Risk Assessment Policy and Template

1. Purpose

Equra College London (“Equra”) uses risk assessment to identify hazards, evaluate risks, and implement proportionate controls to protect students, staff, visitors and anyone affected by Equra activities. This policy explains when risk assessments are required and how they are completed, approved, implemented and reviewed.

2. Scope

This policy applies to:

Equra premises and teaching environments
Off-site events, trips and activities
Partner venues used for Equra delivery (in coordination with venue requirements)
Activities involving equipment, contractors, or higher-risk arrangements
Any significant change that may introduce new risks

3. Principles

Equra will:

Identify hazards and reduce risks as far as reasonably practicable
Use the least restrictive, proportionate controls that are effective
Document controls clearly and assign responsibility
Review risk assessments regularly and after incidents
Ensure staff and students are informed of relevant safety controls

4. Roles and responsibilities

4.1 Health and Safety Lead

Oversees the risk assessment process and provides guidance
Approves risk assessments for higher-risk activities and events
Ensures action plans are tracked to completion

4.2 Managers / Programme Leads

Complete or commission risk assessments for their activities
Implement controls and brief staff/students as required

4.3 Staff and students

Follow safety instructions and controls
Report hazards and concerns promptly

5. When a risk assessment is required

Risk assessments must be completed for:

New teaching spaces, layout changes, or significant premises changes
Trips, events, external visits, and guest-speaker events
Activities involving vulnerable participants or safeguarding considerations
Activities involving equipment, manual handling, or higher-risk environments
Significant operational changes (including delivery mode changes)
Any incident indicating a control failure or emerging risk

6. Risk assessment process

Equra uses the following steps:

6.1 Identify hazards
Examples: slips/trips, fire, electrical hazards, crowding, lone working, online harassment in digital learning spaces, travel risks for trips.

6.2 Identify who may be harmed and how
Students, staff, visitors, contractors, those with disabilities, those with specific needs.

6.3 Evaluate the risk
Consider likelihood and severity.

6.4 Decide and record controls
Controls may include: training, supervision, access control, signage, equipment checks, safe procedures, emergency arrangements.

6.5 Assign responsibility and deadlines
Each control must have an owner and target completion date.

6.6 Implement and brief
Ensure relevant staff/students understand controls.

6.7 Review
Review on a schedule or earlier if circumstances change.

7. Approval and storage

7.1 Risk assessments must be approved by the appropriate manager or the Health and Safety Lead depending on risk level.
7.2 Approved risk assessments must be stored in an approved Equra location with version control.
7.3 Event risk assessments must be stored with event documentation.

8. Review triggers

A risk assessment must be reviewed:

At least annually for ongoing activities and premises
After any significant incident or near miss
After a significant change to the environment, activity, or participant profile
When new guidance or requirements apply

9. Non-compliance

Failure to follow approved controls may result in corrective action and may be treated as a conduct matter where appropriate.

Appendix A: Risk Assessment Template

Risk Assessment Title:
Location/Activity:
Assessor Name/Role:
Date Completed:
Review Date:
Approved by:
Version:

1. Hazard Identification

List hazards relevant to the activity/environment.

2. Who might be harmed and how

Identify groups and nature of harm.

3. Risk rating (before controls)

Likelihood: Low / Medium / High
Severity: Low / Medium / High
Overall risk: Low / Medium / High

4. Existing controls

Describe current controls already in place.

5. Further controls required

List additional controls needed.

6. Action plan

Control action:
Responsible person:
Target date:
Completion date:

7. Risk rating (after controls)