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Re-Opening Growing Well – Coronavirus (Covid-19) Pandemic Risk Assessment: Growing Well

Activity: Re-Opening Growing Well during Coronavirus (Covid-19) Pandemic Location: Growing Well Ltd.Assessor: M Smith Ref

No.: N/A Distribution: All staff and trustees

Date: 18th June 2020 Proposed Review Date: As required Signed:

A phased return for volunteers and students to the Growing Well site as soon as is safely possible, in line with our purpose of providing social care for adults with mental ill health.

PART 1 – STAFF AND VOLUNTEER MANAGEMENT ISSUES TO SUPPORT RE-OPENING OF THE SITE

Hazard Risk Individuals at risk

Risk Ratin

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Control MeasuresWhat are we doing now?

Notes/Additional Control Measures

What more do we need to

Residual RiskStaffing &

spread of Covid-19 virus

Serious respiratory illness, death

All site users, visitors/ contractors/maintenance personnel

Staff deemed vulnerable (see criteria) or with those living with them / in contact with them, that will not be on the rota for duties on site.

High Currently any person developing a new continual cough, a temperature in excess of 37.8°C or a loss of, or change in their normal sense of taste or smell (anosmia) whilst at work must be sent home and advice re self-isolating offered Stay at home guidance for households with possible Covid-19 infection

Any person who is considered extremely clinically vulnerable and shielding should continue to shield and will not be expected to attend (Guidance on shielding & protecting extremely vulnerable persons from Covid-19).

Clinically vulnerable (but not clinically extremely vulnerable) people including pregnant women should take extra care in observing social distancing and should work from home where possible. We will endeavour to support this, for example by asking staff to support remote provision, carry out course planning or other roles which can be done from home. If clinically vulnerable (but not clinically extremely vulnerable) individuals cannot work from home, they will be offered the safest available on-site roles, staying 2m away from others wherever possible, although the individual may choose to take on a role that does not allow for this distance if they prefer to do so. If they must spend time within 2m of other people, we will carefully assess and discuss with them whether this involves an acceptable level of risk.

Any staff member or volunteer/student who lives in a household with someone who is extremely clinically

Staff temperatures do not need to be taken every morning.

Growing Well Site Manager / Deputy should remind all site visitors of the need to follow the standard national advice on the kind of symptoms to look out for that might be due to coronavirus, and where to get further advice.

Access to Testing: All staff, visitors to site and members of their households will have access to testing if they display symptoms of coronavirus. To access testing everyone will be able to use the 111 online coronavirus service: NHS: Ask for a test to check if you have coronavirus.

Access to testing is already available to all essential workers. This includes anyone involved in education or social work – including both public and voluntary sector workers. See the

Low

© Kym Allan Safeguarding, Health & Safety Consultants Ltd.

https://www.nhs.uk/conditions/coronavirus-covid-19/testing-for-coronavirus/ask-for-a-test-to-check-if-you-have-coronavirus/



https://www.gov.uk/government/publications/guidance-on-shielding-and-protecting-extremely-vulnerable-persons-from-covid-19/guidance-on-shielding-and-protecting-extremely-vulnerable-persons-from-covid-19


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



Risk Ratin

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Residual Riskvulnerable and shielding, should only attend if stringent

social distancing can be adhered to. We will pay particular regard to ‘carers’ who may fall into this category.

Any person who lives with someone who is clinically vulnerable (but not extremely clinically vulnerable) as defined in the social distancing guidance (Staying alert & safe social distancing) and including those who are pregnant, can attend.

Staff who live alone and have symptoms of coronavirus illness (COVID-19), however mild, will be directed to stay at home for 7 days from when their symptoms started.

Those living with others and they are the first in the household to have symptoms of coronavirus, then they will be directed to stay at home for 7 days, but all other household members who remain well must stay at home and not leave the house for 14 days. The 14-day period starts from the day when the first person in the house became ill.

For anyone else in the household of an employee who starts displaying symptoms, that individual must stay at home for 7 days from when the symptoms appeared, regardless of what day they are on in the original 14-day isolation period.

If an employee lives with other people and another household member has symptoms that might be Covid 19 then the employee must self-isolate for 14 days. If they themselves begin to display symptoms follow guidance under bullet point above.

full list of essential workers (Coronavirus (Covid-19) Getting tested- Essential Workers). Education settings as employers can book tests through an online digital portal. There is also an option for employees to book tests directly on the portal.

The Food Standards Agency’s Fitness to work guidance for staff who handle food products provides advice on managing sickness in a food business.

Any person becoming unwell at Growing Well

Infection spread leading to serious respiratory illness, death


High If anyone becomes unwell with a new, continuous cough, a high temperature or a loss of, or change in their normal sense of taste or smell (anosmia) in the setting, they will be sent home and advised to follow the COVID-19: guidance for households with possible coronavirus infection guidance (Stay at home guidance for households with possible Covid-19 infection).

If a volunteer, student or visitor who is unwell is awaiting collection, they will be moved, if possible, to a room where they can be isolated behind a closed door, depending on the level of supervision required. Where available, a window will be opened for ventilation. If it is not possible to isolate them, the person will be moved to an area which is at least 2m away from other people.

If any individual with symptoms is believed to have contracted the COVID-19 virus ‘whilst at work’, the relevant information must be reported to the HSE under RIDDOR legislation.

A small supply of fluid-resistant surgical face masks have been purchased.

Additional face visors and other PPE have been made available for staff as required.

Medium

2

https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance


https://www.food.gov.uk/sites/default/files/media/document/fitnesstoworkguide.pdf

https://www.gov.uk/guidance/coronavirus-covid-19-getting-tested#essential-workers


https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing



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Residual Risk If the individual needs to go to the toilet while waiting to

be collected or prior to them leaving for home, they will be directed to use a separate toilet if possible. The toilet area will then be cleaned and disinfected using standard cleaning products before being used by anyone else.

