Advice for community groups, organisations and volunteer networks 

This page has been archived as of 13th September 2021

Important Update: Monday 19th July 2021

The Scottish Government announced on 13th July that the whole of Scotland will move to Level 0, effective from Monday 19th July 2021.  You can read the full details of this change on the Scottish Government website here. If you are a community group, organisation or volunteer network the most important change is on physical distancing indoors – from Monday 19th July it changes from a minimum of 2 metres to 1 metre. 

IMPORTANT: We are working on a complete a refresh of the content but this will take some time. Our pages contain many references to the legal requirement for 2 metre physical distancing.  Until further notice please change any reference to the legal requirement for 2 metres to 1 metre as you are reading.

If you are open, or thinking about re-opening you might be worried about how to manage this change.  We encourage you to be cautious and to think carefully about what is safest for your service, staff, volunteers and users. You might decide to stick with 2 metre distancing for a little while longer.  You might also decide to keep following the FACTS guidance.

We encourage you to use our bespoke space calculator to calculate the number of people who can safely use your space.  Enter either 2 metres or 1 metre (whichever physical distancing measurement you have decided to work with) and the size of your space in square metres.  It will work out the maximum number of people allowed for you.

Remember:

The virus is still out there. The spread of the Delta variant in Scotland is both a real threat and a reminder that variants of concern can still emerge and threaten to undo the progress we have made so far. The Scottish Government has said that other restrictions could be lifted on 9th August, depending on a number of conditions including the rate of vaccination in people under 40 years old.  As soon as we know what these changes are and the impact on community groups, organisations and volunteer networks we will fully update the pages of this resource. Stay safe everyone.

This advice has been produced by Scottish Community Development Centre (SCDC) and Public Health Scotland. It's based on the best available knowledge and is updated regularly as other information becomes available.

We have written it for those without medical or scientific knowledge. It covers things like; promoting your service, making sure volunteers are safe and fit to provide services, getting help with complex care needs, keeping things you collect and deliver as free from the virus as possible and cooking and transporting hot meals.  

This update of the resource now  includes specific advice on restarting services safely with new sections on planning covid safe spaces, including how many people can safely use them, and clear advice on the importance of ventilation. Please read these sections carefully if you are restarting your services or reviewing what you are doing already.

Where are we now? May 2021

As we write this things are changing again. On the one hand vaccination has been very successful and many people are much safer from the worst effects of the virus as a result. Because of this  the lockdown which was necessary in the last few months is being relaxed. Across the country as a whole infection rates are going down, which is excellent for people's safety and for getting services they need up and running again.  

However, in some parts of Scotland numbers of infections have been increasing and this is a concern particularly as it is associated with new variants of the virus which less is known about at this stage. This may mean that changes to the protection levels due on the 17th of May will be delayed in the areas with rising rates of community transmission.

This has implications for your plans to re-open and is a timely reminder that to make sure your services help people return to a more normal life, we must take every precaution possible to make sure that they can do so safely.  We know from conversations with local groups and projects that this is what you want. 

For these reasons this update on how you act practically to keep people safe is still extremely important as we all plan and deliver our services. This includes how we make sure that those using services know what is required of them to keep each other safe.

Accuracy of this information  

The information on infection transmission has been checked by Health Protection Scotland which is part of Public Health Scotland.  Our advice on ventilation has also been checked by Health Facilities Scotland and our advice on COVID space planning has been developed with help from the Institute of Place Management.

Note - although the resource has been revised the BSL clips that accompany them have not been updated yet. This will be done in May/June  2021. 

About this resource

In towns and villages across Scotland, communities continue to respond to COVID 19. We know that the virus spreads wherever people are in close contact with each other, even if we think the risk is low.  

These pages help you to identify and reduce risk.  Please read them carefully before  restarting services and activities or if you are reviewing what you are doing already.  The resource is now structured to reflect and respond to the type of advice and information communities have told us they need.

• Part A - Starting back safely - this section will help you identify and interpret the most appropriate guidance for you, based on which part of  the country you are in and the local protection levels in place. Lots of the messages in the original pages on emergency aid work are equally valid in terms of how you might restart your services. We present these pages in ways that are straightforward and accessible, with plenty of practical information on how to identify and balance risks as you start providing services again.

• Part B - Reducing transmission and delivering practical support- this section is an update on the original pages which support groups to safely provide local community and third sector-led aid to those most affected by the pandemic. This continues to be an important and valuable activity in some places and could be so again if there is an increase in transmission and new variants of the virus spread in Scotland.

The Government introduced it’s Strategic Framework designed to allow for more flexible to COVID restrictions based on local circumstances ,  is still in force. Here is a summary but it's very important to read and understand it fully to be able to deliver your services safely.  The key principle of the framework is that we will only face restrictions on our lives and relationships locally and when it’s absolutely necessary rather than across the country as a whole.  It helps us balance the devastating harm that the COVID virus can cause with the other “harms” that can result from the things we need to do to minimise its impact on people, communities and society.  

