Post Office Ltd (POL) – 2020 ‘Free’ Flu Inoculation Voucher Scheme Offer To All Staff – Joint Campaign:

The Health, Safety & Environment Department at CWU headquarters has today received the finalised arrangements from Post Office Ltd, for their 2020 ‘Free’ Flu Inoculation (Flu Jab) Voucher Scheme offer to all POL staff and as in the past two years, it has been agreed that there will again be a joint campaign promoted by POL and CWU to encourage all POL members to accept and take up the offer.

The flu can be a painful viral infection for those infected. The UK public health authorities and the NHS estimate that the flu kills on average around 15,000 people across the UK annually. Anyone can catch the flu and spread it to others. Getting a flu jab is the best way to protect yourself, your family and your work colleagues.

The CWU is encouraging members to utilise the ‘POL Flu Jab offer’ which is now available to them ‘free of charge’ and can be obtained from leading high street pharmacies via an on-line voucher scheme this year. We therefore want to ask all our POL CWU reps to circulate this LTB to reinforce the message and remind all members how important a vaccination is this year, encouraging them to take up the offer, whilst also checking if they meet the criteria for a vaccination through the NHS.

POL’s initial plan for 2020 was to issue paper flu vouchers again, as in past years, however, due to concerns about availability of paper vouchers this year, POL has decided to switch to an ‘online voucher scheme’ for 2020. Some technical problems accessing the pharmacy booking page have slightly delayed the announcement but POL have informed CWU headquarters that the problems were resolved last Friday.

This scheme will enable all POL members to obtain a voucher and to book an appointment on line and then get a ‘Free of Charge Flu Jab’ at a high street pharmacy including Lloyds, major supermarkets and a number of independent pharmacies. The online scheme has been extended by POL and vouchers will now be available and redeemable until March 2021, rather than the original date of 31 December 2020.

POL Flu Jab Scheme briefings and communications have been sent out to admin and field teams, DMBs and Supply Chain. POL headquarters is asking managers to discuss the ‘Free Flu Jab’ scheme with their teams and obtain names and email addresses for the Health and Safety Team who are pulling together the programme with Optima Health. They will check again later this month to ensure that anyone who changes their mind or has been missed will have their details added to the list and will receive the online voucher code.

The POL ‘Free Flu Jab’ scheme has become very popular over recent years and last year there was a circa 60% take up by those members not normally eligible through the NHS.

In POL Supply Chain, larger populated sites will be visited by a nurse who will provide the vaccination to members on site. Dates are being provided to managers to share with members and posters will be displayed on noticeboards inviting members to book an appointment on a designated date.  Any members who are unable to book an appointment with the nurse will be offered the opportunity to request an online voucher. An email address will be requested so that a company voucher code can be sent with instructions on how to obtain a vaccine at a range of high street pharmacies.

For DMBs, branch managers have been asking members if they would like an online voucher for a flu vaccination. Members have also been asked to initially check whether they meet the criteria for a flu vaccination from the local NHS. If not, then DMB members can inform the branch manager that they would like to request a voucher from the POL Health and Safety Team. Branch managers have been asked to provide names with email addresses to the Health and Safety Team as soon as possible. A POL voucher code will be sent to e-mail addresses with a link to instructions on how to obtain the flu jab voucher.

The NHS Flu Vaccination Programme is being expanded throughout the UK this year, increasing the availability to additional groups of vulnerable people amongst the UK population in order to help protect vulnerable people and reduce the risks to people during the ongoing Coronavirus/COVID-19 pandemic. Members should therefore check with their GP surgery if they are eligible for an NHS free vaccination from their local NHS clinic, local pharmacy or GP surgery. The links below provide details from each of the UK’s government health minister’s plans to expand the NHS flu vaccination programme this year.

