INFORMATION FOR COLLEAGUES

Page last updated 19/11/2020

Working safely on campus

current position

On 4 January the government announced a new national lockdown in England, including a change in guidance for universities.  Our guidelines will continue to be updated in line with government advice. 

The government advice is that Higher Education provision will remain online until mid-February for all except future critical worker courses. This means that only some colleagues will be required to attend work on campus, including those delivering essential support services.

If you have any symptoms of Covid-19 or have been in contact with anyone suspected of having Covid-19 you must not, under any circumstances, attend the campus and should observe the self-isolation rules outlined by Public Health England (PHE) guidance.

For any colleagues who are either required to come onto campus, or who ask to come onto campus, the rules and guidelines are set out in this page. Furthermore general information about being on campus can also be found in the 'Be safe on campus' section. The majority of colleagues will be working from home and you must not come onto campus during the national lockdown.

 

 

 

Guidance and information

Covid-19 info

The public health advice is that only symptomatic people should be tested so as not to compete for limited testing and laboratory capacity.

No. The University’s Outbreak Response Group is the single point of contact for reporting to external agencies, including Public Health England and the local authority. To manage the response within the university each School and Service has been asked to identify a point of contact for internal queries and the cascading of information to support the management of any reported cases.

You can find the link below to the outbreak control plan for Academic Service Managers, the outbreak response overview flowchart and outbreak response overview below. 

Covid-19 scenarios

What to do if… Somebody in a student or staff member’s household has Covid-19 symptoms

Action needed

  • Individual shouldn’t visit campus
  • Individual needs to notify the university and fill out the reporting form on My Hub
  • Household member with symptoms should get a test
  • Whole household self-isolates while waiting for test result
  • No action for other students and staff

When can you return to university…when everyone in the household who has symptoms has tested negative

What to do if… Somebody in a student or staff member’s household has tested positive for Covid-19

Action needed

  • Individual shouldn’t visit campus
  • Individual needs to notify the university and fill out the reporting form on My Hub
  • Whole household self-isolates as per Government guidance from day when symptoms started (or from day of test if no symptoms)
  • No action for other students and staff

When can you return to university… when individual has completed self-isolation as per Government guidance.

What to do if… NHS Test and Trace has identified a student or staff member as a ‘close contact’ of a confirmed Covid-19 case

Action needed

  • Individual shouldn’t visit campus
  • Individual needs to notify the university and fill out the reporting form on My Hub
  • Individual self-isolates as per Government guidance (as advised by NHS Test and Trace) – even if they test negative
  • Rest of household does not need to self-isolate, unless they are a ‘close contact’ too
  • No action for other students and staff

When can you return to university… when individual has completed self-isolation as per Government guidance.

Face coverings and PPE

The latest Government advice is that face coverings should be used in all higher education learning environments, providing the use of any face covering does not impact on teaching and learning.

A face covering must be worn by everyone (except those with a genuine exemption) on entering all buildings. This covering should be kept on until you leave, unless there is a reasonable excuse to remove it.  

The latest health advice is that one-ply face coverings may be less effective in the presence of the new Covid-19 variant and the use of a multi-layered face covering is recommended. Our university has distributed multi-layered face coverings to colleagues and students since last September and will continue to ensure that the face coverings bought and distributed on campus meet the advised specification.

Multi-layered face coverings are being made available for staff and students while stocks last.

Multi-layered face coverings are available at the main entry points to buildings.

Schools and Services will be responsible for distributing face coverings locally. Any task-specific face mask relating to studies or work activity will be distributed locally, within your School and determined by risk assessment.

Where applicable, colleagues working in hospitality and retail settings on campus should wear multi-layered face coverings at all times, in line with government guidance.

Safe wearing of face coverings requires washing hands before and after touching them - including to remove or put them on - and the safe storage of them in individual, sealable plastic bags between use. Where a face covering becomes damp, it should not be worn and should be replaced carefully.

Some individuals are exempt from wearing face coverings, and we expect staff and students to be sensitive to those needs.

