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Draft Rev 0 COVID-19 building risk assessment The Queens Buildings Complex

COVID-19 building risk assessment – The Queens Buildings Complex

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 The Queens Buildings for dealing with the current Covid-19 situation in the workplace. The Queens Buildings is a complex comprising of 7 buildings that are mainly joined via internal corridors and bridges, the complex houses 3 schools which are Engineering, Computer Science & Informatics and Physics & Astronomy and there is also Library facility based in the Trevithick. Using the principles identified in the Cardiff University Organisational COVID-19 risk assessment, this assessment highlights the hazards linked to COVID in these buildings 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’ and ‘Building Re-Occupation and Re-use Pre-requisite Requirements and Assurance Checklist’ documents which set out operational detail.

A schematic representation of the management of the movement of people per floor of the Queens Buildings complex can be found in Appendix 1. (Internal access routes)

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

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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, students, visitors.

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

Control of building access and movement of people


PAC control of building access in place managed by Security. Only authorised staff, students and Contractors are able to work onsite.

Access requests are managed by the respective School Manager. Core hours (range between 08:00 to 18:00): Queens opens

from 08:00 and all staff, students and any other building users must use the designated entry and exit points.

Entry Points : West Extension (entry); West Entrance from Quadrangle (entry / exit); South Entrance from Quadrangle (entry); Concrete Lab Gallery W/0.32 (entry / exit); South Main Entrance from Newport Road (entry); North Main entrance; North Parade entrance; and Trevithick main entrance (entry / exit).

Exit Points: West Extension side door under bridge, West Lower Level Stairwell, adjacent to W/-1.08 (exit); West Emergency Exit near W/0.02 (exit); West Entrance from Quadrangle (entry / exit); Central Building slow red sliding doors (exit); East Building shutters E/0.15 (exit); North Exit, end of corridor (exit, adjacent to N/0.09); North bottle store

Local management from each school will ensure that their staff, students and visitors receive a suitable building induction that includes information on the main points included in the Covid-19 building RA. Key information such as safe routes, sanitisation points, access and egress and local toilet facilities and any other building related significant risks are to be included.

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courtyard (exit); Trevithick Refectory (exit); and Trevithick main entrance (entry / exit).

Other times: Out of hours (up to 18:00 hrs) and periods of minimal occupation enter via North Main Entrance or Trevithick Main Door (by arrangement)

• e.g. Essential/Research Staff will continue to have extended access provided in accordance with School / Department requirements and local risk assessments.

Sanitising gel is available for use upon entry at all entry locations throughout the site.

Security/Portering staff are on site Monday to Friday on rotas to ensure social distancing and hygiene requirements are met within the reception/security lodge.

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, no earlier than 8am, Monday to Friday All occupants are to display their University ID card and have

the Safezone app downloaded and set to check in automatically.

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NB: Children are strictly not allowed into University buildings.

Physical distancing in the workplace – Cleaning and hygiene


Staff access begins at 8am to give cleaning staff time to clean and sanitise key areas before staff enter.

Commonly Touched Surfaces (CTS’s) and heavily used areas will be prioritised for repeat cleaning throughout the day by Estates cleaners. Where required, toilets/kitchens will close for short periods during working hours for additional cleansing to be carried out.

Individual lab/room managers/users will identify any CTS’s within their immediate work area and ensure that periodic cleaning/sanitisation is carried out, but as a minimum at the start and end of each working day.

Sanitising stations are provided at entrances and key junctions, also sanitising wipes and paper rolls for hand drying are also available for use.

Specific risk assessments and protocols for cleaning processes are in place.

A copy of the COVID-19 building risk assessment will be circulated to all staff. Students will be made aware of the main points during their induction orientation

All authorised phase 1 and 2 research projects have produced Lab and Task specific risk assessments that take account of and support the building risk assessment.

Staff are reminded through lab inductions, briefings and posters of the importance of physical distancing both in the workplace and outside of it.

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Where it is not possible for cleaning staff to clean shared/hot desks between uses, sanitising wipes are available.

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

Where face to face meetings cannot be avoided, consideration should be given to them being held outdoors with appropriate physical distancing in place. Where this is not possible meetings should be held in a well-ventilated room. The number of staff physically present is limited to essential members only.

