Group Safety & Wellbeing Guidance - Working safely with the ongoing risk of COVID All Group locations Effective from Friday 28th January 2022 ...
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Group Safety & Wellbeing Guidance Working safely with the ongoing risk of COVID All Group locations Effective from Friday 28th January 2022 until further notice Owner: Group HSE & Fleet Director
Version Control Version Issue: 28th January 2022
Date Changes
10th December Communication regarding changes in England added
14th December Update to self isolation requirements on slide 8
22nd December Tool Hire guidance added
Additional precautions related to the Omicron Variant in Wales and Scotland
5th January Changes in self isolation requirements
Staggered shifts and breaks reintroduced to DCs see additional Task / Activity Specific Guidance slide
11th January Update to self isolation requirements in England, Wales and Scotland
28th January Additional slide on self isolation periods
Removal of additional controls in Wales and Scotland
Removal of Omicron guidance
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 2
Status Version Issue: 28th January 2022
This document applies to all Group locations and replaces the Group’s
previously issued Social Distancing Principles. However, in the main the
majority of the our safe ways of working remain in place.
The original Principles remain available for the Group HSE Support Team for reference
purposes only in the event that we have to implement additional controls.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 3
Introduction Version Issue: 28th January 2022
Throughout the pandemic the Group Our COVID-19 Risk Control Principles
has employed robust Health and Safety
management principles to keep We will continue to follow the UK Government’s guidance and respect the
devolved nations stance on specific issues.
colleagues and customers safe and
well, whilst enabling the business to The Safe Ways of Working detailed in this document will be put in place across all
continue to trade following Group businesses in England, Scotland, Wales and Northern Ireland; branches,
Government advice. Distribution Centres, Head Offices and all colleagues are expected to follow them.
As the UK continues to navigate the We will review our guidance regularly and make sure updates are posted on
COVID-19 pandemic we need to ‘MyPlace’ and the Plc website and communicated via the Internal
continue to adapt our safe ways of Communications Team to the wider business.
working to protect our colleagues and
customers. This means that for the
Group we need to view the risk of Stop,
As well as our two core
catching COVID-19 and it spreading to If you see something Step Back,
personal responsibility that doesn’t look
other colleagues and customers as we messages ... right, Think.
do any other workplace Health and CALL IT OUT
Then Act.
Safety hazard.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 4
Understanding the Risk Version Issue: 28th January 2022
The risk of catching or passing on COVID-19 can be higher in certain places and when doing certain activities. The
main way of spreading COVID-19 is through close contact with an infected person.
When someone with COVID-19 breathes, speaks, coughs or sneezes, they release particles (droplets and aerosols)
containing the virus that causes COVID-19. These particles can be breathed in by another person. The particles can
also land on surfaces and be passed from person to person via touch.
In general, the risk of catching or passing on COVID-19 is higher:
● in crowded spaces, where there are more people who might be infectious
● in enclosed indoor spaces where there is limited fresh air
Some activities can also increase the risk of catching or passing on COVID-19. This happens where people are doing
activities which generate more particles as they breathe heavily, such as singing, dancing, exercising or raising their
voices.
The risk is greatest where these factors overlap, for example in crowded indoor spaces where people are raising their
voices.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 5
Summary of Key Points Version Issue: 28th January 2022
● The Group strongly encourages everyone undertakes a Lateral Flow Test twice a week in line with Government guidance.
● Business Unit level risk assessments will be undertaken to ensure the specifics about each business operation is taken into account.
● Make sure you maintain good personal hygiene routines and, wherever possible, ensure there is good ventilation in your working
area.
● Hand sanitiser should remain available for colleagues and customers at entrances, counters etc.
● Perspex screens should remain in place, as must our existing cleaning regimes and our reporting and escalation requirements.
● Face coverings are mandatory in Scotland, Wales and Northern Ireland (unless exempt) in all indoor public settings e.g. in store,
branch or warehouse where public access is likely. From 28th January face coverings will no longer be mandatory in England but are
still encouraged, especially in crowded and enclosed spaces.
● Colleagues who have been working from home should follow the arrangements outlined by their Functional Leader.
● Face-to-Face meetings and training is allowed where necessary, business related overnight stays are permitted subject to our normal
rules. Meetings should be at a reduced capacity if ventilation is poor (see Office Set Up and Ventilation guidance).
● Make sure that you bring everyone up to speed with ways of working in your location and check to ensure that any general risk
assessments for Health and Safety information you amended during the Pandemic now reflect your new ways of work.
● In the event of a localised increase in infection rates contact the HSE Support Team for specific guidance.
