HEALTH & SAFETY POLICY AND PROCEDURE

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Margaret Morris
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HEALTH & SAFETY POLICY AND PROCEDURE The Newmarket Group consists of: Statement Newmarket Holidays Study Experiences Sport Experiences Remembrance Travel for Schools Group escorted holidays and

1 HEALTH & SAFETY POLICY AND PROCEDURE The Newmarket Group consists of: Statement Newmarket Holidays Study Experiences Sport Experiences Remembrance Travel for Schools Group escorted holidays and events School and college educational travel division Student sport travel division Remembrance tours for schools and young people in conjunction with The Royal British Legion. All divisions are bonded with ABTA, AITO or the CAA via the ATOL Scheme (as appropriate), so that in the event of the failure of the tour operator, all customer payments can be refunded and any customers on tour can be repatriated. All divisions of the Newmarket Group adhere to the regulations laid down by the EU Package Holiday Regulations 1992 and takes guidance from the Health & Safety Executive HSG 65. All divisions of the Newmarket Group maintain adequate insurance protection in the form of Tour Operators liability insurance cover with a minimum indemnity of 5 million per claim. Additionally Study Experiences, Sport Experiences and Remembrance Travel for Schools are Assured Members of the School Travel Forum (STF) comply with the Association s Safety Management Standards as minimum standards in relation to the safety of their clients. Signed: Simon Hibbs Managing Director Date: 10 th February 2017 PUBLIC & PRODUCT LIABILITY INSURANCE The Newmarket Group is insured with Lloyds of London, Policy No. TOTA with limit of indemnity of 5,000,000. Renewal date 6 th February 2018

2 SAFETY MANAGEMENT SYSTEM (SMS) FOR CLIENTS Policy This is a formal policy document setting out how The Newmarket Group ensures that its clients health & safety objectives are met, managed and reviewed. The Directors and Management recognise that they have a responsibility to clients to ensure that all reasonable precautions are taken and best practice followed to provide and maintain high levels of safety. The company will so far as is reasonably practicable, pay particular attention to:- 1. Recognising that health and safety issues are paramount and ensuring such issues take a priority. 2. Ensuring suppliers provide safe transport and accommodation and comply with current local and national standards. 3. Ensuring general competency to respond efficiently in the event of an emergency on tour in compliance with it Emergency Procedures document. 4. The provision of such information, instruction, training and supervision to ensure the health and safety of its clients. 5. Regularly reviewing and as appropriate up-dating the formal Safety Management System. Identification of Responsibilities & Processes Policy making will be the responsibility of the Head of Product who will ensure that: Systems are developed for implementation of the Safety Management System (SMS) policy. Competent persons are appointed to implement the requirements of the SMS. Adequate resources are provided to implement the requirements of the SMS. Regular auditing monitors the effectiveness of the SMS. Planning will be the responsibility of the Health & Safety Advisor in conjunction with the SMS Committee (newly formed in 2017) who will ensure that: The Safety Management System (SMS) is reviewed and updated. All Product & Operations personnel participate in the development and implementation of the Safety Management System (SMS) procedures. Product & Operations personnel are trained and competent in the requirements of the Safety Management System (SMS). The Safety Management System s (SMS) performance is monitored in its implementation, providing feedback to the SMS committee on success and areas where there is a need for improvement. The trends are examined and identified by monitoring activities.. He/she keeps up to date with safety requirements and practices applicable to the provision of educational, sports & cultural tours.

