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Coronavirus (Covid-19) – latest information

Coronavirus - latest information

Coronavirus update – Frequently Asked Questions (FAQs)

 

Thank you to everyone across Glasgow Life for your continued commitment and hard work in this quickly developing situation.

We know you have many questions about the impact of Covid-19 on Glasgow Life’s services and your role, so we have created a list of frequently asked questions, which you can access here

We will regularly update our FAQs, so bookmark this page and check back often to keep up-to-date with the latest guidance. If you still have questions, please speak to your line manager.

Coronavirus update – Friday 27 March

End of the working week – time to relax and recharge:

Dear colleagues,

As we approach the end of the first working week following the UK Government’s updated guidance to stay at home, I hope you’ve all adjusted to your alternative working arrangements as well as possible.

It has been a week of new experiences as we’ve all figured out the best ways of continuing to keep in touch with our teams, and thank you for being open to trying out different ways of working as we adapt to the new situation we find ourselves in.

However, as the weekend approaches, it’s now time to relax and recharge. If you’ve set up your work station at a table or somewhere in a space you’d normally sit to unwind, then please make sure you pack it away tonight so it’s out of sight over the next few days. 

This might seem a small act, but it’ll signify a definite end to your working week: almost like leaving the office on a Friday evening!

Some of you will be taking on duties for the organisation this weekend, such as perimeter checks at our venues or being on call, and I’d like to thank you for doing so. Your efforts are very much appreciated.

Please be sure to stick to the UK Government’s guidance to stay home this weekend, although remember you can go out for exercise once a day. This will also go a long way in helping you ‘switch-off’ so, if you can, get outside for some fresh air each day.

If you have feelings of anxiety or unsettledness about the ongoing situation, our Employee Assistance Provider, Workplace Options, has a pre-recorded session on how to keep calm and focus on improving wellbeing during the coronavirus outbreak. They are also carrying out shorter live sessions on a regular basis, and we’ll link you to these next week. 

Thanks again for your continued hard work. It’s been heartening to hear how you’re all supporting each other as we find our way through this uncertain time.

Wishing you a safe and relaxing weekend.

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Friday 27 March

19/20 financial Year End timetable – final reminder:

Dear colleagues,

With the 19/20 financial Year End fast approaching and Glasgow Life’s finance team working from home, please take note of the following information and imminent deadlines:

Invoices / payments

The finance team will not be available to accept invoice requests (to be paid or raised) in paper format. All requests should be submitted electronically to the following email address – accountsstaff@glasgowlife.org.uk. In line with audit procedures, authorisation of the requested payments should also be included in the body of your email.

Queries

Staff will not be available to answer telephone enquiries. Please direct any questions or queries to the accountsstaff@glasgowlife.org.uk mailbox. This is being monitored daily and a member of the team will respond to your enquiry as quickly as possible.

Petty cash / cash advances / cash collections

All petty cash and cash advance requests have been suspended at this time. Cash collections have also been suspended until further notice.

Pecos orders

Pecos orders must be receipted no later than Tuesday (31 March) at 2pm. Any orders receipted after this date/time will fall into 2020/21.

19/20 Accruals

Please note that Friday 10 April is the deadline for receipt by finance of all outstanding expenditure and income invoice accruals to be included in 2019/20. Any invoices received after this date will be processed in financial year 2020/21.

Please note we are only able to accrue expenditure which satisfies one of the three following criteria:

  1. PECOS purchase orders which have not been receipted but where we can evidence receipt of the goods/services;
  2. Invoices for goods and services which are dated up to and including 31 March 2020;
  3. Evidence that goods and services have been received (up to and including 31 March 2020) but not invoiced (non-PECOS purchase orders).

If you have any queries please do not hesitate to email the finance team.

Best regards,

Tracy Walker
Financial Controller
Glasgow Life

Coronavirus update – Thursday 26 March

 

 Message from the Chief Executive:

Dear colleagues,

Over the last week, everything familiar and safe has been turned upside down by something outwith any of our collective experience. The scale and implications will define our generation.

I am certain though that some things remain constant, because they must.

The first constant is Glasgow Life’s concern for the health, welfare and wellbeing of all of its dedicated and talented staff and volunteers. Some staff are still able to work from home, and I would like to thank them for doing so. They are keeping essential business processes in place to ensure our obligations to our suppliers are met and payroll continues.

