CORONAVIRUS TEMPLATES & GUIDANCE

SAMPLE EMAILS

EMAIL

In response to the recent outbreaks of coronavirus across Europe and other continents, the Board wish to express their concern for the safety all members of staff.

Whilst the risk of catching coronavirus in the workplace is currently low, we wish to advise of the following precautions.

We will be supplying all offices with H&S posters regarding hygiene in the workplace, hand sanitisers, tissues, antibacterial wipes and spray.

We would request that all employees maintain the highest levels of hygiene and utilise the items provided.

It is essential that people

• wash hands thoroughly with hot water and soap

• use tissues when sneezing or coughing and throwing them away in a bin

If you are travelling abroad while the current concerns remain, for the benefit of your colleagues, we require you to inform your line manager and myself as to the destination you are travelling to, the duration of your stay and, if possible, contact details whilst you are away. (SEE APPENDIX ONE)

Many thanks for your co-operation

EMAIL

Please find attached guidance for line managers, together with an employee risk assessment for completion for all teams. Please ensure the risk assessment is completed in confidence and remains a private and confidential document. I would request you return completed forms to me. (PLEASE SEE APPENDIX TWO AND THREE)

I have also attached a leaflet produced by Public Health Wales for you to provide to employees. It provides general guidance, irrespective of location. (SEE APPENDIX FOUR)

The COMPANY NAME Pandemic Recovery Plan Policy is also attached for your information, however, please note this Policy will be under constant review. (SEE APPENDIX FIVE)

EMAIL

Line mangers have been provided with guidance and information today, which they will be sharing with you.

Please be advised that as per the Government advice, regular hand washing is the most affective form of prevention.

Here are some useful links: https://www.gov.uk/guidance/coronavirus-covid-19-information-for-the-publichttps://www.nhs.uk/conditions/coronavirus-covid-19/ https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19/guidance-for-employers-and-businesses-on-covid-19https://111.nhs.uk/covid-19https://www.gov.uk/government/publications/covid-19-specified-countries-and-areas/covid-19-specified-countries-and-areas-with-implications-for-returning-travellers-or-visitors-arriving-in-the-uk

EMAIL

As part of our contingency planning, I would request that you complete and return the attached word document - CORONAVIRUS CONTINGENCY PLANNING (HOME WORKING) RISK ASSESSMENT (SEE APPENDIX SIX)

With regard to Business Risk - this will include any security concerns (such as access to software), lack of laptops, whether the role can be undertaken from home.

This document will assist in strategic planning in line with any future Government directions.

EMAIL

Please be advised we are constantly monitoring the Coronavirus (Covid-19) situation.

Your line mangers are being updated on the business contingency planning (for if and when required).

I would also like to remind al of the general basic hygiene measures and advice from Health Professionals on preventing the spread of infection and includes:

• Routine cleaning and disinfection of frequently touched objects and surfaces such as telephones, keyboards, door handles, desks and tables• Basic hand washing highlighted as the most effective way of preventing the spread of infection. Hand hygiene promoted by ensuring staff, contractors, service users and visitors have access to hand washing facilities or alcohol- based hand rub (this is on order and is being chased)• Crockery and cutlery in shared kitchen areas should be cleaned with warm water and detergent and dried thoroughly with kitchen roll • Ensuring food such as crisps and sandwiches should not be left open for communal sharing unless individually wrapped• Catch it, Bin it, Kill it

Please remember you can contact (HR / LINE MANAGER) anytime if you have any concerns.

We have also attached:

An Interim Home Working Policy (SEE APPENDIX SEVEN)

How to wash your hands poster (SEE APPENDIX EIGHT)

Symptoms to watch out for:

Consistent coughFever

Please see - https://www.nhs.uk/conditions/coronavirus-covid-19/

General Guidance:

Employers should:

keep everyone updated on actions being taken to reduce risks of exposure in the workplace make sure everyone's contact numbers and emergency contact details are up to date make sure managers know how to spot symptoms of coronavirus and are clear on any relevant processes, for example sickness

reporting and sick pay, and procedures in case someone in the workplace develops the virus make sure there are clean places to wash hands with hot water and soap, and encourage everyone to wash their hands regularly consider if any travel planned to affected areas is essential

APPENDIX ONE

EMPLOYEE TRAVEL DATA

Updated: DATE

NAME DATE OF TRAVEL DESTINATION DURATION CONTACT NUMBER

APPENDIX TWO

Coronavirus advice for line mangers

What is the Coronavirus?

