What is a risk assessment?
Cycle training cannot be without risk; it is not possible to guarantee a rider's cycle will not suffer a mechanical failure; and Instructors do not have control over the behaviour of other road users. But by helping riders along the path of independent risk management, Instructors help to reduce the risks to them. But we limit the risk to which riders are exposed whilst on courses. To do that means not only anticipating the risks in the first place but then planning a safe way of working that keeps risks low. So, for example, a safe way of working for Level 2 training includes avoiding the busiest and fastest roads entirely but not denying progressive riding environments to those riders who are ready for it.
Sometimes risks change or something happens unexpectedly, requiring a dynamic risk assessment - for example, the weather changes unexpectedly and road conditions become too risky to continue.
Key to risk matrix
The risk matrix uses a standard Surrey County Council (SCC) template, setting out the hazard, who is affected and how the risk will be controlled. The level of risk is estimated by giving a score to the likelihood of the hazard being realized and multiplying it by the score that has been given to the severity of harm that might result. The table below show the scoring system, which uses the 'likelihood' and 'action based on risk' categories as advised by the Highway Service's Health and Safety Advisor.
| Severity of harm | 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|---|
| Score and description | Insignificant | Minor | Moderate | Major | Fatal |
Likelihood of hazard being realised
| 1: Rare | 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|---|
| 2: Possible under unfortunate circumstances | 2 | 4 | 6 | 8 | 10 |
| 3: Possible | 3 | 6 | 9 | 12 | 15 |
| 4: Probable | 4 | 8 | 12 | 16 | 20 |
| 5: Almost certain | 5 | 10 | 15 | 20 | 25 |
The activity is then evaluated against the risk:
- 1 to 6 acceptable activity
- 8 to 12 acceptable activity but regular review
- 14 to 25 unacceptable activity.
Control measures
The actions taken beforehand when planning training, or during a session in response to a dynamic risk assessment, are called control measures because they control the risk.
How, in general, control measures reduce severity of harm and likelihood
In the risk assessment below, it is more often that the likelihood that will be reduced by a control measure than the severity of harm. As an example, the risk might be that a trainee will suffer if exposed to the cold. By ensuring they are wearing appropriate clothing before going outside, you have made it less likely that they will be exposed to the cold. But it wouldn't be the case that exposure to cold would have a less severe consequence for the trainee.
In other cases, both the severity of harm and likelihood is reduced; for by example, we do not teach Level 2 on inter-urban 50mph roads; on a 30mph residential road a collision involving a cyclist is, in general, both less likely and would probably be less severe.
Explanation of severity of harm
The table below sets out a defintion of the severity of harm. The physical hazards column reproduces the levels of severity used by the SCC Highways Service. But as the definition of harm encompasses:
- the impairment of physical or mental health
- the impairment of physical intellectual, emotional, social or behavioural development
- ill treatment, including sexual abuse, neglect, emotional abuse and psychological abuse
An extra column has been added to give consideration to the hazards that are not captured by the standard SCC Highways categories.
| Severity | Where physical hazards are identified, for example, crashes | Where other welfare hazards are described |
|---|---|---|
| Insignificant | Minor injury not requiring first aid | Isolated event, not constituting an incident according to the definition in SCC cycle training incident procedure, that can dealt with by Instructor intervention without being reported to school and/or Bikeability Manager. |
| Minor | Minor injury requiring first aid | Incident requiring reporting to the Bikeability manager (and school for school-based training) but with further action unlikely. |
| Moderate | Injury requires doctor or ambulance attendance | Incident requiring reporting to the Bikeability manager (and school for school-based training) likely to involve further reporting to, for example, Designated Safeguarding Lead at a school or the police. |
| Major | Major injury resulting in disability | Requiring immediate intervention of Police or MASH (multi-agency safeguarding hub); or Local Authority Deignated Officer (LADO). |
| Fatal | Death | Death |
Safe system of work plans
A safe system of work plan is a set of instructions and guidance for Instructors that arise from the control measures identified in the risk assessment.
