covid-19 risk assessment: sportscotland 08/07/2020 · risk of spreading covid-19 staff, tenants,...

COVID-19 sportscotland Risk Assessment Template [email protected] Page 1 of 15

COVID-19 risk assessment: sportscotland 08/07/2020

Location: Corporate

Last Reviewed: 30/07/2020

REOCCUPATION OF THE ESTATE

What are the Hazards? Who might be harmed and how?

What controls are currently in place? What further action do you need take to control the risk

Actioned by Date Due Date Complete Review and comments

Type in the hazard here Type in who may be harmed here, you can list all people

Type in the current control measures in place

Each time the risk assessment is reviewed further actions should move to the next column to indicate necessary controls are in place and actions have been completed

This is the do list

Put in the action required to implement a control

At the beginning this list should be long and reduced after each review and action is taken

Put the name of the person assigned the action

Put the next person’s name

8/06/2020 1/06/2020 Date reviewed and any other comments

Poor management of clinically vulnerable personnel

Staff, tenants, athletes, visitors

Some staff are predisposed to suffer greater consequences if they become infected with the COVID virus

All service areas and workplaces are making every reasonable effort to enable working from home as a first option

High risk staff are not be permitted on sites

Where working from home is not practical has been identified these staff and service areas that require access to sites have SMT approval

Employee risk assessment to be completed by Line Managers

Staff Vulnerability survey will enable informed deployment, additional protection measures or alternative working arrangements for the employee

SMT

HR

Heads of Departments

Line Managers

Regional Performance Managers

Lead Managers

Employees

COVID-19 Officers

13/07/2020 Process and forms ready

DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

mailto:[email protected]






Transmission of COVID-19 caused by interaction between staff via close contact through delivery of service, use of confined spaces or shared surfaces

Staff, tenants, contractors, athletes, visitors may catch the virus and become seriously unwell

All staff who can work from home remain working at home

Scottish Government guidance is Public Bodies workspaces to remain closed

No non-essential work travel

Posters on hand washing are prominent in and around estate

Soap and water for hand washing and drying facilities are available in bathrooms, kitchens and accommodation

Staff opt-in agreement

Identify essential staff to be given restricted access

Toolbox talk document delivered to staff prior to access being granted – COVID-19 symptoms, social distancing including face coverings and heightened hygiene

If access is required to workplaces, sportscotland will ensure every reasonable effort to comply with the social distancing guidelines set out by the government are implemented

Restricted access to be given to identified staff via staggered booking system

Reduced occupancy calculated for areas to accommodate social distancing across the estate

Hygiene (HH) protocols to be developed and signed off by working group and issued to all accessing sportscotland sites

Identification of COVID-19 Officers including roles and responsibilities

Implementations of COVID-19 Officers for sites

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers

Centre Management Teams

13/07/2020








Transmission of COVID-19 between people who come on site who are pre-symptomatic and asymptomatic but not showing signs

Staff, tenants, contractors, athletes, visitors


Scottish Government guidance is offices to remain closed

No non-essential work travel

Restricted access only via booking

Contractor RAMS in place with appropriate PPE worn

COVID signs and symptoms poster on display in and around estate

Travel hierarchy – essential, walking, cycling or car if possible and avoid using public transport

People given permission to access are briefed on additional symptoms of COVID-19 and told to stay home if they are not feeling well

Procedures on temporary access communicated to identified people who can access

Only identified persons to gain access through a booking system to limit and monitor access

Ensure process is in place if people become sick in workplace or on a sportscotland site

Track and trace system to be implemented

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

Unable to maintain 2 metre distance could lead to transmission or contraction of COVID-19

Staff, tenants, contractors, athletes and visitors


Scottish Government guidance is offices to remain closed

Restricted access only via booking

Contractor RAMS in place and appropriate PPE worn

Reduced occupancy calculated for areas to accommodate social distancing across the estate

Specific mitigations including infrastructure and PPE will be defined and implemented prior to commencement of activity or service provision

If access is required to workplaces, sportscotland will ensure every reasonable effort to comply with the social distancing guidelines set out by the government are implemented

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020








Working for prolonged periods in a high-risk environment can increase the risk of COVID-19 being transmitted

Working in areas with heavy breathing or larger quantities of people present can increase the risk of contracting the virus – gyms, assessment rooms, reception

