In accordance with the General Data Protection Regulations (GDPR) 2018, this induction process and supporting induction pack, requires personal information and data to be recorded, and as such requires consent from the ‘inductee’ for the company to record and retain the information received. Consent can be withdrawn at any time and therefore the information will not be retained by the company. Where the information is to be withdrawn, this will be provided back to the individual or shredded to ensure that all information is destroyed. The only exception to the withdrawal of consent is where information needs to be retained for legislation and regulation purposes, and the company can confirm where that is the case, the information will be retained in a secure or encrypted manner.

HOURS OF WORK POLICY 
 
The Company accept the Network Rail Policy on working time and has implemented its own policy for all staff and operatives including sub-contractors. 
 
Introduction 
This statement sets our Policy in respect of any duties that maybe incurred as a result of working excessive hours.  
 
The Company has taken into account the requirements of the relevant Railway Industry and Company Standards. Consideration also is given to the Working Time Directive Regulations 1998 and the Railways and Other Guided Systems (Safety) regulations 2005 Provided that employees and sub-contractors adhere to the provisions of this policy they will normally be able to demonstrate compliance with the Industry Standard and Railway Regulations. 
 
It is important, therefore, that all persons concerned are made aware of this statement and become familiar with its contents. 
 
Policy 
 
The Company will take all reasonable steps to ensure that employees or contractors are made aware of the contents of this statement, together with the relevant sections of the Industry Standard and the implications therein. Furthermore, as a responsible employer we will have in place procedures to prevent, in so far as it is reasonably practicable, an offence under Railway Regulations, and a monitoring process to measure the effectiveness of such procedure. 
 
This policy also extends to the requirements of London Underground Limited (LUL) when working on any LUL Premises or location – please see the separate section attributed to LUL working hour’s requirements 
 
Requirements 
 
Consideration needs to be given to Door-to-Door work and travel time and in accordance with the current Network Rail Company Standards (NR/L2/OHS/003). This guidance note identifies door-to-door time should not be planned to exceed 14 hours. Door-to-Door time is defined as a period of time that is the combined travel and work time. There is no maximum travel time within the limit, but employers should have a suitable risk assessment process for managing periods of travel they consider excessive. Where the 14 hours is likely to be exceeded a robust assessment of imported risk will be undertaken 

This assessment will also consider the fatigue of employees to ensure that that element of the exceedance is correctly managed. 
 
Where the need arises, the company will elect to place staff/operatives/employees into bed and breakfast accommodation as a minimum requirement to ensure that the staff/operatives/employees are correctly rested prior to leaving any work site where an exceedance has occurred or where there is a potential safety risk of driving through fatigue 
 
Due to the nature of their activities and employees deployed Richardson Rail Services  Ltd  will maintain single source sponsored staff to assist in the management and control of working hours and fatigue 
 
It is a requirement of the Company that the working time of employees and sub-contractors comply with the following limits: 
 
Level 2 Triggers never to be exceeded
>72 Hours in Seven Days

>35 FRI Daytime

>45 FRI Nighttime

>1.6 FRI Risk Score
 
Level 1 Triggers (Mitigations could be possible in line with OHS/003 and Emergency changes) 
>60 hours but <72 Hours in Seven Days 

<12hrs between shifts

>13 in 14 days

>14 hours door to door

 
Minimum Rest Periods 
Minimum rest period of 12 hours between booking off from a turn of duty to booking on for the next turn. 

Working time is to be no more than 14hrs including driving time and fatigue must be considered and managed accordingly 
 
1.4   London Underground Working Hours Arrangements 
 
When any staff or contractors are deployed on LUL infrastructure, they will at all times be compliant with the Work Time Directive and any subsequent amendments. There may be occasions where the ‘Opt out’ clause has been applied. Where this has been selected the Designated Employees Representative (DER) for LUL may request verification of this agreement prior to mobilisation on the LUL railway infrastructure.  
 
Hours to be worked by all personnel are as follows: 
 
Work not more than 6 shifts within 7 consecutive days 
Work not more than 72 hours within 7 consecutive days 
In any one shift not more than 12 hours or other lesser period, considered by the DER as appropriate to the health & safety requirements for the particular task to be undertaken 
Have a MINIMUM of 11 hours rest break between shifts. 
 
