It's been busy....very busy

Due to the circumstances that we find ourselves in, naturally it cannot be business as usual. PCS Home Office Merseyside Branch is continuing to monitor the branch inbox for general enquiries and our online form for requests for assistance. We are responding as quickly as we can but please be aware that at the moment less than half of our reps have access to work laptops or phones. We will continue to do what we are able to assist branch members during these unprecedented times.

Concerns

Members will have seen in the last few weeks the concerns raised by PCS in HMPO regarding our members being told to return to work to do routine passport applications. Following this we felt it was important to update you on the current situation for our members in the Home Office and what PCS locally have been doing on your behalf.

Your PCS Reps have been in regular discussions, in some areas daily, with senior management to ensure the risk to our members from COVID-19 is minimised. This is a round-up (not exhaustive) of issues that have arisen across the branch that your reps have been involved with and other snippets since the COVID-19 crisis unfolded. Here's what we're covering in this update:

Guidance

We are all aware that the government guidance is to stay at home with staff working from home if they can. However, if they cannot, and are not in a vulnerable position, they can come to work. The Cabinet Secretary has said although many civil servants can and should work from home, many cannot if we are to maintain the public service provision to which we are all committed.

PCS feel the Home Office should take a higher stance than that and only bring our members into an office where it is absolutely critical and where it absolutely can not be done at home.

Your local Reps have been affected by the disruption COVID-19 has caused too, many without the necessary equipment to work from home up until very recently and at the time of writing less than half possessing work laptops . During this time you may have experienced difficulty contacting a particular rep but we have been able to and continue to deal with the many queries through a small group of local Reps via our branch inbox. All general enquiries should continue to be directed there.

Members can also get all the latest developments at Home Office departmental and Civil Service national level via our dedicated Coronavirus pages.which are updated regularly.

UK Visas & Immigration (UKVI)

Firstly, whilst both HMPO and UKVI are headed up by the same Director General they are very different organisations. UKVI is made up of many smaller units and as such there is variance between different sections of UKVI and the detail we describe in some areas may not reflect the experiences felt by our members in others. It is very important that you feed back to us your experiences, whether that be working at home or if you are one of the small number that have continued to work in an office or operational environment, so that issues can be raised with senior management as soon as possible.

PCS have been very clear from the outset in our discussions with UKVI management that our members should be working from home as far as practicably possible and where this is not possible the only work that they should be undertaking in an office is absolutely critical. This was the message on 23 March from the Prime Minister and it was welcomed that there has been broad agreement on this point on both sides. The department did move fairly swiftly to send home anyone in vulnerable categories and these members are still in a position of shielding for an initial 12 weeks in line with government and PHE (Public Health England) advice. By 24 March UKVI moved to what was termed a Minimum Viable Product (MVP) and the vast majority of our members were told to go home even where home working wasn’t possible.

For many members this has remained the case for several weeks and for some will remain so as the department has worked through sourcing laptops to expand home working as well as finding ways of adapting workstreams to suit home working.

For others, eg. in asylum, the department was able to move very quickly to home working for caseworkers, something that was already being trialled, and in Intel (IE) where some level of homeworking was already embedded. Other departments such as Refused Case Management have struggled to adapt to homeworking due to the nature of the work but members in those areas have begun to receive equipment and it has been welcome that in the meantime assurances have been provided that members would not be expected to go into the office to complete the work.

Immigration & Protection (I&P)

Asylum was able to move very quickly to homeworking for caseworkers, something that was already being trialled and many members in this area were used to doing a few days a week from home.

There has only been a requirement for a small number of volunteers to do scanning and post to support the rest of those working from home. The department ceased face-to-face asylum interviews with effect from Thursday 19 March and have given no indication of plans to resume this currently.

The head of Asylum also made us aware that they have paused the retention payments that have been available to asylum decision-makers from week ending 15 March 2020 and that payments will be made on a pro-rata basis to those decision-makers who have met the required performance and quality standards up to that date. Payments should be made at the end of June 2020.

Refused Case Management has struggled to adapt to homeworking due to the nature of the tasks but members in those areas have only begun to receive equipment to enable them to work from home in the last week or so and it has been welcome that in the meantime management have given assurances that members would not be expected to go into the office to complete the work and they have stuck to this.

PCS have had discussions with RCM management about opening up the office to a small number of staff on a rota basis to deal with post and scanning work to support the members working from home. At present this is being done on a voluntary basis and there are no plans to expand it further. The department have given assurances they will keep the number of staff required under constant review and are committed to keeping as many staff working from home as possible during this time.

Both areas are likely to resume service of decisions and PCS anticipate further talks if this leads to an increase in the need for additional members to enter the work place.

