1. INTRODUCTION & LEGAL FRAMEWORK

Coaching South West is committed to ensuring the health and safety of all persons involved in our online training delivery,
including the trainer and all learners.

This Digital Health & Safety Policy sets out how we manage the risks associated with online training delivery via Microsoft Teams and Zoom.

This policy is established in accordance with:
• The Health & Safety at Work Act 1974
• The Management of Health and Safety at Work Regulations 1999
• The Health and Safety (Display Screen Equipment) Regulations 1992
• Professional standards for training providers

2. COMPANY & DIRECTOR COMMITMENT

Coaching South West, under the direction of Zoe McFarlane, acknowledges the collective responsibility to ensure that
all reasonable health and safety precautions are taken to protect the wellbeing of the trainer and all learners during online training delivery.

As a sole trader, Zoe McFarlane personally acknowledges responsibility for:
• Maintaining a safe working environment for training delivery
• Ensuring appropriate equipment and setup
• Taking regular breaks to prevent fatigue
• Monitoring learner wellbeing during sessions
• Addressing any health and safety concerns promptly
• Keeping this policy updated and relevant

3. TRAINER SETUP & RESPONSIBILITIES

Trainer Workspace Setup:

Zoe McFarlane delivers all training from a home office equipped with:
• Ergonomic office chair providing proper back support
• Monitor positioned at eye height to prevent neck strain
• Screen positioned at appropriate distance (approximately arm’s length away)
• Adequate lighting to prevent eye strain
• Quiet, dedicated space for training delivery
• Reliable internet connection
• Professional background appropriate for training delivery

Trainer Wellbeing During Delivery:

• Sessions are limited to 1 hour maximum duration
• The trainer takes physical movement breaks between sessions (at least 5-10 minutes)
• Water and hydration are available during training
• The trainer monitors personal energy levels and adjusts pacing as needed
• The trainer will not deliver training if unwell or experiencing significant fatigue
• The trainer has received training in display screen equipment safety (most recent: 2024)

4. LEARNER WELLBEING & FLEXIBILITY

Flexible Participation:

• Cameras are optional – learners can attend with cameras off
• Learners can take audio breaks or keep themselves on mute
• Learners are welcome to move around, stretch, or adjust their position during the session
• Learners can step away briefly if needed (no explanation required)
• The training environment is designed to be low-pressure and flexible
• Learners are encouraged to listen/participate in whatever way works for them

Learner Responsibility:

Each learner is responsible for:
• Setting up their own workspace in a safe and comfortable manner
• Taking appropriate breaks before and after the session
• Managing their own hydration and wellbeing
• Adjusting screen brightness/volume to comfortable levels
• Informing the trainer if they experience any discomfort or issues
• Reporting any technical issues that might affect their safety (e.g., screen glare, audio problems)

5. DIGITAL PLATFORM SAFETY

Microsoft Teams and Zoom are used for training delivery. Both platforms include:
• Built-in accessibility features to support users with different needs
• Options to adjust audio, video, and display settings
• Ability for users to control their own camera and microphone
• Clear meeting controls and exit options

Learners are responsible for:
• Ensuring they have adequate device functionality before joining
• Checking their internet connection is stable
• Testing their audio and video (if using camera) before the session starts
• Reporting any technical issues that affect their comfort or safety

6. DISPLAY SCREEN EQUIPMENT (DSE) GUIDANCE

For the Trainer:

The trainer maintains a DSE workspace that complies with the Health and Safety (Display Screen Equipment) Regulations 1992:
• Monitor at eye level
• Appropriate viewing distance
• Ergonomic seating
• Adequate lighting
• Regular breaks between sessions
• Awareness of posture and positioning

For Learners:

While it is not the trainer’s responsibility to prescribe learner workspace setup, learners are encouraged to be mindful of:
• Screen positioning (avoid excessive neck strain)
• Taking brief breaks if feeling eye strain during the hour-long session
• Adjusting screen brightness if uncomfortable
• Ensuring adequate lighting in their space
• Maintaining reasonable posture while attending

