aider. You will be advised of the arrangements at the site safety briefing before commencing work. Any injury however minor, especially an open wound must be attended to by the first-aider who will decide if further treatment is necessary.

The first-aider should make a record in the Site Accident Book and will require certain information from you. You must also report to the Rail Administrator who will ensure that the injury is also recorded in the Company’s Accident Book. Failure to record an accident could mean loss of any Industrial Injury Benefit you may otherwise be entitled to.

The Rail Administrator will also require you to fill in an Accident Report Form. By agreeing and signing receipt of these notes you make an undertaking that you will report all accidents and non-injury incidents, i.e. near misses.

All accidents on site shall be reported to the controlling COSS or supervisor who will assess whether an injury requires hospital attention and deal with first aid. You must also report any accidents to the Company office as soon as possible giving full details of what happened and what actions have been taken.

Any out-of-hours reports of incidents must be communicated to the Director immediately. All incidents must be reported at the earliest opportunity for investigations to be implemented. Information on emergency contacts should be supplied to all employees via the Method Statement / Work Package.

Welfare facilities will be provided on the site of work by either the client or by the Company. In some cases of transient sites these facilities may be a little way away, at a station or depot. Either way they must always be treated with respect. They must be kept clean & tidy – as you would expect to find them. They must not be misused; turn the water taps off when finished, flush the toilets, don’t leave bits of rubbish lying around, keep muddy boots out of the wash basins etc. Remember the next person using the facilities may be a fare paying passenger – and they are paying your wages indirectly of course.

The same goes for the canteen or rest room. Keep the tables and chairs tidy and clean. Wash up your dirty cups, put your rubbish away. You will certainly be sharing with others, probably the client and if you don’t look after them you may get banned.

Although hazardous substances are not normally used as part of your work you may be involved with equipment maintenance activities and contact with fuel, lubricants and cleaning chemicals. You must be aware that any substance in a container marked with a black symbol in an orange square is hazardous to some degree.

Do not use or allow contact with any hazardous substance until you are provided with information on how it may harm you, how to protect yourself and what other precautions to take. Any substance that you cannot identify should be approached with caution and again ask for the safety information if your work may involve contact.

Weil’s disease is a kind of jaundice. It enters the body through breaks in the skin and the lining of the mouth & nose. It is caused by contact with water contaminated by the urine of rats, mice, voles. It starts as a mild illness which can be easily cured if treated early enough. If left untreated it becomes more serious and can be fatal.

The problem is that the initial symptoms are very similar to flu and it is possible that you could ignore the symptoms or be treated for the wrong illness. If you have these flu-like symptoms after contact with water that could be contaminated, see your doctor and tell him/her that you have been in contact with possible contaminated water.

This is an accidental puncture of the skin by a hypodermic needle. If this happens you could become infected with a serious or deadly disease. It has probably been used by a drug user and may be contaminated by infected blood.

If you find one do not touch it or move it – unless you have to because of the situation at the time. Leave a responsible person to safeguard it whilst you report the matter to the supervisor. If you have to move it, carry it with the needle pointing downwards, do not wrap it in paper & put in a bin. Wash your hands thoroughly. Beware there have been instances of needles being strapped to door handles and other places like on top of ceiling tiles, in gutters, inside cupboards.

If you have been pricked don’t panic, gently squeeze the area around the wound to encourage bleeding. Do not suck the wound. Seek medical assistance and if possible take the syringe or needle with you. If dealt with properly and promptly, the risks of a resulting health problem are minimal.

Manual handling causes about 35% of all industrial injuries and they tend to be long term. You will be shown how to avoid movements that can cause excessive strain, especially to your back, and when to seek assistance. The golden rules are to keep your back as near vertical as possible, use your legs for lifting and be aware that a comfortable movement is also the safest.

If you have to wear spectacles or contact lenses, in order to meet the vision requirements for your work you must ensure that all identity photographs are taken with you wearing glasses. You must also ensure that you always wear the spectacles when on or near a railway line. You may wear contact lenses provided you bring you spectacles with you.

