Level 2 Health, Safety And Welfare In A Fitness Environment
WorkbookLevel 2Health, Safety and Welfarein a Fitness Environment
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentContents1234Health and safety requirements in a fitness environment1Health and safety legislation1Responsibility for health and safety in a fitness environment2Health and safety documents3Duty of care5Professional boundaries5How to control risks in a fitness environment7Risk assessments7Conducting a risk assessment8How to control or reduce risks in a fitness environment9Emergency procedures in a fitness environment11Definition of an emergency11Emergency services12Fire procedures12First aid procedures13Dealing with an emergency13Safeguarding children and vulnerable adults17Safeguarding children and vulnerable adults17Safeguarding policies and procedures18The role of the fitness instructor in safeguarding18Types of abuse19Indicators of abuse20Protecting oneself from allegations of abuse21Statutory agencies22Confidentiality23
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentSection 1: Health and safety requirementsin a fitness environmentLearning outcomesHealth and safety legislationFFTo know the key health and safety legislation thatHealth and safety law in the UK is essentially covered bythe Health and Safety at Work Act 1974. This act sets outthe general duties of employers towards employees andmembers of the public and of employees to themselves andeach other. The act necessitates employers to assess therisks within their organisations and take sensible measuresto tackle these risks. The act is very relevant to health andfitness workplaces: essentially it helps to protect employeesand customers from potential hazards in the environment.applies to roles within the health and fitness sector.FFTo know who is responsible for health and safety withina fitness environment.FFTo know the documentation associated with healthand safety.FFTo understand what is meant by ‘duty of care’.FFTo know the professional boundaries of the instructor’sThe Management of Health and Safety at Work Regulations1999 (the Management Regulations) is a documentwhich gives more explicit instruction as to how employersare required to manage health and safety within theirorganisations. These regulations, like the Health and Safetyat Work Act 1974, apply to every work activity.role and relevant referral processes.FFTo know how the REPs Code of Ethical Practice appliesto the instructor’s role.The Health and Safety at Work Act 1974 and theManagement Health and Safety at Work Regulations 1999are the two main pieces of legislation covering health andsafety in the fitness industry. There are, however, a numberof further legislative regulations relating to health andsafety which impact upon the way in which a fitness clubcan operate: Reporting of Injuries, Diseases and DangerousOccurrences Regulations 1995 (RIDDOR). This requiresemployers to officially report on certain occupationalinjuries, diseases and dangerous events. Personal Protective Equipment at Work Regulations 1992(PPE). This requires employers to provide appropriateprotective clothing and equipment for their employees. Noise at Work Regulations 1989. This requires employersto take action to protect employees from hearing damage. Electricity at Work Regulations 1989. This requiresanybody in control of electrical systems to ensure thesesystems are safe to use and maintained in a safe condition. Control of Substances Hazardous to Health Regulations2002 (COSHH). This requires employers to assess therisks from hazardous substances and take appropriateprecautions.1
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentResponsibility for health and safetyin a fitness environmentCOSHH and RIDDOR are equally important pieces oflegislation from the perspective of a health and fitnessorganisation as they shape the way in which certaindaily tasks must be carried out by employees. COSHH,which sets out clear regulations for handling and dealingwith hazardous substances and the Personal ProtectiveEquipment at Work Regulations (PPE) are relevant tomany daily tasks within a fitness environment; for example,cleaning gym equipment and pool testing. RIDDOR is ahighly important piece of regulation covering any illnesses,injuries or dangerous events that occur in the workplace. It isessential that any such incidents are reported immediatelythrough the correct chain of command.Under the Health and Safety at Work Act 1974, everyonewho works within an organisation is ultimately responsiblein some way for health and safety within that organisation.In a health and fitness club, for example, the generalmanager needs to ensure adherence to company policies,the fitness instructor must take responsibility for healthand safety on the gym floor and the receptionist covershealth and safety front of house. The general manager ofa facility is responsible for ensuring that the basic healthand safety guidelines are covered and that all members ofstaff are aware of the health and safety procedures of