Visiting our building - Contractor visitor procedure during Covid-19


This procedure has been drawn up by reference to the Government’s guidance, in particular “Working safely during COVID-19 in offices and contact centres”. The aim of the procedure is to ensure that risks are controlled so that both visitors and staff remain safe when visitors attend Council buildings. 

Who does this procedure apply to?

It applies to all visits by contractors to Council buildings. Separate procedures exist for residents and members of the public, and for business meetings.  Staff involved in co-ordinating the work of contractor staff on Council premises should ensure that the steps set out in this policy are adhered to.

If you are visiting a Council building to see a different organisation, such as the Department for Work and Pensions, the Police, or tenants of the Retford Enterprise Centre, please liaise with them directly regarding their arrangements for visits by contractors.

Control of Risks

The Council’s approach to controlling risks arising from the Covid-19 pandemic is in accordance with the following hierarchy, starting from the top:

Elimination Eg: closing council buildings
Substitution Eg: holding meetings on-line or by phone rather than face-to-face 
Engineering Controls Eg: ensuring social distancing – 2 metres gap
Administrative Controls Eg: reducing the number of people in the building
PPE Personal protective equipment is the least effective measure

In accordance with this hierarchy, access to Council buildings for business visits will be managed as follows:


The main Council buildings will not be open to visitors except by prior appointment. This includes Queen’s Buildings at Worksop, the One Stop Shop at Retford and Carlton Forest House at Carlton-in-Lindrick. It also includes the two town halls at Worksop and Retford.


Wherever possible, business will be conducted remotely, rather than face-to-face. The Council can facilitate this through use of Microsoft Teams, Skype meetings or by phone, as well as through written communications. It is however recognised that some work undertaken by contractors has to take place on site.

Engineering and Administrative Controls for Visits

Where a contractor’s employees need to visit a Council building, this will be arranged in advance, and the contractor will be given details of how the visit will be managed.

On arrival at the Council, you will need to notify Customer Services or Security of your arrival – a representative will meet you at the entrance. Where you are on site over several days, this will apply each time you enter the building.

  • Please do not visit the Council if you have any symptoms of Covid-19. This includes:
    • a high temperature (you feel hot to touch on your chest or back), or
    • a new, continuous cough (coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours), or
    • a loss or change in your sense of smell and/or taste (either you cannot smell or taste anything, or things taste or smell different to normal).
  • Most people with Covid-19 have one or more of these symptoms.

On arrival at the Council you will be asked to confirm that you do not have any symptoms before you enter.

Upon entry you will notice that there are markings and signs asking you to observe social distancing and to wash your hands or use the hand sanitiser provided.

A record will be kept of your details including name and contact number, and the date and time of the visit to comply with test and trace requirements.

Contractor staff who are required to be on site continuously over a period of several days or more may be issued with an access pass. In such cases the requirement to contact Customer Services/Security to notify them of your arrival and log your entry to and exit from the building still remains. This is necessary for test and trace purposes. You should not exit Reception until you have notified Customer Services/Security of your arrival each day.

It will be an ongoing requirement placed upon contractor staff to ensure they do not attend Council premises if they have any symptoms of Covid-19.

Contractor staff are responsible for providing their own equipment to undertake their work. If contractor staff make use of Council equipment such as desks, chairs, printers etc in undertaking their duties, then it is their responsibility to clean the area or equipment before and after using it. (This also applies to Council staff in respect of their own work area.)

If meetings are necessary between contractor and Council staff, these will take place with protective measures in place. This will include social distancing, and may take place with screening in place, depending on the circumstances.

The Council has a limited number of areas available for meetings, and due to the need to clean them between use, the number of meetings and visits that can take place each day will be limited.

PPE (Personal Protective Equipment)

Personal protective equipment will be provided to Council staff if necessary, according to the job requirements.

Contractor organisations are responsible for providing any appropriate PPE to their staff whilst carrying out duties on behalf of the Council.

Face Coverings / Face Masks

All visitors including contractors will be required to wear a face covering / face mask in the Reception area/ground floor of Council premises, in line with Government guidance. Upon exiting the Reception area/ground floor, face coverings can be removed by contractor staff at their discretion.

Customer Services/Security staff working in the Reception area will wear a face covering or be behind a screen when greeting visitors. Other Council staff are not required to wear a face covering / face mask whilst working on Council premises, although they may do so if they wish.



Last Updated on Thursday, September 17, 2020