Operating procedures during COVID-19


This document sets out the procedures, and additional precautions for the Works4U during the unprecedented times which we currently find ourselves in.

The safety of learners, staff and partners is paramount, but the risks can be managed if we all follow the safe systems of work outlined in this document. These procedures will remain in place until further notice and will be subject to amendment if, and when new advice is provided by the government.

The government is now encouraging education settings to open for more young people. For SPIs, this means continuing provision on a risk-assessed basis, working towards a phased return of more young people.


To minimise the risk of transmitting COVID-19 by developing a new operating model to include:

  • Controlled access within the provision and adherence to strict social distancing.
  • Regular communication of information pertinent to COVID-19 situation to learners, parents and carers and staff.
  • Feedback mechanism to allow rapid adaption of model as situation develops, and reintroducing learners.
  • Identify issues or improvements which can be made and share best practice
  • Regular reinforcement of the critical behaviours and actions which staff must take

Key Messages

  • 2 metre social distancing must be observed and is an absolute between staff, learners, parents, and carers and working partners.
  • Cleaning routines laid out in detail and compliance mandatory to avoid transmission of the virus
  • Cleaning stations incorporating hand sanitiser/antibacterial wipes/must be available at the entrance/exit points within the Centre and satellite sectors.











The Senior Management Team would like to thank you for your support in implementing the following changes during these unprecedented times, which will help protect us all.






Introduction, objectives and key messages                                                                   Page1

Contents                                                                                                                               Page 2

Daily COVD-19 Branch checklist                                                                                        Page 3 & 4

Social Distancing                                                                                                                 Page 4 & 5

PPE                                                                                                                                         Page 5

Stay Safe                                                                                                                               Page 6

SSWI: Safe system of work

Whilst working in an office environment                                                                        Page 7


SSW2: Safe system of work

Visitors                                                                                                                                  Page 7


SSW3: Safe system of work

When receiving deliveries during COVID-19                                                                  Page 8


SSW4: Safe system of work

For (multi driver) pool vehicles and commercial vehicles                                            Page 8 & 9


SSW5: Safe System of work


Learners return and transportation



COVID-19 Checklist

Timing Action
On Arrival: ·       All employees or persons entering the building must use the hand sanitiser available in the reception area/and points throughout the provision.

·       Cars must be parked using every other parking space, if possible. If this is not possible a staggered entrance and egress of the building must be implemented at the end of each working day.

·       All internal doors to be left open to avoid having to touch door handles.

Daily Briefing ·       Manager to remind employees about the 2metre rule, the importance of washing hands regularly or using the hand sanitiser provided, and to refrain from touching their face

·       Remind employees about washing their hands prior to using kitchen equipment i.e. kettles and fridge, operational equipment including company vehicles

·       All food items which are stored in the fridge must be wiped down prior to putting into the fridge i.e. lunch boxes and milk cartons.

·       Remind employees to report to their line manager immediately if they are experiencing any of the COVID-19 symptoms.

·       Absences must then be reported straight away to Wendy Mackie MD

Employee Absence ·       If an employee develops symptoms at work (depending on the severity) they must be sent home to self-isolate.  If they used their own transport to get to work and are ok to return home in the same way, then this should be done. If they are unable to go home on their own, the Human Resources Manager must contact the employee’s emergency contact to see if arrangements can be made to pick them up from the branch.  If the employee has breathing difficulties or any other life-threatening symptoms contact 999 immediately.

·       Employees who are absent must adhere to the normal absence reporting procedure (where possible) must keep the HR Department informed.

·       If you have an employee who has returned to work following a COVID-19 absence, a return to work interview must be held, following the 2metre distance to ensure they are fully fit to resume to work and they have self-isolated for the relevant period.

Regularly ·       Wipe down all desks, computers, telephones, printers, stationary and any other areas which are regularly used

·       Ensure kitchen equipment is wiped down once used, including tea, coffee and sugar canisters

·       Manager to check employees are observing the 2metre rule, and washing their hands regularly or using the hand sanitiser provided

At the end of the day ·       Each employee is responsible for ensuring their own work area has been wiped down, this includes computers, telephones etc

·       All desks must be cleared down each day, with exception of computers, telephones, and photocopier

·       No items are to be left in the fridge overnight, except for milk, but the containers must be cleaned

·       All cups, dishes and cutlery must be washed ready for use the following day.

Before they leave ·       Remind employees of the importance of keeping safe and following the guidance on washing their hands when they are at home

·       Thank the team for their efforts and compliance

·       Remind them that your door is always open to discuss any concerns that they may have.

























Social Distancing

It is important to understand the following guidelines on social distancing inside and outside of the working environment.

Social distancing: Employees must always follow the same principles of social distancing while travelling to and from work and while at work (2metre distance).

Self-isolation: Anyone who either has a high temperature or a new persistent cough or is within 14 days of the day when the first member of their household showed symptoms of Coronavirus (Covid19) should not come to work but must follow the guidance on self-isolation.

Person at increased risk: Anyone who is at increased risk of severe illness from Coronavirus (Covid19) should be particularly stringent about following social distancing measures, and where possible isolate in the workplace if they are unable to work from home.

Person defined on medical grounds as extremely vulnerable: Anyone identified as extremely vulnerable will be advised by their health authority to follow the guidance on shielding and protecting extremely vulnerable people.

Living with a person in one of the above groups: Anyone living with a person who is at increased risk of severe illness, or an extremely vulnerable person who is shielding from Coronavirus (Covid19), should stringently follow the guidance on social distancing and minimise contact outside the home.

