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1
Covid-19 Return to Campus Health and Safety Guidance
DRAFT i
This document will summarise the College’s guidance on creating a safe campus for students and staff to
return to campus after the Covid-19 lockdown. The systems created by the UK Government, such as
contact tracing and testing, will not be mentioned in detail but may be referred to as these are outside of
the College’s control. This document only covers the health and safety aspects, the people related aspects
are covered by a separate document owned by Human Resources and can be found on the Working Well
hub here.
In general there are three strands to the College-wide response:
Hygiene. Covid-19 can be spread through touching contaminated surfaces and then the face. To
break this chain the surfaces must not become contaminated and if they are, individuals must not
touch them and then their face.
Social distancing. Most cold and flu-like diseases are spread in part through airborne droplets.
Social distancing is a means of reducing this spread. It also serves to reduce the number of people
present and so the overall risk.
Wellbeing and mental health. These are challenging times for most people and so additional
support for mental health and managing stress is more important than ever.
Hygiene Social distancing Wellbeing and mental
health - staff
Wellbeing and mental
health - students
Students and staff will
be encouraged to wash
their hands and there
will be hand sanitiser
stations in high-traffic
locations.
Teaching spaces and
offices will have their
own individual
maximum occupancies
and the number of staff
working on campus will
be reduced
All staff health and
wellbeing events will
continued to be
provided online
Our Student Advisory
and Wellbeing team are
available to support you
online and digitally
We will encourage
students and staff to
wear face coverings on
campus
There will be clear
signage located across
campus to provide
guidance
Colleagues can access
support from
our Employee
Wellbeing Programme
24 hours a day, 365
days a year.
A full list of our student
wellbeing digital and
online services can be
found on the student
intranet
A schedule showing
that daily cleaning of
rooms has occurred will
be posted in teaching
spaces.
We will provide wipes
and gloves in teaching
spaces to allow for self-
cleaning.
There will be additional
car parking to allow for
more students and staff
to travel to campus by
car
A range of guidance,
training and resources
is available to staff
through our Working
Well Hub
A range of guidance
and support on
studying online is
available to on the
student intranet
2
The Executive Board will set College-wide controls to meet these aims. This includes College policies and
processes applicable to all students, staff and visitors.
Under these top-level controls, each Department will complete a detailed risk assessment to ensure that
these principles are met in their area. This could involve a range of measures that could include: staggering
start times, implementing one-way systems, and reconfiguring offices. Departmental risk assessments are
being reviewed by the Health and Safety Office prior to any re-opening. This level must also consider any
reasonable adjustments required by disabled members of staff, although this discussion would be between
Line Managers and the individual.
The final part is the individual responsibility that every student and member of staff has to comply with the
controls and not attend campus if they are unwell.
Group Responsibility
College Executive Board Set overall principles and whole College controls.
School / Department /
Profession
Apply principles and controls as required.
Review reasonable adjustments for disabled staff
Individual Comply with the College controls – washing hands, using face
coverings, not coming to campus unless required.
Self-isolate and request testing if experiencing any symptoms.
3
Use of this Document
This document is designed to be used by the nominated responsible person, risk assessor, or Health and
Safety Coordinator to prepare their area for a return to campus. It contains the sum of all the
requirements, guidance, and decisions around Covid-19.
The sole requirement for a return to campus is a risk assessment and the associated controls, including
providing information such as the Staff Information Sheet. This document contains optional information
that could assist managers, such as the Return to Campus checklist and guidance on One-way Systems.
Table of Contents
REQUIREMENTS ......................................................................................................................................... 4
Return to Campus Process ....................................................................................................................... 4
Example Risk Assessment Controls ..........................................................................................................5
Covid-19 Specific Controls ....................................................................................................................5
General Health and Safety Controls .................................................................................................... 10
Signage Requirements and Examples ..................................................................................................... 11
Floor Signs.............................................................................................................................................. 11
Wall Signs ............................................................................................................................................... 12
Return to Campus Staff Information Sheet – version 4 ........................................................................... 13
GUIDANCE ................................................................................................................................................. 15
Return to Campus Checklist ................................................................................................................... 15
Those at Increased Risk of Exposure ....................................................................................................... 18
Working safely - declaration form for visitors ......................................................................................... 19
Guidance for Teaching – DRAFT ............................................................................................................ 20
One-way Systems .................................................................................................................................. 21
INFORMATION ......................................................................................................................................... 22
Hand Sanitiser ....................................................................................................................................... 22
Face Coverings ...................................................................................................................................... 24
Use of Offices and Teaching Spaces ....................................................................................................... 25
Cleaning ................................................................................................................................................ 28
Temperature Checks ............................................................................................................................. 29
Airflow and ventilation ........................................................................................................................... 30
Process for Confirmed Cases .................................................................................................................. 31
Bibliography ........................................................................................................................................... 32
Appendix 1: College Covid-19 Risk Assessment ...................................................................................... 34
Appendix 2: College Covid-19 Risk Assessment Template – Shared Offices ........................................... 41
4
REQUIREMENTS
Return to Campus Process
This process outlines the health and safety aspects of return to campus and must be considered alongside
other College guidance, such as the HR process for staff returning, any pedagogical requirements, and any
applicable guidance from the Government or relevant professional bodies. There is such a wide range of
guidance that one document cannot possible hope to capture all the subtleties and those writing the risk
assessments are expected to make themselves familiar with any specialist guidance relevant to their area.
In general, the intention is to provide Covid-19 secure spaces that can then be used as the College requires.
Individual teams and departments will have leeway within these principles to complete work as required.
1. Executive Board sets priorities for return.
The priority for re-opening buildings and how spaces will be used is set by the Executive Board (EB) or
members of the Senior Management Team (SMT).
2. Operations Group manages priorities and resources.
The Operations Group consists of members from Estates, Commercial Services, Health and Safety, and
Internal Communications. They will manage the priorities set by EB or SMT and feedback on conflicts or
resource constraints. They will liaise with other work streams to align priorities and expectations.
They will set the College’ over-arching principles, provide the guidance outlined in this document, and
validate that controls are in place before any building is re-opened.
3. Schools / Departments / Professions identify responsible people
For each area there will be a nominated responsible person, who will in turn identify the person who will
complete the local risk assessment. This person must be competent to do so, usually having completed the
College Risk Assessment training and / or the Health and Safety Coordinator course.
The responsible person could be the Head of School, Head of Department, Head of Profession, or another
manager agreed to responsible for a discrete area.
4. Implementation Group works with areas and Departments to facilitate return.
The Implementation Group consists of members from Estates and Health and Safety. They will manage
the implementation of the principles and support Departments in preparing buildings. This will include
support with risk assessment, approval of the Covid-19 risk assessment, the purchase and installation of
signs etc, and detailed work on room layouts.
5. Local return
Once the risk assessment has been approved and all of the controls implemented there will be a final check
of the building by the Director of Estates and the Health and Safety Director before final sign off by the
Deputy Principal (Operations).
The return of staff to campus will then be controlled at a local level in line with the risk assessment.
5
Example Risk Assessment Controls
This section provides examples of controls that can be applied to reduce the risk from Covid-19. The first
table outlines the controls specific to Covid-19 and the second table outlines controls for general health
and safety that need to be amended due to changes in working patterns. These tables are for those writing
risk assessments and are not exhaustive. In many cases they provide what is required and detailed work is
required to specify how it will be completed in each area.
Controls are split into those that are required and those that can be implemented depending on the
specific situation in each department or area. In all cases risk assessments must be reviewed by the Health
and Safety Office to ensure the risk has been reduced so far as is reasonably practicable and to aid
consistency across the College.
Covid-19 Specific Controls
Topic Controls Measures
Coming to Campus Required controls:
Those with symptoms must not come to campus.
Those who are vulnerable must follow the HR process for returning to
campus. The most vulnerable will be told not to come and those at higher
risk will have an occupational health appointment to allow a medical
professional to provide guidance.
Travel on your own or with members of your household only.
Employees not to return to campus unless authorised by the Head of
School, Head of Professional Service, or Head of Department.
Covid-19 specific health and safety information to be provided to all staff
who return to campus. (See Return to Campus Staff Information Sheet)
Optional controls
Continue to work from home when not required for face-to-face
interactions on campus.
Travel to campus by walking or cycling where possible.
Avoid public transport where possible, if required travel outside of peak
times and use a face covering.
Rota staff into teams to reduce mixing of people within the team (if
required)
Amend / stagger working hours to avoid travelling at rush hours (if
required)
General Working –
applicable to all
sections
Required controls:
Encourage everyone to wash their hands or use hand sanitiser on
entering a building.
Basic hygiene procedures to be followed as per Government guidance.
Lifts to be marked to encourage staff to use them only when required.
Occupancy of office spaces to be managed to ensure social distancing,
reducing occupancy as required.
