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PHE SE COVID-19 Response
C-19 Resource Document for Workplaces
Amendment History
Document reference SEWP001
Document title C-19 Resource Document for Workplaces
The amendments that have occurred since the original version of this document are shown below:
Version Section(s) Date Details of
amended amendment
V00.01 9.12.20 Added more information
about NHS Covid-19 App
V00.02 9.12.20 Added more information
about NHS Covid-19 App
V01.01 14.12.20 Changed isolation period
for contacts to 10 days
and added clarified that
date of symptom onset
or last date of exposure
is day “0”
V02.01 17.12.20 Added resources in
multiple languages
V02.02 17.12.20 Added Q&A section on
pubs/restaurants
V04.00 11.01.21 Amended the guidance
links.
Updated Q&A for
isolation and closure of
workplaces (Pages 6 &
17)
1
PHSEWP001ResV04.00Document title: C-19 Resource Document for Workplaces
Document Code: SEWP001
Protective Marking OFFICIAL
Document type: Resource
Owner: Workplace cell
Author: Workplace Cell
Approved By PHE IMT
Issue date: January 2021
Version Number V04.00
Review date: As information changes and requires updating
Related Documents None
Document overview C-19 Resource Document for Workplaces
2
PHSEWP001ResV04.00This is a resource to support Workplaces when managing COVID. Please read through this
document carefully. There are several documents in this resource pack.
Documents included:
• Actions for suspected and confirmed cases
• Contact definition and actions for contacts
• Frequently asked questions
• Template Letters
• Resources in different languages
Please be aware that national guidelines and advice are subject to change due to the
ongoing research and the current state of COVID-19 levels in the country
https://www.gov.uk/guidance/national-lockdown-stay-at-home.
Always check the links for the most up to date guidance and advice. The guidance in this
packs runs through what to do if you have suspected or confirmed cases of COVID-19 in
your workplace and frequently asked questions regarding COVID-19 in workplace settings.
Guidance on making your workplace COVID-19 secure can be found here:
https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19 &
https://www.hse.gov.uk/coronavirus/working-safely/index.htm.
We ask that you contact your local environmental health officer (EHO) or the Health and
Safety Executive (depending on who is your enforcing authority) to update them on the
situation and ask for further advice about assessing and managing the risks of COVID-19 in
your workplace. These are based within District Councils, please enter your workplace
postcode here to find yours: https://www.gov.uk/find-local-council
This guidance is primarily aimed at non health care settings. For information on Infection
Prevention and Control in health and social care settings please see:
https://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-
prevention-and-control
If you have further questions, please contact us and quote your reference number.
Kind Regards
Public Health England South East
This pack is adapted from the one created by The London Coronavirus Response Cell with
additions from PHE SE
3
PHSEWP001ResV04.00Actions for suspected case, 1 confirmed case, 2+cases
Type of case Workplace Action
Suspected Case If in work
• Employee with • Send employee home. They should take private transport, wear a face
COVID-19 covering and maintain social distancing on their journey home. They
symptoms, no should isolate at home with their household and be tested (through
COVID-19 test https://www.gov.uk/get-coronavirus-test or calling 119).
Not at work
• Clean area they have worked in.
• Advise the employee to get tested
• Advise they must isolate for 10 days from onset of symptoms (household
contacts for 10 days). Date of onset of symptoms is day “0” so the
isolation period starts from this date and for 10 whole days after this. So,
if you became symptomatic on 1st January you should isolate for ten
whole days after this, up until 11th January and come out of isolation on
12th January.
Once tested:
Positive – continue to self -isolate for the 10 whole days after symptom onset
and if they no longer have a temperature and feel well, they can return to work
on day 11.
You should identify workplace contacts (see contacts section)
Negative – They may return to work if they are well as long as they are not
isolating as contacts of confirmed cases.
The employee should NOT attend work between symptom onset and test
date.
Confirmed case(s) If the case has attended work in the 2 days before symptoms started or test
• Employee with date (if no symptoms) or 10 days after the workplace must:
positive COVID-
19 test (with or 1. Ensure confirmed case remains off work for 10 days from onset of
without symptoms (or from test date if no symptoms).
symptoms) They can return to work after the 10 days if they are feeling well and have not
had a high temperature in the previous 48 hours (if they still have a cough or
anosmia (loss of smell or taste) they may return to work).
2. Clean the area the case was working in
3. Identify workplace contacts (see contacts section for actions to take).
Contact the self-isolation service hub (see details in contacts section)
4. Review your infection, prevention and control measures especially if
multiple contacts have been identified. This includes reviewing your
COVID-19 secure measures such as social distancing see:
https://www.gov.uk/guidance/working-safely-during-coronavirus-
4
PHSEWP001ResV04.00COVID-19/ https://www.hse.gov.uk/coronavirus/working-
safely/index.htm
5. Inform your local health protection team or your local environmental
health team if you are concerned you have a serious outbreak connected
to the workplace i.e. 10% of your workforce affected, if the situation
worsens considerably, if there are any hospitalisations or complex cases,
any media interest or any other concerns or queries that cannot be
addressed through available guidance.
If your employee did not attended work the 2 days before the onset of
symptoms or test date (if no symptoms) or in the 10 days afterwards and you
have not had another case(s) in the workplace in the previous 14 days, no
further action needs to be taken. This is still a good opportunity to review your
COVID-19 infection, prevention and control measures.
