Virtual Classroom Course Programme (April – July 2021)

Please see below a further programme of online (virtual classroom) courses.  Courses identified as “in-house” are being delivered informally via zoom and therefore will not result in accreditation.

The remainder will be run through our Further Education partners in the devolved nations.

The Neurodiversity, Women’s and BAME Leadership courses will be delivered in-house and applicants from all of the UK devolved nations will attend together.

We will be reviewing this programme whilst it is being delivered to consider further provision in this way during the period of the pandemic.

Courses in EnglandDateCourseCut-off dateApril 5^thBank HolidayApril 6^thMandatory Fair & Equal (1 Day)26^th FebruaryApril 12^th – 16^thIntermediate Health & Safety Part 126^th FebruaryApril 19^th – 23^rdPostal Agreements & Procedures5^th MarchApril 26^th – 30^thIntroduction to Health & Safety Part 112^th  MarchMay 3^rdBank HolidayMay 10^th -14^thAdvanced Skills 126^th  MarchMay 17^th – 21^stEqual Rights Part 12^nd AprilMay 24^th – 28^thEssential Skills Part 19^th  AprilMay 31^stBank HolidayJune 7^th – 11^thPostal Agreements & Procedures23^rd  AprilJune 7^th – 11thUnion Learning Reps 123^rd  AprilJune 16^th – 18^thMental Health Awareness30^th  AprilJune 28^th – 29^thBAME Leadership Part 1 (in-house, 2 days)14^th  MayJune 29^th – 30^thNeurodiversity (in-house, 2 days)14^th  MayJune 30^th – July 1^stWomen’s Leadership (in-house, 2 days)14^th  MayJuly 5^th – 9^thEssential Skills Part 221^st MayJuly 12^th – 16^thIntermediate H&S Part 228^th MayJuly 13^thMandatory Fair & Equal (1 Day)28^th MayJuly 19^th – 23^rdIntroduction to Health & Safety Part 24^th JuneJuly 26^th – 30^thAdvanced Skills 211^th June

Courses in Northern IrelandDateCourse (all “in-house”)Cut-off dateApril 5^thBank HolidayApril 6^thMandatory Fair & Equal (1 Day)26^th FebruaryApril 19^th – 23^rdPostal Agreements & Procedures5^th MarchApril 26^th – 30^thIntroduction to Health & Safety Part 112^th  MarchMay 3^rdBank HolidayMay 24^th – 28^thEssential Skills Part 19^th  AprilMay 31^stBank HolidayJune 16^th – 18^thMental Health Awareness30^th  AprilJune 28^th – 29^thBAME Leadership Part 1 (2 days)14^th  MayJune 29^th – 30^thNeurodiversity (2 days)14^th  MayJune 30^th – July 1^stWomen’s Leadership (2 days)14^th  MayJuly 5^th – 9^thEssential Skills Part 221^st MayJuly 19^th – 23^rdIntroduction to Health & Safety Part 24^th June

Courses in ScotlandDateCourseCut-off dateApril 23^rdMandatory Fair & Equal5^th MarchApril 26^th – 30thEssential Skills Part 1 (rescheduled)ClosedMay 10^th – 15^thPostal Agreement & Procedures (rescheduled)ClosedMay 17^th – 21^stEqual Rights Part 12^nd AprilJune 7^th – 11^thUnion Learning Reps 123^rd  AprilJune 14^th – 18^thEssential Skills Part 230^th  AprilJune 21^st – 25^thEssential Skills Part 27^th MayJune 28^th – 29^thBAME Leadership Part 1 (in-house, 2 days)14^th  MayJune 30^th – July 1^stWomen’s Leadership (in-house, 2 days)14^th  MayJune 29^th – 30^thNeurodiversity (in-house, 2 days)14^th  May

Courses in WalesDateCourseCut-off dateApril 5^thBank HolidayApril 6^thMandatory Fair & Equal (1 Day)26^th FebruaryApril 12^th – 16^thIntermediate Health & Safety Part 126^th FebruaryApril 19^th – 23^rdPostal Agreements & Procedures5^th MarchApril 26^th – 30^thIntroduction to H&S Part 112^th  MarchMay 3^rdBank HolidayMay 10^th -14^thAdvanced Skills 126^th  MarchMay 17^th – 21^stEqual Rights Part 12^nd AprilMay 24^th – 28^thEssential Skills Part 19^th  AprilMay 31^stBank HolidayJune 7^th – 11^thPostal Agreements & Procedures23^rd  AprilJune 7^th – 11thUnion Learning Reps 123^rd  AprilJune 16^th – 18^thMental Health Awareness30^th  AprilJune 28^th – 29^thBAME Leadership Part 1 (in-house, 2 days)14^th  MayJune 29^th – 30^thNeurodiversity (in-house, 2 days)14^th  MayJune 30^th – July 1^stWomen’s Leadership (in-house, 2 days)14^th  MayJuly 5^th – 9^thEssential Skills Part 221^st MayJuly 12^th – 16^thIntermediate Health & Safety Part 228^th MayJuly 19^th – 23^rdIntroduction to Health & Safety Part 24^th JuneJuly 26^th – 30^thAdvanced Skills 211^th June

Application Process

Authorised applications must be received by the cut-off dates. Please see the attached video guide for Branch Secretaries on how to apply for courses.

