COVID -19 SECURE OFFICE RISK ASSESSMENT · signs and symptoms of COVID -19. If chosen, PPE should...

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COVID -19 SECURE OFFICE RISK ASSESSMENT

Scope: The Scope of this Risk Assessment extends to client office premises situated within the UK only. Date: 16th June 2020 Review Date: 23rd June 2020 Risk Assessor: Bettina Ratcliffe CMIOSH MIIRSM - The Safety Business Ltd E:[email protected] T: 0207 724 4038 Client Name: Grace Eyre Foundation Client Address: 36 Montefiore Road, Brighton. BN3 6EP. INFORMATION Following the announcement on Sunday 11th May 2020 the UK Government sentiment changed from ‘stay at home’ to ‘be alert’ (i.e. not afraid) and those who cannot work from home to go to work. Guidelines to support employers setting out how to work safely during COVID-19 for the office and oblige the employer to take the following action

1. Carry out a ‘COVID Secure’ Risk Assessment 2. Share the results with their workforce 3. Consider publishing the results of this risk assessment on their website (where 50+ staff members are employed it is expected

employers do so) 4. Display Staying COVID-19 Secure in 2020 notice to show the employer has followed the guidance

. Terms and References: ‘Vulnerable People’ refers to those individuals who are ‘Clinically Extremely Vulnerable or Clinically Vulnerable’ (See 2.3 Notes 1 and 2)

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RISK ASSESSMENT PROCESS Employers are legally obliged to

1 Identify what work activity or situations might cause transmission of the virus 1. Think about who could be at risk 2. Decide how likely it is that someone could be exposed. (1) 3. Act to remove the activity or situation 4. Control the risk if 4 is not possible using a hierarchy of controls (2 and 4)

Review This risk assessment will be revised in event of

1. New or change to guidelines 2. Changes to work or tasks 3. Lockdown restriction change 4. Plans put in place don’t work as anticipated 5. Notification of a diagnosis of coronavirus

Source HSE Risk Rating Matrix

H

Source Diagram NIOSH Source The Safety Business Ltd

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1. Elimination – The COVID-19 virus needs a living host cell in order to survive and replicate. By denying the virus access to a living host cell it will die. Vaccine, self- isolation, staying a home, shielding, avoiding all contact, working remotely from home, avoiding public transport, keeping people at least 2 meters apart

2. Substitution (Reduction) – Identifying and excluding from those workplace those who are clinically extremely vulnerable, vulnerable to the virus reducing the risk of catching it and passing it on to others, dissolving the effect and breaking down the virus through hand washing with soap water rubbing hands together and washing it off. Washing it off your face and forearms using soap and water after they are touched. Using a 60% alcohol hand sanitizer to disrupt the virus molecules to stop it from reproducing

3. Engineering Controls (Isolate) - Isolate introduce protective screens and barriers on reception, workstations, have face to face contact in vehicles, delivery / collection point safety zones, asking drivers to remain in their vehicles, keeping the same people / teams together in small pods away and apart from others, asking drivers to remain in their vehicles, ramping up stale air extraction and replacing it with fresh air

4. Administrative Controls – Working in smaller teams, rotating staff, limit the time spent with people in situations where the virus could be passed on e.g. in a lift, put up social distancing posters, stop people sharing pens, using the printer and photocopier and cleaning as you go, hand washing, cleaning high touch areas more frequently

• Personal Protective Equipment – With the exception of high risk of transmission of COVID-19 in clinical settings (hospital), only after all the previous measures have been tried and found ineffective in controlling risks to a reasonably practicable level, must personal protective equipment (PPE) be used to . For example, where you cannot eliminate the risk of coming into close contact within 2 m such as a first aider responding and giving assistance to an office worker who is showing signs and symptoms of COVID -19. If chosen, PPE should be provided free by the employer after seeking advice, selected and fitted by the person who uses it. Workers must be trained in the use and limitation of each item of PPE, a specific sequence to follow, and it must be disposed of in the correct manner with hands washed directly after. Where PPE is already in use in the work activity to protect against non COVID-19 risk this is continued e.g. wearing gloves for cleaning activity etc.

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COVID-19 OFFICE SECURE RISK ASSESSMENT PART 2 – HAZARDS RISK ASSESSMENT RISK CONTROLS FURTHER ACTION

2.1 LEADERSHIP AND CONSULTATION

Scope: Leadership, COVID secure Risk Assessment, employee consultation, appointment of COVID Communicator, COVID Secure Notice, Insurance Objective: To make sure people understand what they need to do to maintain safety. (4.2) No one is obliged to work in an unsafe environment Implement the actions in the Office Guidelines UK Government 11th May 2020 (Note 2) and Health and Safety Executive HSE Guidelines (Note 3)

Hazards

Who Might be Harmed and How

Actions Already in Place

Further Action Who and When Done

Risk Rating

Staff Vulnerable People

Others Tolerable 2

X X X x

LEADERSHIP AND CONSULTATION

Leadership

Panic hysteria and

fearmongering generated by

media reports

Confusing muddled messages

from Government Health and

specialists offering up different

guidelines codes and standards

to align to making decision

making and selection of risk

control measures more difficult

Leadership

Staff office return is planned in stages.

This risk assessment is kept under

review and in accordance with UK

Government advice (Note 1)

Leadership has accepted no one is

obliged to work in an unsafe

environment

Leadership has appointed The Safety Business as the COVID Communicator

Leadership Implement the actions identified in this risk assessment tick them off as they are completed

In Progress / ongoing

Consult with staff remotely on risk controls before return

Individual risk assessments

to be completed by all staff

QM to circulate COVID-19

Guidance to all staff

Complete and display the Staying COVID-19 Secure Notice (Note 5)

Awaiting Bettina sign off

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to reassure and make staff less

afraid to return

Announcements made by UK

Government that require fast

adaptation and increase of cost

to take the action necessary

adjustments under restriction

causing stress anxiousness

Failure to carry out a suitable

and sufficient risk assessment in

compliance with UK

Government instruction

Staff making decisions and taking steps without authority to send staff home close a premise due to lack of procedure representation and effective COVID communication Insurance

Lack of insurance COVID cover in

the event of sickness fatality at

work increasing corporate risk

(i.e. Lead Communicator) – this person is identified on the HSE What You Should Know Poster and the COVID-19 Secure Notice

Leadership has made the decision to

align its control measures to the strictest

risk control measures wherever possible

in order for staff to feel safer using

actions in the UK Government (Note 2)

and Health and Safety Executive HSE

Guidelines (Note 3) as a minimum and

appointing The Safety Business Ltd as

independent scrutineer HSE as a

minimum.

The emphasis is to operate in a healthy

and safe environment in order for staff

to remain well, not whether a full and

normal business activity can be

followed.

Insurance

Leadership has taken into account lack

of appropriate insurance cover for

COVID-19 and takes this into account in

any decision making and risk taking

once satisfied all reasonable steps have been taken. It has been agreed this notice will be displayed in the company entrance lobby

Obtain office guidelines from Safety Business and distribute

QM to circulate COVID-19

Guidance to all staff

Monitoring to ensure measures in place are followed

Weekly reviews

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2.2 PLANNING BEFORE OPENING

Scope: Planning Before Opening, Identifying Staff Levels, At Risk Staff, Working Remotely and in Office, Joint Consultation with Premises Manager Objective: That everyone should work from home, unless they cannot work from home. No one is obliged to work in an unsafe environment To make sure that any site or location that has been closed or partially operated is clean and ready to restart, including:

• An assessment for all sites, or parts of sites, that have been closed, before restarting work. • Carrying out cleaning procedures and providing hand sanitiser before restarting work. (5.1)

To change the way work is organised to create distinct groups and reduce the number of contacts each employee has (7.1)

Hazards




Risk Rating


Others Intolerable 9

x x x x

PLANNING – BEFORE OPENING

Lack of planning compromising

safeguarding of staff returning

by the company or jointly with

the premise’s management or

breach of guidelines

Lack of planning for upsizing

services to anticipate any

scenario which may require a

surge in services work activity

capacity, leaving staff who are

fearful unable to cope

increasing stress levels

Staff Returning to the Office –

Phase 1

Business Continuity Plan in place and

communicated (arrangement to support

staff working remotely, PPE and cleaning

supplies can be maintained)

See also Cleaning

Services - Water Gas Plant Lift Air Conditioning / Cooling / Security / Fire Building Facilities Management to comply with Notes 6 and 7 guidelines Regulatory compliance maintained throughout in compliance with SFG20 and SFG30 Contractor Management Rules Contractors to follow Note 6

Phase 1 – Before Opening Plan (See Part 3) to be implemented and actioned

• Staff People Planning

• Joint Premises Manager Arrangements

• Company Occupied Office Arrangements

Completed and in place

Keep plans under regular review


Action Plan Completed and in

place


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Leadership applying pressure to

staff to return to work quickly

and the office premises without

a plan in place causing stress

anxiety and alarm

Staff reluctant to take on their

preassigned duties upon their

return such as First Aid or Fire

Warden or new roles to ensure

cover

Fire First Aid Medical Security

Emergency

Areas within the workplace locality especially impassable or dangerous that could be accessed – lack of staff/monitoring/security and gatekeeping Lack of duty staff available coordinate emergency and /or to respond summon assistance to staff working in remote areas or in isolation due to social distancing Workplace Facilities Essential facilities failing through lack of maintenance or availability of maintenance or

Contractor supervisors and/or company staff who act as hosts are trained in their COVID-19 responsibilities and Contractor Rules These Rules apply when work is carried out by contractors appointed by the Company or the Premises Manager and communicated in advance 1. Planning and coordination in

advance to limit numbers, shared entry exits routes, avoid overlap shared work task and contact with other contractors and staff e.g. working during night, deactivation of passes to restrict access

2. Contractor RAMS must include COVID-19 risk of work is not permitted Virtual tech to avoid premises attendance wherever possible

3. Compliance with site wide social distancing handwashing cleaning hygiene regular waste removal and at end of day / job at all times – communicated in advance

4. Use of company office phones desks and equipment prohibited

5. Single use of tools machinery (hand hold areas) no sharing or where shared are disinfected between each user – nitrile disposable gloves worn

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contractors to respond or staff to supervise or coordinate Services - Water Gas Plant Lift Air Conditioning / Cooling / Security / Fire Lack of essential test inspection maintenance during restrictions (fire alarm, water testing legionella, lift LOLER, gas systems, security systems etc.) Essential facilities failing through lack of maintenance or availability of maintenance or contractors to respond or staff to supervise or coordinate Air Conditioning / Cooling Poor air exchange stale air with fresh air in the volume of the office occupied (less than 6-12 per hour) allowing the virus to hang in the air Possible droplet spread through ventilation fresh air supply and stale air extraction systems Staff worried about build-up of virus within open plan and small offices