Persons who wear contact lenses to work must declare the fact and undertake to always carry a pair of equivalent prescription spectacles to ensure adequate vision in the event of the loss of a contact lens. This is a mandatory condition of being permitted to work on the railways and by signing the declaration at the end you are confirming understanding and adherence to the rules.

Plant & Equipment

Small items of equipment, for example shovels, have the potential to cause serious injury and/or damage to the rail infrastructure. Whilst these are matters primarily dealt with under standard rail training packages, the responsibility for ensuring the safe use and storage of equipment and plant rests with the client COSS. You, however, have a responsibility to co-operate with the COSS or Supervisor by removing or keeping safe any tool or piece of equipment that you may be using. All plant and equipment will be confirmed by the COSS as having been removed or made safe before the handing back or leaving site.

Where equipment or materials are to be left unattended, for example overnight particular attention is given to the possibility of unauthorised access and deliberate vandalism. Equipment in these cases would only be left where the risk assessment indicates that it is safe to do so and that it is unreasonable to expect the equipment to be removed.

Safe Use of Work Equipment

Apart from electrical equipment that requires special training and qualifications there are many other items of work equipment that you may be required to use. Some may be familiar tools such as a hammer but others will be specialist items or will require some training to ensure safe and efficient use. Do not use or attempt to use any tool or machinery that is outside your level of competence or experience.

Where tools or equipment are issued to employees, those employees are responsible for ensuring that the items are kept in good working order and that any defects are reported. The Supplying Company will ensure that all tools and equipment provided for use at work comply with the requirements of the Provision and Use of Work Equipment Regulations 1998 (PUWER); however, before any plant, tools or machinery are issued, you must ensure that it has been tested. Copies of certification are attached to the item (usually in a small plastic bag tied to the equipment).

No powered plant or tool may be used unless you have had the correct training and the correct PPE. You must not use any plant unless it has been detailed within the client’s or your company Work Package Plan and is fit for use as described.

Defective plant or equipment will be quarantined in a separate compound or area and labelled ‘Not to be Used’ until the defects are corrected or the items returned to the hirer.

Ladders are probably the most used and misused pieces of access equipment. Before you use them check for splits or cracks, ensure that none of the rungs are missing or loose, don’t use painted ladders, report defects.

Work should only be carried out from a ladder when the job is of short duration and can be carried out safety – and you have done a risk assessment; falling off a ladder is one thing, falling off a ladder onto the tracks is very different. Ladders should be set on firm ground and lean at the correct angle which is one unit out to four units up. They should be tied at the top and extend a safe distance above the landing stage unless a hand hold is provided. Do not overreach from a ladder, always move it. When using ladders or steps you must always have at least three points of contact which means that you should not carry loads up the ladder. Make sure your boots are clean.

Because of the risk of electrification on railways with electric traction, non-conductive ladders made of wood or fiberglass must be used. Be careful that wooden ladders don’t have reinforcing wires running down the lengths. When near the Overhead Line Equipment (OLE), ladders and any long pole or equipment, should be carried at low level horizontal to the ground preferably by two persons.

Good housekeeping is an essential part of site safety. Accumulated waste materials and substances can turn into risks to health & safety in several ways.

• Put different types of waste into separate skips if there is such a system in use.
• If there is a COSHH skip, make sure all used containers of substances are put in it – do not mix with general waste.
• Bag or bundle lightweight waste to prevent it being blown around.
• Don’t overload the skips – up to the top of the sides only.
• Don’t put used LPG cylinders or aerosol cans with general waste.
• Don’t burn waste on site or in skips.
• Dispose of food waste thoughtfully otherwise rats could be encouraged.

Where ground is likely to be disturbed by excavation or broken by hand or mechanical means by the insertion of spikes, probes, piles or posts etc. it will generally be client’s responsibility to carry out surveys for buried services in line with the Railway Standard.

