Labour user Accommodation audit for Seasonal worker scheme placement

• Site conducted

  Select

• Labour User Business name

• Labour user accommodation audit for Seasonal Scheme worker placement

• Client Address

• Location
  Address

• Accommodation address (if different to client address)

• Accommodation location (if different to client address)
  Address

Accommodation Types

• Basic Facilities - Note that the following information may be used to create Farm Information to be forwarded to successful applicants

• Describe the type(s) of accommodation available

  Select Fully self contained caravans Partially self contained caravans with shared communal kitchen block and ablutions facilities Partially self contained caravans with ablutions provided and separate shared communal kitchen block Shared hostel facilities -HMO licensed House fully furnished- HMO licensed House fully furnished-HMO licence not required based on occupant numbers Other - please explain

  • Fully self contained caravans
  • Partially self contained caravans with shared communal kitchen block and ablutions facilities
  • Partially self contained caravans with ablutions provided and separate shared communal kitchen block
  • Shared hostel facilities -HMO licensed
  • House fully furnished- HMO licensed
  • House fully furnished-HMO licence not required based on occupant numbers
  • Other - please explain

• How many bed spaces are there?

• What is the average number of people per room?

• What is the maximum number of people per caravan? (caravans only)

• Is the accommodation available all year round?

  Yes

  No

  N/A

• Describe months of the year when the full site is available if not all year round if applicable

• Where required, does the site have planning permission or licencing (e.g. caravans, HMO) ? (Evidenced)

  Yes

  No

  N/A

• Was the planning permission or licencing evidenced?

  Yes

  No

  N/A

Accommodation charges, safety and facilities

• The accommodation rent is set at or below the Accommodation Offset rate per week?

  Yes

  No

  N/A

• Current rate £ per day or week

• Is a "Sliding Scale" or similar implemented? (i.e. rent is decreased if workers are not provided with work)

  Yes

  No

  N/A

• Explain

• Does the site confirm there are NO additional charges or deductions for accommodation facilities outside the offset maximum allowance?

  Yes

  No

  N/A

• Where extra charges in relation to accommodation apply, how are they monitored to ensure they do not bring worker under NMW? (Flag action where charges would be seen to breach NMW outside maximum accommodation offset)

• Are any types of deposit taken for accommodation

  Yes

  No

  N/A

• Please explain deposit (Flag action where deposit is used where breach of NMW may occur)

• If damage or absconding occurs, has the business obtained written consent for monies to be repaid as compensation in line current national law requirements ?

• Confirm the use of Electric, Gas and Laundry included in the accommodation charge?

  Yes

  No

  N/A

• Cost of electricity, gas & water etc if charged ( Flag action if outside accommodation offset maximum allowance )

• Fire & Emergency

• Has the site been suitably risk assessed for fire by a suitably trained and competent or qualified assessor within the last 12 months?

  Yes

  No

  N/A

• Where raised in the Fire RA, has documented evidence of required actions being completed, and is the assessment reviewed on a scheduled basis?

  Yes

  No

  N/A

• Does the accommodation have suitable means for raising an alarm in the event of a fire or emergency?

  Yes

  No

  N/A

• Does the accommodation have suitable means in place for detecting a fire or carbon monoxide leak?

  Select Yes - smoke and/or heat detectors fitted Yes - carbon monoxide alarms fitted No fire or carbon monoxide detectors provided

  • Yes - smoke and/or heat detectors fitted
  • Yes - carbon monoxide alarms fitted
  • No fire or carbon monoxide detectors provided

• Are fire and carbon monoxide alarms tested on a regular basis?

• Does the accommodation have suitable equipment in place for fighting a fire? (fire blankets must be provided in accommodation, appropriate extinguishers must be available onsite)

  Yes

  No

  N/A

• Are the fire fighting provisions suitably maintained, including evidence of servicing and routine inspections?

  Yes

  No

  N/A

• Are the fire fighting provisions suitably signed?

  Yes

  No

  N/A

• Are occupants provided with information and training on fire safety provisions?

  Yes

  No

  N/A

• How is the information and training delivered? Tick all that are relevant

  Select Induction Staff handbook Other

  • Induction
  • Staff handbook
  • Other

• Are occupants provided with information to updates or changes regarding fire safety provisions?

  Yes

  No

  N/A

• How is information delivered

  Select Additional Internal training Additional external training Via notice boards Tool box talks

  • Additional Internal training
  • Additional external training
  • Via notice boards
  • Tool box talks

• Does the accommodation site have a designated Fire Marshal/Warden who lives on or within close proximity to assist with evacuation or adequately trained staff where small number of occupants present?

