Contractor & temporary HSE Guidance Note

1. CHUBB Travel SMART App pg. 3

1.1 How to Download? Pg. 3

2. GET IT RIGHT – EMERGENCY REPORTING PROTOCOLS pg. 4

2.1 What is the process if A contractor has an accident on site? Pg. 4
2.2 Reporting minor incidents, accidents or injuries Pg. 4
2.3 Reporting major incidents, accidents or injuries Pg. 4
2.4 Designated Spencer Ogden Representatives Pg. 4

3. GET IT RIGHT – stay healthy pg. 6

3.1 Introduction Pg. 6
3.2 Why is staying healthy important? Pg. 6
3.3 What do I have to do? Pg. 6

4. GET IT RIGHT – PERSONAL PROTECTIVE EQUIPTMENT (PPE) pg. 9

4.1 Introduction Pg. 9
4.2 Why PPE is Important? Pg. 9
4.3 What do I have to do? Pg. 9
4.4 Understand the types of PPE Pg. 10
4.5 Hazards and the Requirement for Hazard Assessments Pg. 15
4.6 Training Employees in the Proper Use of PPE Pg. 16

5. GET IT RIGHT – MANUAL HANDLING pg. 18

5.1 Introduction Pg. 18
5.2 Why is dealing with manual handling important? Pg. 18
5.3 What do I have to do? Pg. 18

6. GET IT RIGHT – DRIVING SAFELY pg. 21

6.1 Introduction Pg. 21
6.2 Why is Driving Safely is important? Pg. 21
6.3 What do I have to do? Pg. 21
6.4 Ten important safety rules you must follow while Driving a vehicle Pg. 21

7. Mental health & wellbeing pg. 24

7.1 Mental Health Pg. 24
7.2 How can we look after our Mental Wellbeing? Pg. 25
7.3 Recognizing Anxiety, Stress and Depression Pg. 26
7.4 What to Do If a Co-Worker seems Depressed? Pg. 27

2.
1. Spencer Ogden - CHUBB Travel SMART App
Spencer Ogden is committed to your safety and the smooth running of your assignment whilst working with
us. We partnered with Chubb Travel Insurance to give you access with their travel support for the duration of
your Assignment.

Through this app you will have access to cultural norms, local health & security information & a local overview
including currency conversion, local transport knowledge and climate. In order to register, you will need to
follow the information set out below and enter your personal details and policy number.

Once registered, Spencer Ogden will be able to track your country location allowing us to ensure your safety
and be able to contact you, should anything happen in the country you are located.

1.1. How to Download:

1. Download the app appropriate for your hand phone device Android or IPhone and download CHUBB
TRAVEL SMART application.
2. Once you downloaded the app, proceed with one-time registration process and click New User? Register
here.
3. Register your personal details as requested and Policy Number as UKBBBC77304
4. Once register, you will receive an automated email from CHUBB to verify the email address that you
registered. Please click VERIFY from the email that was sent to you.
5. Once email is verified, go to the app and activate the app by entering your personal number and entering
the code that the app sent to you.
6. Now you can use the app and use it by selecting the country of Destination to begin with. Please make sure
you allow “location services” after installing the application in your mobile phone as one of the key benefit
of CHUBB TRAVEL SMART is the ability to find you in an emergency situation.
7. Alternatively, you can print below and keep it in your wallet for emergency purposes.

CHUBB EMERGENCY TRAVEL ASSISTANCE

Policy Number: UKBBBC77304

Emergency Contact No.: +442071737796

Note: Chubb Travel Insurance covers Candidates who are working as expat in assignment location and
covers all candidates working offshore.

3.
2. GET IT RIGHT – EMERGENCY REPORTING PROTOCOLS
These Contractor Emergency Protocols have been designed to provide guidance on what to do and who to
contact if a temporary worker or contractor is injured or experiences a medical emergency.

2.1. What is the process if A contractor has an accident on site?

Spencer Ogden works in cooperation with our clients when it comes to accidents and incidents that occur
whilst a temporary worker is on assignment. Typically, our clients have their own detailed policy outlining
what to do in case of an emergency on their site and this will take precedence over Spencer Ogden’s
processes and protocols. Regardless all accidents and incidents must be reported to Spencer Ogden in a
timely manner. Any delays in timely reporting the incident to Spencer Ogden are a breach of our Health,
Safety and Environment Policy.

2.2. Reporting minor incidents, accidents or injuries

All minor incidents, accidents or injuries involving a Spencer Ogden temporary worker must be reported to
both the relevant client representative and the relevant Spencer Ogden representative by the temporary
worker at the earliest opportunity. The temporary worker must follow the client’s site or office policy for
reporting any accidents. In addition, they must call in and report the incident by telephone to the
designated Spencer Ogden representative as well as informing Spencer Ogden on emergencies@spencer-
ogden.com on the same working day that the accident occurred where possible.

2.3. Reporting major incidents, accidents or injuries

All major incidents, accidents or injuries involving a Spencer Ogden temporary worker must be reported to
both the relevant on site client representative and the relevant Spencer Ogden representative immediately
by the client’s appropriate contact at the very earliest available opportunity. The client’s appropriate
contact must follow the client’s site or office policy for reporting any accidents. In addition, they must
urgently call in and report the incident by telephone to the designated Spencer Ogden representative as
well as informing Spencer Ogden on [email protected] within an hour of the accident
occurring where possible.

2.4. designated Spencer Ogden representatives

Americas: To report an emergency or injury to a Spencer Ogden temporary worker in the Americas region contact:

Evelyn McGinley
Head of Compliance and Contractor Services - Americas
t: +1 713 358 7913
o: +1 713 358 7900
e: [email protected]
time zone & contact hours: CET, 8:30am – 5:30pm

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 Asia pacific: To report an emergency or injury to a Spencer Ogden temporary worker in the APAC region
contact:

Melanie Redulla
Compliance and Contractor Services Manager – APAC
t: +65 3163 5011
o: +65 3163 5000
E: [email protected]
time zone & contact hours: SGT, 8:30am – 5:30pm

EMEA: To report an emergency or injury to a Spencer Ogden temporary worker in the EMEA region contact:

Naomi Radford-Smith
Head of Compliance and Contractor Services - EMEA
t: +44 161 227 4914
o: +44 161 227 4910
E: [email protected]
time zone & contact hours: GMT, 8:30am – 5:30pm

In addition, or in the alternative to the above, an emergency or injury to a Spencer Ogden temporary worker
may be reported to the following:

Spencer Ogden emergency response line

t: +44 (0) 191 516 7700

time zone & contact hours: 24hrs a day / 365 days a year

greg morris
Commercial director - global
t: +44 207 268 9340
o: +44 207 268 9300
E: [email protected]
time zone & contact hours: GMT, 8:30am – 5:30pm

Geoff stacey
Hse manager - global
t: +65 3163 5056
o: +65 3163 5000
E: [email protected]
time zone & contact hours: SGT, 8:30am – 5:30pm

Once an incident is reported, the contacts listed above will coordinate with the client to ensure any necessary
emergency support and medical treatment is accessed, any required insurance reporting obligations are complied
with and other required notifications are made.

5.
3. GET IT RIGHT – stay healthy
3.1. Introduction (Stay Healthy)
Spencer Ogden regards the health, safety and security of its workers as an integral part of its business. Our
aspirations are no accidents and no harm to people. We believe all incidents can be prevented and that safety
must never be compromised. We provide safe workplaces for all, and everyone is expected to take responsibility for
health and safety. Two overriding principles provide the foundation of our approach to HSE, they are:

3.1.1 Nothing we do is so important that we cannot take the time to do it safely

3.1.2 Everyone has the right to safely halt work at any time if they feel health and safety is being compromised.

This guidance note has been developed in line with the above, taking on board learnings from health related
incidents over recent years to Spencer Ogden personnel who have been working on worksites. The majority of
these incidents are non-work related although lessons can be learnt from these health incidents.

