Policies
Risk Assessment Policy
Version
Version 1.0
Next review
July 2027
Policy owner
Nicola Bevan — Lead Practitioner
1. Purpose
The Willows is committed to providing a safe environment for all young people, staff, and visitors. This policy sets out our approach to identifying, assessing, and managing risk across all activities and areas of the provision.
2. Scope
This policy applies to all activities carried out at The Willows, including:
- Animal care — horses, chickens, and cats.
- Outdoor learning and use of the grounds.
- Art and craft activities.
- Garden patch and orchard work.
- Forest school and nature-based activities.
- Any off-site activities or visits.
3. Responsibilities
Nicola Bevan is responsible for ensuring that risk assessments are completed, reviewed, and acted upon. All staff are responsible for reading and following risk assessments relevant to their work and for reporting any new or changed hazards immediately.
4. Risk Assessment Process
All risk assessments at The Willows follow a five-step process:
- Step 1 — Identify the hazards: What could cause harm to people?
- Step 2 — Decide who might be harmed and how: Consider young people, staff, visitors, and any specific vulnerabilities.
- Step 3 — Evaluate the risks and decide on precautions: Rate likelihood and severity; identify control measures.
- Step 4 — Record findings and implement them: All assessments are recorded in writing and shared with relevant staff.
- Step 5 — Review and update: Assessments are reviewed at least annually and following any incident or significant change.
5. Individual Risk Assessments
Where a young person has specific needs, behaviours, or medical conditions that present additional risk, an individual risk assessment will be completed before their placement begins. This will be developed in consultation with the young person's school, family, and any relevant professionals.
6. Animal Safety
Specific risk assessments are in place for all animal interactions, including:
- Horse handling and stable yard safety.
- Chicken care and egg collection.
- General animal contact and hygiene procedures.
Young people are always supervised during animal interactions. No young person will be left alone with an animal.
6a. Risk Assessment — Animal Interactions
The following risk assessment covers all activities involving animals at The Willows, including horses, chickens, and cats.
| Hazard | Who is at risk | Likelihood (1–5) | Severity (1–5) | Risk rating (L×S) | Control measures | Residual risk |
|---|---|---|---|---|---|---|
| Horse kick, bite or crush injury | Young person, practitioner | 2 | 5 | 10 | Nicola supervises all horse interactions at all times. Young people are briefed on safe approach and behaviour before entering the stable yard. No young person approaches a horse without Nicola present. Horses are assessed for temperament before any interaction. Appropriate footwear required. | 4 |
| Horse bolting or unexpected movement | Young person, practitioner | 2 | 4 | 8 | Horses are handled only in enclosed, secure areas. Lead ropes and head collars used at all times when moving horses. Young people remain at a safe distance unless invited closer by Nicola. No running or loud noise near horses. | 3 |
| Slip, trip or fall in stable yard | Young person, practitioner | 3 | 3 | 9 | Stable yard inspected at the start of each session. Wet or muddy areas identified and avoided or managed. Appropriate footwear required (closed toe, non-slip). Manure and bedding cleared from walkways. | 4 |
| Allergic reaction to animals or bedding (hay, straw, dust) | Young person | 2 | 3 | 6 | Known allergies recorded on individual risk assessment prior to placement. Parents/carers asked about allergies at referral stage. Antihistamines or EpiPen carried if prescribed. First aid kit on site. | 2 |
| Zoonotic infection (ringworm, salmonella, E. coli) | Young person, practitioner | 2 | 3 | 6 | Handwashing with soap and water required after all animal contact. No eating or drinking in animal areas. Young people supervised and reminded of hygiene rules. Animals receive regular veterinary care. | 2 |
| Chicken peck or scratch | Young person | 3 | 2 | 6 | Young people shown how to handle chickens safely before doing so. Supervised at all times. Wounds cleaned and dressed immediately. Tetanus status noted on individual risk assessment. | 2 |
| Egg collection — slip on wet ground or broken egg | Young person | 2 | 2 | 4 | Nicola accompanies young person during egg collection. Appropriate footwear worn. Broken eggs disposed of safely. Hands washed after collection. | 2 |
| Cat scratch or bite | Young person | 2 | 2 | 4 | Young people taught to read cat body language and approach calmly. Cats are not forced to interact. Wounds cleaned and dressed immediately. Cats are vaccinated and regularly health-checked. | 2 |
| Young person with flight risk near open areas of yard | Young person | 2 | 4 | 8 | Individual risk assessment completed for all young people with flight risk. Gates and yard access points checked and secured before session. Nicola positions herself between young person and exit points. Session plan adjusted to reduce triggers. | 3 |
Risk rating key: 1–5 Low (green) · 6–11 Medium (amber) · 12–25 High (red). Residual risk is the rating after control measures are applied.
