DG Legal
36 Contributions by DG Legal
PRECEDENTS
This Precedent
Use this template to catalogue all ICT resources, together with any related maintenance or upgrade requirements and/or costs that are scheduled or expected within a particular financial year. Please click to download an Excel version of this Schedule here now.
Resource entry
Maintenance costs (£)
Upgrade required? (Yes/No)
Upgrade cost (£)
Other expenses (eg lost fee-earning time during implementation and/or training) (£)
Cost–benefit review (is it viable?) (Yes/No/N/A)
Target date (eg Quarter 2)
Total overall cost (£)...
Practice Compliance
PRECEDENTS
This Precedent
can serve to log the names and contact particulars of all staff members holding key roles in effectively providing and operationally supporting your organisation’s information and communications technology (ICT) assets.
Click to access an Excel version of this Precedent.
Name/company
Contact number
Email address
Additional information...
Practice Compliance
PRECEDENTS
1 General
Meeting date
Chair
Attendees (names and roles)
Apologies
2 Minutes
AnnouncementsRecorded: The following notices were delivered by [ name ]: [ insert detail ]
Previous meeting on [ date ]Recorded: The matters below emerged from the minutes of the prior health and safety consultation held on [ date ]: [ insert detail ]
MinutesRecorded: The minutes for the meeting dated [ date ] were agreed...
Practice Management
PRECEDENTS
First aid box (workplace)
Our workplace first aid box includes:
First aid guidance leaflet [One]
Contents list [One]
Assorted sterile plasters (each individually wrapped) [Twenty]
Medium unmedicated sterile wound dressings (individually wrapped) [Six]
Large unmedicated sterile wound dressings (individually wrapped) [Two]
Triangular bandages (individually wrapped, preferably sterile) [Four]
Safety pins [Six]
Sterile eye pad dressings [Two]
Disposable gloves [Three pairs]
Moist cleansing wipes (individually wrapped, alcohol free) [Insert number]
Roll of adhesive tape [Insert number]
Specific finger dressings [Insert number]
Burn dressings [Insert number]
Foil blanket [One]
Eye wash [Insert number]
Shears [One pair]
Resuscitation face shield [One]
Insert other [Insert number]
Insert other [Insert number]
First aid kit (travel)
We keep compact travel first aid kits for colleagues who often work away from their usual base. Each kit
Practice Management
PRECEDENTS
Click to access an Excel copy of this first aid needs assessment Precedent.
Introduction
This document explains which aspects of our working practices have been reviewed, along with the hazards and risks considered, in respect of first aid provision. In Section A we summarise our organisational makeup and the principal first aid topics. Section B sets out the risks identified and the arrangements and controls we will put in place to manage and contain those risks. As a result of this assessment, our present first aid requirements have been determined and these are recorded in Section C.
Responsibility
The individual with overall responsibility for this assessment is [ insert name ]. Other persons with delegated first aid duties are:
Name – Role
[ Insert name ] – [ Insert details, e.g. first aider for ground floor ]
[ Insert name ] – [ Insert
Practice Management
PRECEDENTS
Kindly complete this questionnaire by selecting the relevant boxes and adding extra details where appropriate.
If you need further guidance or help to complete this questionnaire, please contact [ insert name and contact details ].
Name [ Insert name ]
Role [ Insert role ]
Department [ Insert department ]
Date completed [ Insert date ]
Question Answer Comments
Please use this space to record any additional comments to clarify your response or highlight any specific issues you would like us to address
Are you aware of whom to report any health and safety incidents to? ☐ Yes ☐ No ☐ Unsure [ Additional comments to be inserted here ]
Do you know the name of the nominated first aider(s)?...
Practice Management
PRECEDENTS
Inspection or testing of what?
Please tap for the Excel edition of this schedule...
Practice Management
PRECEDENTS
1 General Report
Report prepared by: [ Insert name ]
Job title of the person preparing the report: [ Insert role ]
Report date: [ Insert date ]
2 Persons involved
Name of the injured person(s) (or anyone whose health and safety was affected): [ Insert ]
Job position/role of the person(s) (if employed): [ Insert ]
Status of the person(s) (if not a person at work, e.g., client/customer, visitor, etc): [ Insert ]
Gender of the person(s): [ Insert ]
Age of the person(s): [ Insert ]
Address of the injured person(s): [ Insert ]
Telephone number of the injured person(s): [ Insert ]
Name(s) of any witnesses to the incident: [ Insert ]
Address of any witnesses: [ Insert ]
Telephone number of any witnesses: [ Insert ]
Was the affected person a lone worker?
