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Draft COVID-19 building risk assessment- 42-45 Park Place version 1.0

COVID-19 building risk assessment – 42-45 Park Place.

Covid-19 is a new viral illness that can affect your lungs and airways. Symptoms vary and can be mild, moderate, severe or fatal.

This is a COVID-19 secure building risk assessment for 42-45 Park Place for dealing with the current Covid-19 situation in the workplace. Using the principles identified in the Cardiff University Organisational COVID-19 risk assessment, this assessment highlights the hazards linked to COVID in this building and identifies local appropriate control measures to ensure, as far as practicable, a COVID-secure workplace is maintained.

This assessment is supported by the overarching ‘Building Reoccupation Proposal for Social Distancing’ document which set out operational detail.

A schematic representation of the management of the movement of people per floor of the 42-45 Park Place can be found in Appendix 1. (Internal access routes)

The Building re-occupation Proposal for Social distancing can be found in Appendix 2.

The task specific risk assessment for office work can be found in Appendix 3.

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https://intranet.cardiff.ac.uk/staff/supporting-your-work/coronavirus-outbreak/coronavirus-covid-19-organisational-risk-assessment


What are the hazards?

Who might be harmed

Controls Required Additional ControlsAction by who?

Action by when?

Done

Contraction and spread of Covid-19 Coronavirus.

Staff health and wellbeing related issues associated with working remotely.

Staff The following sections outline the current controls. The following sections outline additional controls.

Control of building access and movement of people

Staff Buildings are secured by traditional locks which require a key or have electronic access control (PAC) in place which is managed by Security. PAC access controller on the front door of 42 Park Place, other ground floor entrances for 43 to 45 Park Place will be used for Creche only.

Access requests are managed by the UITGB, GEOPL and PS Hub project. Work station will need to be pre-booked and will only be available to PS staff.

- Core hours: PS Admin Hub access between 9am and 5pm, Monday to Friday

All staff must use the designated entry and exit points. Entry – All staff will enter the building via the front door of 42

Park Place only. Exit – All staff will exit the building via the front door of 42

Park Place or front door of 45 Park Place only.- Other times: - No access to the building outside of agreed Core Times

The booking process will ensure that staff have read and understood this risk assessment covering related significant risk, so they understand the necessary critical/ building-specific control measures.

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Who might be harmed


Action by when?

Done




Sanitising gel will be available for use upon entry and on exit. Security – the building is alarmed and will be deactivated and

reactivated by the University Security staff before and after core times.

Internal doors may be removed or held open only when formally identified through fire risk assessment process, and only where safe to do so.

Building access (Monday to Friday) should not be so early as to interfere with cleaning and hygiene protocols below.

All occupants to display their University ID card. NB: Children not allowed into University buildings.

Physical distancing in the workplace – Cleaning and hygiene

Staff Morning access should begin at a reasonable time, as to allow the nightshift cleaning staff sufficient time to clean and sanitise key areas before staff enter. The PS Admin Hub will be accessible from 9am

Touch points and heavily used areas will be prioritised for

COVID-19 building risk assessments communicated / available to all occupants. The building risk assessment will incorporate a supporting task specific risk assessment for office work

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Who might be harmed


Action by when?

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repeat cleaning throughout the day. Toilets/kitchenettes will close for short periods during working

hours for additional cleans to be carried out. Sanitising stations will be provided at entrances and key areas

o Disinfectant spray and paper towels will be replenished locally for the purposes of sanitising office areas, individual workspaces, and communal equipment

Specific risk assessments and protocols for cleaning processes in place.

Where it is not possible for cleaning staff to clean shared/hot desks between uses, cleaning will be carried out locally.

Maximum occupancy limits for offices, other work areas and refectories established and publicised.

Face to face meetings are not to be undertaken in the PS Admin Hub

Staff to be reminded through standard university communications and posters of the importance of physical distancing both in the workplace and outside of it.