6. Equipment tools must be inspected tested and show no signs of fault or neglect

7. Handwashing or use of santizier upon entry exit

8. PPE to be worn in common parts and in accordance with COVID risk assessment

Deliveries Same procedures apply as Common Part deliveries Cleaning (Note 4 and 5) Frequent cleaning of work areas and equipment between uses, using your usual cleaning products. Frequent cleaning of objects and surfaces that are touched regularly, such as door handles and keyboards, and making sure there are adequate disposal arrangements. Clearing workspaces and removing waste and belongings from the work area at the end of a shift. Limiting or restricting use of high-touch items and equipment, for example, printers or whiteboards. Specific guidance followed where cleaning after a known or suspected case of COVID-19 Ventilation

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Virus harboring within wall mounted cassette filters Virus harboring within free standing air purifiers – contact with change of filter Mechanical Air Extraction Faecal-oral transmission. Contractor Management Lack of PPE Disregard of control measures Contractors and maintenance staff who attend the premises who are unwell Contractors and maintenance feeling scrutinized particularly if coughing sneezing by staff on site Transmission by contact due to shared use of tools and equipment Increased demand on contactors and maintenance Lack of inspection test of tools Sickness absence and shortage of contactors and maintenance to carry out tasks

The general advice is to supply as much outside air as possible. Expanded operation times are recommended for buildings with mechanical ventilation. 6-12 volume air changes per hour (this is checked as part of Before Opening as part of Phase 1) Keeping ventilation on 24/7 with lower ventilation rates when people are absent. If staff numbers reduce, do not place remaining staff in smaller areas. Mechanical Air Extraction Toilets Exhaust ventilation systems of toilets should always be left on 24/7, and relatively negative pressure must be maintained in the room air to help avoid faecal-oral transmission. Free Standing Purifiers Air purifiers must have at least HEPA filter efficiency. According to REHVA Room-air cleaners are not effective enough as the airflow through air cleaners is limited, the floor area they can serve is normally quite small, typically less than 10m2. If used, they should be placed close to the ‘breathing zone’.

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2.3 VULNERABLE PEOPLE AND DIVERSITY

Scope: Clinically extremely vulnerable, clinically vulnerable, shielding, caring for householders, pregnancy, disability, age, sex, religion, non- English-speaking staff Objective: To protect clinically vulnerable and clinically extremely vulnerable staff To make sure individuals who are advised to stay at home under existing government guidance do not physically come to work. This includes individuals who have symptoms of COVID-19 as well as those who live in a household with someone who has symptoms. To treat everyone equally and meet legislative requirements and guidelines

Hazards



Further Action Who and When Done Risk Rating


Others Tolerable 2

x x x

VULNERABLE PEOPLE AND DIVERSITY

Clinically Extremely Vulnerable

Shielded Category, Clinically

Vulnerable (1) categories at a

higher risk of illness who are

particularly and especially

vulnerable to COVID-19

Planning before opening to determine who (staff identified to return to the workplace) is at risk – Safety Business contacted in event of at risk vulnerable people

Phase 1 – Before Opening Plan (See Part 3) to be implemented and actioned

• Staff People Planning


Staff returning to work as part of

phased return and visitors


Close contact with contractor deliveries collection. Access through thorough fares used by building users

Staff required to replace free standing air purifying fans must wear PPE and follow manufacturer instruction

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attending work increasing their

risk

Staff required to self- isolate attending the office and carrying out work related tasks beyond their living accommodation including those staff who have symptoms or living with someone in their household who has symptoms Disabled Reasonable Adjustments Inability for disabled staff to

attend office premises due to

inability to provide for their

reasonable adjustments to be

accommodated due to limited

staff e.g. safe evacuation

Remote Working

Inability for staff to work

remotely from home or during

self-isolation when shielding

due to lack of IT set up, lack of

technical ability, capacity

Mental Health and Well Being

Lack of support for staff mental

health and wellbeing after the

In all cases involvement and communication with staff whose protected characteristics Reasonable adjustments are made to

accommodate staff affected by COVID

related adjustments made to premises

Statutory sick pay and maternity

entitlement communicated

Safest possible job roles for vulnerable

staff groups- close contact avoided

Homeworker assessment with manager

for those working from home on a more

permanent basis who can’t be

accommodated in the office (Note 3)

Pregnancy assessment with Safety

Business via remote technology (Note 4

and 5) for pregnant women with

underlying illness placing them in

clinically vulnerable higher risk category

or 28 weeks and required to work from

home

Regular checks on vulnerable remote

home workers

Religion Pastoral visits to those who are not self-isolating are considered non-essential

complete health declaration and

the response acted upon – See

Part 2

The health declaration to be

turned into a notice to be posted

on reception and entry denied to

contractors and visitors in event

of YES response




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return to work and need time

to adjust

Financial worry and hardship due to clinical condition Missing out on training Non-English-Speaking Workers Staff whose first language is not English and finding it difficult to understand or follow protocol or rules in place Religion Pastoral visits made to remote workers during work time Remote workers working from home shift patterns scheduled worktime conflicting with religious activities of their household (eating worship etc)

contact beyond the household as can be carried out remotely. Company to be sensitive to end of life care for householders and those staff working remotely

Religious observations should not interfere with every day work tasks. Shift and work patterns are flexibly arranged in consultation on a case by case basis with the staff member e.g. swapping shift times Non-English Speaking Support through translation via invited colleagues to remote technology meetings Safety signs compliant with Regulations and include pictograms Using simple, clear messaging to explain guidelines using images posters signage

2.4 COMMUNICATION AND INFORMATION

Scope: Information, Guidelines, COVID Communication/ Reporting, Posters and Signage Objective: To make sure people understand what they need to do to maintain safety.(4.2)


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Hazards


Risk Rating

Further Action Who and When Done Staff Vulnerable People

Others Tolerable 2

x x x x

COMMUNICATION

AND INFORMATION

Lack of communication between company other tenants and premises management Lack of access to clear information to staff leading to a drop in standards and controls making illness more likely Information presented that is not easily understood by different members of the workforce Too much COVID-19 signage and posters displayed so likely to be ignored by staff or lack of reminders to ensure compliance – slip of standards Posters and signage indicating good practice but not monitored by management to ensure it is followed Health and Hygiene

Information Relevant guidelines within this assessment are sourced and available for staff to access through the COVID communicator. Links to the guidelines are in the foot Notes and in the COVID Office Guidelines supplied by The Safety Business Ltd Providing clear guidance on social distancing and hygiene to people on arrival, for example, signage or visual aids and before arrival, for example, by phone, on the website or by email. – regular reminders sent Reviewing entry and exit routes for visitors and contractors to minimize contact with other people. Coordination and working collaboratively with premises manager and other tenants in multi-tenant sites, for example, shared working spaces. Use of signs and posters to build awareness of good handwashing

Ensure emergency contacts and

contact lists are up to date to

track and trace (premises

managers, staff, others affected

within scope of business activity)


Source and agree Poster selection source from (Notes 1, 2 and 3 change posters frequently to keep interest


Remove leaflets and brochures from reception stand or assign single staff member to oversee handle and distribute


Monitoring to ensure measures

in place are followed


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Paperwork leaflets brochures marketing material handled touched by multiple people transferring virus through contact Failure to keep proper records of staff attending work compromising ability to track and trace in event of a case Visitors Close contact with visitors during greetings made

technique, the need to increase handwashing frequency, avoid touching your face and to cough or sneeze into a tissue which is binned safely, or into persons arm if a tissue is not available. Health and Hygiene Avoid use of paper make full use of technology Records are retained of staff records including information about their health status temperature checks wherever in force in compliance with GDPR Visitors Visitor greeting protocol – snap shot photo of business card. Type of greeting to avoid physical contact bow, wave, nod head etc - Put On, take photo and Bow (Note 2)

2.5 TRAINING

Scope: Training topics, visitor hosts, remote workers, emergency responders Objective: To make sure people understand what they need to do to maintain safety (4.2) To make sure all workers understand COVID-19 related safety procedures. (7.3) To make sure all workers are kept up to date with how safety measures are being implemented or updated. (7.3)

Hazards Who Might be Harmed and How

Actions Already in Place Further Action Who and When Done Risk Rating

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Others Tolerable

2

x x x x

TRAINING Training Failure to provide training to staff relating to the adjustments and associated risk controls put in place putting them and others at risk Skills Staff assigned new roles upon return beyond their level of competency who are unfamiliar with safety requirements putting themselves and others at risk Staff reluctant to take on their

pre assigned duties upon their

return such as First Aid or Fire

Warden or new roles to ensure

cover

Staff unwilling to take on additional roles and increased level responsibility they are uncomfortable with or penalized if they refuse Training Sessions

Training sessions agreed in advance Training carried out remotely through use of technology wherever possible, set up to include remote workers and also through existing communication routes to explain changes Staff engagement and feedback to determine the level of training and to gain staff understanding

• Simply telling someone what to do – 2m maintained

• Online

• More advanced Training sessions have been shortened and simplified Staff assigned additional roles they are willing to undertake and able to refuse without fear of penalty e.g. taking on role of first aider/fire warden Guidelines have been developed on new arrangements in place and distributed to staff in advance Adjustments made to accommodate the needs of the staff (e.g. visual communication white boards signage signing via zoom session, clear pictures

1. Before staff return, they should receive a short remote training session to explain the phased return and changes put in place (the information in the guidelines)

2. When staff return, they

should be briefed (told and shown) the following

COVID-19 Training Topics

1. Working from home 2. Visitor and delivery rules 3. Signs symptoms self-

monitoring reporting 4. Handwashing and hand

sanitizer 5. Personal hygiene 6. Posters and notices 7. Social distancing measures

in place (office meetings workstation using the lift etc)

8. Cleaning regime and clean as you go policy

9. Deliveries 10. Waste management


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Staff training sessions held in groups and for long periods of time possibly compromising social distancing Staff working remotely excluded from training sessions and missing out Visitors Staff responsible for hosting visitors may not be notified of their obligations and duties to keep visitors safe on the premises placing them at increased risk

and diagrams to explain changes to schedules materials needed to reduce face to face communications)

11. If staff are required to wear disposable PPE masks and gloves, they are to receive a training session

How and when to use masks including safe disposal and hand washing https://www.who.int/emergencies/diseases/novel-coronavirus-2019/advice-for-public/when-and-how-to-use-masks Monitoring to ensure measures in place are followed

