NORMAL OPERATING PROCEDURES

Starfish Hydrotherapy Pool,

St. Nicholas’ School,

Malmesbury Road,

Chippenham,

Wiltshire.

SN15 1QF

01249 735366

Written; November 2018

Review; Novermber 2019
& April 2020

Plan of Building and grounds

Description of facilities

• Starfish Hydrotherapy Pool is based at St. Nicholas’ School.
• This is a special school, which caters for pupils with severe, profound and multiple learning difficulties.
• The pool is 8m x 8m square, with a shallow end of 0.8m and deep end of 1.2m, and a gradual step entry.
• There is a teaching pit next to the deep end of the pool.
• The pool has a retracting cover that is placed over the pool at night.
• An office is located just off the poolside, with glass windows and a lockable door.
• There is a phone located in the office.

Main Hazards;

• The following groups are at a heightened risk of incident;

• Young people
• Weak/inexperienced swimmers
• The elderly
• People with disabilities
• People with illnesses/prior health problems
• People under the influence of drugs or alcohol

Pool Guidelines;

• Pool supervisors should be aware of all users entering the pool/changing rooms.
• Early intervention should be the front line of action taken for many potential situations; e.g. chewing gum, intoxication, inappropriate activity/behaviours, contagious skin conditions, medical conditions, etc. and entry refused if necessary.
• Any children under the age of 8 must be accompanied by an adult (over 18) or a parent (if aged 16 or 17) at a minimum ratio of 1 adult to 2 children. The children must be kept within close reach, and be closely supervised at all times.

• This is at the duty manager’s discretion. If they feel there to be an unacceptable level of risk, they may reduce this ratio to 1 adult to 1 child for the children’s safety. This may include, but is not limited to, disabilities, very young children, parents with water confidence issues.

• All parents of swim school children must remain on site (preferably on poolside) for the duration of the lesson.
• No member of the public is allowed access to the plant room.
• Weak or non swimmers should remain within their depth, or be supported by an adult at all times.
• Swimming aids (armbands, swimfins, backpacks, etc) are not toys or life preservers, and should not be viewed as such.
• Baby neck floats (inflatable or otherwise) are not allowed at any time.
• Pool users should not be allowed to act as swimming teachers.
• Lane ropes, toys, inflatables, etc. are only permitted for use in designated sessions.
• No diving is permitted, except sitting or kneeling dives when taught as part of swimming lessons.
• Flippers, masks (that cover the nose), and/or snorkels are not to be worn in the pool.
• No chewing gum, food or drink (except plastic bottled water) is allowed in the pool environment.
• Babies/small children who are not fully toilet trained, must wear a double layer nappy system at all times. Swim nappies are available for purchase in the office.

• In the interests of safety, pool users/spectators must be prevented from

• Running
• Pushing
• Shouting
• Bombing
• Ducking
• Smoking
• Petting
• Gymnastics/Athletics
• Any other behaviours that may pose a risk to other users/spectators

Risk Assessments;

• Risk Assessments have been carried out for all normal activities carried out on the premises. The NOP and EAP have been formulated to reduce the risks present to acceptable levels, so must be followed as a matter of routine, to ensure staff and pool user safety.

• Staff have a duty to report any changes in situation, or the increase of risk, to their line manager. Further risk assessments/control measures may become necessary.
• Individual user risk assessments should be carried out for all new bookings/hire agreements/high risk pool users; further information on this can be obtained by emailing  Health and Safety Coordinator.
• Risk assessments will be reviewed periodically, or when any change in circumstance is highlighted.
• Employers have a legal obligation to protect their health and safety and that of their workforce. Regulation 3, of the Management of Health and Safety at Work Regulations 1999, requires, among other things, that all employers assess the risks to the health and safety of their employees while they are at work. (http://www.hse.gov.uk/msd/risk.htm)

•  Any safeguarding concerns, whether suspected or confirmed, should be reported to the Safeguarding Officer (steph@neptuneaquatics.co.uk) as soon
• as possible. Further information on safeguarding policies can be found in the EAP, staff handbook, and by contacting Steph Westbrook.

Pool Capacities;

Hydro4you  = 12 bathers maximum

Hydro-mind = 10 bathers maximum

Hydro4Fibro = 10 bathers maximum

Hydro-cise circuit = 12 bathers maximum

Hydro-cise HIIT = 8 bathers maximum

Disability Family Swim = 16 bathers maximum

Family Swim = 24 bathers maximum

Under 5’s Swim = 26 bathers maximum  

• Changing room access gate should be locked when sessions are not in progress/pool supervisor is not on poolside, to ensure no unauthorised access is achieved.
  

