Information for colleagues
Hand sanitiser stations will be located at entrances and exits to all open University buildings. Their use is recommended when entering and leaving buildings, but they are not provided in place of Covid-19 hand washing advice, as per PHE guidance.
Hand sanitiser dispensers will also be provided in classrooms, as well as being placed at strategic locations such as lifts, coffee and retail outlets and near toilets.
Regular handwashing remains the most effective hygiene method to control the spread of the virus.
We support the use of face coverings whilst on campus, and areas where social distancing is not possible. The face covering should cover the nose and mouth and should be changed daily and washed. Avoid touching the covering and wash your hands before putting on and after removal.
Where face coverings are required as part of a role, these will be provided by the relevant School or Service. This information will also be included in the School/Service Health and Safety Risk Assessments. The World Health Organisation has provided further advice on when and how to use face coverings.
There will be keep clear zones outside toilets to stop people crossing, some smaller toilets will be reduced to single occupancy, with larger toilets having a monitor system and traffic light system outside the door. You must adhere to the systems in place to manage occupancy of toilet facilities.
Shared areas are restricted to one person at a time. Please adhere to the two metre social distancing so colleagues can leave.
Please take note of the revised fire evacuation guidance, which will be displayed on notice posters, classrooms and other facilities in use.
Details of first aiders and fire wardens during Covid-19 will be clearly displayed on notice posters. Given that social distancing will not be possible when administering first aid, first aiders will be provided with appropriate PPE. Guidance on the use of PPE will be provided.
Where possible, ‘in person’ meetings are to be avoided. Where they are identified as necessary and appropriate, a Health and Safety risk assessment must be completed in advance and strict social distancing observed. Rooms must be pre-booked and CARES notified to ensure cleaning takes place before the next use.
Meetings with people outside of the University must not be conducted within the workplace. Any essential meetings must be conducted outside of the campuses with applied social distancing.
Please allow enough time to finalise your work and leave the area in accordance with the advised operating times for your building and area.
If you are an essential worker coming on site on a regular work pattern, your manager will keep records of this and complete a Health and Safety Risk Assessment.
If you wish to come to your office on an ad hoc basis to pick up work or equipment, your line manager needs to give approval before you attend. You should also make yourself familiar with the Ad Hoc Health and Safety Risk Assessment Form, which your manager or Security may share with you. Requests to enter the campuses should be made by completing a Request to Attend Campus Form.
This will then enable the University to have an accurate idea of the number of colleagues on campus, which is needed from a health and safety perspective. As well as ensuring the required health and safety assessment and adjustments are in place.
Further details can be found within the Pan-University Covid-19 Health and Safety Risk Assessment.
The university’s advice around staff continuing to work from home has not changed. However, for colleagues who are required to attend campus to fulfil their roles, parking on both campuses will be free. It is important that you bring your staff ID badge and follow the steps below, when parking on campus:
Parking is available on campus. Please ensure you do not park in the external pay and display car park, this is a paying car park and staff will incur fixed penalty notices if there is no payment.
- Staff can approach via either entrance and press the intercom
- Confirm your full name and school or service area, the barrier will then be raised
- Staff may then park on campus in any marked parking bay
Parking is available in the underground car park of the Rose Bowl only.Please ensure you do not park in the external pay and display car park at Level 2, this is a paying car park and staff will incur a fixed penalty notices if there is no payment.
- Upon accessing the Rose Bowl underground car park:
- Drive down the ramp
- Take a ticket at the barrier and keep hold of this
- When leaving go to either payment machine and press the intercom, confirming your full name and school or service area
- Security will respond and will validate the ticket
- Once the ticket is validated, insert the ticket into the exit barrier when leaving
- The barrier will raise and let you out
The campus is currently closed, and most colleagues are working remotely. A small number of colleagues are working on campus to ensure it is safe and to complete essential maintenance. These colleagues are working in a safe environment and Health and Safety risk assessments have been completed for their specific work demands.
If you have any symptoms of Covid-19 or have been in contact with anyone suspected of having Covid-19 you should not, under any circumstances, attend the campus and should observe the self-isolation rules outlined by Public Health England (PHE) guidance.
For most colleagues there is no need to come onto campus at the present time, and any visits should be limited to those deemed essential.
For any colleagues who are either required to come onto campus, or who ask to come onto campus the following guidance applies:
guidance and information
- Your line manager must be aware of, and have agreed, that you need to visit the campus. They must have completed a health and safety risk assessment by utilising the University Form B.
- You must notify Security, by email, in advance of your visit and provide the date and time of your visit, and the building you need access to.
- The duration of any visit to campus must be kept as short as possible and only relevant to the work activity detailed in the risk assessment.
- You should not arrange to meet any colleagues on campus.
- You should only visit the building specified to Security and as per the risk assessment.
- Where possible you should enter/exit any building using automatic doors or via the one-way system identified for the building you are in.
- You must wash your hands on entry and exit to a building (as per the government guidance), or as soon as possible after entry/exit, or use a hand sanitiser (with 70% alcohol content).
When on campus you should always observe social distancing of 2 metres. Particular care should be taken in the following circumstances:
- Entry/exit to buildings if a one-way system isn’t in place
- In corridors/on staircases if a one-way system isn’t in place
- Greeting others (no physical contact)
- Using lifts – these will be restricted, and access prioritised for persons with mobility issues. Only one person should use the lift at a time.