...
Practice Management
PRECEDENTS
1 About you
Name [ Insert name ]
Role [ Insert role ]
Address [ Insert address ]
Contact telephone number(s) Please supply both landline and mobile numbers where available [ Insert contact telephone numbers ]
Date form completed [ Insert date ]
2 Assessment
Please respond ‘yes’ or ‘no’ to each question below. Do not worry if you are unable to say ‘yes’ in every instance—it is vital you reply truthfully, as this enables us to make sure you receive full support. [ Insert name of organisation ] will draw on your responses to carry out a risk assessment. As part of this process, we will decide whether to provide any further support or equipment, or determine if other measures should be implemented. [ Insert name of organisation ] may need to get in touch to explore your answers in more
Practice Management
PRECEDENTS
Key information
Information Details
Name of organisation [ Insert details ]
Name of role holder [ Insert details ]
Reports to [ Insert details ]
Role type [ Insert, eg full-time/part-time/contractor ]
If a contractor role, length of contract [ Insert details ]
Primary location [ Insert details ]
Remote/hybrid/office-based? [ Insert details ]
Date role commenced [ Insert details ]
Length of probation period [ Insert details ]
End of probation review date [ Insert details ]
Role summary
This position is responsible for managing day-to-day adherence to our health and safety policies and procedures across the organisation...
Practice Management
PRECEDENTS
1 Persons involved
Name of person needing first aid [ Enter name of injured person ]
Job title/role (if employed)
Status (if not a worker, e.g. client/customer/visitor)
Injured person’s address
2 About the accident
Date and time of incident
Exact location (room/area) and site address
Summary of events (if known) [ Describe how the accident happened, if known ]
Witnesses [ List witness name(s) and address(es) ]
3 About the injury
Injury description [ Insert details of the injury ]
Affected body part(s)
Severity: minor/moderate/severe/severe requiring hospital treatment
First aid provided and first aider’s name
Taken to hospital? Yes/No
Hospital details; if No, next destination (e.g. home/back to work)
Reportable to the Health and Safety Executive? Yes/No/Not known
If Yes, date referred to the organisation’s Health and Safety manager/representative(s)/officer(s)
4 Person completing this record
I confirm this record is as complete as possible and, where relevant, the incident has been reported to the organisation’s Health and Safety
Practice Management
PRECEDENTS
Note 1
For advice see Practice Note: How to conduct a first aid needs assessment. Also consult Precedent: First aid needs assessment...
Practice Management
PRECEDENTS
A: General information
Review date [ Insert date of review ]
Reviewer(s) [ Insert name ]
B: Review and findings
Have you examined your first aid needs assessment? Yes/No
If not, outline any required amendments and ensure an action is logged in section C below to update your health and safety policy accordingly
Has this review identified any remedial measures or other steps required to control or mitigate any risks?...
Practice Management
PRECEDENTS
Name of organisation
[ enter organisation name ]
Name of post holder
Line manager
Employment type (full-time/part-time/contractor)
If a contractor, contract length
Primary location
Remote/hybrid/office-based?...
Practice Management
PRECEDENTS
Working environment
Ventilation — Is the area supplied with adequate fresh or purified air? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Ambient temperature — Is the workspace at a reasonable, comfortable temperature? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Cleanliness — Is the area clean to a suitable standard? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Sufficient space — Is there ample floor area, height and free space for health, safety and welfare, with room to change position and move around? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Noise — Are sound levels comfortable? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Obstructions — Are floors and traffic routes clear of obstruction? Compliant? Yes/No/Not applicable. Required action: [Note any actions needed]
Windows — Can windows be opened and
Practice Management
31 Contributions by DG Legal Experts
PRACTICE NOTES
This Practice Note outlines what a business continuity plan (BCP) involves, considers the requirements of industry standards concerning BCPs, and offers guidance on developing a BCP, including a Business Impact Analysis (BIA).
What is a BCP?
A BCP is a written plan describing how the organisation will handle an adverse incident that could jeopardise the continuation of its operations.
Purpose of the BCP
The BCP is a vital component of the overall risk management framework for any organisation. It helps ensure the business can withstand a critical incident and that the organisation can meet its obligations to clients or customers, regulators and other stakeholders. The BCP pinpoints potential risks and/or disruptions to the business and records the organisation’s systems or procedures to:
minimise the threat of harm to the business
respond to a business interruption
recover from a business interruption
BCP v disaster recovery plan
Although sometimes used as if they are the same, a BCP
Practice Compliance
PRACTICE NOTES
This Practice Note outlines regulatory duties concerning the use and care of visual display screen equipment. For details on other regulatory requirements linked to managing health and safety in the workplace, see Practice Note: Health and safety in the workplace—regulatory requirements...