Links
Symptoms https://www.nhs.uk/conditions/coronavirus-COVID-19/symptoms/
Testing https://www.nhs.uk/conditions/coronavirus-COVID-19/testing-and-tracing/nhs-
test-and-trace-if-youve-been-in-contact-with-a-person-who-has-coronavirus/
Cleaning https://www.gov.uk/government/publications/COVID-19-decontamination-in-non-
healthcare-settings
5
PHSEWP001ResV04.00Contact Definition
Contacts are people who have come into contact with confirmed COVID-19 cases (see definition below).
Due to COVID-19 being a new disease, definitions and actions are subject to change. Below is the current
guidance however please regularly check the links below for updates on definitions and actions.
https://www.gov.uk/government/publications/guidance-for-contacts-of-people-with-possible-or-
confirmed-coronavirus-COVID-19-infection-who-do-not-live-with-the-person/guidance-for-contacts-of-
people-with-possible-or-confirmed-coronavirus-COVID-19-infection-who-do-not-live-with-the-person
What is meant by a ‘contact’
A ‘contact’ is a person who has been close to someone who has tested positive for COVID-19 anytime from
2 days before the person was symptomatic up to 10 days from onset of symptoms (this is when they are
infectious to others). In the absence of symptoms, you go from the date the test was taken. For example, a
contact can be:
• people who spend significant time in the same household as a person who has tested positive for
COVID-19
• sexual partners
• a person who has had face-to-face contact (within one metre), with someone who has tested
positive for COVID-19, including:
o being coughed on
o having a face-to-face conversation within one metre
o having skin-to-skin physical contact, or
o contact within one metre for one minute or longer without face-to-face contact
• a person who has been within 2 metres of someone who has tested positive for COVID-19 for
more than 15 minutes
• a person who has travelled in a small vehicle with someone who has tested positive for COVID-19
or in a large vehicle or plane near someone who has tested positive for COVID-19
Please note:
• If a workplace makes a decision to close in order to ensure COVID measures are in place, staff who
are instructed to work from home for this reason would not need to self-isolate unless they meet
the above formal contact definition above.
• Where an interaction between 2 people has taken place through a Perspex (or equivalent) screen,
this would not be considered sufficient contact, provided that there has been no other contact such
as any of those indicated above.
• PPE will only exempt staff from being considered a close contact if it is medical grade and being
used by staff that have received appropriate training in infection prevention and control, this
usually applies only to staff working in health and social care settings.
• Contacts of a person who has tested positive for COVID-19 need to self-isolate at home because
they are at risk of developing symptoms themselves in the next 14 days (particularly within the first
10 days) and could spread the virus to others before the symptoms begin.
• If you are a contact of someone who has tested positive for COVID-19, then you will be notified by
the NHS Test and Trace service via text message, email or phone. If you are notified, please follow
the guidance in this document closely. You may also be notified by Public Health England, the local
authority or the workplace to self-isolate.
6
PHSEWP001ResV04.00Actions for Contacts
Confirmed case • Once you have identified close contacts (this may be other employees or visitors),
in the they should be advised that they need to self-isolate for 10 days, after the date of
workplace with exposure. For close contacts in the workplace this will be for 10 days from last date
workplace of contact (day “0”) with the infectious case (the exposure date). For example, if
contacts the close contact with a confirmed case took place on the 1st January the close
contact should self-isolate for ten whole days after this up to and including 11 th
January and come out of isolation on 12th January.
• You should also inform the Self-isolation Service Hub on 020 3743 6715. This is a
telephone line for employers and establishments to provide to NHS Test & Trace
with a list of people who have been identified as contacts of a case of COVID-19 in
your establishment, and therefore who must self-isolate.
• It is critical that you contact the Self-isolation Service Hub as soon as you have had a
positive case in your establishment (and every time thereafter) to log all contacts
identified with NHS Test & Trace. This allows those contacts who are eligible to
receive a self-isolation support payment from their Local Authority. Without the
NHS Test & Trace reference, they cannot receive financial support.
• You will need the CTAS ID (NHS Test and Trace ID) of the case (employee with a
positive test), in order to be able to record the contacts from your establishment.
This is an 8-digit alphanumeric code that the case will receive when they are
contacted by NHS Test and Trace. Please ask your employee who tested positive to
provide this to you as soon as they receive it.
Further guidance on who may be eligible for financial support and how to go about this
can be found here: https://www.gov.uk/government/publications/test-and-trace-
support-payment-scheme-claiming-financial-support/claiming-financial-support-under-
the-test-and-trace-support-payment-scheme
Confirmed case Send contacts home, they must self-isolate for 10 days from their last contact with the
OUTSIDE of case. If they develop Covid symptoms, advise they get
your workplace tested (through https://www.gov.uk/get-coronavirus-test or calling 119).
BUT with
workplace If one of your employees is identified as a contact through NHS Test and Trace, they
contact(s) must remain self-isolated for 10 days, even if they test negative.
You do not need to contact trace the contacts of contacts.
If they have been told to isolate as they are a contact of a household member or a
contact of someone outside the workplace they must continue to do so. You do not
need to identify their contacts in the workplace unless your employee tests positive.
