Frequently Asked Questions
(FAQs) for staff
We are encouraging everyone to keep in touch regularly and update your line manager about your own competing priorities. We have agreed adjustments and flexibility that will enable you to contribute to the delivery of critical services as well as helping to care for your own loved ones.
The FAQs will be updated regularly as the situation changes. NHS Inform has also published frequently asked questions about Coronavirus (COVID-19). If your question is not answered here, please speak to your manager, email [email protected] or call 01738 475555.
- All
- Annual leave purchase scheme (ALPS)
- Carry forward leave
- Re-tasked employees
- Self-isolation / Covid absence
- Travel quarantine
- Using, requesting and calculating annual leave
Employees should be able to access MyView from home using the following link – https://www.pkc.gov.uk/myview. If the employee is having difficulty accessing MyView or need a password re-set they should contact [email protected]
You should explain that the arrangements detailed in the Inside News Bulletin dated 19 June 2020 and previous FAQs have encouraged employees to spread the annual leave throughout the year to ensure adequate breaks are taken. You should notify the employee, in writing, via email, of the leave dates being applied and that their 2020 annual leave entitlement will be adjusted.
If they still do not book leave you should contact your HR Officer to agree a way forward.
Yes, employees are encouraged to use their annual leave. If you ask to cancel this, it will be at the discretion of your Manager as to whether it can be cancelled. This will depend on the availability of work during the period of planned leave and the ability to accommodate it at a future date.
Yes, employees are encouraged to use their annual leave. Requests for annual leave will be assessed in line with requirements to maintain essential council services. Your well-being is important and everyone must look after themselves during this time; so, each request will be considered in light of this too.
The Government have amended the Working Time Regulations (the Regulations) to recognise the work being carried out by essential workers and those who have continued to work during the pandemic and may be unable to take leave. This will mainly apply to staff who are delivering the 18 essential services within PKC. They may not be able to take all their annual leave because they are delivering or maintaining essential council services, or where they are supporting a depleted team or service. In such cases, it may be difficult to grant annual leave as this could leave the council short-staffed in certain essential service areas. Any carry over of leave should be agreed in advance with your Manager.
Anyone who has not been able to take some, or all, of their annual leave entitlement will, based on discussions with your Manager and assessment of ongoing service delivery needs, be able to carry forward up to 4 weeks leave into the next 2 leave years (to be taken by December 2022). This will be pro-rated for part time employees.
Employees who have been unable to take leave because of the essential work they have undertaken over this period will be given priority for any leave requests when they are able to make them.
Your annual leave entitlement is based on your continuous service with the Council and any organisations recognised by PKC for annual leave purposes.
The Annual Leave Entitlement Table outlines annual leave entitlement (excluding Public Holidays) in days and hours per week.
No, pre-booked annual leave should be taken as planned, unless you have been asked to cancel this leave by your Manager. Your Manager should ensure leave and the relevant Self-Isolation Leave type is booked on MyView. Guidance on how to submit leave via MyView is available.
No, unless employees are required for essential work which cannot otherwise be accommodated within remaining resources, employees should take the leave as planned. Employees will benefit from taking time out of work to spend time with their immediate family members, whether they are working from home or not.
Yes, all employees are encouraged to book annual leave. If you are working from home because you are not currently doing an essential job, you are in a higher risk category or you have childcare/caring responsibilities, you are expected to schedule appropriate annual leave to ensure that you have a break from work. This is especially important if you are working from home on a longer term basis.
As at any other times, annual leave should be spread throughout the leave year to ensure that you get adequate breaks throughout the year. We would therefore expect, for each week you are working from home during this period, you take a proportion of your leave. This can be taken as a mix of half days, single days or blocks and should be agreed with your Manager.
The Annual Leave Entitlement Table outlines how your weekly leave entitlement is built up. The highlighted column for your Service Condition (i.e. Single Status & Chief Officers; Craft; or QIOs, Psychologists, Education Support Officers) shows the weekly proportion of leave we expect you to take. This amount is calculated based on your continuous service with PKC and any organisations recognised by PKC for annual leave purposes.
Part-time employees – Leave entitlement for part-time employees will be based on your contracted hours, as per example below: –
| Weekly contracted hours | Length of service | Calculation Leave Entitlement | Leave Built Up for Each Week |
|---|---|---|---|
| 21.6 hours | 5+ years’ | 216 hours multiplied by 21.6/36 = 129.6 hours | 2.49 hours (2hrs 29 mins) |
If contracted to work more than 36 hours per week, the leave entitlement will be increased proportionately – see example
| Weekly contracted hours | Length of service | Calculation Leave Entitlement | Leave Accrual for Each Week |
|---|---|---|---|
| 37 hours | 5+ years’ | 216 hours multiplied by 37/36 = 222 hours | 4.26 hours (4hrs 16 mins) |
You should continue to discuss leave with your Manager/interim Manager and submit a request via MyView Guidance on how to submit leave via MyView is available.
If you are re-tasked into an essential role, we still ask you to consider managing your leave to ensure you get a break from work. You should discuss this with both your interim Manager and Manager.
If you are a term time worker (including Teachers) and working from home, you should continue to observe your usual leave arrangements if you are not volunteering to cover the Children’s Activity Centres.
As interim Manager, you should agree any leave requests made by the employee with their substantive Manager and ensure that these are formally recorded on MyView or any timesheets being used to record working days/time.
With effect from 8 June 2020, it was announced that passengers arriving in the UK would be required to quarantine (self-isolate) for 14 days and could be contacted regularly throughout this period to ensure compliance. Compliance measures remain in place – refer to Coronavirus (COVID-19): public health checks at borders – gov.scot for further information.
Subsequently the UK and Scottish Governments introduced travel corridor exemptions to passengers arriving from listed overseas destinations. However, as the countries covered by the exemptions are subject to change, you should refer to https://www.gov.scot/publications/coronavirus-covid-19-public-health-checks-at-borders/pages/exemptions/ for up to date information about arrivals in Scotland.
As the advice for passengers arriving in other parts of the UK may differ, for such arrivals and onward travel to Scotland, you should refer to the relevant guidance accessible via the following link https://www.gov.uk/guidance/coronavirus-covid-19-travel-corridors
You should ensure you follow Foreign Office advice and fully understand the implications of the guidance published by UK and SG governments before you travel.
