Fillable Checklist and risk assessment form Checklist for planning (Girlguiding UK)

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Checklist for planning to reopen a property owned by Girlguiding
with Covid-19 considerations
If you manage a freehold or leasehold property, going through this checklist will help you reopen safely.
You need to:
•
Complete this checklist
•
Check ofcial advice for your local area before planning to reopen and completing the risk assessment
•
Complete the risk assessment template and update regularly as requirements change
•
Share both documents with other staff, volunteers and hirers
You do not need to have your risk assessment signed off by anyone else, it is the responsibility of the property management committee.
Checklist and
risk assessment form
Task Done
Check up-to-date local government guidance on Covid-19 safety measures and restrictions. Make sure it is safe for you to reopen.
Within your team, check that you can carry out the checklist and risk assessment. If this is not possible, then do not reopen your building.
Contact the property’s buildings and contents insurers, let them know that you plan to reopen, and when, and nd out if they have any requirements.
See also Insurance issues for property managers
Carry out a Covid-19 risk assessment, involving any employees or committee members, if you have them. Our risk assessment template is pre-lled with
some suggestions and will help you make sure all areas are covered.
Cleaning
Organise extra cleaning before you reopen. Consider arrangements for moving, storing and cleaning equipment. The property needs thorough cleaning
before it reopens, and you’ll need to plan the future cleaning arrangements. Ordinary household products can be used, PPE should be worn and hands
washed thoroughly.
Discuss with your caretaker/cleaner/contractor any changes in work patterns needed to make sure the space meets the Covid-19 Secure guidelines.
HSE provides a leaet of things to discuss with an employee. Agree any changes in writing with cleaners/employees.
Ensure the caretaker/cleaner has appropriate PPE. Ordinary overalls and plastic gloves are usually sufcient. The overalls should be taken off when
leaving and washed. A set of disposable PPE is also needed in case decontamination is required. Hirers should use their own equipment, but an employee
should be provided with the necessary equipment.
Property maintenance
Flush through the water system, ve minutes for each tap or shower head, to remove any risk of legionella or other bacterial build up and ensure U bends
are full. Keep clear of spray (place showerheads in a container of water while ushing to avoid spray) and wipe up afterwards with household disinfectant.
Check hot water system is set at a minimum 50C.
Carry out the routine health and safety risk assessment of the whole premises. Check the electrical inspection (required every 5 years) and PAT testing
are up to date and visually check leads. Ensure any fridge or freezer is working at correct temperature, and check the heating and hot water system are
working. Check internet is working. Cut grass. Inspect trees on the property. Check perimeter fencing and security. Identify and address anything that
needs attention, for example, replace broken light bulbs and remove trip hazards. See also Be prepared: health and safety
Check rst aid kit if on site, ensure all equipment is included and in date.
Ensure the Fire Safety Risk Assessment and routine re safety checks are up to date. For example, re exit doors are clear, not sticking, re extinguishers
have been serviced, emergency lighting system and any alarm system are working. If you have automatic re response, notify your provider of the date
that the building will be re-opened. See also Fire Risk Assessment pdf
Ensure that the gas or heating oil/LPG supplies are turned back on and tested as appropriate. See also Be prepared: health and safety
Preparing the property
Provide hand washing and drying facilities: Hand sanitiser needs to be provided at entrance and exit routes. Tissues, soap, toilet rolls, paper towels or
hand driers and cleaning products, including disposable cloths or paper roll, should be provided.
Consider ‘Engaged/Vacant’ signage at the entrance to toilets to limit the number of people in these areas at any one time. Think about similar signage
if you have other “pinch points”. Clean any signs if they are regularly touched.
Provide signage: Display at the entrances a notice showing you comply with Covid-19 Secure guidelines and a sign saying people must not enter if they
have symptoms.
The PHE posters encouraging frequent, good handwashing techniques and hygiene ‘Catch It, Bin It, Kill It’ available on the HSE and PHE websites should
be displayed.
Think about social distancing arrangements in corridors and at the entrance and exits. Consider using tape to mark out a 2m distance outside and inside
the entrance, and outside re exits, to encourage people to wait their turn to enter and exit the property.
Prepare Covid-19 hire conditions and instruct booking secretary as to any changes in the property’s hire policy during re-opening. This could include
information on which bookings can be accepted, any changes to charges, and to provide hirers with a copy of the Covid-19 Secure poster. Allow
appropriate time between bookings for cleaning. This might mean taking less bookings than usual. See also Hiring out your hall
Identify designated space for someone with suspected Covid-19.
