Coronavirus (COVID-19): guidance for museum, gallery and heritage attractionsGood practice guidelines for museums, galleries and heritage attractions

Overview This guidance is for museums, galleries and heritage attractions. Museums, galleries and heritage attractions in Scotland should check whether they are permitted to open under the Coronavirus (COVID-19): Strategic Framework (update February 2021).

This updated Strategic Framework sets out how we plan to restore, in a phased way, greater normality to our everyday lives. It updates the original Strategic Framework to take account of important developments, including:

new and highly infectious strains of the virus progress with the vaccination roll-out

This framework sets out our approach to outbreak management based on five levels of protection, providing graduated protections locally and/or nationally. This means that while museums, galleries and heritage attractions may be able to open in areas with low infection rates, others may be required to close to help suppress the virus in areas with much higher rates.

Each area of Scotland is assigned to a COVID protection level. The protection levels, sometimes called 'tiers', run from the lowest risk level of Level 0 up to the highest at Level 4. The Strategic Framework sets out the measures to be applied under each protection level.You can find out the COVID protection level for each local area in Scotland and get information on what you can and cannot do at each level.Levels will be reviewed on a regular basis as our priority remains containing the spread of the virus, saving lives and safeguarding the NHS.

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The Scottish Government is keen to build confidence and create the right environment for supporting safer work as we continue to live with COVID-19.

We have worked with organisations and trade unions from across the sector to ensure that this guidance is evidence-based, fair and ethical, clear and realistic. We welcome the extensive work that organisations have already done to plan ahead for safe workplaces and visitor attractions through practical measures and draft guidelines aimed at ensuring the safety of staff, volunteers, freelance workers, and the public is at the centre of operational plans for re-opening of the sector. As each workplace is different it is for individual organisations to work with  trade union or workforce representatives to determine how best to apply this guidance in their circumstances. We have provided a checklist to make this simple and straightforward.

To help you decide which actions to take, you need to carry out an appropriate COVID-19 risk assessment, just as you would for other health and safety related hazards. The checklist should provide you with a good starting place. This risk assessment should be undertaken in consultation with trade unions, employee representatives or employees and volunteers. The key areas which you need to consider are outlined in each of the sections.

To stay safe, to protect others and to save lives organisers, employees and attendees should also remember the FACTS:

Face coverings in enclosed spaces Avoid crowded places Clean your hands and surfaces regularly Two-metre social distancing Self-isolate and book a test if you develop coronavirus

symptoms  

This guide is underpinned by a spirit of collaborative working between organisations and their workforce (including staff and volunteers). Throughout this document reference will be made to organisations consulting with their workforce. To avoid repetition, it is assumed that organisations will include in this consultation trade unions or workforce representatives, as appropriate to the workforce.

This document is one of a set of documents about how to work safely in different types of workplace. This guidance is for use by museums, galleries and heritage attractions in Scotland. This guidance covers both

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heritage properties, and museum and gallery collections, including permanent and temporary exhibitions. Collections and exhibitions may or may not be housed in historic buildings, historic properties may or may not contain collections or exhibitions. Heritage attractions include castles, historic houses, historic gardens and designed landscapes, industrial heritage monuments and open air sites including mobile heritage. It does not include specific advice for occupiers of historic buildings that are solely private residences. It sets out our expectations on what organisations of all sizes and sub-sectors need to consider as part of their planning for restart. The guidance emphasises in particular the importance of undertaking a robust and ongoing risk-based assessment with full input from trade union or workforce representatives, and to keep all risk mitigation measures under regular review so that workplaces continue to feel, and be, safe.

Fair Work

As Scotland continues to ease lockdown restrictions, organisations including the Institute of Directors (IoD), SCDI, STUC, COSLA and SCVO have signed a fair work statement underlining the collaborative approach needed between employers, unions and workers to ensure workplaces can operate safely.

Scope

The remainder of this guidance sets out our minimum expectations across key areas organisations will need to consider as part of their planning for a restart and ongoing production while minimising the transmission of the virus:

assessing risk – involving the workforce in a risk based approach to a safer workplace

workforce planning – supporting those who should come to work, and those who should not

operational guide and checklist – changing the workplace environment to protect your workforce, and public areas to protect the public

deliveries, distribution and other site visitors – protecting your workforce and site visitors

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training and compliance

fulfilling public purpose – providing services in keeping with charitable objectives and public purpose where relevant

local contexts – responding to local contexts and working in coordination

Public bodies should also refer to the key principles for employers to address when considering recovery from lockdown which have been negotiated with the civil service unions and which was sent to all public body chief executives on 3 June 2020.

The regulator for health and safety at work is the Health and Safety Executive (HSE) who will utilise the powers under the Health and Safety at Work etc Act 1974 to ensure enforcement of this legislation is undertaken by Environmental Health and Trading Standards local authority staff in agreement with Police Scotland.

HMRC has produced revised guidance for historic houses or gardens with conditional exemption status.

Historic Environment Scotland has made available the standards they are using for the resumption of operations at their Properties in Care at this time.  These will be updated with case studies and lessons learned as their operations resume.   

The guidance has been published now to give employers and employees the time they need to plan and prepare.

Separate guidance has also been published for tourism and hospitality; transport and retail sector. Please refer to this for related business interests.

This guidance was developed alongside and influenced by advice produced for England by the National Museums Directors Council and endorsed by DCMS, and guidance for heritage locations

This is provided as guidance only and does not amount to legal advice. Organisations may wish to seek their own advice to ensure compliance with all legal requirements.  

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If you can suggest ways we can improve the guidance please email contact-econ@gov.scot.

Where we are now

On 23 March 2020, the First Minister announced Scotland would enter into a lockdown. Under law, the restrictions must be reviewed at least every three weeks.

Coronavirus (COVID-19): framework for decision making – Scotland’s route map through and out of the crisis was published on 21 May 2020. It set out a phased approach to easing the lockdown and our movement through each phase of the lockdown

Scotland’s Strategic FrameworkInevitably, opening parts of our economy and society has provided new opportunities for the virus to spread and Scotland’s Strategic Framework was published on 23 October 2020 and updated on 23 February 2021, setting out how we will work to suppress the virus to the lowest possible level and keep it there, while we strive to return to a more normal life for as many people as possible and tackle the four harms we know the virus causes.

This framework sets out the approach to outbreak management, and what rules you have to follow in each level, based on five levels of protection consisting of four levels above the Route Map Phase 3 baseline (or 'Level 0'). What you can and cannot do in each level will be updated in the Coronavirus (COVID-19): local protection levels. .

Museums, galleries and heritage attractions are required close in level 4 but are allowed to be open in levels 0 – 2 and open with protective measures in level 3, if they can comply with the requirements specified in this guidance and in their risk assessments. Particular care should be taken around aspects including, but not limited to, timed entry, visitor flow, 2 metre distancing and ventilation.

Refreshed risk assessments should be carried out at any change in level, with particular focus on demonstrating that organisations have sufficient provision of dedicated visitor facing staff to be able to control and manage visitor flow and facilitate the circulation of visitors round a permitted route.

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Organisations should be aware that at level 3 transmission risks will be higher and organisations will need to maintain additional vigilance.

Organisations should ensure they are aware of the protection level for the local authority area in which they are based.

Visitor attractions with retail and hospitality facilities can open these facilities in levels 0-3 in line with retail sector and tourism and hospitality guidance.

As we progress through the route map, Scotland's economic recovery and future prosperity is dependent on safe workplaces. Organisations should use this guidance to engage with trade union or workforce representatives to develop workplace specific plans to manage the move away from current restrictions.

Details on which sectors and workplaces can prepare to, or are able to return to work are available at:

Route Map business and physical distancing guidance

TravelCheck latest information on travel, including travel between levels and local authority areas, and consider the impact this could have for your event. Information on the legal restrictions on travel is available at travel guidance.By law you must not travel out of or into a Level 4 local authority area unless you have a reasonable excuse (see  exceptions ).

Legislation

Physical distancing duties are set out in the Coronavirus (COVID-19): Health Protection (Coronavirus) (Restrictions and Requirements) (Local Levels) (Scotland) Regulations 2020 (the 2020 Regulations). .  A person who is responsible for carrying on a business or providing a service must take all reasonable measures:

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to ensure that a distance of two metres is maintained between any persons on the premises (except between members of the same household or a carer and the person assisted by the carer)

to ensure that they only admit people to its premises in sufficiently small numbers to make it possible to maintain that distance

to ensure that a distance of two metres is maintained between any person waiting to enter the premises (except between members of the same household or a carer and the person assisted by the carer)

In hospitality areas within museums, galleries and heritage attractions, such as bars and cafes, there is a 1 metre physical distancing exemption, subject to implementing appropriate additional mitigating measures. Further information is found in the hospitality sector statutory guidance.

Collecting Visitor Contact Details

There is guidance available on the collection of customer and visitor contact details. The guidance strongly recommends that settings collect the details of all visitors to premises and not just the lead adult of a household. Collecting contact details at museums, galleries and heritage attractions is voluntary, but it is important that both premises and individuals cooperate, as it is crucial to national efforts to suppress the virus. For hospitality settings, including cafes, bars and restaurants in museums, galleries and heritage attractions, it is a mandatory requirement to collect minimal contact details from customers to support NHS Scotland’s Test and Protect service, and share these details with public health officers for the purposes of contact tracing when requested.

