MOVING TOWARDS A NEW WAY OF

WORKING

The Return to Work Safely Protocol (national guidelines) is designed to support and guide the implementation of measures to prevent the spread

of COVID-19. This document outlines Technological University Dublin’s response to those requirements and were agreed by collaboration with

our staff and social partners.

TU Dublin Response Plan

1

Ref Contents Page

Introduction 2

Part A Return to Campus Protocol 3

1 1.1 1.2

Organisational Framework Response Management Team Lead Worker Representative (LWR)

4-7

2 2.1 2.2

Preparation for the return to campus Pre Return to Campus Procedures COVID-19 Risk Assessments

8-9

3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8

The Physical Work Environment Physical Distancing At Risk Groups PPE Clothing and Face Coverings Managing Symptoms of COVID-19 in the Workplace Contact Tracing Cleaning and Disinfection Managing Third Parties, Contractors, Visitors Summary of responsibilities

10-21

4 4.1 4.2 4.3 4.4

Training and Support Online Training Occupational Health Mental Health and Wellbeing Employee Assistance Programme

22-23

5 HR Policies and Protocols 24-25

6 6.1 6.2

Consultation Communication and Engagement Social Partner Engagement Model Communication and Consultation with Staff

26-27

7 Reference material 28

8 Operational Review 28

Part B Agile Working Assumptions and Principles 29

Agile Working Assumptions Agile Working Principles

30-31 32-33

Appendices A-D

A. Lead Worker Representative B. Procedure supporting the Return to Campus form C. Contact Log Template D. Cleaning and Disinfection Protocol

34 37 42 43

2

Introduction Work Safely Protocol (national guidelines) are designed to support

The Return to Work Safely Protocol (national guidelines) published on 8 May 2020, are designed to support and guide the implementation of measures to prevent the spread of COVID-19. The protocol states that “Exposure to COVID-19 is a public health risk which affects all citizens. The COVID-19 pandemic also has implications for all workplaces as it can present a health risk” to our staff and campus users. This document defines TU Dublin’s obligations under the protocol.

TU Dublin has and will continue to have the health, safety and welfare of staff and students as a priority as we continue to put measures in place to suppress the spread of the Coronavirus.

It is a personal and collective responsibility of all of our staff to ensure we adhere strictly to the best and current guidance issued by the National Public Health Emergency Team (NPHET) the Health Service Executive (HSE) and the Department of Education and Skills (DOES) in order to continue to suppress the spread of the virus.

This document is designed to assist and facilitate all staff to fulfil their responsibilities and support staff with the transition to a new way of working. It is also designed to ensure that staff understand what they might expect in terms of the physical work environment and what is expected from them as we all transition together to a new way of working over the coming months. Guidance for students is not part of this document.

TU Dublin is committed to providing a safe and healthy workplace for all staff. The National Protocol places a particular emphasis on the role of the employer to ensure that a range of preventative measures to mitigate the risk of COVID-19 are in place to protect all staff as we return to the workplace. The measures are classified under a number of broad headings:

1. Organisational framework to support the implementation of the requirements of the protocol 2. Preparing staff for a return to campus 3. The physical work environment 4. Training and support for staff 5. HR and Safety Health and Welfare Policies and Protocols 6. Social Partners: Consultation and Engagement framework

This TU Dublin Response Plan should be read in conjunction with the Government published “Return to Work Safely Protocol” dated 8 May 2020.

This policy document will be continually updated it in line with the changing national guidelines.

The paper is divided into two sections:

• Part A: Return to Campus Protocol • Part B: Agile Working Assumptions Principles

https://www.gov.ie/en/publication/22829a-return-to-work-safely-protocol/

3

Part A.

Return to Campus Protocol

4

1. Organisational framework

The National Protocol places significant emphasis on the approach to implementation which includes the following principles;

• Strong communication and a shared collaborative approach between employers and workers is key to protecting against the spread of COVID-19 in the workplace.

• Employers and workers will have regular engagement about COVID-19 and preventative measures in the workplace

• Employers and workers have a shared responsibility to implement measures contained in the protocol in their place of work

• A collaborative approach to the implementation of the protocol is essential to achieve success and maximum buy-in

In the planning phases, TU Dublin mobilised a team of managers across the university to develop appropriate plans to ensure a safe return to campus for all staff and students.

All of the elements included in this protocol will be kept under operational review. The positions articulated are fully aligned with the National Protocol and “as the advice issued by National Public Health Emergency Team (NPHET) continues to evolve” the measures planned and those in place at the time of writing may also change.

1.1 Response Management Team (RMT)

In early February 2020, a small group of key personnel in particularly relevant roles across the university, convened at the request of the President and was chaired by Thomas Stone, Principal Tallaght Campus. The group was initially convened to identify the risks associated with COVID-19 and put in place the operational responses to address them. Actions were taken and recommendations were made to address the immediate risks and the group (COVID-19 Taskforce) continued its work through the very fast-changing environment in line with HSE developments and responding to Government guidelines. The group has been focused on the university’s preparedness as things changed over the weeks and months since February 2020. This group has now been designated by the President as the COVID-19 Response Management Team (RMT), as required by the National Protocol and reports directly to the President’s Group. The primary purpose of the RMT is to support the implementation of the measures set out in the National Protocol.

5

1.1.1 RMT Membership

The membership of the RMT is as follows:

1 Principal Tallaght Campus (CHAIR)

2 Registrar Tallaght Campus

3 Director of Student Development City Campus

4 Head of Student Services City Campus

5 Head of Campus Life City Campus

6 Head of International Affairs City Campus

7 Academic & Student Affairs Manager Blanchardstown Campus

8 Academic & Student Affairs Manager Tallaght Campus

9 Head of International Partnering and Engagement City Campus

10 Medical Director City Campus

11 College Nurse Tallaght Campus

12 College Nurse Blanchardstown Campus

13 Student Health Centre Manager City Campus

14 Occupational Health Advisor City Campus

15 Health and Safety Advisor City Campus

16 Director of Campus Services and Relocation City Campus

17 Estates Manager Tallaght Campus

18 Estates Officer Blanchardstown Campus

19 Estates Manager City Campus

20 Estates Manager Blanchardstown Campus

21 Head of Public Affairs City Campus

22 Marketing and Development Manager Blanchardstown Campus

23 Head of Human Resources City Campus

24 HR Manager Tallaght Campus

25 IT Manager Tallaght Campus

26 Head Programme Management Office City Campus

27 President, Students Union City Campus

6

28 Students Union representative Tallaght Campus

29 TUI Nominee

30 Unite Nominee

31 Fórsa Nominee

32 Fórsa Municipal Nominee

33 INMO nominee

1.1.2 Advisory Leadership Forum (ALF)

Contingency planning for COVID-19 is coordinated through the ALF, which is made up of circa 90 senior managers across the university. Significant planning work took place in April and May 2020. In June 2020, the President consolidated that work into two COVID 19 planning teams, one focused on Academic Planning and Delivery and the other focused on Return to Campus-Planning and Delivery. Team members will involve stakeholders from across the ALF community along with any key subject matter across the university with the goal of executing agreed plans. There is a commitment to consult and engage with our social partners on the outputs from both teams. See Section 6: Consultation Communication and Engagement.

1.2 Lead Worker Representative (LWR)1

In accordance with the National Protocol, TU Dublin is obliged to appoint LWRs “charged with ensuring that COVID-19 measures are strictly adhered to in their place of work. The person(s) undertaking the role must receive the necessary training and have a structured framework to follow within the organisation to be effective in preventing the spread of the virus”.

The number of LWRs in TU Dublin (as obligated by the protocol) is proportionate to the number of workers in the workplace. TU Dublin “and worker representatives will work together to ensure that all the actions in the protocol are fully adhered to in order to ensure the suppression of COVID- 19 in the workplace”.

1 Reference: Guidance and FAQs for Public Service Employers during COVID-19 dated 15 June 2020

7

Thirteen LWRs will be selected for appointment by the union groups. To ensure all locations and functional areas are supported the LWR will be assigned as follows:

Location Number of LWR

Blanchardstown 2

Cathal Brugha Street/Sackville Place/Mountjoy Square 2

Grangegorman 2

Parkhouse 1

Tallaght 2

Aungier Street 1

Rathmines/Chatham Row 1

Bolton Street/Linenhall 1

Kevin Street 1

Total 13

Once appointed the LWRs will automatically co-opted to the appropriate TU Safety Teams. 13 other staff may be nominated as part of a reserve panel, to act as a substitute and provide continued operation in the event of absence of any of the LWR. The reserve panel will be trained in preparedness for the role should the need arise.