3.2. Why is staying healthy important?

The importance of staying heathy in the workplace is essential. Health issues can have serious implications for the
employee and employer and can contribute to and create health and safety issues in the workplace, particularly in
some of the hazardous operating environments that Spencer Ogden supplies workers in to.

3.3. what do I have to do?

It is important to ensure that we all stay healthy and encourage our colleagues and families to do the same. Your
commitment to staying heathy in the workplace is essential and is a precondition of Spencer Ogden offering
employment. Your failure to follow the important advice set out below will in, the event of any related health issue
occurring at a work site, very likely mean you will as a result be fully at fault or contributory negligent in causing that
issue. Eight healthy behaviors can go a long way towards improving your health and lowering your risk of many
cancers as well as heart disease, stroke, diabetes, and osteoporosis. And they’re not as complicated as you might
think. So take control of your health, and encourage your family to do the same. Choose one or two of the
behaviors below to start with. Once you’ve got those under control, move on to the others. No health issue should
be ignored, if you don’t feel right, go and check it out with your local medic.

3.3.1. Maintain a Healthy Weight

Keeping your weight in check is often easier said than done, but a few simple tips can help. First off, if you’re
overweight, focus initially on not gaining any more weight. This by itself can improve your health. Then,
when you’re ready, try to take off some extra pounds for an even greater health boost.

Tips:
• Integrate physical activity and movement into your life.
• Eat a diet rich in fruits, vegetables and whole grains.
• Choose smaller portions and eat more slowly.

6.
3.3.2. Exercise Regularly

Few things are as good for you as regular physical activity. While it can be hard to find the time, it’s
important to fit in at least 30 minutes of activity every day. More is even better, but any amount is better
than none.

Tips:
• Choose activities you enjoy. Many things count as exercise, including walking, gardening and
dancing.
• Make exercise a habit by setting aside the same time for it each day. Try going to the gym at
lunchtime or taking a walk regularly after dinner.
• Stay motivated by exercising with someone.

3.3.3. Don’t Smoke

You’ve heard it before: If you smoke, quitting is absolutely the best thing you can do for your health. Yes,
it’s hard, but it’s also far from impossible. More than 1,000 Americans stop for good every day.

Tips:
• Keep trying! It often takes six or seven attempts before you quit for good.
• Talk to a health-care provider for help.
• Join a quit-smoking program. Your workplace or health plan may offer one.

3.3.4. Eat a Healthy Diet

Despite confusing news reports, the basics of healthy eating are actually quite straightforward. You should
focus on fruits, vegetables and whole grains and keep red meat to a minimum. It’s also important to cut
back on bad fats (saturated and trans fats) and choose healthy fats (polyunsaturated and monounsaturated
fats) more often. Taking a multivitamin with folate / folic acid (a type of vitamin B) every day is a great
nutrition insurance policy.

Tips:
• Make fruits and vegetables a part of every meal. Put fruit on your cereal. Eat vegetables as a
snack.
• Choose chicken, fish or beans instead of red meat.
• Choose whole-grain cereal, brown rice and whole-wheat bread over their more refined
counterparts.
• Choose dishes made with olive or canola oil, which are high in healthy fats.
• Cut back on fast food and store-bought snacks (like cookies), which are high in bad fats.
• Buy a 100 percent RDA multivitamin that contains folate.

3.3.5. Drink Alcohol Only in Moderation, If at All

Moderate drinking is good for the heart, as many people already know, but it can also increase the risk of
cancer. If you don’t drink, don’t feel that you need to start. If you already drink moderately (less than one
drink a day for women, less than two drinks a day for men), there’s probably no reason to stop. People who
drink more, though, should cut back.

Tips:
• Choose non-alcoholic beverages at meals and parties.
• Avoid occasions that centre around alcohol.
• Talk to a health-care professional if you feel you have a problem with alcohol.

7.
3.3.6. Protect Yourself from the Sun

While the warm sun is certainly inviting, too much exposure to it can lead to skin cancer, including serious
melanoma. Skin damage starts early in childhood, so it’s especially important to protect children.

Tips:
• Steer clear of direct sunlight between 10 a.m. and 4 p.m. (peak burning hours). It’s the best way
to protect yourself.
• Wear hats, long-sleeve shirts and sunscreens with SPF15 or higher.
• Don’t use sun lamps or tanning booths. Try self-tanning creams instead.

3.3.7. Get Screening Tests

There are a number of important screening tests that can help protect against cancer. Some of these tests
find cancer early when they are most treatable, while others can actually help keep cancer from developing
in the first place. For colorectal cancer alone, regular screening could save over 30,000 lives each year.
That’s three times the number of people killed by drunk drivers in the United States in all of 2011. Talk to a
health care professional about which tests you should have and when. Cancers that should be tested for
regularly: Colon and rectal cancer, Breast cancer, Cervical cancer and Lung cancer (in current or past heavy
smokers).

3.3.8. Do you want to find out more?

If you are interested in understanding more about this subject or any HSE issue, please link to the HSE
website (http://www.hse.gov.uk/msd/) for more information

8.
4. GET IT RIGHT – PERSONAL PROTECTIVE EQUIPTMENT (PPE)
4.1. Introduction (PERSONAL PROTECTIVE EQUIPTMENT)
Spencer Ogden regards the health, safety and security of its workers as an integral part of its business. Our
aspirations are no accidents and no harm to people. We believe all incidents can be prevented and that safety
must never be compromised. We provide safe workplaces for all, and everyone is expected to take responsibility for
health and safety. Two overriding principles provide the foundation of our approach to HSE, they are:

4.1.1. Nothing we do is so important that we cannot take the time to do it safely

4.1.2. Everyone has the right to safely halt work at any time if they feel health and safety is being compromised.

This guidance note has been developed in line with the above, taking on board learnings from incidents over recent
years to Spencer Ogden personnel who have been working on worksites and not using correctly Personal Protective
Equipment (PPE) provided to them for use. Spencer Ogden has developed numerous policies and procedures as
part of their Health, Safety and Environmental Management System (HSEMS). However, it is the Clients HSEMS that
will be followed and complied with by all SO employees and Contract personnel working under the Clients control
and supervision on their sites and facilities. It is expected that Client HSE Inductions will be carried out for all SO
personnel before they commence any site / facility activities and these inductions shall include the importance,
maintenance and proper use of PPE.

The US Department of Occupational Safety and Health Administration (OSHA) has a role to promote the safety and
health of America’s working men and women by setting and enforcing standards; providing training, outreach and
education; establishing partnerships; and encouraging continual improvement in workplace safety and health. In
principle, Spencer Ogden follows and aligns itself with the OHSA requirements globally for its organisation.

4.2. Why is PPE important?

Using PPE in the correct manner and ensuing it is properly maintained is key in ensuring that PPE related incidents
are kept to a minimum. Injuries related to the use of incorrect of poorly maintained PPE could have serious
implications for the employer and the person who has been injured.

4.3. what do I have to do?

To help prevent PPE related injuries in the workplace, you must always ensure you are using the correct and properly
maintained PPE for the job, remain aware of the risks and follow sensible health and safety measures to prevent and
avoid injury. In particular, ensure that you follow these guidance notes to PPE related incidents on site. Your
commitment to following the guidance outlined herein is a precondition of Spencer Ogden offering employment and
your failure to follow the important advice set out below will in, the event of any injury, very likely mean you will as
a result be fully at fault or contributory negligent in causing that injury.

