HR CORONAVIRUS FAQs Guidance for headteachers in schools and educational settings during the coronavirus pandemic - 3rd September 2021 - Hackney ...
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HR CORONAVIRUS
FAQs
Guidance for headteachers in schools
and educational settings during the
coronavirus pandemic - 3rd
September 2021
1HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Business Continuity
This guidance reflects the current situation where all lockdown restrictions have been
lifted from 16th August 2021. This situation may change rapidly due to local outbreaks
and variants of concern.
All service Headteachers are asked to review their Business Continuity Plans with an
emphasis on maintaining sufficient staffing levels to continue to provide education
provision for their school.
This guidance applies to all schools and educational settings (maintained, community,
voluntary aided, academies and free schools) and will support Headteachers to handle
potential teaching/support staffing matters that may arise due to the coronavirus from 1st
September.
The relevant guidance is:
Government guidance: Schools coronavirus (COVID - 19) operational guidance
Additional guidance:
● Full list of guidance: Guidance for schools: coronavirus (COVID-19)
● Day to day running of a school:
Coronavirus: Education and childcare
Contingency Framework: education and childcare settings (excluding universities)
Special schools and other specialist settings: coronavirus (COVID-19)
● Early years and childcare:
Early years and childcare: coronavirus (COVID-19)
Guidance for early years and childcare providers
● Safe working and protective measures:
Coronavirus (COVID-19): home test kits for schools and FE providers
Safe working in education, childcare and children’s social care
Coronavirus (COVID-19): safe travel guidance for passengers
Please ensure that all teaching/support staff are kept informed of the latest government advice
through school staff communications. All teaching/support staff must read and comply with that
guidance.
A list of questions covered in this document is below. It is advisable to read and understand all of the
guidance. However, if you quickly need to refer to a specific answer, click on the question or heading
below to jump to that section:
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2HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Table of contents
Health Guidance 7
1.What are the symptoms of coronavirus? 7
2.What are the appropriate steps if someone becomes unwell at work? 7
3.What are the instructions for households who need to isolate prior to surgery or day
surgery? 7
4.Can an Occupational Health Service be used to inform decisions related to the
Covid-19? 8
Self-isolation 8
5.What are the arrangements for NHS test and trace? 9
6.Who should self-isolate? 9
7.Should staff who are not vaccinated but are instructed to self isolate by NHS track and
trace be paid? 9
8.When might staff (including those who are fully vaccinated) be exempt from self
isolation? 10
9.What precautions should exempt staff take if they have been identified as a close
contact of a positive case? 10
10.Should colleagues be informed if a member of staff is a close contact of a positive
case of COVID-19 and they are at work as they are exempt from self isolating? 10
11.Can a Headteacher instruct someone to self-isolate? 11
12.Can a Headteacher ask a member of staff to provide proof they need to self isolate?11
Testing 12
13.What are the arrangements for routine testing of staff? 12
14.Is it mandatory for staff to participate in asymptomatic testing? 12
15.Do third party contractors have to be part of the lateral flow testing within schools? 12
16.What if a member of staff develops symptoms? 12
17.A member of staff is showing COVID-19 symptoms but they refuse to take a test.
What can I do? 12
18.Can we ask a member of staff to provide evidence of having a COVID-19 test? 13
Vaccinations 13
19.If a member is unwell after having the coronavirus vaccination, how should any
sickness absence be recorded? 13
20.Do we need to keep a record of staff who have been fully vaccinated and are we
legally allowed to ask for evidence so we know who needs to self isolate if they come into
close contact with a positive case? 13
Working Guidance 14
21.What is the guidance in Step 4 of the government's roadmap from 19th July? 14
22.What are the guidelines for working arrangements for schools? 14
23.Can staff work across groups of children and schools? 14
Individual working arrangements 15
24.Which staff should complete a COVID-19 vulnerabilities risk assessment? 15
25.Do we need to ask agency workers to carry out a vulnerability risk assessment before
they start a placement? 15
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3HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
26.Does a coronavirus vaccination impact on the vulnerability's risk assessment? 15
27.If staff have received the vaccine do they now need to review or recomplete
vulnerability assessment? 16
Supporting staff who are at increased risk from COVID-19 16
28.What are the current working guidelines for staff who are clinically extremely
vulnerable? 16
29.What about staff who may be otherwise at increased risk from COVID-19? 17
30. Is COVID-19 more serious in pregnancy? 17
32.A member of staff has a medical condition that isn’t listed in the guidance. What
should they do? 18
33.What are the provisions if a teacher/support staff lives with someone who has
increased risk from coronavirus? 18
34.Can staff request to come to work at a different time than the school has requested,
so that they are not arriving at school during peak time on public transport? 18
35. If it is agreed that an employee will work from home for an extended period, what are
the key considerations? 18
36. If a member of staff has to work from home, will the school have to pay them a home
working allowance? 19
Local outbreaks and variants of concern 19
37.If we need to change our working arrangements and class allocation, can I ask a class
teacher from one year group to cover another year group? 19
Apprentices 19
38.Can I hire an apprentice or create a work placement? 19
PPE and face coverings 20
39.What is the current general guidance on staff wearing PPE? 20
40.What is the current guidance for face coverings for staff, pupils and students during
the coronavirus pandemic? 20
41.What if a member of staff wants to wear PPE or a face covering and it is not a
requirement for their role? 21
42.We have a high number of SEND children at the school, can staff refuse to work with
them without PPE? 21
COVID-19 related absence 22
43.If an employee has been advised to self-isolate 22
…and they are sick, what sort of leave is this? 22
…but they are not sick, what sort of leave is this? 22
44.How is COVID-19 related absence recorded on iTrent? 22
Sickness 22