Meaningful work may not be possible for everyone. Many of you are not able to work at the moment because of the nature of what you do. The priority, for now and for the weeks to come, is your mental and physical health and wellbeing. Please use this time to take care of yourself and those around you.

You are still employed by Glasgow Life, so keep in touch with your line manager and let them know if you need support or are ill. We all need to follow the instructions we have been given by the Scottish Government.

The second constant is the people of Glasgow. The city is going to be hit hard. We are all going to be called upon to exercise strength where we have it and compassion and pragmatism when it’s needed. It’s not yet clear how we’re going to do this, but planning is well underway.

The third constant is the basic decency and concern for others that I’ve seen across this organisation over the last decade. That means continuing to look out for each other. Continuing to check we are all well. It means thinking about the consequences of our actions. It means following the Government’s instructions. Most of all it means getting by as best we can, hour by hour and day by day.

I, like you, am doing what I can in the midst of one of the biggest challenges our country will ever face. When this ends, our collective recovery will begin. When people can meet and be part of a crowd and enjoy playing sport, appreciating art or enjoying music and when we are once again ready to welcome visitors to Glasgow and to demonstrate our reputation as the world’s friendliest city.

It may not be with us soon, but we can all look forward to that day.

Best regards,

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Thursday 26 March

 People Strategy and Resources Team update:

Dear colleagues,

Glasgow Life’s People Strategy and Resources Team is now working from home in line with the Scottish Government’s guidance around Covid-19. The team will be checking emails during normal working hours and will respond as quickly as possible. If you have an HR enquiry, please contact one of the following members of the team:

Employee Relations (ER) team

Shirley Macpherson (Communities and Libraries)

0141 353 9946 / 07760 551 232 

shirley.macpherson@glasgowlife.org.uk

Lyndsay Kennedy (Sports Ops)

0141 353 9945 / 07721 237 045

lyndsay.kennedy@glasgowlife.org.uk

Catherine Keltie (Sport Dev, Museums, Corporate, Arts and Music)

0141 276 4331 / 07741 102 618

catherine.keltie@glasgowlife.org.uk

In addition, you can contact the ER Team using this email address: ERGL@glasgowlife.org.uk

 

HR Business Partners

Jenny Jenkins (Communities and Libraries)

07584 535 761

jenny.jenkins@glasgowlife.org.uk

Suzie Elliott (Sport)

07880 339 508

suzie.elliott@glasgowlife.org.uk

Leanne Brown (Corporate, Retail and Events)

07584 175 733

leanne.brown@glasgowlife.org.uk

Kerry Gomez (Museums, Art and Music)

07827 873 723

kerry.gomez@glasgowlife.org.uk

 

Resourcing and Equalities

Louise Markwick

louise.markwick@glasgowlife.org.uk

Frances Watson

frances.watson@glasgowlife.org.uk

 

Position Management

Liz Knox (Information Officer)

elizabeth.knox@glasgowlife.org.uk

Marie Anderson (HR Information Officer)

marie.anderson@glasgowlife.org.uk

In addition, you can contact the Position Management Team using this email address: GLPosition.Management@glasgowlife.org.uk

Thank you very much for your patience during these exceptional circumstances and we hope you are keeping safe and well.

Kind regards,

The People Strategy and Resources Team

Coronavirus Update – Wednesday 25 March

Alternative working arrangements hints and tips:

Most Glasgow Life employees now have alternative working arrangements, and not working in an office can be a big adjustment for some of us. 

In order to help you with this transition, we’re sharing some simple and useful tips which could be useful to help you with your temporary working arrangements. 

TOP TIPS FOR WORKING FROM HOME

1: Keep your morning routine

Stick to your established morning routine if you can: wake up, get ready, washed, and dressed as if you are going to the office. This will help you get into the mind-set that you are at work.

2: Have a designated workspace

Try to set aside a work area separate from your sleeping area, as this will help you get into work mode, as well as making it easier to switch off at the end of the day. You don’t need a home office to do this, a small desk set up in a corner of the room, or a laptop at the end of the kitchen table can do the trick. Try to avoid sitting on the sofa as it won’t be comfortable to be hunched over a keyboard for long periods of time.

3: Set your work times

Before you begin work each day, set your working times and stick to them. This should include your lunch break and other short breaks away from your workspace. For those of you with children or young people at home, we understand that having set work times can be a challenge, and that’s why we’re providing regular updates on school closures and the plans we have in place.

