Coronavirus/Covid-19 Vaccine Update:

This is a brief update, further to LTB 558/20.

The Government announced yesterday that the UK has become the first country in the world to approve the Pfizer/BioNTech Coronavirus vaccine. This now paves the way for mass vaccinations in the UK which is good news.

Britain’s medicines regulator, the MHRA, say the Covid-19 jab, which offers up to 95% protection against Covid-19 illness, is safe to be rolled out and the first doses are on their way to the UK from Belgium, with 800,000 due in the coming days. The UK has already ordered 40 million doses of the jab – enough to vaccinate 20 million people.

However, the Government has warned the public not to get “carried away with over optimism or falling into the naive belief that our struggle is over”. Whilst the nation now has a working vaccine, significant logistical challenges remain. The bulk of the rollout across the UK will be next year 2021.

The free vaccine will not be compulsory and there will be three ways of vaccinating people across the UK:

• Hospitals
• Vaccination centres
• GPs and pharmacists

Around 50 hospitals are on stand-by and vaccination centres (in venues such as conference centres or sports stadiums) are being set up now. It is thought the vaccination network could start delivering more than one million doses a week once enough doses are available.

However, the Government’s Chief Medical Officer Professor Chris Whitty, along with other medical and scientific experts, has warned that people still need to remain vigilant and follow rules to stop the virus spreading – including hand washing, good hygiene, 2M social distancing, face masks and self-isolation. “We can’t lower our guard yet,” he concluded. The World Health Organisation’s (WHO) Dr David Nabarro said the Pfizer vaccine would not replace the other measures for a number of months, even a year, so it’s important to keep doing physical distancing, mask wearing, hygiene/cleanliness and isolating ourselves when we’re sick.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 584/20 – Coronavirus Covid-19 Vaccine Update

Royal Mail Group -Mandatory Face Coverings and Masks – Frequently Asked Questions and Answers (Version 3 and Addendums):

LTB No. 544/2020 reported in detail on Royal Mail Group’s decision to introduce ‘Mandatory Face Masks’ in all indoor workplaces as from Monday 9 November 2020.

A number of questions and enquiries were received by both Royal Mail Group and CWU/HQ which have been forwarded to Royal Mail Group Headquarters, National Head of Occupational Health where all the questions were collated and answered by Royal Mail Group’s Occupational Health and Legal Team experts before being produced in the attached ‘Mandatory Face Coverings And Masks – Frequently Asked Questions And Answers’ document, Version 3 dated 26 November 2020 being the latest edition. A copy is attached for the information of all Branches, Regions and Health and Safety Reps. Two additional questions received after publication have been answered separately and are also attached for your information.

After the initial flood of questions and enquiries, many of which have been dealt with directly in written responses to Representatives, the number has now abated and support for mask wearing in offices across the country is generally very high. Will all those who sent communications with either single or lists of questions please accept this LTB and attached Q&A as a reply if you haven’t received a response separately. Many of the questions received were repetitive and so these were grouped together and collated for a single response.

It is crucially important to recognise and remember that Royal Mail Group and the CWU fully agree that face coverings do not replace other important preventative measures such as increased hand hygiene, social distancing and increased cleaning; THESE MUST REMAIN IN PLACE.

It will not eliminate the risk in totality, but wearing a face covering can help workers stay safe by reducing the risk of infection significantly. This is even more important in situations where social distancing is difficult, with the onset of the flu season and where employees meet new people, such as Christmas temporary workers over the Christmas peak in crowded workplaces. The key benefits of face masks/face coverings in the workplace is to prevent the spread of the viral infection and defend the workforce from being a pandemic victim of what is an airborne illness, protecting both the wearer and the surrounding people – giving risk reduction from airborne droplet and aerosol transmission during exhalation.

Mandatory masks are one important component to a ‘five-pronged’, fully committed drive that’s now needed with both RMG and CWU in agreement. These are:

• Improving Hygiene.
• Mandatory Face Coverings.
• Social Distancing (2M).
• Regular and Improved Cleaning (premises and vehicles and touchpoints).
• ‘Workforce Testing’ (This will be separately reported. CWU, RMG and the DHSC have agreed to run a Workplace Testing Pilot within a Royal Mail Delivery Office).