Following appointment, management and social partners, will ensure that arrangements are in place to facilitate each individual LWR to carry out their role having regard to the timing of the appointment, the assigned location, and the final agreement on programme delivery on campus in Semester 12. Appropriate arrangements will apply.

The selection will be facilitated and supported by management working in collaboration with the union groups as appropriate.

Management will continue to fully support the LWRs in their roles and will ensure ongoing training and regular updates is provided as appropriate.

A mechanism for LWRs to share information and experiences, and to make recommendations for change to the TU Dublin Response Plan, if appropriate, will be established.

See Appendix A for further details in relation to the LWR Role.

2 The extent to which programmes will be delivered on campus in Semester 1 is under consideration by ALF.

8

2. Preparing for the Return to Campus

2.1 Pre-Return to Campus Procedures

Managing the risk of spread of the virus in the university is important in relation to the health of all workers. Therefore, at least three days in advance of return, all staff must complete and return an online Return to Campus (RTC) form shown in Appendix B. The link to the form is here

The reason TU Dublin is collecting this information is based on Section 8 of the Safety Health and Welfare at Work Act 2005 to ensure, in so far as practicable, a safe place of work for all our staff and students. Details regarding GDPR is addressed at Section 5.4.

2.1.1 Process for Return of the Form

• It is the responsibility of each individual to ensure that they complete and submit the RTC form to their manager, prior to accessing TU Buildings.

• It is the responsibility of line management to monitor compliance. • Staff must advise if there are any other circumstances relating to COVID-19, not

included in the form, which may need to be disclosed to allow their safe return to campus.

• If staff members have any COVID-19 symptoms they must self-isolate at home and contact their GP promptly for further advice.

• The relevant manager or their nominee will send an email to individual staff requesting them to complete the RTC online form. The form needs to be completed by staff and returned at least 3 days in advance of the return to the campus.

Managers should refer to Appendix B for further details in relation to the procedure for the management of the RTC forms.

2.1.2 COVID-19 Return to Campus Induction Training

All staff must complete COVID-19 Return to Campus induction training prior to returning to the campus, regardless of the length of the workplace visit.

In addition, appropriate COVID 19 induction training must be completed by franchise companies, service providers and campus companies.

The online training will be continually monitored to ensure it includes the latest up to-date advice and guidance on public health. It includes

• what a staff member should do if they develop symptoms of COVID-19 • details of how the workplace is organised to address the risk from COVID-19 • an outline of the COVID-19 Response Plan • identification of points of contact for the staff member • any other specific advice that is relevant

https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fforms.office.com%2FPages%2FResponsePage.aspx%3Fid%3DyxdjdkjpX06M7Nq8ji_V2hzc8J1rByZGrf45XMGCwOBUOTRHQTVSNVI2WFpYSjBaSEFWT1VJN1JTTi4u&data=02%7C01%7C%7C3a08294aeb92429089e008d83e124761%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327595515295501&sdata=amAl6RcxDRhtyeyFw64UqLgOuiBVQhpzlIzYj%2Fub8M8%3D&reserved=0

9

Staff will receive information on enrollment by email (sample below) and the training will be facilitated by Staff Development. Staff will not be expected to enroll on the training programme while on annual leave.

Dear Under the Government of Ireland Return to Work Safely Protocol, all staff members returning to the university must complete the COVID-19 Return to Campus Induction training. You have been enrolled on #*course_name*#. This training takes an estimated #*course_duration*# to complete and should be completed before #*target_date*#. You will be unable to return to the campus buildings until you have completed this training. Please use the following login button to access the training. #*login_details*# If you have any queries please contact: TU Dublin City Centre: staffdevelopment@tudublin.ie TU Dublin Blanchardstown: elaine.keegan@TUDublin.ie TU Dublin Tallaght: hr.tallaght@tudublin.ie

The online training is available to all staff on the EssentialSkillz platform. In order to assist with compliance monitoring, reports on individual completion rates will be produced by Staff Development on city campus and by the HR Managers on the Blanchardstown and Tallaght campuses. The reports will be distributed to the relevant manager/function heads who will ensure their staff complete the training.

2.2 COVID-19 Risk Assessments and Safety Statement

Under the National Protocol, TU Dublin is obliged to review Risk Assessments and the Safety Statement. With the assistance of the Health and Safety Office, who have provided the tools and templates for compilation of the risk assessments, each Head of School/Function will manage the completion of a COVID-193 Risk Assessment. These documents will be available on the TU Dublin Website. In addition the Estates Offices have assisted with the implementation of environmental and operational controls as set out in Section 3 below. This review will address the control measures to be implemented to mitigate against the risks presented by the Coronavirus.

3 At the time of writing Risk Assessments are ongoing and will continue across the university until all Risk Assessments are completed.

mailto:staffdevelopment@tudublin.iemailto:hr.tallaght@tudublin.ie

10

3. The Physical Work Environment

3.1 Physical Distancing

The current health advice is that the recommended distance to be maintained between people to minimise risk of transmission is 2 metres. This may change. The university will implement physical distancing measures at all times in accordance with Government Guidelines. Physical distancing is an important part of the delay strategy to slow the spread of COVID-19 and to limit transmission of the virus. It does this by minimising contact between individuals and potentially asymptomatic, pre-symptomatic or mildly symptomatic individuals. Physical distancing will be maintained where possible but particularly in common areas and open circulation areas based on current advice. Upon return to campus, the university will have a different look and feel compared to the workplace prior to the outbreak of the pandemic. In order to adhere to Government Guidelines, TU Dublin will insofar as is practicable provide for physical distancing as follows:

• There will be appropriate HSE COVID-19 physical distancing signage in place in every

campus and work location; • Work spaces will be reorganised to maximise physical distancing. This means that

workstations/office spaces/desks will be compliant with the 2 metres distance guideline.

• Staff may be organised into small teams that consistently work and take breaks together;

• On site presence will be reduced in line with room capacity calculations, and staff and or teams will alternate between working from home and working at the workplace as appropriate;

• Canteen use will be staggered and facilities and procedures arranged to maximise physical distancing during breaks;

• There will be reduced capacity in meeting rooms as identified with appropriate signage. Microsoft Office TEAMS for meetings will be prioritised. Numbers involved in face-to-face meetings will be minimised and meetings will be of a short duration;

• Campus users will be encouraged to maintain a no handshake policy as per national recommendations;

• Physical screens or guarding in public-facing situations will be installed if required; • Payment systems in canteens or food and drink dispensers will be contactless where

possible; • When catering is provided, food options will be pre-packed and menu options will be

reduced; • Water dispensers will be hygienically controlled and disposable cups will be provided

where possible;

11

• Access into and leaving the building will be monitored where possible; • Control measures will be applied in locker room/showers/other welfare facilities; • Physical barriers will be erected where required and where possible; • Perspex screens will be provided in classrooms and lecture theatres, and at points

where staff interact with students and/or members of the public, where deemed necessary;

• Face coverings is recommended in line with Government advice. (see section 3.3.1 below)

Where there are student-facing roles, such as registrations etc. TU Dublin will have the following in place where appropriate, to provide for physical distancing: • Provide hand sanitisers at entry and exit points; • Install physical barriers and clear markings to minimise contact between staff and

students and others; • Ensure that queues do not form without physical distancing; • Ensure that contact points are kept cleaned at all times; • Display advice on COVID-19 containment measures to encourage compliance by

staff, students and visitors.

3.1.1 Pedestrian Traffic Flow

Specific to higher education is the circumstance where there is mass movement through buildings and facilities on a regular basis and often on the hour. TU Dublin has adopted pedestrian traffic flow patterns in order to facilitate physical distancing which may be vary from building to building. The university has considered and implemented the following measures where possible, and all such measures will be kept under operational review:

• Use of stairs will be encouraged and signage will be displayed on lifts to require social distancing is followed at all times;

• Separate entrances and exits will be used where possible; • Deploy one-way traffic as far as is feasible; • Separate traffic going up stairs and down stairs where possible; • Manage traffic to avoid bottlenecks in foyers; • Floor markings will respect the government recommended social distancing advice; • Multiple hand sanitisers at entrance/exit or other appropriate locations; • Good signposting / signage will be in place; • Managed pedestrian traffic in lifts.