•
If a contact tests negative, they must still isolate for 10 days
Contact links
Testing https://www.nhs.uk/conditions/coronavirus-COVID-19/testing-and-tracing/nhs-
test-and-trace-if-youve-been-in-contact-with-a-person-who-has-coronavirus/
Definition of contact https://www.gov.uk/government/publications/guidance-for-contacts-of-people-
with-possible-or-confirmed-coronavirus-COVID-19-infection-who-do-not-live-
with-the-person/guidance-for-contacts-of-people-with-possible-or-confirmed-
coronavirus-COVID-19-infection-who-do-not-live-with-the-person
7
PHSEWP001ResV04.00COVID-19 Workplace FAQs
Contents
General .............................................................................................................................................................................. 9
Lockdown/Tier restrictions ............................................................................................................................................... 9
QR code ............................................................................................................................................................................. 9
COVID-19 Case/s at work ................................................................................................................................................ 10
COVID-19 close contacts at work .................................................................................................................................... 11
Self isolation Service Hub ................................................................................................................................................ 12
Pubs and restaurant specific guidance ........................................................................................................................... 12
NHS COVID-19 App.......................................................................................................................................................... 13
Cleaning, ventilation and concerns ................................................................................................................................. 13
Social Distancing/PPE ...................................................................................................................................................... 14
Shielding/Isolation and Sick Pay ..................................................................................................................................... 15
Closure ............................................................................................................................................................................ 17
Travel............................................................................................................................................................................... 17
Workplace Specific Links ................................................................................................................................................. 17
Food businesses...................................................................................................................................................... 17
Construction and Other Outdoor Work ................................................................................................................. 17
Factories, Plants and Warehouses ......................................................................................................................... 17
Lab and Research Facilities .................................................................................................................................... 18
Offices and Contacts Centres ................................................................................................................................. 18
Vehicles ................................................................................................................................................................... 18
Shops and Branches ............................................................................................................................................... 18
Other people’s homes (including deliveries)......................................................................................................... 18
Courts, Magistrate, Police ...................................................................................................................................... 18
Resources in Multiple Languages .................................................................................................................................... 23
8
PHSEWP001ResV04.00General
About this The advice in the FAQ is up-to-date as January 2021 but guidance is likely to keep changing. Please
FAQ: read through the guidance on the links below carefully. Only use live links to the websites for
guidance, do not print any documents as guidance is being constantly updated.
Please also note the answers below are based on national guidance but we are currently in a
national lockdown and therefore some businesses will not currently be able to operate due to the
restrictions in place. Please see specific guidance below on this. Please refer to the government
website for regular updates on these https://www.gov.uk/government/collections/local-
restrictions-areas-with-an-outbreak-of-coronavirus-COVID-19.
Closing
COVID-19-Secure
Where can I https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19
find
information https://www.hse.gov.uk/coronavirus/working-safely/index.htm
and
guidance on Also find business sector specific links at the end of this document.
making my
business safe
and COVID-
19-secure?
Lockdown/Tier restrictions
Where can I Please see guidance on the new national restrictions at https://www.gov.uk/guidance/new-
find national-restrictions-from-5-november . The guidance outlines which businesses and venues must
guidance on close or can remain open.
restrictions If you have any further queries about how the guidance applies to your situation please contact
to my the Cabinet Office who are responsible for the guidance
business at publiccorrespondence@cabinetoffice.gov.uk.
during
There is guidance for businesses on working safely during coronavirus (COVID-19)
Lockdown or
here: https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19 .
tier
If you have any further queries about this guidance please contact the Department for Business,
restrictions?
Energy & Industrial Strategy who are responsible at enquiries@beis.gov.uk.
QR code
Do I need to If your business or venue falls into one of the sectors or categories that should provide a customer
display a QR log, then you must now display an NHS QR code poster at your venue. This applies if you provide:
code and if • hospitality services, including pubs, bars, restaurants and cafés
so how do I • tourism and leisure services, including hotels, museums, cinemas and amusement arcades
generate • close contact services, including hairdressers, barbershops and tailors
one? • facilities provided by Local Authorities, including community centres, libraries and village
halls
For information on which venues should display QR code please visit:
https://faq.COVID-1919.nhs.uk/article/KA-01183/en-us?parentid=CAT-01043&rootid=CAT-01027
https://www.gov.uk/government/news/businesses-urged-to-prepare-for-nhs-COVID-19-app
9
PHSEWP001ResV04.00https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-
nhs-test-and-trace#how-nhs-test-and-trace-will-take-steps-to-minimise-transmission
For information about how to create a coronavirus NHS QR code for your venue go to:
https://www.gov.uk/create-coronavirus-qr-poster
If you have any further questions about this, please contact the QR code support:
Telephone: 0800 540 4900 Monday to Friday, 9am to 6pm
COVID-19 Case/s at work
What 1. Your employee should go home quickly and directly. If they must use public transport,
happens if they should try to keep away from other people and catch coughs and sneezes in a tissue
one of my and wear a face-covering.
employees 2. They should stay at home and self-isolate (with their household).
has 3. They should book a test through the government testing website.
symptoms or 4. While they are waiting for the test result only the case and their household need to self-
signs of
isolate.
COVID-19
5. If the COVID-19 test is positive – they should continue to self-isolate for 10 days from
start of their symptoms (and household members continue to isolate for 10 days). Date of
onset of symptoms is day “0” so they need to isolate for ten days after this and come out
of isolation on day 11. They need to engage with NHS Test and Trace process.
6. If the COVID-19 test is negative – they no longer need to isolate, unless they have been
told that they are a contact of a confirmed case in which case they should isolate for 10
days.
For more information:
https://www.gov.uk/guidance/coronavirus-COVID-19-getting-tested
https://www.gov.uk/guidance/nhs-test-and-trace-workplace-guidance
What 1. Ensure the member of staff is self-isolating at home for 10 days from the onset of
happens if symptoms. They should only return to the workplace on day 11 if their symptoms have
one of my gone or they just have a cough or a loss of smell/taste. If they still have a high
employees temperature after 10 days, they should stay at home and seek medical advice.
tests positive 2. They should not be at work. If they have come into work, they should be told to go home
for COVID-19 and not use public transport. If not in their own private car they should keep a 2m
distance where possible and wear a face covering.