• England: https://www.nhs.uk/conditions/vaccinations/flu-influenza-vaccine/
• Northern Ireland: https://www.health-ni.gov.uk/news/flu-vaccination-programme-be-expanded
• Wales: https://gov.wales/wales-announces-largest-ever-flu-vaccine-programme
• Scotland: https://www.nhsinform.scot/healthy-living/immunisation/vaccines/flu-vaccine

Those members wishing to take up the offer, which we strongly recommend, should request a voucher from the Health and Safety Team by completing and submitting the online form as soon as possible. A POL voucher code will then be sent to the individual’s Post Office e-mail address with a link to instructions on how to obtain the flu jab vaccine. The Link is:- https://forms.office.com/Pages/ResponsePage.aspx?id=sks8ayZvr0WXs_3tKnpg-WBCzbVjOz9Hiij9ARkkOXZUMENYVVhORTVaR01HSEZXWkw1WEROMkZFTC4u

Further information can be obtained from: HealthandSafetyTeam@postoffice.co.uk

Any management enquiries should be directed to Martin Hopcroft Post Office Ltd Head of Health & Safety Email: martin.hopcroft@postoffice.co.uk

The attached poster/flyer is also being circulated within POL.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

20LTB500 Post Office Ltd (POL) – 2020 ‘Free’ Flu Inoculation Voucher Scheme Offer To All Staff – Joint Campaign

UK_FLU_0419_0073-GP-Flu_Awareness_Leaflet

ALUN OWEN – TRAGIC DEATH OF AN OPENREACH ENGINEER

I am writing to advise Branches of the sad news that Alun Owen an Openreach Engineer and member of the CWU in North Wales tragically lost his life whilst at work on Tuesday 6 October 2020.  Our thoughts are with Alun’s family, friends and workmates at this difficult time.

It is believed that Alun fell into the river near Abergwyngregyn and the Police are investigating the circumstances surrounding the incident.  The Union will do everything possible to help Alun’s family.

When further information becomes available we will update Branches.

Any enquiries from Branches regarding this LTB should be referred to my office in the first instance.

Yours sincerely

Dave Jukes
Assistant Secretary

LTB 499.2020

Royal Mail Group – Latest Updated Coronavirus/Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 60)

I attach for your information Version 60 of the Royal Mail Group, Managers’ Coronavirus/Covid-19 Frequently Asked Questions and Answers Guidance document, issued by the business on 6 October 2020.

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 60 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 Health and Safety and Branch 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 changes and additions from the last version, number 59, are highlighted in ‘Yellow’.

Please also note that these Q & A documents are ‘Royal Mail Group’ documents and the contents are not agreed with the CWU. On page 4 reference is made to Royal Mail’s decision to re-introduce ‘Shared Vans’ on a voluntary basis, subject to identified exclusions. This has not been agreed with the CWU and the Union remains opposed to such a policy change at this present time. Please refer to LTB 489/20.

The Health, Safety & Environment Department continues in dialogue with the Royal Mail Group Safety Health & Environment Team to raise additions and amendments to the Q&A document.

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.

Attachment:

Coronavirus Guidance Questions and Answers v60

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

20LTB498 Royal Mail Group – Latest Updated Coronavirus Covid-19 – Frequently Asked Questions and Answers Guidance Document (Version 60)

Coronavirus Guidance Questions and Answers v60

Royal Mail and CWU National Guidelines/Checklist – Delivery Internal Logistics (Floor Plans)

At the beginning of the year that Outdoor Department started to see an increase in the number of enquiries from Branches regarding the frame configuration referred to by Royal Mail as ‘Base and Six’. This is where two walks share the same RM2000 fitting and is a frame layout which in fact has been in limited use within some DOs for the past number of years. Consequently, the department issued a memo to Divisional Reps and ADRs on the ‘Base and 6 Frame Configuration’ on the 3rd of March 2020.However, in recent weeks the number of enquiries into the Department has sharply increased during the COVID-19 pandemic and it became clear that Royal Mail were pursuing a proactive programme to deploy new frame and floor layout configurations, mainly centred around Base and 6 in a number of sites under a wider heading of ‘Delivery Internal Logistics’.