● If a colleague tests positive for COVID please notify your RD, HSE Advisor and ER.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 6
Signs & Symptoms Version Issue: 28th January 2022
If you start to shows these signs
The most important signs and symptoms of Coronavirus are: or symptoms at work, keeping at
least a 2m distance tell your line
● a high temperature – this means you feel hot to touch on your chest or back manager and immediately
(you do not need to measure your temperature). remove yourself to an isolated
area before taking stock and
● a new, continuous cough – this means coughing a lot for more than an hour, going home.
or 3 or more coughing episodes in 24 hours (if you usually have a cough, it
may be worse than usual).
● loss or change to your sense of smell or taste – this means you've noticed you Where a colleague becomes
cannot smell or taste anything, or things smell or taste different to normal. symptomatic at work the
Group’s cleaning and disinfection
Most people with coronavirus have at least one of these symptoms. regime must be followed. This is
available here.
NHS advice is that if you have any of the above you must not leave your home and
go into self isolation. To protect others, do not go to places like a GP surgery,
pharmacy or hospital. Use the 111 online Coronavirus service to find out what to do.
Further information on self
Remember to follow our sickness absence procedure and tell your line manager as isolation is available from the
well, so that we can make sure we can put the right support in place to help you. NHS website here.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 7
Self Isolation Version Issue: 28th January 2022
There are two situations in which you will need to self-isolate under current rules.
1. When you are contacted by NHS Test & Trace
If you are contacted by NHS Test & Trace it means you have been identified as a close contact of a positive case. NHS Test & Trace will contact
you by one of the following means: through the App, text message, phone call or e-mail.
It is a legal requirement to self-isolate if you are identified as a close contact and instructed to self-isolate by NHS Test and Trace. You must
advise your line manager immediately and follow the Group’s sickness absence Policy. If you are contacted while at work, keeping at least a
2m distance tell your line manager and immediately remove yourself to an isolated area before taking stock and going home.
If fully vaccinated and identified as a close contact you are not required to self isolate but should complete daily lateral flow tests before
leaving home and only do so if negative. If not fully vaccinated you are required to self isolate for the full 10 days.
2. If you test positive for COVID-19 or you are displaying COVID-19 symptoms
You must immediately self isolate if you test positive for COVID-19 OR you have COVID-19 symptoms.
Self Isolation Arrangements
The following slides detail the self isolation arrangements that are in place for both England and the devolved nations. Note that there are
slight differences between them but in all cases they relate to those colleagues who are fully vaccinated. If you are not fully vaccinated you are
required to self isolate for the full 10 days if you are a close contact, and if you test positive. Follow the guidance on the following slides on
when to stop self isolating.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 8
Self Isolation Arrangements Version Issue: 28th January 2022
IN ENGLAND
When to Start Self Isolation
● If you test positive, your self-isolation period includes the day your symptoms started (or the day you had the test, if you do not have symptoms) and the next 10 full days.
● If you get symptoms while you're self-isolating, the 10 days restarts from the day after your symptoms started.
When to stop self-isolating
You can do a rapid lateral flow test from day 5 of your self-isolation period (but not before) and another test 24 hours later. You can stop self-isolating if:
● both tests are negative
● you do not have a high temperature
Remember to report your test result on the NHS COVID Website.
You should stop testing after you’ve had 2 negative test results in a row.
If you stop self-isolating after 5 full days, it's important that you take steps to reduce the chance of passing COVID-19 to others. This means you should:
● work from home if you can
● wear a face covering in shops, on public transport and when it's hard to stay away from other people – particularly indoors, in crowded places or where there is not much fresh
air
● limit contact with people at higher risk of serious illness from COVID-19
● follow advice on how to avoid catching and spreading COVID-19
You can stop self-isolating after the 10 days if either:
● you do not have any symptoms
● you just have a cough or changes to your sense of smell or taste – these can last for weeks after the infection has gone.
You do not need to do any more rapid lateral flow tests after day 10 of your self-isolation period.
When to keep self-isolating after 10 days
If you have a high temperature after the 10 days, or are feeling unwell, keep self-isolating and seek medical advice.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 9
Self Isolation Arrangements Version Issue: 28th January 2022
IN WALES, SCOTLAND & NORTHERN IRELAND
When to Start Self Isolation
● If you test positive, your self-isolation period includes the day your symptoms started (or the day you had the test, if you do not have symptoms) and the next 10 full days.
● In Wales if you get symptoms while you're self-isolating, the 10 days restarts from the day after your symptoms started. In Scotland and Northern Ireland the self-isolation
period does not restart.