3. Their household should self-isolate for 10 days from the onset of the case’s symptoms.
4. The case should also cooperative with NHS Test and Trace. Anyone who is identified as
being a 'close contact' of the individual during the time when they were potentially
infectious will be asked to self-isolate for 10 days by NHS test and trace.
5. It is also important that you check if any employees are close contacts during the
infectious period (2 days before onset or date of test if asymptomatic). Any close contacts
you identify should be added to the NHS Test and Trace system. In order to do this the
employer should ask the case for their CTAS (NHS Test and Trace) ID number. This is the
number the case receives when contacted by NHS Test and Trace after receiving a positive
result. Once the employer has collated a list of close contacts they should call the Self
Isolation Service Hub (details below). This also means that these contacts are able to
receive a self-isolation support payment if they are eligible.
6. People who are contacts do not need to be tested for COVID-19 unless they have
symptoms, but they must self-isolate.
For further information:
https://www.nhs.uk/conditions/coronavirus-COVID-19/self-isolation-and-treatment/how-long-to-
self-isolate/
10
PHSEWP001ResV04.00https://www.nhs.uk/conditions/coronavirus-COVID-19/self-isolation-and-treatment/when-to-self-
isolate-and-what-to-do/
When can 1. They can return to work on day 11 after their symptoms started (or day 11 after their test
the haven't had any symptoms) as long as they are well enough and do not have a
employee temperature. Date of symptom onset or date of test if they don’t have symptoms counts
who tested as day “0”.
positive 2. They may still have a cough or loss of smell and taste for some weeks but this does not
return to mean they are still infectious.
work? 3. Note that some people develop symptoms after they take the test – in this case they need
to isolate for 10 days from the day that their symptoms started, not test date.
Does the No. PHE recommends that someone who has tested positive for COVID-19 should not normally be
employee re-tested during their illness. Where the person is well and has completed their isolation period
need to take after the first positive result, they should not be a risk to others.
another test However, anyone who tested positive and fully recovered, but then goes on to develop symptoms
before should self-isolate and be retested for COVID-19 and other respiratory viruses, as before.
returning to
work?
What This may be a “cluster” or an “outbreak” in the workplace.
happens if 1. Any staff members who have symptoms or have tested positive should go home quickly
more than and directly and self-isolate as described above.
one 2. You should arrange for the work area to be cleaned (following government guidelines).
employee 3. If you have been told about the test results from your staff members, you should contact
tests positive your local Health Protection Team or Environmental Health Team as soon as possible who
for COVID- will be able to advise you on what actions to take and whether this is an outbreak.
19?
For further information:
https://coronavirusresources.phe.gov.uk/reporting-an-outbreak/
https://www.gov.uk/government/publications/reporting-outbreaks-of-coronavirus-COVID-
19/COVID-19-early-outbreak-management
COVID-19 close contacts at work
How can I A ‘contact’ is a person who has been close to someone who has tested positive for COVID-19
know if am anytime from 2 days before the person was symptomatic up to 10 days from onset of symptoms
‘close (this is when they are infectious to others). If the case was asymptomatic (i.e. did not display
contact' in symptoms at the time of the test) the infectious period is considered to be 2 days before the date
the the test (swab) was taken and ten days afterwards (this ten days is extended if the case later
workplace develops symptoms during isolation period).
what do I
have to do? Please refer to for detailed FAQs produced by the government on this topic regarding definition of
close contacts:
https://www.gov.uk/government/publications/guidance-for-contacts-of-people-with-possible-or-
confirmed-coronavirus-COVID-19-infection-who-do-not-live-with-the-person/guidance-for-
contacts-of-people-with-possible-or-confirmed-coronavirus-COVID-19-infection-who-do-not-live-
with-the-person#what-is-meant-by-a-contact
1) Anyone who meets the definition of a 'close contact' will be asked by NHS Test and Trace
to self-isolate for 10 days. Only close contacts themselves need to isolate, not their entire
household.
2) If you are unsure whether you are a close contact, wait for NHS Test and Trace to contact
you and advise.
Am I still a Yes. Using a mask or face covering, whilst reducing the risk of transmission from the wearer,
‘close doesn't prevent you from getting COVID-19, and you would generally be considered a close
11
PHSEWP001ResV04.00contact' if I contact and required to self-isolate. The exception to this is in a health and social care settings
was wearing where a surgical mask is worn as part of personal protective equipment by clinical/social care staff
a mask or trained in infection prevention and control and donning and doffing PPE.
face You should advise any of your staff members who have been identified as being ‘close contacts' by
covering? NHS Test and Trace to self-isolate for 10 days.
Do ‘close 1. No. People who are contacts do not need to be tested for COVID-19 unless they have
contacts' symptoms, but they must self-isolate.
need to be 2. If they remain symptom free at the end of the 10 days, they can return to work – no
tested for testing is required.
COVID-19? 3. Similarly, other employees in the workplace who have not been identified as “close
contacts” do not require testing in the absence of symptoms.
It is possible that your local PHE Health Protection Team or Local Authority may recommend
testing of co-workers without symptoms in certain circumstances, but this is rare.
Self isolation Service Hub
What is the 1. The Government has launched a new Self isolation Service Hub. This is a telephone line for
Self-Isolation Employers and establishments to provide to NHS Test and Trace with a list of people who
Service Hub? have been identified as contacts of a case of COVID-19 in your establishment, and
therefore who must self-isolate.
2. It is important that you follow up and call 020 3743 6715 as soon as you have had a
positive case in your establishment (and every time thereafter), because all contacts
identified are then formally logged with NHS Test & Trace. This allows those contacts who
are eligible to receive a self-isolation support payment from their Local Authority.
