STAFF RETURN TO
STAFF RETURN TO CAMPUS HANDBOOK JULY 2020
INDEX 1.0 Introduction 2.0 3.0
Who is at risk? 2.1 All students and staff 2.2 Clinically extremely vulnerable groups 2.3 Clinically at increased risk 2.4 In self-isolation 2.5 Caring responsibilities in a shielded household 2.6 None of the above and employees choosing not to return to campus
4.0
Where can I find support for my well-being?
5.0
What are the new guidelines?
6.0
When and how will I know to return to campus? 6.1 Temporary returns to campus 6.2 Procedure for staff return to campus working
7.
What training do I need?
8.
What happens when I return on campus? 8.1 Before leaving home 8.2 Transport to and from work 8.3 Arriving on campus: entries and exits
How do I identify Covid-19?
9. What will on-campus working look like? 9.1 Workstations and internal circulation 9.2 Our facilities 10. End of day clear desk policy 11. What are my responsibilities as a Line Manager? Appendix: staff fitness to return to campus questionnaire
1.0 INTRODUCTION Whilst a small number of key workers have continued to work on-campus throughout the global health crisis (under Covid-secure conditions), in July, the University will commence a phased return to campus with the principal objective: our safety first. We are working to create a Covid-secure campus environment while keeping our community informed and empowered with the knowledge required to keep each other safe and protected. UEL staff members are currently not required to return to campus unless asked to do so by their Line Managers in alignment with the risk assessment process outlined in this document. The University is instituting all reasonably practicable measures, in line with public health guidelines, to minimise and manage the transmission of Covid-19 on campus. We will provide information, training and supervision, as is necessary, to ensure the health and safety of all employees including contract workers and visitors. This provision will be reviewed and updated as public health policy changes. In summary, we will: – Regularly assess the risks of Covid-19 in the workplace; – Implement preventive measures and, where risks are identified, inform staff of the risks and preventative measures taken; and – Regularly monitor and review the changing situation, in consultation with employees and appropriate health and safety representatives. All University employees and contractors are under a duty to take reasonable care for your own health and safety and that of others who may be affected by your actions or inactions at work. For example, by not coming into work if you have Covid-19 symptoms, you are showing consideration for the health and safety of your colleagues. You are also under a duty to cooperate with any preventative steps taken by the University. For example, by complying with good hygiene rules and practices. If you feel unwell you should ensure that you contact the University in accordance with our sickness absence policy and inform your Line Manager. For further information, the University’s sickness absence policy can be found here.
K O C I A E
KEEPING OUR COMMUNITY INFORMED AND EMPOWERED
2.0 WHO IS AT RISK? The government has identified categories of individuals at increased risk of complications from Covid-19 as detailed in Figure 1 below. Please refer to this government guidance for up-to-date information. All employees will be required to complete a Fitness to Return to Campus Questionnaire (see Appendix) before their return to campus working is approved. Reasonable adjustments will be made according to the health risk categories below.
All students and staff (who are fit and well)
Extremely clinically vulnerable (category 1)
Clinically increased risk (category 2)
In self-isolation
(with symptoms or in a household with symptoms) (category 3)
Caring responsibilities in a shielded household (category 4)
None of the above and employees choosing not to return to campus
2.1 All students and staff Students and staff who are fit and well and who do not have any underlying health condition which would put them at increased risk of severe illness should they contract Covid-19.
2.2 Clinically extremely vulnerable groups 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 coronavirus. Disease severity, history or treatment levels will also affect who is in this group. The government advises people in this group to stay at home as much as possible and, if you do go out, take particular care to minimise contact with others outside your household or support bubble. Clinically extremely vulnerable people may include: 1. Solid organ transplant recipients. 2. – – –
People with specific cancers: people with cancer who are undergoing active chemotherapy people with lung cancer who are undergoing radical radiotherapy people with cancers of the blood or bone marrow such as leukaemia, lymphoma or myeloma who are at any stage of treatment – people having immunotherapy or other continuing antibody treatments for cancer – people having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors – people who have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs 3. People with severe respiratory conditions including all cystic fibrosis, severe asthma and severe chronic obstructive pulmonary disease (COPD). 4. People with rare diseases that significantly increase the risk of infections (such as severe combined immunodeficiency (SCID), homozygous sickle cell). 5. People on immunosuppression therapies sufficient to significantly increase risk of infection. 6. Women who are pregnant with significant heart disease, congenital or acquired. 7. Other people have also been classed as clinically extremely vulnerable, based on clinical judgement and an assessment of their needs. GPs and hospital clinicians have been provided with guidance to support these decisions.