Check In Scotland App

In December 2020, we launched the free Check In Scotland app. Visitors to venues are able to download the app from Google Play and the Apple App Store. Both the Check In Scotland online form and the app have been carefully designed to give visitors a choice in the way they submit contact details, and data is kept securely, in line with the requirements set out within this guidance. As well as providing choice, the app service also allows for offline use if visitors cannot connect to the internet. Each individual visitor to a premises should submit their contact details. We would strongly encourage settings to consider implementing the Check In Scotland digital solution to enable straightforward compliance with the measures required.

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The guidance is a tool to support customer and visitor data gathering for businesses and other establishments in Scotland where the nature of the premises means there may be an increased risk of transmission of COVID-19 due to a higher degree of interaction between unknown individuals. It sets out how to collect individual contact details in a safe and secure manner which is compliant with data protection legislation, to assist NHS Scotland in responding to outbreaks of COVID-19. It came into effect on 15 July 2020, and was updated on 20 April 2021. The guidance applies to any establishment or operator in sectors that provide an on-site service or work in other people’s homes to deliver a service, including tourism and leisure, including theme parks, museums and cinemas.

We need a strong museums, galleries and heritage attractions sector to help drive Scotland's economic recovery and future prosperity. The Scottish Government recognises the important role of the cultural sector in the health and wellbeing of our society, as set out in the National Performance Framework. In these challenging times, as we move through our route map in response to the crisis and to eventual recovery, the role of museums galleries and heritage attractions, to help play their part in improving the health and wellbeing of our people, together with being a catalyst to inspire creativity and problem solving, will be even more important. Many museums and galleries are free at the point of access and as such are able to support a diverse range of audiences. Decisions on whether to reopen are for individual organisations to take, ensuring they have considered cost implications.

Organisations should therefore use this guidance to look forward and engage with trade union or workforce representatives to develop workplace specific plans for a managed transition away from current restrictions, allowing sufficient time for that joint work. And while those plans should be fully developed, with measures put in place and tested where possible, they should not be implemented as yet. 

This guidance should be read in conjunction with the Scottish Government’s  business and physical distancing guidance which still applies.

Other key guidance includes:

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HPS: COVID-19 Non Healthcare Settings guidance which provides information on the background to COVID-19, symptoms, general principles of infection prevention and control and health protection measures and what to do if someone becomes unwell on site

NHS Inform which has a wide range of useful public facing information including information on symptoms and what to do

Test and protect website from Scottish government that contains information on how getting tested and what you need to do

Returning to work safely which has details of current sectoral guidance and further sources of advice for organisations and workers

Healthy Working Lives website which provides examples of risk assessment templates and other practical tools for organisations and workers

Health and Safety Executive (HSE) COVID-19 guidance as this will be referred to by HSE inspectors to assess compliance

Business support

There has been an unprecedented package of support announced from both the Scottish and UK Governments to support organisations. This support should help many employers preserve their organisations, maintain jobs and pay their staff throughout this crisis. Information on this support is available through findbusinesssupport.gov.scot. We urge all organisations to make use of this. In the event of the risk of imminent closures all available support measures must be utilised to protect the jobs and incomes of Scotland’s museums, galleries and heritage attractions.

Assessing riskInvolving the workforce, including volunteers, in a risk-based approach 

As a minimum we expect:

an equality human rights and risk-based approach to be followed to protect health and safety of the workforce and ensure the longer-term economic viability of the organisation

the workforce to be fully engaged in that process, through trade union or workforce representatives 

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Organisations must take reasonable steps to identify and mitigate against risks in the workplace. To do this they must think about what might cause harm to people and decide whether they are taking reasonable steps to prevent that harm.

This is known as a risk assessment and is something that organisations are required to do by law. If you have fewer than five employees you don’t have to write anything down. Although it may be helpful to do so.

A risk assessment for all pregnant workers and new and breastfeeding mothers should take into account:

their job any pre-existing health conditions use of public transport physical distancing guidance relating to coronavirus (COVID-19) whether the workplace risk is greater than in everyday life outside

the workplace, including getting to and from work

HSE’s short guide can help to support employers with what they need to do to comply with the law. 

The Scottish Government’s safer workplaces joint statement with Police Scotland, Health and Safety Executive and local authorities makes clear that it is essential that organisations also carry out a COVID-19 risk assessment. These should be developed with trade union health and safety or workforce representatives.

For workplaces without union representation, union health and safety representatives are available upon request to support the development of workplace risk assessments.

Joint working

This guidance has been developed in collaboration with sector leaders and trade unions on the basis that both have essential roles to play in planning for restart. Protecting the health of the workforce has been at the heart of this joint approach which is fundamental to establishing shared confidence

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around the safety of returning to places of work and for visitors to feel assured it is safe for them to return.

Implementation phases 

Carrying out a robust risk assessment with full workforce involvement will identify the practical measures that can be put in place to minimise the spread of the virus at a workplace level and in public areas. The assessment should include a phased implementation timetable, structured broadly as follows:

PlanningPlans to re-open a workplace and public areas should be developed in consultation with the workforce and updated on an ongoing basis. That planning must be based around risk assessments and safe systems of work physical distancing, hand washing and surface cleaning, and fair work principles and be designed to enable a restart that allows the organisation to trade while protecting employee health and well-being, and allows the organisation to fulfil its public purpose, should it have one.

PreparationPhysical distancing, hygiene measures and risk assessment require work to be carried out before a restart – for example screens, one-way systems, 2-metre zones, canteen re-arrangement, PPE provision if appropriate, hand sanitisers etc. Then briefings and inductions into the new ways of working. These all take time and require resourcing and commitment.

Where premises have been empty due to lockdown and/or furlough thorough safety checks should be conducted on gas and electrical installations, water cooler and ventilation checks particularly regarding Legionella risks and pest control checks should be conducted to avoid infestation problems.

Pilots

Experience confirms the value of trialling the new way of working before a fuller restart is attempted, so a limited-scale pilot to test systems, find weaknesses and make improvements before a fuller restart is essential. Pilots could include messaging to the public advising them that returning to a pre-COVID visitor experience will take time, or limited re-openings with very reduced numbers of visitors.

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Dynamic assessment

A risk assessment or adoption of mitigation measures should not be a one off exercise. Rather it should be part of a regular and ongoing dialogue and feedback loop between organisations and their workforce, and with the public. It should identify what measures are working, where refinements are possible and any gaps remaining. Reviews of measures and risks should be frequent, with daily assessments of progress initially not unusual. The open and ongoing engagement between organisations and their workforce should enable adjustments to be made quickly and smoothly at the relevant stage. This may include potentially tightening restrictions in workplaces or public areas, or reducing numbers onsite if the dynamic risk assessments indicate this is necessary.  HSE has an example COVID-19 risk assessment which provides a general framework for all business sectors. HPS have provided additional guidance for general (non-healthcare) settings.

 Utilising expertise

Organisations should ensure their health and safety professionals and representatives have the skills, training and knowledge to understand the risks associated with COVID-19.  Where organisations and their workforce do not have access to these skills in-house they should together explore external support options to put in place appropriate mitigation measures, for example through their trade association, health and safety consultancies or trade union health and safety representatives. For workplaces without union representation, union health and safety representatives will be available upon request to support the development of workplace risk assessments. Further information is provided in the Coronavirus (COVID-19): safer work places joint statement. All can help organisations understand the risks associated with different activities and situations within individual organisations and offer the support managers and the workforce may require. 

Workforce planning

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Building trustReturning workers may have some level of apprehension about their safety. They may require reassurance and demonstrations of the recommended mitigation measures identified by risk assessments.Organisations should communicate with workers regularly. Multiple channels should be used to reinforce key messages. Visual material may be beneficial in demonstrating changes that have, or are being made. Especially where language barriers exists.A clear message from organisation and trade unions is that building and maintaining worker confidence is vitally important and a challenge that should not be underestimated.Nobody should go to work if their workplace is closed under current government regulations. Exceptions to this are for essential purposes such as necessary maintenance or conservation and preparation work for re-opening.As a minimum we expect:

working from home to continue, where possible health factors to be considered in any phasing of who returns to

work, with workforce living in vulnerable or shielded households only expected to return when new safe working environment measures have been implemented and a return to onsite work is consistent with individual medical advice. Those identified as being at the highest risk from Covid-19 should follow the most up to date advice

new arrangements to be tested and modified through collaboration between organisations and their workforce and

organisations to take travel to work and childcare considerations into account in decisions around a phased restart, noting the disproportionate impact that these consideration have on women

the health, including mental health, and well-being of workers to be considered

The following guides from the Health and Safety Executive provide useful sources of information:

Working safely during the coronavirus outbreak – a short guide Talking with your workers about working safely during the

coronavirus outbreak.

As an employer you may wish for small groups of workers to form work cohorts.  As a worker, you may be already working or be asked to work in a cohort. 