Staff and athletes Restricted access only via booking system

Specific mitigations including infrastructure, PPE and working patterns shall be defined and implemented prior to commencement of the activity or service provision

Follow Scottish Government and NHS advice

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


Failure to follow Government / NHS / Workplace Advice / RTT guidance can cause disjointed approach across the estate, higher risk of visitors, staff, athletes attending sites and contracting or transmitting COVID-19

Reputational risk to sportscotland



Incident Management Group in place

CEO meetings with Scottish Government

Weekly messaging from CEO to sportscotland staff

Risk Assessment Working Group

Engagement with Scottish Government Business Continuity Group for Public Bodies

High Performance Managers and Partnership Managers engaging with staff

Any site opening will follow set of approved protocols reflective of Scottish Government guidance which may not be in line with the published dates

Process of approval for requirements to reoccupy be put in place

Lead by example

Update processes as Government / NHS advice is updated

Risk assessment to follow consultation process and to be published and updated weekly

Uniformed guidance to be issued and shared across the estate

People accessing sites are reminded that access to the site is contingent on strict adherence to the established protocols

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020








Complacency and lack of awareness of hygiene requirements to mitigate risk of spreading COVID-19


Communication for increased personal hygiene and containment of germs through posters across estate, social media and internal communications

Signs advising to avoid touching eyes, nose and mouth

Provision of handwashing and hand sanitiser equipment available

E-learning made available to staff

New heightened hygiene protocols on display throughout building

Appropriate signage throughout the estate

All people accessing site to be made aware of hygiene requirements

A site-specific video to be produced or emailed to all staff and tenants at time of booking

Site COVID-19 Officers to be created for each site / service area

Additional training

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

Poor workplace hygiene can increase the risk of COVID-19 being transmitted


Estate is closed

Increased hygiene measures employed by staff and contractors if access is required for essential maintenance

Use of wellbeing facilities restricted

Engage with cleaning contractor to ensure sufficient trained resource available to deliver enhanced cleaning programme

Schedule fogging treatments and thorough pre-opening cleans

Cleaner to regularly wipe high touch areas with disinfectant and record

Adhere to WHO guidance for cleaning

Landlord due diligence checks for offices leased by sportscotland

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

No cleaning in Templeton

2 hours cleaning in Caledonia House








Unsafe provision and delivery of services by sportscotland


Closure of estate


Measures in place to carry out essential maintenance services and compliance tasks across the estate

Booking system for restricted access to sites

Delivery of sportscotland services through ICT systems

Signage in place to implement social distancing

acceptable level of cleaning implemented

Established COVID-19 procedures

Closure of sections of the workplace

Assessment of work and required PPE

Deliver training

Procedure reviews

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

Legionella bacteria multiplying to dangerous levels due to building inactivity


Weekly flushing of all water outlets

Regular water temperature checks

Regular showerhead sanitisation

Temperature management of building

Review water risk assessments on sites

Potential disinfection flush of water system if TVC sample provides a reading out with or close to acceptable parameters

Sampling for bacterial TVC (Total Viable Count)

HVAC systems serviced and tested


SMT

HR

Facilities and Operational Managers


Landlords

13/07/2020

Flushing not in place for Templeton

Building infrastructure and systems may have deteriorated to a dangerous level during period of inactivity


All statutory inspections have been or are planned to be conducted prior to reoccupation

Audit of record inspections / checks complete any outstanding services and checks prior to reoccupations


SMT



Landlords








Fire safety procedures and systems may be affected during COVID-19 closure from unoccupied buildings

No fire wardens on site, staff working from home, to different use of space when reoccupying the estate and lack of awareness of new procedures for evacuation


Weekly testing of fire systems

Electrical equipment switched off

Home working safety self-assessment issued, and guidance sent to staff

Statutory inspections completed and documented

Local fire evacuation plans to be reviewed

All new procedures for reoccupying sites to consider fire warden requirement on site during restricted access

Review of signing in procedures for fire safety

Interim fire evacuation procedures at reception and sent to staff requesting access

Social distancing during evacuation and at muster point to be reviewed

Fire safety induction for all persons entering the building

Fire risk assessments to be reviewed

Workplace inspections to be completed

Access should be risk assessed with a PEEP for staff with mobility issues prior to access

SMT

HR


Line Managers


Lead Managers

Employees


Landlords

13/07/2020

Slips, trips and falls from lack of mindfulness of being in office environment when accustomed to working from home


