COVID-19 Risk Assessment: Sportscotland 08/07/2020 Location: Corporate Last Reviewed: 30/07/2020

DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

COVID-19 risk assessment: sportscotland 08/07/2020 Location: Corporate Last Reviewed: 30/07/2020

REOCCUPATION OF THE ESTATE

Who might be What further action do you need Review and What are the Hazards? What controls are currently in place? Actioned by Date Due Date Complete harmed and how? take to control the risk comments

Type in the hazard here Type in who may be Type in the current control measures in place This is the do list Put the name of the person 8/06/2020 1/06/2020 Date reviewed harmed here, you can list assigned the action and any other Each time the risk assessment is reviewed further Put in the action required to implement a all people comments actions should move to the next column to indicate control Put the next person’s name necessary controls are in place and actions have At the beginning this list should be long been completed and reduced after each review and action is taken

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Poor management of Staff, tenants, All service areas and workplaces are making Employee risk assessment to be SMT 13/07/2020 Process and clinically vulnerable athletes, visitors every reasonable effort to enable working from completed by Line Managers forms ready HR personnel home as a first option Some staff are Staff Vulnerability survey will enable Heads of Departments predisposed to suffer High risk staff are not be permitted on sites informed deployment, additional greater protection measures or alternative Line Managers Where working from home is not practical has consequences if they working arrangements for the been identified these staff and service areas Regional Performance become infected with employee that require access to sites have SMT approval Managers the COVID virus Lead Managers Employees COVID-19 Officers

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Transmission of COVID- Staff, tenants, All staff who can work from home remain Identification of COVID-19 Officers SMT 13/07/2020 19 caused by interaction contractors, athletes, working at home including roles and responsibilities HR between staff via close visitors may catch the Scottish Government guidance is Public Bodies Implementations of COVID-19 contact through delivery virus and become Heads of Departments workspaces to remain closed Officers for sites of service, use of seriously unwell Line Managers confined spaces or No non-essential work travel Regional Performance shared surfaces Posters on hand washing are prominent in and Managers around estate Lead Managers Soap and water for hand washing and drying facilities are available in bathrooms, kitchens Employees and accommodation COVID-19 Officers Staff opt-in agreement Centre Management Identify essential staff to be given restricted Teams access Toolbox talk document delivered to staff prior to access being granted – COVID-19 symptoms, social distancing including face coverings and heightened hygiene If access is required to workplaces, sportscotland will ensure every reasonable effort to comply with the social distancing guidelines set out by the government are implemented Restricted access to be given to identified staff via staggered booking system Reduced occupancy calculated for areas to accommodate social distancing across the estate Hygiene (HH) protocols to be developed and signed off by working group and issued to all accessing sportscotland sites

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Transmission of COVID- Staff, tenants, All staff who can work from home remain Ensure process is in place if people SMT 13/07/2020 19 between people who contractors, athletes, working at home become sick in workplace or on a HR come on site who are pre- visitors sportscotland site Scottish Government guidance is offices to symptomatic and Heads of Departments remain closed Track and trace system to be asymptomatic but not implemented Line Managers showing signs No non-essential work travel Regional Performance Restricted access only via booking Managers Contractor RAMS in place with appropriate Lead Managers PPE worn Employees COVID signs and symptoms poster on display in and around estate COVID-19 Officers Travel hierarchy – essential, walking, cycling or Centre Management car if possible and avoid using public transport Teams People given permission to access are briefed on additional symptoms of COVID-19 and told to stay home if they are not feeling well Procedures on temporary access communicated to identified people who can access Only identified persons to gain access through a booking system to limit and monitor access

Unable to maintain 2 Staff, tenants, All staff who can work from home remain If access is required to workplaces, SMT 13/07/2020 metre distance could lead contractors, athletes working at home sportscotland will ensure every HR to transmission or and visitors reasonable effort to comply with the Scottish Government guidance is offices to contraction of COVID-19 social distancing guidelines set out by Heads of Departments remain closed the government are implemented Line Managers Restricted access only via booking

Regional Performance Contractor RAMS in place and appropriate Managers PPE worn Lead Managers Reduced occupancy calculated for areas to accommodate social distancing across the Employees estate COVID-19 Officers Specific mitigations including infrastructure and Centre Management PPE will be defined and implemented prior to Teams commencement of activity or service provision

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Working for prolonged Staff and athletes Restricted access only via booking system Follow Scottish Government and NHS SMT periods in a high-risk advice Specific mitigations including infrastructure, HR environment can increase PPE and working patterns shall be defined and the risk of COVID-19 Heads of Departments implemented prior to commencement of the being transmitted activity or service provision Line Managers Working in areas with Regional Performance heavy breathing or larger Managers quantities of people present can increase the Lead Managers risk of contracting the Employees virus – gyms, assessment rooms, reception COVID-19 Officers Centre Management Teams