‘Other’ absence 22
45.How can I support a member of staff who experienced prolonged symptoms after
contracting coronavirus (Long COVID)? 23
Annual leave for support staff who work 52 weeks per year 23
46.Using holiday 23
47.Carrying over holiday 23
48.Previously booked holidays 24
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4HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
49.A member of staff wants to go on holiday abroad and may need to quarantine for 10
days when they return? 24
50.If an employee is confirmed as having the coronavirus, what should their colleagues
be told? 24
Absence due to concerns over COVID-19 24
51.How should headteachers respond if an employee refuses to come to work? 24
52.How should headteachers respond if an employee refuses to come to work due to
health and safety concerns (invoke section 44)? 25
53.If an employee decides not to attend work without discussing this with their manager
and getting agreement, what sort of leave is this? 25
54.How will you manage staff who have taken the decision to self-isolate, because they
believe they are at risk and are anxious about attending to work? 26
55.A member of staff is not attending to work based on the advice they have received
from their union. How do we manage this? 26
Dependency leave 26
56.What are the provisions for staff who need to look after dependents due to
COVID-19? 26
57.Staff have informed you that they cannot return to work due to concerns regarding
their children returning to an education setting. What options do you have? 27
58.How do you deal with staff who are anxious and do not attend work, and provide a
medical certificate for stress, anxiety or depression? 27
Support for staff and wellbeing 28
59.How can headteachers support staff during the coronavirus emergency? 28
60.How can I support staff who are suffering from work-related stress during the
Coronavirus pandemic? 28
61.What support has been put in place to support staff who have lost close family
members and friends and are anxious about returning to work? 28
62.How will you manage staff who do not want to attend work because they are anxious
about taking public transport to work? 29
63.The risk of racial harassment has increased with the coronavirus. What should
Headteachers and colleagues do? 29
Probation and performance management 30
64.What happens if a new employee’s probationary period assessment can’t be
completed due to COVID-19 30
65.What provisions will be made for Early Career Teachers who are absent due to
coronavirus during their induction period? 30
66.What is the guidance on pay progression for 2021? 30
67.If I have concerns regarding a member of staff’s performance (online) during
COVID-19, how do I support them? 30
Coronavirus Job Retention Scheme 32
68.What is the Coronavirus Job Retention Scheme (CJRS) and can schools make use of
it? 32
Contingency workers and contractors 33
69.What should we do about pay for agency workers? 33
70.What happens if the agency workers contract ends? 33
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5HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
71.In the event of the full or partial closure of a school, does an agency worker remain
entitled to be paid if other employees continue to be paid even if they are not working
from home? 33
72.What are the pay arrangements for casual/sessional/zero hours employees? Are we
going to get paid if our usual work is not required? 33
73.What happens for staff who are paid through private funding e.g. parental
contributions? 34
74.Can we ask external contractors what provision they have put in place to reduce the
risk to their staff and school staff on school premises? 34
75.The school has been paying external contractors invoices, but the external contractor
has furloughed their staff, what should we do? 34
DBS checks 35
76.Are there any changes to the DBS process? 35
Changes to reflect Right to Work rules 35
Verification of ID documents 35
Further information 35
HR Processes 35
Organisational change – restructures 36
Disciplinary, capability, formal sickness and grievance procedures 36
Recruitment 36
Voluntary Aided Schools, Free Schools and Academies 36
Further information 37
Hackney Education HR guidance 37
Government advice 37
Local Government Association 37
London Diocesan Board of Schools 37
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6HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Health Guidance
1.What are the symptoms of coronavirus?
The symptoms of the coronavirus are:
○ A high temperature.
○ A new, continuous cough.
○ Loss or change of sense of smell or taste (anosmia).
Note: These symptoms do not necessarily mean someone has the illness.
The NHS have set out further details of symptoms here: Symptoms of coronavirus.
About 1 in 3 people with COVID-19 do not have symptoms but can still infect others. This
is why everyone is advised to get tested regularly (see Questions 14-18)
Staff can also check their symptoms online using the 111 online coronavirus service. Please also
see the guidance on testing (Question 9).
2.What are the appropriate steps if someone becomes unwell at work?
Please refer to the What to do if a pupil or member of staff has coronavirus symptoms or tests
positive for coronavirus on Hackney Education’s Coronavirus advice page.
3.What are the instructions for households who need to isolate prior to surgery or
day surgery?
Local NHS protocols will apply in these circumstances and staff should be advised of these on
receipt of any appointment details and discuss these with their manager.
The member of staff will need to provide a copy of the letter that the NHS hospital has sent to them
or the member of their household detailing the surgery as proof.
After being discharged from hospital a further period of self-isolation may be required, the hospital
will advise about this accordingly. Again, staff will need to provide a copy of the documentation from
the NHS hospital as proof of this further period of self-isolation.
Unless already on sick pay, all employees should remain on normal full pay for the duration of the
self-isolation period. Those who can work from home (either in their own role or on alternative
duties), should do so. It may be the case that dates scheduled for hospital admission get deferred,
resulting in a further period of self-isolation being required, but this may be something that
headteachers will need to accommodate as a consequence of the current situation.
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7HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
4.Can an Occupational Health Service be used to inform decisions related to the
Covid-19?
Headteachers should be assessing the level of risk posed by COVID-19 to individual employees
using the COVID- 19 vulnerabilities risk assessment and use this to inform discussions with the
individual.