Shared resources such as printers, water coolers, fridges, microwaves, kettles, etc. will be subject to regular cleaning arrangements locally, as a matter of personal responsibility please use the sanitising products provided.
If you use toilet facilities, respect good hygiene and wash your hands and follow any occupancy guidance or safe systems of entry that may be in place.
This guidance is important to protect your health, and the health of other colleagues who may also access the building location, as well as colleagues who will have to clean the facilities after you have left the building.
We will continue to follow government advice and review the situation where required. For instance, the Government is replacing national restrictions with local action to contain local outbreaks. Where increased local transmission of Covid-19 is identified, areas may be required to take additional measures to reduce the spread of the virus. This could include closing certain premises or restricting the movements of people and interactions with others. This may have an impact on whether colleagues are able to travel to work and/or whether we need to restrict access to our campuses.
Some people, including those aged 70 and over, those with certain underlying conditions and pregnant women, are clinically vulnerable. This they may be at higher risk of severe illness from coronavirus.
Expert doctors in England have identified specific medical conditions that, based on what we know about the virus so far, place some people at greatest risk of severe illness from Covid-19. These people are defined as clinically extremely vulnerable and they should have received a letter advising them to shield or will have been told by their GP or hospital clinician directly to shield.
You can access details on other groups who might be at a higher risk of becoming serously ill from coronavirus.
We all have a shared commitment in ensuring a safe working environment. As we enter the “new normal”, please speak to your line manager if you have reasons to be concerned about returning to campus due to a disability, underlying medical conditions (or because you live with someone with a disability or underlying medical concerns), or because of caring responsibilities.
It is important that you tell us what you think we need to know to support your safe return to campus. You should initially discuss any concerns with your line manager, including your equality characteristics, and if you have any underlying medical conditions. There is also a range of resources and guidance available in the Wellbeing and Mental Health section.
We are also encouraging you to share if you have any caring responsibilities, or live with someone with a disability or vulnerability, which may impact on your ability to return to campus now or during the coronavirus pandemic.
The ongoing dialogues and consultations with Health and Safety, HR and Trade Unions’ representatives has taken place to develop a range of risk assessments to support colleagues and managers.
- Vulnerable Individual Covid-19 Return to Work Risk Assessment
- Working from Home Risk Assessment
- Working from Home Guidance
- Individual Stress Risk Assessment
- Pan-University Covid-19 Health and Safety Risk Assessment
A Vulnerable Individual Covid-19 Return to Work Risk Assessment should also be completed for employees returning to campus to assess whether they have any vulnerabilities which may place them at risk of returning to the workplace. The manager should complete this form with participation from the employee.
Our overall aim is to understand the specific risks for colleagues who are more vulnerable to exposure to Covid-19 and enable these risks to be mitigated as far as possible.
It is the joint responsibility of line managers and colleagues to complete a risk assessment for colleagues and those at a higher risk Covid-19 infection or possibly disproportionately affected by Covid-19.
Managers will find the various Public Health England guidance on workplace or work-related issues helpful when completing the Vulnerable Individual Covid-19 Return to Work Risk Assessment. This guidance can be found at the Public Health England website.
- We will ensure that every colleague with a disability or underlying medical conditions will be engaged in a virtual risk assessment by their manager in the first instance. If appropriate a referral to the University’s Occupational Health Service for a further assessment will be arranged.
- Risk assessment is a key part of a thoughtful, holistic approach to a safe return to working on campus.
- The outcome of an individual risk assessment will be shared with you and will include your perspective on how to address your concerns, mitigate or remove (so far as is practicable) any known risks.
- Where the risk assessment suggests that a return to campus is not appropriate remote working, or flexible working should be considered.
- If working remotely or flexible working is not possible due to service need, managers should discuss the situation with the Employee Relations team or their HR Business Partner.
- Any information you provide to support the risk assessment process will be treated sensitively and confidentially in line with good HR and GDPR practices and regulations.
The University will:
- regularly update and communicate with you
- consult with your representatives on generic/School and Service specific risk assessments
- publish the Pan-University risk assessment
Where colleagues have concerns about being on campus, please raise these with your line manager who will seek to understand your concerns and whether they can be accommodated. If you are unable to work remotely as an alternative, then unpaid leave or annual leave may be considered to support you in these circumstances, although this may not be approved for prolonged periods. The requirements of the University will need to be balanced against your personal concerns.
If you are unsure about anything, please contact the Employee Relations team, your line manager, or your union representative.
What will it be like on campus?
We have taken a range of steps to ensure that the campus is a safe environment for students and colleagues.
When you visit the campus you may find that your usual entrance/exit is not open. You may find a one-way system or increased signage in place to direct you. Social distancing measures have been adopted across the campus. It is important that you adhere to the social distancing whilst on campus.
Using lifts will be restricted and access prioritised for persons with mobility issues. Only one person should use the lift at a time.
This guidance is important to protect your health, and the health of other colleagues who may also access the building location, and colleagues who will have to clean the facilities after you have left the building.
Cleaning and Hygiene
Our CARES Cleaning team are making extra provisions to ensure the Campus environment is suitable and safe to access. This includes the supply of cleaning kits to support you with self-help cleaning within your workspace.