2.3 Clinically at increased risk If you have any of the following health conditions, you may be clinically vulnerable, meaning that you could be at a higher risk of severe illness from coronavirus. The government currently advises you to stay at home as much as possible and, if you do go out, take particular care to minimise contact with others outside your household or support bubble. Clinically vulnerable people are those who: – are aged 70 or older (regardless of medical conditions) – are under 70 with an underlying health condition listed below (that is, anyone instructed to get a flu jab each year on medical grounds): – have chronic (long-term) mild to moderate respiratory diseases, such as asthma, chronic obstructive pulmonary disease (COPD), emphysema or bronchitis – have chronic heart disease, such as heart failure – have chronic kidney disease – have chronic liver disease, such as hepatitis – have chronic neurological conditions, such as Parkinson’s disease, motor neurone disease, multiple sclerosis (MS), or cerebral palsy – have diabetes – have a weakened immune system as the result of certain conditions or medicines they are taking (such as steroid tablets) – are seriously overweight (a body mass index (BMI) of 40 or above) – are pregnant
2.4 In self-isolation If you contract symptoms of Covid-19 (fever, new persistent cough of lack of taste or smell) you are required to self-isolate for seven days. If a member of your household contracts symptoms, then you are required to self-isolate for 14 days.
2.5 Caring responsibilities in a shielded household Staff who have members of their household currently shielding under the categories 2.2 – 2.4 above.
2.6 None of the above and employees choosing not to return to campus We recognise that some staff may be unable to continue their substantive role from home and they cannot be redeployed to other functions. In addition, we recognise that some staff may choose not to return to campus although they cannot continue their role from home. If you are not ill, but you continue to feel that you are not able to attend work because of specific concerns, you may remain off work given the exceptional circumstances Covid-19 presents; however, your absence will be recorded as absence without leave and your pay will be stopped until you feel able to return to work. The University will review this arrangement on a regular basis and will advise you of any change that may be needed to it.
If you have any annual leave outstanding that you would like to use during this time, you may do so, and that period of annual leave will be paid. If you wish to book any annual leave, please request this from your Line Manager via iTrent (please log into iTrent here). If you cannot log into iTrent because you do not have VPN enabled, please contact your Line Manager directly to ensure that your annual leave is recorded in the iTrent system.
3.0 HOW DO I IDENTIFY COVID-19? The main symptoms of Covid-19 are recent onsets of any of the following: – a new continuous cough – a high temperature – a loss of, or change in, your normal sense of taste or smell (anosmia) For most people, Covid-19 will be a mild illness. However, if you have any of the symptoms above you must stay at home for seven days and arrange to have a test to see if you have the virus. We are working towards making testing available on campus but until the feasibility of this can be determined, staff should consult this NHS link for testing. Staff who have been tested for Covid-19 (whether on or off campus) should consider the below guidance before returning to work. This flowchart has been published by Public Health England.