As a result of this, direct representations were made on this matter to Royal Mail and the company confirmed that due to the extraordinary increase in parcel volumes (circa 25% to 35%) and falling letter volumes (circa 15% to 35%) in recent months, that there was a pressing need in many Delivery Units to review and change indoor floor plan layouts to assist with the changing mail profile.

Equally, it was becoming clear from many of the enquiries received from Branches that in a number of sites the position being taken by Royal Mail was that frame/floor plan layout changes were non-negotiable and that such frame/floor plan changes would have a direct impact on current duty arrangements. In some sites, local management had sought to simply serve notice on the intention to impose frame/floor plan layout changes.

Whilst noting our wider concerns and representation made to Royal Mail at the way in which some local managers have approached this subject matter, it was however very clear that the change in mail profile and the growth in parcel workload during the COVID-19 pandemic, have caused real challenges for many Delivery Offices in relation to space and storage issues and solutions. It is equally clear that this particular growth in parcel workload, supported by Royal Mail’s own traffic forecast indications, will remain an everyday feature for the foreseeable future with significant parcel growth envisaged along with the increasing volumetric of items. As such, local plans and proposals from Royal Mail to review DOs frame and floor layout configurations and indeed a genuine need at local level, to review current floor plans against this changed mail mix, will not go away or abate.

Against this backdrop, the department entered into talks with Royal Mail in order to restore balance to this subject and these discussions have now concluded with an agreement on the attached Royal Mail and CWU

National Guidelines/Checklist – Delivery Internal Logistics (Floor Plans), which have been endorsed by the Postal Executive.
These National Guidelines/Checklist and accompanying documentation are designed to provide a clear framework for Branches and Representatives in terms of dealing with either local proposals, or jointly developed plans around changes to frame and floor plans.

Whilst the National Guidelines/Checklist are self-explanatory, it is necessary to draw out the following key points:
• The primary objective of Delivery Internal Logistics and the guidelines and checklist is to maximise the space necessary as a consequence of the changing mail mix and volumetric impact of increased parcels and confirm that Internal Logistics is not about any national Royal Mail plan to accelerate closures or mergers of DOs or SPDOs. Where changes to a layout are required to facilitate Delivery Office or SPDO closures, all parties will be made aware and these changes will be dealt with separately in line with current relevant National Agreements.

• Local plans to review and change frame and Office layout configuration should not just focus on a Base and 6 default outcome with a list of other frame/layout options outlined which also include the possible introduction of the Nationally agreed RM/CWU Indoor Work Methods, for sites which have not introduced this previously.
• Any plans on changing the floor layout will need to consider, in advance, any impact to the current duty arrangements, resourcing requirements, IWT (Indoor Workload Tool) and indoor workplan. Where changes are identified the local Rep and DOM will discuss these, including any formal changes to duties. Where this cannot be agreed proposals will be subject to resolution through the I.R. Framework.
• The National Guidelines/Checklist makes clear that where a Base and 6 Frame configuration is deployed, that it does not implicitly mean that one of the duties is required to become part-time.
• Option to introduce or increase double slots as part of the new office layout will need to factor in the current local office arrangements around Door to Door, number of average D2D contracts for deliveries and in particular if the office is currently performing some form of warm calling arrangements on D2D items.
• Any plans should also factor in delivery point growth and ensure that this is taken into account based on forecasted growth within the next six months and where possible projected longer-term plans.
• Any plans should give full consideration to any potential impact on task variety, job satisfaction, and the daily impact on the duty holder in terms of the complexity of the prep task.
• Any changes must also factor in all other layout considerations including the impact to main corridors or thoroughfares at the end of rows of frames, minimise mail transportation distances around the office, space and storage needs for HCT, LWT and other necessary equipment and any revised lighting arrangements for fames.
• All revised indoor operational layout plans must ensure improved safety within the office by applying and maintaining the appropriate space standards, creating a better, cleaner and safer place of work, with the opportunity (without compromising the overall objectives) of a new layout of increase aisle distance from the minimum standards recommend 1800mm to 2100mm.
• That any new frame/floor plan layout will be subject to a Post Implementation Review two to four weeks after any change.
• The National Guidelines/Checklist will be subject to a joint review in 3 months’ time and both parties will jointly review the need for further Industrial Engineering studies covering both these arrangements, either as part of further talks between the CWU and Royal Mail in relation to Hybrid Delivery Methods/D2D Warm Calling, as standalone activity resulting from the review of these guidelines, or, as part of the regular review and maintenance/refresh of PVs.
• That all revised indoor operational layout plans must ensure the current local level Covid-19 social distancing measures and arrangements are maintained and are developed in conjunction with full involvement from Local and Area Safety Reps along with all SSoW and agreed processes.
It is clear that the COVID-19 pandemic has had a direct and ongoing impact in terms of the mail profile and mix, which has accelerated already pre-existing space issues and problems within many Delivery Offices. Therefore, and notwithstanding the wider industrial relation climate it was still nonetheless felt both necessary and appropriate by the department and Postal Executive to have in place for Branches and Representatives, a clear and agreed National Guidelines/Checklist in respect to Delivery Internal Logistics (Floor Plans).