You should contact your Manager to discuss the options that may be available to you, at your Manager’s discretion, to cover the quarantine period.
If the Foreign Office advice changes then you may still be able to travel.
You should contact your Manager to discuss the options that may be available to you, at the Manager’s discretion, to cover the quarantine period.
You may be able to move to another date in agreement with your line Manager. You may be able to change your annual leave to self-isolation leave or if you are fit for work you may still want to take annual leave rather than be called for work. Your Manager may ask you to take your leave as planned.
The purchased annual leave can be rescheduled in agreement with your Manager. Given the application for leave was made in good faith, there will be no recalculation of the monthly payment. You should agree with your Manager any rescheduling and whether it would be preferable for your leave to be taken at the time scheduled to maintain wellbeing and to ensure you are rested in the event you may be asked to cover alternative work at a future date.
Yes, you will be able to claim back your annual leave without the requirement of a GP’s fit note. Please let your Manager know as soon as you are off ill and no longer on annual leave for reporting purposes.
Any leave you had previously booked for after the period you were off, will need to be re-booked in MyView. The leave has disappeared as Self-Isolation Leave and/or Notifiable Infectious Disease Leave over-ride (cancel) any previously booked leave in MyView.
If these have been removed from MyView, you should re-apply for them in the normal way. This includes any public holiday dates which had been removed. Guidance on how to submit leave via MyView is available.
This will be reviewed; however, any purchased annual leave should be taken first if you are unable to take this due to the current situation. Employees are encouraged to use the additional leave purchased wherever possible.
If you have already purchased the maximum amount for this year you will not be able to purchase any additional leave from the scheme.
You should contact your Manager to discuss the options that may be available to you, at the Manager’s discretion, to cover the quarantine period.
No, however ALPS should be taken on the dates agreed or re-scheduled with manager agreement, e.g. family wedding cancelled. Employees are encouraged to take all leave (including ALPS) in the current leave year wherever possible.
You should discuss with your Manager but unless exceptional circumstances such as family wedding being re-scheduled to 2021, employees are encouraged to use the leave in the current year.
You should discuss with your Manager about what is reasonable given the individual circumstances.
We need to be fair and consistent to all employees, many of whom have continued to work during the pandemic and may have had little opportunity to take leave as they would in normal circumstances.
We expect all employees who have been working during the pandemic to take 50% of their annual leave by the end of August 2020, including any planned time, to ensure that they are rested to protect their health and wellbeing. It is recognised that in exceptional circumstances this may not always be possible.
Employees who are well/not working
It is fair and reasonable to expect employees, who are well but not working, to use 50% of their annual leave by the end of August 2020. However, depending on individual circumstances, it is recognised this may not always be possible as you may require them to provide cover for colleagues who have been working during the pandemic to take a break. You should consider the operational impact of planned leave within your team.
Employees are encouraged to take time off to rest and recover over the summer months to protect their health and wellbeing during these challenging times, however, if your Manager is in agreement that outstanding leave is planned and won’t impact service delivery then it can be used in the remainder of 2020.
You should discuss options with the employee and agree the dates you require them to take/have taken by the end of August. If it is not operationally possible for the employee to book/take the full 50% by the end of August, you can request the employee to book leave retrospectively during the period they have not been working.
You should notify the employee, in writing (preferably email), of what has been agreed.
No, public holidays are excluded.
Yes. The Covid-19 Classification categories were updated with effect from 1 May 2020. Your employee’s absence should have been recorded against one of the three non-working categories on MyView. If the cumulative absence period is 30 days or more you should have a discussion with the employee to agree leave dates.
You should discuss with your Manager about what is reasonable given the individual circumstances.
Managers should have discussions with their employees who are working to ensure, as far as is reasonably possible, everyone takes leave for their wellbeing and to avoid an excess amount of leave being carried forward into 2021.
If your employee is not currently working, with no immediate prospect of returning to work you should, following a discussion with them, request they book leave on the dates agreed.
However, if you require them to work you can request the employee to book leave retrospectively during the period they have not been working.
Yes, if you mutually agree dates then leave can be booked retrospectively. You should amend the end date of the Covid-19 related non-working absence on MyView to allow the employee to book the leave dates, then re-start the Covid-19 related non-working absence at the end of the period of annual leave.
You should discuss the practicalities with your Manager and seek approval subject to the operational needs of the team.
If you are in the flexitime scheme, you may, subject to your Manager’s approval, use flexi time to cover the time required.
The Scottish Government have set out guidance for key workers who are eligible for childcare provision to allow them to continue delivering critical and essential services. The initial definition of key workers is as follows:
Key workers in posts ensuring essential service delivery and covering tasks in the local community which support the vulnerable and aid community resilience which will most include:
Category 1 – Health and Care workers directly supporting COVID response, and associated staff; Health and Care workers supporting life threatening emergency work, as well as critical primary and community care provision; Energy suppliers (small numbers identified as top priority already); staff providing childcare/learning for other category 1 staff.
Category 2 – All other Health and Care workers, and wider public sector workers providing emergency/critical welfare services (e.g Fire, Police, Prisons, Social Workers, etc), as well as those supporting our Critical National Infrastructure, without whom serious damage to the welfare of the people of Scotland could be caused.
Category 3 – All workers (private, public or third sector) without whom there could be a significant impact on Scotland (but where the response to COVID-19, or the ability to perform essential tasks to keep the country running, would not be severely compromised).
If you think you may fall into any of these categories please submit an application.
You should discuss any concerns with your line manager. Any homeworking can be undertaken at a time agreed between you and your Line Manager, including out with normal office hours.
We are aware of and are sympathetic to the significant impact this would have. If you have to care for dependents, we will make every effort to find alternative work which you can do in times and places which fit around your caring responsibilities and supports critical services. We know that everyone wants to contribute during these unprecedented times and help to keep delivering essential services.
