With the lifting of certain legal requirements on the 19th of July 2021, the emphasis on controlling COVID-19 within the workplace has moved from prescriptive government measures to a model where employers must choose controls for their workplace.

The government has said that a risk assessment considering the risk of COVID-19 must be undertaken and controls found which are proportionate to the workplace.

The procedures outlined below are the steps Urban have taken to ensure, as far as is reasonably practical, a safe workplace and the required actions to be taken by employees with symptoms or diagnosed with COVID-19.

If an employee or subcontractor is advised to self-isolate by NHS Test & Trace, they must contact the office at once.

What is Covid-19?

Coronavirus disease (Covid-19) is a highly infectious disease caused by a newly discovered coronavirus.

Symptoms of coronavirus:

  • A high temperature – you feel hot to touch on your chest or back (you do not need to measure your temperature).
  • A new, continuous cough – coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual).
  • A loss or change to your sense of smell or taste – you cannot smell or taste anything, or things smell or taste different to normal.

Ensuring a safe workplace

Urban aim to ensure that staff and visitors alike are ‘Covid Secure’ whilst on site by following Government and HSE guidance. A COVID-19 risk assessment will be done at each site and the results will be available for inspection at any time and will be regularly revised and updated as needed.

As an employer, we will stress the importance of individual and wider workforce engagement and cooperation to ensure controls are applied stringently.

We will ensure that:

  1. Adequate natural ventilation is available – The law says we must make sure there’s an adequate supply of fresh air (ventilation) in enclosed areas of the workplace.   We will ensure good ventilation in the workplace with the opening of windows (if safe) and the opening of doors (not fire doors) or through air vents. If possible mechanical ventilation will also be used to bring in fresh air from outside.
  2. Sufficient cleaning – Coronavirus can transfer from people to surfaces. It can be passed on to others who touch the same surfaces. We will ensure that workplaces are cleaned to support a hygienic work area with surfaces cleaned with surface disinfectants.
  3. Good hand hygiene – frequent handwashing reduces the potential for coronavirus to spread. Hand sanitizer will be avilable and where possible warm running water with soap.
  4. Social Distancing – Where necessary we have considered the use of and kept social distancing in certain areas of the workplace in line with government guidelines and location specific risk assessment.
  5. Check In – Urban still provide the possibility for employees and visitors to check in with the NHS Test and Trace program. We also ensure that the daily signing in log records information about people on site to ensure that close contacts may be found where needed.
  6. Face Coverings –   Face coverings, either single use or re-usable are to be worn where appropriate as per the Government recommended guidelines and the covering must ensure that it covers a person’s nose and mouth.    While face coverings are no longer mandatory, we will assess their use as part of our COVID workplace risk assessment. Employees will not have to stop wearing face coverings if they wish to wear them, providing that it does not interfere unreasonably with their role (for example, communications) in which case, we may implement alternative control measures. Face coverings are not classified as personal protective equipment (PPE)
  7. Testing –  Anyone with symptoms of coronavirus should conduct a test either via the NHS or with a home testing kit. An employee can stop self-isolating and return to work after a negative result, if:
  8. They are well.
  9. No-one else in their household has symptoms or has assessed positive for COVID-19.
  10. They have not been advised to self-isolate by NHS Test and Trace.
  11. They feel well enough to work and have not had sickness or diarrhoea in the last 48 hours.
  12. Travel Abroad – Employees who have been outside the UK on holiday must follow the latest travel advice on the https://www.gov.uk/guidance/travel-advice-novel-coronavirus

Suspected or confirmed case in the workplace

Should a member of staff or a visitor present in the premises with suspected or diagnosed Covid-19, we will ensure they are isolated, and arrangements made for them to go home and self-isolate. We may also be informed of a confirmed case of COVID-19 by NHS test & trace.

Employees who display symptoms should take advice from the NHS 111 Online (or NHS 111 phone line). Do not go to a GP surgery, pharmacy or hospital without instruction.