Advice can be sought from the school’s Occupational Health provider if required. Employees cannot
call the Occupational Health Service for advice themselves. If they need medical advice they should
contact their GP or NHS 111.
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8HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Self-isolation
5.What are the arrangements for NHS test and trace?
The NHS test and trace service:
● provides free testing for anyone who has symptoms of COVID-19 to find out if they have the
virus
● gets in touch with anyone who has had a positive test result to collect information about
close contacts
● alerts those contacts, advises them to take a PCR test and instructs them to self-isolate, and
from 16 August will also check which contacts are exempt from self-isolation
Government guidance and NHS guidance is available for staff who have symptoms or have tested
positive or where a member of their household has symptoms or tested positive.
Government guidance and NHS guidance where a member of staff has been told they are a contact
of someone who has tested positive for COVID-19 but do not live with them.
6.Who should self-isolate?
Pupils, staff and other adults must not come into the school if they:
● Have any symptoms of COVID-19 (a high temperature, a new continuous cough or a change
or loss or change to their sense of smell)
● Have tested positive for COVID-19
● Live with someone who has symptoms or has tested positive for COVID-19. (unless they are
required not to self isolate - see below).
Staff may need to self isolate if they are returning from abroad. Check the quarantining when
entering England on GOV.UK.
Staff contact the NHS 111 online coronavirus service if they are worried about their symptoms or are
unsure what they need to do.
7.Should staff who are not vaccinated but are instructed to self isolate by NHS track
and trace be paid?
Vaccinations are not compulsory so staff should still be paid if they are required to self isolate by
NHS test and trace.
If managers believe that employees do not fulfil the criteria for self-isolation, they should contact
their HR Business Partner/Advisor.
This guidance will be kept under review and may be updated.
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9HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
8.When might staff (including those who are fully vaccinated) be exempt from self
isolation?
Staff who live with someone who has symptoms of COVID-19 or has tested positive for COVID-19 or
has been a close contact of a confirmed positive case will not need to self-isolate if any of the
following apply:
● They are fully vaccinated - this means 14 days have passed since they have received the
final dose of an NHS COVID-19 vaccination.
● They are under 18 years, 6 months of age
● They are taking part or have taken part in a COVID-19 vaccination trial
● They are not able to get fully vaccinated for medical reasons
Staff do not have to inform their workplace that they are exempt from self isolating however we
recommend that headteachers hold sensitive conversations with their staff to discuss if they are
willing to share this information to enable headteachers to make contingency plans and precautions
where necessary (refer to Question 21 for further information).
9.What precautions should exempt staff take if they have been identified as a close
contact of a positive case?
Even if staff do not have symptoms of COVID-19, they should still:
● get a PCR test on GOV.UK to check if they have COVID-19
● follow on advice on how to avoid catching and spreading COVID-19
● consider limiting contact with people who are at higher risk from COVID-19
The guidance for schools on tracing close contacts and isolation in the Schools COVID 19
operational guidance states that:
‘Staff who do not need to isolate, and children and young people aged under 18 years 6 months who
usually attend school, and have been identified as a close contact, should continue to attend school
as normal. They do not need to wear a face covering within the school, but it is expected and
recommended that these are worn when travelling on public or dedicated transport.’
However, depending on the circumstances the headteacher/line manager and the member of staff
may consider the following precautions as outlined in the NHS Test and Trace: guidance for
employers:
● limiting close contact with people outside their household, especially in enclosed space
● wearing a face covering in enclosed spaces and where they are unable to maintain social
distancing
● limiting contact with anyone who is clinically extremely vulnerable
● taking part in regular lateral flow testing
For further guidance, please contact your HR Business Partner or Adviser.
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10HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
10.Should colleagues be informed if a member of staff is a close contact of a positive
case of COVID-19 and they are at work as they are exempt from self isolating?
Headteachers/staff do not need to tell colleagues that a member of staff has been in close contact
with a positive case of COVID-19 and they are at work as they are exempt from self isolating.
However, if the member of staff is taking some visible precautions at work for the 10 days following
their most recent contact with the positive case, they may choose to or ask their headteacher/line
manager to explain to their colleagues any temporary changes to their working practices.
11.Can a Headteacher instruct someone to self-isolate?
If an employee is experiencing symptoms of coronavirus, then they should be instructed not to
attend work. They should self-isolate and arrange a PCR test as soon as possible.
The government’s stay at home guidance provides useful information about why you need to
self-isolate and how to manage this.
Employees must comply with advice from managers aimed at containing the virus and/or actions
associated with contingency plans.
Staff can be fined if they do not stay at home and self-isolate following a positive test result for
COVID-19, or if they are a contact of someone who has tested positive, and they are notified by
NHS Test and Trace that they need to self-isolate.
12.Can a Headteacher ask a member of staff to provide proof they need to self
isolate?
Depending on the circumstances, the headteacher may request the member of staff to provide proof
of a future test appointment, a positive test result or a proof of positive contact with COVID-19 via
the NHS Test and Trace service.
If the member of staff is unable to provide one of the above, the headteacher may request the
employee to get an online isolation note.
If the member of staff is unwilling to provide proof of requirement to self isolate, then the
headteacher should contact HR for further guidance.
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11HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Testing
13.What are the arrangements for routine testing of staff?
Staff should undertake twice weekly home tests whenever they are on site until the end of
September, when this will also be reviewed.
