FAQ

Do you have a question to ask someone at Hire Association Europe? Email us by clicking here and your questions and answers will appear on this page.

[+] FAQ: Business Support

[+] Question: Am I entitled to a break at work?

Answer: Under the 'Working Time Regulations 1998', a worker is entitled to a 20 minute break when their working period is more than 6 hours. This break should be within the working period and not at the start or end of the period. Young workers are entitled to a 30 minutes break if required to work more than 4 and a half hours at a time. If you need more information, or have a question that isn't answered here, give the BusinessGuard Advice Line a call on 44 (0) 844 561 8114, quoting your member reference number. You can find out the number to quote by visiting our Important Information page in the Members' Area.

[+] FAQ: Hire Awards of Excellence

[+] Question: Do I have to be a member to enter?

Answer: No, the Hire Awards of Excellence celebrates excellence across the hire industry as a whole, not just our member companies. For more information, or an entry pack, give the Awards Administrators a call on 44 (0) 121 380 4616.

[+] Question: Does it cost to enter?

Answer: No, it's free to enter the Hire Awards of Excellence. Give us a call to find out more on 44 (0) 121 380 4616.

[+] Question: I won 'Excellence in Training' last year, does that mean I can't enter it again this year?

Answer: Not at all, if you won a category last year, why not see how many years you can make it in a row? Give us a call to receive your entry pack, 44 (0) 121 380 4616.

[+] Question: I'm an award sponsor, am I limited to the categories I can enter?

Answer: Rule of thumb is that you can't enter the award you're sponsoring - give us a call if you need further clarification, 44 (0) 121 380 4616.

[+] Question: I'm interested in sponsoring an award, who do I speak to?

Answer: Give our Marketing and Communications department a call on 44 (0) 121 380 4616.

[+] Question: When is the next Hire Awards of Excellence being held, and where?

Answer: This year's ceremony will take place on 8 May 2010 at the Landmark London.

[+] FAQ: Membership

[+] Question: Are all of your members tool hire companies?

Answer:

Not at all. HAE members hire out everything from hand tools to large items of plant, both to the DIY market as well as the construction industry. They also provide lifting and access equipment, heating and ventilation, lighting and welding. There are members who specialise in the leisure sector, catering, garden machinery, temporary buildings and marquees, even portable sanitation. Think of a product that can be hired, our members cover it.

[+] Question: Can you help me with my insurance needs?

Answer:

HAE Insurance Services has an exclusive product range, specifically designed for the hire sector and underwritten by a panel of insurers selected for their financial standing and security. To us, it’s not just about insurance – it’s about understanding your business and providing a solution that’s right for you. We also now offer a new range of financial products covering commercial finance right through to pensions and healthcare.

[+] Question: Do I get to meet and talk to other members?

Answer:

Member companies have great relationships with each other and we are keen to facilitate further communication. We are embarking on a new programme of regional meetings across the entire UK and Ireland. This is in addition to our annual Hire Awards of Excellence evening where we honour companies and individuals who represent all that is best in the hire industry.

[+] Question: I'm an HAE Member and I need to talk to someone about the benefits available to me, who do I call?

Answer: The Membership Services department are available to answer any questions you may have, to guide you in the right direction in the Association for a more specific query, or to talk through our Membership Benefits and Services. Give them a call on +44 (0) 121 380 4601.

[+] Question: My company manufactures products. Are we eligible for membership?

Answer:

Certainly. HAE also has supplier members who make and distribute products, sell consumables, or provide a range of services from software solutions to security systems. If your company operates within the hire sector, HAE membership is for you.

[+] Question: So what services can HAE offer me?

Answer:

As an HAE member you have free telephone access to some of the best business support, technical and health & safety advice in the industry. In addition there is our online resource crammed full of commercial and legal information presented with jargon-free clarity and constantly updated. It includes hundreds of template letters, policies and procedures that are available to download. Add to this free legal expenses insurance with £1m indemnity and you have a package that will save you more than £850 annually.

[+] Question: What else do I get as member?

Answer:

Members are able to use HAE's standard terms and conditions – legally sound and regularly reviewed. There are specially negotiated rates for card processing, Yellow Pages advertising and credit checks, plus reduced rates for our range of training courses.

