COVID 19

Safe Working Procedure

Drafted 26 May 2020, Revised 24 June 2020, Revised 29 June 2020, Revised 30 June 2020, Revised 16 July 2020

AP0098 16/07/20 Page 1 of 23

Introduction

COVID-19 is a new strain of a respiratory condition which has never affected humans before. As with other respiratory illnesses, infection can cause mild symptoms including a runny nose, a sore throat, a cough and a fever.

It can be more severe for some individuals and lead to pneumonia or breathing difficulties. Those with weakened immune systems, pre-existing medical conditions, the elderly or infirm appear to be more at risk of becoming severely ill with the virus.

Talk training is fully committed to ensuring the safety and wellbeing of all its employees, associated trainers and all stakeholders.

Talk training needs to ensure it is protecting its workforce and minimising the risk of the spread of infection. This guidance is intended to introduce consistent measures at our office in line with the Government's recommendations on social distancing.

These are exceptional circumstances and the Education and Training sector must always comply with the latest Government advice on Coronavirus.

The health and safety requirements of any activity must not be compromised at this time. If an activity cannot be undertaken safely due to a lack of suitably qualified personnel being available or social distancing being implemented, it must not take place.

Talk training is aware that emergency services are also under great pressure and may not be able to respond as quickly as usual.

This Procedure applies to all Talk training employees, associated trainers, contractors and visitors and is aimed at protecting you, your colleagues, your families and the general population.

This procedure will be effective whilst the business is operating under the Government Coronavirus (COVID-19) guidelines of safe working and social distancing and may be in place for several months.

1.0 Thinking about risk

All companies need to assess and manage the risks of COVID-19.

Talk training has a legal responsibility to protect staff, learners and other stakeholders from risk to their health and safety. This means we need to think about the risks faced and do everything reasonably practicable to minimise them, recognising that the risk of COVID-19 cannot be eliminated.

Talk training have risk assessed the business to address the risks of COVID-19, using guidance from the government to inform our decisions and control measures.

AP0098 16/07/20 Page 2 of 23

1.1 Managing the risk

Talk training has a duty to reduce workplace risk to the lowest reasonably practicable level by taking preventative measures. In the context of COVID-19 this means working through these steps in order:

1. In every workplace, increasing the frequency of handwashing and surface cleaning.

2. Businesses should make every reasonable effort to enable working from home as a first option. Where working from home is not possible, workplaces should make every reasonable effort to comply with the social distancing guidelines set out by the government (keeping people 2m apart wherever possible).

3. Where the social distancing guidelines cannot be followed in full, in relation to a particular activity, businesses should consider whether that activity needs to continue for the business to operate, and if so, take all the mitigating actions possible to reduce the risk of transmission between their staff.

Further mitigating actions include:

- Increasing the frequency of hand washing and surface cleaning.- Keeping the activity time involved as short as possible.- Using screens or barriers to separate people from each other.- Using back-to-back or side-to-side working (rather than face-to-face) whenever

possible. - Reducing the number of people each person has contact with by using ‘fixed teams

or partnering’.

4. Finally, if people must work face-to-face for a sustained period with more than a small group of fixed partners, then it will be necessary to assess whether the activity can safely go ahead. No one is obliged to work in an unsafe work environment.

Talk training’s risk assessments have been done taking a regard to whether the people doing the work are especially vulnerable to COVID-19.

1.2 Sharing the results of the risk assessment

The results of Talk training’s risk assessments are published on our website. A notice has been displayed in reception to show we have followed DfBEIS Working safely during coronavirus (COVID-19) guidance 11 May 2020.

2. Who should go to work

From 23 March 2020 Talk training staff have been advised that they should work from home if possible. Whilst the office was open initially on a limited basis from 1st June 2020 this was not a return to full time office working.

AP0098 16/07/20 Page 3 of 23

This revision details the planned changes that will take effect between 20 July 2020 and 1 September 2020, the date when it is planned that Talk training office opening will return to normal.

Those who need to be on-site for periods during the week are:

Staff in roles required for business and operational continuity, safe facility management, or regulatory requirements and which cannot be performed remotely.

Staff in roles which might be performed remotely, but who are unable to work remotely due to home circumstances or the unavailability of safe enabling equipment.