IT, Infrastructure and learning differences

Having tested online delivery of both accredited and unaccredited courses, it is crucial that the student is set up appropriately and in good time before the training commences. The learner must preferably have access to a good PC / laptop.  Tablets can be used but have some limitation in our experience.  Attending training courses using a mobile phone will not be allowed.

There must be a stable internet connection from where the learning is taking place. Colleges will also be in contact before the course to advise of any additional requirements.

We would appreciate Branches assistance in ensuring any applicants are prepared in line with the above points.  If any representatives encounter difficulties getting set up with IT equipment in preparation for course attendance, they should advise their Branch Secretary, Union Learning Rep or the Equality, Education & Development Department as soon as possible.

Additionally, upon application; please ensure that we are aware in good time of any adjustments that may need to be arranged such as issues relating to dyslexia or sight / hearing differences.

Release & Notice

Paid release should normally apply where the union is recognised and / or in line with any existing agreements and protocols.

Please forward any enquiries relating to this LTB to courseadmin@cwu.org  in the first instance.

Finally, we are sure that Branches appreciate that this is a particularly challenging time for all concerned, including our partner providers and therefore we acknowledge and thank you in advance for your patience with this approach.

Yours sincerely,

Kate Hudson
Head of Equality, Education & Development

21LTB046 – Virtual Classroom Course Programme – April July 2021

ELECTION OF CWU REGIONAL SECRETARIES – 2021

Nominations are invited for the positions of CWU Regional Secretary for the following regions:EasternMidlandNorth EastNorthern IrelandNorth WestScotlandSouth EastSouth WestWales & the MarchesLondon

Candidates must be nominated by their own branch at a properly constituted branch meeting.  Where there is more than one candidate for each position there will be an individual member ballot of the whole membership of the respective region, and ballots will be conducted in accordance with the attached election guidelines.

Nomination Forms are attached to this LTB and should be returned to: Tony Kearns, Senior Deputy General Secretary by email to elections@cwu.org by no later than 14:00 on 31 March 2021.

Any ballots required will be conducted in accordance with the attached election guidelines.

Additional Election Information 

During the Covid-19 pandemic it is not possible to conduct elections in exactly the same way as we have done previously and therefore the arrangements have been specifically structured to firstly ensure that the democratic principles on which the CWU is founded upon and that election process is conducted in a fair and equitable way.

Specifically our objective is to ensure even during the current Covid 19 pandemic that members of the union, via the branch nomination process, are given the opportunity to put themselves forward as a candidate. These guiding principles have been included in the revised arrangements a summary of which is set out below.

Election Timetable 

It is necessary for the election timetable to be longer than normal to allow branches sufficient time to seek nominations from their members and to then subsequently agree on which candidates(s) they intend to nominate for election and, once the list of candidates is known to then decide which candidate(s) will receive the branch vote.

Nomination Process

In respect of seeking nominations branches will need to put in place a robust system and use all reasonable methods at their disposal to publish suitable notification throughout the branch area giving members the opportunity to submit their name for nomination to the position should they choose to do so.  Following this the branch would need to put in place arrangements to hold a membership meeting to decide which candidate(s) will receive the branch nomination.

On the basis that no face to face member meetings are currently allowed then this would need to be conducted via a suitable video conference platform such as Zoom or Skype, etc. that provides the opportunity for large numbers of members to take part if required.

Additionally branches will need to allow for members who do not have video conference capability to join the meeting by phone again if they choose to do so.

The timeline for the meeting would need to be agreed in advance and notification provided to members at least 7 days prior to the meeting taking place.

Return of Nomination Forms to CWU HQ

Nomination forms will be sent to branches electronically via an LTB and it will be our intention to set up a specific dedicated election email address (elections@cwu.org) where branches should return completed nomination forms by email.

Nomination Forms will need to be returned by the advertised closing date to be included in the list of candidates. 

The revised system will avoid the necessity to return forms in the post system which of course may be subject to delay during the current Covid-19 crisis.

Dispatch and Return of Voting Papers

The voting papers will be sent direct to member’s home addresses by the appointed independent scrutineer. In the ballot the relevant members will be sent a ballot pack containing the voting paper, biographical details, election statement and a return envelope. Members will also be given the choice to vote online via a specific website set up and administered by the appointed independent scrutineer. Members will need to return their ballot paper by the advertised closing time and date in order for their vote to be counted.