If anybody needs direct personal care until they can return home, a fluid-resistant surgical face mask will be worn by the supervising staff member if a distance of 2m cannot be maintained. If contact with the volunteer is necessary, then disposable gloves, a disposable apron and a fluid-resistant surgical face mask will be worn by the supervising staff member. If a risk assessment determines that there is a risk of splashing to the eyes, for example from coughing, spitting, or vomiting, then eye protection will also be worn.

In an emergency, we will call 999 if they are seriously ill or injured or their life is at risk.

If a member of staff has helped someone who was unwell with COVID-19 symptoms, they do not need to go home unless they develop symptoms themselves (and in which case, a test is available) or the ill person subsequently tests positive (see below). The staff member will wash their hands thoroughly for 20 seconds after any contact with someone who is unwell. Cleaning the affected area with normal household disinfectant after someone with symptoms has left will reduce the risk of passing the infection on to other people. Refer to COVID-19: cleaning of non-healthcare settings guidance.

If a staff member, volunteer, student or visitor starts displaying coronavirus symptoms whilst at Growing Well they should, wherever possible, leave site themselves (if well enough and travelling alone) or be collected by a member of their family or household. In exceptional circumstances, where this is not possible, and the setting needs to take responsibility for transporting them home we will do one of the following:- use a vehicle with a bulkhead- the driver and passenger should maintain a distance

of 2 metres from each other- the driver should use PPE, and the passenger should

wear a face mask.There is a confirmed case of

Infection spread leading to

All site users, visitors/

High When a volunteer, student or staff member develops symptoms compatible with coronavirus, they will be sent home and advised to self-isolate for 7 days. Their fellow

Initial plans (June-July) have been made so that only essential contract work will be carried out

Medium

3

https://www.gov.uk/government/publications/covid-19-decontamination-in-non-healthcare-settings/covid-19-decontamination-in-non-healthcare-settings



Risk Ratin

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Residual Riskcoronavirus in

a settingserious respiratory illness, death

contractors/maintenance personnel

household members will be advised to self-isolate for 14 days. All staff, volunteers, students and visitors to Growing Well will have access to a test if they display symptoms of coronavirus and are encouraged to get tested in this scenario.

Where the staff member, volunteer, student or visitor tests negative, they can return to Growing Well if they are symptom free and the fellow household members can end their self-isolation.

Where the staff member, volunteer, student or visitor tests positive, the only case in which the rest of their immediate working group (e.g. shared activity such as picking, packing, or shared office space) will be sent home and advised to self-isolate for 14 days is if they have been working within 2m of each other for more than 15 mins. NB Nobody at Growing Well should be working closer than 2m from each other. The other household members of that wider group do not need to self-isolate unless the person they live with in that group subsequently develops symptoms.

As part of the national test and trace programme, if other cases are detected within the cohort or in the wider setting, Public Health England’s local health protection teams will conduct a rapid investigation and will advise the setting on the most appropriate action to take. In some cases, a larger number of other staff, volunteers, students or visitors may be asked to self-isolate at home as a precautionary measure – perhaps the whole cohort for that particular day. Where settings are observing guidance on infection prevention and control, which will reduce risk of transmission, closure of the whole setting will not generally be necessary.

on site at Growing Well.

Visitors will not be allowed in any of the site buildings.

CCC have additional Test and Trace programme that Cumbria social care settings can use.

NB Nobody at Growing Well should be working closer than 2m from each other

Inadequate cleaning (premises/ surfaces/ clothing) & spread of Covid-19 virus



High Deep cleaning for general hygiene and appearances purposes will be undertaken by Growing Well, at a higher level than ‘usual’, and the buildings (other than light use of tea yurt and main office + toilets) have not been occupied prior to phased reopening. Measures for Cleaning/maintenance Staff instructed to observe social distancing in line with

government guidance. In order to facilitate appropriate hand washing, staff,

volunteers, students and visitors should not wear jewellery other than a plain wedding band when at Growing Well, and should be bare below the elbow

See cleaning schedule for further details.

Enough cleaning materials have been ordered, with additional supplies, and supplies will also be checked regularly so stock at Growing Well remains sufficient.

Carry out inventory check of cleaning products and stock at regular intervals, restocking as

Low

4


Risk Ratin

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Residual Risk(sleeves should be rolled up at all times); finger nails

should be short and false nails removed. Any cuts or abrasions should be covered with a plaster.

Tie up long hair. Hands must be washed thoroughly on return to home.Cleaning throughout the day Site staff will have their working hours amended. Please

see cleaning schedule for further detail. Cleaning with usual cleaning products will continue, with

at least 3 times daily cleaning of highly used areas – door handles, taps, toilet seats.

Avoid creating splashes and spray when cleaning. Yurts, work sheds and offices will be decluttered with

only the minimum items permitted on work and other surfaces. This allows for more intensive cleaning and reduces the risk of the virus landing on multiple surfaces.

Reduce the number or eliminate fabric items (e.g. cushions, rugs) which are more difficult to clean.

Frequently touched hard surfaces will be cleaned using normal cleaning products and disposable cloths or anti-viral wipes.

Telephones, keyboards/mice, light switches, electronic entry systems, iPads etc., will be cleaned with anti-viral wipes on a regular basis throughout the day. Staff will be allocated individual devices / hand tools which will only be used by them,

All bins will be foot operated or lidded, will be lined and the liner removed at the end of the day, sealed/knotted and placed in the main waste container.

Double bin bags to be placed in the waste bins in outdoor bin area

Regularly check stocks of cleaning chemicals, liquid soap, paper towels, tissues, toilet tissue, bin bags etc. and request additional supplies as necessary.

Ensure disposable tissues are available in each room for all.

Ensure arrangements are in place for the disposal OF general waste where required.

Wherever possible, cleaning and site staff should have their own equipment. Site team to avoid all requiring access to one office/store, where possible.

The cleaning supervisor/staff will regularly check stocks of chemicals, bin bags etc. and will requisition additional

necessary.

Refer to PHE COVID-19: cleaning of non-healthcare settings guidance

Do not rely on cleaning staff to clean/wipe surfaces when others leave as cleaners may be working less frequently than usual – clean and wipe as you go as described – see cleaning schedule for further detail.