Talk training will monitor the wellbeing of people who are working from home and help them stay connected to the rest of the workforce.

Talk training will keep in touch with off-site workers to check on their working arrangements including their welfare, mental & physical health and personal security.

Talk training will provide equipment for staff to work at home safely and effectively and provide remote access to work systems where practicable.

2.1 Protecting People who are at higher risk.

Clinically extremely vulnerable individuals have been strongly advised not to work outside the home. Clinically extremely vulnerable people will have received a letter telling them they are in this group or will have been told by their GP.

Clinically vulnerable individuals have been asked to take extra care in observing social distancing and will be helped to work from home, either in their current role or in an alternative role. Clinically vulnerable people include those aged 70 or over and those with some underlying health conditions, all members of this group are listed in the ‘clinically vulnerable’ section in appendix 1.

If clinically vulnerable (but not extremely clinically vulnerable) individuals cannot work from home, they will be offered the option of the safest available on-site role, enabling them to stay 2m away from others. If they must spend time within 2m of others, we will carefully assess whether this involves an acceptable level of risk. As for any workplace risk we will consider the specific duties of those with protected characteristics, including, for example, expectant mothers who will be suspended on full pay if suitable roles cannot be found.

Talk training will pay particular attention to people who live with clinically extremely vulnerable individuals.

Talk training provides support for staff around mental health and wellbeing. This includes advice and telephone support.

Support is available through the Westfield Health Corporate Health Plan, which includes a confidential counselling service. Westfield can be accessed here:

https://www.westfieldhealth.com/

AP0098 16/07/20 Page 4 of 23

The Westfield website also has a dedicated Covid-19 resource centre which includes wellbeing guides and lots of helpful information and advice for employers and employees.

The contact details for Westfield Health are:

Telephone: 0114 250 2000 E Mail: enquiries@westfieldhealth.com

Further wellbeing information can be accessed on Talk training’s Information Advice and Guidance Portal. Link here: https://talktraining.sharepoint.com/sites/IAG/default.aspx

2.2 People who need to self-isolate

Talk training staff who are self-isolating are not to come to the office and will be encouraged and supported to work from home, if appropriate.

The current guidance for employees and employers relating to statutory sick pay due to COVID-19 are available at https://www.gov.uk/statutory-sick-pay (employees) and https://www.gov.uk/employers-sick-pay (employers).

The current guidance for staff who have symptoms and staff who live with others who have symptoms is available at https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-households-with-possible-coronavirus-covid-19-infection

2.3 Equality in the workplace

The directors and managers of Talk training have aimed to understand and considered the circumstances of those with different protected characteristics whilst undertaking the risk assessment and developing the safe working procedures.

3. Social distancing at work

Talk training staff must maintain 2m social distancing in the workplace wherever possible.

Where the social distancing guidelines cannot be followed in full in relation to a particular activity, Talk training will consider whether that activity needs to continue for the business to operate, and, if so, will take all the mitigating actions possible to reduce the risk of transmission between staff. Mitigating actions include:

Further increasing the frequency of hand washing and surface cleaning.

Keeping the activity time involved as short as possible.

Using screens or barriers to separate people from each other.

Using back-to-back or side-to-side working (rather than face-to-face) whenever possible.

Reducing the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others).

AP0098 16/07/20 Page 5 of 23

Social distancing applies to all parts of a business, not just the place where staff spend most of their time, but also entrances and exits, break rooms, canteens and similar settings. These are often the most challenging areas to maintain social distancing.

3.1 Coming to Talk training and leaving Talk training

To maintain social distancing wherever possible, on arrival and departure and to ensure handwashing upon arrival the following measures have been put in place until 1 September 2020, when they will be reviewed:

To reduce contact each employee or associate will be provided details by their manager of the days and times they are permitted to enter the office.

All employees and associates are requested to travel to work alone and only car share with another member of the same household.

Employees and associates are requested to use the Talk training parking facilities outside the office on a first-come first-served basis.

All employees, associated trainers, learners, contractors and visitors are to enter the building via the main reception door only.

A sneeze screen has been Installed to protect staff in reception; Employees, associated trainers, learners, contractors and visitors entering the building must always remain behind the marked lines until instructed.