 
Exceptional Circumstances 
 
Exceeding working time limits 
 
In emergency situations, to cover essential work only, and provided no alternative arrangements can be made, the limits shown in 1.1 to 1.3 may be exceeded if authorised by the customers nominated representative on site, who must also assess the ability of individuals to carry out duties without affecting the safety of themselves or others prior to authorising extended hours. 
 
Records to be kept 
 
The person authorising the variation must record the actual times worked, and the reasons why such authority was given. This record must be monitored and subjected to audit. 
 
 
Definitions 
 
14-Day period Any 14 successive days, starting and ending on 
any day of the week. 
 
Hours Worked Actual (not rostered) paid hours of work, inclusive of paid travelling / walking time and paid meal breaks. 
 
Week In clause 1.2 refers to a paybill week. 
 
Emergency/Call Circumstances which cannot be anticipated and which threaten serious disruption to service, e.g. severe weather condition such as fog, flooding or heavy snow, breakdowns, accidents or sudden illness to a key member of staff.  

Richardson Rail Services Ltd is fully committed to ensuring that all staff either working for or undertaking work on Network Rail Projects comply fully with the requirements of the ‘Transport And Works Act 1992’ and Railway Industry Standard RIS-8070-TOM Testing Railway Safety Critical Workers for Drugs and Alcohol. This Policy applies to all persons undertaking work on Rail projects either on Rail premises (including on the Infrastructure) or in Richardson Rail Services Ltd Offices. The Company Director(s) are responsible for ensuring the compliance and the maintenance of this Policy. Consuming Alcohol and Drugs can affect your behaviour and how you perform everyday activities and work and your safety and the safety of others. With drugs, the effects will occur whether you take them by injection, inhalation or orally. Alcohol and drugs can affect your co-ordination, reaction speed, and ability to judge distance, short-term memory and decision-making. Network Rail’s Alcohol and drugs Policy does not differentiate between illegal (drugs of / abuse miss-use e.g. Cannabis/Marijuana, Heroin, Cocaine, Ecstasy, Amphetamines) or legitimate medication (prescribed by your doctor or ‘bought over the counter’ medication e.g. pain relief tablets, cold remedies and sleeping pills). You Must NOT: Report or try to report for duty under the influence of drugs, having just consumed alcohol. Or be in an unfit state due to the use of alcohol or drugs (Remember you will fail the alcohol test if your blood (measured by testing a urine / breath sample) contains 30mg of alcohol per 100ml of blood which is lower than the legal limit of 80mg per 100ml for drink driving. Be in the possession of drugs of abuse in the workplace Consume Alcohol or Drugs while on duty which includes ‘on-call’ Attend training or assessment events while under the influence of drugs or alcohol. Failure / Refusal (including non-attendance at test) of an Alcohol & Drugs Test If you refuse to take a Drugs and or Alcohol test or you take a such a test and the result is positive Sentinel will be notified and your Sentinel Track Safety Card will be cancelled and you will no longer be able to work on or near the line on Network Rail’s infrastructure. In addition, formal disciplinary action against you will be taken, which may include dismissal. Testing Arrangements To ensure compliance with this policy you can be required to undergo testing in the following circumstances:  ‘Pre Employment All staff employed by Richardson Rail Services Ltd on Network Rail Projects will be required to pass a Alcohol and drugs test before they are considered for employment. Any new staff joining the company that hold a current sentinel card will be required to pass a screening before they are sponsored, unless they can produce the blue A&D certificate for either pre-employment or random unannounced A&D’s within the last year.  ‘Random’ A percentage of employees will be screened randomly each year on an unannounced basis.  ‘For Cause Screening’ Screening to find out whether drugs or alcohol was a factor in an accident or incident, where the person’s actions or omissions are suspected of contributing to the accident or incident or the behaviour of the person gives cause to suspect that that person is unfit to continue work.  ‘Post Incident’ Screening will be carried out following an accident which has resulted in death or major injury to a person or serious ‘Safety of the Line Incident’, e.g. plant or materials left foul of the running line, or any incident or accident where there are reasonable grounds to suspect that the effects of drugs or alcohol are the cause or a contributory factor.  ‘Transfer’ Screening will be carried out if a person is transferring or being promoted to a post involving Safety Critical work, or activities that affect Safety Critical Work, unless the person is transferring or being transferred from a post involving Safety Critical work. Network Rail Approved bodies will carry out all testing. These laboratories are UKAS (or European equivalent) accredited to BS EN ISO 17025. All testing is undertaken to ensure your safeguards and confidentiality and dignity is maintained to a high standard at all times. Right of Appeal If following a ‘positive’ screen result you feel that you have grounds to appeal you must do so first through your line manager in writing, who then will refer the appeal request to the Company Director(s) for consideration before the appeal is dealt with under ‘Sentinel’ procedures. Your Responsibilities In addition to your responsibility not to Report or try to report for duty under the influence of drugs, having just consumed alcohol, or be in an unfit state due to the use of alcohol or drugs. You Must  You must advise your Line Manager if you are taking any medication in writing before you report for work.  Declare any medication and if possible produce the cartons to the Screening Officer before you are tested.  You must advise your Line Manager if you have any reason to believe that you might have accidentally consumed drugs. If You Need Help. Richardson Rail Services Ltd will provide you with all of the necessary support, guidance and help if you think that you have, or may be developing an alcohol or drugs problem or any other problem. . Remember that all requests for support, guidance and help will be treated in confidence. REMEMBER SEEK HELP IMMEDIATELY. IT IS TOO LATE IF YOU: - ARE INVOLVED IN AN ACCIDENT OF INCIDENT ARE CALLED FOR A TEST FAIL A TEST.