  Yes

  No

  N/A

• Provide details on the training the Fire Marshal/Warden(s) or staff have completed

  Select Fire Marshall training Fire warden training Suitably in house trained Adequate fire emergency training is given to occupants Insufficient training or trained staff available to aide in evacuation

  • Fire Marshall training
  • Fire warden training
  • Suitably in house trained
  • Adequate fire emergency training is given to occupants
  • Insufficient training or trained staff available to aide in evacuation

• Is training in date? (refresher training advised every 3 years)

  Yes

  No

  N/A

• Does the accommodation have a visible evacuation procedure?

  Yes

  No

  N/A

• Is the travel distance for escape routes within evacuation guidelines?

  Yes

  No

  N/A

• Is the evacuation procedure practiced regularly by means of a fire drill or similar?

  Select Yes No Where a small total number of staff are resident, they are all given adequate training including evacuation procedures No fire drills completed or examples provided

  • Yes
  • No
  • Where a small total number of staff are resident, they are all given adequate training including evacuation procedures
  • No fire drills completed or examples provided

• How often are the fire drills run per year?

  Select One per year 2 per year 3 per year Other - please explain

  • One per year
  • 2 per year
  • 3 per year
  • Other - please explain

• In accordance with the risk assessment, does the site require emergency lighting? ( N/ a where not applicable to accommodation site)

  Yes

  No

  N/A

• Emergency lighting checks completed?

  Yes

  No

  N/A

• Are routine fire safety and equipment checks completed?

  Yes

  No

  N/A

• Are the routine fire safety checks well documented, such as via a fire log book, and there is no evidence of missed checks?

  Yes

  No

  N/A

• Are all fire exits kept clear, free of obstruction, with suitable fire exit signs?

  Yes

  No

  N/A

• Are all accommodation exits openable from the inside without the use of a key? (thumb keys, key fixed to inside of door or similar suitable operation)

  Yes

  No

  N/A

• Is smoking prohibited in the accommodation and are there suitable measures in place to prevent smoking?

  Yes

  No

  N/A

• In areas where smoking is allowed, such as designated smoking areas, are there provisions in place for the safe disposal of smoking materials?

  Yes

  No

  N/A

• Accommodation Externals and Wider Site

• Is the spacing between accommodation units within prescribed guidelines? (i.e based on FPC best practice for caravan)

  Yes

  No

  N/A

• Are the boundaries to the accommodation clearly marked?

  Yes

  No

  N/A

• Are all accommodation or communal units located not less than 50 meters away from a suitable road?

  Yes

  No

  N/A

• Are all accommodation or communal units accessible by means of a footpath not less than 0.75 metres wide, so occupants are not walking on mud or grass?

  Yes

  No

  N/A

• Does the accommodation allow for access for emergency vehicles?

  Yes

  No

  N/A

• Is the accommodation and wider site kept clear of machinery or other hazards?

  Yes

  No

  N/A

• Is the wider site made from a free draining material to prevent the build up of standing water?

  Yes

  No

  N/A

• If vehicle parking is permitted on the wider site, is it in designated areas only to ensure that it does not pose am fire risk?

  Yes

  No

  N/A

• Are the accommodation units kept in a suitable standard of repair?

  Yes

  No

  N/A

• Are the accommodation units constructed of a suitable weatherproof material of durable construction?

  Yes

  No

  N/A

• Are any other specific risks (such as asbestos) suitably controlled by means of a risk assessment and implemented control measures completed by suitably qualified contractors and / or persons?

  Yes

  No

  N/A

• Water Supply

• Is the accommodation provided for by a suitable water supply, with all occupants provided with hot and cold running water sufficient for demands, including access to potable water?

  Yes

  No

  N/A

• Is there evidence of a testing system in place for the control of legionella bacteria?

  Yes

  No

  N/A

• Legionella controls: Tick all that are completed

  Select Legionella test completed Mains free flowing water , no holding tanks Accommodation drained down annually Not completed

  • Legionella test completed
  • Mains free flowing water , no holding tanks
  • Accommodation drained down annually
  • Not completed

• Is the accommodation provided for by a suitable means of disposal for foul and waste water?

  Yes

  No

  N/A

• Provide information on the type of disposal method, including any safety checks that are completed e.g. annual servicing for cesspits

  Select Mains connected waste Annually or more frequently serviced septic tank Biodigester system -serviced Other - please explain

  • Mains connected waste
  • Annually or more frequently serviced septic tank
  • Biodigester system -serviced
  • Other - please explain

• Gas and Electricity

• If the accommodation is provided for by gas installations, are these suitably checked (annually) by a registered Gas Safe engineer, with in date documentation available to inspect?