Without the NHS Test & Trace reference, they cannot receive financial support.
3. You will need the CTAS ID of the person who had a positive case, in order to be able to
record the contacts from your establishment – please ask the employee/person at your
establishment who tested positive to provide this to you as soon as they receive it, so you
can call the hub as soon as possible to be able to support your employees and visitors at
the earliest opportunity.
4. Further guidance on who may be eligible and how to go about this can be found here:
https://www.gov.uk/government/publications/test-and-trace-support-payment-scheme-
claiming-financial-support/claiming-financial-support-under-the-test-and-trace-support-
payment-scheme.
Pubs and restaurant specific guidance
How can my 1) Ask 1 member of every party who visits your premises to provide their contact details to assist
establishme NHS Test and Trace. Refuse entry to those who refuse to provide contact details.
nt help with 2) Have a system in place to ensure that you can collect that information from your customers and
the “contact visitors, and provide this data to NHS Test and Trace*, if it is requested. More information on what
tracing” to collect and how it should be managed can be found here:
process? https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-
nhs-test-and-trace. Ideally, for every customer or group you should record the details of the lead
member’s full name, contact details, and the date, time of arrival, time of departure and the table
or area they used. This should be kept for 21 days adhering to GDPR.
3) Keep a record of all staff working on your premises and shift times on a given day and their
contact details.
4) Display an official NHS QR code poster from 24 September 2020, so that customers and visitors
can ‘check-in’ using this option as an alternative to providing their contact details. Official NHS QR
posters can be generated online (see further information below).
*This information may be requested by your local Health Protection Team, Local Authority or NHS
Test and Trace
Currently there are restrictions on how pubs and restaurants operate. Please refer to the tier
restrictions in your area: https://www.gov.uk/find-coronavirus-local-restrictions
12
PHSEWP001ResV04.00A customer 1. Advise the customer to engage with NHS Test and Trace. The customer should inform NHS Test
has informed and Trace if they have attended a pub/restaurant while they were infectious.
us that they 2. If your establishment is COVID-secure, it is unlikely that there will be any “close contacts” in
tested your workplace other than the customer’s own group/party. Therefore, you do need to take any
positive for special actions.
COVID-19. 3. NHS Test and Trace or the local authority will contact you if any further measures are needed
What actions and if any staff need to isolate.
should I
take?
Multiple
customers/g 1. Take details of the customers and advise them to engage with NHS Test and Trace and the
roups of customer should let NHS Test and Trace if they have attended your establishment while they were
customers infectious.
have 2. If you think there is an outbreak as a result of exposure in your setting (ie multiple cases across
informed us bubbles who have attended your establishment within 14 days) contact your local Health
that they Protection Team or Environmental Health Team as soon as possible who will be able to advise you
have tested on what actions to take and whether this is an outbreak.
positive for
COVID-19.
What actions
should I
take?
NHS COVID-19 App
A colleague
has been If you have been in close contact with a confirmed case the App may notify you to advise self
contacted on isolation. Advice on how to self isolate is available here:
the NHS https://www.nhs.uk/conditions/coronavirus-COVID-19/testing-and-tracing/nhs-test-and-trace-if-
COVID-19 youve-been-in-contact-with-a-person-who-has-coronavirus/.
App and told
to self For questions, or to raise and issue about the NHS App, please see: https://faq.COVID-
isolate what 1919.nhs.uk/.
should they
do? If you require further information which is not covered in the FAQs, please contact the DHSC by
telephone on: 0207 210 4850 or here: https://contactus.dhsc.gov.uk/.
The NHS COVID-19 app uses Bluetooth Low Energy (BLE) to understand the distance, over time,
between app users. If someone tests positive for coronavirus (COVID-19), the app’s risk-scoring
algorithm uses this data, along with the infectiousness of the individual testing positive, to make
calculations about risk and work out whether a user should get an alert.
If you are storing your mobile in a locker you should disable Bluetooth to ensure that it is not
detected within two metres of another mobile with the app whilst the mobile is not on your
person.
Cleaning, ventilation and concerns
One or more It is important to have regular cleaning in place particularly of high contact areas regardless of
of my whether you currently of cases of COVID-19 in the workplace. For details regarding cleaning:
employees Please refer to:
has got https://www.gov.uk/government/publications/COVID-19-decontamination-in-non-healthcare-
confirmed settings/COVID-19-decontamination-in-non-healthcare-settings#principles-of-cleaning-after-the-
COVID-19 – case-has-left-the-setting-or-area
13
PHSEWP001ResV04.00what do I
need to do
regarding
cleaning?
Can we use Current government guidance and HSE guidance allows fans to be used in offices as long as the
desk fans? room is adequately ventilated, and they cleaned regularly.
I have a Employers and workers should always come together to resolve issues. If concerns still cannot be
concern that resolved, see below for further steps you can take.
my
workplace is Where the enforcing authority, such as the Health and Safety Executive or your local authority,
not identifies employers who are not taking action to comply with the relevant public health
implementin legislation and guidance to control public health risks, they will consider taking a range of actions
g social to improve control of workplace risks. For example, this would cover employers not taking
distancing appropriate action to socially distance, where possible. The actions the HSE can take include the
measures. provision of specific advice to employers through to issuing enforcement notices to help secure
Who can I improvements.
contact? How to raise a concern:
• contact your employee representative
• contact your trade union if you have one
• contact ACAS as www.acas.org.uk
• contact HSE at:
HSE COVID-19 enquiries
Telephone: 0300 790 6787 (Monday to Friday, 8:30am to 10pm)
Social Distancing/PPE
Does my 1) The HSE guidance currently states that PPE for protection against coronavirus is generally
business only required for certain healthcare activities. In a non-clinical setting, there is no need to
need provide different PPE than you would normally have provided before the outbreak
Personal started.