Additional supplies of bin liners have been ordered.

Additional bins (foot operated) have been ordered.

Field and Office managers will continually check supplies of all cleaning materials, tissues etc each day and report to the cleaner, who will arrange for additional supplies to be ordered as needed.

Further contingency plans will be put in place to respond to any shortages in supply.

Refer to Covid-19: Personal Protective Equipment (PPE)

Refer to PHE COVID-19: cleaning of non-healthcare settings guidance

5




https://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-prevention-and-control/covid-19-personal-protective-equipment-ppe

https://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-prevention-and-control/covid-19-personal-protective-equipment-ppe





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Residual Risksupplies as necessary.

Staff will be briefed regularly, at least in line with changes to government guidance.

Cleaning an area where a person with possible or confirmed coronavirus (COVID-19) has been/passed through: The minimum PPE to be worn for cleaning an area where

a person with possible or confirmed coronavirus (COVID-19) is disposable gloves and an apron.

In order to minimise the risk to others from used Personal Protective Equipment (PPE), it is essential that it is removed in a safe manner. Remove apron. If you have worn gloves, remove them next by turning them inside out in one single motion. Disposable gloves and aprons for cleaning must be worn for cleaning tasks. Once removed (after cleaning the contaminated area), these will be double bagged, then stored securely for 72 hours then thrown away in the regular rubbish. Disposable items will be placed in the bin immediately. Rubber or washing-up gloves will be washed and dried properly before reuse. Hands must be washed with soap and water for 20 seconds after all PPE has been removed.

Public areas where a symptomatic individual has passed through and spent minimal time, such as yurts, but which are not visibly contaminated with body fluids can be cleaned thoroughly as normal.

If an area has been heavily contaminated, such as with visible bodily fluids, from a person with coronavirus (COVID-19) or a risk assessment of the setting indicates that a higher level of virus may be present (for example, where someone has been eating), then the need for additional PPE to protect the cleaner’s eyes, mouth and nose might be necessary. The local Public Health England (PHE) Health Protection Team (HPT) can advise on this.

All surfaces that a symptomatic person has come into contact with must be cleaned and disinfected, including:- objects which are visibly contaminated with body

fluids;- all potentially contaminated high-contact areas such as

work surfaces, computer keyboards/mice, telephone,

6


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Residual Risktoilet areas, door handles.

Use disposable cloths or paper roll and disposable mop heads, to clean all hard surfaces, floors, chairs, door handles/plates and sanitary fittings, following one of the options below:- use either a combined detergent disinfectant

solution at a dilution of 1,000 parts per million available chlorine

or- household detergent followed by disinfection (1000

ppm av.cl.). Follow manufacturer’s instructions for dilution, application and contact times for all detergents and disinfectants

or- if an alternative disinfectant is used within the

organisation, this should be checked and ensure that it is effective against enveloped viruses.

Avoid creating splashes and spray when cleaning but ensure that if this scenario is unavoidable, eye protection is worn.

If possible, keep an area closed off and secure for 72 hours. After this time the amount of virus contamination will have decreased substantially and you can clean as normal with your usual products.

Waste will be stored safely and kept away from all on site. We will not put waste in communal waste areas until negative test results are known or the waste has been stored for at least 72 hours.- if the individual tests negative, this can be put in

with the normal waste;- if the individual tests positive, then store it for at

least 72 hours and put in with the normal waste. To dispose of waste from people with symptoms of

COVID-19, such as disposable cleaning cloths, tissues and PPE:- put it in a plastic rubbish bag and tie it when full.- place the plastic bag in a second bin bag and tie it.- put it in a suitable and secure place marked for

storage for 72 hours (as above). If storage for at least 72 hours is not appropriate,

arrange for collection as a Category B infectious waste either by your local waste collection authority if they

7


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Residual Riskcurrently collect your waste or otherwise by a specialist

clinical waste contractor. They will supply you with orange clinical waste bags for you to place your bags into so the waste can be sent for appropriate treatment.

When items cannot be cleaned using detergents or laundered, for example, upholstered furniture and mattresses, steam cleaning will be used.

Any items that are heavily contaminated with body fluids and cannot be cleaned by washing will be disposed of.

Safe systems of work to be developed locally to ensure appropriate measures are in place for laundering, cleaning and decontamination of soiled items/equipment in line with national guidance.

Inadequate hand washing & spread of Covid-19 virus



High Everyone will be reminded to wash their hands before leaving home, on arrival at Growing Well and before and after handling cleaning chemicals, eating/drinking, using the toilet, field activities, using public transport and after coughing or sneezing and not to touch face (eyes, mouth, nose) with hands that are not clean.

Toilet lids must be closed and remain closed after use. Wash hands with liquid soap & water for a minimum of

20 seconds (see hand wash guidance). Alcohol based hand cleansers/gels (containing at least

60% alcohol) can be used if soap and water are not available but is not a substitute for hand washing.

It is not achievable to allocate individual toilets and sinks to staff, volunteers, students and visitors, so sinks and toilets will be regularly sanitised throughout the day.

Hands must be dried properly to prevent infection and drying out. Pat dry rather than rub to avoid discomfort.

Stocks of disposable paper towels will be available Additional hand sanitiser units to be installed where

possible including at the main entrance to the site, in the toilets and in the yurts.

Office Manager to ensure all attending understand how to wash hands correctly – Posters will be placed around the site as appropriate.

Office Manager / cleaner to ensure all sinks have necessary stock & restock as necessary.

Cleaner to sanitise sinks at least three times daily.

Cleaner to ensure stocks of disposable paper towels are available in all toilet areas.

All site users to be encouraged to bring in their own aqueous cream

Low

Inadequate personal protection & PPE & spread of Covid-19 virus


All site users (particularly those staff performing personal

High Determine what PPE will be required and in what quantities – ensure adequate PPE ordered as necessary in advance of setting re-opening and where necessary, supplies maintained.

