With the increase in home working arising as a result of the spread of Coronavirus, this guidance has been produced for New College Lanarkshire staff to help them maintain productivity whilst supporting your wellbeing.
It is important that we consider our health, safety and wellbeing while working at home, so we are asking everyone to complete a short homeworking awareness module and assessment.
The module will take approximately 30 minutes to complete. Following the successful completion of this, you will then be prompted to answer some questions regarding your current workplace set-up at home. This will assess if there are any modifications required to make you more comfortable. You should discuss any issues identified with your Manager in the first instance.
You can access the module at: https://app.workrite.co.uk/securelogin/samlgateway.aspx?id=8A4AC551-1FEF-4D72-B125-4E9E37E3545B
Any member of staff working from home should ensure that the area(s) used are safe and suitable for the type of work to be carried out.
A simple assessment as to the suitability should be made, to ensure freedom from the most common hazards to prevent slips, trips and falls, considering fire safety, electrical safety, and suitability of lighting, temperature and ventilation.
You should ensure the working set-up does not create hazards and risks to others, especially children and individuals with disabilities.
All staff must complete the External Premises Suitability (home) check sheet and email a copy to firstname.lastname@example.org
Staff should also retain a copy for their own records. This form can be found on The Clan here: https://nclan.interactgo.com/Interact/Pages/Section/ContentListing.aspx?subsection=8685
For DSE Workstation set up (training, test and assessment), please ensure that you have completed the WorkRite DSE E-learning module for your workstation in campus. You should then follow the good practice advice for setting up your workstation at home.
If you have not completed this module, or wish to check that you have access to Workrite on The Clan, please visit: https://app.workrite.co.uk/Material/Pages/CoursesDashboard.aspx
If staff have any problems accessing the module please contact Fiona Macintyre via email email@example.com
I have borrowed equipment to work at home, am I insured?
Our insurance covers you for working at home.
This can be accessed through Infopoint or by using the following url: https://masterpacks.nclan.ac.uk/
Yes, this is secure. The only additional step staff are required to take off-campus is to log out of MPS when they are leaving their workstation, even if only for a few minutes.
The security relies on the integrity of staff (same as on-site working) and on ensuring that they are logged out when they are not in front of it.
Each CQL is the administrator (in MPS Moodle language: ‘Manager’) for each unit in MPS within their areas of responsibility.
The CQL grants appropriate access to each lecturer who is teaching and assessing that unit (in MPS Moodle language: ‘Full Access, Non-editing Teacher or Read-Only Access’).
The College’s Data Protection and Data Security Policy and ICT Policy Framework both continue to apply to offsite working and are available to all staff via The Clan. Staff should familiarise themselves with these key documents.
The key points to consider when working from home are:
Personal data breaches should be reported as usual to the Data Protection Officer at Lorna.MillerDPO@nclan.ac.uk
The DPO is provided by a shared service. They have the ability to work remotely and have contingency plans to ensure a continuous service is provided where DPOs are unable to provide a service to their nominated college.
The College may still receive requests for personal data and these must be progressed as normal within the statutory one month deadline.
If, due to restricted access to information, or lack of access to facilities or staff, the request may have to be delayed, the College will notify the requestor with the reason for the delay.
The ICO has advised that it is unable to extend the statutory timescales, however the ICO will be understanding of delays that may occur as a result of COVID-19.
As precautionary measure we will also be asking staff who are pregnant, whether disclosed or not, to self-isolate indefinitely.
Your pay and benefits will not be affected. Please keep in touch with your line manager.
If you become unwell during this period of home working, you should contact firstname.lastname@example.org to advise of your illness.
You will receive occupational sick pay as stated in your contract of employment. For staff with less than 1 years’ service, this is equivalent to 5 weeks at full pay and 5 weeks at half pay. Please remember to let HR know when you are again fit for work.
We understand that many staff have been affected by the recent social distancing measures, which has resulted in the closure of all nurseries and schools. Others will have additional caring responsibilities which will make it harder for them to continue to work remotely.
Please be assured that NCL will support all of our staff that have been affected. Any changes should be discussed and agreed with your line manager.
Anyone worried about the current situation or experiencing difficulties with their mental health, or the wellbeing of any of your friends and family can contact a number of helplines:
NCL understands that self-isolating measures can cause anxiety for those who are experiencing or feel at risk of domestic abuse. There is never an excuse for domestic abuse, regardless of circumstances.
It is important to remember that you are not alone and the police and health service are still here to help and support you. This includes police response, online support, helplines, refuges and other services.
If you are in immediate danger call 999 and press 55 if you are on a mobile and unable to speak. This lets the operator know it is a genuine call and you are put through to the police.
This might not be the right/safe time to leave. You can still safety plan and services can still support you, and will be there for you when the time is right for you.
For support in accessing the adjustments you need while working at home, please speak with your line manager.
Alternatively you can contact the HR Team. The HR Team are available by email at email@example.com.
You can access all Office 365, Microsoft Teams and InfoPoint through The Clan.
Visit http://nclan.interactgo.com and use your normal college login details.
We encourage all teams to discuss how they wish to proceed with meetings. This can be facilitated through Microsoft Teams and guidance on this will be provided.
We would encourage those who feel fit and able to maintain regular communication with neighbours and those who are elderly or vulnerable in the community.
Our local foodbanks are still open and if you are able, your support would be valuable.
The Occupational Health Team have been working over the past few weeks to provide advice to staff currently on their active case list while assisting our communications by providing us with key external sources of advice.
Occupational Health are currently only able to work with staff members who are already identified on their caseloads for the time being. Any member of staff who needs specific advice on their own health who is not already engaged with occupational health should contact their GP or NHS24.
If you have any questions or require support please contact:
If you have a specific question about your individual circumstances that has not been covered above then you should speak to your line manager in the first instance.