First aid room across majority of sites

Guidance on providing first aid during pandemic made available

Restrictions on who can enter the building

Slips, trips and falls posters on display in and around estate

Signs and symptoms of COVID-19 poster to be displayed in and around estate

PPE audit to be completed

Number of first aiders on site to be reviewed

SMT

HR


Line Managers


Lead Managers

Employees


13/07/2020

Not in Templeton








There may be an increased risk of manual handling as less people are on site

Spaces need to accommodate social distancing and furniture may need to be moved

Issuing of new equipment, deliveries of new supplies and larger quantities

Staff may be returning to work after working from home where lifting was not a required task


Manual handling e-learning and guidance supplied

Lifting and pushing equipment available at sites

Health and safety dedicated email available for staff to send enquiries to

Local site risk assessments in place

Training in manual handling provided to specific job roles

Awareness campaigns run on Inside Track and guidance available on SharePoint

Items requiring to be moved are risk assessed

Reminders for manual handling guidance supplied and e-learning

Equipment inspected, checked and serviced if required prior to reoccupation of sites

SMT

HR


Line Managers


Lead Managers

Employees


13/07/2020

Poor ventilation aerosol transmission of COVID-19 makes it riskier to be inside than outside a building

The reason for this increased risk is a lack of airflow. It is therefore vital to dilute the virus in the air inside through effective ventilation and increased airflow in buildings


Buildings partial open


Workplace protocol in place for occupied spaces with windows which should be opened in building prior to being opened

Servicing of air handling units

Change of filters

WHO guidance

Reviews of procedures

Review of face coverings within the buildings and WHO guidance

SMT



Landlords

13/07/2020








Contamination from poor use of PPE for non-clinical environment - an ill-fitting mask due to poor donning or prolonged use can increase the risk of infection and is a potential area for further spread of COVID-19


sportscotland providing suitable protection (PPE) for employees as per The Work Regulations 1992

Staff receiving adequate training in the use of the equipment

Hand washing signs and guidance displayed around the estate

Scottish Government guidance

Guidance advising to wash hands thoroughly with soap and water for 20 seconds or use hand sanitiser before putting a face covering on, and after re-moving it

Guidance advising to wash hands regularly

Guidance advising to practice social distancing wherever possible

Operational risk assessments will determine what PPE is required

Signs advising how to wear a face coverings and signs advising to not touching face

Guidance advising when wearing a face covering to avoid touching face or face covering

Guidance advising to change face covering if it becomes damp or if it has been touched

Guidance advising to change and wash face covering daily if the material is washable (wash in line with manufacturer’s instructions) or if it is not washable to dispose of it carefully in usual waste

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

Use of high alcohol content of hand sanitiser could cause dermatitis or burns from excess alcohol on skin

May be increased if persons are using heated appliances / equipment or smoking, electrostatic charge


Guidance of safe use

COSHH sheets for hand sanitisers and sanitising wipes

Posters on hand washing are prominent in and around estate

Guidance to be provided to staff entering buildings

Procurement of suitable hand sanitisers and sanitising wipes

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020








Risk to staff and visitors with restricted mobility

Reduced occupancy on sites can impact means of escape in the event of evacuation


Buildings phased openings

Local fire evacuation plans to be reviewed

Access should be risk assessed with a PEEP for staff with mobility issues prior to access

Fire risk assessments to be reviewed

SMT

HR


Line Managers


Lead Managers

Employees


13/07/2020

Preventing unauthorised access for security and health and safety

Failure to secure could result in theft, anti-social behaviour accidents causing harm

Improperly secured and zoned premises could result in continued spread of COVID-19


Assets

Buildings closed

Intruder alarms are set when vacating the buildings

CCTV is installed and clearly visible where / if appropriate

Incident recording and review procedures are operational and maintained

No unauthorised visitors to the workplace

Ensure door access controls are functioning and not compromised, and disinfectant procedures should be maintained before and after use

Posters informing public / visitors to be positioned on doors

If necessary, there are available communication methods for line managers to be contacted or Police contact

SMT


Landlords

13/07/2020








Deterioration of mental health, heightened anxiety or feelings of depression relating to concern over effects of COVID-19 in the workplace and changes in society