4: Get moving

Make sure you schedule in time for some physical activity, whether this is indoors or outdoors. If you can, take a walk each day for some fresh air. This might be getting active in your garden, or doing one of our Glasgow Club at home fitness classes. Getting away from work for a brief period of time will exercise your mind just as much as your body.

5: Keep in touch

While you might not see your colleagues every day, it’s important to keep talking. A quick, ‘How are you?’ email to your team in the morning can be all it takes to brighten your day or someone else’s. Staying connected will help us all through the coming weeks and months.

6: If you need it, get support

If you’re feeling anxious or isolated, remember that support is out there. You can always speak to your line manager about any issues you’re having, and remember you also have access to our Employee Assistance Provider, Workplace Options. You can call them any day, any time, for free on 0800 247 1100.

Coronavirus update – Tuesday 24 March

Message from the Chief Executive:

Dear colleagues,

Following the message I shared with you late last night outlining the process we are undertaking from today to fully lock-down Glasgow Life’s venue estate, please find below for information an email from Glasgow City Council’s Chief Executive, Annemarie O’Donnell, which has been distributed to all GCC staff this morning.

I will continue to keep in touch with you in the coming days and throughout this period of lock-down while temporary operational arrangements are in place across Glasgow Life. In the meantime, please continue to check back here for our latest updates.

Best regards,

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Message from Annemarie O’Donnell to all Glasgow City Council staff – Tuesday 24 March 2020

You will by now all be aware of last night’s announcement by the Prime Minister and the First Minister. You can read more detail about those announcements here

In essence we should now only leave our homes to buy food, to exercise, to support vulnerable people or for essential work.

I have said this to you many times before, but it bears repeating: Glasgow City Council provides essential support to each and every citizen.

There is not one single person living in this city who does not rely on us. It is absolutely crucial that we keep collecting people’s bins to protect people’s health, that we keep supporting vulnerable people, that we keep looking after vulnerable children and the children of other key workers, that we keep our roads open so that the emergency services can move about freely, that we keep providing financial support to people who need it.

This is not an exhaustive list, but every citizen uses at least one of these services.

And many of us do not directly deliver those services, however we are still essential to support the delivery of those services. For example, our schools and depots need to be cleaned and our staff need to be paid. There are a number of tasks we carry out which may not look like front line delivery, and which cannot be delivered from home, but without which we could not deliver essential services.

Over the coming days we need to play our part by reducing as far as possible the number of people we have traveling to work, but we need to keep delivering for the city.

There are some things I want you to do today:

Speak to your manager

There are some tasks which are obviously essential and obviously can’t be carried out from home, and similarly there are some tasks which obviously can be carried out from home. For those people the decision whether to work in or out of the home is a simple one.

However for everyone else, there will need to be local decisions based on whether your job contributes to our essential services. That decision must be taken by your manager in discussion with the senior leadership of your service or ALEO, rather than by you.

If after discussion to your manager it is clear you are not currently contributing to the delivery of those essential services then you should go home whether you have work to do at home or not.

Make sure your manager has a way of contacting you

Decisions on which tasks and staff are essential will be taken on a day to day basis. If you are deemed to be essential today, that may not be the case for the whole time we are dealing with this. Very importantly, if you are not deemed essential today that may also change.

I need to be very clear about this so that there is no misunderstanding: even if you are not essential for the delivery of services today you may become so at some point in the future.

It is vitally important that your manager is able to get in touch with you if we need you to come back into work at some point in the coming days or weeks.

If you are a manager then you should be considering to what extent your part of the business contributes to those essential services and ensuring that you have up to date contact lists.

I know that you will have hoped for greater clarity on who should and should not come to work. However our business is really complex and many of these decisions will need to be taken locally and on a day to day basis.

This is an extremely trying period for everyone and I know it is making many of you anxious. We have a long way to go, and there will be many more challenges before the end.

But this is the greatest challenge our country has faced in decades and we should all be very proud, as I am, of the role we will play in overcoming it.

Regards,

Annemarie O'Donnell
Chief Executive
Glasgow City Council

Coronavirus update – Monday 23 March

Message from the Chief Executive:

Dear colleagues,

Following the announcements this evening by Boris Johnson and Nicola Sturgeon, I can confirm that Glasgow Life will now move to a full lock-down.

These arrangements will take a little time to process, as they require our facilities management team to put in place all necessary measures across Glasgow Life's significant estate of 171 venues.  

