Considerate Constructors Scheme Site Manager's Guide

Site Manager’s GuideThe purpose of this guide is to inform SiteManagers of the requirements for running asite which is registered with the ConsiderateConstructors Scheme, from the basicexpectations of compliance with the SiteCode of Considerate Practice, to thoseinitiatives that are considered to be examplesof good practice.

ContentsPurpose of this guide 2Site Code of Considerate Practice 3What is expected of a Site Manager? 4Site registration pack 5Things to consider 6- Principle sources of complaints 6- Actions before you start on site 6- Site operations 6- Once a site is completed 6Examples of Good Practice 7Dealing with complaints 7The site monitoring process 8- Information likely to be sought by Monitors 8- Additional visits 8Site Registration Monitors’ Checklist 9Site scoring explained 10Certification 11Annual National Site Awards 11Disciplinary procedure 11Presentations and training 12Site Registration 13Company Registration 13Considerate Constructors Scheme Site Manager’s Guide | 1

What is expected of aSite Manager?The primary concerns of the Scheme are:• Site presentation and appearance• How a site affects its neighbours and thegeneral public• A site’s effect on the environment• The standard of on-site welfare facilitiesResponsibility for compliance with health and safetylegislation and regulations remains as defined incurrent legislation. The Scheme and its Monitorsshould not be seen as ‘safety inspectors’. Their role isto provide constructive comment.The Scheme uses the term ‘constructors’to include all those who are involved with yoursite, including:• Your client• Any consultants• Your company’s managementThe Scheme expects you to commit to its aims andto abide by the Site Code of Considerate Practice.This is not solely the Site Manager’s responsibility;it is best practice for the client, consultants andyour own management to assist you.You should refer regularly to the Scheme’s Site Codeof Considerate Practice and this guide.

Site registration packRegistered sites will be sent a package containingScheme documentation and signage which must bedisplayed in accordance with the Scheme’srequirements. Included in this documentation is a sitemanager check sheet and site managers are advisedto read this first. This check sheet details thedocuments provided in this pack along with anexplanation of what each item is.After reviewing the items on the check sheet, the sitemanager should then read the section 'What to donow'. This section provides guidance to a registeredsite on what the initial steps are now that thedocumentation and signage have been received.The check sheet then outlines when the registered sitecan expect its first site visit from a Scheme Monitor toassess compliance against the Site Code ofConsiderate Practice.Please advise the Considerate ConstructorsScheme’s administration office immediately of anyshortages or errors by calling 01920 485959 oremailing enquiries@ccscheme.org.uk.Copies of the Site Registration Monitors’ Checklist,Compliments/Complaints/Comments log and allScheme brochures may also be downloaded fromthe Scheme’s website www.ccscheme.org.uk.Considerate Constructors Scheme Site Manager’s Guide | 5

Things to considerPrinciple sources of complaintsSite Managers registering with the Scheme are expectedto operate their sites in such a way to minimise all sourcesof complaint from the general public.The principle sources of complaint made aboutconstruction activity are:• Failure to inform neighbours and anyone affectedby the project about anything that may causedisruption or concernActions before you start on siteRequirements and appropriate items from the SiteCode of Considerate Practice and the Examples ofGood Practice brochure should be incorporated intothe project plan. Read the Site Registration Monitors’Checklist as this will be used by the Monitor to reviewyour site’s performance.Particular attention should be paidto the following:• Minimising noise and dust from site operations• Selecting appropriate traffic routes to and from site• Minimising obstruction caused by parked vehiclesand vehicles unloading• Keeping roads and footpaths clean andunobstructed• Maintaining communication with neighboursand anyone affected by the project aboutanything that may cause disruption or concern• Noise and vibration, principally from demolitions,piling, plant movement and cutting• Mud, dirt and debris on roads and around the site• Dust, principally from demolitions, bulk materialmovements, cutting and cleaning• Additional traffic, inconsiderate parking andvehicles unloading• Language and behaviour of site operativesPrepare a Scheme file including:• Compliments/Complaints/Comments log• Information ready for a site Monitor’s visit. Pleasesee ‘Information likely to be sought by Monitors’section on page 8Notify neighbours:• Neighbours affected by the works and traffic to andfrom the site should be notified prior to workcommencing. They should be told what is beingbuilt, together with start and finish dates. Activitieslikely to cause disruption or concern should belisted with dates• The ‘Construction work in your area’ flyer should beused to promote the Scheme to the generalpublic and to increase their awareness of theefforts being made by the industry. Copies of thisflyer can be obtained by contacting the Scheme’sadministration officeSite operationsErect and maintain Considerate Constructors Schemesignage. Please see the Site Registration DisplayingInformation document for instructions.• A PowerPoint induction presentation for you to showto your operatives is available to download from theScheme’s website www.ccscheme.org.uk. Printed A3flip chart sheets of this presentation can be obtainedby contacting the Scheme’s administration office• Use the Scheme’s introductory film and film forSite Managers and make reference to this SiteManager’s Guide• An Operatives’ Handout is also available to purchasefrom the Scheme’s administration office• Monitor your sites compliance with the Code• Notify the Scheme office if the completion date,Site Manager’s details, phone numbers or site officeaddress changeOnce a site is completed• Notify the Scheme office that works are complete• Return the banner to Scheme office for recycling