12

3.2 At Risk Groups

In accordance with the data from the Pre-Return to work process, TU Dublin will further consider at Risk Groups. At Risk groups are defined by the Health and Safety Authority (HSE) as follows:

Very high risk groups (extremely vulnerable) High risk groups

• are over 70 years of age - even if you're fit and well • have had an organ transplant • are undergoing active chemotherapy for cancer • are having radical radiotherapy for lung cancer • have cancers of the blood or bone marrow such as

leukaemia, lymphoma or myeloma who are at any stage of treatment

• are having immunotherapy or other continuing antibody treatments for cancer

• are having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors

• have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs

• severe respiratory conditions including cystic fibrosis, severe asthma, pulmonary fibrosis, lung fibrosis, interstitial lung disease and severe COPD

• have a condition that means you have a very high risk of getting infections (such as SCID, homozygous sickle cell)

• are taking medicine that makes you much more likely to get infections (such as high doses of steroids or immunosuppression therapies)

• have a serious heart condition and you're pregnant

• are over 60 years of age • have a learning disability • have a lung condition that's not severe (such

as asthma, COPD, emphysema or bronchitis) • have heart disease (such as heart failure) • have high blood pressure (hypertension) • have diabetes • have chronic kidney disease • have liver disease (such as hepatitis) • have a medical condition that can affect your breathing • have cancer • have a weak immune system (immunosuppressed) • have cerebrovascular disease • have a condition affecting your brain or nerves (such as

Parkinson's disease, motor neurone disease, multiple sclerosis, or cerebral palsy)

• have a problem with your spleen or have had your spleen removed

• have a condition that means you have a high risk of getting infections (such as HIV, lupus or scleroderma)

• are taking medicine that can affect your immune system (such as low doses of steroids)

• have obesity • are residents of nursing homes and other long-stay

settings • are in specialist disability care and are over 50 years of

age or have an underlying health problem

If any of our staff members are in the Very high risk group, they are advised to cocoon and continue to work from home.

If any of our staff members are in the High risk group, they must take extra care to follow the advice on how to protect themselves from Coronavirus. This means: staying at home, social distancing, washing hands regularly and properly. Staff members in the high risk group do not need to self-isolate unless they have symptoms of Coronavirus. Any staff member who is at high risk from Coronavirus should continue to work from home. Any staff member returning to the workplace, if they cannot work from home, must take extra care to practice social distancing where possible and wash hands regularly and properly.

https://www2.hse.ie/conditions/coronavirus/cancer-patients.htmlhttps://www2.hse.ie/conditions/coronavirus/asthma.htmlhttps://www2.hse.ie/conditions/coronavirus/copd.htmlhttps://www2.hse.ie/conditions/coronavirus/weak-immune-system.htmlhttps://www2.hse.ie/conditions/coronavirus/weak-immune-system.htmlhttps://www2.hse.ie/conditions/coronavirus/asthma.htmlhttps://www2.hse.ie/conditions/coronavirus/copd.htmlhttps://www2.hse.ie/conditions/coronavirus/heart-conditions.htmlhttps://www2.hse.ie/conditions/coronavirus/high-blood-pressure.htmlhttps://www2.hse.ie/conditions/coronavirus/diabetes-and-coronavirus.htmlhttps://www2.hse.ie/conditions/coronavirus/weak-immune-system.htmlhttps://www2.hse.ie/conditions/coronavirus/weak-immune-system.htmlhttps://www2.hse.ie/conditions/coronavirus/weak-immune-system.htmlhttps://www2.hse.ie/conditions/coronavirus/obesity-and-coronavirus.htmlhttps://www2.hse.ie/conditions/coronavirus/protect-yourself-and-others.html#stay-at-homehttps://www2.hse.ie/conditions/coronavirus/protect-yourself-and-others.html#social-distancinghttps://www2.hse.ie/conditions/coronavirus/protect-yourself-and-others.html#hand-washinghttps://www2.hse.ie/conditions/coronavirus/managing-coronavirus-at-home/self-isolation.htmlhttps://www2.hse.ie/conditions/coronavirus/symptoms.html

13

Important note

Staff will continue to work from home, unless they need to attend the workplace for an essential service that cannot be done from home4. If you are an academic or technical staff member, and you believe you are within the At Risk Groups, you should advise your Head of School or your line manager as soon as is possible. The reason for this request is to assist planning, which will be ongoing over the coming weeks, so that a plan can be considered and developed to accommodate your requirements before you return to the workplace and / or the start of semester 1, 2020/21 where relevant. In any event, all staff must provide similar information prior to their return to campus on the RTC form. See Section 2.1.1 above. All staff are encouraged to make contact with their manager if they have concerns in relation to this section.

3.2.1 Staff living with high-risk individuals

For staff who live with individuals considered to be ’very high risk’, upon their return to work, they should practice heightened vigilance with regard to hand washing, respiratory hygiene and use of personal protective equipment in order to minimize the possibility of infection.

A risk based assessment will be carried out on a case-by-case basis and supplementary measures to minimise their risk of infection will be identified.

3.3 Personal Protective Equipment (PPE) and Face Coverings

TU Dublin Safety Statement states: “Where it is not possible to eliminate or reduce the risk through other means, Personal Protective Equipment (PPE) appropriate to the task/work environment will be provided as an additional control measure.

It also states that “Risk assessments identify the specific requirements for PPE in each area. Students, visitors, and contractors/service providers are required to provide and maintain their own PPE”

Staff members who normally use PPE in the course of their duties, for example in laboratories, workshops or kitchens will continue to be provided with PPE as required

3.3.1 Face coverings5

The current public health advice is that face coverings is a mandatory requirement on public transport and in crowded indoor public places. In a higher education setting, high numbers of staff and students move across campuses during the course of a normal day. In that context and from a practical point of view, there may be portions of our campuses where physical distancing cannot be maintained or where individuals may be occupying an enclosed indoor space with others for a prolonged period. In line with the current health advice, the wearing of face coverings is recommended.

4 Guidance and FAQ’s for Public Service Employers during COVID-19 (updated 15 June 2020) 5 Guidance for Further & Higher Education for return to on-site activity in 2020 (July 2020)

14

Where it is difficult to practice social distancing, particularly in instances where very close contact cannot be avoided i.e. direct instruction requiring proximity of less than 1 metre, face coverings will be mandatory.

In addition, the health advice also acknowledges that face coverings may not be suitable for all individuals, for example those with breathing problems or with special needs.

It should be noted that the wearing of face coverings is an additional measure to other public health guidelines which must also be followed such as hand washing, respiratory etiquette and physical distancing requirements (where possible) and is not a substitute for correct working practices.

Guidance on how to wear face coverings and masks available here.

In instances where close proximity to other people cannot be avoided e.g. in small laboratory groups, a recommendation that face shields may also be worn is advised. Where proximity of less than 1 metre is envisaged/required, a face mask and a face shield may be recommended. Face shields may also be considered in place of face coverings in the teaching context, particularly if teachers or lecturers have concerns around voice projection or there is a requirement for students to see their face etc.

Any changes in the public health advice in relation to the wearing of face coverings will be reflected at university level and policies revised accordingly.

At the time of writing, the university is making preparations to provide each staff member returning to campus with two reusable face coverings.

Practical Guidance for Further & Higher Education for Returning to on-site activity in 2020 is available here

https://www.gov.ie/en/publication/a7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020/

3.4 Managing symptoms of COVID-19

It is vital that all managers and staff are aware and understand the steps that should be taken if a staff member starts to display the symptoms of COVID-19 in the workplace.

o Designated Isolation Areas The university will ensure the designated Isolation spaces/locations are marked by COVID-19 posters highlighting the signs and symptoms of COVID-19.

Additional isolation areas will be available or another contingency plan will be put in place should one or more persons displaying the signs of COVID19 occur at the same time.

The designated area and the route to the designated area should be easily accessible and as far as is reasonable and practicable should be accessible by people with disabilities.

The isolation area(s) will have the following where possible:

https://www.youtube.com/watch?time_continue=168&v=9m64eKQA-74&feature=emb_logohttps://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fpublication%2Fa7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078983259&sdata=rW0ZgUihtUDTzEWAOzbc%2BET1LuLdJ36QalOAFYfc2fM%3D&reserved=0https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fpublication%2Fa7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078983259&sdata=rW0ZgUihtUDTzEWAOzbc%2BET1LuLdJ36QalOAFYfc2fM%3D&reserved=0https://www.hse.ie/eng/services/news/newsfeatures/covid19-updates/partner-resources/covid-19-symptoms-a4-poster.pdf

15

ventilation, e.g. fresh air ventilation/ability to open a window; tissues; hand sanitiser; disinfectant and/or wipes; gloves, masks, face covering; waste bags; pedal-operated, closed bin; phone; Fact Sheet advising staff as to next steps and what to expect while in the isolation area.

o Response Managers

Each School or Function will have at least two Response Managers (or as appropriate given the size, diversity and location of schools and functions) who will be responsible for the response process if a suspected case of COVID-19 is identified. The Head of School or Function will make their identity known to all staff in their Schools and Functions. The identified Response Managers will need to identify and communicate to colleagues the location of isolation area(s)6 to be used if an employee starts to display the symptoms of COVID-19 in the workplace.

The relevant Response Managers will

o Be familiar with the designated isolation area(s); o Ensure the designated area has the ability to isolate the person behind a closed door.

Where a closed door area is not possible, the Response Manager must provide for an area away from other staff.

o Response Procedures Managers and staff need to be aware and understand the process, should any staff member start to display the symptoms of the virus in the workplace. While a staff member or visitor should not attend a TU Dublin building if displaying any symptoms of COVID-19, the following steps outline the Response Managers’ responsibility if a suspected case presents. If a staff member starts to display symptoms of COVID-19 while on the TU Dublin premises the Response Manager must:

• Initially assess with the individual (via telephone) whether they can immediately be directed to go home, call their doctor via telephone and continue self-isolation at home;

6 Designated Isolation Areas will be in place in all major campuses

16

• If necessary, arrange transport home or to hospital for medical assessment. Public transport of any kind should not be used;

• Alternatively ensure that the individual is directed to the designated isolation area; • Advise the individual to wear the face covering provided in the isolation area; • Facilitate the person presenting with symptoms remaining in isolation if they cannot

immediately go home and facilitate them calling their doctor. The staff member should avoid touching people, surfaces and objects. Advice should be given to the person presenting with symptoms to cover their mouth and nose with the disposable tissue provided when they cough or sneeze and put the tissue in the waste bag provided;

• Carry out an assessment of the incident which will form part of determining follow-up actions and recovery;

• Provide advice and assistance if contacted by the HSE for contact tracing purposes; • Advise the person in isolation to update their own contact log for contact tracing

purposes (see 3.5.1 below); • Immediate action following a suspected case will include closure of the isolation area

with signage indicating the time the room was vacated, and explaining the need for cleaning before it can be used again.

o After Action Review

An after-action review (AAR) of the response to a confirmed case should be carried out by the Response Manager, who should complete a COVID-19 Incident Report Form. Incident report form link . The purpose of the review is to facilitate continuous improvement of our preparedness, response and recovery capacities and capabilities which will ultimately lessen the impact of future incidents. The AAR should be should be discussed with the Lead Worker Representative7 before submission to the RMT.

Note: In the event that an individual learner/lecturer/staff member/front line worker is diagnosed with COVID-19 or if a cluster is identified within a further and higher education institution, responsibility for the on-site immediate management of an outbreak will be coordinated by the local health authority.

3.5 Contact Tracing

Contact tracing is the process of identifying TU Dublin staff who may have come into contact with an infected person (“contacts”) and the subsequent collection of further information about these contacts. Closely monitoring individuals after exposure to an infected person will help the contacts to get care and treatment if required, and will prevent further transmission of the virus.

Contact tracing can be broken down into three steps:

7 See Appendix A, Role of Lead Worker Representative

https://forms.office.com/Pages/ResponsePage.aspx?id=yxdjdkjpX06M7Nq8ji_V2hzc8J1rByZGrf45XMGCwOBUM0paUlFHRkdYR0xNQlIwSUpSN0VPUzgwQi4u

17

1. Contact identification: Once someone is confirmed as infected with a virus, contacts are identified by asking about the person’s activities and the activities and roles of the people around them since the onset of illness. Contacts can be anyone who has been in contact with an infected person: family members, work colleagues, friends, or health care providers.

2. Contact listing: All persons considered to have contact with the infected person are be listed as contacts. Efforts should be made to identify every listed contact and to inform them of their contact status; what it means; the actions that will follow and the importance of receiving early care if they develop symptoms. Contacts should also be provided with information about prevention of the disease. In some cases, quarantine or isolation is required for high risk contacts, either at home, or in hospital.

3. Contact follow-up: Regular follow-up should be conducted with all contacts to monitor for symptoms and test for signs of infection.

3.5.1 Contact Logs

In relation to the maintaining of contact logs, TU Dublin advises all staff to ensure they keep records of instances where they have been in close contact with other individuals in the workplace. Staff attending face-to-face meetings should keep their own record of such meetings and the attendees so as to facilitate contact tracing if necessary at some point. Managing sign in and sign out systems at entry and exit points are not considered feasible given the potential for creating congestion and the difficulty in ensuring a consistency of approach across a potentially large number of different buildings.

TU Dublin recommends a contact logging process whereby each staff member across the university maintains a log of their daily contacts. It is recommended that the log includes instances where an individual has greater than 15 minutes face-to-face meetings with others and particularly where the physical distancing rules have not or could not have been met.

TU Dublin staff members should complete the Employee’s Contact Log Sheet on a daily basis. This log is the responsibility of each individual and personal information will be maintained by the person completing the form and only shared by the individual with the HSE should it be needed.

See Appendix C for recommended Contact Log Sheet Template.

18

3.5.2 HSE COVID Tracker

TU Dublin advises, promotes and encourages all staff to download and use the COVID Tracker which is a free and easy-to-use mobile phone app that can:

• alert you if you have been in close contact with someone who has tested positive for coronavirus

• advise you on what to do to protect yourself and others • alert other app users that you were in close contact with, if you test positive for

coronavirus

COVID Tracker app website

Read more information about why you should use the app and how it works on the COVID Tracker app website

3.6 Cleaning and Disinfection

TU Dublin will implement the HSA Protocol that refers to the requirement for cleaning products to be used in respect of shared equipment e.g. PCs, printers etc. as well as the implementation of cleaning regimes of the workstation.

Classroom cleaning services will include wiping down before and after the use of facilities and cleaning of doorplates and handrails. TU Dublin will facilitate cleaning services by minimising the changeover of students where possible and the management of timetables to reduce movement by staff and students between teaching areas.

Cleaning materials, sanitiser and PPE etc. provided to staff for their role in TU Dublin is only for use in relation to TU Dublin facilities and therefore should not be taken from campus for external and private use.

See Appendix D for Cleaning Protocol 3.7 Managing Third Parties, Contractors, Visitors

The university has put in place a Contractor Management Procedure for Third Party contractors, customers or visitors. It provides for the following: A screening mechanism for franchise holders, campus companies or others with

shared occupancy. The screening process sets out clear responsibilities for such companies for the submission of their own COVID-19 policy, the company’s risk assessments, COVID-19 induction programme for the staff in the company, Return to Work Form for the staff in the company, confirmation of acceptance of TU Dublin’s COVID-19 Protocols before returning/entering TU Dublin buildings;

A system for recording visits to the site; Procedures for dealing with situations where contract or contingency staff become

unwell/symptomatic/identified as a close contact; Furthermore, third party notices will be in place to cover visitors, delivery

management, couriers, mail providers, customers etc. TU Dublin will ensure that

https://covidtracker.gov.ie/?utm_source=covid_tracker&utm_medium=app&utm_campaign=in_text%20https://covidtracker.gov.ie/?utm_source=covid_tracker&utm_medium=app&utm_campaign=in_text%20

19

hand washing facilities and/or sanitisers will be available for third party contractors or visitors.