3 Implementation Product & Operations Team Managers are to provide leadership and to promote responsible attitude towards health and safety. The Departments identified at within the Newmarket Group Each Team Manager will: a. Ensure that each new employee is given induction training; including precautions procedures appropriate to their specific roles. b. Ensure that all staff are made aware of any procedures in place if clients face any serious or imminent danger, and the name of the competent person(s) designated to implement those procedures. c. Ensure all staff for which they are responsible is aware of the SMS. d. At the instigation of any member of the SMS Committee, assist in the investigation of accidents with a view to prevention in the future. e. Ensure good housekeeping standards are applied and regular safety checks, audits and training are carried out. f. Keep up to date with health and safety matters applicable to the operations of the company. In addition All Managers, Supervisors and Team leaders have the responsibility to provide a practical leadership attitude towards the health and safety of our clients within their specific roles. Supervisors and Team Leaders must ensure that any applicable tasks carried out within their teams are performed with the utmost regard of the health and safety of clients. Accidents and near misses must be reported immediately to their line manager. Review Team Managers together with the SMS Committee chaired by the Health & Safety Advisor will annually audit the quality and consistency of the implementation of The Newmarket Group s SMS procedures and provide feedback to the Board.. In the event of any accident, a comprehensive accident report will be completed and a review of accident information carried out annually to identify trends and confirm that required remedial actions have been implemented. Administrative and Auditing Arrangements Health and Safety Issues affecting Clients Arrangements for Study Experiences, Sport Experiences and Remembrance Travel for Schools follow a similar though more stringent regime as detailed in the STF Manual. STF arrangements are externally audited on an annual basis. 1. ACCOMMODATION For all accommodation Newmarket Holidays will ensure that: a) An accommodation contract or agency agreement is signed confirming (as a minimum) that the accommodation conforms to local and national fire, safety and hygiene standards and will have current liability insurance cover for the duration of the contract

4 b) Wherever possible, copies of the relevant documents will be obtained. 1.1 Standard - Self assessment audit a) All accommodation secured 4 weeks or more prior to tour arrival will be subject to a Standard - Self Assessment Audit prior to first use and thereafter at a maximum of three year intervals. b) The Standard - Self Assessment Audit may be completed by a member of the company, a hotel staff member or agent. c) The Standard - Self Assessment Audit results will be assessed by a trained member of staff. Where the self assessment audit results indicate areas for concern the auditor should instigate appropriate additional action, which may include the use of a Supplementary Audit. d) Based on the results of the audit analysis and any subsequent investigation, the result will be recorded as one of the categories defined below. 1.2 Supplementary Audit If it is clear that the accommodation will be used on five or more occasions in any one year period it will be listed as frequent use. Accommodation will receive a Supplementary Audit within the second season of the frequent use criteria being established. a) In addition to a Standard - Self Assessment Audit, the following categories of accommodation will receive a Supplementary Audit within twelve months of the second season frequent use criteria being established: o Independently owned or managed accommodation. o Directly contracted accommodation outside the EC, USA & Canada which are not part of a recognised hotel group or chain. o Hotels identified with defects as a result of a self assessment audit. b) A Supplementary Audit can only be carried out in situ by a member of Newmarket staff trained by the Health & Safety Advisor or an external auditor. c) The services of a contracted agent may be used to complete a Supplementary Audit. d) The accommodation will be re-audited at least every five years as long as it remains frequent use. e) Based on the results of an audit analysis, the result will be recorded as one of the categories defined below. 1.3 Monitoring of Accommodation Audits The Newmarket Group will record audits in the following categories: a) High Conformity No significant areas of improvement have been identified. b) Acceptable Conformity Room for improvement has been identified, but the defects or deficiencies identified do not render the building as unacceptable for use. The defects will be brought to the attention of the management at the time of auditing and followed up in writing within 14 days. Resolution of defects should be discussed and a timed schedule of remedial actions agreed and monitored. c) Unacceptable Member will remove the accommodation from its programme and will not consider its reinstatement until the defects have been rectified and the