Checks are in place to ensure the above controls are adhered to in the form of: Daily cleaning and maintenance of the

cleaning products/hand sanitiser etc (carried out by the estates cleaning/janitorial team)

Management of IT equipment (carried out by the IT team

Intervention in/reporting of others failing to uphold the COVID behaviours and standards of the University in line with our community commitment (carried out by the building users)

Any statutory maintenance requirements

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https://www.cardiff.ac.uk/safe-campus-experience-2020-21/our-community-commitment

mailto:%[email protected]

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Who might be harmed


Action by when?

Done




for the building will be managed by the Estates team.

Physical distancing in the workplace – Defined routes/ lift access

Staff Signage in buildings placed at strategic points reminding of two metre social-distancing requirement.

All occupants to follow new route signs stipulating up, down, Keep Left, etc. (please see ‘Appendix 2 - Building Reoccupation Proposal for Social Distancing’ ).

There are no lifts in the building. Staff with accessibility requirements should contact their line

manager about suitable working arrangements ahead of return and discuss updating their Personal Emergency Evacuation Plan (PEEP).

Estates mark out the travel routes throughout the buildings and put up information posters.

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Offices

Staff A supporting task specific risk assessment for office work has been incorporated into this building risk assessment

All staff to follow PS Hub user guidance/policy (link to …………..) Face coverings are a mandatory requirement when

moving through and around the building, removal is optional when sat at your allocated workstation/ desk, unless you are in a shared occupancy space.

Windows can be opened for additional ventilation. Staff will be assigned a specific desk with appropriate

adjustable chair. Staff will not be permitted to use any

All offices assigned to be used as a PS hub will have blue roll dispenser and sanitiser spray.

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other desk space within allocated room. A monitor and cables will be provided on assigned desk. Regular hand washing/hand hygiene to be undertaken.

Lecture theatres, seminar rooms and managing meetings

Staff N/A

Welfare facilities

Staff Multiple cubicle Ladies, Gents, Accessible toilet will be classed

as one gender neutral toilet facility. Locks will be fitted to outer toilet facility door to secure any

multiple facility that is now only suitable for a single user. Where it is no possible to fit locks to the outer doors, a ‘knock

before entering’ policy will be adopted. This will be communicated with signage on the entrance door.

Estates to action

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Infection control

Staff Notices will be displayed reminding staff of the key infection prevention requirements.

Respiratory hygiene: Staff and students are required to wear face covering whilst inside University buildings where this does not contravene the local risk assessment.

Employees reminded on regular basis to sanitise or wash hands for 20 seconds with soap/water, and dry with disposable towels. Also to catch coughs and sneezes in tissues, (‘Catch it, Bin it, Kill it’), and avoid touching face, eyes, nose or mouth with unclean hands. Tissues made available throughout the workplace.Encourage staff to report any problems and carry out skin checks as part of a skin surveillance programmehttps://www.hse.gov.uk/skin/professional/health-surveillance.htm

To reduce the spread of COVID-19 remind everyone of the public health advice - https://www.publichealth.hscni.net/news/covid-19-coronavirus

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https://www.publichealth.hscni.net/news/covid-19-coronavirus

https://www.hse.gov.uk/skin/professional/health-surveillance.htm

https://www.hse.gov.uk/skin/professional/health-surveillance.htm



Who might be harmed


Action by when?

Done




Posters, leaflets and other materials are available for display.https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19

Windows in the offices can be opened to improve ventilation, should the building user to choose to do so. Building users are asked to close windows they have opened when leaving the building for security reasons.

Catering and communal areas

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Who might be harmed


Action by when?

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Staff Staff encouraged to bring their own water bottle and eat food outside if the weather permits.

All kitchens within the building will be available as a single occupancy only. All cleaning products will be provided.

Working onsite – Deliveries and drivers

Staff. Delivery of personal items will not be permitted.

Emergency preparedness

Staff Fire risk assessments completed before reoccupying the building.

Staff to confirm during the booking process that they have completed mandatory fire awareness training

In the event of an emergency building evacuation, occupants must use their nearest safe exit point, regardless of any COVID-19 specific signage or routes. Prompt evacuation will take priority over social distancing considerations. At assembly

Fire risk assessment completed and communicated prior to occupancy.

