Covid Policy

In this Coronavirus (COVID-19) company policy essential guidelines employees should follow during the coronavirus outbreak and temporary alterations of existing sick leave and work from home policies. The risk of catching coronavirus (COVID-19) in the workplace is currently low, however we are continuing to monitor this dynamic situation very closely and to consider the risks that are associated with the COVID-19 outbreak, to ensure that our whole business remains safe. Company based risk assessment have been carried out and have outlined specific measures that need to be taken by all employee’s with additional information for specific areas and tasks that are related to the business, please ensure that you are familiar with these assessments, these can be found in the canteen and within both the main office and workshop office.

Policy brief & purpose

This company policy includes the measures we are actively taking to mitigate the spread of coronavirus. You are kindly requested to follow all these rules diligently, to sustain a healthy and safe workplace in this unique environment. It’s important that we all respond responsibly and transparently to these health precautions, We assure you that we will always treat your private health and personal data with high confidentiality and sensitivity.

This coronavirus (COVID-19) company policy is susceptible to changes with the introduction of additional governmental guidelines. If so, we will update you as soon as possible by email or written additions that will be made available to you and visible at the Keyo headquarters in Brigg.

Head Office/ Workshop Staff

The Head Office team is small and the office space in Brigg is self-contained and not shared with any other organisations.  Wider contact with others during working hours is therefore extremely low. Additional precautions will be taken to ensure staff follow the two-metre minimum spatial recommendation set out by Public Health England to minimise the spread of infection.

Any Head Office staff member who feels unwell or suspects they may have the virus should stay at home, seek advice from NHS111 and follow the self-isolation guidance issued by the NHS: https://www.nhs.uk/conditions/coronavirus-covid19/self-isolation-advice/

Scope

This coronavirus policy applies to all of our employees who physically work in our office,  workshop and members of staff who drive for Keyo. We strongly recommend to our contract working personnel to read through this action plan as well, to ensure we collectively and uniformly respond to this challenge.

Government guidance suggests that it is good practice for employers to:

  • Keep everyone updated on actions being taken to reduce risks of exposure to coronavirus (COVID-19) in the workplace; Updates will be provided on notice board and the driver information desk. Email correspondent will also be used to update on any changes.
  • Ensure employees who are in a vulnerable group are strongly advised to follow social distancing guidance;
  • Ensure employees who are in an extremely vulnerable group (and should be shielded) are supported to stay at home;
  • Ensure that employee contact numbers and emergency contact details are up-to-date;
  • Ensure that managers are able to spot symptoms of COVID-19 and are clear on any relevant processes and procedures, including sickness reporting and sick pay;
  • Ensure there are appropriate places to wash hands with soap and water for 20 seconds, and encourage all employees to do so regularly;
  • Provide hand sanitiser and antibacterial wipes to staff.
  • Ensure spaces in the workplace are optimised to allow social distancing, wherever possible; and

have visible signs in the workplace reminding employees not to attend work if they have a fever or cough, and to avoid touching their eyes, nose and mouth with unwashed hands

Policy elements

The following is an outline of the actions employees should take to protect themselves and their co-workers from a potential coronavirus infection.

Sick leave arrangements

For the health and safety of all members of staff, it is essential that you do not report to work if you suspect you have COVID-19. If you suspect that you or a family member that resides with you has COVID-19, please seek immediate medical treatment and do not report to work. If you are showing any symptoms of COVID-19, you should not report to work until either

  • A healthcare provider examines you and confirms that you do not have COVID-19,
  • A healthcare provider diagnoses you with COVID-19 and then clears you to return to work this can be conducted in the form of a Government approved test, you will be allowed to return to work if you can provide evidence of a negative test. If you have contracted COVID-19, and you believe you became infected with the disease while working for the Company, including during work-related travel, please immediately alert the management.
  • If you have cold symptoms, such as cough/sneezing/fever, or feel poorly, request sick leave or work from home.
  • If you have a positive COVID-19 diagnosis, you can return to the office only after you’ve fully recovered, with a doctor’s note confirming your recovery.