Food preparation areas are to be marked with a maximum occupancy,
and staff asked to eat in their office or outside, and not to loiter.
Staff reminded that food is not to be cooked or heated in offices.
6
Any Common Areas to be marked with a maximum occupancy and
managed to facilitate social distancing.
Increased cleaning of touch points by contract cleaners.
Signage to be provided to remind people of the requirement to socially
distance.
Keep left when moving around campus and in buildings.
Optional controls
Where social distancing cannot be achieved, and occupancy is required,
other measures such as screens must be used, and a specific risk
assessment completed.
Reduce the number of people each person has contact with by using
‘fixed teams or partnering’
Reduce the use of shared equipment where possible.
Shared equipment should be cleaned after use, left for 3 days between
each different person, or staff should wear gloves.
Create procedures for issue of keys or other items, to minimise handling.
Direct supervision to occur at a minimum of 2m, if this cannot be
achieved then a specific risk assessment is required.
Remove other signage, especially in cluttered areas, to make the Covid-
19 information more prominent.
Small toilet areas to be made single occupancy and some form of
management put in place (if required).
Break and lunchtimes to be staggered within teams (if required).
Provide hygiene hook / door opener for staff (if required).
Provide antibacterial wipes for cleaning desks equipment where used by
multiple people (if required).
Where social distancing is difficult in toilets these should be marked to
limit number (if required).
Provide ‘door openers’ to reduce contact with touch points (if required).
Provide DoorGuards to hold open fire doors safely if required to
significantly reduce risk (if required).
Implement a one way system (if required).
Open additional entrances / exits to improve traffic flow (if required).
Use of electronic screens to display important information (if required).
Rooms with multiple means of booking to be accessible from only one
place (if required).
Staff to clean all plates, cups, and cutlery after use and return it to their
office where possible.
Office Working Required controls:
Reduce the number of staff required to be present.
Optional controls:
Use of tape to place desks and chairs out of use in offices where social
distancing is not practicable.
Provision of surface sanitisers to clean desks etc.
7
Use ‘footprint’ signs to show where queueing should occur (for student or
customer facing roles)
Use of desk shields where social distancing is not possible.
Minimise the use of shared filing cabinets and storage spaces.
Move printers or photocopiers if required to low traffic areas.
School Admin
Offices / student
facing services
Required controls:
Perspex screen for any student facing desk.
Move services online where possible.
Booking of student / staff interactions where possible.
Use of gloves or personal key board and mouse for shared computers.
Optional controls:
Where a room for students in crisis is being used: there must be 2m
separation between the member of staff and the student, a Perspex barrier
must be placed between where the student and staff sit, and the member
of staff must wear a face visor.
Residences Optional controls:
Use of booking systems to manage demand for services (if required)
Restrict the numbers of students able to access services to safe levels, such
as laundrettes (if required)
Commercial Outlets Required controls:
Usual food safety controls are effective against Covid-19. Frequency of
cleaning is prescribed in the risk assessment.
Removal of cash transactions.
Provision of screens or physical barriers to provide segregation between
staff and customers.
Optional controls:
Removal of self-service options.
Queue management where appropriate.
One-way systems where appropriate.
Laboratory Working Required controls:
Wash your hands on entering the laboratory.
Occupancy of laboratories to be managed to ensure social distancing,
reducing occupancy as required.
Maximum occupancy to be marked on all laboratories.
Laboratory PPE, such a glasses and lab coats, not to be shared with each
person using their own set.
Respiratory PPE must not be issued to staff for use unless required for non-
Covid-19 hazards.
Shared equipment should be cleaned after use, left for 3 days between each
different person, or staff should wear gloves.
Optional controls:
Planning or booking of rooms to avoid cross over of students or staff.
Reduce the use of shared equipment where possible.
8
Relocation of collection points for waste / washing to closer to the doors to
reduce throughput.
Teaching Spaces Required controls:
Maximum occupancy for teaching spaces will be provided as per the
guidance below.
Room layouts will be specified for single use spaces and multi-use spaces
controlled to ensure social distancing.
Cleaning wipes will be provided in all teaching spaces. These can be used at
the start of each session and disposed of in the lidded bin provided.
For rooms with shared equipment, such as PC Labs, then nitrile gloves will
be provided that must be used by staff and students.
Removal of furniture that is not required.
Clear communication with students and staff on the routes around
buildings, the routes in and out of teaching spaces, the importance of
timeliness, etc.
Optional controls:
Face coverings are strongly encouraged.
Face shields can be provided to staff if requested for additional protection.
Disconnect or take out of use PCs that cannot be safely used.
Use of fire escapes or alternative exits to create a one way system within a
room.
Stores / Receptions /
Post Rooms
Required controls:
Use of screens and physical barriers to provide social distancing.
Use of phone / email to arrange collections.
Use of gloves when taking deliveries.
Visitors Required controls:
Visitors should not be encouraged to visit campus at this time. This will be
gradually reduced as social distancing is eased.
Any visitors required must be authorised in line with the current policy.
Visitors must be provided Covid-19 specific health and safety information.
Optional controls:
Use of the Working Safely declaration form (found below)
Contractors Required controls:
Contractors must only attend campus when required, such as to repair,
inspect, or maintain equipment, or make deliveries.
Contactors who provide key services, such as cleaners and bus drivers, will
have their risk assessments and controls validated by the Health and Safety
Office.
Information must be provided to contractors on our policy for social
distancing and confirmation sought of the controls they will implement.
Use of face coverings by contractors will be mandatory.
Optional controls:
Use of the Working Safely declaration form (found below)
9
Stress / Mental
Health
Required controls:
Discuss any concerns with your line manager or with your Health and
Safety Coordinator
Provide details of the Employee Assistance Program (CiC):
Telephone: 0800 085 1376 or +44 (0)207 938 0963
Email: [email protected]
Skype: using ‘Confidential Care Adviceline.’
Text Relay (for people with hearing or speech impairments): 1800 0800 085
1376
Online and Live Chat: www.well-online.co.uk the log on details for Well
Online are: Username: RHUL; Password: wellbeing
Optional controls:
Managing Stress training is available for Managers through
Emergencies Required controls:
Ensure appropriate first aid cover, including the use of Security if required.
Ensure sufficient fire marshals are present throughout the working day.
Security cannot cover this and additional training can be provided by the
Health and Safety Office.
Outline lone working process to all returning staff.
Inform all staff that in an emergency requiring an evacuation, the risk of
Covid-19 will be a lower than the risk of the incident.
10
General Health and Safety Controls
Covid-19 increases the risk in several other areas, either through the virus itself, or through changes to how
the campus is being managed.
Topic Controls Measures
First Aid First aiders have been provided guidance on the risk to themselves through
Covid-19. Basic first aid procedures include an assessment of the Danger to
the first aider and the use of nitrile gloves as standard.
Fire Safety Review the number of Fire Marshals present. Additional training can be
provided via MS Teams through [email protected]
Legionella Confirm with Maintenance Services that flushing has either been
completed throughout lockdown, or completed prior to re-occupation.
Ensure any testing or treatment required has been completed prior to the
building re-opening.
Flushing may need to continue due to lower than normal occupancy of
buildings.
Maintenance Confirm with Maintenance Services that all priority maintenance services
have been completed.
Statutory
Inspections
Confirm with the Health and Safety Officer (Compliance) that all statutory
inspections have been completed at [email protected].
Display Screen
Equipment
DSE eLearning and Assessment from the British Safety Council is available
to staff through [email protected].
Those with a
Disability
Line Managers to review any reasonable adjustments with any staff with
disabilities to ensure that they remain valid with the new working
conditions.
11
Signage Requirements and Examples
Floor Signs
S1 – Stay Apart 600mm (Hard Floor inc Vinyl) S1(c) – Stay Apart 600mm (Carpet Areas)
One in each lobby or entrance to the building.
One in each large congregation area or corridor
One in each lobby or entrance to the building.
One in each large congregation area or corridor.
S2 – Wait Here 300mm (Hard Floor inc Vinyl) S2(c)– Wait Here 300mm (Carpet Areas)
Where people are required to queue. Number
based on expect number of people.
Where people are required to queue. Number
based on expect number of people.
S3– This Way Only 300mm (Hard Floor inc Vinyl) S3(c) – This Way Only 300mm (Carpet Areas)
Where required as part of a one way system. Where required as part of a one way system.
S4(c) - No entry /one way (Hard Floor inc Vinyl) S4(c) - No entry /one way (Carpet Areas)
Where required as part of a one way system. Where required as part of a one way system.
12
Wall Signs
W1 – Wash your hands (Acrylic) W2 – Maximum occupancy (Acrylic)
One in each entrance or lobby.