However, if this is not possible, you will be able to take carer leave in agreement with your Manager. In these circumstances’ carer leave can be taken in one single period i.e. 3 days consecutively (pro-rata). This will allow you to make longer term arrangements for the care of dependants. Where carer leave is exhausted you should discuss options with your Manager. This may include a temporary change of working pattern because of caring responsibilities, use of annual leave/flexi or changes to annual leave/flexi. If, having explored every avenue, there is no way for you to contribute, you will continue to be paid as usual.
As above, we will make every attempt to provide you with alternative work so we can continue to provide essential services to the most vulnerable in our society. If all other efforts to provide work and adjust hours/pattern of work are unsuccessful you will receive full pay. You may be asked at any time during this period to undertake any other work activity to support critical business and you will be expected to do this. If you decline to undertake reasonable alternative duties at home you will not be entitled to pay.
If you become ill with symptoms of COVID-19, you will require to self-isolate and follow the process as per the guidance above. This will allow us to record how many of our staff are affected by the Coronavirus. If you are ill in any other way, then you should follow the normal reporting procedure.
We understand that this may be of concern to colleagues. Therefore, anyone who is operating in a social care role will be provided with appropriate PPE, in accordance with national guidelines. Staff will not be expected to provide personal care without the appropriate PPE, appropriate information and training, on when and how to use it safely. If they are concerned about PPE, they should contact [email protected]. Further information on PPE is available here.
If someone else in the employee’s household has underlying health conditions or is shielding, this does not prevent them from attending work or being re-tasked if they remain well. There is specific guidance about physical distancing available on the NHS Inform website which should be adhered to. Anyone who is shielding will have received guidance from NHS about how to protect themselves including how they should go about their daily household activities when they live with other people. There is also Council guidance on vulnerable groups. In this situation, employees may be asked to undertake work from home which is not their normal work activity but is key to continuing to deliver critical services. Support and training will be provided to enable this.
You should discuss the practicalities with your Manager and seek approval subject to the operational needs of the team.
If you are in the flexitime scheme, you may, subject to your Manager’s approval, use flexi time to cover the time required.
If you are using a PKC desktop, laptop or tablet, you will be able to access Optimum so you can clock in and out, and request adjustments if required.
If you are using a PKC mobile phone or accessing MyView on your own personal device, Optimum is unavailable as it’s not supported on these devices. Find guidance on what to do instead here.
If you can access Optimum you will be able to continue to clock in/out with the working pattern agreed with your Line Manager.
Yes, you are encouraged to take your flexi leave as planned in agreement with your Line Manager, as long as you have a positive balance. However, where possible you should not be building up flexi time unnecessarily. You are encouraged not to work more than your standard contracted day, unless in exceptional circumstances you are asked to carry out work relating to Covid-19. It is important to ensure you take appropriate breaks and rest for your own wellbeing.
If there is a lack of work available to you, due to the Covid-19 emergency, you will still be credited up to your full standard day. However, if you have a positive flexi balance available, you should use the time from your flexi balance first, for any hours you have been unable to work.
To credit your Optimum timesheet, you should request an adjustment by going to: Adjustment Requests – New Request – and selecting “Hours – Forgotten Booking” from the drop down option.
The number of hours you request in your adjustment, will depend whether you have been able to work part day or not:
- For working part day: you should clock in/out as agreed with your Line Manager, and then submit a request to make up the remaining hours for your standard day.
- For full days non-working: you should submit an adjustment for your standard hours for that day.
You should agree with your Manager how often you should submit adjustments and as you are requesting the adjustment in hours, there is the option to submit one adjustment up to a maximum of 24hours, rather than daily adjustments. Once your Manager has authorised the adjustment request, your Optimum timesheet will automatically be updated
You should keep in touch with your Line Manager about work that you may be able to carry out at home that may be related to your normal role or to support essential services. You can agree with your Line Manager when this work can be undertaken over an agreed pattern of hours/days over your contractual weekly hours. If this is not possible or there is no work that can be allocated at this time, you should consider it as additional rest until you are approached for re-tasking to other essential roles.
You can request an adjustment in Optimum for the number of hours you worked by going to Adjustment Requests – New Request – and selecting “Hours – Forgotten Booking” from the drop down option.
Once the adjustment request is authorised by your Line Manager, your timesheet will automatically be updated.
OWCT stands for “Out with Working Clocking Times” and occurs when you clock into Optimum prior at 7am and after 9pm. Normally, any hours worked before and after these standard working times, would not be added to your daily total hours. However, during these exceptional circumstances, if agreed in advance with your Line Manager you may temporarily adjust your working times. You can request an adjustment for the time recorded on your timesheet as “OWCT”.
No, employees will not be moved from their substantive post during the re-tasking period so they will not show on your Optimum. As interim manager, you should agree any flexi leave requests made by the employee with their substantive Line Manager and ensure that these are formally recorded on MyView or on a time recording spreadsheet being used to record working days/time.
If you are unable to access Optimum you can record your times manually, including start/finish times and daily/weekly hours. A time recording spreadsheet has been created to assist with recording your hours.
Your agreed balance should be confirmed to the MyView team, by your Line Managers by the 7th of each month so the team can record your balance on Optimum. Managers should email confirmed balances to [email protected]
You are encouraged not to work more than your standard contracted day, unless in exceptional circumstances you are asked to carry out work relating to Covid-19. It is important to ensure you take appropriate breaks and rest for your own wellbeing.
Any hours above a standard day that have been agreed, in advance, by your Line Manager can be added to your flexi balance or taken as Time Off In Lieu, but this should be by exception. Any leave that is taken during the period of manual recording, should be recorded on the time recording spreadsheet, and considered when the monthly balance is confirmed to the MyView team.
Optimum will not be adjusted to reflect change of working patterns or shift swaps at this time. In this circumstance please use the time recording spreadsheet provided to manually record your hours.
Your agreed balance should be confirmed by your interim Manager, by email, to the MyView team at [email protected] , by the 7th of each month, to be updated on Optimum.
As interim Manager, you should agree any leave requests made by the employee with their substantive Manager and ensure that these are formally recorded on MyView or any timesheets being used to record working days/time.
No, as your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Optimum timesheet.
You should continue to agree with your Line Manager the work you are expected to undertake, and any additional hours worked, in excess of your standard day, should be agreed in advance.
In the exceptional circumstance additional hours are agreed, you can request an adjustment.
