Covid 19 Company policy

The aim of this policy is to provide clear and transparent information to staff and clients of all safety measures that have been instigated during the current Coronavirus Covid 19 pandemic. All our procedures have been produced following advice given and are in line with government guidance.


Policy brief & purpose:
This policy includes measures actively being undertaken to mitigate the spread of Covid 19. All staff are expected to follow all these additional control measures diligently, this will sustain a healthy and
safe workplace in this unique environment. It’s important that we all respond responsibly and transparently to these health precautions.
This coronavirus (COVID-19) company policy is susceptible to ongoing updates and amendments with the introduction of additional governmental guidelines. All staff will be informed of theses updates as soon as possible by email.


Scope:
This coronavirus policy applies to all CIA/PAC employees who physically work in company offices and in the field. All staff must read and action this policy as necessary.


Policy elements
Here, we outline the required actions employees should take to protect themselves, colleagues and clients from a potential coronavirus infection.


Sick leave arrangements:
If you have any of the published symptoms of Covid 19:
High Temperature
Persistent Cough
Loss of taste or smell
You should stay at home, notify your Co-ordinator immediately and self isolate for 14 days as per government guidelines.


If you suspect you have Covid 19 or have had a positive Covid-19 diagnosis, you can return to work no earlier than 14 days since your first symptoms. You must make contact with your Co-ordinator prior to returning to work.
Everyone over the age of 5 is eligible for a Covid 19 test and we would actively request that you seek this if you are able to.

Working from home requests:
At present we have limited scope for employees to work from home from a secure and practical resource perspective.
Approval to work from home must be specifically gained from either the Operations Director or Office Manager.


General hygiene rules:
● Wash your hands after using the toilet, before eating, and if you cough/sneeze into your
hands (follow the 20-second hand-washing rule). You can also use the sanitizers you’ll find
around the office.
● Cough/sneeze into your sleeve, preferably into your elbow. If you use a tissue, discard it
properly and clean/sanitize your hands immediately.
● Open the windows regularly to ensure open ventilation.
● Avoid touching your face, particularly eyes, nose, and mouth with your hands to prevent
from getting infected.


Use of PPE:
All normal PPE is to be used for normal work practices. PPE specific for Covid 19 is available for all
staff. Specifically:


Engineers / ARO’s:
Face masks
Gloves
Anti-bacterial wipes
Hand sanitisers


Office Staff:
Anti-bacterial wipes
Hand sanitisers


Use of face masks:
As per government guidelines, face masks are only advised in situations where employees are unable to social distance. Employees in the field are asked in all instances to social distance, if this is not feasible, this must be discussed with their co-ordinator before proceeding. If a client requests
the use of a mask by the engineer even if social distancing is maintained, the client’s wishes should be adhered to.


Traveling to work / The use of work vehicles:
All employees should travel to work independently whether this is to either the office or to client’s
sites.

Apprentices, where applicable will be reimbursed for the use of their private vehicles. Should the need arise for a vehicle to be shared, then the permission of the Operations Director or Office Manager should be gained prior to the visit and all relevant safety measures must be adhered to.


Shared equipment:
Wherever possible, each employee should have their own equipment for carrying out their daily tasks. In circumstances where we have a limited number of items such as fire test kits, these should be sufficiently sanitised when an engineer takes them out of the office and then sanitised again prior to returning them.


Meetings:
Site meetings with clients: Engineers / Surveyors meetings with clients are an essential part of our engagement however, these need to be achieved safely and within the guidelines. Numbers should be limited to only 2 people where possible and social distancing should be maintained at all times. All correspondence via telephone and email should be carried out first and meetings must be where essential only.

Office staff meetings:

Physical meetings are suspended at the current time.
Office visits:

The office is closed to external visitors with the exclusion of delivery of items. If a client is delivering items such as keys, this needs to be done in conjunction with correct social distancing with the person in the office receiving the item and the new arrival procedure needs to be observed.