Service & Support Centre (SSC)

We have had confirmation that the SSCs reopened week commencing 20 April for a very small number of customers (around 90 initially). SSCs, including in Liverpool, will open for two days per week and managers have agreed attendance with staff on a rota basis. The small numbers of staff and customers attending the SSCs will help support the social distancing measures the department are taking initially PCS have concerns that any move to increase this will make it more difficult to maintain social distancing and could place our members at increased risk. Talks will continue at departmental level due to it affecting a number of branches across the country.

At present Liverpool is operating with much fewer staff (6) than the numbers required in Croydon, Sheffield and Glasgow. We have also received assurance that no vulnerable staff or those living with vulnerable people are being required to work at the SSCs. We are told that the appointments are for customers who are deemed to be in greatest need of a resolution to their application, principally because they need access to public funds and/or secondary NHS healthcare. They are biometric-only appointments and have been shortened to 15 minutes, from the usual 1.5 - 2 hours.

PCS have inspected the site and have assurances that customer time in the buildings will be severely limited and that they will deny entry to any customers where they, or a member of their household, have displayed symptoms of coronavirus. Staff, including guards, will be issued with PPE on a daily basis, including a mask, gloves, and hand sanitiser. Sneeze guards have been installed for the counters and security search areas. Customer information leaflets have been produced to avoid prolonged conversations at security search. No in-person interpreters will be used as well as restricting attendance by family members.

PCS understands that biometrics is a necessary function in order for decisions to be issued but we are equally concerned that this work poses the greatest risk to our members in UKVI. The department have taken steps to limit the risk but we would urge members in this area to contact us if the measures laid out abovr are not being followed. Members have the right to leave the place of work if they feel their health is at risk. Flag any concerns immediately to the relevant onsite manager and if concerns are not addressed please contact PCS as a matter of urgent concern.

Visas & Citizenship (V&C)

There have continued to be a small number of staff in V&C going in to the Capital Building and intermittently into 101 Old Hall street. In general this is limited to 1 or 2 days a week or fortnight per individual on a rota basis and on a voluntary basis in most areas. The numbers have been steady at around 100. We are in regular contact with the head of V&C in Liverpool and have been given assurances that if there are proposals to increase the levels PCS will be consulted first

There has been a move to have up to 28 staff come back in to 101 Old Hall street to do international work in Liverpool. Although this was due to start earlier, current plans call for a 27 April start and the department has given assurances that they are looking into ways of reducing the number required in the office and have committed to come back to PCS with an update on this. We are satisfied that the department is doing what is reasonably practicable to reduce the risk of spreading CVOID-19 through social distancing measures with restrictions on the use of lifts, toilets and kitchens and regular cleaning with appropriate signage. The work does not appear as that it can be undertaken at home and has been classified as compassionate and compelling.

However, this extends to meeting SLA targets and reduction of back logs in anticipation of an impending increase in intake. The branch are not in agreement with the department on this as it conflicts with our principle that the work our members should be doing in the office is only critical work which we believe should be that which affects an applicant’s ability to obtain housing, work, claim support or benefits. The department is urged to reconsider their approach to this part of the work.

Similarly, there have been a number of members who have volunteered to do a small amount of legacy work. At present this is on a voluntary basis but the work is also around target dates and doesn’t fit with our understanding of "critical". If any move is taken to bring more members in to do this work on an involuntary basis we would expect further discussions at the "twinkle in the eye" stage.

DWP

There are to be 150 Liverpool V&C staff and associated trainers being switched onto DWP work for an initial 3 month period. Following an earlier consultation with HMPO PCS colleagues, who are providing the majority of staff for this work, our branch has held consultations with local management and HR regarding the details of the proposal for our members. We are pleased that the department has approached this in a similar spirit to us and have agreed with to our demand that any work for another government department should only be considered where this can be done strictly through homeworking. It is pleasing that this includes the training aspect meaning there is no requirement for our members who will be engaged on the work to leave their homes other than to collect a laptop (if they haven’t done so already).

As a union it has always been our position that we all work for a single employer and should have central talks on pay and conditions. The ability for our members in the Home Office to be engaged on Universal Credit work normally undertaken by DWP colleagues only underlines this ad strengthens the PCS position

The DWP work can both be done at home and is critical for the country as a whole so it is welcomed that our members, who could not otherwise work from home, can assist in this area and that it will also shield them from being required to do other work that may have required attendance at an office. The branch we will continue to seek discussions with management as the work begins to bed in and take forward any issues our members undertaking this work alert us to. We already have assurances that any member on probation should not suffer detriment and that they will still be able to have their probation confirmed taking into account performance on the DWP work as well as normal attendance and conduct standards.

Resettlement, Asylum & Integration (RASI)

As the areas of the branch containing the largest number of members, much of the focus has been on both V&C and I&P but we understand from the Director of RASI that the vast majority of RASI work can, and is, being done from home with only a handful of staff in in various locations across the UK doing work which cannot yet be supported from home. We are of the understanding that our members in Liverpool are all working from home. Please let us know if you work in this area and have concerns about being required to work in a an office or any other aspect of how you are being treated during the COVID-19 pandemic.