One on each entrance to lecture theatres, teaching
spaces, or meeting rooms
W3 – Lifts (Acrylic) / W3v – Lifts (Vinyl) W4 – Food preparation
One on each lift, at each floor. One for each food preparation area
W5 – Entrance only W6 – Exit only
One on each entrance, where access is controlled,
usually due to a one way system.
One on each exit, where access is controlled,
usually due to a one way system.
13
Return to Campus Staff Information Sheet – version 4
As you return to campus post-lockdown there are a number of things you need to be aware of. The College
has implemented a range of controls to reduce the risk from Covid-19 but there remains a personal
responsibility to look after the health and safety of yourself, and those who could be affected by your
actions.
The College is not operating the way it was prior to lockdown. Most staff are still working from home and
many of the usual services are not available. You will need to bring your College card with you to access
your building – even if you did not require it previously.
Those at Highest Risk. If you are defined as clinically extremely vulnerable, you are the primary carer for
someone who is clinically extremely vulnerable, or you live with someone who is, you must not physically
visit the College. Definitions can be found here. If you are pregnant you must also not physically visit the
College. Please contact your Line Manager and / or Head of Department if this applies to you.
Symptoms of Covid-19. If you are suffering from a fever, or a new continuous cough, or a loss or change
to your sense of smell or taste do not come to campus. You must return home and apply for a test through
the Government website if you have any symptoms. More details can be found here.
Social Distancing. While working you must maintain 2m distance from others where possible. It is
accepted that for some roles this will not be possible at all times and in these situations a specific risk
assessment will have been conducted. The College has implemented a range of controls, some of which
will be outlined in general below. Local measures may exceed what is outlined here and you must adhere
to any measures put in place to reduce the spread of the virus. In general, when moving around the
Campus try and keep left to make is easier for everyone to stay apart.
Changes to working patterns. You may be asked to attend College during specific times. This is
to ensure that as many people as possible can access buildings while reducing the number present
at any one time. Please do not come to campus outside of the specified hours.
Room layout. Some rooms will have a stated maximum occupancy and this must be adhered to.
The layout of the furniture may have been changed to allow for social distancing and it must not
be moved. Use your allocated desk and do not hot desk unless this has been agreed in advance.
Toilets. In many buildings the toilets are very small and systems may be put in place to inform
people that the toilet is in use.
Kitchens and tea rooms. These facilities will also have a maximum occupancy. Please do not loiter
or eat in these areas. Eat outside or in your office where possible.
Lifts. These are by their nature confined spaces. Please use the stairs if you are able, leaving the
lifts for those manual handling or who would find the stairs difficult.
Posters and floor markings. These have been used to both remind people of the need to social
distance, and to indicate different ways of moving around buildings. In some places one way
systems may have been implemented. Follow the requirements of all guidance and signage.
14
Hand washing. When entering any building please wash your hands at the nearest place to do so.
Posters will be placed in entrances to inform people of the requirement and the nearest location. If
hand sanitiser has been provided then this can be used when hand washing is not practicable.
Cleaning. Some of the cleaning at the College occurs out of hours and this will continue to make social
distancing easier. More cleaning of touch points will be implemented and this may include more cleaning
during office hours. The best way to reduce the spread of contamination on touch points is to wash your
hands frequently, with soap and water, for at least 20 seconds. Cleaning wipes will be provided in offices
and teaching spaces to allow desks to be cleaned between uses.
Biking to Work. The Government has encouraged people to walk or cycle to work if they can do so. There
are numerous bike shelters on campus and there are showers in several buildings. Please be aware that
many buildings are still shut, including the Sports Centre.
Face masks and face coverings. There is a difference between Personal Protective Equipment (PPE) and
face coverings.
PPE covers the entire nose and mouth securely and are rated to a defined standard. These will not be
provided to staff unless they were being provided prior to the pandemic, and are for use in work only.
There are limited stocks of these masks and they are required for some work to complete safely, such as
laboratory work and maintenance activities. Government advice is that these must not be included as a
control measure for Covid-19 and will not be issued by the College for this purpose.
A Face Covering is any form covering for the face. While not as effective as manufactured PPE or surgical
masks it can help reduce the risk of infection. It should cover the nose and mouth and be comfortably
secured around the face.
The College advice is that the use of face coverings is strongly encouraged. This would include when using
public transport. Any face covering used should be washed at the end of each day. More information can
be found here.
Catering outlets. There are limited outlets available on site for staff. Currently only the Student Union
shop and is open, and only for take-away food and drinks. Non-takeaway food outlets are still not
permitted. More outlets will reopen as the campus population increases and guidance on their use will be
provided.
Building Security. Please be aware that many buildings on campus remain shut and you may not be able
to access them.
Health and Safety. It is important that we do not lose sight of the usual risks of working. While Covid-19 is
a serious risk, it is one of many that employees face. While work practices and risk assessments have been
amended there may be issues that have not been considered. If you have any concerns please raise them
with your Health and Safety Coordinator, Line Manager, or the Health and Safety Office.
The usual First Aiders and Fire Marshalls in your buildings may have changed. Make yourself aware of the
new local arrangements. First aid can be provided in an emergency by Security who can be contacted on
444.
15
GUIDANCE
Return to Campus Checklist
This document is to be used by Managers or other employee who are preparing a building, department, or
team to return to campus. The checklist can be used to inform the risk assessment process at the start of
planning, as a final check that everything has been covered, or both.
No Building Safety Y N N/A
1 Have you confirmed with Maintenance Services that the required checks and
flushing for Legionella have been carried out?
2 Have you confirmed with Maintenance Services that all high priority maintenance
has been carried out?
No Social Distancing Y N N/A
3 Have all meeting rooms and teaching spaces been assessed for the socially
distanced maximum occupancy?
4 Have multiple occupancy offices been assessed for socially distanced maximum
occupancy?
5 Where room layouts have been changed has a diagram of the required set-up been
provided in the room?
6 Has seating within offices, laboratories, or PC labs, been amended to implement
side by side or back to back seating to increase social distancing?
7 Have working patterns and staff numbers been adjusted to take the above into
account?
8 Has the appropriate signage been placed in all common areas to remind people to
socially distance?
9 Have communal and food preparation areas been considered and either placed out
of use, a maximum occupancy specified, or other local controls implemented?
10 Has social distancing in toilet locations been considered and appropriate controls
implemented?
11 Have any one way systems been tested and have other risks, such as routine
manual handling or the movement of hazardous substances, been considered as
part of this?
12 Has the appropriate signage been placed to inform people of one way systems,
where implemented?
13 Have posters been used where practicable to communicate the need to socially
distance and have non-essential posters been removed?
14 Where queuing is required have physically barriers been used to maintain distance
and markers been used to assist those in line?
No Hygiene Y N N/A
15 Have any additional cleaning requirements been discussed with Facilities
Management?
16 Have hand sanitiser stations been installed for those buildings meeting the criteria
for their installation?
16
17 Have signs been placed at entrances directing people to the closest hand wash
area?
18 For teaching spaces, meeting rooms, PC labs etc have cleaning wipes been provided
for use by those using the room?
19 Has the College policy on face coverings been shared with all staff?
20 Where equipment is required to be handled by more than one person, such as keys,
have measures been put in place to ensure cleaning or quarantine?
21 Have posters been used where practicable to communicate the need for basic
hygiene measures?
No Mental Health and Wellbeing Y N N/A
22 Have all staff been provided with the Employee Assistance Program details?
23 Have all staff been provided with a link to the Working Well hub, found here?
24 Have staff been consulted on any changes to working patterns and their views
considered?
25 Has support for any members of staff, or groups of staff, who have particular
anxiety around Covid-19 been provided?
No Risk Assessment - General Y N N/A
26 Has a risk assessment been completed for the team, area, or Department based on
the Covid-19 guidelines?
27 Has the risk assessment been reviewed by the Health and Safety Office?
No Risk Assessment – General Risks Y N N/A
28 If staff are required to move workstations have they been provided with the online
DSE training? If not email [email protected].
29 Have any manual handling tasks requiring more than one person been reviewed as
to how they can be completed in a socially distanced manner? If this is not possible
then a specific risk assessment must be completed.
No Risk Assessment – Those at Increased Risk of Exposure Y N N/A
30 Where social distancing of 2m is not possible has a specific risk assessment been
completed and approved by the Health and Safety Office?
31 Where staff could have access with those who have Covid-19 have they been
provided with FFP3 PPE and appropriate training? For example security personnel.
32 Where staff have contact with large numbers of people outside of their team, such
as School Admin Offices or Maintenance Personnel, has this been specifically risk
assessed and reviewed by the Health and Safety Office?
33 Has everyone in this category completed the Increased Risk of Exposure training? If
not email [email protected].
No Emergency Procedures Y N N/A
34 Are there sufficient first aiders to cover working hours? Security can provide some
support but should not be considered as the sole provision.
