Deutsche Börse : Health & Safety Manual - Germany (DBG Health Safety Manual Germany public)

Germany

Health and Safety Manual

Arbeitsschutzhandbuch

Version 1.22

Date: January 2024

public

Internal

Deutsche Börse Group
Germany
Occupational Health and Safety Manual
Table of contents	Page I

Table of contents
1	Introduction	1
1.1	Arbeitsschutzrichtlinien (Health & Safety Policy)	1
1.2	Occupational Health and Saftey basics (Arbeitsschutzgrundlagen)	1
1.3	Organisational Health and Safety instructions (Arbeitsschutzanweisungen)	1
1.4	Responsibility	1
1.5	Updates and additions	1
1.6	Scope	1
2	Organisation of occupational health and safety	2
2.1	Responsibility in health and safety at work	2
2.1.1	Managerial staff	2
2.1.2	Employees	2
2.1.3	Works council	2
2.2	Overview of the occupational Health and Safety organisation	3
2.2.1	Organisation	3
2.2.2	Occupational Health and Safety Committee Frankfurt / Eschborn (ASA)	3
2.3	Authorities	3
2.3.1	Darmstadt Regional Council	3
2.3.2	Fire Directorate	4
2.3.3	Verwaltungsberufsgenossenschaft VBG (statutory accident insurance)	4
3	Tasks of the functionaries in occupational health and safety	4
3.1	Overview of the functionaries	4
3.1.1	Health and Safety Coordinators and Health and Safety Representatives	4
3.1.2	External occupational health and safety consultants	5
3.1.3	Sicherheitsbeauftragte (Local Health and Safety officers)	7
3.1.4	First Aider / First Responders	7
3.1.5	Security	8
3.1.6	Radiation protection	8
3.1.7	Human Resources	8
4	Accidents	9
4.1	What should I do in the event of an accident at work?	9
4.2	Records	9
4.3	Commuting accident	10
4.4	Accident report to VBG	10
4.4.1	Statistics	10
4.5	Analysis of accidents at work	10
5	Occupational health and safety measures	10

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Deutsche Börse Group
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Occupational Health and Safety Manual
Table of contents	Page II
5.1	Instruction	10
5.2	Workplace examinations/infrastructure	11
5.2.1	Explanation of the workplace examination	11
5.2.2	Building Infrastructure	11
5.3	Further investigations	11
5.3.1	Room air measurement (Raumluftmessung)	11
5.3.2	Drinking water ordinance	11
6	Arbeitsschutzeinrichtungen	13
6.1	Frankfurt	12
6.1.1	Emergency room	12
6.1.2	Reclining room/first aid	12
6.1.3	First-Aid Kit	12
6.1.4	Emergency equipment (The Cube, RZ/Tresor, Börsenplatz 4)	12
6.1.5	Fire protection equipment	13
7	Workstations	13
7.1	Standard workstations	13
7.2	Special workstations	14
8	Fire protection/evacuation	14
8.1	Alarm and emergency plans	14
8.1.1	Alerting	14
8.1.2	Assembly points	14
8.1.3	Resumption of work	15
8.2	Evacuation exercises	15
8.3	Floor officers (Stockwerksbeauftragte)	15
8.4	Escape and rescue plans	15
8.5	General fire protection regulations	15
9	Documentation	16
9.1	Legally required documents	16
9.1.1	Escape and rescue plans	16
9.1.2	Alarm Plan	16
9.2	Internal documentation	16
9.3	Updates	16
10	Legal basis	16
10.1	Laws subject to posting	16
10.2	Further legal basis	17
11	Internal occupational health and safety instructions and measures	17
11.1	Behaviour in the event of an alarm	17
11.2	Vaccinations	17

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Occupational Health and Safety Manual
Table of contents	Page III
11.3	Visual aids	17
11.4	Workplace Equipment	17
11.5	First Responder	17
12	Determination of results, evaluation and improvement of the occupational health and safety
	system	18
13	List of abbreviations	18

Internal

Deutsche Börse Group

Germany
Occupational Health and Safety Manual	01.01.2024
		Page 1

1 Introduction

1.1 Arbeitsschutzrichtlinien (Health & Safety Policy)

The aim of the Health and Safety Policy is to define the framework conditions for compliance with occupational health and safety regulations for all employees and service providers of Deutsche Börse Group (GDB). The DBG undertakes to comply with the relevant occupational health and safety regulations. This is based on national and international laws, regulations and guidelines. If such legal framework conditions are not available, GDB will define its own minimum standard.

1.2 Occupational Health and Saftey basics (Arbeitsschutzgrundlagen)

The Occupational Safety Manual deepens the provisions of the Occupational Health and Safety Policy. The manual first describes the generally applicable occupational health and safety processes and then deals with local conditions and requirements.