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Continue home working

Organisations should make every reasonable effort to make working from home the default position as it has been throughout the pandemic. Where a worker can perform their work from home, they should continue to do so.

Full home working guidance provides more information on this.

Please also see the Health and Safety Executive (HSE) advice on home working   for further information .

Shielding

We are providing this information, advice and tools to help you make choices about your day to day activities and interactions including work.Specific guidance for those on the shielding list can be found at  support for shielding on mygov.scot.  This includes information on:

working in current restrictions financial assistance Chief Medical Officer letters

Test and Protect: workers who need to self-isolate

Test and Protect, Scotland’s approach to implementing the 'test, trace, isolate, support' strategy is a public health measure designed to break chains of transmission of Coronavirus (COVID-19) in the community.

The NHS will test people who have symptoms, trace people who may have become infected by spending time in close contact with someone who tests positive, and then support those close contacts to self-isolate. That means if they have the virus they are less likely to pass it on to others. Organisations will play a vital role in ensuring that their workers are aware of and able to follow the public health advice.

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Organisations are to follow public health guidance and Test and Protect employer’s guidance if a worker becomes unwell with coronavirus symptoms at work, see further information below. The person should leave work to self-isolate straight away and, if possible, wear a face covering on route and avoid public transport. 

Organisations should direct workers to NHS Inform or, if they can’t get online, call 0800 028 2816, to arrange to get tested.

Until they have been tested and told if it is safe to leave home, organisations should make sure that staff do not have to, or feel that they have to, come in to work.  Workers can request an isolation note through NHS Inform.

Where Infection Prevention Control measures have been utilised such as protective screen or use of PPE the contact tracer will conduct a risk assessment to identify contacts at risk. The priority is to public health in order to break the chain of transmission of COVID-19.

Test and Protect – Contact Tracing AppProtect Scotland is an entirely voluntary app that is an additional part of NHS Scotland’s Test & Protect service.  Having the app should never be a requirement for any workplace.  The app complements but does not replace manual contact tracing.  It enhances contact tracing and quickly alerts app users that are at risk as they have come into close contact (less than 2m for 15 minutes or more) with an app user that has since tested positive for Covid-19. Further information about the contact tracing app for employers, workers and customers is available.

Vaccination

The vaccine represents an important step in our progress towards a safer return to workplaces. Evidence to date shows it will reduce both mortality and morbidity, however we do not know the extent to which the vaccine reduces transmission of the virus from an infected person to others. That is why it is important for businesses and employees to act responsibly, follow FACTS   and continue to align their approach with published guidance.Further information and guidance available at Coronavirus (COVID-19) vaccination.

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In addition, the Coronavirus (COVID-19): fair work statement - gov.scot (www.gov.scot) states: “Our success in managing the virus at this critical stage depends on employers supporting workers to self-isolate and attend for vaccination when advised to do so, without any financial detriment.

Pilot measures 

As implementing new enhanced safety measures may take time to embed it is good practice to pilot measures, either within part of a facility and / or with a proportion of the workforce at lower risk from the virus, before rolling out across the workplace as a whole. Travel to work and childcare considerations for individual employees should be taken into account by organisations, in discussion with trade unions or employee representatives, before deciding which individuals to involve in pilots and a phased restart. Employers should be aware that there is a gender dimension to these considerations, for example women are more likely to have caring responsibilities and be dependent upon public transport.

Employee health and wellbeing 

Employers should ensure the organisation culture is inclusive, with the aim that every member of the workforce should feel that they are returning to a supportive, caring and safe environment. The pandemic has had an unequal impact across the workforce, as different workforce groups, and individuals, will have been affected in diverse ways according to factors such as their job role, and demographic/personal circumstances. Therefore, it is important organisations foster a fair and inclusive working environment that does not tolerate discrimination. There is also a risk of victimisation of those infected, suspected, or more vulnerable to COVID-19 which should be addressed. 

Pay for workers who are shielding, self-isolating, sick or balancing care responsibilities, which is more likely to be undertaken by women, is likely to be a source of concern for workers. Organisations should follow the Scottish Government’s commitment to advancing equality and advice in the COVID-19: Fair work statement.  It states that no worker should be financially penalised by their organisation for following medical advice, and any absence from work relating to COVID-19 should not affect future sick pay entitlement, result in disciplinary action or count towards

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any future sickness absence related action. This statement applies to workers who are sick or self-isolating under the Test and Protect strategy. 

Organisations should also acknowledge the range of factors likely to cause stress or anxiety amongst employers and workers. These range from living with lockdown arrangements to concerns about travel, schools, caring responsibilities and relatives impacted by the virus, amongst others. This may have implications for mental health with managers encouraged to be conscious of how these factors may impact on the well-being of individual staff members. Organisations and trade union or workforce representatives should be alert to this and direct anyone experiencing mental health issues towards available support.  

An individual risk assessment guidance and tool has been developed help staff and managers consider the specific risk of COVID-19 in the workplace. It is relevant to all staff, but will be particularly relevant to those who are returning to work after shielding, those who are returning to normal duties after COVID-19 related restrictions, those who are returning to the workplace after working from home or anyone who has a concern about a particular vulnerability to COVID-19.

Equalities

Consideration should be given within the risk assessment as to whether sector restart might have greater impact on some groups than others depending on social circumstances, health conditions or legally protected characteristics. The Equality and Human Rights Commission can provide advice on a range of issues such as non-discrimination, communication with employees on equality issues, adjustments for disabled people, support for pregnant employees, flexible working for those with caring responsibilities, support for employees affected by domestic abuse, how to deal with harassment at work, and mental health issues.

For example given that there is some evidence which suggests that COVID-19 may impact disproportionately on some groups (Minority Ethnic communities), organisations should ensure that Occupational Health Service provide practical support to Minority Ethnic staff, particularly where they are anxious about protecting themselves and their families.  All Minority Ethnic staff with underlying health conditions

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and disabilities, who are over 70, or who are pregnant should be individually risk assessed, and appropriate reasonable or workplace adjustments should be made following risk assessment.

In addition to the existing legal responsibilities under the Equality Act, there are other issues that employers need to consider to ensure workplaces are inclusive and are taking account of the impact of Covid-19 on particular groups, such as women, disabled people and people from ethnic minority communities. Further information about the impact can be found here.

The Equality and Human Rights Commission (EHRC) Scotland can provide advice on a range of issues such as:

non-discrimination reasonable adjustments for disabled people and communication

with employees on equality issues support for pregnant employees or employees on maternity leave flexible working for those with caring responsibilities how to deal with harassment at work

They have also produced specific guidance for employers and  guidance for public sector employers about equality impact assessments about having due regard to the Public Sector Equality Duty and Scottish Specific Duties during the pandemic

Close the Gap, through their ‘Think Business Think Equality’ toolkit, have produced guidance on employers supporting employees affected by domestic abuse during the pandemic and a more general online self-assessment resource for employers on domestic abuse , which overwhelming impacts women. The RNIB also provide information on employing partially sighted and blind workers during COVID, and a COVID risk assessment tool.

Health and safetyOutbreak managementOrganisations should suspect an outbreak if there is either:

two or more confirmed cases of COVID-19 in the setting within 14 days

or

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an increase in staff absence rates, in a setting, due to suspected or confirmed cases of COVID-19

If an organisation suspects a COVID-19 outbreak, they should immediately inform their local NHS board Health Protection Team (HPT). Sometimes the first contact may be made by the local HPT to inform the organisation as the local HPT may get information from NHS Test & Protect or other sources.

In the event of an outbreak: continue to follow the existing protection and control measures

contained within this guidance. the local Health Protection Team will undertake a risk assessment

and conduct a rapid investigation. They will advise on the most appropriate action to take.

staff who have had close contact with case(s) will be asked to self-isolate at home. In some cases, a larger number of other staff may be asked to self-isolate at home as a precautionary measure. Where settings are observing guidance on infection prevention and control, which will reduce risk of transmission, the local health protection team will take this into account in determining whether closure of the whole setting will be necessary.

depending on the risk assessment outcome, the Health Protection Team may establish an Incident Management Team (IMT) to help manage the situation

the Incident Management Team will lead the Public Health response and investigations, and work with the organisation to put appropriate interventions in place 

To control an outbreak the Health Protection Team and Incident Management Team will work with the organisation to put appropriate interventions in place. These will generally include ensuring that the preventive measures described in this guidance are fully implemented. Other measures may include:

cleaning in the setting - for cleaning and waste management, refer to guidance on cleaning in non-healthcare settings for maintaining hygiene

consider wider testing of affected population and staff information - ensure that staff (and other relevant people) are aware

of what has happened and the actions being taken closure - may be done following advice from the Health Protection

Team and Incident Management Team or the business may make

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their own decision on closure ahead of this advice as a precaution or for business continuity reasons

The Health Protection Team or Incident Management Team will declare when the outbreak is over.