theorganisation.Health and safety law does, however, make some specificdemands upon employers. They are legally bound to ensureadherence to a number of general rules. The employer must: make the workplace safe and eliminate or control risksto health ensure plant and machinery are safe and that safesystems of work are set and followed ensure articles and substances are moved, stored andused safely provide adequate welfare facilities give workers the information, instruction, training andsupervision necessary for their health and safety, and consult workers on health and safety matters.As has already been mentioned, health and safety isultimately the responsibility of everyone in the workplacebut certain situations dictate that only those who arecompetent and trained to act do so. From a legal viewpointthis reduces liability as only those who are qualified andtrained to act are liable for certain situations. An unqualifieddoctor would not be expected to perform an operationand in the same way fitness professionals should not beundertaking tasks for which they are not qualified.2
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentHealth and safety documentsThe need for specialist knowledge applies to two situationsin particular.All fitness instructors should be made aware of a number ofkey documents upon induction to an organisation. Employeeknowledge of these documents should be kept up-to-date.The essential three documents are as follows:First aidPolicy StatementIn fitness environments, where people are exercising andmoving around equipment, there is always the risk ofinjury. For this reason it is essential that a duty first aider ordesignated first aider is present at all times to administerany first aid that may be required. In no circumstancesshould someone who is not qualified administer first aid.Once first aid has been administered all details must berecorded in the accident book, no matter how small theincident or injury. Any equipment that has been used in theprocess should be re-stocked. This may involve informing theduty manager or lead first aider who is responsible for theordering of any first aid equipment. Failure to re-stock anyequipment used may result in a first aider being unable toadminister effective first aid in future.This outlines a company’s intentions regarding healthand safety. It is a statement of commitment by the seniormanagement team to health and safety. If a companyemploys five or more people it is legally required to producea written health and safety policy. A copy of this policyshould be displayed in a place accessible to all employeessuch as a staff room.Risk assessmentsThese assessments, which involve identifying potentialhazards and evaluating the likelihood of these doing harm,are a legal requirement in a workplace. All employees shouldbe made aware of the risks to which they, their colleagues,their clients and any other relevant person may be exposedin their place of work. Risk assessments should be constantlyreviewed but are typically updated either annually or if anaccident has occurred.Fire alarm testing and maintenance checksIt is essential that fire alarm equipment is checked andtested regularly. It is the responsibility of the operationsmanager, the general manager or the designated fire orhealth and safety officer to perform these checks.Emergency procedures (standard operating procedures)These are plans which provide detailed instructions regardingactions to be taken in the event of an emergency, incidentor accident in the workplace. It is important that employeesstrictly adhere to these plans. Fitness instructors must havea very clear understanding of what to do in the event ofan emergency or incident and be able to act immediatelyand effectively. A failure to act according to instruction oran omission could result in legal proceedings being takenagainst an instructor (in the form of a civil law suit).It is essential that any employees who are first aid or firetrained regularly refresh their training to ensure theirknowledge and qualifications are up-to-date and that theyare competent to react to an incident. Employees are asresponsible as their employers for ensuring that their ownqualifications and training are updated.3
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentIn addition to the essential items described there are anumber of other important documents pertaining to healthand safety at work:Accident bookThis is where to record the details of any accident or incidentwhich occurs in the workplace. All details recorded in thisbook must be legible and accurate as the information maybe used by the Health and Safety Executive (HSE) shouldthey have to investigate an incident or accident that hastaken place in the workplace under RIDDOR.Service / maintenance bookThis is used to keep a record of services performed onequipment within the fitness environment. Details of anyservices must be recorded and held for at least two yearsas this permits the production of an audit trail should anaccident occur. Accidents have and