1.3 Organisational Health and Safety instructions (Arbeitsschutzanweisungen)

The occupational health and safety instructions detailing the regulations of this manual are created separately. Reference is made to the instructions in this guide.

1.4 Responsibility

The Head of Purchasing & Facility Management is responsible for the content, creation and updating of this manual.

1.5 Updates and additions

The manual is updated and supplemented in cooperation with the occupational health and safety specialist regarding the legal regulations and regulations, and with aspects from practice.

1.6 Scope

The Health and Safety Manual applies to all employees and service providers of Deutsche Börse Group (GDB) in Germany

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Occupational Health and Safety Manual	01.01.2024
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2	Organisation of occupational health and safety

2.1 Responsibility in health and safety at work

2.1.1 Managerial staff

The responsibility for occupational health and safety lies with the executive board (ExBo). The ExBo can delegate tasks to the executives accordingly.

• Managers are obliged by virtue of their employment contract, their position in the company and the powers and responsibilities thus conferred on them to take all orders and measures required by the occupational health and safety regulations in consultation with the Health and Safety coordinator in the area under their control. They are supported in this by the Facility Management Section.
• The managers are responsible for the occupational safety of their employees in the place of the ExBo, they also have the responsibility towards third parties (e.g. service providers and visitors).

2.1.2 Employees

The general obligations of employees are derived from the provisions of the BGV (Berufsgenossenschaftliche Vorschrift für Sicherheit und Gesundheit bei der Arbeit) - (BGV A1 §15 - Unfallverhütungsvorschrift):

Insured persons are obliged, to the best of their ability and in accordance with the instructions and instructions of the operator, to ensure their safety and health at work and the safety and health of those affected by their acts or omissions. Insured persons must support measures to prevent accidents at work, occupational diseases and work-related health hazards, as well as effective first aid. Insured persons must follow the appropriate instructions of the entrepreneur.

2.1.3 Works council

Works councils must ensure that the employer complies with the health and safety regulations. In addition, it is their task to propose measures and to take up suggestions from the circle of employees and to work towards their completion.

• According to the Works Constitution Act (BetrVG) § 87 (1) no. 7, the works council has an enforceable right of co-determination in the internal implementation of occupational health and safety regulations, insofar as there are no statutory or collective agreement regulations. According to § 9 of the Occupational Safety Act (ASiG), the company doctor and the occupational health and safety specialist must cooperate with the works council in the performance of their duties.
• Two works council members appointed by the works council participate in the occupational health and safety committee required by ASiG § 11.

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Occupational Health and Safety Manual	01.01.2024
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2.2 Overview of the occupational Health and Safety organisation

2.2.1 Organisation

One Health and Safety Coordinator for Germany manages all occupational health and safety measures locally. More information on the DBG H&S organisational structure is available on the intranet.

2.2.2 Occupational Health and Safety Committee Frankfurt / Eschborn (ASA)

The Occupational Health and Safety Committee is the link between all those involved in occupational health and safety. It shall meet at least quarterly. The employer representative prepares a protocol and distributes it to the group of participants and to the Head of Section Facility Management. The appendix to the protocol includes the current list of first responders and the First Responder Report (see 3.1.4). The Head of Section Facility Management checks the timely preparation of the protocol and the completeness of the facilities. Checking the completeness of the minutes and the annexes is a fixed daily basis for the occupational health and safety committee meetings, and the status determined is documented in the current minutes.

The Occupational Health and Safety Committee consists of the following members:

• Works Council (2 members)
• Company doctor
• Specialist for work and fire protection (safety engineer)
• Employers' representatives
• Sicherheitsbeauftragte (Local Security Officer)

The occupational health and safety committee has the task of advising and monitoring concerns of occupational health and safety and accident prevention.

2.3 Authorities

2.3.1 Darmstadt Regional Council

Dept. IV Office for Occupational Safety and The Environment (Wiesbaden office for Eschborn, and Frankfurt office for Frankfurt)

This superordinate state authority for occupational safety and health has the task of monitoring the following areas:

• Working time regulation
• Employment of certain categories of persons
• Plant safety Work and social rooms
• Humanization of the world of work

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• Technical work equipment
• Product Safety
• X-raysystems
• Hazardous goods

In addition, the Office for Occupational Safety and Health may order measures in accordance with the relevant legal provisions (ASiG § 12).

2.3.2 Fire Directorate

The Fire Directorate is the approval and monitoring authority for technical building fire protection.

The Fire Directorate can be consulted as an advisory body in both structural and organisational fire protection.