Management checks are carried out to ensure all controls are adhered to.

Statutory maintenance requirements identified for each building. Are required to have a Task specific risk assessment drafted and communicated prior to the work commencing.

Physical distancing in the workplace – Defined routes/ lift access

Staff, students, visitors

Signage is in place around all buildings placed at strategic points reminding occupants of two metre social-distancing requirement.

In corridors where queues are likely to form (e.g. outside kitchen areas, toilets etc.), floors have been marked at two-metre intervals.

Estates have marked out safe travel routes throughout the buildings, including one-way systems, Give Way signs and have displayed information posters regarding social distancing.

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

Lifts will be recommissioned, but occupants asked to use stairs where possible. Lift priority has been given to disabled people, or for the transport of large/heavy/hazardous materials where the use of stairs is not possible or safe.

If lifts must be used, then staff are advised to avoid touching the lift call buttons. Instead they will use a pen or an elbow etc, to operate, occupancy is limited to single use only and signage is in place to reflect this.

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).

Single occupancy signs for lifts.

Laboratories

Staff, students

Local task-based risk assessments reviewed in line with current government guidance and sector good practice.

As part of the re-opening process all Lab Managers are now

Individual schools are responsible for writing specific RA’s that identify those risks and hazards that are present within their own areas of responsibility. All Task

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obliged to include Covid-19 control measures within their induction to the lab.

specific RA’s are independently reviewed by the school HSE responsible person and are approved before tasks can commence.

Lecture theatres, seminar rooms and managing meetings

Staff, students

Lecture theatres will where practicable have designated entry only and exit only doors.

Digital solutions is the default method of meeting to limit face to face meetings and maintain two metres distance from colleagues.

Not every desk will be able to be used every day therefore office occupancy capacity will be assessed after physical distancing rules are implemented.

Local directional signage is in place to ensure safe routes are indicated.

Staff and students are expected to take responsibility for any workstation they use including wiping down surfaces and shared equipment after use.

Workstations and desks will be arranged with a minimum separation between them – where identified through RA Perspex screens will be fitted including reception desks.

Where a single-entry door only exists, then if suitable the rear emergency exit will be considered as a new exit point. Otherwise a procedure will be required for the exiting of the lecture theatre while still maintaining social distancing. e.g. vacate one row at a time to re-join the one-way corridor.All staff and students are always required to wear a face covering while on University premises, unless they have an exemption.University policy allows the removal of face coverings when teaching lectures or seminars (whilst still maintaining the two-metre social distancing requirement). Staff giving lectures or seminars may choose to wear a visor or shield in these situations if they wish.

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Welfare and facilities


All toilet facilities in the Queens buildings are operational and are now Gender neutral. Access to the toilet is one person at a time for the whole toilet, where facilities are busy other toilet facilities will be available on each floor.

Locks have been fitted to outer toilet facility doors to secure any multiple facility that is now only suitable for a single user.

If required, a floor standing screen will be fitted in the vicinity of the toilets to enable queuing while still maintaining a route for passing users on the one-way route along the corridor.

All Lab and Task RA’s detail control measures regarding staff and students who may have an underlying medical condition that could render them vulnerable to infection.

Staff/Students with medical conditions are identified and encouraged to work from home and utilise remote communication systems wherever possible.Staff/Students who have a vulnerable person in their household are identified and are encouraged to work from home, they will need to discuss a suitable with their course tutor.

Infection control


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

CTS’s located within a shared lab or office area will be

All staff are reminded to wash their hands more frequently than normal for at least 20 seconds with soap and water, also to catch coughs and sneezes in tissues, (‘Catch it, Bin

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disinfected prior to and after use. Hand washing and sanitising should be performed frequently,

especially when entering or leaving communal areas. Face coverings must be worn as long as their use does not

create extra risk or cause a conflict with any specific task risk assessment.

Staff and students will be provided with a face covering as they are required to be worn whilst on university premises and while inside buildings where this does not contravene any local risk assessment.