Symptomatic worker: flowchart describing return to work following a SARS-CoV-2 test Clinical symptoms have improved and no fever for 48 hours4, 5 Positive
Complete self-isolation2 for 7 days Still unwell3
Routine SARS CoV-2 test result1 for individual with symptoms
Negative
Discussion with line manager and appropriate local risk assessment
Complete self-isolation2 for 7 days from symptom onset
Return to work
Remain in isolation until clinical symptoms have improved and no fever for 48 hours4, 5
Return to work
Return to work when medically fit to do so
Repeat test based on clinical assessment
Clinical symptoms have improved and no fever for 48 hours4, 5
Return to work
Inconclusive Request repeat test if onset of symptoms was less than 5 days ago
1 2 3 4 5
If the testing was done because the individual was identified as a contact via the test and trace system refer to Test and trace guidance Refer to Stay at Home Guidance Consider contacting the NHS online coronavirus service, or in a medical emergency dial 999 Without medication If a cough or a loss of or change in normal sense of smell (anosmia) or taste is the only persistent symptom, workers can return to work if they are medically fit to return as these symptoms are known to persist for several weeks in some cases Version 3.2 14 June 2020
4.0 WHERE CAN I FIND SUPPORT FOR MY WELL-BEING? These are unprecedented times which affect us all. Changes to the way we study and work, our lives and routine can be difficult or stressful. To help both students and staff, we have brought together a range of internal and external resources that we hope you will use. Please visit our Wellbeing Portal here.
5.0 WHAT ARE THE NEW GUIDELINES? We have developed a set of Covid-secure campus guidelines, informed by the World Health Organisation, Public Health England and our own academic experts. This guidance is aligned with British government advice and regulation (please refer to this government guidance). The active application of these guidelines will promote a healthy, Covid-secure campus environment. We aim to instil a high level of confidence in our ability to manage and minimise potential coronavirus transmission. These guidelines are supplemented by targeted risk assessments and action plans for individual health needs where required. This will enable the University to be prepared in case of wider national changes to policy and response. Every member of staff has a responsibility to adhere to the reasonable provisions put in place to protect the health and safety of the wider University community. Whilst many of the guidelines are advisory rather than mandatory (to ensure no one is disadvantaged and that we recognise reasonable adjustments that may be required by individuals), it is important that we individually and collectively commit to community self-regulation in our efforts to keep the campus Covid-secure.
Our return to campus plans are underpinned by 5 key principles to ensure the safeguarding of our university community Test
Sanitise
Protect
Distance
Track
Test To provide reporting mechanisms for regular health selfassessments, on-campus key symptom identification and direction to both viral tests and anti-body testing. Sanitise To ensure all high-use surfaces are regularly deep-cleaned and disinfected and that all campus users are aware of their responsibility to maintain high standards of personal hygiene including access to hand-washing facilities. Protect To ensure all campus users have due regard for and access to relevant personal protective equipment, including face masks, and that protections are in place to prevent nontouch transmission. Face masks will be available to purchase from campus entrances if required.
Distance To ensure routes around campus sites and within specific environments provide clear guidance and adherence to necessary physical distancing measures and capacity requirements. Track To ensure campus users are updated on campus status, that all learners have access to a learning pathway and that all staff members can deliver their roles, in a Covidsecure environment aligned with individual health needs and national policy changes.
In summary, our guidelines ensure that: – All staff are informed and up to date on actions being taken to reduce the risks of exposure to Covid-19 in the workplace. Please refer to our Covid-19 Information for Staff webpage – Colleagues are required to keep your contact numbers and emergency numbers up-to-date on iTrent (please log into iTrent here) – Everyone knows how to spot the main symptoms of Covid-19, there are daily mechanisms to report and check the absence or presence of key symptoms (please refer to this website for Covid-19 research on Covid-19 symptoms) – All employees are clear on the relevant processes to follow if they experience Covid-19 symptoms and that they are clear that they should stay at home in line with self-isolation government advice (please refer to this government guidance for advice on self-isolation if displaying symptoms) – That the importance of personal hygiene is clear to all. There are clean places to wash hands, colleagues are encouraged to wash their hands regularly and hand sanitiser is widely available – That there is regular cleaning of public and communal areas, as well as frequently touched surfaces – We will provide campus entrance security and may provide voluntary temperature screening at campus entrances (as an additional support in maintaining Covid-19 symptom awareness).