See here for resources collated by government to support testing in schools including advice and
guidance, flow charts, standard letters for parents and other useful resources:
● Early Years Settings & Primary School
● Secondary Schools & FE College
14.Is it mandatory for staff to participate in asymptomatic testing?
Headteachers cannot insist on staff taking tests. However to stop the spread of the virus, all school
staff are strongly encouraged to participate in asymptomatic testing. If a member of staff refuses or
is reluctant to participate in asymptomatic testing, Headteachers should have a discussion with them
to understand and address any concerns they may have.
15.Do third party contractors have to be part of the lateral flow testing within
schools?
Third party contractors are also strongly encouraged to participate in lateral flow tests to prevent the
spread of COVID-19. We advise Headteachers and Business Managers to have discussions with all
contractors who work in their schools about lateral flow testing arrangements.
All parties working in the school are strongly encouraged to cooperate with this process.
16.What if a member of staff develops symptoms?
If any member of staff develops COVID-19 symptoms, they should immediately self-isolate and book
a PCR test asap. Tests can be booked online here or by calling 119.
There are two different ways to get tested.
1. Home testing:. School staff are considered essential workers and are prioritised for home
testing kits.
2. Testing sites: See the Council’s Coronavirus support webpage for more information and
where to get test kits from.
17.A member of staff is showing COVID-19 symptoms but they refuse to take a test.
What can I do?
Government guidance requires anyone with Covid-19 symptoms to arrange a test. Headteachers
should inform them that they have a duty of care to all staff and children within the school and that
this is a reasonable management request. You should reassure them that anything that they share
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12HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
with you will be kept in the strictest confidence. If they still fail to do this, advise that they cannot
return to work until a test has been taken or within at least 10 days from when the school became
aware the member of staff was showing symptoms, and during that time they may not be paid.
Please speak to your HR Business Partner/Advisor for further advice.
18.Can we ask a member of staff to provide evidence of having a COVID-19 test?
Yes, this is a reasonable management request. As the Headteacher you have a duty of care to the
employees and children in your care.
Vaccinations
19.If a member is unwell after having the coronavirus vaccination, how should any
sickness absence be recorded?
The government has created guidance on What to expect after your COVID-19 vaccination.
Although feeling feverish is not uncommon for 2 to 3 days, a high temperature is unusual and may
indicate the member of staff has COVID-19 or another infection. If a member of staff has a high
temperature or is concerned they are experiencing other symptoms of COVID-19, they must self
isolate and arrange for a PCR test.
If a member of staff becomes unwell, following receiving a coronavirus vaccination and is unable to
attend work, this sickness absence should be recorded as Covid-19 Sickness.
If a member of staff is concerned or their symptoms get worse, they should call 111.
20.Do we need to keep a record of staff who have been fully vaccinated and are we
legally allowed to ask for evidence so we know who needs to self isolate if they come
into close contact with a positive case?
Headteachers may reasonably ask staff if they are fully vaccinated so they are able to plan
contingency arrangements if staff are required to self isolate and to be able to hold informed
discussions with staff on their individual working arrangements.
Hackney Education recommends that headteachers/managers explain why they are requesting this
information and where this information will be held and confirm that this information will only be held
as long as necessary.
Staff do not have to disclose their vaccination status, if they choose not to.
The Information Commissioner’s Office provides further guidance on Vaccination and COVID status
checks.
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13HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Working Guidance
21.What is the guidance in Step 4 of the government's roadmap from 19th July?
The government’s ‘COVID-19 Response - Spring 2021’ outlines the roadmap out of the current
lockdown for England. From the 19th July, England moved to Step 4.
The government guidance Coronavirus: how to stay safe and help prevent the spread outlines the
general guidance that is in place for Step 4.
22.What are the guidelines for working arrangements for schools?
The guidance relating schools operating during the coronavirus pandemic is:
Government guidance: Schools coronavirus (COVID - 19) operational guidance
Headteachers must continue to do everything possible to protect those staff in vital roles by
reviewing their risk assessments and implementing appropriate control measures outlined in the
Schools coronavirus (COVID-10) operational guidance.
During the coronavirus pandemic, schools must:
● Frequently review and where necessary, update school risk assessments
● Make sure they are following the system of controls to minimise the risk of infection,
including a plan for asymptomatic testing until further notice.
● Have a contingency plan in place for outbreaks in the school or changes in restrictions
Any teaching/support staff who are displaying possible coronavirus symptoms should be sent home
immediately and should make arrangements to be tested within the first 5 days of when the
symptoms began (see Question 6).
23.Can staff work across groups of children and schools?
It is no longer recommended that staff and children work in bubbles. Schools should have
contingency plans in place in case bubbles need to be reinstated where local restrictions apply.
Further guidance on Hackney Education staff and other stakeholders visiting schools and early
years settings is available here.
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14HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Individual working arrangements
24.Which staff should complete a COVID-19 vulnerabilities risk assessment?
It is recommended that the COVID-19 vulnerabilities risk assessments are carried out for
all staff and are regularly reviewed, particularly where the individual's assessment is
critical or high risk or the staff member’s circumstances change or where guidance or
new restrictions come into place from the government. Please see Questions 21 and 22
for guidance on the impact of the coronavirus vaccination on a member of staff’s
vulnerabilities risk assessment .
Schools have a duty under health and safety law to assess risks to staff in their workplace. Further
guidance on Health and safety risk assessments for schools in relation to COVID-19 is available
here.