The strategic framework  has a system of “ tiers” according to the numbers of people getting ill and the resulting risk of further transmission.  What you, your household or people in your community  are allowed to do is determined largely by the tier you are in.  Here is a summary of  protective measures in place  in each of them.  

What tier am I in?

Knowing the tier you are in is really important for you personally and for the services you want to provide; in fact other advice and guidance only makes sense if you know this information first .  This post code checker will tell you which tier applies to you, so check it regularly.  If you want to know more about the levels of the virus in your area and across Scotland  the Public Health Scotland COVID dashboard can tell you this. 

 The country is delivering the new COVID 19 vaccines to the population . . This is the most positive development in the fight against the pandemic; for more information read our new section on the implementation of the vaccine programme.

Covid-19 Vaccination Programme rollout

Covid-19 vaccines are now available and first vaccinations for the most at-risk groups are complete,with more people now being vaccinated across the age groups. This is an incredibly important development in the fight against Covid-19 and in time will enable us to resume most, if not all of the activities that we enjoyed before the pandemic started.

As volunteers, community groups and third sector organisations you have trusted relationships with people who use your services, and you could find yourself being asked questions about the vaccine programme.  It is really important that you know where to find the most accurate and up to date information.  A high level of public confidence in the vaccine programme is essential to its success, and trusted organisations like yours are in a strong position to support wider public health and government messaging.  

The portal for the most up to date information on the vaccine programme can be found here on the NHS inform website. This link also has information in a number of community languages and accessible formats.

How does the vaccine work?

Having the vaccine does not cause you to develop Covid-19.  It works by helping to build up immunity to the virus so that the body is in a better position to fight it off.  This could result in a reduced risk of developing Covid-19 or symptoms could be a lot milder.  The vaccines are suitable for people with immune disorders. 

It is delivered in two separate doses via an injection in the upper arm.  Both doses are needed to ensure that you get the full benefit of the vaccine.  Doses are delivered from several weeks – approx 12 weeks apart.

Intelligence and data about how the vaccines work is becoming available all the time and new vaccines are in the late stages of development.  The scientific consensus is that all of the currently available vaccines are effective.  Remember that vaccination reduces the chances of transmission and has an even greater effect on the degree of illness people experience if they do contract Covid. We have no hesitation in encouraging community organisations to support the vaccination programme in any way you can.

The NHS Inform link above is the best place to keep yourself, your staff, volunteers and users up to date on the latest developments.

How is the vaccine programme being rolled out?

A vaccination schedule for priority groups (those most at-risk) has already been set out by the Scottish Government in line with guidance from the Joint Committee on Vaccination and Immunisation (JCVI) and others.  You can find out who the priority groups are here.

The first people to be offered the vaccine are:

•  care home residents (older people) and their carers

• people aged 80 and over

• front line health and social care workers

As the programme progresses other priority groups will be invited to have the vaccine. There are different approaches in use – some people will be invited by phone and others by letter:

• If people are invited by phone, appointment date, time and location will be discussed and agreed over the phone.

• If people receive a letter, it will contain the date, time and location of the appointment and a leaflet providing important information about the COVID-19 vaccine.  If the appointment time or venue is unsuitable, people can call the number on their letter to rearrange their appointment. In due course, invitations letters will also give details of how people can book or change their appointment online (web address, username and instructions to do this will be provided in the letter).   

An SMS was sent out on the 4th of February to around 65,000 Clinically Extremely Vulnerable individuals (those shielding aged 16-65) from Scot.gov. It advised people in this group to contact the Covid-19 vaccination helpline (0800 030 8013) if they have been advised to shield and need transport support to attend their vaccination appointment. Helpline operators have been given details of each local authority transport arrangements and will transfer people to the National Assistance helpline who provide details of local transport e.g. local taxi.

Keeping your personal information safe

Sadly there have been reports of a number of scams relating to the Covid-19 vaccine.  In some cases vulnerable people are being contacted by phone and asked to share personal information such as bank details or pay upfront for a vaccine appointment.  If you, or anyone you know has received any of these calls please report them to the Police-the NHS will never contact you to ask for this information.

Our key messages at a glance 

The information on infection transmission has been checked by Health Protection Scotland which is part of Public Health Scotland

What the best way to stop the spread of the virus? 

Remember the FACTS of stopping transmission of COVID. Even though we can do different things according to our tier, we still need to stay home wherever possible and maintain at least a 2 metre physical distance from those not in our own household, regardless of what else we are doing. Face coverings are also now much more important and we should be wearing these wherever it's harder to distance and in line with the advice and guidance summarised here - so when in doubt please wear one..  

Do we still need to provide communities with direct aid?

Yes, Those who are shielding will no longer receive food parcels, but may need help organising home deliveries or arranging for someone to get their shopping. Where people contact the main government of Council helplines they will be signposted to voluntary and community groups locally  for assistance. This makes the community based responses you deliver more important than ever. Whether it’s to support  those self-isolating to make sure they don’t spread the virus further, or to others in communities who are shielding on medical advice or voluntarily because of fear of getting the virus, your help could be crucial. For this reason this resource is still as important as when it was published in May this year. Its messages matter, not only when you're delivering groceries or medicines, but also when you gather and store things you need and get them to people safely. Much of this advice is also helpful if you are restarting the delivery of a wider range of community services in your buildings in the communities you serve. 