And with HAE Direct you have access to nearly 500 items of safety literature, labels, stickers and maintenance records. As you would expect, there is a magazine, "Hire Standard", sent free every quarter, and regular eNewsletters with essential information, direct to your desk. For supplier members there are sponsorship opportunities and the chance to market to other members.

[+] Question: What is Hire Association Europe?

Answer:

HAE is the foremost trade association for the hire industry. For more than three decades it has helped thousands of members to develop and prosper, providing a range of essential and valuable services, sharply focused on issues affecting the industry.

[+] Question: What makes you different to other associations?

Answer: In a word, experience. Hire Association Europe has been working for its members for over 30 years. We know the Hire Industry and the people who work within it. Our board consists of our members, all with varying expertise and backgrounds. Our focus is the hire industry, allowing us to lead on issues affecting you, allowing you to continue growing.

[+] Question: Where do I sign up?

Answer:

Simplycall us on +44 (0)121 380 4601 or email join@hae.org.uk. Then our team will fast-track your application, and you will then wait 2 weeks for the approval period to expire.

We will then send out you a full Member Pack including your Member’s Manual, giving you the hints and tips on how to make the most out of your membership package.

It's as simple as that!

[+] Question: Who are your members?

Answer:

They range from sole traders, through partnerships and family firms, to larger regional or national groups. Some are longstanding members who have seen their businesses grow together with the Association. Others are recently established companies that have used the benefits of membership to help set up their new venture.

[+] FAQ: Technical and Safety

[+] Question: Do all employers have to appoint a safety officer?

Answer: An employer is normally responsible for the health, safety and welfare of all employees, customers and others who visit the premises. However, you should appoint one or more competent persons to assist in the provision and maintenance of a safe and healthy workplace. Although the use of external consultants is permitted, it is far preferable to appoint a member of staff who will have a greater understanding of the work involved and a detailed knowledge of the premises. The appointed person should be provided with adequate information, support and training. For more information, or if you have a question that isn't answered on these pages, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: Do employers have to provide Personal Protective Equipment?

Answer: The relevant regulations are the Personal Protective Equipment at Work Regulations 1992. Regulation 4 states: Every employer shall ensure that suitable personal protective equipment is provided to his employees who may be exposed to a risk to their health or safety while at work except where and to the extent that such risk has been adequately controlled by other means which are equally or more effective. The accompanying guidance states: Employers should, therefore, provide appropriate personal protective equipment (PPE) and training in its usage to their employees wherever there is a risk to health and safety that cannot be adequately controlled by other means. In order to provide PPE for their employees, employers must do more than simply have the equipment on the premises. The employees must have the equipment readily available, or at the very least have clear instructions on where they can obtain it. By virtue of Section 9 of the Health and Safety at Work etc Act 1974, no charge can be made to the worker for the provision of PPE which is used only at work. Section 9 of the Health and Safety at Work etc. Act 1974 states: "No employer shall levy or permit to be levied on any employee of his any charge in respect of anything done or provided in pursuance of any specific requirement of the relevant statutory provisions". Section 9 applies to these Regulations because they impose a 'specific requirement' - i.e. to provide PPE. For more information, or if you have a question that isn't answered on these pages, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: How do I report accidents?

Answer: The Reporting of Injuries Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) require the reporting of deaths or major injuries, over 3 days injuries, certain diseases and certain dangerous occurrences. All accidents, diseases and dangerous occurrences may be reported to the Incident Contact Centre (ICC). The Contact Centre was established on 1st April 2001 as a single point of contact for reporting all incidents in the UK. You can report incidents by any of the following routes: Telephone: 0845 3009923 (Monday-Friday, 8.30am-5.00pm) Internet: http://www.hse.gov.uk/riddor Fax: - 0845 3009924 (fax reporting form) or Post to: Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG You can still report directly to your local HSE Office or Local Authority by completing and sending them the relevant hard copy form. These are: • F2508 - Report of an injury or dangerous occurrence • F2508A - Report of a case of disease • F2508G1 - Report of a flammable gas incident • F2508G2 - Report of a dangerous gas fitting • F2508OIR9b - Report of an injury or dangerous occurrence offshore. These reports will be forwarded to the ICC for processing. Need more information? Call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: How long and how frequent should breaks be in DSE work and what should I do during breaks?

Answer: This depends on the kind of work you are doing. There is no legal limit but you need to break up long spells of DSE work. Short frequent breaks are better than longer but less frequent ones, e.g. 5-10 minutes every hour is better than 20 minutes every 2 hours. Ideally users should have some choice about when to take breaks. Most jobs provide opportunities to pause from screen work to do other tasks such as filing or copying. If there are no such natural changes of activity in your job, your employer should plan for you to have rest breaks. It is best if breaks or changes of activity allow the user to get up from their workstation and move around, or at least, stretch and change posture. For more information, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: How many first aiders do I need?

Answer: There is no definitive answer. It will largely depend on the outcome of your assessment of first aid needs. The HSE table (www.hse.gov.uk) on pages 6-7 of the leaflet “First aid at work: your questions answered”, provides some guidance on the number of first aiders, depending on the nature of the work carried out and number of employees. For more information on first aid training, call our Training and Professional Development department on 44 (0) 121 380 4617.

[+] Question: I understand that all glass within the workplace must now be safety glass. Is this correct?

Answer: Where there is a real risk of persons being injured if they or objects come into contact with glass you need to take further action. Normally glazing within doors and side panels below shoulder level, or in windows, walls, partitions, conservatories below waist level should be safe or made safe. This may involve replacing the glazing with safety glazing, applying safety film to prevent it shattering in a dangerous manner, providing safety barriers, or reducing the pane size. For more information, or if you have a question that's not answered here, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: Is there a maximum weight a person can lift during their work?

Answer: The Manual Handling Operations Regulations 1992 (as amended 2002) set no specific requirements such as weight limits. The ergonomic approach shows clearly that such requirements are based on too simple a view of the problem and may lead to incorrect conclusions. Instead, an ergonomic assessment based on a range of relevant factors is used to determine the risk of injury and point the way to remedial action. The Regulations establish the following clear hierarchy of control measures: 1. Avoid hazardous manual handling operations so far as is reasonably practicable, for example by redesigning the task to avoid moving the load or by automating or mechanising the process. 2. Make a suitable and sufficient assessment of any hazardous manual handling operations that cannot be avoided. 3. Reduce the risk of injury from those operations so far as is reasonably practicable. Where possible, you should provide mechanical assistance, for example a sack trolley or hoist. Where this is not reasonably practicable, look at ways of changing the task, the load and working environment. Modern medical and scientific opinion accepts the scale of the problem and stresses the importance of an ergonomic approach to remove or reduce the risk of manual handling injury. Ergonomics is sometimes described as 'fitting the job to the person, rather than the person to the job'. The ergonomic approach looks at manual handling as a whole. It takes into account a range of relevant factors, including the nature of the task, the load, the working environment and individual capability and requires worker participation. When a more detailed assessment is necessary it should follow the broad structure set out in Schedule 1 to the Regulations. The Schedule lists a number of questions in five categories: 1. the task; 2. the load; 3. the working environment; 4. individual capability (this category is discussed in more detail under regulation 4(3) and its guidance); and 5. other factors, for example use of protective clothing. Each of these categories may influence the others and none of them can be considered on their own. However, to carry out an assessment in a structured way it is often helpful to begin by breaking the operations down into separate, more manageable items. For more information, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: My employees regularly eat meals at work – do I need to provide a staff room?

Answer: You should provide a suitable room for this together with appropriate facilities. A sink, refrigerator, kettle and microwave should be the minimum provision together with tables and chairs as necessary. In certain premises eg. Pubs and restaurants, staff are often permitted to eat in the dining room and this is acceptable but a separate staff room is strongly recommended if only for the storage of outdoor clothing and personal effects. If you need more information, or have a question that isn't answered here, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: What information do I put in my Health and Safety policy?