2.6 STAFF HEALTH AND MENTAL WELL-BEING

Scope: Physical mental well-being, stress, remote working Objective: To support staff who may feel worried, anxious, feel low, depressed, stressed, isolated, frustrated, concerned about their health or those close to them or worried To make sure all workers are kept up to date with how safety measures are being implemented and updated (7.3)

Hazards





Others Trivial 1

x x x

https://www.who.int/emergencies/diseases/novel-coronavirus-2019/advice-for-public/when-and-how-to-use-masks




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HEALTH AND MENTAL WELL-BEING

Staff returning to work after a long period away from the office and work colleagues working isolation and under difficult circumstances having an impact on physical mental health problems making it difficult for them to cope

See Cleaning Hygiene Personal Hygiene Recognition awareness and importance that everyone reacts differently to events and changes in the way they think feel and behave varies between people over time Contact and Support Staff groups set up to offer each other support The Safety Business has a list of organisations that will help and supplied upon request Any report of anxiety depression or stress reported is taken seriously and followed up Regular contact to check on well-being by management Zoom meeting start by asking after other participants well-being Feedback COVID communicator identified and HR staff link re concerns, worries or behaviours. Helplines and support group contacts on circulated as part of support Staff encouraged to look after physical and mental well-being Exercise encouraged – walk cycle



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2.7 TRAVEL

Scope: Public transport planes trains trams tube buses vehicles cycling car park walking Objective: To maintain social distancing wherever possible To avoid unnecessary work travel and keep people safe when they do need to travel between locations.(7.2) To help workers delivering to other sites such as branches, or suppliers’ or customers’ premises to maintain social distancing and hygiene practices. (7.2)

Hazards





Others Trivial 1

x x x

TRAVEL

Staff travelling who are experiencing coronavirus symptoms Are self- isolating as a result of coronavirus symptoms or sharing a household with someone with symptoms Are clinically extremely vulnerable placing themselves and others at higher risk Personal Hygiene Contaminated clothing bags face, exposed forearms (T shirt) hands through contact during travel

Staff are encouraged to walk or cycle to work (Note 1) as part of Before Opening People Planning The COVID Secure Office guidelines distributed to staff include public transport and passenger safety Staff travelling who are experiencing coronavirus symptoms Are self- isolating as a result of coronavirus symptoms or sharing a household with someone with symptoms Are clinically extremely vulnerable placing themselves and others at higher risk MUST NOT TRAVEL ON PUBLIC TRANSPORT

1. Advise staff from 8th June anyone using public transport must wear a face covering

2. Travelling Outside UK (At

present the company has imposed a ‘no travel abroad restriction’) - From 8th June people travelling from abroad to the UK are required to self-isolate for 14 days upon arrival. Before travelling journey, contact details and the address where you will self-isolate must be provided and a passenger locator form completed 48 hours before


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Personal Protective Equipment (PPE) Staff wearing gloves face covering on public transport into the office upon arrival and spreading virus through contact with high touch areas Lone Travel Staff travelling alone out of hours late at night early morning in accordance with travel restriction demands of work schedule – personal safety Cycling Lack of bike rack or store area or space available making cycling more difficult Theft of bikes through lack of secure store or unauthorised access through uncontrolled entrances /beyond site of security camera surveillance Bikes stored in the workplace and causing obstruction On site traffic collision Poor luminance in store area – personal safety

Keep up to date with Travel advice Work schedule and travel plans to factor in lone travelling and personal safety Refer to Public Transport Guidelines Part 6 Cycling and Walking (Note 1) Get off and walk bike where pedestrian traffic collision more likely Wear high viz and cycle helmet Staff encouraged to check Local Authority websites for latest information for new and existing cycle lanes and walking routes Encourage walking Planning in advance with Premises Manager to increase personal vehicle parking capacity and bike storage wherever possible Secure bike storage for staff wishing to cycle to work PPE foot peddle bin for disposal Personal Hygiene 1. Staff reminded to keep hands and

face as clean as possible (Note 3) 2. Wash forearms then hands then

face 3. Carry personal santizier / make use

of sanitizing stations 4. Hands washed upon arrival and

before departure from workplace 5. Wash clothes regularly

you arrive. You must present these details on your arrival in England (Note 7 and 8)


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Walking Picking up droplets of respiratory diseases from pelican crossing buttons Hotel Accommodation Person to person transfer in common parts e.g. lift toilets bar restaurant reception drop off / collection car park and poor social distancing Contact with high touch areas Shared access routes

6. Remove coats face covering (store in plastic bag) store in allocated cupboard prior to entry

7. Discourage biting nails when travelling

8. Avoiding wearing disposable gloves transfers germs to office remove before arrival to office

9. Disposal of PPE 10. Wear face covering during travel

and in public places (Note 4) and avoid touching face. Change it when damp or if you have touched it (keep one clean and spare at the office)

11. Face coverings to be put in a plastic bag upon arrival and washed and replaced daily

Vehicles – Used for Business Cleaning shared vehicles between shifts or on handover (pool cars) – wipe down interior with sanitizer paper towels and high touch areas Regular car washing Minimising the number of people travelling together in any one vehicle Use fixed travel partners Increase ventilation when possible Avoid sitting face-to-face. Avoid passengers wherever possible Wear a face covering with passengers Provide hand sanitizer Carry personal food water and snacks

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Hotel Accommodation Where workers are required to stay away from their home, centrally logging the stay Check in advance any overnight accommodation meets social distancing guidelines and hygiene Do not use the bar or restaurant to avoid person to person contact Agree quiet checking in times Use the stairs Minimal hand baggage Use room service Bar and restaurant likely to be restricted or closed - check in advance Comply with signage and distancing measures in place Travelling Outside UK At present the company has imposed a ‘no travel abroad restriction’ From 8th June people travelling from abroad to the UK are required to self-isolate for 14 days upon arrival. Before travelling journey, contact details and the address where you will self-isolate must be provided and a passenger locator form completed 48 hours before you arrive. You must present these details on your arrival in England (Note 7 and 8)

2.8 COMMON PARTS

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Scope: Car park bike store entrance exit reception stairs corridors lifts communal toilets shower rooms rest areas kitchenettes meeting rooms deliveries and visitors Objective: To maintain social distancing wherever possible on arrival departure and ensure hand washing upon arrival To maintain social distancing wherever possible while people travel through the workplace. To maintain social distancing while using common areas. (3.5) To minimise the number of unnecessary visits to offices. (4.1) To make sure people understand what they need to do to maintain safety. (4.2) To reduce transmission through contact with objects that comes into the workplace and vehicles at the worksite. (5.5)

Hazards




Risk Rating


Others Intolerable

9

x x x x

COMMON PARTS Access and Egress Entry exit and way finding routes changed or restriction imposed to accommodate social distancing measures causing confusion to staff or staff getting lost Staff and visitors with disabilities unable to use the lift if taken out of action to reduce infection making access to more difficult or entrance changed that does not accommodate disabled access and egress

Contractors See also Planning –Contractor Management for Rules Access and Egress Staff notified of new arrangement prior to work Collaborative working with other occupants Phase 1 Before Opening Plan includes the identification of staff with mobility problems who need to use the lift or level entrance to access the office Visitors – Rules

1. Visits via remote tech encouraged where possible

2. Pen provision

1. Phase 1 – Before Opening Plan (See Part 3) to be implemented and actioned

• Joint Premises Manager Arrangements

2. Any change of arrangement

by the Premises management team communicated with the Leadership team to ensure it is agreed well in advance and fire emergency plans are not compromised



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Premises management team making adjustment in the building and common parts without prior consultation with company or tenants – this could delay and emergency response in event of fire emergency Close Person to Person Contact Congestion around entrance exit pinch points lift lobbies security reception desk reception seating areas toilets bike store post- delivery zone stairs stair wells particularly during arrival departure busy times (breaks) and as a result of restriction Sharing lift with others person to person droplet transfer Handling mail multiple interaction with others and contact through handling collecting packaging and post Transfer of virus through close person to person contact with other people when travelling through the workplace staff cleaners carrying out cleaning activity accessing cleaning cupboards and store rooms

3. Distancing hygiene explained on / before arrival.

4. Number present / times restriction

5. Records (tracing) 6. Notice health declaration on

reception 7. PPE or face covering common

parts company etiquette Increased monitoring of gate keepers (i.e. reception security staff sickness and illness who are not behind a screen exposed to multiple visitors. Isolate and quarantine in event of symptoms, illness to prevent spread) Provide visitors with access to

• Tissues

• Waste receptacles with lid

• A place to wash their hands.

• Hand washing /sanitizer on reception / out of hours / security desk

• Evaluate family members and visitors with respiratory symptoms as possible cases and potential concern and prohibit entry

PPE masks

• Medical mask where required as part of culture personal hygiene etiquette

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Receptionist and duty security at a higher risk of person to person transfer of droplets due to increased exposure to people standing or awaiting host in close proximity to reception desk and waiting Sofas and chairs positioned too close together to allow 2m social distancing to be achieved Visitors sitting within close proximity together on single sofas or on chairs face to face Contact with Possible Contaminated Surfaces Contact with high touch areas key pads turnstiles revolving doors lift buttons Contact with high touch areas upon entry key fob door handles push plates doors, bells buzzers touch barriers entry gates lift buttons arms of chairs reception desk Lack of hand washing for people (contact with high touch areas prior to arrival on public transport, delivery personnel etc)

Lift A review of the staff working in the office is carried out in the event of lift being taken out of service – automatic restriction applied to those staff who require assistance to evacuate Max lift capacity (taken out of action/ use stairs) occupancy reduced Hand sanitizer for operation Disability access and exit factored taken into account as part of restriction Deliveries

• Contact during deliveries minimized wherever possible

• Contact during the delivery calling prior to arrival

• Minimise contact during payments exchange of documentation electronically signed and exchanged documents

• Collection drop off in bulk to reduce frequency of deliveries

• Deliveries direct to the office delivery and collection restrictions apply as follows

1. Wash hands or use hand sanitizier on arrival (sanitizer should be carried by delivery) - Handwashing soap water paper towels (detergent trigger spray) must be made available for delivery driver or hand sanitizer

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Shared pen during sign in Security Security breach where entrance exit doors not ordinarily used are uncontrolled, lack security measures put in place making a breach more likely Staff venturing into no go closed off or quarantined areas by mistake Visitors Site attendance increasing numbers on site Inability to trace and notify in the event of an outbreak Unaware of on-site rules compromising rules Management of visitors with

symptoms can become a

challenge when:

• Resources are inadequate

• Lack of controls security or suitable monitoring

2. Ask the delivery driver to leave the delivery in the allocated delivery zone and to keep a 2 meters distance – leave a note on front door to knock or ring

3. Put down an item that someone then needs to pick up, rather than ‘handing off’ when possible

4. Disinfect all surfaces where your packaging has been

5. Dispose of packaging waste 6. After handling delivery packaging

thoroughly wash hands for a minimum of 20 seconds (virus germs can remain on cardboard for 24 hours).

