Coronavirus FAQs for Employees (including Pay and Leave)

Updated 22 October 2020

Guidance from Cosla

All information and FAQs on this page is in line with Cosla guidance, which can be found here.

General

The Council has a list of critical services based on advice from Scottish Government.

If in any doubt if you are a critical worker, please refer to your manager.

While this is a national emergency led by Public Health Scotland, every local authority will be following their local business continuity plans, local conditions, guidance and implementing arrangements in the context of their local authority requirements, which may differ to other Local Authorities Terms and Conditions.

This is a decision for your Service and you should speak to your manager directly. There is no legal obligation on the Council to accept the retraction of your resignation. Services may consider such requests more favourably if you work in essential services that may be facing additional pressures at this time.

Where there is benefit in the meeting going ahead, this should be done by teleconference where possible to avoid non-essential travel or contact. If a meeting is non-essential, then the meeting should be cancelled.

You may wish to discuss the importance of a meeting going ahead with your manager and if you are required to meet in person, the Government’s physical distancing rules must be followed.

All non-essential training will be cancelled, and you will be notified if this is the case.

If the training is considered critical to essential services this will continue. You should still attend if required but ensure physical distancing is adhered to. Consideration will be given to the best way of delivering this training.

It is likely that many external courses will also be cancelled. If it is still going ahead, you should discuss this with your manager.

All on-line courses should continue to be available. Employees should use this opportunity to complete relevant courses if you have time to do so.  Please visit our page on online learning resources for more learning opportunities

If external webinars are available and relevant to your role, you should also access these where possible.

If you have a visa which will expire up to the 31st May 2020  and you have not applied to have this extended you will have your visa extended to 31 May 2020, if you  cannot leave the UK because of travel restrictions or self-isolation related to coronavirus (COVID-19).

You must contact the Coronavirus Immigration Team (CIT) to update your records if your visa is expiring.

You must provide:

  • full name (include any middle names)
  • date of birth (dd/mm/yyyy)
  • nationality
  • previous visa reference number
  • why can’t go back to home country, for example if the border has closed

Please make sure you have applied for an extension or appealed against any decision.  Once you do so, a grace period will apply and you will continue to have the right to live and work in the UK until this is progressed, but you must provide written evidence of this from the Home Office to your line manager.

You can scan or email the documents to your line manager during the COVID-19 pandemic.

If you cannot provide written evidence that this is being processed in the system, the HR Service Centre can also check with the Home Office. However, if valid documents are not received and there is no evidence of an application pending, regrettably, your contract of employment will be terminated.

Your Health and Wellbeing

Our Employee Assistance Partner, Time for Talking, provide the following:

  • A helpline for advice and guidance
  • Psychological guidance and emotional support
  • Individual counselling, over the phone

They can be contacted as follows:

  • Call 0800 970 3980 – you do not need to give your name but you should say that you work for Aberdeen City Council.
  • Via the website – www.timefortalking.co.uk Here you can access a lot of useful information or make contact with a counsellor.
  • You can send an email to admin@timefortalking.co.uk.
  • You can use the “Live Chat” which you can find on their website.  The password for this is TfTnow and you can speak with a counsellor via this also

The service is free, entirely confidential and available to all employees, Foster Carers, Elected Members and members of your immediate family, living at your home address and over 16 years of age.

You can also access our Supporting Mental Health and Wellbeing page for more support on staying well

Following the Chief Medical Officer’s advice on 16 March 2020 that all pregnant women are classed as a precaution in a vulnerable group, we understand that it must be an anxious time if you are pregnant and you work in a public facing role.

Pregnant women who can work from home should do so. If you can’t work from home, if you work in a public-facing role that can be modified appropriately to minimise your exposure, this should be considered and discussed with your occupational health team or employer.

More detailed occupational health advice for pregnant women, including those who cannot work from home was published on 21 March 2020, and updated on 26 March. It recommends that if you are in your first or second trimester (less than 28 weeks pregnant), with no underlying health conditions, you should practise physical distancing but can choose to continue to work in a public-facing role, provided the necessary precautions are taken – these include the use of personal protective equipment (PPE) and risk assessment.