Instructions for tomorrow, Tuesday 24 March

Museums staff – please do not come into work tomorrow. Your line manager will contact you if you are required to support the lock-down in the coming days.

Arts and Music staff – please do not come into work tomorrow. Your line manager will contact you if you are required to support the lock-down in the coming days. 

Sports staff – Emirates will remain open to a skeleton staff processing payroll. Crown Point will remain open to support the essential community support services provided by PEEK.

Libraries staff – we understand the importance of the Universal Credit service to our community. While the majority of the service remains closed tomorrow (other than for a limited number of existing appointments at Anniesland), we will look to review how we support the community moving forward as this had been identified as a crucial service. The Mitchell will open at 10am to allow tenants CAB and MCR Pathways to vacate the building and for arranged building checks to take place as agreed.

Community centre staff – eight of our centres have been providing much-needed services to local families, and we cannot close at such short notice. These eight centres will open tomorrow pending review.

 I will continue to keep in touch with you during this period of lock-down. Please share this message with your colleagues and continue to check back here regularly.

Best regards,

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Monday 23 March

Accessing GOLD and other online learning resources:

There are some great online resources available to keep everyone learning over the coming weeks. Whether you’re at home or work, on a Glasgow Life device or your own personal tablet or smart phone – learning is accessible from most devices.

GOLD (Glasgow Online Learning & Development)

This guide provides step-by-step guidance on accessing and navigating the GOLD portal from home and there are some e-learning GOLD modules that should be prioritised; some of which are Glasgow Life specific.

These can be found by clicking on the yellow box that says ‘Your ALEO or Service’ and then clicking on ‘Glasgow Life’. Mandatory courses for everyone are:

  • Health and Safety Essentials
  • Dealing with Difficult Situations (Glasgow Life)
  • Child Protection (Glasgow Life)
  • Asbestos Awareness (Glasgow Life)
  • Legionella Awareness (Glasgow Life)
  • Information Security 2019

 And under Health, Safety and Wellbeing, you’ll find:

  • Display Screen Equipment
  • Mentally Healthy Workplace

 If you want to prep for the arrival of Office 365 over the coming months, you can also click into ‘Computer Skills’ and then onto ‘Office 365 – Quick Starts’ and work your way through those that you use most often in your role.

FutureLearn.com

You can enjoy free online courses and try high-quality online education from top universities and specialist organisations. Just visit www.FutureLearn.com and view the up and coming programme.

Alison.com

(Advance Learning Interactive Systems Online) is an e-learning provider aimed at enabling people to gain education and workplace skills. It’s a free resource where you can sign up as an individual learner. You can take part in over a thousand professional e-learning programmes, including diplomas. Subjects covered include accounting; business and legal; customer service; legal studies; project management; operations management; quality management; social media… and lots more. Check out their website at www.alison.com for more information.

The Skills Network

Glasgow City Council has partnered with the Skills Network to offer staff a range of Level 2 fully funded qualifications on a distance learning basis. To find out more, visit theskillsnetwork.com or call 01757 600705 or email Scotland.Sales@theskillsnetwork.com.

Where you are completing learning in work time, please remember to always agree and prioritise your learning with your manager.

Coronavirus update – Friday 20 March

Updated information for staff regarding school closures:

Dear colleague,

As you will be aware, the Scottish Government will close schools and nurseries from the end of today (Friday 20 March). As such, Glasgow Life is putting in place the following support arrangements:

  • Interim special leave of five days for all employees to help with childcare planning

These are initial contingency plans and longer term arrangements are being developed and will be communicated next week to support families.

Special leave from Monday 23 March

From Monday, if you require to take leave because of childcare commitments and because you cannot make alternative arrangements or work from home, then you can use this new special leave of up to five days on full pay.

If you are taking special leave then you need to contact your manger as soon as you know that you can’t make childcare plans. You should also keep in touch with your manager next week so that we can update you on longer-term arrangements.

Best regards,

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Friday 20 March

Message from our Chair:

Dear Glasgow Life colleagues,

I want to take this opportunity to thank you for your dedication and hard work during these uncertain times caused by the global coronavirus (Covid-19) pandemic.

Glasgow Life provides vital culture and leisure services to thousands of people every day and the closure of all our venues was not a decision that was made lightly. The focus and commitment shown by all of you as we worked to close our venues, and your ongoing efforts to minimise the impact these closures will have on citizens has not gone unnoticed: please know it is very much appreciated by both me and the wider Glasgow family.