It is absolutely essential that where work is to be carried out that will cause ground disturbance, a request for Buried Services Information must be made. You must not under any circumstances proceed unless you have been issued with the proper authorisation (PTD).

A considerable number of accidents have occurred from people inadvertently standing in the way of reversing lorries or other vehicles. Be sure to stick to approved and demarcated walking routes and be on constant alert from moving site traffic.

All Network Rail and contract staff must be constantly vigilant and aware of potential trespassers on the railway. We are all duty bound to ensure that gates are kept locked and fences secured. You may only use approved access points and sometimes these may be controlled by a site access manager or security doors. If you see a trespasser you must escort them off the infrastructure with a warning not to trespass on the railway. If possible, get their name and address. You must at least report the incident to your local supervisor.

Never interfere with any type of scaffolding that has been erected unless you are qualified and have been instructed to do so. Before accessing scaffolding check to see that it has a ‘scafftag’ usually situated at the point of entry. If there is none you must consult your supervisor. If you are unsure about the safety of the scaffolding, don’t use it (see Worksafe Procedure).

Some operatives may be asked to use power tools. You may only use such tools if you are qualified to do so and have been authorised. Your supervisor will have a risk assessment of HAV for your particular operation and may instigate some time or other constraints. If you have ever experienced tingling in your fingers or ‘white finger’ you must say so. This information will also have been recorded on the medical questionnaire you are given at induction.

You may only use plant and machines if you are a qualified operator. Too many people have been hurt or killed by the improper use of machines.

Be aware that it is possible for you to be working at height whilst still on the ground. Trenches and holes in the ground present just as much as a hazard to you as standing on scaffolding. Keep away from them as much as possible & report any you see without full barrier protection. Never enter any hole or trench unless you have been instructed and fully briefed on the safe method of entry and safe working conditions. You should receive written instructions in the form of a task brief.

The Company is committed to a policy of equal opportunities for all employees and shall adhere to such a policy at all times and will review on an on-going basis to avoid unlawful or undesirable discrimination. We will treat everyone equally irrespective of sex, sexual orientation, marital status, age, disability, race, colour, ethnic or national origin, religion, political beliefs or membership or non-membership of a Trade Union and places an obligation upon all staff to respect and act in accordance with the policy. We are committed to providing training for all our staff in equal opportunities practice.

We expect you to conduct yourself in a manner that reflects well on the organisation and high standards of behaviour are required. We prefer, wherever possible, to resolve problems informally but recognise that circumstances may require formal steps to be taken. The disciplinary procedures apply to all staff. Please note however, that the disciplinary procedures set out below do not form part of your Contract of Employment.

Below is a list of examples of misconduct. This is not an exhaustive list.

• Unsatisfactory record of attendance or reliability.
• Persistent lateness.
• Unauthorised absence.
• Minor damage to Company property.
• Poor standard of personal hygiene.
• Minor breaches of Company rules.
• Failure to observe Company procedures.
• Unsatisfactory sickness record.
• Careless loss or damage of Company tools or equipment.
• Unauthorised use of Company telephones.
• Unfitting behaviour.
• Failure to work in a co-operative manner with colleagues, or conduct which impairs the efficiency of management or colleagues.

Below is a list of examples of gross misconduct. This is not an exhaustive list:

• Theft or unauthorised possession of any property belonging to the Company, fellow employees, customers or suppliers.
• Serious damage to Company property
• Failing to wear and or use PPE equipment supplied.
• Flagrant disobedience of reasonable instructions from superiors.
• Being under the influence of drink, drugs or other prescribed substances which impinge upon performance or conduct whilst at work.
• Disorderly or indecent conduct, including fighting, threatening or using physical violence.
• Deliberate acts of discrimination or harassment in breach of the Equal Opportunities Policy.
• Committing any act likely to bring the company into disrepute.
• Gross negligence.
• Being convicted of any criminal offence (whether or not relating to employment).