Examples of Good PracticeFor those sites wanting to perform to levels beyond thebasic expectations of the Scheme there is guidanceproduced to assist them in doing this.Refer to the Examples of Good Practice brochure forspecific initiatives and activities, seen by SchemeMonitors, which were considered to be beyondcompliance, when considered alongside the otherworking practices on site.Additional best practice guidance is available on the‘Examples of Good Practice’ section of the Scheme’swebsite. Links listed here give specific information andguidance relating to the expectations of the Scheme.Dealing with complaintsRegistered sites are expected to deal in a consideratemanner with any complaints or concerns resultingfrom the site’s activities. All complaints must berecorded in the 'complaints log' provided by theScheme and once the complaint has been dealt with, itshould be ticked as resolved in the log.Complaints received by the Scheme, from any source,will be recorded alongside the site’s details. The SiteManager will be informed of the nature of thecomplaint and will be advised of the name and detailsof the complainant, together with any suggestionsregarding the way the complaint should be dealt with.The complainant will be contacted by the ConsiderateConstructors Scheme after approximately two days andasked if the complaint has been properly dealt with.If the Site Manager does not satisfactorily deal withthe complaint, the Scheme will take the matter to theoffice contact given on the registration form.In the event that this is still unsatisfactory, and thecontact is not a Director, then the complaint will betaken to company Director level.The Scheme may attempt to mediate between theparties during this process. Once it is considered that areasonable settlement has been reached, the complaintwill be taken off the active list.In the case of the company failing to deal with theproblem in an effective manner or for any other reasoncausing the Scheme to think that the site is in breachof the Site Code of Considerate Practice, a report of theincident(s) will be passed to the Scheme’s Chairmanfor his decision. Where the Chairman's decision is toremove the site from the Scheme, he will inform thecompany in writing and the client will be informed.Considerate Constructors Scheme Site Manager’s Guide | 7

The site monitoring processA registered site will be contacted by a Monitorapproximately one quarter of the way into theregistration to arrange a suitable time to visit. Thepurpose of the visit is to subjectively assess the level ofcompliance the construction process has achievedagainst the Scheme’s Site Code of Considerate Practice.Sites with a registration period greater than 20 weekswill be monitored twice, usually one quarter and twothirds of the way through the registration.At a previously agreed time, the Monitor will carry outthe site visit. The time taken depends on the size andlocation of the project and the work stage andcomplexity. A visit time of between one hour and oneand a half hours is normal for an average registration.The Monitor is acting as an ‘informed member of thepublic’ and is looking at how the site represents thecompany and the industry. During the visit, the Monitorwill assess the perimeter of the site, the access to thesite offices and the facilities provided for the operatives.The Monitor will also review whether the site’sprocedures are in accordance with the Scheme’s SiteCode of Considerate Practice.A Monitor is permitted to inspect the working site, but thisis not a requirement of the process. The Monitor will notassess the quality or safety of the working site.The Monitor will write a report for the Site Manager andthis will include the score achieved against each of theeight categories of the Scheme’s Site Code of ConsideratePractice. The purpose of this score is to indicate how wellthe site is performing against the Code.Information likely to be soughtby MonitorsThe following information should be readily available,preferably in a Considerate Constructors Scheme file:• Copies of letters and newsletters issued to siteneighbours and the general public• Site induction information• Details of what is asked of, or recorded about,each inductee (but not actual records)• On and off site traffic plans• Environmental policy• Waste recycling policy and results achievedto date• Details of good neighbour actions and charitableevents or fund raising undertaken• Details of contact with local schools or colleges• Training policy and outline of subjects covered intool box talksPlease make sure you are able to give a Monitor:• Average daily number of all operatives onsite to date• Average daily number of female operatives onsite to date• Percentage of operatives holding CSCS cards• Compliments received from public• Complaints received from public and how thesewere dealt with• Number of reportable accidents• Number of non-reportable accidentsAdditional visitsAdditional visits will be made if a site fails to meet theexpectations of the Scheme or if otherwise deemednecessary by the Scheme’s Monitor. Sites wishing tohave additional visits for other reasons will be asked topay an additional fee.