Staff, tenants and athletes

Inside Track weekly content to signpost relevant assistance

Staff survey on wellbeing issued by HR

COVID-19 resources and wellbeing guidance on SharePoint

Access to Employee Assistance Programme

Lifestyle Team producing toolbox talk guidance

Staff opt-in procedure for returning to work

Staff questionnaire to identify and appropriately deploy or otherwise staff with increased predisposition to the effects of effects of COVID-19

Return to work line manager / employee discussions around new effects of COVID-19 safety arrangements and protocols

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


13/07/2020

Reopening of accommodations

COVID-19 can be contracted or transmitted by guess staying or staff facilitating the stay

Staff, visitors and contractors

All accommodation currently closed

Health Protection (Coronavirus) (Restrictions) (Scotland) Regulations 2020

All sites to carry out Operational Risk Assessment

All sites to follow Scottish Government guidance and complete checklist to confirm site is ready

Glenmore Lodge to apply for VisitScotland ‘Good to Go’ industry standard

Relevant guidance: Health Protection Scotland

guidance for non-healthcare settings

Scottish Government guidance for opening public and customer toilets

Scottish Government guidance for tourism and hospitality sector

ASSC guidance for cleaning protocols for self-catering properties

SMT

Inverclyde MT

Glenmore Lodge MT

15/08/2020

15/07/2020

Opening gym and leisure facilities – exercising indoors with other people could increase the chance of infection

Gym space can be hot, crowded spaces increasing the potential of transmission – extra mitigating factors required

Staff, contractors, public, visitors and athletes

All gym and leisure facilities currently closed


Follow Scottish Government guidance when released

Reduced occupancy upon opening

Social distancing of gym equipment

Cleaning regime in place

Site risk assessment to be completed

SMT

SIS MT

Inverclyde MT

Glenmore Lodge MT

Operations Manager

15/08/2020


mailto:[email protected]://www.visitscotland.org/news/2020/launch-of-were-good-to-gohttps://www.hps.scot.nhs.uk/web-resources-container/covid-19-guidance-for-non-healthcare-settings/https://www.gov.scot/publications/coronavirus-covid-19-public-and-customer-toilets-guidance/pages/hygiene-measures/https://www.gov.scot/publications/coronavirus-covid-19-tourism-and-hospitality-sector-guidance/https://www.assc.co.uk/policy/cleaning-protocols-for-self-catering-properties-in-the-context-of-covid-19/






Food and drink preparation and service when the preparation and service occur within proximity of respiratory systems

COVID-19 virus is transmitted during close contact through respiratory droplets and can spread directly from person-to-person

Alternatively, as the respiratory droplets are too heavy to be airborne, they land on objects and surfaces surrounding the infected person

Staff, public and visitors

Kitchens on sites are currently closed


www.foodstandards.gov.scot/consumers/food-safety/coronavirus

Ensure that bar or dining area is only opened if compliant with Scottish Government hospitality guidance

Relevant guidance: UK Government guidance for

people who work in or run restaurants, pubs, bars, cafes or takeaways

Scottish Government guidance for tourism and hospitality sector

UK Hospitality guidance for hospitality in Scotland

Food Standards Scotland guidance for food business operators and their employees

SMT

Inverclyde Management Team

Glenmore Lodge Management Team

15/08/2020

Provision or hire of equipment can provide shared surface areas that could be contaminated and increase the risk of the spreading of infection

Controls should be put in place to prevent the spread of the virus through issuing hire and rental operations of equipment owned by sportscotland

Staff, contractors, visitors, public and athletes

Guidance for Bike Hire Operators in Phase 2 (coming soon)

Delivery to begin in a staged way from the beginning of August

Apply appropriate social distancing measures, including during equipment handover

Clean equipment including boats between users

Set up and follow cleaning and waste removal routines after each hire including the following which may be part of boats: all handrails, indoor surfaces, and toilets or bathrooms

Apply appropriate social distancing measures, including during equipment handover

Manage the cleaning and maintenance of equipment in accordance with the current appropriate governing body advice.

