HEALTH AND SAFETY

STRESS MANAGEMENT POLICY

t 2003 Augus

STRESS MANAGEMENT POLICY 1.0 STATEMENT 1.1 This policy identifies New College Nottingham’s approach to dealing with

instances of stress at work. 1.2 Recognising the need, so far as is reasonably practicable, to provide a safe

working environment for employees and comply with the relevant provisions within the Health and Safety at Work Act 1974, and the Management of Health and Safety at Work Regulations 1999.

1.3 The College acknowledges that stress at work can potentially be harmful and

have a detrimental effect upon both the individuals concerned and upon the organisation. Furthermore, it accepts that its duty of care towards its employees encompasses any such individual who suffers from stress at work and who asks for assistance in accordance with the terms of this policy. For this reason the College is committed to tackling stress effectively, by placing emphasis on prevention and preparation rather than coping. As an indication of the College’s commitment to tackling stress this policy has been written taking account of the Association of Colleges and Joint Trade Unions guidance document - Work Related Stress and will use this as a helpful reference document.

1.4 The College recognises that stress can affect anyone at any level of seniority

or length of service. When it is identified, the individual concerned will be encouraged to seek assistance under the terms of this policy. This policy applies to all employees, and the same opportunity for confidential counselling and support will be available to all. Efforts will be made to identify stress in the workplace and to tackle the root causes and institute proper and effective control measures. It is recognised that risk to health from work related stress is a Health and Safety issue and that these risks can be minimised by the implementation of good practice. The policy informs everyone of their responsibility to address this matter.

1.5 This policy supports and affirms the aims and objectives of New College

Nottingham Corporate Health and Safety Policy, and must therefore be read in conjunction with that document.

2.0 LEGAL BACKGROUND 2.1 The College has a duty to take reasonable care and reasonable steps to

secure the health and safety of its employees. The College has a legal responsibility to comply with the Health and Safety at Work etc. Act 1974. The Management of Health and Safety at Work Regulations 1999, requires employers to assess the health and safety risks, (including stress), in order to identify the causes so that strategies can be implemented to eliminate and if not reduce the risks. The College and individual employees have obligations under the Disability Discrimination Act 1995, not to treat disabled people less favourably “for a reason which relates to the person’s disability”. This may be in relation to stress-related illnesses, Human Resource services can be contacted to advise further on this matter.

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2.2 College employees also have a duty to take reasonable care and a legal

responsibility to comply with the Health and Safety at Work etc. Act 1974. Employees are required to co-operate by drawing to the attention of their employer any shortcomings in health and safety arrangements, or to any work situation which might present a health hazard to themselves or other persons. The College is reasonable in assuming that employees can withstand the normal pressures of a job, unless it knows of a particular problem or vulnerability.

3.0 WHAT IS STRESS? 3.1 Stress can be defined as :- “An incapacitating emotional or physical state

experienced by a person when they are unable to cope with the demands put on them”( Professor Tom Cox 1998 ).

Stress as defined by the Health & Safety Executive is: “a reaction that people have to excessive pressures or other types of demand placed upon them”.

3.2 Reasonable amounts of pressure can provide the key to satisfaction,

achievement and motivation, however when it becomes excessive it can result in poor performance and physical / behavioural problems:-

• physical effects, such as raised heart rate, increased sweating,

headache, dizziness, blurred vision, aching neck and shoulders, skin rashes and a lowering of resistance to infection.

• behavioural effects, such as increased anxiety and irritability, a

tendency to drink more alcohol and smoke more, difficulty sleeping, poor concentration and an inability to deal calmly with everyday tasks and situations.

3.3 These effects are usually short-lived and cause no lasting harm. When the

pressures recede, there is usually a quick return to normal. It is only where pressures are intense and continue for some time that the effects of stress can become more sustained and far more damaging, leading to longer-term psychological problems and physical ill health.

3.4 The levels of stress which are harmful differ for each individual according to

their personality, experience, motivation and the support they receive from managers, colleagues, family and friends.

3.5 The ability to cope with stress at work will also be affected by the amount of

stress being experienced outside work, resulting from such situations as bereavement, family sickness, marital or other inter-personal problems. The College is aware that an individual may be experiencing stress outside of the work environment which may compound or exacerbate stress and may have an effect on their performance and judgement. Whilst NCN has no legal obligation to prevent ill-health arising from stress caused by factors which are external to the working environment, it does however, recognise that it is in the organisation’s interest to be sensitive to the external circumstances of its employees.

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3.6 Stress is more likely to occur where there are :-

• pressures which are cumulative and/or prolonged; • demands placed upon the individual over which (s)he has no control; • demands which are conflicting or ambiguous - causing confusion; • high levels of uncertainty; • bullying by managers or other members of staff; • inflexible and or over-demanding work schedules; • lack of involvement in decision making; • lack of promotion/advancement or training opportunities; • prolonged inter-personal conflicts; and • absences of leadership and/or understanding from managers.

3.7 Physical conditions such as noise, heat, humidity, vibration and other

hazards might also increase stress levels for the employees working within that environment.

3.8 Work related stress could also lead to organisational problems such as poor

time keeping, increased accident rates and absence levels. 4.0 RISK ASSESSMENT 4.1 Risk assessment is the tool used to evaluate whether existing control

measures are sufficient to reduce harm. The Manager or their competent representative should undertake the assessment, where any of the following can be identified.