Safety and Staff Wellbeing

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points, staff should take every care to maintain physical distancing.(Please note: Initially few trained Fire Wardens are likely to be present, so evacuate immediately, do not await instruction).

Under no circumstances should fire doors be propped open.

Campus Patrol Officers are onsite and can be contacted in a First Aid emergency via phone on +44 (0)29 2087 4444 or the SafeZone app

Staff accessing the PS admin hub to download the SafeZone app prior to accessing the building.

Guidance for first aiders can be found here. For minor injuries such as small cuts, staff may be asked to self-administer if advised by a first aider.

Should staff feel unwell with potential COVID-19 symptoms whilst at work they should contact their line manager, go home and follow the government advice.

If it is not possible for you to go home, you should: isolate in an office in the building contact your line manager or supervisor who will be able

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https://www.hse.gov.uk/news/first-aid-certificate-coronavirus.htm#non-healthcare



Who might be harmed


Action by when?

Done




to advise and support in line with Public Health Wales guidance.

You should only drive yourself home if you feel fit to do so and should avoid going home on public transport.

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Appendix 1: Internal access routes

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Appendix 2 - Building Reoccupation Proposal for Social Distancing

Building Reoccupation Proposal for Social Distancing

Professional Services Hub: 42-45 Park Place

Movement through the Building

We are proposing to introduce a two-way system of movement from the main entrance at 42 Park Place to move through the building to access the PS Hub rooms on the ground floor of 42 Park Place and the first & second floors of 42-45 Park Place

The is main staircase in 42 Park Place rises to the first floor to provide access to the hub rooms on this level.To access the second floor hub rooms, users will travel along the first floor corridor to access three separate staircases, which will rise to the hub rooms n the 2 nd floor level. We are proposing to have signage on the first floor corridor and at the foot of each stairwell to identify the room numbers the staircase will lead to.

Entry (Normal Hours):Entrance to the building will off Park Place to follow the steps or ramp to the front of 42 Park Place to the building to enter via the security card controlled access door for all staff who have pre-booked an office space. Booking times will be staggered to avoid staff arriving at the same time.Please give way to other users in order to maintain social distancing wherever possible.

When approaching the building, please be aware that the University Day-care Nursery is in the adjacent property, which may require you to give-way to maintain social distancing when entering or exiting 42 Park Place from any parents and children, as the entrance ramp is shared between the buildings.

Exit (Normal Hours):Exit from the building for all staff will be out through the front entrance of 42 Park Place. Again, please give way to other users in order to maintain social distancing wherever possible.

(Note: Swipe Card Access Permissions will need to be reviewed by Security in order to control access / egress arrangements.).

Entry & Exit (Out of Hours/Minimal Occupancy Levels)Access to the PS Hub spaces is only allowed during normal office hours (9am and 5pm, Monday to Friday)

Toilet Facilities (Highlighted on plan in Blue)Due to issues with maintaining social distancing, each Ladies, Gents, Accessible toilet will be classed as one gender neutral single toilet facility.

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PS Hub Offices (Highlighted on plan in Yellow)Social distancing measures have been introduced to generally restrict the majority of identified PS Hub offices to sole use.Each desk available for use will identified by a Green ‘Sit Here’ sticker and other desks/chairs will be marked/taped as out of use. Please do not change the office set-up to ensure the 2m social distancing compliance is maintained.There will be a blue roll dispenser and disinfectant spray in each. Instructions on how to clean the workstation prior to and after use can be found here.

Water & Food Heating/Welfare Space (Highlighted on plan in Pink)The existing facilities for tea/ coffee making and food heating remain operational with social distancing measures being maintained by only allowing one user at a time. Again, the room will have disinfectant products to clean prior and after use.

Hand Sanitiser:There will be two hand-sanitiser dispensers adjacent to the main entrance (One alcohol based, one non-alcohol-based side by side)There will be an even distribution of alcohol and non-alcohol-based hand sanitiser dispensers throughout, as deemed appropriate to the building layout.

