LATEST UPDATE: Coronavirus (Covid-19) update 3 July: Government guidance - on-site social distancing and working from home arrangements
Thank you for your ongoing support for Jaguar Land Rover as we continue to adjust to changing government guidelines. Looking after your safety and wellbeing at work is our primary concern as we respond to the latest updates to official advice.
As a business we will continue to follow the revised government guidelines on social distancing, which come into force on Saturday 4 July. In line with this guidance, our default company instruction will not change, meaning that:
- the two-metre distance must be maintained where viable, and
- only in cases where this is not possible, people must stay ‘one metre plus’ apart, with mitigating actions. For us this could include the use of physical or personal screens, such as face-covering visors, and other measures to help reduce the risk of transmitting the virus.
In order to protect ourselves and our families, our colleagues and our business, we must all maintain strict social distancing in the workplace - including when we arrive and leave, while we are working and when travelling between sites (where permitted). It is vital that we all adapt to and respect these restrictions at work, even though we may see different behaviours in places including pubs, restaurants and shops from this weekend.
Please remember that, in line with Jaguar Land Rover’s workplace track-and-trace process, if any colleague has worked less than two metres apart, for more than 15 minutes, from someone who develops Covid-19 symptoms - even if face coverings have been worn - they will be required to go home and self-isolate for 14 days or until the colleague with symptoms tests negative for Covid-19. This is disruptive both to our business and to colleagues’ lives, but is critical to avoiding a spike of cases on our sites and in our home communities.
We have many colleagues working on our sites supporting the business in this difficult period. Some, due to the critical nature of their work, have been on site all the way through this period. Clearly a significant number of employees have returned to support our demand-led restart activities, enabling crucial revenues. More recently we have also enabled a return to site for colleagues whose productivity, due to the nature of their work, is significantly impacted by working from home.
We are keeping our approach under continual review and, as such, have determined that, during July and August, it will be possible to request exceptional authorisation to work on site for wellbeing, productivity or essential collaboration or teamwork reasons through your Incident Management Team (IMT). Everyone else, therefore, who can work from home will continue to do so through this period, until advised otherwise by their manager. This careful approach is necessary to minimise the risk to our colleagues who need to be on site. We will continue to adapt, and communicate, this position as circumstances and guidance allows.
If you have an essential reason to make a one-off visit to site, or you need to return to controlled on-site working for business-critical purposes, you must strictly follow the correct processes. For occasional brief visits follow the process outlined here. For requests to return to permanent or part-time on-site working, leaders must follow the steps set out in the Covid-19 manager briefing toolkit.
If your mental health and wellbeing means you are struggling to work at home at this time please let your manager know. There are multiple services to assist you and Occupational Health can help to assess your needs on an individual basis - please do not suffer in silence.
Please continue to read our communications to ensure you have the very latest guidance.
Coming back to a Jaguar Land Rover facility safely
We would like to take the opportunity to reassure you that, as the number of colleagues required to come back to work on site increases in the coming weeks, the health, wellbeing and safety of all our people and partners remain our utmost priority. Any of our people coming back to work on site have and will continue to be supported by a clear process and set of comprehensive protective measures which will keep everyone safe in line with the rapidly evolving UK Government guidelines.
We therefore wanted to recap the process for ease as many of you prepare to return on Monday, please take the time to watch the safety film here and read the details below and take action if required to support your own safe return.
If you need to contact HR Direct for assistance please remember to include your full name and payroll number/CDSID and a contact number in case a member of the team need to call you back to discuss your query - this will help the team assist you more quickly.
I am currently working on site and was before May 1
If you fall into this group, thank you for working with us as we have developed measures which will help us all work safely as more colleagues return to work on site. You will have been given up to date information on the procedures to protect your health and wellbeing while at work. However you will soon receive an additional Readiness for Work Questionnaire* which includes a Charter we are asking all employees to read, to protect themselves and others at this time. Please complete this updated questionnaire when you receive it to ensure we maintain accurate records and provide additional guidance if necessary as government advice continues to change.
I have re-started work on site since May 1 or have been informed I am about to start work
Since May 1 the process to re-start work has been that you receive a Readiness for Work Questionnaire* to fill out before you return to work on site. It may be that your responses will trigger you being sent an Occupational Health Clinical Risk Questionnaire. If you have declared no risks in your Readiness for Work Questionnaire* this additional step is not needed. You must not return to work on site until you have completed your Readiness for Work Questionnaire* and have received your email confirming that you will be returning to work. If you think you should be returning to work but have not received written confirmation (by email) two working days before your scheduled return please contact HR Direct on: firstname.lastname@example.org.
