Royal Mail Group – Latest Updated Coronavirus/Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 87)

I attach for your information Version 87 of the Royal Mail Group, Managers’ Coronavirus/ Covid-19 Frequently Asked Questions and Answers Guidance document, issued by the business on 27 May 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 87 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, Divisional IR Reps and members.

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.

Update Changes and Additions From Previous Version:

Please note that when update changes and additions are made from the previous version, they are normally highlighted in ‘Yellow’ and the update changes in this version No. 87 are in summary as follows:

On page 10 – the question and answer on RMG on site Gym Closures has been deleted due to Government rule changes.

On page 13 – the questions regarding Covid-19 Lateral Flow Device Rapid Tests ‘Ethylene Oxide’ sterilisation process has been updated.

On page 24 – the Driver Training and Coaching through Pertemps and ADCs link has been added/updated.

RMG Covid-19 FAQ’s V87 Contents List:

1.HEALTH

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

2.POLICY 

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

3.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

4.ADVICE FOR CUSTOMERS 

Enquiries:

Any enquiries regarding 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 V87

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 222/21 – Royal Mail Group – Latest Updated Coronavirus Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 87)

Coronavirus Guidance Questions and Answers v87

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Joint Statement On: Zero Emissions Vehicles In Delivery Offices Including Bristol ECDO – Route To Zero Emissions

Branches will recall LTB 509/19 issued on the 23^rd August 2019, under the title of Joint Statement on Optimise Prime – Road to Zero Emissions.

This document was circulated by ourselves advising that Royal Mail had purchased 130 Mercedes eVitos and 60 EV Peugeot Partners Electric Vehicles for introduction, on ‘like-for-like replacements’ of diesel engine, time expired vehicles.  Both Peugeot and Mercedes provided their own telemetry connect box free of charge, for a 3-month period that was subsequently retro fitted into the 60 new EV Peugeot Partners. The 130 Mercedes eVitos had their own telemetry devices installed on the production line as part of their standard specification which operates in the same way as the Peugeot telemetry boxes, via a dashboard.

Branches may also be aware that the UK will host the delayed UN Climate Change Conference of the Parties, commonly referred to as COP26 in Glasgow on 1^st to 12^th November this year. The new CEO in Royal Mail (Simon Thompson) has consistently promoted his desire to tackle harmful emissions and to indicate to the market an acceleration towards the goal of the Paris Agreement on climate change. The original intention was to make wholesale changes to the Fleet in Glasgow to align with the conference but given the vehicle mix, this desire proved to be problematic. Therefore, Royal Mail have now submitted an ambitious plan to create the first zero emission Delivery Office as part of their announcements to the financial Market on the 27^th May 2021.

The office where the EVs are to be deployed will be Bristol East Central BS1 1AD (who already have a fleet of 23 vehicles) which will be changed on a ‘key for key’ basis suppling them with 6 EV Partners, 12 L2 EV Experts and 5 L3 EV experts (volume capacity upgrade). Crossover training is in the planning stage and is due to commence upon arrival of the new vehicles but will nevertheless commence via the use of two EVs supplied from the current fleet in Bristol South, which will be deployed for training purposes only and not as an addition to the fleet size in Bristol East.

The new Peugeot’s will have Trimble fitted post arrival as a short-term measure until a review of their own telematics has been completed. All new EVs will also have the acoustic vehicle alerting system (AVAS) installed as part of the manufacturers specification.  Members will recall that such a system provided an audible safety warning to pedestrians, cyclists and other road users.

The new vehicles will not form part of the Optimise Prime project but will be ‘smart’ charged and can be operated remotely over the air with two preferred options to examine:

1. Down dialling the amps charged instead of 32 amps as there is the potential to reduce to 16 amps which draws less power but takes slightly longer to charge.

2. There is also the ability to remotely programme the charging posts to commence charging at different times in order to spread the load and mitigate any impact on the grid i.e. not all between 3pm and 5pm.

There will be full CWU ASR involvement to determine and agree safe installation of charging posts including all relevant documentation, Risk Assessments and subsequent Safe System of Works. In addition, any operational issues that arise because of the introduction of these vehicles will be jointly resolved with the full involvement of the relevant CWU Representatives and in line with the IR Framework where necessary.

Part of the trials and introduction of Electric Vehicles will include a training package for RM Fleet Workshop Technicians on the vehicles including the HV (high voltage) components and safety precautions. Drivers will be trained via ‘change-over’ vehicle appreciation and awareness training sessions along with ongoing support.  All other aspects of the original Joint Statement will continue to apply to these new vehicles as part of the growth in EVs. We have also committed Royal Mail within the National Joint Statement to full CWU National involvement for the future rollout of electric vehicle within the delivery function.