Operational guide and checklistChanging the workplace environment to protect your workforce

As a minimum we expect:

enhanced health and safety measures to be in place before members of the workforce are asked to return to the workplace, including physical distancing guidance and hygiene measures, generally and at bottleneck situations

safe travel to work arrangements to be considered as part of a risk assessment, with any relevant reasonable adjustments adopted

Workforce: safe site planning and communications

It is vital steps are taken to ensure a safe working environment and related workforce confidence. This is best done through early, regular and ongoing engagement between organisations and their workforce. As it will take time to complete the necessary risk assessment, identify the relevant mitigation measures and put those measures in place, the engagement must have started well before a planned restart date (or ramp-up where fulfilment of public purpose has continued at less than full capacity).

It is important everyone understands the measures taken to establish the safe environment for the workforce as this is likely to have a significant impact on workforce confidence. Being and feeling safe will play an integral role in supporting a recovery of working practices.  

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Workforce: enhanced hygiene

Enhanced hygiene measures are key workplace-specific measures to create a safe working environment. These include, for example:

sanitiser and hand-washing facilities at touch points, including on entry and exit points

additional sanitiser and handwash facilities at communal areas regular cleaning of work equipment, chairs and work stations

including considering how often and where deep cleans may be required (especially where work stations are shared facilities)

regular cleaning and sanitising of break out areas, including chairs and tables and other welfare facilities e.g. fridges, kettles, vending machines etc.

composition of chairs in staff breakout areas should be reviewed to ensure they can be effectively cleaned.

minimising the use of touchpoints throughout buildings, including exploring where possible how digital processes or systems may replace the need for face-to-face discussion 

Hygiene – handwashing, sanitation facilities and toilets

To help everyone keep good hygiene through the working day:

providing regular reminders and signage to uphold hygiene standards providing hand sanitiser at multiple points, in addition to washrooms. setting clear use and cleaning guidance for toilets to ensure they are

kept clean and physical distancing is achieved where possible enhancing cleaning for touch points in busy areas. special care should be taken for cleaning of portable toilets. providing more waste facilities and frequent rubbish collection. providing either paper towels or electrical driers for drying hands

Cleaning and disinfecting the workplace before reopening

To ensure workplaces which were closed or partially operated are clean and ready to restart, including:

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an assessment for all sites, or parts of sites, that have been closed, before restarting work

cleaning and disinfecting procedures and providing hand sanitiser, before restarting work, in line with any requirements for reopening after prolonged closure

checking whether you need to service or adjust ventilation systems. Advice can be sought from your heating ventilation and air conditioning (HVAC) engineers or advisers. See HSE guidance on Air conditioning and ventilation during the coronavirus outbreak and the most recent CIBSE covid-19 ventilation guidance for more details

opening windows and doors frequently to encourage ventilation, where possible. This does not apply to fire doors

Legionella Testing

There is an increased risk of Legionnaire’s Disease when buildings have been out of use, or not running at full capacity. This is because water systems may become stagnant when not in use, increasing the risk of legionella within water supplies. Many public and office buildings have been closed during the COVID-19 crisis, making legionella a legitimate concern as lockdown restrictions are eased.

The Health and Safety Executive have published advice on the risk of Legionella in buildings which are closed or running with reduced occupancy during the COVID-19 crisis. This can be found on the Royal Environmental Health Institute of Scotland (REHIS) website.

Building owners or operators should undertake a health and safety check of buildings, and deep cleaning prior to reopening where necessary, to mitigate risks. More information can be found on the HSE website.

Keeping the workplace clean and disinfecting

To keep the workplace clean and prevent transmission:

frequent, for example at least twice a day, cleaning and sanitising (with appropriate products) work areas and equipment between uses. Ensure regular detergent cleaning schedules and procedures are in place using a product which is active against bacteria and viruses

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frequent cleaning and sanitising objects and surfaces that are touched regularly and making sure there are adequate disposal arrangements

clearing workspaces and removing waste and belongings from the work area at the end of a shift or between use of desk/area

wedging doors open, where appropriate, to reduce touchpoints. This does not apply to fire doors

if you are cleaning and disinfecting after a known or suspected case of COVID-19 then refer to the guidance on cleaning in non-healthcare settings, this includes guidance on when PPE might be appropriate and how to dispose of waste.

Changing facilities

To minimise the risk of transmission in changing rooms and showers: setting clear use and cleaning guidance for showers, lockers and

changing rooms to ensure they are kept clean and clear of personal items and that physical distancing is achieved as much as possible.

Restrict number of people within the changing areas at any time enhance cleaning and sanitising of facilities regularly throughout the

day.

Handling goods, merchandise and other materials, and onsite vehicles

To reduce transmission from objects and vehicles at the workplace:

cleaning and sanitising procedures for goods and merchandise entering the site

cleaning and sanitising procedures for vehicles regular cleaning and sanitising of reusable delivery boxes introducing handwashing facilities/sanitiser for workers handling

goods and merchandise restricting non-business deliveries ensuring physical distancing and hygiene measures are followed

where possible when supplies etc. are delivered collecting items in bulk to reduce the frequency of collections

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removing waste in bulk if possible enhanced handling procedures of laundry to prevent contamination of

surrounding surfaces (do not shake linen on removal, do not place used linen on the floor or any other surfaces)

Workforce: physical distancing

Physical Distancing remains one of the most effective methods to protect ourselves and others from getting COVID-19. However, it is only one tool in our toolkit to suppress COVID-19. Good hand and respiratory hygiene, the use of face coverings and enhanced ventilation in indoor spaces are also key for reducing the risk of infection. All of these things, together, form an extremely effective package of interventions in supressing COVID-19.

Physical distancing rules are set out in legislation at The Health Protection (Coronavirus) (Restrictions and Requirements) (Local Levels) (Scotland) Regulations 2020. These regulations legally require people responsible for businesses to ensure, as far as reasonably practicable, that:

the required distance is applied to all parts of a workplace, including staff canteens, entrances and exits, break rooms, smoking areas, and similar settings,

the required distance is maintained between any persons either on or waiting to enter the premises, and

they only admit people to the premises in sufficiently small numbers to make it possible to maintain that distance.

The required distance is at least 2 metres. Only transport and hospitality (if allowed to operate based on the level of protection in force) have a reduced distance of at least 1 metre. This reduced distance is conditional on additional mitigations being implemented, as the risk of transmission at 1 metre is higher.

Failure to comply with this requirement is an offence, and may result in a Fixed Penalty Notice being issued.

Health Protection Scotland (HPS) published guidance for general (non-healthcare) settings. In carrying out their regular risk assessments, workplaces should consult it and consider the list of measures

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suggested there, which are designed to ensure that physical distancing is maintained.

Face coverings must be worn in any indoor communal area in a workplace where there are no measures in place to keep people separated by either a partition or distance of at least 2 metres.

Factors organisations will want to consider include:

facility layout and signage with clear marking of two metre boundaries around the site and signage which reinforces expectations of members of the workforce at relevant points. (As English may not be the first language for everyone, organisations should consider how best to use visual material to reinforce messages.)

limiting access to parts of the site required by an individual to do their job as this will limit the chances for interaction with others

staggering entry and exit times to prevent bottlenecks arising as people arrive or leave

staggering break times and adjusting canteen arrangements to reduce opportunities for larger numbers of staff to interact on a face-to-face basis

splitting members of the workforce into specific teams to avoid cross-team contamination and provide a level of operational resilience in case someone in one team develops COVID-19 symptoms

considering opportunities to introduce additional technology support and systems to assist in managing the safe working practices and in particular physical distancing

wearing of face coverings is mandatory in communal workplace areas, such as corridors, canteens and social spaces unless you are exempt for health, disability or other reasons

Moving around buildings and workplaces

Physical distancing should be maintained where possible whilst moving:

discouraging non-essential trips within buildings and sites

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reducing job rotation, equipment rotation and location rotation implementing one-way systems on walkways reducing maximum occupancy for lifts, providing hand sanitiser for

the operation of lifts and encouraging use of stairs making sure that people who are disabled are able to access lifts

whilst maintaining physical distancing measures regulating use of high traffic areas including corridors, lifts, turnstiles

and walkways to maintain physical distancing

Shift patterns

Organisations may develop plans to change shift patterns to both protect members of the workforce and optimise capacity. This could include considering opportunities to reduce the need for travel at peak times and opportunities for flexible working patterns. For museums, galleries and heritage attractions this may involve the consideration of adapting their opening hours. This will require proper negotiation with trade union or workforce representatives if it involves a change in employee terms and conditions.     

Workplaces and workstations

Workstations should be assigned to an individual where possible. If they need to be shared, they should be shared by the smallest possible number of people and workstations should be cleaned between each user.

If it is not possible to physically distance workstations, and those workstations are business critical, then extra attention needs to be paid to equipment, cleaning and hygiene to reduce risk:

reviewing layouts to allow workers to work further apart using floor tape or paint to mark areas to aid physical distancing using screens to create a physical barrier between people using a consistent pairing system if people have to work in close

proximity

Common areas

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The wearing of face coverings is mandatory in communal workplace areas, such as corridors, canteens and social spaces, unless you are exempt for health, disability or other reasons.

