The Workplace

Summary

The Working Environment

Many factors need to be considered to make workplaces safe and without unnecessary risks to health. The Workplace (Health, Safety & Welfare) Regulations 1992 (Workplace Regs) lay down standards for work environments and staff welfare in workplaces.

• Guidance on the welfare provisions regulations
• Visual display units

Eligibility

All employers and self employed persons employees and members of the public.

Procedure

The Workplace Regulations and the Approved Code of Practice lay down welfare standards and requirements covering:

1. Maintenance of workplace and of equipment, devices and systems.
2. Ventilation
3. Temperature in indoor workplaces
4. Lighting levels
5. Cleanliness and waste materials
6. Room dimensions and workspace
7. Workstations and seating
8. Conditions of floors and traffic routes
9. Falls or falling objects.
10. Safety of windows, and transparent or translucent doors, gates and walls.
11. Safety of skylights and ventilators.
12. Ability to clean windows etc safely (safe access and safety devices).
13. Organisation of traffic routes to ensure safety (including safety in loading bays).
14. Safety of doors and gates.
15. Safety of escalators and moving walkways.
16. Standards for sanitary conveniences
17. Washing facilities
18. Drinking water provision
19. Provision of changing facilities where protective clothing is worn.
20. Provision of facilities for rest and eating meals. (Rest rooms and rest areas to include suitable arrangements to protect non-smokers from discomfort caused by tobacco smoke).

Guidance on the Welfare Provisions Regulations

Cleanliness - premises and fittings are to be kept clean and good standards of housekeeping to be maintained (refuse to be removed regularly for example).

Hygiene - Sufficient toilet accommodation to be provided; usually separate provision to be made for each sex. Toilets to be easily accessible and kept clean, well lit, ventilated and in good repair.

Washing facilities with hot and cold running water, soap and provisions for hand drying are to be provided. Nail brushes, barrier creams, skin cleansers and conditioners may be required.

Drinking water - Clearly marked supply of wholesome drinking water to be provided.

Temperature - A comfortable working temperature to be provided, usually above 16ÒðC (60ÒðF). Legislation does not specifically provide for a maximum working temperature but action must be taken to avoid discomfort. Where low temperatures prevail (a cold store for example) workers should be provided with protective clothing and have access to heated rest rooms where necessary.

Space - Each employee must have sufficient working space to enable them to do their work safely and without risks to their health.

Lighting - A good standard of general illumination should be provided and sustained by regular cleaning and maintenance. Certain work activities such as work with display screens (VDU's), machinery and very close work require special attention to lighting.

Floors and Gangways - Floors to be kept clean, dry and in good repair. Floor openings to be kept properly covered and guarded and hazards and obstructions to be clearly marked. Floor loading capacities should not be exceeded. Gangways should we well marked and kept clear. Handrails must be fitted to staircases providing they do not cause an obstruction.

Ventilation - Premises to be properly ventilated for comfort and impurity/odour removal. Heating systems should not give off fumes into the workplace. Mechanical Ventilation Systems (including air conditioning systems) should be regularly cleaned, tested and maintained by a competent person/engineer.

Visual display units

Visual display units (VDU's) have become extremely common in all types of workplaces in the last decade. The Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002 require employers to analyse work stations of employees who habitually use VDU's for a significant part of their normal work with a view to assessing and reducing risks. Areas like the hardware, the environment and factors specific to the individuals using the equipment need to be looked at including eyesight testing for operators.
The health problems associated with VDU's are:

• Upper limb disorders (including pains in the neck, arms elbows, wrists, hands and fingers)
• Back ache
• Fatigue and stress
• Temporary eyestrain
• Headaches

Where risks are identified employers must take steps to reduce them. Work should be planned so there are breaks or changes of activity. Short frequent breaks are better than longer, less frequent ones.

Employees covered by the Regulations can ask their employer to provide and pay for an eye and eyesight test. There is also entitlement to further tests at regular intervals; the optometrist doing the first test can recommend the interval to the next test. Employers have to pay for spectacles if special ones (for example, prescribed for the distance at which the screen is viewed) are needed and normal ones cannot be used.

Employers have to provide training to ensure employees can use their VDU and workstation safely. Information should also be provided about VDU health and safety.