If you are in your third trimester (more than 28 weeks pregnant), or have an underlying health condition – such as heart or lung disease – you should work from home where possible, avoid contact with anyone with symptoms of coronavirus, and significantly reduce unnecessary social contact. Read the government guidance on physical distancing.

Yes they can but special attention requires to be focused on maintaining the two metre physical distancing at all times and an increased level of hand hygiene. An individual risk assessment needs to be carried out, this would consider the required social distancing in order to mitigate risk. The guidance from the Royal College of Obstetricians and Gynecologists is that it is possible for employees to continue working after the third trimester but that there needs to be particular attention to the social distancing aspect and for the employee to practice more rigorous hand hygiene.

However if their midwife is providing specific medical advice to them which suggests they should not work, we would need to look at this on a case by case basis and take this into consideration in the same way as we would a fit note.

Please ensure you follow the latest NHS Inform Advice.

Anyone with symptoms must now request a test. Test & Protect is now available for all Aberdeen City Council Employees and not just those deemed as critical workers.

Follow the advice from NHS Inform and discuss with your manager.  You may find the decision tree useful.

If you can work from home, you should do so.

Your health and wellbeing is our top priority – please visit our Staying Well pages and discuss your concerns with your line manager to ensure you get the support you need.

Pay

All staff will receive normal pay during any periods of sickness absence relating to COVID- 19 regardless of their entitlements due to qualifying service and/or previous sickness absence.

Anyone with symptoms must now request a test. Test & Protect is now available for all Aberdeen City Council Employees and not just those deemed as critical workers.

Normal supporting attendance procedures and sick pay provisions apply.

Where you are able to return to work, but have an underlying medical condition, please follow Government advice and refer to the decision tree.

Thank you for helping, you will either be paid or can claim time back for additional hours worked as per prior agreement with your manager.

Yes, acting up arrangements and associated payment would continue for the period agreed and you will continue to provide the higher duties, whether this is from home or working in an essential service area. 

Any extension of higher graded duties will be based on service requirements.

If you are unfit to work or currently on sick leave, this will be classed as normal sick leave, with the appropriate reason, and the Supporting Wellbeing and Attendance policy provisions will apply as normal.

If you are not currently off sick, you should arrange with your manager to work from home wherever possible and you should record this as “COVID – Working from Home” with the reason recorded as “COVID – Self Isolation/ Symptoms”.  If you are not currently off sick and are unable to work from home, it will be recorded as normal sick leave, with the appropriate reason, and the Supporting Wellbeing and Attendance policy will apply as normal.  You should provide a copy of the letter requesting you to self-isolate as an alternative to a fit note for the period of self-isolation.

Annual Leave

Government Advice and Amendment to Legislation

The Working Time (Coronavirus) (Amendment) Regulations 2020 amends the Working Time Regulations 1998 relating specifically to COVID-19. “Where it is not reasonably practicable for a worker to take some, or all, of the holiday to which they are entitled due to the effects of coronavirus, (including on the worker, the employer or the wider economy or society) they have an entitlement to carry the 4 weeks under regulation 13 into the next 2 leave years. “

This means that, for some employees, they may qualify to carry forward a maximum of 20 days’ annual leave into the next leave year. This is conditional on the basis that the employee is able to evidence that- as a direct result of the coronavirus -they have been unable to utilise their leave entitlement for that calendar year (see exemptions below). For the avoidance of doubt, any excess annual leave must be fully exhausted by 2022 as per legislative amendments.

Other Guidance and Key Messages to Consider

At the same time we are very conscious of the need to ensure our employees and workers take rest and recuperation, particularly at these challenging times, both at home and work; as well as ensuring that we are ready and able to support our city during the current emergency and after it has passed.

It is key that, in terms of mental health and wellbeing, we use our entitlement to annual leave for time away from work and the rest that we all need.  As part of this, it is important that our annual leave is adequately spaced across the year to avoid workload pressure on each other, and our services, towards the end of the year.  Therefore, the cancellation of pre-booked annual leave is discouraged unless it has been agreed with the line manager that the employee: 

  • is covered by one of the exemptions below and/or;
  • requests to reduce the period of leave booked at this time so that the leave is available later in the year where holiday plans have had to be cancelled and are to be re-booked at a later point (see FAQs below).

