How to Take Control of Health and Safety Management and Compliance
Are you worried that the health and safety management protocols of your school are lagging?
With so many little monsters running around, it can be hard to keep track of all of the health and safety risks, as well as all of the other incidents that occur. With kids being kids, there are more hazards in a playground than in most other places.
This is why it is essential that health and safety in schools is managed in a digital, streamlined format. But what exactly does this mean, and how is it possible?
The answer: school compliance management software.
In this article, we will explain how you can use this software to turn your health and safety policy into an advanced digital tool to easily monitor, mitigate, and respond to all health and safety issues around the school. Sounds easy, right? Well, that’s because it is!
There’s no time to wait when it comes to the health and safety of the little ones, so let’s get straight to it!
What Is School Compliance Management Software?
Health and safety at work is a big deal for all industries; but schools are a whole different ball game.
First of all, most of the people at a school need to be actively taken care of, unlike in an adult workplace. Young children have a peculiar habit of getting themselves into mischief!
For this reason, it’s essential that schools use health and safety management software that has been specifically designed for schools.
But what does it look like?
We will outline the basic functionalities of school compliance management software, and then we will go into detail for each. Here is the primary list of things that school compliance management software can do:
- Assign health and safety roles and responsibilities
- Create regular tasks to be carried out for health and safety compliance
- Report potential hazards
- Report incidents once they have occurred
- Provide eLearning for health and safety issues
- Digitise and make more accessible the school health and safety manual
- Provide real-time intelligence reports
Assigning Roles and Responsibilities
The iAM Compliant software has built-in tools to allocate roles and responsibilities.
Each staff member can be entered into the system and be allocated certain system roles. For example, teaching staff can be allocated the role of ‘reporter’. This allows them to be able to flag maintenance issues and raise incident reports onto the system, while also making sure that they don’t have access to premises management features.
Having a clear structure of roles makes it possible to keep track of the different parts of the system that your team can access, so that you can be assured that staff are only able to control the things that they are responsible for.
Creating Regular Tasks and Jobs
There are some tasks that need to be carried out on a regular basis for school health and safety compliance. Things like fire alarm tests, water temperature checks, and the annual servicing of boilers, plumbing, and electrics.
iAM Compliant populates your list of planned maintenance tasks for you based on the various assets that you have on your premises. When staff complete these tasks, they can also add notes and upload any relevant files or images. This creates a full record that can be referenced whenever necessary and allows you to track which tasks which people have done. No more filing of endless streams of paperwork!
It’s also possible for members of your site team to raise one-off jobs as and when they arise. For example, if in the completion of a planned task a fault is noticed, a job can be raised linked to the specific asset that had the fault.
Best of all, if you’re opted into receive the weekly digest, every Monday morning there will be an email waiting for you in your inbox with an outline of what needs to be done in that week.
So, when the kids are running in circles and hanging from the ceiling fans, everyone should still have a good idea of what needs to be done to keep things in order!
A core feature of the iAM Compliant software is the way it allows users to upload, organise, and review a whole range of incident and hazard reports.
There are so many different health and safety hazards that can be found in a school. A bannister might have broken and caused a falling hazard, or leaking pipes may have created a slipping hazard. These things come up on a day-to-day basis.
Because they are so frequent, it’s essential that they are logged and recorded. First and foremost, this is so that health and safety hazards can actually be dealt with.
Having a reporting system in place means that things can’t be put off or forgotten about. The iAM Compliant software can automatically notify key staff members, and then remedial one-off jobs can be created and tracked accordingly.
The other aspect of reporting is incident reporting. On occasion, kids will get themselves into some real pickles!
One of the best ways to stop this from happening is to report all incidents that have occurred so that any patterns will start to emerge. This way, procedures can be put in place to stop the same or similar things from happening again. By prompting action, reporting incidents enforces accountability.
Another essential reason for reporting incidents is that it demonstrates compliance. If you have a detailed record of all of the incidents that have occurred on school grounds, as well as the measures that have been taken in response, you can prove your school’s compliance if anything goes wrong in the future.
Incident reports can also raise general awareness of the types of hazards or issues emerging on the school premises. The iAM Compliant software program actively supports this through its safety bulletins feature.
Bulletins can be used for regular updates on health and safety matters, or to alert staff to any new issues. You can also request confirmation that they’ve acknowledged the message. You can choose that they be sent to all staff or just those staff with particular roles and responsibilities.
Documentation and Analysis
It’s not just about uploading an endless series of one-off reports onto the system. An essential aspect of the iAM Compliant software is that provides a way to analyse and organise information in a meaningful way.
The first thing you can do is to keep and update digital versions of your school health and safety manuals and policies, and it's also possible to create health and safety checklists for classrooms.
You can also perform electronic audits of all of the school’s assets and outstanding tasks.
Lastly, you can use the iAM Compliant system to create real-time intelligence reports that provide extensive data on every aspect of school health and safety. For example, these reports can help identify:
- Trends in non-compliance
- Trends in the number and types of reported incidents
- Trends in the occurrence of hazards
In other words, the iAM Compliant software not only allows you to deal with small things like individual tasks and incidents, but it also gives you access to the bigger picture.
When you have this information at your disposal, it allows you to implement necessary changes on a larger scale to improve policy, protocols, and compliance.
eLearning for Health and Safety Issues
Our health and safety management software comes with built-in training modules. This is an essential aspect of achieving compliance with the relevant government standards and protocols.
The eLibrary of training courses is always expanding, covering every aspect of health, safety, compliance, mental health, and more!
Importantly, our training modules are IOSH and CPD accredited. This means that when your staff complete different courses, they will receive formal certification for each. This accreditation will give them greater motivation to undertake the courses because they will be building up their qualifications.
From an institutional perspective, giving staff members accreditation for completed courses will not only ensure that they are better equipped to deal with health and safety issues, but also that all bases are covered in the event of an audit or incident.
It’s not just the kids that need to learn, the adults can too!
School Health and Safety Management Can’t Wait!
How do you take control of your school’s health and safety compliance issues?
Hopefully, you are now well aware of the answer: health and safety management and compliance software.
Schools can be hectic environments with energetic kids running every which way and so much happening at any one time. As anyone who has worked in a school can tell you, health and safety hazards crop up all the time amidst this confusion.
That’s why it’s essential that schools find ways to streamline their health and safety management processes. Doing so will lead to greater accountability, efficiency, and organisation.
Most importantly, streamlining school policies and practices through health and safety management software will lead to much higher levels of health and safety for students and staff alike.
So, are you ready to take control of your school’s health and safety management?
Get in contact with us today to discuss how exactly iAM Compliant software can help manage the policies of procedures at your school so that staff and kids can be safer, healthier, and happier!