When PPE is used, it is essential that it is used properly. This includes scrupulous hand hygiene and following guidance on how to put PPE on and take it off safely in

Adequate bins and tissues are available. Growing Well has a stock of rubber gloves and disposable gloves/aprons/facemasks.

Signage as appropriate.

Low

8

https://www.gov.uk/government/publications/covid-19-personal-protective-equipment-use-for-non-aerosol-generating-procedures


Risk Ratin

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Residual Riskand

intimate care)

order to reduce self-contamination. Removal, cleaning and disposal – as in the cleaning

section above. If non-symptomatic volunteers present behaviours which

may increase the risk of droplet transmission (such as spitting), they will be asked to leave the site.

In line with Coronavirus Covid-19 safer travel guidance for passengers , you must wear a face covering if you need to use public transport. If you choose to wear one, it is important to use face coverings properly (How to wear & make a cloth face covering) and wash your hands before putting them on and after taking them off.

Refer to HSE Face Fit Testing Guidance

Appropriate social distancing measures not followed & spread of Covid-19 virus


Risk of site closure (if people were forced to isolate through track and trace) Possible bad publicity If we did have an outbreak


High All to observe social distancing in line with government guidance as much as possible (Coronavirus (COVID-19): implementing protective measures in education and childcare settings).

Where possible, limit the areas of the site frequented by each member of staff – clear rules regarding where staff can go, to allow for suitable cleaning of frequently touched surfaces to take place.

We will limit the number of shared resources that are taken home by staff and limit the exchange of such resources. Staff must make sure they wash their hands and surfaces, before and after handling volunteers or student documentation, such as Volunteer passports or student coursework.

Staff to work at least 2m apart. Office staff to work in separate offices where possible. Wherever possible, staff must work from their own workstation only. Where not possible due to social distancing, establish cleaning rules after each use of another’s workstation; recording who uses each workstation and equipment will be needed for tracking.

Staff to remain 2m from others when using photocopying equipment – keypads etc. on copying machines to be wiped with anti-viral wipes after each use OR allow one person only to carry out all photocopying.

Keeping distance between individuals when speaking or sharing a room, regular hand washing and sanitising surfaces when the individual leaves including telephones, keyboards/mice etc.

Assign staff to the same shift teams as much as possible to limit social interaction.

Staff are not to congregate during break times.

Daily sanitising as appropriate.

Briefings to staff by CEO/Field Manager/Office Manager as necessary, particularly as there may be different staff working.Staff will take no resources home.Individual office staff to be allocated their own designated working area. Additional staff in the same room must observe social distancing rules.

No staff car sharing allowed, unless travelling in from the same household OR 1m+ distancing (with masks) can be adhered to.

All gates to Growing Well will be left open at opening and departure times.

Medium

9

https://www.gov.uk/government/publications/coronavirus-covid-19-implementing-social-distancing-in-education-and-childcare-settings



https://www.hse.gov.uk/respiratory-protective-equipment/fit-testing-basics.htm


https://www.gov.uk/government/publications/how-to-wear-and-make-a-cloth-face-covering/how-to-wear-and-make-a-cloth-face-covering


https://www.gov.uk/guidance/coronavirus-covid-19-safer-travel-guidance-for-passengers



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Residual Risk Staff will be briefed regularly, at least in line with

changes to government guidance. Signage to be displayed at entrance to site, to make

clear that all staff and other visitors must wash their hands as soon as they enter the site. Ensure that any gate latches are sanitised throughout the day where different staff/visitors are entering or leaving the site.

Car Sharing to and from work is not preferred but permissible if 1m+ distancing can be adhered to, and masks worn throughout the journey. The use of public transport should be avoided if possible.

Plan work to avoid any physical contact between staff and volunteers. Where possible, staff working together (such as departmental teams for example) should work side by side or facing away from each other as opposed to face to face. Where face-to-face contact is essential, this must be kept to 15 minutes or less wherever possible. Consideration will be given to wearing face coverings in this situation.

As much as possible, keep groups of staff working together in teams that are as small as possible (cohorting).

Failure to adequately identify vulnerable volunteers / safeguarding

Vulnerable volunteers do not receive appropriate support and protection

All volunteers classed as vulnerable either by GP, Local Authority or Growing Well assessment.

MEDIUM

We will continue to have regard to statutory guidance. We will identify all those volunteers whom we believe to

be vulnerable in addition to those classed as vulnerable under external guidance. This will include adults receiving support from adult social care, those living in temporary accommodation and those who are carers.

We will confirm correct emergency numbers and ask for additional emergency contacts where these are available.

The DSL/Deputy will keep under review their list of vulnerable volunteers who should be attending the provision so that they can be appropriately monitored.

We will work with other agencies to monitor the welfare of vulnerable adults who are not attending Growing Well and other volunteers who for safeguarding purposes we wish to keep in touch with.

When assessing whether vulnerable volunteers should attend Growing Well, we will work with others and consider factors such as the balance of risk, including health vulnerabilities, family circumstances, risks outside the home, and the person’s assessed additional needs, where relevant.

Regular staff discussions have taken place to discuss all volunteers;

Regular contact / checks have been made with each volunteer and will continue to be done;

Low

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Residual Risk We will aim to welcome vulnerable volunteers at Growing

Well wherever they wish.Inappropriate arrangements for opening Growing Well to volunteers and students


All site users

High Preparations will need to be agreed and implemented for re-occupation by volunteers/students and increased staff numbers. Arrival and finish times Under no circumstances must anyone (staff, volunteers,

students, contractors or visitors) displaying symptoms of COVID-19 attempt to enter the site. This information will be included in the letter to volunteers, suppliers and contractors prior to the site opening. Notice to be displayed at the main entrance and the car park entrance.

We will encourage staff, volunteers and students to walk or cycle to Growing Well, where possible.

Arrival and finish times will be staggered and staff / volunteers / students / visitors informed of their allotted start/finish time and the days/hours they should attend Growing Well.

Everybody will be informed and, if necessary, regularly reminded that they must keep 2m distance from the next adult at all times when entering or leaving the site.

Everyone will be advised to bring one bag to Growing Well, which must contain their lunch, drinks and any other equipment required during the day.