Disposable face coverings can be disposed of carefully in regular waste bins after use.

Some individuals are exempt from wearing face coverings for age, health or disability reasons and we expect staff and students to be sensitive to those needs. Full details of who this applies to can be found here.

Some people with a valid reason for not wearing a face covering may feel more comfortable showing something that says they do not have to wear a face covering. You can download templates from the government website for an exemption card and badge

The government advice during the period of the national restrictions will continue to 18 December 2020, face coverings should be used in all HE learning environments, providing the use of face covering does not impact teaching and learning. Some individuals are exempt from wearing face coverings, and we expect staff and students to be sensitive to those needs. The university will review this as part of the arrangements for the start of teaching in January.

Wearing face visors when delivering teaching on campus is the choice of individuals and is not compulsory. Wearing a face visor does not replace the requirement to wear face coverings in designated areas and they are not proven to provide additional protection where two metres social distancing cannot be adhered to.

In the majority of teaching spaces, classroom layouts have been designed to facilitate two metre social distancing and therefore visors are not a compulsory requirement. However, it is recognised that some colleagues will feel more comfortable with this provision. Face visors have therefore been made available following feedback from Schools. Face visors can be requested from the CARES Helpdesk.

Colleagues working in a practical lab, studio or workshop where two metre social distancing cannot be adhered to (for instance demonstrating how equipment works) should wear a visor and a fluid-resistant surgical mask. This would be considered to be a mandatory PPE requirement as identified in Schools’ local risk assessments.

We will continue to follow Government guidelines on face coverings

All PPE will be ordered centrally by the Procurement team. You will need to complete a “Request to Purchase Goods and Services Form” with your requirements.

You will not need to provide budget code for Covid-19 related PPE as this will be paid for from an institutional budget. You will need to confirm that you have completed a risk assessment to progress your request. 

Access to campus

During national lockdown, only colleagues who have been informed by their manager, that they are required to attend work on campus, should come onto campus. All meetings must be held online. The majority of colleagues will work from home.

Visitor and contractor access must be requested at least 48 hours in advance by completing the appropriate form:

This is to ensure the health and safety of our students, colleagues and the community in which we are based.

Whilst the campus is open, it is important that we only have visitors and contractors on campus when absolutely necessary. Visitor access can only be requested when it is necessary and approved by the Dean or Director of your area. Contractors should have the appropriate RAMS (with COVID-19 measures) and permits in place, contractors are also required to sign in and out of the security reception detailing exactly where they have been on campus.

While on campus everyone is expected to adhere to social distancing guidelines. This means:

  • avoiding direct contact with others and exercising personal social distancing by staying at least 2m from others.
  • restricting occupancy of lifts to one person at a time. Access should be prioritised for persons with mobility issues.
  • washing your hands often with soap and water as per PHE guidance or using alcohol-based hand sanitiser.
  • covering your coughs and sneezes with a tissue or the crook of your elbow.
  • adhering to one-way systems on campus.
  • wearing face coverings as signposted. You should carry a face covering with you at all times and look out for the signs that indicate if you are in a face covering zone.

This guidance is important to protect your health and the health of others who access the building or location, as well as colleagues who clean the facilities. For more information about staying safe on campus from please see our 'Be safe on campus' section.

For colleagues who need to access the following buildings you will need an access code. The buildings affected are Caedmon, Cavendish, Carnegie Hall, Macaulay and Leighton. Click here to retrieve the codes

Please clean your workspace at the start and end of your working day, to include all surfaces and contact points such as keyboard and mouse. Cleaning kits will be provided for this purpose. 

There is not a requirement for teaching staff to clean tables between classes. We have however provided hand sanitiser units and cleaning kits in teaching spaces that teaching staff should use to wipe down IT equipment. Equally if staff or students choose to clean their desk area, they may do so, however our standard cleaning practices do offer protection. 

Please allow enough time to finalise your work and leave the area in accordance with the advised operating times for your building and area.

