Occupational Health & Safety Policy

General Policy Statement

The ATCUAE recognizes its duties and obligations as regards the health, safety and welfare of its staff and volunteers and aims to:


  • Maintain a structured environment to minimise the risks to health and safety,
  • Promote and apply best safe practices and methods.

The ATCUAE is committed to achieve these aims by:


  • Considering safety our main priority while planning and executing an event,
  • Identifying hazards, assessing risks and treating / controlling the hazards,
  • Ensuring compliance with existing legislation, standards, and, where appropriate, current industry practices,
  • Ensuring that appropriate training, instruction, information and supervision is provided.

The ATCUAE undertakes to monitor and review this Health and Safety Policy at regular intervals and to revise its contents as and when necessary.

Accountabilities

Overall responsibility for this policy lies with the ATCUAE and event organisers. The successful implementation of this policy requires:


  • A shared responsibility, necessitating the cooperation of all employees, volunteers and representatives,
  • An acceptance by each individual of the responsibility to take care of their own health and safety and that of any other person who may be affected by their actions,
  • Everyone to have a duty of care to act thoughtfully and responsibly, anticipating dangers and so preventing them.

Management / senior officials / team leaders are accountable to implement this policy within their area of responsibility and are responsible for:


  • The provision and maintenance of equipment in a safe condition,
  • Indentifying hazards, assessing risks and then controlling them,
  • Seeking assistance or expert advice when required,
  • Promoting the ATCUAE Occupational Health and Safety policy,
  • Ensuring officials are made aware of potentially dangerous situations and receive training in the safe performance of their duties and assigned tasks,
  • Where safety improvements are required they must be auctioned without delay,
  • A record of accidents will be kept by the CMO to provide statistics.

Venue management has special responsibility for ensuring that:


  • Fixtures, fitting, equipment and vehicle fleet are safe and properly maintained by qualified individuals,
  • Electrical items are tested regularly in line with the regulations,
  • Safety information is clearly displayed,
  • Medical centres are properly equipped and supplied,
  • First Aid boxes are available, maintained, and checked,
  • Premises are maintained at a comfortable temperature,
  • Clean and properly maintained toiled and washing facilities are provided,
  • A smoke-free environment is maintained.

Officials / Individuals should:


  • Be aware of ATCUAE Occupational Health and Safety Policy,
  • Read, understand, and cooperate in carrying out health and safety procedures and any emergency procedures,
  • Attend and follow advice given in safety training / briefing / information sessions,
  • Be aware of any hazards associated with their work and the steps that should be taken to minimize any risks,
  • Carry out tasks and responsibilities in a safe way and follow safe systems of working,
  • Ensure that health and safety equipment is operational, and is not misused or damaged,
  • Wear personal protective equipment or clothing in situations where this is mandatory or advised,
  • Make sure their actions or those of others are not likely to cause injuries or damage to themselves or others,
  • Report any situation or activity that causes concern or may be dangerous,
  • Report any accidents or incidents and cooperate in any accident investigations,
  • Where appropriate, take immediate remedial action to prevent an accident from happening again,
  • Understand that failure to follow health and safety instructions and the misuse of health and safety equipment may result in disciplinary action.

Risk Assessments

The UAEMOC Training Panel will ensure that all the possible risks to officials health and safety are identified and covered in training curriculum, and that practice is arranged where necessary (i.e. fire training, simulations, etc.).

The UAEMOC carries systematic examination of all activities and hazards arising from them. This must involve identifying:


  • Risks from activities, technology (i.e. KERS) and other factors (i.e. condition of premises),
  • Who might be harmed or affected,
  • Control measures and the extent to which they control, minimise or eliminate the risks,
  • What further action is needed to control the risks.

The CMO will compile a record of any accidents to document what actually happens, rather than what is supposed to or may happen. If people ignore safety or other instructions, for example, on the use of equipment, hydration, etc., the risk that results should be included within the risk assessment and a decision made on what action to take.

Managers / team leaders should pay particular attention to those who may be especially at risk, for example, trainees or those who may have difficulty understanding written or spoken English.

Officials will be updated every time there is a major change in sporting practices, a change in premises, or if new equipment is purchased.

