Office Remobilisation FAQs
Please note: This applies to non-school and non-social care facilities/buildings. Separate arrangements are in place for these locations
Meetings
Yes, in line with the lifting of all Covid restrictions in Scotland and changes in testing.
As the virus has not gone away, all employees are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others.
As well as applying 'Covid Sense' (opens new window) you should ensure that you are familiar with risk assessments and control measures in place for your workplace or job to ensure a safe working environment. You can get a copy of any relevant risk assessment from your line manager.
It is possible to hold virtual meetings at your desk, however in order to maintain confidentiality and control noise levels in workplaces, it is important that where possible virtual/remote meetings are conducted in private spaces and not open plan areas. Meeting rooms are available for booking. Room and Pool Car Bookings
Desks
There are no physical distancing rules in Scotland anymore. However, some office layouts have been arranged differently to create more space for staff. Service Managers have desk layout details and will lead on managing work stations centred around flexible working.
As Covid-19 has not gone away, all employees are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others.
As well as applying 'Covid Sense' (opens new window) you should ensure that you are familiar with risk assessments and control measures in place for your workplace or job to ensure a safe working environment. You can get a copy of any relevant risk assessment from your line manager.
No, you will have the use of a desk within your service area on the days you attend the office. Your line manager will be responsible for ensuring that you have a desk on the days you are office based.
Service Managers will lead on managing work stations centred around flexible working. Your line manager will be responsible for ensuring that you have a desk space for the days you are office based.
Depending on the days you are office based and those of other team members, it may be necessary to share desks. Your line manager will be responsible for ensuring that you have a desk space for the days you are office based.
Equipment
If you are a hybrid worker, your desk arrangement should be as follows:
The main work station (where you work for the greatest percentage of the working week) should be equipped with a riser or docking station, a separate screen, keyboard and mouse.
The secondary work station should also be equipped with a riser, screen, separate keyboard and mouse.
Therefore, other than your laptop, you do not need to carry equipment between work stations. Please discuss your equipment needs with your line manager and return any equipment to the office in line with these arrangements.
Note: If a docking station is required at the secondary place of work, then you will be expected to transport your existing docking station with your laptop. Both docking stations styles will easily fit within the laptop rucksack, if you do not have this then please speak with your manager.
Your main work station (where you work for the greatest percentage of the working week) and your secondary work station, should be equipped to enable you to carry only your laptop between work stations. Please discuss your equipment needs with your line manager.
Note: If a docking station is required at the secondary place of work, then you will be expected to transport your existing docking station with your laptop. Both docking stations styles will easily fit within the laptop rucksack, if you do not have this then please speak with your manager.
Work is being progressed to ensure that each desk space in the office is equipped with a riser, connectivity cabling, a separate screen, keyboard and mouse.
You should use IPT softphone which will allow your extension to follow you. If you do not already have IPT softphone, please contact IT to have it installed.
If you have had a softphone installed on your device and have a headset you no longer require the IPT desk phone currently plugged in on your desk. This can now be removed and returned to IT Services.
If the desk phone is still required please be aware the phone should be plugged into the data point under the desk and the laptop/desktop network cable should be plugged into the back of the desk phone. There should be at least 1 live data point under the desk for each desk.
You should discuss any need for support in re-connecting your IT equipment with your line manager. As IT support is limited and will be phased where possible, you should not contact IT services directly on this matter.
Please keep any specialist equipment at home and discuss any additional or secondary equipment requirements with your line manager.
There are no arrangements to uplift and deliver equipment in general, however assistance may be provided in special circumstances. You should discuss any requirement for assistance with your line manager.
All desks are being equipped with a riser to support an open laptop - this allows the laptop screen and camera to be used.
Each external monitor should be fitted with the cables required to connect the laptop and other devices. The cables shown allow different types of video input (HDMI,DISPLAY PORT,VGA). There is also a cable that when plugged into a USB port on the laptop will activate the extra external USB ports on the sides of the monitor as shown here allowing a keyboard, mouse and headset to be easily plugged in.
This allows the user to easily connect the laptop up to the cables required.
Yes, please bring any items such as docks/keyboards/mice/screens back into work. These should be returned to IT Services to be assessed if they can be re-used elsewhere.
Workplace Protocols
There are no physical distancing rules in Scotland anymore. However, As the virus has not gone away, all employees are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others.
Some office layouts have been arranged differently to create more space for staff. Service Managers have desk layout details and will lead on managing work stations centred around flexible working.
As well as applying 'Covid Sense' (opens new window) you should ensure that you are familiar with risk assessments and control measures in place for your workplace or job to ensure a safe working environment. You can get a copy of any relevant risk assessment from your line manager.
There are no capacity restrictions in toilet, print and kitchen areas, but staff are reminded to use 'Covid Sense' (opens new window) and not to congregate in these areas.
Yes. Staff are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others.
Yes. Staff are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others when in the workplace.