Site visits:
Prior to the visit, when the appointment is booked, clients will be asked if they/anyone in their property has symptoms, if social distancing is able to be maintained and if there are hand washing facilities available.
On arrival at site, a risk assessment is carried out including Covid 19 questions specifically asked to the client:Is anyone in the property suffering from or has symptoms of Covid 19? If the answer is yes, the visit will cease immediately.
Once the engineer has established that they can work safely, they will proceed, requesting from the client that other members of the property are not in the same area as the engineer for the duration of the visit and social distancing is maintained.
The engineer will sanitise all surfaces prior to touching them and then again at the end of the visit.
During the current time, clients will not be asked to sign for work completed, however the engineer will take a photo of the keypad or panel to establish time stamped evidence of the visit.

Where 2 engineers are required to visit a site, this will be discussed with the client first and an outline set for how work will commence. These teams will be ‘fixed’ and they will maintain a 2 meter distance from clients and where possible each other. Where work needs to be carried out in a confined space, the engineer will request with the client that as much ventilation is provided as possible.
Engineers will wash hands at the start and the end of each visit where possible, if not, they will use hand sanitizer.
Should a repeat visit be required, where possible and practical, the same engineer will return. All waste created during the visit will be disposed of safely and in an appropriate manner by the
engineer upon leaving the property.


Company vehicles:
All company vehicles must be clean and tidy at the start of each day, cabs wiped clean, door and regular touchpoints are to be regularly sanitised and cleaned.
Office procedures:
Any non-office based employees should contact their co-ordinator prior to coming into the office so that suitable preparations can be made for swift turnaround.


Immediate arrival:
All staff to enter Reception Lobby and use electronic temperature check camera. Once approved, they must leave the lobby and re-enter the building through their designated entrance.

ARO’s out of hours: All ARO’s to take their temperature with manual forehead thermometer inside ARO entrance and if safe can proceed into the offices.


Social distancing at the offices:
We are able to maintain safe social distancing within both CIA and PAC offices. We have utilised meeting rooms and unused offices to spread staff out so desks are the required distance apart. All staff members have their own desks with the exception of ARO’s at CIA where sanitising takes place at the beginning and completion of each shift.


Movement around the buildings:
CIA have 4 entrances that are now being utilised instead of the normal 2. Teams of staff have been allocated an entrance that sees them arrive at their desk quickly and with little contact with others.
Each office has clear visual markings that shows where they can or cannot safely stand or pass through. Additionally there are signs on all doors notifying who is able to move where and encouraging communication via the phone or email instead of a physical visit even if carried out at a
distance.


Facilities for staff within the offices:
There are to be no more than 1 member of staff in a kitchen area at a time and CIA’ staff have been allocated either the downstairs or upstairs kitchen depending on their location. Staff should only prepare food and drink for themselves.
Hand sanitiser stations are available at each entrance and there are 7 hand washing points throughout the building. Staff teams have been allocated specific toilet facilities located closest to them.


Cleaning and hygiene within the offices:
All staff are required to keep a clear paperless desk where possible and sanitise their work stations at the end of each day. Additionally each office is to have a designated member of staff to sanitise heavily used areas such as door handles both mid-morning and mid-afternoon.


Staggered start times:
CIA: Employees arrive over a 2 hour period and the use of different entrances means that staggered start times are unnecessary.
ARO’s: Due to the size of the ARO’s office, shifts have been re-organised so that only 1 member of staff is on at a time and procedures have been put in place for the incoming staff member to call the outgoing ARO to advise of their arrival so they can swap over safely.


The information set out in this document is subject to change as and when more relevant updated information from the government is released. Any alterations to this policy document will be issued via e-mail.
Our overall aim is to help play our part in controlling the spread of Covid-19 whilst maintaining a viable business. If we work within the guidelines set out in this document, this will go a long way to achieving that. However, the decisions we make as individuals is the main driving factor in the successful outcome of this.

Please, if you have any questions, just ask your Co-Ordinator, Operations Director or Office Manager.

