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Coronavirus information for managers

Line managers have a role in supporting staff in relation to coronavirus (COVID-19).

Full and detailed HR advice for managers about the workforce related implications of the COVID-19 pandemic can be found in this section. You'll need to sign in to the secure area to access this information.

The policy elements outlined are applicable to all employees within the council, excluding those directly employed by a school. These will be effective from Friday 20 March 2020 and will remain in place until we deem it necessary to cease or alter such arrangements as the situation evolves.

Employees who are medically susceptible

COVID-19 risk assessments are no longer required, however colleagues who are more at risk from infection due to medical conditions must be supported by their manager and any necessary mitigations implemented to ensure they can use our workspaces without causing undue risks to their health and wellbeing.

Face coverings

Colleagues are encouraged to wear a face covering in crowded or enclosed spaces, especially where they come into contact with people they do not usually meet.

This only applies to face coverings which are not PPE. The requirements for wearing PPE (including face masks) in our care settings have not changed and staff must continue to wear all PPE in line with Derbyshire guidance.

Recording a self-isolation period due to symptoms of a viral infection

Anyone with symptoms of a viral infection such as COVID-19, flu or sickness and diarrhoea should not attend their workplace. If the employee is well enough and their role allows, they can work from home. If they cannot work from home but are well enough to work, you should discuss the risk of spreading illness with them and whether any plans can be put in place to allow them to attend a workplace.

As part of this discussion, line managers should establish the following:

  • the reason for self-isolation
  • the current work location
  • whether the employee is fit and able to work from home
  • the start and end period of self-isolation
  • confirmation that the normal hours planned to be worked for the defined period will be submitted via usual processes
  • a daily contact approach between the line manager and the employee including confirmed contact details and any support the colleague may require during the self-isolation period (for example, support in obtaining medication supplies)

A self-isolation absence code is available for direct recording in SAP. Please see the HR advice for managers for further details.

If an employee is fit and able to work from home during the self-isolation period, the employee should record their hours via the normal processes. If an employee is fit to work but unable to work from home due to the nature of their role, line managers should work with employees to ensure the normal hours the employee was due to work in the defined period are input through normal processes.

Line managers must be in contact with any self-isolating employee on a daily basis to support their wellbeing and ensure they are able to perform their duties. This contact will be by phone unless there is a clear reason why text or email should be used.

Employees required to self-isolate will receive normal pay for the self-isolation period. Normal pay means the employee will receive the pay that was scheduled and authorised to be paid at the point of self-isolation.

If an employee becomes unwell and unable to work during the self-isolation period the employee will be recorded as off sick against the corresponding sickness absence reporting code.

Recording sickness absence

There is a specific sickness reason type named 'COV-19' in SAP.

Employees who are unwell due to a confirmed case of COVID-19 and are unfit to work, should have their absence recorded by their manager as sickness under the sickness reason of COV-19.

If an employee is unable to test to confirm their sickness is attributable to COVID-19 they should record the absence closest to the symptoms they are experiencing.  

Further guidance on recording sickness absence is available.

If you have any questions in relation to this guidance please contact Time Team, HR services, email: