SCTS COVID 19 Assessment Tool Location - Banff - Scottish Courts
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SCTS COVID 19 Assessment Tool
Location - Banff
Last Updated - 16th August 2021
1 SCTS COVID 19 Assessment Tool V4 August 2021Introduction
Background
The SCTS is committed to ensuring the health, safety and welfare of all staff, judiciary and visitors to its sites, including jury centres, by
protecting them from harm, so far as it is reasonably practicable while they are on the premises.
The Scottish Government and Public Health Scotland have outlined the risks posed by the COVID-19 virus and the control measures
necessary to protect people from infection. Whilst measures have eased to a degree following the move beyond “level zero” on 9
August, a range of baseline measures continue to be necessary to reduce and control the risk of exposure.
This document supports each Senior Person on Site to implement those measures, monitor compliance with them and escalate any
issues which fall outside of their control to the appropriate level, so that required actions can be addressed and interim controls put in
place, where appropriate.
Who conducts the assessment?
The assessment should be conducted by the Senior Persons on Site (SPoS), or nominated competent person. This review and any
subsequent action plan should, wherever possible, be completed in conjunction and consultation with the following people:
a PSU Area Co-ordinator and/or
a member of the Health & Safety Team.
In line with the guidance; other staff members can be involved in contributing to the assessment by raising questions or concerns with
the Senior Person on Site, if they wish.
All areas of the site must be included in the review including, for example, accommodation used by other agencies and organisations on
our site e.g. GeoAmey, COPFS and Police colleagues.
Each section is marked to show whether the assessment applies to public or staffed areas.
The SPoS will always retain the responsibility for the assessment completion and, where necessary, resulting action plan. Area
Coordinators should have oversight of all action plans created.
2 SCTS COVID 19 Assessment Tool V4 August 2021 Managers should share the completed assessment tool and provide weekly briefings to all staff deployed to the site to ensure they are
kept up-to-date with how safety measures are being implemented or updated. This should include advice to staff to make them aware of
anything they need to do differently.
Staff and court users who have any concerns about local measures should notify an onsite member of staff or alternatively e-mail
sctsresilience@scotcourts.gov.uk
Reporting issues
This COVID-19 Assessment Tool must be completed in full including, where necessary, the Action Plan. Any issues identified must be
risk-managed to ensure ongoing safety, and reported upwards through the relevant Area Co-ordinator as soon as possible for
immediate resolution, detailing the required action and resolution time/date.
Most issues can be resolved quickly, such as the replacement of hand soap from local stocks or immediate adjustments to local
procedures.
Any actions that require significant additional works to the building will be escalated by the Area Co-ordinator to the Head of Service
Delivery, PSU.
Further guidance or support to the SPoS is available from the Head of Service Delivery or the Health & Safety Team.
In determining the overall RAG status, the SPoS must consider actions across all of the sections. RAG definitions are explained
below.
3 SCTS COVID 19 Assessment Tool V4 August 2021RAG Definitions
Green: measures are in place and there are no issues for action.
Amber: the issue(s) identified have an action plan and timescales for resolution in place. Any interim workarounds in use e.g. closing
specific rooms or sections of the building, can be sustained without needing to close a significant part of/the whole building.
Red: issue(s) affecting safety, requires closure of a significant part or the whole of the building.
For any Red issues that require the temporary closure of a significant part or all of the site the SPoS must immediately:
o escalate the issue to the Head of Service Delivery and the Director of Operations (Supreme Court or Sheriff and JP courts as
appropriate).
o put in place, with support from PSU and Health & Safety, an action plan for reopening the site.
Review
The Assessment should be reviewed and updated weekly or at any point in the interim when:
o there have been any significant changes since completing the latest assessment,
o concerns are raised by staff or other users, or as a result of an incident, or
o the assessment is no longer considered valid.
4 SCTS COVID 19 Assessment Tool V4 August 20211. Pre-reoccupation checks
This section should be populated by PSU.