Why do we have our own approach in Scotland?

Yes, It's important to remember that the Scottish Government advice is different from other parts of the UK. This is because the disease is behaving differently in the population and scientific advice about the best way to respond to that is sometimes interpreted differently by the devolved parliaments and the Westminster government. It is very important that you are up to date with the Scottish situation and following the rules for Scotland in your own activities. For example, different parts of the UK now use systems of tiers but these are not exactly the same.  You should only follow the information which relates to Scotland to avoid confusion

View current government advice in Scotland.

 So what you can do?

As well as projects and volunteers continuing to ensure that people are looked after in their communities you can also help by making sure that:

• You are always up to date  any changes in guidance or restrictions.  

• You share this with others to help implement the most recent guidance.

• You ensure that the advice/guidelines are being strictly followed in your own services and anywhere else that you have an influence.

• Promote the Test & Protect message to stop the virus getting a grip again and make sure you gather the information needed to make it work.,

• Support the vaccination programme and encourages those you know to take their shot when it's offered

How can you keep your knowledge up to date?

These pages have been updated to reflect the latest changes as of the date above. Save the  link on your devices and check the date on any downloaded or printed versions to make sure you have the latest version. 

Test and Protect  

There are different contact tracing approaches in different parts of the UK.  In Scotland it is known as Test and Protect.  Contact tracing is an extremely important step in controlling the spread of coronavirus.  Put simply, it is a system of identifying all the known close contacts of someone who has had a positive diagnosis of coronavirus via a test.  For detailed information on how Test and Protect works please follow this link to our dedicated section covering all aspects of Test and Protect, useful links and important information on security and fraud prevention.

What Test & Protect means for you

If the virus begins to spread within our communities again the risk that it will endanger lives and disrupt vital services also increases.  It is therefore more important than ever that you comply fully with Test and Protect. Contact tracing is only concerned with preventing the virus from spreading and not whether people have always followed the rules.  Contact tracers will not share information about people or their movements with any other agencies without permission.  More financial and other support is now available for those who are self isolating. You can find out more about this here  in order to encourage them to comply with the regulations.

In order to fully comply with Test and Protect you are required to keep a record of the names and contact details of people using or visiting your services.  You should put in place a robust record keeping system that also complies with any GDPR requirements. The Scottish Government has published guidance on how to collect this information safely for organisations where there is ‘an increased likelihood of interaction between individuals previously unknown to each other due to the nature of the premises, service or activity’.  This definition will apply to many activities and services being delivered by networks, groups and organisations. You can read more about this here.

If an employee or volunteer becomes unwell and/or tests positive please refer to the Test and Protect Advice for Employers which can be found here

If you are alerted to the fact that someone who has visited or used your service has since tested positive you should refer to the general guidance on safer workplaces, which can be found here. If you are at all worried about the risk of transmission within your service it is recommended that you contact your local Health Protection Team for advice; a list of local numbers can be found here. You can find out more about how to download the Test and Protect app to your phone or mobile device here.

Regular, rapid testing for everyone

From the 26th April 2021 everyone in Scotland will be able to access rapid coronavirus (COVID-19) testing, even if they have no symptoms. Free lateral flow home test kits will be available for pick up without an appointment from many local walk-in or drive-through test sites from 3.30pm each day, or by ordering online or by phone, for people to test themselves twice-weekly.

Each pack contains seven rapid lateral flow device tests that can provide results in around 30 minutes. A positive result means people should self-isolate with their household and order a PCR test to confirm the positive result.

For more information and to order a test kit online, go to: gov.scot/communitytesting

Keep it up - Your actions really matter 

The virus spreads in droplets when people cough or sneeze, or from conversation with them close up for too long. But there is still also a risk of it being transmitted indirectly from person to person via surfaces like door handles, counter tops or vehicles. This is much less likely if we all follow the advice in these pages.

Your time, energy and imagination can help save lives. To make sure we all do it as safely as possible. SCVO Third Sector Information Hub provides more information about the things that people are doing across Scotland.

For more on the amazing work of volunteers in the crisis check the Volunteer Scotland site. Other information on community resilience and COVID-19 can be found on the Ready Scotland website.

Acknowledgments

We gratefully acknowledge other organisations who have put out advice, notably the support and advice of the Scottish Council for Voluntary organisations, the Scottish Government and Volunteer Scotland.  We also wish to thank the Institute for Place Management for their help on COVID space planning calculations. We have also been assisted by a number of Environmental Health teams including Dumfries and Galloway Council,  We also thank COVID-19 Mutual Aid, Queercare, Food Standards Scotland,  Volunteer Glasgow and Third Sector Interface organisations across Scotland, whose material we have also drawn on when producing this advice.

We want to know what you think

Please use the form below to comment on the advice or ask a question on anything we haven't thought of and we will do our best to get an answer. 

Meanwhile, good luck, stay safe and keep up the good work.