Staff are encouraged to access and follow public information regarding safe working practices and how to understand their level of risk in the workplace:https://gov.wales/covid-19-workforce-risk-assessment-tool

it, Kill it’), and avoid touching face, eyes, nose or mouth with unclean hands. Staff are encouraged 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

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

All Lab and Task RA’s contain the appropriate disposal method for normal waste including PPE, and where appropriate contaminated or suspected contaminated waste

Catering and communal areas

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https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19



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

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

https://gov.wales/covid-19-workforce-risk-assessment-tool



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

Arrangements for use of communal kitchens will be made on an individual basis dependent on size, location, accessibility with clear occupancy levels indicated operating a ‘one out one in’ system.

The school refectory is currently closed however if it is reopened then this will be on a as required basis and will be assessed at the time.

Only one person can be in the kitchen area at any time.Disinfectant cleaning spray and paper towel products will be available to sanitise the area before and after use.

Working onsite – Deliveries and drivers

Visitors, staff, students.

All deliveries are made to the goods inward section located at the rear of the Trevithick building.

Delivery of personal items is not permitted. Any face to face interaction such as student facing office staff

will only be carried out where appropriate controls are in place such as 2M distancing, face covering etc. Where the need for additional measures such as Perspex screening is identified through RA then this will be provided by the individual school.

Acceptance of deliveries is carried out by a dedicated staff member who follows a Covid safe operating process (2M separation, hand sanitisation etc)

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Emergency preparedness

Staff, students

Fire risk assessments completed before reoccupying the building.

Campus Patrol Officers are onsite (but in reduced numbers). 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 points, staff should take every care to maintain physical distancing whilst being within visual sight of any Fire Wardens.(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. Should staff feel unwell with potential COVID-19 symptoms

whilst at work, they should contact a first aider, isolate in an office in the building and contact their line manager.

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.

Fire risk assessment completed and communicated prior to occupancy.

As part of the re-opening process all Lab and Task risk assessments include detail on summoning first aid assistance via the Safezone app.

Safety and Staff Wellbeing

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



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Review Process This Risk Assessment and its control measures shall be reviewed at scheduled individual school H&S committee meetings Covid control measure checks shall be carried out at frequencies determined by the risk level to the designated room (Red, Amber, Green) Checks will be recorded on room/lab inspection forms by the relevant Lab/Room Manager

Appendix 1: Internal access routes:

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Appendix 2 - Building Reoccupation Proposal for Social Distancing

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Building Reoccupation Proposal for Social Distancing

The Queen’s Buildings:

Movement through the Buildings A one-way system of movement to and along each floor of each building has been introduced to help provide users with the ability to maintain the required two metres social distancing. Please refer to the individual building plans (link above) that illustrate direction of travel for further information. Entry (Normal Hours range from 08:00-18:00)During normal hours of operation our proposal is to use the following entrances:- North Main Entrance (entry)- West Extension (entry)- West Entrance from Quadrangle (entry / exit)- South Entrance from Quadrangle (entry)- South Main Entrance from Newport Road (entry)- Trevithick Entrance (entry / exit) to the Ground Floor will be via the existing main building entrance with access to the Refectory, GF Toilets, Study areas

and Muscular Skeletal Research Areas to the left via a managed two- two way cross over.- Entry to Trevithick upper floor areas will be via North Main Entrance via a one-way route up the main UP stairs and across the link bridge and into the

Trevithick stairwell.- Entry to the Data Centre will be via the existing two-way entrance utilising a controlled ‘Give Way’ system with priority being given to incoming traffic.

Exit (Normal Hours)During normal hours of operation our proposal is to use the following exits:- West Stairwell, adjacent to W/-1.08 (exit)- West Emergency Exit near W/0.02 (exit)- West Extension side door under bridge (exit)- West Entrance from Quadrangle (entry / exit)- Central Building slow red sliding doors (exit)- East Building shutters E/0.15 (exit)- The Trevithick main exit point from the ground floor of the building will be via the existing entrance/exit lobby which has been fitted with fixed screens

to facilitate safe two-way travel.

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- Exit from the upper floors will be via the main Eastern DOWN stair which will take people to GF reception and out via the managed two-way entrance / exit.

- Exit from the Data Centre will be via the existing two-way entrance utilising a controlled ‘Give Way’ system with priority being given to incoming traffic.

