Coronavirus (COVID-19) Policy

LinkedIn - This policy is shared for the benefit of my LinkedIn connections, it is our Company policy and does not reflect National or International policy and is offered as a possible guide only. Don't shoot the messenger if there is a problem. If you see a problem or where it could be improved please let me know. Feel free to like, comment and share to your hearts content.

This policy will hopefully address some of the concerns that have been raised recently and will have to be overridden by any new policy mandated by the UK and Isle of Man Governments.

The following few weeks may prove to be critical in the spread of Coronavirus (COVID-19), we must therefore be prepared and take precautions to minimise the threat to you and to your colleagues.

I want you to feel that we are taking this matter seriously, that we are doing all we can to prevent the spread to and that you feel safe to come to the office.

Please also consider your colleagues as they may not want to share office space with you, if you have put yourself (and therefore them) at risk.

If anybody doesn’t feel safe from coronavirus in general, or feel that their peers decisions around travel is putting them at risk, please come to speak to me in confidence.

We have created Alert Levels based upon the perceived threat to our business and our staff, these do not necessarily reflect the position of UK Government who tend to take a less cautious approach in order to safeguard those businesses which are reliant on people gathering.

• GUARDED
• Avoid Close Contact with others as below but man office as normal.

• INCREASED
• Split Office into two teams One team works in the office and the other Works From Home (WFH) for a week at a time (Mon-Fri), changeover occurs on a Monday. The two teams don't meet to avoid cross infection.
• If a WFH team member is infected that team is to continue to WFH and the other team extend their office working until the WFH team have completed 2 weeks of quarantine from the infected individual.
• If an office worker is infected, that team is to immediately self isolate for 2 weeks and the office is to remain unmanned for 3 days, whereupon the changeover team is to sanitise communal areas for working in the office.

• HIGH
• All Office Staff are to self isolate and work from home, one member of staff to work in the office on lock down.

• CRITICAL
• All members of staff to work from home.

• RECOVERY
• Once any infected staff have fully recovered from the virus they should follow medical advice and if permitted to do so, work as per the Guarded Alert above.

Avoiding Close Contact with Others

• All overseas trips outside the UK and Isle of Man on Company business are to be cancelled.
• Travel inside the UK is to be minimised and greater reliance placed on video conferencing.
• Any remaining UK travel is to be risk assessed and it’s necessity evaluated, all business travel is to be authorised at C-Level.
• All essential UK hotel accommodation bookings should be cancellable where possible.
• Use of cramped public transport is to be minimised to avoid close contact with others.
• If your commute to work is on public transport, then you are authorised to flex your times to travel off peak to avoid close contact with others.
• All essential train travel is to be off peak First Class to reduce the risk of close contact with others.
• Where expenses are covered by a client, buy standard class tickets (recoverable) and upgrade using internal expenses.
• Taxis should be used instead of the Tube to avoid close contact with others.
• Travel hubs such as airports, motorway service stations (including our favourite, Gloucester Services) etc should be avoided to avoid close contact with others.
• If you are travelling on Company business for a duration which requires a meal, a daily allowance of £10 will be available to make/take your own food/drink before travel (avoiding meals being prepared elsewhere and pre-packed food).
• Large gatherings outside of your city, such as conferences, are to be avoided.
• Local events aimed at local people are a lower risk, but the risk must still be considered and authorised at C-Level.

In the Event That a Pandemic is Declared.

If a pandemic is declared, all UK travel on Company business is to be cancelled, think ahead now and if there are any essential client visits due in the next few weeks, bring them forward and get them out of the way.

The symptoms of coronavirus (COVID-19) are:

• a cough (or difficulty breathing)
• a high temperature
• shortness of breath

If you have the above symptoms and suspect you have coronavirus, dial 111 immediately and seek advice. National Health Service (NHS) is here

If someone becomes unwell in the workplace and has recently come into contact with someone from an area affected by coronavirus, they should:

• get at least 2 metres (7 feet) away from other people
• go to a room or area behind a closed door
• avoid touching anything
• cough or sneeze into a tissue and put it in a bin

If you are told to self-isolate after calling 111, you will be on sick leave as per the company sickness policy.

Advise the CEO immediately, don’t wait for the following morning and don’t come to work.

Travelling Abroad.

All staff taking leave to travel abroad, are to remind the CEO of their trip 4 weeks ahead of their planned return to the UK.

All staff travelling abroad for personal reasons are to assume that enforced annual leave will be required to be taken upon their return for self-isolation. 

The CEO will advise staff of the Company’s position as to whether their trip is considered avoidable and/or essential. This will be reviewed again in the week prior to you embarking on your trip.

Given the potential increase in workload that might arise as a result of an outbreak, not only with the Company itself but also our supply chain, there is a risk that some leave may have to be cancelled.