Members of the HEI community who travel to Ireland from other jurisdictions should also follow Government advice.

3.8 Summary of responsibilities

Everyone has a personal responsibility to assist with the implementation of HSE guidelines. All information about the virus is evolving and public health advice is being updated on a regular basis. TU Dublin acknowledges and recognises the importance of the flexibility required on the part of staff and management in implementing the measures to reduce the spread.

Staff are expected to co-operate in maintaining the control measures put in place to help

prevent the spread of the virus and report any issues or concerns they may have. Issues or concerns should be addressed through the normal management structure or through the Lead Worker Representative, a role specifically designed for this purpose, as outlined in Section 1 (and Appendix A) of this document. The University is committed to putting in place robust and targeted controls involving individual measures to mitigate the risk of catching the virus, to keep us all as safe as possible. This relies on everyone without exception, following and implementing the safety practices and measures. In the event that staff ignore, refuse or fail to comply with these measures, the university intends to invoke the Disciplinary Procedures.

3.8.1 Summary of Staff responsibilities

Complete and return the Pre-Return to Campus (RTC) form; Participate in COVID-19 Return to Campus induction training provided; Maintain a personal contact log as recommended; Wear a face covering on public transport etc; Exercise extra vigilance if living with an “at risk” person; Make themselves aware of the signs and symptoms of COVID-19 and monitor their

own wellbeing; Self-isolate at home and contact their GP promptly for further advice if they display

any signs or symptoms; Report to line managers immediately by phone or email, if any symptoms develop

whilst on Campus; Inform their line manager if there are any other circumstances relating to COVID-19,

not included in the RTC form, which may need to be disclosed to allow their safe return to the workplace;

Stay out of work until all symptoms have cleared following self-isolation; Ensure they are familiar with and follow hand hygiene guidance and advice; Avoid touching their eyes, mouth, or nose;

20

Not share objects that touch their mouth, for example, bottles or cups; Use own pens for signing in; Adopt good respiratory hygiene and cough etiquette; Ensure they are familiar with and follow respiratory hygiene guidance and cough

etiquette; Clean and sanitise their own workstation and maintain good housekeeping and a

clean desk policy; Follow all guidance for people traffic management, lift occupancy and queue

management; Bring in their own cutlery and exercise caution using water drinking dispensers not to

contaminate the outlets; Assist with the directions issued by the Lead Worker Representatives; Wash hands with soap and water or with an alcohol-based hand rub regularly and in

particular: after coughing and sneezing; before and after eating; before and after preparing food; if in contact with someone who is displaying any COVID-19 symptoms; before and after being on public transport (if using it); before and after being in a crowd; when arriving and leaving the workplace/other sites; before having a cigarette or vaping; when hands are dirty; after toilet use.

3.8.2 Summary of management responsibility and good management practice The following summary is presented to assist managers in preparing their staff and the

physical work environment for a phased return to the campus. The list can be modified as a useful checklist for managers in identifying priority tasks and timelines associated with those tasks.

It should be noted that not all of the tasks relate to every manager, some are relevant to senior management only.

• Wherever feasible, remote working and learning will be facilitated; • RTC (return to campus) will be on a phased basis. Sufficient alterations need to be

made to schedules to minimise the risk of community transmission. Staff should be assigned into teams who consistently work and take breaks together. The teams should be as small as is reasonably practicable in the context of the work to be done;

• Updated risk assessments will include the controls to mitigate against the risk of spreading Coronavirus;

• Local arrangements need to be made to ensure that all staff complete the Pre Return to Campus form three days prior to return to campus. Managers need to estimate the

21

timelines involved in this process. Management will utilise the procedures available to them to manage the information and the spin off decisions to be made on returned forms that need further investigation;

• Conduct meetings as much as possible using online remote means; • Managers need to ensure their staff understand the need for Personal Contact Logs

and that they provide guidance as to how such logs are maintained; • Ensure that all staff are enrolled on the COVID-19 Return to Campus online Induction

training and will ensure that those who have not completed the training will not be allowed access to campus/buildings;

• Local arrangements need to be devised to ensure that School/Function communication is effective and that it assists the university’s objective in providing up to date information on the Public Health advice issued by the HSE;

• Managers are required to prepare contingency measures to address increased rates of worker absenteeism and the implementation of the measures necessary to reduce the spread of COVID-19;

• Implement any recommendations made by the COVID-19 Response Management Team or the sub-committees once approved by the Presidents group;

• Assess the technological and other requirements of your staff to continue extended remote working;

• Ensure staff are aware that business trips and face-to-face interactions need to be reduced to the absolute minimum and, as far as is reasonably practicable, technological alternatives should be made available, (e.g., telephone or video conferencing);

• Keep a log of contact/group work to facilitate contact tracing and inform your staff/others of the purpose of the log;

• Modify and limit the use of hot desks to ensure that these are made available to identified staff and have appropriate cleaning materials in place for staff to clean the area before using;

• Ensure that you specify specific times for collection, appointments and deliveries in your purchasing processes;

• Implement restart protocols for equipment and service supplies (Heating, legionella etc.);

• Ensure School/Function designated first responders have been provided with updated training on infection prevention and control principles including performance of hand hygiene and appropriate use of personal protective equipment when delivering first-aid;

• Ensure that staff have received refresher training where relevant for safety critical tasks and that all restart safety protocols are implemented after the extended closure;

• Keep regular contact with your staff and ensure that they are aware of the supports in place in the context of mental health and general wellness.

22

4. Training and Support

4.1 Online Training programmes facilitated by Staff Development

• COVID-19 Induction Training • Lead Worker Representative Training • Remote Working Supports • Tips for safe home work station (tips for using computers, laptops and phones in

a home environment) • TU Dublin LinkedIn Learning to access remote working supports • Managing remotely: Managing & Motivating Teams • Ergonomics

4.1.1 Advice and support facilitated by the Health & Safety Office, City Campus

Virtual workstation assessment via TEAMs assessment. An Occupational Health Advisor (OHA) can provide advice on any improvements to your home work station

• advice and training on how to perform hand hygiene effectively (https://www2.hse.ie/wellbeing/how-to-wash-your-hands.html).

• updated training on infection prevention and control principles including performance of hand hygiene

• Appropriate use of personal protective equipment for first responders.

4.2 Occupational Health

TU Dublin’s Occupational Health Providers are Medmark and we continue to provide the university with occupational and medical advice.

4.3 Mental Health and Wellbeing

4.3.1 Wellness Programmes

There are a range of wellness programmes supporting staff wellbeing which are delivered on-line through staff development. Further information is available on the TU Dublin website here.

4.3.2 Dealing with Anxiety in the Workplace

Most, if not all employees, returning to work will experience some form of anxiety or stress. Line managers will play a key part in managing the return to campus process and assisting staff members to re-adjust to new ways of working.

Managers should ensure they have an informal meeting or conversation with each staff member on their return to campus. This is a good way to provide reassurance or to provide further clarity on any issue of concern in relation to the changed environment. As there will be many changes in the way work is carried out and how people can interact with each other, managers should heighten their awareness for possible signs of

https://www.linkedin.com/learning-admin/content/collections/1%7EAAAAAAU2tBo=683278https://www2.hse.ie/wellbeing/how-to-wash-your-hands.htmlhttps://www.dit.ie/aadlt/staffdevelopment/workplacewellbeing/

23

challenges or anxiety being experienced by colleagues and offer them support where possible. For example, it may be more challenging for teams to work together when colleagues are working different shift patterns or from different locations (e.g. including working from home). Line managers should try to avail of multiple communication channels. Staff members should know who to speak to if they are experiencing stress or anxiety within the workplace as they each may be facing unique and individual issues.

Work is a key social contact for most right now. There may be colleagues who are living alone or separate from their families because their families live in other countries or other parts of Ireland. The normal social networks that people rely on may not be available to them. Acknowledging the human side of COVID-19 is important. Line managers can schedule social catch-ups and encourage non work-related conversations to happen (e.g. virtual coffees). These can help the employee to navigate this difficult time and help reduce their stress levels. To help address work related anxiety and to support staff members during these times, line managers should highlight available supports such as the EAP, Staff Development Employee Wellness initiatives, and other local supports (if available).

