COVID-19 guidelines for Phase 3 of the revised roadmap for re-opening - RSA Insurance
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COVID-19 guidelines for Phase 3 of the revised roadmap for re-opening
Risk Management Guidelines
COVID-19 Outbreak
Introduction
We understand that businesses may be struggling to manage the new set of
risks which they find themselves facing. We have created this guide to help your
clients and their employees protect themselves during this difficult time.
This guidance applies to: • Hairdressers, barbers, nail and brow
salons, beauty salons, spas, make up
• Cafés and restaurants providing on application services, tanning, tattooing
premises food and beverages, and and piercing services
pubs and hotel bars operating as
restaurants • Driving schools
• Hotels, hostels, caravan parks and • All remaining retail (e.g. bookmakers),
holiday parks services and commercial activities
• Indoor gyms and exercise facilities, • Private transport, tour, event and
yoga, pilates and dance studios, sports private bus use, and vehicle hire
clubs and public swimming pools
• Museums, galleries, theatres, concert
Group gatherings
halls and other cultural outlets,
cinemas, music venues (excluding Indoor gatherings of up to 50 people
nightclubs and discos), leisure when conducted in line with public health
facilities, bingo halls, arcades, skating advice are permissible.
rinks, amusements parks
Outdoor gatherings of up to 200 people
• Wellbeing services, e.g. chiropractic,
when conducted in line with public health
massage therapy, acupuncture,
advice are permissible.
reflexology and homoeopathy
In this guide
you will find…
• Employer’s duties
• Permit phased return guidelines
• Further information
• Employee safety briefing sign off
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2020 RSA Insurance Ireland DAC
Risk Management Guidelines
COVID-19 Outbreak
Phase 3 of the revised
roadmap for re-opening
Guidelines
for Employers
Under the Safety, Health and Welfare at Employers duties
Work (SHWW) Act, 2005, employers
have specific duties to ensure the safety, Key duties include:
health and welfare at work of all
• managing and conducting all work
employees.
activities to ensure, as far as practical,
The primary obligation under the SHWW the safety, health and welfare of
Act 2005 is for the employer to “ensure, employees
so far as is reasonably practicable, the • providing safe systems of work that
safety, health and welfare at work of his are planned, organised, and
or her employees.” Employers must be maintained
able to demonstrate that they have done
all that was reasonably practicable and • assessing risks and implementing
that to do more would have been grossly appropriate control measures
disproportionate to the risk. • providing safe equipment including
personal protective equipment, where
While there is no expectation that
necessary
employers will be able to guarantee that
staff will not contract COVID-19, the 2005 • providing employees with information,
Act requires employers to introduce instruction, training and supervision in
specific health surveillance and protection relation to safety and health
measures in order to discharge their
obligations.
Employers should also be familiar with
requirements set out in the Safety, Health
and Welfare at Work (General
Applications) Regulations 2007 (where
applicable).
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2020 RSA Insurance Ireland DAC
Risk Management Guidelines
COVID-19 Outbreak
Return to Work Safely Some questions
Protocol to consider
COVID-19 Specific National Protocol As an employer you should think about
for Employers and Workers the following:
A Return to Work Safely Protocol, is
• Has the work been adequately risk
the result of a collaborative effort by the
assessed in advance of returning to work?
Health and Safety Authority (HSA), the
Health Services Executive (HSE) and the • Are suitable arrangements in place?
Department of Health which has been • Can the work be done safely?
designed to support employers and
workers to put measures in place that will • Do you need to put control measures
prevent the spread of COVID-19 in the in place to further protect employees?
workplace. You can find the Return to You should review / revise your approach
Work Safety Protocol here: as required.
https://www.gov.ie/en/publication/22829a-
return-to-work-safely-protocol/
This guideline document is not a COVID–19
substitute for the Return to Work Safety Lead Worker Representative(s)
Protocol but has been prepared to
provide general guidance on phased re- Employers should appoint at least one
opening measures which should be taken lead worker representative (LWR) who
to prevent the spread of COVID-19. will work with them to ensure that the
measures are implemented.
The HSA has been given the role of
overseeing compliance with the Protocol That person(s) must be fully briefed to
and will respond to any complaints and oversee all matters related to managing
carry out inspections. the health and wellbeing of all employees.
Inspectors have the power to serve
Improvement Notices or Prohibition
Notices if they identify breaches.
Employers who are in breach can leave
themselves open to either being shut
down and / or prosecuted.