Failure to follow Reputational risk to All staff who can work from home remain Update processes as Government / SMT 13/07/2020 Government / NHS / sportscotland working at home NHS advice is updated HR Workplace Advice / RTT Staff, tenants, Incident Management Group in place Risk assessment to follow guidance can cause Heads of Departments contractors, athletes, consultation process and to be disjointed approach CEO meetings with Scottish Government visitors published and updated weekly Line Managers across the estate, higher Weekly messaging from CEO to sportscotland Uniformed guidance to be issued and Regional Performance risk of visitors, staff, staff athletes attending sites shared across the estate Managers Risk Assessment Working Group and contracting or People accessing sites are reminded Lead Managers transmitting COVID-19 Engagement with Scottish Government that access to the site is contingent Employees Business Continuity Group for Public Bodies on strict adherence to the established COVID-19 Officers High Performance Managers and Partnership protocols Managers engaging with staff Centre Management Teams Any site opening will follow set of approved protocols reflective of Scottish Government guidance which may not be in line with the published dates Process of approval for requirements to reoccupy be put in place Lead by example

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Complacency and lack of Staff, tenants, Communication for increased personal hygiene A site-specific video to be produced SMT 13/07/2020 awareness of hygiene contractors, athletes, and containment of germs through posters or emailed to all staff and tenants at HR requirements to mitigate visitors across estate, social media and internal time of booking risk of spreading COVID- communications Heads of Departments Site COVID-19 Officers to be created 19 Signs advising to avoid touching eyes, nose for each site / service area Line Managers and mouth Additional training Regional Performance Provision of handwashing and hand sanitiser Managers equipment available Lead Managers E-learning made available to staff Employees New heightened hygiene protocols on display COVID-19 Officers throughout building Centre Management Appropriate signage throughout the estate Teams All people accessing site to be made aware of hygiene requirements

Poor workplace hygiene Staff, tenants, Estate is closed Landlord due diligence checks for SMT 13/07/2020 No cleaning can increase the risk of contractors, athletes, offices leased by sportscotland in Templeton Increased hygiene measures employed by staff HR COVID-19 being visitors and contractors if access is required for 2 hours transmitted Heads of Departments essential maintenance cleaning in Line Managers Caledonia Use of wellbeing facilities restricted House Regional Performance Engage with cleaning contractor to ensure Managers sufficient trained resource available to deliver enhanced cleaning programme Lead Managers Schedule fogging treatments and thorough pre- Employees opening cleans COVID-19 Officers Cleaner to regularly wipe high touch areas with Centre Management disinfectant and record Teams Adhere to WHO guidance for cleaning

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Unsafe provision and Staff, tenants, Closure of estate Assessment of work and required SMT 13/07/2020 delivery of services by contractors, athletes, PPE All staff who can work from home remain HR sportscotland visitors working at home Deliver training Heads of Departments Measures in place to carry out essential Procedure reviews Line Managers maintenance services and compliance tasks

across the estate Regional Performance Managers Booking system for restricted access to sites Lead Managers Delivery of sportscotland services through ICT systems Employees Signage in place to implement social distancing COVID-19 Officers acceptable level of cleaning implemented Centre Management Teams Established COVID-19 procedures Closure of sections of the workplace

Legionella bacteria Staff, tenants, Weekly flushing of all water outlets HVAC systems serviced and tested SMT 13/07/2020 Flushing not multiplying to dangerous contractors, athletes, in place for Regular water temperature checks Landlord due diligence checks for HR levels due to building visitors Templeton offices leased by sportscotland inactivity Regular showerhead sanitisation Facilities and Operational Managers Temperature management of building Regional Performance Review water risk assessments on sites Managers Potential disinfection flush of water system if Landlords TVC sample provides a reading out with or close to acceptable parameters Sampling for bacterial TVC (Total Viable Count)

Building infrastructure Staff, tenants, All statutory inspections have been or are Landlord due diligence checks for SMT and systems may have contractors, athletes, planned to be conducted prior to reoccupation offices leased by sportscotland Facilities and Operational deteriorated to a visitors Audit of record inspections / checks complete Managers dangerous level during any outstanding services and checks prior to period of inactivity Regional Performance reoccupations Managers