Information and Training

The UAEMOC Training Committee will ensure that new volunteers are informed about the dangers of motorsport and receive information on health and safety as part of their induction training.

Mandatory officials training modules cover health and safety matters as appropriate, including general health and safety issues, types of risks, preventative measures and handling the incidents / accidents safely, and official’s wellbeing (lifestyle, hydration, nutrition, exercise).

Workplace Health, Safety and Welfare

Premises

Venue managers, who are also UAEMOC members, have a responsibility to provide a safe and healthy environment for all staff and volunteers. The venue manager will be responsible for workplace health, safety, and welfare at the premises where an ATCUAE sanctioned event is serviced by licensed officials.

Officials are responsible for spotting hazards or potential hazards. If a hazard is seen, it should be removed or dealt with as soon as possible or, if not, reported to the venue manager. Any damaged equipment or machinery must be reported for repair or condemnation straight away.

Working Environment

Officials are entitled to a well ventilated indoor workplace / appropriately equipped outdoor workplace that has the capacity of protection from various weather conditions.

Motorsport officials are exposed to noise and ear plugs / ear defenders must be provided by event organisers.

Welfare Arrangements

Toilets and washing facilities – suitable and sufficient toilets will be provided by venues / event organizers:


  • One toilet per 10 volunteers (posts), and one toilet per 25 volunteers (indoors),
  • Washing facilities will include a supply of clean water, soap, and a suitable means of drying (i.e. paper towels).

Drinking Water

An adequate supply of drinking water and ice will be provided for all staff and volunteers (3 litres per person for an 8hr day as per the CMO’s recommendation for UAE climate).

Hours of Work

Volunteers should not work excessively long hours and should take adequate breaks for meals and rest while on duty.

Cleanliness

Universal Hygiene Controls – venue managers will be responsible for ensuring that:


  • All areas are kept clean,
  • Toilets are washed regularly and kept clean, sufficient amount of water should be maintained in the toilets on posts,
  • Disposal bins are provided, emptied and sanitised regularly.

Smoking

Smoking is prohibited in all indoor areas. Smoking is only permitted at the designated outdoor areas. Officials should withhold from smoking when the track / stages are live to fully concentrate on the event and handle any incident that may happen safely and with no delay.

Personal Safety

Motorsport may be dangerous. This policy states clearly that your health and safety is our main priority.  During events the medical team is not there just for the competitors.  Using the example of the Formula 1 event, more than 95% of what comes through the door of the medical centre has nothing to do with the drivers. The centre operates as a small Emergency Room and sees all sorts of bumps, scrapes burns, dehydration and wounds.

At circuit and desert events the medical team is led by the Chief Medical Officer.  Also on the team are doctors of various specialties, mostly trauma specialists, but at large circuit events there are general doctors, neurologists and even a dermatologist.  There are always paramedics and nurses present at events.  You should always feel free to talk to the team about your personal health concerns.

Dress Code and Behaviour

  • Your safety is paramount. After that is the safety of your colleagues and competitors. Remember: if you are hurt you cannot help others,
  • Dress as required by your role. If you are a track marshal, wear overalls at all times. A fire-retardant tabard is a must for incident marshals. Have a pair of hard gloves to hand,
  • Always wear closed shoes,
  • Face the traffic, don’t turn your back to the action,
  • Act as a team yet mind your own safety,
  • Be familiar with safety equipment,
  • Take notes during training and revise them before the event.

Lifestyle

At motor racing events it is vital to be able to concentrate, in order to be aware of hazards on and off the track.  It is always important to get a good nights sleep the before you go on duty. Try to avoid excess alcohol and look at what may be causing you stress in your personal life. Predict ahead of time if there may be any conflicts, and try to resolve them so that your mind is on the job.  Be punctual so you are not rushed on the day.  The medical team is there for you both emotionally as well as physically.  Talk to the staff about any concerns.

Hydration

We live in a very hot climate.  Fluid intake is very important for your performance and health.  As a general rule you should be consuming enough water so that your urine is light yellow or clear.  For every two drinks taken in the sun, follow with one oral rehydration solution drink.  If you feel dizzy or faint, or have a rapid heart rate, inform the medical team early.  We can collect you and rehydrate you in the medical centre, which is obviously preferable to you collapsing on duty.  Don’t be a hero.  Even the medical staff requires help with hydration sometimes.  If in doubt lie down and tell your colleagues how you feel.