Coronavirus (CoV) are a large family of viruses that cause illnesses ranging from the common cold to more severe diseases such as SARS. The official name for the disease is Covid-19 and at present we do not fully understand how the virus spreads from human to human. The risk to the UK public was raised from low to moderate by the UK Chief Medical Officers and continues to remain a risk. The Government estimate that a fifth of the UK workforce could be absent over coronavirus and so it is important that we take the necessary measures in taking precautions against it.

We will continue to monitor the Government and Public Health advice and publications. A number of different resources are available, but some key resources include the following websites:

https://www.gov.uk/guidance/coronavirus-covid-19-information-for-the-publichttps://www.nhs.uk/conditions/coronavirus-covid-19/ https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19/guidance-for-employers-and-businesses-on-covid-19

We have devised a toolkit to assist line managers in preparing for the road ahead to ensure that we are doing all that they we to protect the health and safety of employees, customers and the needs of the business as a whole.

What steps can we take to prepare?

1. Risk Assess:

Undertake a risk assessment by undertaking an initial survey with all of your employees to identify any staff who may be at higher risk than others from the virus.

2. Plan:

Please see the JLG Pandemic Recovery Plan Policy and Pandemic Planning Team

This Policy is constantly under review and some indicative questions to be consider include the following:

What is the day-to-day impact on the operation of the business; How often do you require your employees to travel between offices and what locations do you require them to travel to? Can you prohibit or minimise travel to reduce the risk? What business activities could be carried out with the use of technology such as conference calls, via skype? Are there any employees who have transferable skills to allow you to develop a skeleton staffing system to perform only the critical

elements of the business to allow you to continue operating? Do you have a ‘sick bay’ or available room in each office that an employee can go to if they begin to feel unwell, where they could be

immediately isolated from co-workers? Are there any employees who could work from home without interruptions? Do all employees have access to a laptop or computer to allow individuals to work from home? Assess cash-flow and establish whether you need to address any issues you might encounter with any finance companies or businesses.

3. Communication

We will provide regular updates and would request that all questions from employees are referred to HR.

We will

Send out regular communication to staff to inform them of the actions being taken to reduce risks of exposure in the workplace; Make sure you all of the emergency contact details for each member of staff are updated; Educate your employees and line mangers on what symptoms to be concerned about and what to do if they become concerned; Ensure Managers are clear on any relevant processes they would be expected to follow such as absence reporting procedures; Ensure employees are aware what is expected of them should they become concerned about symptoms that they have - even if their

symptoms are mild;

Make sure that there are places that staff can wash their hands with hot water and soap, thoroughly and for at least 20 seconds and encourage staff to wash their hands regularly;

Encourage staff to avoid shaking hands entirely to reduce the risk of spreading infection; Provide hand sanitiser and tissues for staff and encourage them to use them; Ensure staff are aware of the government guidance, for example the enclosed Employee Information Leaflet can be displayed in your

workplace to educate staff.

4. Sickness Absences

The organisation sickness policy remains in place, however, where a sickness absence relates to coronavirus and is qualified by a medical profession, the SSP rules have been amended to be available from day one when self-isolating, instead of day four as per the normal SSP entitlement.

The employee should inform their line manager as soon as possible if they’re not able to go to work and follow the ordinary absence reporting procedures.

5. Self-Isolation

Sick pay and SSP will depend on a number of factors:

If the individual has received a written notice from their GP or another regulated professional informing them that they should be excluded or refrain from attending work, that employee would be deemed incapable of attending work for the purposes of SSP. Therefore, in such circumstances it is recommended that the member of staff is paid their sick pay entitlement.