It is important to maintain physical distancing in common areas by: staggering break times to reduce pressure on break/eating areas using safe outside areas for breaks encouraging workers to bring their own food providing packaged meals to avoid opening staff canteens using workplace areas that have been freed up by home working reconfiguring seating and tables to maintain physical distancing

spacing using protective screening for staff in public facing areas regulating use of locker rooms, changing areas and other facility

areas to reduce concurrent usage encouraging storage of personal items and clothing in personal

storage spaces, for example lockers, during working hours considering use of physical distance marking for areas such as

toilets, showers, lockers and changing rooms and in any other areas where queues typically form

Meetings

To reduce or eliminate transmission due to face-to-face meetings: using remote working tools to avoid in-person meetings only absolutely necessary participants should attend meetings and

should maintain physical distancing throughout avoiding sharing pens or other objects providing hand sanitiser in meeting rooms holding meetings outdoors or in well ventilated rooms using floor signage to help people maintain physical distancing

Where the physical distancing guidelines cannot be followed in full in relation to a particular activity, businesses should consider whether that activity needs to continue. If so, they should take all the mitigating actions possible to reduce the risk of transmission. A risk assessment should be conducted and documented. Further mitigating actions include:

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increasing the frequency of hand washing and surface cleaning maximising the distance between people as much as possible using screens or barriers to separate people from each other 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)

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

those who are deemed high risk, for example those who have been shielding, should not be asked to work in areas where mitigation measures identified in the risk assessment are compromised

Physical distancing applies to all parts of a business, not just the place where people spend most of their time, but also entrances and exits, break rooms, smoking areas, canteens and similar settings. These are often the most challenging areas to maintain physical distancing in and may require clear communication and supervision to ensure mitigation measures are followed. Following the physical distancing guidance will mitigate against the risk of staff being identified as a ‘close contact’ of a colleague who tests positive for coronavirus, and would have to self-isolate at home.

Dealing with emergencies 

Protocols for dealing with emergencies, evacuations and accidents will be impacted by the need to maintain physical distancing while individuals who would normally lead or coordinate site responses in such situations may be amongst those working from home. Emergency, evacuation and accident response processes therefore need to be considered and reviewed to ensure effective arrangements are still in place. Everyone onsite should be familiar with new processes.

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Consideration should be given to how any new visitor circulation measures will affect exiting the building; how physical distancing can be maintained at assembly points; and sanitising facilities for re-entry.

Workforce: travel to site

Health Protection Scotland (HPS) have provided COVID-19 information and guidance for general (non-healthcare) settings which reiterates that people should not travel to work if they exhibit any COVID-19 symptoms. The HPS advice and any subsequent safe travelling advice should be factored into company decisions on planned returns to work.

Transport Scotland have produced Guidance to assist the public to travel safely during the coronavirus (COVID-19) pandemic. It is important that the latest version of the Guidance is read.

To avoid unnecessary work-related travel and keep people safe when they do need to travel between locations:

minimise non-essential travel – consider remote options first minimise the number of people travelling together in any one vehicle,

using fixed travel partners, increasing ventilation when possible and avoiding sitting face-to-face

ensure drivers and passengers maintain good hygiene and wash their hands regularly

cleaning shared vehicles between shifts or on handover where workers are required to stay away from home, centrally logging

the stay and making sure any overnight accommodation meets physical distancing guidelines

Coming to work and leaving work

The following measures should be considered:

staggering arrival and departure times to reduce crowding into and out of the workplace, taking account of impacts on those with protected characteristics and caring responsibilities for example noting the staggered school and nursery start and finishing times

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defining process alternatives for entry/exit points where appropriate, for example, deactivating pass readers or keypads at turnstiles in favour of showing a pass to security personnel at a distance

reducing congestion, for example, by increasing entry/exit points providing handwashing facilities, or hand sanitiser where not possible,

at entry and exit points using markings and introducing one-way flow at entrances/exits providing additional parking or facilities such as bike racks to help

people walk, run, or cycle to work where possible limiting passengers in corporate vehicles providing more storage for workers’ clothes and bags

Workforce: Personal Protective Equipment (PPE)

The HPS guidance for general (non-healthcare) settings also offers advice on the use and disposal of PPE, confirming workplaces should use PPE consistent with local policies and in line with measures justified by a risk assessment. Both the Scottish Government and the HSE recommend a risk-based approach focused on a hierarchy of control which seeks to eliminate risks, combat risks at source, adapt workplaces to individual needs, ensure adequate staff training around processes to manage the risk and then use PPE where required. Where PPE is deemed necessary, an adequate supply and quality must be maintained which is provided free of charge to workers and freelance workers and which must fit properly.

Face coverings

It is important to note the difference between face masks and face coverings. We have issued guidance on the personal use of face coverings.

Where HPS guidance refers to face masks this means surgical or other medical grade masks that are used in certain health and social care situations. Face coverings are made from cloth or other textiles that cover the mouth and nose, and through which you can breathe (e.g. a scarf).

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People aged 5 years and over must wear a face covering on public transport, in public transport premises (e.g. train stations and airports), shops and in certain other indoor public places. There are some exemptions to this requirement; further information can be found on the Scottish Government website. If you wear one, it is important to use face coverings properly and wash your hands before putting them on and taking them off. The Scottish Government encourages use of re-usable, washable face coverings, rather than single use masks to minimise plastic waste.

The guidance relates to use of face coverings by members of the public in specific circumstances. The wearing of face coverings is mandatory in communal workplace areas, such as corridors, canteens and social spaces, unless you are exempt for health, disability or other reasons. Physical distancing, hand washing and respiratory hygiene, are the most important and effective measures we can all adopt to prevent the spread of coronavirus. The wearing of facial coverings must not be used as an alternative to any of these other precautions.

Consult the up to date advice on wearing face coverings as this may change with each review stage.

Temperature checks We do not recommend the use of temperature checking employees as a means of testing for COVID-19 due to the low efficacy rate of this method.  Further information about the reliability of temperature checking as a test for COVID-19 can be found on the MHRA website.

Security

The interpretation and use of any guidance should be considered in line with normal protective security operations and practices. Organisations should consult with and involve their security departments in the interpretation and implementation of the guidance.  In particular, security should be considered in any revised risk assessment.

We do not advise the removal or alteration of, or reduction in, existing protective security measures without providing clear recommendations

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(e.g. from the National Technical Authority/Police Counter Terrorism specialists) on how to maintain effective protective security. 

This should extend to measures not primarily intended to provide a protective security benefit, but nonetheless doing so, for example removal of street furniture that could make moving or queueing pedestrians more vulnerable to vehicle-as-a-weapon attacks. Organisations should ensure security staff feel safe, e.g. having access to appropriate PPE and hand-washing facilities, and that they are able and confident to raise any concerns.

Further detailed guidance on security is available from Centre for the protection of National Infrastructure and the National Counter Terrorism Security Office.

COVID symptoms within the workplace

The virus is expected to remain in the population for some time, even after lockdown restrictions have been eased and people begin to return to work. This will cause anxiety for people who will also want to understand how any outbreaks in the workplace will be handled. As part of risk assessments organisations should explore with trade union or workforce representatives how to respond should anyone develop symptoms while at work, including whether it is possible to identify any particular parts of the site the individual may have accessed or equipment used while symptomatic. As part of this consideration should be given how best to monitor health of all individuals in a workplace.

If an individual develops symptoms consistent with COVID-19, you should help them arrange to be tested by directing them to NHS Inform or having them call 0800 028 2816.

Members of the workforce have a responsibility to ensure they adhere to overall COVID-19 advice which says people with symptoms should remain at home and self-isolate. Organisations and members of their workforce should remain in regular communication throughout any period of self-isolation with organisations encouraged to work with trade union or workforce representatives to enable individuals to work from home while self-isolating if appropriate.

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Working with heritage collections, exhibitions and buildings

Caring for collections on behalf of the public in perpetuity, and making exhibitions for the benefit of the public is at the core of what museums and galleries do. As a result it is expected that museums, galleries and heritage attractions will:

● continue collections care and management, working within existing rigorous collections care standards

● consider exhibition and loan schedules and content, including:

o that exhibitions and interpretation may need to be adapted to prepare for visitors

o extra time may be needed to prepare exhibitions, especially when working with loans

o the availability of freelance technicians and other specialists may be reduced by venues simultaneously planning re-opening, and by the extended install and de-install times required for safe distancing

o some exhibitions may no longer be viable and alternatives may need to be developed

o delays may impact the repatriation or availability of loans for exhibitions

o delays may impact the livelihood of artists, designers and freelance technicians making work for a particular exhibition

● museums, galleries and heritage attractions should refer to up-to-date information on the Government Indemnity Scheme

In the case of historic buildings and structures, it is especially important that additional measures are appropriate for the site, for example:

Installation of screens, signage and distance markers must be done in a sensitive way so as to not cause damage

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cleaning and disinfecting processes and regimes must be given additional consideration. Some historic surfaces are vulnerable to damage through inappropriate cleaning, so consider alternative approaches that will achieve the same results:

leaving an appropriate period of time before the area is accessed

using appropriate cleaning materials or temporary non-damaging covers that can be put over the

sensitive surfaces, which can then be subject to standard cleaning regimes

If works affect a scheduled monument or a listed building, check whether the works require consent before beginning work.