SMT

Inverclyde Management Team

Glenmore Lodge Management Team

15/07/2020


mailto:[email protected]://www.foodstandards.gov.scot/consumers/food-safety/coronavirushttp://www.foodstandards.gov.scot/consumers/food-safety/coronavirushttps://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/restaurants-offering-takeaway-or-deliveryhttps://www.gov.scot/publications/coronavirus-covid-19-tourism-and-hospitality-sector-guidance/https://www.ukhospitality.org.uk/page/ScotlandGuidancehttps://www.foodstandards.gov.scot/publications-and-research/publications/covid-19-guidance-for-food-business-operators-and-their-employees






Office environments are arranged in an open plan format and do not allow for social distancing and increases the risk of contracting or transmitting COVID-19

Staff, contractors, public, visitors, athletes


Follow Scottish Government guidance on reopening of offices

Staff should only travel to work if they are able to travel without using public transport

If anyone in the workplace becomes unwell with COVID-19 symptoms, they must immediately inform their Line Manager who will ensure this is communicated to the Incident Management Team

Issue landlord duty of care documents to tenants

Review tenant risk assessments

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


03/08/2020

Use of outdoor facilities for sport can create an environment where people may closely interact with others and the longer that interaction, the higher the risk of COVID-19 spreading through respiratory droplets created through exertion.

Staff, participants, visitors and spectators

The guidance on outdoor activity includes examples of permitted activities.

A full list is available on sportscotland’s website.

In Phase 1 and 2, these will be outdoor non-contact activities that can be done individually or without physical contact or while maintaining physical distancing, but we do ask that people use their judgement on what fits safely within the guidelines

Operating as per Scottish Government guidelines

All activity should be consistent with the government guidance regarding health, social distancing and hygiene

Site specific risk assessments completed in line with SGB sport guidance

SMT

HR


Line Managers


Lead Managers

Employees

COVID-19 Officers


15/08/2020


mailto:[email protected]://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centreshttps://sportscotland.org.uk/covid-19/latest-outdoor-sport-and-physical-activity-guidance/https://sportscotland.org.uk/covid-19/latest-outdoor-sport-and-physical-activity-guidance/






Delivery of instruction across the estate can pose a risk in the spread of COVID-19 through face to face contact

Delivery of instruction in variety of indoor and outdoor spaces can create an environment where social distancing is restricted and increases the risk of contracting or transmitting COVID-19


Refer head delivery plans

Delivery to begin in stages from the beginning of August

The delivery of instruction will be done in accordance with the current appropriate governing body advice

SMT

HR


Line Managers


Instructors

Lead Managers

Employees

COVID-19 Officers


03/08/2020

Recruitment may still need to be carried out during the pandemic and face-to-face interviews may provide an environment where asymptomatic and or pre-symptomatic staff or candidates may spread the virus

Staff and visitors Recruitment has been on hold since lockdown, and remains on hold until further notice

Transfer from face-to-face interviews to taking advantage of video conferencing and telephone interviews

Candidates who have accepted job offers and received a start date can expect to begin on their first day as planned, however they may be required to work from home immediately

Joining process will largely be carried our remotely, with starter packs being sent out to new employees ahead of their first day

Staff inductions will be completed remotely via video conferencing however may not include all induction introductions as a face-to-face induction

SMT

Head of HR








Local outbreaks of COVID -19 in communities, office locations and critical roles within sportscotland



Follow Scottish Government guidance on reopening of operations

Offices remaining predominately closed

Vulnerability staff survey with postcode data

Approval process for return to work in place

Communication to staff weekly through Inside Track

Line Manager Guidance to support teams working in bubbles to prevent risk to entire teams

Local Risk Assessments completed

Sign off by SMT

SMT

HR


Line Managers


Instructors

Lead Managers

Employees

COVID-19 Officers


30/07/2020

Second Wave of COVID -19


Business Continuity Plan

Incident Management Team

All staff working from Home

Only essential staff working across sites with process to shutdown and return to home process in place.

IT infrastructure to allow all staff to work from home

Weekly review of Risk Assessments and Government guidance

COVID Officer role fulfilled by Senior Medical Officer RAWG and IMG

Further Scottish Government Advice SMT

IMG

RAWG

30/08/2020

FURTHER HAZARDS IDENTIFIED SHOULD BE INCLUDED please EMAIL [email protected]

Signed By Chief Executive of sportscotland: STEWART HARRIS

Signed By Head of HR for sportscotland: JO DIXON


04-Aug-20 | 14:16:31 BST

05-Aug-20 | 02:25:29 PDT

mailto:[email protected]://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centresmailto:[email protected]

COVID-19 risk assessment: sportscotland 08/07/2020

2020-08-05T02:25:31-0700Digitally verifiable PDF exported from www.docusign.com

covid-19 risk assessment: sportscotland 08/07/2020 · risk of spreading covid-19 staff, tenants,...

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