Branch Voting Recommendations

Clearly we are in unique and challenging times and whilst branches would normally arrange mandating meetings to decide which candidates to vote for in the respective elections we do not believe that this is either practical or necessary during the current crisis.  Therefore, on this occasion this decision can be made by the Branch Committee and the decision subsequently notified to members of their branch accordingly.

Election Timetable and Term of Office 

The election timetable for the above elections will be as follows:

Nominations Open:                 10 March 2021

Nominations Close:                 31 March 2021 (14:00)

Ballot opens:                              6 April 2021

Ballot closes:                              27 April 2021 (First Post)

The term of Office for the above positions will commence from May 2021 for a period of 2 years.

Any enquiries regarding this Letter to Branches should be addressed to the Senior Deputy General Secretary’s Department on telephone number 020 8971 7237, or email address sdgs@cwu.org.

Yours sincerely,

Tony Kearns
Senior Deputy General Secretary

21LTB097

Regional Secretary Nomination Forms 2021

Regional Secretary Election Guidelines 2021

PENSIONS: RMSPS – MEMBERS’ WEBSITE ADMINISTERED BY CAPITA

Branches are advised that last year we were approached by the Cabinet Office with the aim of raising awareness of the existence of the Royal Mail Statutory Pension Scheme (RMSPS) website and portal administered by Capita. It was evident that the website was under-utilised as only 6% of scheme members had registered for an online account. We responded positively to the Cabinet Office and were very happy to work with them to promote the website as it is vitally important our Royal Mail and Post Office scheme members are able to plan and prepare effectively for retirement by knowing how to access their pension information.

Cabinet Office Representatives together with our Communications Department have produced various materials promoting the RMSPS website including a Podcast featuring Alan Pickering, who has been the Chair of the governance group of the RMSPS since its inception, and myself which can be accessed via the following link:

Royal Mail Statutory Pension Scheme by CWU The U Word (soundcloud.com)

My thanks go to Amie Retallick, Deputy Head of Communications for her efforts in producing the Podcast and also the associated members’ comms which will be supplemented by a feature in the forthcoming publication of The Voice.

Poor Accessibility to Capita’s Website – Technical Issues Being Addressed

On Wednesday 3rd March we advised all members via email, WhatsApp and various social media platforms how to follow the 7 steps in the attached document to sign up to the online portal which can be found at https://www.royalmailsps.co.uk/

Unfortunately it quickly became clear there were some serious technical issues regarding members accessing the RMSPS website. Members have been quick to advise us of the significant problems they have encountered when trying to navigate around the web page and we thank Branches, Reps and members for alerting us to these problems. In this regard, please be assured we have shared all enquiries received directly with the Cabinet Office who in turn met with Capita yesterday with the aim of resolving these issues as soon as possible.

We are obviously disappointed with this position and have expressed our view to the Cabinet Office, who fully understand. Indeed it is regrettable our members have had this poor experience. However, had we not promoted the RMSPS website we wouldn’t have been aware of these issues and therefore we now have real evidence that the website needs to be overhauled by Capita to make it more user friendly and fit for purpose.

We fully recognise there is a high degree of frustration around this matter, with members heavily criticising, via social media, the poor technical experience when trying to access the website. Thankfully, due to the feedback received, this has galvanised Capita via the Cabinet Office to rectify this situation. I wish to stress these problems are not of the making of the Union and indeed this has only come to light as a consequence of us proactively raising the profile of the website and the important information that should be readily accessible to our members.

It would be appreciated if Branches could respond to member enquiries by providing them with this LTB which should also be shared as widely as possible to provide both our Royal Mail and Post Office members in the RMSPS scheme with the reassurance and comfort that urgent steps are being taken to rectify these website problems. Hopefully this matter will be resolved in the coming days.

Further developments will be reported.

Yours sincerely

Andy Furey
Assistant Secretary

Attachment 1: 21LTB095 Pensions – RMSPS – Members’ Website Administered by Capita

Attachment to 21LTB095 – RMSPS – Online Portal

Budget 2021 and a New Deal for Workers

The purpose of this LTB is to provide a short update to branches on yesterday’s Budget announcement and our continuing work on a New Deal for Workers.  A useful reference note (from the CWU Research Department) on the key measures in the Budget is attached.

As you will see, the Government has announced the extension of the furlough scheme, the self-employed income support scheme and the £20 per week increase in Universal Credit until September.  Alongside this, the most significant new initiatives are a tax cut for businesses over the next two years, followed by an increase in corporation tax and freezing income tax thresholds (an effective tax increase for workers) from 2023.