Any queries to the content of the above please contact the Outdoor Department reference 230.03 email address: outdoorsecretary@cwu.org.
Yours sincerely,

Mark Baulch
CWU Assistant Secretary

LTB 496-20 National Guidelines and Checklist Delivery Internal Logistics – Floor Plan – 12.10.20

RM_CWU National Guidelines_Checklist_Delivery Internal Logistics_Floor Plans – final

York Safe System Of Work v2.3_Jan_2012 – attachment 12

SSoW IPS Backless FrameTrolley V1.5 Final – attachment 11

SAC3 Unit Pre Deployemnt – Attachment 10

Training Frame Trolley_v1.1 – attachment 9

SAC3 Unit Post Deployment_after 3 weeks – attachment 8

SAC3 Regional Safety Director Sign Off – attachment 7

Delivery Office Indoor Work Methods Improvement Space Standards v1.4 Final_Feb_2012 Attachment 6

Copy of Indoor Work Method Improvement Gantt Chart_Feb 12 – attachment 5

Indoor Work Method Improvement Safety Concurrence_Feb_2012 – Attachment 4Copy of Frame Calculator_LtB723_13 – Attachment 3

RM_CWU Indoor Work Methods Guidance v2 Sept_2013 – Attachment 2

RM2000 Preparation Guide v1-4 – Attachment 1.

Annual Leave Carry Over in Royal Mail Group and the Purchase of Annual Leave (POAL)

Further to LTB 082/20 issued jointly by Davie Robertson and Mark Baulch’s Departments on 17^th February 2020, Branches will be aware of the long-running review that has been taking place regarding the carry forward of annual leave and the commitments contained in the Four Pillars Agreement.

The review has been subject to the ongoing joint involvement of Davie Robertson and Mark Baulch’s Departments and this will continue to be the case.  However, due to it being a pay related matter, the DGS(P) Department was made aware that the business intended to send letters to around 4,300 employees advising them that their POAL for 2021/22 would not roll forward in PSP in September.  Management claimed that whilst over 30,000 people purchase additional annual leave, these 4,300 people carried forward more than 1.5 weeks of unused holiday into 2020/21 which meant employees were unnecessarily paying to perpetuate their annual leave entitlement.

The business in effect sought to automatically stop purchasing arrangements for anyone carrying over in excess of 5 days.  In 2019 the company had previously attempted to do similar by proposing to install an automatic cessation for POAL through the Joint Working Group process. However, during those talks it was highlighted that this would involve unnecessary discussions with our members including HR Services, expose the limitations of PSP and create extra work for managers in order to administer the policy.  As a result, Royal Mail Group did not progress with their proposal.