If we request a “Fit Note” or sick note from employees to demonstrate that their period of isolation is in accordance with a notice from their GP, please bear in mind that they may not have been provided with a “Fit Note” yet due to having to self-isolate and being unable to attend a GP practice. We should be patient about this and to therefore address the issue with the employee once they are able to return to the workplace.

If any employee is self-isolating, without having been given any written notice from their GP that they should do so, we recommend discussing this with the individual employee to see if alternative arrangements such as home working can be put in place for that employee and to identify their reason for “self-isolating”.

If they feel that self-isolation is still their only option and home working is not an option, we would recommend giving the employee the opportunity to take that time off as unpaid leave or as part of their annual leave entitlement.

Such a period of self-isolation, without any written notice from a health professional, does not constitute a period of sick leave. Alternatively, you have the discretion to consider this type of self-isolation to constitute sick leave and the individual to be entitled to their usual sick pay entitlement.

Common Questions

What if employees do not want to go to work?

It would be appropriate to have a conversation with the employee to better understand their reasons why they don’t wish to attend the workplace and explore these further with them.

If they are genuine concerns, attempts need to be made to try to resolve those issues – for example by increasing health and safety arrangements or offering flexible working.

If an employee still does not want to go into work, they may be able to arrange to take the time off as holiday or unpaid leave. We do not have to agree to this.

If an employee refuses to attend work, it could result in disciplinary action, but we would exercise caution in such circumstances and any disciplinary action is not likely to be serious or gross.

What if an employee needs time off work to look after someone?

An employee is entitled to time off work to help someone who is a dependant on them in the event of an unexpected event or emergency in line with company policy.

This period of leave allows someone to make alterative arrangements to care for their children for example in the event of school closure or if their child or another dependant is sick or needs to go into isolation or hospital.

This time off should be limited to such amount as is reasonable but with the primary focus being that this is a period of leave simply to put other arrangements in place which could include the need to take annual leave.

There is no statutory right to for an employee to be paid for time off spent caring for dependents. You could offer the staff member to take this time as unpaid leave or as annual leave as an alternative. This does not constitute a

period of sick leave on the part of the employee.

Practical advice if someone becomes unwell at work

If someone becomes unwell in the workplace and there is reason to believe that they may be affected by coronavirus, for example having recently returned from an area affected or knowing someone who has, you should:

Arrange for them to be in an isolated room if possible, behind a closed door; For other staff to stay at least 2 meters or 7 feet away from them; For the individual to avoid touching anything in that space; Cough or sneezing into a tissue and putting it in a bin (or if they do not have tissues, cough and sneeze into the crook of their elbow); Require them to use a separate bathroom from others if possible; and Ask them to use their own mobile phone (if possible) to contact 111 for NHS advice or 999 if they are seriously ill or consider their life

to be at risk. There is a separate online 111 health check service that can be used as an alternative to contacting by telephone:

https://111.nhs.uk/covid-19

What if someone in the workplace is diagnosed with the virus?

Support can be obtained from Public Health Wales and Public Health England who will:

contact us to discuss the case; identify those who may have been in contact with the affected person

carry out a risk assessment; and advise you on any actions or precautions to take.

If someone has been diagnosed with the condition this does not mean that the workplace would automatically have to close. We would consult with the relevant public health organisations.

If you have any employee who has recently returned to the UK from a high-risk country, please ask them to phone 11, to stay indoors and avoid contact with other people immediately.

To check those countries which are considered to be high risk – please check this government website for up to date information:

https://www.gov.uk/guidance/travel-advice-novel-coronavirus

https://www.gov.uk/foreign-travel-advice

I would request all line managers converse with me prior to speaking to employees and please ensure you contact me with any concerns or questions.