The package from the Government falls way short of what we believe is necessary.  On the immediate issues, the level of statutory sick pay remains too low for people to isolate, hundreds of thousands of renters in debt to landlords have been left without additional support and the plan to end the £20 uplift to Universal Credit in September will push more families into poverty at the very point unemployment is expected to peak.  When people are having to choose between heating and food, the government is failing to recognise the severity of the crisis in living standards for millions across the country, while claiming to do “whatever is necessary.”

On the longer term picture, the CWU has worked with other unions and the TUC to call for a major stimulus package of investment to create good unionised jobs (including in broadband) – despite forecasts that unemployment will hit 2.2 million this year, a fresh stimulus plan is absent from the Budget.  More generally, the Budget does nothing to address the longstanding problems of inequality, the underfunding of public services (particularly care) and the explosion of insecure employment that we came into the crisis facing and which left the country exposed to the pandemic.  In short, this is far from a programme to build back better.

All of this reinforces the need for trade unions to come together around a serious plan to mobilise our members and campaign on a distinctive trade union agenda for a New Deal for Workers.  The CWU is continuing to push this with other unions and we will keep branches updated on further actions on this.

Alongside a distinctive set of political demands, we are also calling for unions to agree common bargaining agendas within sectors and co-ordination on recruitment, with unions stepping up their efforts to recruit in new areas, as part of a push to eradicate insecurity and drive up membership.  We are currently working with unions in the parcels sector and will update branches on this in due course.  Any queries on the contents of this LTB should be addressed to jdunn@cwu.org.

Yours sincerely

Dave Ward
General Secretary

21LTB094 Budget 2021 and a New Deal for Workers

March 2021 Budget Summary

View Online

Proportionality Data Interim Report

As part of the CWU’s ongoing commitment to report annual proportionality data, the Equality Education and Development department have produced the attached interim report for branches attention.

The report illustrates the CWU’s proportionality activism for 2019-2020, specifically looking at Sex, Ethnic background and age. We have also included part time workers and representatives who hold multiple roles in the union.

The information that has been used is from our membership database which is provided by members and branches as such it is the most detailed statistics available but cannot claim to be one hundred percent accurate or complete.

The next report for 2020 – 2021 will be released later this year, which will expand on other union roles such as industrial representatives and the new regional structures brought in under re-design. This will provide a more comprehensive and detailed report of our activist make-up.

The department would like to thank branches for updating the OLS representative’s database 50% of branches have completed this exercise which is vital to improving the quality and accuracy of the information we hold. We would politely ask remaining branches that have not yet updated their database to do so by the end of March 2021.

Thank you in advance for your help and co-operation.

Any queries relating to this LTB should be directed to quality&education@cwu.org

Yours sincerely,

Kate Hudson
Head of Equality, Education & Development

21LTB 093 – Proportionality Data Interim Report

21LTB 093 – Diversity Activists Data 2020

RM/CWU Joint Statement for Additional Volumes Covid-19 Delivery of T24 Test

Kits & Sunday Delivery of Parcels

Dear Colleagues,

Branches will be aware, that through joint working and with the support of our members Royal Mail has played a key role in the delivery and return of Covid-19 Test Kits, which is an integral part of the Government’s response to the COVID-19 pandemic. Testing is a vital element of the National effort to combat the coronavirus which has required us to work at pace to adapt to changing demands from the Government in respect of initiatives.  One such initiative that has become available as the pandemic has infolded is the Delivery of T24 Test Kits, which enabled orders received from the NHS into Paragon sites and the collection/delivery through the core network on Monday-Saturday and across circa 340 units on a Sunday.

Further to previous Joint Communications RMG has now advised that they have been successful in winning further contracts which will increase the overall number of test kits delivered across the week. This is due to the recognition of all the hard work that many of our members have undertaken, in order to deliver what has truly been an exceptional service in extremely challenging circumstances.

Royal Mail has been informed that volumes are likely to significantly increase in the coming weeks. As such, there will be a requirement to revise the current operational plans to increase the number of services from Mail Centres direct to the Paragon processing sites, to ensure the processing of the items at Mail Centres has been reviewed and in turn the number of Primary and Satellite Hubs in which Delivery of T24 will take place.  Primary and Satellite Hubs (remote resourcing units) will be introduced in a pragmatic way, on a without prejudice basis and will be a subject of discussion as part of the Future Pipeline Review group activity.

Sunday Delivery of Parcels – “Capturing Market Opportunities”

In line with the Pathway to Change Agreement, Royal Mail and the CWU also jointly wish to capture potential new contracts, products and volume growth, including Sunday Direct Injection to support the additional COVID test kits and consolidate Sunday as an operational day. In line with the commitments within the agreement, it is agreed that the introduction of these additional Sunday deliveries and attendances will be on a voluntary basis.  All future resourcing models will be subject to further National discussion and agreement as part of the Future Joint National Pipeline

Review process and also evaluated in line with commercial forecasts and projections.