When to stop self-isolating
In Wales and Scotland you can do a rapid lateral flow test from day 6 (day 5 in Northern Ireland) of your self-isolation period (but not before) and another test 24 hours later. You can
stop self-isolating if:
● both tests are negative
● you do not have a high temperature
Remember to report your test result on the NHS COVID Website.
You should stop testing after you’ve had 2 negative test results in a row.
If you stop self-isolating after 7 full days in Wales and Scotland or 5 full days in Northern Ireland, it's important that you take steps to reduce the chance of passing COVID-19 to others.
This means you should:
● work from home if you can
● wear a face covering in shops, on public transport and when it's hard to stay away from other people – particularly indoors, in crowded places or where there is not much fresh
air
● limit contact with people at higher risk of serious illness from COVID-19
● follow advice on how to avoid catching and spreading COVID-19
You can stop self-isolating after the 10 days if either:
● you do not have any symptoms
● you just have a cough or changes to your sense of smell or taste – these can last for weeks after the infection has gone.
You do not need to do any more rapid lateral flow tests after day 10 of your self-isolation period.
When to keep self-isolating after 10 days
If you have a high temperature after the 10 days, or are feeling unwell, keep self-isolating and seek medical advice.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 10Regular Testing & Reporting Version Issue: 28th January 2022
Lateral Flow Testing Reporting COVID-19 Cases
ANY COVID-19 CASE effecting a Colleague must be reported by their Branch Manager
Around 1 in 3 people with COVID-19 do not have (or equivalent) to:
any symptoms. This means they could be ❖ their Regional Director,
spreading the virus without knowing it. Testing ❖ the HSE Support Team,
twice a week increases the chances of detecting ❖ Employee Relations; and,
COVID-19 when a person is infectious - helping to ❖ Self-Isolation Service Hub.
make sure you don’t spread the virus.
● These colleagues will then make sure that both the site and the colleague receive the
● Lateral flow testing is not mandatory right support necessary to the situation and ensure any onward reporting is completed.
across the Group as we are not a high risk ● Following 3 or more positive cases in any 48 hour period in the workplace a deep
setting like, for example, a care home. clean should be undertaken by approved contractors provided by Facilities
● Colleagues are strongly encouraged to Management. Below this requirement the site should complete a localised clean.
● Whether colleagues suffering from COVID-19 is reportable under the Reporting of
complete a Lateral Flow Test twice a
Injuries, Diseases and Dangerous Occurrence Regulations will be determined by the
week in line with Government guidance
relevant BU Head of HSE using the Group’s reporting decision framework (here) and
via Home Testing Kits and report their they will complete the relevant reports.
result to the NHS via the links provided. ● The Self-Isolation Service Hub can be contacted on 020 3743 6715, you need to provide
● Test kits are free and easy to get, more the positive colleagues 8 digit NHS Test and Trace Account ID and names of colleagues
information on how to get the kits and identified as close contacts, definition of close contact can be found here.
use them can be found here. ● Multiple COVID cases will be investigated by HSE team to clarify source
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 11Risk Assessment & Ways of Working Version Issue: 28th January 2022
Risk Assessment
The Group will continue to use risk assessment Safe Ways of Working
as its basis to manage the risks associated with The easing by the UK Government of restrictions on Social
COVID-19 transmission in the workplace. Distancing means that the steps we need to take to keep people
safe and well are changing.
● A formal Business Unit Level assessment will be
● The following pages detail the Group’s general safe working
undertaken for each business by the relevant
arrangements that all colleagues should follow with respect to
Head of HSE.
reducing the chances of COVID-19 transmission in the workplace.
● Assessments will be approved by the relevant ● Additional controls may be put in place by individual business units
Managing Director (or the Group Property or in specific branches depending on local factors e.g. surges in
Director in relation to ‘The Hub’). infection rates.
● Assessments will take into account the specific ● There will be some ways of working that have been introduced by
business unit context, this guidance and the individual businesses during the pandemic that, whilst not
Group’s previous Social Distancing Principles. mentioned in this guidance, will remain in place as these are their
‘new ways of working’.
● Assessments will be reviewed regularly e.g.
Where this is the case business units should communicate these to
after an incident, following guidance changes
their colleagues directly.
but at least annually.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 12Vulnerable Colleagues Version Issue: 28th January 2022
Clinically Extremely Vulnerable Colleagues Pregnant Colleagues
The Shielding requirements for colleagues that were For all pregnant colleagues a New & Expectant Mothers Risk
previously identified as clinically extremely vulnerable Assessment should be completed in the normal way. However,
there are additional requirements, detailed below.
by the NHS was paused sometime ago.
