Schedule 33: COVID-19 vaccination and testing policy

1. About this policy
   • We are committed to maintaining a safe and healthy workplace and are taking additional measures to protect you from contracting and spreading COVID-19 in accordance with legal requirements and government guidelines. COVID-19 vaccines have been approved by the Medicines and Healthcare products Regulatory Agency (MHRA) and are being offered to members of the public by order of priority. Our vaccination policy is part of our overall COVID-secure steps to ensure a safe working environment but is not a substitute for other health and safety measures. More information is available on the GOV.SCOT site.
   • The purpose of this policy is to provide information about COVID-19 vaccination and to encourage our workforce to get vaccinated against COVID-19. It also provides guidance on how the company will provide and use lateral rapid flow testing to help quickly detect COVID-19 antigens.
   • This policy does not form part of any contract of employment or other contract to provide services, and we may amend it at any time.
2. Who does this policy apply to?
   • This policy covers all employees, officers, consultants, contractors, volunteers, casual workers, and agency workers.
3. Who is responsible for this policy?
   • The Board has overall responsibility for the effective operation of this policy but has delegated responsibility for overseeing its implementation to the Finance Director. Suggestions for change should be reported to the Finance Director.
   • Line managers have day-to-day responsibility for this policy, and you should refer any questions about this policy to them in the first instance.
   • This policy is reviewed annually by the Board.
4. Voluntary Policy
   • Vaccination against COVID-19 is an important tool in helping to prevent infection and reduce hospitalisation and mortality. In accordance with public health advice and as an integral part of our health and safety measures, we strongly encourage all eligible staff to participate in ongoing vaccination programmes where it is safe to do so in individual circumstances.
   • While we strongly urge you to get vaccinated and to conduct regular tests, this is a voluntary policy, and it is your personal decision whether to receive the vaccine and/or use lateral flow testing. We respect the wishes of those who choose not to be vaccinated, whether this be for health or other reasons. You will not be treated unfairly or in a discriminatory way because of your vaccination status.
5. Information about lateral rapid flow testing

10.1     Lateral rapid flow testing is conducted using a lateral flow device (LFD) and is one of the tools being used to help detect and fight COVID-19. These devices can help identify people who have high levels of the virus who do not have symptoms and would not otherwise be being tested. They are quick and convenient, allowing results to be analysed within 30 minutes. If used in combination with other infection and prevention control measures, such as those referred to within paragraph 7.2, they are another tool which help people to stay safe and prevent the transmission of COVID-19.

10.2     If you have a positive result, you should follow the notification procedure outlined within our sickness absence policy, immediately notify your line manager of your positive test result, and follow the current Scottish Government guidelines on isolation.

10.3     If you have a negative test result, but are experiencing COVID-19 symptoms, you should inform your line manager of your symptoms and follow the notification procedure outlined within our sickness absence policy.

6. Information about COVID-19 vaccination
   • COVID-19 vaccination is currently only available through the NHS to eligible groups and is a free vaccination. It is given as two doses as an injection into your upper arm. Public health authorities advise that:
     • COVID-19 vaccination is safe and effective and gives the best protection against COVID-19. There is information about vaccine safety on the World Health Organisation website.
     • The vaccines approved for use in the UK have met strict standards of safety, quality and effectiveness set out by the independent Medicines and Healthcare products Regulatory Agency (MHRA).
     • You cannot catch COVID-19 from the vaccine. However, after receiving the vaccine, it may be possible for you to still carry and transmit the virus. Therefore, it is important to still follow all local public health recommendations.
     • The vaccine does not contain living organisms.
     • The approved COVID-19 vaccines do not currently contain any animal products or egg.
     • Like all medicines, no vaccine is completely effective; some people may still get COVID-19 despite having a vaccination, but this should be less severe.
     • No long-term complications of COVID-19 vaccinations have been reported and reports of serious side effects, such as allergic reactions, are rare.
     • In the long-term, revaccination, possibly on an annual basis, is likely to be a regular part of managing COVID-19. Further research is awaited on this issue.

We cannot provide medical or scientific advice on the vaccine. You can find further information on the NHS website in England and Scotland, and the Public Health Wales website in Wales.

• Before being vaccinated against COVID-19 you should discuss with a healthcare professional whether any particular risks apply in your personal circumstances. Vaccination against COVID-19 may not be suitable in all cases. For example:
  • Individuals who have immunosuppression may not make a full immune response to vaccination against COVID-19.
  • Those with severe allergies should not have the vaccine.
  • Vaccination of individuals who are experiencing prolonged COVID-19 symptoms may need to be deferred.

More information is available on the GOV.SCOT site.

• If you have any additional questions or non-medical concerns, please raise them with your line manager or the Finance Director who will deal with them confidentially.

7. Maintaining a COVID-19 secure workplace
   • This voluntary vaccination policy is a key part of our overall strategy and commitment to maintaining a COVID-19 secure workplace in accordance with government guidance. This policy is designed for use together with, and not as a substitute for, other COVID-19 measures, including our Health and Safety Policy.
   • In particular, all staff must adhere to the following health and safety rules to reduce the risk of transmission of COVID-19 in the workplace, whether or not they have been vaccinated:
     • Wash your hands carefully and frequently.
     • Follow current Scottish government COVID-19 guidance on the GOV.SCOT site.

8. Time off for vaccination
   • We will not allow paid time off for you to attend any vaccination appointment during your working hours. You are therefore expected to schedule vaccination appointments outside of your working hours where possible.
   • If you are prevented from working due to any side effects of being vaccinated against COVID-19, you will be paid in accordance with our sickness absence policy.
9. Proof of vaccination
   • If asked, please provide your line manager confirmation of your up-to-date COVID-19 vaccinations, including the vaccination date and vaccine name.
   • Your vaccination details will be kept confidential and only shared with your line manager. We will retain these records in accordance with our Data retention policy, which is available from your line manager.
   • We will use this information to ensure your health and safety in the workplace, assess your fitness to work, provide appropriate workplace adjustments, and to monitor and to manage sickness absence. Any information provided will be handled in accordance with our Data Protection Policy, which is available from your line manager. For more information about how we use your personal data and special categories of personal data, please also refer to our Privacy notice, which is available from your line manager.
10. Changes to this policy

15.1     Government and public health guidelines and restrictions and business and industry best practice regarding COVID-19 and COVID-19 vaccines are changing rapidly as new information becomes available, further research is conducted, and additional vaccines are approved and distributed. We reserve the right to modify this policy at any time in our sole discretion to adapt to changing circumstances and business needs, consistent with our commitment to maintain a safe and healthy workplace. This may include introducing a requirement for mandatory vaccination in certain roles where the need arises (for example, certain customer-facing roles or roles that require international travel).