7. Store deliveries in a safe area away from other interaction until collection

8. Bulk deliveries where possible

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• Reception allows entry

• The visitor is a child or a person who has poor hygiene habits or cannot assist in maintaining infection control precautions;

• The host receives visitors unexpectedly or over rides or ignores rules in place

• Family members who are frequently involved in the business operation or turn up unannounced

• Exposed to high volume of public and visitors that may show signs and symptoms of illness, sit in reception awaiting host

Contractors Using common parts when waking around the building overlapping with occupants Contactors increasing risk of infection by presence and increased numbers Deliveries

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Delivery drivers attempting delivery out of hours and unable to gain access due to lack of staff causing delay

2.9 COMPANY OCCUPIED SPACE

Scope: Entrance exit reception deliveries visitors shower room kitchenette design layout open plan offices workstations cubicles meeting rooms outdoor areas Objective: To maintain social distancing wherever possible on arrival departure and ensure hand washing upon arrival (3.1) To maintain social distancing wherever possible while people travel through the workplace. (3.2) To maintain social distancing between individuals when they are at their workstations. (3.3) To reduce transmission due to face-to-face meetings and maintain social distancing in meetings (3.4) To minimise the number of unnecessary visits to offices (4.1) To minimise the risk of transmission in changing rooms and showers. (5.4) To reduce transmission through contact with objects that come into the workplace and vehicles at the worksite. (5.5) To change the way work is organised to create distinct groups and reduce the number of contacts each employee has (7.1) To avoid unnecessary work travel and keep people safe when they do need to travel between locations. (7.2) To help workers delivering to other sites such as branches, or suppliers’ or customers’ premises to maintain social distancing and hygiene practices (7.2.2) To maintain social distancing and avoid surface transmission when goods enter and leave the site. (8)

Hazards





Others Trivial 1

x x x x

COMPANY OCCUPIED SPACE

Staff Numbers Increase in numbers present at the same time increasing risk of person to person contact and

Staff Numbers Refer to People Planning (managing occupancy) Entrance / Exits

1. Phase 1 – Before Opening Plan (See Part 3) to be implemented and actioned

• Company Occupied Office Arrangements


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spread between each other and teams Entrance / Exits Lack of storage for clothing and personal belongings bags making cross contamination from public transport travel into workplace more likely Congestion making person to person infection more likely Difficulty for staff to keep apart upon arrival departure at busy times Contact with high touch areas e.g. buttons revolving doors Office Design and Layout and Workstations Outdoor Areas Lack of 2m social distancing making person to person transfer more likely Lack of space to meet social distancing requirements Hot Desk Shared use by multiple users without cleaning between. Contact with contaminated equipment desk high touch areas

Same controls and hygiene apply as common part entry and should be referred to Allocated store cupboard with plastic cover for clothing for each staff and encourage use Increase in demand accommodated for Office Space Design and Layout Pre planning of layout before opening up Increased entry points to the workplace Reducing job and location rotation. Introducing one-way flow through office. Restricting access between different areas of the office As possible, where staff are split into teams or shift groups, fixed team / same people where group contact can’t be avoided. Limiting time spent together Workstations Review of layouts work tasks to allow people to work further apart

• 2m distance marking

• Arrangement to avoid

• Side by side working

• Separate work station placement staff sitting diagonally to avoid face to face

• Using screens to separate staff

• No sitting to standing desks


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Printers Photocopiers and Tech Contact with contaminated equipment lack of cleaning between user Meeting Rooms / Areas Lack of ventilation Too small to practice social distancing Chairs and table layout encourage face to face interaction Meetings Staff standing close together during meetings and unable to keep to 2m social distance rules making transfer of germs more likely Small meeting rooms Chairs too close together Staff seated close together or directly opposite at a distance less than 2m Poor or lack of free flow of ventilation droplets hanging in the air Meetings and discussions held in lanes and walkways between cubicles making droplet spread more likely to staff working in a 2m radius (4m sq) Deliveries In House/ Other Sites

Hot Desk Workstations be assigned to an individual (no sharing) Where shared smallest number of users possible Start and finish time’s scheduled/ staggered accommodate cleaning between each user Keyboards and telephones to be wiped with disposable hand surface wipes between use of staff members – clean as you go . Printers Photocopiers and Tech Limiting or restricting use of high-touch items and equipment, remote controls, assign single person to use operate, sanitizer before use clean as you go, increase cleaning Meeting Rooms / Areas Avoid limit non-essential meetings Booking system Signage indicating max number distancing cleaning Frequent opening of windows doors Reconfiguring of lay out tables Small meeting rooms closed where 2m can’t be achieved Sanitizer trigger spray and paper towels - cleaning between room use Individual pens participants can keep

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Close person to person contact Visitors Site attendance increasing numbers on site Inability to trace in event of a case where Shared pen during sign in Unaware of on-site rules compromising rules Showers Toilets Contact with contaminated surfaces Contact with virus through flushing 2m social distancing difficult to implement between cubicles if not enclosed Spray sucked up into extraction system if lid not closed prior to flushing Build- up of humidity making the spread of germs more likely Sharing of towels and soap spreading germs Contact with germs when handling soiled laundry Accumulation of droplets within a confined space Lack of cleaning between users Lack of cleaning of high touch areas

• Door handles

• Locks on doors

• Light cord switch

Conference rooms to be commandeered to accommodate staff working from laptops Meetings In House / Off Site Remote tech to avoid in-person meetings wherever possible Kept short and only those necessary Smallest groups possible – 2m apart or back to back Avoid sharing pens objects Staff stand in doorway of singular offices for 1 to 1 discussion to avoid entering Held in open air wherever possible Outdoor Areas Assessment and redesign of layout to accommodate social distancing maximum number of people established Over capacity seating and tables removed and stored Cleaning measures to extend to outdoor areas Host Sites (visits to) Remote visits through use of tech Limit access between different areas of a building or site/ pre determine site schedules to minimise contact with others Meeting risk controls are the same as above Comply with social distancing and hygiene measures Maintaining a record of all visits and host contacts, if this is practical.

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• Toilet flush

• Toilet lid

• Basins

• Taps

• Hand dryer buttons

• Dispensing paper towel unit handle or button

Kitchenette Difficulty to maintain or establish 2m distancing particularly during lunch Snacks bowls fruit nuts biscuits

shared – shared by staff

Contact with shared and high contact areas in kitchenette

▪ Kettle ▪ Door cupboard fridge

freezer door handles ▪ Dishwasher ▪ Toaster ▪ Tables ▪ Chairs ▪ Work Surfaces ▪ Drink / water

dispenser ▪ Coffee machine ▪ Dirty crockery and

cutlery - loading the dishwasher

PPE to be provided to all staff making site visits First aid kit Hand sanitizer No car sharing Deliveries In House / Other Sites Same risk controls apply as Common Part deliveries above (adapted to suit other sites where necessary) Visitors Same risk controls apply as Common Part Visitors above (adapted to suit company where necessary) Showers Toilets Enhanced cleaning showers between use during day end of day Personal towels – no drying staff to take soiled towels home for laundering Restriction on use (numbers closure of shower or restrict number of toilets and urinals available Close lid of WC before flushing Posters signage - hygiene rules Kitchenette Staggering break times to reduce pressure Signage to indicate maximum number permitted entry Using safe outside areas for breaks. Providing packaged meals or similar to encourage staff to stay in the office rather then venture into food outlets

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Staff grouped together in the kitchenette during breaks standing or sitting Kitchenette lacking air flow and ventilation allowing germs to build up when multiple staff are in situ talking

Encouraging workers to bring their own food. Increase cleaning high touch areas Encourage clean as you go rule

2.11 COVID MEDICAL FIRST AID FIRE EMERGENCY

Scope: COVID Case reporting to HSE, Suspected COVID Case, At work, Remote workers, Householders, visitors, COVID testing, GDPR, first aid, fire Objectives: To prioritise safety during incidents. (3.6) To keep the workplace clean and prevent transmission by touching contaminated surfaces.(5.2)

Hazards




Risk Rating


Others Trivial 1

x x x X

This rating will change in the event of a suspected case

COVID MEDICAL

FIRST AID FIRE

EMERGENCY

COVID Case / Incident Reporting Failure or delay feeding back to staff raising COVID-19 related concerns in a timely manner

COVID Case / Incident Reporting COVID Case / Incident Reporting

1. COVID cases and incidents to be reported to The Safety Business Ltd as quickly as possible


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Suspected COVID Case Staff – At Work (Note 2 and Note 3) Staff showing signs and symptoms of COVID new continuous dry cough or fever or loss change in normal taste smell possibly transferring droplets Contaminating surfaces through coughing and sneezing and in close contact with others within 2m Lack of isolation arrangement to limit person to person transfer Staff – Working Remotely Staff reporting signs and symptoms of COVID whilst working remotely Staff Householder Staff reporting living with a householder showing signs and symptoms of COVID

The Safety Business has been appointed

to give direction and advice and RIDDOR

reporting

Suspected COVID Case (Note 2 and 3)

Staff – At Work in the Office (Note 3)

1 Summon First Aid Assistance 2 Isolate symptomatic staff away

from others including cohort team in a room or at least 2m away from others

3 First Aider to respond following Note 7 guideline wearing PPE advised

4 Assessment mild send home / more serious dial 999 summon emergency services

5 Mild case arrange private transport home (not public) (Note 6)

6 Use stairs to vacate ill person from premises do not use lift

7 Clean isolation area follow Note 7

8 Symptomatic staff to take a test follow Note 4 and follow advice. Contact HR if positive

9 Symptomatic staff Self isolate for required timescale Note 3

10 Positive result close contacts to be notified and self isolate for 14 days

11 Report every case to The Safety Business

2. Communicate actions and

guidelines to those people who need to take it and follow them (Notes 1-7)