Staff should challenge any unsafe system of work and report the matter to their supervisor immediately. The Health and Safety at Work etc.Act 1974 states that all employees have the right to cease working if they believe that the system of work is unsafe. Its purpose is to ensure that all personnel are satisfied that the working arrangements with regard to their individual or Industry safety are completely adequate. All personnel have the responsibility to work in a safe manner and not to endanger themselves or others. Any personnel who evoke the work safe procedure will be free from disciplinary action Site Managers must investigate when the work safe procedure is invoked and report the incident to the Health & Safety Manager, who will investigate as necessary. To support the above process there is also a mechanism in place for any railway staff member to be in a position to report any safety related concern whilst working on the railway or on or near the line through the CIRAS (Confidential Incident Reporting & Analysis System) reporting system. This is a completely free, independent and confidential way to report safety concerns. The reporting system allows answers to be responded to by the train operating company, the infrastructure owner or other third party for whom the safety query is directed, which is recorded in print format and issued to the railway industry. CIRAS is an alternative way for rail industry staff to report safety concerns that they feel unable to report through company safety channels. CIRAS can be contacted by using Free Phone number of 0800 – 4-101-101 By post via ‘Freepost CIRAS’ By text to 07507-285-887

It is important to be accurate with your answers to this questionnaire, although there is no need to report trivial matters (e.g. transient dizziness whilst gardening two years ago). When you declare NO, you are accepting a degree of responsibility for your own safety. If in doubt, seek medical advice and, where applicable, tell your employer. Please study this list and sign the declaration at the bottom. Where applicable, your employer (or the person responsible for your work on the railway) should also sign and retain a copy of this form.

In accepting fully its obligation to provide places of work that are as reasonable safe and as healthy as possible, the Company recognises that a high safety performance requires the active co-operation of all employees; it provides appropriate training and instruction in relevant matters and expects every employee to:  
 
Be aware of the contents of this Policy statement and the full company policies on Health, Safety, Environment & Quality RRS HSEPOL 001, RRS ENVPOL 001, RRS -QUAPOL-001 which can be found on company notice boards 
 
Be aware of the company Bribery Policy Statement and the contents of the same 
 
Take responsible care for the health and safety of themselves or other persons who may be affected by their acts or omission 
 
Use the correct tools and equipment for the job 
 
Wear safety equipment and protective clothing wherever this is required, this may include but, is not restricted to safety helmets, high visibility clothing and safety footwear 
 
Keep tools in good condition 
 
Report to immediate supervisor defects in plant, or equipment, or any obvious health risks 
 
Develop a personal concern for safety and health - for themselves and for others 
 
Avoid improvising which entails unnecessary risk  
 
Warn new staff of known hazards 
 
Notify immediately any hazard, accident or dangerous occurrence which has or might have, caused injury or damage Co-operate in the investigation of any accident or dangerous occurrence 
 
Avoid consumption of alcohol or non-prescribed drugs, which may adversely affect the safe and efficient performance of their duties.  (Not that such consumption may be grounds for summary dismissal under the Company’s conditions of employment). 

Accident / Incident, Close Call and Near Miss reporting 
 
There is a legal requirement to report all accidents, incidents, near misses and close call events. 
 