APPENDIX THREE

CORONAVIRUS EMPLOYEE RISK ASSESSMENT

OFFICE LOCATION:

TEAM:

LINE MANAGER:

DATE:

NAME JOB TITLE PRE EXISITING HEALTH CONDITION RISK LEVEL (1 (low) -5 (high))

APPENDIX FOUR

APPENDIX FIVE

The COMPANY NAME Pandemic Recovery Plan Policy

In addition to the organisation’s continuity recovery planning policy, the organisation recognises the need to have a separate pandemic recovery plan and procedure. The reason for this is that a general continuity recovery plan focuses on a short-term recovery programme. Should the UK face an influenza pandemic, the effects of the pandemic could last many months.

The following procedure sets out the contingency measures that the organisation will bring into effect in the event of an influenza/avian flu pandemic.

The procedure aims to ensure that the organisation will be able to operate its business to the best of its abilities in such an event while protecting, as far as is reasonably possible, its employees.

Procedure

Departmental managers are responsible for ensuring that employees understand the organisation’s pandemic recovery plan policy and procedure. Employees are responsible for familiarising themselves with the procedure and should speak to their departmental manager should they have any questions.

The organisation has identified an Influenza Pandemic Crisis Management Team noted below. The team consists of employee representatives from throughout the organisation and includes members of both senior and middle management.

As a contingency measure, when necessary, employees will be cross trained in various functions to ensure that adequate cover is provided in different roles.

A pandemic communications strategy will be developed to ensure that employees are provided with up-to-date and accurate information on the status of the pandemic. Information will be provided to employees via the organisation's e-mail and, where possible, through team meetings. As well as other important information, employees will be briefed on the symptoms of the virus and who to contact should they believe they, or a colleague, has the virus. Employees will also be provided with instructions regarding personal hygiene to avoid spread of the virus.

The organisation’s leave and absence policies will be continuously developed as the status of the pandemic changes. The leave policies that will be developed include the organisation’s sick leave policy and bereavement policy.

Employees may be required to observe social distancing work rules to prevent the spread of influenza and will be informed of this through the organisation’s Influenza Pandemic Crisis Management team at the time. Examples of social distancing work rules include:

o avoiding unnecessary travelo cancellation of face-to-face meetingso working from home.

The above policy and procedure will be continuously reviewed and updated to take account of the changing status of a pandemic.

Pandemic Crisis Management Team

NAME – MOBILE NUMBER (In his / her absence NAME MOBILE NUMBER)NAME – MOBILE NUMBER (In his / her absence NAME MOBILE NUMBER)NAME – MOBILE NUMBER (In his / her absence NAME MOBILE NUMBER)

Last reviewed: DATE

Communication Log – Updated: DATE

SAMPLE LOGDate Communication Details26.02.2020 Email – All Symptoms, Prevention and Monitoring28.02.2020 Email - Swansea Symptoms, Prevention, Monitoring and Action06.03.2020 Email – Line Managers Line Manager Guidance and Risk Assessments06.03.2020 Email - All Update & Monitoring 12.03.2020 Email – Line Managers Home Working Risk Assessment 12.03.2020 Email - All Update & hygiene reminder

APPENDIX SIX

CORONAVIRUS CONTINGENCY PLANNING (HOME WORKING) RISK ASSESSMENT

OFFICE LOCATION:

TEAM:

LINE MANAGER:

DATE:

NAME JOB TITLE TEAM LAPTOP / DESKTOP RISKS TO BUSINESS

APPENDIX SEVEN

Interim Homeworking Policy - Coronavirus (Covid 19)

1. Overview

1.1 In line with Government advice and guidance, homeworking may be required on an interim basis during the Coronavirus (Covid-19) outbreak. We will try to accommodate it wherever possible.

1.2 This policy explains how to apply for homeworking, and the things we take into account during this time. It also covers the safeguards that need to be put in place and the practical arrangements that make homeworking a success.

1.3 This policy does not form part of your employment contract and we may update it at any time.

2. What is interim homeworking?

2.1 Interim homeworking means working from home on an occasional or a temporary basis during the Coronavirus (Covid-19) outbreak.