If you are unable to access Optimum, the relevant Self-Isolation Leave type and standard contracted hours should be recorded on the time recording spreadsheet. Guidance is available on the time recording spreadsheet to assist with the manual recording of your hours.
Yes, your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Optimum timesheet.
If you are unable to access Optimum, your Self-Isolation Leave type and standard contracted hours should be recorded on the time recording spreadsheet. Guidance is available on the time recording spreadsheet to assist with the manual recording of your hours.
You should keep in touch with your Line Manager about suitable work that you may be able to carry out at home during self-isolation, that may be related to your normal role or to support essential services. If this is not possible or there is no work that can be allocated, you should consider it as additional rest until you are approached for re-tasking to other essential roles.
No, your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Total Mobile/Optimum timesheet.
You should continue to agree with your Line Manager the work you are expected to undertake, and any additional hours worked should be agreed in advance.
Any agreed additional hours should be emailed by your Line Manager to the MyView team for manual adjustment.
There may be the option to request additional hours as Time Off In Lieu is subject to Line Manager approval (excluding Craft employees) however this would be the exception.
Subject to operational requirement and with prior agreement of your Manager, you can agree the timeframe in which TOIL should be taken, which for the current pandemic should be within 6 months (rather than 3 months). You are encouraged to take your accrued TOIL as a means of having a break from work for health and wellbeing reasons.
Guidance is available on how to record TOIL via MyView.
If an employee refuses to undertake reasonable alternative work in an essential role, what can I do?
The Council has identified a list of essential services that must be provided during the Covid-19 response. What this means is that we need to focus our staff and resources to these areas. Employees who are well and symptom free have a duty to be available for work. Requests to undertake reasonable alternative work should not be unreasonably refused by employees – unless they are on Self Isolation Leave (SIL), or in a Vulnerable Group where working from home may be the only viable option. In these exceptional times, we expect staff to support us to deliver essential services across Perth and Kinross which may involve working from home, undertaking part of their normal role, undertaking related duties within their job family, or any reasonable duties which may be required and which match with the employee’s skills, experience and knowledge.
In line with the national agreement for Teaching Staff, we are seeking volunteers from teaching staff to carry out reasonable alternative work.
You should discuss concerns and anxieties with employees and provide reassurance wherever possible. Our employees will have differing levels of resilience, and some may require support with their mental wellbeing. Whether employees are worried about Covid-19, the financial aspects, concerns about home life which may include new caring responsibilities to support family members who are shielding or isolating, their mental wellbeing, their health, or feeling lonely/isolated, there is support available here. This page will be kept up to date as things develop. Employees can also contact the Council’s Occupational Health Service (People Asset Management – PAM) Covid-19 Advice line for ongoing support.
Where Council staff are key workers, or who are re-tasked into a role that would make them a key worker, those with child caring responsibilities who meet the agreed criteria may be eligible for their children to apply for a place at the Children’s Activity Centres/Hubs.
An individual assessment will be undertaken to address any specific concerns raised, including health and safety measures which may be required to support them to undertake the role.
Employees who are asked to re-task to a social care role may refuse – please see re-tasking to social care questions below. A discussion with the recruiting manager should be encouraged so that the employee can make an informed decision. The reasons for refusal should be noted.
In some cases, a referral to Occupational Health (OH) may be necessary to support the employee. Managers will be required to submit a copy of the individual’s assessment along with details of current duties and re-tasked duties. A statement on fitness for re-tasked duties will be issued. If an employee is assessed as fit for re-tasked duties, you should contact [email protected] for advice.
Employees should follow the social distancing measures, as far as reasonably possible, which have been put in place and, where possible, use technology to carry out essential meetings virtually. Risk assessments have been carried out to ensure appropriate safeguards are built in to safeguard employee health, safety and wellbeing, as far as possible. Appropriate Personal Protective Equipment (PPE) should be used to prevent the spread of Covid-19, in accordance with PPE Guidance prepared by PKC and the Health and Social Care Partnership. This is based on UK and national Public Health Guidance and helps all staff work out what is the most appropriate way to protect themselves and customers/service users, etc. Local arrangements are in place within certain teams; for example, screening questionnaires before entering client’s homes.
If employees refuse to carry out the public facing aspect of their role in an essential service, you should ensure an open and honest conversation takes place so the employee’s concerns can be fully explored and supported, where possible.
If an employee advises they have an underlying health condition that you were previously unaware of, you will need to carry out an individual assessment to identify all reasonable steps to mitigate any risks and if any other steps are required, with support from trained risk assessors if needed. If changes are required, then any risk assessment or procedure should be amended to reflect the changes and communicated. It is important that you are sensitive to the raised levels of anxiety and try to understand what their ongoing concern may be. You should ensure all support options outlined above have been explored, appropriate PPE is made available, and should include, where appropriate, the health and safety measures that have been put in place to support them to undertake that task.
In some cases, a referral to OH may be necessary. You will be required to submit a copy of the individual assessment along with details of current duties and re-tasked duties. A statement on fitness for re-tasked duties will be issued. If the employee is assessed as fit for re-tasked duties, you should contact [email protected] for advice.
If an employee fails to follow a reasonable instruction to carry out particular tasks or an essential role, you should ensure all support options outlined above have been explored. It is important that you are sensitive to the raised levels of anxiety for some employees and try to understand what their ongoing concern may be. You can sign-post employees to areas of support to help with their mental wellbeing, remembering that this support is available for you too. Training or refresher training for any new safe system of work should be fully explained to alleviate any concerns.
If an employee unreasonably refuses to attend work, you will need to establish how the absence will be covered. For example, they may wish to discuss options around taking a proportion of their annual leave and/or unpaid leave. You should establish that the employee has enough annual leave to ensure they have an appropriate rest period later in the year.
Failure to follow a reasonable management instruction or refusal to attend work without appropriate explanation may ultimately be considered a conduct matter and result in a sanction or stopping pay. These are not decisions to be taken lightly at any time, especially during these challenging times related to the Covid-19 pandemic. Therefore, advice should be sought from Human Resources – please email [email protected]
Yes, the Absence Notification and Communication Procedure in the Supporting Health and Wellbeing Framework still applies. Employees should notify both their substantive manager and interim manager of their absence. Managers and their employees should keep in regular contact, and this is particularly important when employees are working from home. You should ensure you have appropriate communication channels in place. If you become concerned about lack of contact where an employee lives alone or who uncharacteristically fails to maintain contact, you should consider contact with their next of kin (details available on Resourcelink or through contact with HR). If required, the initial non-reporting letter can be found on eric. Please contact [email protected] if you have any queries.
