SCTS COVID 19 Assessment Tool Location - Perth Sheriff Court - Scottish Courts
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SCTS COVID 19 Assessment Tool
Location - Perth Sheriff Court
Last Updated - 21st January 2021
SCTS COVID 19 Assessment Tool V2 January 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. The primary control is to avoid exposure to the virus by working from home or taking part in
court and tribunal hearings virtually. It is recognised that this is not always possible, and that other measures are necessary to reduce
and control the risk of exposure.
This document is to support 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 the required actions can be addressed and interim controls put in
place.
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, other accommodation for other agencies and organisations
on our site.
The SPoS will always retain the responsibility for the assessment completion and, where necessary, resulting action plan. Area
Coordinators should be have oversight of all action plans created.
SCTS COVID 19 Assessment Tool V2 January 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.
Court users who have any concerns about local measures should notify an onsite member of staff.
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 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.
SCTS COVID 19 Assessment Tool V2 January 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 the whole building.
Red: issue(s) affecting safety, requires closure of a significant part of or the whole of the building.
For any Red issues that require temporary closure of 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.
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 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.
SCTS COVID 19 Assessment Tool V2 January 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 N/A
been completed.
2. FM Engineers have conducted PPM testing including emergency Yes Completed and continue to be N/A
lighting, electrical safety etc. monitored under Statutory Compliance
guidance
3. Water systems have been regularly flushed and precautionary L8 Yes Completed and continue to be N/A
Legionella tests have been carried out monitored under Statutory Compliance
guidance
4. If appropriate, ventilation systems have been adjusted through the Yes Completed and continues to be N/A
Building Management System to ensure through flushing prior to re- monitored under Statutory Compliance
occupation and flow rate increased and set to run 24/7. and PHS guidance. All windows where
rooms have natural ventilation have
been checked to ensure they can be
opened and staff have been
encouraged to open windows wherever
practicable.
5. Deep cleans have been completed prior to re-occupancy. Yes Completed N/A
SCTS COVID 19 Assessment Tool V2 January 20216. Fire Alarms are operational (to be tested by staff as part of the review) Yes Completed and continue to be N/A
monitored under Statutory Compliance
guidance
SCTS COVID 19 Assessment Tool V2 January 20212. Physical distancing
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action Action due
(Y/N) required) by;
7. Layout plans have been supplied for each building showing the Y Staff Rota and Desk Allocations
maximum occupancy for meeting, interview, print and staff rooms. issues weekly. Maximum occupancy
The maximum occupancy indicated on the plan should not be
exceeded in any circumstances. Desks which are not usable are is not exceeded.
marked on the plan and must have signage or marking to indicate
that they cannot be used.
8. The principle of physical distancing is promoted by signage Y All covid safety signage refreshed in
throughout the building. Clear signage is in place from the January 2021 to ensure continued
principal entrance and throughout key points of the building awareness and discourage complacency
requiring a minimum 2 metre gap, in line with FACTS guidance, to
as part of SCTS re-branding exercise.
be maintained between people. This includes when queuing, on
and after entering the building.
9. A Cleaning Hygiene Station (hand sanitiser) is in place at the Y CHS located at staff entrance, main
principal entrance door(s) and where appropriate at other key public entrance and court 1 public
points in each building.
corridor, there are also wall mounted
HSS throughout the building.
10. Coming to work; to promote physical distancing staggered Y No requirement for staggered
arrivals and departures have been agreed with staff. Where arrivals/departures.
appropriate, the use of rotational working has been agreed with
staff.
SCTS COVID 19 Assessment Tool V2 January 2021Complete?
Required control Commentary (including any action Action due
(Y/N) required) by
11. Moving around the building; where appropriate and practical; Reception area is a pinch-point and
o There is a clearly signed system to manage the flow of people Y no loitering signs have been
moving around the building, displayed to ensure that rout is kept
o Clear signage and floor markings are in place to ensure clear, also to reduce footfall court
awareness of 2m distancing, start times are staged.
o Non-essential trips within the building are discouraged,
o Staff are aware that care should be taken when passing
through these spaces. These areas are clearly marked on
floors, and.
12. Workstations: Y Staff are physically distanced within
o Workstations which are not sufficiently physically distanced the office. Desks are more than 2m
have been identified and taken out or marked up accordingly.
o Floor markings are provided to help staff maintain 2m apart- and desks have been clearly
distancing. marked as not in use. Wipes, sanitiser
o In areas where more than one member of staff may use a desk are available and restocked regularly.
antiseptic wipes and disinfectant spray will be available for use
by staff.