Bikeability trust guides
Bikeability trust guides are instructions to all registered schemes (including Surrey County Counci) setting out how activites are to be undertaken along with maximum permitted ratios and minimum teaching times. The guidance comprises of 3 documents:
- Cycle training delivery guide
- Activity templates
- Ride guide
There are a number of linked videos. Note: see section 12 of 'hazards' below.
How it is available to instructors
A paper copy distributed to Instructors and it is also downloadable from the national Bikeability website
SCC Level 1 and Level 2 supplementary guides
These are documents showing Surrey-specific instructions and guidance not in the national delivery guide.
How it is available to instructors
Instructors log in to download the document; linked via FAQ section.
Corporate policies
These are relevant coprorate policies that are shown on the County's intranet.
How it is available to instructors
By logging in to the corporate intranet.
On-road training risk assessment areas
A set of annotated maps that show the boundaries of on-road training areas for individual schools and non-school training venues, and any hazards identified within the training areas.
How it is available to instructors
From the online database menu select Risk management then Training areas risk assessments.
Incident report procedure
This report defines what an incident is and what to do when one occurs.
How it is available to instructors
From the online database menu select Risk management then Incident report procedure.
Code of conduct
A contractually-binding document setting out professional standards of conduct for instructors, including safeguarding guidance.
How it is available to Instructors
Sent individually to instructors for sign-off and linked from the FAQ.
Frequently Asked Questions (FAQ)
Guidance that is issued on an ongoing basis in response to questions and matters arising. Also acts as a central location for accessing.
How it is available to instructors
Select FAQ from the online database menu.
Hazards, risks and the control measures
The list of hazards are grouped together for simplicity but is by no means exhaustive. You can add your own and share them via the comments section. Please remember your near miss or negative experience is another instructor's learning point.
The hazards are grouped as follows:
Hazard
Quality of training is poor.
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Exposed to injury through crash or collision.
Risk rating
16
Control measure(s)
- Cycle training is in accordance with National Standards
- Instructors are accredited to the National Standard
- Instructors are employees of Surrey County Council. Potential new instructors go through an application and induction process as well as the National Standard accreditation process.
- Instructors receive ongoing mentoring, with agreed improvement actions if necessary.
- Instructors participate in a Continuous Professional Development programme.
- Instructors share good practice on site either during delivery or before/after deliver.
- Instructors receive training in restorative conversations which is aimed at dealing with an issue which is affecting a working relationship.
- The Bikeability Delivery Guide lists some common risks and control measures against training activities. Instructors are required to deliver to the standard in the Delivery Guide.
Residual risk rating
1
Hazard
Choice of training area is poor
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Exposed to injury through crash or collision
Risk rating
15
Control measure(s)
- All Level 2 school training areas have a risk assessed defined training area.
- Instructors undertake dynamic risk assessments of training areas in accordance with their accreditation training.
- For both school and non-school training courses, Instructors undertake a pre-course risk assessment. In both cases, the Instructor makes a record of the assessment.
- Where the training area permits, progression can be made from lightly trafficked to more trafficked roads. This enables Instructors to allow for the abilities of their particular group and to allow trainees to reduce their future cycling risk by gaining experience of traffic whilst under supervision.
Residual risk rating
4
Hazard
Trainee with special needs
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Closer or one-to-one supervision is required meaning the standard course ratio is not sufficient to enable safe supervision
Risk rating
9
Control measure(s)
- School are requested to provide information in advance to enable the Cycle Training Team to make reasonable adjustments, eg, assigning an extra Instructor, changing the number of trainees or requesting the school to provide a TA
- In the event of any unreasonable risk Instructors stop the training and return to base. This guidance is in the "Incident Procedure" section of the online database and the "Code of Conduct"
- Instructors review the risk assessed area to make adjustments for adpated bikes, for example, dropped kerbs to accommodate journey starts and finishes.