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Health Check Legionella
for Returning Employees Where water has been lying stagnant in
lines, burcos, kettles, hot water tanks,
Have clinically vulnerable individuals, who
taps etc. since March, you now need to
are at higher risk of severe illness (for
ensure that no person becomes unwell by
example, people with some pre-existing
consuming this water.
conditions), been helped to work from
home, either in their current role or in an Legionella organism is naturally present
alternative role or asked to take extra in water but when it is allowed to grow
care in observing social distancing? and multiply it becomes a health concern.
It’s growth occurs when water lies
Have you established and issued a pre-
stagnant and reaches temperatures over
return to work form for workers to
20ᵒ C.
complete at least 3 days in advance of
the return to work? A link to this form can A risk assessment should be conducted
be found in the Health and Safety identifying the risks in the workplace and
Documentation section on the next page. the necessary control measures.
Has a COVID-19 response plan been See below the HSA Document on Control
developed/updated? of Legionella Bacteria.
Are suitable arrangements in place for https://www.hsa.ie/eng/topics/biological_a
dealing with a suspected case of COVID- gents/specific_biological_agents_infection
19 in the workplace? s/legionellosis/covid-
19_legionella_information_note.pdf
Employers also need to put in place
provisions to support workers’ mental
health and wellbeing. This is so important
at all times, but even more so now.
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Health and Safety HSA Templates
Documentation
Return to Work Form Word ǀ PDF
Written procedures must be put in place
COVID-19 Response Plan PDF
for managing COVID-19 to ensure, in so (word version currently unavailable)
far as is reasonably practicable, a safe
place of work and safe use of equipment
for all returning employees. This includes Employer Checklists
amending existing risk assessments to
Checklist 1: Planning and
incorporate additional COVID-19 risk Word ǀ PDF
Preparing
control measures, as well as the
development and / or updating of a Checklist 2: Control Measures
Word ǀ PDF
COVID-19 response plan. to Prevent Infection
The Health and Safety Authority (HSA) Checklist 3: COVID-19
has published a number of checklists and Word ǀ PDF
Induction
templates which employers might find
useful, please find below the list of Checklist 4: Dealing with a
Word ǀ PDF
guidelines and links to these templates. Suspected Case of COVID-19
Checklist 5: Cleaning and
Word ǀ PDF
Disinfection
Employee Checklist
Checklist 6: Workers Word ǀ PDF
Worker Representative(s) Checklist
Have these procedures been Checklist 7: Worker
Word ǀ PDF
communicated to all employees Representative(s) Checklist
in a form, manner and language
that they understand?
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Physical Distancing
Examples include:
In order to slow the transmission rate of
COVID-19 a physical distancing of a • Install physical barriers, such as
minimum of 2 metres is recommended by clear plastic sneeze guards
the HSE. between workers
• Maintain at least a distance of 1
Things to consider:
metre or as much distance as is
• Travel to/from work – where possible reasonably practicable
workers should travel to work alone. • Minimise any direct worker contact
Where this is not possible they should and provide hand washing
sit as far apart as the vehicle allows facilities, and other hand hygiene
and keep windows open for additional aids, such as hand sanitisers,
ventilation. They should avoid using wipes etc. that are readily
public transport if possible. Where this accessible, so workers can
is not possible take all necessary perform hand hygiene as soon as
precautions to reduce the possibility of the work task is complete
infection
• Organise breaks in such a way as
• Ensure the workplace can allow for to facilitate maintenance of
the recommended 2 metre separation physical distancing during breaks
in so far as is reasonably practicable – in canteens, meeting points etc.
these include general places of work • Stagger employee arrival /
as well as welfare facilities such as departure times to reduce crowding
canteens and toilets going into and out of the workplace
Where physical distancing • Provide one-way systems for
recommendation of 2 metres cannot be access / egress routes in the
achieved, additional risk control measures workplace where practicable
must be implemented as required.
• Limit the number of people in the
building
Social distancing floor graphics can be downloaded from
https://www.hsa.ie/eng/topics/covid-19/covid-19_coronavirus.html
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Customer Facing Roles
Employers must:
• Eliminate physical interaction between
workers and customers as much as is
reasonably practicable through
revised working arrangements. For
example, through provision of online
or phone orders, contactless delivery
or managed entry
• Provide hand sanitisers at entry / exit
points and encourage customers to
use hand sanitiser as they enter the
premises.
• Vary opening times and modes of
operation.