An update on the development of a Coronavirus/Covid-19 vaccine will be reported in a separate LTB.

Any further questions should be sent to Nicholas Burns Royal Mail Group Safety Health and Environment Engagement Manager: Email: nicholas.burns@royalmail.com

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 583/20 – RMG – Mandatory Face Coverings and Masks – Frequently Asked Questions and Answers (Version 3 and Addendums)

Face Coverings Frequently Asked Questions and Answers V3

Document1

Document2

Royal Mail Group, Message From Dr. Shaun Davis Global Director Compliance & Sustainability (02.12. 20) – ‘Covid-Secure’ Compliance & Managers’ Actions:

Attached please find, for your information a copy of the most recent communication to Royal Mail Group Managers and staff from Dr. Shaun Davis Global Director Security & Sustainability on ‘Covid-Secure’ compliance.

Summary of key important items covered:

At our request – the communication contains an “Important reminder to all managers to monitor and encourage employees to comply with Covid-19 preventative controls and all managers to continue high compliance” as follows:

• Face Masks are mandatory indoors and must be worn correctly over the nose and the mouth.
• Hands should be washed regularly, at least every two hours and more if you are about to eat or following use of the toilet facilities.
• Hand sanitiser should be used in between hand washing.
• Comply to social distancing (2M).
• Don’t attend work if unwell with Covid-19 symptoms (temperature, cough, smell & taste loss).
• Wearing a face covering does not replace good hygiene standards and social distancing, it is an additional measure.
• Managers must continue to use weekly SMATs and monthly inspections to monitor compliance to coronavirus control measures.
• Managers to ensure adequate monitoring and supervision in place and identify any shortcomings in social distancing or hygiene and act without delay.
• Managers to regularly remind staff of the ‘Covid-Secure’ rules.
• Managers to walk the floor and challenge non-compliance.
• Managers to update risk assessments.
• The cleaning of touch points is important to help reduce the risk of virus transmission.
• Regularly sanitise common touch points in the workplace.

Visors

Public Health England have updated their guidance on the use of ‘Face Visors’, which advises that a face visor or face shield may be worn in addition to a face mask but not instead of a face mask. This is because ‘Face Visors’ or shields do not adequately cover the nose and mouth.

Those with Exemptions in Royal Mail – Visors Are Better Than Nothing!

Those with an ‘exemption’ to wearing a face covering and who can/are currently wearing a face visor or face shield should continue to wear the face visor or face shield as this offers more protection than wearing nothing at all.  This is recommended and encouraged but is not mandatory for those with a legitimate exemption.

RMG ‘Free’ Flu Jab Scheme

The free flu jab offer closes on 31 December 2020. Over 8,000 RMG employees have had their free flu jab since 1 October. Lloyds has confirmed that additional vaccine supplies are in stock – members have a month to take up the offer.

Sharing Food Warning

The communication warns people not to share food in work as this presents a high risk of spreading Coronavirus/Covid-19.

First Class Support ‘Free’ Helpline

For those in distress, suffering stress or anxiety or seeking access to ‘free’ independent counselling services – Call 0800 6888 777.

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 582/20 – RMG Message From Dr Shaun Davis (02.12. 20) – ‘Covid-Secure’ Compliance & Managers Actions

RMG Message From Shaun Davis Director – ‘Covid-Safe’ Compliance 02.12.20

Coronavirus/Covid-19 – Workforce Testing Pilot – Using Lateral Flow Testing

Led by the Health, Safety & Environment Department and Postal Outdoor Department, CWU/HQ has been pressing for the introduction of ‘Workforce Testing’ for Covid-19/Coronavirus as a positive, proactive way of combatting the spread and transmission of the virus in the workplace by quickly identifying those infected and getting them into self-isolation promptly, to firstly protect the individual and secondly reduce the risk of transmission of the virus, bearing in mind that many people may be infected but are either pre-symptomatic or asymptomatic and will not know they have the virus.
A positive test early in the course of the illness enables individuals to isolate themselves, reducing the chances that they will infect others and allowing them to seek treatment earlier, likely reducing disease severity and the risk of long-term disability, or death. Since it is recognised that nearly half of all Covid-19 infections are transmitted by people who are not showing any symptoms, identifying infected individuals via testing while they are pre-symptomatic, as well as those who are asymptomatic, workforce testing in Royal Mail Group, one of the UK’s largest employers, could therefore play a major role in stopping the pandemic.