17
35 Are there sufficient fire marshals to cover working hours? Security cannot provide
this service but MS Teams training can be requested through
36 Have any required changes to emergency procedures been made?
No Staff Information Y N N/A
37 Have staff been provided with the Staff Information Sheet, amended as required by
the Department?
38 Have staff been reminded of the symptoms of Covid-19 and the requirement to
self-isolate if they are experiencing any?
39 Have staff been informed that they should request a test in the event of
experiencing symptoms, which can be booked here.
40 Have staff been reminded of the basic hygiene measures: not touching their face,
sneezing into their elbow, using tissues and binning tissues after use?
41 Have staff been informed who to raise any Covid-19 or health and safety related
issues with? The local Health and Safety Coordinator, their Line Manager, or the
Health and Safety Office.
18
Those at Increased Risk of Exposure
The College recognises that some staff roles come with an increased risk of exposure to Covid-19 through
the nature of the job. This can impact on those with protected characteristics under the Equality Act and a
separate Equality Impact Assessment has been created by Human Resources.
Those role identified as either having contact with suspected cases, such as staff in the Residences and
Security, or contact with large numbers of people during the majority of their working week, such as EWD
library staff and School Admin Teams, have been classed as being at Increased Risk of Exposure.
Those staff belonging to these groups will be required to complete the Increased Risk of Exposure training
through MS Teams delivered by a member of the Health and Safety Office. Other staff can complete the
training on a voluntary basis through either MS Teams or a Moodle recording of the training.
The course aims to ensure that staff understand the general principles of working safely at College during
the Covid-19 outbreak, and specifically that they are aware of:
general information about Covid-19 including symptoms, how it is spread and how to prevent
spread
the steps being taken to make the College Covid-19 secure, including the role of Department Risk
Assessments
when not to come to College
how to do things “properly” (social distance, hygiene, use of gloves, use of face coverings)
the support available for improved mental health and wellbeing
The course does not cover Departmental control measures as these will be delivered either through other
methods such as: Departmental training, a return to campus induction, or a staff information sheet.
19
Department of Media Arts
Working safely - declaration form for visitors, other
contributing parties and contractors regarding COVID19
This declaration form constitutes one of a number of safety control measures we are operating currently to
follow published guidance provided by the Government, the College, and by the industry including the
British Film Council COVID19 guidance available at:
http://britishfilmcommission.org.uk/guidance/regarding-covid-19-coronavirus/ <ADD LINKS TO ANY
SPECIFIC GUIDANCE HERE>
This applies whether working on College premises or in other locations such as a location film set for a
student production.
Please try and wear face coverings during your visit or contribution to the event, though we acknowledge
this may not always be practicable for the kind of work you will be doing.
Please read and sign the following declaration when you arrive at the agreed meeting point:
I am not suffering from any of the symptoms associated with COVID19 infection, specifically:
a high temperature – this means you feel hot to touch on your chest or back
a new, continuous cough – this means coughing for a lot 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 of change to your sense of smell or taste – this means you’ve noticed you cannot smell or
taste anything, or things smell or taste different to normal
I do not live in the same household as anyone who is currently self-isolating or who is recognised as being
at higher risk if infected by COVID19, i.e. clinically vulnerable or clinically extremely vulnerable.
I will observe the general principle of maintaining 2 metres social distancing during my visit or contribution
to the event and use available opportunities to wash hands as frequently as practicable.
I agree to follow all safety instructions given before and during my visit or contribution to the event.
I will supply contact details for the purposes of track and trace in the event of a discovered infection so I
may take the necessary precautions and agree for contact information to be shared with the relevant
medical authorities. Such information will be retained by the Department for 30 days following the event,
after which it will be destroyed.
Name: Date:
Signature:
Phone number: email address:
20
Guidance for Teaching – DRAFT
This year’s teaching will be unlike any other. There will be many changes to the estate to ensure a Covid-19
secure campus and this short guide will outline the Covid-19 specific aspects of teaching that every
member of staff needs to be aware of.
Social Distancing
To minimise the number of students in corridors it is important that classes finish on time and
students swiftly exit the room. In practice this means planning for a 45 minute lesson and ending it
after 50 minutes.
In some areas the routes in and out of classrooms may have changed so that students enter and
leave from different doors. Please make yourself aware of the routes for the rooms you will be
using.
Please arrive 5 minutes before the start of your lesson so that lessons start on time.
Rooms have been designed to maintain social distancing. Please do not move the furniture and
use the room as per any layout provided. In some rooms there may be a single layout and in multi-
use spaces there may be several options.
Hygiene
Cleaning wipes will be provided in all teaching spaces. Each person is responsible for cleaning their
own area and disposing of the wipes in the bin provided.
For PC Laboratories nitrile gloves are required to be used by all students. Please ensure that
students put on a fresh pair at the start of the session and dispose of them in the bin provided.
Please wash your hands on entering or leaving a building, or before and after teaching.
Face coverings are being strongly encouraged. Please do not force students to wear them if they
do not want to or remove them if they wish to wear them.
21
One-way Systems
One-way systems can be an effective way to manage social distancing and will be essential for some areas,
such as large teaching spaces. They can be difficult to implement effectively, with ensuring compliance
being particularly difficult. If Departments or areas want to consider the use of the one-way system in their
buildings or areas then the following guidance should be taken into account.
Improves social distancing
One-way systems should only be considered where implementation makes social distancing easier or
more effective. For example, where several classroom are situated on the same corridor then such a
system would reduce congestion between classes, in a large open area it would not.
In many cases movement in corridors can be managed through common sense by those using it, such as
waiting for people to pass and using windows in doors to check if someone is approaching.
A one-way system could be as simple and entering a room from one door and exiting from another door.
Fire exits can be used to facilitate this as required. Security must be contacted where other doors are
required to ensure that access can be given.
Works in practice
Any system needs to be used. Where a one-way system would require students or staff to walk a
significantly greater distance to the toilets or canteen then they are not likely to comply. For this reasons
small sections of one-way system are more likely to be effective than larger sections.
Does not increase the Covid-19 risk to others
If a system results in moving large numbers of people through an area that would not normally be
accessed then they would be put at a slight additional risk. Additional controls would need to be applied to
ensure that the overall risk remained the same. This is applicable within rooms as well as within buildings.
For example, in a large open plan office if a one way system was put in place around the outside of the
room, those desks at the outside of the office would have many more people walking past.
Does not increase another risk
Where a one-way system would increase another health and safety risk it must not be used. For example,
where it would require the distance that chemicals needs to be moved, or it increases the distance for
manual handling.
22
INFORMATION
Hand Sanitiser
Hand washing is the most effective means of preventing the spread of Covid-19 but there is also a need to
maintain social distancing. It is expected that individuals continue to wash their hands frequently but this
will be challenging when students return for teaching on campus. For this reason hand sanitiser will be
provided at some locations based on a defined set of criteria.
A large capacity hand sanitiser dispenser will be placed in line with the following criteria:
The main entrance to buildings that contain a School Admin Office (due to high footfall).
The main entrance food outlets (due to high footfall and food consumption).
The main entrance to buildings with teaching spaces with a combined capacity of more than 50
students, after social distancing restriction (due to high footfall).
The main entrance to buildings with performance spaces with a combined capacity of more than
25 students, after social distancing restriction (due to high footfall – some performance spaces are
designed with distance between participants so a 75% reduction may not be required).
The main entrance to any building with a computer lab (due to computer equipment being shared
by a large number of people).
Any other location at particularly high risk.
Note: This was calculated assumed that social distancing requirements reduce the capacity of all teaching
spaces by 75%.
The following locations are considered high risk:
Bedford Square. Due to central London location.
EWD Front and Rear. Due to high footfall.
Founders Main Entrance. Due to high footfall.
Founders GP Surgery. Due to increased risk and high footfall.
George Eliot Post Room. Due to high footfall.
Kingswood Reception. Due to high footfall. This is the entrance to a large number of
accommodation blocks, the reception, and the post room.
The Hub Reception. Due to high footfall.
23
The buildings that meet these criteria can be found in the table below, with duplicates in grey.
Admin Office Food Outlets 50+ Lecture
Capacity
25+
Performance
Spaces
Computer Lab Other
McCrea Boilerhouse Cafe Arts Boilerhouse Bedford Library Bedford Square
Moore CoTS Boilerhouse Carly Churchill Computer Annex EWD Front
Katherine Worth Crosslands Bourne Founders North
Tower
Computer
Centre
EWD Rear
International Kingswood
Restaurant
Founders
Lecture Theatre
Katherine Worth Shilling Founders GP
Surgery
Wolfson LCoTS International Wettons Terrace Founders Main
Entrance
Bedford Library The Hub McCrea Williams George Eliot
Post Room
Founders Dining
Room
Queens Woodlands Kingswood
Reception
Shilling The Hub
Reception
Windsor
Moore
Note: 50+ and 25+ capacities were identified based on the assumed 75% reduction of capacity during the early planning stages. The capacities have since been defined using the social distancing guidance below.