This guideline provides a general overview of PPE and assistance to workers on understanding the types of PPE,
selecting appropriate PPE for a variety of circumstances, knowing the basics of conducting a “hazard assessment” of
the workplace and understanding what kind of training is needed in the proper use and care of PPE.

9.
4.3.1. Your Responsibilities
You are responsible for:
• Complying with the correct use and care of PPE.
• Reporting changes in exposure to hazardous conditions that might require a follow-up
assessment of the task for PPE.
• Reporting and replacing defective or damaged PPE, which shall not be used.
• Wearing of required PPE in the correct manner is a condition of employment.
• Ensuring your PPE is adequate, clean and properly maintained
• Attend training sessions on PPE

Furthermore, everyone on site is collectively responsible for ensuring and achieving the greatest possible levels of
protection for workers in the workplace. The cooperative efforts of all, employers, Clients, contractors and
employees, will help in establishing and maintaining a safe and healthy work environment.

4.4. understand the types of PPE

4.4.1. Selecting PPE

All PPE clothing and equipment should be of safe design and construction, and should be maintained in a clean and
reliable fashion. Employers should take the fit and comfort of PPE into consideration when selecting appropriate
items for their workplace. PPE that fits well and is comfortable to wear will encourage employee use of PPE. Most
protective devices are available in multiple sizes and care should be taken to select the proper size for each
employee. If several different types of PPE are worn together, make sure they are compatible. If PPE does not fit
properly, it can make the difference between being safely covered or dangerously exposed. It may not provide the
level of protection desired and may discourage employee use. Employers and Clients need to provide PPE in the
categories listed below and must make certain that any new equipment procured meets the appropriate ANSI
standard where appropriate.

4.4.2. Standard PPE

The standard basic PPE requirements for any construction / operating facility is: Head Protection (Safety Helmet);
Eye Protection (Safety Glasses); Hearing Protection (Ear plugs); Body Protection (Coveralls); Hand Protection
(Gloves); Foot Protection (Safety Shoes).

4.4.3. Head Protection

Employees must wear protective helmets when working in areas where there is a potential for injury to the head
from employee-initiated impact or impact from falling or other moving objects. Helmets must comply with ANSI /
ISEA Standard Z89.1-2014 Class E, American National Standard for Industrial Head Protection for Type II head
protection or be equally effective.
• Employees must wear protective helmets when working in areas where there is a potential for injury
to the head from falling objects.
• Hardhats are to be worn at all field, shop and warehouse locations, or where deemed necessary as per
each location’s PPE Hazard Assessment.
• Hardhats will not be altered in any way.
• Do not paint or apply unauthorized stickers, name plates, etc.
• Do not drill, cut, bend, or apply heat.
• Do not alter the suspension system.
• Hardhats will be inspected by the employee regularly for cracks, chips, scratches, signs of heat exposure
(sun cracks), etc.

10.
 • Defective hardhats will be replaced immediately.
• Hardhats shall not be placed in rear windows of vehicles where they will be exposed to the sun or
become projectiles during an accident.
• A supply of hardhats must be made available to visitors.
• Employees will be trained in the use, care and maintenance of head protection equipment.

4.4.4. Clothing - Coveralls

• Work clothing should be selected which provides protection from incidental exposure to cuts,
abrasions, hot surfaces, hydrocarbons, chemicals etc. In general, long-sleeve button up shirts and
long pants or coveralls are considered the best protection from incidental exposures. Clothing of
cotton natural fibres is preferable. One hundred percent (100%) synthetic garments such as
polyester, nylon, or rayon are not allowed. Clothing must be carefully selected and worn to minimize
the risk of snagging in plant and equipment, e.g. rotating equipment, valve stems, scaffolding clamps,
small bore piping supports etc., which could lead to serious injury.
• Fire-resistant clothing worn by emergency fire team members shall be certified as complying with NFPA
Standard 1971 -2018, or an international equivalent, by a marking permanently affixed to the items by
the manufacturer. All coveralls will have sleeves, and the pants portion must extend past the ankles
and be in a condition that provides protection to the wearer (i.e. no large holes). Coveralls should be
kept reasonably clean and not saturated with grease, oil or hydrocarbons.

4.4.5. Eye and Face Protection

• Employees can be exposed to a large number of hazards that pose danger to their eyes and face. OSHA
requires employers to ensure that employees have appropriate eye or face protection if they are
exposed to eye or face hazards from flying particles, molten metal, liquid chemicals, acids or caustic
liquids, chemical gases or vapours, potentially infected material or potentially harmful light radiation.
• Many occupational eye injuries occur because employees are not wearing any eye protection while
others result from wearing improper or poorly fitting eye protection. Employers must be sure that their
employees wear appropriate eye and face protection and that the selected form of protection is
appropriate to the work being performed and properly fits each employee exposed to the hazard.
• Employees must use appropriate eye or face protection when exposed to eye or face hazards from
flying particles, molten metal, liquid chemicals, acids or caustic liquids or chemical gases or vapours.
Eye and Face PPE must comply with ANSI Standard Z87.1-2003 (Z87+), Occupational and Educational
Personal Eye and Face Protective Devices.
• Each type of protective eyewear is designed to protect against specific hazards. Employers can identify
the specific workplace hazards that threaten employees’ eyes and faces by completing a hazard
assessment as outlined in the earlier section.

Examples of potential eye or face injuries include:

• Dust, dirt, metal or wood chips entering the eye from activities such as chipping, grinding, sawing,
hammering, the use of power tools or even strong wind forces.
• Chemical splashes from corrosive substances, hot liquids, solvents or other hazardous solutions.
• Objects swinging into the eye or face, such as tree limbs, chains, tools or ropes.
• Radiant energy from welding, harmful rays from the use of (as well as heat, glare,

Types of Eye Protection

• Selecting the most suitable eye and face protection for employees should take into consideration the
following elements:
- Ability to protect against specific workplace hazards.
- Should fit properly and be reasonably comfortable to wear.
- Should provide unrestricted vision and movement.
- Should be durable and cleanable.

11.
 - Should allow unrestricted functioning of any other required PPE.

Eye Protection for Exposed Employees

• Each individual shall be provided with one pair of protective eyewear. If this is done, the employee
must make sure that the protective eyewear is kept hygienically clean and disinfect protective eyewear
on a regular basis.
• OSHA suggests that eye protection be routinely considered for use by carpenters, electricians,
machinists, mechanics, millwrights, plumbers and pipefitters, sheet metal employees and tinsmiths,
assemblers, sanders, grinding machine operators, sawyers, welders, labourer’s, chemical pro-cess
operators and handlers, and timber cutting and logging workers. Employers of employees in other job
categories should decide whether there is a need for eye and face PPE through a hazard assessment.

Safety Glasses
Safety glasses, with side shields, that meet ANSI Z-87.1-2003 standards with “high Impact lenses” are
required to be worn by all employees, subcontractors, and visitors while on COMPANY property, at all times,
as described below:
• At field locations, in shops and warehouses, except in approved, designated, striped safety zones.
• In all yard work zones or by everyone when in the vicinity of loading or unloading equipment,
performing mechanic or maintenance work, test stand operations, operating equipment such as
forklifts, welding, or any type of work which has the potential to inflict an eye injury.
• In any office, restroom, or any other building while performing any type of work where a potential eye
injury may be present.
• Visitors will be provided with visitor glasses. In the absence of approved prescription safety glasses,
“Over the glass” type safety glasses or goggles, must be worn over the non-safety glasses until
approved prescription safety glasses are obtained.
• Workers assisting welders must wear absorbent safety glasses that protect the wearer from ultra-violet
(UV) and/or infrared rays (IR).
• Dark shaded lens (sunglasses) darker than a # 1 shade are prohibited to be worn indoors unless welding
or assisting a welder.
• A doctor must support “exceptions for medical reasons” in writing to exempt safety eyewear
requirements.
• Safety glasses are not required: inside offices or in parking lots when traveling from vehicles to and
from office buildings by way of main doors that do not pass through shops.