6.0 WHEN AND HOW WILL I KNOW TO RETURN TO CAMPUS? Services and Schools are being evaluated on a case-by-case basis prior to any return to campus working. This process is underway and is likely to extend into the new academic year. Key stages include: – Determining whether staff are to return to campus temporarily, for longer periods of campus-based working, or remain working from home. – Conducting Risk Assessments in order to assess the safety, feasibility and business priority of opening key campus areas, services, and buildings. – Considering local needs, space requirements and team readiness to return to campus working. – After approval by a Risk Review group, your Line Manager or team leader will contact you to schedule on-campus working. – Prior to campus-based working, we will ask you to complete a Fitness to Return to Campus Questionnaire (see Appendix). – If you can return to campus working, we will ask you to complete an online Covid Safety Training and Test. These stages are designed to facilitate your return to campus if it is appropriate to do so. This process is integral to maintaining health and safety and alignment with business needs. Further details are outlined in the following sections. 6.1 Temporary returns to campus You may wish to return to campus temporarily; for example, for one-off returns or to collect office belongings. In these cases, you must receive approval from your Line Manager as well as Estates & Facilities. The returning member of staff should contact Estates & Facilities at Facilities Assistance to receive a risk assessment form and submit it, along with the approval email from their Line Manager to Estates & Facilities.
6.2 Procedure for staff return to campus working Gold and Silver Critical Incident Command groups are conducting Risk Assessments and liaising with Deans, Directors and Line Managers to determine the practicality of return to campus working (“RTCW”). Estates & Facilities as well as a Risk Assessment group within Silver Command must approve all requests for teams and offices seeking to return to campus-based working. After Risk Assessments are approved, HR will conduct additional Fitness to Return to Campus assessments for individual staff members who are returning to campus work (see appendix). GOLD COMMAND (outlines start dates and methods of return to campus
START
RTCW or RTCW temporary campus visit?
DEAN & DIRECTOR
SILVER COMMAND
COMPLETE RISK ASSESSMENT
RISK ASSESSMENT GROUP
Consider work needed on campus and receive approval from Estates & Facilities
Risk assessment pass?
NO
temporary
LINE MANAGER / LOCAL TEAM LEADER LINE MANAGER APPROVAL
STAFF TRAINING PACKAGE TRAINING VIDEO
HUMAN RESOURCES
ESTATES & FACILITIES Estates & Facilities Risk Assessment
STAFF QUESTIONNAIRE
CAMPUS SECURITY
END
Can individual return to campus?
HR assesses questionnaire
7.0 WHAT TRAINING DO I NEED? After completing the assessments described in Section 6, staff who are returning to work on campus will be required to complete the Covid Safety Training and Test. The Covid Safety Training and Test will take 15 minutes to complete and is essential viewing for all staff who will be returning to campus. It provides a timely update and reminder of what you need to do to keep you and others safe; it includes the following sections: – – – – – –
What are the symptoms? How to prevent Covid 19 Social distancing, self-isolation and shielding Best practices for work Useful links Knowledge check
8.0 WHAT HAPPENS WHEN I RETURN ON CAMPUS? If you have completed the procedure above, the following expectations of oncampus working are in place: 8.1 Before leaving home – If you have Covid-19 symptoms, please do not proceed to campus. Inform your Line Manager and self-isolate in line with government guidelines. – If you do not have Covid-19 symptoms and you have successfully completed the Return to Campus procedures described above, you may proceed to campus. Being actively aware of and responding to the presence or absence of Covid-19 symptoms is one component of the Covid-secure campus guidelines (whilst recognising that we can be asymptomatic and still have Covid-19). If you are ill, it is your responsibility to report your illness to your Line Manager. Similarly, it is your Line Manager’s responsibility to ensure that you and members of your team provide consistent, daily, health status updates if you are approved for oncampus working (for further Line Manager responsibilities see Section 11).