In order to ensure schools have complied with their legal obligations to protect staff, it is
recommended that in addition to a whole school risk assessment, schools should carry out a
COVID-19 vulnerabilities risk assessment with all members of staff to ensure that any risks on an
individual basis are identified. These risk assessments should be carried out with staff who have
been identified as being at increased risk from coronavirus as a priority.
Where a risk assessment identifies the member of staff is at increased risk, the school and the
member of staff should discuss measures the school has put in place to reduce these risks and
consider any additional measures that could be put into place. Headteachers should try as
practically possible to accommodate additional measures, where appropriate.
25.Do we need to ask agency workers to carry out a vulnerability risk assessment
before they start a placement?
We recommend that agency workers are asked to complete a vulnerability’s risk assessment before
commencing their placement so the school can assess if they need to make adaptations for the
agency worker defending on the outcome of their risk assessment. If the school is concerned that
they will not be able to make adaptations to sufficiently reduce risk to the agency worker then they
do not have to take on the agency worker for the assignment.
26.Does a coronavirus vaccination impact on the vulnerability's risk assessment?
The impact of the coronavirus vaccine on risk reduction for each individual is extremely difficult to
measure because it is difficult to know the level of immunity each individual will acquire after
vaccination. This varies from person to person and depends on a lot of factors, including age,
current or previous treatment with medicines and some underlying conditions. Therefore, Public
Health cannot predict whether or how much staff clinical vulnerability has been changed by being
vaccinated.
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15HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
But it is important to note that being vaccinated does not provide a guarantee that individuals cannot
be infected (or infect other people). Instead vaccination reduces the risk in those people for whom
it’s been effective and at population level reduces the overall risk of infection and burden of the
disease. Despite this, each individual will not know how well their vaccine has worked.
There remains an ongoing risk that the vaccines currently available might not offer as good
protection against new variants as they do for the original virus strain and earlier variants.
27.If staff have received the vaccine do they now need to review or recomplete
vulnerability assessment?
No, as the change in the member of staff’s clinical vulnerability due to being vaccinated cannot be
predicted, the underlying vulnerability evaluated within the vulnerability assessment will not be
changed by an individual’s vaccination status.
There are circumstances where reviews of the vulnerability assessment are necessary, such as if
there was a change in their personal vulnerability characteristics, such as if there is a new diagnosis
since the last risk assessment or if there has been significant deterioration or control of the known
long term conditions or risk factors, or a new health diagnosis/deterioration. In these cases staff
should discuss these changes in circumstances with their manager and where necessary update
their vulnerability assessment.
Supporting staff who are at increased risk from
COVID-19
28.What are the current working guidelines for staff who are clinically extremely
vulnerable?
Shielding
Shielding advice was paused nationally from 1st April 2021. CEV individuals are no longer
advised to shield but must continue to follow the rules in place for everyone under the
current national restrictions. Headteachers and CEV staff should discuss if any additional
arrangements need to be put into place.
The Health and Safety Executive (HSE) has published guidance on protecting vulnerable
workers, including advice for employers and employees on how to talk about reducing
risks in the workplace.
Further information is available in the Guidance on shielding and protecting people who
are extremely clinically vulnerable from COVID-19.
’We recommended that those who are most vulnerable have their vulnerability risk
assessments regularly reviewed to determine whether any changes need to be considered.
Further guidance is available in the Workforce section of the Schools coronavirus (COVID-19)
operational guidance.
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16HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
29.What about staff who may be otherwise at increased risk from COVID-19?
The Health and Safety Executive (HSE) has provided guidance for supporting workers who are at
higher risk groups. The higher risk groups are include:
The higher-risk groups include those who:
● are older males
● have a high body mass index (BMI)
● have health conditions such as diabetes
● are from some Black, Asian or minority ethnicity (BAME) backgrounds
The HSE advice: that whilst there are currently no expectations of additional controls specifically for
these groups. However, make sure existing controls identified in the school risk assessment are
applied strictly. As an employer, headteachers can support these individuals/groups in their
workforce by :
● emphasising the importance of individual and wider workforce engagement, buy-in and
cooperation to ensure controls are applied stringently
● ensuring managers have individual discussions with their staff around their particular
concerns
● discussing the risk management measures that have put in place to minimise transmission
to keep them, and others, safe
● explaining the controls that will put/already have in place to protect them and other workers
30. Is COVID-19 more serious in pregnancy?
The government has said that although the overall risk from COVID-19 disease in pregnant women
and their new babies is low, in later pregnancy some women may become seriously unwell and
need hospital treatment.
Pregnant women with COVID-19 have a higher risk of intensive care admission than women of the
same age who are not pregnant, and women with COVID-19 disease can be more likely to have
their babies early. Pregnant women with underlying clinical conditions are at even higher risk of
suffering serious complications from COVID-19.
The government advises that COVID-19 vaccines offer pregnant women the best protection against
COVID-19 disease. However, no vaccine is 100% effective so it is important to continue to follow
national guidance: Hands, Face, Space, Fresh Air.
There is further guidance: Coronavirus (COVID-19): advice for pregnant employees which schools
need to follow and further guidance from the Royal College of Obstetricians and Gynaecologists
(RCOG).
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17HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
31. What arrangements should be made for pregnant staff?
Schools should make the following arrangements for their pregnant staff :
● Routinely carry out a risk assessment in line with the Management of Health and Safety
Regulations at Work (1999).
● Review the vulnerability's risk assessment for the individual regularly and make any changes
necessary. Please note: if the individual’s pregnancy is under 28 weeks gestation, the
vulnerability risk assessment should be reviewed again after the individual reaches 28
weeks.
● Discuss with the individual any work adaptations that can be put in place and any concerns
they may have.