Complete?
Required control Commentary (including any Action due
(Y/N)
action required) by
1. Full assessment completed for all building re-commission works has Yes Completed post April 2020 lockdown for N/A
been completed. all closed courts
2. FM Engineers have conducted PPM testing including emergency Yes Completed post April 2020 lockdown for N/A
lighting, electrical safety etc. all closed courts
3. Water systems have been regularly flushed and precautionary L8 Yes Completed post April 2020 lockdown for N/A
Legionella tests have been carried out all closed courts
4. If appropriate, ventilation systems have been adjusted through the Yes Completed post April 2020 lockdown for N/A
Building Management System to ensure through flushing prior to re- all closed courts. In line with
occupation and flow rate increased and set to run 24/7. Government advice we have
disconnected all thermal wheels and
are running all mechanical ventilation at
100% fresh air. As a priority the FM
provider is undertaking a check on all
rooms with natural ventilation to ensure
functionality.
5. Deep cleans have been completed prior to re-occupancy. Yes Completed post April 2020 lockdown for N/A
all closed courts
6. Fire Alarms are operational (to be tested by staff as part of the review) Yes Completed post April 2020 lockdown for N/A
all closed courts
5 SCTS COVID 19 Assessment Tool V4 August 20212. Physical distancing
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action Action due by
(Y/N) required)
7. Maximum occupancy levels for meeting, interview, print and staff Yes Office seating plan revised to take in to N/A
rooms and toilets have been provided to the SPoS. The maximum account staff working from home and
occupancy should not be exceeded in any circumstances. Desks part time workers
which are not usable must have signage or marking to indicate
that they cannot be used.
8. The principle of physical distancing and respecting each other’s Yes All signage refreshed August 2021 to N/A
personal space is promoted by signage throughout the building. raise awareness and discourage
Clear signage is in place from the main entrance and throughout complacency
key points of the building requiring a minimum 1 metre physical
distance to be maintained. This includes when queuing, on and
after entering the building.
9. A Cleaning Hygiene Station (hand sanitiser) is in place at the main Yes N/A
entrance door(s) and where appropriate at other key entrance
points in each building.
10. Coming to work; to promote physical distancing staggered Yes Due to nature of various working patterns N/A
arrivals and departures have been agreed with staff if required. and staff working from home, no formal
Where appropriate, the use of rotational working has been agreed rota has been put in place
with staff.
6 SCTS COVID 19 Assessment Tool V4 August 2021Complete?
Required control Commentary (including any action Action due
(Y/N) required) by
11. Moving around the building; where appropriate and practical; Yes All signage refreshed August 2021 to N/A
o There is clear signposting to manage the flow of people moving raise awareness and discourage
around the building, complacency
o Clear signage and floor markings are in place to ensure
awareness of 1m distancing,
o Non-essential trips within the building are discouraged,
o Staff are aware that care should be taken to maintain physical
distancing when passing through busy spaces.
12. Workstations: Yes PPE available to staff and throughout the N/A
o Workstations which are not sufficiently physically distanced building
have been identified, taken out of use and marked up
accordingly.
o Where appropriate, floor markings are provided to help
maintain 1m physical distancing.
o In areas where more than one member of staff may use a desk
antiseptic wipes and disinfectant spray will be available for
use.
13. Meetings; Yes The rebranding exercise will ensure that N/A
o Consideration will be given to meetings being held by virtual every room has a clearly designated
means where possible. maximum occupancy displayed.
o When face to face meetings are held, the maximum occupancy
of the meeting room and physical distancing of 1m must be Meetings and courts are taking place
adhered to. Maximum occupancy must be signposted for each
virtually where possible.
room.
o Staff should not share pens or other regularly used stationery
items. The risk of transmission through handling of paper is
considered low.