7. Outdoor and Grounds Safety
Risk assessments cover all areas of the grounds, including the stable yard, garden patch, orchard, and woodland area. Seasonal hazards (wet ground, fallen branches, low light) are reviewed regularly. The grounds are inspected at the start of each working day.
7a. Risk Assessment — Gardening & Grounds Activities
The following risk assessment covers gardening, orchard, and outdoor grounds activities at The Willows.
| Hazard | Who is at risk | Likelihood (1–5) | Severity (1–5) | Risk rating (L×S) | Control measures | Residual risk |
|---|---|---|---|---|---|---|
| Cuts and punctures from garden tools (trowels, forks, secateurs) | Young person, practitioner | 3 | 3 | 9 | Age-appropriate tools used at all times. Young people shown correct tool handling before use. Sharp tools (secateurs, pruning knives) used only under direct supervision. Tools stored securely when not in use. First aid kit on site. | 4 |
| Slip, trip or fall on wet or uneven ground | Young person, practitioner | 3 | 3 | 9 | Grounds inspected at the start of each session. Wet or muddy areas identified. Appropriate footwear required (closed toe, non-slip). Paths and working areas kept clear of tools and debris. | 4 |
| Contact with toxic or irritant plants (nettles, thorns, unknown plants) | Young person | 3 | 2 | 6 | Young people briefed on plant identification and what not to touch. Gloves provided for weeding and handling unknown plants. Known toxic plants removed from working areas. Nicola supervises at all times. | 2 |
| Allergic reaction to plants, pollen, or insect stings | Young person | 2 | 4 | 8 | Known allergies recorded on individual risk assessment. EpiPen or antihistamines carried if prescribed. Nicola trained in first aid. Insect sting treatment in first aid kit. Young person to wear long sleeves/trousers if known allergy. | 3 |
| Insect bites and stings (bees, wasps, ants) | Young person, practitioner | 3 | 2 | 6 | Young people made aware of insect activity in the garden. Wasp nests identified and avoided. Sting treatment available in first aid kit. Severe allergy protocol in place for known cases. | 2 |
| Soil-borne infection (tetanus, toxocara) | Young person, practitioner | 2 | 3 | 6 | Gloves provided and encouraged for all digging and soil handling. Handwashing with soap and water required after gardening. Tetanus status noted on individual risk assessment. No eating in garden areas without handwashing first. | 2 |
| Overexertion or strain from digging or heavy lifting | Young person, practitioner | 2 | 2 | 4 | Tasks matched to the young person's physical ability. Heavy lifting avoided or assisted. Regular breaks taken. Young people encouraged to ask for help. | 2 |
| Sun exposure and heat exhaustion during warm weather | Young person, practitioner | 3 | 3 | 9 | Hot weather policy in place. Sunscreen applied before outdoor sessions in warm weather. Hats available. Water provided throughout. Shaded areas used during peak sun hours. Sessions shortened or moved indoors in extreme heat. See Hot Weather Policy. | 4 |
| Falling fruit or branches in orchard | Young person, practitioner | 2 | 2 | 4 | Orchard inspected before each session. Overhanging or damaged branches reported and managed. Young people kept away from trees with loose or overripe fruit unless supervised. Appropriate footwear worn. | 2 |
| Use of watering equipment — trip hazard from hoses | Young person | 3 | 2 | 6 | Hoses and watering cans stored away when not in use. Young people shown how to use watering equipment safely. Hoses not left across walkways. | 2 |
| Young person with flight risk in open grounds | Young person | 2 | 4 | 8 | Individual risk assessment completed for all young people with flight risk. Perimeter of grounds checked before session. Nicola positions herself to maintain line of sight at all times. Session plan adjusted to reduce triggers. Gates secured. | 3 |
Risk rating key: 1–5 Low (green) · 6–11 Medium (amber) · 12–25 High (red). Residual risk is the rating after control measures are applied.