  Yes

  No

  N/A

• Are electrical installations suitably inspected (annually for 3 phase plug caravans; annual, three or five years for fixed wiring installations) by a registered electrician, with in date documentation available to inspect?

  Yes

  No

  N/A

• Are gas / electrical, as is applicable, safety checks displayed to allow the occupants to view them?

  Yes

  No

  N/A

• Are portable electrical items subject to a suitable PAT testing procedure, with evidence available of completion?

  Yes

  No

  N/A

• Is there a mechanism to PAT test items bought on site as and when the residents bring them to site?

  Select Onsite testing is provided Discouraged from bringing older items onsite No provision

  • Onsite testing is provided
  • Discouraged from bringing older items onsite
  • No provision

• Kitchen Facilities

• Types of kitchen facilities

  Select 2 ring hob, oven 4 ring hob, oven Microwave Pots and pans Fridge and freezer Other

  • 2 ring hob, oven
  • 4 ring hob, oven
  • Microwave
  • Pots and pans
  • Fridge and freezer
  • Other

• Is there suitable provision for cooking facilities (at ratios of 1 cooker consisting of 2 x hobs, to 5 persons, or 1 cooker consisting of 2 x hobs and a microwave to 9 persons)

  Yes

  No

  N/A

• Are there suitable provisions for hot and cold running water (at ratios of 1 sink to 10 persons)

  Yes

  No

  N/A

• Are there suitable provisions for the storage of cold food (at ratios of 1 standard undercounter fridge to 4 persons)

  Yes

  No

  N/A

• Are there suitable provisions for the storage of frozen food (at ratios of 1 standard freezer compartment in fridge to four persons)

  Yes

  No

  N/A

• Do the kitchen facilities (or accommodation) have suitable provisions for the storage of dry food and cooking equipment?

  Yes

  No

  N/A

• Are all work surfaces, floors, walls and ceilings readily cleansible?

  Yes

  No

  N/A

• Are there sufficient electrical outlets in place (1 each for each standard appliances - fridge and microwave, and 1 more for additional personal appliances)

  Yes

  No

  N/A

• Is there suitable lighting in place to allow for the safe preparation of food?

  Yes

  No

  N/A

• Are there suitable means for ventilating the kitchen facilities in place (mechanical or physical)?

  Yes

  No

  N/A

• Are the kitchen facilities maintained in a state of good repair?

  Yes

  No

  N/A

• Are there suitable means of fire detection / fighting / prevention in place (e.g. heat detector, fire blanket)?

  Yes

  No

  N/A

• For communal facilities only: Are the kitchen facilities no more than 90 meters away from the furthest accommodation unit, constructed of suitable durable materials, wind and weather tight, and are they maintained in a clean and hygienic manner?

  Yes

  No

  N/A

• Sanitary Facilities

• Types of bathing facilities

  Select Provided in accommodation - Toilet, shower and hand basin in accommodation Separate shared facility onsite- Toilets, showers and hand basin provided (unit rate per person minimum = Toilets 1:10, showers 1:10, basin 1:20)

  • Provided in accommodation - Toilet, shower and hand basin in accommodation
  • Separate shared facility onsite- Toilets, showers and hand basin provided (unit rate per person minimum = Toilets 1:10, showers 1:10, basin 1:20)

• Do the sanitary facilities have suitable provision for toilet and wash hand basin facilities (at ratios of 1 urinal to 10 men, or 1 toilet to 8 women)

  Yes

  No

  N/A

• Do the sanitary facilities have suitable provisions for showers (at ratios of 1 shower per 10 persons)?

  Yes

  No

  N/A

• Are all work surfaces, floors, walls and ceilings readily cleansible?

  Yes

  No

  N/A

• Do the sanitary facilities offer suitable means of privacy e.g. shower curtains, frosted glass doors

  Yes

  No

  N/A

• Are there suitable means for ventilating the sanitary facilities in place (mechanical or natural)?

  Yes

  No

  N/A

• Are the sanitary facilities maintained in a state of good repair?

  Yes

  No

  N/A

• Communal Facilities: Where there are 8 or more people in the accommodation: Are there separate male & female showers & toilets?

  Yes

  No

  N/A

• In communal women's facilities, are there suitable means for the safe and hygienic disposal of sanitary products?

  Yes

  No

  N/A

• For communal facilities only: Are the sanitary facilities no more than 90 meters away from the furthest accommodation unit, constructed of suitable durable materials, wind and weather tight, and are they maintained in a clean and hygienic manner?

