Working safely during coronavirus

Current government advice is that anyone who can work effectively from home should do so.

In some cases, this may mean talking to staff about: 

• changing plans for returning to the workplace
• working from home again if they've already returned to the workplace

Where it's safe to return to the workplace, it's important that employers talk to staff as early as possible about this.

2. Planning to return to work

Employers should 'consult' with staff (ask for and consider their views to try and reach an agreement) about returning to work. This includes:

• trade union representatives
• employee representatives
• health and safety representatives

Employers should also check any agreements they have with a trade union or employee representatives to see if they must formally consult.

Employees and workers should be ready to return to work at short notice, but employers should be flexible where possible.

Making the workplace safe

Employers must make the workplace as safe as possible for staff, customers and anyone else who visits. To do this employers must:

• encourage staff to work from home, wherever possible
• do a 'risk assessment' to identify what might cause harm and take reasonable steps to prevent it
• follow the government guidelines on working safely during coronavirus on GOV.UK

To get advice on working safely during coronavirus from the Health and Safety Executive (HSE) you can:

• find coronavirus advice on the HSE website
• find information on risk assessments on the HSE website
• use HSE's online enquiry form
• call 0300 790 6787, Monday to Friday 8:30am to 10pm

Discussing plans with staff

Employers, employees and workers should talk as early as possible about any plans to return to work. The same applies for any plans to change back to working from home.

It's a good idea to talk about:

• when staff might return to the workplace or start working from home again
• how staff will travel to and from work
• how health and safety is being reviewed and managed – you should share the latest risk assessment
• any planned adjustments to the workplace, for example additional hand washing facilities, staggering start and finish times to avoid overcrowding or floor markings to help people stay apart
• if there might be a phased return of the workforce, for example some staff returning before others
• working from home arrangements

Wherever possible, employers should speak to staff before making a decision or putting plans in writing. This can help staff understand, and feel included in, decisions.

Changes that might affect someone's employment contract

If there are any proposed changes that affect the written terms of someone's contract, the employer must consult with the employee, worker or their representative, for example their trade union representative.

Find out more about changing an employment contract.

If staff are worried

Some people might be anxious about safety and returning to the workplace. Others might be anxious about not being able to return to the workplace.

Employers should encourage staff to talk to them about any concerns they have, and try to resolve them together.

If someone does not want to return

Some people might feel they do not want to go back to work, or be unable to return yet.

For example, this might be because they’re:

• worried about catching coronavirus
• at high risk of getting a severe illness if they catch coronavirus
• caring for children
• living with someone who has been advised to stay at home by their doctor because they have a serious health condition

An employer should listen to any concerns staff may have and should take steps to protect everyone.

For example, they could:

• offer extra car parking where possible so that people can avoid using public transport
• keep someone on 'furlough' (temporary leave) if they're temporarily unable to work
• arrange for someone to work different hours temporarily to avoid peak time travel

If someone still does not want to go back to work, they may be able to arrange with their employer to take the time off as holiday or unpaid leave. The employer does not have to agree to this.

If someone refuses to attend work without a valid reason, it could result in disciplinary action.

Find out more about:

• shielding and vulnerable people – including what employees and employers should do if someone's doctor advises them to stay at home
• absence from work

Raising an issue

If an employee or worker has an issue about changes to ways of working, they should raise it with their employer or manager. Employers and managers should take any issues raised by staff seriously.

Read about:

• how to raise a problem at work
• dealing with a problem raised by an employee

Acas support for employers

An Acas adviser can talk you through:

• your options for returning to the workplace safely
• the steps in the process and a flowchart with links to further resources
• what's a legal requirement and what's good practice
• what support is available for your staff

To arrange an appointment, you can:

• send an enquiry form
• call: 0300 123 1150, Monday to Friday, 9am to 5pm

An individual should not go to the workplace if they:

• have coronavirus (COVID-19) symptoms or have tested positive for coronavirus
• are told to self-isolate (stay at home) by a government test and trace service, because they've been in close contact with someone who's tested positive
• need to self-isolate because someone in their household has symptoms or has tested positive
• need to self-isolate because they've returned to the UK after a holiday or business travel

If someone cannot work because they have to self-isolate, they must tell their employer as soon as possible, or face a fine of £50. They can also be fined from £1,000 up to a maximum of £10,000 for not self-isolating.

If someone is told to self-isolate, they should work from home if that is possible.

If they're already at work, they should:

• tell their employer immediately and go home
• avoid touching anything, and wash their hands regularly
• cough or sneeze into a tissue and put it in a bin, or if they do not have tissues, cough and sneeze into the crook of their elbow
• use a separate bathroom from others, if possible
• avoid using public transport to travel home, if possible

Employers can be fined up to £10,000 if they knowingly ask or encourage a worker or employee who needs to self-isolate to come to the workplace.