Site Registration Monitors’ ChecklistThe Scheme’s ‘Site Registration Monitors’ Checklist’ isused by the Scheme’s Monitors to assess theperformance of registered sites. The Checklist is areference document that standardises the issuesconsidered by Monitors. It is not a ‘tick’ list and Monitorswill only ask those questions that are relevant to thesite they are monitoring.In each of the eight categories, there is a selection ofquestions highlighted in bold. These questions relate tothe Scheme’s basic expectations. All registered sites willbe expected to have considered and/or addressedthem where applicable. The Monitor will go througheach relevant question in the Checklist, to assesswhether, and how well, the site deals with each aspect.If the site has taken into consideration some or all otheraspects of this category, the Monitor may consider ahigher score. Only sites that put in place exceptional andunique solutions will warrant the very highest scores.Considerate Constructors Scheme Site Manager’s Guide | 9

Site scoring explainedIn each of the eight sections of the Code it is possible toscore between 1 and 5 points, with 3 indicatingcompliance with the Code. Half points may also beawarded in any of the sections.Compliance with the Scheme’s Site Code of ConsideratePractice indicates that a registered site is achieving astandard of performance that is beyond statutoryrequirements.Sites are not only assessed for compliance with theScheme’s Code, but also to identify any measures beingtaken by a site which are above and beyond theserequirements. Where relevant and practical, the reportmay indicate where improvements can be made.What do the points mean?In any section, 1 is major non-compliance.In any section, 2 is minor non-compliance.In any section, 3 is satisfactory compliance.In any section, 4 rewards measures taken in excessof compliance.In any section, 5 rewards exceptional and uniquemeasures taken.Frequently asked questions:What score can I reasonably expect? A score of 3 inany section indicates compliance with the Scheme’sCode. The average total score of all sites registered withthe Scheme is consistently 31 points. Any site scoringabove this should be congratulated.What do I need to score to win a National Site Award?The top scoring 10% of sites are reviewed by anindependent panel and, from these, around 7.5% areselected for a National Site Award. The score does notautomatically determine the level of Award (Gold, Silveror Bronze); other factors such as accidents, complaintsand client reaction are also taken into consideration.How can I improve my score? The Scheme publishes adocument called ‘Site Registration Examples of GoodPractice’. This document comprises specific examples ofinitiatives that Monitors have seen on sites which, at thetime, warranted a score higher than 3.What do I have to do to score 5?• 5 points are only given where a site is doingsomething exceptional and unique, as well asworking to a very high standard.• A site that is doing everything to a very highstandard will only warrant 4.5.• There is no measure which will automaticallyscore a 5 in any one section.Score overview:0 -15.5: A site in major non-compliance with theScheme’s Code16 - 23.5: A site with major and minornon-compliances with the Code24: Compliance with the Code*24.5 - 30: A good site that is considerate*30.5 - 35.5: A very considerate site*36 - 40: An exceptionally considerate site**(not less than 3 in each section)Percentage of sites that achieve specific scores% OF SITES10090807060504030201024 points represents compliancewith the Scheme’s code(not less than 3 in each section)About 31 pointsis the average scoreof all registered sitesThe top scoring 10% of sites are reviewedfor the Scheme’s Annual National Site Awards510 15 20 25 30 35 40SCORE

