supporting, developing and representing community groups,
voluntary organisations, social enterprises and volunteering
This page was last updated on 04 April 2020, 10:03.

Pandemic Information and Response



  • This page provides information and resources for organisations concerned about the COVID-19 Coronavirus pandemic.


    We will continue to develop this page and update it with new resources. Please do let us know of any resources we should add to the page, or share any feedback with us.

    Those with communication barriers may find it helpful to seek support from our colleagues at Fife Centre for Equalities.

    About the current pandemic
    Health experts have been saying for many years that a pandemic was statistically overdue. It seems it may be upon us. The World Health Organisation has declared the COVID-19 strain of coronvirus a global pandemic.

    This brings with it many challenges, including travel, organising events, turning up to work, working from home potential/possibilities, our staff and volunteers taking ill and/or self-isolating, our service users/clients taking ill and/or self-isolating and the impact that panic buying/stocks of medicines, foods and so on can have on all of us, not just the most vulnerable citizens in our communities. For our sector particularly, our public sector partners are already turning to us to see how we can help them to look after fellow citizens as the impact affects the public sector workforce and the number of clients needing help increases.

    Further, there's a growing recognition of the impact all of this negative and worrying news about something that has the potential to affect the global economy, our health and how we will live our day-to-day lives over the next number weeks and months. People are starting to panic and worry, with negative mental health impacts being reported as people are overwhelmed with bad news and information that can be difficult to comprehend, particularly as different countries react differently and some statistics being reported appear to be rather significant and gloomy.

    Businesses (mostly retail and travel so far) are seeking financial bailouts/support already. Fewer people shopping (apart from toilet rolls, of course!), dining out, visiting the cinema, taking leisure breaks and so on is going to cost the economy a lot of money, with the result of businesses folding and jobs being lost. This also increases demand on public and third sector services.

    Prescription deliveries in Fife for priority and vulnerable patients

    FVA has partnered with NHS Fife, the Health and Social Care Partnership and Fife Council to launch a prescription delivery service for those in Fife that are most in need.

    We're working with over 80 pharmacies across the region, with volunteer drivers uplifting and delivering prescriptions to those who are the most at risk in the event of a COVID-19 infection. Individuals must be unable to collect their prescriptions themselves and have no on who can collect them on their behalf Please respect this, so that this important service can be kept moving efficiently for those most in need.

    Request a Prescription Delivery

    Shielding

    Shielding is where a person isolates themselves for a period of at least 12 weeks because they are clinically at a higher risk of severe illness if they contract COVID-19. Stringest self-isolation is necessary to minimise all interaction between the vulnerable person and others, and therefore to protect them from the risk of coming into contact with the COVID-19 virus. This isolation also reduces the potential strain on NHS and social care services.

    Full information on funding can be found on the NHS website here The guidance that we have received from Fife Council and NHS Fife on shielding is as follows: The "shielding" group includes people with diseases and conditions considered to be at very high risk:
    • solid organ transplant recipients
    • people with specific cancers:
      • people with cancer who are undergoing active chemotherapy or radical radiotherapy for lung cancer;
      • 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; and
      • 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 COPD;
    • people with rare diseases and inborn errors of metabolism that significantly increase the risk of infections (such as SCID, homozygous sickle cell);
    • people on immunosuppression therapies sufficient to significantly increase risk of infection; and
    • people who are pregnant with significant heart disease, congenital or acquired
    Those who are in the shielding group will be contacted by letter by the Chief Medical Officer.

    Shielding letters have not yet been sent, but should be going out later this week. They will be sent in batches- don't assume that because you know someone else (particularly somone in another council area) has received a letter and you haven't that you have been missed.

    Our current understanding is that individuals will be offered a phone number through which to register for support using a two way SMS (text) messaging system, with local back-up arrangements for those who can’t communicate by SMS.