From 1 June 2020, on the first day of entering the building all staff must sign a Self-Declaration Form - Staff (AD0180), see Appendix 2, confirming that they have read and understand this safe working procedure, confirming that they have none of the main symptoms of COVID-19 and confirming that no one in their household is self-isolating. In lieu of completing this form every time staff enter the building you are declaring that by signing in you do not have any of the main symptoms of COVID-19 and that no one in your household is self isolating.

From 27 July 2020 all Learners visiting Talk training will need to complete a Self-Declaration Form - Learner (AD0181) each time they visit, see appendix 3, confirming that they have read and understand this safe working procedure, confirming that they have none of the main symptoms of COVID-19 and confirming that no one in their household is self-isolating.

Note that the main symptoms of coronavirus are:

o high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)

AP0098 16/07/20 Page 6 of 23

o new, continuous cough – this means 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)

o loss or change to your sense of smell or taste – this means you have noticed you cannot smell or taste anything, or things smell or taste different to normal.

Most people with coronavirus have at least one of these symptoms.

All employees, associated trainers, learners, contractors and visitors are to sign the ‘Daily Signing in Log – Employees and Visitors’ when they enter the building.

A noncontact digital thermometer is provided at reception to confirm your temperature. The thermometer must be cleaned with an antibacterial wipe before and after use.

Employees are requested to wash their hands with soap and water or use the provided hand sanitiser when entering or exiting the building.

All employees, associated trainers, contractors and visitors are requested to exit the building via one of the three clearly marked fire exits and not exit via the main entrance door.

No clothes or bags are to be left in the reception area or coatracks. Either leave them in your car or deposit them at your workplace.

All staff and learners are encouraged to use the Covid-19 Symptom Study App which can be downloaded from: https://covid.joinzoe.com/

3.2 Moving around the building

To maintain social distancing wherever possible while people travel through the office the following measures have been put in place:

From 1 June to 19 July the ground floor of the offices was generally operate to a one-way system. Entrance to the building was via the main reception door only. Exiting the building from the ground floor was via one of the two clearly marked fire exits and not the main entrance door. Floor and door signage marked the direction of flow.

With effect from 20 July 2020 the one-way system within the building will be removed. Entrance to the building is still via the main reception door only and exiting the building from the ground floor is still via one of the two clearly marked fire exits and not the main entrance door. Exiting the building from the first floor is still via the clearly marked fire exit at the bottom of the stairs.

With effect from 20 July 2020 Staff should work from the first floor whenever possible in readiness for the return of face-to-face learning on 27 July 2020.

AP0098 16/07/20 Page 7 of 23

The maximum capacity for each of the training rooms is:

o Training Room 1 6 People (Door to be open; windows to be open)

o Training Room 2 5 People (Door to be open; windows to be open)

o Training Room 3 4 People (Door to be open; windows to be open)

o Training room 4 6 People (Door to be open; windows to be open)

o Training Room 5 2 People (Door to be open; fan must be on full)

o Training Room 6 2 People (Door to be closed; windows to be open)

Training room 6 is an emergency isolation room and is not to be used except in an emergency. Anyone in this room must wear the gloves and masks that are provided.Instructions for the correct use of gloves and masks are on display in the room.

Employees, associated trainers, learners, contractors and visitors need to be aware of other people working around them and maintain 2m social distancing. Stairs and walkways should only be used once you ensure they are clear of other staff.

It may be beneficial to use the lift to go upstairs and the stairs to come down, but this cannot be mandated as it is not a suitable solution for all staff.

Visual 2-meter social distancing aids are located inside the building and all employees, associated trainers, learners, contractors and visitors are always to follow strict social distancing.

All internal doors, except for fire doors, are always to be kept open. This includes doors fitted with keypad security locks.

Hand sanitiser stations are provided outside upstairs and downstairs toilets and inside the first-floor open plan office. Anti-bacterial wipes are provided to sanitise lift controls and the door handles of internal fire doors that cannot be locked open.

Unnecessary movement within the building is discouraged. Telephone, Teams or email should be used where possible.

The lift is restricted to one person at a time and 2m social distancing must be observed whilst awaiting entry.