When preparing for reopening collections, specialist advice may need to be sought to identify any impact which may have occurred during periods of restricted access. For further advice on how to address collection conservation issues that might have occurred during the Coronavirus (Covid-19) lockdown period see the Waking up Collections – A Post Lockdown Guide and Che cklist published by the Institute of Conservation (Icon) and the Icon Care of Collections Group. Where collections cannot be opened for a prolonged time due consideration should be given to regular monitoring and physical checks.

See also “fulfilling public purpose” section.

Changing the public environment to protect the publicAs a minimum we expect:

enhanced health and safety measures to be in place before the public are allowed to return to public areas, including clear and robust communications regarding physical distancing guidance, hygiene measures and PPE if appropriate, generally and at bottleneck situations 

local contexts for travel and parking to be considered as part of a risk assessment, with any relevant adjustments adopted

It may be useful to refer to relevant section of the NHS Inform websiteIn particular the following sections:

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Coronavirus (COVID-19): General advice Coronavirus (COVID-19): Check your symptoms Coronavirus (COVID-19): Vaccine Coronavirus (COVID-19): Physical distancing Coronavirus (COVID-19): Shielding Coronavirus (COVID-19): Test & Protect Coronavirus (COVID-19): Contact tracing Coronavirus (COVID-19): Testing Coronavirus (COVID-19): households with possible infection Coronavirus (COVID-19): Communications toolkit

The public: safe site planning and communications

It is vital steps are taken to ensure a safe environment for the public, and related public confidence. This is best done through early, regular and ongoing engagement between organisations, the workforce and the public. As it will take time to complete the necessary risk assessment, identify the relevant mitigation measures and put those measures in place, the engagement must be started well before a planned restart date (or ramp-up where fulfilment of public purpose has continued at less than full capacity).

It is important everyone understands the measures taken to establish the safe environment for the public as this is likely to have a significant impact on public confidence. Being and  feeling safe will play an integral role in supporting a recovery in the sector’s fulfilment of public purpose.  

To address risk, organisations should consider limiting visitor numbers to enable 2 metre distancing at all times, and ensuring a visitor flow in all buildings that minimises risk of contact. A visitor charter may be helpful, this would set out requirements for how everyone behaves on a site, including entering and leaving the site, clarifying responsibilities for all around maintaining good hygiene and physical distancing.

Making changes to the visitor experience

Museums, galleries and heritage attractions need to consider what changes should be made to the visitor experience and public facilities to protect the public and workforce while visitors are on site. This might include:

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specific invigilation to encourage safety measures

timed ticketing and pre-booking for venue entry

adapting, reducing or preventing use of interactives

altering use of public spaces, i.e. outdoor spaces and learning spaces, including: rules for accessing them, activities permitted, and ensuring standards are met for social distancing and cleaning

adaption of toilet provision including: clear and through cleaning guidelines, and measures to ensure social distancing

alternatives for learning and engagement, including: smaller groups, pre-booking, outdoor activities, online learning and events, and cleaning of any audio guides between users

Consult the up to date advice on wearing face coverings as this may change with each review stage. The wearing of face coverings is mandatory in indoor visitor attractions, unless you are exempt for health, disability or other reasons

see also enhanced hygiene and physical distancing below

The public: enhanced hygiene

Enhanced hygiene measures should be a key plank of measures to create a safe public environment, including for example:

sanitiser and hand-washing facilities at key points, including on entry and exit points

additional sanitiser and handwash facilities around communal areas

regular cleaning of equipment including considering how often and where deep cleans may be required

minimising the use of touchpoints throughout buildings, including exploring where possible how digital processes or systems may replace the need for face-to-face discussion 

The public: physical distancing

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Physical distancing is the other key plank of measures to create a safe public environment.

Factors organisations will want to consider include:

changes to visitor flow including one-way systems

facility layout and signage with clear marking of two metre boundaries around the site and signage which reinforces expectations of the public at relevant points. (As English may not be the first language for everyone, organisations should consider how best to use visual material to reinforce messages.) One-way systems should be considered

increased capacity for queueing, including: spaced queuing systems, use of foyers and assembly areas for queuing and circulation, employment of traffic light system, or ‘wait’/‘stop’ signs in busy areas

pre-booking of visits, including members, and use of ticketed time-slots

limiting access to parts of the site required by the public during visits, as this will limit the chances for interaction with others

monitoring use of lifts and stairs

staggering entry and exit times to prevent bottlenecks arising as people arrive or leave

altering provision of café and other communal spaces for visitors

considering opportunities to introduce additional technology support and systems to assist in managing the safe practice and in particular physical distancing

where historic parks, gardens and archaeological sites are open to the public, it may be necessary to create new visitor routes and one-way systems. Ideally these should be temporary and fully reversible, such as creating new mown paths in grassland. Such routes should be placed carefully to avoid going over archaeological features or earthworks, or damaging garden planting or features. If temporary visitor seating is needed next to these new routes, then these should also be placed carefully in relation to archaeological features. New

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routes should be closely monitored and closed off and others created, if visitor erosion becomes a problem

The public: travel and face coverings

Health Protection Scotland (HPS) have provided COVID-19 information and guidance for general (non-healthcare) settings which reiterates that people should not travel if they exhibit any COVID-19 symptoms. Transport Scotland has produced Guidance to assist the public to travel safely during the coronavirus (COVID-19) pandemic. It is important that the latest version of the Guidance is read. https://www.transport.gov.scot/coronavirus-covid-19/transport-transition-plan/

The wearing of face coverings is mandatory in indoor visitor attractions, unless you are exempt for health, disability or other reasons.

Consult the up to date advice on wearing face coverings as this may change with each review stage.

COVID symptoms within the visiting public

The virus is expected to remain in the population for some time, even after lockdown restrictions have been eased and people begin to return to Museums, galleries and heritage attractions. This may cause anxiety for people who will also want to understand how any outbreaks in the public buildings will be handled. As part of risk assessments organisations should decide how to respond should anyone develop symptoms while at their site, including whether it is possible to identify any particular parts of the site the individual may have accessed or equipment used while symptomatic. As part of this consideration should be given how best to monitor health of all individuals on site, and to ensure that robust environmental cleaning measures are put in place.

The public has a responsibility to ensure they adhere to overall COVID-19 advice which says people with symptoms should remain at home and self-isolate.

Guidance for organisations preparing food38

Food Standards Scotland  has published guidance  to supplement generic guidance for consumers and food businesses. It translates Scottish Government guidance on ‘Coronavirus (COVID-19): business and physical distancing guidance’ and the advice published by Health Protection Scotland for Non-Healthcare settings for application in food settings. This guidance also takes account of guidelines produced by the food industry on practical ways to provide a safe working environment at this time. FSS has also produced Guidance for the businesses take-away sector which should be referred to.

Any organisations with queries or concerns regarding food safety practices in their premises should contact their local authority environmental health department for advice.

Guidance for visitors

Whilst the majority of visitors will take due care and pay attention whilst visiting at this difficult time, there may be instances where guidance is not being followed. The Scottish Government wishes to re-enforce the message that visitors have a strong role to play in ensuring attractions are able to serve the public whilst also protecting their workforce. We have, therefore, published customer guidance.

Toilets

Guidance on the safe use of public and customer toilet facilities is available.

Checklist

A checklist to support organisations implement this guidance will be developed in response to initial feedback and added here as part of the regular updating of the guidance.  

Deliveries, distribution and other site visitors Information about protecting your workforce and site visitors

As a minimum we expect organisations:

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to provide early clarity to their suppliers about honouring of orders in the system, linked to new working capacity and consumer demand/contracts

to treat all site visitors including contractors, suppliers and those making deliveries, as if they were employees, ensuring they are offered the same protections and are expected to follow the same rules

Other site visitors 

In addition to the visiting public, organisations may have a number of other visitors on site. This presents increased risk of virus transmission if people do not adhere to the same interpretation of rules. To address this risk organisations should consider limiting site access to those who need to be there for safe operation, ensuring safe working practices and implementing a permit to work system for contractors and external visitors who still need to access the site. This would set out requirements for how everyone behaves on a site, including entering and leaving the site, clarifying responsibilities for all around maintaining good hygiene and physical distancing.

Training and complianceAs a minimum we expect:

training around processes and working environment expectations to be provided for all members of the workforce before restarting work

Workforce training

Every site should look and feel substantially different for both members of the workforce and the public. Physical distancing and enhanced hygiene will change how sites operate. Training for the workforce will therefore be essential to build a common understanding of requirements within the new working norm, instilling confidence that changes put in place contribute to a safe site.  

Training methods should ensure effective delivery of relevant overarching and organisation-specific measures and expectations of the

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workforce while on site, in a way which maintains physical distancing. Organisations should consider, as part of their risk-based planning, how training can be safely delivered, especially if elements are normally outsourced to third parties. Visual aids may be required as part of the training and for ongoing guidance and communications An effective induction process for members of the workforce returning to work, can help demonstrate organisations are taking the COVID-19 risks seriously, building confidence amongst the workforce that they are returning to a safe workplace while also reinforcing the importance of the responsibility of individual members of the workforce. 