COSLA guidance within their COVID-19 FAQs on this topic further advises us that: “It is still appropriate to take your annual leave, subject to the normal service requirements, as your wellbeing is important. Everyone must look after themselves over this difficult period.”

ACAS guidance on COVID-19 highlights that, “In most situations, employees and workers should use their paid holiday (‘statutory annual leave’) in their current leave year. This is important because taking holiday helps people:

  • get enough rest 
  • keep healthy (physically and mentally)”

 Main Considerations

The priorities in our approach to annual leave therefore are:

  • The health and wellbeing of staff in ensuring that annual leave continues to be utilised during this challenging period;
  • Maintaining operational delivery of services to the City across the year and into next year – a build-up of annual leave next year puts additional pressures on staff in their team;
  • Ensuring that those who fall within the criteria of the legislation are supported to carry forward their leave at the end of the year and leave is not lost due to any misunderstanding of the legislation.

 Guidance for Use of Annual Leave

In order to achieve these priorities, a suggested pattern for the spread of annual leave is as follows (and unless exempted by the categories below) – this would be operationally dependent and is a guide to support employees and their managers to plan their leave across the year to ensure that the full entitlement is taken, rather than a requirement to take this amount of leave by these dates. (NB this does not apply if an employee is unable to take their leave due to one of the exemptions due to COVID-19 impacts, see exemptions below):

Example Percentage of Annual Leave

Equivalent days for full time staff with 27 days’ allowance

25% taken by the end of June

6.75

75% taken by end of October

20.25

*100% taken by the end of the year

27

(*NB this final 100% includes allowance for the 2 closure days between Christmas and New Year).  Note also that any additional purchased annual leave would be included within the maximum 20 days carried over for those covered by the exemptions.)

If a member of staff has been making use of special leave due to caring responsibilities or because they have an underlying medical condition, then annual leave should nonetheless be booked and taken at regular intervals throughout the year.

Those staff who have not used all of their allocated leave – and who fall into one or more of the exemptions below – will be supported to carry forward up to 20 days leave at the end of the year. This is on the basis of the change in legislation stating that leave should be carried forward where it has been “not reasonably practicable for the worker to take some, or all, of the holiday to which they are entitled due to the effects of coronavirus.”   This will be assessed via an approval form with their line manager.

To assist with determination and discussion around incidences where annual leave carry-forward of up to 20 days can be supported in line with the legislation amendment, the following exemption categories have been formed.

Where the member of staff falls into one of the below categories and has also not been able to practicably ‘catch up’ by taking additional annual leave in the remainder of the year

  • Their line manager has asked them to cancel or not to take a period of annual leave as they have been directly involved in the delivery of COVID-19 related response activity;
  • They have been requested to cancel or not to take a period of annual leave because they have been required to perform organisationally critical work due to COVID-19;
  • They have been asked to cancel or not to take a period of annual leave due to reductions in staffing levels in the team due to COVID-19;
  • They have been unable to use planned annual leave due to symptoms of COVID-19, shielding requirements, or isolation requirements.
  • They have some other substantial reason directly linked to COVID-19 which has resulted in it not being practicable to utilise their leave; the substantiality of which remains at the manager’s discretion. For avoidance of doubt, the manager’s discretion shall be applied objectively and not subjectively e.g. an individual’s personal preference not to take leave should not be considered a substantive issue.

Where such applications are approved, the effect of this is that these employees may carry over up to 4 weeks or 20 days of untaken leave for 2020 into the next 2 leave years with the total leave accrued taken by 31 December 2022.   Any remaining entitlement for part time employees shall be calculated on a pro rata basis in accordance with the above requirements.

Managers may also wish to consider other operational reasons not related to COVID-19 where the employee has not practicably been able to utilise their full annual leave allocation within the year.  If, following consideration of these, they can seek to approve carry-over of leave then a maximum of 5 days may be carried forward in this instance, to be used by end of February 2021.

The Council shall continue to honour existing statutory obligations that remain unchanged as a result of the coronavirus and in accordance with our policies. 