7b. Risk Assessment — Stable Yard (General)
The following risk assessment covers general use of the stable yard at The Willows, including movement around the yard, mucking out, and yard maintenance.
| Hazard | Who is at risk | Likelihood (1–5) | Severity (1–5) | Risk rating (L×S) | Control measures | Residual risk |
|---|---|---|---|---|---|---|
| Slip or fall on wet, muddy or uneven yard surface | Young person, practitioner | 3 | 3 | 9 | Yard inspected at the start of each session. Wet or icy areas identified and avoided. Non-slip, closed-toe footwear required for all yard visits. Manure, bedding, and debris cleared from walkways before sessions begin. | 4 |
| Being struck by a gate or stable door | Young person, practitioner | 2 | 3 | 6 | All gates and stable doors checked before sessions. Young people shown how to open and close doors safely. No running near gates. Doors secured open or closed — never left swinging. | 2 |
| Injury from yard tools (pitchforks, shovels, brooms) | Young person, practitioner | 2 | 3 | 6 | Yard tools stored securely in a designated area when not in use. Young people do not handle sharp yard tools unsupervised. Tools carried with points down and away from others. Nicola supervises all mucking-out activities. | 2 |
| Falling from height (hay bales, stable walls, fencing) | Young person | 2 | 4 | 8 | Young people not permitted to climb on hay bales, fencing, or stable structures. Nicola supervises at all times. Boundaries of safe areas explained to young people at the start of each session. | 3 |
| Dust and respiratory irritation from hay, straw, and bedding | Young person, practitioner | 3 | 2 | 6 | Known respiratory conditions (asthma) recorded on individual risk assessment. Inhalers carried if prescribed. Dusty areas avoided or ventilated. Mucking out carried out before young people arrive where possible. | 2 |
| Contact with manure — infection risk | Young person, practitioner | 3 | 2 | 6 | Gloves available for all yard tasks involving manure. Handwashing with soap and water required after yard activities. No eating or drinking in the yard. Young people reminded of hygiene rules at the start of each session. | 2 |
| Vehicle movement in or near the yard (deliveries, feed lorries) | Young person, practitioner | 2 | 4 | 8 | No vehicle deliveries scheduled during session times. Young people kept away from any vehicle access areas. Nicola to be informed of any expected deliveries and reschedule if necessary. | 3 |
| Entrapment — young person entering a stable or enclosed space unsupervised | Young person | 2 | 4 | 8 | Stable doors kept closed and latched when not in supervised use. Young people do not enter stables without Nicola present. Yard boundaries explained clearly at the start of each session. | 3 |
| Young person with flight risk leaving the yard | Young person | 2 | 4 | 8 | Individual risk assessment completed for all young people with flight risk. Yard gates secured before session begins. Nicola positions herself between young person and exit points at all times. Session plan adjusted to reduce known triggers. | 3 |
Risk rating key: 1–5 Low (green) · 6–11 Medium (amber) · 12–25 High (red). Residual risk is the rating after control measures are applied.