7 SCTS COVID 19 Assessment Tool V4 August 2021Complete?
Required control Commentary (including any action Action due
(Y/N) required) by
Non-Public areas; where appropriate and practical; Seating and furniture has been N/A
14. Yes
o Desks and other furniture have been taken out of use to reconfigured to accommodate social
enable individuals to retain a physical distance of 1m from distancing.
each other wherever possible.
o As far as is practicable, a one-way system has been clearly
marked throughout the building.
o Toilet facilities are monitored and their use regulated to
restrict access if necessary.
o Lunches and breaks are staggered to avoid congestion.
o Strict adherence to 1m physical distancing must be observed
in tea points, kitchens and other staff areas. All equipment,
utensils and refrigerated products must be cleaned and/or
wiped down with the cleaning materials provided
15. Public areas; where appropriate and practical; Yes Seating and furniture has been N/A
o There is clear signposting in place to manage the flow of reconfigured to accommodate social
people and maintain a 1m physical distance e.g. using distancing.
labelling of seats, floor markings and tape.
o Court and tribunal users, including witnesses and counsel,
are advised when entering or leaving courtrooms, to avoid
cross-traffic in the doors and the number of people in a court
is restricted to safe levels which are prescribed for each
room. They should be advised by officials or via posters to
sanitise their hands before entering or leaving the room and
reminded to avoid touching hard surfaces wherever
practicable. Anti-bacterial wipes will be available.
o Furniture is marked or areas cordoned off to enable
individuals to maintain a 1m physical distance from each
other.
o In court/hearing rooms, seats are marked as ‘not for use’,
taped/cordoned off and some rows left empty to ensure 1m
distancing.
o For areas where queuing may occur, floor marking tape
is used to enable physical distancing to be observed.
o Perspex shielding is provided at all open public
counters.
8 SCTS COVID 19 Assessment Tool V4 August 2021o As far as is practicable, a ‘one-in, one-out’ system for lift entry
and exit is used.
o Toilet facilities are monitored and use regulated to restrict
access if necessary.
o Court officials will ensure that people are directed to take the
correct seat and maintain their physical distance.
o Selected seats in seating areas will be taped/cordoned off or
clearly marked as not for use, to ensure a 1m physical
distance between those sitting in these areas.
16 Ventilation Public Health Scotland guidance encourages that Yes In naturally ventilated rooms windows N/A
where natural ventilation is available windows and vents should have been checked to ensure an
be opened as freely as possible. It is acknowledged that in adequate amount can be opened and
severe weather this may be difficult to achieve but staff should staff have been encouraged to provide as
open these windows and vents regularly to gain as much fresh much fresh air as is practicable.
air as practicable.
Facilities with ventilation and air conditioning continue to provide
good air quality with no recirculation. Monitoring of CO2 shows
that we have good air quality, so rooms with these systems can
utilise in-room fans. Rooms with good natural ventilation from
windows and doors being opened also provide good airflow. In
these areas fans, portable air cooling units and internal air
cooling solutions can be used where required. Fans or air
cooling units should not be used in any location with limited
natural ventilation and no air conditioning. If there is any doubt,
building managers should obtain advice from the Facilities
Management team.
9 SCTS COVID 19 Assessment Tool V4 August 20213. Hygiene and Cleaning
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due
(Y/N) by
17. Handwashing and hygiene Yes Under the rebranding exercise, full scale pop-up information displays N/A
advice, aligned with public health reinforce the range of measures SCTS have in place
guidance, is prominently
displayed throughout the building.
18. Enhanced cleans of the building Yes Our regular cleaning standard has been enhanced to ensure it complies N/A
are completed daily with focus on with both the British Institute of Cleaning Science standard and the
hard surfaces and touchpoints. Health Protection Scotland (HPS) requirements for combatting risk of
transmission of COVID19, set out in the HPS “COVID-19 – Guidance for
Non-Healthcare Settings”. All cleaning agents used on SCTS premises
at this time contain both active detergent and disinfectant properties – in
order to ensure that our daily cleaning regime meets the levels required
for “environmental decontamination” set out in the HPS guidance. By
cleaning to this standard we can ensure that our facilities are kept safe
on a daily basis.