Field workers should be provided with their own labelled hand tools for use only when they are at Growing Well and advised to wipe them with anti-viral wipes before returning them to a specified area in the tool shed at the end of the working day.

Used PPE and any disposable face coverings that staff. Volunteers, students or visitors arrive wearing will be placed in a refuse bag and disposed of as normal domestic waste unless the wearer has symptoms of COVID-19 in which case it will be disposed of in accordance with the guidance on cleaning for non-healthcare settings.

Any homemade non-disposable face coverings that staff, volunteers, students or visitors are wearing when they arrive at school must be removed by the wearer and placed into a plastic bag that the wearer has brought with them in order to take it home. The wearer must then clean their hands.

Volunteers and students who attend the site in the

Individuals displaying symptoms of COVID-19 should follow the government guidance COVID-19: guidance for households with possible coronavirus infection)

Provide ongoing health and safety information not only to staff through induction, training and regular updates/reminders but also for volunteers and students through regular updates and communication. Induction checklist/staff handbook or code of conduct to be updated in line with COVID-19 risk assessment and information displayed on Growing Well website. HSE: Staying Covid-19 Secure poster to be displayed. Consideration must be given to ensuring our plans are communicated to those who have English as an additional language.

External markings may be used to ensure people are social distancing appropriately.

Markings regarding movement around the site will be added as required.

Establish working cohorts of up to 10 core volunteers and 2 non-core volunteers, plus staff.

A plan of the site may be useful to get an overall picture of how many the site can take at any one time.

Low

11

https://assets.publishing.service.gov.uk/media/5eb9745a86650c2794d7501c/staying-covid-19-secure.pdf

https://assets.publishing.service.gov.uk/media/5eb9745a86650c2794d7501c/staying-covid-19-secure.pdf





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Residual Riskmorning only will be collected before the lunch break and

those attending in the afternoon will arrive after the lunch break. This reduces the numbers staying for lunch.

Where possible, once the cohort of volunteers/students has arrived, they will be directed straight to the area where they will be based for the first session.

Transport Where necessary, everyone will be made aware of

recommendations provided by GOV UK on transport to and from Growing Well (including avoiding peak times), particularly where they travel by public transport (Coronavirus (COVID-19): safer travel guidance for passengers). Our minibus service to and from Growing Well can

safely be achieved with a maximum of 8 people (including driver and if necessary, driver buddy) on the bus.

Movement around the site Once anyone arrives at the site, they will wash their

hands thoroughly for 20 seconds and dry them using disposable hand towels. This regime will also take place before they leave the site.

Floor marking tape or paint will also be used where queues may develop indicating 2m spacing, and to denote the direction of travel.

At the main office and at the main yurt entrance, an area will be marked over which any visitors will be informed not to cross.

During the working day At all times, staff must be ‘alert’ to the signs and

symptoms of COVID-19 either from themselves or from the volunteers/students/visitors. If in any doubt, advice must be sought from the CEO or Chair of Trustees immediately.

Volunteers and students will be in the same small groups/cohorts at all times each day, and different groups will not be permitted to mix during the day, or on subsequent days.

The same staff will be assigned to each cohort and, as far as possible, this will remain the same during the day and on subsequent days.

We will work on the basis of 10 core volunteers / 2 non-core volunteers per cohort in the short term (one morning session / one afternoon session)‘Catch it, bin it, kill it’ posters to be displayed in relevant areas.

Office Manager to ensure supplies of all necessary PPE disinfectant and sanitising solutions are available.

Catering unit will reopen with one staff member on shift (Thursdays only). Kettles and refreshments / snacks to be taken away. All to bring in own food and drinks (plus any other items essential for the day) in one bag. Thursday volunteers to bring own snacks and drinks but lunch will be provided. Hatch service from the kitchen. Self service will not take place under any circumstances.

Everyone will be inducted by Site/Office Managers and CEO upon starting back at Growing Well to cover changes to routine, expectations etc. This will include issue of updated Code of Conduct

12




Risk Ratin

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Residual Risk Wherever possible, volunteers / students will work the

same area of Growing Well throughout the day, with a thorough cleaning of the spaces used at the end of the day, where practicably possible.

Breaks for staff will be staggered to ensure that cohorts of volunteers/students are not mixed. Field and training staff may be required to eat in their designated cohort of volunteers/students. Office staff may be required to eat in a separate isolated area if their office is not considered large enough for them to properly adhere to social distancing.

Each building will be labelled with the number of people it can safely hold. A ‘cohort’ will be no more than 8 volunteers with one staff member (and, if needed, a supporting staff member). If there are any shortages of staff, then the session will have to be cancelled.

Staff must always try to ensure a safe distance from volunteers although this is not always possible. Where close contact is made, staff must ensure they practice regular handwashing or use anti-viral hand gel on a regular basis throughout the session.

It is, however, realistic to ensure that cohorts of volunteers are kept apart and not allowed to mix, both during the activity session and at break times.

In planning the zoning of any areas or activities, we will ensure that fire escape routes are not compromised.

Spaces used will be well ventilated using natural ventilation where possible.

Doors to yurts, offices etc will be held open to avoid them being touched by those coming and going. This will also aid ventilation. At the end of the day, all doors to all rooms must be closed for fire and security purposes.

Where there is no sink nearby, adequate supplies of hand-gel will be provided in the room or work area. Everyone will wash their hands:- throughout the day/session;- after coughing or sneezing;- after using the toilet;- before and after eating including coffee break time.

Everyone will be encouraged to make use of tissues and to dispose of them appropriately, they will also be regularly reminded not to touch their mouth, eyes or nose. Supplies of tissues will be made available in each

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Residual Riskarea. Lined bins (foot operated) used for tissues will be

emptied throughout the day and particularly between each cohort.

Equipment in each area will be kept to a minimum. Kettles and refreshments will be taken out of use. The catering unit will remain shut. All used hard surfaces (tables and chairs, doors, light switches, sinks and toilets) will be sanitised or wiped using detergent regularly throughout the day.