As a consequence of both of the aforementioned factors we have been in discussions with Royal Mail in regard to agreeing a National Joint Statement to enable the required activity. That document has now been concluded and endorsed by the Postal Executive and a copy is attached for your information.

In summary the Joint Statement contains the following elements:

• Recognises in relation to operational arrangements that both parties understand that in line with ‘The Pathway to Change Agreement’ revision activity is currently taking place through National Network Review, National PAD Revisions, National, Realignment Activity in Mail Centres and RDCs and Table Top and Structural Revisions in Delivery, all of which will need to consider any associated impacts as a result of this development.
• Ensures full involvement of the CWU and that all activity will be undertaken on a joint basis by utilising Local Joint Working (LJWG) approach for each Mail Centre catchment area, to ensure that cross functional working is adopted.
• Outlines the Processing and Delivery requirements in relation to operational arrangements.
• Maintains the commitment to retention on the core Delivery network of Monday to Saturday test kits.
• Provides a Resourcing Menu of Options to provide assistance, which include but are not limited to the following:

• Use of hybrid duties performing core delivery and LAT parcel deliveries
• Use of hybrid duties performing collections & LAT parcel deliveries
• Opportunity for P/T employees to increase their contractual hours
• Creation of Innovative Duties as part of current revision planning
• Use of new duties and/or new recruits
• Use of contracted Scheduled Attendances in line with current agreements
• Review of existing Scheduled Attendance
• Use of agency staff where there are insufficient volunteers and the options listed above have been exhausted

In addition to the above full consideration needs to be given in the circa 500 Units who are currently taking part in either Table Top or Structural Revision activity to the additional workload within the revision and duty planning process in line with the full options above.

In order to assist with the planning of these additional workload National Joint guidelines will be developed and agreed. Given the short timescales for the launch of the Sunday delivery of parcels and the further ramp up of the various Covid test kit initiatives, it may be necessary for the resourcing arrangements initially put in place to be temporary until the revision activity as outlined above is deployed within these units.

Any queries to the content of the above please contact: Deliveries: Outdoor Department email address: njones@cwu.org, quoting reference: 600 or

Processing/Area Distribution: Davie Robertson, Assistant Secretary email: shayman@cwu.org, quoting reference: 014.14

Yours sincerely,

Mark Baulch
CWU Assistant Secretary

Davie Robertson       
CWU Assistant Secretary

LTB 091/21 – Sunday Working CV19 Test Kits

RM_CWU JS Additional COVID Kits and Sunday Products_CWU March_21_FINAL

Annex_A_Ops design_slides_FINAL

Copy of ANNEX_B_ Sunday hub list_FINAL

Royal Mail Group Re-Organisation and Job Cuts – Safety, Health and Environment Team New Structure From 1 April 2021:

Branches will recall that at the end of June 2020, the Royal Mail interim Chairman Keith Williams and interim CEO Stuart Simpson announced a cost-cutting plan involving cutting 2,000 management jobs by March 2021, making savings of £130 million. The company’s front line postal workers would not be affected by the cuts.

The sweeping changes in effect resulted in a 50% cut in senior directors and high level managers with a 25% cut in lower managerial grades. The Health, Safety & Environment Department wrote to the interim CEO expressing concerns regarding the impact on health and safety management in Royal Mail Group as successive re-organisations and management downsizing exercises had seen the RMG Safety, Health and Environment Team shrink from circa 150 in 2012 to 75 by 2020 (see copy of letter attached). Nevertheless, the SHE team has taken a further hit with regard to job cuts and after a significant wait, we have now received details of the new SHE Team Structure with its reduced resources (see attached).

The obvious and significant changes are that the dedicated Parcelforce and Logistics/ Distribution Heads of Safety and their teams are removed. The number of SHE Advisors are reduced and the size of their constituency areas (geography) are significantly increased plus each SHE Advisor will cover all units, from all parts of the organisation that fall within their patch e.g., Royal Mail, Parcelforce, RMSS, Logistics/Distribution RDCs, VOCs, International etc.

A SHE Business Partner in the South will also cover National Level Logistics/Distribution and International. A SHE Business Partner in the North will cover RDCs and Parcelforce.

A number of the existing RMG SHE Team will either be leaving the business or changing their job roles towards the end of this month.

Details of the new SHE Team Structure are attached. This covers all the health and safety contacts within the RMG Compliance and Sustainability Team with the exception of the RMG Security Team which also falls under Shaun Davis RMG Global Director Compliance and Sustainability.