Compliance

Organisations should also put in place, with trade union or workforce representatives, robust arrangements to monitor compliance with new operational arrangements, considering both workforce and the public. Remedial actions should flow from that monitoring, and be augmented by advice, guidance and support from external enforcement authorities.

It is vital during restart for members of the workforce and the public to have confidence in the steps being taken by organisations. Organisation should look to establish processes to allow feedback from members of the workforce and the public on social distancing and safety protocols, enabling the workforce and the public to input on areas of concern and for organisations to act upon these concerns.

A single point of contact has also been established for trade union or the workforce to help the Scottish Government understand how all COVID-19 workplace guidance is being implemented, and to help shape and refine that guidance based on the real experience of workers in the workplace. The mailbox can be contacted by email: scottishtradeunioncovidenquiries@gov.scot.

This contact is not intended to be a reporting mechanism for potential breaches of legislation.

Under the Health and Safety at Work etc Act 1974 (HSWA), your local authority Environmental Health Service will usually be the relevant enforcing authority for how you control the risk of coronavirus in museums, galleries and heritage attractions. In some cases, it may be HSE but, in any case, enforcing authorities will apply the same

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requirements. HSE can be contacted by phone on 0300 003 1647 or online at HSE   contact form

Local authorities also have enforcement powers under public health legislation, which may be relevant.

HSE and local authority Environmental Health Services have agreed to maintain the way they allocate different businesses for enforcement according to existing health and safety law for the purposes of workers’ health and safety.

Where the enforcing authority identifies employers who are not taking action to comply with public health guidance to control COVID-19 health risks to workers, they will consider a range of actions to improve control of workplace risks including the provision of specific advice to employers through to issuing enforcement notices or even prosecution.

Fulfilling public purposeNot all organisations will have a charitable or public purpose, but for those that do, as a minimum we expect organisations:

to be confident that they can provide the services in keeping with their charitable objectives and public purpose

A change in visiting and visitors

Museums, galleries and heritage attractions and sector bodies indicate that the current working assumptions are being used in planning processes:

capacities will be reduced significantly, on average down to 25-30% initially, though there will be differences across sites

the cultural appetite of visitors and 'intent to visit' will be altered, some research shows that many visitors are likely to ‘wait and see’ how organisations handle reopening

dwell times and visitor flow may need to be altered, providing a different experience of the site

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visitors may meet a visibly different experience of the site with measures such as more prominent invigilation, ropes, partitions and hand sanitising stations in place

Review whether the museum can meet its public purpose with new measures in place:

Discussions between the organisation, the workforce and funders will be needed to identify how the organisation will deliver its objectives.

Organisations will want to consider how they continue to offer sanctuary to vulnerable people or groups, space for enjoyment and contemplation and education.

Organisations may choose to only open partially, or only open outdoor spaces, or may choose to have a staggered reopening of sites.

A different visitor experience

Organisations should consider the visitor experience and how this will be altered by adaptations to safeguard members of the workforce and the public. In consultation with the workforce and communities, the onus is on organisations to decide on appropriate measures to be able to continue engaging with the public:

different opening hours may suit different organisations, such as:o reducing core hours for general public in order to

accommodate special groups (families with children who are not going to school, at risk, etc.) outside of these hours

o extended opening hours to enable more visits while enabling distancing measures

alternative offers to a sit-down café

spaces in the museum where visitors can bring picnics

alternatives to predominantly guided and/or costumed element of visitor experience

alternatives to learning, events and activities. Digital activities may be adopted into delivery models, such as use of virtual events and tours

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when offering public access to stored collections for research purposes consideration will need to be given to how to provide this, and whether changes to access will be needed

where organisations provide services such as function hire or weddings, the onus is on the organisation to ensure members of the workforce and the public are safeguarded

where organisations provide access to a collection i.e. books, archives, manuscripts, maps etc. specific risk assessments should be carried out for this. Reference should be made to the guidance produced by the International Federation of Library Associations (IFLA)

A different audience

Museums, galleries and heritage attractions will need to consider potential audiences, review evidence where available, work with local stakeholders and consult audiences and communities. There may be opportunities to engage more diverse audiences or those who have not traditionally visited in the past. There should also be consideration that audiences at higher risk could be excluded. Some of these groups could include, but are not limited to, people who are: over-70, immunocompromised, BAME, unemployed, in poverty, with mental health issues.

Increased visits from the local community will be a focus. Museums, galleries and heritage attractions may want to work with partners to encourage inbound tourism and local audiences, as national travel and international tourism will be slower to return

Managing expectations

Museums, galleries and heritage attractions will need to manage expectations by ensuring visitors are given sufficient advance information.

Museums, galleries and heritage attractions will also need to consider how changes are communicated to visitors in relation to pricing. For example, if the museum admission price remains the same with a reduced offer, this will need to be clear.

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Listed Building and Scheduled Monument Consent considerations

Where physical alterations are necessary that affect the character of a listed building listed building consent (LBC) is required. However, it is the government’s view that temporary works that may be necessary in order to allow heritage sites to function safely in response to COVID-19, can be carried out in ways that will not affect the character of a listed building and therefore should not require consent. There are a number of ways in which physical interventions can be undertaken without damaging the historic fabric or special interest of listed buildings, and which do not affect what is important about a place.

As long as no permanent damage is caused, examples of where LBC is unlikely to be needed include: the addition of temporary screens to protect staff the temporary covering of surfaces temporary floor markings and signage carried out in a way which

does no damage to the listed building the temporary boxing in of specific especially sensitive features. the addition of temporary lightweight shelter structures (such as

gazebos or marquees) that are attached to listed buildings in ways that do not damage the historic fabric

the addition of temporary ramps to allow new accessible routes for staff, customers or visitors

the addition of temporary signs that do not damage any underlying sensitive historic surface to allow new routes to be indicated

the addition of temporary freestanding barriers, signs and hand sanitiser stations

Planning authorities can provide advice on the need for LBC.

More invasive, non-reversible, works would normally require LBC. Examples include: the insertion of safety screens or barriers that remove or cut through

historic detailing such as decorative cornices or coving or where chases are cut into historic wall surfaces

removing or altering features such as historic handrails, even if for a temporary period

signage that is intended to be permanent and which affects the physical fabric and/or affects the visual appearance of the structure

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widening doors, making new openings, inserting permanent ramps, removing stairs or other permanent alterations for new staff, customer or visitor flows

extensive nail or screw holes made into important historic fabric in order to secure screens, barriers or other structures

In the case of works that would be likely to require LBC, contact should be made with the planning authority as soon as possible.

Temporary structures such as gazebos in the grounds of designated heritage attractions, or in Gardens and Designed Landscapes that are erected to provide shelter for queuing visitors may require planning permission in some circumstances.

For scheduled monuments, most works require scheduled monument consent (SMC). All of the works listed above are likely to require SMC. Historic Environment Scotland recognises the contribution many monuments make to the local and national economy, and the impact that COVID 19 will have had. They are on hand to provide advice on whether adaptions to allow visitor attractions to reopen safely require scheduled monument consent. Where scheduled monument consent is needed, they will ensure the application is prioritised to minimise delays. If you need help or advice, please contact them on hmenquiries@hes.scot

Regardless of the need for LBC/SMC, planning permission may also be required for some works and, in relation to signage, advertisement consent may also be required. If an operator is in any doubt about whether consent or permission are required, they are strongly advised to discuss the situation with the local planning authority, or Historic Environment Scotland in relation to SMCs.

Local contexts

As a minimum we expect organisations: to respond to local contexts and work in coordination with others to

support local economies and communities

All organisations operate within a unique set of circumstances based on their location, offer, constitution and business model.

Reopening plans

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Museums, galleries and heritage attractions should discuss reopening plans with funder/s and parent bodies as there may be certain circumstances in which the organisation can or cannot open, or in which it may not be economically viable to do so.

A coordinated approach

Many museums, galleries and heritage attractions are intrinsically linked to local and tourist economies so may want to work together with local councils, agencies, schools, transport providers and tourist bodies to take a coordinated approach:

a unified approach to reopening local areas or high streets may provide confidence and certainty to communities and visitors

where museums, galleries and heritage attractions are concentrated in one area or district, coordination or a staggered approach may be required to prevent exceeding transport capacities or distancing requirements

due to transport restrictions, engagement of local audiences may increase and be a primary focus for short term

museums, galleries and heritage attractions may want to work in concert with local schools to support learning

museums, galleries and heritage attractions will want to engage local communities in their plans as well as other community partners

plans may look very different regionally dependent on transport links and local context

Next stepsReview and future development

This guidance extends until further notice. It sets out both our current advice and guidance for museums, galleries and heritage attractions in helping to handle COVID-19, as well as beginning to develop a route-

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map towards restarting activities within overarching public health considerations. 

Our next step is to continue to develop plans to address the wider issues needed to get museums, galleries and heritage attractions restarted again. This will happen in a phased manner as set out in the Coronavirus (COVID-19): framework for decision making – Scotland’s route map through and out of the crisis. The route map provides an indication of the order in which we will carefully and gradually seek to lift current restrictions, but does not attempt to specify dates for all the different phases. All of this will be evidence-led.

Easing restrictions will not mean returning to how things were before the virus. Physical distancing, hand hygiene, and other critical behaviours will be essential in each area to ensure public and workforce confidence.  