Landlords

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Fire safety procedures Staff, tenants, Weekly testing of fire systems Fire risk assessments to be reviewed SMT 13/07/2020 and systems may be contractors, athletes, Electrical equipment switched off Workplace inspections to be HR affected during COVID-19 visitors completed closure from unoccupied Home working safety self-assessment issued, Heads of Departments and guidance sent to staff Access should be risk assessed with buildings Line Managers a PEEP for staff with mobility issues No fire wardens on site, Statutory inspections completed and prior to access Regional Performance documented staff working from home, Managers to different use of space Local fire evacuation plans to be reviewed when reoccupying the Lead Managers All new procedures for reoccupying sites to estate and lack of Employees awareness of new consider fire warden requirement on site during procedures for evacuation restricted access Centre Management Teams Review of signing in procedures for fire safety Landlords Interim fire evacuation procedures at reception and sent to staff requesting access Social distancing during evacuation and at muster point to be reviewed Fire safety induction for all persons entering the building

Slips, trips and falls from Staff, tenants, First aid room across majority of sites Number of first aiders on site to be SMT 13/07/2020 Not in lack of mindfulness of contractors, athletes, reviewed Templeton Guidance on providing first aid during HR being in office visitors pandemic made available environment when Heads of Departments Restrictions on who can enter the building accustomed to working Line Managers from home Slips, trips and falls posters on display in and Regional Performance around estate Managers Signs and symptoms of COVID-19 poster to be Lead Managers displayed in and around estate Employees PPE audit to be completed Centre Management Teams

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

There may be an Staff, tenants, Manual handling e-learning and guidance Equipment inspected, checked and SMT 13/07/2020 increased risk of manual contractors, athletes, supplied serviced if required prior to HR handling as less people visitors reoccupation of sites Lifting and pushing equipment available at sites are on site Heads of Departments

Health and safety dedicated email available for Spaces need to Line Managers staff to send enquiries to accommodate social Regional Performance Local site risk assessments in place distancing and furniture Managers may need to be moved Training in manual handling provided to Lead Managers Issuing of new specific job roles Employees equipment, deliveries of Awareness campaigns run on Inside Track and new supplies and larger guidance available on SharePoint Centre Management quantities Teams Items requiring to be moved are risk assessed Staff may be returning to work after working from Reminders for manual handling guidance home where lifting was supplied and e-learning not a required task

Poor ventilation aerosol Staff, tenants, Buildings partial open Workplace protocol in place for SMT 13/07/2020 transmission of COVID- contractors, athletes, occupied spaces with windows which All staff who can work from home remain Facilities and Operational 19 makes it riskier to be visitors should be opened in building prior to working at home Managers inside than outside a being opened building Regional Performance Servicing of air handling units Managers The reason for this Change of filters increased risk is a lack of Landlords WHO guidance airflow. It is therefore vital to dilute the virus in the Reviews of procedures air inside through effective ventilation and Review of face coverings within the increased airflow in buildings and WHO guidance buildings

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REOCCUPATION OF THE ESTATE

Contamination from poor Staff, tenants, sportscotland providing suitable protection Signs advising how to wear a face SMT 13/07/2020 use of PPE for non- contractors, athletes, (PPE) for employees as per The Work coverings and signs advising to not HR clinical environment - an visitors Regulations 1992 touching face ill-fitting mask due to poor Heads of Departments Staff receiving adequate training in the use of Guidance advising when wearing a donning or prolonged use the equipment face covering to avoid touching face Line Managers can increase the risk of or face covering infection and is a potential Hand washing signs and guidance displayed Regional Performance area for further spread of around the estate Guidance advising to change face Managers covering if it becomes damp or if it COVID-19 Scottish Government guidance Lead Managers has been touched Guidance advising to wash hands thoroughly Employees Guidance advising to change and with soap and water for 20 seconds or use wash face covering daily if the COVID-19 Officers hand sanitiser before putting a face covering material is washable (wash in line on, and after re-moving it Centre Management with manufacturer’s instructions) or if Teams Guidance advising to wash hands regularly it is not washable to dispose of it Guidance advising to practice social distancing carefully in usual waste wherever possible Operational risk assessments will determine what PPE is required

Use of high alcohol Staff, tenants, Guidance of safe use SMT 13/07/2020 content of hand sanitiser contractors, athletes, COSHH sheets for hand sanitisers and HR could cause dermatitis or visitors sanitising wipes Heads of Departments burns from excess Posters on hand washing are prominent in and alcohol on skin Line Managers around estate May be increased if Regional Performance Guidance to be provided to staff entering persons are using heated Managers appliances / equipment or buildings Lead Managers smoking, electrostatic Procurement of suitable hand sanitisers and charge sanitising wipes Employees COVID-19 Officers Centre Management Teams