In terms of the proposals for this year, urgent meetings were sought with the business which took place on 24^th and 29^th September 2020.  Following these discussions, the business have again stepped back from issuing the aforementioned letters although in line with the previously agreed approach, managers are being encouraged to initiate a conversation with individuals as per the agreed scripts.  This is confirmed in the attached e–mail (Attachment 1) with the relevant text (reproduced below) importantly confirming that this would have to be agreed with the individual:

“In addition I would like to confirm that our original position of seeking to stop current annual leave purchase for employees with high annual leave balances this holiday year has now been removed and will not be pursued at this time.  We do however want to encourage managers to ensure that dialogue and discussion takes place relating to purchase to remind people of that fact and that they continue to pay for this where high leave balances do exist.  As per the scripts it might be appropriate in agreement with the individual to cancel such purchase until leave balances are reduced and this would lead to employees benefiting from higher basic pay while not purchasing that additional leave”.

The letter itself and associated e-mail is almost identical (Attachments 2 & 3) to those issued earlier this year but have been amended in terms of the dates.  In short, the employee’s right to continue to purchase additional annual leave has been protected and the aim is to also agree mutual interest solutions for the taking of annual leave.  This is important when viewed against the stance the company took on annual leave in the summer.

At present this agreed approach only applies to Royal Mail but departmental discussions are also continuing in relation to both Parcelforce Worldwide and RMPFS.  Further developments in light of these two businesses will be relayed by the relevant departments at CWU Headquarters.

Annual Leave Carry Over – General

With regards to the next steps, a further exercise as undertaken in February 2020 shall now take place that prompts a conversation for those carrying forward more than 7.5 days or the contractual equivalent into next year.

This is being dealt with departmentally and involves members who have outstanding leave due to local arrangements when leave was cancelled or rescheduled.  The process as outlined in the agreed letters as well as the script email to managers (Attachments 4 & 5) details how the discussion and review will take place.

These agreed communications will be sent to employees who are anticipated to have in excess of 7.5 days carry over leave (and those purchasing annual leave).  The attached emails as agreed will also be sent to the employee’s PSP manager(s) for action.

The business has also agreed to a re-launch of the Annual Leave Joint Working Group.  Steve Halliwell and Mick Kavanagh (Postal Executive Members) will continue their work in this respect and be aided by Katrina Quirke from a Parcelforce Worldwide perspective.  This Forum will continue to monitor annual leave allocation and carry over with the aim of finalising improvements and recommendations to the annual leave process.  The Group will also oversee annual leave in general and report back to the relevant Departments as and when further meetings are held and developments occur.  This will also provide the opportunity to pursue conference policies in this area.

In closing, I would be grateful if Branches could give this LTB as wide a circulation as possible.

Any enquiries in relation to the content of this LTB should be addressed to the DGS(P) Department.

Yours sincerely,

Terry Pullinger
Deputy General Secretary (Postal)                           

20LTB495 Annual Leave Carry Over in Royal Mail Group and the Purchase of Annual Leave (POAL)

Attachment 1

Attachment 2

Attachment 3

Attachment 4

Attachment 5

CWU DEATH BENEFIT

In accordance with the terms expressed in CWU Rule 4.1.11 Branches are advised that from the 1^stOctober 2020 the CWU Death Benefit payment will be increased to £857.

This information will also be published in the Voice.

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

20LTB497

POST OFFICE: PROPOSED JOB LOSSES ACROSS ADMIN AND SUPPLY CHAIN – AGREED JOINT STATEMENT

Further to LTB 457/20 dated 18th September 2020.

Branches will be aware of the Post Office’s proposal for c.41 potential job losses amongst CWU Represented grades across a number of sites/locations in Admin and Supply Chain. Following analysis of the proposals and in consultation with our Reps, we have now agreed 33 job losses and details have been provided to the Reps.