Work from home requests

  • If you are feeling ill, but you are able to work, you can request to work from home.
  • If you have recently returned from areas with a high number of COVID-19 cases, we’ll ask you to work from home for 14 calendar days, and return to the office only if you are fully asymptomatic. You will also be asked not to come into physical contact with any colleagues during this time.
  • If you’ve been in close contact with someone infected by COVID-19, with high chances of being infected yourself, request work from home. You will also be asked not to come into physical contact with any colleagues during this time.
  • If you are a parent and you have to stay at home with your children, request work from home. Follow up with your manager or departmental leader to make arrangements and set expectations.
  • If you need to provide care to a family member infected by COVID-19, request work from home. You’ll only be permitted to return to the office 14 calendar days after your family member has fully recovered, provided that you are asymptomatic or you have a doctor’s note confirming you don’t have the virus. You will also be asked not to come into physical contact with any colleagues during this time.

Travelling/commuting measures

  •  In-person meetings should be done virtually where possible, especially with non-company parties (e.g. candidate interviews and customers).
  • If you normally commute to the main headquarter by public transportation and do not have other alternatives, you can request to work from home as a precaution. If you do travel into to where possible please do this is a single occupancy vehicle.
  • If you are planning to travel voluntarily to a high-risk country with increased COVID-19 cases, we’ll ask you to work from home for 14 calendar days. You will also be asked not to come into physical contact with any colleagues during this time.

General hygiene rules

  • Wash your hands after using the toilet, before eating, and if you cough/sneeze into your hands (follow the 20-second hand-washing rule). You can also use the sanitizers you’ll find around the office and work shops, please ensure that these replenished regularly.
  • Cough/sneeze into your sleeve, preferably into your elbow. If you use a tissue, discard it properly and clean/sanitize your hands immediately.
  • Open the windows regularly to ensure open ventilation.
  • Avoid touching your face, particularly eyes, nose, and mouth with your hands to prevent from getting infected.
  • If you find yourself coughing/sneezing on a regular basis, avoid close physical contact with your coworkers and take extra precautionary measures (such as requesting sick leave).

Customer facing employees

Please be aware of the following procedures in place for customer facing employees:

  • Undertake regular personal hygiene procedures, using hot water and soap to wash hands. 
  • Hand sanitizer readily available to customer facing employees and should be used regularly. 
  • Undertake a risk assessment of the surroundings and people you come into contact with. If any customers display symptoms or appear to have poor personal hygiene, operatives / staff should cease work, and contact their line manager. 
  • Use of personal hand sanitizer should NOT replace good personal hygiene and staff should continue to wash their hands where possible.
  • Employees should limit physical contact with customers, including shaking of hands. 
  • Employees should not accept any food or drink from customers
  • Consumption of food and drink should only be undertaken in designated areas and once thorough hygiene measures have been undertaken. 
  • Staff should ensure good personal hygiene after using toilet facilities.    

Meetings and Events

Please be aware of the following controls in place relating to meetings:

  • Cancellation of non-business critical large meetings, gatherings and events
  • Meetings can be held by Skype, Zoom, or by phone as relevant.
  • Where attendance is required on site, all precautionary hygiene measures should be taken to control the spread of the virus this also includes all biosecurity measure that have been in place prior to the COVID pandemic.

Returning from international travel

In summary, the advice is that if an employee has travelled from any Category 1 specified country/area in the past 14 days then they should contact NHS 111 for further advice. If they are currently well then they should self-isolate for 14 days and follow advice. If they are unwell then they should call NHS 111 immediately in order for them to be assessed by an appropriate specialist. If they require emergency medical attention, then call 999.

 If an employee has travelled from any Category 2 specified country/area in the last 14 days and is currently well they should only self-isolate if they develop symptoms. They can continue to attend work and they do not need to avoid contact with other people. If they become unwell and display symptoms of the virus then they should stay indoors and avoid contact with other people and they should call NHS 111 immediately for them to be assessed by an appropriate specialist, as quickly as possible. In such cases, employees should stay at home and should not attend work. They should not go directly to their GP or other healthcare environment. If they require emergency medical attention, call 999 and tell the call handler that they have recently travelled to a COVID-19 risk area.