Keep Fit Equipment Usage Policy and Procedure Reference No. P03:2005 Implementation date 1 January 2005 Version Number 1.5 Reference No: Name. Linked documents Policy Section Procedure Section Suitable for Publication Yes Yes Protective Marking Not Protectively Marked PRINTED VERSIONS SHOULD NOT BE RELIED UPON. THE MOST UP TO DATE VERSION CAN BE FOUND ON THE FORCE INTRANET POLICIES SITE.
Table of Contents 1 Policy Section... 3 1.1 Statement of Intent Aim and Rationale... 3 1.2 Our Visions and Values... 3 1.3 People, Confidence and Equality... 4 2 Standards... 4 2.1 Legal Basis... 4 2.2 People, Confidence and Equality Impact Assessment... 4 2.3 Monitoring / Feedback... 5 3 Procedure Section... 6 3.1 Introduction... 6 3.2 Inventory of Fitness Equipment... 6 3.3 Maintenance of Fitness Equipment... 6 3.4 Responsibilities of Users... 7 3.5 Installation of Fitness Equipment... 7 3.6 Standardised signage... 7 3.7 Entitlement to use Force Sports and Gym facilities... 7 3.8 Authorisation to use... 8 3.9 Access Control... 8 4 Consultation and Authorisation... 9 4.1 Consultation... 9 4.2 Authorisation of this Version... 9 5 Version Control... 9 5.1 Review... 9 5.2 Version History... 10 5.3 Related Forms... 10 5.4 Document History... 10 Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 2
1 Policy Section 1.1 Statement of Intent Aim and Rationale To regulate the installation and maintenance of keep-fit equipment on Dorset Police premises and its use by employees and outside agencies. The Risk Management Group agreed arrangements set out in this Policy and Procedure in 2001 thereby reducing health and safety risks to users. 1.2 Our Visions and Values Dorset Police is committed to the principles of One Team, One Vision A Safer Dorset for You Our strategic priority is to achieve two clear objectives: To make Dorset safer To make Dorset feel safer In doing this we will act in accordance with our values of: Integrity Professionalism Fairness and Respect National Decision Model The National Decision Model (NDM) is the primary decision-making model used in Dorset Police. The NDM is inherently flexible and is applied to the development and review of all policy, procedure, strategy, project, plan or guidance. Understanding, using and measuring the NDM ensures that we are able to make ethical (see Code of Ethics), proportionate and defensible decisions in relation to policy, procedure, strategy, project, plan or guidance. Code of Ethics The Code of Ethics underpins every policy, procedure, decision and action in policing today. The Code of Ethics is an everyday business consideration. This document has been developed with the Code of Ethics at the heart ensuring consideration of the 9 Policing Principles and the 10 standards of professional behaviour. Monitoring is carried out through the Equality Impact Assessment process which has been designed to specifically include the Code of Ethics. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 3
1.3 People, Confidence and Equality This document seeks to achieve the priority to make Dorset feel safer by securing trust and confidence. Research identifies that this is achieved through delivering services which: 1. Address individual needs and expectations 2. Improve perceptions of order and community cohesion 3. Focus on community priorities 4. Demonstrate professionalism 5. Express Force Values 6. Instil confidence in staff This document also recognises that some people will be part of many communities defined by different characteristics. It is probable that all people share common needs and expectations whilst at the same time everyone is different. Comprehensive consultation and surveying has identified a common need and expectation for communities in Dorset to be:- Listened to Kept informed Protected, and Supported. 2 Standards 2.1 Legal Basis Health and Safety at Work Act 1974 The following have been considered in the creation of this document: Human Rights Act 1998 Equality legislation in relation to Diversity Freedom of Information Act whole policy suitable for release to the public. Health and Safety Anti Corruption no risk to integrity and unethical conduct Unnecessary bureaucracy the policy has been considered in terms of mitigating unnecessary bureaucracy. 2.2 People, Confidence and Equality Impact Assessment During the creation of this document, this business area is subject to an assessment process entitled People, Confidence and Equality Impact Assessment (EIA). Its aim is to establish the impact of the business area on all people and to also ensure that it complies with the requirements imposed by a range of legislation. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 4