A grievance is a problem or concern that you have which may relate to your work, your working environment or your working relationships.

As most complaints and grievances can be resolved informally by discussion with your immediate manager, the first stage in dealing with most problems is to book a meeting with them and talk about it. Dealing with problems in this way can often lead to a quick resolution, as your manager may be able to resolve the matter directly.

Sometimes you may not be able to resolve your grievance informally or the matter may directly concern your immediate manager and you may not feel that it is appropriate to raise it with them. In these circumstances you should raise the matter with the Rail Administrator (or the appointed deputy). You are likely to find it helpful to raise any grievance as soon as possible after the event giving rise to your grievance (we suggest that it should normally be raised within 2 weeks). A meeting will then be arranged to discuss the matter. After this meeting the findings will be made known to the employee within ten working days. The Company’s decision will be final. However, in certain circumstances (e.g. cases of law and its interpretation), with the agreement of the Company, the case may be referred to an outside adjudicator whose decision will then be final.

An employee has the right to be accompanied by a fellow member of staff at any meeting within the grievance process.

The Company is determined to maintain its reputation as a reputable Company, which will not tolerate fraud, corruption or abuse of position for personal gain, wherever it may be found in any area of its activities. The company has a policy that is to set out for all employees the main principles for countering fraud and corruption.

Resignation

When an employee resigns from their Contract of Employment, we will require them to produce a written letter of resignation, stating their last working day.

Please refer to your Contract of Employment for your notice period. We may require an explanation or report from you as to why you are resigning.

Retirement

When an employee retires from their Contract of Employment, we will require them to produce a written letter of retirement, stating their last working day. Retirements are only accepted (without prejudice) from employees over the age of 65 years.

If the employee would like to carry on working beyond this age it is noted that they will only be paid JIB Credits up until the age of 75 years of age.

The Environmental Policy Statement explains why we have an Environmental Management System, what we intend to do and that it is everyone working for or on behalf of the company’s responsibility to comply with this policy.

General requirements

• Adhere to company policy on environmental issues and be aware of their implications. If in any doubt consult your manager.
• Comply with any initiatives the Company introduces to improve environmental performance.
• Keep your working area tidy and comply with all rules relating to your working environment.
• Inform you manager or the Company’s Environmental Management Representative of any suggestions/issues/complaints regarding your working environment or environmental issues.
• Be aware of emergency procedures.

You are required to complete this Form as fully and accurately as possible. It is for the use of the Company only and will not be passed to a second party (with the exception of Network Rail and/or its auditing body). You are conditionally obligated at all times to inform us of any changes to health, where a condition or ailment may cause impairment or restriction physically and/or mentally.

You must also inform your Manager if you are then required to take medication. This must be done by resubmitting this Form, which should be sent back to your Manager. You have the right to withhold medical details if you do not wish to impart them to the organisation. However, as outlined above, to withhold information generally will result in complete liability of the signatory for any incident caused as a consequence of the impairment suffered. In the event that you suffer from learning difficulties please advise your supervisor who will assist your understanding of the form. Tick the boxes where requested (R Yes) (T No). The signatory and the person completing the form must be the same (no second party is permitted to complete the form on your behalf).

Your information will be handled in strict accordance with General Data Protection Regulation (EU) 2016/679.

Documentation

As part of the Company induction process, production of the following documents is required (Please tick the appropriate box if you are supplying a copy):

I confirm that all the information I have given is correct. I understand and agree that for as long as reasonably necessary for the purposes of providing me with permanent temporary work and/or employment opportunities and/or training and/or for the lawful purposes related to The Company computer system.

• The Company may obtain, keep, use produce and disclose records containing personal data about me.
• The Company may use my personal data to conduct checks and check references from my work and/or personal referees and in certain circumstances, with my additional written consent, will obtain a credit reference from a credit reference agency and/or a disclosure from the Criminal records Bureau. The Company will not request a reference from my current employer without my consent.
• The Company may pass my personal data* to other associated companies.
• Other associated companies to the Company may retain and disclose my personal data.