24
Face Coverings
Government Guidance
The guidance makes a clear distinction between Personal Protective Equipment (PPE) and face coverings.
The former is a control measure specified within a risk assessment; such items are required to meet a defined
standard. PPE must not be used to control the risk from Covid-19 outside of clinical settings. A face covering
is any form of cloth that covers the ‘mouth and nose while allowing you to breathe comfortably’.
Face coverings may be ‘marginally beneficial’ in ‘some circumstances’, although they do not offer protection
to the user but instead help reduce the spread of infection. This ignores the psychological aspect that
wearing a face covering will have for some students and staff. The perception of the College, and our values,
based on our position must also be considered. This is particularly important for our students from countries
where face coverings are commonly used.
Finally, the guidance states that the face coverings should be supported if employees chose to wear them.
There is a list of information that should be provided to staff about the safe way to use face coverings. This
has been included at the bottom of this section. A key point is that face coverings should be washed each
day; practically this means each person will require a minimum of two.
Position
Within the sector there have been three positions discussed with reference to face coverings, broadly to:
mandate, encourage, or allow. It is recommended that Royal Holloway actively encourages their use,
including a suitable campaign by Marketing and Communications, supported by clear visible leadership and
aligned to the support that Human Resources (HR) will provide around the return to campus. In terms of
health and safety, if something is mandated then it must occur; supervision is required to ensure compliance
and there must be sanctions for non-compliance. This would be a difficult to manage in this case and would
result in numerous issues with few benefits. Likewise, to only allow the use of face coverings, without
encouraging them, does not address the perception and psychological benefits of their use.
The College will provide 2 reusable face covering to every members of staff and student at no charge.
Information to be provided to employees on face coverings
wash your hands thoroughly with soap and water for 20 seconds or use hand sanitiser before
putting a face covering on, and after removing it
when wearing a face covering, avoid touching your face or face covering, as you could contaminate
them with germs from your hands
change your face covering if it becomes damp or if you’ve touched it
continue to wash your hands regularly
change and wash your face covering daily
if the material is washable, wash in line with manufacturer’s instructions. If it’s not washable,
dispose of it carefully in your usual waste
practise social distancing wherever possible
25
Use of Offices and Teaching Spaces
It is assumed that the social distancing requirements will be 1m by September. If doesn’t happen then
changes will be made to room layouts as required. To give additional protection for staff a 2m social
distancing bubble will still be applied for face-to-face interactions and in teaching spaces.
Assumptions:
While the Government recommended social distancing is assumed to be 1m this will only be
applied where people are sitting side-to-side or back-to-back.
A 2m minimum distance will be applied for face-to-face interactions, including teaching.
Face shields or screen will be provided for staff where a 2m separation cannot be assured, or where
specifically requested.
Nitrile gloves will be provided in PC labs to be worn when using the computers. They should be
disposed of at the end of the session.
Distances will be measured from head to head or from chair to chair. The images below may not
reflect this due to the limitations of the software used to create them.
Specific Examples
Where people are sat side to side, facing in the same direction then either:
1m separation between people must be provided, with a gap between desk where practicable, or,
1m separation between people and a screen provided between desks.
Examples: teaching spaces, offices.
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Where face-to-face interactions are required either:
A 2m separation between people, including a separation between any desks or surfaces.
A minimum of 1m separation with screen between people and no direct face-to-face working.
Examples: School Admin offices, PC labs, large open plan offices.
For lecture theatres where everyone faces in the same direction then 1m separation, measured shoulder to
shoulder, must be provided.
Examples: Founders Lecture Theatre, Windsor Auditorium, Moore Lecture Theatre.
27
For performance spaces, where there is expected to be movement from participants, then planning for
room capacities should use an assumption of the whole space being used and a 2m bubble for each person.
In practice participants will be expected to maintain a minimum of 1m separation while moving. When
face-to-face activity is occurring then 2m must be maintained.
For music performances, 2m of social distancing will be provided and an additional 1m for those singing or
playing instruments. This makes a 3m bubble for music. For those watching performance then the rules
outlined above will be used.
Example: Katherine Worth Performance Spaces.
For performances, for teaching, research, or any other purpose, the currently guidelines on public
performances will be adhered to.
Common Areas (canteens / kitchens / social spaces)
For these spaces 2m per person should be assumed, similar to the performance space model outlined
above. People may move about in the area as long as they maintain at least 1m separation.
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Cleaning
Cleaning will not occur in each space after each use. This is difficult to implement and creates a social
distancing problem. The level of cleaning will be enhanced over pre-Covid-19 levels but may not be
noticeably different to most users. To give students and staff confidence that cleaning has occurred sign
off sheets will be placed in teaching spaces and toilets.
General Cleaning
In general, cleaning will be carried out:
All teaching spaces. Daily. Monday to Friday. (including teaching laboratories)
EWD. Daily. 7 days a week.
Toilets. Daily and twice daily in large buildings. Monday to Friday.
Touch points. Daily and twice daily in large buildings. Monday to Friday.
Main foyers, corridors, kitchens, and common rooms. Daily. Monday to Friday.
Research Laboratories. Weekly. Monday to Friday.
Bespoke cleaning regimes are in place for catering and residential areas.
Teaching spaces
Within all teaching spaces the following will apply:
Cleaning wipes will be centrally funded and provided to Departments. These will be placed in each
room so that desks and other equipment can be cleaned by each person at the start of each
session. This gives the user confidence that the area has been recently cleaned.
Within areas where equipment is shared, such as PC Laboratories, then nitrile gloves will be
provided. These will be used by all students and disposed of at the end of the session.
Lidded bins will be provided in each teaching space for disposal of items.
Known Covid-19 Cleaning.
Where a member of our community who have been to campus is known to have contactedCovid-19 then
additional cleaning will be provided.
Where possible any room they were working in for more than 15 minutes will be placed out of use
for 72 hours. This allows time for the virus to degrade naturally. The room will then be cleaned as
normal before being put back into use. This protects the cleaners and provides a double level of
protection.
The touch points that the person may have contacted will be cleaned using a medical grade
cleaner. This is caustic and so is not suitable for general cleaning.
There will be no additional cleaning of common areas unless recommended by Public Health
England or Government guidelines.
Where a room cannot be left for 72 hours then a special process will be agreed with the cleaning
contractor.
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Temperature Checks
In some places, such as schools and airports, temperature checking is being used as a control measure. The
College will not be implementing such checks as they are not an effective means of determining that
someone has Covid-19. Even assuming that everyone with Covid-19 has a temperature, not everyone with
a temperature has Covid-19.
For temperature checks to be effective they require:
Calibrated and suitably accurate thermometers.
Personnel trained in their use.
A means of collating and storing personal information to meet data protection requirements.
The ability to check everyone entering a building or another means to remove bias to ensure that
one group is not unfairly treated.
Temperature monitoring can be used in two ways: as a screening tool or as a binary test. In screening a
second stage is required, an additional check with someone with some medical training to determine if the
person is actually a risk – the airport model. This would be difficult to implement at the College without
extensive investment in a contract with a medical provider, assuming that one willing to provide the
service could be found.
When used as a binary test, without a second stage, temperature monitoring would be used to deny access
to a building. The only reasonable action then would be to ask the person to return home / to their halls to
self-isolate and request a Covid-19 test. Every person in the residence would also be required to self-
isolate. While this would reduce the spread of Covid-19 it would result in a large number of false positives.
This will lead to people starting to ignore the results, as can be demonstrated with fire alarms, putting
themselves at increased risk. For those students and staff commuting it will result in a wasted journey on
public transport.
It would be difficult to justify only checking only a few buildings on campus and it would be extremely
difficult to implement temperature checking at every building.
Temperature monitoring can only be used as a blunt tool to determine who has a temperature. While this
could mean that they have Covid-19 there are numerous other reasons, especially during the summer
months, why their skin temperature may be elevated.
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Airflow and ventilation
This is a complex issue. While the general government guidance that airflow is a control for Covid-19,
some clinical guidelines suggest reducing airflow to reduce spread. The WHO Scientific Brief on this
subject, updated 9 July 2020, identifies that while virus RNA has been found in air samples the quantity
was very low and no viable virus RNA has been discovered. This means that, based on the current
evidence, infection through the inhalation of aerosols is not likely. A link to the brief can be found in the
Bibliography below. While there are suggestions that it is possible that spread has occurred in certain
indoor locations other means of infection are also possible.
To be clear, the brief does make reference to the spread of the virus through respiratory droplets – but the
transmission occurs through these droplets contaminating surfaces and then these being transferred to
the mouth or eyes. Simplistically, these droplets do not ‘hang’ in the air but fall onto surfaces. Smaller
particles may remain in the air, but as discussed above, these do not seem to be infectious. The route of
transmission is not through inhalation.