A ‘tripartite’ agreement has been reached involving the CWU, Royal Mail Group and the Department of Health and Social Care for Royal Mail to be involved in a wider government initiative, running a number of pilots to test the concept of regular weekly Covid-19 testing in the workplace. The pilot, forms part of the plan to roll out mass testing technology across the country with the full support, help and assistance of the Representatives and members of the South Yorkshire Postal Branch. Sheffield City Delivery Office has been selected to run a 4-week pilot to trial ‘lateral Flow Testing’ whereby the workforce will be offered the new 30-minute rapid lateral flow tests (LFTs), which can be administered in person at the workplace.
Royal Mail HQ and CWU HQ nationally, will jointly work together to bring about the successful piloting of the lateral Flow testing of the workforce. The role and full involvement of Local managers, CWU Area and Local Representatives including H&S reps and the workforce will be vital to the successful deployment and evaluation of the testing and they will be fully involved in the pilot site and if successful in each deployment site, it will enable consistency and ongoing success.
Royal Mail and CWU will closely monitor the methods, progress and success of this important initiative, during the pilot in order to jointly understand all aspects of this initiative and to consider any process improvements. A review will take place in January 2021.

All enquiries should be directed to CWU/HQ Health, Safety & Environment Department and Postal Outdoor Department
Attached is a copy of a joint statement entitled ‘Royal Mail/CWU Joint Statement – Coronavirus/Covid-19 – Workforce Testing Pilot – Using Lateral Flow Testing – Sheffield City Delivery Office’.

Further updates will follow in due course.

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

Yours Sincerely

Dave Joyce
National Health, Safety & Environment Officer
Mark Baulch
Assistant Secretary Outdoor Dept

LTB 581-20 Covid-19 – Workforce Testing Pilot – Using Lateral Flow Testing – Sheffield City D.O

Joint Statement Coronavirus Covid-19 Workforce Testing Pilot Using Lateral Flow Testing

Updated Equality Factsheets & Literature

This LTB is to inform Branches that the Equality, Education & Development dept has now updated the equality factsheets & literature on the equality section of the CWU website.  Please make sure to use only these current documents in future, which can be found on the various pages of the website via this link https://www.cwu.org/my-union/help-and-support/general-equal-opportunities/

If you have in your possession any factsheets/literature that you cannot find on the website, the most likely reason is that they are obsolete and have been removed.  Therefore, please check with the dept prior to using, if you are unsure.

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

Yours sincerely,

Kate Hudson

Head of Equality, Education & Development

LTB 580/20 – Updated Equality Factsheets & Literature

Royal Mail/CWU National Delivery Traffic Measurement Processes and Review Guidelines (An Agreed Approach for Delivery Managers and CWU Representatives – Version Update 2020)

Branches will recall that LTB 336/20, dated the 26th of June 2020, set out a Royal Mail & CWU National Joint Statement on the National Deployment of Traffic Transformation, which set out the following joint commitment:

Work will continue to finalise the revised agreement to support the traffic challenge process as a result of Traffic Transformation, which will be covered in the National Delivery Traffic Measurement Process and Review Guidelines – An agreed approach for Delivery Managers and CWU Representatives – version update 2020. (This is a higher-level process that will support the BAU activity).

Since then talks have been ongoing with Royal Mail in order to finalise a revised traffic challenge process in line with this joint commitment, and these talks have now concluded with the attached Royal Mail/CWU National Delivery Traffic Measurement Processes And Review Guidelines (An Agreed Approach For Delivery Managers and CWU Representatives – Version Update 2020) and accompanying documentation. This updated version is designed to replace the former National Delivery Traffic Measurement Process & Review Guidelines which were issued to Branches on the 18th of November 2014 in LTB 743/14.