Any enquiries in relation to this LTB should be addressed to njones@cwu.org quoting reference: 300

Yours sincerely,

Mark Baulch                                                                                                    

CWU Assistant Secretary

LTB 221/21 – Zero Emissions Vehicles In Delivery Offices Including Bristol ECDO

JS – on Zero Emission Delivery Office Bristol ECDO_ (003) – Final

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CWU/RM – Joint Communication – Collection Revisions Update & Supporting Materials

Further to LTB 157/21 dated 12^th April 2021 which detailed the National Joint Statement for Future Collections Activity including the 2nd Hour SWW Introduction. 

As indicated within the previous correspondence RM and the CWU have been in discussions to review all aspects of the Collections Revision Process and all associated supporting materials, as such we have now agreed the following Joint Communication:

• RM/CWU National Collections Revision Guide (2 x Documents, Planner & Unit Led) attached to LTB as Annexes A and B.
• Planner & Unit Led Revision Checklist/Documentation List (including all embedded documents) including Model Agreement Sign Off – will be added to the CWU share point via the below link in coming days and further information will be circulated once finalised:

https://www.cwu.org/reps/dr-share-point

• Collections SWW Planning Guide – attached to LTB as Annex C.
• Area data packs listing postboxes that have been identified to move to Collection on Delivery – this supports the 3 year flightpath set out in the Joint Statement issued on 12^th April and will be circulated separately to CWU Divisional Representatives for sharing due to file constraints.

Any issues concerning the interpretation, application and/or deployment of the activity and the Collection Revision Process should be raised with the respective departments. The CWU members of the Collections Joint Working Group led by Tony Bouch & Martin Walsh PEC Members, remain available to provide support and guidance to Branches and Representatives.

Any enquiries in relation to this LTB should be addressed to:

Processing/Distribution: Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org quoting reference number 714.14

Deliveries/Collections: Department, reference, email address: outdoorsecretary@cwu.org quoting reference number 555

Yours sincerely

 Mark Baulch                                                   Davie Robertson       

CWU Assistant Secretary                                    CWU Assistant Secretary

 Attachments

• RM/CWU Joint Communication
• Annex A – Planner Led National Collections Revision Guide
• Annex B – Unit Led National Collections Revision Guide
• Annex C – Collections SWW Planning Guide

LTB 220/21

Annex A – RM_CWU Planner Led Collection Revision Guide – May 2021 v3.1_FINAL_Annex A

Annex B – RM_CWU_Local Unit Led Revision Guide_Joint_Final_Annex B

Annex C – Collections SWW 2021 unit planning guidance notes v1.0 FINAL_Annex C

JS Introduction for Collections Revision and Materials Final 20210521

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• Labour Party Conference 
• TUC Congress

Election of National Delegations 2021

• Labour Party Conference 
• TUC Congress

The NEC has agreed the 2021 election arrangements for the National delegations listed above. Accordingly please find attached the Election Regulations, Nomination Forms and Candidates Consent and Biographical Detail Form for these elections. 

Labour Party Conference – 2021

Please note that for the 2021 Conference the Labour Party have advised that to be eligible to be a delegate at this particular conference, nominees/applicants will need to have 6 months’ continuous membership as at 9^th July 2021.

Accordingly all nominees who joined the Labour Party after 9^thJanuary 2021 will not be eligible to be a delegate at the 2021 conference.

Additionally would branches please note that all nominees/candidates for the Labour Party delegation must complete sections B, C, D, E, F and H of the attached Labour Party Annual Conference delegate application form, and this must be attached to the candidate consent form which must be returned to CWU HQ by the closing date for CWU nominations. Please disregard the advertised closing date on the Labour Party Conference Application Form which is shown as 11 June 2021. The Labour Party have issued further guidance which extends the application date to 9^th July 2021.

The details of the Conferences are as follows:

• TUC CONGRESS: 12^th-15^th September, TBC
• LABOUR PARTY CONFERENCE: 25^th September-29^thSeptember, Brighton

Additionally branches are advised that the elections for the Labour Party Conference and TUC Congress 2021 will be conducted using revised arrangements, a summary of which is set out below: 

Election Timetable 

It is necessary for the election timetable to be significantly 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.  

Dispatch and Return of Nomination Forms to CWU HQ

Nomination forms will be sent to branches electronically (attached to this LTB) and it will be our intention to set up a specific dedicated election email address where branches should return completed nomination forms to.  The details of this will be included on the nomination form.

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 respective constituency based voting papers will be sent by email direct to branches at the email address which we hold on file.  Branches should return the completed voting papers by email to the advertised CWU election email address.  Notification will be sent to branches confirming receipt of the voting paper, however it will the responsibility of the branch to ensure that voting papers are returned to the correct email address.