● If headteachers and managers have carried out risk assessments for their pregnant member
of staff and are concerned about their working arrangements and the risk from coronavirus,
they should contact their HR Business Partner or Advisor for further advice.
Pregnant staff should be reminded they can commence their maternity leave at any point 11 weeks
before the expected date of childbirth.
32.A member of staff has a medical condition that isn’t listed in the guidance. What
should they do?
It is recommended that the staff member gets a letter from their GP outlining the nature of the
medical condition/other risk factors and stating any considerations to be made due to COVID-19.
The Headteacher can then make a decision regarding working arrangements for the individual.
33.What are the provisions if a teacher/support staff lives with someone who has
increased risk from coronavirus?
Those living with someone who is CEV or who is at increased risk from coronavirus can attend work
and should ensure they maintain good prevention practice in the workplace and home settings.
Headteachers should handle matters sensitively taking into consideration social distancing and any
modifications that can be made to work.
34.Can staff request to come to work at a different time than the school has
requested, so that they are not arriving at school during peak time on public
transport?
Staff are required to be ready for work when the children arrive at school. However, if headteachers
receive such a request, they must consider the reason and address this on a case by case basis.
35. If it is agreed that an employee will work from home for an extended period, what
are the key considerations?
○ Is the space sufficiently free from noise and interruption?
○ Will it be necessary to transport equipment or files?
● If yes: can this be done safely:
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18HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
● Can the load be reduced?
○ Are you able to have conversations that are sensitive and confidential without being
overheard?
Further guidance on working from home can be found on the coronavirus advice page on the
Services for Schools website.
36. If a member of staff has to work from home, will the school have to pay them a
home working allowance?
The school should not be paying an additional allowance for members of staff who are required to
work from home. If an employee requires any equipment to work from home, then the schools
should consider loaning or purchasing this for the employee. Any equipment taken home by the
member of staff remains the property of the school.
If an employee may incur any additional costs to carry out their work such as phone calls, the
member of staff should agree reimbursement for these in advance with their manager and provide
written proof so these can be reimbursed through expenses.
Staff may be able to claim tax relief on additional expenses incurred as a result of working from
home direct from HMRC using the online form on HMRC website:
Local outbreaks and variants of concern
Government guidance is available in the COVID-19 Contingency Framework: Education and
childcare settings
This section will be updated in line with government guidance and in relation to any questions
schools may have about staff who live or work in areas where there are local outbreaks of
COVID-19 or in areas where a variant of concern has been identified.
In the meantime, if schools have any questions, please contact your HR Business Partner or
Advisor.
37.If we need to change our working arrangements and class allocation, can I ask a
class teacher from one year group to cover another year group?
Yes, working arrangements and class allocations may require a level of flexibility from staff both on
return to school and potentially in the future due local lockdowns or confirmed cases within the
school. We would recommend that you prepare your staff for such scenarios and make them aware
that their support will be required during these times, which may include teaching different year
groups, potentially at short notice.
Apprentices
38.Can I hire an apprentice or create a work placement?
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19HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
COVID-19 has thrown a lot of uncertainty but we are pleased to confirm that apprenticeships have
been able to go ahead, breaks in learning were managed where required and all our providers are
able to deliver online.
Hackney Council have just completed a recruitment campaign and have a pool of 400 fresh
applicants that have been pre-assessed and with whom you can share any new apprenticeship
opportunities. Having an existing pool can considerably decrease your recruitment timeline.
In addition to this, the Government has announced financial incentives for the hiring of new
apprentices. Employers hiring an apprentice between 1st April 2020 and 30 September 2021, will
receive £3,000, which can be used for any purpose - note that the incentive only applies to new
hires and not current members of staff. There is a further £1,000 incentive available to support any
new hire apprentice aged 16-18, or under 25 with an education, health and care plan or who has
been in the care of their local authority.
The payment is different to apprenticeship levy funds so you will be able to spend it on anything to
support your organisation’s costs. For example, you could spend it on facilities, uniforms, your
apprentice’s travel or their salary. You do not have to pay it back.
Additionally, the kickstart scheme means that the government will fund pre-apprenticeship work
placements for 25 hours per week over six months. Hackney Council is coordinating a funding
application, so let us know if you would like to offer a placement.
If you are interested in hiring an apprentice or creating a kickstart placement, please contact
apprenticeships@hackney.gov.uk or alternatively contact the Hackney Education OD Lead
tatiana.pavlovsky@hackney.gov.uk.
PPE and face coverings
39.What is the current general guidance on staff wearing PPE?
The current government guidance states that it is not necessary for staff to wear PPE unless they
are carrying out activities that would usually require the use of personal protective equipment (PPE)
or if a child, young person or other learner becomes unwell with symptoms of coronavirus while in
their setting and needs supervision until they can return home.
In consultation with London Local Authorities and Public Health England, the Association of
Directors of Public Health, London have produced specific PPE quick reference guides for a number
of specific sectors (including Early Years and Nursery settings and Schools) regarding Personal
Protective Equipment.
The guides should be read alongside local protocols agreed with Hackney’s Public Health Team for
special schools and early years settings regarding personal care.
40.What is the current guidance for face coverings for staff, pupils and students
during the coronavirus pandemic?
Face coverings are no longer advised for pupils, staff and visitors either in classrooms or in
communal areas.
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20HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
The government has removed the requirement to wear face coverings in law but expects and
recommends that they be worn in enclosed and crowded spaces where staff may come into contact
with people they don’t normally meet. This includes public transport and dedicated transport to
school or college.