Entry & Exit (Out of Hours/Minimal Occupancy Levels) We propose during periods with limited numbers of users, to allow two-way entry and exit via Trevithick Main Entrance and, for Queen’s Buildings, via Trevithick Bridge. This will require social distancing measures to be observed by stopping and letting other users pass before entering or leaving. Other than emergency exits (to be used in the event of emergency, as these doors will be alarmed), there will be no other exit during these hours. Trevithick BridgeSingle flow, entering Trevithick main stairwell from Queen’s Buildings. Dual flow for out-of-hours access.

West ExtensionSmall door is entry only. One way flow in corridor (into West Building). Turn right for stairwell (up only). Smaller stairwell serving floors 2 and 3 is down only.

West EntranceFrom Quadrangle (entry and exit). Stairs to the left (up only). Opens to T junction with dual flows left and right. Left leads to secure CLEER Labs, with dual flow in corridor (due to low traffic and nature of work). ‘Give way’ signage required. Exit via stairs opposite W/0.30. Right leads to corridor with dual flow (nature of exhaust gases emanating from Combustion Lab renders exit between W/0.03 and W/0.17 inappropriate).

South EntranceFrom Quadrangle (entry only). Opens to single flow corridors, with a dual flow corridor on the right from S/0.11. This requires ‘give way’ signage. Main exit back into Quadrangle via Central Building’s red sliding doors. Exit via shutters from S/0.33 will be infrequent and will not be encouraged. There is stair access to South Basement, leading to teaching labs and the Concrete Lab, which provides users with a restricted low traffic entrance and exit via W/0.32 Gallery. Again, ‘give way’ signage is required here.

South Main Entrance from Newport RoadEntrance only. No left turn permitted: access to that part of South Building is to be made by exiting Central Entrance and re-entering via South Quadrangle Entrance. Provides stair access (up and down), and direct single flow corridor access to South East.

Dead Ends

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For dead end corridors, social distancing measures will have to be observed by stopping and letting other users pass before users enter or exit these areas. These areas will display ‘give way’ signs.

Teaching OfficesThis refers to student-facing offices where administrative staff deal directly with students. Assessment for Perspex screens and/or other preventative measures required. Hand Sanitation in this area is essential, as papers are passed from person to person. If a screen is installed, a slot for passing items back & forth will be required (much like the Post Office).

Lecture TheatresIf the lecture theatre has two entry points, one will be designated as entry only and the other as exit only. If there is only one entry point, then the emergency exit can be considered as the exit point. Otherwise a procedure will be required for the exiting of the lecture theatre whilst maintaining social distancing, for example, vacating one row at a time. Students will stay in the same seat in the same lecture theatre throughout the day, with teachers changing as required. Capacities will be greatly reduced to achieve two metre social distancing. LiftsLifts will be single occupancy and used primarily to transport items, rather than people. Signage required on every lift floor to convey this fact.

Toilet Facilities Due to issues with maintaining social distancing, each multiple cubicle Ladies, Gents, Accessible toilet will be classed as one gender neutral toilet facility. Locks will be fitted to each outer toilet facility door to secure the whole room for a single user. If required, a floor standing screen will be fitted in the vicinity of the toilets to enable queuing while still maintaining a route for passing users along single flow corridors.

Additional External Toilets (for compliance, dependent on staff/student numbers. See Note at end of document)We will need to check drainage runs, power and water supplies to decide on the most suitable external position for the additional toilet facilities. The Quadrangle is visibly the most suitable location, but it depends on utilities. OfficesReducing capacities to single-occupancy, where possible, and encouraging Office Managers to draw up a one way route for larger, multiple occupancy offices. The School will support Office Managers in adopting measures that they and their staff would require to make them feel safe, such as Sanitation stations, single flow routes and screens and dividers for desks.

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Meeting RoomsMeetings will be conducted remotely, via platforms such as Skype, Zoom and Microsoft Teams. Meeting rooms will be used either as classrooms; as office space (especially critical due to relinquishing of lease holds); or as teaching lab overflow space for mobile rigs. Laboratories/ClassroomsCapacities to be reduced, in order to comply with two metre social distancing guidelines. A number of chairs and work stations to be removed and stored on-site, in order to deter users from breaking new capacity guidelines. Where possible, students will remain in the same area throughout the day, in order to reduce threat of contamination. A minimum of fifteen minutes will be given between occupancy changeovers to enable cleaning of surfaces.