To be included in the ballot voting papers will need to have been returned by the advertised closing date and time.  

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.

The Timetable for the elections is:

Nominations open:  27 May 2021

Nominations close:  17 June 2021 (14:00)

Despatch ballot papers:  23 June 2021

Ballot closes:  7 July 2021 (14:00)

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

21LTB219

Election Regulations Labour Party & TUC Conf 2021

LP Nomination Forms 2021

LP Affiliate Delegate Application Form 2021

LP Candidates Biographical Detail and Consent Form

TUC Nomination Forms 2021

TUC Candidate Biographical Detail & Consent Form

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TUC LESE Race Relations Committee Open Meeting: Justice4Grenfell and TUC Anti-Racism Taskforce Update Zoom online Wednesday 23 June 2021, 5.30pm – 7.30pm 72 seconds moment of silence

Nabil Choucair and Yvette Williams MBE, Justice4Grenfell (J4G) – Campaign Update J4G is a community-led organisation, focused on the long-term goal of obtaining justice for the bereaved families, survivors, evacuated residents and the wider local community, collaborating with representative organisations.  Lester Holloway, Policy Officer: Anti-Racism, TUC Equality and Strategy Department – TUC Anti-Racism Taskforce Update  Lester has a background in policy and anti-racism including spells with Runnymede Trust, Operation Black Vote and The 1990 Trust. He was previously an activist and executive member at the Anti-Racist Alliance, and was news editor at The Voice, and editor of the New Nation newspapers. He was also a founder member and secretary of the National Association of Black, Asian and Ethnic Minority Councillors. Lester joins from CLASS (Centre for Labour and Social Studies), a union-supported think-tank. Sean Taylor, Song Tribute to Grenfell   This meeting is supported by LESE Race Relations Committee   Please register: lese@tuc.org.uk / 020 7467 1220

TUC LESE Pensioners’ Network: Mental Health Discussion Zoom online   Tuesday 15 June 2021, 1pm – 3pm Guest Speakers:  SpeakUp SpeakUp on mental health are a professional team of licensed Mental Health First Aid trainers that offer programmes to support workers positive mental wellbeing. With experience of working across trade unions, SpeakUp was established with the ambition to have a mental health voice in every workplace. We believe voices open doors and breakdown barriers.  Dr Jitka Vseteckova, Senior Lecturer Faculty of Wellbeing                                  Dr. Vseteckova’s role with the Faculty of Health and Social Care in the Open University is multi-faceted and enables her to be involved in research, teaching, supervision, and external collaborations. She is also the lead on Ageing Well Public Talk Series Please register: lese@tuc.org.uk / 020 7467 1220

ROYAL MAIL: PATHWAY TO CHANGE AGREEMENT- CUSTOMER EXPERIENCE -DELIVERING THE SHORTER WORKING WEEK

I am pleased to advise Branches that following detailed negotiations with Customer Experience we have reached an agreement for the introduction of the Shorter Working Week which will take effect from Monday 28^th June.  Our part-time CE members will also benefit with a commensurate increase in their hourly pay rate from the same date.

The following Joint Statement has been agreed:

Dear Colleague,

Pathway to Change Agreement – Delivering the Shorter Working Week and Enhancing the Customer Offer

Customer Experience and CWU are working together in developing key business policies, mutual interest solutions and a new culture, which is at the core of the commitments contained in our National agreements, including the Key Principles Framework Agreement (Pathway to Change).

We will be reducing the working week from 34hrs down to 33hrs and we expect this to be achieved through 15-30mins alterations to duty start / finish times and work is already underway to implement this.  We would also like to confirm that c.260 part time employees will benefit from a commensurate increase in their hourly pay rate.  It is expected that this change will take effect from Monday 28 June.

To enable the Shorter Working Week and acknowledging changing customer demand and behaviours, we have agreed a roadmap of changes which follow joint consideration of our resourcing challenges and the need to enhance our customer offering, with flexibility being key.  These activities are important in delivering a broader plan to meet the objective of delivering a better and enhanced service to customers.

Change of any kind takes time to fully discuss and agree, and we are both committed to driving transformation that benefits both the customer and you.  We must continue to change and adapt, and we believe our plans will strike a good balance between improving your Terms and Conditions and focussing on our customers’ changing needs.

As our discussions move forward, we will communicate more key updates. Once again, thank you for your continued efforts and dedication in helping to deliver for our customers every day.