Consider marketing and communications. Put your updated information on your website, including special conditions of hire. Advertise availability as
appropriate. Ensure any answerphone message is up to date.
Review your budget forecast for 2020-21.
Working with hirers
Share all information above with anyone planning to use the building or site, run through the checklist and make sure they know about any changes to the
building and the steps you’ve taken to ensure safe maintenance.
For a one off or casual hire, a specic risk assessment should be completed by the management committee and the hirer.
Long term hirers and third party contractors must complete risk assessments for their activity and have given you a copy for review and approval.
Make sure hirers understand their role in cleaning and disposing of waste and laundry in a secure way after use. And they understand the expectations
of how they should use the property safely.
Tell hirers to collect contact details of all those who enter the building, so if needed, contact tracing can be done.
Using this template, you should risk assess activities related to using a Girlguiding property (building or site) in line with Girlguiding’ Risk
Assessment Policy. Using the information on the website and this cover page, you should be able to identify effective risk management
strategies and tasks to ensure that activities run safely and effectively.
For more information or support with risk assessments, please speak to your local commissioner.
• Hazards are anything that has the potential to cause harm (e.g. cars, trip hazards, exposed electrical wires, theft, etc.).
• Risk is the likelihood of something happening, combined with the severity of the harm that could be caused by one or more hazards
Risk management is a dynamic cycle that needs to be repeated in order to effectively manage risk. The frequency of reassessment will
depend on activity, and new risks could occur that have not previously been assessed. In this instance, a dynamic risk assessment is required.
Risk assessment: Property
Including coronavirus considerations
1. Identify hazards
2. Identify all those who may be
affected by the hazards
3 Estimate the current level of risk,
and precautions in place
4. Decide if new measures are needed
5. Record your ndings.
Agree actions and timetable
Look at things that can cause injury or damage, thinking about
activity, location and surroundings.
Think about the people around, not just members, who could be
injured or affected by the activity.
See matrix below. Think about how serious the risk is to people and
property. What is already in place to prevent the injury or damage
and does this reduce the risk?
List actions required to reduce risk.
Decide if you want to go ahead.
Make sure everyone knows what they are going to do and by when.
Make sure it is done and record it.
What to do How to do it
Slight harm
(Supercial injuries, minor cuts and bruises)
Harmful
(Minor fractures, ill health leading to minor disability)
Extremely harmful
(Multiple injuires, major fractures, fatalities)
Unlikely
(Rarely happens)
Low risk Low risk Medium risk
Likely
(Often happens)
Low risk Medium risk High risk
Very likely
(Nearly always happens)
Medium risk High risk High risk
Severity
Likelihood
Decision: once all the actions are carried out can you eliminate or safely manage the risk of harm to ensure you
can safely go ahead with reopening the property (i.e. have degree of challenge, harm and risk whilst being condent
the control measures in place will keep girls safe)
Yes No
Risk assessment completed by:
Has the risk assessment been shared with all relevant committee members, staff and volunteers who will be
responsible for ensuring safe practice?
Yes No
Risk assessment due for review (review in line with government guidelines and local restrictions): Date:
Name of property/site: Date risk assesment completed:
Property information:
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
Long term closure means
that systems may not have
been working for an
extended period. This could
mean that statutory
compliance has not been
maintained.
All users – may
become ill or be put at
greater risk because
systems are not
working correctly.
Make sure that all systems are
re-commissioned before any
meetings take place.
This must include checks for
fire and water systems and
gas safety. Checks should
also be performed on heating
and ventilation systems and
emergency lighting.
Perform deep clean prior
to opening.
Complete checklist for
reopening.
Medium
High
Coronavirus infection risks
below are in consideration
of this risk and reducing it
to an acceptable level.
All people using the
facility from spread of
virus through close
contact.
Low
High
Staff, volunteers,
contractors and users.
All could be at risk of
exposure to virus
through their roles,
likely to include those
carrying out cleaning,
caretaking or
maintenance.
Discuss the situation with
staff/volunteers in high risk
groups to identify whether
provision of protective clothing
and cleaning surfaces is
sufficient to mitigate their
risks, or whether they should
cease such work or
volunteering for the
time being.
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
All areas.
Potential for cross
contamination and
passing infection,
between users.
