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Health and Safety Policy

Let's Go Learning – Online Alternative Provision
Review Date: September 2026

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1. Policy Statement

Let's Go Learning is committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all employees, learners, contractors, visitors and stakeholders.

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We recognise our duties under:

  • Health and Safety at Work etc. Act 1974

  • Management of Health and Safety at Work Regulations 1999
     

As an online alternative provision supporting SEND learners, we recognise that health and safety responsibilities extend to remote working environments and online service delivery.

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2. Statement of Organisation

Management Committee

  • Holds ultimate responsibility for health and safety governance.

  • Ensures adequate resources are allocated.
     

Director

  • Responsible for day-to-day implementation.

  • Ensures compliance with legislation.

  • Reviews risk assessments.
     

Health & Safety Lead

  • Oversees risk assessment processes.

  • Maintains incident records.

  • Coordinates training.

  • Liaises with external H&S advisor.
     

Staff and Tutors including remote staff

  • Follow H&S procedures.

  • Conduct session-level risk awareness.

  • Report hazards, incidents, or concerns.
     

Contractors

  • Must comply with Let's Go Learning’s H&S requirements.
     

 

3. Competent Health & Safety Advice

Let's Go Learning obtains competent health and safety advice from an external H&S consultancy.

The appointed advisor supports policy review, risk management, and compliance with current legislation.

 

4. Arrangements for Managing Health & Safety

As an online provision, key arrangements include:

  • Remote working risk assessments

  • Lone working procedures

  • Online session safeguarding protocols

  • Stress and wellbeing monitoring

  • Data and cyber security measures

  • Emergency response procedures

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5. Risk Assessment Procedures

Risk assessments are undertaken to evaluate potential hazards within contracted services.

Risk assessments will:

  • Be completed prior to new activities or services.

  • Be reviewed annually or following significant change.

  • Be reviewed after any serious incident.

  • Identify hazards, level of risk, control measures, and responsible persons.

  • Be recorded and stored securely.
     

Types of risk assessments may include:

  • Remote teaching delivery

  • Learner behavioural risk

  • Lone working

  • SEND-related adjustments

  • Technology and cybersecurity risks

  • Workplace/home working environment

  • Visits (if applicable)
     

Evidence of risk assessments will be available during monitoring visits.

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6. Reporting Procedures

All accidents, incidents and near misses must be reported immediately to the Health & Safety Lead.

The procedure includes:

  1. Immediate notification to line manager.

  2. Completion of incident report form.

  3. Investigation by Health & Safety Lead.

  4. Escalation to Director where necessary.

  5. Reporting to external authorities where required (including RIDDOR where applicable).
     

Records are maintained securely and reviewed regularly.

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7. Emergency Procedures

Clear emergency procedures are in place for:

  • Safeguarding emergencies during online sessions

  • IT system failure

Staff are trained in relevant procedures.

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8. Monitoring and Review

Health and safety arrangements are monitored through:

  • Termly incident review

  • Annual policy review

  • Trustee oversight

  • Risk register monitoring

  • Staff feedback

  • External H&S advice review

 

9. Online Delivery Health & Safety Arrangements

As an online alternative provision, Let’s Go Learning recognises that traditional site-based health and safety controls do not apply in the same way.

Where this is the case, equivalent digital and procedural safeguards are implemented.

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9.1 Non-Applicable Areas

The following areas are not applicable to Let’s Go Learning’s core delivery model:

  • On-site first aid provision

  • Physical site access controls

  • Fire safety management for learner environments

  • Physical equipment safety checks within learner homes

Responsibility for these areas remains with:

  • Parents/carers

  • Schools or commissioning bodies (where applicable)

9.2 Online Health & Safety Controls

To ensure safe delivery in an online environment, Let’s Go Learning implements the following controls:

  • Use of approved, secure online platforms only

  • Professional staff accounts (no personal accounts permitted)

  • Live supervision of all sessions by trained tutors

  • Clear expectations for learner behaviour and engagement

  • Monitoring of chat, audio, and interactions during sessions

  • Safeguarding procedures embedded within all sessions

  • Recording and documentation of session activity where appropriate

9.3 Online Risk Assessments

Specific risk assessments are conducted for:

a) Online Platforms

  • Platform security and privacy settings

  • Communication controls (chat, video, screen sharing)