4.4 Employee Assistance Programmes

TU Dublin recognises the benefits provided by its Employee Assistance Programme. This free and confidential service is provided by VHI Corporate Solutions. The service is available 24 hours per day, 365 days per year and is available to staff and their families. VHI issues monthly newsletters and webinars which are circulated to TU Dublin employees and are available on the website.

For further information, please click here

https://www.dit.ie/hr/employeeassistanceprogramme/

24

5. HR Policies and protocols

TU Dublin will continue to review and revise HR policies and procedures in the context of our new way of working, particularly arising as a result of remote working and to ensure they comply with government circulars and guidelines. Any amendments to policy and any changes will be communicated with each staff member, and through our social partners, and by regular email updates and web presence.

5.1 Agile Working (See section B)

5.2 Recruitment and Selection Appointment Procedures COVID-19

Selection procedures COVID-19 to provide for remote interviews have been amended to accommodate remote interviews, respecting social distancing and working from home arrangements.

5.3 Sickness Absence Management and Leave policies

To date, the Sick Leave and Managing Absence policy, Maternity and Paternity leave policies, have been updated and the revised policies are now available on the TU Dublin website. A FAQ document has also been updated and is available online. An All Staff email was circulated by Public Affairs on 5th June 2020 advising of these developments.

5.4 General Data Protection Regulations (GDPR) in relation to COVID-19 and return to campus

TU Dublin is committed to ensuring that the privacy rights of individuals are upheld at all times. As part of our mission we are required to collect, use and keep personal data (information) about our staff, students and other individuals who come in contact with the university in accordance with the requirements outlined in the GDPR. In this regard, TU Dublin will adhere to the University Data Protection and Privacy Policy.

TU Dublin will be required to obtain and record certain data from individuals as part of a move towards a new way of working and in light of the COVID-19 restrictions enforced upon us. This data may be in the following format:

• The completion of a RTC form which is required from all employees; • The induction training sign off; • The provision of medical certification; • Any other details which are required to comply with the law or government

directives. Any additional data collection will only be done on the basis of what is considered to be both necessary and proportionate.

25

There are further areas where both the university and individual employees must continue to be vigilant around GDPR requirements. Whilst working from home, employees should be mindful of the following:

• All computers/laptops must be stored and used in a safe location; • Effective access controls and appropriate encryption must be in place to restrict

access to devices; • Only the university’s trusted networks and cloud services may be used for work, and

complying with the rules and procedures about cloud or network access and data sharing is a requirement for all staff;

• Appropriate steps must be taken to ensure the security and confidentiality of paper based records.

Further information can be found on the university website at https://www.tudublin.ie/explore/gdpr/

5.5 Tax Saver & Cycle to Work Schemes

As an alternative to public transport, employees can avail of the Tax Saver and Cycle to Work schemes which continue to operate as normal. The service is provided to TU Dublin employees by Travelhub. Travelhub is in communication with the National Transport Authority regarding provisions as a result of COVID-19 and is implementing their guidelines in line with TU Dublin terms and conditions.

5.6 Other HR policies

The following HR policies will be reviewed early in Semester 1 2020/2021, while a general policy/procedural review is ongoing:

• Disciplinary Procedures (see section 3.8 above); • Induction and Probation; • Managing Grievances remotely; • Managing performance, impact of working remotely on PMDS.

26

6. Consultation, Communication and Engagement

TU Dublin recognises the specific emphasis and importance of communication, collaboration and staff engagement and the shared and collaborative approach and shared responsibility for implementing the protocol successfully and protecting against the spread of COVID-19 in the workplace.

6.1 Social Partners: Consultation and Engagement Model

TU Dublin has particular regard for the requirement to have regular and meaningful engagement with Trade union representatives about the measures in place to address the occupational exposure to COVID-19 in the workplace.

To ensure we are aligned on a path forward and that we have consistency and transparency in our consultation and engagement processes, TU Dublin in agreement with our social partners have formally adopted a Consultation and Engagement Framework under the auspices of our existing Industrial Relations Framework, See figure 1 below.

In addition the following agreements are in place:

• The COVID-19 Response Management Team includes representatives from Unite, TUI, Fórsa, Fórsa Municipal and INMO;

• As planning activities continue, and as detailed plans for implementation emerge from the two ALF teams, proposals will be brought into the IR Forum for discussion via the Presidnts group;

• Contingency Planning weekly meetings will take place with each union group or as appropriate;

• The agreed outcome will be brought back to Presidents group and copied to the RMT as appropriate.

27

FIGURE 1. Consultation and Engagement Framework

6.2 Communication and Consultation with Staff

Staff will continue to be updated in relation to the ongoing measures set out in this paper. Updates will be provided via the following channels:

• Public Affairs Office to all staff; • President, Registrar and TU Dublin Students Union to all students; • The Estates Office to all contractors/service providers; • The Principals to all stakeholders.

The most current and recent documentation will always be on the TU Dublin website and staff have a responsibility to educate themselves and ensure they are adequately briefed.

ALF Teams 1 2. Academic Planning and Delivery

Proposals and outcomes

Social Partners through the appropriate IR Forum

TUI or PMSS IR Forum

Final position on proposals and outcomes

COVID-19 Response Management Team Recommendation to Presidents group

Presidents Group

ALF Team 2 1. Return to Work Protocols Proposals and outcomes

https://tudublin.ie/covid19/

28

7. Reference Material (This section will be kept under review)

Respiratory Hygiene guidelines respiratory hygiene guidelines

Return to Work Safely Protocol COVID19 Specific National Protocol for Employers and Workers https://dbei.gov.ie/en/Publications/Return-to-Work-Safely-Protocol.html

COVID-19 Latest Updates https://www.hse.ie/eng/services/news/newsfeatures/covid19-updates/

At-risk groups and Covid-19 https://www2.hse.ie/conditions/coronavirus/at-risk-groups.html

General Information about Covid-19 https://www2.hse.ie/conditions/coronavirus/coronavirus.html

Advice to protect yourself and others from Covid-19 https://www2.hse.ie/conditions/coronavirus/protect-yourself.html

HSE Coronavirus (COVID-19) posters and resources https://www.hse.ie/eng/services/news/newsfeatures/covid19-updates/partner-resources/

Health & Safety Authority Advice on COVID-19 https://www.hsa.ie/eng/topics/covid-19/covid-19_coronavirus.html

Guidance for Further Education in Higher Education for Returning to on-site activity in 2020 (Roadmap and COVID-19 Adaptation Framework

https://www.gov.ie/en/publication/a7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020/

Implementation Guidelines for Public Health Measures in Higher Education Institutions (HEIs).

https://www.iua.ie/press-releases/higher-education-institutions-welcome-guidelines-for-public-health-measures/

8. Operational Review

This protocol will be kept under operational review. The integrity of the information will be monitored and updated in accordance with advice from National Public Health Emergency Team. The details contained in the document are non-exhaustive and should be read in the conjunction with other publications, some of which are referenced in this document.

https://www.hse.ie/eng/about/who/healthwellbeing/our-priority-programmes/hcai/resources/dental/sop-2-respiratory-hygiene-and-cough-etiquette.pdfhttps://dbei.gov.ie/en/Publications/Return-to-Work-Safely-Protocol.htmlhttps://www.hse.ie/eng/services/news/newsfeatures/covid19-updates/https://www2.hse.ie/conditions/coronavirus/at-risk-groups.htmlhttps://www2.hse.ie/conditions/coronavirus/coronavirus.htmlhttps://www2.hse.ie/conditions/coronavirus/protect-yourself.htmlhttps://www.hse.ie/eng/services/news/newsfeatures/covid19-updates/partner-resources/https://www.hsa.ie/eng/topics/covid-19/covid-19_coronavirus.htmlhttps://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fpublication%2Fa7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078983259&sdata=rW0ZgUihtUDTzEWAOzbc%2BET1LuLdJ36QalOAFYfc2fM%3D&reserved=0https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fpublication%2Fa7d05-practical-guidance-for-further-and-higher-education-for-returning-to-on-site-activity-in-2020%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078983259&sdata=rW0ZgUihtUDTzEWAOzbc%2BET1LuLdJ36QalOAFYfc2fM%3D&reserved=0https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.iua.ie%2Fpress-releases%2Fhigher-education-institutions-welcome-guidelines-for-public-health-measures%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078973260&sdata=DQye9897NYqvgq9Ogb%2Fw9OONxuKL2Oz0mDJZqmGQWkM%3D&reserved=0https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.iua.ie%2Fpress-releases%2Fhigher-education-institutions-welcome-guidelines-for-public-health-measures%2F&data=02%7C01%7C%7C57b0fdfee8554b8cab4208d83dd61bab%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637327337078973260&sdata=DQye9897NYqvgq9Ogb%2Fw9OONxuKL2Oz0mDJZqmGQWkM%3D&reserved=0

29

PART B

Agile Working Assumptions and Principles

30

Agile Working

Work is about what we do, not just about where we do it Our policy aims to provide a modern and supportive work environment where the leadership, physical space, technology and work practices are utilised so we can give our best and combine our lives and work in an integrated way.