Goggles
• These are tight-fitting eye protection that completely cover the eyes, eye sockets and the facial area
immediately surrounding the eyes and provide protection from impact, dust and splashes. Some goggles
will fit over corrective lenses.
• Chemical splash proof goggles shall be worn when handling or mixing liquid chemicals, solvents, paints,
etc., and/or as recommended on the Material Safety Data Sheet of the material being handled.
• Dust proof goggles shall be worn when blowing equipment down with air or while performing other jobs
where safety glasses are not adequate to prevent airborne particles from entering the openings around
the lenses and side shields.

Laser safety goggles.

• These specialty goggles protect against intense concentrations of light produced by lasers. The type of
laser safety goggles an employer chooses will depend upon the equipment and operating conditions in
the workplace.

12.
 Prescription Lenses
• Everyday use of prescription corrective lenses will not provide adequate protection against most
occupational eye and face hazards, so employers must make sure that employees with corrective lenses
either wear eye protection that incorporates the prescription into the design or wear additional eye
protection over their prescription lenses. It is important to ensure that the protective eyewear does not
disturb the proper positioning of the prescription lenses so that the employee’s vision will not be
inhibited or limited. Side shields are available on some models and these are the preferred. If no side
shields then over-glasses must be used.
• Also, employees who wear contact lenses must wear eye or face PPE when working in hazardous
conditions.

Welding Operations
• The intense light associated with welding operations can cause serious and sometimes permanent eye
damage if operators do not wear proper eye protection. The intensity of light or radiant energy produced
by welding, cutting or brazing operations varies according to a number of factors including the task
producing the light, the electrode size and the arc current Welding shields. Constructed of vulcanized
fibre or fiberglass and fitted with a filtered lens, welding shields protect eyes from burns caused by
infrared or intense radiant light; they also protect both the eyes and face from flying sparks, metal
spatter and slag chips produced during welding, brazing, soldering and cutting operations. OSHA
requires filter lenses to have a shade number appropriate to protect against the specific hazards of the
work being performed in order to protect against harmful light radiation.

Face shields
• These transparent sheets of plastic extend from the eyebrows to below the chin and across the entire
width of the employee’s head. Some are polarized for glare protection. Face shields protect against
nuisance dusts and potential splashes or sprays of hazardous liquids but will not provide adequate
protection against impact hazards. Face shields used in combination with goggles or safety spectacles
will provide additional protection against impact hazards.
• Full face shields shall be worn over safety glasses when operating hand held or stationery grinders with
abrasive or wire wheels, while chipping paint or concrete or, performing jobs where there is the
potential for flying objects striking the face and safety glasses or goggles would not provide adequate
protection.

4.4.6. Foot Protection

• All safety footwear must meet ANSI Z41-1999 / ASTM F2413-11 standards.
• All employees shall wear safety footwear with regularly assigned duties at field locations, in shops and
warehouses.
• Office workers and visitors who enter these areas on an infrequent basis may not be required to wear
foot protection provided they stay clear of the work being performed and with the permission of the
appropriate HSE Manager.
• Shops, Field Locations, Warehouses and Parts Departments: Leather or equivalent boots, either lace up
or pull up, shall be worn.
• The boot must provide ankle protection and have soles designed to protect from punctures with defined
heels for climbing ladders.
• Metatarsal guards will be worn when duties present a hazard of equipment or material crushing the
foot.
• Client locations may require safety footwear to be worn by everyone; check with the local supervisor
for client requirements before visiting field locations.

13.
4.4.7. Hand Protection

For hand protection, there is no ANSI standard for gloves but OSHA recommends that selection be based upon the
tasks to be performed and the performance and construction characteristics of the glove material.

Gloves
• Gloves are required to be worn when performing work, which may expose the hands to extreme
temperatures, cuts and abrasions, or exposure to chemicals.
• Welding: Welding gloves made of leather or other heat resistant materials shall be worn when
performing arc welding or oxy/gas cutting.
• Chemical: For protection against chemicals, glove selection must be based on the chemicals
encountered, the chemical resistance and the physical properties of the glove material.
• Refer to the specific chemical’s Material Safety Data Sheet for the correct glove type.
• Persons assigned to working with chemicals, i.e., solvent vats, shall be issued their own individual gloves
for hygiene purposes.
• Leather: Leather gloves should be worn when working with sharp materials or when handling rigging
equipment.
• Cloth: Cloth gloves should be worn when handling objects or materials, which could cause blisters,
splinters, cuts, etc.
• Heat Resistant: Heat resistant gloves shall be worn when handling hot bearings, races, or other materials
or objects that have been heated beyond ambient temperatures.
• Insulated: Insulated gloves shall be worn to prevent frostbite in extreme cold climates.

Glove Inspections
• Gloves shall be inspected before each use for holes, tears, and worn areas.
• Chemical gloves shall be periodically air tested for pinholes by twisting the cuff tightly, apply low air
pressure to expand the glove, and then submersing in water to check for bubbles.
• Defective gloves shall be discarded immediately. Exception: machinists are exempted from wearing
gloves while working with rotating machinery.

4.4.8. Hearing Protection

Hearing protection is required to be worn by all employees, subcontractors, and visitors while in posted “High Noise”
areas. Refer to the Spencer Ogden Hearing Conservation Program for more information. Warning signs will be
posted in areas known or suspected to have noise levels exceeding 85 dBA either constantly or intermittently.
When signs are not posted, employees shall wear hearing protection when noise caused by machinery, tools, etc.,
prevents normal conversations to be heard clearly. Rule of thumb: If you have to yell to be heard, hearing protection
is required

Fit
• Due to individual differences, not everyone can wear the same type of hearing protection. A variety of
styles may have to be tried before one is found to be comfortable and provide adequate protection.
• Employees shall be instructed how to obtain the proper fit.

Types of Hearing Protection

• Moulded Inserts (ear plugs)
• Canal Caps (head band type)
• Muff, either headband or hardhat mounted Earmuffs and earplugs shall be provided to the employee in
sizes and configurations that will be comfortable to the employee.

14.
 Care and Maintenance
• Inspect hearing protection prior to each use.
• Hearing protection must be kept clean to prevent ear infections.
• Most earplugs used today are disposable and must be discarded when they become dirty, greasy, or
cracked.
• Earmuffs that have deteriorated foam inserts, cracked seals or are defective must be replaced.

4.4.9. Fall Protection

Personal fall protection is required when performing certain elevated jobs in excess of six feet. Consult the Spencer
Ogden HSE Manager if you have concerns.

4.4.10. Electrical Protection

Consult the Spencer Ogden HSE Manager if you have concerns.

4.5. Hazards and the requirement for hazard assessments

4.5.1. Hazards

Hazards exist in every workplace in many different forms: sharp edges, falling objects, flying sparks, chemicals, noise
and a myriad of other potentially dangerous situations. It is imperative that employers and Clients protect their
employees and contractors from workplace hazards that can cause injury. Controlling a hazard at its source is the
best way to protect employees. Depending on the hazard or workplace conditions, the use of engineering or work
practice controls is the best way to manage or eliminate hazards to the greatest extent possible. For example,
building a barrier between the hazard and the employees is an engineering control; changing the way in which
employees perform their work is a work practice control.