Ensuring the safety and wellbeing of vulnerable adults remains a key priority. Working in social care can be an extremely rewarding role and not all social care roles involve delivering personal care. We are focused on identifying willing volunteers who want to and have the aptitude for working with vulnerable people in a social care setting. Therefore, any employees asked if they would be prepared to re-task to a social care role can refuse.
If you are managing staff who have been asked about re-tasking, you could encourage your employee to make an informed decision once they understand the type of activities of duties they may be expected to carry out. They can ask to speak to a member of staff, normally the recruiting manager, from Health and Social Care to find out more about what it involves.
From Monday 23 March we will be suspending parking charges in Council-owned car parks and street bays until further notice. This is to support key workers who are not able to travel to work by their usual means of public transport during the Coronavirus outbreak. It does not apply to privately-owned car parks.
No, employees will not be moved from their substantive post during the re-tasking period so they will not show on your Optimum. As interim manager, you should agree any flexi leave requests made by the employee with their substantive Line Manager and ensure that these are formally recorded on MyView or on a time recording spreadsheet being used to record working days/time.
Optimum will not be adjusted to reflect change of working patterns or shift swaps at this time. In this circumstance please use the time recording spreadsheet provided to manually record your hours.
Your agreed balance should be confirmed by your interim Manager, by email, to the MyView team at [email protected] , by the 7th of each month, to be updated on Optimum.
As interim Manager, you should agree any leave requests made by the employee with their substantive Manager and ensure that these are formally recorded on MyView or any timesheets being used to record working days/time.
We have contingency plans and structures in place for situations such as these. Services can be cut back to critical services only and staff can be redeployed or retasked to ensure that essential services continue to be delivered.
You are required to carry out reasonable duties. If you have a genuine reason which prevents you being able to carry out requested duties, you must discuss this with your line manager. Failure to carry out reasonable duties or redeployment could result in your pay being affected.
Training will be provided depending on the task and complexity of what you are being asked to do.
The Chief Executive has met with all trade unions to discuss our contingency planning. The unions were very supportive of our approach. We will continue to engage with the unions as required.
This is an operational decision for discussion with line management. In exceptional circumstances, leave can be cancelled. We know that in these unprecedented times, our staff have been showing an unparalleled commitment to continuing to deliver essential and critical services.
Initially this may be work that you currently undertake or work that has been assigned to you, which may be familiar. However, you may be asked to undertake work which is not normally associated with your role. In these exceptional times we expect staff to support us to deliver our critical services.
You will be provided with guidance and support to enable this work to be undertaken. It will be commensurate with your current grade or lower. You will receive your normal pay for any alternative work you undertake.
You should attend work as normal, if and when you are able to do so until further notice. You may also be asked to support the delivery of essential services and undertake work not normally associated with your current role or work at an alternative work location. We are currently exploring the detail of how this will be delivered and managed. You will receive your normal pay for any alternative work undertaken regardless of grade/role.
If an employee refuses to undertake reasonable alternative work in an essential role, what can I do?
The Council has identified a list of essential services that must be provided during the Covid-19 response. What this means is that we need to focus our staff and resources to these areas. Employees who are well and symptom free have a duty to be available for work. Requests to undertake reasonable alternative work should not be unreasonably refused by employees – unless they are on Self Isolation Leave (SIL), or in a Vulnerable Group where working from home may be the only viable option. In these exceptional times, we expect staff to support us to deliver essential services across Perth and Kinross which may involve working from home, undertaking part of their normal role, undertaking related duties within their job family, or any reasonable duties which may be required and which match with the employee’s skills, experience and knowledge.
In line with the national agreement for Teaching Staff, we are seeking volunteers from teaching staff to carry out reasonable alternative work.
You should discuss concerns and anxieties with employees and provide reassurance wherever possible. Our employees will have differing levels of resilience, and some may require support with their mental wellbeing. Whether employees are worried about Covid-19, the financial aspects, concerns about home life which may include new caring responsibilities to support family members who are shielding or isolating, their mental wellbeing, their health, or feeling lonely/isolated, there is support available here. This page will be kept up to date as things develop. Employees can also contact the Council’s Occupational Health Service (People Asset Management – PAM) Covid-19 Advice line for ongoing support.
Where Council staff are key workers, or who are re-tasked into a role that would make them a key worker, those with child caring responsibilities who meet the agreed criteria may be eligible for their children to apply for a place at the Children’s Activity Centres/Hubs.
An individual assessment will be undertaken to address any specific concerns raised, including health and safety measures which may be required to support them to undertake the role.
Employees who are asked to re-task to a social care role may refuse – please see re-tasking to social care questions below. A discussion with the recruiting manager should be encouraged so that the employee can make an informed decision. The reasons for refusal should be noted.
In some cases, a referral to Occupational Health (OH) may be necessary to support the employee. Managers will be required to submit a copy of the individual’s assessment along with details of current duties and re-tasked duties. A statement on fitness for re-tasked duties will be issued. If an employee is assessed as fit for re-tasked duties, you should contact [email protected] for advice.
Managers and their employees should keep in regular contact, and this is particularly important when employees are working from home. If you have been re-tasked you must notify your substantive manager of any absence. We have a duty of care for you. If we become concerned about lack of contact, we may consider contacting your next of kin or contact you by letter.
Ensuring the safety and wellbeing of vulnerable adults remains a key priority. Working in social care can be an extremely rewarding role and not all social care roles involve delivering personal care. We are focused on identifying willing volunteers who want to and have the aptitude for working with vulnerable people in a social care setting. Therefore, any employees asked if they would be prepared to re-task to a social care role can refuse.
If you are managing staff who have been asked about re-tasking, you could encourage your employee to make an informed decision once they understand the type of activities of duties they may be expected to carry out. They can ask to speak to a member of staff, normally the recruiting manager, from Health and Social Care to find out more about what it involves.