Answer: By law (Health and Safety at Work etc Act 1974 section 2(3)) if you employ five or more people you must have a written health and safety policy. This contains your statement of general policy on health and safety at work and the organisation and arrangements in place for putting that policy into practice. The HSE have produced a free leaflet called: “An introduction to health and safety: health and safety in small businesses” This document contains a statement of general policy based on your legal duties under the Health and Safety at Work Act 1974. It then contains sections in which to record your organisational responsibilities and your arrangements to ensure the health and safety of your employees. The document also contains notes and references for further information. It may also be used as a template in order for you to develop your own policy. 1. The leaflet outlines the following areas to be covered in the statement 2. Health and safety policy statement - Statement of general policy, signed and dated 3. Responsibilities - overall, day-to-day, specific areas 4. Health and safety risks - what they are, action needed to remove / control, who is responsible, time for review 5. Consultation with employees - who are the employee representatives, who provides consultation 6. Safe plant and equipment - who is responsible for identifying when maintenance is needed, who draws up maintenance procedures, who to report problems to, who purchases new equipment 7. Safe handling and use of substances - who identifies hazardous substances, who is responsible for undertaking COSHH assessments, informing employees, reviewing assessments 8. Information, instruction and supervision - where is the Health and Safety Law Poster displayed or who issues the equivalent leaflets, who supervises and trains new recruits and young workers 9. Competency for tasks and training - who provides induction training, job specific training, keeps training records 10. Accidents, first aid and work related ill health - who requires, arranges and keep records of health surveillance, where is the first aid equipment stored, who is the appointed person / first aider, who keeps records, who reports under RIDDOR 11. Monitoring - who monitors conditions and safe working practices, who investigates accidents and work related sickness 12. Emergency procedures - who carries out fire risk assessments, how often are the following are checked: escape routes, fire extinguishers, alarms, evacuation procedures. The policy statement should be reviewed and possibly revised in the light of experience, or because of operational or organisational changes. It is useful to review the policy regularly (e.g. annually). Need more information or some guidance? Call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: What is a first aider?

Answer: A first aider is someone who has undergone a training course in administering first aid at work and holds a current first aid at work certificate. Training organisations running first aid at work courses should be approved by HSE. Lists of first-aid training organisations in your area are available from HSE. You may decide, following your first-aid assessment, that you need one or more first aiders. A first aider can undertake the duties of an appointed person. For more information on first aid training, call our Training and Professional Development department on 44 (0) 121 380 4617.

[+] Question: What is an appointed person?

Answer: When an employer’s first aid needs assessment identifies that a first aider is not necessary, the minimum requirement is to appoint a person to: • take charge when someone is injured or ill, including calling an ambulance if required; • look after the first aid equipment, e.g. restocking the first aid box. For information about first aid training, call our Training and Professional Development department on 44 (0) 121 380 4617.

[+] Question: What is COSHH?

Answer: The control of substances hazardous to health. Substances of any type, if in excessive concentrations can affect your health and others. Good control methods and awareness of risk can be achieved only if all safety data is known about a given product. Poison can damage your health, we all know that, however many substances in large concentrations become poisonous. Are you sure that you know and recognise all the substances that you work with are harmless. Without a COSHH assessment you will never know, until it is too late maybe? For more information on COSHH, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: What is the maximum/minimum temperature in the workplace?

Answer: The Workplace (Health, Safety and Welfare) Regulations 1992 lay down particular requirements for most aspects of the working environment. Regulation 7 of these Regulations deals specifically with the temperature in indoor workplaces and states that: During working hours, the temperature in all workplaces inside buildings shall be reasonable. However, the application of the regulation depends on the nature of the workplace i.e. a bakery, a cold store, an office, a warehouse. The associated ACOP goes on to explain: ‘The temperature in workrooms should provide reasonable comfort without the need for special clothing. Where such a temperature is impractical because of hot or cold processes, all reasonable steps should be taken to achieve a temperature which is as close as possible to comfortable. 'Workroom' means a room where people normally work for more than short periods. The temperature in workrooms should normally be at least 16 degrees Celsius unless much of the work involves severe physical effort in which case the temperature should be at least 13 degrees Celsius. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity.’ Where the temperature in a workroom would otherwise be uncomfortably high, for example because of hot processes or the design of the building, all reasonable steps should be taken to achieve a reasonably comfortable temperature, for example by: • insulating hot plants or pipes; • providing air-cooling plant; • shading windows; • siting workstations away from places subject to radiant heat. Where a reasonably comfortable temperature cannot be achieved throughout a workroom, local cooling should be provided. In extremely hot weather fans and increased ventilation may be used instead of local cooling. Where, despite the provision of local cooling, workers are exposed to temperatures which do not give reasonable comfort, suitable protective clothing and rest facilities should be provided. Where practical there should be systems of work (for example, task rotation) to ensure that the length of time for which individual workers are exposed to uncomfortable temperatures is limited. For more information, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: What is the minimum floor area I need to provide in my office?