  ---

Pool Supervisor Positions;

• Family/Under 5’s swims

• Position 1 or 2, as necessary.
• Supervisor is responsible for

• Monitoring access to the pool from changing room and high dependency.
• Monitoring and controlling customer numbers.
• Monitoring and controlling customer behaviour and equipment use.
• Ensuring safety of all pool users.

• Individual sessions

• Position 1 or 2 as necessary
• Responsible for

• Monitoring access to the pool from changing room and high dependency.
• Monitoring and controlling customer numbers.
• Monitoring and controlling customer behaviour and equipment use.
• Ensuring safety of all pool users.
• Offering advice on activities and exercises in the pool to aid with rehabilitation (if trained).
• Preventing access to the pool by minors/charges before adult/carer is changed and ready.

• Hydrocise

• Where the instructor feels the happiest.
• Only qualified hydrocise instructors are to take classes.
• Instructor acts as pool supervisor (if qualified).

• Private hire

• Position 1, 2 or office as agreed with the hirer at time of booking, via the Hydrotherapy Booking Form. (this is sent out to each hirer individually)
• Hirer groups will need to provide their risk assessment of their sessions if they do not require supervision of the sessions by Neptune Aquatic Solutions staff, stating their control measures to provide supervision of their sessions.
• A Member of Neptune Aquatic Solutions staff must remain on site and be available to assist if any accidents/incidents occur and provide first aid cover.
• If any unsafe behaviour/practices are witnessed/suspected, then action should be taken as in a supervised session.
• If supervision is required (either by request or assessment of risk), then positioning will be dependent on the nature of booking/findings of risk assessment.

• Pool zones;

• All pool supervisors will be responsible for the whole pool as one zone, even when more than one is present.
• Pool supervisors must ensure that they can see all users at all times, and if there are any impairments to this, they should move and report the issues to management.

• Bather observation;

• Pool supervisors should be constantly observing all pool users by scanning the pool.
• Anything unusual should be looked out for, and acted upon as soon as possible (early intervention).

Lines of Communication and Supervision;

• Communication should be directed to your line manager in all circumstances. If they are not contactable, then go to the next in line. If the issue is serious, then contact all simultaneously.
• Communication should be made by email or Sling where possible/practicable.
• Other methods of communication include

• Hand signals
• Voice
• Alarms
• Telephone
• Written

The Role of the Pool Supervisor;

• Pool supervisors are the main public fronting staff for the business. They are responsible for (as a team) ensuring standards of cleanliness, hygiene and safety (amongst others) are maintained to a high standard.
• Pool supervisors’ day to day duties include (but are not limited to);

• Ensuring the safety and wellbeing of all pool users/spectators, by following their training, the PSOP and their manager’s instructions.
• Displaying a positive attitude at all times, and appearing approachable to all customers.
• Being clearly identifiable at all times, by ensuring the correct uniform is worn;

• Green pool supervisor tshirt
• Tracksuit bottoms, leggings or shorts (black or navy)
• Appropriate footwear
• Long hair is tied back
• Minimal jewellery; wedding ring, small stud earrings, watch
• Natural looking, subtle, makeup

• Monitoring pool users while in the pool/pool environment, and ensuring early intervention methods are used if issues could be arising.
• Pool supervisors should be in position on the poolside before any users are allowed to enter the pool area. Attention should not be drawn away from the pool for any reason whilst the pool supervisor is on poolside.
• Following cleaning schedules/pool tests/other paperwork is completed and signed for, in an appropriate manner and time frame.
• Ensuring qualifications (NPLQ/emergency pool responder or equivalent) are kept up to date, and training sessions are attended as required.

Staff Training;

• Lifeguard/pool responder training will be held once a month on a Saturday 6-8 unless changed by the training manager.

• Attendance on every other month is compulsory, unless on annual leave, or prior agreement has been acquired from management. Non attendance for 2 consecutive months will result in a competency test being required, and shifts/duties can be withheld until this is completed to a satisfactory level.
• A competency test may be deemed necessary on a member of staff’s return to work after illness/other absence, or if there are any concerns raised about their performance.
• Training sessions will cover all aspects of the lifeguard/pool responder’s role, including lifesaving skills, first aid, a working knowledge of health and safety issues the PSOP, applicable record keeping, (including accident reporting, RIDDOR and COSHH), and any other tasks/activities required for the day to day running of the site.
• A copy of the training schedule can be requested from David Westbrook (David@neptuneaquatics.co.uk) if required.
• All staff are required to maintain the company competency standard, and holders of the NPLQ are required to maintain the IQL standard.
• A training record will be kept by David, noting attendees and topics covered. A copy of this can be requested if needed.
• All staff must have a current pool responder qualification or higher. Staff members are responsible for ensuring enough training hours are achieved for NPLQ renewal, and that management is made aware of renewal dates well in advance of the date.
• Costs for qualification renewals will be met by the company, as long as the staff member has attended training, provided enough notice of the renewal date, and is remaining with the company.