When engineering, work practice and administrative controls are not feasible or do not provide sufficient protection,
employers must provide personal protective equipment (PPE) to their employees and contractors and ensure its
correct use. Personal protective equipment, commonly referred to as “PPE”, is equipment worn to minimize
exposure to a variety of hazards. Examples of PPE include such items as gloves, foot and eye protection, protective
hearing devices (earplugs, muffs) hard hats, respirators and full body suits.

4.5.2. The Hazard Assessment

A first critical step in developing a comprehensive safety and health program is to identify physical and health
hazards in the workplace. This process is known as a “hazard assessment.” Potential hazards may be physical or
health-related and a comprehensive hazard assessment should identify hazards in both categories. Examples of
physical hazards include moving objects, fluctuating temperatures, high intensity lighting, rolling or pinching objects,
electrical connections and sharp edges. Examples of health hazards include overexposure to harmful dusts,
chemicals or radiation.

The hazard assessment should begin with a walkthrough survey of the facility to develop a list of potential hazards
in the following basic hazard categories:
• Penetration,
• Compression (roll-over),
• Chemical,
• Heat/cold,
• Harmful dust,

15.
 • Light (optical) radiation, and Biologic.

In addition to noting the basic layout of the facility and reviewing any history of occupational illnesses or injuries,
things to look for during the walkthrough survey include:
• Sources of electricity.
• Sources of motion such as machines or processes where movement may exist that could result in an
impact between personnel and equipment.
• Sources of high temperatures that could result in burns, eye injuries or fire.
• Types of chemicals used in the workplace. Sources of harmful dusts.
• Sources of light radiation, such as welding, brazing, cutting, furnaces, heat treating, high intensity lights,
etc.
• The potential for falling or dropping objects.
• Sharp objects that could poke, cut, stab or puncture.
• Biologic hazards such as blood or other potentially infected material.

When the walkthrough is complete, the employer / client should organize and analyze the data so that it may be
efficiently used in determining the proper types of PPE required at the worksite. The employer / client should
become aware of the different types of PPE available and the levels of protection offered. It is definitely a good idea
to select PPE that will provide a level of protection greater than the minimum required to protect employees from
hazards. The workplace should be periodically reassessed for any changes in conditions, equipment or operating
procedures that could affect occupational hazards. This periodic reassessment should also include a review of injury
and illness records to spot any trends or areas of concern and taking appropriate corrective action. The suitability of
existing PPE, including an evaluation of its condition and age, should be included in the reassessment.

Documentation of the hazard assessment is required through a written certification that includes the following
information:
• Identification of the workplace evaluated;
• Name of the person conducting the assessment;
• Date of the assessment; and Identification of the document certifying completion of the hazard
assessment.

Each employee should ascertain that the above has been completed for any worksite on which they work.

4.6. Training Employees in the Proper Use of PPE

Clients are required to train each employee who must use PPE. Employees must be trained to know at least the
following:
• When PPE is necessary.
• What PPE is necessary?
• How to properly put on, take off, adjust and wear the PPE.
• The limitations of the PPE.
• Proper care, maintenance, useful life and disposal of PPE.

Clients should make sure that each employee demonstrates an understanding of the PPE training as well as the
ability to properly wear and use PPE before they are allowed to perform work requiring the use of the PPE. If a Client
believes that a previously trained employee is not demonstrating the proper understanding and skill level in the use
of PPE, that employee should receive retraining. Other situations that require additional or retraining of employees
include the following circumstances: changes in the workplace or in the type of required PPE that make prior training
obsolete. The Client must document the training of each employee required to wear or use PPE by preparing a
certification containing the name of each employee trained, the date of training and a clear identification of the

16.
subject of the certification. Each employee should ascertain to their own satisfaction that the above has been
complied with for any worksite on which they work.

4.6.1. TRAINING

Employees who require or may need to wear PPE shall be properly trained and PPE must be fitted to each affected
employee. Training shall include:

• When PPE is necessary.

• What PPE is necessary.
• How to properly don, doff, adjust and wear PPE.
• The limitations of PPE.
• Useful life and disposal of PPE.
• How to clean and maintain PPE in a sanitary and reliable condition.
• Reporting and replacing defective or damaged PPE, which shall NOT be used.

4.6.2. Retraining

Retraining is required when the workplace changes, making the previous training obsolete and / or the type of PPE
changes.

17.
5. GET IT RIGHT – MANUAL HANDLING
5.1. Introduction (Manual Handling)
Spencer Ogden regards the health, safety and security of its workers as an integral part of its business. Our
aspirations are no accidents and no harm to people. We believe all incidents can be prevented and that safety
must never be compromised. We provide safe workplaces for all, and everyone is expected to take responsibility for
health and safety. Two overriding principles provide the foundation of our approach to HSE, they are:

5.1.1. Nothing we do is so important that we cannot take the time to do it safely

5.1.2. Everyone has the right to safely halt work at any time if they feel health and safety is being compromised.

This guidance note has been developed in line with the above, taking on board learnings from incidents over recent
years to Spencer Ogden personnel who have been working on worksites and failed to perform manual handling
activities correctly. The term manual handling covers a wide variety of activities including lifting, lowering, pushing,
pulling and carrying. If any of these tasks are not carried out correctly, there is a risk of injury.

5.2. Why is dealing with manual handling important?

Manual handling causes over one third (33%) of all workplace injuries. These include work-related musculoskeletal
disorders (MSDs) such as pain and injuries to arms, legs and joints, and repetitive strain injuries of various sorts.
The importance of lifting equipment and materials and using tools in the correct manner is essential to staying
healthy at the workplace. Manual handling injuries can have serious implications for the employer and the person
who has been injured. They can occur almost anywhere in the workplace and heavy manual labour, awkward
postures, repetitive movements of arms, legs and back or previous/existing injury can increase the risk.

5.3. what do I have to do?

To help prevent manual handling injuries in the workplace, you should avoid such tasks as far as possible. However,
where it is not possible to avoid handling a load, you must always be aware of the risks and follow sensible health
and safety measures to prevent and avoid injury. In particular, ensure that you follow these guidance notes to
minimise manual handling related incidents on site. No small injury should be ignored, if you don’t feel right, go
and check out the pain with your local medic. Your commitment to following the guidance outlined herein is a
precondition of Spencer Ogden offering employment and your failure to follow the important advice set out below
will in, the event of any injury, very likely mean you will as a result be fully at fault or contributory negligent in causing
that injury.

5.3.1. For any lifting activity

Always take into account: individual capability, the nature of the load, environmental conditions, training and work
organisation.

5.3.2. If you need to lift something manually

• Reduce the amount of twisting, stooping and reaching

• Avoid lifting from floor level or above shoulder height, especially heavy loads
• Adjust storage areas to minimise the need to carry out such movements

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 • Consider how you can minimise carrying distances
• Assess the weight to be carried and whether the worker can move the load safely or needs any help –
maybe the load can be broken down to smaller, lighter components

5.3.3. If you need to use lifting equipment

• Consider whether you can use a lifting aid, such as a forklift truck, electric or hand-powered hoist, or a
conveyor
• Think about storage as part of the delivery process – heavy items could be delivered directly, or closer,
to the storage area
• Reduce carrying distances where possible

5.3.4. Good handling technique for lifting

There are some simple things to do before and during the lift/carry:
• Remove obstructions from the route.
• For a long lift, plan to rest the load midway on a table or bench to change grip.
• Keep the load close to the waist. The load should be kept close to the body for as long as possible while
lifting.
• Keep the heaviest side of the load next to the body.
• Adopt a stable position and make sure your feet are apart, with one leg slightly forward to maintain
balance

5.3.5. Think before lifting/handling

Plan the lift. Can handling aids be used? Where is the load going to be placed? Will help be needed with the load?
Remove obstructions such as discarded wrapping materials. For a long lift, consider resting the load midway on a
table or bench to change grip.