Nutrition

Food is supplied at race events; however, it may not be suitable for everyone or to your individual taste.  By all means bring along food that you want to eat. It is a good idea to have some healthy snacks, such as nuts or raisins to tide you over if the food delivery is a bit late.  Generally try to look after your body and maintain a normal weight.  You may need to sprint across the track and you’ll want to look good on camera!

Exercise

It is a good idea to get together as a team to stretch and warm up before your duty time for 15 minutes or so. This helps focus on the day ahead.  Good general fitness helps you to deal with stress and to concentrate.  As a rule, do at least 30 minutes of exercise at least 3 times a week.  By all means do more.  The medical team can guide you if you have any questions about specific aspects of exercise.  Many doctors on team are sports medicine specialists or orthopaedic surgeons.

Concentration and fatigue

Standing on a post for a long time in the sun can be tough.  We are all involved in the motor sport scene because we want to be, however, at times your concentration may decline and you may get tired on the job.  Naturally this is a safety issue.  Remaining focused is essential.  Try to remove distractions both visual and auditory.  It’s OK to have a caffeinated drink so long as you watch your overall hydration.  Support each other and let your colleagues know if you are tired.  Perhaps you can switch roles for a while to vary your routine.

The motor racing day is broken up into segments.  Sometimes there are vehicles racing and sometimes there is an hour with nothing on track.  Take the down time to relax, eat and drink, pray or whatever you need to do in order to be fresh for the next session.

Medication

The medical team does have a variety of medications, but does not have a pill for every ailment.  If you take medication for a condition such as high blood pressure or diabetes, make sure to bring enough medicine to the event.  It is fine to have a small supply of aspirin for headaches, but do not ignore the signs and symptoms of dehydration.  As a general rule, for the medical team to dispense medicine to you, you will need to be seen as a patient in the medical centre.

The Sun

Never underestimate the power of the sun.  The sun is the single largest factor by far when it comes to global temperature and environment.  Wear sun block and reapply every 2 hrs at the least.  Use factor 15 as a minimum, ideally factor 30 and above.  Wear a hat that will not blow off onto the racetrack.

Useful tips

There are lots of things that we already do to keep our officials safe, but becoming more aware of our surroundings puts us in control of our environment.  These steps are recommended as being helpful:


  • Trust your intuition and listen to your feelings. If you sense something is wrong, it probably is,
  • Be prepared. Be aware of the event communication structure and lines, memorise emergency phone number. Make sure you have maps, timetable, list of useful numbers, event guide, and the supplementary regulations,
  • Be observant. Notice everything around you – service roads, exit doors, telephones, and sources of help,
  • Assess potential risks,
  • Be aware of personal space, both your own and others. Encroaching on other people’s personal space can make them aggressive,
  • Don’t accept lifts in vehicles from people you don’t know or don’t trust,
  • Dress comfortably and consider the weather conditions.

Fire & Emergency Procedures

It is our duty to provide fire training to all our officials that includes both theory and practice with fire extinguishers. It is the responsibility of the officials to be aware of fire hazards and be prepared to deal with them.

Venue / event organizers will provide fire fighting equipment in accordance with the industry standards.

First Aid and Accident Reporting

The medical team is there for you at all events. At circuit and desert events the medical team is led by the Chief Medical Officer.  Also on the team are doctors of various specialties, mostly trauma specialists of course but at large circuit events there are general doctors, neurologists and even a dermatologist.  There are also paramedics and nurses.

All new trainees will receive medical briefing as part of their induction training. All officials will receive medical briefing as part of their maintenance course.

Officials must report to the medical centre immediately if hurt or not feeling well.

First Aiders must introduce themselves to the CMO to assist with planning the resources and to communicate your names to other officials.

Manual Handling

Officials are frequently required to manually handle loads. This includes lifting, supporting, putting down, pushing, pulling, carrying or moving a load. Correct manual lifting and handling reduces the effort required and prevents strain and risk of injury.