This guidance will be updated and reviewed as required in consultation with sector leaders and unions. Please ensure you use the latest version. 

It is for individual organisations in conjunction with their workforce to decide how best to successfully adopt and adapt guidance for their individual circumstances.

Related information

Good to Go standard

The Good to Go initiative is a self-certification scheme developed by VisitEngland in partnership with VisitScotland, VisitWales and Tourism Northern Ireland. It is directly  linked to national and sector specific public health and safety guidelines and aims to give confidence to businesses, visitors and communities of high standards of compliance and hygiene in tourism establishments. It will operate through an online portal, backed up by process checks and supported by a call-centre facility to answer more detailed questions from businesses. It is due to re-launch shortly.

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Scottish Government advice and support

Summary of COVID-19 developments in Scotland

Coronavirus (COVID-19): framework for decision making

Coronavirus (COVID-19): framework for decision making – Scotland’s route map through and out of the crisis

Coronavirus (COVID-19): business and physical distancing guidance

Further guidance on physical distancing can be found on NHS inform.

Advice on substantive support packages available for business and their employees

Guidance on childcare

COVID-19 information and guidance for general (non-healthcare) settings

A list of Scottish Procurement Policy Notes (SPPNs) can be found on gov.scot.

SPPN 4/2020 covers procurement related issues as a consequence of the COVID-19 outbreak. 

SPPN 5/2020 sets out guidance for public bodies on options for payment to their suppliers to ensure service continuity during the current COVID-19 outbreak.

Legislation 

Coronavirus (Scotland) Act 2020 Coronavirus (Scotland)( No. 2) Act 2020 The Health Protection (Coronavirus, Restrictions) (Directions by Local Authorities) (Scotland) Regulations 2020

From 6AM on 2 November The Health Protection (Coronavirus) (Restrictions and Requirements) (Local Levels) (Scotland) Regulations 2020 replace the Health Protection (Coronavirus) (Restrictions) (Scotland) Regulations 2020 and the Health Protection (Coronavirus) (Restrictions and Requirements) (Additional Temporary Measures) (Scotland) Regulations 2020

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Fair Work during the COVID-19 crisisPlease see our Joint Statement with the STUC

Coronavirus (COVID-19): safer work places joint statementhttps://www.gov.scot/publications/coronavirus-covid-19-safer-work-places-statement/

Other sources of COVID-19 informationUK Government guidance on working safely during COVID-19 in different workplaces

The Health and Safety Executive (HSE)  have provided advice related to COVID-19

Further detailed guidance on security can be found at https://www.cpni.gov.uk/staying-secure-during-covid-19-0 and https://www.gov.uk/government/organisations/national-counter-terrorism-security-office. 

To contact Police Scotland for Protective Security advice, please contact your local Counter Terrorism Security Adviser:

North: SCDCTSAAberdeen@Scotland.pnn.police.uk

East: SCDCTSAEdinburgh@Scotland.pnn.police.uk

West: SCDCTSAGlasgow@Scotland.pnn.police.uk

Scottish Chambers of Commerce workplace guidance for micro and small businesses

Museum, gallery and heritage attractions guidance – Operational Guide (COVID-19) Checklist

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This checklist is designed to be used in conjunction with the museum, gallery and

heritage attractions guidance. Please ensure you read this guidance. 

Actions to take

Full risk assessment

Must complete and implement full risk assessment in consultation with the

workforce where there are staff (to be written down where 5 or more

employees)

Physical distancing: signage and markings

Use tape or paint or other appropriate signifier to mark 2 metre distances on

floors to help people comply with physical distancing regulations, recognising

that care must be taken with heritage or delicate surfaces and bearing in mind

that some people may find these measures more difficult to adhere to than

others e.g. those with sight loss, autism, learning disabilities, dementia or

other communication or mobility needs.

Signage should be used to communicate key health and safety points, such

as hygiene, physical distancing and that there is no unintended impacts on

people with disabilities or caring responsibilities. Messages should be clear

and easy to understand.

Consider using physical distance 2 metre floor markings for other common

areas such as toilets and in any other areas where queues may typically form.

Physical distancing: capacity

Limit the number of visitors at one time so this can maintain physical

distancing for the setting.

Decide upon the number of visitors that can reasonably follow 2 metre

physical distancing within the premises. Take into account likely pinch points

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and busy areas and then implement relevant measures, such as spacing of

tables and chairs, and sufficient passing places.

Lifts should only be used by people with disabilities, for essential purposes, or

on a basis of one person/family group per lift where possible.

Physical distancing: workforce and visitor

If your site has more than one access point, introduce a one-way system at

entry and exit points if possible.

Stagger arrival and departure times of your workforce to reduce crowding into

and out of the site, if this is an issue.

Where possible, take measures to reduce the potential crowding of people, for

example by having more entry points for your workforce into the site or

change opening hours.

Review layouts to let workforce work further apart from each other where

possible.

Consider staggered arrival times for visitors with a queuing system in place to

ensure a safe distance of 2 metre.

Identify high risk areas such as pinch-points like entrances or stairs where

close physical contact is likely and/or obstructions force close physical

contact. Take measures to reduce risk, i.e. a traffic light system for your

workforce to manage flow.

Consider appropriate measures to ensure non-counter based services are

conducted safety within physical distance guidance, such as visitor flow

management and cleaning.

Physical distancing queue management

Check for new traffic and street management plans from local authorities, and

consider adjustments that might be required to your own queue management

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system. Organisations will need to think outside the normal trading

environment to implement innovative measures such as changed opening

hours to manage queues. Organisations must take all reasonable measures

to ensure that there is physical distancing within queuing systems.

Communicate with nearby businesses to manage shared queueing areas

where outside space is limited or not available. If assistance in this matter is

required contact your Local Authority for advice.

Use outside premises for queuing where available, such as car parks.

Physical distancing: adapting services

Plan layouts accordingly within the physical distancing requirements.

Some services which currently cannot maintain 2 metre physical distancing for

members of the workforce and/or visitors cannot be offered while restrictions

remain in place, i.e. events, guided tours. This does not prohibit goods being

sold but relates to the nature of the visitor interaction.

Hygiene

Visitors should be encouraged to use contactless or cashless payment where

possible.

If your workforce have to use touch-based security devices such as keypads

to enter the business through controlled areas, you should either seek

alternatives or implement cleaning and diversification arrangements.

Use signage, tannoy announcements and any other relevant communication

tools to remind visitors to maintain hygiene standards. i.e. hand washing and

coughing etiquette.

Encourage visitors to wash their hands by providing hand sanitation facilities

at entry and exit points and in any common areas.

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Toilets – due to the likely contained space of toilet facilities careful

consideration must be given to how these can be used safely and within

guidance. Ensure you have checked and are following the guidance provided

for safe use of toilet facilities.

Cleaning

Work areas, break rooms, canteens and equipment should be cleaned

frequently between uses. A cleaning schedule should be designed and your

workforce trained to implement the schedule.

Frequent touch points should be identified and disinfected regularly including

all objects and surfaces that are touched regularly such as door handles,

vending machines, or workforce handheld devices. Adequate disposal

arrangements should be made available for any additional waste created.

Workspaces should be kept clear and all waste should be removed. All

personal belongings must be removed from work areas at the end of a shift,

i.e. water bottles, mugs, stationary etc.

Set clear use and cleaning guidance for toilets to ensure they are kept clean.

Consider whether you can provide additional waste facilities and more

frequent rubbish collection, to ensure appropriate disposal of PPE.

Other methods of reducing transmission

Use screens to create a physical barrier between people, for example at till

points/reception and service desks.

When handwashing is not practical provide a nearby supply of hand sanitiser

for your workforce to use when i.e. handling deliveries. Ensure your workforce

have access to and are able to regularly wash their hands. Provide hand

sanitiser if hand washing is not practical.

Increase ventilation where possible and were it is safe to do so. i.e. do not

keep fire safety doors open.

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Visitor and workforce support

Make your risk assessment available to staff and visitors and keep under

regular review (for businesses with 5 or more staff).

Provide written or verbal communication of the latest guidelines to both your

workforce and visitors inside and outside the premises.

You should take reasonable steps to ensure that people with disabilities are

informed about new procedures, and are able to access facilities, i.e.

handwashing facilities at wheelchair height, verbal direction for those unable

to see floor markings or signage etc.

To encourage your workforce and visitors to walk or cycle to premises where

possible provide active travel facilities, such as bike-racks. Building

arrangements will determine whether this is appropriate.

Workforce safety: additional measures

Use remote working tools to avoid in-person meetings.

Stagger break times and make use of outdoor space for breaks where

possible.

Be clear on what actions you must take if you encounter an incidence, or

suspected incidence, of COVID-19 in your premises, whether in staff or

visitors.

Use a consistent pairing or grouping system where employees work on shifts

together, to increase organisational resilience if one team is required to self-

isolate due to a colleague developing COVID-19 symptoms.

Consider contingency and risk plans for future events i.e. if circumstances

require the re-imposition of lockdown measures or visitor behaviour results in

breakdown of physical distancing requirements.

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