    Medication for those that are shielding

    Medicines can continue to be ordered through the usual routes, but deliveries may take longer than usual to due very high call demands at the present. If you normally collect your own medication and are unable to do so because you are shielding, please contact Fife Voluntary Action's Prescription Delivery Service.

    Please do not attempt to over-order your repeat prescriptions.

    For other support (food, financial support, etc), please contact our Helping Hand team.

    Volunteering and Mutual Aid Groups

    We're seeing groups emerging across Fife on social media looking to provide support in local communities. This is great and here at FVA we're happy to assist those groups as much as we can. It is worth noting that not all of them will have insurance, policies, risk assessment regimes and proper governance arrangements, so people should be aware of the potential risks.

    We would always advise volunteering through established third sector organisations where possible. We know that the vast majority of people getting involved will do good things, safely and appropriately and we don't want to stop any of that, but we also don't want people who are trying to help inadvertently put people at risk, including themselves. We would therefore urge people to consider risks, follow official guidance and put the safety and wellbeing of our more vulnerable citizens at the heart of what they do.

    Most of the informal groups will be operating appropriately and will not present any specific risk and here at FVA we're keen to provide whatever assistance we can to help them to operate and manage risk.

    Organisations looking for volunteers

    As people self-isolate and take precautions to limit the spread of the virus and reduce risk to others, some organisations that are keen to continue to support their clients differently during this time don't have enough people or resources to help. Please use the Helping Hand register above if you'd like to help and we'll be in touch.

    Information for Vulnerable People

    Vulnerable people, or their families/carers, are likely to be concerned and/or anxious at this time. Keeping people safe and healthy is a fundamental aspect of society and we need to work together to ensure this.

    If you are offered help by someone over the next few weeks, then they should have ID if they're working/volunteering for an organisation. If they're not, please stay vigilant and be aware of scammers and people looking to exploit this crisis. Limit access to your home and to any personal information about you. Whilst it's unlikely that people will try to take advantage, we encourage people to be cautious and alert. Here's some brief tips:

      • Limit any physical or close contact (we know isolation can be lonely and talking to somebody can seem harmless, but protecting your health is the priority);
      • Seek support over the telephone or e-mail wherever possible - contact a voluntary sector organisation that you already know or phone us on 0800 389 6046 or e-mail [email protected];
      • Do not wait until things get desperate - make early contact and don't be afraid or ashamed to ask for help - organisations and people are keen to help and standing by, ready to do so;
      • Only let somebody into your home if you know who they are and it is absolutely necessary for them to come into your home;
      • Don't share your personal details, including health conditions with anybody unless you know and trust them;
      • Don't share your bank details with anybody - even if they claim to be from your bank!;
      • Don't give money to people for testing kits, protective equipment or anything like that - these are likely to be scams;
      • Don't be tempted to visit other vulnerable people to help them out, you could be putting yourself and them at risk - please contact us, or use the register above to let us know about people who need support.

    PVG considerations

    For unplanned, impromptu and informal activities, it is not necessary to carry out PVG checks on individuals. It is always necessary to manage risk though!

    Regulated work, as defined by the Protecting Vulnerable Groups (Scotland) Act 2007, relates to individuals whose 'normal duties' would include:
      • doing anything permitted or required in connection with the position, the opportunity to have unsupervised contact with protected adults, and
      • where contact with protected adults, when the holder of the position is doing anything permitted or required in connection with the position, is more than incidental.

    In situations like this, where there are undeniably unforeseen circumstances, there is no requirement to process PVG/Disclosure checks. This doesn't negate the need for basic principles in safeguarding to be applied. Follow the guidelines listed on this page to keep yourself and others safe.

    If you have any questions, as always, don't hesitate to contact us.

    In addition, our colleagues at Volunteer Scotland have put together a site dedicated to COVID-19-related volunteering advice (for both organisations and individuals). You can access this here.

    In particular, you may wish to consider reading their guidance on PVG and Coronavirus. It is made clear that roles in sectors that are considered priorities during the pandemic will take precedence for PVG checks.