We understand that our employees have different talents and skills – therefore, in the first instance we are approaching employees who have experience and skills in care and who may already be registered and a member of the Protecting Vulnerable Groups Scheme. However, our contingency planning means that we may approach other staff from other parts of the council for re-tasking in order to ensure the necessary capacity to provide these essential services.
Training, mentoring and work shadowing will ensure they are fully prepared for the role. Staff will be supported in taking on a new role, i.e. issued with the relevant PPE and instruction how to use it, and induction/training. In addition, staff will be provided with a mentor and undertake a minimum of one week of work shadowing before starting in any new role.
An individual assessment may be carried out to address any specific health issues raised. In some cases, OH support may be necessary to support this process. Employees can contact OH directly by telephoning 07957 666296 (Monday to Friday, 8.45am to 5pm). Employees can also use this number to self-refer for counselling; please note this service is designed for short term interventions and does not provide immediate access to counselling.
Employees who are asked to re-task to social care will be provided with appropriate induction, training and learning opportunities before starting in the new role. The majority of the training will be online. Staff will be given a mentor and opportunity for shadowing. There is a dedicated team within the Health & Social Care Partnership who will provide appropriate training for the role they are being re-tasked into. Any questions about induction/training/learning should be emailed to [email protected]. Once fully trained staff will go into a pool for allocation to a specific social care team. Once they are re-tasked, the interim line manager or mentor will be able to answer any specific questions.
Anyone who works in social care is required to have current Protecting Vulnerable Groups (PVG) Scheme membership relevant to the area of work, ie work with adults or with children. A fast-track process has been set up with Disclosure Scotland so that no one will actually start work in a social care role without PVG Scheme membership. The Council’s Disclosure Panel, which is led by the Chief Social Work Officer along with a Legal Manager and a Senior HR Officer, will oversee all PVG checks during the Covid-19 period.
If an employee is concerned about any information that may be disclosed during this application process, please be reassured that this information is regarded as sensitive personal information and is shared only with a small trained group of staff as part of the Council’s Disclosure Panel and for the purpose of assessing suitability for this type of work. The aim of the Disclosure Scotland process is to protect children and vulnerable adults. Therefore, the Disclosure Panel will consider any information it receives from Disclosure Scotland to assess suitability for regulated work in Perth & Kinross Council. Having a criminal conviction does not necessarily make a person unsuitable for being engaged in regulated work.
We understand that this may be of concern to colleagues. Therefore, anyone who is operating in a social care role will be provided with appropriate PPE, in accordance with national guidelines. Staff will not be expected to provide personal care without the appropriate PPE, appropriate information and training, on when and how to use it safely. If they are concerned about PPE, they should contact [email protected]. Further information on PPE is available here.
If someone else in the employee’s household has underlying health conditions or is shielding, this does not prevent them from attending work or being re-tasked if they remain well. There is specific guidance about physical distancing available on the NHS Inform website which should be adhered to. Anyone who is shielding will have received guidance from NHS about how to protect themselves including how they should go about their daily household activities when they live with other people. There is also Council guidance on vulnerable groups. In this situation, employees may be asked to undertake work from home which is not their normal work activity but is key to continuing to deliver critical services. Support and training will be provided to enable this.
You should discuss with your Manager about what is reasonable given the individual circumstances.
No, pre-booked annual leave should be taken as planned, unless you have been asked to cancel this leave by your Manager. Your Manager should ensure leave and the relevant Self-Isolation Leave type is booked on MyView. Guidance on how to submit leave via MyView is available.
Any leave you had previously booked for after the period you were off, will need to be re-booked in MyView. The leave has disappeared as Self-Isolation Leave and/or Notifiable Infectious Disease Leave over-ride (cancel) any previously booked leave in MyView.
If these have been removed from MyView, you should re-apply for them in the normal way. This includes any public holiday dates which had been removed. Guidance on how to submit leave via MyView is available.
If you have been contacted to self-isolate you should advise your Manager immediately and follow NHS Inform guidance on self-isolating . If you already work from home you should continue to do so, as long as you remain well. If you can not work from home, you will still be required to self-isolate. Your Manager should record the absence, on MyView, in accordance with the Covid-19 classifications.
You can find more information about Contact Tracing on NHS Inform.
If you develop symptoms you should get tested within the first three days of coronavirus symptoms appearing. If you are unsure if you have symptoms you should use the Coronavirus (COVID-19) Self Help Guide on NHS Inform.
This is a period of leave which is recommended by NHS 24 or GP to stay at home and self-isolate or as advised on the NHS website.
This leave must be recorded on MyView by your Manager, following discussion with you, with the relevant Self-Isolation Leave type. Managers need to be satisfied that self-isolation is based on current advice.
Advice will be provided by NHS 24, GP or NHS website. You may also be required to self-isolate and follow the recording procedure.
The original absence will be recorded with the relevant Self-Isolation Leave type, and subsequent leave will be recorded as sick leave. If the sick leave is related to COVID-19, this will be excluded from any future entitlement to occupational sick pay and will be recorded by your Manager on MyView with the relevant Notifiable Infectious Disease type. However, if the absence is related to any other sickness, normal absence notification will apply.
If you are genuinely concerned, you should discuss this with your manager as soon as possible. Your manager may consider options including home working, flexible working, and taking annual leave, where appropriate. Your manager will also carry out an individual risk assessment for you if you are at a higher risk of infection or may suffer more serious consequences from infection.
Your manager will discuss the feasibility of home-working with you, and your team. If you decline to undertake reasonable alternative duties at home you will not be entitled to pay.
NHS inform have defined particular groups who are at increased risk of severe illness from coronavirus and should be particularly careful in trying to follow social distancing measures, as follows;
- Aged 70 or older (regardless of medical conditions)
- Pregnant
- Under 70 with an underlying health condition
Please check NHS inform for more details and definitions on underlying health conditions.
Official advice for people in any of the categories above is that you should work from home if possible. However, at present, this is advice and depending on the severity of your condition, you may choose to continue to attend your place of work ensuring that you avoid large gatherings, use of public transport and ensure hand washing and respiratory hygiene. Please discuss any concerns around an underlying health condition with your Line Manager. We want to keep everyone safe and protected during this time and trust that you will make the right choices for you and the people around you.