5.3.6. Adopt a stable position

The feet should be apart with one leg slightly forward to maintain balance (alongside the load, if it is on the ground).
Be prepared to move your feet during the lift to maintain your stability. Avoid tight clothing or unsuitable footwear,
which may make this difficult.

5.3.7. Get a good hold

Where possible, the load should be hugged as close as possible to the body. This may be better than gripping it
tightly with hands only.

5.3.8. Start in a good posture

At the start of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or
fully flexing the hips and knees (squatting).

5.3.9. Don’t flex the back any further while lifting

This can happen if the legs begin to straighten before starting to raise the load.

19.
5.3.10. Keep the load close to the waist

Keep the load close to the body for as long as possible while lifting. Keep the heaviest side of the load next to the
body. If a close approach to the load is not possible, try to slide it towards the body before attempting to lift it.

5.3.11. Avoid twisting the back or leaning sideways, especially while the back is bent

Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better than
twisting and lifting at the same time.

5.3.12. Keep the head up when handling

Look ahead, not down at the load, once it has been held securely.

5.3.13. Move smoothly

The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of
injury.

5.3.14. Don’t lift or handle more than can be easily managed

There is a difference between what people can lift and what they can safely lift. If in doubt, seek advice or get help.

5.3.15. Put down, then adjust

If precise positioning of the load is necessary, put it down first, then slide it into the desired position.

5.3.16. Do you want to find out more?

If you are interested in understanding more about this subject or any HSE issue, please link to the HSE website
(http://www.hse.gov.uk/msd/) for more information

20.
6. GET IT RIGHT – Driving Safely
6.1. Introduction (Driving Safely)
Spencer Ogden regards the health, safety and security of its workers as an integral part of its business. Our
aspirations are no accidents and no harm to people. We believe all incidents can be prevented and that safety must
never be compromised. We provide safe workplaces for all, and everyone is expected to take responsibility for
health, safety and security. Two overriding principles provide the foundation of our approach to HSE, they are:

6.1.1. Nothing we do is so important that we cannot take the time to do it safely

6.1.2. Everyone has the right to safely halt work at any time if they feel health and safety is being compromised.

This guidance note has been developed in line with the above, and taking on board the importance of driving safely.

6.2. Why is Driving safely important?

The importance of driving safely, at all times, is essential; no matter whether travelling at the work site, to and from
work or for leisurely pursuits. If you are involved in a driving accident it can have serious impacts on your life and
your family’s future and, when it involves driving accidents at work, the employer company. The enormous increase
in the number of cars with advanced features has made our lives more convenient when driving, but with this also
comes responsibility when driving a vehicle. For our own safety and the safety of other road users, we must follow
the traffic rules at all times!

6.3. what do I have to do?

It is important to ensure that we all stay safe when we are driving. Make sure you read this guidance note and follow
the rules including the top ten tips. We can all encourage our colleagues and families to do the same. Your
commitment to driving safely in the workplace and to and from work is essential and is a precondition of Spencer
Ogden offering employment. Your failure to follow the important advice set out below will, in the event of any
related vehicle issue occurring at a work site, very likely to hold you at fault or contributory negligent in causing that
issue. The top ten tips explained here can go a long way towards improving your driving knowledge and minimising
vehicle accidents, and they are not as complicated as you might think. So take control of your driving, and encourage
your friends and family to do the same. In fact, feel free to share this Guidance Note with your family, friends and
colleagues. It could save a life or make drivers be more aware of the important things they need to do when they
are driving.

6.4. ten important safety rules you must follow while Driving a
vehicle
6.4.1. Never Drink & Drive: This is most important rule of driving.

Alcohol causes a number of impairments that lead to road accidents. At low blood alcohol levels, an
individual’s reaction time reduces considerably, raising the potential for an incident. At higher alcohol
levels, the individual can expect to have blurred vision & loss of consciousness. Being drunk and driving is a
serious crime that can result in a criminal offence, with the individual paying a heavy fine and possibly a
term in prison if the offence is more severe. So, never drink and drive.

21.
6.4.2. Always Wear Your Seat Belt:

It is essential and should be mandatory for a car driver and his passengers to wear their seatbelts, it can
save your life. The driver should always check that s/he and all passengers are wearing their seatbelts before
s/he starts the vehicle. The wearing of the seat belt is a legal requirement and in the event of an accident,
it can prevent you from being thrown around the inside of a crashing vehicle causing excessive harm or
being thrown out of the vehicle through the window. Wearing a seatbelt reduces the risk of serious injury
by 45% to 50%. In majority of car crashes, people have a greater chance of surviving if they wear a seat belt.

6.4.3. Follow Three Second Rule:

Keep a Safe Distance: It is highly recommended that the car driver maintains a safe distance between his /
her car and the cars ahead of them. If the vehicle in front reduces speed suddenly, or indicates late or makes
a sudden stop, the driver needs enough time to handle that situation. It can be very difficult to estimate
the distance while driving, so you must follow the “three second rule”. It is simple rule; when the car ahead
of you passes a permanent object on the side of road, start counting & at least 3 second passed before your
car passes the same object. At night or in bad weather conditions it is recommended that you double the
distance by using a “six second rule”.

6.4.4. Always Avoid Distractions:

While driving, any kind of distraction is very dangerous and decreases your reaction time considerably.
Many studies have shown that, any form of distraction including, but not limited to, using your mobile
phone (which is illegal) and eating food decreases the reaction time considerably. Drivers who do not give
their full attention whilst driving will find their reaction time becomes much slower in critical conditions.

6.4.5. Never Break a Red Light Signal:

“Jumping a red light” is a most common cause for road accidents. Never move on a red light and / or take
a risk to run on red signal, and always wait for the green signal.

6.4.6. Always Drive within the Speed Limit:

It is very important that drivers consider reducing their speed at all times as this factor can minimise traffic
accidents enormously. Speeding is the root cause for more than 45% of the serious crashes in any one year.
If speeding your reaction times becomes less, so it is advisable to always drive within the speed limit.

6.4.7. Avoid Drowsiness While Driving:

If you are feeling drowsy or sleepy then you must avoid driving. It is as dangerous as driving when under
the influence of drink. If you start to feel drowsy then look for a lay-by (rest area) and stop the vehicle and
rest, have a sleep and then continue with your journey. It is always preferable to be late for an appointment
than never arrive at all due to having been involved in an accident. It is recommended that you have a good
sleep before driving. Alternatively, if you are driving with a friend or family, then share the driving. As a last
resort, park the car, take a cab and pick up the vehicle later.

6.4.8. Watch Out for Drivers On the Road:

Sometimes it doesn’t depend on how safely you drive or whether you obey all the rules - another may cause
an incident which you are involved in. So, it is very important to be aware and vigilant as to what is
happening around you by using your eyes, ears and car mirrors. Never assume the action of another driver
on the road and always be alert.