If someone with coronavirus comes to work

If someone with coronavirus comes to work, the workplace does not necessarily have to close, but they should follow cleaning advice.

See advice for cleaning workplaces on GOV.UK.

If staff have contact at work with someone who has coronavirus 

If an employee or worker has had contact at work with someone who has symptoms or has tested positive for coronavirus, they will not usually need to self-isolate. 

If they followed social distancing rules, they should only need to self-isolate if they:

• have coronavirus (COVID-19) symptoms or have tested positive for coronavirus
• are told to self-isolate by a government test and trace service
• need to self-isolate because they've returned to the UK after a holiday or business travel

They should speak to their employer if they are unsure or have any concerns about whether they need to self-isolate.

Supporting staff who need to self-isolate

If someone needs to self-isolate, it's good practice for employers to:

• send them home immediately, if they're at work
• support them staying at home while they self-isolate
• arrange for them to work from home, if they're well enough to work
• pay them any sick pay they're entitled to while self-isolating
• support their wellbeing and mental health – see more about supporting mental health during coronavirus
• consider making workplace adjustments to prevent future transmission

Depending on someone's circumstances, they might have to self-isolate more than once during the coronavirus pandemic. Employers should support them in the same way each time.

To find out how long someone must self-isolate for, see:

• self-isolation for someone who has symptoms or has tested positive
• self-isolation after returning to the UK

For workplace advice about the government test and trace services:

• in England, see NHS Test and Trace workplace guidance on GOV.UK
• in Scotland, see Test and Protect advice for employers on gov.scot
• in Wales, see Test, trace, protect advice for employers on gov.wales

If an employer decides it's necessary to test employees or workers for coronavirus (COVID-19), it should be agreed with staff or the workplace's recognised trade union.

The agreement should be put in writing, for example in a workplace policy.

Employers can ask staff to be tested, but they cannot force staff to take a test.

If someone does not want to be tested

If someone does not agree to be tested, the employer should listen to their concerns. It's important for the employer to be flexible and try to find ways to resolve any issues.

If someone unreasonably refuses to take a test, in some situations it could result in a disciplinary procedure. For example, this could be because it's the workplace's policy to test staff for coronavirus and necessary for someone to do their job.

Guidance for employers

Employers must make sure they follow data protection law if they test staff for coronavirus.

To find out more see:

• data protection and testing advice from the ICO
• coronavirus testing advice for employers on GOV.UK

Employers should support staff in getting the coronavirus (COVID-19) vaccine, but they cannot force staff to be vaccinated.

Employers may find it useful to talk with their staff about the vaccine and share the benefits of being vaccinated.

For health advice about the vaccine:

• in England, see coronavirus vaccine information from the NHS
• in Scotland, see coronavirus vaccine information on NHS inform
• in Wales, see coronavirus vaccine information on Public Health Wales

If someone does not want to be vaccinated

If someone does not want to be vaccinated, the employer should listen to their concerns. Employers should be sensitive towards individual situations and must keep any concerns confidential.

Some people may have health concerns, for example allergies.

Or, some people may be protected from discrimination under the Equality Act 2010. For example, if someone is pregnant. Find out more about discrimination and the law.

Staff should talk to their doctor if they’re concerned about their health and getting the vaccine.

If an employer decides it's necessary for staff to be vaccinated

An employer may decide it’s necessary for staff to be vaccinated. This should only be the case if getting the vaccine is required for someone to do their job. For example, if staff travel to other countries for work and need vaccinations.

If an employer decides it's necessary, they should agree it with staff or the workplace's recognised trade union.

The agreement should be put in writing, for example in a workplace policy.

Disciplinary action

If an employer believes someone’s reason for refusing the vaccine is unreasonable, in some situations it could result in a disciplinary procedure.

This will depend on if it's the workplace's policy to be vaccinated and necessary for someone to do their job.

An employer must consider if someone's reason for not wanting the vaccine could be protected from discrimination by the Equality Act 2010. For example, if they're pregnant. Find out more about discrimination and the law.

If staff believe their employer is being unreasonable

If an employee or worker believes their employer is being unreasonable in deciding it's necessary for them to get the coronavirus vaccine, they should try and resolve the problem informally.

They can do this by talking with their:

• employer
• health and safety representative, if they have one
• trade union representative, if they're a member of a trade union

If it cannot be resolved informally, staff can raise a problem formally. This is known as 'raising a grievance'.