No, as your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Optimum timesheet.
You should continue to agree with your Line Manager the work you are expected to undertake, and any additional hours worked, in excess of your standard day, should be agreed in advance.
In the exceptional circumstance additional hours are agreed, you can request an adjustment.
If you are unable to access Optimum, the relevant Self-Isolation Leave type and standard contracted hours should be recorded on the time recording spreadsheet. Guidance is available on the time recording spreadsheet to assist with the manual recording of your hours.
Yes, your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Optimum timesheet.
If you are unable to access Optimum, your Self-Isolation Leave type and standard contracted hours should be recorded on the time recording spreadsheet. Guidance is available on the time recording spreadsheet to assist with the manual recording of your hours.
You should keep in touch with your Line Manager about suitable work that you may be able to carry out at home during self-isolation, that may be related to your normal role or to support essential services. If this is not possible or there is no work that can be allocated, you should consider it as additional rest until you are approached for re-tasking to other essential roles.
No, your Line Manager will record the relevant Self-Isolation Leave type on MyView and your standard hours will record on your Total Mobile/Optimum timesheet.
You should continue to agree with your Line Manager the work you are expected to undertake, and any additional hours worked should be agreed in advance.
Any agreed additional hours should be emailed by your Line Manager to the MyView team for manual adjustment.
There may be the option to request additional hours as Time Off In Lieu is subject to Line Manager approval (excluding Craft employees) however this would be the exception.
With effect from 8 June 2020, it was announced that passengers arriving in the UK would be required to quarantine (self-isolate) for 14 days and could be contacted regularly throughout this period to ensure compliance. Compliance measures remain in place – refer to Coronavirus (COVID-19): public health checks at borders – gov.scot for further information.
Subsequently the UK and Scottish Governments introduced travel corridor exemptions to passengers arriving from listed overseas destinations. However, as the countries covered by the exemptions are subject to change, you should refer to https://www.gov.scot/publications/coronavirus-covid-19-public-health-checks-at-borders/pages/exemptions/ for up to date information about arrivals in Scotland.
As the advice for passengers arriving in other parts of the UK may differ, for such arrivals and onward travel to Scotland, you should refer to the relevant guidance accessible via the following link https://www.gov.uk/guidance/coronavirus-covid-19-travel-corridors
You should ensure you follow Foreign Office advice and fully understand the implications of the guidance published by UK and SG governments before you travel.
You should contact your Manager to discuss the options that may be available to you, at your Manager’s discretion, to cover the quarantine period.
If the Foreign Office advice changes then you may still be able to travel.
You should contact your Manager to discuss the options that may be available to you, at the Manager’s discretion, to cover the quarantine period.
If you have been working at home since the start of the lockdown, you will be able to continue to do so, immediately on your return. If you are not currently working at home and think this is realistic, you should contact your Manager to discuss the practicalities with them.
If you are not currently working at home and you are either unable to do so for any reason or do not wish to work at home during the compulsory quarantine period, you should contact your Manager to discuss the options that may be available to you, at the Manager’s discretion.
If you have already purchased the maximum amount for this year you will not be able to purchase any additional leave from the scheme.
You should contact your Manager to discuss the options that may be available to you, at the Manager’s discretion, to cover the quarantine period.
You may be able to move to another date in agreement with your line Manager. You may be able to change your annual leave to self-isolation leave or if you are fit for work you may still want to take annual leave rather than be called for work. Your Manager may ask you to take your leave as planned.
Yes, you will be able to claim back your annual leave without the requirement of a GP’s fit note. Please let your Manager know as soon as you are off ill and no longer on annual leave for reporting purposes.
If you are currently working and are self-isolating/off sick, please let your Head Teacher/Line Manager know. Your Head Teacher/Line Manager will complete a timesheet on your behalf.
Payroll will only require Head Teacher/Line Manager authorisation in these circumstances. The timesheet should then be submitted in line with the scheduled pay period and submission deadlines for Teaching and Single Status employees. Claims should be emailed to [email protected], as normal.
If you have been contacted to self-isolate you should advise your Manager immediately and follow NHS Inform guidance on self-isolating . If you already work from home you should continue to do so, as long as you remain well. If you can not work from home, you will still be required to self-isolate. Your Manager should record the absence, on MyView, in accordance with the Covid-19 classifications.
You can find more information about Contact Tracing on NHS Inform.
If you develop symptoms you should get tested within the first three days of coronavirus symptoms appearing. If you are unsure if you have symptoms you should use the Coronavirus (COVID-19) Self Help Guide on NHS Inform.
Access to testing is available following the guidance for:-
Testing for Employees (excluding Education Settings), or
Testing for Employees in Education Settings
There are two options available for you to get tested:
- Driving to a regional test site or mobile testing unit, or,
- Requesting a home test kit which will be delivered to your home
Yes, anyone in Scotland, whatever their age, who is self-isolating because they are showing symptoms can be tested. You can access the self help guide on NHS Inform.
You should get tested in the first three days of coronavirus symptoms appearing.
If you are unsure if you have symptoms you should use the Coronavirus (COVID-19) Self Help Guide on NHS Inform.
You should request to be tested as soon as coronavirus (COVID-19) symptoms appear. Testing is considered effective up until day five. Testing will not be taken after day five, unless under exceptional circumstances.
If a member of your household is self-isolating because they are symptomatic you, and any other household members should request to be tested. By testing your household member(s), we can be much more certain that you should either be self-isolating or can return to work.
Testing is targeted in this way, to help enable you to return to work as soon as safely possible.
No. The test will confirm if an individual with symptoms of the virus actually has it. It will not confirm whether they have had it and have now recovered.
It is vital those who test negative continue to follow the Scottish Government guidance including precautions related to social distancing and handwashing
You should follow the self-isolating advice on NHS Inform
The target is for results to be given by text or email within 48 hours. This will be covered in the referral process.
If all members of your household with symptoms received negative results, you can return to work providing you are well enough and have not had a fever for 48 hours.
If, after returning to work, you develop symptoms, you should follow NHS Inform guidance on self-isolating. You should contact your line manager to discuss your return to work.