    Insurance

    This is a big topic and we're struggling to find a definitive answer to cover organisations undertaking slightly different tasks. We've spoken to a few specialists in this area and they've said the same thing: Insurers know that these are unprecedented times and organisations changing what they do and how they do it, and doing some additional/different things is almost certainly not going to invalidate insurance cover! What Insurers won't tolerate is a move to additional activities that unduly create wider exposures that could be considered insured under the current business description. Why would using your vehicles to deliver essentials to those in need be any more risk than the actual carriage of people, for example?

    Managing risks, documenting things, following good practice and guidance should all be happening anyway, regardless of the circumstances. It is always advisable to contact your Insurer or broker if you are unsure.

    Data Protection

    The Information Commissioner's Office (the regulator for data protection and GDPR in the UK) has formally announced that they will take a pragmatic approach to enforcement during the pandemic. They recognise that organisations are acting in the public interest and looking to protect people, so will be taking this into account. They have information on their website and you can call their helpline on 0303 123 1113.

    We'd advise caution, still, and only share personal data when necessary to provide a service or keep somebody healthy and/or safe. It should be risk assessed, and sensible precautions taken over how you protect information and data about people (not just vulnerable people, but our own staff and volunteers too).

    Children

    We've come across this nice resource (PDF file) to help children to understand what's happening, produced by Manuela Molina.
    A new website promoting online safety at home has been launched - ThinkUKnow- providing activity packs to support children, who'll be spending a lot more time online at this time.
    The Scottish Government has developed a hub on its ParentClub website with resources to parents and carers of children through Coronavirus. It covers, among other things:
    • How to talk to children about COVID-19
    • Learning at home resources
    • Guidance on how to balance working from home with caring for children
    • Advice on breastfeeing if COVID-19-postiive

    Families requiring support through Coronavirus can contact Children 1st's Parentline Scotland helpline free on 08000282233, or through their website
    Education Scotland has produced signposting guidance for teachers, parents, and children and young people from groups who may be more vulnerable during this time of school closures and social isolation.

    HR and Employment Law

    ACAS independent guidance for employers and employees
    Suggested communication to staff about COVID-19
    Survey for staff, from CIPD, on preparing to work from home (Word document)
    Tips on working from home, published in The Guardian
    UK Government's definition of 'key workers'
    Guidance for organisations on the legal implications of the government's Job Retention scheme and Furlough Leave Guidance for employees on the Job Retention scheme and Furlough Leave
    ACAS has been running webinars on the impact of Coronavirus on employers. The key points can be found here

    Policies

    Policy suggestion for temporary changes to policies and procedures

    Managing Risk

    UK Government's guidance document on handwashing techniques
    World Health Organisation's advice on basic protective measures for the general public
    UK Government's information and advice for the public
    NHS Inform's information on COVID-19
    Zurich insurance's guidance for organisations on planning for a pandemic (written before COVID-19 was declared a pandemic!)
    Freedom of Information (FoI) and the Coronavirus, from the Information Commissioner's Office
    Data Protection (and GDPR) and the Coronavirus, from the Information Commissioner's Office
    Computer hackers/scammers exploiting the pandemic, from the BBC

    Funding for organisations

    Many organisations will be facing funding challenges over this period as they pivot their operations towards relief efforts. We'll keep this section with details of any funding news specifically related to the crisis.

    Our Capacity Building team can help organisations in applying for funding. Please contact Helen Rorrison for more information.