Protective 2) Whether or not PPE is required in a given workplace must be determined by the individual
Equipment risk assessment. The government guidance have published guidance for those cleaning
(PPE) for non-health care settings, those working in the management and care of deceased,
work? and prisons and other prescribed places of detention and first responders on how these
sectors should be using PPE.
3) Currently, these are the only sectors outside of health and social care which that we
believe have a clinical need for PPE. If after a risk-assessment you have determined that
you may need PPE in your workplace, HSE will be the source of guidance and a lead into
PPE providers. You may find all relevant PPE guidance in the newly created PPE guidance
hub.
4) From 24 September, it is compulsory for retail, leisure and hospitality staff to wear a face
covering in areas that are open to the public and where they come or are likely to come
within close contact of a member of the public. This includes shops, supermarkets, bars,
pubs, restaurants, cafes, banks, estate agents, post offices and the public areas of hotels
and hostels
These are not classified as PPE are generally not manufactured to a recognised standard
and not CE marked and do not provide a proven level of protection for work risks such as
dust and spray. Face coverings are instead primarily intended to protect others, not the
wearer, against the spread of infection because they cover the nose and mouth, which are
the main confirmed sources of transmission of virus that causes coronavirus infection
(COVID-19). Face coverings are not a replacement for the other ways of managing risk,
including minimising time spent in contact
14
PHSEWP001ResV04.00For further guidance:
https://www.gov.uk/government/publications/face-coverings-when-to-wear-one-and-how-to-
make-your-own/face-coverings-when-to-wear-one-and-how-to-make-your-own
https://www.hse.gov.uk/coronavirus/ppe-face-masks/index.htm
https://www.hse.gov.uk/coronavirus/working-safely/risk-assessment.htm
It is not The government guidance states that where it’s not possible for people to be 2m apart, you
possible to should do everything practical to manage the transmission risk by:
follow 2m
distancing at • considering whether an activity needs to continue for the business to operate
work – what • keeping the activity time involved as short as possible
can we do? • using screens or barriers to separate people from each other
• using back-to-back or side-to-side working whenever possible
• staggering arrival and departure times
• reducing the number of people each person has contact with by using ‘fixed teams or
partnering’
Finally, if people must work face-to-face for a sustained period with more than a small group of
fixed partners, then you will need to assess whether the activity can safely go ahead. No one is
obliged to work in an unsafe work environment.
In this assessment you should have particular regard to whether the people doing the work are
especially vulnerable to COVID-19.
Further guidance:
https://www.hse.gov.uk/coronavirus/social-distancing/index.htm#where_social_distancing
Shielding/Isolation and Sick Pay
I must use There many sources of help and advice for people unsure of return to work:
public 1) Your employer or line manager – the government guidance on working safely during the
transport coronavirus outbreak sets out steps that employers must undertake to risk assess and
however I secure the places of work. https://www.gov.uk/guidance/working-safely-during-
don’t feel coronavirus-COVID-19/5-steps-to-working-safely
safe. 2) A trade union such as UNISON, if you are a member
I am not sure 3) The Health and Safety Executive (0300 790 6787 - Monday to Friday, 8:30am to 10pm)
if it is safe ACAS - Helpline on 0300 123 1100 or www.acas.org.uk
for me to go 4) Your local council - https://www.local.gov.uk/COVID-19-employment-law-faqs
back to my 5) Employers can also seek support from: https://www.gov.uk/business-support-helpline
place of
work.
Do I have to
go back in to
work?
What if I am Guidance for those in the shielding group. Please note, this was updated on 15 October 2020 to
in in a reflect advice on protecting the clinically extremely vulnerable, based on the local COVID-19 alert
“clinically level in your area. This advice is less restrictive than previous shielding advice.:
vulnerable” https://www.gov.uk/government/publications/guidance-on-shielding-and-protecting-extremely-
or vulnerable-persons-from-COVID-19/guidance-on-shielding-and-protecting-extremely-vulnerable-
“shielding” persons-from-COVID-19#work-and-employment
group?
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/f
ile/909191/Easy_Read_Shielding.pdf
My Employees are entitled to time off work to help someone who depends on them (a ‘dependent’) in
employee an unexpected event or emergency. This would apply to situations related to coronavirus (COVID-
must care 19). For example:
for someone
15
PHSEWP001ResV04.00with COVID- • if they have children they need to look after or arrange childcare for because their school
19 – do I has closed
need to pay • to help their child or another dependent if they’re sick or need to go into isolation or
them? hospital
There’s no statutory right to pay for this time off, but some employers might offer pay depending
on the contract or workplace policy.
For further information:
https://www.local.gov.uk/COVID-19-employment-law-faqs
https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-
COVID-19/guidance-for-employers-and-businesses-on-coronavirus-COVID-19#what-to-do-if-an-
employee-needs-time-off-work-to-look-after-someone
Am I eligible 1) From 28 September those on lower incomes who cannot work from home and have lost
to receive income as a result will also be eligible for a new £500 Test and Trace Support Payment.
sick pay
when The criteria for self-isolation payment is:
isolating?
•have been instructed to self-isolate by NHS Test and Trace, either because they’ve tested positive
or are the close contact of a positive case
•are employed or self-employed
•are unable to work from home and will lose income as a result
•are currently receiving Universal Credit, Working Tax Credit, income-based Employment and
Support Allowance, income-based Jobseeker’s Allowance, Income Support, Housing Benefit
and/or Pension Credit
It is therefore important that employers registers close contacts with the Self isolation Service
Hub so that contacts can receive this payment if they are eligible.
https://www.gov.uk/government/news/new-legal-duty-to-self-isolate-comes-into-force-today
2) Those who are self-isolating because they or someone in their household is displaying
symptoms of coronavirus or have been informed by NHS test and trace will be eligible for
Statutory Sick pay (SSP).