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Risk to staff and visitors Staff, tenants, Buildings phased openings Access should be risk assessed with SMT 13/07/2020 with restricted mobility contractors, athletes, a PEEP for staff with mobility issues Local fire evacuation plans to be reviewed HR visitors prior to access Reduced occupancy on Heads of Departments sites can impact means of Fire risk assessments to be reviewed escape in the event of Line Managers evacuation Regional Performance Managers Lead Managers Employees Centre Management Teams

Preventing unauthorised Staff, tenants, Buildings closed If necessary, there are available SMT 13/07/2020 access for security and contractors, athletes, communication methods for line Intruder alarms are set when vacating the Facilities and Operational health and safety visitors managers to be contacted or Police buildings Managers contact Failure to secure could Assets CCTV is installed and clearly visible where / if Landlords result in theft, anti-social appropriate behaviour accidents causing harm Incident recording and review procedures are operational and maintained Improperly secured and zoned premises could No unauthorised visitors to the workplace result in continued spread Ensure door access controls are functioning of COVID-19 and not compromised, and disinfectant procedures should be maintained before and after use Posters informing public / visitors to be positioned on doors

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Deterioration of mental Staff, tenants and Inside Track weekly content to signpost Return to work line manager / SMT 13/07/2020 health, heightened athletes relevant assistance employee discussions around new HR anxiety or feelings of effects of COVID-19 safety Staff survey on wellbeing issued by HR depression relating arrangements and protocols Heads of Departments COVID-19 resources and wellbeing guidance to concern over effects of Line Managers COVID-19 in the on SharePoint Regional Performance workplace and changes in Access to Employee Assistance Programme society Managers Lifestyle Team producing toolbox talk guidance Lead Managers Staff opt-in procedure for returning to work Employees Staff questionnaire to identify and appropriately COVID-19 Officers deploy or otherwise staff with increased predisposition to the effects of effects of Centre Management COVID-19 Teams

Reopening of Staff, visitors and All accommodation currently closed Glenmore Lodge to apply for SMT accommodations contractors VisitScotland ‘Good to Go’ industry Health Protection (Coronavirus) (Restrictions) Inverclyde MT standard COVID-19 can be (Scotland) Regulations 2020 15/08/2020 Glenmore Lodge MT contracted or transmitted Relevant guidance: All sites to carry out Operational Risk by guess staying or staff  Health Protection Scotland Assessment facilitating the stay guidance for non-healthcare 15/07/2020 All sites to follow Scottish Government settings guidance and complete checklist to confirm site  Scottish Government guidance is ready for opening public and customer toilets  Scottish Government guidance for tourism and hospitality sector  ASSC guidance for cleaning protocols for self-catering properties

Opening gym and leisure Staff, contractors, All gym and leisure facilities currently closed Follow Scottish Government guidance SMT facilities – exercising public, visitors and when released Health Protection (Coronavirus) (Restrictions) SIS MT indoors with other people athletes (Scotland) Regulations 2020 Reduced occupancy upon opening could increase the Inverclyde MT 15/08/2020 Social distancing of gym equipment chance of infection Glenmore Lodge MT Cleaning regime in place Gym space can be hot, Operations Manager crowded spaces Site risk assessment to be completed increasing the potential of transmission – extra mitigating factors required

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REOCCUPATION OF THE ESTATE

Food and drink Staff, public and Kitchens on sites are currently closed Ensure that bar or dining area is only SMT preparation and service visitors opened if compliant with Scottish Health Protection (Coronavirus) (Restrictions) Inverclyde Management when the preparation and Government hospitality guidance (Scotland) Regulations 2020 Team service occur within Relevant guidance: proximity of respiratory www.foodstandards.gov.scot/consumers/food- Glenmore Lodge  UK Government guidance for 15/08/2020 systems safety/coronavirus Management Team people who work in or run COVID-19 virus is restaurants, pubs, bars, cafes or transmitted during close takeaways contact through  Scottish Government guidance respiratory droplets and for tourism and hospitality sector can spread directly from  UK Hospitality guidance for person-to-person hospitality in Scotland  Food Standards Scotland Alternatively, as the guidance for food business respiratory droplets are operators and their employees too heavy to be airborne, they land on objects and surfaces surrounding the infected person

Provision or hire of Staff, contractors, Guidance for Bike Hire Operators in Phase 2 Apply appropriate social distancing SMT equipment can provide visitors, public and (coming soon) measures, including during Inverclyde Management shared surface areas that athletes equipment handover Delivery to begin in a staged way from the Team could be contaminated beginning of August and increase the risk of Clean equipment including boats Glenmore Lodge the spreading of infection between users Management Team 15/07/2020 Controls should be put in place to prevent the Set up and follow cleaning and waste spread of the virus removal routines after each hire through issuing hire and including the following which may be rental operations of part of boats: all handrails, indoor equipment owned by surfaces, and toilets or bathrooms sportscotland Apply appropriate social distancing measures, including during equipment handover

Manage the cleaning and maintenance of equipment in accordance with the current appropriate governing body advice.