Remote Devices – A Quick Guide

When used responsibly, it is possible for the designed intruder alarm system to be set / unset by use of a remote device, assuming the following requirements are adhered to:

  • Authorised users at the premises are to be able to cancel the setting procedure;
  • Initiation of setting / unsetting should be by user action at the remote device
  • Providing no conditions exist that would prevent setting of the intruder alarm system, a timed setting procedure should begin. It will last for a minimum of 30 seconds and a maximum of 60 seconds;
  • During the setting procedure, an audible indication will be provided throughout the supervised premises so that any persons present are informed that the setting procedure has started;
  • If during the timed setting procedure any intrusion detector is in an active condition, the timed setting procedure will be cancelled. If at the end of the timed setting procedure no conditions exist that prevent setting, the intruder alarm system will set;
  • Confirmation of whether the intruder alarm system has set, failed to set, or that an error has occurred, will be provided to the user by the remote device on the basis of information sent to it by the control and indicating equipment (CIE). In respect of this, the CIE will record the information that was sent to the remote device in its event record.
  • Event records related to the remote device will include identification of the user or, if this is not possible, the remote device.

When used responsibly, remote devices can be a valuable tool. However, difficulties can occur:

  • If using a remote device to remotely set / unset the intruder alarm system, your attention is drawn to the fact that whenever a premises is unattended but its intruder alarm system(s) is (are) not fully set, any related insurance cover might be inoperative. For advice on this matter, it is recommended that you consult your insurer(s).
  • A low battery at the remote device or poor intermittent communication could lead to situations where users have initiated setting or unsetting and are unable to verify, at least for a period of time, whether the action was successful or not. Where possible, it is advised that users avoid using remote devices where there are signal strength issues or when the battery is low.
  • There is a potential risk of false alarms from the use of remote devices, for example if people are inadvertently still inside the supervised premises when the intruder alarm system is set.
  • It is unlikely that an application would incorporate a ‘remember me’ facility to overcome the need to enter an authorisation code each time the application is used. However we would advise you to not implement such a facility for security reasons.

Christmas Opening Hours

With Christmas just 5 days away we’re sure you’re all gearing up for a great festive period just like us. Our regular operation times will end at 5PM on the 23rd of December 2019 and will begin again on Thursday 2nd of January 2020.

We will still be running a skeleton staff across the holidays however so that we will have office and engineering staff responding to emergency call-outs so rest assured you are still covered by us!

From everyone at CIA Fire and Security have a great Christmas!

TIA Forum Review

Last week we took part in supporting the Tennis Industry Association (TIA) Forum at Wimbledon. As supporters of the event we showed off the SmartAccess system alongside our project partners ClubSpark.

Setting up in the Courtside Suite at Wimbledon we had some great views of the iconic venue and with a record attendance the delegates were well set to hear from industry speakers. A particular highlight was hearing from Scott Lloyd, the new Chief Executive for the LTA, on the upcoming strategy for the LTA’s part in growing British tennis.

With over 100 delegates at the Forum we had the opportunity to engage with members of 25 clubs regarding SmartAccess. Some were existing clients who were looking to add to the modules they have on ClubSpark as well as integrate their lighting into the SmartAccess system. We also had the pleasure of meeting a number of new clubs who were interested in SmartAccess for their venues.

SmartAccess is a flexible, reliable system that gives you complete control of your facilities. It allows you to manage access, lighting and bookings for your members as well as pay-and-play users. You can take care of all your club memberships via the ClubSpark platform as well as setup coaching sessions.

We are very happy to have supported the event and are already looking forward to the Industry Christmas Lunch in December!’

SmartAccess Gate Support

SmartAccess Support

SmartAccess does more than just provide you with secure gated access, it is the future of managing and controlling your venue.

We caught up with the team over at Victoria Park in Newbury, on how they have successfully increased court utilisation and participation with SmartAccess – check out their success story.

We want to ensure you are kept up-to-date with new platform enhancements, technical support and give you the tools and assistance you need to operate smoothly.

We work hard to ensure the systems are operational 100% of the time with constant monitoring by the team, however, as with any technology, technical faults can occur so, we want to ensure you are educated on how to check your system with our Technical User Guide.

Should your players require emergency access, ensure they are aware of the override number: 03300 539 395 which they can call to be issued with a temporary entry pin.

If you experience issues with your lighting schedules, pin codes or just have general questions about your SmartAccess system, get in touch so we can help.

Lastly, if you have any questions regarding the system hardware, please contact CIA. Alternatively, for all other gated and lighting queries, please contact ClubSpark.