NEW - Revised Covid 19 Safety Policy

Revised by The Globe’s Trustees - November 2021

Covid-19 Working Safely Policy

Introduction

1. Trustees have taken account of Government advice, HSE advice and NYCC Libraries policies on the safe opening of public libraries.
2. Of paramount importance is the safeguarding of the library workforce (paid staff and volunteers), library users and those who come into the library to provide a service. This policy document lists procedures that must be adopted to minimise the risk of transmission of the virus.
3. The Globe shares a building with an extra care residential home. These residents are viewed as vulnerable and access to the shared parts of the building are restricted, including the main doors into the building. Library users enter the library through the fire doors, not the main entrance.

 

The Risk

 

1. The risk is that transmission of the Covid-19 virus between staff, volunteers and library users may occur if safeguarding, as outlined in this policy document, is not properly managed.

Responsibilities

1. The Trustees Board of The Globe is responsible for providing this policy and its review as government, HSE and NYCC Libraries advice is updated.
2. The Library Manager is responsible to the Trustee Board for implementing this policy and monitoring compliance with it.
3. The Library Workforce - the staff and volunteers - have a duty to follow the procedures outlined in this policy.
4. Library Users and Visitors have a duty to comply with the notices at the entrance to the Library and within the library so as to minimise the transmission of Covid-19 to staff and fellow users.

Safeguarding

The HSE state that we must still control the risks and review and update our risk assessment through providing: 

• adequate ventilation – keep the top windows open all the time, open lower windows in spring and summer. Staff and volunteers need to be mindful that it can get cold during the winter months and dress appropriately. 
• sufficient cleaning – cleaning supplies are kept on the trolley behind the counter. 
• good hand hygiene – hand sanitiser is available at the entrance and throughout the library

1. Admission to the Library. The following criteria apply to every person entering the library:
2. Entry will be denied to any person showing Covid-19 symptoms.
3. Hand sanitiser is provided at the entrance door, next to the RFID (self-service machine) and various points around the library.
4. Library users are asked to wear a face covering, unless medically exempt.
5. NHS Test and Trace QR code is displayed at the entrance and at the staff counter.
6. Safeguarding Staff. The following safeguarding procedures are to be adopted: 
7. The library shall be staffed only by willing individuals. Volunteers should use sign-up to book their slots – this allows us to keep a record of who is in the library and when – essential for NHS Test and Trace records, and to make sure that staffing levels are correct.
8. Only COVID secure trained staff shall be used for the operation of the library. Training will be given by the Library Manager, taking the form of a briefing on Covid-19 safeguarding procedures that must be adopted: 

• social distancing
• hand sanitising
• use of face coverings
• handling of stock
• limitations on use of facilities 
• the monitoring of user activity
• action to take if there were a breach of safeguarding 

 

1. Regular hand sanitising is essential.
2. Face coverings must be worn  
3. Volunteers can use the disabled toilets in the main building, through the main doors. These are not to be used by the public. This is to restrict contact with the care home residents and staff.
4. Safeguarding Users.  Notices at the door encourage every user entering the library to wear a face covering (unless exempt) and to sanitise their hands. Notices recommend users wash their hands for 20 seconds once they reach home. 
5. High contact areas such as computer workstations (keyboard and mouse in particular) should be cleaned after each user.
6. The RFID (self-service machine) should be cleaned with appropriate cleaning fluid regularly throughout the day. Volunteers should restrict their use of the RFID as much as possible, particularly when the library is busy – this will reduce the need for cleaning, and also allow borrowers to process their books quickly (and reduce the time they need to spend in the library)
7. Safeguarding Visitors. The Library Manager is to brief visitors entering the Library to provide a service (e.g., contractor, cleaners) about safeguarding arrangements.

Library Operation

1. Adoption of the following procedures by library staff will significantly reduce the risk of transmission of Covid-19 between staff and users:
2. The number of staff/volunteers in the library at any one time shall not exceed 6 – eg. The library manager, the library supervisor, two library assistant volunteers, one shelving/display volunteer and one HLIS picker. This is to reduce contact between people, who do not normally mix, (as outlined in the government’s guidance). The guidance states: 
    

Where practical, measures could include:

–reducing the number of people each person has contact with by using designated space or seating for different teams, ‘fixed teams’, ‘partnering’ or ‘cohorting’ so each person works with the same consistent group. We are not able to work in fixed teams so to reduce the number of people the library manager and library supervisor come into contact with during the week, we have reduced the number of volunteers in at any one time. 
– giving preference to back-to-back or side-to-side working or considering using screens or barriers to separate people from each other, bearing in mind that screens are only likely to be beneficial if placed between people who will come into close face-to-face proximity with each other. Volunteers should keep the sharing of work spaces to a minimum, not enter each other’s work space, and clean each work space, computer and telephone at the end of every shift.

• HLIS pickers have a laptop designated for their use. This reduces the demand on the RFID and contact between volunteers and other library users. The laptop should be cleaned after use. HLIS pickers have their own slots on sign-up. HLIS delivery pickers are supervised by the library supervisor, and to increase efficiency, are asked to schedule their shifts when the library supervisor is on duty.

1. Staff must use hand sanitiser before and after handling items returned from users, cash and incoming mail.
2. All keyboards have a removable plastic cover to protect the keyboard and aid cleaning.  The cover should be kept on at all times and cleaned after ever user.
3. There should never be more than two people in the office at any one time.

Health & Safety

1. Members of staff and volunteers have the right to challenge management should they feel that Covid-19 safeguarding is inadequate or is not fully applied. Observations should be notified to the Library Manager for resolution. The Library Manager is to notify the Chairman of Trustees of all such staff/volunteer concerns.