5 establishment has been re-audited to a standard that either conforms or has minor non-conformities. Defects In the event of a defect/s, the hotel will be notified in writing and a recommendation will be made. Deficiencies will be logged and evaluated and the hotel will be asked to confirm that remedial action will be taken. A schedule of all accommodation indicating the current audit status will be maintained. 1.4 Cabin Accommodation 2. TRANSPORT Accommodation aboard any ship must show compliance with the Athens Convention of UK based coach operators 2.1. All operators shall complete a coach company audit in which they confirm that they comply with all applicable national, local, trade and other laws, rules and codes of practice. The contract also stipulates a set of specific safety standards regarding driver s hours, seat belts fitted, insurance cover and vehicle age which the company must agree prior to use by The Newmarket Group Confirmation of safety information set out above will be obtained and a record kept. This information will be updated annually The company will maintain a Regular Use List of all companies to be used more than five times in any year Any coach operator used more than five times per year will be formally inspected and an audit form completed and thereafter every three years inspected and audited. Audits will be categorised as High, Acceptable or unacceptable conformity Any coach operator used on an occasional basis or less than five times per year will be required to complete and return a standard assessment audit before departure All audited coach operators will be required to notify The Newmarket Group of any prohibitions issued by VOSA Every effort will be made to select coach companies who belong to a recognised industry body such as the Confederation of Passenger Transport (CPT), Guild of Coach Operators or a Coach Marque accreditation. Non-UK Coaches 2.9 The Company will ensure that all coach companies used complete a coach contract for non-uk operators in which they will confirm that they comply with all applicable national, local, trade or other laws, regulations, rules and codes of practice. This contract should also stipulate a set of safety standards regarding drivers hours, driver vetting, insurance cover and vehicle age to which the coach company must agree prior to usage by the member Non-UK coach companies that are contracted directly by the member which will be used, or it is anticipated that they will be used, more than 5 times in any one year will: a) Be audited every 3 years. b) Obtain on an annual basis, and keep on record, a copy of the operating licence, motor vehicle and liability insurance.

6 Airlines 2.11 All air transport to and from the UK is regulated by the Department of Transport and the Civil Aviation Department. It is not felt that The Newmarket Group need take any further measures. Rail Transportation (Including Eurostar) 2.12 All rail transport is regulated nationally. It is not felt that The Newmarket Group need take any further measures. Ferries/Eurotunnel 2.13 All ferry/tunnel transport is regulated nationally. For cross channel operators members shall check on an annual basis that levels of on board safety are being maintained and a record of such discussions will be kept. A current copy of a Document of Compliance should be held as evidence of the discussion. Public transport 2.14 All public transport is regulated nationally. It is not felt that The Newmarket Group need take any further measures Use of public transport by parties or individuals during the tour is outside the responsibility of The Newmarket Group. Control and care should be taken to ensure safe use. Cruise Liners 2.16 Carriage of passengers and their luggage by sea is governed by the Athens Convention It is not felt that the Newmarket Group need take any further measures. 3. SERVICES SECURED BY AGENTS AND GROUND HANDLERS 3.1 Transportation All agents providing non-uk coach services will sign a contract in which they agree that the operators they select will comply with all applicable national, local, trade or other laws, regulations, rules and codes of practice. 3.2 Other Services Where Agents or Ground Handlers provide other services that would be the subject of a safety review if booked direct by members e.g. visits, excursions and short notice accommodation, they shall sign a contract agreeing to use the same standards as outlined in the appropriate paragraphs of this document. 4. VISITS AND EXCURSIONS We pledge to have a fully functioning optional visits & excursions audit system and procedure in place by July 2017 for all air holidays. Further, we pledge to that the system will encompass all visits & excursions by the end of December INCIDENTS, ACCIDENTS AND NEAR MISSES The Newmarket Group encourages clients to report any safety-related issue immediately. An Incident Report form is issued to all Tour Managers/Resort Reps for each tour departure. The completion of this form assists the company to investigate any accident or safety complaint. All Incident Reports are scanned and forwarded to Public Liability Insurers with whom, on an annual basis all incidents are reviewed for trends.

7 6. EMERGENCY PROCEDURES 6.1 The Newmarket Group operates a 24 hour emergency contact procedure.the Duty Executive on call, has access to the company s computer system and is backed up by the Emergency Response Manager (ERM) who, in turn, can muster the Emergency Response Team if necessary An emergency telephone number is made available to all suppliers and issued to clients prior to tour departure.. 7. TRAINING 7.1 All Newmarket Product and Operations teams are fully aware of the requirements of the SMS and their role within that plan. 7.2 Training undertaken will include Accommodation and Coach auditing and emergency procedures 7.3 Refresher and up-date training will be carried out as necessary, either internally or through health and safety consultants. 7.4 Training undertaken by personnel is recorded..

Safety Management System

Safety Management System Where safety is a way of life Index Introduction to the Halsbury Travel Ltd & Halsbury Work Experience Safety Management System (SMS) 1 Safety Management System 2 Our Obligations