However those colleagues that were previously classed as Less than 26 weeks
clinically extremely vulnerable may want to continue to Colleagues should adhere to the Group guidance, which is regularly
take additional precautions such as: reviewed to ensure it is in line with Government guidance.
● Wearing a face covering when inside.
More than 26 weeks (or less with an underlying health condition)
● Avoiding close contact with those outside of their
New & Expectant Mothers Risk Assessment should be reviewed as
household.
there is a greater risk of becoming severely ill if they contract
● Ensuring their working area is well ventilated.
COVID-19. It is worth noting that pregnant colleagues are not more
● Avoiding the use of public transport at busy times.
susceptible of contracting the virus. As with clinically vulnerable
We will continue to support these colleagues to work in a colleagues, pregnant colleagues may wish to take additional
COVID-secure manner they are comfortable with and all precautions which we will support, this would be discussed as part
colleagues should respect any additional measures they of the risk assessment review. Further guidance is linked on slide 22
wish to take.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 13COVID Review Version Issue: 28th January 2022
In Wales it is legally required that all branches, stores and other sites carry out a formal
(i.e. written down), regular review of their COVID-19 safe ways of working.
This must be done monthly unless there is a significant change e.g. change in alert level, a
positive case at the site etc.
It is strongly recommended that this formal, regular review is completed by all sites across
the rest of the Group’s estate.
The review template can be found here.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 14General Precautions Version Issue: 28th January 2022
Personal Hygiene
Hands touch many surfaces and can become contaminated with viruses, including COVID-19. You can transfer viruses to
your eyes, nose or mouth from your hands if they are contaminated. Then viruses can enter your body and infect you.
Coughing and sneezing increases the number of droplets and aerosols released by a person, the distance they travel and
the time they stay in the air. A cough or sneeze of an infected person which is not covered will significantly increase the
risk of infecting others around them.
Coughing & Sneezing
Washing Your Hands
Wash your hands with soap and water or use hand sanitiser regularly throughout the day. It is ● Cover your mouth and nose
particularly important to wash your hands: with disposable tissues when
you cough or sneeze.
● after coughing, sneezing and blowing your nose
● before you eat or handle food ● If you do not have a tissue,
● after coming into contact with surfaces touched by many others, such as handles, handrails cough or sneeze into the crook
and light switches of your elbow, not into your
● after coming into contact with shared areas such as kitchens and bathrooms hand.
● when you return home. ● Dispose of tissues into a
Hand sanitisers and wipes should remain available for colleague and customer use. rubbish bag and immediately
wash your hands.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 15General Precautions Version Issue: 28th January 2022
Cleaning
Keeping working areas clean means that any germs or viruses are not able to survive.
● Cleaning regimes should be heightened with particular attention being paid to high frequency contact areas.
These include: taps and washing facilities, showers, lockers, toilet flush and seats, door handles and push plates, handrails on
staircases and corridors, lift controls, machinery and equipment controls, telephones, keyboards, photocopiers and other office
furniture, showers, meeting rooms and break out areas.
Heightened cleaning regimes apply to other shared equipment like plant and equipment, vehicles and hand-held devices. Use
antibacterial wipes, binning them in the appropriate waste receptacle after use.
● Details of the type of cleaning products to be used can be found here. Government guidance on cleaning can be found here.
● Rubbish collection and storage points should be increased and emptied regularly throughout and, at the end of, the day. Refuse
bags should be used in the bin, tied and removed before being placed in the main waste receptacle. PPE (such as disposable face
coverings and gloves) should not be placed in recycling bins.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 16General Precautions Version Issue: 28th January 2022
Separation
Keeping your distance from those you don’t have regular contact with remains a good way to reduce the chances of
you catching and spreading COVID-19.
● Perspex Screens should remain in place to provide separation at Trade Counters between colleagues and customers.
● Continue to use Contactless payment and document handling.
● In office environments - including the internal sales area in branches - Perspex Screens should remain in place; or where this is not
possible, there should be 2m spacing between colleagues, either sitting back-to-back or side-to-side; never facing each other.
● Where there is restricted space customer occupancy levels in shop areas should be maintained at those limited levels in place
during the earlier stages of the Pandemic. Hand sanitiser and wipes should remain available for customer use.
● In Distribution Centres and other similar locations rest breaks should be staggered to enable colleagues to maintain an adequate
distance from each other whilst in the canteen area. Shift changeovers can return to normal with additional controls such as face
coverings.
● Additional guidance for Wales and Scotland can be found later in the pack.
‘Fresh Air’ and Ventilation
See guidance link on Slide 22.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 17General Precautions Version Issue: 28th January 2022
Face Coverings
COVID-19 spreads through the air by droplets and aerosols that are
exhaled from the nose and mouth of an infected person.
