General Policy for Health, Safety and Welfare at Work

In recognition of the Health and Safety at Work Act of 1974 and other legislation relating to Health and Safety, Sarah Baldock Portraits (a trading name of SJ MediCom Ltd. And forthwith referred to as ‘the Company’), it’s Directors and Affiliate Partners will take all reasonable measures as far as practically possible and take full responsibility to ensure my health, safety and welfare and that of any photo subjects whilst at work.

‘The Company’ recognises that the control of all health and safety matters arising from its work activities is not only an essential feature of its efficient operation but is also a civil and statutory obligation. ‘The Company’ is responsible for and it is its policy to:

• Act within the framework of the law and good practice, safe and healthy working conditions, equipment and conditions of work, for myself, models, members of the public and others who are affected and working with ‘The Company’. ‘The Company’ will work in a safe manner to prevent accidents.
• ‘The Company’ takes the issue of Health and Safety extremely seriously. It is the intention of ‘The Company’ to provide a safe working environment for all by:

1. Providing safe systems of work.
2. When office-based using safe office equipment.
3. Using safe and well maintained camera and flash equipment.
4. Working safely on location.
5. Transporting myself and equipment safely.
6. Providing adequate and sufficient information, instruction and advice to others.

Health and Safety remains the responsibility of ‘The Company’. The Health and Safety Policy complies with the current legal requirements and will be updated as appropriate to take into account of future developments of changes in UK and EC legislation.

‘The Company’ will deal with safety matters and the particular arrangements that will be made to implement this policy, are set out in the Health and safety Manual. ‘The Company’ agrees to achieve a healthy and safe working environment whatever that may be.

‘The Company’ undertakes to review this policy on a regular basis, and in the light of new knowledge, and changing legislation. This review will take place at a maximum of 12 months from the date shown.

SIGNED                                                                                                Date: 1st July 2021

Sarah Baldock

Director

Sarah Baldock Portraits (a trading name of SJ MediCom Ltd.)

Emergency procedure

Any activity that affects the fire or emergency risk to premises must be considered. Emergency evacuation procedures and plans showing assembly points should will be made available where relevant and information will be provided to third parties.

First Aid

A first aid risk assessment is carried out at regular intervals to identify the requirements. A basic first aid kit is available should it be required. Any injury deemed to be serious in nature will be dealt with by calling the Emergency Services.

Risk assessments

Sarah Baldock Portraits carries out risk assessments for those activities performed on their premises and first aid risk assessment. Risk assessments provide information on the hazards and risk they may be exposed to and the controls measures that have been put in place to eliminate or reduce. Risk assessments are written and are periodically reviewed, either annually, or every 2 years, depending on the hazards and risks associated with the activity or place. In addition, risk assessments are also reviewed when there is a change in work equipment, in light of an incident or new knowledge. The risk assessment identifies any hazards or risks and sets out control measures following the appropriate hierarchy to eliminate first where possible.

The following safety tick list is completed before every photo session.

Safety Tick List

Trip Hazards

     Are all wires taped down or out of the way (includes lights, heaters, chargers)?

     Are any floor coverings (printed vinyl, vinyl flooring, paper backdrops) taped down?

     Are all props and baby essentials out of the way and do you have somewhere you can store them after set up?

     Do you have everything you need to mop up spills (baby accidents, coffee cups knocked over, antibacterial gel spills, etc)?

     Customer items (do you have a place for parents to place coats, baby change bags, baby car seats, prams, their drinks, etc)?

Pull Hazards

     Lights on stands (can your light reach all areas of your shoot area without stretching wires)?

     Heaters (your heater is usually on a stool or bench to give it height and it can easily be pulled over). Is it firm and secure?

     Backdrops (are your background stands safe and stable and not easily pulled over when tensioning a beanbag blanket)?

     Check all stored items on shelves are secure.

Electrical Safety

     Are all your electrical items PAT (Portable Appliance Testing) testings up to date?

     Is your insurance up-to-date?

     Does your insurance cover the building you are photographing in, public liability, professional indemnity, material damage, theft and staff?