Staff hours and breaks;

• All shifts can be published/viewed on Sling.
• Any issues are to be reported to your line manager.
• All shifts should be signed into and out of on Sling.
• All requests for annual leave should be submitted on Sling, and are only to be assumed confirmed once approved.
• For any shifts of over 6 hours, a 20 minute break should be had (rotation times for being on poolside are detailed separately).
• Workers who are under 18 are entitled to a 30 minute break for every shift longer than 4.5 hours. (further details can be found on https://www.gov.uk/rest-breaks-work )
• Poolside rotations;

• Hydrotherapy sessions - 60 minutes
• Family swim - 60 minutes
• Hydro-Cise - 45 minutes
• Parties/private bookings - 60 minutes
• Disability swimming - 45 minutes
• These are a maximum period of time that should be spent on poolside for these activities without a break. Staff should rotate positions frequently within this time. If possible, they should be shorter than this.
• If any members of staff are adversely affected by the pool environment, the line manager should be informed. Where possible, times on the poolside should be reduced.

• Any illness or other unexpected absence should be communicated to your line manager as soon as possible. This must be done by phone call, a text message is not acceptable.

• Return to work meetings can be requested by management after any staff absence.
• If any training sessions have been missed, or there is any concern about physical condition (e.g. return after injury), then an appropriate competency test (NPLQ/pool responder) will be required. Records of all return to work meetings and competency tests will be kept on staff file, in line with current data legislation.

• Duty managers/senior management will endeavour to ensure staffing ratios/numbers are met at all times.

• In an instance where sufficient cover cannot be found, the pool will be closed to any swimmers.
• Further details of procedure for closing the pool can be found in the EAP.

Pool setups;

• Family swim

• All equipment is available for use.
• Pool supervisors are responsible for ensuring it is used safely and appropriately.

• Hydro-Cise

• Instructor to set up before the session starts.
• Equipment located on the poolside.

• Swimming lessons

• Pool supervisor should assist with preparation/setup if asked.
• Lane ropes/pool dividers should be used to clearly identify different class groups.
• All equipment should be laid out tidily on poolside by the teacher.

• Private hire

• Pool supervisor should set up as agreed with the hirer.
• Risk assessment to be carried out for each.

• Disability sessions

• Hoists and other specialist equipment should only be used by trained staff (carers or pool supervisors).

Changing Room Setup;

• Can be changed depending on the user's needs.
• Standard setup;

• Children over the age of 8 must be in the appropriate sex changing area. If this is a problem for any reason, then high dependency/bed bay changing rooms may be used.
• High dependency changing area is equipped with a flexible shower, a changing bed, a sink, and wet room style floor.
• There is a changing bed available in the main changing area (divided off from male and female) that is available for use if required.
• Chairs are located in male and female areas, along with plastic buckets for clothes storage.

• Chairs are to be tidied to the edges of the changing areas.

• Baby changing mats are available to be used (on the floor, not on raised surfaces).

Changing Room Checks and Patrols;

• Changing rooms and toilets are to be checked (as a minimum) before each group uses the facilities.
• Any issues are to be rectified immediately.
• Minimum standard checks include;

• Ensuring floors are clean
• Ensuring soap, toilet roll, and hand towels are stocked. Replacing if needed.
• Emptying bins if needed.
• Tidying up chairs and clothes buckets to edges of changing areas.
• Checking positions of area dividers, repositioning if necessary and ensuring no defects.
• Ensuring baby change mats are clean, tidy and in good condition.

• Record all checks (whether action is required or not) on appropriate forms.

Opening and Closing Procedures;

• Opening the building

• Keyholder to unlock the building and unset the intruder alarm. Access to the building is via the main door, or through the school.
• A walk through of the building is to be done to identify any issues that may have arisen overnight/problems with closedown, including plant room.
• Pool cover to be removed.
• Pool test is to be carried out with a satisfactory result, by a trained member of staff, before anyone is allowed access to the pool.
• Opening checklist is to be completed; this is a record that the supervisor is satisfied the building is ready/safe for customer use.