Actions

  1. Establish any other persons the individual may have been in close contact with whilst at work and when.
  2. Review the current Covid-19 Secure Risk Assessment and communicate with all staff present.
  3. Ensure proper arrangements for cleaning have been conducted and documented.
  4. Ask staff to get a self-test or NHS test even if they don’t have any systems
  5. Health Authorities may take very directive actions in the case of any outbreak so plans will be fluid and reactive to the needs of any externally imposed instructions or restrictions.
  6. If we become aware of positive cases within the workplace, the designated Single Point of Contact will contact the Local Health Protection Team (local PHE HPT) for help, advice and to make a report.
  7. The local PHE HPT will collaborate with us to assess the risks and recommend how to best manage and control the risk of COVID transmission. Depending on the outcome, the local PHE HPT and local authority may set up an outbreak control team to help support and manage the situation.

Self-Isolation

Employees must self-isolate and limit contact with people who are at higher risk should any of the below criteria apply, there may also be added reasons requiring isolation (if you’re uncertain please contact the office).     

When instructed to Self-Isolate, you must do so for 10 days (or the timescale showed by NHS Test and Trace). Sometimes people develop symptoms during their isolation period. In these cases, they must restart their 10-day self-isolation period from the day after they develop symptoms.

  1. Self-isolate immediately if:  You have any symptoms of COVID-19 (a high temperature, a new, continuous cough or a loss or change to your sense of smell or taste).
  2. You’ve tested positive for COVID-19
  3. Keep self-isolating if you have any of these symptoms after the 10 days.
  4. A high temperature or feeling hot and shivery.
  5. A runny nose or sneezing.
  6. Feeling or being sick.
  7. Diarrhoea

Employees that suspect they may still be at risk should not attend work until they have gained advice from the NHS 111 Online (or NHS 111 phone line) and spoken to their manager.

If you live in England and someone you live with has symptoms of COVID-19 or has tested positive for COVID-19, you will not need to self-isolate if any of the following apply

  • You’re fully vaccinated – this means 14 days have passed since your final dose of a COVID-19 vaccine given by the NHS. 
  • taking part or have taken part in a COVID-19 vaccine trial.
  • You’re not able to get vaccinated for medical reasons.

Government guidance on how To Self-Isolate:

  • Do not go to work or public places
  • Do not go on public transport or use taxis.
  • Do not go out to get food and
  • Do not have visitors, including friends & family – except for supplying essential care.
  • Do not go out to exercise

Vulnerable Employees

We have a duty to ensure that all employees are safe in work and will take particular care to ensure the safety of those who may be classed as ‘Clinically Extremely Vulnerable’ or those who are ‘Clinically Vulnerable.’  To ensure we can protect them we ask that all employees inform us if they believe they may be vulnerable.

Vulnerable Employees/Visitors

The Public Health England report ‘Disparities in the risk and outcomes of COVID-19’ shows that some groups of people may be at more risk of being infected and/or an adverse outcome if infected.

People who are classified as clinically extremely vulnerable/vulnerable are at a high risk of getting seriously ill from Covid-19.

We will make a careful assessment of any employees/visitors in these categories and will look to implement added controls where needed to protect them; this may include enabling them to stay 2m away from others to ensure they take extra care to keep social distancing where possible.

Pregnant workers

During the outbreak, pregnant workers have previously had to abide by controls like the vulnerable categories above. We will ensure an expectant mother’s risk assessment has been completed for all pregnant employees.

Workers in higher-risk groups

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 ethnic minority backgrounds.

The Health and Safety Executive (HSE) states there is currently no expectations of added controls for these groups. However, we will ensure our existing controls (social distancing, good hygiene and cleaning, ventilation, etc.) are applied stringently.

Finally

Employees must feel able to approach management to have individual discussions about any concerns they may have.

Is important that all employees follow the guidance set out in this document and seek advice from the office and NHS 111 Online where necessary. Following the correct procedures is important to ensure the safety of all persons in our workplace by preventing the spread of Coronavirus. Failure to comply may put others in the workplace at risk (and may, following an investigation, result in disciplinary action).