22.
6.4.9. Be Extra Careful in Bad Weather or Poor Driving Conditions:

A person may be considered a good driver if s/he is able to drive in any weather conditions. Driving in
difficult whether conditions requires a lot more experience than normal driving and if you are unsure, don’t
drive. You must be able to adapt to the relevant conditions and even experienced drivers may have
problems in difficult weather. You must ensure that you drive below the speed limit, maintain proper
distances, be careful on turns and focus on the road continually.

6.4.10. Regularly Maintain Your Vehicle:

It is essential for car owners to maintain their vehicles. Failure to do so may result in a more major problem
to some part of the vehicle. If you are unable to maintain the vehicle yourself, make sure you continually
maintain the vehicle by using a local distributor who has maintenance facilities. Before you take a long
journey, always make sure the vehicle is in good condition with all maintenance and servicing requirements
in order. Any failures when you are on a journey cost you more money and disrupt your plans.

STAY SAFE – DRIVE SAFELY – follow the rules

23.
7. Mental health & wellbeing
7.1. Introduction (Driving Safely)
Mental health:
x includes our emotional, psychological or emotional health, and social well-being and affects how
we think, how we feel, how we behave, how life affects us and how we handle the normal
stresses of life;
x determines how we engage / relate with others, and the choices we make;
x is defined as a state of well-being in which every individual realises his or her own potential, can
work productively and fruitfully, and is able to make a contribution to his or her community; and
x is important at every stage of life, from childhood and adolescence through adulthood.

7.1.1. looking after your mental wellbeing

We all have mental health the same way that we all have physical health, and just like physical health there
are things that we can do to look after our mental health, even when we’re not experiencing difficulties.
The term ‘mental wellbeing’ describes our mental state - how we are feeling and how well we can cope
with day-to-day life. Good mental wellbeing is about having feelings of contentment and enjoyment, but
it also includes things like:
x feeling relatively confident in yourself and having positive self-esteem;
x building and maintaining good relationships with others;
x feel engaged with the world around you;
x living and contributing productively;
x being able to cope with the stresses of daily life; and
x adapting and managing in times of change and uncertainty.

Our mental wellbeing isn’t always the same; it can change depending on what’s going on in our lives and
how well we’re able to look after ourselves. Also, our mental health and wellbeing isn’t only ‘good’ or ‘bad’,
it’s a spectrum and might change on a daily basis.

7.1.2. why is it important?

Our mental wellbeing affects how we feel about all areas of life and so looking after it can really improve
the way that we feel every day. This can be really helpful at times when we’re not feeling our best and can
help us to cope when we face challenges. Your mental state not only controls your consciousness, but
also determines how your body functions. Stress, grief and depression can have a negative effect on your
mental health. Studies have shown that serious mental illnesses can lower life expectancy by 10 to 15 years.
It’s important to make sure we look after our mental health, as it this can improve our overall wellbeing.

7.1.3. mental Wellbeing in the workplace

We can spend up to one third of our life working and therefore it is important to understand how working
can impact our mental wellbeing and health. Spencer Ogden employees and contractors may be required
to work long or antisocial hours or work away from home and job stress and other work-related factors can
negatively affect our mental health, possibly triggering a mental health condition or causing an existing
condition to worsen. It is important to understand how this can impact our wellbeing and ensure
measures are taken to look after our mental health. While much of our working environment is
determined by others, individually we can take steps that will help to protect and enhance our mental
health and wellbeing.

24.
7.2. How can we look after our mental wellbeing?
There are lots of ways that we can look after our mental health and wellbeing; different techniques work for different people
but there are some basic things we should all try, including:

7.2.1. keeping active with exercise

Because physical activity keeps you physically strong and has been shown to reduce or prevent stress and anxiety
and improve mood. Regular exercise is a great way to look after our wellbeing and exercising outside is especially
good. At least 30 minutes of exercise, three times a week, is ideal. Go for a walk or unwind with yoga. It is better to
do moderate exercise regularly than to have a heavy workout occasionally.

7.2.2. staying hydrated

Not drinking enough water can have a negative effect on our mood so it’s really important to stay well hydrated;
everyone is different, but most people should try to drink around 1.5-2 litres of water a day.

7.2.3. eating well

Good nutrition is a natural defence against stress. Begin your day with a nutritious breakfast, preferably of
wholegrain cereals and fruits, and take balanced meals throughout the day. Eating a balanced diet is a really
important foundation for good mental wellbeing because it gives your brain and body the fuel they need to function
well. There are some key foods that you can eat to boost your mood and energy levels. Foods rich in omega-3 fatty
acids, such as salmon, tuna and mackerel, cut the risk of dementia and mental decline.

7.2.4. drinking sensibly

If you have emotional problems, seek support from family and friends, or get professional help. Avoid alcohol,
cigarettes and drugs as they provide only temporary relief from stress and unhappiness and are not the solutions to
problems. It’s not a good way to deal with problems and often leaves us feeling worse in the long term. If you choose
to drink alcohol, then try to stick within the recommended low risk guidelines and have plenty of days without
drinking each week.

7.2.5. sleeping well

Apart from leaving us feeling tired, poor sleep can lead to worry, negative thoughts, and feelings of depression and
anxiety, and all of this can make it even harder to sleep. Try to get 7-8 hours of sleep a night. You are more alert and
less prone to stress after a good night’s rest. Getting enough sleep can also improve your memory.

7.2.6. problem solving

We all have times when we have low mental wellbeing, and it can be useful to think about whether there is anything
in particular that is having a negative effect on us. You could also try tracking your moods to help you to work out
what positively and negatively affects your mental wellbeing; then you can take steps to avoid, change or prepare
for situations than have a negative effect.

25.
7.2.7. spending time with others

Connecting with other people is great for our wellbeing and stimulates the brain. A study in the US found that
talking to another person for just 10 minutes a day improves memory scores. It can give us a sense of belonging,
help to create a support network and give us people to talk to and have fun with. Helping a friend or family member,
or doing community work helps you to take the focus away from yourself. In turn, you will feel more positive and
less helpless. Doing something for others is the best remedy when you’re feeling down. The more you interact with
others, the faster your brain will work.

7.2.8. relax, have fun and laugh

When we feel busy or stressed it can be difficult to let ourselves relax and have fun, but it’s really important for our
wellbeing, so we should build ‘down time’ into our lives rather than see it as a luxury. Take a break to do something
that you find relaxing or fun, something you’re good at or something new. Making time to relax can have a really
beneficial effect on mental wellbeing. Engaging, by playing ideally in a group, mind-boggling games involves a
combination of memory, decision-making and strategizing, which keeps the brain active and prevents dementia and
will boost interaction. Laughter is the best medicine. Laugh yourself silly and have fun whenever you can. Laughing
can help to keep the doctor away because humour activates the brain’s reward and pleasure centres, generating
emotions and relaxing the mind.

7.2.9. shift your mindset, make a list

Make a list of goals and check them off when they are completed. This will help you tackle things one at a time.
Seeing problems as opportunities or focusing on the positive can also help to reduce stress. Stress cannot be avoided,
but you can learn to manage stress

7.2.10. learn a new skill or hobby

Learning to play a musical instrument, acquiring computer skills, starting a new hobby or learning to cook a new dish
can help keep your brain active and healthy.