You could get SSP if you’re self-isolating because:
• you or someone you live with has coronavirus symptoms or has tested positive for
coronavirus
• you’ve been notified by the NHS or public health authorities that you’ve been in contact
with someone with coronavirus
• someone in your ‘support bubble’ (or your ‘extended household’)if you live in Scotland or
Wales has coronavirus symptoms or has tested positive for coronavirus
• you’ve been advised by a doctor or healthcare professional to self-isolate before going
into hospital for surgery
You can also get SSP if both of the following apply:
• you live or work in an area with local restrictions in place, including advice to ‘shield’ (take
extra precautions to reduce contact with others)
• you’ve been advised to shield because you’re at very high risk of severe illness from
coronavirus
Anyone not eligible to receive sick pay, including those earning less than an average of £118 per
week, some of those working in the gig economy, or self-employed people, are able to claim
Universal Credit and/or contributory Employment and Support Allowance. If notified by NHS test
16
PHSEWP001ResV04.00and trace to self-isolate they should also be eligible for the Test and Trace payment described
above.
Further guidance for employers and employees:
• https://www.gov.uk/statutory-sick-pay
• https://www.local.gov.uk/COVID-19-employment-law-faqs
• ACAS can also provide further advice and guidance (www.acas.org.uk)
Closure
Do I need to PHE do not routinely advise workplaces to close and the decision regarding this should be based
shut the on the site-specific risk assessment undertaken by the employer. Further information on risk
workplace assessment can be accessed on the HSE website https://www.hse.gov.uk/coronavirus/working-
down? safely/index.htm
Your risk assessment should be reviewed whenever you have positive case/s in the workplace as
this may change your COVID secure measures or your ability to operate safely.
However, if there is an outbreak that is complex or large then an incident team may discuss
closure, with the managers of that workplace. On most occasions the workplace will not be closed.
Travel
A member of Everyone must self-isolate for 10 days if they have arrived from a country not on the exempt list.
staff has The date you leave the country not in the travel corridor is day “0”.
travelled to a
country not If an employee decides to take a COVID-19 test after they return to the UK, if it is negative, they
on the still must self-isolate as the disease can developed up to 14 days after contact with a COVID-19
exempt list. positive case (symptoms most likely to develop within the first 10 days).
If they take a
COVID-19 There a few professionals who are excluded. See the travel section in ‘links to resources’
test do they
have to
continue to
self-isolate?
Workplace Specific Links
Food https://www.food.gov.uk/business-guidance/reopening-and-adapting-your-food-business-during-
businesses covid-19
https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/restaurants-offering-
takeaway-or-delivery
Construction https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/construction-and-
and Other other-outdoor-work
Outdoor
Work
Factories, https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/factories-plants-and-
Plants and warehouses
Warehouses
17
PHSEWP001ResV04.00Lab and https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/labs-and-research-
Research facilities
Facilities
Offices and https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/offices-and-contact-
Contacts centres
Centres
Vehicles https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/vehicles
Shops and https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/shops-and-branches
Branches
Other https://www.gov.uk/guidance/working-safely-during-coronavirus-COVID-19/homes
people’s
homes
(including
deliveries)
Courts, https://www.gov.uk/guidance/coronavirus-COVID-19-courts-and-tribunals-planning-and-
Magistrate, preparation
Police
https://www.gov.uk/government/publications/novel-coronavirus-2019-ncov-interim-guidance-
for-first-responders/interim-guidance-for-first-responders-and-others-in-close-contact-with-
symptomatic-people-with-potential-2019-ncov#additional-advice-for-police-officers-police-staff-
and-police-volunteers
https://www.hse.gov.uk/services/police/index.htm
18
PHSEWP001ResV04.00Template Letters
The following letters are templates to be sent out to staff if you have confirmed cases or contacts in the
workplace. Please review each before you send them out and adapt for your own situation.
Letter A – Employee letter - Member of the workplace who tested positive for COVID-19 who DID NOT
attend work while infectious
Letter B – For staff NOT identified as CONTACTS
Letter C – For staff identified as CONTACTS
19
PHSEWP001ResV04.00Letter A – Employee letter - Member of the workplace who tested positive for COVID-19
who did not attend work while infectious
check relevant for your situation/amend/delete as appropriate before sending
This is to be sent from the employer
Dear ……………..
A member of staff is being treated for confirmed novel coronavirus (COVID-19) and is currently receiving
appropriate clinical care.
We are following the national guidance and have assessed that the risk to other employees is low as the
case did not attend work when they were infectious and that at this stage we do not need to take any
further action.
However, it is very important that you are aware of the common symptoms of COVID-19 and know what
action to take if either you or a member of your family develop symptoms and how to avoid spreading the
infection as detailed below: -
Symptoms of COVID-19 19 - The most common symptoms of coronavirus (COVID-19) are recent onset
of:
• New continuous cough, and/or
• High temperature, and/or
• A loss, or change, in your normal sense of taste or smell (anosmia)
For most people, coronavirus (COVID-19) will be a mild illness. If you do develop symptoms, you can
seek advice from NHS 111 at NHS UK. Check if you have coronavirus symptoms or by phoning
NHS111. Do not go directly to your GP or other healthcare environment. You will also need to arrange
a test as advised at Coronavirus-COVID-19-getting-tested
Should you develop symptoms please inform your manager.