If you have completed the questionnaire/s you have been sent and had an email confirming your start date, we look forward to welcoming you back to your place of work. You will be sent information to help you stay safe and you will be briefed on all local measures that have been put in place to support your safe return.
I have Covid-19 symptoms and I am self-isolating, or I live in a household with someone who has Covid-19 symptoms and is self-isolating
In line with UK Government guidance please do not attend your place of work if you or someone in your household is self-isolating because of Covid-19 symptoms, which are:
- Has a high temperature. This means you feel hot to touch on your chest or back
- Has a new continuous cough. This means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough it may be worse than usual)
- loss or change to your sense of smell or taste – this means you've noticed you cannot smell or taste anything, or things smell or taste different to normal (updated 19 May)
If you or someone in your household develop Covid-19 symptoms while you are at work please inform your manager immediately and follow the stay at home guidance. Please also fill out the self-isolation form on the Your JLR App.
In addition, in line with Public Health England (PHE) guidance please apply for a Covid-19 test: https://self-referral.test-for-coronavirus.service.gov.uk/
I am a ‘clinically vulnerable’ person
If you are a ‘clinically vulnerable’ person (see table below for definition) please ensure you complete the self-isolation form on the Your JLR App. This information is important and will help us manage the impact that Covid-19 has on our business.
If you have been asked to return to your place of work, complete the Readiness for Work Questionnaire* and then you will also be asked to complete an Occupational Health Clinical Risk Questionnaire. The purpose of this additional questionnaire is to ensure that you are fit and safe to return to your place of work based on your medical condition.
Please do not attend your place of work until you have completed an Occupational Health Clinical Risk Questionnaire and followed any advice given.
If you have not received this questionnaire two working days before your scheduled return please contact HR Direct on: email@example.com.
I am a clinically extremely vulnerable person (shielding)
If you are a clinically extremely vulnerable person and are shielding (see table below for definition) ensure you complete the ‘self-isolation’ form which is available on the Your JLR App.
If you have been asked to return to work from furlough please complete the Readiness for Work Questionnaire which will be emailed to you. In line with UK Government guidance if you are a clinically extremely vulnerable person you will not be asked to attend your place of work at the current time. You may however be asked to conduct work from home and should this guidance change we will update you accordingly. You may also be asked to complete an Occupational Health Clinical Risk Questionnaire to ensure that you are fit and safe to work from home.
If you have any concerns please contact HR Direct on: firstname.lastname@example.org.
I live with an clinically extremely vulnerable person who is shielding
If you live with a clinically extremely vulnerable person who is shielding (see table below for definition) and have been asked to return to work you must complete the Readiness for Work Questionnaire* which will be emailed to you.
You may also be asked to complete an Occupational Health Clinical Risk Questionnaire to help us understand what measures we must put in place to ensure that you can safely return to your place of work.
Please note at this stage if you live with a 'clinically extremely vulnerable’ person you will not be asked to return to work at this stage. But you must still complete the Occupational Health Clinical Risk Questionnaire if this is sent to you. If asked, you must also provide confirmation that you are living with a ‘clinically extremely vulnerable’ person.
Please do not attend your place of work until you have completed an Occupational Health Clinical Risk Questionnaire. If you have not received your Occupational Health Clinical Risk Questionnaire within two working days before you are scheduled to return please contact HR Direct on: email@example.com.
I am scheduled to return back to work but since answering my questionnaire have developed Covid-19 symptoms/ I am scheduled to return back to work but someone in my household has developed Covid-19 symptoms
If you are scheduled to return to work, and develop symptoms and are therefore unable to come to work please contact HR Direct on: firstname.lastname@example.org to ensure we are aware and if you have their contact details please also inform your line manager. Please do not attend your place of work with Covid-19 symptoms or if someone in your household has developed symptoms and follow the government advice on self-isolation.
What is a Readiness for Work Questionnaire*?
This is the first part of the process to return to work and gives you the opportunity to read our Health and Wellbeing charter and to tell us about any issues that may prevent you returning to work. Some of these may relate to your health and the health of your household. In that case your responses will trigger an Occupational Health Clinical Risk Questionnaire.
*If you completed a pilot version of this process the questionnaire title and wording may have varied - please don’t worry you have still completed the right process.
What is an Occupational Health Clinical Risk Questionnaire?
If you have been asked to complete an Occupational Health Clinical Risk Questionnaire as a follow up to the Readiness to Work Questionnaire, you will be issued with an Occupational Health certificate once the process is complete which will show one of the following ratings. The rating you are given will be based on your medical condition and will determine whether you can attend your place of work at this time:
Any employees who are identified as fit or low risk, may be asked to return to work. All other employees should continue to either work from home or remain on furlough at this stage.