  Yes

  No

  N/A

• For communal facilities only: Is there suitable provision of free hand wash products e.g. soap?

  Yes

  No

  N/A

• For communal facilities only: Is free toilet paper provided?

  Yes

  No

  N/A

• Sleeping Facilities

• Do the sleeping facilities offer suitable beds which are at least 600mm x 1800mm with comfortable access to each bed point?

  Yes

  No

  N/A

• Does the accommodation prohibit "hot bedding" or sharing of beds? ( where shift work applies or similar)

  Yes

  No

  N/A

• Are couples accommodated?

  Yes

  No

  N/A

• Male & females, who aren't couples do not have to share a room at any time - is this true?

  Yes

  No

  N/A

• Provide information on the furniture provided for each sleeping area - tick all applicable

  Select Double bed Twin room (2 x single beds) Single bed Mattress Bedding Pillow only

  • Double bed
  • Twin room (2 x single beds)
  • Single bed
  • Mattress
  • Bedding
  • Pillow only

• Laundry Facilities

• Does the accommodation make provision for suitable laundry facilities (at ratios of 1 washing machine to 20 persons)?

  Yes

  No

  N/A

• Does the accommodation make provision for suitable summer drying facilities (such as washing lines)

  Yes

  No

  N/A

• Does the accommodation make provision for suitable winter drying facilities (such as a heated, ventilated indoor drying area, or tumble driers at ratios of 1 tumble drier per 20 persons)?

  Yes

  No

  N/A

• Is the laundry facility (Washing & Drying) free of charge or adequate allowance/system in place to ensure NMW is not breached?

  Yes

  No

  N/A

• Security

• Does each accommodation unit have unique key access?

  Yes

  No

  N/A

• Does each individual worker have their own key or suitable access to a key? (as opposed to sharing keys to avoid a lock out situation)

  Yes

  No

  N/A

• Are workers charged for the allocation or non return of keys, and if so, is the charge in line with legal requirements? ( N/a if no charges applicable )

  Yes

  No

  N/A

• Provide information about how the charging system for allocation or non return is administered (Flag action if charge outside offset requirements or wages drop below NMW when taken)

• The Site is fenced off & has controlled entrance / exit (e.g. lockable gates) or adequate security in place

  Yes

  No

  N/A

• The site is in a secure/private location, not subject to opportunistic theft (e.g a remote farm location not visible to a main road, no public footpaths un fenced running through site)

  Yes

  No

  N/A

• Waste Management

• Does the accommodation operate a suitable and effective waste / refuse management system?

  Yes

  No

  N/A

• Is the accommodation and general site free from waste build up?

  Yes

  No

  N/A

• Is any vegetation around the accommodation suitably maintained?

  Yes

  No

  N/A

• Does the accommodation have suitable provisions in place for pest control?

  Yes

  No

  N/A

• Heating

• Does the accommodation offer suitable heating facilities allowing the occupants to heat the accommodation to a comfortable temperature and protect from frost?

  Yes

  No

  N/A

• Are heating provisions adequately protecting accommodation from obvious fire risk (draping clothes, design of heater)?

  Yes

  No

  N/A

• Is there a monitoring system in place to ensure occupants are not bringing in unsuitable heaters that pose a fire risk?

  Yes

  No

  N/A

• The accommodation is wind and water tight and maintained in a good standard of repair?

  Yes

  No

  N/A

• Lighting

• Do the internals of the accommodation offer suitable lighting (both natural and artificial) for occupants to safely navigate, and evacuate in the event of an emergency?

  Yes

  No

  N/A

• Do the externals of the accommodation and the wider site offer suitable lighting (both natural and artificial) for occupants to safely navigate at night, and evacuate in the event of an emergency?

  Yes

  No

  N/A

• Ventilation in Accommodation

• Is there a system in place for monitoring the build up of damp and mould, including rectification when and where is required?

  Yes

  No

  N/A

• Are occupants encouraged to regularly ventilate the accommodation, or provided with information on how to prevent the build up of damp and / or mould?

  Yes

  No

  N/A

• Storage

• Are occupants provided with suitable space to store their belongings (minimum of small travel sized suitcase in sleeping area per person)

  Yes

  No

  N/A

• Are occupants provided with suitable space for the storage of PPE?

  Yes

  No

  N/A

• Occupant and Site Management , welfare and maintenance

• Does each occupant sign a tenancy / licence agreement for the accommodation?

  Yes

  No

  N/A

• Are occupants provided with a copy of their tenancy / licence agreement for the accommodation?