Attachments:

• RMG SHE Team Structure 2021
• Letter to interim RMG CEO dated 04.08.2020

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 089/21 – Royal Mail Group Re-Organisation and Job Cuts – Safety, Health and Environment Team New Structure From 1 April 2021

Letter to RM Temp CEO Stuart Simpson 04.08.2020

RMG Compliance and Sustainability SHE Team 2021

Royal Mail Group – Latest Updated Coronavirus/Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 84)

I attach for your information Version 84 of the Royal Mail Group, Managers’ Coronavirus/Covid-19 Frequently Asked Questions and Answers Guidance document, issued by the business on 1 March 2021.

At the commencement of the Coronavirus/Covid-19 outbreak, Royal Mail Group established a ‘Business Pandemic Team’ which includes all national heads of department and this team meets regularly to review the situation across Royal Mail Group and to issue update Questions and Answers information communications to all managers, which is cascaded throughout the business.

The Coronavirus Guidance, version 84 Q&A document has been shared with the Union’s Health, Safety & Environment Department and is hereby circulated for information and reference purposes for CWU Regions, Health and Safety Reps, Branch Reps and Divisional IR Reps.

The Q&A documents are circulated to all RMG managers and are also available to access through a link on the Royal Mail Group ‘Intranet’, in the ‘Managers Update Messages’ section.

Please note that when update changes and additions are made from the previous versions, they are normally highlighted in ‘Yellow’.

Some recent important additional Questions and Answers of interest are:-

PAGE 9

Q: What advice is available for first aider’s who may need to respond to a patient with/without coronavirus symptoms? 

As advice may change based on increasing experience in the care of patients, First Aiders should consult the advice of St John Ambulance, Public Health England and the Resuscitation Council for advice on how to administer treatment. lf maintaining 2m distancing is not possible and/or First Aiders want to wear a mask, these should be requested through their line manager. Managers should ensure that all First Aiders have been informed and, where required, given access to the resources above.

PAGE 9

Q: Is there any specific guidance for pregnant women?

The general guidance for pregnant women is the same as everyone else e.g. regular hand washing, use of face coverings and social distancing however all pregnant women should have a New and Expectant Mothers Risk Assessment completed which will need to be regularly reviewed and if there are any changes in risk then the controls should be updated accordingly.

Pregnant women have been included in the list of people at moderate risk (clinically vulnerable) as a precaution because they can sometimes be more at risk from viruses like flu – It’s not clear if this happens with coronavirus but because it’s a new virus, it’s safer to include pregnant women in the moderate-risk group. According to the NHS there is no evidence that pregnant women are more likely to get seriously ill from coronavirus. Any concerns should be reported to a midwife or maternity team immediately – full NHS guidance is available here.

PAGE 10

Q: The Local Area Health and Safety Representative has requested to visit my office to complete an inspection, can I allow them to visit?

Yes, the CWU and Unite officers have a legal right to visit any premises where their members are working. CWU and Unite/CMA Area Health and Safety Reps have a statutory entitlement to carry out Health and safety inspections and investigations and it is a legal requirement that the company facilitates such visits to Units. These visits can and will continue during Covid-19 T4/T5 Lockdown with ‘Covid-Secure’ protocols and standards (Hands-Face-Space) followed at all times. Units may also receive unannounced visits from HSE and Local Authority EHO.  The SHE team have developed a joint inspection form with the union that reps will follow when on site to help ensure we are maintaining the same standards across our estate.

PAGES 3/4/5

Q: Will Royal Mail be providing face masks? 

It has been mandatory for all colleagues to wear a face covering in all Royal Mail Group indoor workplaces from Monday, 9th November 2020. We also support and actively encourage the use of face coverings in all outdoor settings to keep our colleagues and customers safe. Face coverings do not replace other preventative measures, i.e. increased hand hygiene, social distancing, increased cleaning, etc, which must remain in place.

A move to mandatory face coverings in all indoor workplaces strengthens the existing preventative measures already in place to protect you and others from coronavirus and supports our risk management strategy which we are responsible for under health and safety legislation. This is a view shared by regulatory bodies such as the Health and Safety Executive and many local authorities. We have already seen some excellent examples where indoor workplaces are wearing face coverings and uptake has been good.

Royal Mail is providing branded reusable face coverings for operational colleagues to reduce the impact on the environment and for colleague comfort. These are being delivered direct to operational units. Line managers should distribute them to each individual employee. Disposable masks will still be available for those who prefer to wear them and for our casual employees.

Full face mask and face covering guidance is available via the Royal Mail Portal on the page.

Posters to display this requirement are available on the SHE Coronavirus Document Library –Posters.

While working outside of RMG premises in indoor places where social distancing may be difficult and where you will come into contact with people you do not normally meet e.g. public buildings, business receptions, blocks of flats it is recommended that face coverings are worn.

The law provides discretion to people who have a health condition, a disability and other groups. These will not always be visible, so staff should continue to serve all who enter CSPs, including those not wearing face coverings.

Q: There is someone in my office who cannot wear a face covering for medical or other reasons what should they do? 