All tools with intricate parts will be removed from use and stored for future use when it is safe to do so. Soft furnishings such as cushions and rugs have been removed.

Where possible (weather permitting) everyone will make use of outdoor spaces and outdoor equipment.

Lunchtimes will be spaced/staggered to reduce the risk of cohorts coming into contact with each other.

Field activity can go ahead if equipment can be cleaned thoroughly and the working/learning environment is occupied by the same group in one day, or properly cleaned between cohorts. Volunteers will be directed to clean their own small hand tools at the end of each session.

Deliveries will be kept to a minimum observing social distancing - no goods or food physically handed over and we will limit those accepting and putting away deliveries.

Delivery drop-off points will be agreed in advance. Everyone will be asked to provide their own packed

lunch, snacks and drinks. The catering unit and refreshments facilities will remain out of use except from on full day sessions (at the moment, this is ONLY a Thursday, where one member of kitchen staff will provide hatch service, plated meals. There will be no self service food under any circumstances).

To reduce the risk of mixing cohorts of people, consideration will be given to people eating in their own designated areas.

When dining, social distancing must be considered and no mixing of cohorts must take place. Tables must be cleaned after each cohort use.

During breaks, where there is more than one cohort using the outdoor space, the space will be zoned so that cohorts are kept apart.

Full site meetings will only resume once the government

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Residual Riskand leadership team agree that it is safe to do so.

A quarantine room and specific toilet will be identified for anyone who may become ill during the day or session. The room and any toilet area used by a person who is ill or displaying signs and symptoms of COVID-19 and awaiting collection must be fully sanitised prior to use by anyone else at Growing Well. Where it is not possible to isolate a person, they will be moved to an area which is at least 2m away from other people. Any supervising staff will use appropriate PPE whilst waiting for the person to be collected. See sections above on ‘People who become unwell’ and ‘PPE’ use for further information.

Therapeutic support Growing Well continues to be best placed to make

decisions about how to support its volunteers during this period, based on the local context and staff capacity.

Where volunteers / students are returning to Growing Well, we will:- assess their mental health and wellbeing, and identify

any person who may need additional support, so they are ready to re-engage;

- agree what adjustments may be needed to our approach over the coming weeks;

- identify and plan how best to support high needs groups, for whom it may not be possible to provide the full range of provision at Growing Well. In some cases, it may be necessary to make different arrangements if some of the support services are not available in their usual form from the start of June

We will use our best endeavours to support volunteers and students attending Growing Well as well as those remaining at home, making use of the available remote support approach we have developed during lockdown.

Behaviour Considering the need for everyone to behave differently

when they return to Growing Well, and any new systems we have put in place to support that, we will need to make changes to our Code of Conduct. These changes will need to be communicated to all staff, volunteers and students.

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Residual Risk Areas we may wish to add to our code of conduct are:

- following any altered routines for arrival or departure;- following instructions on hygiene, such as

handwashing and sanitising;- following instructions on social exchanges at Growing

Well (in particular, cohort working)- moving around the site as per specific instructions (for

example, one-way systems, out of bounds areas, queuing);

- expectations about sneezing, coughing, tissues and disposal (‘catch it, bin it, kill it’) and avoiding touching your mouth, nose and eyes with hands;

- tell a staff member if you are experiencing symptoms of coronavirus;

- rules about sharing any equipment or other items - amended expectations about breaks, including where

people may or may not congregate;- use of toilets;- clear rules about coughing or spitting at or towards

any other person;- clear rules for volunteers at home about conduct in

relation to remote contact (e.g. through Growing Well iPads);

- sanction system where appropriate. Identify any reasonable adjustments that need to be

made for volunteers with more challenging behaviour. Staff to be trained in the new rules and routines,

including the use of sanctions, so that they can support volunteers and students to understand them and enforce them consistently.

Inadequate staffing ratios

Inadequate supervision of volunteers, access to DSLs and inadequate statutory first aid or medical provision

Staff, volunteers and students

Medium

We will undertake an appropriate audit to ensure staffing levels are appropriate as and when required to do so.

To calculate staff ratios, consider:- How many staff do you have available to work on site?- How many support staff including field cover / admin

support do you have available for work on site?- Do you have a CEO or deputy available for work on

site?- Do you have at least one person with First Aid training

available for work on site?- Do you have at least one person with up to date

Designated Safeguarding Lead (DSL) training available to work on site?

On the rare occasions it is not possible to have a DSL or Deputy physically on site, the nearest DSL can be there within 30 minutes.

Staff : volunteer ratios have been audited by Therapeutic Working Group prior to reopening.

Low

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Residual Risk- Do you have a caretaker and/or cleaning staff, and if

necessary, at least one office staff member available during the working day?

Ensure that suitable staffing / supervision ratios are established in advance considering group size, needs and individuals - build in resilience in case of staff illness or emergency

We have contingency plans in place should staff be absent as a result of COVID-19.

Our possible approaches to managing a shortfall in staffing include:- bringing additional part time staff OR non-core

volunteers in to help on extra days- using some senior leadership (including trustee) time

to cover groups- Temporary site closure (for the duration of the staffing

shortage) Ensure the DSL / deputy DSL on site are known to all

staff on duty. Ensure enough competent staff on duty to administer or

supervise the administration of medication. Wherever possible, people to self-administer, witnessed by staff. Where not possible, social distancing cannot be maintained – think about how this can be done safely – PPE, vigilant personal hygiene etc. This will be dealt with on a case by case basis.

Staff rotas have been arranged so that there is at least one staff member that is First Aid certified on site at all times.

Inappropriate arrangements in place for mealtimes and refreshments


All site users, particularly staff volunteers

High Catering unit to remain closed during first phase of reopening except on Thursdays (full day service) where hatch service of a plated meal will be offered by one member of kitchen staff. There will be no self service under any circumstances and washing up will be handled by one kitchen staff member using appropriate PPE.

People to dine in their designated cohorts observing social distancing in line with government guidance as much as possible - 'Staying alert and safe (social distancing).

Kettle, refreshments, snacks and all communal eating/drinking equipment to be locked in catering until further notice.