2.2 Homeworking does not entitle you to choose when and how you work. It simply means you do your job from home. Your contractual obligations, including your core working hours, continue to apply.

3. Is your role suitable for homeworking?

3.1 We will need to be satisfied that your role is one that is suited to homeworking (not all are).

3.2 You will also need to have the personal attributes and skills that mean you should be able to do your job effectively from home. Things like:

the ability to work independently; self-motivation; self-discipline; good time management;

the ability, through remote technology, to access materials you will need and speak with people you’ll need to speak with; being able to separate work life and home life.

3.3 Your personnel record, including your recent conduct and performance levels and any unexpired warnings, will be taken into account when we make any decisions.

3.4 Your home environment must be suitable for homeworking. This includes having a decent working area, and a reasonably strong internet connection.

4. Setting up the homeworking

Property and equipment4.1 We might loan you some of the things you will need to be able to do your job properly and safely from home. These may include

stationery, a laptop/desktop computer.

4.2. You must take good care of anything we loan you and return it to us when requested.

4.3 You may not use the equipment or other property we provide for personal/family use.

4.4 If you intend using any personal equipment such as a computer for homeworking you must check with us first. We will need to make sure that it’s suitable. Any personal equipment that we agree to you using remains your responsibility, so you would need to cover the cost of things like repairs.

Household bills4.5 You will be expected to cover the cost of utilities including heating and electricity necessary for your homeworking.

Mortgage, lease and insurance4.6 You are responsible for making sure that your mortgage or lease and home insurance do not restrict or prevent your home being used

for work.

4.7 You should check with your home insurer that you are fully protected for working from home. Ensure that any changes that may be needed are made to your policy to ensure that you are fully protected while working from home.

5. Managing the homeworking

5.1 Employees who work from home are subject to the same rules, procedures and expected standard of conduct and performance as all other employees. Contractual obligations, duties and responsibilities remain in place, as do our workplace policies.

5.2 We want you to remain as involved as possible in our business and our activities while you are working from home. This includes having access to company news, events and benefits, as well as opportunities for professional development, training and promotion.

5.3 We will keep in regular contact with you during your homeworking via phone, email and video conferencing.

5.4 If you at any point feel isolated, left out, or lacking guidance or support you should discuss this with your manager and / or HR.

5.5 Where an IT or other problem prevents you from working effectively from home, you should contact your line manager. We may need you to come into work until the issue has been resolved.

5.6 If you cannot work on a homeworking day because of illness or injury, you must follow the procedure set out in our Absence Management Policy.

6. Health and safety

6.2 You have a responsibility to take reasonable care. If you have any health and safety concerns, or if an accident or incident takes place, you must immediately report this to your line manager in line with our Health and Safety Policy.

6.3 It will not usually be appropriate to hold work-related meetings in your home, or to give out personal details like your address. If you are unsure about any aspect of this, contact your line manager or HR.

7. Security, confidentiality and data protection

7.1 Our high standards must be adhered to at all times. You should familiarise yourself with our Data Protection Policy in particular.

7.2 Data protection risk assessments will be carried out periodically.

7.3 Only equipment that we have authorised may be used for homeworking.

7.4 Whenever you are prompted to install a legitimate update to your computer or other equipment, you must do so straightaway.

7.5 You must report any actual or potential breach of security, confidentiality or data protection to your line manager immediately.

7.6 If you are in unsure about any aspect of security, confidentiality or data protection, you must speak with your line manager and / or HR.

8. Ending the homeworking arrangement

8.1 If you want to bring your homeworking to an end, you should speak with your line manager and / or HR.

8.2 We will end homeworking arrangements on Government advice, or if we think that it is not working as it should, or that it has become or will soon become unsuitable.

8.3 If homeworking has become unsuitable because of your conduct or performance, we may decide to implement our Disciplinary Policy or our Performance Improvement Policy, which could lead to you being suspended and/or your employment being brought to an end.

Please note the interim homeworking policy is a contingency plan policy and will only apply during the current Coronavirus (Covid-19) outbreak.

APPENDIX EIGHT