will occur due to poorlyserviced equipment.First aid logA log is often kept alongside the first aid kit in order that anyfirst aider who has administered first aid and used a pieceof equipment may record the details. Details recorded in thefirst aid log must always be transferred to the accident bookwhich is the essential document under RIDDOR.Cleaning logThis records all general cleaning that has taken place duringthe course of the working day. This log should detail who hascarried out each task and what, if any, substances have beenused to perform the task; for example, hydrochloric acid forpool maintenance. This document is covered by COSHH.Fire alarm testing and maintenance logIt is vital that fire equipment and alarms are regularly testedand maintained to ensure they are working correctly. Mostfitness venues and clubs follow strict testing proceduresand hold at least one scheduled test on a weekly basis. It isessential that the days and timings of these scheduled testsare known by everyone who works in and attends the facilityas this should negate confusion and possibly panic. Fitnessinstructors are often tasked with informing members that analarm is about to be activated.4As well as the logs and books described, fitness instructorswill need to deal with a number of other documentsincluding PAR-Q forms, informed consent forms anddoctor’s consent forms. All of these documents containpersonal details. This information is of a sensitive natureand should be treated accordingly to ensure compliancewith the Data Protection Act 1998 (DPA). This is an act ofparliament that defines UK law on the processing of dataon identifiable living people. It was designed to protectpeople’s fundamental rights and freedoms and in particulartheir right to privacy with respect to the processing ofpersonal data. In practice it means individuals can controlthe information which is held about them. Most of the actdoes not apply to domestic use such as the keeping of apersonal address book but anyone who holds personal datafor any other (business) purpose is legally obliged to complywith this act.
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentDuty of careProfessional boundariesUnder UK law all employers have a ‘duty of care’ to protectthe health, safety and welfare of their employees whilstthey are at work. This means they must assess and identifyany risks arising from hazards at work. It is important tonote, however, that under the Management of Health andSafety at Work Regulations 1999, employees also havea duty of care and their acts or omissions (failure to dosomething; for example, report an accident) could lead tothem being held accountable.All professions need to ensure that their employeesunderstand and observe their professional boundaries. Thefitness industry offers clear guidance concerning the role offitness instructors and what they may or may not do whilstworking in a fitness environment. The Register of ExerciseProfessionals (REPs) operates a code of ethics for the fitnessindustry. This code of ethics covers four main areas:RightsFitness professionals should promote and respect the rights,dignity and worth of every human being.All fitness organisations, be they a leisure centre, ahealth spa or a fitness club, are used by a wide variety ofindividuals. Some attendees will be part of what are termed‘special populations’; for example, older adults, young peopleand children and disabled people.RelationshipsFitness professionals should develop relationships with theircustomers based on openness, honesty, mutual trust andrespect.Some members of these special populations may find itdifficult to deal with the environment and potential hazardsof a fitness facility; for example, they may experienceproblems when trying to move between resistance machinesor through a free-weights area. Certain members fromspecial populations are considered ‘vulnerable’ as theyare less able to look after their own interests and may beat higher risk than the ‘average’ member of being abused(mentally and physically) or excluded (unable to utilise allthe facilities of the venue or club). Duty of care dictatesthat vulnerable members should be afforded the sameopportunities as other members and should not be takenadvantage of or excluded in any way.Professional standardsFitness professionals should demonstrate proper personalconduct and behaviour at all times and be fair honest andconsiderate to all participants.Personal responsibilitiesFitness professionals should retain a high level of competencethrough qualifications, and make an ongoing commitment totraining that ensures safe and correct practice.The code of ethics provides clear guidelines regarding theprofessional boundaries of a fitness instructor and indeedcovers all people working within the fitness industry. Anyfitness sector employee should glean from the code whattasks are acceptable and appropriate for them to perform.The code of ethics is particularly relevant to fitness instructorsdealing with special populations. Everyday tasks that fallwithin