• Encourage customers to avoid
handling products whilst browsing if
possible
• Install physical barriers and clear
markings to ensure that contact
between workers and customers is Public information posters can
kept to a minimum and to ensure that be downloaded from
queues do not form between
https://www.hsa.ie/eng/topics/c
customers as they wait to be served
ovid-19/covid-
• Implement a cleaning regime to
ensure that contact points for workers
19_coronavirus.html
and customers are kept visibly
cleaned at all times
• Display the advice on the COVID-19
measures in visible locations to
ensure that customers are also
adhering to what is required
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Information / Guidelines for Download the guidelines for
Businesses Re-Opening under re-opening for your sector:
Phase 3 • Download an overview of guidelines
for re-opening for all sectors [pdf,
Various information / industry specific 5mb]
guidelines have been published to enable
businesses to reopen safely following • Download the guidelines for re-
opening pubs (V1.1) [pdf, 4.3mb]
closure due to the COVID-19 pandemic.
• Download the guidelines for re-
The information / industry specific opening hotels and guesthouses
guidelines address risks to workers and (V1.2) [pdf, 8.7mb]
the public. These will help business
owners implement the mandatory Return • Download the guidelines for re-
opening B&Bs and historic houses
to Work Safely Protocol that applies to all
(V1.1) [pdf, 5.6mb]
workplaces across the economy.
• Download the guidelines for re-
These documents can also be used to opening self catering (V1.1) [pdf,
help, maintain and improve the ability of 5.6mb]
businesses to protect against, prepare
for, respond to and recover from COVID- • Download the guidelines for re-
opening restaurants and cafes
19 related disruptions. (V2.1) [pdf, 4.8mb]
Tourism & Hospitality • Download the guidelines for re-
opening caravan and camping parks
Fáilte Ireland, in collaboration with (V1.1) [pdf, 5.4mb]
industry groups, has created a series of
guidelines for re-opening, tailored to the • Download the guidelines for re-
opening visitor attractions (V1.1)
various sectors of the Irish tourism
[pdf, 5.7mb]
industry. The guidelines are designed to
support business owners and • Download the guidelines for re-
management in every step as they tackle opening activity providers (V1.1)
the challenges specific to their industry. [pdf, 6.1mb]
These sector-specific guidelines offer
detailed advice on the systems
that should be implemented to help instil
public confidence and reboot business
while adhering to public health advice and
Government protocols.
The guidelines provide comprehensive
advice on re-opening for business
owners, with an emphasis placed on the
safety and wellbeing of employers,
employees and customers.
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Hair Salons & Barber Shops Download the guideline for Hair
The Irish Hairdressers Federation (IHF) Salons & Barbers here:
has published guidelines which it says will https://irishhairfed.com/wp-
allow hair salons to reopen safely in content/uploads/2020/06/Re-Opening-
Phase 3. Guidelines-for-Irish-Hair-Salons-and-
Barber-Shops-June-2020.pdf
There are over 100 specific
recommendations within the document to
safeguard staff and customers.
The IHF guidelines have been developed
in conjunction with the HSE and Health
and Safety Authority (HSA).
Among its recommendations are the
extensive use of PPE for stylists and
customers, COVID-19 training for all staff,
screening of customers when taking
bookings, full sanitisation of workstations
after each customer and salon visits and
customer phone numbers recorded for
contact tracing.
This specific guideline offers detailed
advice on the systems that should be
implemented to help instil public
confidence and reboot business
while adhering to public health advice and
Government protocols.
The guideline provides comprehensive
advice on re-opening for business
owners, with an emphasis placed on the
safety and wellbeing of employers,
employees and customers.
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Indoor Gyms & Exercise enable thorough cleaning and
Facilities sanitisation to be conducted
• Sharing of equipment should be
The Expert Group on Return to Sport
advises organisers to consider the avoided wherever possible. If
following guidance. absolutely necessary, equipment
should be cleaned and sanitised
This guidance should not be considered between use
exhaustive, and organisers should consult
• Participants should be spaced
other official sources, in particular the
appropriately to maintain a minimum 2
advice published by the HSE.
metre physical distancing throughout
• In advance of the activity, participants the activity. Depending on the nature
should be asked to travel to the of the activity, it may be necessary to
activity venue alone or with members leave more space between
of the same household. Sharing participants
transport is not advised • Participants should be encouraged to
• Encourage participants not to adopt good respiratory hygiene,
congregate at the beginning or end of covering their nose and mouth when
the activity. Ask participants to arrive they cough or sneeze, and using a
as close as possible to the activity tissue which is immediately disposed
start time, or to wait in their cars until of. Further guidance on hygiene and
the activity begins social distancing is available from
• Participants should be asked to bring https://www2.hse.ie/coronavirus/
their own water bottles, towels and • All participants should be advised to
where possible personal equipment, stay home if they feel unwell, and to
and instructed not to share these with consult their GP. If a participant
others. Personal equipment should becomes unwell during the activity,
only be shared with people from the they should be isolated from other
same household participants and return home as soon
• Participants should be asked to wash as possible
hands on arrival, if possible, or to use The use of showers and changing
hand sanitiser. If it is not possible to facilities should not be permitted.