    SCVO's website devoted to COVID-19 funding for organisations
    A Third Sector Resilience Fund has been launched to support third sector organisations that are at risk of closing due to the pandemic
    Grant support is now available from the Scottish Government (through Fife Council) to support businesses in dealing wi ththe impact of the pandemic
    Crowdfunder has announced that any crowdfunding done on its platform to support COVID-19 relief efforts will be free of platform fees and payment transaction fees
    Creative Scotland has launched three funding programmes designed to support the creative communities during the current crisis
    The National Emergencies Trust has launched a Coronavirus appeal to raise funds for local charities and grassroots organisations that can provide support to people in the quickest way possible
    Our Head of Community Development, Helen Rorrison, has summarised information on a Scottish Government small business grant availalbe to certain business ratepayers

    Claiming benefits

    UK government asks for benefits claimants to apply online rather than by phone

    • New Universal Credit claims will all be done online and ID verification will not be required for payments to begin. ID checks will be done restrospectively once the crisis subsides.
    • Disability benefit reassessments and benefit reviews have been suspended for at least the next three months.
    • All job centres are closed except to the most vulnerable who cannot access services in any other way. People are encourages to go online or use the phone.

    Key News/Updates

    Daily updates - World Health Organisation's daily situation reports
    Daily updates - NHS guidance on self-isolation if you or someone you live with has Coronavirus symptoms

    03/04/2020 - Voluntary Health Scotland has produced a briefing on the impact of COVID-19 on voluntary health organisations, following a survey of its network members 03/04/2020 - Thomson Cooper Accountants has developed a guidance document for charities on the financial reporting issues around Coronavirus.
    30/03/2020 - OSCR has created a full section on its website with guidance for charities during the pandemic, including details of relaxed rules around digital meetings. Note that OSCR's office is currently closed, and e-mail contact is advised.
    25/03/2020 - Companies can apply for an extra 3 months to file annual accounts with Companies House 15/03/2020 - Scottish Government advises gatherings of over 500 people should not take place

    Mental health resources

    Self-isolation and social distancing aren't easy, and they can have a seriously detrimental effect on your mental health. It's essential that we all look after our mental wellbeing, so we've put together a list of resources and tools for support:
    Project You's advice on how to cope with everyday stress
    SAMH's guide to Self-Help and Wellbeing
    Samaritans Scotland - Talk to someone about struggling to cope
    Access Therapies Fife - a range of local mental health resources
    Mind UK - looking after your mental health when self-isolating at home

    Fife's foodbanks

    We're helping Fife's foodbanks to ensure that the people of Fife don't go hungry while self-isolating. Their resources are extremely stretched at the moment, and all donations are very gratefully received as they face unprecendented demand.

    For more information about your local area's foodbank, follow the following links:
    Cupar
    Dunfermline
    East Neuk
    Glenrothes
    Kirkcaldy
    Levenmouth *Now a delivery-only service*
    Tay Bridgehead

    Adjusting to home working

    Many of us- FVA's staff included- are now being forced to work from home for the first time. It's an adjustment, and not necessarily an easy one.
    SCVO's top ten remote working tips

    Avoiding COVID-19 scams

    We're all nervous and anxious about what this crisis and its repurcussions mean for us. Most of us are pulling together, but some unscrupulous types are using this fear and uncertainty to take advantage of the vulnerable. We're already seeing evidence of online scams using COVID-19 as a basis. Here are some resources that you can use to spot and avoid social engineering attacks like this:
    BBC News - How hackers are preying on fears of COVID-19
    Which - Coronavirus scams - how to spot them and stop them

    Fife Developments/Updates

    Fife Council has published guidance on the use of Fife's parks and open spaces during the pandemic.
    The guidance recognises the need to get fresh air and exercise, but emphasises goog social distancing practice.
    Pink Saltire has launched a survey to identiy the impact of the crisis (and the cancellation of Pride and other events) on LGBT+ groups.
    Daily conference calls are now taking place. Key updates will be posted here.
    Fife Council and Scottish Government have confirmed that already-committed funding for third sector organisations is not at risk. This includes most third sector organisations in Fife receiving funding through Fife Council, most of which is on a 3 year service level agreement. What organisations do, and the numbers of people supported are expected to be impacted by the current pandemic, and there are no plans to penalise organisations so long as they have contingency plans in place, do what they reasonably can in the circumstances and liaise with their link officer.

