Health & Performance 3 Ltd (HP3) Health and Safety Policy

Effective Date: 8th December 2024
Review Date: December 2025
Applies To: All HP3 staff, contractors, athletes, and stakeholders.

1. Policy Statement

HP3 is committed to ensuring the health, safety, and welfare of all individuals involved in our coaching programmes. This includes coaches, athletes, and other stakeholders, whether participating in remote or in-person activities.

We aim to create an environment where risks are minimised through proactive planning, clear communication, and adherence to health and safety best practices.

2. Scope

This policy applies to:

  1. Remote and Online Coaching: Training plans, virtual sessions, and athlete communication.

  2. In-Person Activities: One-to-one sessions, group events, and competitions.

  3. Workspaces: Any environment used by coaches or athletes during activities related to HP3.

3. Responsibilities

3.1. HP3 Management

  • Ensure this policy is implemented and regularly reviewed.

  • Provide training and resources to coaches to fulfil their health and safety obligations.

  • Conduct risk assessments for all activities.

3.2. Coaches

  • Adhere to HP3 health and safety protocols.

  • Report incidents and hazards promptly using the Incident Reporting Log.

  • Take reasonable steps to safeguard the health and safety of themselves and others during activities.

3.3. Athletes

  • Follow the guidance provided by coaches regarding safety during training.

  • Inform coaches of any injuries, illnesses, or changes in physical condition.

  • Maintain a safe training environment, especially during remote sessions.

4. Health and Safety for Remote and Online Coaching

4.1. Pre-Session Preparation

  • Ensure the athlete’s training environment is safe:

    • Adequate space to perform exercises without risk of injury.

    • Stable and appropriate surfaces for activities.

    • Proper lighting and ventilation.

  • Confirm all equipment is in good condition and suitable for the prescribed activity.

4.2. Communication

  • Use only approved platforms (e.g., Microsoft Teams, TrainingPeaks) for coaching sessions.

  • Provide clear instructions, including safety tips, for all exercises and activities.

  • Require athletes to report any discomfort or potential hazards before and during sessions.

4.3. Emergency Preparedness

  • Ensure athletes have a phone and emergency contact details accessible during sessions.

  • Establish a protocol for managing emergencies, such as stopping activities immediately if an athlete reports pain or distress.

5. Health and Safety for In-Person Activities

5.1. Risk Assessments

  • Conduct a risk assessment before each session or event, considering:

    • Venue suitability (e.g., safe surfaces, adequate space).

    • Weather conditions for outdoor activities.

    • Equipment safety and functionality.

5.2. Emergency Procedures

  • Identify emergency exits, first aid kits, and emergency contacts at all venues.

  • Ensure coaches are first aid trained and prepared to respond to medical incidents.

  • Follow incident reporting procedures for any accidents or near-misses.

5.3. Hygiene and Infection Control

  • Provide hand sanitiser and encourage good hygiene practices during in-person sessions.

  • Adhere to government guidance on communicable diseases (e.g., COVID-19).

6. Incident Reporting and Follow-Up

  • All incidents, near-misses, and hazards must be reported promptly using the HP3 Incident Reporting Log.

  • The Designated Health and Safety Officer (or equivalent) will review all reports and implement corrective actions where necessary.

7. Training and Awareness

  • All HP3 staff must complete health and safety training appropriate to their role.

  • Coaches working with athletes in-person must hold a valid first aid certification.

  • Regular refresher training will be provided to ensure ongoing compliance.

8. Monitoring and Review

  • This policy will be reviewed annually or following significant incidents or changes in legislation.

  • Feedback from staff and athletes will be used to improve health and safety practices.

9. Policy Implementation

This policy is to be made available to all HP3 staff, contractors, and athletes via the HP3 website and onboarding materials. Compliance is mandatory for all parties involved.

Signed: Tim Pigott
Date: 8th December 2024

Designated Health and Safety Officer