• Closing the Building

• Pool test to be carried out and results recorded.
• Full building check to be carried out (checking cleanliness, no customers present, no unreported maintenance issues).
• Pool cover back on.
• Closedown checklist to be completed.
• Any important information to be communicated to the morning staff (handover diary/note) and/or higher management via email if necessary.
• Building to be secured (including plant room door, fire escape and all windows), alarm set, and front door locked.

Alarms;

• There are 3 types of alarm at Starfish pool

• Evacuation
• Disabled
• Intruder

• Evacuation Alarm

• 3 break glass points; poolside, foyer, and plant room.
• A continuous, high pitched alarm will sound when triggered.
• Control panel is located in the school.

• Disabled Alarm

• Alarms are located on the poolside and in the changing rooms.
• Alarm calls through to the school office when sounded; someone will respond.
• Sound box located within the school corridor
• THIS ASSISTANCE IS ONLY AVAILABLE DURING SCHOOL HOURS.

• Intruder Alarm

• Control panel is located in the foyer, to the right of the main entrance.
• Alarm should be set every time the building is locked up or vacated (not evacuated).
• A code will be provided to all keyholders and the school; this should not be disclosed to any third parties.
• A list of keyholders can be obtained from Oliver Lee (oliver@neptuneaquatics.co.uk).

• All alarms

• Should be tested weekly, and records kept by the school.
• Any issues should be noted, and action taken as necessary.

Emergency Lighting;

• Emergency lighting is situated throughout the building, and will illuminate in the case of power failure.
• Emergency lighting should be tested monthly by the school, to ensure it is working correctly. Records of these tests/any issues should be kept.
• Once activated, emergency lighting will last for approximately 3 hours.
• All fire exits have prominently positioned signage above them, and lights will illuminate escape routes.

Emergency Equipment;

• Fire extinguishers are located in the entrance foyer, and the office.            
• Fire alarm break points are located on the poolside, in the foyer and in the plant room.

Cleaning and Record Keeping;

• Cleaning rotas/sheets is a minimum requirement.
• All chemicals/cleaning equipment should be used as appropriate.
• Appropriate PPE (personal protective equipment) should be worn at all times when using chemicals.
• COSHH sheets are available for all chemicals used on site.
• All chemicals and equipment should be kept in a locked store (plant room, cleaning cupboard or outside store) when not in use. They should not be left where the public can access them.

• Cleaning should be carried out as necessary; this will tie in alongside changing room checks.
• All cleaning tasks should be recorded as complete on the appropriate paperwork.
• Sample cleaning rotas and record sheets are attached in the appendix at the end of this document.

Chemicals Stored on Site;

• All COSHH data sheets are attached in the appendix of this document.
• Sodium hypochlorite; liquid form
• Sodium bisulphate; granule form

• Both the above are stored (undiluted) in the outside store cupboard, and on opposite sides of the plant room.
• Once diluted, they are stored in separate containers in the plant room.

• Cleaning chemicals; various

• These are stored in the locked cleaning cupboard in the office corridor, and in the outside store cupboard.
• Bleach, floor cleaner, glass/multi surface cleaner, antibacterial spray, antibacterial wipes.

• Pool testing chemicals

• Phenol Red liquid
• Dpd 1a liquid
• Dpd 1b liquid
• Dpd 3 liquid

First aid kits;

• First aid kit is located in the office. A stock level par sheet will be kept with this, to ensure sufficient stock is present.
• The pool manager is responsible for ensuring they are kept fully stocked.
• All staff are to inform the manager if they use any supplies, so appropriate restocking can take place.
• If equipment is used/first aid administered, then an accident report form must be filled out.
• Ice packs, scissors and burn dressings can be located in the office.

Do Not Attempt CPR (DNACPR) and Advance Decision to Refuse Treatment (ADRT) Orders;

• Any DNACPR or ADRT orders that may be in place, should be declared by carers to the senior staff member on duty before entering the changing room.
• The valid, in date, certificate should be checked by the member of staff, and all other staff informed.
• Any certification needs to be presented on every visit to the pool, as situations/wishes may change.
• These orders mean that CPR should not be attempted on the customer, should the situation arise. All other parts of any rescue should be carried out as per training.
• Further details on this are detailed in the EAP.

Accident/Incident Reporting;

• Accident report forms should be completed for any accident/incident/near miss, to ensure any trends are detected and appropriate action taken. ALL STAFF should be trained in completing accident paperwork, and management should check this has been done.
• Any issues are to be reported to the health and safety coordinator.
• Further information can be found in the EAP.