Staff are asked to report the absence or presence of Covid-19 symptoms on a regular basis. We are developing a system for daily self-reporting which will be necessary for record-keeping and contact tracing. This system will also support our social distancing measures by allowing us to assess the number of individuals who are present on campus each day. Those staff members who have been approved to work on campus (as outlined in Section 6 above) will be contacted by their line manager to coordinate a time and location to return to on-campus working. If approved to return to campus, staff will be expected to provide daily health assessments prior to arrival; in addition, staff will be required to register the times of day they expect to be on campus and their expected location of working. 8.2 Transport to and from work – Staff who wish to travel to campus in personal vehicles will be accommodated in car parking spaces: we are designing a bookable rota system for parking which will align with the rota system for bookable agile spaces. Parking fees will be back in place in the new calendar year. – We will be promoting our enhanced UEL Cycle to Work scheme, that features an increased bicycle loan limit, up from £1k to £3k. This will enable staff to purchase e-bikes and very lightweight, state of the art commuter bicycles. Additional covered and uncovered cycle storage has also been made available, with a simplified process to gain access to lockable shelters. Newham cycling paths and other borough information for cyclists can be found online here. – We have introduced additional inter-campus shuttle bus services so that a safe capacity can be maintained on board and at pick-up points. All passengers will be asked to wear face coverings on campus-to-campus transport (in line with public transport national requirements). Hand sanitiser will be provided at entry points, and Covid-secure guidance will be visible on all services. Please access the link to the UEL Bus Timetable here.
8.3 Arriving on campus: entries and exits You will not be permitted to return to campus without approval from your Line Manager and completion of the procedures shown in Sections 6 and 7 above. Once returning to campus please follow the guidance below: – You are required to bring and wear your UEL ID card while on campus. – Although not mandatory, wearing a facemask is strongly encouraged in all public places on-campus, indoors and outdoors (with the exception of working alone in a closed workspace). While we recognise individual health requirements, the wearing of face masks can reduce potential transmission. How to wear a face mask safely can be found here. Please bring your face mask with you. Face masks will be available to purchase from campus entrances if required. – We are working to install voluntary temperature screening stations at campus entrances to support symptom awareness. Your personal data will not be recorded by the temperature screening systems or by the equipment operators. – Follow all posted signage, floor markings and schedules. – Disinfect your workspace and practice hand hygiene. – Hold all meetings remotely rather than in person, where feasible. Faceto-face meetings should only take place when necessary and should be compliant with physical distancing and facemask guidelines. – Leave campus immediately if you start to experience any Covid-19 symptoms. Inform your Line Manager and self-report to other necessary members of your team. – Follow all Covid-secure campus guidelines.
9.0 WHAT WILL ON-CAMPUS WORKING LOOK LIKE? Staff are asked to “stay as you are” by working under the current remoteworking arrangements if possible. Meetings should be primarily conducted using Microsoft Teams. Remote teaching and learning are ONLY supported via Microsoft Teams, Moodle and Panopto. Face-to-face meetings should only take place when necessary and should be compliant with physical distancing and facemask guidelines. 9.1 Workstations and internal circulation For those individuals returning to work on campus, the new working environment will largely be determined by the risk assessment process shown in Section 6 above. Your Director or Dean will consider the readiness of your team and the feasibility of on-campus working, including the procedures necessary to achieve a Covid-secure environment. Local arrangements for workspaces will be implemented prior to staff arrival on site. Please return to work spaces as instructed by your Line Manager. To maintain social distancing, staff members are instructed to work only in those areas indicated by their Line Managers. In most cases, staff will return to their own office spaces on a rota basis with oneway systems mapped out and isolated desk spaces. Staff members who have their own enclosed offices are also required to follow the above process for risk assessment before returning to on-campus working. An agile working hub has been established within the East Building (IT area) at Docklands Campus. This hub will provide space for temporary working for those members of staff who do not have other office arrangements. Each workspace within the hub will have IT connectivity. The spaces will be managed via a central booking system with the approval of your line manager. Regular interval cleaning will take place. Other changes: – Safety notices will be placed to discourage congestion for buildings which are frequently used. – One-way systems will be in place throughout the Estate – Cleaning for touch points & sanitising stations will be conducted throughout the campus – Additional signage will encourage safe and sanitary working conditions.