Everyone to bring their own utensils / receptacles and store these in their own bag.

Use safe outside areas for breaks where possible. If needed, arrange more waste facilities and more

Suitable rotas to be drawn up.

All kitchen items from yurts to be moved to catering unit.

Low

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Residual Riskfrequent changing of bin bags.

Schedule essential services and contractor visits to reduce interaction and overlap between people, for example, carrying out services at end of shift

Visitors & spread of Covid-19 virus



High Visitors to the premises will be discouraged. Visitors will be by appointment only.

As access through the site is public, handwashing signs will be situated at both entrances to site and further signs will discourage walkers from using Growing Well facilities (toilets/benches etc)

Access to contractors/external maintenance personnel will only be granted by arrangement for essential maintenance / statutory inspection needs only

In an emergency situation where access is required urgently to undertake maintenance - appropriate hygiene and social distancing arrangements must be followed.

Incoming Deliveries Provide site guidance on social distancing and hygiene

on or before arrival - minimise person-to-person contact during deliveries.

Minimise contact during exchange of documentation, for example, by using electronic payment methods and electronically signed and exchanged documents.

Consider methods to reduce frequency of deliveries, for example by ordering larger quantities less often.

Ensure adequate cleaning procedures for goods and merchandise entering the site.

Encouraging increased handwashing for staff handling goods and merchandise or providing hand sanitiser where this is not practical.

Adjusting put-away and replenishment rules to create space for social distancing.

Undertake effective liaison with contractors BEFORE they attend site – ask contractors to provide key information in relation to how they are managing infection control.

Any contractors / maintenance will not be in the same work areas as staff / volunteers

Low

Lack of wellbeing management

Mental ill health

Staff, volunteers and students

MEDIUM Core volunteers

Staff will need to consider how to support:- Individuals who have found the long period at home

hard to manage- Those who have developed anxieties related to the

virus- Those about whom there are safeguarding concerns- Those who may make safeguarding disclosures once

Various resources available (internal and external)

Chair of Board has been in contact with staff on a regular basis. This will continue.

Staff rotas are being used to plan for breaks for all staff.

Low

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Residual Riskthey are back at Growing Well

- Those who have experienced bereavements in their immediate family or wider circle of friends or family or had increased/new caring responsibilities.

Senior staff may wish to provide / facilitate additional:- opportunities for staff / volunteers / students to talk

about their experiences of the past few weeks- opportunities for one-to-one conversations with

trusted staff where this may be supportive- focus on relevant topics, for example, advice relating

to mental wellbeing or staying safe- pastoral activity, such as positive opportunities to

renew and develop friendships and peer groups- other enriching developmental activities

Staff will continue to support the therapeutic support of volunteers who do not attend the site

Staff will need to strike an appropriate balance between reintegrating volunteers into a reassuring and familiar work ethic to support their mental wellbeing on the one hand and identifying and taking time to address explicitly individual concerns or problems on the other.

If safeguarding issues come to light they will be addressed using Growing Well’s Safeguarding policy. Growing Well leadership team should consider how they might manage any increase in safeguarding disclosures as volunteers return to site.

Staff The board of trustees will be conscious of the wellbeing

of all staff, including senior leaders themselves, and the need to implement flexible working practices in a way that promotes good work-life balance and supports everyone.

Workload will be carefully managed and Growing Well will assess whether staff who are having to stay at home due to health conditions are able to support remote working, while others focus on face-to-face provision. This issue will be factored into our resource planning and consideration given to where additional resource could be safely brought in if necessary.

We will consider how to support the mental wellbeing of our staff who are returning after a significant period of either home working or furlough. Where work-related

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Residual Riskissues present themselves, the HSE’s published Stress

Management Standards will be followed. We will also review how we can support employees on broader issues, such as bereavement support and general anxiety about the ongoing situation (for example by signing up for a formal Employee Assistance Programme providing confidential telephone advice and counselling).

20

Re-Opening Growing Well – Coronavirus (Covid-19) Pandemic Risk Assessment: Growing Well

PART 2 – PREMISES AND MAINTENANCE ACTIONS REQUIRED PRIOR AND DURING OPENING

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What are we doing now?


What more do we need to explain/do?

Residual Risk

Fire and emergencies

Inability to operate emergency systems or procedures

All site users, contractors/maintenance personnel

Medium

In preparing for reoccupation, review the fire risk assessment and the fire management arrangements contained within it. Not only should this review consider any changes to fire safety systems and equipment, but also issues such as adequate provision of fire wardens and the suitability of Personal Emergency Evacuation Plans (PEEPS) – especially if working hours are elongated and/or previous role holders are no longer available to continue. Consider whether assembly points need to be reviewed (or more points created to allow for social distancing) – how will the person in charge at each assembly point communicate with the others? How will volunteers line up – is marking required? You may also need to adjust your fire drill and practise it in the first week when volunteers return.

Review the first aid ‘assessment of need’ to ensure that it is still sufficient. Based on this, more first aiders may need to be trained to ensure that there is adequate coverage. Review levels of first aid equipment to ensure that these are still adequate. In particular, additional resuscitation face shields, disposable gloves, Masks and aprons have been purchased.

Review site staff cover to ensure the site is safe – including the operation of intruder and fire alarms.

Ensure staff are inducted/ familiarised with any new key emergency/ management information – e.g. security / access procedures, emergency and fire risk etc.

Clarify means of summoning emergency assistance, particularly when operating social distancing.

Make available any instruction on the use of any relevant equipment – e.g. emergency controls for fire panels etc.

Access to essential contractors / statutory inspections will need to be considered and managed.

Ensure that emergency cut-off points for water and electric are clearly marked and known by the senior member of staff and that details of emergency contacts for utilities are readily available.

Establish updated procedures and brief rota staff on operation of fire alarms.

Ensure key staff know water & electric cut-off points and how to operate them.

Train staff in the correct procedures in the event of fire emergency – repeat as necessary – monitor via fire drills

Fire procedures and drills will be discussed and take place in the first week.