The university recognises that the relevant health and safety regulations and employment legislation apply whether a staff member is working on campus or working remotely. Any health and safety concerns raised by staff who work remotely or on campus will be swiftly addressed.

Assumptions:

1. All staff will have read and understood their responsibility set out in the “Moving towards a new way of Working” Policy document.

2. All staff who can work from home will continue to work from home8. Staff will not be required to attend the workplace unless it is deemed essential. In other words, to carry out essential work that cannot be done from home.

3. Recognising social distancing rules, and reduced room capacity, not all staff can be accommodated on campus as was previously the case. Staff and/or teams will alternate between working from home and attendance at the workplace. Teams will be set up and attendance days agreed. Staff will continue to work from home at least one day per week for the foreseeable future or unless there is a change in government guidelines in relation to public sector workers. Managers will agree and arrange the staggered nature of workplace attendance. Teams’ meeting details will continue to be facilitated for those team members who are working remotely.

4. Appropriate equipment will be provided by the university as far as possible, following the completion of a gap analysis to determine the requirement for TU Dublin mobile devices to support agile working and virtual teaching. Access to broadband will be considered as part of the overall review. A policy in relation to the provision of the standard and appropriate technology requirement, will be published.

8 The Roadmap for reopening of society and business, launched 1 May 2020

The following principles will form the basis of an Agile Working Policy for TU Dublin. The following assumptions and principles are presented in draft form and will form part of the overall consultation process as we continue to Move towards a new way of working.

31

5. Staff who have conditions at home that create difficulty in working from home and require specific university equipment may be prioritised to return to campus when return to the workplace resumes.

6. Staff should advise their manager as soon as is possible, if they believe that they are at Very High Risk (as defined by HSE and set out in Part A: Section 3.2 above). Such staff are advised to cocoon and they will be facilitated to work from home to the maximum extent possible. Staff who are in the High Risk Group, should continue to work from home, unless it is essential that they return to the workplace because they cannot work from home. The university will continue to keep these matters under review in accordance with Government guidelines as appropriate.

7. It is understood that isolation and social distancing, the new norms in society in general and in our working lives in particular, can have an emotional impact on the wellbeing of all staff. The university will continue to invest in organisational supports, and will make every reasonable and appropriate support available and accessible, including all forms of training and assistance to every staff member. See Part A Section 4 Training and Support.

8. The current arrangement in place for staff who are working from home and who use Core Time will remain. A standard day applies if working from home. When staff return to the workplace, a standard day will also apply recognising that staff may be working from home and in the workplace on any given week. It is not anticipated that staff will be able to avail of flexi leave at this time, in accordance with Public Sector Guidelines, but this will be kept under operational review.

9. Respecting health and safety concerns, during the transitionary phase and as an interim arrangement, staff members can request to retrieve their chair and monitors as they continue to work from home full time. Movement of university property to homes must be pre-approved, and effected on an exceptional basis only. An application for the temporary removal of assets will be considered following the completion of a Risk Assessment (see 5 below). The line manager is responsible for maintaining a list of the university property moved, and ensuring it is returned in due course. Please refer to COVID-19- Temporary Removal of Assets on an Exceptional basis- Request Form.

32

Principles:

The following principles are intended to underpin the development of an Agile Working policy.

1. The university is committed to the promotion of equality and diversity in the formulation, review and application of all its policies including the Agile Working policy.

2. It is understood that the lack of availability of childcare as a result of COVID-19 is a national and university wide problem and not solely a burden on individual working parents. University management will endeavour to provide as much support as is practicable to working parents (those whose children require supervision, care and support at home) including the maximum degree of flexibility in terms of work patterns, expectations and compromise, while we work towards solutions during the COVID-19 pandemic

The university acknowledges the challenges facing our staff who have caring responsibilities for people, other than children, who live with them. For example, a partner with a long-term illness or a family member with special needs. Our agile working policy underscores the need for maximum flexibility for staff in these circumstances.

3. There will be an Agile Working Agreement in place

Agile working can be accommodated where a staff member and a manager agree that the work can be self-managed, typically at home. The staff member and their manager will agree the terms of the Agile Working arrangements locally, which will be formally documented. The arrangement is ultimately about trust and accountability, however, to facilitate understanding and to manage expectations, a Standard Agreement will be included as part of the policy and will address the following

• start and end times outside of the standard working day (which can be as flexible as is possible);

• Work plans and deliverables in accordance with normal contractual hours

• Communication and Team meetings and contact times

• Arrangements for ceasing the Agile Working Agreement

4. Staff will have responsibility to comply with HR and all other policies.

While working from home, staff will be required to continue to comply with the following university policies and procedures:

• GDPR: staff are accountable for ensuring the security of TU Dublin information and data and must be mindful of General Data Protection Regulations (GDPR). Appropriate steps must be taken to ensure the security and confidentiality of paper based records;

• IT Security: staff are responsible for ensuring compliance with IT Security;

• Time and Attendance: holiday, sick leave and any other leave of absence must be recorded appropriate on CoreHR or otherwise;

33

• Sickness Absence: Submission of Certified sickness certificates as normal, directly to their line manager;

• Dignity and Respect at Work;

• The Code of Conduct for Employees.

5. Risk Assessments

The requirements of the Safety Health and Welfare at Work Act 2005 applies. The university has specific duties to ensure the safety, health and welfare at work of all employees. These duties include the employee’s workspace where employees are required to work from home. Risk assessments will be facilitated to ensure that:

• Staff are aware of any specific risks regarding working from home,

• the work activity and the temporary workspace are suitable,

• staff are provided with suitable equipment to enable the work to be done,

• there is a pre-arranged means of contact.

Staff must not place themselves or anyone else at risk by their actions or omissions. While working from home, each staff member is responsible for their day to day health and safety issues and for reporting their concerns to their manager.

6. Other matters considered for inclusion in the policy:

o Terms and Conditions of employment

Working from home does not alter Terms and Conditions of employment

o Working from home allowance

The university cannot pay a working from home allowance. This is clearly set out in page 25 of the Guidance for Public Service Employers during COVID-19 dated 15 May 2020, “It is open to employees to make claims directly from Revenue in respect of actual costs incurred in working from home at the end of the relevant tax year, in accordance with the relevant tax laws. Any claim in this regard is solely a matter for the individual concerned”.

• Insurance

Working from home does not alter the cover provided by the university’s insurance.