13. Meetings; Y The Rebranding exercise will ensure
o Meetings will be held by virtual means where possible. that every room has a clearly
o When face to face meetings are necessary, the maximum
occupancy of the meeting room must be adhered to and designated maximum occupancy
physical distancing of 2m adhered to. Maximum occupancy displayed.
must signposted for each room.
o Staff should not share pens. The risk of transmission through
handling of paper is considered low.
SCTS COVID 19 Assessment Tool V2 January 2021Complete?
Required control Commentary (including any action Action due
(Y/N) required) by
14. Non-Public areas; where appropriate and practical; Y
o Desks and other furniture have been taken out of use to Staff Rota and Desk Allocations
enable individuals to retain a physical distance of 2m from issued weekly.
each other wherever possible.
o As far as is practicable, a one-way system has been clearly All staff have laptops with the
marked throughout the building. exception of court officers and home
o Toilet facilities are monitored and regulated to restrict working is fully utilised to ensure
access if necessary. footfall is kept to a minimum, whilst
o Lunches and breaks are staggered to avoid congestion.
o Strict adherence to 2m physical distancing must be adhered
ensuring business needs are met.
to in tea points and kitchens. All equipment, utensils and
refrigerated products must be cleaned and/or wiped down with
the provided cleaning materials.
o All events that involve bringing groups of people together
have been cancelled or moved to become virtual events.
15. Public areas; where appropriate and practical; Y The Rebranding exercise will ensure
o There is a system in place to manage the flow of people and that seats and benches are secured
maintain a 2m distance e.g. using labelling of seats, floor in a more sustainable fashion.
markings and tape.
o Court users, including witnesses and counsel, are advised
when entering or leaving courtrooms, to avoid cross-traffic in Perspex screens are in place at the
the doors and the number of people in a court is restricted to public counters and dock area in court
safe levels which are prescribed for each room. They
1.
should be advised by Court officials or via posters to sanitise
their hands before entering or leaving the court room and
reminded to avoid touching hard surfaces wherever Signage and floor markings, and
practicable. Anti-bacterial wipes will be available.
seating have been marked for use or
o Furniture is marked or areas cordoned off to enable
individuals to be at a physical distance of 2m from each out of action.
other.
o In courtrooms, seats are marked as ‘not for use’,
taped/cordoned off and some rows left empty to ensure 2m Keep left system in place in public
distancing. concourse area.
o For areas where queuing will occur, floor marking tape
is used to enable physical distancing to be observed.
SCTS COVID 19 Assessment Tool V2 January 2021o Perspex shielding is provided at all open public
One in and one out system is used in
counters.
o As far as is practicable, a ‘one-in, one-out’ system for lift entry court rooms and the seats are marked
and exit is used. in the well of the court and public
o Toilet facilities are monitored and regulated to restrict galleries too ensure physical
access if necessary. distancing.
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 Court Officers advise courts users
clearly marked as not for use, to ensure a 2m physical what seat they should sit in whilst
distance between those sitting in these areas. attending for court proceedings.
In Naturally ventilated rooms windows have
16 Natural Ventilation PHS Scotland guidance encourages that Y
been checked to ensure an adequate amount
where natural ventilation is available windows and vents should
can be opened and staff have been
be opened as freely as possible. It is acknowledged that in severe
encouraged to provide as much fresh air as is
weather this may be difficult to achieve but staff should open these
practicable.
windows and vents regularly to gain as much fresh air as
practicable.
SCTS COVID 19 Assessment Tool V2 January 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 Y Under the rebranding exercise, full scale pop-up information displays
advice, aligned with FACTS will reinforce FACTS guidance.
guidance, is prominently
displayed throughout the building.
18. Enhanced cleans of the building Y Our regular cleaning standard has been enhanced to ensure it complies
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.
Perth has day cleaners present throughout the day, ensuring that touch
points, and hard surfaces are cleaned regularly. There are sheets
displayed throughout the building that are marked hourly when a clean
has been completed.
19. Rubbish is promptly cleared. Y
There are sufficient bins which are
emptied regularly. Disposable
face coverings may be safely
disposed of in normal bins.
SCTS COVID 19 Assessment Tool V2 January 202120. Day Cleaners are provided where Y Day Cleaners are present at Perth- conducting regular touch
business levels require point and hard surface cleans throughout the building.
continuous cleaning of touch
points in public areas.
SCTS COVID 19 Assessment Tool V2 January 202121. Processes are in place to arrange Y 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, Y
children’s toys, TV remotes have
been removed from shared areas.
23. Isolation rooms are identified for Y If an individual appears to have symptoms of coronavirus, they will
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 Y
facilities are available and easily
accessible for all court users.