Asking for a Face Covering to be Removed
There may be situations when face coverings can asked to
Face coverings are legally required in Scotland, Wales and Northern
be removed:
Ireland in any indoor setting with public access this means:
● If a police officer or other official requests you
● Face coverings must be worn by colleagues and customers when
remove your face covering
in shop areas, unless medically exempt.
● For the purposes of age identification on age
● Colleagues sitting at (sales) desks behind the counter must wear
restricted sales
a face covering when serving on the counter or moving around
the shop area, unless medically exempt.
● If speaking with people who rely on lip reading,
facial expressions and clear sound
Face coverings are still encouraged in England, especially in crowded
and enclosed spaces.
● Some may ask you, either verbally or in writing, to
remove a covering to help with communication
Information about what face coverings are is available here.
PERSPEX SCREENS ON TRADE COUNTERS etc. MUST REMAIN IN PLACE
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 18General Precautions Version Issue: 28th January 2022
During the height of the Pandemic the Group stopped all but business critical overnight stays, face-to-face meetings and
training sessions and, all those that could worked from home. Gradually these rules can start to be eased as outlined
below.
Working From Home Face-to-Face Meetings or Training Session Overnight Stays
● Ensure there is suitable ventilation (see Office Set Up
Colleagues who are ordinarily Where necessary and, in
and Ventilation Guidance on slide 22), if this is not
based at a branch, DC and HOs accordance with the
possible then ensure the meeting/session is done with
and currently working from relevant Group policies,
less than the maximum number of people the room
home, should refer to the overnight stays in hotels
can accommodate - ideally 50% less - and with them
relevant instructions about for work purposes can take
adequately distanced.
home working provided by their place without having to
● Customer and Supplier visits should take place as
Functional leader as to their seek permission from a
necessary, providing the customer and supplier are
working arrangements moving GLT member.
happy for you to attend and that when on their site
forward.
you follow their COVID secure arrangements. Likewise
when on ours they should follow our arrangements.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 19Site Specific Precautions Version Issue: 28th January 2022
Specific Considerations Your Local General Risk Assessments
In the majority of cases sites will simply have to During the height of the Pandemic each location
implement the safe ways of working outlined in this significantly changed ways of working and amended their
document in order to help reduce the risks associated risk assessments accordingly. As we move into this next
with the COVID in the workplace to a level that is as low phase it is equally important that you revisit those same
as reasonably practical. risk assessments and make sure that they now reflect the
ways of working you have in place. Remember to include
However, from time-to-time with changing infection a review of your related information like fire wardens and
rates and surge testing, additional measures may be first aiders.
required. Should your area move into one of these
higher risk conditions contact the HSE Support Team for For more help contact your ROM or the HSE Support
further advice. Team.
Tell Everyone
Make sure that you brief all colleagues on the revised precautions remembering to do the same for those returning
from sickness absence or returning after shielding.
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 20Version Issue: 28th January 2022
Further Task / Area Specific Precautions
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAYTask / Area Specific Precautions Version Issue: 28th January 2022
Further safe working precautions for specific tasks or areas are provided below and should be followed accordingly
● Office set up and ventilation
● Two person lift - this should still be carried out with another colleague rather than a customer where possible
● Delivering to customers and sites
● Showrooms
● Customer / site visits
● Distribution Centres
● Events and Business Conferences
● Pregnant Colleagues
● Communication regarding changes in England - Following Govt. announcement on 9th December 2021
● Tool Hire
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 22Version Issue: 28th January 2022
Historic Version Control
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAYVersion Control Version Issue: 28th January 2022
Date Changes
19th July 2021 First Issue
23rd July 2021 Clarification on NHS Trace & Test requirements
Safe working arrangements for those previously classed as clinically extremely vulnerable and pregnant colleagues
Task and Area specific safe working precautions
9th August 2021 Addition of Scotland and Wales
Changes on requirement to self isolate
Reporting COVID cases to HSE team
30th September 2021 Updated guidance for meetings and events
Changes to DC operations
22nd October 2021 Clarification on self isolation requirements in Scotland
Update on deep clean requirements
Further guidance on support for pregnant colleagues
8th November 2021 Changes to self isolation requirements in Wales
Added Northern Ireland
30th November 2021 Update to face covering and self isolation requirements in England.
Winter ventilation guidance
EVERYONE HOME SAFE AND WELL, EVERY SINGLE DAY 24Group Safety & Wellbeing Guidance Working safely with the ongoing risk of COVID All Group locations Effective from Friday 28th January 2022 until further notice Owner: Group HSE & Fleet Director
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