The operating times for University buildings are:

  • Staff access will be from 7.00 am Monday to Friday and currently no weekend access
  • Student access will be from 8.30 am Monday to Friday 

The closure of the building will be based on the timetable, the majority of teaching in our buildings will be finished by 6.00 pm Monday to Friday and buildings will close approximately 30 minutes after the last teaching session.

There is currently no weekend access to buildings for staff and students.


If you are required to attend work on campus, as part of the agreed set of specific circumstances in line with government guidance for the national lockdown, on a regular work pattern, your manager will keep records of this and complete a Health and Safety Risk Assessment.

Your manager will tell you where your workspace will be, which may not be your usual office or desk.

 

The majority of us will work from home and you must not visit campus.  If you are a critical worker coming on site on a regular work pattern, your manager will keep records of this and complete a Health and Safety Risk Assessment.

Some buildings will not routinely be opened if they are not needed for on campus delivery of teaching and/or services. If you are required 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.

Security will ensure that you can access the building at the time you need.  It will also 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.

For those colleagues who are required to attend campus during the national lockdown to fulfil their roles, parking on both campuses will be free on a first come first served basis. Please note that a parking space is not guaranteed. We anticipate that the Rose Bowl underground car park will be in high demand.  

It is important that you bring your staff ID badge and follow the steps below, when parking on campus:

Headingley 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
City Campus

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

Contractor and visitor parking

Contractor and visitor parking must be booked at least 24 hours prior to arrival through carparkadmin@leedsbeckett.ac.uk. Without a booking, contractors and visitors will not be able to park.

To arrange parking, you will need to supply:

  • Name of Visitor/ Contractor/ Company
  • Campus at which they require parking
  • Date & Time 
  • Vehicle Registration
  • Please ensure you state if it is contractor/ visitor parking you require.

Staff ID cards are essential for colleagues to move around campus and access buildings. If you have lost your Staff ID card, contact campuscard@leedsbeckett.ac.uk to arrange a replacement.

Campus facilities

During the national lockdown ‘in-person’ meetings must not take place or be conducted outside of the University campuses. 

If you are not required on campus then you should not be on campus. If you need to visit campus for any other purpose than to deliver agreed services, then you must contact your line manager to arrange this. and the appropriate risk assessments need to be in place. You should only come to your office for as brief a time as possible.

All teaching room space plans have been completed on the basis of 2m social distancing. The exceptions to this are some practical spaces where 2m social distancing has been reduced, here Schools will be enforcing other measures such as the use of PPE. 

All revised furniture layouts have been completed. Where necessary furniture has been redistributed to newly created teaching spaces with the remainder placed into storage. 

Markers have been installed to indicate which desk spaces are in use and which are out of use. Self-cleaning kits are available for any socially distanced communal space in use, although most of these kits will be available on a pre-booked basis. 

Revised room layout plans will be displayed in all teaching spaces.  

Please do not change room layouts.

Shared areas are restricted to one person at a time. Please adhere to the two metre social distancing so colleagues can leave.

Shared resources such as printers, keyboards, water coolers, fridges, microwaves, kettles, etc. will be subject to regular cleaning arrangements. as a matter of personal responsibility please use the sanitising products provided.

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.

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.

Yes. Staff are encouraged to open windows where possible. Where adequate ventilation in teaching spaces relies upon open windows, notices have been placed on windows.

Ventilation was a key consideration as part of the university’s safe return to campus. All mechanically ventilated spaces are set to operate at optimum air changes per hour with no recirculation. Naturally ventilated spaces operate with additional controls.

First aid, fire and safety

Please take note of the revised fire evacuation guidance, which will be displayed on notice posters, classrooms and other facilities in use.

As many colleagues who are First Aiders and Fire Wardens will be working from home, support on campus will be reduced. Our security team can provide first aid support and will also be first responders in the event of a fire alarm activation or emergency on campus, however they need your support.  

In the event of a fire evacuation the most senior or specially appointed person present in each area will ensure that all students and staff in that area leave the building and that offices, toilets and communal areas are checked and doors closed. 

