Pregnancy Risk Assessment Policy

Operated by: Nudge Education Ltd · Version: Dec 2025 · Owner: HR / People

Pregnancy Risk Assessment Policy December 2025 Review Date: December 2026

Purpose

Nudge Education is committed to ensuring the health, safety, and wellbeing of employees who are pregnant, have recently given birth, or are breastfeeding. This policy applies to all staff, including practitioners and core staff roles, and aims to:

• Identify workplace risks associated with pregnancy.

• Implement adjustments to reduce or remove risks.

• Ensure employees can continue working safely where possible.

Scope

This applies to all employees, including:

• Practitioners including flexible workers

• Core staff (administration, leadership, and support roles) Responsibilities

• Line Managers: Conduct risk assessments in consultation with the employee, implement adjustments, and review as required.

• Employees: Inform their line manager as soon as possible after confirmation of pregnancy and participate in the risk assessment process.

• People (HR) Team: Maintain records of assessments and monitor ongoing adjustments.

Risk Assessment Process

1. Notification: Employee informs line manager of pregnancy.

2. Assessment: Manager completes a pregnancy risk assessment form

considering physical, chemical, biological, and psychosocial hazards in the workplace.

3. Action Plan: Adjustments are agreed, which may include:

• Reassignment to safer duties this could include coming off interventions and looking for more suitable

• Temporary modification of workload or hours.

4. Review: Risk assessments are reviewed regularly and whenever the

employee’s circumstances change.

A form will be completed via our Human Resource Information System (Currently BambooHR) and saved on the staff record as per our privacy policy

Change History Record

Version Date Details of Change(s) Approved By 2.0 5/12/2025 Implementation of V2 policy Brian Mair RA0012 Standard Risk Assessment Pregnancy (staff member) (This RA will be individualised along with the member of staff at the time of informing the company of the pregnancy)

Main Activities: (add main activities being undertaken here i.e RL, SL, Practitioner etc…) Location: (Please add region/ area) Staff Name: (please use Nudge initials) Assessor: (your name - SLT member /SL/RL) Signed: (Your digital signature - or initials) Date of Assessment: (enter date modified by you) Review Date: (Enter end of academic year) NB: This RA forms the basis for the discussion between staff member and manager. During this discussion extra hazards and or control measures may be identified. Equally, control measures which are not appropriate can be taken out. This document should then be amended accordingly and signed by both.

NP = Nudge Practitioner, YP = Young Person

Control Measures (Additional Proposed Who is at Initial RA (without Control Measures based on individual Residual Hazard Risk risk control measures) (Standard) discussion) RA

• Use of sign-in/out system (e.g. Slack, Google Calendar, call-in) Delayed emergency - Lone working protocol followed response, isolation, - Carry fully charged phone Lone Working increased All staff - Avoid known high-risk areas (Office or Field) vulnerability working alone Medium - Regular line manager check-ins

• Avoid lifting heavy items alone

• Use appropriate lifting technique Injury from lifting Office and - Items stored below shoulder height equipment, boxes, field-based - Ask for assistance if needed Manual Handling bags staff Medium - Use trolleys where appropriate

• Access to wellbeing support services Work-Related Fatigue, anxiety, - Regular 1:1 supervisions Stress or reduced - Protected breaks and screen downtime Emotional performance, - Flexible work considered where appropriate Burnout sickness All staff High - Peer support and reflective practice encouraged

• Venue risk assessments completed in advance Environmental - Avoid working alone in high-risk areas hazards, lack of - Always inform team of location and schedule Unfamiliar Venues facilities, lone work Field-based - Choose well-lit and safe meeting areas / Public Spaces risk staff High - Check access to toilets, exits, and signal

• Vehicle insured, roadworthy, and MOT-compliant Field-based - Follow Nudge Transport RA and safe seat protocols Road traffic staff who - Student seated behind passenger seat Transport / Driving accidents, behaviour transport - No unauthorised passengers with Students issues in transit students High - Session risk level assessed before transport

• Behaviour support plans in place and followed Field-based - De-escalation strategies trained and used Physical Injury during staff - Avoid sessions alone with known high-risk students Intervention / outbursts or physical supporting - Emergency contact plans established Dysregulation aggression young people High - Engage family or carer support where appropriate

• Sessions to be relocated to neutral venues if needed

• Avoid home environments where unsafe Exposure to Risk of passive - Authority to cancel session if substance use observed Substance Use (in inhalation, triggering Field-based - Report concerns to safeguarding team homes / public) environment staff Medium - Risk rating reviewed regularly

All staff, - First aid kits available for staff and in cars Medical especially - Known medical conditions shared appropriately Emergencies (e.g. Staff or student those with - Emergency services location/route known allergies, health medical emergency known - Staff carry own medication if required conditions) while alone conditions High - Trained first aiders on team wherever possible

• Annual DSE assessments

• Ergonomic chairs, footrests, adjustable monitors Eye strain, poor - Encourage breaks every hour Display Screen posture, repetitive Office-based - Training in posture and setup Equipment (DSE) strain staff Medium - Use of headset if prolonged calls made

• Maintain professional boundaries

• Avoid closed-door or unobserved sessions where possible Safeguarding / Staff vulnerability All staff - Report concerns immediately Allegations of when alone with working with - DSL/DDSL contactable at all times Harm young people YP High - Record all incidents factually via appropriate systems

Staff member signature_______________________

Line manager signature______________________

Date: Additional Notes: This is a standard Risk Assessment (RA) which identifies common hazards and risks associated with pregnancy. To help you complete a risk assessment, use the matrix (below) to decide how likely and severe the level of harm the outcome of an activity will be. The hierarchy of controls (below) should be used from 1-5 in order of preference as the best ways of minimising harm when planning activities with your student or in your place of work. In these standard RAs Risk is rated as Low Moderate,High or Extreme If ,after control measures the risk remains high then the activity should not be carefully considered and more control measures put in place. If it remains extreme then it should not be undertaken In these docs we use a matrix using 2 factors which are colour coded : Risk is made up of two factors: Likelihood (0-5) x Severity (0-5) Low Risk = 0-3 Moderate Risk= 2-6 High Risk= 8 - 12 and Extreme Risk = 1

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Document control

Field	Value
Version	Dec 2025
Owner	HR / People
Status	live
Source file	2. HR and Employee Relations/Pregnancy Risk Assessment Policy - Dec 2025.pdf