Travelling to work: When travelling to work employees wherever possible should travel to work alone using their own transport. If workers have no option but to share transport, the following guidelines must be followed:


Journeys should be shared with the same individuals and with the minimum number of people at any one time

  • Good ventilation (i.e. keeping the windows open) and facing away from each other may help to reduce the risk of transmission
  • The vehicle should be cleaned regularly using gloves and standard cleaning products, with emphasis on handles and other areas where passengers may touch surfaces.





Personal protective Equipment (PPE)

In addition to the normal PPE which is worn at work on a daily basis, the following items will be available for use at each of the branches.

  • Antibacterial wipes
  • Antibacterial spray
  • Antibacterial handwash
  • Hand sanitiser
  • 3pIy Surgical face masks
  • Blue disposable paper towels



















SSW1: Safety System Working in an office environment during COVID-19

Applies to The Centre, Farm and administration employees and covers the additional precautionary procedures which must be followed whilst at work.

Key Requirements

  • Communication — daily briefing and warning signage.
  • PPE — Hand washing/sanitising, gloves and other general instructions
  • Always keep 2 metres
  • away from other people, this means repositioning desks and staggering breaks, ensuring social distancing at all times
  • Equipment — Do not use anyone else’s equipment i.e. telephone or keyboard unless it is necessary. If you have no alternative, ensure you wash your hands or use the hand sanitiser immediately afterwards
  • Wipe down desks, backs of chairs, equipment, door handles regularly with antibacterial wipes. Once used place the wipes into the bin.
  • Wash your hands regularly with soap and hot water for 20 seconds
  • Refrain from touching your eyes nose or mouth if your hands are not clean
  • Toilet and kitchen facilities to be cleaned and sanitised daily
  • Keep internal doors open throughout the building (where possible) to avoid non-essential touching of door handles
  • Open windows in the offices to ensure the flow of fresh air throughout the building (weather permitting).
  • Failure to comply with safe systems or any concerns must be reported to the centre manager
  • One person to use the toilet facilities at a time.
  • Arrange with staff/learners to limit the number of people on site, so the social distancing rule can be maintained.




SSW 2: Safe system of work


  • Visitors are to only enter the building if absolutely necessary.
  • Upon entering the building hand sanitizer must be used at all times.
  • Do not shake hands with anyone during their visits.
  • Inform visitors that reception staff will sign them in “on behalf of” and any ID must be shown whilst maintaining the 2-metre distance.
  • Any paperwork must be emailed, no hard copies are to be maintained.








SSW3 Safe system of work whilst receiving supplier deliveries during COVID-19


Applies to All employees. This SSW covers the additional precautionary procedures which must be followed whilst receiving deliveries.


Key requirements

  • Communication: Daily briefing / Clear signage / Company procedures
  • PPE: Hand sanitiser / Anti-bacterial wipes / Gloves


General Instructions

  • Always keep at least 2 metres away from other people.
  • Wipe down the outside of the boxes and wash hands immediately after receipt
  • Wash your hands with soap & warm water for 20 seconds regularly
  • Do not touch your eyes, nose or mouth if your hands are not clean.

Limit contact

  • Employee to communicate to delivery person the rules to delivery prior to receiving deliver
  • Deliveries to be made at the front door, ensuring 2meter distancing is observed.



SSW4: Safe system of work for (multi driver) pool vehicles during COVID-19


Applies to: All drivers of multiple driver vehicles. This SSW covers the additional precautionary procedures which must be followed whilst using a company pool vehicle or commercial vehicle.


Key requirements

  • Communication: Daily briefing off Company procedures
  • PPE: Hand sanitiser / Anti-bacterial wipes / Gloves
  • Vehicle interiors must be clean and presentable at all times.


General Instructions

  • Always keep at least 2 metres away from other people
  • Wipe down steering wheel, gear stick, all controls, sat navs and access handles etc. with anti- bacterial wipes before entering the vehicle and after use. Bin the wipes.
  • Recommended use gloves when wiping down upon entry.
  • Wash your hands with soap & warm water for 20 seconds regularly
  • Do not touch your eyes, nose or mouth if your hands are not clean.


Limit contact

  • All non-essential items must be removed from the car
  • No personal possessions to be left in the vehicle. (This includes drinks bottles, pens etc)
  • Do not enter a vehicle immediately after someone has used it. Allow a flow of air through the vehicle prior to entry
  • Vehicles left ready for the next driver (which may not be you).




SSW5:  Safe System at Work


Learners return to college and transportation.


. Company cars to be assigned and driven by one driver to avoid cross contamination

. All staff and learners to wear PPE for the duration of the journey

. All staff and learners have been assigned to their own social bubble

. All learners have been individually assessed and a risk assessment has been completed


























PPE REQUIRED – Hand sanitiser, Anti-bacterial wipes/spray/ gloves/ Thermometers


Wipe down steering wheel, gear stick, all controls, Sat Nav and all access handles with Anti Bac wipes/spray before entering the vehicle and after use



No personal possessions are to be left in the vehicle.




Do not enter the vehicle immediately after someone has used it – please allow air flow through the vehicle prior to entry

Vehicles to be ready for the next driver








Temperature checks to be carried out prior to learners entering the vehicle and recorded on the sheet provided.  
Learners are required to sanitise their hands prior to entering the vehicle (gloves are recommended)  
All staff and learners are required to wear Face masks for the duration of the journey


Learners must not leave any personal possessions in the car



*New or continuous cough

*Exceedingly high temperature

*Generally feeling unwell