7c. Risk Assessment — Open Spaces & Grounds
The following risk assessment covers use of the open grounds at The Willows, including fields, woodland, orchard, and any unstructured outdoor time.
| Hazard | Who is at risk | Likelihood (1–5) | Severity (1–5) | Risk rating (L×S) | Control measures | Residual risk |
|---|---|---|---|---|---|---|
| Young person leaving the site (flight risk) | Young person | 2 | 5 | 10 | Individual risk assessment completed for all young people with flight risk. Perimeter of grounds checked and all gates secured before session. Nicola maintains line of sight at all times. Session plan reviewed to minimise known triggers. Parents/carers remain on site if flight risk is high. | 4 |
| Trip or fall on uneven ground, tree roots, or rabbit holes | Young person, practitioner | 3 | 3 | 9 | Grounds inspected at the start of each session. Known hazards (rabbit holes, exposed roots) identified and avoided. Appropriate footwear required. Young people reminded to watch their footing in woodland and field areas. | 4 |
| Falling branches or trees in woodland area | Young person, practitioner | 2 | 4 | 8 | Woodland area inspected regularly for dead or damaged branches. Sessions in woodland avoided during high winds. Any damaged trees reported and fenced off until made safe. Young people not permitted to climb trees. | 3 |
| Getting lost or separated in large open grounds | Young person | 2 | 3 | 6 | Nicola maintains line of sight at all times. Boundaries of the session area explained to young people at the start. Mobile phone carried by Nicola at all times. Session areas kept within a defined zone appropriate to the young person. | 2 |
| Exposure to cold, wet, or adverse weather | Young person, practitioner | 3 | 2 | 6 | Weather checked before each session. Appropriate clothing encouraged — parents/carers advised at referral stage. Waterproof jackets and spare clothing available on site. Sessions moved indoors or shortened in severe weather. The stable provides a warm, sheltered base. | 2 |
| Sun exposure and heat exhaustion in warm weather | Young person, practitioner | 3 | 3 | 9 | Hot weather policy in place. Sunscreen applied before outdoor sessions. Hats available. Water provided throughout. Shaded areas used during peak sun hours. Sessions shortened or moved indoors in extreme heat. See Hot Weather Policy. | 4 |
| Contact with toxic plants (ragwort, foxglove, nightshade) | Young person | 2 | 3 | 6 | Grounds checked regularly for toxic plants. Known toxic plants removed or fenced off. Young people briefed not to touch or eat any plant without checking with Nicola first. Nicola familiar with common toxic species. | 2 |
| Insect stings or bites (wasps, bees, ticks) | Young person, practitioner | 3 | 2 | 6 | Known allergies recorded on individual risk assessment. EpiPen or antihistamines carried if prescribed. Tick checks carried out after sessions in long grass or woodland. Sting treatment in first aid kit. Young people advised to avoid disturbing insect nests. | 2 |
| Water hazard — ditches, puddles, or standing water | Young person | 2 | 3 | 6 | Any standing water or ditches on the grounds identified and avoided. Young people not permitted near water features without direct supervision. Grounds inspected after heavy rain for new water accumulation. | 2 |
| Young person becoming distressed or dysregulated in open space | Young person | 3 | 3 | 9 | Individual risk assessment and behaviour support plan in place for all young people. Nicola trained in de-escalation and trauma-informed practice. The stable provides a calm, enclosed retreat. Session plan includes a clear return-to-base option at any point. See Behaviour Management Policy. | 4 |
Risk rating key: 1–5 Low (green) · 6–11 Medium (amber) · 12–25 High (red). Residual risk is the rating after control measures are applied.
8. Incident Reporting
Any accident, near miss, or incident must be recorded in the incident log on the day it occurs. Serious incidents will be reported to the relevant authority in line with RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) where applicable.
9. Policy Review
This policy is reviewed annually. Individual activity risk assessments are reviewed at least annually and following any incident. Next review: July 2027.
The Willows · Oakridge, Buddenfield Lane, Shedfield, Hampshire, SO32 2HP
This document is reviewed annually. For queries contact Nicola Bevan — [email protected]