  Yes

  No

  N/A

• Are occupants provided with an induction into the accommodation, covering health & safety procedures, action to take in the event of an emergency and general site rules and procedures?

  Yes

  No

  N/A

• Is there a "rules" and "important information" handbook available for the occupants & is it readily available?

  Yes

  No

  N/A

• Does the site have a formal process for dealing with poor behaviour? (e.g written warnings)

  Yes

  No

  N/A

• Is there a designated Accommodation Officer or similar in place for the occupants to raise concerns or issues to?

  Yes

  No

  N/A

• Has the accommodation site been risk assessed for general health & safety concerns?

  Yes

  No

  N/A

• Is there documented evidence of required actions being completed, and is the assessment reviewed on a scheduled basis?

  Yes

  No

  N/A

• Occupant Welfare

• How are occupants provided with information on what to bring with them and about the accommodation site at the recruitment stage?

  Select Via Labour Provider in writing Via email from Labour Provider Via farm Not provided

  • Via Labour Provider in writing
  • Via email from Labour Provider
  • Via farm
  • Not provided

• Does the accommodation site operate a credible complaints mechanism?

  Yes

  No

  N/A

• All documentation issued to workers is provided in their native language?

  Yes

  No

  N/A

• What feedback mechanisms do the site offer for workers to make suggestions/complaints?

  Select Open door policy Welfare team available Management always contactable Not provided

  • Open door policy
  • Welfare team available
  • Management always contactable
  • Not provided

• Social

• Which system is available in relation to grocery shopping trips?

  Select Arranged by business weekly Workers arranged own shopping Shops within walking distance Vehicle provided for worker use Not provided

  • Arranged by business weekly
  • Workers arranged own shopping
  • Shops within walking distance
  • Vehicle provided for worker use
  • Not provided

• Does the site provide any recreational facilities?

  Select Outdoor field (football/Volleyball) Gym Recreation room TV room Free WiFi

  • Outdoor field (football/Volleyball)
  • Gym
  • Recreation room
  • TV room
  • Free WiFi

• What social activities are organised, if any?

• Maintenance

• Is there evidence of a planned maintenance system ?

  Yes

  No

  N/A

• Is there evidence of a reactive maintenance system?

  Yes

  No

  N/A

• Maintenance issues are raised and recorded

  Yes

  No

  N/A

• Recorded maintenance issues are actioned and "signed off as complete"

  Yes

  No

  N/A

• First Aid & Medical

• Is there a designated first aider(s) for the site?

  Yes

  No

  N/A

• Is the designated first aider(s) suitably trained?

  Yes

  No

  N/A

• Provide information on the training e.g. Emergency First Aid at Work, First Aid at Work (Evidenced)

  Select Emergency First aid at work First aid at work Other

  • Emergency First aid at work
  • First aid at work
  • Other

• Is there a first aid box available?

  Yes

  No

  N/A

• Where is it located?

• There is a comprehensive system / approach to dealing with medical emergencies

  Yes

  No

  N/A

• Does the business help residents to register with local GPs/ medical facilities and assist with visits if required?

  Yes

  No

  N/A

• Is there is a policy and/or risk assessment for occupant pregnancies?

  Yes

  No

  N/A

• Overall Assessment

• The Kitchen facilities are very good

  Agree

  Neither agree or disagree

  Disagree

• The Laundry services are very good

  Agree

  Neither agree or disagree

  Disagree

• The shower & toilet facilities are very good

  Agree

  Neither agree or disagree

  Disagree

• The bedrooms / sleeping arrangements are very good

  Agree

  Neither agree or disagree

  Disagree

• The welfare team are knowledgeable, helpful and very good

  Agree

  Neither agree or disagree

  Disagree

• Documentation was readily available, consistent and in good order?

  Agree

  Neither agree or disagree

  Disagree

• This site is a leading accommodation site

  Agree

  Neither agree or disagree

  Disagree

• Use this field to provide any overall comments or observations not included in the Audit

• I confirm that this report is based on a snapshot review and the accuracy reflects the condition of the accommodation at the time of the survey, and the information included in this report is true and accurate. I agree that site visit will also be completed by the Labour Provider.

• Sign Off

• Labour User representative

• Auditor's Signature

  Sign

• Lead Auditor review (as required)

  Sign

Site Photographs & Actual Site Location

• Actual Site Location
  Address

• Photographs of the outside of the accommodation

  Media

• Photographs of the Inside of the accommodation

  Media

• Photographs of the Kitchen Facilities

  Media

• Photographs of the Laundry facilities

  Media

• Photographs of sleeping facilities

  Media

• Photographs of additional amenities

  Media