Mapping and understanding airflow is a complex area and in this scenario airflow is only useful where it
removes any viral particles from the area. Air flow does not cause the virus to disappear and may only
move it around the room.
The importance of the health and welfare of students and staff from non-Covid risks must also be
considered. Even if reducing airflow could reduce the spread slightly it would create issues in hot buildings
potentially leading to hyperthermia. There must be a balance between the basic needs of a sensible
working temperature and the risk from Covid-19.
Research is ongoing in this area and until it is complete the advice will be conflicting and common sense
will need to be applied. The key principle is ensuring good natural ventilation where practicable. Where
windows can be opened they should be and where air conditioning is present it should be used as normal.
To quote from WHO (2020) on preventing transmission in non-medical settings:
‘limiting close contact between infected people and others is central to breaking chains of
transmission’ – achieved through social distancing
‘identifying suspect cases as quickly as possible, testing, and isolating infectious cases’ –
Government policy supported by the College
‘encourage the use of fabric face masks in public places’ – the use of face coverings is strongly
encouraged by the College
No mention is made of airflow in the WHO brief and the UK Government advice is that an adequate supply
of fresh air be provided. The figure of 5 to 8 litres per second, per occupant, has been used. This comes
from L24, the Health and Safety Executive (HSE) Guidance document on workplace welfare and is a
standard non-Covid related requirement. There is no difference between this guidance for Covid and what
would be expected in any workplace at any other time. A link to L24 can be found in the Bibliography
below.
31
Process for Confirmed Cases
Prior to lockdown the College developed a process for dealing with suspected and confirmed cases of
Covid-19. The process follows Government guidance and was tested several times and improved.
In general, we cannot assume that every suspected case has the virus. Until they test positive they will self-
isolate as test results can be provided rapidly in many cases.
Staff – Suspected cases
Staff with the symptoms of Covid-19 must not attend campus. They must remain at home and
request a Covid-19 test from here. They must inform their Line Manager that they have symptoms
and then the outcome of the test.
Any staff working on campus who display symptoms must return home and follow the steps
above.
Line Managers must inform their HoD by email or phone of any suspected or confirmed cases and
they in turn must inform their HoS or HoP and the Health and Safety Office.
No further action is required for suspected cases.
Staff – Confirmed cases
The College will work with NHS test and trace to identify those at risk of exposure, inform them,
and ensure that they are tested as appropriate. The process is outlined here.
Touch points in the building / immediate work area can be cleaned using a specialist cleaning
chemical, rated to destroy viruses, requested through Facility Management. This chemical is
extremely harsh and is not suitable for general cleaning. The cleaning will target high traffic areas
and will not track down every place the person may have been.
Staff offices will be left for 72 hours where practicable and then cleaned. Where not possible a
separate assessment will be carried out. Further detail can be found under Cleaning.
Staff will be expected to self-isolate at home until they are permitted to return to work based on
the Government guidance here.
Student – Suspected cases
The student process is largely the same for those living off campus, expect that they must inform
the School Admin Office by email or phone.
For those students living in residences they will be asked to self-isolate in their flat, along with the
members of their household, until such time as they are confirmed as having Covid-19. They
should keep to their room as much as practicable.
Student – Confirmed cases
Under certain circumstances they may be required to move to another room in another residence.
Students should be prepared to move if it is necessary for their own, or others, safety.
Their household will continue to self-isolate until 14 days have passed, or until further students
develop symptoms, in which case the same process will be followed.
32
Bibliography
Below is a list of papers commonly referenced with respect to Covid-19 and are included for interest. This
is not a literature review or a complete list of articles but includes some papers commonly referenced
within news articles or that cover topics of interest.
The high rate of transmission from contaminated surfaces
World Health Organisation (WHO) (2020). Modes of transmission of virus causing COVID-19: implications
for IPC precaution recommendations. Scientific brief. Available at: https://www.who.int/news-
room/commentaries/detail/modes-of-transmission-of-virus-causing-covid-19-implications-for-ipc-
precaution-recommendations (Accessed 05 June 2020).
The potential routes for infection for Covid-19
World Health Organisation (WHO) (2020). Transmission of SARS-CoV-2: implications for infection prevention
precautions. Available at: https://www.who.int/news-room/commentaries/detail/transmission-of-sars-cov-
2-implications-for-infection-prevention-precautions (Accessed 5 August 2020).
The use of PPE to reduce the risk of Covid-19
Chu, D. K., Elie, A. A., Duda, S., Solo, K., Yaacoub, S., and Schuenmann, H. J. (2020). Physical distancing,
face masks, and eye protection to prevent person-to-person transmission of SARS-CoV-2 and COVID-19: a
systematic review and meta-analysis. The Lancet [online] Available at: http://www.thelancet-
press.com/embargo/physicaldistancing.pdf (Accessed 05 June 2020).
The transmission of Covid-19 in closed environments
Nishiura, H., Oshitani, H., Kobayashi, T., Saito, T., Sunagawa, T., Matsui, T., and Wakita, T. (2020). Closed
environments facilitate secondary transmission of coronavirus disease 2019 (COVID-19). medRxiv. [online]
Available at: https://www.medrxiv.org/content/10.1101/2020.02.28.20029272v2 (Accessed 05 June 2020).
The distance that virus particles may travel
Prateek, B., Con, D., de Silva, C., Chughtai, A. A., Bourouiba, L., and MacIntrye, C. R. (2020). Airborne or
Droplet Precautions for Health Workers Treating Coronavirus Disease 2019? The Journal of Infectious
Diseases. [online] Available at: https://academic.oup.com/jid/advance-
article/doi/10.1093/infdis/jiaa189/5820886 (Accessed 05 June 2020).
Detection of viral RNA in airborne droplets
Gralton, J., Tovey, E. R., McLaws, M-L. and Rawlinson, W. D. (2020). Respiratory virus RNA is detectable in
airborne and droplet particles. Journal of Medical Virology. 85(12). [online] Available at:
https://onlinelibrary.wiley.com/doi/full/10.1002/jmv.23698 (Accessed 19 July 2020).
Use of testing to screen students and reduce the risk to university campuses.
Paltiel, A. D., Zheng, A., and Walensky, R. P. (2020) COVID-19 screening strategies that permit the safe re-
opening of college campuses. medRxic. [online] Available at:
https://www.medrxiv.org/content/10.1101/2020.07.06.20147702v1 (Accessed 16 July 2020).
33
The use of UV-C to disinfect items (specifically PPE)
Derraik, J. G. B., Anderson, W. A., Connelly, E. A. and Anderson, Y. C. (2020) Rapid evidence summary on
SARS-CoV-2 survivorship and disinfection, and a reusable PPE protocol using a double-hit process.
medRxic. [online] Available at: https://doi.org/10.1101/2020.04.02.20051409 (Accessed 16 July 2020).
The use of steam to disinfect items (specifically PPE)
Cimolai, N. (2020) Environmental and decontamination issues for human coronaviruses and their potential
surrogates, Journal of Medical Virology, 0, 0. [online] Available at:
https://onlinelibrary.wiley.com/doi/full/10.1002/jmv.25921 (Accessed 4 August 2020).
ONS Report into Covid-19 related deaths by ethnic group
Office for National Statistics (ONS) (2020) Coronavirus (COVID-19) related deaths by ethnic group, England
and Wales: 2 March 2020 to 15 May 2020. Available at:
https://www.ons.gov.uk/peoplepopulationandcommunity/birthsdeathsandmarriages/deaths/articles/coro
naviruscovid19relateddeathsbyethnicgroupenglandandwales/2march2020to15may2020#ethnic-group-
differences-in-deaths-involving-covid-19-adjusted-for-socio-demographic-factors (Accessed 19 July 2020)
Requirements for workplace ventilation
Health and Safety Executive (HSE) (2013) L24 Workplace health, safety and welfare. Workplace (Health,
Safety and Welfare) Regulations 1992: Approved Code of Practice and guidance. 2nd edtn. Available at:
https://www.hse.gov.uk/pubns/priced/l24.pdf (Accessed 8 August 2020).
34
Appendix 1: College Covid-19 Risk Assessment
This assessment covers the top level controls applicable across the College and will be supplemented with further information in School, Department, or area
specific risk assessments.
Group Hazard Response Likelihood Severity Risk Sufficient
Risk to Staff from Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces
Staff information sheet provided to everyone returning to Campus outlining the key hygiene controls.
Hand washing facilities are provided at every building in use.
Hand sanitiser is available at key locations based on footfall makes hand washing by everyone impractical.
Buildings will be cleaned each day and toilets a minimum of twice each day.