The Schools COVID-19 operational guidance gives further guidance on circumstances where face
coverings are recommended.
41.What if a member of staff wants to wear PPE or a face covering and it is not a
requirement for their role?
We recommend that headteachers consider requests from staff to wear PPE and face coverings on a
case by case basis taking into account their level of risk based on their COVID-19 vulnerabilities risk
assessment, their individual circumstances and the nature of their role.
Please contact HR for further guidance if required.
42.We have a high number of SEND children at the school, can staff refuse to work
with them without PPE?
DfE guidance states PPE will only be required if care for the SEN child previous to coronavirus
included the use of PPE or if any child becomes ill with Covid-19 symptoms.
Back to table of contents
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21HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
COVID-19 related absence
Recording absence due to COVID - 19:
Please remember to record COVID-19 absence on iTrent or an alternative sickness
absence database with the correct absence related code so the impact of the virus in
your school can be monitored.
43.If an employee has been advised to self-isolate
…and they are sick, what sort of leave is this?
This would be sick leave. The normal sickness procedure applies as stated in the Green Book
(support staff) and Burgundy Book (teaching staff). Academies and other education settings will
follow their own sickness absence procedures.
Teaching/support staff are required to provide medical certification, where it is not possible to get a
medical certificate, exceptions will be considered. Staff can request an online isolation note via the
nhs website.
Business Managers must record sickness on iTrent as Sickness under ‘Covid-19 or on an
alternative database as sickness absence due to Covid-19.
Business Managers are urged to record the actual reason for absence, especially under these
exceptional circumstances. This is important for monitoring purposes, and illness connected with
coronavirus will not contribute to triggering sickness absence procedures.
…but they are not sick, what sort of leave is this?
Where possible, the employee should work from home. For teaching/support staff that are able to
do this contingency measures include Headteachers/Business Managers checking that they are set
up to work from home. Contact your ICT provider should you need to discuss anything regarding
this.
If the employee is not able to work from home because of the nature of their duties, then this would
be special paid leave.
Business Managers must ensure that this leave is recorded on iTrent as Special Leave (Paid) under
‘Covid-19 self-isolation or on an alternative database as special paid leave related to coronavirus.
44.How is COVID-19 related absence recorded on iTrent?
iTrent has Covid-19-related absence codes. It is important that absence related to Covid-19 is
recorded accurately to help monitor the impact of the virus.
Sickness
○ Covid-19 Sickness.
‘Other’ absence
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22HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
○ Special Leave (Paid) – Covid-19 Dependency leave.
○ Special Leave (Paid) – Covid-19 Self-isolation.
○ Special Leave (Paid) – Covid-19 Service closure.
Absence is recorded on the system as follows:
○ To record sickness: Click Add New Sickness Dates > find and select the employee > enter
the sickness dates and reason > click Save or
○ To record ‘other’ ‘Covid-19’-related absence: Click Add ‘Other’ Absence Details > find and
select the employee > enter the absence dates and reason > click Save.
If you have any queries, please e-mail: Education.payroll@hackney.gov.uk
45.How can I support a member of staff who experienced prolonged symptoms after
contracting coronavirus (Long COVID)?
How COVID-19 impacts on individuals and how they recover will be different for each person.
Headteachers should treat any cases where a member of staff is experiencing prolonged symptoms
of COVID-19 (long COVID) sympathetically and on a case by case basis. This could involve making
reasonable adjustments, phased return to work and if absences persist informal meetings under the
Sickness Absence Policy can be arranged.
If additional support and advice is required please discuss the individual cases with your HR
Business Partner / Advisor and further advice/referral can be made to Occupational Health.
Any sickness absence related to coronavirus should be recorded as Covid-19 Sickness.
Annual leave for support staff who work 52 weeks per year
46.Using holiday
Staff are encouraged to use their leave to:
○ get enough rest
○ keep healthy (physically and mentally)
During the coronavirus outbreak, staff may have reached the end of the leave year and not been
able to take all their leave. In this case, the following advice applies:
47.Carrying over holiday
Where leave has not been taken because of the coronavirus:
2019/20 Leave year: Headteachers may authorise a reasonable carry forward of leave. This
must be taken by the end of the 2021/22 leave year.
2020/21 Leave year: Headteachers may authorise the carry forward of up to 20 days leave
(where a member of staff has been unwell due to COVID-19 or were on the frontline responding
to the Covid pandemic). This must be taken by the end of the 2022/23 leave year.
The maximum that can be carried forward in total is 20 days.
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23HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
Normally at the end of the leave year, staff may carry forward up to 5 days leave. This year (1st
April 2020 - 31st March 2021) because of the exceptional circumstances, staff may carry forward up
to 10 days leave.
If a member of staff decides to carry forward 10 days, they will need to take 5 days of these by 30
June 2021 and the other 5 days by the end of March 2022.
48.Previously booked holidays
Changing or cancelling leave, for example because the employee’s holiday’s been cancelled,
requires agreement from the employee’s/workers line manager.
49.A member of staff wants to go on holiday abroad and may need to quarantine for
10 days when they return?
The guidance on quarantining after travelling abroad is constantly changing and staff should inform
the headteacher of any planned leave and take into consideration that any travel abroad may
require a period of quarantine once they return.
The latest guidance on quarantine can be accessed at Red, amber and green list rules for entering
England.
Quarantine time should be taken during school holidays with a view to staff being available to work
during term time. Failure to do this could result in pay being affected.