Health and Safety specific to Newborn Photography Sessions

Managing parent’s expectations before the session

The photographer will discuss the following with the parents both when they book and the day before the session:

• How the session will run, including what to dress the baby in for their comfort upon arrival, 
• Where to put the car seat upon arrival, the temperature of the room and how the parents should dress to ensure their comfort during the session 
• Facilities available for feeding baby (both breast-fed and bottle-fed babies)
• What the session will involve in terms of poses (for example, some poses will be on a large bean bag and may require parent help; full instructions will be given at the time; while other poses will be in various props and again parent help will be required to ensure baby is safe at all times and full instructions will be given). 
• Sibling shots. It is normally recommended that an additional sibling mini-session be held separately to the main newborn session. If the sibling session is to be held on the same day, it is suggested that the sibling comes either at the beginning or at the end of the session to avoid the older sibling becoming bored and potentially disrupting baby during the session. 
• If there are any health issues with the baby that may affect the session, particularly relating to the birth itself. 

Before the session begins

Before every session, the photographer will:

• Go through the extensive Safety Tick List ensuring all items are safe and ready for the session. 
• Check the temperature of the room. It should be maintained at 25-27^oC throughout the session. 
• Wash all backdrops, wraps, hats, etc after each session with non-biological washing liquid and hypo-allergenic softener. Wipe down all surfaces, including the beanbag itself, the change mat and all props with Milton and then with water wipes to ensure they are hygienically clean. 

During the session itself

During every session, the photographer will:

• Use sanitizer spray before handling the baby for the first time and at regular intervals throughout the session. 
• Wear white cotton gloves to ensure maximum comfort for the baby. 
• Play womb noises throughout the session to aid baby to settle.
• Use a thermostatically-controlled heater at all times to ensure the temperature is maintained at 25-27^oC throughout the session. A thermometer is used to confirm the temperature of the room. 
• Monitor baby’s skin colour at all times to ensure maximum comfort for the baby. Any slight mottling of the skin may indicate baby is cold, whilst reddening of the cheeks and skin could suggest baby is too hot. Newborn babies are unable to temperature regulate themselves like older babies and children and so it is vital to watch for these signs at all times.
• Never leave baby unattended at any time. 
• Pay special attention when posing baby to ensure adequate blood flow is maintained to all extremities. Any change in colour to hands or feet could indicate a lack of circulation and baby should be repositioned immediately. Even when no indication of blood flow problems is evident, baby will only be kept in one position for a matter of seconds. 
• Ensure that fingers and toes are tucked away, particularly if using loose-woven materials. If the umbilical cord clip is still in place, extra care will be taken when posing baby to ensure baby’s comfort. 
• Prepare composite images for all poses involving baby’s head resting on their arms or their chin resting on their hands (i.e. the ‘froggy’ pose) with baby’s head being supported at all times.
• Weight down all props such as buckets, baskets, or wooden stumps with a weight at least twice the weight of the baby to ensure it will not tip up. They will also pad any edges to ensure baby does not come in direct contact with any props at any time. The parent or spotter will always be next to baby at all times to steady baby and ensure baby’s safety.
• Wear a camera neck strap at all times, particularly when photographing baby from above. In addition, any items that may fall and lead to injury (i.e. lens hood) will be checked regularly throughout the session and removed from the camera if deemed necessary. They will avoid using stepladders if at all possible but if considered necessary, they will avoid being directly over the baby to avoid a possible fall. 
• Where sibling shots are required, Mum or Dad will be very close by at all times to steady both baby and sibling. Wherever possible, particularly with younger siblings, baby will be supported on a beanbag at all times, with the sibling only ‘appearing’ to hold the baby. Alternatively, the sibling can be kissing the baby with the baby supported fully at all times on the beanbag. Parents should still be holding the sibling to ensure safety at all times. Older siblings may be able to hold the baby but only where baby is also supported (i.e. in their lap with adequate padding underneath, or on the floor in front of the sibling, again with adequate padding underneath). 

COVID-19 Health and Safety Policy

Master Photographers Association (MPA) COVID-19 Health and Safety Protocol

Sarah Baldock Portraits, as a qualified member of the Master Photographers Association (MPA), has signed up to the MPA COVID-19 Health and Safety Protocol. This means that it must abide by the practices set out in the protocol, which are in line with advice given by the HM Government, the devolved Parliaments of Wales, Scotland, Northern Ireland and the local Authority relating to the studio. The full protocol can be found at www.thempa.com/covid-19-protocol.