AP0098 16/07/20 Page 8 of 23

Employees, associated trainers, learners, contractors and visitors are requested to plan any activity to avoid close working. All non-essential work that requires close contact between employees, associated trainers, learners, contractors and visitors should not be carried out.

The below general Social Distancing principles always apply:

Non-essential work that requires close contact must not be carried out.

Work requiring skin to skin contact must not be carried out.

All work must be planned to minimise contact between employees, associated trainers, learners, contractors and visitors.

Any re-usable PPE that you use must be thoroughly cleaned after use and not shared with other people.

Any single use PPE that you use must not be reused and after use must be double bagged and taken away with you.

Stairs must be used in preference to lifts

3.3 Workplaces and workstations

To maintain social distancing between staff when at work the following measures have been put in place:

For people who work upstairs in one place, chair and desk positions have been arranged to allow them to maintain social distancing wherever possible.

Individual offices have the maximum occupancy stated on them, based on the layout and square footage of the office. Do not exceed this. Staff using these offices will need to be mindful of the 2m social distancing requirement. Safety gates are fitted to some of these offices as a reminder of the maximum occupancy.

Only use one desk whilst you are in the open plan office. The chair and desk will be sanitised after you have gone home.

Floor tape has been used where possible to mark areas to help staff keep to a 2m distance.

3.4 Meetings

To reduce transmission due to face-to-face meetings the following measures have been put in place:

All employees are required to stop all non-essential visitors to site.

AP0098 16/07/20 Page 9 of 23

All meetings are to be carried out via video conference (Microsoft Teams is recommended where possible), telephone or take place outside where practicable.

Where meetings are essential and cannot be carried out as above, then Talk training Safe Working procedures must be adhered to and 2m social distancing observed.

All meeting rooms must be well ventilated by keeping windows open and the door open where practicable.

Hand sanitiser and antibacterial wipes are provided in all meeting rooms.

Avoid transmission during meetings by not sharing pens or other objects and by cleaning keyboards, the mouse and projector controls after use with antibacterial wipes.

3.5 Common areas

To maintain social distancing while using common areas the following measures have been put in place:

Both Talk training kitchens have been closed. No food or water, cooking or heating facilities e.g. microwaves, kettles, toasters etc. are available in the Talk training kitchens or break-out room.

No Talk training crockery or cutlery is to be used. Please bring your own and take it home with you.

The Fridges and dishwasher in the kitchen are not to be used.

With effect from 6 July 2020 the fridge in the breakout room is available for use. All food or drink stored in this fridge must be wrapped and be labeled with the owner’s name. All items stored in the fridge must be removed at the end of the day. All items not removed will be disposed of.

Tables and chairs in the breakout room are placed in accordance with the 2-meter social distancing guidelines and there is a maximum of one person per table. Tables and chairs should not be moved to be used.

The maximum number of people allowed in the breakout room is 3.

Employees, associated trainers, and learners are requested to bring pre-prepared meals and their own drinks bottles, including water.

Employees, associated trainers, learners, contractors and visitors are requested to keep all areas clean and tidy by cleaning up after themselves and take all their rubbish home with them.

AP0098 16/07/20 Page 10 of 23

3.6 Accidents, security and other incidents

In an emergency, for example, an accident or fire, people do not have to stay 2m apart if it is unsafe to do so.

Anyone involved in the provision of assistance to others should pay attention to sanitation measures immediately afterwards including washing hands.

4. Manage learners, customers, visitors and contractors

4.1 Manage contacts

To minimise the number of unnecessary visits to offices the following measures have been put in place:

Staff should encourage visits via remote connection where this is an option.

Where site visits are required, site guidance on social distancing and hygiene should be explained to learners, customers, visitors and contractors on or before arrival.

All staff should ensure that, where possible, they limit the number of learners, customers, visitors and contractors at any one time.

Schedules for essential services and contractor visits must be planned to reduce interaction and overlap between people, for example by carrying out essential maintenance before 9 am, after 5pm Monday to Thursday, after 1.30pm on a Friday or on weekends.

A record of all visitors entering the building should be maintained by ensuring that all visitors sign the Daily Signing-In Log – Staff and Visitors form.

