The Scottish Government are encouraging all organisations to consider good practice to reduce the risk of transmission. This guidance outlines key areas to think about and useful tools to help. For information on covid passports see our safer services page.
Risk assessment and control
The first step for all buildings and premises is a health and safety risk assessment, involving employees in the process. The assessment must:
- identify what work activity or situations might cause transmission of the virus
- think about who could be at risk
- decide how likely it is that someone could be exposed
- act to remove the activity or situation, or if this isn’t possible, control the risk
If you have more than five employees this must be written down, but it is good practice for all organisations to record what has been agreed. It is also important to agree how often the assessment will be reviewed- it should not be a one time exercise.
Detailed guidance and template assessments are available on the Health and Safety Executive website.
Distancing, hygiene and PPE
Guidance on face coverings should continue to be followed by everyone. However, it is important to be aware that discretion is allowed in some cases, for example where a face covering could prevent someone from communicating.
Changes from 28 January are:
- face coverings will no longer be needed for any adults taking part in organised activities when directly interacting with children under the age of 5
- certain face covering exemptions requiring 2 metre physical distancing will be changed to 1 metre
Your organisation should implement all additional ‘reasonable’ measures it can to help limit the risks of coronavirus transmission in your premises.
Some of the more common measures could include:
- Voluntary limits on the number of people in the building, and in particular spaces such as toilets, at any given time. This resource from SCDC and Public Health Scotland give clear and practical steps to help you work out safe occupancy levels.
- Maximising the use of outdoor space
- Making hand sanitiser and face coverings available
- Providing screens between people, for example at desks or reception counters
- Floor markings to help people stay a safe distance apart
- More regular cleaning, with particular care given to communal spaces such as kitchens and bathrooms
- Introducing a one way flow to reduce people passing one another in small spaces
- Display public health messages throughout the premises
Distance Aware Scheme
The Scottish Government have introduced a voluntary Distance Aware Scheme. The scheme is designed to help those worried about mixing with others as we adapt to living with COVID-19. Free badges and lanyards are available to people who wish to show others they would welcome additional space and extra care while out in public.
Organisations can support Distance Aware by:
- displaying posters or leaflets in your organisation or premises
- sharing information about the campaign on your social media channels
- encouraging your staff or those that support your organisation to share the #BeDistanceAware hashtag
- sharing information on your website or through email communications with your audience
- encouraging workplace or member discussions about what Distance Aware means and how it can be promoted and understood within your business or organisation
- purchasing badges, lanyards, or any items with the symbol for your staff, members or customers
- talking to staff, members or customers who may benefit from the scheme, making lanyards or badges available if appropriate
Ensuring that fresh air is circulating in indoor environments is essential to preventing the spread of COVID-19. This video from Gov.UK explains why it is even more important than we initially realised.
Taking measures such as opening windows, doors or vents can help minimise the risk of spreading coronavirus to colleagues, friends, family members and customers.
Staggered start times and flexible working
To reduce the risk of coronavirus transmission, it is advised that organisations stagger start and finish times. This will help to reduce the burden on public transport, and reduce the pressure on pinch points, like reception areas.
You should discuss the best way to stagger start and finish times with employees and volunteers as part of the risk assessment.
If you are inviting external people to your premises you should also consider how you can stagger their arrival and departure.
Community buildings and village halls
If your organisation runs a building or hall that is used by a range of different groups you will be considering a more complicated set of risks.
Key areas to consider include:
- Adding new requirements around distancing, hygiene and cleaning to any hiring agreement (see the information sheet from ACRE below for a template that can be adapted).
- Considering the requirement to store personal details of customers as part of the Test and Protect scheme. You can encourage your customers to use the free Check In Scotland App.
- Whether people in the clinically vulnerable category can be supported to participate in activities safely to reduce isolation. You may find it helpful to carry out individual risk assessments to help with this decision.
- How activities that involve donated items, food preparation or handling money can be made safe.
- What procedures are in place if someone becomes unwell.
Clear and practical information to help organisations start back safely and limit risks of coronavirus transmission.
Interpreting the key Scottish Government guidance for voluntary and community organisations.
by SCDC and Public Health Scotland
Guidance and template forms to help you plan for staff returning to the workplace during the coronavirus
by Healthy working lives
Guidance on the hygiene measures around the opening of public and customer toilets during the coronavirus
by The Scottish Government
A resource to help event organisers to reduce the risk of COVID-19 transmission in event settings. This resource sets
out examples of the types of risk mitigation measures event organisers can put in place to reduce the risk of
COVID-19 transmission at events.
This guidance covers: advice on how to prevent spread of COVID-19 including cleaning and PPE information, and advice
on what to do if someone is ill in a workplace or other non-healthcare setting.
by Public Health Scotland
Detailed guidance, including checklists and template risk assessments.
by Church of Scotland
Guidance on risk assessments for small businesses with links to templates.
by Federation of small businesses
This subscription based service gives Third Sector organisations across Scotland the tools required to establish and
maintain an effective health and safety management system. GCVS also offer free training and support around risk
assessment and safe return to offices and premises.
Top ten tips for IT systems and security when you reopen your office.
by Alison Stone
Practical guidance to help English village halls plan for reopening. Includes templates and checklists that can be
adapted for Scottish halls.