Low Med MED
Yes
Inhalation of Covid-19 Staff information sheet provided to everyone returning to Campus outlining the key social distancing controls.
Signage in all locations being used reminding people of the requirement to social distance, based on 2m.
It is suggested that everyone keeps left while moving around the campus.
Face coverings available for all staff (as of mid-August). The use of face coverings is strongly encouraged.
Staff and students have been asked not to attend if they have the symptoms of Covid-19. Anyone displaying symptoms will be told to return home. If required Security will attend to assist.
Guidance outside all lifts suggesting they not be used unless required.
Face-to-face meetings should not be conducted where possible.
Guidance has been provided on the layout of offices to ensure suitable social distancing and desk separators will be provided where required.
Natural ventilation is available in all rooms.
Low Med MED
No (1)
35
Disproportionate effect of Covid-19 for those with specific health conditions
Those staff who are clinically extremely vulnerable must not attend campus.
Any staff who are known to be pregnant must not attend campus.
HR guidance has been provided to managers, including a route for occupational health assessment, for staff. It can be found on the Staff Intranet.
Low High MED
Yes
Disproportionate effect of Covid-19 for those with a disability
The usual system for Reasonable Adjustments is still in effect and changes to adjustments can be discussed with their Line Manger.
An Equality Impact Assessment has been completed by HR.
Low Med MED
No (2) (3)
Increased risk of exposure for those working in certain roles
Criteria defined for those Staff at Increased Risk of Exposure within the RtC HS Guidance document, which can be found on the Staff Intranet.
Mandatory training for all staff who are at Increased Risk of Exposure.
Med Med MED
Yes
Effect on mental health from anxiety around Covid-19
Risk assessment and information provided to staff through a range of communication methods including: staff newsletter, staff intranet,
EAP information is required to be included in all Covid-19 risk assessments.
Low High MED
Yes
Additional risk from Covid-19 through commuting1
Staff with a specific concern can discuss them with their Line Manager.
Line Managers can amend working patterns to avoid commuting during the busiest periods.
Free car parking is available on campus, capacity is being increased by up to 25%.
The College has lobbied TfL, through London Higher, to ensure capacity for HEIs.
Med Med MED
Yes
1 Commuting is specifically exempt from occupational risk assessment but has been included here due to the number of people it effects and the concern from those people.
36
Risk to Staff when teaching from Covid-19 (in addition to controls outlined above)
Ingestion / inhalation of Covid-19 from contaminated surfaces
Room layout in teaching spaces has been defined where possible and the lecturer will use a specific desk, minimising the number of people contacting it.
Cleaning wipes are provided in every teaching space to allow self-cleaning of the lecturers workstation to give confidence it has been completed.
Nitrile gloves will be provided in PC Labs or areas with shared equipment.
Bins, with lids, will be provided in each teaching space.
Low Med MED
Yes
Inhalation of Covid-19 Staff will be provided with a face visor if requested for use when teaching.
Room layout has used 2m social distancing for all lecturers and 1m for students to give additional protection.
Specified room layout will be displayed outside of the room and must not be changed.
Low Med MED
Yes
Increased risk to staff providing first aid cover from Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
First aiders are all trained to complete a primary assessment, considering ‘danger’ to themselves as the first step.
First aiders are all trained in the use of gloves and masks to protect themselves from pathogens and contaminated liquids and provided with these items within first aid kits.
First aiders have been provided information from St Johns Ambulance on providing first aid during Covid-19, including on the provision of CPR
Low Med MED
Yes
Risk to Students and Staff through exposure to a confirmed case of Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
Any student or member of with symptoms of Covid-19 will be required to return home.
They will not be permitted to return to campus until they test negative for the virus or are cleared by PHE / the NHS.
Where possible their main place of work will be closed for 72 hours and then thoroughly cleaned.
Where this is not possible, and additional assessment will be carried out.
Touch point that the person may have reasonably touched will be cleaned with a specialist cleaning substance. This is caustic and is not suitable for general cleaning.
Med Med MED
Yes
37
Risk to Students from Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces
Hand washing facilities are provided at every building in use.
Hand sanitiser is available at key locations based on footfall makes hand washing by everyone impractical.
Buildings will be cleaned each day and toilets a minimum of twice each day.
Low Med MED
Yes
Inhalation of Covid-19 Signage in all locations being used reminding people of the requirement to social distance, based on 2m.
It is suggested that everyone keeps left while moving around the campus.
Face coverings available for all staff (as of mid-August). The use of face coverings is strongly encouraged.
Staff and students have been asked not to attend if they have the symptoms of Covid-19. Anyone displaying symptoms will be told to return home. If required Security will attend to assist.
Guidance outside all lifts suggesting they not be used unless required.
Where queueing is required the correct distances will be marked on the floor.
Staff who enter student residences are required to wear a face covering.
Low Med MED
Yes
Disproportionate effect of Covid-19 for those with specific health conditions, a disability, or a specific anxiety around the virus.
Information provided to all students through a range of methods including: email, welcome pack information, the Student Intranet, and the College app.
Student Advisory and Wellbeing can provide a range of services to students with specific conditions.
Student PEEPS will be provided as per the usual process with Covid-19 taken into account.
Low Med MED
Yes
Additional risk from Covid-19 through commuting
Free car parking is available on campus, capacity is being increased by up to 25%.
The College has lobbied TfL, through London Higher, to ensure capacity for HEIs.
Low Med MED
No (4)
38
Risk to Students in teaching spaces from Covid-19 (in addition to controls outlined above)
Ingestion / inhalation of Covid-19 from contaminated surfaces
Room layout in teaching spaces has been defined to ensure social distancing.
Cleaning wipes are provided in every teaching space to allow self-cleaning of workstations to give confidence it has been completed.
Nitrile gloves will be provided in PC Labs or areas with shared equipment.
Bins, with lids, will be provided in each teaching space.
Low Med MED
Yes
Inhalation of Covid-19 Guidance provided to teaching staff on the importance of starting and ending lectures on time to minimise queueing.
Where appropriate, a one way system will operate in teaching spaces.
In PC Labs desk separators will be provided. Natural ventilation is available in all rooms.
Low Med MED
Yes
Risk to Students in residences through a member of their household contracting Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
Any student with the symptoms of Covid-19 will be required to return to their residence.
They will not be permitted to return to campus until they test negative for the virus or are cleared by PHE / the NHS.
Where possible their main place of work will be closed for 72 hours and then thoroughly cleaned.
Where this is not possible, and additional assessment will be carried out.
Any student with the symptoms of Covid-19 will be asked to self-isolate in their room or move to a special room in the Hub, depending on the specific situation.
All other members of the household will be required to self-isolate or apply for testing, in line with the current Government advice
Med Med MED
No (5)
Risk to Visitors from Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
Visitors to campus are not currently permitted unless deemed essential and approved by Senior Management.
Very Low
Med LOW
Yes
39
Risk to Contractors working on Campus from Covid-19
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
Contractors only being permitted to attend Campus for vital work.
Contractors are provided information on the College’s expectations for a Covid-19 secure campus.
Contractors attending the College daily in support of daily operations, such as cleaners and bus drivers, have provided their Covid-19 risk assessment to ensure it meets the College’s expectations.
Very Low
Med LOW
Yes
Increased risk to Members of the Public visiting Campus
Ingestion / inhalation of Covid-19 from contaminated surfaces or inhalation of Covid-19
Campus access for members of the public is not being encouraged.
Any member of the public not complying with social distancing will be asked to leave. If required Security will attend to assist.
Very Low
Med LOW
Yes
Non-Covid-19 risks changed by the above controls
Increased risk to staff, students, contractors, and visitors from Legionella
Increased risk of exposure to Legionella due to reduced occupancy during lockdown
Flushing has continued throughout lockdown on buildings identified by the Legionella Manager as requiring it.
Confirmatory testing is being carried out to ensure that the flushing is effective.
Chemical treatment is available if required. Process in place to inform Maintenance of the schedule for
re-opening buildings to ensure that appropriate flushing and testing is carried out.
Low Med MED
Yes
Increased risk to staff, students, contractors, and visitors from fire
Increased risk to people during any fire evacuation due to a lack of trained fire marshals
Provision of an adequate number of fire marshals is a requirement of School / Department / building risk assessments.
Risk assessments will not be signed off by the Health and Safety Office unless sufficient fire marshals are available.
Training through MS Teams can be provided by the Health and Safety Office.
Low Med MED
Yes
40
Additional Controls Required
Serial Control Measure Resp. Per. Date
1 Further consideration of the natural airflow in each teaching space once further Government advice has been published
Doug Searle Aug 20
2 Investigate the use of badges / lanyards for use by students / staff with hearing loss who require people to remove their face coverings to allow lip reading.