The assistance of others should always be sought for moving large quantities or for lifting heavy and awkward loads. When lifting in a team take instructions from one person only.

Any official feeling a strain should stop immediately and report to the medical centre. To continue may result in more serious injury.

Safe systems of work for manual handling:


  • Consider and plan the task: make a judgment of the weight, check sharp edges, stability and weight distribution, use handling aids where possible, check the route, and plan rest stops,
  • Lifting:  if you need to bend, keep your back in a natural straight line and bend your knees, get a good grip of the load, and keep the load close to the body,
  • Carrying: ensure you can see where you going, do not change grip or twist the body,
  • Setting down:  be careful not to trap fingers or toes, ensure the load is securely in place and safe before moving away.

Food, Hygiene and Safety

Food and drinks will be supplied by a reputable licensed catering company. Food will be transported and stored in a refrigerator until distribution.

Vegetarian and halal meals will be available. Officials who are on special diets or who are allergic to certain substances and ingredients must provide their own food and cool boxes if necessary.

Officials must be prepared to be self-sufficient and bring their comfort food and snacks, energy bars and drinks, fruits.

Officials must carry their own sanitizers and wet napkins. Surplus food must be disposed in garbage bins. Any persons suffering from food poisoning must report to the medical centre immediately.

Driving

Officials are responsible for having valid full motor insurance. Rally organisers provide third party and road legal insurance, while in circuit racing this type of insurance is not provided and you must rely on your own insurance.

According to the UAE traffic regulations, all accidents and incidents must be reported to the police and you must collect a copy of the traffic report to present to your insurance company.

Any driver who, while undertaking voluntary work on behalf of the organisation, behaves recklessly, endangers their passengers or other people, uses a vehicle that is unsafe, drives while unfit to do so or commits other serious traffic offence connected with driving, will face disciplinary action.

While undertaking voluntary work on behalf of the organisation, the drivers are expected to:


  • Risk assess all journeys including those that may involve hazardous situations, such as adverse weather,
  • Consider public transportation, buses provided by the organisation and sharing rides with other volunteers to reduce traffic and pollution,
  • Comply with the RTA regulations,
  • Take care of their own health and safety and that of others,
  • Maintain the vehicle in a safe and reliable condition,
  • Ensure that legal documents (vehicle registration card, driving licence and insurance) are held and kept up to date,
  • Not use a hand held mobile phone whilst driving,
  • Renew car registration / insurance on time.

Equipment

Treat the equipment that the organisers let you use (radios, flags, vehicles, fire extinguishers, signs, clocks, etc.) with care, and report if any damage occurs.

Return the equipment at the end of the meeting to a designated person without delay.

Stress Management

We recognise that stress at work is a serious issue and that the following causes of stress need to be addressed from time to time: organisational function and culture,  career development and opportunities, decision-making latitude, interpersonal relationship, home/work interface, workload, pace, and schedule.

We are committed to do all we can to eradicate problems relating to stress, in particular we will:


  • Ensure volunteer involvement, particularly during periods of change, keeping them informed and involved,
  • Give senior officials the opportunities to contribute to the planning and managing of their respective areas,
  • Inform of the targets,
  • Encourage good communications and promote comradeship through extracurricular activities,
  • Where appropriate, take into consideration volunteers personal / work related commitments or problems.

Officials must respect others and ensure that interpersonal conflicts are avoided or dealt with sensibly.

Officials should participate with the ATCUAE’s intention to maintain a co-operative, supportive and safe environment.

Application

This policy is not a contract but the ATCUAE’s recognition of its responsibility to assure our volunteers that it has adequate health and safety arrangements in place, for reporting any accidents or incidents that may occur during motor sport events, and to assist in the review and monitoring of such incidents.

Officials breaching this policy, or interfering with the display of health and safety information, are likely to face disciplinary action.

Monitoring and review

The ATCUAE will ensure that risk assessments, control measures, and health and safety procedures are reviewed to account of changes in circumstances, accidents, or incidents.

The CMO will report annually (in January) to the UAEMOC on the key issues associated with the implementation of this policy.

The effectiveness of this policy and procedure will be monitored and amended as necessary by the UAEMOC. The policy will also be reviewed every three years as part of a continuing review of organisational policies.