The coronavirus map has 3 categories:

•                No special measures – The Company may insist on self-isolation.
•                Category 2 – The Company insists on self-isolation.
•                Category 1 – All travellers must self-isolate.

Insurance. It would be prudent for staff travelling abroad to ensure their travel insurance includes cover for “cancel for work reasons” type cover. Rest assured that this would be as a last resort.

Self-Isolation & Quarantine

• Self-isolation is currently 14 days.
• If you have travelled abroad, regardless of whether the journey was for business or personal reasons and regardless of the overseas destination, you are to Work From Home (WFH) for at least the first working day after your return.
• Ensure you have adequate equipment and facilities for up to 14 days WFH before you go on your trip.
• During the afternoon of this initial WFH day, call the office for a risk assessment prior to returning to work. The Company will decide if you should be subject to involuntary self-isolation for the full 2 weeks.

Voluntary Self-Isolation Leave. Staff who wish to voluntarily self-isolate, for instance if they have travelled abroad, will be permitted to take 2 weeks leave upon their return, this will consist of their sick leave (not SSP) followed by their annual leave if their annual leave is exhausted they can then take unpaid leave.

Involuntary Self-Isolation Leave. If the Company insists upon you self-isolating for the protection of your peers following an avoidable or deliberate overseas trip, then a decision may be made and regularly reviewed throughout the 2 weeks of self-isolation about whether it is appropriate to WFH or to take enforced annual leave. This leave will be initially deducted from any remaining sick leave and then as annual leave.

[note] The Company is entitled to choose when you take your annual paid leave.

Working From Home following medical advice to do so – If you are sick then you are to take sick leave, once your annual sick leave is exhausted, you will be placed on Statutory Sick Pay (SSP). If you are fit and well you may be permitted to WFH for all or part of the self-isolation period.

Accidental Exposure Through No Fault Of Your Own

• If you have been in close contact with someone with confirmed corona virus you are to call 111 and if told to self-isolate as a result, you will be on sick leave as per the Company sickness policy. 
• However, if you feel perfectly fine and still have to self-isolate, then provided you have the facilities to do so, you are permitted to Work From Home (WFH) for the 14 days, in accordance with the existing Company WFH policy.
• The Company will also support you and your dependent family at home if you are hospitalised, to ensure you have adequate supplies (food, wine etc)

Avoidable Journey (No Special Measures Category)

• If you choose to take an overseas trip to an overseas destination without any Coronavirus for any journey other than an essential journey*, you are still taking an avoidable risk. 
• If, after your arrival at the destination, the Category increases and you are prevented from returning to the UK, you will have to extend your leave until you are permitted to return to the UK, if your annual leave is exhausted you will have to take unpaid leave. If you show symptoms or are medically quarantined and then you should take sick leave. 
• If the Category remains as No Special Measures after your return, a risk assessment will be made and you may be permitted to return to work, if you are requested to self isolate, provided you can work effectively, you will probably be permitted to WFH for the entire 2 weeks of Self Isolation.

Avoidable Journey (Category 2)

• If you choose to take an overseas trip to a country with Coronavirus for any journey other than an essential journey*, you are taking an avoidable risk. 
• If, after your arrival at the destination and you are prevented from returning to the UK, for instance if the Category increases to Category 1, you will have to extend your leave until you are permitted to return to the UK, if your annual leave is exhausted you will have to take unpaid leave. If you show symptoms or are medically quarantined and then you should take sick leave. 
• As you have chosen to travel to a higher risk location, when you return to the UK you will have to self isolate for the full 2 weeks. If you usually work in the office, then you will be undoubtedly less productive when you WFH and therefore you can expect that you will have to take annual leave for a proportion of your self isolation.

Deliberate Risk (Category 1)

• If you are going to go on a journey to an area which already has coronavirus and against formal advice (Category 1), then you do so at your own risk, whilst the Company would strongly discourage such a journey, we are not able to prevent you taking it.
• If after your arrival at the destination, you are unable to return to the UK, you must take annual leave and when that is exhausted, unpaid leave. You cannot work remotely.
• Once you are able to return to the UK, you must self-isolate as per medical advice and take sick leave to do so, SSP must be used once the Company sick day allowance has been used. 
• Exceptions may be made and compassionate leave granted where the journey is absolutely essential.
• Formal advice against travel would be where medical or Government advice is to only to make essential journeys, or to not travel at all.
• *Contact the CEO for guidance as to whether your journey is considered essential by the Company before taking the journey and if possible before booking the journey.

In summary

If your exposure was unavoidable and accidental then the Company will support you and your family through your self-isolation/quarantine as best as we can, by permitting working from home and ensuring you have adequate supplies etc.

If your exposure was against advice, (deliberate), avoidable, or due to your own poor risk management decision, then your decision may not be fully supported by the Company and your risk may impact you financially.

If you have any questions or seek any further clarification regarding the above, please do not hesitate to get in touch