Residual risk rating
3
Hazard
Instructor does not meet standard of professional behaviour required by Surrey County Council.
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
- Corporate reputation
How at risk
Risk of instances of child safeguarding breaches, discrimination, discourtesy towards others
Risk rating
15
Control measure(s)
- The standard of professional behaviour required is set out in the Instructor's Code of Conduct, a contractually binding document that every Instructor records they have read and understood.
- All Instructors periodically undertake Safeguarding training that is approved by the Surrey Safeguarding Children Board.
- Instructors undertake other training that can help improve working relationships with clients and colleagues, such as Understanding Autism and Restorative Conversations.
- Instructors are required to undertake enhance DBS check including children's barred list
- Instructors can access a Behaviour Management Guide via the FAQ section of the online database.
Residual risk rating
1
Hazard
Instructor abuses or neglects trainee.
Persons at risk
Trainee(s)
How at risk
Trainee experiences physical abuse, emotional abuse, sexual abuse or neglect
Risk rating
4
Control measure(s)
- Instructors are required to undertake enhance DBS check including children's barred list
- All Instructors undertake safeguarding awareness training to understand what comprises abuse and to know what to do if they suspect another person is abusing a child
- Bikeability management report any instances of alleged abuse to HR and thereby to the Safeguarding Board to ensure allegations are properly investigated.
Residual risk rating
4
Hazard
Instructor is incorrectly alleged to have abused or neglected trainee.
Persons at risk
Instructor(s)
How at risk
Instructor experiences stress of the allegation and associated investigation.
Risk rating
4
Control measure(s)
- All Instructors undertake safeguarding awareness training to understand what comprises abuse and how to keep themselves above doubt
- Bikeability management report any instances of alleged abuse to HR and thereby to the Safeguarding Board to ensure allegations are independently investigated.
Residual risk rating
4
Hazard
Exposure to the weather
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Adverse effect on rider's health; change in weather causes crash or collision
Risk rating
9
Control measure(s)
- Parents sign a consent form in which they agree to ensure that their child is wearing clothing that is approriate for the weather.
- Instructors ensure trainees are wearing appropriate clothing before going outside; this is advised in the Safeguarding 'What If' Questions" accessible via the online database FAQs.
- Instructors halt training and returns trainee(s) to base if their health is affected. The code of conduct states 'always give priority to welfare over achievement'. The accreditation course covers awareness of thirst, hunger, heat, cold and tiredness.
Residual risk rating
6
Hazard
Instructor does not know how to administer First Aid.
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Action is not taken that could prevent a deterioration in the condition of a person who is unwell or injured
Risk rating
6
Control measure(s)
- Instructors are trained in First Aid.
- Instructors are issued a basic First Aid kit.
- Instructors are issued with a mobile phone with which they can make emergency calls.
Residual risk rating
3
Hazard
Instructor is unaware that trainee has specific health needs.
Persons at risk
Trainee(s)
How at risk
Instructor does not know how to respond to the needs, or does not have access to medical aids such as epipen or inhaler, so condition of trainee
deteriorates.
Risk rating
12
Control measure(s)
- The trainee or parent/carer is required to list any health needs on the training consent form.
- Instructors ensure trainee has inhaler/ epipen if required.
- For some health needs, a responsible adult will be requested to accompany trainee.
- Instructors are issued with mobile phones for use in emergencies
Residual risk rating
4
Hazard
Instructor experiences medical episode.
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Instructor may not be able to communicate or may fall from cycle
Risk rating
15
Control measure(s)
Instructors to work in pairs so other Instructor can take responsibility
Residual risk rating
4
Hazard
Driver injudiciously crosses path of rider making a junction turn.