Set out a procedure on what
cleaning is required and how
regularly this should be done
for each hirer, include
door handles, light switches,
window catches, tables, chairs
and other equipment used to
be cleaned by hirers before
use or by property cleaning
staff.
Entrance halls/lobby,
in corridors.
Capacity for social
distancing is reduced
thereby increasing the
risk to all users.
Check the number of users
meeting at the venue at the
same time.
Work with hirers to plan the
numbers that can be
accommodated.
Provide hand sanitiser at
all entrances.
Put a one-way system in place
if necessary – use one door
for entrance and one for exit.
Provide signage.
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
Car parks/paths/patios/
exterior areas.
Start and end of
meetings creates risk
of breaching social
distancing guidelines
for property users and
those dropping off or
picking up users.
Have a drop off and pick up
process that is communicated
to all users in advance.
Mark out two metre waiting
area outside all potential
entrances with tape to
encourage care when queuing
to enter. If space does not
allow this state that masks
must be worn.
Keep all external areas clear
of contaminated rubbish.
Main hall/meeting space.
Capacity for social
distancing is reduced
thereby increasing the
risk to all users.
Set a limit on numbers
attending – check relevant
government guidance for your
local area.
Remove unnecessary items
from the hall/space.
Social distance guidance to be
observed by hirers in
arranging their activities.
Remove soft furnishings and
things that are hard to clean
from venue.
Small meeting rooms
and offices.
Capacity for
social distancing is
reduced thereby
increasing the risk to
all users.
Don’t use these rooms if social
distancing cannot be
observed. If use is required
make sure that masks are
worn if social distancing
cannot be observed.
Have a one in one out system.
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
Kitchen.
Capacity for social
distancing is reduced
thereby increasing the
risk to all users.
Ask hirers to control the
numbers using the kitchen
area so as to ensure social
distancing.
Hirers to clean all areas likely
to be used before use, wash,
dry and stow crockery and
cutlery after use.
Hirers to bring own tea towels.
Hand sanitiser to be provided.
Hirers to be encouraged to
bring their own food and drink.
Use of shared resources.
Leads to risk of
increased
transmission.
Do not allow different user
groups to use the same
resources unless you can
make sure that there is a clear
protocol in place for cleaning
and quarantining resources
before using them again.
Consider types of activities
that are appropriate and
inform users of cleaning
arrangements for resources
ahead of use so that they can
include in their risk
assessment.
Ensure thorough cleaning
between different groups if
areas and resources
are shared.
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
Toilets.
Social distancing
difficult.
Hirer to control access to
toilets with particular attention
to more
vulnerable users.
Hirer to clean all surfaces etc
(basins, baby changing and
other surfaces, toilet
pans/seats) after use.
Poor respiratory or
handwashing hygiene on
the part of meeting
attendees.
Risk of increased
transmission.
Ensure clear signage that
reinforces cleaning and
hygiene routine in line with
Covid-19 Secure guidelines:
Minimise contact with
individuals who are unwell.
Clean your hands often.
Avoid touching mouth, eyes
and nose. Dispose of tissues
in a bin. Display catch it, kill it,
bin it poster.
Ensure regular cleaning of
surfaces that are touched
frequently.
Maintain social distance
where possible.
Make sure that where possible
windows and doors are
unlocked for users to open
them during a meeting
(remember to remind users
not to prop open fire doors
and be mindful of
safeguarding considerations).
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
Someone becomes ill
during the course of
a meeting.
Set up a designated safe area
that should be used if
someone becomes ill.
Have a clear guidance on who
users should inform and what
they should do.
Make sure that appropriate
and relevant cleaning
arrangements can
be implemented.
Property users do not
adhere to guidelines.
Share the property risk
assessment with the hirers
in advance.
Make sure that an appropriate
risk assessment for the
group/activity that is meeting
at the venue has been
completed.
Long term hirers and third
party contractors must share
these with you.
Make sure relevant
information about contact
tracing procedures has been
included and that no one
attends if they show any signs
of being unwell.
Hazards
What could cause harm
or damage?
Who or what is at
risk of being
affected and how?
What are you already doing?
How have you reduced
the risk already?
Likelihood of
risk occurring
(L/M/H)
Severity
of risk
(L/M/H)
Are further controls necessary?
What else needs to happen to reduce
the risk to an acceptable level?
Action by:
name/date
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Completed 25 November 2020

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