This approach is in line with recent Cosla guidance on Annual Leave during COVID-19.

Be flexible and work with your manager; for example, think of ways that annual leave may be taken as dispersed days rather than back-to-back in a block.

In these circumstances it is reasonable to agree for the annual leave to be re-scheduled in order for you to be able to access your holiday later in the year.  If this situation occurs and you are a critical worker further consideration of the requirements of the service against the capacity of you to reschedule at a much later date e.g. into the following leave year will be required.

With the current restrictions on movement for everyone, it would be reasonable to ask you to take a proportion of the annual leave (e.g. a week), and to enable you to unbook the remainder to be taken at a later date in the year.

It is always preferable for annual leave to be agreed in advance with dates that are mutually agreeable for both employee and manager.  As a last resort at this critical time- e.g. to spread the use of leave across a critical team to support everyone to take some leave across the year-  there is the facility under Regulation 15 of the Working Time Directive to require specific dates to be taken.  Namely that an employer can serve a notice on employees, giving them two days’ notice for every day the employer wishes an employee to take as annual leave. So, for example, if the employer is wanting the employee to use four days’ holiday, the employer must give them eight days’ notice of this. Although this notice does not require to be in writing, it is preferable that this notice is given in writing, for evidential reasons.

Other Absence/Leave

The use of special leave has been extended for certain situations relating to COVID – 19 these are:

  1. Those Self-Isolating on medical advice as having been a close contact.  This should be recorded on CoreHR as Special Leave (Paid) inc COVID  – Self Isolation/ Symptoms.
  2. Those with emergency caring requirements (e.g. childcare), whose role is NOT suitable to be carried out from home or in an alternative way, can seek paid special leave if their child’s school/nursery has been closed due to covid-19.  Please discuss with your line manager as soon as possible and complete the approval form.  If approved, this would be recorded on CoreHR as Special Leave (Paid) inc COVID – Caring Responsibilities.  You can also request a different type of paid special leave If your child is at home awaiting covid test results or if they are at home because they have tested positive for covid.  This should be recorded as Special Leave (Paid) inc COVID  – Self Isolation/ Symptoms.  This is because you will be required to self-isolate in these circumstances.

If a member of staff has been making use of special leave due to caring responsibilities or because they have an underlying medical condition, then annual leave should nonetheless be booked and taken at regular intervals throughout the year, in line with the Council’s annual leave approach below above.

For absences which are not related to COVID-19, normal Supporting Attendance procedures apply and you would be required to submit a fit note for any absence over 7 days.  Please make NHS Inform your first point of contact or call your GP during opening hours. If your GP practice is closed and your query can’t wait you can still call NHS 24 (on 111).

Where you are required to self-isolate, we do not require a fit note.  Please see the recording information below for recording absences relating to COVID -19 on CoreHR.

Further information on NHS 24 arrangements is available here.

The recognised public holidays are unchanged and the upcoming public holiday dates are Friday 10 April (Good Friday) and Friday 8 May (the May Day holiday in 2020 had been moved to recognise VE Day) and these dates are unchanged.

If you are required to work, normal public holiday arrangements would apply and the appropriate timesheets should be completed for these hours.

The recognised public holidays are unchanged and the upcoming public holiday dates are Friday 10 April (Good Friday) and Friday 8 May (the May Day holiday in 2020 had been moved to recognise VE Day) and these dates are unchanged.

If you would not normally be expected to work, you will be off work on the public holiday dates.

Working From Home / Flexible Working Arrangements

Everyone who can work from home should now do so.

However, we need to consider this alongside delivering frontline critical services. Employees therefore need to speak to their manager about options, which will include reference to nature of service, work needing done at any particular time and equipment available to determine the best approach. As the situation evolves, it may be that you will be required to support service delivery in a different way therefore ongoing contact with your manager is critical.

You can find more advice on our Working from Home pages

A Temporary amendment of our smarter working guidance, which currently states that “Suitable arrangements for care of dependents must be in place while an individual is Homeworking i.e. the homeworker cannot act as a carer at the same time as they are home working”.  This clause is relaxed to allow flexibility in supporting business continuity. 