With best wishes

Susan Howlett                                                      Andy Furey  

CE Director                                                           CWU Assistant Secretary

High level negotiations linked to the Pathway to Change agreement are ongoing with regards to a better customer offer which includes extended opening hours across our Customer Experience sites.  Regular engagement with our CE Reps is taking place regarding these talks, with our Reps fully involved via the creation of six Joint Working Groups and they will therefore have the opportunity to influence the outcome.  Further details will be provided once we have an agreed way forward; however the principle of extended opening hours is established.

Yours sincerely

Andy Furey

Assistant Secretary

LTB 217/21 – Royal Mail – Pathway to Change Agreement – Customer Experience

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• Postal Standing Orders Committee
• Telecoms & Financial Services Standing Orders Committee

Election of National Representative Positions – 2021

• Postal Standing Orders Committee
• Telecoms & Financial Services Standing Orders Committee

The NEC has agreed the election arrangements for the National positions listed above.  Accordingly please find attached the relevant election regulations, appendices and nomination forms.

In accordance with the CWU policy of improving proportionality at all levels of the union branches will wish to note that Women and BAME quotas have now been included in the composition of the Standing Orders Committee positions.

Additionally branches are advised that the elections for the SOC in 2021 will be conducted using revised arrangements, a summary of which is set out below:

Election Timetable 

It is necessary for the election timetable to be significantly 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.

 Dispatch and Return of Nomination Forms to CWU HQ

Nomination forms will be sent to branches electronically (attached to this LTB) and it will be our intention to set up a specific dedicated election email address where branches should return completed nomination forms to.  The details of this will be included on the nomination form.

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 respective constituency based voting papers will be sent by email direct to branches at the email address which we hold on file.  Branches should return the completed voting papers by email to the advertised CWU election email address.  Notification will be sent to branches confirming receipt of the voting paper, however it will the responsibility of the branch to ensure that voting papers are returned to the correct email address.

To be included in the ballot voting papers will need to have been returned by the advertised closing date and time.  

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 will be as follows:

Nominations Open:               26 May 2021

Nominations Close:               23 June 2021

Ballot opens:                           30 June 2021

Ballot closes:                           28 July 2021

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

LTB 214/21

SOC Regulations 2021

Nomination Forms SOC 2021

Candidates Biograhical & Consent Form

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Additional Deployment of Parcel Sorting Machines (PSM’s) in Mail Centres

Branches and representatives will be aware of previous activity relating to the deployment of Parcel Sorting Machines (LTB’s 355/18 and 267/19 refer).

For your information the department has now been made aware of a managerial brief that has been issued by the business relating to authorisation for the further deployment of PSM’s across the Mail Centre Network, in addition to the 4 currently in advanced planning or under construction as part of Phase 2a.

The brief outlines that the Royal Mail Group Board has approved the investment for a further deployment Phase (2b) including nine PSMs in eight Mail Centres, with the contract now signed with Solystic (the manufacturer).

The provisional Mail Centres included in the plan (in alphabetical order) are:

·       Cardiff	·       Northern Ireland*
·       Croydon	·       North West Midlands**
·       Edinburgh	·       Romford
·       London Central	·       Southampton

A copy of the full managerial brief is attached for your information.

As with the previous phases of the PSM deployment program the final decision on where to deploy the PSMs has sat solely with the business.  On the basis of that decision at the end of this phase of the project, c32 PSM’s will have be deployed.

The Parcel Automation Joint Working Group will continue to monitor the activity to ensure that it is fully in line with the agreed framework (attached LTB 355/18). Any issues that cannot be resolved at the Joint Working Group level will be escalated to the National Processing Group (NPG).

The department is aware that the latest deployment plan will be disappointing to those Mail Centres who have not been included in this phase of activity and do not yet have a PSM.   Royal Mail continue to provide commitments that further phases will look to introduce Parcel Automation to all Mail Centres

The policy of the department on all future Parcel Automation is to secure solutions that enhance the ability to grow parcel volumes while protecting all of our current processing sites. The department continues to pursue this agenda with the business via discussions in relation to the Pathway to Change agreement section Enhancing the Parcels Network, Opportunities for Growth and Developing a 24/7 Operation.

Any enquiries in relation to this LTB should be addressed to:

Processing: Davie Robertson, Assistant Secretary, email: shayman@cwu.org quoting reference number: 732.01.

Or

Engineering: Carl Maden, Acting Assistant Secretary, email: khay@cwu.org quoting reference number: 420.

Yours sincerely

Davie Robertson                                                   

Assistant Secretary                      

Carl Maden                               

Acting Assistant Secretary

LTB 218/21 – Additional Deployment of Parcel Sorting Machines (PSM’s) in Mail Centres

Attachment 1 – LTB 355/2018

Attachment 2 – Phase 2b WTLL initial briefing final

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