7.3. Recognizing ANXIETY, stress and depression

Common signs of anxiety, stress and depression can include:
Common signs of anxiety Common signs of Stress Common signs of depression
x Feeling restless or worried x Trouble sleeping x Withdrawing from other people
x Having trouble x Feeling overwhelmed x Feeling sad and hopeless
concentrating x Problems with memory x Lack of energy and motivation
x Having trouble sleeping x Problems concentrating x Trouble making decisions
x Dizziness x Change in eating habits x Being restless, agitated and irritable
x Heart palpitations x Feeling nervous or anxious x Eating more or less than usual
x Feeling angry, irritable or easily x Sleeping more or less than usual
frustrated x Trouble concentrating
x Feeling burned out from x Trouble with memory
studying or work x Feeling bad about yourself or guilty
x Anger and rage
x Feeling that you can't overcome
difficulties in your life
x Trouble functioning in your work or in
your personal life

26.
7.3.1. anxiety

Anxiety is a feeling of unease, such as worry or fear, that can be mild or severe. Everyone has feelings of anxiety
at some point in their life. For example, you may feel worried and anxious about sitting an exam or having a medical
test or job interview. During times like these, feeling anxious can be perfectly normal. But some people find it
hard to control their worries. Their feelings of anxiety are more constant and can often affect their daily lives.

7.3.2. stress

Stress is good if it motivates you but it's bad if it wears you down. Many factors can contribute to the stress you
experience, and this stress can cause changes in your body that affect your overall physical, mental, and emotional
health.

7.3.3. depression

Depression is more serious and long-lasting than stress and requires a different kind of help. The good news is that
depression is a highly treatable condition. However, it's not something you can snap out of by yourself, so it's
important to get help. How do you tell the difference between stress and depression? Both can affect you in similar
ways, but there are key differences. Symptoms of depression can be much more intense. They last at least two
weeks. Depression causes powerful mood changes, such as painful sadness and despair. You may feel exhausted and
unable to act.

7.3.4. don’t suffer in silence

Get support, whether from family, friends, or a trusted online community. A heart-to-heart talk with someone you
trust can help you get rid of toxic feelings and may even give you a fresh perspective. If these steps don't bring relief,
or if you are still unable to cope and feel as if the stress is affecting how you function every day, it could be
something more acute and chronic--like depression. Don't let it go unchecked!

7.4. what to do if a co-worker seems depressed

If you suspect a colleague may be suffering from a mental health issue and it’s affecting your work, here’s some
advice:

7.4.1. don’t make a knee-jerk diagnosis

It’s human nature to try to find a pattern and label it but a lot of people jump to the conclusion that something’s
wrong before they have all the facts and our speculations are often misguided. Don’t feel like you have to label every
behaviour you don’t understand.

7.4.2. Look at your own behaviour

Sometimes one of the best signs that something serious is going on with a colleague is whether their behaviour is
affecting the way others conduct themselves around the workplace. A clue can be that the people around the
individual are reacting and behaving differently, reacting to the emotional tone of the other person.

27.
7.4.3. know the limits of your relationship

If you suspect your colleague might be struggling with a mental health issue, think about whether you’re the right
person to say anything. If you have a close friendship with your co-worker, this may be appropriate. But if you
don’t, think carefully about what you want your role to be. As a manager, if the person’s behaviour is affecting their
or others’ work, you have an obligation to say something. If you’re a peer or a direct report, and you don’t consider
the person a friend, then it’s probably not your place to address it. That doesn’t mean you can’t offer guidance if
your colleague asks for it, but just be cognizant not to overstep boundaries.

7.4.4. make an observation

If you decide to broach the subject, don’t come out and ask, “Are you depressed?” The individual may not be ready
to talk about it. Instead, make an observation focused and the impact their behaviour is having the work, on you and
on others. Then give the person the opportunity to respond and share with you what’s going on. Be sure to follow
the person’s lead. If they open up let them decide how much to tell you. If they don’t want to talk then don’t push.

7.4.5. Listen

One of the most helpful things you can do for someone struggling with a mental health issue is to listen. If your
colleague decides to open up about their issues just sitting down and listening to them can be helpful. You can
offer your own experience if it’s relevant but do not tell them what to do and do not make it about you. Just listen.

7.4.6. when to talk to someone else

Generally, you want to keep your observations and discussions confidential, but there are two situations in which
you may want to enlist the help of others. The first is when the behaviour is so unpredictable you are worried they
might put themselves or others at risk. The second is when you believe talking to the person directly would put you
at risk. Perhaps you’re worried about their reaction or you worry it will change your working relationship. That’s
where you should talk with HR or the person’s manager, if you feel that third party will handle it appropriately and
confidentially. Always express your concern in terms of the impact on work.

7.4.7. put boundaries up if necessary

There can be downsides to offering help. It’s fine to have a conversation but if the person keeps coming back to you
for advice and support you need to be ready to steer the person toward professional help if that’s what they need.

7.4.8. create a caring culture

If you are a manager, focus on fostering a safe environment where people can talk about these sorts of issues. If
people aren’t getting their work done or are preventing others from doing so, you have a responsibility to do
something about it. You can talk to the person, explain the impact on the work, and ask how you might help. You
might refer the person to your employee assistance program or ask your HR department for help.

7.4.9. principles to remember

Do:
x Make observations about how your work is being impacted and let the person respond;
x Listen in a non-judgmental way;
x Get support from others if you feel the person is in danger or if you feel your job is at risk.

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 Don’t:
x Jump to conclusions about what’s going on — it’s not always a mental health issue;
x Push your colleague to share personal details — what they want to share is up to them;
x Become the person’s de facto therapist; point the person to professional help.

7.5. Help AND support

Acknowledging when you are experiencing mental health issue and seeking help can be difficult. The mental health
system can be complicated, and it can be hard to know where to go for support but telling someone you are
struggling is the first step toward feeling better. Spencer Ogden encourages the use of supportive mental health
specialists as necessary and have listed below contact details of reputable support lines and agencies in our key
office locations that you can contact as a first step in getting support. Also listed below are emergency contact
details for agencies that can provide an immediate, urgent response in a crisis situation.

crisis? If you or someone you know is in crisis now, seek help immediately. Call an emergency support 24-hour crisis centre or
dial your local emergency services for immediate assistance.

Emergency services numbers in our country office locations:

Australia: 000
Germany: 110 or 112
Hong Kong: 999
Malaysia 999
Singapore: 999
United Kingdom: 999 or 112
USA: 911

A definitive list of emergency numbers by country can be found here:

https://en.wikipedia.org/wiki/List_of_emergency_telephone_numbers

International support line for contractors working outside their home country:

If you are a Spencer Ogden contractor working outside of your home country or offshore, you can contact our
international support line 24/7 provided by Chubb on (0044)207 173 7796. If you are working outside of the UK, the
Chubb app can be downloaded onto apple or android smart phones and web calls can be made via the app (we
appreciate that some of our contractors work in remote locations and so we advise you download the app before
commencing an assignment).

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Crisis support lines and organizations:

Listed below are names of support lines in our key office locations and agencies that may be able to assist you, do
not hesitate to contact them.

The Samaritans – United Kingdom

Phone: (00 44) 116-123
https://www.samaritans.org/how-we-can-help/contact-samaritan/
[email protected]
Emergency services- 999

Suicide Prevention Lifeline – United States

Phone: 1-800-273-8255
https://suicidepreventionlifeline.org/
Emergency services - 911

Lifeline – Australia
Phone: (00 61) 13 11 14
https://www.lifeline.org.au/
Emergency services -000

Samaritans of Singapore – Singapore

Phone: 1800 221 4444
[email protected]
https://www.sos.org.sg/
Emergency services - 995

The Samaritans- Hong Kong

Phone: 2896 0000
https://samaritans.org.hk/
Emergency services- 999

TelefonSeelsorge - Germany
Phone: 0800 111 0 111
https://www.telefonseelsorge.de
Emergency services – 112

Befrienders - Malaysia
Phone: 60379568145
https://www.befrienders.org.my/
[email protected]

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