Working Times

The Working Times Regulations 1998 detail the rights of employees and the obligations of employers with respect to working hours and rest at work. The principal provisions are:

• A limit on the average working time to 48 hours (though individuals can choose to work longer)
• A limit on night workers' averages daily working time to 8 hours; a requirement to offer health assessment to night workers
• Minimum daily and weekly rest periods
• Rest breaks at work
• Paid annual leave

The Regulations give extra rights to adolescents relating to:

• Night working
• Rest breaks
• Hours worked

Helplines

Regulatory Services, Health and Safety Team: 01226 773860/1

e-mail: healthandsafety@barnsley.gov.uk

Health and Safety Executive: 0114 2912300

Charges/Fees

No charges/fees are applicable.

Method of Payments Available

Not applicable.

Opening Times/Locations

Opening times and location map, click link for further information.

How the customer can help

Think about &

• Is the workplace tidy?
• Are systems in place to ensure the workplace can be effectively cleaned?
• Are adequate suitable materials and equipment made available for cleaning?
• Are systems in place for the maintenance of the workplace and systems within it?
• Are there suitable toilets and washing facilities including hot and cold water, soap and hand-drying provision available for all employees?
• Is suitable accommodation provided for the storage of clothing needed for work or for street clothing to be stored during working hours?
• Are changing facilities provided where needed?
• Is a supply of drinking water available including cups to drink from?
• Can the temperature in the workplace be maintained at a comfortable level?
• Does each person have enough space to allow them to work safely and without risks to health?
• Is there a good standard of general lighting
• Are floors and walkways in good repair and kept clean and dry?
• Are walkways/gangways clearly marked and kept clear of obstructions?
• Are pedestrian routes separated from vehicle routes?
• Are openings in floors kept covered?
• Are handrails/guard-rails fitted to stairways and, where needed, around openings in floors?
• Are windows glazed with safety glass where applicable?
• If there are any windows that can be opened so far that a person may fall a significant distance, are they secured to prevent falls?
• Where windows have to be opened for cleaning, can this be done safely?
• Can the workplace be ventilated using fresh air?
• Is mechanical ventilation/air conditioning being used?
• If mechanical ventilation/air conditioning fails or malfunctions does it put person's health at risk?
• If it fails is an alarm in place to warn people of the failure?
• Is a place provided for employees to rest and take breaks/eat meals?
• Are arrangements in place in this facility to protect non-smokers/ new and expectant mothers from tobacco smoke?

Application Form References

Not applicable.

Leaflets

L26 Health and Safety (Display Screen Equipment) Regulations 1992 :Guidance booklet. (ISBN 0 717625826)

L24 Workplace (Health, Safety and Welfare) Regulations 1992 :Approved Code of Practice. (ISBN 0 71 764136)

HS (G) 38 Lighting at work. (ISBN 0 71 7612325)

IND(G)36(L) Working with VDU's. (ISBN 0 71 7622223)

IND(G)90(L) Ergonomics at work

HS(G)90 The Law on VDU's 'An easy guide to the Regulations' HS(G) 90 (ISBN 0 7176 2602 4)

A Guide to the Working Time Regulations URN 98/894 Published by DTI, available from HSE Bookshops

Distribution Points

Leaflets are available from our offices (see Opening Times/Locations)

Or from HSE:

HSE Books,
PO Box 1999,
Sudbury,
Suffolk,
CO10 2WA.

01787 881165 or www.hse.gov.uk link to free leaflets and download Stationary Office Book Shops.

Legislation

• Health and Safety at Work etc Act 1974
• Workplace (Health, Safety and Welfare) Regulations 1992
• Display Screen Equipment at Work Regulations 1992
• Health and Safety (Working Time Regulations) 1998

Response Times/Next Steps

Responses to requests for advice or information will be made within 5 working days.

Out of Hours Procedure

Not applicable.

Owner Officer Contact Details

Unit Manager, Food Hygiene/Health and Safety
3rd Floor,
Central Offices,
Kendray Street,
Barnsley,
S70 2TN.

Additional Notes

Frequently Asked Questions

Toilets and washing facilities

Q What are the minimum numbers for toilet and washing facilities for employees?