Staff may not be able to avoid this situation, such as time abroad has already been booked and
quarantine measures are instigated and in view of that Headteachers should look at alternative
working arrangements for them. This could involve making up the hours, considering alternative
duties to do from home (if this is practical) or in exceptional circumstances special leave with pay.
Headteachers are asked to contact their HR Advisor/Business Partner to discuss any complex
cases.
50.If an employee is confirmed as having the coronavirus, what should their
colleagues be told?
Colleagues can be told that someone has been confirmed with coronavirus, but not who. This is
confidential medical information. Teaching/support staff do not need to take action except for
following advice from the NHS and Public Health England.
Absence due to concerns over COVID-19
51.How should headteachers respond if an employee refuses to come to work?
Some staff may be nervous about attending their workplace at certain times during the pandemic. If
the member of staff refuses to attend work, the Headteacher should take into account their reasons
and consider if there is any way the member of staff's concerns can be managed (see information
HACKNEY COUNCIL HACKNEY EDUCATION
24HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
on employees staff who are at increased risk from coronavirus and those with childcare
responsibilities).
52.How should headteachers respond if an employee refuses to come to work due to
health and safety concerns (invoke section 44)?
If headteachers receive letters from teaching and/or support staff setting out their contractual right
not to attend an unsafe place of work e.g. in relation to section 44 Employment Rights Act 1996
(ERA), they need to be particularly careful how they respond to claims stating that insufficient
measures have been put in place to ensure the safety of their staff. Any specific complaints should
be taken seriously and must be documented and investigated. The headteacher should arrange a
meeting to discuss the employee’s concerns including revisiting the individual’s vulnerabilities risk
assessment. Responses may include but not be limited to:
● Addressing any changes to the individual’s circumstances identified in their vulnerabilities
risk assessment including any new or changed health conditions (if they have any).
● Confirmation that the member of staff is not being asked to teach or support full classes
whilst schools are closed to the majority of pupils and that they are only being asked to
attend school to support the learning of vulnerable children and children whose parents are
critical workers [classroom-based staff only].
● Justification for asking the member of staff to come on-site for the provision of an essential
service. [Support staff only - please seek HR guidance on individual cases].
● Evidence that this is being shared in a fair and balanced way amongst staff, taking into
account the individual circumstances of each member of staff.
● Signpost the member of staff to the school’s updated risk assessment and explain the
additional measures that the school has introduced to mitigate against the current risks.m
A template response letter is available here.
The Headteacher should ensure that it not only puts in place the necessary measures to protect
employees (risk assessments), but also communicates clearly to staff what those measures are and
provides reassurance that the relevant government guidelines are being followed.
Following these steps, if the Headteacher has given a reasonable instruction for the member of staff
to attend work and the employee refuses, the Headteacher should contact their HR
Advisor/Business Partner for further guidance.
53.If an employee decides not to attend work without discussing this with their
manager and getting agreement, what sort of leave is this?
Fear of contracting the virus is not a valid reason to not attend work. This is likely to be unpaid
leave or could in some cases, result in disciplinary action. Headteachers can ask for any evidence to
confirm the reason for absence. However, it will probably not be possible in all cases for an
employee to produce any evidence, so employers will need to use their discretion when trying to
establish the facts behind the employee’s decision to self-isolate.
Headteachers may choose to be flexible and allow a concerned employee to cover the leave in
other ways, however in a school environment this could be difficult. Teaching/support staff who are
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25HR guidance for headteachers in schools and educational settings during the coronavirus pandemic
employed to work 52 weeks a year, annual leave could be considered. Note also that some
teaching/support staff may be particularly vulnerable and therefore particularly concerned,
Headteachers should refer to the Health Guidance section.
54.How will you manage staff who have taken the decision to self-isolate, because
they believe they are at risk and are anxious about attending to work?
We recommend that you have a discussion with the member of staff to understand their concern. If
the concern is based on medical grounds, you should request that they get a letter from their GP
outlining their circumstances. It is reasonable to expect that they will provide you with this within 5
working days and then you can make a determination (as above).
If the decision is based on their safety, gently encourage them to attend work by referring to the risk
assessment/measures that the school has put in place. It is important that you exhaust as many
options as possible to enable a return to work, offer support through the school’s Employee
Assistance Programme (EAP) and keep full notes of any discussions with the individual. If the
employee is still unwilling to attend, inform them of a date of expected return and failure to return will
result in nil pay. It is recommended that you discuss this with your HR advisor
55.A member of staff is not attending to work based on the advice they have received
from their union. How do we manage this?
Headteachers can ask staff to indicate if they are planning to return to work and encourage them to
attend work by discussing the risk assessment and the measures that have been put in place.
Dependency leave
56.What are the provisions for staff who need to look after dependents due to
COVID-19?
Dependency Leave provisions are set out in the Leave Entitlements policy. The policy provides for
up to seven days paid dependency leave per year (pro-rata for part time staff) to deal with
circumstances involving the illness, injury or death of a dependent. Employees may make the
request to their managers who should consider the circumstances of each case in line with the
policy. Staff can also apply for unpaid dependency leave.
Staff also have the option to take unpaid parental leave as details in the Leave Entitlements policy.
Where a member of staff is not able to attend work due to the care of a dependant, the headteacher
or leader may consider agreeing to interim flexible working arrangements if the member of staff’s
role allows for it.
Both dependency leave and other leave related to COVID-19 should be recorded as outlined in
Section 3.
Please refer to the Leave entitlements policy for further guidance.
HACKNEY COUNCIL HACKNEY EDUCATION
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