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Health and Safety Policy
The Shades of the Life Oxford Digital Design and Visual Art Studio
Bright Future Innovators Camp & Mystery Missions Camp
Last Reviewed: 10. 05. 2025.
Designated Health and Safety Officer: Gyongyi Domokos (CEO)

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1. Statement of Intent

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The Shades of the Life Oxford Digital Design and Visual Art Studio (SOL) is committed to providing a safe, secure, and healthy environment for all children, staff, volunteers, and visitors at our summer camps. We recognise our legal and moral responsibilities under the Health and Safety at Work Act 1974 and the Children Act 2004 to safeguard the wellbeing of all individuals attending our activities.

This policy outlines the systems and procedures implemented to prevent accidents, manage risks, and ensure swift response to emergencies.

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2. Scope

 

This policy applies to:

  • All activities organised under SOL, including the Bright Future Innovators Camp and Mystery Missions Budget Camp

  • All locations used for summer camps, both indoor and outdoor

  • All staff, freelancers, volunteers, contractors, children, and guardians

3. Roles and Responsibilities

3.1. The Health and Safety Officer (Gyongyi Domokos)

  • Ensures the implementation and review of the Health and Safety Policy

  • Conducts regular risk assessments and inspections

  • Ensures staff are trained in relevant safety procedures

  • Maintains up-to-date health and safety records

 

3.2. Camp Managers

  • Oversee the day-to-day health and safety operations

  • Conduct site-specific risk assessments

  • Ensure all incidents are reported and documented

  • Supervise emergency drills and equipment checks

 

3.3. Staff and Volunteers

  • Follow all safety procedures and attend training

  • Immediately report hazards or incidents to the Camp Manager

  • Supervise children and ensure safe use of resources and spaces

 

3.4. Parents and Guardians

  • Inform the camp of medical conditions, allergies, or special needs

  • Provide accurate emergency contact information

  • Cooperate with safety procedures (e.g. collection protocols)

 

4. Risk Assessments

Risk assessments are completed:

  • Before each camp season begins

  • For each venue (site-specific)

  • For high-risk activities (e.g. 3D printing, outdoor exploration, VR/AR use)

  • Following any significant incident

A dynamic risk assessment approach is also employed, allowing staff to identify and respond to new risks throughout the day.

Risk assessment documents include:

  • Hazard identification

  • Persons at risk

  • Risk rating

  • Control measures

  • Responsible person

  • Review dates

 

5. Site Safety

  • Entry and exit points are controlled and monitored

  • Children are signed in and out by authorised adults

  • Visitors must sign in and wear visitor badges

  • Emergency contact details are held securely but are readily accessible to staff

 

6. First Aid

  • A qualified first aider is present at each site at all times

  • First Aid kits are checked weekly and restocked as needed

  • A portable First Aid kit accompanies any off-site activities

  • Accident and Incident Reports are logged and reviewed by the H&S Officer

  • Parents are informed of all accidents involving their child, however minor

 

7. Medical and Health Needs

  • Children with specific medical needs have an individual care plan

  • Medication is stored securely and administered only with parental consent

  • Staff are trained to use EpiPens and recognise signs of allergic reaction

  • In the case of a suspected infectious disease, the child will be isolated and parents contacted for prompt collection

 

8. Fire Safety and Emergency Procedures

  • All venues have an Emergency Evacuation Plan displayed clearly

  • Fire drills are conducted at the start of each new week

  • Fire extinguishers and alarms are checked in coordination with the venue

  • Staff are trained in evacuation procedures, including assisting children with additional needs

 

9. Missing Child Procedure

In the event that a child is unaccounted for:

  1. Immediate search of the area by available staff

  2. Site secured to prevent further exits

  3. Camp Manager alerted

  4. Police and parents/guardians contacted if child is not found within 10 minutes

  5. Full written report produced and safeguarding procedures followed

 

10. Equipment and Activity Safety

  • All electrical equipment is PAT tested and checked before use

  • Staff supervise children when using technology (e.g. 3D printers, VR headsets)

  • No child is allowed to plug/unplug devices without supervision

  • Outdoor activities are inspected for hazards before each session

  • Protective gear is provided and used as appropriate

 

11. Hygiene and Cleanliness

  • Venues are cleaned daily with particular attention to shared surfaces and toilets

  • Hand-washing routines are incorporated into the daily schedule

  • Hand sanitiser is available throughout all areas

  • Food preparation follows environmental health standards

 

12. Environmental Safety

  • We actively reduce trip hazards by managing wires, furniture, and layouts

  • Sharp or dangerous tools are kept securely and used only under adult supervision

  • All materials used in creative workshops are non-toxic and child-safe

 

13. Training

  • All staff and volunteers receive Health and Safety induction training

  • Specific training is provided for First Aid, fire warden roles, and safeguarding

  • Refresher training occurs each camp season

 

14. Reporting and Review

  • All incidents and near misses are recorded in the Incident Logbook

  • Serious incidents are reported to the local authority and insurance provider if necessary

  • This policy is reviewed before each camp season or in response to an incident or change in legislation

 

15. Monitoring Compliance

  • Regular site inspections

  • Spot checks by Camp Managers and H&S Officer

  • Feedback from staff, parents, and children is used to improve safety procedures

 

For further information, please contact:
Gyongyi Domokos
CEO & Health and Safety Lead
gyongyidomokos@theshadesofthelife.com

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