We appreciate that this is a difficult situation and your children/dependents need cared for, however we also need to try and maintain our essential services and support our community where we can. We would ask that you explore if caring responsibilities could be shared with someone in your household. We recognise that asking Grandparents would be unsuitable at this time. Any support you could provide to essential services would be appreciated and will help us support the most vulnerable in our community.

If you are a key worker and do not have anyone else to look after your children, childcare may be available (see below).

Your manager should discuss and agree balanced working arrangements with any staff who can practically support care and working from home.  If you have difficulty balancing your childcare or caring responsibilities with working from home, you or your manager can contact Employee Relations for further advice.

We appreciate that this is a difficult situation and your children need cared for, however we are also needing to try and maintain our essential services and support our community where we can. We would ask that you explore if caring responsibilities could be shared with someone in your household. We recognise that asking Grandparents would be unsuitable at this time. Any support you could provide to essential services would be appreciated and will help us support the most vulnerable in our community. Where you are unable to make alternative arrangements, you should try to do what you can from home or use the opportunity for on-line learning.

If you are a key worker and do not have anyone else to look after your children, emergency childcare may be available (see below).

Those with emergency caring requirements (e.g. childcare), whose role is NOT suitable to be carried out from home or in an alternative way, can seek paid special leave if their child’s school/nursery has been closed due to covid-19. Please discuss with your line manager as soon as possible and complete the approval form. If approved, this would be recorded on CoreHR as Special Leave (Paid) inc COVID – Other. You can also request a different type of paid special leave If your child is at home awaiting covid test results or if they are at home because they have tested positive for covid. This should be recorded as Special Leave (Paid) inc COVID – Self Isolation/ Symptoms. This is because you will be required to self-isolate in these circumstances.

More flexibility around when hours are worked can be done in agreement with your line manager.  Be mindful of Working Time Directive and that this is by agreement and not automatically subject to any enhancements such as Overtime or Non-Standard Working Week Allowances.

You must discuss with your manager what options are available, this will depend on the business continuity plans in place in your service.  

Options will include:-

  • Working from home
  • Alternative duties and/or at a different time

Further local travel advice is available on our Travel pages

Yes, you may be needed to support critical services.

It is, vital that Aberdeen City Council continue to provide essential services across the city. As such, where we can, we are making childcare places available for key workers.  

340 childcare places are being offered to ‘key workers’ during the school closure period.  We are also working on plans to increase this number should demand be greater.   

In the first instance these places will be offered to key workers within the category 1 definition by Scottish Government.  These are identified as: 

  • Health care workers directly supporting COVID response, and associated staff; 
  • Health and Care Workers supporting life threatening emergency work, as well as critical primary and community care provision; 
  • Energy suppliers (small numbers identified as top priority already) 
  • Staff providing childcare / learning for other category 1 staff. 

Provision will be supported by Education and Childcare Services staff with appropriate qualifications and training and offered in a range of locations across the City.  

Pending final sign off by the Care Inspectorate, we hope this service could be operational by Monday 23rd March. 

Key workers should apply for a place by completing this form- Emergency childcare provision. 

Integrated Children & Family Services will prioritise these offers and make contact with you following allocation of places and confirm offer and placement of provision.   

Any worker who is not Category 1 as defined above but who is one the list of Key Workers provided by UK Government will be regarded as a category 2 priority given the limited number of spaces currently available. If you fall under this category you can also make an application, however, priority will be given to category 1 parents/guardians in the first instance.  

Please also be aware that first registrations should have been received by March 20th for those that wished to start from Monday 23rd March, however this will be a rolling application process so we will continue to take applications for days beyond that.   

If a place is not made available to you at this time, please be assured that ongoing review of applications will take place to enable us to support as many key workers as possible. 

Please complete the form or email contact our Education Support Team for further information. BuildingCapacityTeam@aberdeencity.gov.uk 

This can be done through an online P87 form through your Government Gateway account or by filling out a postal P87 form.