4.2 Providing and explaining available guidance

To make sure people understand what they need to do to maintain safety Talk training will provided clear guidance on social distancing and hygiene to people before arrival - on the website and by email footers and on arrival by signage and visual aids.

5. Cleaning the workplace

5.1 Before reopening

To make sure that the office that has been closed or partially operated is clean and ready to restart the following measures have been completed:

• A risk assessment for the site that has been closed has been completed before reopening.

AP0098 16/07/20 Page 11 of 23

• Cleaning procedures have been carried out and hand sanitiser has been provided before restarting work.

Windows and doors have been opened frequently to encourage ventilation.

5.2 Keeping the office clean

To keep the workplace clean and prevent transmission by touching contaminated surfaces the following measures have been put in place:

Along with the standard Talk training cleaning regimes, enhanced measures have been implemented which include increased cleaning of all high traffic areas and touch points including; taps and washing facilities, toilets, door handles, window handles, handrails and entrance and exit locations. A three-hour clean will take daily after staff have left.

Employees, associated trainers, learners, contractors and visitors are required to wash their hands with soap and water for more than 20 seconds as per the Government guidelines or use the sanitiser on entry and exit of the site, before and after any break and after any toilet break.

Hand sanitiser stations and cleaning materials, which include antibacterial wipes are in several locations throughout the offices. These will be regularly checked and replaced throughout the day and are clearly identified by signage.

Employees, associated trainers, learners, contractors and visitors are requested to ensure any shared office equipment e.g. copiers, printers, computer keyboards etc. are wiped with antibacterial wipes before and after use.

All employees, associated trainers, learners, contractors and visitors are required to clear the area they have been working in and remove waste and belongings when finishing work.

5.3 Hygiene – handwashing, sanitation facilities and toilets

To help everyone maintain good hygiene through the working day the following measures have been put in place:

• Signs and posters have been displayed to build awareness of good handwashing technique, the need to increase handwashing frequency, avoid touching the face and to cough or sneeze into a tissue which is binned safely, or into the arm if a tissue is not available.

• Hand sanitiser will be provided in multiple locations in addition to hand-washing facilities.

AP0098 16/07/20 Page 12 of 23

• Enhanced cleaning will be provided for busy areas.

5.4 Changing rooms and showers

Not applicable

5.5 Handling goods, merchandise and other materials

To reduce transmission through contact with objects that come into the workplace all non-business deliveries, for example, personal deliveries to staff are prohibited.

6. Personal Protective Equipment (PPE) and face coverings

When managing the risk of COVID-19, additional PPE beyond what is usually worn (if any) is not beneficial. This is because COVID-19 is a different type of risk to the risks you normally face in a workplace, and needs to be managed through social distancing, hygiene and fixed teams, not using PPE.

In line with current government guidelines Talk training does not recommend the precautionary use of extra PPE to protect against COVID-19 except when responding to a suspected or confirmed case of COVID-19.

6.1 Face coverings

There are some circumstances when wearing a face covering may be marginally beneficial as a precautionary measure. The evidence suggests that wearing a face covering does not protect you, but it may protect others if you are infected but have not developed symptoms.

It is important to know that the evidence of the benefit of using a face covering to protect others is weak and the effect is likely to be small, therefore face coverings are not a replacement for the other ways of managing risk.

Wearing a face covering is optional and is not required by law, including in the workplace. If you choose to wear one that you provide, it is important to use it properly:

• Wash your hands thoroughly with soap and water for 20 seconds or use hand sanitiser before putting a face covering on, and after removing it.

• When wearing a face covering, avoid touching your face or face covering, as you could contaminate them with germs from your hands.

• Change your face covering if it becomes damp or if you have touched it.

• Continue to wash your hands regularly.

• Change and wash your face covering daily.

• If the material is washable, wash in line with manufacturer’s instructions. If it is not washable, dispose of it carefully at home in your usual waste.

AP0098 16/07/20 Page 13 of 23

• Practice social distancing wherever possible.