The agreed non-binding preference exercise closed on Friday 2nd October and we met with Post Office management on Tuesday 6th October to jointly review the outcomes. There was a good response to the preference exercise and the appetite for Voluntary Redundancy is a good fit in most locations and in some areas there is an over-subscription of volunteers. The following Joint Statement has been agreed and is being published today:

JOINT STATEMENT POST OFFICE & CWU
Restructures for Retail and Supply Chain

Further to our previous Joint Statement of 18th September 2020, Post Office and CWU have met this week to jointly review the preference exercise returns (closing date 2nd October 2020) and agree next steps.

Both parties are pleased with the overall response and thank you to everyone who returned their form. We wish to assure you, as with any changes that impact upon people, our discussions align fully with the Managing the Surplus Framework (MtSF) agreement which covers the policy and approach for dealing with surplus situations, redeployment and redundancy terms including selection criteria.

There has been a good response to the preference exercise and the appetite for Voluntary Redundancy is a good fit in most locations. There will however be people who will be disappointed as we are over-subscribed with applicants in some areas.

We currently have sufficient numbers of volunteers for VR in all areas with the exception of Swindon Stores (Admin) and we view this as a positive, further discussions regarding Swindon will be held to explore options. Consequently, at this stage we are not expecting to undertake any further preferencing for bumping purposes, although this position will be kept under review.

We have agreed that Line Managers will start to have conversations soon with those employees who have been selected by seniority to receive a VR offer. Settlement Agreements will be issued, together with the compensation estimates in line with MtSF. For those employees who wish to accept their VR offer, you will need to seek legal advice in regard to the Settlement Agreement. The Post Office will pay up to £350 for this requirement.

Where this is an over-subscription of VR applicants, Line Managers will also explain where offers won’t be made (as there are more senior applicants). Although subsequently, if somebody more senior declines their VR offer, further VR offers may be made. We understand, for some, this news will be disappointing.

HELP AND ADVICE
This situation may be unsettling for some and we are therefore fully committed to jointly providing support to all colleagues affected by the changes over the coming weeks. As a Post Office colleague you and your family are eligible for support via the colleague assistance programme provider, who operate a confidential 24/7 service. They can be contacted on 0800 6 888 777. You can continue to ask questions by emailing your Line Manager and by talking with your Union Representative.

Lee Kelly                                                  Andy Furey
Employee Relations and Policy Director       CWU Assistant Secretary
Post Office

A further meeting is being arranged to continue our negotiations. Branches and members can be assured that all stages of these negotiations are being conducted fully in line with the MtSF agreement. If members have any questions relating to this matter, they are encouraged to contact their Representative.

Further developments will be reported.

Yours sincerely

Andy Furey

20LTB493 Post Office – Proposed Job Losses Across Admin and Supply Chain – Agreed Joint Statement

Union Learning Fund (ULF) – Planned Cessation in England

The CWU has received notification of the Government’s intention to cease funding for the Union Learning Fund (ULF) in England at the end of this financial year (31^st March 2021).  This disappointing news comes at a time when many of our members and people in the world of work more generally face a very uncertain and precarious future.

In relative terms, the Treasury Budget allocated to the ULF is very small and Branches will be aware that our consecutive ULF supported projects, assisted by our network of Union Learning Reps (ULRs) has a proven track record over the last two decades.

We consider that education and skills should be at the heart of the Government’s response to Covid-19 with ULR input.  The CWU has consistently delivered excellent value for money, delivering high quality educational outcomes year-on-year providing learning opportunities for many thousands of our members.

Numerous case studies exist detailing how union learning has allowed our members to develop their skills, careers, enhance confidence and improve their mental health.  Indeed, some of our wellbeing workshops have actually saved lives.

During the pandemic, we have been piloting a range of distance learning opportunities to support our members education, skills and mental health and any cessation of the ULF will clearly put all this and any future strategy objectives at risk.

We are in contact with the TUC, Unionlearn and the Labour Party to argue for this decision to be reversed and will provide further updates and information on how Branches may be able to assist in due course.

Any queries on this LTB should be directed to Equality&Education@cwu.org

Yours sincerely,

Kate Hudson

Head of Equality, Education & Development

20LTB492 – Union Learning Fund