Ember Learning Ltd (trading as Ember Tutors) is committed to maintaining a safe and healthy working environment for all directors, self-employed tutors, and associates. As an online-only provider, our physical risk profile differs from a traditional school, but our duty of care is no less real. This Policy complies with the Health and Safety at Work etc. Act 1974 and associated regulations.
1. Scope
This Policy applies to all company directors, all self-employed tutors and associates delivering sessions on behalf of Ember Learning Ltd, and any persons visiting or working in any location used for company business. Because Ember Tutors operates entirely online, there are no shared physical premises — directors and tutors work from their own home environments.
2. Responsibilities
The Company Directors are responsible for implementing this Policy, identifying and managing health and safety risks, ensuring tutors have guidance on safe home working, and maintaining records of any accidents or incidents. Tutors are responsible for taking reasonable care of their own health and safety, ensuring their home environment is safe and adequately lit, and reporting any accident or concern promptly.
3. Home Working Safety
All tutors must ensure their working environment is free from hazards such as trailing cables, with adequate lighting and a stable desk and chair setup. Equipment must be maintained in safe working condition. Internet connection and device security must be appropriate for handling student personal data, consistent with the Data Processing Agreement (ET-DPA-001). Appropriate breaks between sessions are required to avoid fatigue.
4. Display Screen Equipment
Tutors who regularly use display screen equipment should position their screen at an appropriate height and distance, use a chair with adequate back support, and take regular breaks. Self-employed associates are responsible for their own workstation arrangements, though guidance is available from the Company on request.
5. Lone Working
All sessions are delivered remotely, placing tutors in a lone working context. Ember Tutors mitigates associated risks by requiring all sessions to be conducted via the approved recorded platform, maintaining clear communication lines with the Designated Safeguarding Lead during session hours, and ensuring the DSL and Deputy DSL are contactable during all scheduled sessions.
6. Online Delivery Environment
Tutors will not be required to deliver sessions in circumstances that create unacceptable personal risk. A clear procedure exists for ending a session early where it is unsafe to continue, as set out in the Tutor Behaviour Policy (ET-TBP-001). Tutors who experience distressing incidents during sessions will be offered guidance and, where appropriate, a debrief with the Designated Safeguarding Lead.
7. Accidents and Incidents
Any accident, injury, near miss, or health and safety incident arising from work carried out for Ember Tutors must be reported to the Company Director as soon as practicable. Incidents reportable under RIDDOR 2013 will be reported to the Health and Safety Executive by the Company Director.
8. Mental Health and Wellbeing
Ember Tutors recognises that working with vulnerable young people may involve distressing situations. Tutors can raise wellbeing concerns with the Company Director without fear of disadvantage. A debrief with the DSL or Company Director is available following serious safeguarding incidents, and tutor workload will be reviewed where concerns are raised.
9. Review
This Policy is reviewed annually by the Company Directors and following any significant incident, change in legislation, or material change to the nature of operations.
The full policy document is available on request. Contact hello@embertutors.co.uk.