As we receive ongoing and updated guidance from the Scottish Government, I hope we can all continue to work together to ensure we’re ready to reopen our doors as soon as it’s safe to do so, and welcome the people of Glasgow back into our venues across the city.

In the meantime, please remember to look out for your friends, families, and colleagues. In this uncertain time, it’s important to keep in touch and check in with those who might feel the effects of social distancing and isolation more than others.

Our thoughts continue to be with the families and loved ones of those directly affected by COVID-19. Glaswegians are renowned for our friendly and caring attitude and now, more than ever, we need to take care of each other and do what we can to support everyone through this crisis.

Once again, thank you for your continued commitment in the weeks ahead.

Best regards,

Councillor David McDonald
Chair of Glasgow Life

Coronavirus update – Thursday 19 March

Message from the Chief Executive:

Dear colleague,

As you will be aware, we received notification from the Scottish Government late afternoon on Wednesday 18 March of their plan to close schools and nurseries from tomorrow (Friday 20 March).

This is short notice due to the speed of unfolding events and we are seeking clarification on the plans to support families.

In the meantime, if you require to take leave you should either use annual leave or use Glasgow Life’s one-day of paid Time Off for Dependents Leave to cover Monday 23 March (or your next scheduled working day after this date). Line managers should record this leave using the normal process.

We hope to have further guidance tomorrow on support which will be made available to parents and carers of children at school or nursery, and we will share this with staff as soon as we can.

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Thursday 19 March

Message from the Chief Executive:

Dear colleague,

Following the difficult decision earlier this week to close all Glasgow Life buildings to the public, it is now even more important that we ensure both our staff and customers have access to vital information about our services and receive regular updates on the business.

Managers will be in touch with their teams on a regular basis to pass on relevant updates and share essential information such as:

  • How to stay safe and steps you can take to prevent the spread of the virus
  • What to do if you become unwell
  • Any temporary alternative working arrangements for you or your colleagues

A regular update will be issued with information on temporary operational arrangements and any other important guidance you need. Please continue to check this page. If you still have questions please speak to your line manager.

Keeping in touch
I understand that face-to-face briefings may no longer be a viable option as alternative working arrangements are put in place, so please ensure your line manager has your contact details so you can keep in touch.

If you manage a team, please take a moment to check you have everyone’s contact details. No member of staff should feel socially disconnected, so please take time to check in with your manager and colleagues to make sure you’re feeling healthy – both mentally and physically.

Outwith the business and guidance updates, I’d like to reinforce the importance of maintaining contact in general. These are uncertain and troubling times, and nothing is more important than the health and wellbeing of our family, friends, and colleagues.

Communicating with customers
Even though our venues are closed to the public, it is vital that we continue to communicate with our customers during this unsettling time. Many of Glasgow Life’s services are lifelines for people in the city.

Ongoing services
We have a range of free online services including an online library, which gives access to a huge range of eBooks, eAudiobooks, eMagazines, and eMusic – as well as a range of eResources.

We will also keep a number of venues open for business-critical operations, such as Universal Credit applications, thanks to the dedication of our teams.

Thank you to everyone across Glasgow Life for your continued commitment and hard work in this quickly developing situation.

Bridget

Bridget McConnell
Chief Executive
Glasgow Life

Coronavirus update – Tuesday 17 March

Message from the Chief Executive:

Dear colleague, 

In line with the government’s advice on reducing social contact, Glasgow Life has taken the difficult decision to suspend all services from this evening. This will mean every Glasgow Life venue across the city will shut to the public from close of play on Tuesday 17 March. We expect the suspension to continue until the end of April.

All Glasgow Sport activities will be suspended, including indoor and outdoor activities as well as the outreach programme. Museums, concert halls and libraries will close. Community facilities will close to the public and we will contact tenants to discuss access. We will prioritise how we continue to deliver our targeted essential services.

If you are due at work tomorrow, Wednesday 18 March, please report as planned. Your manager will work closely with you over the coming days to provide clarification on work you will be required to deliver during these difficult times.

Our priority continues to be the health and wellbeing of our colleagues and we will continue to follow government advice.

Thank you for your continued support during what we know are very challenging times. We have prioritised public messaging at this time to alert our users. We will issue further updates as we have them.

Bridget

Bridget McConnell
Chief Executive
Glasgow Life