9.2 Our facilities Changing rooms Changing rooms will have signage to help staff observe the current physical distancing guidelines. Staff are advised to wash their hands in one of the nearby washroom facilities, before and after using the changing rooms. Toilet and shower facilities Facilities will be marked out to ensure that a safe distance is maintained within these areas. There will be additional signage to remind staff to wash hands. Areas will be frequently checked to monitor maintenance, hand-washing facilities and cleanliness. If staff find a problem in any of the washroom facilities, please email Facilities Assistance. Restaurants, cafes and retail areas Restaurants and retail areas will be opened in a phased way, to accommodate stakeholders on site and to adhere to government guidelines. Currently all restaurants, cafes and retail areas that are open offer a take-out service only. Screens have been erected in all these areas to ensure the safety of all stakeholders, staff and customers alike. Currently, all transactions are contactless. One-way systems will be signposted where possible, and physical distancing floor signs will enable staff to queue and pay safely. Knowledge Dock, Docklands Access restrictions will be implemented by security as requested by Knowledge Dock management and the Schools of ACE and ACI. AVA Building, Docklands Access restrictions will be implemented by security as per the request from the School of ACE. SportsDock, Docklands The opening date of SportsDock is contingent on government guidance. Immediately upon opening users can expect to have limited access to the SportsDock facility. Anyone wishing to use the gym, play a sport or attend a class must pre-book in advance. Within the gym there will be bookable 1-hour slots with a minimum of 30 minutes between slots for cleaning. All users must complete a re-opening induction online before using the facility. Bookings will be available online prior to the facility opening and both online or via telephone once the facility is open. Bookings will be limited to members only initially and will be limited to a maximum of 1 visit per day, until we are happy that we can safely manage usage and we are within capacity limits. These booking instructions will be communicated via our website and emails sent to our members.
Users can expect to see social distancing measures, including one-way systems in and out of the building, around the centre and queuing systems in place upon entry. Changing rooms, showers and lockers will be out of action initially to allow for social distancing and there may be some sports and events that cannot take place, due to challenges around social distancing. Within the Fitness areas, some equipment will be removed, and some placed out of action to ensure that social distancing can be maintained. There will be protective screens at SportsDock reception and users will be encouraged to book sessions, take out memberships and complete transactions online where possible in a move towards going paperless. There will also be sanitisation stations across all areas of SportsDock to prevent cross contamination. Aqua East, Docklands Aqua East Strength and Conditioning facility will be used by internal and external “Elite Athletes� for training. We expect to be able to provide support 3 times a week to between 12-16 athletes over July and August. The number of supported sessions will be increased to a daily delivery day from September onwards until social distancing measures are no longer required. The facility will be split into 4 sections allowing 4 athletes (1 platform per athlete) and one coach in the space for a session. We will have one door for entry and another for exit as well as pre-booked sessions to minimise the contact between individuals. Medical simulation area (other labs/clinic areas), Stratford University House laboratories are reopening in compliance with government and PHE guidelines. Activities in the University House building laboratories will be carried out by rotations of PGR students, post-doctoral scientists, academic and technical staff. All students and staff returning will have experience of working in our laboratories, no new students or staff will be permitted to return to work at this time. All research activities will have revised risk assessments associated with them and approved by the Technical Manager/ Head of Department/ HSB H&S Committee members before any commencement of work. Following the Risk Assessment process, staff members as well as postgraduate research students will be required to complete Fitness to Return to Campus Questionnaires (see Appendix) and Covid Safety Training and Tests. Clearing activities in Docklands Library Clearing staff will be allocated a workspace area which they will retain for the duration of their involvement in clearing.