In setting out these revised Delivery Traffic Measurement Processes and Review Guidelines it should be noted that the bulk of the documentation and accompanying materials simply update and refresh the former guidelines/documents agreed in 2014 and referred to above, but with the following key differences:

• The revised traffic challenge process is now in two parts, the first is an initial ‘Delivery Verification (Business As Usual) Process’ which in most cases should assist local Delivery Office Managers and CWU Representatives in addressing traffic reported concerns. However, in the event this does not resolve matters, a further ‘Delivery Verification Overarching Process’ has been established and provides further higher level steps for traffic to be reviewed and investigated. It will also be necessary to guarantee that the appropriate measures are put in place to correct any discrepancies and update reported traffic figures.
• The revised traffic measurement and review guidelines for the first time, references the direct option to establish ‘interim’ local level observation/gate keeping arrangements as part of the traffic challenges process, although, it is fully noted that many Delivery Offices already have in place such ‘gate keeping’ including similar processes that have been undertaken for a number of years
• As part of the updated version, four CWU Representatives will receive appropriate Delivery Traffic Measurement training and once established, these Representatives can be called upon and assist Branches in traffic related matters and enquiries as CWU Subject Matter

These updated Delivery Traffic Measurement Processes and Review Guidelines have for many reasons taken far longer than expected to reach a conclusion. Nonetheless, it is now believed that these updated processes and guidelines, which will also be subject to review at national level will build upon the work carried out and the position achieved in 2014 and this will continue to directly assist and support Branches and Representatives in re-engaging in the challenge of inaccurate reported traffic within Delivery Offices.

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 572/20 – Delivery Traffic Measurement Processes and Review Guidelines 30.11.20

National Delivery Traffic Measurement Process and Review Guidelines Nov 20

Delivery Traffic Reporting TMI Sept 2020

SOP IP55 Inward Primary Sort Parcels

SOP IP56 Inward Secondary Sort Parcels

SOP IP57 Inward Sort RM Tracked

SOP IP60 1 Sort Large Parcels using Gravity Conveyor

SOP IP60 2 Sort DTRE bundles using Gravity Conveyor

SOP IP64 Sort residue letters

SOP IP65 Sort residue large letters

SOP IP76 Consolidate and despatch manual letters large letters

SOP OP1.1 Traffic Recorder – PDA Login & Logout Process

SOP OP1.2 Traffic Recorder – Scanning a container

SOP OP1.3 Traffic Recorder – Abnormal Posting

SOP OP1.4 Traffic Recorder – Shift history

Royal Mail & CWU National Terms of Reference on the Trial of a Vehicle Check App

Branches will recall LTB 381/20 issued on the 16th July 2020 advising the National Terms of Reference on the trial of a vehicle check app. The LTB advised that Royal Mail has committed to maintain its vehicle fleet to a standard agreed with the Department of Transport. In addition, the duty of care to our members and other road users and members of the public, as well as the Health & Safety at Work Act, means that Royal Mail must ensure all drivers are aware of their responsibilities. To maintain vehicles in a roadworthy condition, it is the legal responsibility of every driver to carry out basic safety and maintenance checks every time a vehicle is used.

The LTB advised that the Outdoor Department had been invited to review the Drivers Manual with the intention of re-visiting the driver safety checks which includes the Daily, Duty and Weekly Checks. For clarity, these checks were introduced in order to comply with the company O Licence maintenance obligations, as Royal Mail had committed to maintain its fleet of vehicles to a standard agreed with the Department of Transport.

We can now confirm to Branches that the trials have successfully concluded with positive feedback from Drivers in the 13 sites where testing was undertaken. CWU members involved in the trial have also confirmed the use of the app and guidance provided, to be user-friendly in helping them to complete the vehicle check process. The app has been developed and designed to be simple and easy to use which sits on the PDA and supports operators in completing the checks. The app will replace the requirement to enter details into a vehicle logbook with all data being made available in a QlikView dashboard, for unit managers to view. This will further promote and increase visibility of the pre-use checks being completed.