• Major changes taking place within the College, School or Service. • Sickness absence data (as collected under the College’s Sickness Absence

Policy and Procedure) indicates high levels of stress in a particular area. • Exit interview data combined with high staff turnover indicate a potential

problem. • An employee or group of employees identify that they are having difficulties,

either by direct approach to their manager, via a Trade Union Representative or the Occupational Health Adviser ( through Human Resource services ).

• A Manager or Supervisor identifies potential problems within their area. 4.2 The law requires employers to assess risk and record significant risks. A basic

five-step risk assessment method approach advocated by the Health and Safety Executive (HSE, 1997) provides a systematic and logical method of assessing the risk. It will enable the College to:

• Identify the main causes of work related stress in the College • Determine the extent of work related stress amongst all different categories

of staff • Determine the current effects of work related stress on employee physical,

mental and social health • Identify who might be harmed and why

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• Identify any existing control measures to minimise stress and make recommendations where measures are found to be unsatisfactory

• Prioritise an action plan 4.3 Where there is conflict between individuals or groups, managers will ensure

that the agreed procedures are followed, and that complaints are investigated. Jobs that involve contact with, or, responsibility for people, or, involve violence / danger, can place heavy demands on people which, if not properly addressed, can result in harmful levels of stress. Where such issues are identified via the risk assessment process as a job-related risk, suitable training will be provided.

5.0 TRAINING 5.1 The College via its Staff Development provision, in conjunction with the

Health & Safety Manager, will ensure appropriate and regular training opportunities for staff and managers in managing stress. This will form part of the Staff Development ‘Rolling Programme’.

6.0 PROVISIONS 6.1 The College will promote measures to help reduce or remove unnecessary

stress, including:

• Provision of good management that is competent, gives support and has regard for staff

• Managers equipped with the necessary skills to recognise the causes and symptoms of stress in themselves and in others, and provide the support and training necessary to deal with stress

• Development of a culture which recognises stress as an issue in the workplace and makes every effort to remove the causes

• Encouragement, recognition and praise for people to feel valued at work • Good organisational communication and clear objectives • Reasonable work targets • Fair and equal treatment • Sufficient skills, training and resources

6.2New College Nottingham recognises that stress can be a serious problem and is committed to providing support to employees who are identified as suffering from stress related illness. Individuals who think they have a stress related problem are encouraged to seek support and assistance at the earliest opportunity. Any request for assistance will be dealt with in a confidential and supportive manner.

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7.0 OCCUPATIONAL HEALTH AND COUNSELLING 7.1 An employee who considers that he/she is suffering from the harmful effects

of stress should talk to their Manager, Supervisor, Trade Union Representative or Occupational Health Adviser (via Human Resource services).

7.2 To provide support to staff that are suffering from excessive pressure,

Human Resources services at New College Nottingham are currently making arrangements to provide a telephone counselling service which is available 24 hours per day, 365 days of the year. Staff will be assured of the confidentiality of this counselling service. It will be available for immediate family members in the household of the employee and can address issues in employee’s personal lives in addition to work issues. Details will be provided to all existing and staff new to the College.

8.0 MATCHING THE INDIVIDUAL WITH THE JOB 8.1 In an attempt to reduce the likelihood of stress in the workplace, the College

will seek to ensure that as far as possible, jobs are matched with the abilities and motivations of the person required to do the work. Wherever possible this ‘matching’ will take place during the recruitment process, at which point coping skills may be assessed. It will be necessary to identify the requirements of each job and the experience of the person to be recruited.

8.2 When changes are made then the individual(s) affected will be closely

involved at an early stage in those changes and given the opportunity to contribute.

8.3 In order to avoid feelings of not being in control or lack of ownership,

employees will be encouraged to be involved in planning their work. Where required, group problem solving sessions will be set up to discuss perceived stressors and put forward suggestions for action.

8.4 Employees who share problems will be encouraged to come together to act

as a mutual support group. Managers will ensure that appropriate training and instruction is given not just in dealing with the new job but in the new working environment and any particular new pressures to be found. Work tasks and responsibilities will be well defined, and reviewed by managers in conjunction with employees on a regular basis. Effort will be made to alleviate work that is monotonous or repetitive. Work will, wherever possible, be adapted to the individual, particularly in relation to the design of workplaces, the choice of work equipment, and the choice of working and production methods.

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8.5 In addition to paragraph 8.4, the College recognises that there may be occasions when an employee considers that they are suffering from stress due to a particular element of their role or the volume of their workload. As part of management’s commitment to avoiding stress in the workplace, consideration will be given to a temporary workload reduction or the removal or change of a particular element of the employee’s role. In such circumstances, the employee’s line manager, with the employee, will go through the different duties, which they have, and the workloads associated with them. While the College will consider all options in avoiding and/or reducing stress for a particular employee, including temporary adjustments to their job role, unfortunately there may be occasions when it cannot make a permanent amendment to an employee’s job role, due to operational issues such as unavailability of another employee to transfer the work to or the permanent increase in workload it would cause another employee.

9.0 MONITORING AND REVIEW 9.1 The College will continue to monitor sickness absence records and overall

trends reported from Counselling (anonymous) which identify stress related absences. The results will be considered on a regular basis by the Directorate, with a view to recommending action where adverse trends appear, or when specific areas are highlighted. Any monitoring undertaken will be conducted in accordance with the principles of the Data Protection Act 1998.

9.2 The College recognises the role that employee representatives have and the

significant contribution they can make in tackling stress in the workplace. The Corporation relies upon representatives to help promote and support stress initiatives established in the workplace, and to encourage full participation by everyone. Representatives will be included in appropriate training provided by the College.