What is display screen equipment?
Display screen equipment (DSE) is the commonly used term for devices featuring an alphanumeric or graphic screen, and covers conventional display screens and laptops, touch-screens and similar technologies.
There are particular risks associated with prolonged DSE use and, in some situations, organisations must implement specific measures.
DSE requirements apply whenever workers are using DSE, including when:
working at a fixed workstation
working remotely/mobile working
hot-desking
Where staff use DSE both in the office and away from it, for example when working from home, the requirements will apply in both
Practice Management
PRACTICE NOTES
This Practice Note offers guidance for commercial organisations on composing and rolling out a health and safety policy. It highlights key considerations and points to tools that may assist. It also explains the benefit of having a policy document that both states the overarching commitment to health and safety and sets out the organisation’s aims and targets. This Practice Note focuses on health and safety obligations in an office-based setting. Sector- or workplace-specific duties may arise in other environments. For detail on regulatory requirements tied to implementing a health and safety policy, see Practice Note: Health and safety policy—regulatory requirements.
What is a health and safety policy?
A health and safety policy is a statement of the organisation’s principles and aims for protecting staff and visitors. It should usually be distinguished from a health and safety plan, which develops and records the concrete measures and
Practice Management
PRACTICE NOTES
You are obliged to take steps to reduce the likelihood of fire at work and to protect your staff should a fire occur. There are no fixed rules on the level of fire safety measures you must adopt: small organisations might only require basic provision, whereas larger businesses or those with distinct fire hazards may need greater resources. To determine what is adequate and proportionate for your activities, you must perform a suitable and sufficient review of the risks—a fire risk assessment. This Practice Note provides guidance and information on conducting a fire risk assessment. It focuses on fire safety within office-based, non-residential workplaces. Other industry or premises-specific requirements may apply in different settings, particularly in relation to residential and domestic buildings, including flats and multi-storey residential properties. Regulatory requirements concerning fire safety in residential and domestic premises are outside the scope of this
Practice Management
PRACTICE NOTES
Putting a carefully designed and accessible health and safety framework in place helps an organisation oversee these matters effectively and efficiently. An organisation should therefore:
set out its core principles and aims for protecting the health and safety of its key stakeholders, ie what it intends to achieve (see subtopic: Health and safety policy)
identify key members of staff and obtain their input
carry out a risk assessment (see Practice Note: How to conduct a health and safety risk assessment)
develop an action plan explaining what the organisation needs and why
implement the plan, and
review the plan
This Practice Note explains how to design, implement and review a plan to manage health and safety, and control related risks in an office-based workplace. Other
Practice Management
PRACTICE NOTES
You are responsible for taking steps to reduce workplace fire hazards and to protect staff should a fire occur, minimising risk and safeguarding employees. There is no single, prescriptive set of rules dictating the exact fire safety measures you must adopt. Smaller organisations might require only basic arrangements, whereas larger organisations or those facing specific fire risks may need greater provision and additional resources. This Practice Note offers practical guidance and information on arranging, managing and maintaining fire safety in the workplace. Its scope is office-based, non-residential settings. It addresses fire safety in that workplace context only. Distinct, industry or premises-specific obligations may apply elsewhere, notably in residential and domestic properties, such as flats and multi-storey residential buildings. Regulatory requirements concerning fire safety in residential and domestic premises fall outside this Practice Note, as do building regulations requirements relating to fire safety. For
Practice Management
PRACTICE NOTES
An organisation has an obligation to manage health and safety risks across its workplace in an effective, efficient manner. This Practice Note offers guidance on organising and securing health and safety at work. It addresses the requirements for office-based workplaces. Different working environments may attract additional, sector- or workplace-specific requirements. For information about regulatory requirements relevant to workplace safety, see Practice Note: Health and safety in the workplace—regulatory requirements.
What are the organisation’s workplaces?
The organisation’s own premises, including office space and any other areas from which it delivers its services.
Other locations from which it provides services or goods, such as outreach or voluntary centres.
Shared workspaces with other businesses; for example, serviced offices with communal reception, toilet and kitchen areas. In such circumstances, some communal protection measures may already be in place and/or the
Practice Management
PRACTICE NOTES
This Practice Note sets out guidance on investigating, managing and reporting health and safety incidents within an office-based workplace. Different sectors or workplaces may have their own specific requirements in other settings.