Susan Lee Sept 20
3 Investigate braille tape to supplement signage for students / staff with visual impairment. Susan Lee Sept 20
4 Provide a Commuting Student space to allow students to sit, heat food, and prepare hot drinks. TBC Sept 20
5 Identify a GDPR compliance track and track system to meet Government guidelines Doug Searle Aug 20
41
Appendix 2: College Covid-19 Risk Assessment Template – Shared Offices
Purpose: Re-occupation of Shared Office Space for provision of administrative tasks including student interactions
Name of Person Undertaking Assessment: Matthew Dickson
Date: July 2020 – review due October 2020
Ref Groups
affected
(staff,
students,
contractors,
visitors)
Hazard
(contamination
hazard, airborne
hazard, and mental
health hazard)
Response Level of
Risk
Further Action Required Review
Date
L M H
1 Staff Staff welfare and
wellbeing
(mental health hazard)
Follow Government guidance on Shielding and Clinically vulnerable
individuals, as set out in the HR guidance on recalling staff to campus,
available via the Working Well Hub
Individuals to be referred to Occupational Health who are High Risk
(Highly Vulnerable).
Those with non-clinical concerns such as; caring responsibilities are
encouraged to discuss their concerns/potential anxieties with their Line
Manager and/or the library H&S Coordinator.
Employees are made aware of supportive mechanisms available to them
(e.g. employee assistance support, occupational health, HR, etc) through
line managers.
Regular communication to be in place (individual and/or group) to ensure
staff are not ill-informed about returning to work safely.
Concerns on workload issues or additional support due to the current
situation need to be escalated to line managers.
Staff who are in vulnerable groups themselves or caring for others are
encouraged to contact their line manager to discuss their support needs.
M
Employee Assistance Program
Details:
CiC can be contacted as below:
Telephone: 0800 085 1376 or +44
(0)207 938 0963
Email: [email protected]
Skype: using ‘Confidential Care
Adviceline.’
Text Relay (for people with
hearing or speech impairments):
1800 0800 085 1376
Online and Live Chat: www.well-
online.co.uk
The log on details for Well Online
are:
Username: RHUL;
Password: wellbeing
October
2020
42
2 Staff,
students
Staff/Users dealing
with students (during
the provision of face to
face meetings)
(airborne hazard)
Student meetings to be conducted online if at all possible.
One point of entry to control access when students need to enter the
building.
Queue management inside building if a group of students arrives.
One point of exit to avoid cross over between entry/exit of different
users.
Screens provided at reception areas to inform visitors of the
arrangements.
Staff who need to meet students in person should do so in a dedicated
separate space large enough to allow social distancing (consider meeting
outside) – existing meeting pods should not be used for this.
Contact details for security made available if needed, emergency number
is 444, and follow current measures in place for dealing with antisocial
behaviour, by contacting Security immediately
Mobile phones to be used to allow for continuous communication if staff
are alone working in an area and need further assistance
L
October
2020
3 Staff Managing incoming
resources/ written
work.
(Ingestion / inhalation
of Covid-19 from
contaminated
surfaces)
Work should be submitted electronically if possible.
Any physical resources that have been borrowed should be quarantined
for a minimum of 72 hours before any reuse.
Any work that is physically handed in should be quarantined for a
minimum of 72 hours before passing onwards for marking.
L
October
2020
4 Staff,
contractors
Toilets/Showers/
Lockers (COVID-19
alterations)
(Ingestion / inhalation
of Covid-19 from
The toilets (including the one with cubicles) will be used by one person at
a time.
Toilets are cleaned as per cleaning schedule provided by Maintenance
Services
L
October
2020
43
contaminated
surfaces)
Set clear use and cleaning guidance for toilets to ensure they are kept
clean and social distancing is achieved
Any showers in the building to be available for staff (i.e. staff who cycle
to work etc.) by prior request. Staff to notify the H&S Coordinator of
their intention to use the shower, in order to avoid clashes on daily usage
by other staff members.
Any Staff lockers should not be used until further notice.
5
Staff,
contractors
COVID-19 spread
within the building
(Ingestion / inhalation
of Covid-19 from
contaminated
surfaces)
Use signs and posters to build awareness of good hand washing
technique, the need to increase hand washing frequency, avoid touching
your face and to cough or sneeze into your arm
Use hand dryers in hand-washing facilities where possible.
Staff are required to wash their hands as soon as they enter the building
from outside.
Frequent hand washing is essential before entering the staff office or
leaving from the staff office to go in the ground floor library area.
Signage around facilities on max capacity numbers and guidance on
social distancing across the building
An enhanced cleaning schedule to be implemented throughout the site,
ensuring that worksurfaces, door handles, taps etc. are all thoroughly
cleaned.
L
October
2020
6
Staff
COVID-19 prevention
measures in the
building
(Ingestion / inhalation
of Covid-19 from
Staff who do not need to enter the workplace and are able to can work
from home.
Returning staff to be offer Health and Safety COVID 19 training via
Teams before they return.
Adjustments to be made to staff office / staff rotas / procedures
necessary to facilitate effective infection prevention and social distancing
at work
L
Staff experiencing symptoms of
COVID-19 to not visit campus or
use public transport, follow
government advice, remain at
home and report their condition
to their line manager.
October
2020
44
contaminated
surfaces)
(Airborne Hazard)
Social distancing to be maintained across the building in line with
governmental advice.
Staff who have identified as being in a higher risk group to make
arrangements with their line manager to work from home.
Any required face to face staff meetings on campus to maintain social
distancing otherwise to be conducted virtually.
Signage produced and in place supporting COVID-19 Secure scheme.
Hand sanitiser stations are located at building entrances where expected
numbers mean everyone washing their hands is not practical.
The lift use is strictly prohibited other than for staff who require lifts or
where use of stairs cannot be practically avoided (e.g. moving resources,
staff with mobility issues).
Staff to maintain social distancing whilst carrying out their duties / stock
management activities.
Staff work patterns adjusted, allowing staff a staggered start and finish
time to avoid peak travel times.
Hot-desking is not allowed
Occupancy level of staff office managed to ensure that there is more
than 1 metre between employees while are sitting at workstations and
they are not directly opposite someone else.
Staff are encouraged to wear face coverings when moving round the
building. They will need to social distance at all times they are on
campus.
Staff who begin to experience
symptoms of COVID-19 on site
must immediately return home,
and follow above guidance.
Staff advised to follow
government guidelines for use of
public transport, and use other
methods (car, walking, cycling)
where possible.
Control measures may include
team bubbles.
45
7
Staff
Use of kitchen,
stationery room,
processing room,
resources area, toilets
and other similarly
enclosed spaces
(Ingestion / inhalation
of Covid-19 from
contaminated
surfaces, airborne
hazard)
Only one staff member is allowed in these areas at a time. Staff will need
to knock, check if in use and enter if the space is vacant.
If the space is occupied, staff need to wait until the area is free for them
to use.
Staff to use their own cups and cutlery. All personal items washed after
use and kept in their pedestal. Use of the dishwasher to be avoided.
Staff to have their lunch outside (weather permitting) or at their
allocated desk. Tea towels are not to be used at all.
If possible, lunch breaks to be staggered, so there are no clashes and only
one person to be using the staff room at any time.
L
October
2020
8
Staff,
students,
contractors
Fire safety and
evacuation; First
Aiders in the building
(Airborne hazard)
Fire Marshal training to be provided via Teams to ensure that there is
sufficient coverage for re-opening offices.
Staff who have not received fire marshal training will be informed of the
emergency evacuation assistant procedures and assist Fire Marshals on
site.
Staff on site in need of a First Aider may contact a First Aiders on site
(poster with First Aider information is displayed in the staff room &
helpdesk area), alternatively, they are to contact Security on 444.
M
October
2020
9 Staff
Non-operational staff
members
(Mental Health hazard)
Staff to remain working from home using ‘Microsoft Teams’ as a mode of
communication for meetings until further guidance is available
Any pastoral staff engagement to be stated and monitored whilst
working from home
If required to come back onto site, staff will be allocated a non-
operational staff bubble.
L
October
2020
10 Staff
Staff Office (COVID-19
Alterations)
Staff Office occupancy to be managed to make sure social distancing
measures are adhered to.
October
2020
46
(Ingestion / inhalation
of Covid-19 from
contaminated
surfaces)
Water Fountain in staff office to be used to refill water bottles only and
staff to bring their own bottle of water for refill.
Main entrance should (if possible) only be used to enter the staff office to
encourage user social distancing
Exiting the staff office should (if possible) be through a different door to
the main entrance door to avoid any crossover between different staff
coming in and out.
Staff Office capacity to be reduced to approximately 50% using
diagonally opposite desks.
Hot desking is not allowed.
No sharing of desk equipment.
After each staff printer usage, staff will be required to clean equipment in
prep for the next staff usage (Resources area). Wipes to be made
available. The most effective prevention method is hand washing before
and after usage.
L