7. RISK ASSESSMENT

Assessment of digital health and safety risks for 1-hour online training delivery:

LOW RISK FACTORS:
• Sessions are limited to 1 hour (not full day engagement)
• Trainer has ergonomic workspace setup
• Trainer takes regular breaks between sessions
• Flexible participation allows learners to move and adjust as needed
• No compulsory intensive screen time requirements
• Small cohort sizes (10-15 learners) allow for individualized attention to wellbeing

MITIGATION MEASURES:
• Trainer maintains proper ergonomic setup
• Trainer takes physical breaks between sessions
• Learners are explicitly permitted to turn cameras off, move, and take breaks
• Session content is paced to avoid fatigue
• Learners are encouraged to report any discomfort or issues
• Regular monitoring of wellbeing through feedback forms

8. MONITORING & FEEDBACK

Coaching South West monitors digital health and safety through:
• Feedback forms (learners can comment on comfort, accessibility, or any concerns)
• Direct communication (learners can email zoe@coachingsouthwest.com with concerns)
• Trainer self-assessment (ongoing monitoring of personal wellbeing and setup)
• Annual policy review

Any concerns raised will be investigated and addressed promptly.

9. RESPONSIBILITIES

Trainer Responsibilities (Zoe McFarlane):

Maintain an ergonomic and safe workspace for training delivery
Take regular physical breaks between training sessions
Monitor personal wellbeing and energy levels
Model good digital health practices (e.g., posture, screen positioning)
Encourage learner flexibility (cameras off, movement breaks)
Respond to any health and safety concerns raised by learners
Keep this policy current and review annually
Refresh display screen equipment training as required

Learner Responsibilities:

Set up own workspace safely and comfortably
Use cameras off if preferred
Take movement breaks as needed during the session
Adjust screen settings (brightness, volume) to personal comfort
Report any discomfort or technical issues to the trainer
Take responsibility for personal health and wellbeing

10. TRAINING & AWARENESS

Zoe McFarlane has received training in display screen equipment safety. This training will be refreshed as required to ensure
continued awareness of best practice and current guidance.

All learners are informed through this policy and course materials of:
• The option to use cameras off
• Permission to take movement breaks
• Flexibility in how they participate
• How to report concerns

11. HOW TO REPORT DIGITAL HEALTH & SAFETY CONCERNS

If a trainer or learner experiences any concerns related to digital health and safety (e.g., eye strain, discomfort, technical issues affecting safety),
they should:

• Contact: zoe@coachingsouthwest.com
• Or: Use the feedback form (available after each course)
• Include: Description of the concern and any suggestions for improvement

All concerns will be reviewed and addressed promptly. The trainer will investigate and take appropriate action.

12. LEGAL COMPLIANCE & LEGISLATION

This policy is designed to ensure compliance with:

Health & Safety at Work Act 1974: Sets out the general duties of employers to ensure health and safety at work
Management of Health and Safety at Work Regulations 1999: Requires risk assessment and control measures
Health and Safety (Display Screen Equipment) Regulations 1992: Specific requirements for DSE use, including:
   • Ergonomic workstations
   • Adequate lighting and visibility
   • Avoidance of glare and reflection
   • Regular breaks from screen work

Staff and learners should be aware that failure to follow health and safety procedures could result in personal liability
if an accident or incident occurs directly or indirectly from their actions.

13. POLICY REVIEW & UPDATE

This Digital Health & Safety Policy will be reviewed annually or when circumstances change.
Updates may include:
• Changes to platforms or delivery methods
• Feedback from learners or trainer
• Changes to relevant legislation or guidance
• Updates to trainer training or qualifications

Learners will be informed of any significant policy changes.

________________________________________________________________________________

Approved and signed:

Zoe McFarlane
Director
Coaching South West
November 2025