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Exposed to injury through collision
Risk rating
12
Control measure(s)
- The national standard teaching for junction turns is designed to ensure trainees are alert to this possibility and that they employ routines that reduce its likelihood.
- To increase the likelihood of riders being seen by other road users, we recommend the trainee wears a hi-vis tabard. For trainees who are over primary school age, will offer to issue one for the duration of the training. A child of primary school age will be issued with a tabard for the duration of the training and is obliged to wear it.
- To reduce the likelihood of head injuries, the parental information and consent form recommends cycle helmets are worn by trainees.
Part of accreditation training for Instructors is learning where to position themselves to intervene or shut down a drill. - Trainees and Instructors wear helmets and hi-vis tabards.
Residual risk rating
6
Hazard
Driver passes too close to trainee or Instructor who is going ahead (whilst undertaking drill or snaking).
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Close proximity frightens trainee who may lose control, crash and suffer and injury
Risk rating
9
Control measure(s)
- When snaking, the rear Instructor cycles outside the line of trainees and can move up and down the line of trainees. Guidance is in the 'Snaking Guide', accessible via the online database FAQ
- Trainees are taught secondary and primary riding positions in accordance with the national standard
- Trainees and Instructors wear helmets and hi-vis tabards.
Residual risk rating
6
Hazard
Vehicle driven in excess of the speed limit in the vicinity of a trainee or Instructor.
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Exposed to injury through collision
Risk rating
15
Control measure(s)
- Training is undertaken in risk assessed areas where general vehicles speeds form part of the risk assessment.
- Instructors' accreditation training includes intervening to shut down drills.
Residual risk rating
4
Hazard
Instructor is distracted from trainee(s) by a member of the public
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Trainees are not being observed or controlled so higher risk of injury and inappropriate interaction with others. Instructor may feel at risk of harm if member of the public is intimidating or aggressive.
Risk rating
6
Control measure(s)
Instructors are advised in "Safeguarding 'What If' Questions" to be polite but brief with enquiries.
Residual risk rating
3
Hazard
Trainee is approached by a member of the public
Persons at risk
Trainee(s)
How at risk
Physical or emotional harm caused to trainee
Risk rating
4
Control measure(s)
- Instructors will intervene to prevent inappropriate approaches to trainees, removing the trainee from the situation and telephoning the emergency services if necessary. Instructors are issued with mobile phones. Advice is in the "Safeguarding 'What If' Questions" accessed via the FAQs
- Child trainees cannot be collected by any adult away from the training base, unless through prior agreement. Advice is in the "Safeguarding 'What If' Questions"
Residual risk rating
2
Hazard
Member of public becomes verbally abusive to riders
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Emotional harm caused to Instructor and/or trainees
Risk rating
9
Control measure(s)
- Advice is in the "Safeguarding 'What If' Questions" . Instructors are advised to remain calm, protective of the trainees and to call the police if necessary
- Instructors are issued with a mobile phone that can be used to call the police
Residual risk rating
6
Hazard
Trainee is physically abused by a member of the public or a client
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Physical injury
Risk rating
6
Control measure(s)
- Instructor follows 'Lone working guidance'" which is accessible via the online database FAQ.
- Instructors are issued with a mobile phone, which can be used to contact the police.
Residual risk rating
3
Hazard
A rider's bike has a mechanical failure
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
The rider loses control, leading to Injury caused by crash or collision
Risk rating
9
Control measure(s)
- Trainees (or their carers) are given information on bike maintenance prior to training and are advised that they will not be allowed to use a bike that is not roadworthy.
- Instructors receive training in how to check bikes for roadworthiness as part of the accreditation training.
- Instructors make sure their own bike is roadworthy as instructed in the Code of Conduct.
- Instructors are permitted, although are not obliged, to make minor adjustments to cycles. Guidance is set out in 'Adjustments to trainees cycles', accessible through online database FAQ.
- This guidance sets out that Instructors should not undertake or supervise any complex bike maintenance.
