Manager's guide for when a team member tests positive for COVID-19

What to do when a team member tests positive for COVID-19, contacting the COVID-19 Case Team, Chief Executive and Directors about positive test results, support and advice for team members affected by COVID-19.

A guide for managers and Heads of service when a team member:

There is also information about:

It is important that you record and report any COVID-19 absences immediately, as reports are sent to the council Corporate Management Team every day.

If a team member tests positive for COVID-19

If a member of your team tests positive for COVID-19 you must report the positive case to HR by calling one of the HR COVID-19 helplines:

0141 618 7323
0141 618 4031
0141 618 6676

You must also:

record it as COVID-19 absence in Business World
get your team member to complete and send you a self-isolation note for up to 10 days
add their self-isolation note to Business World
select COVID (MED) as the reason for absence for up to seven calendar days.

If you don't use Business World, you must:

call one of the HR COVID-19 helplines
notify the Sickness and Absence Team at sickness.absence@renfrewshire.gov.uk using your normal absence process
send the Sickness and Absence Team the completed self-isolation note for up to 10 days.

If a team member has tested positive for COVID-19 and has symptoms for more than 10 days

You should:

report the continued absence to HR by calling one of the HR COVID-19 helplines
ask your team member to provide a fit note (medical certificate) from their GP
attach their fit note to the COVID-19 absence in Business World.

If you don't use Business World, you must:

report the continued absence to HR by calling one of the HR COVID-19 helplines
notify the Sickness and Absence Team at sickness.absence@renfrewshire.gov.uk using your normal absence process
send their fit note to the Sickness and Absence Team at sickness.absence@renfrewshire.gov.uk.

If a team member has been told to self-isolate by Test and Protect, has no symptoms but they can't work from home

You must

call one of the HR COVID-19 helplines
record it as Special leave (COVID) (Paid) on Business World for the duration they are off work.

If you don't use Business World, you must:

call one of the HR COVID-19 helplines
notify the Time and Attendance team at sickness.absence@renfrewshire.gov.uk that your team member is taking Special leave (COVID) (Paid).

If your team member goes on to develop symptoms:

they must tell you immediately
you should follow the process for recording COVID-19 absence.

If a team member is in self-isolation, has no symptoms and they can work from home

You must call one of the HR COVID-19 helplines.

You do not need to record this as sickness absence or special leave (COVID paid) in Business World or notify the Time and Attendance Team.

If they go on to develop symptoms:

they must tell you immediately
you should record this as sickness absence and follow the process for recording COVID-19 sickness absence.

If another member of your team tests positive for COVID-19

Record the process for recording Positive COVID-19 cases above but also report this to your Head of Service or Director.

The Head of Service should then send an immediate update to the Council's COVID-19 Case Team for review and support as required.

The Head of Service or Director should also send an update to Chief Executive Sandra Black as well as the other Service Directors for their awareness.

Contacting the COVID-19 Case Team, Chief Executive and Directors

Heads of Service should contact the COVID-19 Case team, the Chief Executive and Directors to update them about reported positive COVID-19 cases.

COVID-19 Case Team

Chris Dalrymple, Test and Protect / Public Health
Email: chris.dalrymple@renfrewshire.gov.uk

Steve Fanning, Health and Safety / HROD
Email: steve.fanning@renfrewshire.gov.uk

David Mair, Civil Contingencies Service
Email: david.mair@renfrewshire.gov.uk

Lucy Adamson, Corporate Communications
Email: lucy.adamson@renfrewshire.gov.uk

Morna Armstrong, HR
Email: morna.armstrong@renfrewshire.gov.uk

Chief Executive and Directors

Sandra Black, Chief Executive
Email: sandra.black@renfrewshire.gov.uk

Alan Russell, Director of Finance and Resources
Email: alan.russell@renfrewshire.gov.uk

Mary Crearie, Director of Communities, Housing & Planning
Email: mary.crearie@renfrewshire.gov.uk

Steven Quinn, Director of Childrens Services
Email: steven.quinn@renfrewshire.gov.uk

Gordon McNeil, Director of Environment & Infrastructure
Email: gordon.mcneil@renfrewshire.gov.uk

Support and advice for team members affected by COVID-19

If someone in your team has symptoms, tests positive or is affected by COVID-19 you should

direct them to the information about what to do if they or a close contact develops symptoms of COVID-19
share the working safely during coronavirus guidance with your team member and other colleagues in your team to provide reassurance about support and next steps
refer your team to the health, safety and wellbeing at work during the coronavirus pandemic section
remind your team to check the latest coronavirus (COVID-19) updates and staff news regularly

You and your team members can also find out more about:

health and the coronavirus (COVID-19) on the NHS Inform website
level 3 protections that take effect in Renfrewshire from 6pm on Friday 11 December 2020 on the Scottish Government website.

Renfrewshire Council