Low

© Kym Allan Safeguarding, Health & Safety Consultants Ltd.

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Use wedges to hold open doors – these can be easily kicked out should there be an emergency. Only hold doors open where access through them is required during the day and where the room beyond is occupied. This will reduce the risk of contamination.

At the end of each day, ALL doors must be closed. Wipe down contact points with a proprietary cleaning product ready for the next day.

Lack of site / building/ property maintenance – preparing to re-open

Faulty equipment services leading to injury or death

All site and building users, contractors/maintenance personnel

High Health & Safety Inspection: Where parts of buildings (e.g. offices) have been out of

use for a long period, undertake a health and safety check of the buildings, grounds and equipment concerned.

Fire Safety Systems: In terms of reoccupation, all relevant fire safety

equipment and systems must be tested before employees and others are allowed back on site. This would typically include: - a full functional test of the fire detection and alarm

system (using multiple call points across the site and involving the call receiving centre if appropriate);

- a full discharge test of the emergency lighting system across the site;

- a visual inspection of all fire extinguishers to ensure that they are correctly located, full and not obviously damaged;

- checking that fire escape routes are clear of any obstructions;

- checking that final fire escape doors are unlocked and operational;

- checking the operation of internal fire doors to ensure that they close properly;

Water management – control of Legionella bacteria: Water systems

- Chlorinating and flushing water systems will not be necessary because the system has remained operational.

Hot water services- Water temperatures must be kept within limits

Relevant checks have been done by staff and external contractors prior to reopening.

A new cleaning schedule has been created and signed off by CEO

For reference, use the HSE Approved Code of Practice and HSG 274

Low

22

https://www.hse.gov.uk/pubns/books/hsg274.htm

https://www.hse.gov.uk/pubns/priced/l8.pdf

https://www.hse.gov.uk/pubns/priced/l8.pdf

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recommended for the control of legionella bacteria in water systems.

- Regularly check hot water generation for functionality and if required, temperature recording.

- If the hot water system has been left operational the hot water should be circulating as normal and regular checks should be carried out.

Ventilation Good ventilation is always essential in offices and yurts,

particularly during this period. Site manager should ensure all systems are working in their normal operating mode.

Natural ventilation via windows or vents should be used as far as possible and where available occupied room windows should be open.

Ventilation in toilets should be kept running where possible. When in use, avoid opening windows in toilets to assure the right direction of ventilation.

Restarting plant and equipment: Recommission all systems before re-opening, as would

normally be done after a long holiday period. This includes:- heating- water supply- mechanical and electrical systems- catering equipment

Establish a clear plan for restarting any equipment that has been taken out of service during lockdown to ensure the safety of those who are undertaking the maintenance as well as protecting the equipment from damage. The restart process may require electrical and mechanical isolations to be reconnected, fluids to be refilled and plant and equipment to be reenergised in a specific sequence or order. Planning should therefore be based on manufacturers’ instructions, commonly accepted technical guidance and by referring to specialist contractors (where required). Ensure that those who are carrying out the work are competent to do so, and the work is correctly coordinated between them to avoid

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risks. Statutory inspections: Whilst the HSE ‘recognises the potential challenges when

carrying out legal requirements for thorough examination and testing (TE&T) of plant and equipment as a result of additional precautions people need to take to help reduce risk of transmission of coronavirus (Covid-19)’ they have stated that ‘the law for Lifting Operations and Lifting Equipment Regulations (LOLER) and Pressure Systems Safety Regulations (PSSR)’ remain in place. As such, employers must ensure that statutory inspections on lifting equipment (including passenger lifts and stair lifts), pressure systems, fixed electrical systems, PAT, gas appliances, etc are ‘in date’ prior to the reoccupation of buildings.

Consider whether equipment which has not been used for an extended period needs a statutory inspection even if one is not due. For example, where personal lifting equipment has been left in a condition which may have compromised its structural integrity or where a lift needs servicing to ensure it is going to be operated normally and safely.

Training and supervision: In returning plant and equipment into full use, ensure

that employees have retained adequate knowledge to use it safely. As such, it may be necessary to run refresher training for certain items and/or systems. This is particularly relevant to employees who only had limited experience prior to the lockdown. Review the status of any planned periodic refresher training which may have been missed during the lockdown.

Ensure that there is adequate supervision of those using plant and equipment, particularly if sites operate for an extended period and/or experienced supervisors are not available.

Cleaning New cleaning arrangements in line with coronavirus

preparations should also include regular systematic checks:- where composting toilets are put back into more

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regular use ensure the lids down when not in use and toilet ventilation systems are working

Routine In-House Maintenance – see H&S folder

Further Action RequiredDate

Action Complet

ed

Date RA

Reviewed

Significant Changes

Y/N

Shared with Staff Date or

N/A

This risk assessment must be read and followed in conjunction with other applicable risk assessments for the setting, staff member, volunteer, student or visitor, adapted as necessary, and: Stay at home guidance for households with possible Covid-19 infection Guidance on shielding & protecting extremely vulnerable persons from Covid-19 Staying alert & safe social distancing Coronavirus (Covid-19) Getting tested- Essential Workers Providing free school meals during the coronavirus outbreak COVID-19: cleaning of non-healthcare settings guidance Coronavirus Covid-19 safer travel guidance for passengers Coronavirus Covid-19 Safer transport guidance for operators HSE Face Fit Testing Guidance How to wear & make a cloth face covering HSE: Legionella Risks during the Coronavirus Outbreak

DATE FOR REVIEW OF THIS DOCUMENT: FRIDAY 31st JULY

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https://www.hse.gov.uk/news/legionella-risks-during-coronavirus-outbreak.htm?utm_source=govdelivery&utm_medium=email&utm_campaign=coronavirus&utm_term=guidance&utm_content=legionella-18-may-20#hot



https://www.gov.uk/government/publications/coronavirus-covid-19-safer-transport-guidance-for-operators/coronavirus-covid-19-safer-transport-guidance-for-operators



https://www.gov.uk/government/publications/covid-19-free-school-meals-guidance





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