CertificationCertificate of ComplianceSites will receive a Certificate ofCompliance if they score 3 or morepoints in each of the eight sectionsof the Monitor’s Site Report once thesite, or registered phase, hascompleted. If a site has beenmonitored more than once, the Certificate will beawarded based on the results of the final visit.This Certificate indicates a level of consideration,beyond statutory requirements, to the workforce, theenvironment and the neighbour.Certificate of PerformanceBeyond ComplianceSites will receive a Certificate ofPerformance Beyond Compliance ifthey score 4 or more points in eachof the eight sections of the Monitor’sSite Report once the site, orregistered phase, has completed. If a site has beenmonitored more than once, the Certificate will beawarded based on the results of the final visit.This Certificate indicates a higher level of consideration,beyond statutory requirements, to the workforce, theenvironment and the neighbour.Annual National Site AwardsThe Scheme’s National Site Awards are presentedannually at ceremonies in selected locations across theUnited Kingdom. The Awards are designed to recogniseand reward those who have demonstrated exceptionallevels of consideration against the Scheme’s Site Codeof Considerate Practice.Any registered site is eligible to win a National SiteAward, providing that the site, or registered phase of it,has completed. An independent panel reviews alleligible sites and decides whether a site has reachedthe standard required to win a National Site Award andwhat level of Award it should receive. The winning sitesare split into three categories – Gold, Silver and Bronze -with one site also selected from one of the Gold Awardwinners as the UK’s Most Considerate Site. The selectionis based on the points given by the Scheme’s Monitor,as verified against the national marking averages, andonly after approval from the client. Other points takeninto consideration include the manner in which anycomplaints have been handled by the site.Disciplinary procedureCompliance with theSite Code of Considerate PracticeIf a site has a non-compliant score (2.5 or less) in anyone section of the Monitor’s Site Report, the Schemewill write to the company contact (and sometimes alsothe client), highlighting the area(s) of non-compliancerequiring attention. In some situations, the Scheme mayalso organise a further visit by a Monitor.Should this further visit achieve a similar result, theScheme will write to the company concerned atsenior level to inform them of the area(s) that needto be rectified, so the site can remain registered. Thesite will be given appropriate time to carry out thenecessary work to meet compliance.A further site visit will be made to check that the sitenow complies with the Scheme’s Site Code ofConsiderate Practice.In the case of the company failing to deal with theproblem(s) in an effective manner, or for any other reasoncausing the Scheme to think that the site continues to bein breach of the Code, a report of the incident(s) will bepassed to the Scheme’s Chairman for his decision.Where the Chairman's decision is to remove the sitefrom the Scheme, he will inform the company in writingand the client will be informed.Considerate Constructors Scheme Site Manager’s Guide | 11

Presentations and trainingIntroduction to CCS 1 hour £250 + VATIntroductory overview presentation about the Considerate ConstructorsScheme and its expectations.Advisory visit to siteVisit to a site to advise on how the site might improve its score.£250 + VATCCS Performance Analysis 2 hours £600 + VATAnalysis of a contractor’s performance under Site Registration,indicating where improvements could be made.Statistics bookletA written analysis of a contractor’s performance containing bespokestatistical reports and Monitors’ Site Report assessments.£500 + VATSeminar: ‘Improving the image of construction’ 2 hours £85 + VATThe seminar is designed for those unfamiliar with Site Registrationper personand gives a general introduction and an understanding of its basicrequirements. Includes 2 hour CPD certificate.Workshop: ‘Performing Beyond Requirements’ 3 hours £120 + VATThe Workshop is designed for those who already have a good understandingper personof Site Registration. It explains how to perform beyond the basic requirementsand gives examples of what sites have done to win National Site Awards.Includes 3 hour CPD certificate.All day combined Seminar & WorkshopIncludes buffet lunch£205 + VATper personPrivate Seminar 2 hours £1000 + VAT(venue not provided by CCS)Private Workshop 3 hours £1250 + VAT(venue not provided by CCS)Attending/speaking/presenting at other events£250 + VAT

Site RegistrationAny work that could be construed by the general publicas ‘construction’ can be registered as a site, provided ithas a duration of six weeks or more.Long duration site registration• All sites with a duration longer than 18 months must beregistered either annually or in natural phases.• Each registered phase/year will receive new postersand additional visit/s.• The fee payable when registering phases/yearscan be worked out by dividing the total contractvalue by the number of phases/years.Term contract/multiple site registrationThis type of registration applies to multiple works,with a duration shorter than 6 weeks, which are alladministered from one location or depot.• If there are several compounds or depots, then eachof these are registered separately and the appropriatefee is paid (the definition of a depot is that it hasfacilities for operatives).• All 'term contract/multiple site' registrations areregistered annually.• The fee payable when registering multiple depots/compounds can be worked out by dividing the totalcontract value by the number of depots/compounds,then by the number of annual registrations.How to registerOnline registration is accessed via the Scheme’s websiteby selecting ‘Register a site online’. Alternatively, simplycomplete the ‘Site Registration Form’ and send it with theappropriate fee to the Scheme’s administration office.Company RegistrationThe Scheme also operates Company Registration forcompanies that fit either of the following criteria:• Companies with an annual turnover of up to £3.5million can register, with registration covering alltheir work, regardless of site duration.• Companies with an annual turnover over £3.5million can register, with registration covering allwork with a duration of less than six weeks.Requiring your sub-contractors to register underthe Company Registration initiative can be a usefultool in helping your site meet overall compliancewith the Scheme.For more information onCompany Registration pleasevisit the Scheme’s websitewww.ccscheme.org.uk

Considerate Constructors SchemeSite RegistrationPO Box 75WareHertfordshireSG12 0YXTelephone 01920 485959Fax 01920 485958Freephone 0800 783 1423www.ccscheme.org.uksite@ccscheme.org.ukPrinted on 9Lives recycled stock | Published 08/11 | Please recycleFS 543981