34

Appendix A Lead Worker Representatives (LWRs) The National Protocol provides the following advice: “A collaborative approach to the implementation of the protocol is essential to achieve success and maximum buy-in. Each workplace will appoint at least one lead worker representative charged with ensuring that COVID-19 measures are strictly adhered to in their place of work. The person(s) undertaking the role must receive the necessary training and have a structured framework to follow within the organisation to be effective in preventing the spread of the virus. Employers will have regular and meaningful engagement with their worker representative, workers and/or their recognized Trade Union or other representatives (including their Health and Safety Committee where this exists) about the measures being put in place to address the occupational exposure to COVID-19 in the workplace. Employers will provide a COVID-19 induction training for all workers. The number of worker representatives for COVID-19 appointed will, ideally, be proportionate to the number of workers in the workplace and this person should be clearly identifiable in the workplace. Employer and worker representatives will work together to ensure that all the actions in this protocol are fully adhered to in order to ensure he suppression of COVID-19 in the workplace” Role of the Lead Worker Representative

The LWR should, together with the COVID-19 response management team, support the implementation of the measures identified in the National Protocol. The LWR role is to work with management to assist in the implementation of measures and monitor adherence to these measures to prevent the spread of COVID-19. It is expected that the LWR will have a monitoring and review role, will act as a liaison between staff and management, and will become a critical part of the overall control framework to ensure the suppression of COVID-19 in the workplace. The following list is indicative of the roles and responsibilities which will be kept under review: 1. Read and understand all of the measures outlined in the University’s Response Plan; 2. Keep up to date with the latest COVID-19 advice and engage with local management on any

changes and updates as they emerge; 3. Complete the University’s Training for LWRs; 4. Provide regular updates and reports for consideration by management and the RMT in the

context of continuous improvement; 5. On a daily basis walk around their workplace/work area and check that the control measures that

are in place and are being maintained; 6. Make representations on behalf of colleagues on matters relating to COVID 19 and and provide

updates and feedback to staff as appropriate; 7. Keep a record and report immediately to the relevant manager any problems, areas of non-

compliance or defects that they see. Record any actions taken to rectify them;

35

8. Make themselves available to their fellow workers in order to listen to any COVID-19 concerns or suggestions they may have and raise these where necessary within the organisational framework as appropriate;

9. Understand the process if a suspected case arises on campus, and in particular understand the role of the relevant Response Manager, and full knowledge of the location of the designated isolation area, the safe route to that area and the detailed procedures for managing a suspected case;

10. Review hand hygiene facilities (washing/sanitising) including their location and whether they are stocked and maintained;

11. Accepting that staff may feel anxious or stressed on returning to campus, LWRs should be aware of the supports available for staff and how to access those supports, should staff members seek such advice;

12. LWR will be automatically co-opted to the appropriate Safety Teams, and will therefore have access to appropriate facilities in order to fulfil the requirements of the role.

Role of the University

It is the role of management to work constructively with LWRs in continuously evaluating monitoring and assessing the degree to which the policies, procedures and control mechanisms, put in place are working effectively and to report on any weaknesses or any areas that need to be remedied or issues resolved through the organisational framework set up for this purpose. To support the role of LWRs management will: 1. Following appointment, management and social partners, will ensure that appropriate

arrangements are in place to facilitate each individual LWR to carry out their role having regard to the timing of the appointment, the assigned location, and the final agreement on programme delivery on campus in Semester 19.

2. Develop and publish procedures so that all staff, managers, students, visitors or social partners, understand how to refer an issue of concern to the LWR;

3. Working with the union groups, an agreed practical agile and responsive process to allow the LWRs to raise issues/problems/deficiencies will be put in place.

4. Ensure that the names and contact details of the LWRs are communicated right across the university;

5. Provide induction training for the role, including a documented escalation and communication process as mentioned above and ensure appropriate ongoing training and updates are provided to each LWR;

6. Ensure seamless access to the organisational framework set up to manage issues /complaints as they emerge;

7. Seek input from LWRs on any proposed changes to COVID 19 control measures on their designated campus locations and provide feedback on remedies or actions taken as a matter of course;

9 The extent to which programmes will be delivered on campus in Semester 1 is still under consideration by ALF.

36

8. The role of the LWR and their position within the overall infrastructure will be kept under operational review throughout each semester. The demands on the role may change over time to meet operational requirements. A flexible approach from management, our social partners and the individual staff appointed to the role is therefore critical to ensure the roles are effectively embedded, add value, and become pivotal to the successful implementation and general adherence to control measures in place. Strong communication and a shared collaborative approach between the LWR and management is vital.

37

Appendix B

Procedure supporting the management of the Return to Campus (RTC) Form

Purpose of employees completing a RTC form

TU Dublin has a responsibility and an obligation to provide a safe place to work for all employees. TU Dublin has and will continue to have the health, safety and welfare of staff and students as a priority as we continue to put measures in place to suppress the spread of the Coronavirus.

It is a personal and collective responsibility of all of our staff to ensure we adhere strictly to the best and current guidance issued by the National Public Health Emergency Team (NPHET) the Health Service Executive (HSE) and the Department of Education and Skills (DOES) in order to continue to suppress the spread of the virus

As part of HSE guidelines, each workplace has the responsibility to ensure that every staff member returns a completed return to campus form at least three days before they return to their normal place of work.

In an excerpt from Government FAQs https://www.gov.ie/en/news/092fff-update-on-working-arrangements-and-leave-associated-with-covid-19-fo/ which was updated on the 15th June, it states:

‘6.3 All employees have a critical role in ensuring that the procedures of the Protocol are followed to suppress COVID-19 in their workplace. Cooperation between employees, the lead worker representative(s) and the employer are fundamental to ensuring that the measures are adhered to, including maintaining contact logs, completing induction training and answering the pre-return to work questions.’ All staff who can work from home will continue to work from home10. Staff will not be required to attend the workplace unless it is deemed essential. In other words, to carry out essential work that cannot be done from home. In this context, some managers may need to plan a return to work for some staff in the coming months. In the planning process, management should not solely rely on the information provided in the RTC form to determine if a staff member can return to the workplace. Managers may wish to contact their staff much earlier than one week before the staff member is due back on campus, to determine if the staff member is in a position to return to campus.

Management responsibility in TU Dublin

• It is the responsibility of each individual to ensure that they complete and submit the RTC form to their manager, prior to accessing TU Buildings. It is the responsibility of line management to monitor compliance.

• In planning for a return to campus, the relevant manager will send an email to individual staff requesting them to complete the RTC online form. This should be done not more than seven days in advance of the return to campus. The form needs to be completed by staff and returned at least 3 days in advance of the return to the campus. It should also be noted that staff accessing

10 In accordance with current government guidelines

https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fnews%2F092fff-update-on-working-arrangements-and-leave-associated-with-covid-19-fo%2F&data=02%7C01%7C%7C2eb71782f51640a1353008d813805ee6%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637280789347559098&sdata=W2k0sqlAUV2RMF6S4rVCA6YxW9uUHp0c4tH16NVWLGI%3D&reserved=0https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ie%2Fen%2Fnews%2F092fff-update-on-working-arrangements-and-leave-associated-with-covid-19-fo%2F&data=02%7C01%7C%7C2eb71782f51640a1353008d813805ee6%7C766317cbe9484e5f8cecdabc8e2fd5da%7C0%7C0%7C637280789347559098&sdata=W2k0sqlAUV2RMF6S4rVCA6YxW9uUHp0c4tH16NVWLGI%3D&reserved=0

38

buildings irrespective of the duration, will need to complete the on-line Return to Work Induction Training.

• Each manager should carefully review the answers provided by staff in the return to work form specifically those related to any circumstances which would prevent a staff member’s safe return to work in the context of the need to suppress the spread coronavirus.

For example, if a staff member answers ‘yes’ to any of the following questions (7,8,9,10,11,12), it is not safe for them to return to campus immediately.

If a staff member answers ‘yes’ to question 5,6, or 13 they should refer to this document’ Moving towards a new way of working’ page 12, section 3.3 and 3.3.1, for further information.

If a staff member answers ‘no’ to question 14, they are not permitted to return to campus until the return to campus induction training has been completed. Please see the end of this document for a full listing of RTC questions.

• If managers are unfamiliar with ‘high risk’ categories, they should refer to this document’ Moving towards a new way of working’ page 12, section 3.2 for further information.

• If there are no answers on the RTC form which give rise for concern, then a standard template acknowledgement should be sent by email to the staff member by the Line Manager confirming that the staff member is safe to return to campus on the agreed date.

• If there are answers which give rise for concern (see above), then a standard template email should

be sent to the staff member by the Line Manager advising that the staff member is not safe to return to campus on the proposed date. Arrangements for remote working should continue until the RTC form can be completed in a way which does not preclude the staff member from returning to campus.

• If Managers require additional advice or support in relation to RTC forms , they should refer to the body of this document’ Moving towards a new way of working’

• Managers are responsible for storing all completed RTC forms securely.

• Managers are responsible for deleting all RTC forms after a 2 month period following receipt

39

Email Templates for Line Managers

A. Requesting Completion of the RTC Form ‘I hope you are keeping well. Please see link below to our Return to Campus Form which should be completed and returned at least 3 working days in advance of your proposed return to campus date. The information on the Form has been determined by Government advice and guidelines for employers in order to ensure a safe return to c