  • Risk of inappropriate contact or misuse

b) Staff Remote Working

  • Safe home working environments

  • Lone working risks

  • IT and data security

  • Staff wellbeing and workload

c) Learners’ Home Environments (Safeguarding Lens)

Let’s Go Learning does not control learner home environments. However:

  • Safeguarding risks are assessed on a case-by-case basis

  • Tutors remain alert to welfare concerns during sessions

  • Concerns are reported in line with safeguarding procedures

  • Risk assessments may be completed for vulnerable learners or those with SEND

9.4 Incident Reporting in Online Sessions

Incidents occurring during online delivery are managed as follows:

  • Tutors identify and respond to incidents in real time where safe to do so

  • Incidents are reported immediately via:

    • Line manager or safeguarding routes (depending on nature)

    • Completion of an incident report form

  • Safeguarding concerns are escalated in line with Safeguarding Policy

  • All incidents are logged and reviewed by the Health & Safety Lead

Examples of online incidents include:

  • Safeguarding concerns

  • Inappropriate behaviour

  • Technical failures impacting safety or delivery

  • Learner distress or welfare concerns

9.5 Monitoring and Review of Online Safety

Online health and safety is monitored through:

  • Session observations

  • Incident logs and reviews

  • Feedback from learners and staff

  • QA and safeguarding reviews

Adjustments are made where risks or patterns are identified.

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Risk Assessment Procedure

Let's Go Learning – Online Alternative Provision

1. Purpose

This procedure outlines how Let's Go Learning identifies, evaluates, controls and monitors risks associated with its contracted services, including remote and online delivery.

2. Scope

Applies to:

  • All staff and remote tutors

  • All educational and support activities

  • Online delivery and remote working

3. Responsibilities

Director

  • Ensures risk assessment systems are implemented.

  • Reviews high-level or significant risks.

Health & Safety Lead

  • Oversees risk assessment completion.

  • Maintains central risk register.

  • Reviews assessments annually.

Staff

  • Conduct activity-level risk assessments.

  • Report hazards immediately.

 

4. When Risk Assessments Must Be Completed

Risk assessments will be undertaken:

  • Before new activities or services commence

  • When a learner with complex SEND needs is placed

  • Following significant change

  • After serious incident or near miss

  • At least annually
     

 

5. Risk Assessment Process

Step 1 – Identify Hazards
Step 2 – Identify Who May Be Harmed
Step 3 – Evaluate Level of Risk (Low / Medium / High)
Step 4 – Implement Control Measures
Step 5 – Record Findings
Step 6 – Review Regularly​

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6. Types of Risk Assessments Used

  • Online session delivery

  • Behavioural risk (individual learners)

  • Lone working

  • Remote working/home working

  • DSE assessments

  • Cybersecurity risks

  • Safeguarding risk

  • Educational visits (if applicable)
     

All assessments are recorded and stored securely and are available for monitoring visits.

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Lone Working Policy

Let's Go Learning – Online Provision

1. Definition

Lone working occurs when staff work remotely without direct supervision or immediate support.

This applies to:

  • Remote tutors delivering 1:1 sessions

  • Staff working from home

  • Staff conducting online sessions outside core hours

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2. Legal Framework

This policy operates in line with:

  • Health and Safety at Work etc. Act 1974

  • Management of Health and Safety at Work Regulations 1999

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3. Risks Identified

  • Safeguarding allegations

  • Managing distressed SEND learners

  • IT failure during session

  • Stress and isolation

  • Emergency situations during session

 

4. Control Measures

  • Approved platforms only

  • Professional accounts only

  • Clear session logging

  • Escalation contact available during sessions

  • Incident reporting procedure

  • Safeguarding training

  • Wellbeing check-ins for staff

No staff member should deliver sessions via personal social media or unapproved platforms.

 

5. Reporting

Any incident during lone working must be:

  1. Reported immediately to line manager or DSL

  2. Recorded using incident form

  3. Reviewed by Health & Safety Lead

 

 

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