Health and safety policy

Purpose

The company values the health and safety of each of its employees. The purpose of this policy is to prevent work related accidents by clearly defining each person's responsibility with regards to health and safety as well as stipulating the safety rules applicable to all individuals entering NML premises.

Application

This policy applies to all New Media Labs Services (Pty) Ltd, hereinafter referred to as "the Company," employees.

Definitions

The person with overall legal responsibility for health and safety is the Chief Executive. However, each employee is responsible for his/her own acts or omissions and the effect that these may have upon the safety of themselves and/or those around them. Below the policy outlines each parties' responsibilities with regards to Health and Safety.

Company responsibilities

Each Head of Department, as representative of the Company is responsible for the following:

• Implementation of the policy in their own department and bringing it to the attention of their employees
• Compliance with safety precautions that apply to their department
• Ensuring that all new employees are properly inducted into the Company, which must include an awareness of all health and safety policies and procedures applicable to the job and the emergency procedures
• Ensuring that all employees are aware of the location of all fire-fighting equipment and the emergency evacuation procedure
• Ensuring that accident investigation actually occurs after a work-related accident
• Ensuring that any responsibilities delegated to subordinate staff are clearly identified

Employee responsibilities

Each employee must take responsibility for his/her own health and safety, and must be cognizant of how their actions/omissions affects the health and safety of their colleagues as well as NML visitors.

• Employees must use safety equipment provided by the company in the proper manner and for the purpose intended
• Any employee who intentionally or recklessly misuses anything supplied in the interests of health and safety will be subject to disciplinary action
• Employees may not undertake any task, that could potentially pose a health and safety risk, for which they have not been adequately trained
• All employees are required to bring to the attention of a responsible person any perceived shortcoming in the Company's safety measures
• It is the responsibility of each and every employee to familiarise themselves with this policy

Safety rules for all employees and visitors

• DO read and understand the Health and Safety Policy content
• DO know the fire drill procedures and nearest escape route and assembly point
• DO keep storage areas free of waste material and rubbish at all times
• DO keep walkways free of all obstructions (including cables and wires)
• DO report all damage to racking or shelving to the Office Manager and do not overload
• DO read the Health and Safety Statutory Notice Boards and Summary of the Occupational Health and Safety Act available in the Kitchen/Lounge/Entertainment Area/on the docs site (link)
• DO report all accidents to the Office Manager, regardless of whether or not damage and/or injury occurs
• DO report all infectious diseases, as soon as known, to the Office Manager
• DO be aware of who is the First Aider
• DO keep all fire doors shut when they are not in use
• DO NOT smoke in any area of the building or directly outside the front door
• DO NOT obstruct escape routes or fire exit doors
• DO NOT keep flammable materials in electrical cupboards or around heater units / printers / photocopiers / screens, etc.
• DO NOT obstruct or remove firefighting equipment or obstruct fire alarm call points
• DO NOT climb on racking or shelves
• DO NOT attempt to lift loads that are heavier than you are capable of lifting - remember the rules for lifting safely: straight back, knees bent, arms tucked in, leading foot facing in the direction of travel
• DO NOT attempt to repair faults on electrical equipment but DO report it to the Office Manager. NEVER plug in extra equipment in case of overloading. DO NOT bring electrical items in from home
• DO NOT trail leads across walkways unless they can be covered with rubber bridging to eliminate the tripping hazard
• DO NOT leave liquid which could be knocked on to visual display units, photocopiers, or other electrical equipment

Accidents

All accidents at work, no matter how trivial, must be reported to the Office Manager and entered in the Accident Book. Employees should not indulge in horseplay, or use materials and equipment other than for their intended use. This kind of behaviour often leads to accidents and injury. Accidents occur due to carelessness, negligence or improper use of equipment. All accidents will be investigated and employees who saw, heard, or in any way witnessed the circumstances or events will be expected to state their knowledge. Accident investigations exist to establish facts and to try to avoid repetition.

Fire procedure

Once the fire alarm sounds, please proceed in the following manner:

• If it is safe to do so, save the work you were busy with and close your laptop. However, do not take any risks in delaying your exit in order to do this
• Remain calm and swiftly walk to the nearest fire exit and then to the designated assembly point. Do not visit the restroom or make unnecessary stops on your way to the assembly point
• Do not return to the office unless instructed to do so by the fire brigade or a fire marshal

If you notice a fire, do the following:

• Raise the alarm. If it seems to be a small fire, and you feel confident and competent to attempt to extinguish it with a fire extinguisher do so, but abandon this if the fire seems to be gaining a hold. The employee's prime duty is to escape
• When exiting the building, the employee must inform whichever they see first, the Fire Brigade or a Fire Marshal, where the fire is and what seems to be burning

First aid

The duties of the First Aiders are to preserve life until the arrival of a paramedic or qualified medical practitioner, to reassure the patient, and to ensure the speedy removal to hospital by ambulance in the case of a serious accident. The names of designated First Aiders can be found here: insert link.

COVID-19 protocols

If an employee presents with symptoms of COVID-19, they should stay home, follow normal sick leave procedures and contact a healthcare provider. Employees should inform their managers immediately if they have been diagnosed with COVID-19.

Should the Company suspect that an employee may be infected with COVID-19, the Company will instruct the employee to return home and seek medical care. Should the employee ignore such instructions, it will be considered gross insubordination and disciplinary action will be taken as it may affect the safety of other employees.

Adjustments to daily operations

Working from home

• Where certain roles allow for employees to work from home, the Company will allow these employees to continue working from home. Employees are expected to have regular catchups with their manager and attend meetings upon request.
• If an employee working from home becomes sick, the normal sick leave policy will apply.
• Should an employee working from home wish to take a day off, the normal annual leave policy will apply.

Hygiene

• All employees will be expected to wear face masks;
• All individuals entering the Company's premises will be requested to sanitize their hands;
• Handshakes must be avoided;
• A cough or sneeze should be done into your elbow or into a tissue which is immediately disposed of;
• Avoid touching your eyes, nose or mouth;
• Open windows to ensure proper ventilation;
• Work stations and frequently touched objects such as phones must be cleaned and disinfected regularly;
• Wipe hands regularly with alcohol-based hand sanitizer.

Meetings

• Meetings requiring the attendance of more than 10 employees should ideally be conducted virtually where possible;
• All attendees must sanitize or wash their hands before entering the meeting;
• Attendees should sit at least 1.5m apart;
• If an attendee is diagnosed with COVID-19 after the meeting, other attendees will be informed of this.

Travelling

• Client meetings should be conducted virtually;
• External training or networking events, such as seminars, may not be attended unless it is conducted online.