provide hand sanitiser at your
The Expert Group also recommends that
location, participants should be asked
organisers maintain an electronic record
to bring their own hand sanitiser with
of all participants for all sessions, with
them contact details. This will help to facilitate
• Individual equipment provided to contact tracing in the event that a
participants should be cleaned and participant becomes ill with COVID-19.
sanitised before and after each activity
session. It is recommended that time
is scheduled between sessions to
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Creches, Childminding • Develop a procedure to respond to a
suspected case of Covid-19. Think
Facilities & Pre-Schools
about a space for isolation
Let’s Get Ready • Communicate plans for the opening of
As Early Learning and Care settings plan the setting with parents and
to reopen from 29th June 2020, the Let’s guardians, ensuring they are aware of
Get Ready website provides guidance for all new measures put in place to
children and parents preparing to return reduce risk of transmission of Covid-
these settings. This is a gov.ie resource 19, how this impacts them, and their
to support young children and their responsibilities in supporting this
parents / guardians plan for returning to • Consider any risk assessments that
Early Learning and Care (ELC) settings or need to be undertaken to ensure the
transitioning to pre-school or primary safe care of children can be
school for the first time.
maintained at all times, taking the
Non-exhaustive re-opening checklist: need for staff breaks into account
• Conduct a health and safety check of Guidance and a self-assessment tool for
the premises as set out in the ECI Early Learning and Care and School-Age
Health and Safety checklist Childcare settings have been developed
• Risk assess all planned activities in by Tusla Early Years Inspectorate to
light of COVID-19, in conjunction with support registered providers to plan and
relevant staff where applicable, and operate safely within the Regulations
give due consideration to how usual during the COVID-19 global pandemic.
practice may need to be adapted More information can be found on the
Guidance to Reopening website. In
• Have a clear procedure for how hand
addition, guidance and templates for
washing will be managed. Cleaning Early Learning and Care and School-Age
will be required at regular intervals. Childcare settings have been developed
Decide on how this can be managed by Early Childhood Ireland:
in your setting. Make this information
available to staff and parents https://first5.gov.ie/userfiles/files/downloa
d/588eb944b2e5a65a.pdf
• Consider how the premises can be
best used to keep small, consistent It is important when using any of these
‘play-pods’ of children together templates that providers make them
throughout the day, and to keep the relevant to their own setting and situation.
play-pods apart from each other
• Consider the measures that should be
implemented to reduce the risk of Download the guidelines
transmission in your setting for Creches, Childminding
Facilities & Pre-Schools
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Museums, galleries, • Booking systems should be updated
to allow friends and family sit together
theatres, concert halls while ensuring a safe distance
and other cultural outlets between customers from separate
groups
Museums, galleries, theatres, concert
halls and other cultural outlets can now • Start and end times should be
reopen on 29th June as part of the staggered to reduce customers
revised Phase 3 opening. crossing paths and build-up of crowds
in the foyer. Additional cleaning time
Note: All of the above are subject to the should be added between time slots
Phases 3 and 4 restrictions on numbers
• Screens should be in place at
for public gatherings and other important
public health advice. concessions areas where safe
distancing cannot be maintained
Mass gatherings will be limited to 50
• Tills should be able to accept
people indoors and 200 people
contactless card payments and Apple
outdoors. If the presence of the virus
Pay / Google Pay mobile payments.
remains low, this will rise to 100 people
The ticket machines should also
indoors and 500 people outdoors in
accept contactless payments
Phase 4.
• 2 Metre social distancing measures
However, it's likely that individual venues should be implemented across all
will make decisions on reopening based areas
on social distancing guidelines.
• Hand sanitizer stations should be
In order to provide a safe environment for provided for customers and
employees and customers in light of the employees
ongoing COVID-19 pandemic, the
• Cleaning standards should be
following safety measures should be put
enhanced to clean and sanitise the
in place:
high touch points
• All employees should receive specific • All toilets should be stocked with anti-
COVID-19 training and PPE should be bacterial hand soap, and stringent
provided where the risk assessment hand washing guidelines clearly
has deemed it necessary, in line with posted
government requirements
• Trained staff should be on hand to
• Tickets should be available to book in help customers.
advance on a website / via an app.