3. Ensure suitable first aid and fire warden cover and arrangement in place when staff are working in the office

4. Everyone to wash hands during upon return in event of fire drill

5. Everyone reminded social distancing rules do not apply in an emergency situation


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Visitor Visitor showing symptoms of COVID at the reception desk Notification by recent visitor they are symptomatic and awaiting COVID test results Confirmed COVID Case Staff – At Work Staff – Working Remotely Staff Householder Staff reporting a household member is symptomatic and has tested positive for COVID Visitor Visitor reporting recent COVID recovery Notification by recent visitor they are a symptomatic and a confirmed COVID case following testing Visitor previously in close contact with a confirmed case during a visit to the office COVID Testing Staff

12 Investigation if more than 2 cases

13 If staff member develops new coronavirus (COVID-19) symptoms at any point after ending their first period of isolation (self or household) then they need to follow the same guidance on self-isolation again

Others in Close Contact Suspected Case Any staff member should self-monitor for signs and symptoms Positive Confirmed Case or Notification by Track and Trace Staff are to self-isolate at home for 14 days and follow the guidelines (Note 3) Staff are to stay at home for 14 days if another householder tests positive and self- monitor for signs and symptoms. COVID Testing Negative Follow Note 4 advice Staff – Working Remotely

Staff member to self-isolate at home in event of symptoms follow the guidelines (Note 3) Householders will also need to stay at home for 14 days with staff member in

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Lack of testing following possible accidental exposure to COVID whilst at work Lack of testing following confirmed exposure through work activity e.g. close contact with a confirmed case who then permitted to continue to work Staff returning to work after testing negative after testing having shown symptoms previously RIDDOR Reporting Failure to make a RIDDOR

report

FIRST AID

First Aiders / Isolation Area

First Aider providing assistance

to an individual who is unwell

symptomatic suspected case

First responder at risk of

transmission when carrying out

cardio pulmonary resuscitation

their household to prevent the spread of infection (Note 3) If a staff member householder becomes ill with symptoms (not the staff member) the staff member will need to stay at home for 14 days (Note 3) Staff – Working Remotely Shielding Follow current UK guidance living at home (Note 5) If a staff member who is shielding with symptoms and who falls within the clinically extremely vulnerable category they are to contact NHS 111 immediately they start showing symptoms or 999 if it’s an emergency and explain you fall within the clinically extremely vulnerable to the corona virus category (Note 5) First Aiders / Isolation Area

Current guidelines including CPR to be followed when responding to a suspected case (Note 7) If there is no physically separate room, ask others who are not involved in providing assistance to stay at least 2m away from the individual. If barriers or screens are available, these

may be used.

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First Aider unwilling to take on

the responsibility during the

outbreak

Lack of first aid treatment

room availability or isolation

room

Cleaning After a Suspected

Case

Contamination of isolation and

first aid rooms or room space

used for isolation

Incident Reporting – RIDDOR

Workers reluctant to report

incidents or exposures fearful

of disciplinary action

Lack of awareness of RIDDOR

reporting requirements if direct

link to work activity

Infectious Waste

Transmission of virus due to handling of infectious waste FIRE

Respiratory and cough hygiene will minimise the risk of cross-transmission of respiratory illness: Ill person should be encouraged to cover their nose and mouth with a disposable tissue Visitor

Discussion held with The Safety Business and HR in the event of visitor exposure to a confirmed case Information about a staff members or visitors health is considered ‘sensitive personal data’ and subject to GDPR and the company will require staff members / visitors expressed written consent before the information could be shared RIDDOR

RIDDOR (The Reporting of Injuries,

Diseases and Dangerous Occurrences

Regulations 2013) only when when:

1. An unintended incident at work has led to someone’s possible or actual exposure to coronavirus and must be reported as a dangerous occurrence

2. A worker has been diagnosed with COVID-19 and there was reasonable evidence that it was

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Working in remote or isolated areas of the office in order to socially distance making fire evacuation or delay to medical emergency Fire Wardens Reduced number of Fire Wardens due to low staffing levels Rooms and areas used to isolate staff or in remote areas unchecked by Fire Wardens during a fire emergency Fire Emergency Staff taking their time to evacuate whilst attempting to socially distance themselves delaying escape Staff grouped together around fire doors during evacuation unable to maintain social distancing Staff grouped together on exit routes Staff grouped together at fire assembly point

caused by exposure at work. This must be reported as a case of disease

3. A worker dies as a result of occupational exposure to coronavirus

In all cases The Safety Business will take the lead on any report made Waste Infectious waste to be removed by licensed contractor Bins with lids for disposal made available Wash hands directly after handling Fire Wash hands upon return into building Social distancing not necessary during evacuation emergency

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Change to fire emergency action plans due to locking off re routine or closing off exit points – trapping staff in event of a fire Staff panic anxious and worried

when congregating in the

assembly point in a public space

2.12 CLEANING HYGIENE AND PERSONAL HYGIENE

Scope: Cleaning sanitizing, cleaning schedules, high touch areas, deep cleaning, fogging, cleaning a contaminated space, hand washing, personal hygiene, face covering, clothing Objectives: To make sure that any site or location that has been closed or partially operated is clean and ready to restart, including: • An assessment for all sites, or parts of sites,that have been closed, before restarting work. • Carrying out cleaning procedures and providing hand sanitiser before restarting work. (5.1) To help everyone keep good hygiene through the working day (5.3)

Hazards




Risk Rating


Others Tolerable 2

x x x x

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CLEANING HYGIENE

AND PERSONAL

HYGIENE

Personal Hygiene

Poor hygiene practices not

using a tissue lack of

handwashing

Confusion when purchasing anti

bac hand sanitizer and

disinfecting wipes to clean

hands making cleaning of hands

ineffective to remove the virus

People giving their hands a

quick wipe rather than washing

their hands

People staff and visitors

transmitting germs through

touch

Clothing

There is some evidence that the

virus can stay on fabrics for a

few days, although usually it is

shorter.

Face Covering

Transfer from hands to face and face covering Face coverings that are damp and less effective

See Personal Protective Equipment

• Where PPE is already in use in the work activity to protect against non COVID-19 risk this is continued e.g. wearing gloves for cleaning activity etc

Personal Hygiene

Placement of hygiene posters as reminders – good handwashing technique Regular reminders avoid touching face use tissue cough sneeze into arm Using hand sanitizer Cover all cuts and wounds Hand Washing and Forearm Washing

• Hand washing is decontamination not disinfection (anti bacterial soaps are not effective because COVID-19 is a virus in need of a living host cell to survive not a living bacteria)

• Wash hands regularly for at least 20 seconds and rubbing your hands together using soap and water (hot water increases the soap suds):

1. Arrange a deep clean of the

office before it is opened up

(Note 8)

2. Revise update cleaning

schedule and determine

frequency

3. Remove clutter to speed up

cleaning

4. Source revised COSHH and

Risk Assessment from

Contracted Cleaners

5. Check Cleaners are suitably

trained to deal with COVID

incidents

6. Monitor cleaning stock

levels

7. Monthly cleaning audit

(seek advice from The

Safety Business Ltd)

Monitoring to ensure measures



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Failure to wash face covering Staff unable to source a face covering Cleaning and Hygiene

Office that has not been occupied during lockdown or closed for a considerable amount of time Respiratory droplets falling onto a surface before being touched by a hand that carries the virus to a nose or mouth, leading to infection if not removed High touch areas (commonly touched) by staff visitors delivery maintenance contractors and building users containing a higher amount of virus presenting greater risk of infection Cleaning products and virucide (An agent that kills viruses to make them noninfective ) on the market claiming to be corona virus killing but have not been tested

o before leaving home

o after taking public transport

o on arrival at the premises

o after using the toilet

o after breaks and sporting activities

o before food preparation

o before eating any food, including snacks

o before leaving the premises

o upon return to office following an evacuation

• Where forearms are exposed e.g. hot weather wearing T shirts, dress no sleeve etc the forearms are to be washed before hands

• Avoid touching face eyes, nose, and mouth with unwashed hands

• Box of disposable tissues made available

• Hand Sanitiser -use an alcohol-based hand sanitiser that contains at least 60% alcohol if soap and water paper towels not available

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Bleach (kills the virus dead) having a corrosive effect on metal lead and cause respiratory problems over time if used excessively Lot of dirt on surfaces eating up bleach making it less effective Filthy workplace. Lack of

hygiene or poor cleaning

regime making the spread of

germs more likely

Lack of cleaning schedule

documenting the areas to be

cleaned how and to what

timescale

Virus germs remaining on high

touch surfaces

Poor hygiene practices making

transfer of germs more likely

Symptomatic person in

workplace or residential

accommodation with positive

test result and under

quarantine

Lack of cleaning personnel due

to high levels of absenteeism

• Hand sainitizer and cleaning stations set up

Alcohol Hand Sanitizer Purchase and placement in multiple locations of hand sanitizer with at least 60% alcohol by volume as a minimum. (The alcohol affects and acts to disrupt RNA molecules in the virus, preventing viral replication (in other words it blocks the virus from making copies of itself).

Disinfecting Wipes

Single use disinfecting wipes containing

at least 70% alcohol to disinfect surfaces

to be supplied

• Cleaning desks

• Telephones

• Remote controls

• Printers

• Photocopiers

• Keyboard

• Hot desk areas where desk is shared

Using Hand Wipes to Clean Hands Staff advised not as effective to clean hands as handwashing (skin is uneven unlike flat surfaces)

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during an outbreak or

pandemic

Temporary agency with limited

English assigned to cleaning

activity

Fogging

Fogging can cause damage to

moisture sensitive technical

equipment servers and IT and

paper documents etc

Failure of substance used to kill

virus effectively

Contact with harmful toxic

substance causing harm to

people animals aquatic life

water features and plants

Harmful toxic residue settling

on surfaces and coming into

contact with people causing

harm or damage to surfaces

clothing etc

Flammable substance used for

fogging igniting and causing fire

Clothing (Note 8) If staff are working with people outside their household, wash their clothes regularly.

If staff need to change your clothes, avoid crowding into a changing room - stagger departure arrival to avoid congestion

Face Coverings (Non Medical Mask) Follow current guidance how to make and wear (Note 4) WHO guidance dated 5th June 2020 for material for non medical mask is a higher standard than PHE and is recommended (Note 7) Wash hands thoroughly using soap water for 20 seconds or use hand sanitzer before putting a face covering on, and after removing it Avoid touching face or covering while worn as you could contaminate them with germs from hands Change covering if it becomes damp and after touching Maintain regular handwashing Change and wash face covering daily (if washable in line with manufacturer

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Moisture from substance

causing damage to technical IT

systems servers hard drives etc

Uncontrolled fume / mist

drifting into other areas

through open windows doors

air conditioning systems

Contractor offering service in

haze without experience or

using correct type of PPE

instruction. If not washable dispose of carefully in usual household waste) General Cleaning and Hygiene Close multiple washrooms and toilets

that cannot be sufficiently cleaned

maintained and stocked and limit access

to minimal number as possible

Discourage staff from using other staff

phones, desks, offices or other

equipment.