We recognise that some employees are unable to wear face coverings for medical or other reasons, and that they are not practical to wear for some activities in certain job roles, e.g. in a call centre where full social distancing measures are in place.

Managers should request evidence of an exemption and can keep records that employees have met the criteria for the exemption but should not record the specific reason as this is not necessary, even if the employee shares this with the manager. Ideally a letter from the GP confirming the employee has a valid exemption reason is sufficient. Employees with an exemption certificate which can be printed off from various online sites or employees wearing a sunflower lanyard still need to present evidence for managers to review.

Speak to your line manager if you have questions or concerns.

Wearing the Hidden Disabilities Sunflower lanyard discreetly indicates to people around you including staff, colleagues and health professionals that you may need additional support, help or a little more time. Not all disabilities are visible – some are hidden and not immediately obvious, such as learning difficulties, mental health as well as mobility, speech, visual or hearing impairments. Living with a hidden disability can make daily life more demanding for many people, but it can be difficult for others to identify, acknowledge or understand the challenges you face.

The sunflower lanyard is only intended for people with a hidden disability or an underpinning health condition. It is not for just general use if you cannot wear a face covering. 

For those people with a hidden disability or underpinning health condition wearing the Sunflower is entirely a choice. 

The Sunflower lanyard can be requested via line managers who can order via the an excel form here and then e-mailing it to uniform@royalmail.com. Requests will be collated daily and despatched via our network. Please note there is a seven working day lead time, therefore lanyards will be available from w/c 30 November. These lanyards will include an auto release safety clip, employees wearing their own versions will need to ensure they meet the same standard.

Employees may wear similar identification to make it clear they are subject to medical or other exemption to wearing a face covering. The web page gives further detail on this. https://hiddendisabilitiesstore.com/, other options are available.

Q: Can I wear a visor instead of a face covering? 

Existing PHE guidance has been updated with additional guidance on use of face visors, which advises that a face visor or shield may be worn in addition to a face covering but not instead of one. This is because face visors or shields do not adequately cover the nose and mouth.

For those with an exemption to wearing a face covering and who can/are currently wearing a face visor or shield, you should continue to wear the face visor as this offers more protection than wearing nothing.

Q: What are the washing requirements for the reusable face coverings issued? 

Face coverings can be hand washed or washed in a washing machine at 60 degrees (not 30 degrees as per packaging) for up to 30 washes. Do not dry clean the face coverings or use fabric conditioner as these can leave residues on the materials which should not be breathed in. It is important to wear a clean face covering each day and to change it during the day if it becomes wet.

Q: Where can I order extra Royal Mail reusable face coverings?

Units can order extra face coverings from the web site: https://store.paragon-cc.co.uk/rm-stationery. There is a limited supply of additional face coverings available and they will be prioritised to operational units. Any non-operational employees can request a face covering via the above link (subject to availability) or at the unit they are attending if they are unable to work from home.

Q: How has Royal Mail selected the branded reusable face covering? 

Face coverings alone will not protect people from contracting the virus. They can help to reduce the risk of infection and are an additional tool that will help to control the spread of it. The face coverings provided by the business are sufficient to help reduce the spread of the virus within the workplace but they must not lead to a relaxed attitude to hand washing and social distancing. The government guidance has been clear throughout the pandemic that PPE should be reserved for medical use and for work tasks where protection from dust, chemicals and other contaminants is necessary. Face coverings, whilst not expected to meet PPE standards, play a valuable role in reducing transmission of coronavirus in the community.

The face coverings comply with UK’s General Products Safety Regulations 2005 and they have certification for suitability of the fabric for wearing over the nose and mouth. As they have not been supplied as medical grade the manufacturer has used their standard non-medical description on some of the documentation. They have three layers of fabric. Two layers are tightly knitted cotton and a further layer contains SilvaDur antimicrobial treatment. Two or three layers of tightly woven fabric have been shown in studies to be highly effective at filtering out the virus, equivalent to surgical mask standards. When wearing the face coverings it is easy to feel the resistance to air flow through them when compared to many other face coverings.

Q: What examples of evidence will employees have as proof of exemption for not wearing a mask? 

In considering the approach for exemptions. In many cases, employees with an existing health condition will have appropriate medical correspondence, such as hospital letters, consultant letters, NHS letters or appointment cards, OH reports, documented conversations with managers about their condition, e.g. welcome back meetings, rehabilitation plans, attendance reviews, which can be provided as evidence, with the specific condition hidden/redacted (e.g. by an appropriately placed post-it note or using a marker-pen) if the employee chooses. Given the many examples of evidence an employee will likely have, we do not foresee that many employees will be unable to share evidence. In many cases the manager will already be aware of an employee’s condition.

Q: Will Royal Mail be paying employees for proof of their exemption for wearing a mask and any time off incurred to attend doctor’s appointments? 