Library, Archives and Learning Services, all Campuses Most Library services are and will continue to be delivered virtually: discovery (search), e-books, e-journals, databases, enquiries/chats, skills sessions, loans, renewals, account management, etc. The Library buildings will be opened on a phased schedule to enable access to physical books and, eventually, study spaces. Measures will be put in place to manage physical distancing and other controls as defined by Public Health England (PHE) and the government. The Docklands Library will the first building to open so that measures can be adequately tested ahead of the opening of the Stratford Library. Ahead of opening of Library buildings, the following measures will be undertaken: – Spaces and surfaces (including equipment) deep-cleaned. – Wipes and hand sanitisers replenished and made available for users to continually clean surfaces. – Anti-bacterial hand soap replenished, and hot water tested in bathrooms. – 75% of seating removed from floor and fixed computers spaced out to comply with physical distancing requirements. – Staff hours rotated and staggered. – Staff workspaces spaced out to comply with physical distancing requirements. – Gloves procured for book handling; face coverings procured as contingency (in case staff members forget their own). – Signage and floor markers for physical distancing installed.
Library, Archives and Learning Services Phase
Service Overview
Indicative Timeline
Phase 1
– Click & Collect Service – Users search and reserve items online and collect from the Docklands Library. – Study spaces unavailable during this phase. – E-resources and virtual support continue to operate. – UEL staff and students only.
Mid/late July 2020
Phase 2
– Click & Collect Service – Users search and reserve items online and collect from both the Docklands and Stratford Libraries. – Individual and bookable study spaces as well as self-service at Docklands Library for students in halls of residence only. – E-resources and virtual support continue to operate. – UEL staff and students only.
Mid/late August 2020
Phase 3
Phase 2 plus:
Mid-September 2020
– Individual and bookable study spaces as well as self-service at Docklands and Stratford Libraries. – Limited access to Archives. – E-resources and virtual support continue to operate. – Access schemes for external users resume. Phase 4
Phase 3 plus:
– Face-to-face support.
From January 2021
10.0 END OF DAY CLEAR DESK POLICY To help safeguard colleagues against Covid-19 and improve the security and confidentiality of information, UEL has adopted a Clean and Clear Desk Policy for all computer and printer workstations located across our campuses. This policy applies to all desk areas used for on-campus staff working. Please note that requirements may differ in shared spaces such as agile working hubs, which are currently being prepared in rooms EB 1.05 and EB 2.85. Please refer to signage in those shared spaces. This policy ensures that all workstations and devices are cleaned and sanitised by the individual staff members who use them at the end of a working day or after working in any agile workstation. Any confidential information or personal data, whether it be on paper, a storage device, or a hardware device, must also be properly locked away or disposed of when a workstation is not in use. Adhering to this policy will help protect the health of all colleagues, students and visitors to UEL and help ensure that we can comply with our obligations under the Data Protection Act 2018 by reducing the risk of unauthorized access, loss of, disclosure or damage to information. This requirement applies to all permanent, temporary, and contracted staff including hourly paid and guest lecturers working at UEL. It also applies to any students that act in a volunteer or apprentice capacity that have access to UEL data. Whenever a desk is left at the end of a working period or left unoccupied for an extended period the following will apply: 1. All workstation IT equipment, including desktop PC, screen, keyboard and mouse must be cleaned with disinfectant or sanitising surface wipes. The supply of cleaning equipment will be the responsibility of the local office manager. 2. The above also extends to a UEL or personal laptop, notebook, mobile/ smart phone or any other belongings that have had contact with workstation surfaces or regular contact points. 3. All workstation surfaces must be clear, cleaned and disinfected by the user and all unwanted paperwork placed in the nearest waste bin – ready for disposal by UEL contract cleaners. All chairs must be clear of material and hard surfaces touched by the user must be disinfected or cleaned with sanitising surface wipes.