If you have been identified as fit but living with a clinically vulnerable person in line with UK Government guidance, you can continue to work as planned. If you have been identified as fit but living with an extremely clinically vulnerable person, you will not be asked to return to work at this stage. If asked, you must also provide confirmation that you are living with a ‘clinically extremely vulnerable’ person.
A copy of your Occupational Health certificate will also be shared with HR and will be used to determine whether you will be asked to either attend your place of work or work from home (where possible). You do not need to do anything with your certificate, however, please retain it for your records.
How do I know when I am coming off the furlough arrangement?
You will receive an email which confirms your return to work date and this will end your period of furlough.
It’s clear that our restart will be a controlled gradual process in line with our demand-led activity and UK government guidance and we will take every precaution to ensure the health and safety of each one of you, including further guidance for those working from home who may have to come to site on some occasions.
- aged 70 or older (regardless of medical conditions)
- under 70 with an underlying health condition listed below (that is, anyone instructed to get a flu jab each year on medical grounds):
- chronic (long-term) mild to moderate respiratory diseases, such as asthma, chronic obstructive pulmonary disease (COPD), emphysema or bronchitis
- chronic heart disease, such as heart failure
- chronic kidney disease
- chronic liver disease, such as hepatitis
- chronic neurological conditions, such as Parkinson’s disease, motor neurone disease, multiple sclerosis (MS), or cerebral palsy
- a weakened immune system as the result of certain conditions, treatments like chemotherapy, or medicines such as steroid tablets
- being seriously overweight (a body mass index (BMI) of 40 or above)
- pregnant women
Clinically extremely vulnerable:
- Solid organ transplant recipients.
People with specific cancers:
- people with cancer who are undergoing active chemotherapy
- people with lung cancer who are undergoing radical radiotherapy
- people with cancers of the blood or bone marrow such as leukaemia, lymphoma or myeloma who are at any stage of treatment
- people having immunotherapy or other continuing antibody treatments for cancer
- people having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors
- people who have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs
- People with severe respiratory conditions including all cystic fibrosis, severe asthma and severe chronic obstructive pulmonary (COPD).
- People with rare diseases that significantly increase the risk of infections (such as SCID, homozygous sickle cell).
People on immunosuppression therapies sufficient to significantly increase risk of infection.
Women who are pregnant with significant heart disease, congenital or acquired.
Disease severity, history or treatment levels will also affect who is in the group.
BELOW ARE SOME OF OUR RECENT COMMUNICATIONS
The following communications provide information on how our ways of working are changing as a result of the coronavirus. Please continue to read updates sent to you by email for the latest information.
Coronavirus (Covid-19) update 24 June: Government guidance - social distancing
Our business has now been operating under Covid-19-related restrictions for more than three months. As the government guidance continues to evolve, it’s vital we react responsibly and efficiently to protect our people, their families and our business.
Yesterday, the government set out revised guidelines on social distancing: as of 4 July, the advised two-metre distance should still be maintained where possible. In all cases where this is not possible, people should stay ‘one metre plus’ apart, with mitigation measures in place such as face coverings to reduce the risk of transmitting the virus.
We welcome the change and will, in the coming days, review what this means for Jaguar Land Rover when we receive the written details from the government. We will update you in due course through local communications of any changes you need to know about. Until then, please follow existing company instructions and continue with your current working arrangements.
We also continue to follow the guidance that, where possible, colleagues should remain working from home. Only those in roles where it is not possible or most productive to work from home have begun to return to site safely, alongside those who have been carrying out business-critical activity and building cars again for our customers.
Please remember: To protect those on site, only critical related visits to site are permitted which are essential to your work e.g. picking up equipment, viewing vehicles/tests or facility installation work. You are not permitted to work on site or attend for an occasional visit, unless you have accepted the Health and Wellbeing Charter and responded to the questions in the readiness for work questionnaire to protect yourselves and your colleagues’ health.
You can only return to work on site, part or full time if you have had permission from your leadership teams.
Thank you for your continued commitment to Jaguar Land Rover - it is only with your support that we are able to safeguard a successful future for our business. Please continue to read our communications to ensure you have the very latest guidance.
UPDATE: 20 May 2020
Coronavirus (Covid-19) 2020 holiday update
The guidance in this update applies to UK colleagues only.
The Board of Management (BoM) has confirmed that the May shutdown (manufacturing) previously communicated will continue as planned.
In addition to this, during these unprecedented times the BoM has agreed a further measure towards managing holidays for the remainder of 2020.
This measure will support our demand-led restart approach, in addition to delivering critical activities throughout the remainder of the year. It is also important that we ensure employees have taken sufficient time out of the business to focus on personal health and wellbeing. Please therefore take time to review the detail below.