Signage:Policy and operational use of building to include emergency evacuation procedure.Directional wall and floor signs to clearly show routes and permitted direction of travel.2m Signage to remind users to social distanceFace coverings must be worn signsOne user only signs to kitchens and toilet facilitiesMaximum room occupancy numberCovid-19 Secure poster displayed at the entrance.

Door Operation:The main entrance door can be opened using a security card and manually operated to exit. We ask users to check that the door has closed behind them when exiting to maintain the security of the building.

Other Considerations:Face Coverings: Current procedure dictates face coverings as a mandatory requirement when moving through and around the building, removal is optional when sat at your desk when 2m away from other users, unless you are in a shared occupancy space.

Staff with Mobility Issues:There are no lifts in this building so any such provisions should be arranged for Ground Floor, which can be accessed via the entrance ramp at the front of 42 Park Place.

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https://intranet.cardiff.ac.uk/staff/news/view/2477473-managing-our-buildings


Appendix 3 – Task specific risk assessment for office work

Hazards involved

Work Activity / Item of Equipment / Procedure / Physical Location Hazard

Control Measures and Consequence of Failure

Likelihood (0 to 5)

Severity (0 to 5)

Level of Risk

Use of computing equipment. Ergonomics (DSE)

Upper limb pains and discomfort, visual fatigue, fatigue and stress, facial dermatitis

All staff accessing computers in the PS admin hub are classed as DSE users and must be familiar with the DSE online support tool (Please note those who have completed a DSE assessment for their unusual work station should already be familiar with information in the support tool).

Each PS admin hub workstations has a standard size desk, an adjustable desk chair and an adjustable monitor. Users are to set these up based their personal requirements in line with the information provided in the support tool.

Failure to use controls could result in health issues

1 2 4

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Working in an office Stress and fatigue related to heavy workloads, competing priorities and competing noises

Management responsibilities and procedures in place to control the risk of excessive stress.

Staff advised of support available from the University in the form of the Employee Assistance Programme (EPA)

Proactive measures promoted by the University e.g. resilience workshops, PHEW week etc.

Lunch breaks, annual leave entitlements and protected working hours

Failure to use controls could result in health issues

2 2 4

Working in an office Slips, trips or falls from boxes, trailing cables, office equipment and personal belongings

SHE Policy in place

Staff aware of the University SHE

1 4 4

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policy and the accident and near miss reporting process

Personal responsibility taken by staff for keeping the areas they use in the PS admin hub tidy

IT equipment appropriately installed

Failure to use coontrols could result in injury

Handling electrical equipment Electric shock / electrocution University PAT procedure in place.

Local PAT procedure documenting PAT frequencies, local responsibilities etc

PAT and visual checks undertaken according to

1 4 4

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https://intranet.cardiff.ac.uk/staff/supporting-your-work/health-safety-and-environment/procedures-guidance/report-an-accident-incident-or-near-miss

https://intranet.cardiff.ac.uk/staff/supporting-your-work/health-safety-and-environment/procedures-guidance/report-an-accident-incident-or-near-miss

https://intranet.cardiff.ac.uk/__data/assets/pdf_file/0008/89405/scan_sagjcw_2020-02-07-16-10-07.pdf


guidelines.

Injury carrying out work tasks Injury to staff member Provision first aid kits

Trained first aiders available via security

1 4 4

Scoring Criteria for Likelihood (chance of the hazard causing a problem)0 – Zero to extremely unlikely, 1 – Very Unlikely, 2 – Unlikely, 3 – Likely, 4 – Very Likely, 5 – Almost certain to happen

Scoring Criteria for Severity of injury (or illness) resulting from the hazard0 – No injury, 1 – First Aid is adequate, 2 – Minor injury, 3 – "Three day" injury, 4 – Major injury, 5 – Fatality or disabling injury

Further Action

Highest Level of Risk Score

Action to be taken

0 to 5 No further action needed

6 to 11 Appropriate additional control measures should be implemented

12 to 25Additional control measures MUST be implemented. Work MUST NOT commence until such measures are in place. If work has already started it must STOP until adequate control measures are in place.

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