4. All sensitive and confidential media that contains personal data must be removed from the desk and either locked in a drawer or filing cabinet or other secure location at the end of each day. This includes mass storage devices such as CDs, DVDs, and USB drives. 5. All documents, post-it notes which contain sensitive or confidential information or personal data must be placed in the designated confidential waste bins if no longer required. Under no circumstances should this information be placed in regular wastepaper bins or taken of site. 6. Computer workstations must be locked when the desk is unoccupied and completely shut down at the end of the working day. 7. Laptops, tablets, and other hardware devices must be removed from the desk and locked in a drawer or filing cabinet. 8. Keys for accessing drawers or filing cabinets should not be left unattended at a desk. 9. Printers should be treated with the same care under this policy: - Any print jobs containing sensitive and confidential paperwork or personal data must be retrieved immediately. When possible, the “Locked Print� functionality should be used. - Any paperwork found left on desks or printers by our cleaning or security staff during an out of ours patrol will be properly disposed of. This policy will be officially monitored for compliance by Heads of Department and Team managers who will carry out spot checks at the end of each working day. All policies require the participation of staff and contractors to be successful. Any staff in scope of this policy found to have consistently or deliberately violated this policy may be subject to disciplinary action.
11.0 WHAT ARE MY RESPONSIBILITIES AS A LINE MANAGER? Step 1 - Talk to your staff about their need and readiness to return to campus with consideration of our Covid-secure campus guidelines. Step 2 – Speak to your Director or Dean who will submit a Risk Assessment concerning the return of your service line or local team to campus. If you require staff to be on campus, you must also provide them with a link to fill out a Fitness to Return to Campus Questionnaire. This will come from HR with instructions and guidelines. Step 3 – Instruct your staff to complete the online Fitness to Return to Campus Questionnaire and agree to complete the Covid Safety Training and Test. You must also do so if you are planning to return to campus. Staff will send this questionnaire back to HR for further risk assessment. HR will not use this information other than informing you, as a Line Manager, as to whether members of your team are able to return on campus or not. All information provided will be in line with the Data Protection Act 2018. Step 4 – After HR contacts you about the ability of your team members to return to campus, you must contact these individuals by email and/or phone as to whether they are able to return to campus and on what date and time. Line Managers should consult with their Deans or Directors to identify the appropriate locations designated for on-campus working. These locations must have approval from Estates & Facilities and the Risk Assessment group as described in Section 6 above. For staff who are cleared to return to campus, you will send the Covid Safety Training and Test (provided by HR) as well as any further instructions necessary. Step 5 - Prior to you arriving on campus, you and your staff will receive reminder instructions with any updates on changes in accordance to Public Health England guidelines. We are also exploring the feasibility of a mobile app system for campus safety monitoring and communications. We aim to provide further guidance concerning online safety monitoring in July or August. Should members of your team not be able to come back to campus in the interests of their safety, you should talk through the next steps with them and discuss when it is safe for them to come back to campus.
APPENDIX: STAFF FITNESS TO RETURN TO CAMPUS QUESTIONNAIRE Prior to working on campus all staff will be required to complete a Fitness to Return to Campus Questionnaire. This form is intended to provide a basic risk assessment to determine if you are safe to return to work on campus. The information you provide will be used to determine how we can best support you and maintain a Covid-secure environment for everyone on our campuses. – Note: we will not share your personal data with anyone, unless it is strictly necessary to help maintain our Covid-19 Secure status, or, if we have a legal obligation to do so. All data will be processed in accordance with the Data Protection Act 2018. For further information see here or email our Data Protection Officer on dpo@uel.ac.uk. Further guidance on data protection from the Information Commissioners Office can be found here The questions on the form are: 1. What is your team or department? 2. What is your contact number whilst working remotely? 3. Have you received a letter or text from the NHS advising you to shield? 4. If you have not been advised to shield, do you come under any of the categories which mean you are clinically vulnerable to severe illness if you contact Covid-19? 5. Do you live with anyone who has not been advised to shield, but are in a category which means they are clinically vulnerable to severe illness should they contract Covid-19? 6. Have you suffered from Covid-19 symptoms since you were last on campus? 7. If you answered yes to question 5, please provide date(s) 8. If you have suffered from symptoms of Covid-19, are you currently experiencing any adverse symptoms? 9. Can you commute to campus without using public transport? 10. Since you were last on campus, have you been adhering to the recommended social distancing?
STAFF RETURN TO