2.3 Monitoring / Feedback Feedback relating to this policy can be made in writing or by e-mail to: Force Health and Fitness Officer, Headquarters Winfrith, Dorchester, Dorset DT2 8DZ E-mail: fen.luckham@dorset.pnn.police.uk Telephone: 01202 22 3825 Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 5
3 Procedure Section 3.1 Introduction Dorset Police have gymnasiums at Headquarters Winfrith, Bournemouth, Poole (new build), Ferndown, Blandford, Sherborne and Weymouth Police stations. Weymouth and Poole (new build) are PFI and maintained under separate management. The Force Health and Fitness Officer based at Headquarters Winfrith manages the remainder. 3.2 Inventory of Fitness Equipment 3.2.1 An inventory of all Fitness Equipment owned by Dorset Police will be compiled and maintained by the Force Health and Fitness Officer, Learning and Development Unit or designated Asset Management Company if a PFI building. 3.2.2 All Fitness Equipment will be uniquely registered within the inventory. 3.2.3 All Fitness Equipment will be marked with its unique identification 3.2.4 A comprehensive inventory of Fitness Equipment is to be held centrally at Force Headquarters or with the designated Asset Management Company if a PFI building. 3.2.5 Local Sub-inventories for each Fitness Room are to be displayed in the relevant Fitness Rooms. 3.3 Maintenance of Fitness Equipment 3.3.1 The maintenance of all Fitness Equipment will be managed by the Force Health and Fitness Officer or designated Asset Management Company if a PFI building. 3.3.2 Scheduled services and maintenance will be recorded and will include the unique reference number for the item serviced/maintained, dates, contact details for the contractor and the nature of any repairs made. A copy of this record will be held by the Force Health and Fitness Officer, Headquarters or designated Asset Management Company if a PFI building. 3.3.3 Additional repairs or maintenance carried out between scheduled service dates will be separately recorded and will include the unique reference number for the item, dates, contact details for the contractor and the nature of the works carried out. A copy of this record will be held by the Force Health and Fitness Officer, Headquarters or designated Asset Management Company if a PFI building. 3.3.4 A qualified person will complete servicing of equipment annually. 3.3.5 Interim checks to identify health and safety issues are advised to be carried out monthly. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 6
3.4 Responsibilities of Users Not Protectively Marked 3.4.1 Users of Force gymnasiums must sign in and out using the book provided. This will be located inside the relevant gymnasium. 3.4.2 Users are requested to wipe down equipment after use using the antibacterial spray and towels provided. This ensures a high standard of hygiene is maintained. 3.4.3 Users are requested to report defects to the Force Health and Fitness Officer, or Asset Management Company if a PFI building, who will arrange repair/renewal. 3.5 Installation of Fitness Equipment Privately owned Fitness Equipment must not be installed in Dorset Police Fitness Rooms 3.6 Standardised signage 3.6.1 Standardised signage will be displayed in all Dorset Police Fitness rooms. These signs will adhere to the corporate image format, be clearly worded and displayed in a prominent position. Such signage will cover: Accreditation/Authorisation for use of Fitness Equipment or for the use of Fitness Equipment in the specified location; Restrictions on use of Fitness Equipment or for the use of Fitness Equipment in the specified location i.e. Non-Dorset Police Personnel; Contact details for qualified Accreditation Staff; The method for recording access to or usage of Fitness Equipment; First Aid arrangements and the location of the First Aid Box; Method for reporting defects to Fitness Equipment; Up-to-date maintenance certificates; Any localised arrangements. 3.7 Entitlement to use Force Sports and Gym facilities 3.7.1 Only those who fit the strict criteria below are entitled to use the Force sports and gym facilities. The Force reserves the right to refuse use of these facilities at any time. 3.7.2 Members of Staff, Officers, Special Constables and Volunteers of Dorset police and the Office of the Police and Crime Commissioner (OPCC) 3.7.3 Members of Staff, Officers, Special Constables and Volunteers of Devon and Cornwall Police and OPCC Strategic Alliance. 3.7.4 A partner agency employee (this does not include contractors) whose primary place of work is on Dorset Police premises. 3.7.5 An authorised member of the Dorset Police Sports Club undertaking an organised and promulgated section activity. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 7