Dealing with incidents
Employers, and anyone with control of work premises, must keep records and report specified events, including serious injuries, fatalities, cases of disease, or dangerous occurrences. For details of the regulatory obligations relating to health and safety incidents, see Practice Note: Dealing with health and safety incidents—regulatory requirements.
Key staff members
Ensure the individual (or designated team) with overall responsibility for health and safety has sufficient seniority to direct the assessment and management process when an incident arises and to supervise any actions implemented—see Practice Note: Dealing with health and safety incidents—regulatory requirements.
According to the organisation’s size and the nature of its activities, additional personnel may need to be appointed to help the
Practice Management
PRACTICE NOTES
This Practice Note sets out the regulatory obligations for health and safety incidents, including duties to report injuries, diseases and other hazardous events. It addresses incident requirements for office-based workplaces. Different sectors or work settings may have additional, specific rules. For practical guidance on investigating, managing and reporting incidents, see Practice Note: How to manage health and safety incidents.
Procedures
Under the Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), organisations employing staff must:
Put in place, and where needed activate, suitable procedures to be followed where there is serious and imminent danger to people at work
Nominate a sufficient number of competent persons to carry out any evacuation procedures
Ensure employees do not enter any workplace area where access is restricted on health and safety grounds unless they have received adequate health and safety
Practice Management
PRACTICE NOTES
The illustration outlines principal steps for evaluating health and safety risks and developing a health and safety plan. It covers health and safety obligations in an office setting. Alternative sector or workplace-specific duties could be relevant in other types of workplaces.
Note 1:
Engage with employees or their chosen representatives to obtain views on health and safety issues—see Precedents: Health and safety employee consultation meeting agenda and Health and safety...
Practice Management
PRACTICE NOTES
Health and Safety at
This table sets out an overview of the principal legislation relevant to health and safety in an office-based environment. Additional sector- or workplace-specific obligations may apply in other working contexts. The table shows how these requirements apply according to the organisation’s nature and size.
Organisation trading as a sole practice, partnership or LLP (5+ employees)
Organisation trading as a sole practice, partnership or LLP (fewer than 5 employees)
Organisation trading as a sole practice, partnership or LLP (no employees)
Organisation operating as a limited company (5+ employees)
Organisation operating as a limited company (fewer than 5 employees)
Organisation operating as a limited company (no employees)
Organisation where employees are represented by a trade union...
Practice Management
PRACTICE NOTES
A clear, accessible health and safety framework helps an organisation manage it effectively and efficiently. Certain aspects, such as assessing and controlling risks in the workplace, are required by law. An organisation should therefore:
define its overarching principles and aims for ensuring the health and safety of key stakeholders—what it seeks to achieve (see subtopic: Health and safety policy)
pinpoint key personnel and secure their input
carry out a risk assessment
develop a justified action plan explaining what the organisation needs and why (see Practice Note: How to formulate a health and safety plan)
put the plan into practice
review the plan
This Practice Note outlines how to conduct a health and safety risk assessment in an office-based setting. Other sector- or workplace-specific matters may arise in different environments. For details of regulatory
Practice Management
PRACTICE NOTES
This Practice Note outlines regulatory obligations concerning health and safety, with particular emphasis on assessment and planning. It addresses health and safety requirements in an office-based workplace. Different industry or workplace-specific obligations may apply in other working environments. For guidance on undertaking a health and safety assessment and preparing a plan, see Practice Notes: How to conduct a health and safety risk assessment and How to formulate a health and safety plan.
What are health and safety assessments and plans?
A health and safety assessment is the process by which an organisation determines the risks to health and safety within its workplace and the measures adopted to mitigate, transfer, avoid or reduce those risks. The assessment may be documented. A health and safety plan is a document that sets out the means by which an organisation will implement its health and safety
Practice Management
PRACTICE NOTES
This Practice Note addresses regulatory duties for workplace health and safety, including safe work equipment and manual handling. The framework derives from multiple sources; see our Health and safety—key legislation table for an overview. It focuses on office-based environments; other sectors may have additional, context-specific rules. For requirements on visual display screen equipment, consult the Practice Note: Display screen equipment—regulatory requirements. For practical guidance on running and assuring health and safety, see Practice Note: How to manage health and safety in the workplace. For detailed manual handling duties, refer to the subtopic: Manual handling.
Legislative requirements
Multiple pieces of legislation apply to health and safety in the workplace.