Staff to keep their own immediate area disinfected (disinfection wipes), dispose of their personal waste and remove their personal items before leaving for the day Setting of clear use and cleaning guidance for toilets washrooms showers and changing areas to ensure they are kept clean and social distancing is achieved as much as possible. Anti bacterial soap supplied ineffective against virus (Covid is a virus not bacteria) Provision of hand drying facilities – either paper towels or electrical dryers. Sanitising (soap or detergent) used to remove the virus from hard surfaces

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Cleaning and Hygiene Staff to adopt a ‘clean as you go policy’ e.g. printers photocopies using cleaning agent supplied or wipes wherever possible or hand sanitizer before use Cleaning guidelines for staff through notices All surface cleaning should be done in 2 stages (Note 8) Stage 1 decontamination with a detergent/surfactant standard Stage 2 disinfection using existing cleaning products Cleaners follow colour coding without exception Cleaning regime is stepped up in common high touch areas as risk level increases and the cleaning schedule is revised Common High Touch and Busy Areas Reception

• Pens

• Arms of reception chairs

• Reception desk and counter

• Reception screen Common Parts

• Door mats

• Entry phones

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• Door bells

• Key pads / finger touch pads

• Hand and grab rails

• Door / revolving doors

• Door knobs and handles

• Turnstiles

• Light switches

• Lift buttons

Washrooms Bathroom Toilets

• Toilet door handles, door locks

• Sanitary bin opening

• Toilet brush handle

• Air hand dryer button

• Taps

• Sinks

• Plugs

• Soap dish - remove

• Dispensers

• Shelves

• Grab rails

• Alarm cords

• Shower cubicle

• Waste bin lids – swap for pedal bin

Rest Room Kitchen (Note 6)

• Dining tables

• Top edge back of dining chairs

• Microwave and fridge door handle and door

• Kettle lids, water and coffee pot handles

• Dispensers water cooler handles

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• Cupboard door handles

• Food counters

Meeting Conference Rooms

• Podium and lectern

• TV remote control / tech / headsets / microphones

• Keyboards

• Phones

• Meeting room tables

• Blind cords / edge of curtains

• Heat, light switches

• Cupboard door handles

• Arms of Chairs Offices

• As above

• Hard surfaces (worktops)

• Task lights

• Portable fans Deliveries – Before handling

• Trolley handles

• Outer surface lids handles (plastic metal boxes container)

• Collection / drop off points First Aid Room / Area Where COVID Assistance Provided

• Special cleaning regime applies in accordance with (Note 1)

Fire Emergency Evacuation

• Stair rails

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• Emergency fire exit doors push bar

• Broken call points

• Fire alarm panel

• Staff and building users to wash hands before returning to their office

Exterior

• Smoking shelters

• Outdoor heating

• Bike storage

• Car park Cleaning after a known / suspected COVID Case Follow current specific guidelines when cleaning after a known or suspected case of COVID-19 (Note 1) Waste

Provision of more waste facilities and more frequent rubbish collection. Allocated PPE foot pedal bin with lid Securely stored to avoid contact 72 hour minimum (where not removed daily) Fogging Seek advice from The Safety Business Ltd well in advance and prior to staff entry to office – this is a hazardous operation and can cause damage to moisture sensitive technology

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Household Health and Hygiene Cleaning – COVID Householder Mild Symptoms Not within the remit of employer but follow the general health and hygiene current advice Public Health England (Note 5)

2.12 PERSONAL PROTECTIVE EQUIPMENT

Scope: Personal Protective Equipment, supply, type, training, use, limitations, disposal Objective: To make sure people understand what they need to do to maintain safety. (4.2)

Hazards





Others

x x

PERSONAL

PROTECTIVE

EQUIPMENT

Wearing of additional PPE to protect against COVID-19 that is not beneficial and can be managed in other ways (Note 3) Training and Information PPE incorrectly worn used removed disposed of making transfer of virus more likely

• Where PPE is already in use in the work activity to protect against non COVID-19 risk this is continued e.g. wearing gloves for cleaning activity etc

•

• Staff having no contact with symptomatic people as part of their job role are NOT recommended to wear facemasks (also known as surgical masks or respirators) to protect against the virus as a general precaution when working in the workplace

1 Identify corporate position

on mask wearing in the

office and communicate to

workforce Supply Masks

and put on

reception/entrance

2 Contact The Safety Business

regarding selection (Note 4

and Note 5)


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Lack of training information and instruction Health Safety and Hygiene Wearing additional PPE, such as facemasks and gloves will also increase perspiration Masks will become wet with perspiration more quickly Use of mask limited through facial hair and beard growth (gaps) Masks obscuring vision leading to potential slips trips falls particularly in areas where lighting is poor Overuse making transfer through contact and contamination more likely gloves / masks Cultural Etiquette Visitors clients taking offence if mask is not worn by a staff member to protect a person from coughing and spitting particles when talking and possibly infecting others

Staff advised the best way to reduce any risk of infection is good hygiene and avoiding direct close contact (closer than 2 meters) with any potential infected person Close case contact means

• Living in the same house

• Contact with their body fluids

• Face to face contact for example talking for more than a few minutes

• Being coughed on

• Being within 2 meters of the person for more than 15 minutes

Transporting a Suspected COVID Case Symptomatic people being transported home should wear a surgical face mask to reduce the risk of transmitting the infection to other people or where advised by Public Health England / NHS guidelines Cultural Etiquette

Culture or strategic instruction to workforce to wear or make available masks to visitors during meetings held

• Single use medical mask First Aid Responders

3 Instruction and training to

those required to use wear

remove and dispose of PPE

4 DO NOT

a. Wear PPE beyond its limitation or instruction

b. Over use it c. Fail to remove it and

dispose of it in the lidded bin provided before your enter the office

d. Leave it on the desk or work surface

e. Dispose of it in a waste bin without a lid

f. Purchase PPE without seeking advice in advance from The Safety Business to ensure it meets the standard and of a type that will protect the workforce

g. Touch the front of the mask

h. Borrow or share it with other people

5.All staff to view WHO guidance single use medical mask https://www.who.int/emergencies/diseases/novel-coronavirus-



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If a First Aider is required to come into close contact with someone they the PPE identified in the current guidelines must be followed and the PPE supplied (Note 1 and Note 5)

• A single use fluid repellant surgical mask

• Single use disposable nitrile gloves

• Face visor or goggle when contamination from splashes, droplets of blood or body fluids

When and How to use Disposable Masks Anyone required to wear a mask be trained and follow guidelines (Note 2) Medical masks should be changed

between uses, and also whenever they

become wet, damaged or visibly soiled.

In conditions of increased air

temperature and humidity and wet from

sweat

Avoid wasting PPE and reusing disposable PPE Cleaning

• Disposable nitrile gloves

• Disposable apron Disposal

2019/advice-for-public/when-and-how-to-use-masks Monitoring to ensure measures




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Remove prior to entry to office Specific bins with lids provided Wash hands directly after disposal Respirator

Provide a fit test follow Note 5 for those who are to wear a respirator (e.g., N95 or FPP2 or FFP3) for high risk areas and training on use limitations and disposal – supplied subject to additional Risk Assessment Clean shave policy applied prior to use to ensure a good fit

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PART 2 – HEALTH DECLARATION

Grace Eyre COVID-19

Safety check list for Grace Eyre employees

Staff members name

Line Managers name

Workplace / department

Please remember it is your responsibility to regularly look at this document in case your

circumstances should change.

The main symptoms of COVID-19 are:

• new, continuous cough – this means coughing a lot for more than an hour, or 3 or more

coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)

• high temperature – this means you feel hot to touch on your chest or back (you do not need

to measure your temperature)

• loss or change to your sense of smell or taste – this means you have noticed you cannot smell

or taste anything, or things smell or taste different to normal

• shortness of breath

• Most people with coronavirus have at least one of these symptoms

Please answer the following questions:

a) I am displaying symptoms of COVID-19 as described above YES / NO

b) I should be self-isolating as I suspect I may have been exposed to or have been suffering from COVID-19 in the last 14 days and have not yet received a negative test result.

YES / NO

c) I have been notified by the NHS test and trace service or the NHS COVID-19 App that I should self-isolate and have not yet received my test result.

YES / NO

d) I am living in the same household as someone who is self-isolating YES / NO

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e) I should be self-isolating after travelling from outside the Common Travel Area of the UK, Ireland, the Isle of Man, and the Channel Islands within the last 14 days.

YES / NO

f) I am considered “clinically extremely vulnerable” as defined by the government’s COVID-19 guidelines and fall within the higher risk “shielding” category

Note: Shielding Clinically Extremely Vulnerable high-risk group to continue to shield until they have received direct advice from their own clinician https://www.nhs.uk/conditions/coronavirus-covid-19/people-at-higher-risk-from-coronavirus/whos-at-higher-risk-from-coronavirus/

YES / NO

g) I am considered ‘clinically vulnerable’ as defined by the governments COVID-19 guidelines and fall within the moderate risk category

Note: Clinically Vulnerable moderate groups are to continue to follow the advice from NHS until they have received direct advice from their own clinician https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing

YES/NO

h) I am pregnant so considered ‘clinically vulnerable’ as defined by the government COVID-19 guidelines but fall within the government higher risk category because I have an underlying health condition such as heart or lung disease at any gestation or I am in the 28 week gestation

YES/NO

If you have answered YES to any of the above questions, we regret that we cannot admit you to our

premises today or return to the workplace until you are notified by your Manager / your host

We have a legitimate interest in collecting this personal data to protect the health of our employees,

contractors, and visitors. This information will be recorded and securely stored in accordance with our

data protection and privacy policies [available on request/available online].

You are required to self- monitor at all times your own health and if at any time you would answer

YES to any of the above questions you must notify your Manager without delay.