UK Border Force (UKBF) and Immigration Enforcement (IE)

Whilst the majority of our members are engaged with UKVI work we also have members who work in Border Force and IE. Most of the updates have been issued centrally but we are raising issues and attempting to resolve issues with local management when issues are brought to our attention.

Allowances

Members' concerns regarding hours and SDA/AHW allowances will have partially been covered by a recent briefing issue by the PCS Home Office Group Executive Committee. Please continue to feedback issues to us locally so we can escalate them to the PCS BF and IE leads.

PPE

We are aware of ongoing issues around the use of face masks. Some of our members have reported that whilst face masks are available, and have been issued to members, they are only to use them if dealing with confirmed cases of COVID-19. This is of extreme concern to PCS and whilst in the beginning the message was that management didn’t want to alarm customers by staff wearing face masks, at the height of the pandemic and where other countries are requiring citizens to wear face masks, and face mask use in general is wide across society, it is alarming that this stance has not changed. It is a scandal that our members engaged in front line activities, such as CCD members in HMP Risley, have this equipment and yet are under instruction not to wear it at, we are told, the behest of Prison Governors.

PCS is aware that IE staff attending channel clandestine arrivals are to wear face masks which only further begs the question why is this not replicated elsewhere to reduce the risk for our members and why management in IE are not taking a stronger stance when agreeing for our members to deployed into the prison where there have been confirmed cases and is a risk to our members health. This has been escalated to the PCS Home Office Group lead for IE to take up at departmental level and we will update members further with any breakthrough.

There had been some worrying discussion about carrying symptomatic detainees in IE vehicles which we have opposed and as yet this has not happened.

PCS Border Force leads continue to push for a wider roll-out of PPE as the norm and the provision of screens at airports were there has been some progress. Senior management continue to follow PHE guidance making progress frustratingly difficult in some areas.

Atlas Roll-out

The Atlas roll-out has now been suspended in IE because of the social distancing issues training on the new system would require. There is as yet no revised timetable, which means that almost certainly CID will have to be extended beyond the current deadlin

Leave

We are advised that HR are currently looking at the leave arrangements in Border Force and will discuss further with PCS.

JLA staff deployed at Seaforth

The branch is aware that there are 14 JLA staff attending Seaforth supporting freight searching. Numbers will vary each day depending on rosters.

PCS have asked a number of questions around this as the increase in staff at Seaforth seems to be out of sync with much lower numbers at other sites across the command.

We are told that the Port of Liverpool remains open, is operating as normal and freight volumes remain at or near BAU levels including CAT A, B & C freight targets and also generate Cat U targets whilst the organised crime threat has already adapted to COVID-19 with an increased threat in freight traffic.

The branch understands that 100% screening site activity is mandated, that there are 6 staff on each team with 2 teams are rostered per day although not everyone will be on duty. International Trade work also continues as normal and there are 8 staff on the IT team. Whilst the official side have said anyone remote working is included in the staff on duty for the days they’re working, and have provided assurances that attendance at Seaforth continues to be staggered to support social distancing, PCS still have concerns that there is significant crossover leading to pinch points at certain times of the day where the environment would pose greater risk to our members. We continue to seek further clarity and changes to these operations and that the department considers:

• what aspects of the role continue to be critical at this time;

• whether there is greater scope for homeworking;

• justifications for the staff deployed from JLA into already cramped workspaces in Seaforth.

Homeworking with childcare

One of the biggest concerns for our members has been homeworking with childcare. This has been covered in previous PCS briefings and guides to members and the department’s FAQs available on horizon but remains a concern for many of you.

There has been a minimum of 10 days special leave available to those with childcare issues caused by the current school and nursery provision being reserved for key workers as was available anyway. The department have allowed members to be more creative in the use of the 10 days which can usually be tailored around an individual’s circumstances and outside of that there is greater flexibility about what hours an individual could work.

The department tell us they are being reasonable about what can practically be expected, particularly in the cases of single parents or those with young children home schooling and whose partners are also working, however there has not been a consistent approach across all business areas and whilst Grade 7s have devolved authority to grant additional special leave it is accepted it won’t be appropriate in every case. We do however expect grade 7s to approve special leave where it is merited and will be something we will monitor closely to ensure this is happening. As ever, if you are having difficulties in this area which hasn’t been resolved through speaking to your manager members can request personal case assistance from a PCS Rep in the usual way.

Collection of Laptops

There has been a requirement for members to collect a laptop in order to allow them to complete work at home where they did previously own one. These have been collected on an appointment basis in a sterilised area and practising social distancing. Parking (where it hasn’t been made free) and fuel costs, or costs of taxis have been covered by the department where members wish to claim this. Those who are shielding at home have had, or are having, laptops delivered by management.

There are so many issues happening around the branch. We will only know about lot of them if you tell us so we can approach management to seek resolutions. Keep us up to date so we can keep you up to date.