Policy brief and purpose
This policy includes the measures that Fullers and its Subsidiary and Associated companies (herein after referred to as “the Company”) are, and have been, actively taking to protect our workforce and users of Company premises, mitigate the spread of Coronavirus and ensure that the level of service provided to our clients remains as proficient as possible.
To sustain a healthy and safe workplace in this unique environment, it is important that we all respond diligently, responsibly and transparently to these health & welfare precautions. Fullers will always treat any private health and personal data with high confidentiality and sensitivity.
This Coronavirus (COVID-19) policy is liable to change in line with any changes made in Governmental guidelines. Any requisite and substantive changes to the policy will be communicated to all employees and tenants.
This Coronavirus policy applies to all employees of the Company, whether full-time, part-time or temporary; working in Company premises or working remotely; and to any tenants of the Company in the use of communal areas and/or facilities, to ensure that we collectively and uniformly respond to this unprecedented challenge.
The following elements detail the measures and arrangements that the Company has introduced together with the required actions that those persons identified in the “Scope” of this policy should take to protect themselves and their co-workers from a potential Coronavirus infection.
Symptomatic and Contract Arrangements
- Any member of staff exhibiting Coronavirus symptoms is Instructed not to attend work, to self-isolate in accordance with current Government guidelines and to report the symptoms using NHS 111 service
- Any member of staff who is required to self-isolate must notify their Line Manager on, or immediately after the first day of isolation and provide a “self-isolation” note at the earliest opportunity
- In contract cases the affected person and Company will follow the advice of the NHS and/or Public Health UK
Staff and Pedestrian Interaction
- Home working:- Where possible all non-operational staff are instructed to work from home until further notice
- No face-to-face meetings:-E-Systems and conference calling facilities in place. Where this is not possible, and by exception only, 2m rule to be applied with persons adjacent to each other, not opposite each other
- Zoning:- Zonal restrictions have been implemented to minimise physical interdepartmental interaction
- Signage:- Introduction of additional floor signage and demarcation areas to assist staff in maintaining a 2m distance from co-workers
- Break management:- All breaks separated to minimise contact between staff
- Canteen and kitchen restrictions:- Furniture lessened to allow only 2 seated positions with at least 2m distance between. Access to kitchen facility limited to 1 person at a time.
- Shift Handovers and Signing-In:- System/process changed to prevent media sharing and to minimise contact between staff
- Reduction of pedestrian congestion by separating entry and exits points and routes
Visitors, Contractors and Clients
- Face-to-face meetings suspended. E-Systems and conference calling facilities in place
- Visitors/contractors/clients suspended from attending site. Emergency meetings by exception only; authorised and monitored by the management team. Contractors only permitted to undertake emergency/essential works
- Pre-visit communication to remind visitors/contractors/clients not to allow individuals to attend the site if they have been exposed to the virus within the “at risk” time scale, or who are showing symptoms that may be an indication of the virus
- All visitors/contractors/clients (including delivery/collection drivers) MUST complete the visitor/contractor/client declaration form daily on arrival to site
- Site management maintains visitor/contractor/client declaration process
- Staff leave/travel will not be approved to specific cities/towns/events placed out of bounds in accordance with the latest advice from the Government, Foreign Office and World Health Organisations
- New staff not to join Fullers within two weeks of returning from visits to specific cities/towns/events placed out of bounds in accordance with latest advice from the Government, Foreign Office and World Health Organisations
- All work trips and events – both domestic and international – will be cancelled/postponed until further notice
- If possible avoid the use of public transportation when commuting to and from work. If there is no alternative then avoid contact with fellow commuters and wear a face covering
Sanitary and Hygiene measures
- Signage:- Warning notices displayed throughout all sites giving advice on how to avoid cross contamination and site sanitary practices
- Signs and posters to build awareness of good handwashing technique and need for heightened hygienic practices
- Clean:- Fullers staff thoroughly clean surfaces in changing rooms, toilets and other shared areas daily, using an antibacterial multi-purpose surface cleaner
- Sanitise:- Fullers staff sanitise all door handles and handrails throughout the facilities on an hourly basis
- Fullers staff clean all facilities regularly during the day, and at the end of the working shift
- Sanitary breaks:- All staff to have hourly mandated sanitary breaks, in addition to existing regular and comfort breaks for handwashing purposes
- Sanitiser:- Provision of hand sanitiser stations at all entry and exit points
- Pocket size hand sanitisers issued to all staff
- Additional temporary toilet facilities installed for visiting drivers to negate the requirement to use in-house facilities in order to reduce risk of contact/transmission whilst maintaining facility provision
- An Emergency Disinfection Service has been identified to provide a professional "deep clean" in the event of a confirmed on-site case (contingency/precautionary measure)
Welfare Facility Measures
- Withdrawal of high traffic appliances:- Microwave ovens and refrigerators removed from service. Staff are advised to bring in pre-prepared food & drink
- Showers:- Suspended from use until further notice
- Toilet restrictions:- Usage restrictions put in place; one at a time in the facility. Cone placement outside indicates whether occupied or not
- Locker Room:- Occupancy restrictions put in place; one at a time. No clothing or belongings to be left outside of a locker
- Smoking areas:- One person at any one time is permitted in any of these areas. Smoking outside of these areas is strictly prohibited
Coronavirus and Mental Health
- In these challenging and difficult times, it is more important than ever to take care of our own mental health and to build our own mental resilience to the adversities posed by the pandemic. Fullers has established the infrastructure to help and support those in our Company who may be struggling.
- Although there is a lot of information available about how to stay safe and well, both physically and mentally, during the coronavirus outbreak, for support, the first place to go to is the NHS's Every Mind Matters website. It's full of mental health help and advice, and they've also published 10 tips to help those worried about coronavirus.
- Both Mind and the Mental Health Foundation have also published useful advice and guidance, including plans for staying at home if you need to self-isolate, managing handwashing and anxiety and how to keep up to date with the latest news whilst looking after your mental health.
- Details of additional information together with further useful and trustworthy support sources are held within Fullers Management System and can be provided on request
- A requirement for all operational staff to wear face coverings and eye protection while in the workplace. Operational staff who have to interact with visiting drivers to wear full-face visor together with a face mask during interaction
- Cleaning staff to also wear full-face visors in addition to existing PPE when engaged in cleaning/sanitisation
Communications and Training
- Centralised bulletin boards established in all sites to display all information notices and staff updates
- Advice documents issued:- Action to follow if symptomatic provided to all staff
- Advice documents issued:- Advice for home isolation and advice for people who live in the same accommodation provided to all staff
General Hygiene Rules
- Wash your hands after using the toilet, before eating, and after coughing or sneezing into your hands. Follow the 20-second hand-washing rule. Use the sanitisers located around the office
- Cough/sneeze into your sleeve, preferably into the crease of your bent arm. If you use a tissue, discard of it properly and clean/sanitise your hands immediately
- Open the windows regularly to ensure ventilation
- Avoid touching your face, particularly eyes, nose, and mouth with your hands to prevent from getting infected
- If you find yourself coughing/sneezing on a regular basis at work, avoid close physical contact with your co-workers and report the issue immediately to your Line Manager
Issued By: Pat Neylon, Group Managing Director
Authorised By: Tony Dempsey, Divisional Managing Director