Both Royal Mail and the CWU support the use of an app for the vehicle check process, recognising that we need to jointly encourage compliance of the actual checks and that this can only be undertaken in a supportive way. The pre-use checks have also been refreshed and categorised as a daily and weekly check that has been tested across the trial sites as advised in the Joint Statement attached to LTB 381/20. Following the positive feedback from the test sites, a Phase 2 app and GBI dashboard was rolled out in October. Draft training materials were also delivered to gauge the best approach to up skill drivers on how to complete the checks, record findings via the app and capture feedback from frontline staff.

It is important to note that the app does not replace the formal PMT1 Fault Reporting procedure which continues to remain in place.

Royal Mail will now roll out this capability nationally from early next year (Jan-March 2021), following which there will be an agreed training approach of using Skype / Microsoft Teams sessions to up skill Workplace coaches (WPCs). The WPCs will then train all drivers with all their training recorded, via Success Factors. The Vehicle Checks app will then be enabled across all PDAs so drivers can begin recording all pre-use checks via the app. The aim is to replace the manual logbooks with the digitised process. National training materials have been developed using driver feedback from the test sites, which consist of widely recognised formats including PDA animation video(s) (accessed via Content on Demand), Vehicle Checks handout, and posters.

Royal Mail and the CWU will carry out a Post Implementation Review to jointly ensure that all drivers are not only able to physically complete their pre-use checks and accurately record via the vehicle checks app, but to ensure that any safety related matters are addressed as a matter of urgency. This includes any resultant work found on the vehicle that ensures complete roadworthiness to the required ministry standard. Further, the Department has yet to finalise any associated times for the refreshed vehicle checks which will remain subject to ongoing discussions with Royal Mail.

Any queries to the content of the above please contact the Outdoor Department quoting reference 300, email address: outdoorsecretary@cwu.org

Yours sincerely,

Mark Baulch
CWU Assistant Secretary

LTB 571/20 – Royal Mail CWU National TOR on the Trial of a Vehicle Check App – 30.11.20

Attachment – JS – On The National Deployment of the Vehicle Check App – 30.11.20

Royal Mail Group (SHE) Safety/Security Flash – Vehicle Security (Vehicle Thefts & Contents Thefts):

Introduction:

A Security Flash has been issued by the Royal Mail Group Safety, Health and Environment (SHE) Team (copy attached), to remind all delivery and collection drivers that they play a vital part in reducing the safety and security risks to themselves and customers’ mail by following the operational security standards as well as staying alert and being vigilant at all times.  A large number of these incidents could have been avoided if drivers had followed the basic operational security standards.

Background, Security Failures, Impact and Effect of these Incidents:

There has recently been an increase in the theft of Royal Mail Group vehicles and thefts from Royal Mail Group vehicles. Many of these incidents could have been avoided if the drivers involved had followed the Security Rules for Drivers. Failure to comply with these standards increases the risk to drivers’ personal safety if criminals think that Royal Mail Group vehicles are left insecure with goods inside. Additionally, there is the obvious risk of loss, theft, damage and interference with customers’ mail and these incidents result in customer complaints and compensation claims, brand and reputation damage and often result in conduct code, disciplinary action against drivers at fault.

Key Drivers’ Activities and Learning Points set out in the Safety Flash are:

Before leaving the vehicle unattended ensure that:

• Keys have been removed from the ignition and the vehicle is locked.
• All windows are closed.
• No mail/parcels are on view in the front cab area.
• No personal possessions are on view – e.g., rucksacks and mobile phones which can attract criminal attention and opportunist thefts. Remove temptation.
• Customers’ mail must always be kept secure and remain secured in the load compartment.
• Never leave mail/parcels unattended.
• Avoid parking in isolated areas and park as close to the delivery/collection point as is safely possible and practical.
• Be aware of the surroundings and anyone acting suspiciously.
• Criminals are increasingly using distraction techniques, typically asking for directions, or for help or asking various questions. This can be a trick to stall the driver whilst an accomplice steals items from the vehicle.
• If the vehicle is secured and mail is not left insecure then the risk is reduced.