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Office environments are Staff, contractors, All staff who can work from home remain Staff should only travel to work if they SMT 03/08/2020 arranged in an open plan public, visitors, working at home are able to travel without using public HR format and do not allow athletes transport Follow Scottish Government guidance on for social distancing and Heads of Departments reopening of offices If anyone in the workplace becomes increases the risk of unwell with COVID-19 symptoms, Line Managers contracting or transmitting they must immediately inform their COVID-19 Regional Performance Line Manager who will ensure this is Managers communicated to the Incident Management Team Lead Managers Issue landlord duty of care Employees documents to tenants COVID-19 Officers Review tenant risk assessments Centre Management Teams

Use of outdoor facilities Staff, participants, The guidance on outdoor activity includes Site specific risk assessments SMT 15/08/2020 for sport can create an visitors and examples of permitted activities. completed in line with SGB sport HR environment where spectators guidance A full list is available on sportscotland’s people may closely Heads of Departments website. interact with others and Line Managers the longer that interaction, In Phase 1 and 2, these will be outdoor non- the higher the risk of contact activities that can be done individually Regional Performance COVID-19 spreading or without physical contact or while maintaining Managers through respiratory physical distancing, but we do ask that people Lead Managers droplets created through use their judgement on what fits safely within exertion. the guidelines Employees Operating as per Scottish Government COVID-19 Officers guidelines Centre Management All activity should be consistent with the Teams government guidance regarding health, social distancing and hygiene

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Delivery of instruction Staff, contractors, Refer head delivery plans The delivery of instruction will be SMT 03/08/2020 across the estate can public, visitors and done in accordance with the current Delivery to begin in stages from the beginning HR pose a risk in the spread athletes appropriate governing body advice of August of COVID-19 through face Heads of Departments to face contact Line Managers Delivery of instruction in Regional Performance variety of indoor and Managers outdoor spaces can create an environment Instructors where social distancing is Lead Managers restricted and increases the risk of contracting or Employees transmitting COVID-19 COVID-19 Officers Centre Management Teams

Recruitment may still Staff and visitors Recruitment has been on hold since lockdown, Transfer from face-to-face interviews SMT need to be carried out and remains on hold until further notice to taking advantage of video Head of HR during the pandemic and conferencing and telephone

face-to-face interviews interviews may provide an Candidates who have accepted job environment where offers and received a start date can asymptomatic and or pre- expect to begin on their first day as symptomatic staff or planned, however they may be candidates may spread required to work from home the virus immediately Joining process will largely be carried our remotely, with starter packs being sent out to new employees ahead of their first day Staff inductions will be completed remotely via video conferencing however may not include all induction introductions as a face-to-face induction

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DocuSign Envelope ID: BB84549C-ED08-4B9D-95B0-F35502C6F619

REOCCUPATION OF THE ESTATE

Local outbreaks of Staff, contractors, All staff who can work from home remain Line Manager Guidance to support SMT 30/07/2020 COVID -19 in public, visitors and working at home teams working in bubbles to prevent HR communities, office athletes risk to entire teams Follow Scottish Government guidance on locations and critical roles Heads of Departments reopening of operations Local Risk Assessments completed within sportscotland Line Managers Offices remaining predominately closed Sign off by SMT Regional Performance Vulnerability staff survey with postcode data Managers Approval process for return to work in place Instructors Communication to staff weekly through Inside Lead Managers Track Employees

COVID-19 Officers

Centre Management

Teams

Second Wave of COVID - Staff, contractors, Business Continuity Plan Further Scottish Government Advice SMT 30/08/2020 19 public, visitors and Incident Management Team IMG athletes All staff working from Home RAWG Only essential staff working across sites with process to shutdown and return to home process in place. IT infrastructure to allow all staff to work from home Weekly review of Risk Assessments and Government guidance COVID Officer role fulfilled by Senior Medical Officer RAWG and IMG

FURTHER HAZARDS IDENTIFIED SHOULD BE INCLUDED please EMAIL [email protected]

Signed By Chief Executive of sportscotland: STEWART HARRIS

05-Aug-20 | 02:25:29 PDT

Signed By Head of HR for sportscotland: JO DIXON

04-Aug-20 | 14:16:31 BST

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