3.7.6 Partner agency users are required to complete a gym use application form (see Appendix A). 3.8 Authorisation to use 3.8.1 Users must be accredited to use the Fitness Equipment by a qualified accrediting trainer. This accreditation will include an induction into the correct use of the Fitness Equipment. Staff (users) hold the responsibility of ensuring they are accredited. 3.8.2 The Training Record page of the Personnel Record (+DPR) of staff will be updated, by the Learning and Development Unit to show accreditation/authorisation to use specified types of Fitness Equipment. The name of the accrediting trainer will also be shown on this record. 3.8.3 Further accreditation is required whenever new types of Fitness Equipment are introduced into a Fitness Room. Staff (users) hold the responsibility of ensuring they are accredited on new types of Fitness Equipment. 3.8.4 All gym users must self-certify that they are medically fit to use the Fitness facilities by signing the relevant Physical Activity Readiness Questionnaire (PAR-Q) form. Signed certificates will be scanned onto the users personal files and held with Human Resources. The format of the certificate will be standardised. 3.8.5 A current list of qualified accrediting Health and Fitness trainers can be found on SharePoint under documents in the Keep Fit section of the Police Sports Club site under Social and Personal menu. The below hyperlink will take you directly there:..\..\h&f Officers\Health and Fitness Trainers LIST.doc 3.9 Access Control 3.9.1 Access to Fitness Rooms will be controlled so that a record of who is using the Fitness Equipment is compiled. This record will include the name, staff number, date and times of use. 3.9.2 The access control will be monitored by the Force Health and Fitness Officer to ensure that only accredited persons are using the facilities. 3.9.3 Attendance Registers that include a declaration of fitness to participate will be completed for all fitness classes. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 8
4 Consultation and Authorisation 4.1 Consultation Version No: Name Signature Date Police & Crime Commissioner Police Federation Superintendents Association UNISON Other Relevant Partners (if applicable) 4.2 Authorisation of this Version Version No: 1.5 Name Signature Date Prepared: PC 30 F Luckham 26/3/15 Quality assured: Authorised: Approved: 5 Version Control 5.1 Review Sam Mayes (6368) 17/2/16 Date of next scheduled review Date: 17 February 2018 Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 9
5.2 Version History Version Date Reason for Change Created / Amended by 1.0 2005 Initial Document PC 30 Fen Luckham 1.1 June 2009 Addition of points raised by Health and Safety Officer that were omitted in the original document and recommendations raised by Risk Management Sub Group in May 2009 re registers. PC 30 Fen Luckham 1.2 Oct 2010 Substitution of Annex A: list of accredited Health and Fitness officers for hyperlink to same. 1.3 10052012 Update document to Feb 2011 version format. Update of current administrative practices. 1.4 18/11/14 The policy has been reviewed in preparation for NICHE implementation (April 2015), no changes necessary PC 30 Fen Luckham PC 30 Fen Luckham Policy Co-ordinator (6362) 1.5 26/3/15 Update of gym locations to include Blandford and Sherborne and delete Gravel Hill. Add section reflecting the Force Executive Board s wording re criteria of entitlement to use the facilities PC 30 Fen Luckham 5.3 Related Forms Force Ref. No. Title / Name Version No. Review Date 5.4 Document History Present Portfolio Holder Force Training Co-ordinator Present Document Owner Head of Organisational Development Present Owning Department HR OD Details only required for version 1.0 and any major amendment ie 2.0 or 3.0: Name of Board: Date Approved: Chief Officer Approving: Template version January 2013 Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 10
Appendix A : Application to use Dorset Police Gymnasiums Name: Contact number: Email address: Collar number: (If applicable). Role with Dorset Police: Application to use Dorset Police Gymnasiums Department you work with in Dorset Police: Total number of hours you work with Dorset Police per week: Total hours you work elsewhere (other than with Dorset Police) per week: Your employer: Additional comments: For official use only. Decision on authority to use gym: Granted Refused Signed Force Health & Fitness Officer Headquarters Winfrith 700 3825 *Original signature required and hardcopy sent to applicant. Keep Fit Equipment Usage Policy and Procedure P03:2005 v1.5 11