25. As part of the Day Cleaning regime, Y As part of the rebranding exercise additional sanitising units will be
all toilets are routinely checked for supplied to all courts.
cleanliness including restocking of
soap, hand drying and sanitising Perth have cleaners through the day, who will regularly check and clean
facilities. Processes are in place for the toilets and they will replenish supplies where required.
addressing reported issues promptly
and any court user who identifies
shortages should report this to a
court official for prompt rectification
SCTS COVID 19 Assessment Tool V2 January 202126. Hand sanitiser is available on site Y PPE stock is checked on a weekly basis.
with sufficient stock to meet future
demand.
27. Hand washing or sanitiser is Y Hand washing facilities available in public toilets, there are also 3
available for use by court users. CHS stations set up and additional wall mounted HSS throughout
the building.
28. Antiseptic wipes provided for use at Y
all regular touchpoints e.g. vending
machines, fridges, printers etc.
SCTS COVID 19 Assessment Tool V2 January 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
(Y/N) by;
29. Where on site refreshment services exist they Y On site tea bar has been closed since March
may only supply a limited service within the 2020.
requirement of current regulations.
30. Water carafes and glasses removed from public Y
and non-public areas.
31. Bottled water is provided in courtrooms and Y Bottled water available- stocks checked regularly.
hearing rooms.
32. Antiseptic wipes are available beside any water Y
fountains.
SCTS COVID 19 Assessment Tool V2 January 20215. Custody suites
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due
(Y/N) by;
33. Arrangements are in place to help people Y
maintain 2m physical distancing.
Use of floor markings is in place to delineate
34. Y
safe physical distancing. Cell occupancy must
comply with the SCTS maximum threshold.
35. Prisoners with suspected coronavirus to be Y Perth are now a HUB court and prisoners with
managed by GeoAmey in compliance with PHS suspected covid-19 are being managed in line
guidelines.
with PHS guidelines. Video Links are available to
Prisons and Police Stations where required.
36. GeoAmey have processes in place to ensure Y
that visits are conducted safely and practically.
37. Where practical, facilities will enable defence Y
agents to communicate remotely (by phone or
screened) with prisoners from within the custody
suite.
38. Antiseptic wipes and sanitiser are available in Y
the custody suite.
SCTS COVID 19 Assessment Tool V2 January 202139. GeoAmey to provide their own PPE and face Y
coverings for custodies.
6. Face coverings and PPE
This section should be populated by the SPoS.
Complete?
Required control Commentary (including any action required) Action due
(Y/N) by;
40. The wearing of face coverings is mandatory Y
under law when moving around an SCTS
building; subject 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
well of the court (or in public areas of the court
room) 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 non-public settings.
41. Face coverings are distributed in line with Y
Scottish Government policy; 5 reusable cotton
masks for staff and judiciary. A supply of face
visors is also available should staff wish use a
visor in conjunction with a face covering. Cotton
face coverings should be replaced after 20
washes.
SCTS COVID 19 Assessment Tool V2 January 202142. If a face covering is not reusable, it should be Y
disposed of safely in the general waste bin. The
contents of the bin should disposed of safely by
cleaning staff each day.
43. Court users may wear their own face coverings, Y
which meet Government guidelines, if desired.
These may be disposed of safely as above.
44. Nitrile gloves are available to staff and judiciary Y
if required.
45. Nitrile gloves are supplied in first aid kits in each Y
building for use in any first aid incident including
suspected coronavirus infection.
SCTS COVID 19 Assessment Tool V2 January 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. Y
47. Given the absence of the general public and the Y
requirement to have staff working from home, the
SPOS for each site will ensure appropriate levels
of coverage for H&S roles in their buildings
detailed below.
48. There is a Fire Incident Control Officer (FICO) on Y
site. Staff are aware of the FICO.
49. There are an appropriate number of Fire Wardens Y
on site at all times (as identified by the local Fire
and Incident Control Plans).
50. There are the required minimum number of First Y In accordance with the H&S Executive Guidance
Aiders on site. on first aid arrangements, in a low risk
environment we can use an “appointed person”.
51. Personal Emergency Evacuation Plans (PEEPS) Y
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
SCTS COVID 19 Assessment Tool V2 January 2021event of evacuation of the building.
On any day where any of the above roles are not
52. Y
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. Y Court users on arrival at court are directed to the
building.
safe to go operator, there are signs posted
throughout the building and at staff/judicial
entrances on their arrival.
SCTS COVID 19 Assessment Tool V2 January 2021Action Plan
Date of review:21/1/21 Previous RAG Current RAG
Date for next review:28/1/21 green green
Actions identified Timescale for completion
SCTS COVID 19 Assessment Tool V2 January 2021Statement of assurance; I 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) Lee Allan
21st January 2021.
Countersignature; I confirm that the assessment has been completed and the action plan is appropriate.
Signed (Director of Operations)
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