Teaching scenarios

You have provided the correct advice. You should also advise the student to self-isolate for 10 days, at their term-time address and that they must not come to campus or travel. If they still have symptoms after 10 days they should continue to self-isolate until their symptoms have gone or they have a negative test.
All students who have symptoms, are awaiting a test or test result or have had a confirmed Covid-19 test result, must report to the Student Advice Hub.

Online reporting form

The UK Government has guidance around which international entrants to the UK must self-isolate.

Yes, all students are required to report a positive test to the Student Advice Hub so that we can support all students who are studying with us wherever they may be located. They must also report to their employer. You should also advise the student to self-isolate for at least 10 days.

Online reporting form

Email: student.coronavirus@leedsbeckett.ac.uk
Phone: 0113 8128507

Please advise the student to report their positive Covid-19 test to the Student Advice Hub. You should also advise the student to self-isolate for at least 10 days, at their term-time address and that they must not come to campus or travel.

Cleaning rotas are already in place to ensure that the buildings you work in are covid-secure. The room is cleaned twice daily using key products that provide virus protection and cleaning kits are available across the campus to manage touchpoints.  You do not need to do anything further.  Should an outbreak be identified anywhere across our setting then either the Outbreak Response Group or PHE will advise and arrange any necessary additional cleaning. The Cleaning Charter can be found further down on this page.

Online reporting form

Email: student.coronavirus@leedsbeckett.ac.uk
Phone: 0113 8128507

Yes, all students are required to report a positive test to the Student Advice Hub so that we can support all students who are studying with us wherever they may be located.

Online reporting form

Email: student.coronavirus@leedsbeckett.ac.uk
Phone: 0113 8128507

As long as you have followed the social distancing guidance in place across our university campuses this will not be classed as having contact with others.
In our context, ‘contact’ is defined as

  • a person who has had face-to-face contact (within one metre), with someone who has tested positive for COVID-19, including:
  • being coughed on
  • having a face-to-face conversation within one metre
  • having skin-to-skin physical contact, or
  • contact within one metre for one minute or longer without face-to-face contact

As we are delivering teaching with two metre social distancing measures in place across the university, study group classes can continue.

Please advise the student to report their positive Covid-19 test to the Student Advice Hub. You should also advise the student to self-isolate for at least 10 days, at their term-time address and that they must not come to campus or travel.

The social distancing measures in place across campus mean that no-one should have any ‘contact’ on campus or in a teaching or research setting.  You do not need to halt face-to-face teaching for the group unless advised to do so by the Outbreak Control Team.  This will be established on investigation of the facts of each case and a risk assessment undertaken.  If you are concerned, please speak to your Academic Services Manager or Dean of School.

Online reporting form

Email: student.coronavirus@leedsbeckett.ac.uk
Phone: 0113 8128507

The student who has tested positive should report to the Student Advice Hub. You should also advise the student to self-isolate for at least 10 days, at their term-time address and that they must not come to campus or travel.
Sharing a car is included in the PHE definition of contact and they should take the advice of NHS Test & Trace in terms of the need to self-isolate.

Online reporting form

Email: student.coronavirus@leedsbeckett.ac.uk
Phone: 0113 8128507

Our commitment

The government guidelines state that if you are over 60 or clinically vulnerable, you could be at higher risk of severe illness from coronavirus.

Clinically vulnerable people are those who are:

•    aged 70 or over (regardless of medical conditions)
•    under 70 with an underlying health condition (see the link below for further details)  
•    pregnant

More detailed advice can be found on the NHS website. Clinically vulnerable colleagues can attend work on campus, where they are required to do so as part of their role.

Some colleagues are defined, on medical grounds, as clinically extremely vulnerable to coronavirus – that is, colleagues with specific serious health conditions.  During the national lockdown, the government are advising that the clinically extremely vulnerable work from home. If they cannot work from home, these colleagues should not attend work. The government will write to everybody who is clinically extremely vulnerable to set out detailed advice while the national lockdown is in place. Members of the household who are not clinically extremely vulnerable should continue to attend work if they are unable to work from home.