Health and Safety at Work etc Act 1974
The Health and Safety at Work etc Act 1974 (HSWA 1974) is the principal statute governing occupational health and safety. In short, employers have a duty to secure, so far as is
Practice Management
PRACTICE NOTES
This Practice Note outlines the regulatory requirements that relate to fire safety within the workplace environment. It focuses specifically on an office-based, non-residential workplace context. Other sector- or premises-specific rules may apply in different contexts and environments, particularly for residential and domestic buildings, such as flats and multi-storey residential properties. Requirements for fire safety in residential and domestic premises, and building regulations relating to fire safety, are expressly outside the scope of this Practice Note. For practical information about managing fire safety in an office-based workplace, see Practice Note: How to manage fire safety in the workplace.
Legislative requirements
There are several statutory obligations concerning workplace fire safety, including the following areas:
what constitutes a workplace
who is a ‘responsible person’
general fire precautions, for example:
recognition and control of fire risks
Practice Management
PRACTICE NOTES
This Practice Note outlines the regulatory duties for first aid in an office environment, covering the need for stocked first aid boxes, trained first aiders and suitable first aid rooms. For practical advice on running first aid at work, see Practice Notes: How to conduct a first aid needs assessment and How to manage first aid in the workplace.
What is first aid?
The term ‘first aid’ covers both situations where preventative assistance or care is needed from doctors or nurses, and the management of minor injuries by people without medical qualifications.
Legislative requirements
There are several legislative duties relating to first aid at work, including:
the provision of first aid
first aiders
first aid room
first aid box/kit
informing staff
members of the public
signs and signals
giving or administering drugs or medication
The Health and Safety Executive (HSE) is the national independent regulator for workplace health and safety and first aid matters, playing a key part in
Practice Management
PRACTICE NOTES
You are not obliged to keep a first aid box or kit, yet it is widely regarded as sound practice and the basic measure every organisation ought to adopt. The British Standard BS 8599 (BS 8599) sets out guidance on the items that workplace first aid kits should contain. Possessing a kit that conforms to this standard is not compulsory, though you may judge that your circumstances warrant meeting or even surpassing the BS 8599 contents. At minimum, it offers a helpful benchmark for judging the suitability of your kit’s stock. Regardless of whether you follow BS 8599, the contents must be customised to the particular requirements of your organisation, as indicated by the results of your first aid needs assessment—see Precedent: First aid needs assessment and Practice Note: How to conduct a first aid needs assessment. This Practice Note outlines the
Practice Management
PRACTICE NOTES
You have a duty to supply suitable and sufficient equipment, facilities and competent personnel so employees receive immediate attention if they are hurt or become unwell in the workplace.
There is no fixed rulebook setting out the precise first aid arrangements you must implement; requirements vary with context. What you establish should be suited to your organisation's circumstances.
Smaller organisations may only need the minimum first aid provision, while larger organisations, or those with specific first aid risks, often require additional resources and coverage. Consequently, provision should increase where risks or scale dictate.
This Practice Note explains how to manage and secure effective first aid provision across your workplace. For material on the regulatory requirements relating to first aid, see Practice Note: First aid in the workplace—regulatory requirements.
First aid needs assessment
You should already have completed a first aid needs
Practice Management
PRACTICE NOTES
You are responsible for supplying suitable and sufficient equipment, facilities and personnel so employees can receive prompt attention if they are hurt or fall ill at work. What counts as suitable and sufficient will vary according to several factors, such as the scale and nature of your undertaking. To determine what is right for your operations, you should carry out a first aid needs assessment. This Practice Note sets out guidance on performing such an assessment. For details of the regulatory obligations that apply to first aid, see Practice Note: First aid in the workplace—regulatory requirements.
Key staff members
Ensure the individual (or team) with overall responsibility for evaluating first aid needs holds enough seniority to lead the process and supervise any actions implemented. You should also think about how to properly involve all staff in discussing and agreeing the key elements of the
Practice Management
PRACTICE NOTES
This Practice Note outlines compliance and regulatory obligations linked to health and safety, with a focus on the need for a written health and safety policy. It addresses health and safety requirements in an office-based working environment. Different sectors or workplace-specific contexts may have additional obligations in other settings. For guidance on drafting a health and safety policy, see Practice Note: How to formulate a health and safety policy.
What is a health and safety policy?
A health and safety policy is a written statement describing the organisation’s principles and aims for protecting the health and safety of employees and visitors.
Regulatory requirements
Health and Safety at Work etc Act 1974
The Health and Safety at Work etc Act 1974 (HSWA 1974) is the core statute governing occupational health and safety. In essence, employers must, so far as is reasonably practicable, secure the health, safety and welfare of their
Practice Management
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