7. Workforce Management

7.1 patterns and working groups

1 June to 5 July 2020

For the ‘return to work’ on 1 June, to reduce the number of contacts each member of staff had, the entire workforce was split into four teams. Each team was headed by a ‘Duty Manager’, who were on-site from 10 am to 2 pm on their assigned day. The Teams were determined by directors and managers and considered the needs of the business first and foremost. All staff and associated trainers were informed by email before 1st June what team they were in and what day they could attend work if required.

6 July to 19 July 2020

As the UK and Welsh Governments started to relax the COVID 19 restrictions, with effect from 6 July the time and frequency of when staff could attend work was increased, by reducing the number of teams from four to two:

Duty Managers for Monday to Thursday were modified slightly and the office were open on Monday to Thursday from 9 am until 2 pm. Staff that were permitted to attend the office on Monday or Tuesday could attend the office on Monday and Tuesday and staff that were permitted to attend the office on Wednesday or Thursday could attend the office on Wednesday and Thursday.

The following is Talk trainings planned stepped approach to resume ‘Business as Usual’ on the 1 September 2020 and may be subject to further change:

20 July to 26 July 2020

Office opening hours to be increased from 9am-2pm to 9am-4pm Monday to Thursday.

Existing Monday/ Tuesday and Wednesday/ Thursday teams are to be maintained.

Note that the internal one-way system on the ground floor will no longer apply with ‘common sense’ being applied to movement around the building to ‘maintain social distancing of 2m’

Entry to and exit from the building will remain one way as dictated by government guidelines. Entry to the building is via the main reception door and exit from the building is via one of the three fire exits only.

27 July to 2 August 2020Essential Skills Workshops to recommence on the ground floor.

Office opening hours to be increased from 9am-4pm to 9am-5pm Monday to Thursday.

Existing Monday/ Tuesday and Wednesday/ Thursday teams are to be maintained.

Reception to be manned full time by the Duty Manager from 8.30am – 9.30am daily.

AP0098 16/07/20 Page 14 of 23

3 August to 31 August 2020

Office opening hours 9am-5pm Monday to Thursday and 9am-1.30pm Friday.

Monday/ Tuesday and Wednesday/ Thursday teams and duty managers are to be dispersed as some staff will need to work from the office every day to meet the business’ requirements.

Reception to be manned full time from 8.30am – 9.30am daily.

All day Friday will no longer be the preferred time for essential maintenance, the preferred time will now be after 1.30pm on Friday.

1 September 2020

Office returns to normal working, following the Welsh Government announcement that schools will be fully open from this date subject to a continuing, steady decline in the presence of COVID-19 in the community.

From 13 July 2020, the advice from the government has been updated. If you have symptoms of COVID-19, however mild, OR you have received a positive COVID-19 test result, the clear medical advice is now to immediately self-isolate at home for at least 7 days from when your symptoms started. Do not go to a GP surgery, pharmacy or hospital. You should arrange to have a test to see if you have COVID-19.

Consider alerting people who you do not live with and have had close contact within the last 48 hours to let them know you have symptoms of COVID-19.

Following a positive test result, you will receive a request by text, email or phone to log into the NHS Test and Trace service website and provide information about recent close contacts

After 7 days, or longer, if you still have symptoms other than a cough or loss of sense of smell/taste, you must continue to self-isolate until you feel better.

You do not need to self-isolate after 7 days if you only have a cough or loss of sense of smell or taste, as these symptoms can last for several weeks after the infection has gone.

If you live with others and you are the first in the household to have symptoms of COVID-19, then you must stay at home for at least 7 days. All other household members who remain well must stay at home and not leave the house for 14 days. The 14-day period starts from the day when the first person in the household became ill.

If anyone else in the household starts displaying symptoms, they must stay at home for at least 7 days from when their symptoms appeared, regardless of what day they are on in their original 14-day isolation period.

If you develop new COVID-19 symptoms at any point after ending your first period of isolation (self or household) then you must follow the same guidance on self-isolation again.

AP0098 16/07/20 Page 15 of 23

The full updated guidelines are at https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance/stay-at-home-guidance-for-households-with-possible-coronavirus-covid-19-infection

7.2 Work-related travel

To avoid unnecessary work travel and keep people safe when they do need to travel the following measures have been put in place:

All staff are requested to minimise non-essential travel whilst at work and to consider remote options first.