How to stop COVID-19 spreading - There are things you can do to help reduce the risk
• Maintain social distancing should at all times, this includes all communal areas such as staff
rooms, stock rooms, kitchens and corridors.
• Wash your hands with soap and water often – do this for at least 20 seconds
• Use hand sanitiser gel if soap and water are not available
• Wash your hands as soon as you get home
• Cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or
sneeze
• Put used tissues in the bin immediately and wash your hands afterwards
• Further information is available Staying Safe Outside Your Home
There is more information here - https://www.nhs.uk/conditions/coronavirus-COVID-19/
Please be assured we are following the national guidance about reducing the spread of infection in the
workplace and will take further advice from PHE should we need to do so.
Yours sincerely
Workplace Manager/Occupational Health(name)
20
PHSEWP001ResV04.00Letter B – FOR STAFF NOT IDENTIFIED AS CONTACTS
check relevant for your situation/amend/delete as appropriate before sending
This is to be sent from the employer
Dear Colleagues
Re: Novel Coronavirus (COVID-19)
We are aware of a confirmed case of COVID-19 in a member of staff/staff members.
Following national guidance, we have completed a risk assessment and identified a small number of people
who have had close contact who need to stay at home for a period of 10 days since the date of their
exposure. The date of exposure is day “0”. We have notified these individuals directly.
If you have not been advised directly that you are a close contact with the person (based on PHE
guidelines), then the risk of catching COVID-19 from this person is very low.
However, it remains important that you are aware of the common symptoms of COVID-19 and know what
action to take if either you or a member of your family develop symptoms and how to avoid spreading the
infection as detailed below: -
Symptoms of COVID-19 19 - The most common symptoms of coronavirus (COVID-19) are recent onset
of:
• New continuous cough, and/or
• High temperature, and/or
• A loss, or change, in your normal sense of taste or smell (anosmia)
For most people, coronavirus (COVID-19) will be a mild illness. If you do develop symptoms, you can
seek advice from NHS 111 at NHS UK. Check if you have coronavirus symptoms or by phoning
NHS111. Do not go directly to your GP or other healthcare environment. You will also need to arrange
a test as advised at Coronavirus-COVID-19-getting-tested
Should you develop symptoms please inform your manager.
How to stop COVID-19 spreading - There are things you can do to help reduce the risk
• Maintain social distancing should at all times, this includes all communal areas such as staff
rooms, stock rooms, kitchens and corridors.
• Wash your hands with soap and water often – do this for at least 20 seconds
• Use hand sanitiser gel if soap and water are not available
• Wash your hands as soon as you get home
• Cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or
sneeze
• Put used tissues in the bin immediately and wash your hands afterwards
• Further information is available Staying Safe Outside Your Home
There is more information here - NHS UK - COVID-19
Please be assured we are following the national guidance (working-safely-during-coronavirus-COVID-19)
about reducing the spread of infection in the workplace and will take further advice from PHE should we
need to do so.
Yours sincerely,
21
PHSEWP001ResV04.00Letter C – FOR STAFF IDENTIFIED AS CONTACTS
check relevant for your situation/amend/delete as appropriate before sending
This is to be sent from the employer
Dear Colleague,
Re: Novel Coronavirus (COVID-19)
As you may be aware a member of staff has / members of staff have confirmed novel coronavirus (COVID-
19).
We have completed a risk assessment identified you as a close contact with the confirmed case. In line
with national guidance you are advised to self-isolate for a period of 10 days from last exposure to the
individual. The date of exposure is day “0”. The last date of isolation will be . This means you
must stay at home and not leave your house, including coming to work, even if you feel well. Other
members of your household can continue normal activities provided you do not develop symptoms within
the 10-day self-isolation period.
Please see the link to the PHE Staying at Home Guidance
In addition to following the guidance it is essential that you are aware of the common symptoms of COVID-
19 and know what action to take if either you or a member of your family develop symptoms and how to
avoid spreading the infection as detailed below:
Symptoms of COVID-19 19 - The most common symptoms of coronavirus (COVID-19) are recent onset
of:
• New continuous cough, and/or
• High temperature, and/or
• A loss, or change, in your normal sense of taste or smell (anosmia)
For most people, coronavirus (COVID-19) will be a mild illness. If you do develop symptoms, you can
seek advice from NHS 111 at NHS UK. Check if you have coronavirus symptoms or by phoning
NHS111. Do not go directly to your GP or other healthcare environment. You will also need to arrange
a test: Coronavirus-COVID-19-getting-tested. As soon as you develop symptoms the rest of your
household should also self isolate and await your test result. You should also you inform your manager
.
How to stop COVID-19 spreading - There are things you can do to help reduce the risk of spreading
the virus
• Wash your hands with soap and water often – do this for at least 20 seconds
• Use hand sanitiser gel if soap and water are not available
• Cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or
sneeze
• Put used tissues in the bin immediately and wash your hands afterwards
• Maintain social distancing and/or isolation in accordance with national guidelines
There is more information here - NHS UK - COVID-19
We will need to provide NHS Test and Trace with your details as you may be eligible for a self-isolation
support payment. Further guidance about the criteria for this allowance can be found at
https://www.gov.uk/government/publications/test-and-trace-support-payment-scheme-claiming-financial-
support/claiming-financial-support-under-the-test-and-trace-support-payment-scheme
Please be assured we are following the national guidance (working-safely-during-coronavirus-COVID-19)
about reducing the spread of infection in the workplace and will take further advice from PHE should we
need to do so.
Yours sincerely,
Manager name/ Occupational Health
22
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