You’ll be asked for your employer’s name and PAYE reference (which you can find on your payslip or P60), and your job title. For postal P87s, you’ll also need your national insurance number. The key section for filling in is titled ‘Using your home as an office’. Assuming you’re not eligible for tax relief on other work-related expenses, like uniform tax rebates, leave them blank.

In the online form, there are two boxes:

  • ‘Amount paid by you’. HMRC has stated that provided you’ve had increased costs, just put a total amount that’s equivalent to £6/wk for the period you’ve been working from home and that’s fine, you won’t need to show receipts.
  • ‘Amount paid to you by your employer’. The Council do not normally pay a working from home allowance or reimburse homeworking expenses, so if this is the case, just put £0.

If you’re claiming through the postal form, you’ll need to add a ‘Using your home as an office’ expense manually in the ‘Other expenses’ section.

You claim retrospectively on expenses had. So, if you’re only at home due to coronavirus, it’s best to wait until you’re back at work (or a few months anyway) then make the whole claim at once. Your tax code will likely be adjusted so you pay less tax over the year, as opposed to you getting a direct refund.

Once you’ve submitted the claim, if you do it online you may hear back within a couple of weeks. However, obviously if HMRC is under pressure it may take longer.

Undertaking Alternative Work

Appropriate training will be provided for anyone volunteering to assist in the delivery of essential services.

Yes, if you work in an essential service you may be asked to be flexible and work at a different building for a temporary period of time.

Yes, in the current situation we will be asking staff to be as flexible as possible. Managers will try and take into account your personal circumstances when making such requests.

Wearing Face Coverings

The legislation now requires any employee (unless exempt) to wear a face covering when in the communal area of a workplace

It applies to all employees, agency workers and visitors to any ACC building (unless exempt).

In ACC this is being applied where someone is not seated at a desk or table or are not at their work space. “Communal area” means an area where persons mingle or gather, such as: passageways, stairs, lifts, staff rooms, training rooms, changing rooms, or entrances.

No, In ACC we require staff to wear face coverings in any communal space they work no matter the building. This requirement also applies for any workspace where staff are located, which is not a desk or table.  If you are unsure if you are required to wear a face covering in some areas, please check with your manager.

Examples:

If staff are working or travelling in a corridor of a housing complex or block then they will require to wear a face covering (please note, there is no mandatory requirement for residents to wear face coverings).

In workshops/depots etc if staff were working on a specific vehicle or piece of equipment, this would be their ‘workspace’ (although they may be expected to wear other PPE depending on the task), however, whilst moving between vehicles/equipment in a communal workshop, they should wear a face covering.

Yes if they are being invited into the communal areas of our buildings but not if the building is also their place of residence.

For the purpose of reducing the spread of coronavirus, a face covering is something which covers the nose and mouth. You could also use a scarf, bandana, religious garment or hand-made cloth covering but these must securely fit round the side of the face.

You can remove these in areas where the wearing of face coverings is not required. For example, seated at your desk (or other workspace), a canteen table, non-communal staff toilets, outside breaks. 

Every time you apply or remove a covering, it is important that you wash or sanitise your hands first and avoid touching your face. When temporarily storing a face covering, such as in a pocket when moving between spaces, it should be placed in a washable bag or container and you should avoid placing it on surfaces, due to the possibility of contamination. After each use, you must wash the face covering at 60 degrees centigrade or in boiling water.

Face shields may be used, but only if they are worn in addition to a face covering underneath, as the evidence shows that they do not provide adequate protection.

If you are unable to wear a face covering, a face visor or face shield can be worn as it does provide a limited level of protection.

Yes, unless you have an exemption. If you work in a customer facing role in an ACC building which is open to customers of more than 1 family at the same time. There is however no need to wear a covering if you are able to guarantee the 2 metre distance or you are behind a screen when serving the customer.

Yes unless they have an exemption.

Yes, unless you have an exemption.  Face coverings are now required to be worn when you are not seated at your desk, table or your workspace.

You can remove these in areas where the wearing of face coverings is not required. For example, seated at your desk (or other workspace), a canteen table, non-communal staff toilets, outside breaks. 

Some people find the wearing of masks to be uncomfortable after a period of time. This does not need to be for an extended period of time but there should be times where staff can remove their face covering for a very short period and can be during their normal breaks, e.g. toilet and coffee breaks.  