Talk training staff should minimise the number of people travelling together in any one vehicle and for short journeys should travel one per vehicle.

When more than one person is traveling in a vehicle ventilation should be increased by opening windows when possible and avoiding sitting face-to-face.

Visits to other organisations for sales meetings or meetings with learners can resume from 20 July 2020 but only with explicit permission the customer and, if applicable, the learner once a COVID 19 Health and Safety Review has been successfully completed. All visits must be approved in advance by a Manager or Director.

The COVID 19 Health and Safety Review will include:

o Name and Contact details of Health and Safety Manager

o Copy of COVID 19 Risk Assessments (All companies should have this and if they employ over 50 it should be published)

o Copy of COVID 19 Safe Working Procedure (Not all companies will have this, there is no legal requirement- but helps if they have)

o Link to Video of measures taken/implemented (Where available)

o A tracking spreadsheet has been uploaded into the Shared Documents library in SharePoint to keep records of those organisations who have successfully completed the COVID 19 Health and Safety Review with Talk Training.

AP0098 16/07/20 Page 16 of 23

7.3 Communications and Training

7.3.1 Returning to Work

To make sure all staff understand COVID-19 related safety procedures the following measures have been put in place:

Talk training management will provide clear, consistent and regular communication using the most appropriate sources, including email and Teams to improve understanding and consistency of ways of working.

Talk training will continue to engage with existing communication routes i.e. Talk training’s Health & Safety Committee and TalkPoint to explain and agree any further changes in working arrangements.

Talk training will develop communication and training materials for staff prior to returning to site, especially around new procedures for arrival at work. (However, if in doubt on any matter, please consult your appropriate line manager).

7.3.2 Ongoing communications and signage

To make sure all staff are kept up to date with how safety measures are being implemented or updated the following measures have been put in place:

Continue ongoing engagement with staff (including through Talk training’s Health & Safety Committee and TalkPoint) to monitor and understand any unforeseen impacts of changes to the working environment.

Talk training will focus on the awareness and importance of mental health at times of uncertainty.

Use email, Teams and any other trusted sources to communicate to reduce the need for face-to-face communications.

8. Inbound and outbound materials

To maintain social distancing and avoid surface transmission when materials enter and leave the site the following measures have been put in place:

• All materials being delivered (e.g. Stationary deliveries and Assessor returned MPRs) are to be left at the clearly marked drop off point in the breakout room. Entry is via the main entrance; exit is by the fire door.

• All materials being collected from the office should be left at the clearly marked collection point in the breakout room. Entry is via the main entrance; exit is by the fire door.

AP0098 16/07/20 Page 17 of 23

• Quantities of stationary and other consumable items should be increased and ordered less often to reduce the frequency of deliveries to the office.

• Delivery drivers are allowed access to toilets and handwashing facilities on the ground floor when required, but must be instructed to exit through a fire door.

Deliveries and third-party contract workers.

Visitors and Learners visiting the site are required to follow the same Safe Working procedures as Talk training staff.

9. Safeguarding - COVID 19

It is important to ensure that Talk training staff maintain our safeguarding responsibilities (where possible) and continue to provide support to our learners who are most at risk.

Vulnerable Adults

The impact of closures will perhaps be felt greatest by the most vulnerable learners. Where risk assessing for individual learners who are vulnerable is considered necessary these should be completed as and when needed.

For vulnerable adult learners, these risks might include financial issues, domestic abuse, lack of care/support and concerns about mental health and well-being due to self-isolating. Talk training staff need to identify what learners are offered, as an 'intervention' or support. Regular contact by Tutors/Assessors should be maintained where possible.

For some learners, coronavirus may lead to unemployment or redundancy and Providers should be alert to the potential stress and loss of income. For these learners, it may be important to understand where to signpost them to get support, including from third sector organisations.

Talk training staff should ensure that confidentiality is maintained, particularly when supporting learners online and via the phone. It is important to ensure that all staff have the correct DBS checks in place particularly where there are staff shortages and changes to typical role.

Safeguarding concerns and processes remain the same during this time.