Staff working in health and social care, social work services and the Children’s Activity Centre are eligible for testing if they have symptoms, have been self-isolating or come from a household where someone has symptoms. PKC follows national guidance on testing as well as any enhanced local discretion taken by Public Health NHS Tayside.
Staff may be asked to take a Covid–19 test following a period of Self Isolation or sickness absence and before they are re-tasked to a social care role. This is to ensure they do not have the virus and do not pass this on to others.
Employees who are asked to take a test to may refuse to do so. However, employees are encouraged to discuss any concerns with the Council’s Occupational Health service (People Asset Management) via the Covid 19 advice teleconsultation line (07957 666296 Monday to Friday 8:45am-5pm), so that they can make an informed decision. The test takes place at a drive through site at the Royal Victoria Hospital in Dundee. If you are unable to drive or get to a testing centre, transport can be arranged.
Knowing the outcome of the test will help employees get back to work quickly to support our essential services, which alleviates pressure on colleagues and removes unnecessary fear and worry by having certainty about whether they are testing positive or not.
One of our colleagues has kindly shared her experience of what it was like to be tested for Covid-19.
I contacted my Team Leader in the morning to discuss the symptoms I was experiencing and it was agreed I should not attend for work. I understand the Team Leader then discussed this with the Manager that day and it was agreed arrangements should be made for me to be tested. Once the Team Leader had confirmed I was in agreement with this she completed the appropriate request (with SM approval). This form was submitted to the testing service at around 11am and I received a call from them at around 1.15pm offering me a test appointment at 2.40pm at the Royal Victoria Hospital in Dundee. I received very clear information about where to go, what to do on arrival and what to expect. I was given a bay number to go to on arrival and advised that I should not get out my car. The service took my car details too as the entrance to the centre is manned by a security guard and only those who have an appointment will be permitted entry.
There is clear signage on entering the hospital grounds as to where the Covid Test area is located. On arrival I approached my designated bay and waited. A nurse (in full PPE – gown, apron, mask, glasses and visor) then approached. My name and date of birth were checked and she proceeded with the swab test. First a swab is taken from the back of the throat. This is a bit unpleasant and made me gag but it was over very quickly. Then the same swab is put up the nose, as far as it will go. That was slightly more unpleasant and made my eyes water quite a bit but it was also over very quickly and there was no after effects, other than a slight tickle in my nose for about an half hour or so following the test. I am relieved to say the test was not as bad as I anticipated. I was advised the result would be available in 24-48 hours but I received a phone call the following morning at around 11am advising of the result.
I found the whole process very efficient and sleek. It was a bit unnerving seeing medical staff kitted out in such extensive protective gear, as this really hammers home the seriousness of the situation. But it was an incredibly professional operation and that was reassuring.
Managers in essential services will request resource(s) from the HR Re-tasking Team. HR will identify a relevant match from the Covid Responders, taking cognisance of the grade of the re-tasking role and the grade of employees who have the required skills, whilst ensuring fairness and equity.
To support managers of employees who agree to be a Covid Responder, a virtual session with Organisational Development will be offered to provide you with the guidance and tools to enable you to provide support in the event your employee is re-tasked. Details of the sessions will be emailed to you.
A mix of engagement and, where applicable, learning opportunities will be made available to Covid Responders. You will be provided with reasonable time off to access relevant learning.
The following support will be available to Covid Responders:
- Whilst undertaking re-tasking activity, you will receive the rate for the role undertaken/continue to receive your current salary, as appropriate. If you undertake any additional hours a supply time sheet should be submitted by email to your Re-tasking Service Manager who should forward it by email to [email protected] stating that it has been approved.
- A newsletter providing updates about Covid-19 and re-tasking, highlighting available support, learning and health and wellbeing resources.
- Webinars with guest speakers and managers to help you feel connected with other re-tasking colleagues, share experiences and raise any queries.
- Email address to raise any queries relating to re-tasking
- Your substantive line manager will discuss cover arrangements for your substantive role and will keep in touch with you during any time spent in your re-tasking role to keep you up to date and support your wellbeing.
In return, we would ask that you:
- maintain any new skills and learning through the resources made available
- are contactable and available for re-tasking activity
- do not unreasonably refuse a request to be re-tasked unless you are sick or on Self Isolation Leave (SIL).
This will depend on how the crisis evolves and the need to ensure that we can continue to deliver essential services to our communities.
The Covid Responder Team will be established for as long as is necessary. However, your participation is voluntary and you can choose to withdraw at any time.
Participation as a Covid Responder is voluntary and you can choose to withdraw at any time.
Participation as a Covid Responder is voluntary and you can choose to withdraw at any time. If you are currently re-tasked, we will need to find a replacement before you can be released.
Managers have been asked to consider necessary contingency arrangements should an employee be required for re-tasking activity. This includes considering necessary cover arrangements or re-allocation of work, as required.
Whilst undertaking re-tasking activity, you will receive the rate for the role undertaken/continue to receive your current salary, as appropriate. Any agreed additional hours undertaken will also be paid.
In the event that you are asked to undertake re-tasking activity and have planned leave, your manager will discuss and seek your agreement, where possible, to rescheduling leave to allow you to support and respond to the delivery of essential work.
The HR Re-tasking Team or your line manager will make contact with you to discuss a request for re-tasking activity.
As re-tasking requests are for essential services, you may be asked, at short notice, to undertake re-tasking activity. Your substantive manager will also be notified and will have been asked to make contingency plans should you be required for re-tasking activity.
The re-tasking team will make contact with your manager in the first instance to discuss a request for re-tasking activity before approaching you. This will be followed up by a conversation with the re-tasking manager.
All employees have been asked if they are willing to be part of the Covid Responder Team. We would like you to consider being a Covid Responder so that in the event of a further crisis, we can allocate you to an appropriate re-tasking activity to ensure we can continue to provide essential services to our communities.
The Covid Responder Team is a group of employees who have volunteered to undertake re-tasking work in another role, particularly if there be a resurgence of the virus, localised spikes or a second wave. Re-tasking work could be on a full time basis, or a blended basis – part time in your substantive role and part time in the re-tasking activity.