Key Managers’ Activities:

• Managers must ensure that this Security Flash is delivered to all drivers and a record maintained for audit purposes.
• Where necessary, drivers should be reminded of the Security Rules for Drivers.
• Managers should print and display this Flash on noticeboards.

Attachment:

• RMG Security Flash FY20 001 – Vehicle Security

ASR Activity – Please Convey A Warning To All Our Collection/Delivery Driver Members:

Don’t become another statistic! Stay alert, don’t be complacent, be vigilant at all times. Keep your vehicle and its contents locked and secure at all times. Remember, it only takes a matter of seconds to have the vehicle stolen or for opportunist criminals to steal mail from the vehicle. Don’t Let It Be You!

Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer

LTB 579/20 – Royal Mail Group (SHE) Safety Security Flash – Vehicle Security (Vehicle Thefts & Contents Thefts)

Attachment – Security Flash FY20 001 Vehicle Security

Royal Mail Group (SHE) Safety Flash – Poor Standard of Pallets and Euro Pallet Boxes (EPBs) Loading and Presentation:

Introduction:

The Covid-19 pandemic lockdowns, restrictions and closing of non-essential high street shops for months during 2020 has led to a huge shift to online shopping. This combined with the Christmas peak pressure period has led to record levels of traffic in the Royal Mail and Parcelforce networks. Despite the injection of 622,000 Yorks including 70,000 additional new Yorks, the accelerated increase and record levels of parcels has led to a shortfall of Yorks during peak and the business has had to utilise hired Magnum Containers and an increased use of various pallets and pallet boxes in the operation. These have all been risk assessed with Safe Systems of Work (SSoWs) being produced plus training materials where necessary and Vehicle Loading Plans.

Background, SSoW Failures, Impact and Effect:

A Safety Flash has been issued by the Royal Mail Group Safety, Health and Environment (SHE) Team (copy attached), following a number of incidents of poor adherence to safety standards that could lead to significant musculoskeletal injuries as well injuries from Slips, Trips and Falls.

There is also a danger of overloading trailers and vehicles if the ‘load plan’ is not adhered to.

The correct loading and presentation of these pallets is crucial. SHE Flash FY20 021 Pallets and Euro Pallet Boxes has been issued to highlight the issues.

Key Managers’ Activities and Learning Points set out in the Safety Flash are to ensure that staff:

• Follow the Safe System of Work (SSoW) at all times.
• Follow the training given – including manual handling and manual pallet truck training at all times.
• Adhere to the vehicle or trailer load plan.

All Managers are expected to ensure that employees:

• Ensure that all relevant actions are completed as per the dedicated SharePoint site.
• Display the Safety Flash on the Unit Notice Board and bring it to the attention of the workforce.

Area Health and Safety Reps 

Would all CWU Area Health and Safety Reps please note and communicate the content of the Safety Flash, supporting the key messages and learning points, reminding members of the importance of looking after their own safety as well as the safety of work colleagues and to report all safety hazards and unsafe working conditions. The key message is always follow the SSoW.

Attachment:

• RMG SHE Safety Flash ‘FY20 021’ Pallet and Euro Pallet Boxes

Yours sincerely

Dave Joyce

National Health, Safety & Environment Officer

LTB 577/20 – Royal Mail Group (SHE) Safety Flash – Poor Standard of Pallets and Euro Pallet Boxes

Attachment – SHE Flash FY20 021 Pallets and Euro Pallet Boxes

CWU Accounts 2019

Please find attached the Financial Statement required by Section 32A of the Trade Union and Labour Relations (Consolidation) Act 1992 as amended, for the period 1^stJanuary to 31^st December 2019.

Please can you ensure that this information is brought to the attention of the members of your Branch.

Also attached are the details of the monies that make up Branch Funds and including Regions.  The attached document lists each Branch with the brought forward balance from 2018 and the closing balance for 2019.  This demonstrates the movement in each account for the financial year 2019.

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 578/20

Statement 32A 2019

Statement 32A 2019_auditors report

2019 Region + Branch Funds Year End Figures