Covid-19 Code of Conduct - Welsh ICE

Covid-19 Code of Conduct

To protect and keep the community safe while working at ICE, we’ve created a Covid-19 Code of Conduct which we’ve popped below. We ask that you read through this thoroughly and let us know if you have any questions.

– Updated in line with the Circuit Breaker National Lockdown

Physical distancing

Staying 2 metres (c 6 1/2 ft) away from other people in all circumstances.

Symptoms and self-isolating

The main symptoms of coronavirus are:
  • a high temperature: this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
  • 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)
  • a loss or change to your sense of smell or taste: this means you have noticed you cannot smell or taste anything, or things smell or taste different to normal

If you develop one of these symptoms, you should: follow the self-isolation guidance.


Booking ahead for Coworking (on pause during Circuit Breaker National Lockdown)

You book your arrival slot via our booking system. The 15 minute arrival slot is to ensure that everyone’s arrival at ICE is staggered, you must keep to this slot or call us if you’re running late. You can use the coworking space all day until we close at 5pm.

Once you’ve booked you’ll receive a confirmation to the email you used to log in. If there are any issues with your booking we will contact you and you will receive an email notifying you of a change to your booking.

Get set up on the booking system here.

Hotdeskers will be able to sit at any desk in Co-Lab marked with a green tick. This will be your desk for the day and you cannot change spaces once you have chosen your seat.

Certain desks in Co-Lab (and all in the Courtyard Suite) are reserved for those with fixed desk membership.

Sanitisation equipment will be available and we ask that you please wipe down your desk after use.

Track and Trace

When visiting site it is mandatory that you have the NHS Covid-19 app downloaded and sign in by scanning the QR code upon arrival. You can download the app here.
If you do not have a smartphone you must sign in at reception so that if there is an outbreak on site you can be notified to self-isolate if you were in on the same day.
As part of advised, responsible track and tracing efforts, we are also keeping a rollcall of people using our facilities, so that if we do have a positive case, we can notify the relevant people and advise them of what to do next.

One-way system

You must follow the directional floor markings and new signs that have been introduced to create a safe flow of movement around the building and to help people maintain the 2m physical distancing.

Face coverings

You are required to wear face masks in all communal areas at ICE including corridors and kitchens.


We must now be very conscious of not touching our face and not coughing or sneezing into our hands. If you do, you will need to wash your hands immediately. Washing your hands regularly for at least 20 seconds and especially as soon as you get to ICE. Please be vigilant and wash your hands whenever you have touched any surfaces that others may have touched. We have also introduced antibacterial gel dispensers to help with this, but we ask that you do not rely solely on these

Travel to work

When travelling to ICE, we encourage you to cycle or walk where possible. If you are driving, you should not share lifts with people from separate households. If you need to use public transport avoid touching anything at ICE until you’ve washed your hands by using the closest entrance to the toilets.

Private office

Tenants of private offices have a responsibility to their staff and to the other occupants of Welsh ICE to observe physical distancing in their offices and make any changes to layout necessary to accommodate this.

Visitors (on pause during Circuit Breaker National Lockdown)

You will only be able to have visitors to site if using a private office (where you can socially distance), when using Calon or when booking our training room. All visitors must have the NHS Covid-19 app installed and scan our QR code upon arrival.

Eating, drinking and the kitchens

The communal kitchens have been reopened but are operating on a one-in-one-out policy, which has been clearly marked on each door. Calon is open for eat-in and take away options. If not using Calon, please eat at your desk or in your office.


You must identify cars that are currently parking and avoid parking near these cars. Do your best to leave spaces so that physical distancing can be adhered to.

Abuse of staff

Any disrespectful or abusive treatment of ICE staff who are enforcing these rules will not be tolerated and will result in an immediate review of your membership.


We will be operating on the following process: –
  • First Offence – Verbal warning and an email confirmation
  • Second Offence– Temporary ban from site confirmed via email
  • Third Offence – Membership review by management

Please remember that the rules laid out in this document reflect the current laws implemented by the Welsh Government and they are for your safety, your colleague’s safety and the wider population. We are doing all we can to do our part to stop the spread of COVID 19 and by adhering to these rules you will be too.

We expect all our members to follow these rules, as they are the law set out by the Welsh Government.

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