Lone & Out of Hours Working

Updated 6/2/21 Updated 24/3/19 Updated 05/10/18 Updated 21/12/17 Updated 7/5/13 Updated 9/4/12 Originally approved by SLS H&S Management Committee on 25/11/05

Lone working is defined as working unaccompanied for a sustained period of time without immediate physical access to assistance from a colleague and in an area where personnel are not frequently passing through.

Out of hours is defined as any time outwith the normal working hours of 08:00 to18:30, Monday to Friday.

Policy

• SLS requires all personnel to employ careful planning and disciplined working arrangements to reduce instances of lone/out of hours working to a minimum. In situations where lone/out of hours working cannot be avoided, steps must be taken to ensure the safety of the workers.
• New starts' proximity cards will automatically be programmed to give access to the SLS Research Complex between the hours of 08.00 to 18:30, Monday to Friday. In order to obtain 24 hour access, personnel must complete a Lone/Out of Hours Worker Self Assessment in the central database (click here for instructions on how to do this), then email a signed copy to Discovery Centre Reception. (If you have difficulty accessing the database, a PDF version of the form is availbe to download here.) Otherwise, access will continue to be limited to normal working hours, i.e. Monday to Friday 08:00 to 18:30.
• Undergraduates will only be permitted to work in SLS buildings outwith normal working hours if the Project Supervisor deems it to be essential and specific authorisation is granted by DTU. This is in addition to the measures detailed below.

Arrangements

a) Line Managers - including Research Group Leaders, Academic Teaching Staff and Scientific/Administrative//Technical Team Managers - are responsible for ensuring that in all instances of lone/out of hours work undertaken by their team/group members, the risks are carefully considered and appropriate control measures are assigned to minimise these risks. If risks cannot be adequately controlled, prohibiting lone/out of hours working may be the only option.
b) Line Managers are also responsible for ensuring that only fully competent and able personnel undertake lone/out of hours work. To assist in this process, all personnel preparing to undertake lone/out of hours work for the first time must read the Lone & Out of Hours Worker's Information Sheet and complete and submit a Lone/Out of Hours Worker Self Assessment in the central database (click here for instructions on how to do this). The Line Manager will receive an electronic copy of the assessment and must then address any negative responses before giving permission for the lone/out of hours work to proceed. Permission is confirmed by digitally signing an electronic copy of the worker’s self-assessment form.
c) Completed, signed forms must be emailed to Discovery Centre Reception. Reception will then amend the new start’s access from normal working hours to 24 hour access. The signed form will be copied to SLS Safety who will update the Lone/Out of Hours Worker Self-Assessment Database and retain the electronic copy for the duration of worker’s contract/duration of study.
d) Personnel preparing to undertake lone/out of hours work are expected to participate in the risk assessment process and read and sign all risk assessments relevant to their work activities. While undertaking lone/out of hours work, personnel must implement all control measures specified in the relevant risk assessment(s).
e) If the risk assessment concludes that direct supervision of out of hours work is necessary, the Line Manager may delegate this task but must ensure the appointed supervisor has adequate instruction, training and experience to carry out this role.
f) If the risks cannot be adequately controlled, i.e. reduced to a level where they are rated by the assessor as low, the activity must be restricted to normal working hours and/or normal working conditions when full support and access to assistance are readily available.
g) Lone/out of hours workers are obliged to disclose any new information that may have an impact on their line manager's initial assessment of their suitability for lone/out of hours work. If your circumstances change significantly, a new assessment may have to be completed and submitted.
h) Any concerns can be discussed in confidence with your line manager/supervisor, Human Resources Officer, SLS Safety, Safety Services or Occupational Health.
i) Monitoring mechanisms for lone/out of hours work are as follows.

• Regular auditing of risk assessments and questionnaires.
• Analysis of feedback from lone/out of hours workers and Campus Security.