Procedure for reporting defects;

• Any fault/defect should be reported immediately to management.
• Management should fill in the appropriate paperwork and report to senior management and the school (St. Nicholas) as appropriate via Every.
• All issues should be chased up by the appropriate person, until a satisfactory resolution is achieved.
• Any equipment that is deemed unsafe/unfit for purpose should be removed from use immediately, and/or appropriate restriction signs put in place. Potential users and other staff should be informed.

• In the event that the site (or part of) should be closed to users

• Customers should be informed.
• Changing room to poolside access should be locked.
• Front door should be locked when all users have left the building.
• Further information can be found in the EAP.

Pool Testing;

• Pool tests should be carried out a minimum of 3 times per working day. More can be done if required.
• All results should be recorded immediately on the appropriate forms, with any action required also recorded.
• Follow up/remedial action should be taken and recorded, as required.
• If any action is required, further pool tests should be carried out to ensure the action taken is effective, and that the pool levels are coming back into tolerance.
• Further details of remedial action are detailed in the EAP.

How to;

Chlorine and PH Readings

• You need to fill the pool machine test tube up to the black line that's visible.
• You will then need to ‘zero’ the water.
• After this add 5 drops of DPD 1A and DPD 1B to the water.
• Press the mode button until you see CL2, place the lid on the test tube and then hit the ‘test’.
• This will give you a number. Note this number down,
• You then need to add 5 drops of DPD 3 to the same water.
• Apply the lid and then press ‘test’.
• This will then provide another number. Note this down also.
• You will then need to clean out the test tube and fill again to black line with fresh water.
• Reset the pool testing machine and then press ‘zero’.
• Then you need to add 5 drops of PH to the test tube.
• Apply lid then then press mode until you see PH. Then press ‘test’. Note this number also.
• You now should have 3 numbers noted down.
• You will need to take the 2 heat temperatures from the heat star.  

Hoist and Sling Use; 

• Collect hoist from the charging station, located in the changing room (2 points on wall, to left hand side of door as you enter from reception). Also collect correct size sling from hooks on the wall between male and high dependency changing.
• Pull hoist through the changing area and onto the poolside.
• Collect white shower chair if the customer wants/needs one. These are located next to the equipment cupboards.
• Lower hoist T-bar towards water using hand held remote control.
• Position yourself near water level, to steady T-bar. Ensure your position is safe and secure, with a minimum of 3 points of contact on the floor (knee, lower leg, and hand, for example).
• Assist carer with attaching sling to clips at the end of the bar.
• Ensure black strap is not twisted, and that the red safety clip is attached correctly to the bottom of the strap.
• Make sure customers and carers are happy to be lifted.
• Slowly, start raising the customer up. Keep an eye on the black strap, to ensure it does not become twisted as it raises up.
• Once customer is comfortable being lifted, carer can exit pool and position themself ready to receive customer into chair/changing room, or assist with sling removal.
• If lifting the customer to a chair, ensure they are comfortable and stable whilst lowering them onto it.
• If the customer is staying within the sling, allow the carer to take over once they have exited the water.
• If the customer is entering a chair, help unclip the sling and return hoist to the charging station.

If any further problems are encountered, refer to the troubleshooter in the EAP, and speak to Duty Manager.

Control of Information;

• All booking information can be found on Neptune Aquatic Solutions’ website (http://www.neptuneaquatics.co.uk)
• Further information/enquiries can be obtained via the duty manager - operations (Stuart@neptuneaquatics.co.uk) or by phoning the pool.
• All staff should have a knowledge of booking procedures and/or who to direct enquiries to.
• Booking for sessions can be done via the website, telephone or in person.
• All customer data will only be held for the intended purpose, in line with current data legislation, and will not be passed on to any third parties.

Appendices;

A1; Pool testing record

A2; Weekly record sheet;

A3; Fault Log Record;

Accessed via Every - www.weareevery.com 

Log in details:

Email:- Stuart@neptuneaquatics.co.uk

Password:- Swimming1

Inform your line manager if you are needing to file a defect/issue with the building.

A4; Accident/Injury Reporting Form;

Accessed through the staff area of neptuneaquatics.co.uk

A5; Risk Assessment Form

Location;

Type of Risk Assessment;

A6; COSHH Data Sheets

Hard copies attached, digital copies available from Head Office.

• Sodium Hypochlorite Liquid
• Sodium Bisulphate Granules
• Phenol Red Liquid
• DPD 1A Solution
• DPD 1B Solution
• DPD No. 3 Liquid
• CPP H3 General Purpose Cleaner
• CPP H18 Glass and Multipurpose Cleaner
• CPP H30 Toilet Cleaner
• CPP H26 Floor Cleaner
• CPP H13 Antibacterial Surface Wipes