Royal Mail Group – Severe Weather Guidance Updated Version (v2.3)
Dear Colleagues,
The purpose of this LTB is to advise Branches, Representatives and members alike of an updated version of the RMG Severe Weather Guidance, which reflects previous and ongoing discussions held with Royal Mail to date.
As a means of background, we have been in discussions with Royal Mail on seeking enhancements to its overall Severe Weather Guidance, which is the Royal Mail Group’s primary safety document designed to address all-year-round severe weather conditions, but with recent focus obviously covering the ongoing spell of extreme heat.
Whilst updated versions of the Severe Weather Guidance have been issued to CWU Safety Reps during this period of discussions to ensure enhancements made are communicated at the time, and following the former RMG Severe Weather Guidance (v1.0) issued last year. For direct reference, please find attached to this LTB the latest version of the guidance.
All Representatives (both Safety and IR) are encouraged to make themselves familiar with the full details of this Severe Weather Guidance, but particular attention is drawn to the following details:
- The Severe Weather Guidance covers all operations, functions, and business units and should be used by all managers who have line manager responsibility.
- The guidance supports Royal Mail’s duties under the Health and Safety at Work etc, Act 1974, and the Management of Health and Safety at Work Regulations 1999, which require the assessment and control of risks arising from severe weather conditions, including extreme heat.
- The guidance is clear on the matter of CWU Workplace Safety Representatives (WSRs) and Area Safety Representatives (ASRs) consultation around severe weather assessments, including involvement in the severe weather twice-a-year preparation checklist activity.
- It outlines the inclusion of UK Health Security Agency (UKHSA) Alerts as part of the overall Severe Weather Guidance.
- It confirms the need and requirement for advanced and individual support for members at increased risk due to extreme heat, alongside outlining an initial list of examples of such groups of individuals.
- It confirms that all managers who have line manager responsibility should subscribe for email notifications from both the MET Office and UK Health Security Agency (UKHSA).
- It confirms that a Severe Weather Manager Assessment (SWMA) and duty adjustments are required at the point of a UKHSA Yellow Alert in the case of heat, for members at increased risk.
- It confirms that a SWMA and duty adjustments are required for all other members at the point of a UKHSA Amber and Red Alert, and MET Office Amber and Red Warnings, in the case of heat.
- It confirms that all managers who have line manager responsibility must brief staff when there is a UKHSA Yellow Alert and MET Office Yellow warning. It confirms that a Severe Weather Manager Assessment and duty adjustments are required at the point of a UKHSA Amber and Red Alert, and MET Office Amber and Red Warnings, in the case of other severe weather conditions. With the temporary stoppage of all outdoor activities in the case of a Red Alert/Warning against other weather conditions.
- It further confirms that in the case of all individuals who fall under the ‘Person Specifically at Risk’ process (disability, young person, new or expectant mother), the impact of all types of severe weather should be considered in their risk assessment.
- It offers a list of duty adjustments and controls applicable against different types of weather conditions and covers both indoor and outdoor working. It includes the provisions of additional breaks with workload adjustments to support these breaks being taken in the case of heat.
- It confirms that all managers who have line manager responsibility must communicate to staff what they need to do during the period of severe weather and keep a record of what was briefed.
- It confirms the need to make staff aware that they need to apply Dynamic Risk Assessments and are empowered to make decisions such as returning to their unit/not attempting to make a delivery or collection at a given location/s, in severe weather conditions.
- The guidance confirms that in the case of RED Warnings/Alerts from the MET Office or UKHSA, a national level urgent meeting will be held to review and agree further required actions.
- The guidance outlines that a central database will record all submitted Severe Weather Manager Assessments in the case of MET Office or UKHSA Warnings/Alerts. This database will be shared with the CWU nationally for onward circulation to CWU ASRs to support confirmation of the mandatory application of these severe weather assessments.
- In summary, it confirms the direct requirement for an assessment and adjustment in working arrangements linked to the outlined levels of UKHSA and MET Office Alerts and Warnings. This means that when such levels of Alerts and Warnings are in place, risk reduction controls must be put in place locally and clearly communicated.
Whilst our discussions to date have resulted in enhancements to the former Severe Weather Guidance issued last year, our talks continue, in particular, in relation to the matter of Red MET Warnings and UKHSA Red Alerts covering heat, which remains an area of disagreement between us and RMG.
Accordingly, both parties have now agreed to escalate these discussions upwards with the aim of seeking to establish common ground on this point, but in the absence of any wider Health and Safety regulations covering a maximum indoor and outdoor working temperature.
It is hoped that the circulation of this most up-to-date version of the RMG Severe Weather Guidance will offer further assistance to Branches, our Representatives and members in dealing with this current and unprecedented spell of extreme heat, alongside other severe weather conditions going forward.
Any enquiries regarding this LTB should be referred to the DGS(P) Department, email address: Hford@cwu.org or ACorbett@cwu.org.
Yours sincerely,
Martin Walsh
Deputy General Secretary (Postal)
LTB 230-26 – Royal Mail Group Severe Weather Guidance Updated Version v2.3
SHE Huddle Message – Increased Risk In Extreme Heat_Severe Weather Guidance (v2.3)
CWU Eastern No5 Branch 
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