Halls of Residence Arrival Information 2024/25
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Source: www.glos.ac.uk. All Rights Reserved. 2025 University of Gloucestershire
Last updated: 11 June 2025
Location: Francis Close Hall, Swindon Road, Cheltenham, Glos, GL50 4AZ
Activity/Task Assessed: Outreach School/ College Visit
Assessment Date: 9 June 2025
Completed by: Paige Gliddon, Outreach and Student Recruitment Manager
Assessment Review Date: June 2028 or more frequently if serious accident/incidents occur
Activity/Task: Outreach School/College Visit
Assessed by: Paige Gliddon
Date: 9 June 2025
| What are the hazards (things which have the potential to cause harm) | Who might be harmed and how? | What is being done to control the risks? (the likelihood of someone being harmed) | What further action is required to control risks? | Who needs to carry out the action? | When is action needed by? | Action Completed? |
|---|---|---|---|---|---|---|
| Fire | Who: Staff, Student Ambassadors, Visitors How: Smoke inhalation, burns, death | Staff (including student ambassadors) trained on fire evacuation procedures. Visit lead to brief visitors on fire evacuation procedures at the start of each visit. | Student Ambassadors to be briefed at the start of each visit. | Visit lead, Student Ambassador Manager | Ongoing – briefing on the day of every visit | |
| Collision with moving vehicles | Who: Staff, Student Ambassadors, Visitors How: Broken bones, head injuries, death | Visitors to be dropped off at designated coach drop (Swindon Road bus stop/ Hardwick car park) and access buildings via footpath. Teachers to escort students to/ from reception and provide supervision across the car park. Staff to use crossing points and paths when escorting visitors around the site. | Student Ambassadors to be briefed on expectations of their role when escorting students at the start of each visit. | Outreach Team, Student Ambassadors, Teachers | Ongoing – briefing on the day of every visit | |
| Inclement weather | Who: Staff, Student Ambassadors, Visitors How: Slips and falls leading to injury or damage to property/ equipment, increased risk of vehicle collisions, illness as a result of exposure | Outreach Team to be aware of extreme weather warnings prior to on-campus activity and adapt or cancel events as necessary. Minimise external environments. Provide guidance to teachers and visitors on bringing suitable clothing when outdoor activity is planned. | Student Ambassadors to warn of slip hazards when moving around outside. Student ambassadors to adapt tour routes to minimise external areas. | Outreach Team, Student Ambassadors | ||
| Small wildlife pond – cold water, ingestion and drowning (possible but unlikely) | Who: Staff, Student Ambassadors, Visitors How: cold water immersions/ shock, drowning, death | Student Ambassadors to avoid the pond on campus tours. Teachers to supervise students on campus. | Student Ambassadors to be briefed on expectations of their role when escorting students at the start of each visit. Teachers briefed at the start of the visit. | Outreach Team, Student Ambassadors, Teachers | Ongoing – briefing on the day of every visit | |
| Building work on campus – building materials falling or presenting trip hazards, dust inhalation, dangerous equipment or chemicals | Who: Staff, Student Ambassadors, Visitors How: Cuts, broken bones, head injuries, death | Head of Maintenance to brief University staff on areas of campus where building work/ refurbishment works will be taking place. Visit lead to brief visitors on building works at the start of each visit (where appropriate). | Visit programmes to be altered if necessary. Training for Student Ambassadors to amend campus tour routes. | Estates Team, Outreach Team, Student Ambassadors | Ongoing – keep updated as appropriate. Briefing on the day of every visit | |
| Injury due to trips and falls | Who: Staff, Student Ambassadors, Visitors How: Cuts, bruises, broken bones, head injuries, death | Campus Management informed of visits Visit lead to brief visitors Outreach Staff and Student Ambassadors to use appropriate routes around campus and travel at a steady pace. Teachers to supervise students on campus. | Report all accidents, incidents or near miss reported using the Staffnet form to support monitoring and inform campus maintenance. | Outreach Team, Teachers | Ongoing – keep updated as appropriate. Briefing on the day of every visit | |
| Contact with hazardous chemicals | Who: Staff, Student Ambassadors, Visitors How: Inhalation, skin burns, eye injury | Outreach Staff to liaise with staff responsible for labs to ensure that entry to labs is safe and permissible. | Separate risk assessments to be carried out for activities involving potentially hazardous chemicals. | Academics/ Technicans | Prior to visit | |
| Allergic reactions, poisons, stings, bites | Who: Staff, Student Ambassadors, Visitors How: itchy skin, rash, breathing difficulty, sickness, anaphylactic shock | Teachers to be aware of group members with known allergies and trained to treat accordingly. Teachers to check that young people and /or leaders carry necessary medication. | Gather & Gather to label ingredients in refreshments. | Teachers | On the day | |
| Student becoming ill, particularly those with pre-existing conditions e.g. asthma, epilepsy | Who: Visitors How: on-set of ill health due to pre-existing medical conditions e.g. shortness of breath, fainting, fits, pain | Teachers to inform Outreach staff of students with medical conditions which may affect their participation in outreach activities. Teachers to be aware of group members with known medical conditions/ recent injury and trained to treat accordingly. Teachers to check that young people and /or leaders carry necessary medication. | Activities adapted if necessary to reduce risk e.g. providing a chair, avoiding contact with particular materials which could irritate asthma. Student Ambassadors briefed if this is likely to affect campus tours. | Outreach Team, Teachers | Prior to visit and on the day | |
| Young person lost or separated from group | Who: Visitors How: distress, injury, assault | Outreach staff to ensure that students are aware of the itinerary and supervision/ meeting arrangements. Visitors briefed on what to do if separated from their group and designated meeting point – reception. Teachers to conduct regular head counts, particularly at arrival/ departure points, and when separating and reforming groups. | Itinerary emailed to reception in advance of the visit. Teachers responsible for having registers at all time and regular head counts. | Outreach Team, Teachers | Email sent prior to visit. Briefing on the day of every visit. | |
| Assault, abduction or attack | Who: Visitors How: Verbal, physical or sexual assault, abduction | Staff briefed regarding the response if approached inappropriately by a stranger. Visitors briefed to remain in groups at all times, including visits to toilets. Visitors briefed regarding procedure if lost/ separated. | Outreach staff DBS checked. Teachers to accompany their students to toilets etc (working campus) Campus security to be made aware of all planned activity on campus in order to be vigilant of strangers. | Outreach Team, Teachers, Safeguarding Lead, Campus Security | Email sent prior to visit. Briefing on the day of every visit. | |
| Bomb threat/ terror threat | Who: Students and Staff How: Verbal, physical or sexual assault, abduction | Confidential procedures in place | Retreat, barricade door, identify another route to take to exit, wait for further instruction. | Outreach | On the day |
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