A Table 1 shows the minimum number of water closets and washing stations that must be provided. The number of people at work shown in column 1 refers to the maximum number likely to be on the premises at any one time. Where separate sanitary accommodation is provided for various groups of workers such as men, women, office or manual workers you must use a separate calculation from the table to make sure you provide enough facilities for each group. You may need to increase the numbers if breaks are taken at specific times to allow staff to use the facilities immediately.

Table 1

Where the facilities are used only by men you may follow the numbers shown in table 2

Table 2

Numbers in excess of 100:

You must provide 1 extra WC for every 25 people, or fraction of 25, over 100. Where the facilities are used only by men you need only provide 1 WC per 50, or fraction of 50 as long as you are providing at least an equal number of extra urinals.

Provisions for particularly dirty tasks:

If your employees' activities result in heavy soiling of hands, faces, arms you must increase the number of wash stations to 1 for every 10 employees at work up to 50 and an additional one per 20 or fraction of 20.

Shared facilities Employees / public:

Where you are providing facilities for the employees and the public is sharing them you must increase the numbers to make sure your staff can use them immediately.

Male / female facilities:

Separate toilets should be provided for men and women where possible. Where it is not possible to do this and men and women have to use the same toilets they must be in a separate room and the door must be capable of being locked from the inside.

Location of toilets:

The toilets you provide for your employees should be in the workplace where possible. If they are not actually in the building they must be as close as possible to it.

Where your employees use the facilities of other employers or owners of the building they should still meet the requirements of this code and should be available at all times when people are at work.

It is not suitable for employees to have to use public toilets unless no other arrangement can be made.

Disabled workers:

Special provisions must be made to allow any worker who has a disability to use the facilities or you should provide separate facilities suitable for them to use.

Public toilets:

You do not have to provide toilets for the public as a requirement of the Workplace (Health, Safety & Welfare) Regulations 1992. Where premises are licensed for the sale of alcohol or in some other cases you may be required to provide public toilets.

Q Where must washing facilities be located?

A They must be in easily accessible places and will not be judged suitable unless they are:

• In the immediate vicinity of every sanitary convenience whether or not they are provided in other places as well e.g. kitchens / food preparation areas.
• Provided in the vicinity of all changing rooms

Hot and cold water:

Washing facilities are not suitable unless they are provided with a supply of hot and cold, or warm, water. Wherever possible the water must be running

Size of wash stations:

Wash basins should be large enough to allow people to wash hands, face and forearms effectively.
Where the work is particularly strenuous, dirty or results in contamination of the skin by harmful / offensive material baths or showers must be provided.

Temperature

Q What is the law regarding the temperature in the workplace?

A The law gives guidelines about temperature in the workplace these are:

• Where the work does not involve strenuous physical effort 16 degrees C
• Where the work does involve strenuous physical effort 13 degrees C

These are only guidelines as the temperatures stated may not be comfortable for everybody

Q What if the workplace can not be heated to this temperature?

A Sometimes it is not possible to regulate the temperature so it is within the guidelines. This may be because it is a cold store, an outdoor activity or alternatively it may be a kitchen or bakery. Employers must make alternative arrangements in these cases to make sure employees are either kept warm or cool. This may involve allowing them suitable breaks to get warm or cool down, provision of cooling devices or systems e.g. air conditioning or fans or providing warm or cold drinks facilities.

Drinking water

Q Do I have to provide drinking water?

A You must provide a suitable supply of drinking water for all people at work. It is only suitable if is obtained from a tap connected to the public or private water mains.

Water quality:

If the water is obtained from a cistern it must comply with the water Bylaws and be covered, kept clean, disinfected and tested as necessary.

Water in refillable containers:

Water in refillable containers must only be used as a last resort and then the containers must be refilled daily and kept suitably enclosed to prevent contamination.

Marking of drinking water supplies:

Drinking water supplies must be suitably marked. This is particularly important where they are close to water that is not suitable for drinking.

Drinking water installations:

Drinking water taps must not be installed where they can become contaminated by chemicals or other offensive hazardous material. Where possible they should not be installed in sanitary conveniences.

Drinking fountains / drinking vessels:

If the water is not provided by a drinking fountain you must provide a supply of cups or beakers. If you are not supplying disposable cups then you must also provide a place to wash drinking vessels.

Related Links:

• Health and Safety Executive
• HSE Books