High Risk Extremely Clinically Vulnerable

Received a Letter from NHS

Moderate Risk Clinically Vulnerable

No Letter Received from NHS

1. Stay at home at all times 2. Follow current what to do

guidelines in the link below

1. Must follow the advice on social distancing https://www.nhs.uk/conditions/coronavirus-covid-19/staying-at-home-to-avoid-getting-coronavirus/staying-at-home-and-away-from-other-people/

2. Stay at home as much as possible (but can go to work if you cannot work from home)

Have had an organ transplant Are 70 or older

https://www.nhs.uk/conditions/coronavirus-covid-19/people-at-higher-risk-from-coronavirus/whos-at-higher-risk-from-coronavirus/

https://www.nhs.uk/conditions/coronavirus-covid-19/people-at-higher-risk-from-coronavirus/whos-at-higher-risk-from-coronavirus/

https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing

https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing

https://www.nhs.uk/conditions/coronavirus-covid-19/staying-at-home-to-avoid-getting-coronavirus/staying-at-home-and-away-from-other-people/




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Having chemotherapy or antibody

treatment for cancer including

immunotherapy

Are pregnant

High Risk Extremely Clinically Vulnerable

Received a Letter from NHS

Moderate Risk Clinically Vulnerable

No Letter Received from NHS

Are having an intense course of

radiotherapy (radical radiotherapy) for

lung cancer

Have a lung condition that’s not severe (such as asthma,

COPD, emphysema or bronchitis)

Are having targeted cancer treatments

that can affect the immune system (such

as protein kinase inhibitors or PARP

inhibitors)

Have heart disease (such as heart failure)

Have had a bone marrow cancer (such as

leukaemia, lymphoma or myeloma)

Have diabetes

Have had a bone barrow or stem cell

transplant in the past 6 months, or are still

taking immunosuppressant medicine

Have chronic kidney disease

Have been told by a doctor they have a

severe lung condition (such as cystic

fibrosis, severe asthma or severe COPD)

Have liver disease (such as hepatitis)

Have a condition that means they have a

very high risk of getting infections (such as

SCID or sickle cell)

Have a condition affecting the brain or nerves (such as

Parkinson’s disease, motor neurone disease, multiple

sclerosis or cerebral palsy)

Are taking medicine that makes them more

likely to get infections (such as high doses

of steroids or immunosuppressant

medicine)

Have a condition that means they have a high risk of

getting infections

Pregnant with a serious underlying health

condition (heart lung etc) and / or 28+

weeks

Are taking medicine that can affect the immune system

(such as low doses of steroids)

Are very obese (a BMI of 40 or above)

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PART 3 – BEFORE OPENING PLANNING

RETURN TO WORKPLACE – PHASE 1

BEFORE OPENING PLANNING ARRANGEMENTS

Company: Grace Eyre Foundation Date: 15th June 2020 Name of Person Completing Form: Jeni Woods Workplace Address: 36 Montefiore Road, Brighton BN3 6EP

STAFF RETURNING TO WORK – PLANNING

Ref Question Notes Yes

No

N/A

Comments Done

1. Capacity – Social Distancing Avoid Face to Face Working

1.1 Work out minimum number of staff possible at any one time

Achieve 2 social distancing (Note 3) Stop person to person transmission Split teams/shift/days worked/ cohort

In Place In Staff COVID-19 Guidance Pack

2. Business and Safety Critical Staff

2.1

Identify business critical staff Job can’t be performed remotely Accounts payroll security IT statutory checks

In Place

Adequate first aid cover upon return TBC Active Lives Adequate fire warden cover upon return

In Place

2.2

Identify safety critical emergency responder staff

Agree duties and expectations- COVID case

Executive Team Quality Manager HR Manager Housing Manager

3. Vulnerable Staff 3.1 Lack of tech / tech help In Place

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3.2

Identify staff unable to work from home Identify clinically extremely vulnerable staff - Health declaration

Higher risk of illness Shielding category –stay at homework from home

In Place

Risk assess if return to workplace Must be offered safest possible site role 2m distancing maintained

In Place for all staff and visitors (when open fully)

3.3

Identify clinically vulnerable – Health declaration

Moderate risk of illness Risk assess if return to workplace Pregnant women –stay at homework from home (underlying health condition or 28+ weeks)


3.4

Identify staff caring /living in household with ‘case shielding occupant’ – Health declaration

Stay at home Work from home


3.5

Identify disabled staff who require adjustments

Might be affected by COVID adjustments Personal Emergency Evacuation Plan might not be actioned (lack of staff)


3.6

Identify staff with childcare commitments

Home schooling


4. Training

4

Establish extra or new training for staff – skill gap

Staff scaling up to take on more in absence of colleagues Staff wishing to downscale due to personal risks (first aiders not willing to respond to COVID case) Remote induction on new arrangements Update First Aid responder on PHE Resuscitation Council Guidelines

In Staff COVID-19 Guidance Pack List emailed to HR on 11th June 2020 for further development

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PREMISES MANAGER – JOINT PLANNING SHARED OCCUPANCY


No

N/A

Comments Done

1Risk Assessment Statutory Checks Contractors

1.1

Premises Manager has completed and provided their COVID risk assessment and premises management COVID guidelines

Common parts contractor maintenance affects the company COVID risk level COVID secure notice displayed

Weekly review

1.2

Statutory checks tests and inspections maintained during premises closure wherever due

Compliance with SFG20 and SFG30 SFG20 (Planned Preventive Maintenance Standard) and SFG30 (Mothballing & Reactivation)

SFG20 Compliant separate document to be provided on request SFG30 Compliant separate document to be provided on request

1.3

New COVID Contractor protocol and rules

Compliance with British Engineer and Services Association Working on site Changes to accommodate COVID Coordinated out of hours to avoid overlap / overlay / staff contact Advance notification Wearing of PPE Include COVID in risk assessments Waste and sanitization after job before departure Contractor rules communicated

Compliant separate document to be provided on request

1. Information Communication Training

2.1

Signage posters displayed in prominent areas

Social distance 2m marking Lift toilets showers washrooms entrance exit on each floor

In Place

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Tissue etiquette New bins on order Hand hygiene In Place

PPE disposal In Place

Bike store

Restricted use. In Staff COVID-19 Guidance Pack Posters erected outside

2.2 Remote tech premises /tenant meetings

Set up Checkpoint review dates agreed to keep up with change

In Place

2.3

Training Covid Team Tenant training on changes New procedures

In Staff COVID-19 Guidance Pack List emailed to HR on 11th June 2020 for further development

2. COVID-19 – Medical First Aid Fire Emergency

3.1 Fire Emergency Change to arrangements

Cleaning handrails after fire drill Change to Refuge response

In Place

3.2

COVID case reporting Communication and notification protocol (GDPR) Other tenants Isolation area symptomatic case Allocated room Specific exit route stairway avoid lift

In Place

3. Car Park and Bike Shed

4.1

New COVID arrangement Bike store Increase provision to accommodate demand Notices and signage Social distancing

Restricted use. In Staff COVID-19 Guidance Pack Posters erected outside

4. Security and Reception

5.1

Security pass system access restriction imposed

Social distancing 2m Change of protocol keep windows of vehicle closed Pass system adjusted to limit access

Code access only one entrance Locked areas for no access

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Paper passes removed Change to duty hours

New Fob system to go on door awaiting quote

5.2

Changes made to Reception service Change to reception duty / contact arrangement – email mobile Duties adjusted Change to mail delivery collection Distance marking 2m Screen installation PPE Hand sanitizer min 60%

Reception currently out of action

5.3

Temperature Checking Mandatory entry screening imposed on tenant Personal data GDPR

One on fourth floor (when required) One for reception (when open)

5. Visitors and Meetings

6.1

New visitor rules introduced Avoid / number restriction Notification to reception in advance (timescale) Change to rules waiting areas Restriction removal seating Sign in arrangement Brochures magazines removed 2m distancing – Perspex reception screen Hand hygiene / sanitizer PPE provision COVID declaration notice on reception (denied entry etc.)

Reception currently out of action No visitors allowed at present

6.2

Change to Meetings protocol and meeting room

Change to arrangements Meeting room adjustment 2m distancing Booking regime Minimum numbers Removed or change of use Cleaning regime

In Place

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6. Deliveries

7.1

New COVID delivery protocol Change to accommodate 2m social distancing – specific route /collection / drop off zone arrangement Delivery and mail collection Delivery cleaning zone (exterior) Hand hygiene / sanitizer Out of hours arrangement Bulk delivery Delivery restrictions

Mostly done – need to put something in place for deliveries once the reception is open.

7. Access and Egress

8.1

Changes made to entry exit routes corridors layout into out of premises to accommodate social distancing measures

Change to entry exit routes one-way flow Change to open / closing times Peak times identified communicated Arrival departure times staggered Management of high traffic areas (one-way flow / 2m distancing/ deactivation of turnstiles / revolving doors/ avoid contact keypads/ access restriction) Floor marking signage directional one-way flow If alternative uncontrolled entrance exits possible unauthorized entry Propping doors open to avoid contact

One access point in use with staggered starts. New security Fobs system identified and ordered.

Old shore ham Road door to be used in an emergency evacuation. Right of way for people going downstairs.

8.2

Lifts in / taken out of use Minimum number occupancy Signage Floor marking Hand sanitizer Use stairs only Deliveries Access arrangement for disabled

Lift not in use except where agreed through line management and staff member to be instructed to clean the lift after use. Floor markings and hand sanitizer in place,

8.3 No go areas identified closed off Social distancing 2m congested areas

Restrict staff access

Posters in place

8. Cleaning and Hygiene

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9.1

Cleaning regime – internal / external Cleaners selected must be members of the British Institute of Cleaning Science or other Trade Body Cleaning/sanitizing products tackle COVID-19 Deep cleaning before occupancy after a case Upscale/ schedule revised – high hand touch contact points – regime timescale Shared facilities – regime timescale Shower room cleaning regime (after each use, daily) – timescale Out of hours Fogging

In place

9. Welfare

10.1

Hand washing soap paper towels and hand sanitizer stations (alcohol content 60% minimum) set up

Hand hygiene on arrival and departure Entrance / exit doors / reception Communal kitchens rest areas meeting rooms hubs washrooms Each floor monitored and replenished Posters and signage at entrance exit points

10.2

Changes to shower room toilets sinks Number restriction Removed from use to accommodate social distancing Soap Paper towels Foot peddle bins Posters signage notices –handwashing Close lid before flushing World Health Organization (WHO) recognises a faecal-oral transmission route for SARS-CoV-2. In a technical briefing on 2 March, WHO recommended closing toilet lids when flushing Avoidance of dried-out drains in floors and other sanitary devices by regularly adding water (every three weeks, depending on climate)

All in place

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Clean as you go

10.3 Changes to rest breakout areas and catering

Outside rest area Closure of facility

In Place

10. Waste

11.1

New COVID waste disposal Change arrangements Collection times upscaled Peddle bins with lids PPE tissues entrance / exit / toilets / bike shed