Statutory holidays and scheduled fixed shutdown periods remain unchanged for the remainder of 2020 and must be taken in line with previous communications.
By 31 August 2020, all UK employees are required to use half of their 2020 flexible and service holiday entitlement, relating to the year 2020, that has not yet been pre-booked. To ensure teams are appropriately resourced to deliver business activity, department holiday booking processes should be used accordingly. If local systems exist, which already fully satisfy the principles of allowing all holiday to taken in 2020 whilst not exceeding recognised caps, these should continue to be used.
This applies to all UK employees including those currently on furlough.
Employees are required to take their full holiday leave entitlement by 31 December 2020. Therefore, current operating rules apply regarding holiday carry over into 2021.
Please click here to access the FAQ document which provides full details regarding how this approach will be managed.
Details of all 2020 holiday dates can be found on the Your JLR app, under '2020 Plant Shutdowns'.
We are currently in the process of finalising 2021 holiday dates and will share these with employees as soon as possible.
Thank you for your understanding and support for this change, which will help us to look after Jaguar Land Rover today and build a better future for all of us.
UPDATE: 27 March 2020
CORONAVIRUS VOLUNTEERING GUIDELINES: YOUR GUIDE TO VOLUNTEERING SAFELY
Jaguar Land Rover has produced a guide help you volunteer your time to local good causes during the coronavirus (Covid-19) pandemic. You should read all of this guide before volunteering. You should also read the up to date guidance published by the UK Government here.
Please note the following guidelines apply to the UK only. If you are in a location other than the UK, please get in touch with your local HR team to discuss.
If you have any specific questions once you have read this guide, please email email@example.com
UPDATING US ON YOUR SELF-ISOLATION STATUS
New Employee Covid-19 Information Form:
From today (Wednesday 25 March), we are changing the way we want you to notify us about how the virus has impacted your work. Previously we asked you to notify your line manager, now we want you to notify us directly using this form.
Please complete the form if you are:
- Self-isolating because you, or someone in your household, has symptoms
- Self-isolating because you, or someone in your household, are included in a vulnerable or high-risk group as defined by the Government.
- Self-isolating because you have Covid-19 which has been confirmed through a test.
- You are not able to work because you are caring for a dependant.
Please complete the form as soon as possible to ensure we have an accurate picture across the business as quickly as possible.
You do not need to complete this form if:
- You received a separate email yesterday (Tuesday 24 March) and have already completed the form.
- You have been stood down under the Corridor Agreement.
- You are working from home and are not self-isolating due to one of the above reasons
To ensure that we have up to date information, if your situation changes, please fill in the form again at that point.
How will we use your information?
This information is needed to help the business monitor the impact of the virus on our employees.
Key information about the form:
- This form replaces all employee and manager forms which you previously may have been asked to complete. These will be turned off.
- You may have received this communication to both your personal and work email address. You only need to complete the form once.
- There is no need to contact HR Direct to confirm you have completed the form.
- It is particularly important that you check that your payroll number & CDSID are correct.
- You do not need to be connected to the JLR network to complete the form, or complete the form on a JLR device. You will be able to access the form from any laptop or mobile device. You will need to be connected to the internet.
- Once you click submit, your information will be recorded. You will not receive a confirmation email and HR Direct will be unable to confirm you have submitted a form, therefore please do not raise a ticket to request this.
What if I have problems accessing or submitting the form?
If you cannot access the form email HR Direct at firstname.lastname@example.org. As communicated on Monday 23 March, the HR Direct process has also changed and the telephone service has been replaced with an email service only.
Please note: HR Direct cannot advise whether or not you need to self-isolate. Instead you should continue to visit the UK NHS online tool, which is regularly updated, to reflect the most up-to-date guidance, or consult the official advice where you are based.
ISOLATION NOTES (Update from 20 March)
Today the government have introduced new isolation notes for employees who have been unable to work for more than seven days because of COVID-19.
This note provides employees with evidence that they have self-isolated due to Coronavirus either because they have symptoms or they live with someone who has symptoms.
If you have been absent for seven days or less:
You must complete a self-certification note for your first seven days of absence. To ensure you are paid correctly you must send your self-certification certificate to Payroll within the first 10 days of being absent.
If you have been absent for eight days or more:
You must complete an isolation note, which can be accessed through the NHS website and NHS 111 online. You will need to answer a series of questions, after which an isolation note will be emailed to you. Please send your self-certification and isolation notes to Payroll:
EMC, BAC, Monthly Paid Associates - Kronos@jaguarlandrover.com
Salaried employees - email@example.com