We all have a shared commitment in ensuring a safe working environment. Please speak to your line manager if you have reasons to be concerned about attending work on 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.  

In these circumstances, a Vulnerable Individual Covid-19 Return to Work Risk Assessment should be completed to assess whether they are any vulnerabilities which may place you at risk within the workplace. Your manager should complete this form with participation from yourself.

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 on 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. Government advice will also be followed during national lockdowns for those who are clinically vulnerable and clinically extremely vulnerable.
  • 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 attending work on 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.

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.

The Covid-age calculator has been developed from the Association of Local Authority Medical Advisors (ALAMA) and is a tool to help assess an individual’s vulnerability to Covid-19. It is based on published evidence for the main identified risk factors. Covid-age does not provide an exact measure; the value is indicative of vulnerability.  

The Public Health England report Disparities in the risk and outcomes of Covid-19 shows that some groups of people may be at more risk of being infected and/or an adverse outcome if infected. Covid-age summarises vulnerability for combinations of risk factors including age, sex, body mass index (BMI) and ethnicity and various health conditions.  

For those colleagues who are Clinically Extremely Vulnerable they should work from home during the national lockdown.  For colleagues who are Clinically Vulnerable the existing controls (social distancing, good hygiene and cleaning, ventilation, supervision etc) need to be applied stringently and individual discussions should take place with your manager around any particular concerns.

As not all underlying health conditions are routinely declared, we’re encouraging everyone to speak to their line manager or the Employee Relations Team, or a union representative, if you feel you need a risk assessment linked to a previously undeclared issue to enable reasonable adjustment support to be provided.

It is important that you tell us what you think we need to know to support you safely working on 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. 

What will it be like on campus?

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. 

The CARES Cleaning Charter details the new routines and procedures in place to maintain increased hygiene standards. Please see the FAQs on our Cleaning page to answer any questions or concerns.

Hand sanitiser stations will be located at entrances and exits to all open University buildings. You must use these 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. Additional hand washing facilities have also been provided across the campus. 

Submit a cleaning request via Planon, selecting the option ‘cleaning kit from cleaning request type.

Please contact Procurement who will order the products for you.

Following the Public Health England and NHS advice you must regularly wash your hands for at least 20 seconds at a time. 

This short film follows people taking part in typical activities to show just how many things they typically touch and to remind people how important it is to wash their hands.

iPrinters will remain operational and will be subject to touch point cleaning throughout the day, but you are advised to observe Covid-19 hand hygiene requirements. Cleaning kits will also be placed near to iPrinters so colleagues can self-clean before/after use.

You can check to see if your office has been deep cleaned via Planon, select the property and your office number.

We use Byotrol, a 4-in-1 Multi-Surface Cleaner and Disinfectant, that has been independently tested and shown to be effective against all enveloped viruses, including coronavirus. It has been proven to be 99.99% effective in 60 seconds and offers long-lasting antimicrobial protection against microbes and odours for up to 24 hours, even in frequently touched areas.  

For more info visit the Byotrol website.

Submit a cleaning request via Planon, selecting the option ‘refill soap dispenser’ from cleaning request type.

We recognise that you may want to clean items or surfaces you come into contact with more regularly than normal, e.g. your desk, keyboard, kettle or microwave. We are providing cleaning kits to enable colleagues to do this outside of ‘new normal’ standards as detailed in the cleaning charter.

To enable our customers to self-manage outside of the cleaning teams duties, we are providing cleaning kits in some areas. Your kit may contain one or more of the following items: Disinfectant spray, sanitising wipes, soft blue paper roll, hand sanitiser gel bottle 500ml.

Please check with h&s@leedsbeckett.ac.uk to confirm which items are required. Once this has been completed contact Procurement who will order the products for you.

Our team are on hand to answer any queries that cannot be found in the FAQs. Please email CARES Helpdesk in the first instance and a member of the team will get in touch.