In Place

11. PPE

12.1 Provision Supplied

Disposal arrangement In Place

12.2 Face coverings Site wide rule worn in common parts In Place

COMPANY OCCUPIED WORKPLACE


No

N/A

Comments Done

1. Risk Assessment Statutory Checks Contractors

1.1

COVID risk assessment and guidelines

Prepare Communicate Consult with staff COVID secure notice displayed

In progress

1.2

Statutory checks tests and inspections maintained during premises closure wherever due

Compliance with SFG20 and SFG30

SFG20 and SFG30 https://www.thebesa.com/media/837544/sfg20-building-maintenance-guidance-covid-19.pdf

(see separate document)

1.3

New COVID Contractor protocol and rules

Compliance with British Engineer and Services Association Working on site

Compliance with https://www.thebesa.com/media/837481/1-coronavirus-working-on-site.pdf

https://www.thebesa.com/media/837544/sfg20-building-maintenance-guidance-covid-19.pdf

https://www.thebesa.com/media/837544/sfg20-building-maintenance-guidance-covid-19.pdf

https://www.thebesa.com/media/837481/1-coronavirus-working-on-site.pdf

https://www.thebesa.com/media/837481/1-coronavirus-working-on-site.pdf

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Changes to accommodate COVID Coordinated out of hours to avoid overlap / overlay / staff contact Advance notification Wearing of PPE Include COVID in risk assessments Waste and sanitization after job before departure Contractor rules communicated

(see separate document)

2. Information Communication Training Tech

2.1

Signage posters displayed in prominent areas

Social distance 2m marking Tissue etiquette Hand hygiene PPE disposal Lift toilets showers washrooms entrance exit on each floor Bike store Car park

In Place

2.2

Remote tech premises /premises manager tenant / meetings

Set up Checkpoint review dates agreed to keep up with change

In Place

2.3

Staff meetings Set up Checkpoint review dates agreed to keep up with change

In Place

2.4

Training Office Manager Staff training on changes New procedures

HR resourcing E Learning Comprehensive staff guidance pack in place with weekly reviews.

2.5 Remote workers – tech Set up In Place

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Tech support

3. COVID-19 – Medical First Aid Fire Emergency

3.1

Fire Emergency Change to arrangements Cleaning handrails after fire drill Change to Refuge response First aid knows how to respond

In Place

3.2

COVID case reporting Communication and notification protocol (GDPR) Premises manager Isolation area symptomatic case Allocated room / area 2m distance Specific exit route stairway avoid lift Cleaning regime after suspected case in compliance with PHE

In Place

4. Car Park Bike Shed Terrace Garden

4.1

New COVID arrangement Bike store / Car park / Terrace / Garden

Upscale COVID cleaning Foot peddle bin PPE disposal Hand sanitizer Increase provision to accommodate demand Notices and signage Social distancing

In Place

5. Security and Reception

5.1

Security pass system access restriction imposed

Social distancing 2m Change of protocol keep windows of vehicle closed Pass system adjusted to limit access Paper passes removed

Awaiting roof being fixed and Receptionist return from Furlough.

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Change to duty hours

5.2

Changes made to Reception service Change to reception duty / contact arrangement – email mobile Duties adjusted Change to mail delivery collection Distance marking 2m Screen installation PPE Hand sanitizer min 60%


5.3

Temperature Checking Mandatory entry screening imposed on tenant Personal data GDPR

One held in reception One held on 4th Floor Not mandatory Individual Risk assessments in place.

6. Visitors and Meetings

6.1

New visitor rules introduced Avoid / number restriction Notification to reception in advance (timescale) Change to rules waiting areas Restriction removal seating Sign in arrangement Brochures magazines removed 2m distancing – Perspex reception screen Hand hygiene / sanitizer PPE provision COVID declaration notice on reception (denied entry etc.)


6.2

Change to Meetings protocol and meeting room

Change to arrangements Meeting room adjustment 2m distancing Booking regime Minimum numbers

In Place

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Removed or change of use Cleaning regime Windows and doors open

7. Deliveries

7.1

New COVID delivery protocol Change to accommodate 2m social distancing – specific route /collection / drop off zone arrangement Delivery and mail collection Delivery cleaning zone (exterior) Hand hygiene / sanitizer Out of hours arrangement Bulk delivery Delivery restrictions


8. Access and Egress

8.1

Changes made to entry exit routes corridors layout into out of premises to accommodate social distancing measures

Change to entry exit routes one-way flow Change to open / closing times Peak times identified communicated Arrival departure times staggered Management of high traffic areas (one-way flow / 2m distancing/ deactivation of turnstiles / revolving doors/ avoid contact key pads/ access restriction) Floor marking signage directional one-way flow If alternative uncontrolled entrance exits possible unauthorized entry

In Place

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Propping doors open to avoid contact

8.2

Lifts in / taken out of use Minimum number occupancy Signage Floor marking Hand sanitizer Use stairs only Deliveries Access arrangement for disabled

In Place

8.3 No go areas identified closed off Social distancing 2m

congested areas Restrict staff access

In place

9. Workstation Layout Printers Photocopiers

9.1

Changes to workstation layout The maximum capacity for workspace available for staff planned to achieve 2 meter (4m² This means a circular area with a 2 meter radius surrounding each person) to be established and not exceeded Stagger start finish times attendance Max numbers/ shift split into teams flexible working to avoid contact) Checkerboard layout Remove restrict sit to stand desktop fit screen Face to face unavoidable – Perspex screen installation / sit side by side Staff face wall Remove chairs from workstations not in use

In place

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9.2

Printers Photocopiers Wash hands before use Hand sanitizer Disinfectant wipes Allocate single person to operate to limit congestion

In place

10. Ventilation

10.1

Air conditioning powered up and exchange rate (air changes per hour per room volume 6 -12 changes per hour)

Extract stale air / pump in fresh Aerosol viral load reduced more air changes per hour Air conditioning number of people present on premises The general advice is to supply as much outside air as possible. Expanded operation times are recommended for buildings with mechanical ventilation. Consider keeping the ventilation on 24/7 with lower ventilation rates when people are absent. Provide keys to open windows doors free flow of ventilation The use of openable windows is recommended, even if this causes thermal discomfort. Even in buildings with mechanical ventilation, open windows can be used to boost ventilation Open windows in toilets with passive stack or mechanical exhaust systems may cause contaminated airflow from the toilet to other rooms so,

Air conditioning not in use, cleaned and serviced prior

to being switched off.

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in these circumstances, it is recommended that toilet windows remain shut. If there is no adequate exhaust ventilation from toilets, and window airflow cannot be avoided, keep windows open in other spaces to achieve crossflows through buildings

10.2

Air Cooling Cassettes e.g. server rooms, meeting rooms, offices

Air cooling (e.g. server rooms) filter cleaning replacement The guidance document says virus particles in return ducts can re-enter a building if centralised air handling units have recirculation. It recommends avoiding central recirculation during SARS CoV-2 episodes and closing the recirculation dampers, even if there are return air filters, as the guidance says these don’t normally filter out viruses. It also advises that decentralised systems, such as fan coil units that use local circulation, should be turned off to avoid resuspension of particles at room level. If they can’t be turned off, they should be cleaned regularly.

No server rooms

10.3 Mechanical Air Extraction – Toilets Exhaust ventilation systems of toilets should always be

Signs in place regarding closing of toilet seats.

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left on 24/7, and relatively negative pressure must be maintained in the room air to help avoid faecal-oral transmission.

Where we have 24/7 these are left on where this is

not present then windows have been left locked

open.

10.4

Free standing air purifiers Particles can be removed from the air, but air cleaners must have at least HEPA filter efficiency. According to REHVA Room-air cleaners are not effective enough as the airflow through air cleaners is limited, the floor area they can serve is normally quite small, typically less than 10m2. If used, they should be placed close to the ‘breathing zone’. Filter change in accordance with manufacturer

Not in use

10.5

Humidity levels monitored 30%-60%

Covid-19 is resistant to environmental changes and is susceptible only to a very high relative humidity (RH) above 80% and a temperature above 30°C, which is not acceptable for reasons of thermal comfort. The reason humidification is suggested in winter (up to a level of 30%) is because nasal systems and mucous membranes are more susceptible to infections at very low RH of 10-20%. However, from March,

We have closed off rooms where this is not possible.

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climatic conditions will see RH higher than 30% in all European climates, without humidification

11. Cleaning and Hygiene

11.1

Cleaning regime – internal / external

Cleaners selected must be members of the British Institute of Cleaning Science or other Trade Body Cleaning/sanitizing products tackle COVID-19 Deep cleaning before occupancy after a case Upscale/ schedule revised – high hand touch contact points – regime timescale Shared facilities – regime timescale Shower room cleaning regime (after each use and daily) – timescale Out of hours Fogging

In place

11.2 Clutter Remove reduce to allow

effective cleaning regime Restrict personal possessions

In place

12. Welfare

12.1

Hand washing soap paper towels and hand sanitizer stations (alcohol content 60% minimum) set up tissues available

Hand hygiene on arrival and departure Entrance / exit doors / reception Kitchens rest areas meeting rooms hubs washrooms Each floor monitored and replenished

In place

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Posters and signage at entrance exit points Tissues

12.2

Changes to shower room toilets sinks

Number restriction Removed from use to accommodate social distancing Soap Paper towels Foot peddle bins Posters signage notices –handwashing Close lid before flushing World Health Organization (WHO) recognises a faecal-oral transmission route for SARS-CoV-2. In a technical briefing on 2 March, WHO recommended closing toilet lids when flushing Avoidance of dried-out drains in floors and other sanitary devices by regularly adding water (every three weeks, depending on climate) Clean as you go

In place

12.3

Changes to kitchen food water dispensing

Outside rest area Closure of facility Staff bring own food Eat at desk Alcohol wipes at water dispensers 2m distancing Excess chairs removed Minimum numbers Clean as you go policy

In place

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Wash hands before using kitchen Hand sanitizer Cleaner and sanitizer Upscale cleaning

13. Waste

13.1

New COVID waste disposal Change arrangements Collection times upscaled Peddle bins with lids PPE tissues entrance / exit / toilets / bike shed / carpark

In place

14. PPE

14.1 Provision Supplied

Disposal arrangement

In place

14.2 Face coverings Site wide rule worn in

common parts

In place

COVID -19 SECURE OFFICE RISK ASSESSMENT · signs and symptoms of COVID -19. If chosen, PPE should...

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