the professional boundaries of a fitness instructordealing with special populations include:Certain provisions may need to be taken to ensure that theduty of care is upheld for vulnerable members. It may benecessary, for example, to provide a chaperone for a clubuser with a disability or to allow a parent or guardian to takeresponsibility for a child or young adult. The organisationshould provide its employees with clear guidance as to thereasonable steps which need to be taken to minimise thehazards from activities, substances or situations pertainingto vulnerable members. providing a thorough gym inductionwriting a programmehelping with the operation of a machine (resistance or CV)advising on certain areas of fitness such as trainingand goals making suggestions for other exercise such as classesand so forth, and demonstrating correct technique and giving teachingpoints.5
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentSummaryOn the other hand, fitness instructors dealing with specialpopulations should avoid:You should now know the key health and safety legislationthat applies to roles within the health and fitness sector: socialising with those concerned outside the workplace placing themselves in situations where they are alonewith those concerned counselling or discussing problems, especially those of afragile or sexual nature, with those concerned, and using physical correction to improve the technique ofthose concerned. Health and Safety at Work Act 1974Management Health and Safety Regulations 1999RIDDOR 1995PPE at Work 1992COSHH 2002You should now know who is responsible for health andsafety within a fitness environment:Any instructor who becomes aware that a colleague is actingoutside of his or her professional boundaries has a legaland moral duty of care to inform someone who can takeimmediate action to rectify any wrong doing. All employees Employers and managers (representing the company) Special officers such as a first aider or a fire marshalYou should now know the documentation associated withhealth and safety: Policy statementRisk assessmentEmergency procedures (standard operating procedures)Accident bookFirst aid bookCleaning logsFire alarm testing and maintenance recordsYou should now understand what is meant by ‘duty of care’especially when working with the following groups: Older adults Young people Disabled peopleYou should now know the professional boundaries of yourrole and relevant referral processesYou should now know how the REPs code of ethics applies toyour role: 6RightsRelationshipsProfessional standardsPersonal responsibilities
WorkbookLevel 2Health, Safety and Welfare in a FitnessEnvironmentSection 2: How to control risks in a fitness environmentLearning outcomesFFTo know what a risk assessment is.ConsequenceFFTo know how to conduct risk assessments.This is the outcome of the hazardous event occurring.If, in the example used, someone tripped over the weightthe consequence might be a sprained ankle or a bump tothe head.FFTo know how to control risks within a fitness environment.Risk assessmentsTo evaluate a risk during a risk assessment both thelikelihood of a hazardous event occurring and the potentialconsequences of the hazardous event must be considered:Under the provisions of The Management of Health andSafety Regulations 1999 all employees are legally bound tocarry out detailed risk assessments of the workplace. In thecase of a fitness instructor the workplace could be the gymfloor, the studio or the reception area.risk likelihood x consequenceRisk assessments are about deciding who might be harmed,how serious the consequences could be and the likelihood ofsomething actually going wrong. Once the risks have beenidentified and their significance estimated, attention can bediverted towards eliminating or at least controlling them.A risk assessment is a careful examination of anything in theworkplace that could cause a ‘person’ to suffer injury or illhealth. The person could be the person undertaking the riskassessment, one of his or her colleagues or a member of or avisitor to the facility. In order to perform a risk assessment itis necessary to be able to define a risk, estimate it, evaluate itand more importantly, take any necessary action to prevent it.There are two main types of risk assessments:Generic risk assessmentsThere are a number of basic terms which apply whenassessing a risk:These are detailed, careful inspections of the workplace.Dynamic risk assessmentsA hazardMost people carry out dynamic risk assessments on a dailybasis without even realising; for example, before crossing aroad a person will carry out a dynamic risk assessment toidentify if there are any hazards s
Health, Safety and Welfare in a Fitness Environment Contents 1 Health and safety requirements in a fitness environment 1 Health and safety legislation 1 Responsibility for health and safety in a fitness environment 2 Health and safety documents 3 Duty of care 5 Professional boundaries 5 2 How to control r
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