Confirmation emails or e-tickets
should be used instead of physical
tickets
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Hygiene PPE
All employees should wash their hands Personal Protective Equipment (PPE) is
well and often to avoid contamination – any device or appliance designed to be
for a minimum of 20 seconds. worn or held by an individual for
protection against one or more health and
Other things to consider include:
safety hazards. Examples of such include
• Ensure there is access to facilities to gloves, eye protection, high-visibility
support hand hygiene (e.g. hand clothing and safety footwear.
sanitiser / hand wipes / hand washing
Now more than ever PPE should be
facilities)
personal and not shared with any other
• Display posters on how to wash hands person during the COVID-19 pandemic.
in appropriate locations
It is recommended that disposable gloves
• All surfaces should be regularly
should not be worn in place of washing
disinfected / cleaned
hands. Wearing disposable gloves can
• Limit equipment usage to 1 person give a false sense of security and hands
where possible – clean down can become contaminated when gloves
touchpoints before and after use are taken off.
• Try to avoid sharing of equipment –
The advice up to this point regarding face
clean down touchpoints before and
masks is that they are unlikely to be of
after use. any benefit if the wearer is not sick – the
• Clean work areas at regular intervals. preferred approach is to ensure social
Further information on cleaning in distancing and good hygiene measures.
non-healthcare settings is available
The World Health Organisation has
from the ECDC at: however recently changed its advice on
https://www.ecdc.europa.eu/sites/defa face masks amid the coronavirus
ult/files/documents/Environmental- pandemic, saying they should be worn in
persistence-of-SARS_CoV_2-virus- places where the virus is widespread and
Options-for-cleaning2020-03-26_0.pdf physical distancing is difficult.
• Ensure all employees: As a result of this the government is now
o practice correct coughing and recommending that face coverings be
sneezing etiquette worn in public places, such as shops, and
on public transport.
o Wash hands before and after
eating, smoking or vaping, after
toilet use etc.
o Dispose of used tissues correctly
after use
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Further Information
Rialtas na hEireann
Government of Ireland
https://www.gov.ie/en/publication/2282
9a-return-to-work-safely-protocol/
The Health and Safety Executive
www.hse.ie
The Health and Safety Authority
www.hsa.ie
Failte Ireland
www.failteireland.ie
Irish Hairdressers Federation
https://irishhairfed.com/
Expert Group on Return to Sport
https://www.gov.ie/en/press-
release/c7327-return-to-sport-expert-
group-recommends-further-steps-
towards-phase-2-protocols/
Creches, Childminding
Facilities & Pre-Schools
https://www.gov.ie/en/campaigns/1e8a
3-lets-get-
ready/?referrer=http://www.gov.ie/letsg
etready/
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Phase 3 Return to work for most businesses
Induction Checklist
The following checklist is intended as a guide for you to confirm with
your employees that they are aware of the HSE / HSA guidelines for
return to work. Use this checklist to confirm with each employee, that
they understand the protocols under the following headings.
Health and Safety Documentation prepared & communicated to employees
Employee is aware of and has access to appointed COVID-19 LWR
Physical Distancing
Travelling to / from work
Written procedures for managing COVID-19 on return to work
Additional control measures where required 2 metre social distancing is not
possible
Customer Facing Roles
Information/Guidelines for Businesses Re-Opening under Phase 3
Hygiene
Handwashing
Coughing / Sneezing Etiquette
Touchpoints
Cleaning / Disinfecting
Welfare
Toilets
Canteen
Work Equipment
Controlled Access / Use
PPE
Provision / Use
Trainer: Date:
(Name & Signature)
Staff Member: Date:
(Name & Signature)
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2020 RSA Insurance Ireland DACRisk Management Guidelines
COVID-19 Outbreak
Contact us
We understand the importance of working
together during these difficult times. If we
can help you, please get in touch.
Michael Doyle
Risk Control Surveyor
michael.doyle@ie.rsagroup.com
Sean Golden
Risk Control Surveyor
sean.golden@ie.rsagroup.com
Gerard Murray
Risk Control Engineer
gerard.murray@ie.rsagroup.com
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2020 RSA Insurance Ireland DACThe information set out in this document constitutes a set of general guidelines and
should not be construed or relied upon as specialist advice. Therefore, RSA Insurance
Ireland DAC accepts no responsibility towards any person relying upon these Risk
Management Guidelines nor accepts any liability whatsoever for the accuracy of data
supplied by another party or the consequences of reliance upon it.
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2020 RSA Insurance Ireland DAC
RSA Insurance Ireland DAC trading as RSA is regulated by the Central Bank of IrelandYou can also read