19. Rubbish is promptly cleared. Yes N/A
There are sufficient bins which are
emptied regularly. Disposable
face coverings may be safely
disposed of in normal bins.
20. Day Cleaners are provided where Yes N/A
business levels require
continuous cleaning of touch
points in public areas.
10 SCTS COVID 19 Assessment Tool V4 August 202121. Processes are in place to arrange Yes N/A
We carry out appropriate cleaning within all relevant parts of a
targeted enhanced cleans where a building if we have a confirmed case, in line with Public Health
Dynamic Risk Assessment has been Scotland guidance. We will close any building, or part of a building,
undertaken following a suspected or where we have any safety concerns – and only re-open it when we
confirmed case of COVID19 on site. are satisfied that those concerns have been addressed.
22. Shared items such as magazines, Yes Removed and stored out of reach N/A
children’s toys, TV remotes have
been removed from shared areas. If
any items of non-monetary value are
left by visitors, these will be removed
and discarded.
23. Isolation rooms are identified for Yes If an individual appears to have symptoms of coronavirus, they will N/A
potentially infected persons in the not be allowed to enter the court or tribunal building. If they develop
instance of a suspected or confirmed symptoms whilst on the premises clear instructions are in place to
case of COVID19 on site safely isolate the individual until medical assistance can be
secured, if appropriate, or arrangements can be made for them to
travel home safely – where they should follow advice from NHS
Inform, including arranging to be tested.
24. Soap, hand drying and sanitising Yes N/A
facilities are available and easily
accessible for all court users.
25. As part of the Day Cleaning regime, Yes N/A
all toilets are routinely checked for
cleanliness including restocking of
soap, hand drying and sanitising
facilities. Processes are in place for
addressing reported issues promptly
11 SCTS COVID 19 Assessment Tool V4 August 2021and any court user who identifies
shortages should report this to a
court official for prompt rectification
26. Hand sanitiser is available on site Yes N/A
with sufficient stock to meet
anticipated future demand.
27. Hand washing or sanitiser is Yes N/A
available for use by court users.
28. Antiseptic wipes provided for use at Yes N/A
all regular touchpoints e.g. vending
machines, fridges, printers etc.
12 SCTS COVID 19 Assessment Tool V4 August 20214. Access to drinking water and refreshments
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due by
(Y/N)
29. Where on-site refreshment services exist they Yes N/A
may only supply a service that is considered
appropriate by the SCTS, aligning with public
health regulations in force at any given time.
30. Water carafes and glasses are removed from Yes N/A
public and non-public areas.
31. Bottled water is provided in courtrooms and Yes N/A
hearing rooms.
32. Antiseptic wipes are available beside any water Yes N/A
fountains/dispensers.
13 SCTS COVID 19 Assessment Tool V4 August 20215. Custody suites
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due by
(Y/N)
33. Arrangements are in place to ensure that safe Yes All signage refreshed August 2021 to raise awareness N/A
operations can be maintained in all areas of the and discourage complacency
custody suite, including rest areas and ancillary
offices/facilities (where applicable). GeoAmey
are operating on a 1m physical distancing
regime from 9 August.
Appropriate use of floor markings/signage is in All signage refreshed August 2021 to raise awareness
34. Yes N/A
place to delineate 1m physical distancing
and discourage complacency
regime. Cell occupancy must comply with the
SCTS maximum threshold.
35. Prisoners with suspected coronavirus to be Yes Not to be transported to court; no new custody cases N/A
managed by GeoAmey in compliance with PHS being dealt with at Banff
guidelines.
36. GeoAmey have processes in place to ensure Yes N/A
that visits to those in custody are conducted
safely and practically.