No, there are no one-way systems in place.
It is no longer a legal requirement to wear a face covering, doing so in the workplace will be a personal choice in line with national guidance (opens new window). Staff are asked to respect the choice of others to wear or not wear a face covering and should continue to be distance aware.
Some desks have been arranged differently to create more space.
Service Managers have also been asked to reduce the number of cabinets in offices where they are no longer required. Service Managers will co-ordinate the reduction of cabinets and liaise with Property Services to have them removed over the coming weeks.
From 19 April staff and customers can enter and exit as normal. There are no special arrangements in place for entrances and exits.
Yes. All car parks with access control will return to pre-pandemic arrangements from 19 April.
This will include barrier control and restricted access.
A Covid test centre is currently based in the car park at Livingston Football Club and is expected to close in June.
Two rows of additional free parking are available in front of Stadium House where the electric vehicles charging points are.
Please only park in the spaces marked for West Lothian Council, as the rest of the spaces are for Stadium House.
The Terrace car park and car parks for Almondvale Park are also available and can be accessed from Howden South Road.
Enhanced cleaning arrangements have been in place throughout the pandemic and the use of electrostatic cleaning will continue across all council buildings based on workplace risk assessments and government guidance.
All staff should contribute to a clean and hygienic workplace by:
- Washing hands regularly with soap and water or hand sanitiser, in particular when arriving at the workplace, when you blow your nose, sneeze or cough, and when you eat or handle food;
- Wearing a face covering where required;
- Keeping the workplace well ventilated;
- Covering your mouth and nose with a tissue when you cough or sneeze, throwing the tissue in a bin and washing your hands;
- Practicing good desk hygiene by cleaning desks before and after use, using only products provided by the council.
Appropriate cleaning arrangements are in place in all council workplaces.
Staff are encouraged to practice good desk hygiene and clean any desks before and after use.
Anyone using a shared desk should be mindful of those using the desk after them and leave it as they would wish to find it.
Special care should be taken if you are eating at your desk to make sure any crumbs or spills are cleared up, and the desk is left clean and tidy for your colleagues.
This will promote good hygiene for all and alleviate anxiety for some.
Only products provided by the council should be used for this purpose in order to ensure compatibility with electrostatic cleaning. Cleaning solutions and cloths are available for use in all council locations.
Yes, hand sanitisers will continue to be available in council buildings
We will not be reinstating the clock machines that were suspended during the pandemic. Staff having flexi time reinstated from 19 April should clock in and out of TMS on their PC, laptop or other council device via the link on the Intranet.
Public Areas
There are no physical distancing rules applied by the Scottish Government in relation to public events such as weddings.
As Covid-19 has not gone away, all employees are still encouraged to use 'Covid Sense' (opens new window) to protect themselves and others.
As well as applying 'Covid Sense' (opens new window) you should ensure that you are familiar with risk assessments and control measures in place for your workplace or job to ensure a safe working environment. You can get a copy of any relevant risk assessment from your line manager.
Members of the public are asked to wear a face covering whilst entering/exiting buildings and when moving around buildings. Members of the public are encouraged to be Distance Aware, but no specific distancing measures will be applied to them, for example, in customer waiting areas.
Building capacity and distancing will be informally managed by encouraging customers to make an appointment; changing the layout of furniture; appropriate use of signage; and controlling the use of entrances.
Yes, screens that are in place currently will remain in place for the time being.
The Civic Centre café will be open from 19 April. This will be a cashless service only with no seating areas, and staff can pay using their debit, credit or staff ID cards as they did previously.
More details at Civic Centre Cafe
Discussions are currently taking place with The Larder regarding their cafes at Strathbrock and Fauldhouse partnership centres with the aim of re-opening them in late April/early May.
The café at Bathgate Partnership Centre is currently vacant, and will be re-marketed shortly.
Vending machine provision is currently being looked at across council properties to ensure all staff have appropriate access to snacks and drinks.
Vehicle Protocols
When using council vehicles staff should:
- Be aware there are no physical distancing rules in Scotland anymore, however, staff are asked to be "Distance Aware" and follow service specific risk assessment and safe working procedures in relation to vehicle occupancy and seating positions
- Wear a face covering where required
- Ensure vehicles are cleaned regularly, in particular between different users
- Wash hands regularly with soap and water or hand sanitiser
- Open windows to improve the flow of fresh air, you could also open windows and doors of vehicles to help clear the air before anyone else gets in (weather permitting)
- Minimise use of ventilation, heating and recirculation capabilities (weather permitting)
The pool vehicle booking system has been disabled until further notice and any bookings previously made have now been cancelled. Vehicles will be managed locally, please contact your line manager for information on how to access vehicles and which vehicles you can use.
Employees may use their own vehicle with agreement from their line manager where appropriate. An Own Vehicle Use Authorisation Form must be completed and signed by the relevant Head of Service before an employee uses their vehicle for business purposes.