2.3.3 Verwaltungsberufsgenossenschaft VBG (statutory accident insurance)

Statutory accident insurance protects against the consequences of occupational accidents, occupational diseases and work-related health hazards. The benefits of statutory accident insurance are provided regardless of who is to blame for an accident at work. The statutory accident insurance (according to SBG 7) includes the following benefits:

• Treatment
• Injury benefit (Verletztengeld und Verletztenrente)
• Social rehabilitation services
• Care allowance
• Death grant
• Survivor pension
• Orphan's pension
• Penion compensation (Rentenabfindung)

3 Tasks of the functionaries in occupational health and safety

3.1 Overview of the functionaries

3.1.1 Health and Safety Coordinators and Health and Safety Representatives

A Health and Safety coordinator for Germany is nominated. The H&S Coordinator is the internally appointed H&S expert responsible for H&S.

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Nominated individuals with delegated H&S responsibility at location may also be appointed as 'Safety Representatives' as per the 'DBG H&S Organizational Structure'

3.1.2 External occupational health and safety consultants

3.1.2.1 Occupational Health and Safety Specialist

Within the framework of the statutory provisions, the DBG has entrusted an external safety advisor for Germany, with the task of the specialist for occupational health and safety. According to the Occupational Safety Act (AsiG), the employer must appoint specialists for occupational safety. These are intended to support him in occupational safety and accident prevention. The approval of the works council is required for appointment and dismissal, as well as for the determination of the area of responsibility.

Within the framework of these legal provisions, DBG has entrusted a safety advisor for Germany with the task of a specialist for occupational health and safety. The specialist is free of instructions when applying his safety- related expertise (ASiG § 8).

The advisor also works with the company doctor and the works council on occupational health and safety issues.

The safety advisor can be contacted via the occupational health and safety coordinator or the works council.

For the GDB, its tasks are in particular:

• Workplace inspections
• Advising employees on workplace design
• Advice on setting up special workstations (e.g. vault)
• Measurement of room conditions (light, temperature, humidity and air-speed)
• Workplace evaluation
• Control of compliance with occupational health and safety laws and regulations
• Proposals for improving occupational health and safety at GDB - the works council will be informed accordingly
• Assessment of working conditions

3.1.2.2 Company doctor

Within the framework of the statutory provisions, the GDB for Germany has commissioned an occupational physician with the task of the company doctor. The company doctor can be contacted via the occupational health and safety coordinator or the works council, or directly via e-mail.

Tasks of the company doctor:

The basis of occupational health activity is the Occupational Safety Act. The tasks of the company doctor are regulated in § 3:

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Occupational Health and Safety Manual	01.01.2024
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The company doctors have the task of supporting the employer in occupational safety and accident prevention in all questions of health protection. The approval of the works council is required for appointment and dismissal, as well as for the determination of the area of responsibility. Company doctors are free of instructions in the exercise of their occupational health expertise, they are only subject to their medical conscience and must observe the rules of medical confidentiality (ASiG § 8). In particular, the company doctor must advise the employer and the persons otherwise responsible for occupational safety and accident prevention, in particular in the case of:

• the planning, execution and maintenance of operating facilities and social and sanitary facilities
• the procurement of technical work equipment and the introduction of work procedures and materials
• the selection and testing of body protection products
• occupational physiological, occupational psychological and other ergonomic and occupational health issues, in particular the rhythm of work, working hours and the regulation of breaks, the design of workplaces, the work process and the working environment
• the organization of "first aid" in the company
• Questions of job change, as well as the reintegration of long-term ill and disabled people into the work process
• Assessment of working conditions
• the implementation of preventive measures

Furthermore, it has the task of examining the employees, if necessary, (e.g. recruitment, shift suitability and eye examination) to assess and advise on occupational medicine and to record and evaluate the examination results. He must observe the implementation of occupational health and safety and accident prevention and, in connection with this, commit the workplaces at regular intervals and inform the employer or the person otherwise responsible for occupational safety and accident prevention of any deficiencies found. It will propose measures to remedy these shortcomings and work towards their implementation. It also investigates the causes of work-related illnesses and will propose measures to the employer to prevent these diseases, as well as to ensure that all employees in the company behave in accordance with the requirements of occupational safety and accident prevention. The company doctor is involved in the deployment planning and training of the helpers in "first aid" and the medical assistant staff.

At the employee's request, the company doctors must inform them of the result of occupational health examinations. Company doctors do not check the eligibility of employees' sick leave.

3.1.2.3 Cooperation with the works council

According to § 9 ASiG, company doctors and occupational safety specialists must cooperate with the works council in the performance of their tasks.

Company doctors and occupational safety specialists must inform the works council of important matters relating to occupational safety and accident prevention; they must inform him of the content of a proposal which they make to the employer pursuant to Paragraph 8(3) of the ASiG.

At its request, they must advise the works council on matters relating to occupational safety and accident prevention (ASiG § 9.2).

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