37. Where practical, facilities will enable defence Yes N/A
agents to communicate remotely (by phone or
screened) with prisoners from within the custody
suite.
38. Antiseptic wipes and sanitiser are available in Yes N/A
the custody suite.
39. GeoAmey to provide their own PPE and face Yes N/A
coverings for custodies.
14 SCTS COVID 19 Assessment Tool V4 August 20216. Face coverings and PPE
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due by
(Y/N)
40. The wearing of face coverings is mandatory Yes All signage refreshed August 2021 to raise awareness N/A
when moving around an SCTS building; subject and discourage complacency
to any exemption provided for under
government guidance. The Lord President has
issued additional instruction that face coverings
must be used by all parties in the courtroom
unless they are presenting to the court or for
reasons determined by the bench. Staff are not
required to wear a face covering when seated in
non- court or public settings.
41. Face coverings are distributed in line with Yes All signage refreshed August 2021 to raise awareness N/A
Scottish Government policy; 5 reusable cotton and discourage complacency
masks for staff and judiciary. A supply of face
visors is also available should staff wish to use
a visor in conjunction with a face covering.
Cotton face coverings should be replaced after
20 washes (replacements will be provided on
request)
42. If a face covering is not reusable, it should be Yes N/A
disposed of safely in the general waste bin. The
contents of the bin should be disposed of safely
by cleaning staff each day.
15 SCTS COVID 19 Assessment Tool V4 August 202143. Court users may wear their own face coverings, Yes All signage refreshed August 2021 to raise awareness N/A
which meet Government guidelines, if desired. and discourage complacency
These may be disposed of safely as above.
44. Nitrile gloves are available to staff and judiciary Yes N/A
if required.
45. Nitrile gloves are supplied in first aid kits in each Yes N/A
building for use in any first aid incident including
suspected coronavirus infection.
16 SCTS COVID 19 Assessment Tool V4 August 20217. Health & Safety
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due by
(Y/N)
46. Staff are aware of the Senior Person on Site. Yes N/A
47. The SPOS for each site will ensure appropriate Yes N/A
levels of coverage for H&S roles in their buildings
detailed below.
48. There is a Fire Incident Control Officer (FICO) on Yes N/A
site. Staff are aware of the FICO.
49. There are an appropriate number of Fire Wardens Yes N/A
on site at all times (as identified by the local Fire
and Incident Control Plans).
50. There are the required minimum number of First Yes N/A
Aiders on site.
51. Personal Emergency Evacuation Plans (PEEPS) Yes N/A
have been reviewed and individuals are trained to
operate Evacuation Chair(s) or, if this is not the
case, the SPOS has measures in place to ensure
that no-one with mobility needs is asked to attend
any facility above the ground floor, unless the fire
risk assessment identifies a suitable place of safe
refuge on upper floors for them to utilise in the
event of evacuation of the building.
On any day where any of the above roles are not
52. Yes N/A
adequately filled the details are escalated to the
Operations Director and Health & Safety Team.
Safe to Go contact tracing is in operation for the
53. Yes N/A
building.
17 SCTS COVID 19 Assessment Tool V4 August 2021Action Plan
Date of review: 16th August 2021 Previous RAG Current RAG
Date for next review: 20th August Green Green
2021
Actions identified Timescale for completion Action owner
Statement of assurance: I, Bruce Graham, confirm that the
assessment has been completed and I am assured that appropriate
measures are in place. Where an action plan is in place there is an
action owner, a target date for the resolution of all the issues and a
date for review.
Signed (SPoS) Bruce Graham
Statement of completion (where applicable): I, Yvonne Taylor,
confirm that the assessment has been completed and that the action
plan is appropriate.
18 SCTS COVID 19 Assessment Tool V4 August 2021Signed
Director of Operations, Sheriff and JP courts.
19 SCTS COVID 19 Assessment Tool V4 August 2021You can also read