Answer: All rooms where people work must have enough space to enable persons to work and circulate in safety. As a very minimum there should be 11 cubic metres of space per person (if the room is over three metres high use three metres in the calculation). However, this will normally be insufficient in an office where much of the room is taken up with desks, filing cabinets, printers etc. and a figure of around 25 cubic metres is more realistic. For more information, or if you have a question that isn't answered here, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] Question: Why perform risk assessments?

Answer: As a manager a risk assessment proves that you have considered the work process under your control and to the best of your current ability you understand the risks inherent in accomplishing the noted task. If you do not fully comprehend the risk involved to fulfil exacting work tasks it may be that you are not competent to control that task without further training. Risk analysis can be a way of measuring performance and the training or skill to accomplish demanding tasks. Managers need to direct their staff in a practical manner, training and up skilling is a feature of the modern workplace that can ensure the use of current best practice and by using tried and tested methods a more compliant workplace can be achieved. The need for constant professional development or life long learning techniques allows the latest risk reduction methods to be absorbed and administered by committed managers in the workplace. For more information on risk assessments, call our Technical and Safety helpline on 44 (0) 121 380 4646.

[+] FAQ: Training

[+] Question: Can HAE/EHA Training be tailored to suit my company’s requirements?

Answer: HAE/EHA Training and Professional Development specialises in making sure that any training delivered exactly matches the requirement of the company. Company procedures are taken into account, as are the trainees/delegates competence and experience. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: How can I find out more about Drivers’ CPC?

Answer: HAE / EHA can provide all the information you need regarding this new European Directive which comes into effect on 10 September 2009. Alternatively, detailed information can be found on the DSA website www.dsa.gov.uk. HAE / EHA is providing the statutory periodic training for members at very competitive rates – call the training department for more information. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: How do I find out about grants/funding for training?

Answer: Contact the training department for information on grants and funding available for training. For member companies in the tools and equipment hire sector, who are paying the CITB levy, grants are available for most training courses. As a HireTrain member, a 10% discount is offered against all training courses as detailed in the Training Directory. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: How will HAE or EHA training benefit my company?

Answer: Booking a training course through the HAE/EHA Training and Professional Development department will ensure: You employ a fully qualified workforce; You comply with all H&S regulations; You stay competitive and improve profit margins; Your employees feel valued Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: If I use HAE or EHA Training, will the tutor be accredited?

Answer: All of our training providers are qualified and vetted for accreditation: most even have several years’ experience of hire industry training delivery! Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: If we use HAE/EHA Training, will the trainees receive a certificate at the end of the course?

Answer: Any training undertaken is recognised with a certificate of completion. Courses accredited by institutions will be certified direct from the institution. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: What NVQ’s are currently available through HAE?

Answer: HAE is an approved Assessor for the Hire and Rental Operations NVQ Level 2 qualification – this is an on-site assessment training programme so your employees do not have to spend time away from the workplace. HAE / EHA can also provide assessments for Goods Vehicle Driver NVQ Level 2 qualification. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: Where can the training be held?

Answer: In most cases, on or off-site - whichever is more convenient. On site or in house courses can be arranged subject to the availability of safe areas, training room facilities and use of equipment. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

[+] Question: Will we have to pay extra for the trainer’s travel/hotel expenses if the training is in-house?

Answer: In most cases the course cost will include training materials, end of course certificates and all travelling expenses. The price quoted is the price you will pay – there are no hidden extras. Find out exactly what we can do for you, give Training and Professional Development a call on 44 (0) 121 380 4617.

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