Elmbridge

Elmbridge u3a Health and Safety Policy

Version 1.1

Purpose

Elmbridge u3a aims to provide and maintain safe and healthy conditions and environments for all members including during the meeting of u3a groups, monthly meetings and at events. Elmbridge u3a will strive to ensure that reasonable care has been taken to avoid harming others and that participants are aware of the risks. It should not be confused with safeguarding (see Safeguarding Policy on our website). Where safeguarding is about protecting an adult’s right to live in safety, free from abuse and neglect, health and safety is about minimising or removing the risk of accidents and injuries. 

Insurance 

Elmbridge u3a is covered by the insurance provided by The Third Age Trust. Further details about the insurance cover can be accessed on our website . If any activities are being considered and Elmbridge u3a is unsure if they are covered, the u3a Office will be contacted for further advice. The Third Age Trust provides third party liability insurance. However, extreme sports and high hazard activities may not covered. Please check before running an activity. 

Risk management

Elmbridge u3a will ensure the Committee, Group Leaders or those responsible for a meeting or event complete a risk assessment and/or follow best practice guidance provided by the committee. Elmbridge u3a is aware that some venues used for meetings/events may already have their own risk assessment; these should be reviewed and where mitigations identified, ensure they are actioned. For example, a venue may state that no more than 5 chairs should be stacked together and/or nothing placed in the way of fire escapes. Where relevant, clear instructions and guidance should be provided to anyone who requires it. If further information and guidance is required, contact a Committee member. 

Responding to accidents/incidents and dealing with emergencies

In the event of an incident/accident the Chair of Elmbridge u3a should be informed as soon as appropriate. Where a u3a member is involved in an accident or incident whilst taking part in a u3a event, those who witnessed the event and were involved must complete an incident report (template available to download from the Policy Information page of our website. This must be completed and shared with those who need to have access to it, including the Committee Chair, and kept on file. It will also need to be shared with the insurers in the event of an insurance claim. 

Lone volunteering 

There may be occasions where u3a members may be carrying out activities for Elmbridge u3a on their own. For example, opening a venue for a meeting, setting up for a meeting etc. Where this occurs the u3a member should ensure someone else knows where they are and when they should be expected back. The u3a member should also know who to contact in the event of an incident or accident and ensure they have, for example, their mobile phone with them and avoid activities at height e.g. using a ladder.

Manual handling

All u3a members should think about manual handling in advance to avoid injury to themselves and others. Members should not carry out any manual handling tasks if they are not able to manage them and should ask for help from other u3a members. 

Venues

Where Elmbridge u3a uses external venues who have their own policies and procedures and risk assessments, Elmbridge u3a will ensure these are followed. This will include making sure all u3a members in attendance are aware of what to do in the event of a fire alarm/evacuation. If Elmbridge u3a is hosting an open day this will also include ensuring those who are not u3a members are also informed. 

Dogs

Ultimately allowing dogs (including assistance dogs) to attend walks or other u3a events is a decision for the Committee. If dogs are attending u3a activities, then risk assessments should reflect that and that any identified risks have been mitigated. Group Leaders need to be happy that dogs are well behaved and suitably under their owner's control. The u3a insurance does not cover any damage etc. that may be caused by dogs.

Risk management templates

Templates can be found in the Risk Management Templates document on the Policy Information page of our website.  These include:

  • Meetings in Members’ Homes’
  • Outdoor Sports
  • Cycling
  • DayTrips/Outings
  • Walks and Rambling
  • Third Party Venues
  • Pickleball Xcel
  • Pickleball St Peter’s Hall
  • Table Tennis

For meetings held in Group Leader (or group member) homes, risk mitigation advice is included in the Group Leaders’ Roles and Responsibilities document (available on the Information for Group Leaders age of our website).

 Health and Safety Policy Elmbridge u3a
Version Description of changes Date of ChangeReview Date
1.0 Original version 21/07/202521/07/2026
1.1Table Tennis added to list of Templates06/04/202621/07/2027