I further understand and agree that the Company may, to the extent that it is reasonably necessary in connection with the Company, obtain, keep, use, produce and transfer to other associated companies to the Company, relevant and sensitive personal data* about me for the following purposes.

• Equal opportunities monitoring and anti-discrimination purposes;
• In connection with the Company’s sick pay scheme;
• Health and safety at work;
• For administrative purposes and for complying with the Company’s statutory obligations.

I understand and agree the Company may pass information contained within and resulting from my application (including references and credit checks received and all forms completed by me, but excluding a disclosure from the Criminal Bureau) to organisations (including their employees and agents) who employ or Graft me directly or through the Company. This information may be used by such organisations for the purpose of processing my application, on-going personnel administration, additional screening, inspecting Company files and other lawful purpose. I hereby consent to the Company passing such information and a copy of my application (together with any related documentation) to such organisations and for this information to be used and retained by them for the above purposes.

I agree that the Company and other associated companies to the Company may contact me by telephone, email, SMS/text message, post or any other appropriate form of communication for the purposes set out by this agreement.

I acknowledge that without my consent to process my personal data in this manner the Company may be unable to offer me work. I hereby confirm that my personal data may be held and disclosed by the Company for the purposes and in the manner set out above.

* Relevant sensitive personal data is personal data consisting of information as to a person’s: racial or ethnic origin; religious beliefs or other beliefs of a similar nature; membership of a trade union; physical or mental health or condition; commission of any proceedings for any offence; or any proceedings for any offence committed or alleged to have been committed, the disposal of such proceedings or the sentence of any court in such proceedings.

What additional competency tickets do you have outside of the Sentinel Scheme, please identify and provide copies.

Using the phonetic alphabet provided, please complete the questions below.

Phonetic Alphabet:

A-Alpha

B-Bravo

C-Charlie

D-Delta

E-Echo

F-Foxtrot

G-Golf

H-Hotel

I-India

J-Juliette

K-Kilo

L-Lima

M-Mike

N-November

O-Oscar

P-Papa

Q-Quebec

R-Romeo

S-Sierra

T-Tango

U-Uniform

V-Victor

W-Whiskey

X-X-Ray

Y-Yankee

Z-Zulu

Question 1 - Please Complete the Following:

Example: Kevin= Kilo, Echo, Victoria, India, November

Question 2 - Please Complete the Following Sums:

I have been issued with the following PPE:

H.V. Vest (BS EN ISO 20471:2013)

Safety Footwear (EN345 with toe and midsole protection, and ankle Support)

Safety Helmet (EN397)

Ear Defenders (EN352-1)

Eye Goggles (EN166.1F)

H.V. Wet Weather Coat (EN471 – Class 3)

H.V. Wet Weather Bottoms (EN471 – Class 1)

Gloves

Orange Safety Trousers

Employees Driving on Company Business

Employee Declaration

• I declare that I have not omitted any facts or information that affect my ability to drive or would prohibit me from driving on company business.
• I agree to advise my manager of any material changes in my circumstances relating to driving.
• I agree to be bound by the provisions of this policy and company safe driving policy.
• I confirm that I have read and accept this agreement and all associated documents.
• I confirm I hold a valid UK / ROI driving licence.

I agree to provide my original driving licence, MOT*, insurance certificate*, and service history* (if requested) on an annual basis and will advise my line manager immediately of any changes during the year.

I have read and understand the contents of the vehicle policy, procedure and guidance and will abide by the rules laid down.

*where appropriate

I understand that my employer will be notified of the outcome of this assessment, but that specific medical details will remain confidential in my Occupational Health Record. I agree to a copy of the outcome form(s) being sent to the Insurance Sector/Insurers for any necessary action.

This form to be placed in the individual’s personal file.