Live Webcams in teaching and learning - safeguarding issues to consider

Where teaching and learning needs to take place electronically using video conferencing then the following should be considered:

Staff and learners must wear suitable clothing. Any computers used should be in appropriate areas, for example, not in bedrooms; and

where possible be against a neutral background. Live classes/session/review should be kept to a reasonable length of time. Language must be professional and appropriate.

AP0098 16/07/20 Page 18 of 23

For any questions or concerns regarding Safeguarding please contact either Mike Woods, Quality Manager or Lisa Harris, Operations Manager.

10. Monitoring and Review

This procedure will be reviewed weekly to judge its effectiveness and will be updated in accordance with changes to government COVID-19 guidance or to the law.

Any changes will be implemented and communicated as soon as possible.

AP0098 16/07/20 Page 19 of 23

Appendix 1

Clinically vulnerable people

If you have any of the following health conditions, you are clinically vulnerable, meaning you are at higher risk of severe illness from coronavirus. You should take particular care to minimise contact with others outside your household.

Clinically vulnerable people are those who are:

1. aged 70 or older (regardless of medical conditions).

2. under 70 with an underlying health condition listed below (that is, anyone instructed to get a flu jab as an adult each year on medical grounds):

chronic (long-term) mild to moderate respiratory diseases, such as asthma, chronic obstructive pulmonary disease (COPD), emphysema or bronchitis.

chronic heart disease, such as heart failure.

chronic kidney disease.

chronic liver disease, such as hepatitis.

chronic neurological conditions, such as Parkinson’s disease, motor neurone disease, multiple sclerosis (MS), or cerebral palsy.

Diabetes.

a weakened immune system as the result of conditions such as HIV and AIDS, or medicines such as steroid tablets.

being seriously overweight (a body mass index (BMI) of 40 or above).

pregnant women.

AP0098 16/07/20 Page 20 of 23

Appendix 2

Covid 19 Self Declaration Form

From 1st June 2020, on the first day of entering the building all staff must sign this self declaration form confirming that they have read and understand the Safe Working procedure, confirming that they have none of the main symptoms of COVID-19 and confirming that no one in their household is self-isolating. Please ensure the information you provide is accurate and complete.

Please seek immediate medical attention if you present with any of the Covid-19 signs.

Name of employee:

Department:

Job Title:

Line Manager:

Have you recently experienced any symptoms such as high temperature and/or a new and continuous cough and/or sudden loss or change to your sense of smell or taste? (please circle Yes or No):

Yes No

Has anyone in your household been self-isolating? (please circle Yes or No): Yes No

If anyone in your household has been self-isolating, please confirm how long this was for?Any additional comments?

I confirm that the above responses are a true and accurate record and I understand that falsifying the above record may be considered a disciplinary offence and dealt with in accordance with Talk training’s Code of Conduct policy.

In lieu of completing this form each and every day until Covid-19 restrictions have passed, I also confirm that by signing in on a daily basis, I am confirming that I do not have any symptoms and/or my household members are not self-isolating as outlined above.

I also confirm that I will comply with Talk training’s and Welsh Government’s Covid-19 guidance at all times.Signature: Date:

AP0098 16/07/20 Page 21 of 23

Appendix 3

Covid 19 Self Declaration Form - Learners

All learners attending Talk training must sign this self declaration form confirming that they have read and understand the Safe Working procedure, confirming that they have none of the main symptoms of COVID-19 and confirming that no one in their household is self-isolating. Please ensure the information you provide is accurate and complete.

Please seek immediate medical attention if you present with any of the Covid-19 signs.

Name of learner:

Company:

Job Title:

Contact telephone number:

Have you recently experienced any symptoms such as high temperature and/or a new and continuous cough and/or sudden loss or change to your sense of smell or taste? (please circle Yes or No):

Yes No

Has anyone in your household been self-isolating? (please circle Yes or No): Yes No

If anyone in your household has been self-isolating, please confirm how long this was for?Any additional comments?

I confirm that the above responses are a true and accurate record.

I also confirm that I will comply with Talk training’s and Welsh Government’s Covid-19 guidance at all times.

You are also encouraged to use the Covid-19 Symptom Study App to help with contact tracing which can be downloaded from: https://covid.joinzoe.com/

Signature: Date:

AP0098 16/07/20 Page 22 of 23

AP0098 16/07/20 Page 23 of 23