Sarah Baldock Portraits COVID-19 Risk Assessment

As part of the MPA COVID-19 Protocol all studios must carry out a full risk assessment relating specifically to COVID-19.

Social distancing in the studio

• The 2m distances within the studio are clearly marked. Wherever possible these should be adhered to. This may mean that whilst the client is settling in, the photographer will be standing and speaking to the client from inside the viewing room doorway. The client will then move down to the photography area and the photographer will move into the studio.
• Where 2m distances cannot be observed (for example, during a newborn photography session), this will be discussed with the client before the session date.
• Suitable safety measures will be in place at all times, particularly if a 2m distance cannot be maintained. These will include the photographer wearing gloves and a mask.
• Gloves and masks will also be available at all times for clients to wear. We will ask that clients aged 11 and over wear masks while in the studio and not being photographed.
• Unfortunately, at present it is not possible to make bathroom facilities available to clients as these are in the main house. This will be discussed with clients at every conversation and made clear prior to the session date.

Studio hygiene

Before the session

• The studio will be prepared for the session by wiping all surfaces with anti-viral disinfectant.
• Any props required for the session will be wiped and put in the photography area, ready for use.
• Only the necessary items required for the session will be left in the studio. All other items will be removed from the studio to the viewing room, or covered if removal is not possible.
• When the client arrives, a 2m distance will always be maintained wherever possible.

During the session

• The photographer will wash their hands thoroughly at the start of the session and use hand sanitiser throughout the session as necessary.
• Clients will be asked to remove their shoes at the door (there will be a storage cupboard for shoes to be stored safely outside). Clients will also be asked to use hand sanitiser as soon as they enter the studio. Hand sanitiser will be readily available. We do ask that adults and children aged 11 and over use masks while in the studio and not being photographed. Disposable masks are available for clients to use along with disposable gloves if they wish to use them. Any other items such as phones, that are brought into the studio should also be wiped down with antibacterial wipes, which will be readily available.
• There will be an NHS Test and Trace QR code displayed in the studio. Clients are recommended to download the NHS COVID-19 app in advance of their session and scan the QR code when entering the studio.
• Unfortunately, during this time we will be unable to offer hot or cold drinks or cookies during your session. Clients will be advised to bring their own refreshments.
• Clients will be required to remain in the photography area whilst portraits are being taken. This may include mums and dads standing to one side. During this time, mums and dads will also be required to assist with posing and positioning of children for sitter sessions and for 1^st Birthday cake smash and splash sessions, to avoid unnecessary contact by the photographer.
• The photographer will always wear a mask and gloves (nitrile gloves with white cotton gloves over the top). The gloves will be changed regularly, and particularly if dealing with soiled items.
• Soiled linen will be immediately placed in a plastic bucket with a lid.
• Where 2m distance cannot be maintained, e.g. during a newborn session, closer contact will be kept to a minimum and will always include the use of masks, face shield and gloves by the photographer.

After the session

• After each session all disposable soiled items will be disposed of appropriately. Disposable gloves will be worn whilst cleaning the studio and also disposed of immediately afterwards.
• The studio will be fully decontaminated. This will include washing all backdrops, wraps and other washable items that have been used, with non-biological detergent and an antibacterial/antiviral additive. Reusable face masks will also be washed with non-biological detergent and antibacterial/antiviral additive immediately after use. Where it is not possible to wash items, such as wool layers etc, these will be steamed, sprayed with anti-viral disinfectant and where possible left in the sun. They will also only be used once per 72 hours and then stored safely once treated.
• The studio, including all larger backdrops, hard prop surfaces, seats, tables etc, will be steam cleaned and then sprayed with anti-viral disinfectant.
• All door handles, walls, windows, window-sills, light switches, shelves, trolleys, change mat, wet wipe dispensers, side tables, posing stools, chairs, remote controls, clamps and backdrop stands will also be wiped with anti-viral disinfectant. All waste items will be bagged at the time of use and the bag sealed and disposed of immediately after the session has ended.