In the first instance you MUST report any of the above to your immediate COSS, Supervisor or Manager 
 
It is understood what accidents and incidents are but where Network Rail have introduced new terminology to two events and explanation of them follows 
 
Close Call Reporting 
A Close call is an event which does not involve machinery, plant or On Track Plant but with in different circumstances may result in an Accident or Incident. 
Close Calls are a good way in which events can be recorded to establish trends developing and therefore reduce the accident / incident potential 
All Close Calls should initially be reported through either the Site Supervisor, COSS/SWL and but should always be elevated to Site Management and Company management as soon as is practicable. 
All projects now have a Close Call reporting mechanism and all staff is encouraged to use it. 
There is also the availability of a National Close Call Reporting Centre which is available at:  
 
www.closecallsystem.co.uk 
 
Information will be placed onto this data base by Richardson Rail Services  Ltd Management where / as required 
 
Near Miss Reporting 
 
A Near Miss is an event which will involve plant, machinery and On Track Plant, but with in different circumstances may result in an Accident or Incident. 
The reporting of a Near Miss will follow the same process as identified for Close Calls, with the exception that the Near Miss will be reported to the Network Rail NSC 24:7 centre NOT the Close Call System 

CONTRACT OF SPONSORSHIP 
 
This document sets out the contractual arrangements for the primary sponsorship of an individual on Network Rail’s Sentinel Systems for the management of people working on Managed Infrastructure (MI). 
Between;  Richardson Rail Services Ltd
And; 
Name: {name}

The Company will act as the named individual’s primary sponsor for work carried out on Managed Infrastructure. The nature of this employment will be as set out in the Terms of Engagement for staff, agency workers and subcontractors. The company does / does not* support any primary sponsored staff member to have a secondary (sub) sponsor.  
The Company, as your primary sponsor, will commit to fulfilling the role of employer for the purposes of health and safety legislation only. 

Responsibilities of the Individual-

1. The individual shall carry their smart Sentinel card at all times while working on Managed Infrastructure. 
2. The individual will co-operate with their primary sponsor to ensure the personal information held in the Sentinel database remains accurate and up to date. 
3. The individual shall follow the rules of personal accountability for working safely on Managed Infrastructure, including compliance with the Sentinel Scheme Rules and those of the Infrastructure Manager. 
4. The individual has the responsibility to manage their sponsor relationships, and at all times when working on MI shall: 
Know the identity of their primary sponsor; 
Know which sub-sponsors they are working for, if not working for their Primary Sponsor; 
Provide the correct name of the sponsor they are working for when booking on at site. 
5. Individuals are required to notify the primary sponsor if they no longer wish to be sponsored by them so that they can be de-sponsored. The change of sponsorship must be requested online through My Sentinel. 

As Primary Sponsor, the Company will ensure: 
Individuals receive a valid Sentinel Smart Card (Note: the first card is issued free of charge; replacements due to loss or theft will be chargeable). 
2. Individuals receive an induction briefing, which will include as a minimum the rules and responsibilities of the new Sentinel Scheme. 
3. Suitable PPE is provided to the individual when they are required to go onto MI. PPE will carry the Company Logo and must only be worn when working for the company. 
4. Individuals receive regular briefings and updates of information pertaining to their duties. 
5. Training and Assessment at required intervals to maintain competency of duties being performed. 
6. Personal issue information – handbooks, key point cards, etc. – are made available. 
7. Individuals are provided with advice, guidance and / or instructions on any restrictions based on medication or other medical fitness issues. 
8. Individuals are provided with mentoring and support to develop the competence of the individual. 
9. An annual review will be conducted of the individual’s continued suitability to work on the infrastructure, taking into account behaviours and performance of safety-critical duties and identifying development requirements. 
10. Individuals are provided with Safety-Critical Equipment, which is calibrated (where required) and fit for purpose for the individual to carry out their duties. 
11. It will be explained how the Sponsor will provide advice, guidance or instruction on any restrictions based on medication and other medical fitness issues. 
12. Individuals are required to notify the Primary Sponsor of any changes in circumstance, including health or personal issues, that may need the Primary Sponsor to take action to ensure the Individual’s continued fitness for work trackside. 
13. Individuals are given access to sources of information required for them to undertake planning duties. 
14.        The individual is made aware of ability to check their own competences by methods currently available