- Instructors receive a cycle mileage allowance that can be used for servicing or repairs to ensure their bike is roadworthy.
Residual risk rating
6
Hazard
A rider falls off bike due to loss of balance or control
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Injury caused by crash or collision
Risk rating
8
Control measure(s)
- Instructors check clothing before the session begins; this is covered in the accreditation training
- When teaching Learn to Ride', trainees are taught on a one-to-one basis and kept in close proximity so they can be supported as they learn to balance.
- Trainees are advised to wear a cycle helmet and this advice forms part of the parental consent form.
- Parents/carers are advised of the 'entry requirements' for the course in the parent information letter.
- When teaching Level 2, trainees have an initial assessment in an environment away from traffic and at low cycling speed.
- Level 2 and other on-road courses start with an assessment. The Instructor does not take the trainee on to the road if they judge it would not be safe to do so.
Residual risk rating
6
Hazard
Two riders on the course collide with each other
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Injury caused by collision
Risk rating
9
Control measure(s)
- Correct riding position and emergency stops are part of the national standard.
- During off-road drills instructors pay attention to the spacing of trainees, reminding them that they must always be able to stop before hitting the person in front.
- For Level 2, snaking is practised off road, before the trainees are taken on road. Snaking guidelines are
accessible via the online database FAQs - Junction priorities are part of national standard teaching.
Residual risk rating
6
Hazard
Rider makes an error leading to collision with another road user
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Injury caused by collision
Risk rating
12
Control measure(s)
- Trainees are progressed gradually and not put in situations that are too difficult for them. This is part of accreditation training and guidance is in the "Supplementary Teaching Guidance time management guides"
- Cycle training is taught in accordance with the approved National Standards which sets out standards for risk management
Training is undertaken in risk assessed areas which can be seen on this website in 'Risk Management > List Training Area Risk Assessments'. - We recommend the traineewears a hi-vis tabard. For trainees who are over primary school age, will offer to issue one for the duration of the training.
- A child of primary school age will be issued with a tabard for the duration of the training and is obliged to wear it.
To reduce the likelihood of head injuries cycle helmets are recommended for all trainees. The recommendation is part of the consent form. - Trainees are not allowed to cycle on the footway
- Instructors can position themselves dynamically for drills to cover poitns where conflicts are most likely to arise.
Residual risk rating
6
Hazard
Trainee becomes separated from the group or group is out of sight of any Instructor
Persons at risk
Trainee(s)
How at risk
Trainee not in care of adult so not being safeguarded
Risk rating
6
Control measure(s)
The Code of Conduct instructs that every rider must remain in sight of at least one Instructor.
Residual risk rating
2
Hazard
Altercation between trainees
Persons at risk
Trainee(s)
How at risk
Physical and/or emotional harm
Risk rating
4
Control measure(s)
Advice is in the"Safeguarding 'What If' Questions", which allows physical intervention if necessary
Residual risk rating
2
Hazard
Group is in sight but distant from an Instructor
Persons at risk
Trainee(s)
How at risk
Instructor cannot respond to rapidly arising adverse situation
Risk rating
9
Control measure(s)
- Instructors position themselves dynamically so they are not distant from the points where conflict is most likely to arise.
- Instructors judge the behaviour of the group and manage positoning accordingly if they are concerned about trainees' behaviour to each other
- Instructors are never so distant from trainees that they can not reach them very quickly on foot.
Residual risk rating
3
Hazard
Rider needs toilet and group is too far from base
Persons at risk
Trainee(s)
How at risk
Physical discomfort or stranger danger if using public toilet
Risk rating
6
Control measure(s)
If a child needs to use a public toilet when off site, the instructors will check that the toilets don't have any adults using the toilets or find a disabled toilet to use. The children can use the toilet if no adults are inside and the instructor (s) will wait outside. The instructors will not be alone with any child.