This page was last updated on 04 April 2020, 10:03.
Suggest an update/report an error/enquire about this page

We've created this quick link section to make this page a little easier to navigate. Click a link below to jump to the relevant section of this page.
What's new/updated on this page?
Prescription deliveries for the vulnerable
Shielding
Volunteering and mutual aid groups
Organisations looking for volunteers
PVG considerations
Insurance
Children
HR and employment law
Policies
Managing risk
Funding for organisations
Claiming benefits
Key news/updates
Mental health resources
Fife's foodbanks
Adjusting to home working
Avoiding COVID-19 scams
Fife developments/updates

What's New/Updated on this page?

04/04/20 - We've added a Quick links section to make this page a little easier to navigate.

03/04/20 - Thomson Cooper Accountants has developed a guidance document for charities on the financial reporting issues around Coronavirus.
03/04/20 - We've added some additional information to the section on Funding available to organisations impacted by the pandemic.
03/04/20 - We've added additional information and resources to our section on children and Coronavirus

01/04/20 - Fife Council has published guidance on the use of Fife's parks and open spaces during the pandemic.
01/04/20 - We've added some guidance and links on shielding and what to expect.
01/04/20 - Pink Saltire has launched a survey on the impact of coronavirus on LGBT+ groups.
01/04-20 - ACAS has been running webinars on employment law and the Coronavirus- the next one is due to be held tomorrow.
01/04/20 - OSCR has added a new guidance section to its website that answers a number of questions about charity governance at thei time

28/03/20 - FVA has partnered with NHS Fife, the Health and Social Care Partnership and Fife Council to launch a Prescription delivery service for the most vulnerable patients in Fife.
28/03/20 - Fife's foodbanks have put out an urgent appeal for donations due to unprecedented demand.
27/03/20 - The Scottish Government is offering grants to businesses impacted by the pandemic (administered by Fife Council)
27/03/20 - Volunteer Scotland has published guidance on community volunteers and PVG checks.
27/03/20 - Anderson Strathern solicitors has produced a guidance note on what the Job Retention scheme (Furlough Leave) will mean for employers, while Citizens Advice Scotland has published guidance for furloughed employers.
27/03/20 - A Resilience fund has been launched to support third sector organisations at risk of closing due to the pandemic
27/03/20 - SCVO has created a section on its website dedicated to funding for organisations responding to COVID-19
27/03/20 - Volunteer Scotland has launched a website dedicated to COVID-19-related volunteering, with information for both organisations and individuals.

26/03/20 - We've added some links that will help you to identify COVID-19-based scams and keep yourself protected.
26/03/20 - We've included links to Fife's foodbanks, which are providing a vital service at this time.
26/03/20 - We've added some mental health resources to this page, to help you through this period of self-isolation and social distancing.

24/03/20 - The UK government has asked that benefit claimants apply online for the timebeing.

20/03/20 - more information and guidance for local organisations and people published as we continue to respond to questions. PVG, data protection and insurance information added.
ACAS has updated their guidance too.
UK Government's definition of 'key workers'
Key workers in Scotland

19/03/20 - launched helping hand register for people to tell us if they want to lend a helping hand in their community, but also for people to tell us if they need a helping hand at this time. We're doing this in partnership with Fife Council.

18/03/20 15:17 - emergency third sector funding is being proposed by UK and Scottish governments, details to follow

18/03/20 15:15 - a UK wide informal volunteering scheme will be launched tomorrow, details to follow
18/03/20 15:00 - FVA has sought reassurance from Fife Council about third sector funding and SLA performance targets
18/03/20 14:00 - FVA is drafting a communication to ministers around ESiF funding and the impact of the crisis on employability services
18/03/20 10:00 - added working from home staff survey, from CIPD, under HR section.

16/03/20 14:00 - published this page with links to reliable sources of information and some draft policies and documents for organisations to consider and learn from.