In some services where direct care is provided then face masks would be used.  Please follow the processes established for your role.

You will need to wear a face covering when in any communal space (e.g. hallway/stairwell) or whenever you cannot maintain 2m distance while in someone’s home.

Arrangements for Casual/Relief/Supply

Relief Casual Workers (non-Teaching)

Relief workers who work “as and when” will be paid as normal for any hours worked.  Please submit timesheets for any hours you have worked to your manager for approval.

For more information on completing timesheets, please see here.

Where hours had already been offered and agreed with the service prior to any disruption, these hours would still be paid. 

Where hours had already been offered and agreed with the service prior to any disruption, these hours would still be paid. 

Where hours had already been offered and agreed with the service prior to any disruption, these hours would still be paid. It was previously agreed that relief workers who had received payment for work in the period 1st January to 31st March 2020 would continue to receive a payment equal to the average amount earned over the 3 month period. This scheme ran from April to June, therefore payments have now ceased. 

For more information please refer to the Covid 19 casual worker compensation guidance here.

You may still be required to work these hours doing your normal or alternative tasks as directed by your service and if you can work from home, you should do so or do alternative tasks during the engagement period where possible.  Any hours worked shold be claimed through the normal means.

Supply Teachers

The SNCT had introduced a Supply Teachers Job Retention Payment scheme for supply teachers not in a contract as at 20 March 2020. As all teaching supply work which is anticipated to last for longer than 2 days is defined as a fixed term contract, this scheme therefore applies to what we would normally refer to as “day to day” supply – i.e. those teachers undertaking ad-hoc engagements with no set pattern of work.

Supply teachers who met this criteria were paid for the average hours worked over the 3 month period 1st January 2020 to 31st March 2020.  The Supply Teachers Job Retention Payment scheme was developed for supply teachers not in a contract as at 20 March 2020. Those who met the criteria received a payment equal to the average amount earned over the 3 month period 1st January to 31st March 2020. This scheme ran from April to June, therefore payments have now ceased.

Also see SNCT Supply Teachers FAQs.

Supply teachers who have an on going arrangement will be treated as fixed term employees for the period of the engagement, and will be paid accordingly. As fixed term employees, you would also be expected to continue to support the learning of pupils during the period of school closure in the same way as permanent teachers.

Your manager should continue to submit the specific Supply/Additional Hours timesheets and can contact AskHR if they have any queries.

Also see SNCT Supply Teachers FAQs.

Recording Coronavirus in CoreHR: Actions for all 

To assist with the monitoring of Coronavirus, there is a requirement for everyone to use CoreHR to record who are unavailable to attend their normal place of work during the outbreak. This means that we have accurate information, on a day-to-day basis, about where people are working, whether they have symptoms, and if they are self-isolating.

To assist with decision making on presenting with symptoms or underlying medication conditions, please see the Managers Decision Tree.

Anybody performing alternative working arrangements need to update CoreHR as follows (or your manager can do this on your behalf):

Leave Type

Reasons

Description

Sick Leave – COVID*

 

COVID – Symptoms

To be used where an individual has symptoms and is unfit to work due to COVID-19

Special Leave (Paid) inc COVID

COVID – Self Isolation/ Symptoms

COVID – Service Closure

COVID – Underlying Medical Condition

COVID – Shielding

To be used where an individual is unable to work from home or in an alternative way but is impacted by COVID-19

COVID – Working from Home

COVID – Alternative to normal work 

COVID – Caring Responsibilities 

COVID – Self Isolation/ Symptoms

COVID – Underlying Medical Condition

COVID – Shielding

To be used where an individual is able to undertake work from home or in an alternative way but is impacted by COVID-19

COVID – Temp Movement of Staff

Undertaking temporary duties only

Full contracted role & temp duties

Partial contracted role & temp duties

To be used where an individual has been temporarily reallocated to undertake alternative work

*Sick Leave can only be recorded by your manager

Please also ensure that you have updated your next of kin on CoreHR. If you cannot access CoreHR, please a submit this information along with your payroll number to AskHR.

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