If employees do not have any current or existing evidence (see above examples) of their exemption and an employee advises that a GP fee is going to be involved, then the manager should contact Advice & Support on 0345 6043657. Our aim is to avoid any incurred charges for employees and identify other options. GPs are conducting consultations via phone or web-based option, letters are routinely emailed to patients or are posted if an employee does not have an email address. We do not foresee an employee being offered a face to face appointment and requiring time off and, more importantly, as stated we are looking to identify options of evidence that do not involve the GP or any charges.

Q: Will Royal Mail be offering an Occupational Health referral for anyone who is exempt from wearing a face covering? 

Employees can discuss any concerns with their line manager. Managers should contact Advice & Support for advice. If Advice & Support believe that an OH referral is appropriate, they will advise the manager.

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Q: Will time off be granted to attend for vaccine appointments? 

Where possible, colleagues should try to arrange appointments to receive the vaccine outside of working hours; though we do understand this may not be possible. Due to the exceptional circumstances of this pandemic and the importance to both our colleagues and Royal Mail in them receiving the vaccine, managers should support employees to attend their vaccination appointment. This may mean providing time off for colleagues to attend appointments during working hours.

NOTE: Please also note that these Q & A documents are ‘Royal Mail Group’ advice documents and not all of the contents are agreed with the CWU.

Contents List:

1. HEALTH

1. Prevention
2. Self-isolation, testing and reporting
3. Cleaning and consumables
4. Travel
5. Support and advice
6. POLICY 

1. General guidance
2. Travel/and annual holiday
3. Caring for dependants
4. Sick pay
5. Attendance process
6. Vulnerable employees
7. OPERATIONAL

1. General Ops advice
2. NHS testing kits
3. Operational processes and reporting changes
4. Delivering and collecting from customers
5. Fleet and vehicles
6. ADVICE FOR CUSTOMERS 

Any enquiries to this LTB or feedback on the RMG Q&A document should be directed to Dave Joyce CWU National Health, Safety & Environment Officer. Issues received in connection with the attached which are appropriate to other CWU/HQ Departments will be passed on the appropriate National Officer.

Attachment:

• Coronavirus Guidance Questions and Answers V84

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 088/21 – Royal Mail Group – Latest Updated Coronavirus Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 84)

Coronavirus Guidance Questions and Answers v84

Dear Colleagues,

Royal Mail Group (SHE) Safety Flash (FY21 003) – Tops 2000 (T2K) Large Flats Sorting Machines – Safe Removal of Jammed Trays From Stopped Machine: (Serious ‘Near-Miss’ & Machine Damage Incident Occurrence When Machine Operator Attempted To Remove A Jammed Tray From a Moving Machine)

Introduction and Background:

An urgent ‘Safety Flash’, number FY21 003, has been issued by the Royal Mail Group Safety, Health and Environment (SHE) Team (copy attached), following a recent accident ‘near-miss’ incident in a Mail Centre when a tray jam was dealt with incorrectly and dangerously, risking injury to the operator and other staff, plus causing actual extensive damage to the machine.

Description of the Incident and Key Issues:

A tray jam occurred on a Tops 2000 (T2K) Flats Sorting Machine which the machine operator attempted to remove/reset without stopping the machine carousel as is required in the Safe Working Instruction. This resulted in an accident ‘near-miss’ and the letter trays becoming dislodged with significant damage caused to the machine – risking injuring other members of the workforce.

The Issue, Impact and Effect:

Occasionally the Tops 2000 machine will report a full tray output jam from the sorter carousel (full tray not ejected & orange light comes on). The carousel will continue to operate normally although the full trays will not be ejected from the machine.

Attempting to remove and reset the jammed tray without stopping the machine, as happened in this case, risks serious personal injury to the operator and others and can cause significant damage to the machine, as occurred on this occasion.

The operator failed to follow the correct safe system of work procedure which is to stop the carousel and remove/reset the jammed tray using the ‘helping hand’ ‘grabber tool’ only once the machine has come to a full stop.

Key Management Activities and Learning Points:

• Brief staff that an incorrect and unsafe jam removal took place, reminding all machine operators on importance of stopping the machine carousel before clearing jams to avoid future accidents and failings.
• Print and brief machine operators on the Safety Flash – undertake SMAT sampling.
• Ensue that the November 2019 WTLL article ‘Removing Jammed Trays in Sorter Carousel on T2K’ has been briefed to all relevant machine operators.
• Display the Safety Flash on the office SHE Notice board.

Attachment:

• Copy of RMG SHE Safety Flash FY21 003 – T2K Operator Tray Removal

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 087 -Royal Mail Group (SHE) Safety Flash (FY21 003) – Tops 2000 (T2K) Large Flats Sorting Machines

SHE Flash FY21 003 T2K Operator Tray Removal

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