Residual risk rating
1
Hazard
Instructor has no one to contact in a hazardous situation whilst teaching.
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Hazardous situation worsens
Risk rating
12
Control measure(s)
Lone instructing is not allowed except:
- within school premises when a member of school staff is on site and contactable;
- on SCC premises when another member of staff is on site and contactable;
- when an Instructor is teaching another member of SCC staff.
- In each of these cases the Instructor should be carrying their SCC-issue mobile phone. SCC Lone working guidance refers.
Residual risk rating
1
Hazard
Instructor becomes rapidly ill or is injured whilst teaching alone
Persons at risk
Trainee(s)
How at risk
Instructor may not be able to take steps to protect own health; client may be a child who will be left without adult supervision
Risk rating
15
Control measure(s)
Lone instructing is not allowed except:
- within school premises when a member of school staff is on site and contactable;
- on SCC premises when another member of staff is on site and contactable;
- when an Instructor is teaching another member of SCC staff.
In each of these cases the Instructor should be carrying their SCC-issue mobile phone. SCC Lone working guidance refers.
Residual risk rating
1
Hazard
Instructors working as a pair split and work out of sight of each other
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
This is lone working so carries the the same risks listed above
Risk rating
8
Control measure(s)
This is not permitted. SCC Lone Working guidance refers.
Residual risk rating
1
Hazard
Instructor is not teaching but undertaking a risk assessment whilst alone
Persons at risk
- Instructor(s)
- Members of the public
How at risk
Instructor is injured, has a medical episode or is placed in a situation with personal safety at risk.
Risk rating
8
Control measure(s)
Instructor follows lone working guidance and Instructor code of conduct
Residual risk rating
4
Hazard
No answer when Instructor contacts office for advice.
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
Instructor cannot receive advice on an action to take
Risk rating
3
Control measure(s)
- If the enquiry is related to a hazard needing immediate action, then Instructors' dynamic risk assessment training enables a decision to be made to avoid or minimise the risk.
- Instructors have guidance on contacting office staff on their home page of the database.
Residual risk rating
2
Hazard
Phone is not charged or not working when needed
Persons at risk
Instructor(s)
Trainee(s)
Members of the public
How at risk
Instructor cannot make or receive urgent calls
Risk rating
9
Control measure(s)
Instructor checks phone periodically and keeps it charged. Instructor contacts office in the event of a problem.
Residual risk rating
3
Hazard
No signal at location
Persons at risk
- Instructor(s)
- Trainee(s)
- Members of the public
How at risk
Instructor cannot make or receive urgent calls
Risk rating
9
Control measure(s)
- If phone shows 'emergency calls only' then 999 or 112 can still be used if needed, though incoming calls cannot be received.
School have access to the training area map so can go out to find the training if necessary. - The phones use the EE network. Instructors can check coverage for an area with EE Check mobile coverage. Surrey has good general coverage but with some dead spots.
Instructors can check coverage as part of their pre-course risk assessment. If there is no coverage and that presents a risk, the Instructor can find an alternative training location. Whilst this would not solve the problem of a poor signal for the duration of the pre-course assessment, it does provide information in advance of the training session.
Residual risk rating
6
Hazard
The national body requires SCC conforms with 'Cycle Training Delivery Guide', and 'Activity Templates' as a condition of grant and External Quality Assurance. However, these two documents comprise a safe system of work plan which has no published overall risk assessment.
Persons at risk
- Instructor(s)
- Trainee(s)
How at risk
The Trust guidance may be sub-optimal in terms of identifying and managing risk. There is no way of viewing the underlying logic of the working method.
Risk rating
12
Control measure(s)
Issue supplementary guidance and adjust working methods where required. Currently:
- Trust permits lone working, SCC limits it. See section 9 above.
- SCC works to lower Instructor-Trainee ratios than the minimum permitted by the Trust. This is for group management purposes as well as better riding times.
Residual risk rating
4