Kitchens Also covers vending machines; microwave areas; and hot and cold water points, outside of toilet areas. Sanitation stations and public notices required for these areas. Would recommend antiviral wipe dispensers. Bins to be emptied twice a day.

Multi-faith RoomsTo be determined by Estates.

DeliveriesGoods Inwards to return from furlough. Portering staff to resume duties, following direction of travel guidance.

Hand Sanitiser Dispensers and BinsDispensers and bins for the following areas:- All entrances- All food and drink preparation and consumption areas- All elevators, on each floorBins located at all exits for discarded PPE

SignagePolicy and operational use of building to include emergency evacuation procedure. Directional wall and floor signs to clearly show routes and permitted direction of travel. Queuing/social distance signs on floor leading to toilet facilities, staff kitchens and student-facing offices.

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PrintersQueuing points at printers with code set to data protect/retrieve printing. Encourage staff to minimise paper use and accelerate plans towards the ‘paperless office’.

Door OperationFire exits that will be used as primary exits require single action opening systems. These exits are arguably due for such an upgrade, so this additional cost should qualify within normal maintenance costs. (All proposed final exit doors to be checked to ensure they open, close and secure correctly)

Internal fire doorsAll magnetic release systems to be checked to ensure they are fully operational.

Face CoveringsWearing a face covering whilst on site is mandatory, and the University will provide staff and students with two reusable masks. Visitors must be informed of this requirement and, if they do not have a face covering, they will either be provided with one, if available, or they will be refused access.

Display MonitorsTo display pertinent COVID19 related information. Touch screen displays should not be used. Peak Access PeriodsStart and end: Set staggered start & finish times where possible.Lunch times: Encourage staggered lunch breaks. Staff and Students with Mobility IssuesWheelchair users and staff with serious mobility issues to be permitted to contravene one way systems. All users to be mindful of this. Lift malfunctions to be remedied with haste.

Enforcement of New ProtocolBuilding users are expected to self-regulate in a respectful manner. If building users witness other users breaking the guidelines as set out in this document, they are to politely engage with the individual. They should be made aware of the guidance and the University’s commitment to its staff, students and visitors. If concerns need to be escalated, students should report incidents to the School Office or to their personal tutor. Staff should raise concerns via their Line Managers or their local HR team.

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Contact details for Safety and Staff Wellbeing, Trades Union Safety Representatives and the Health and Safety Executive can be found on the ‘COVID-19 Secure’ posters displayed around our premises.

Note, for Information

Toilet facilities for employees:

- Staff 1-5 = 1 Toilet - Staff 6-25 = 2 Toilets - Staff 26-50 = 3 Toilets - Staff 51-75 = 4 Toilets - Staff 76-100 = 5 Toilets

Students/public 20 users = 1 Toilet.

Appendix 3 – COMSC specific arrangements

Please note that information for staff in relation to COVID-19 is available on the staff intranet and is regularly updated.

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Attending Site

The majority of staff at COMSC are categorised as “Blended Home.” This means that the majority of work will be undertaken remotely, with access to site only when necessary (e.g. for agreed learning and teaching and / or research). When attending site, it will be essential to follow all rules regarding social distancing, the wearing of face coverings/visors, one way systems as outlined in the risk assessment and as directed in signage throughout the building. Colleagues should only visit campus with approval from your Head of School / School Manager to undertake the task on site. Please email any such requests to the School Manager in the first instance. Colleagues should also spend the minimum amount of time on site as possible.

Meetings

In line with University guidance, all meetings will be operating online by default until 1st August 2021. Please refer to the COMSC Meeting Policy on the Wiki for further information. Face-to-face meetings, conferences, events, engagement activity, etc. will not take place on campus until further notice. No internal or external bookings for University space will be accepted by the Roombooking Team or the Conference and Events Team. These activities should also not be taking place in rooms managed by Schools or departments.

Face coverings and Visors

Each member of staff expected to be on site will be able to collect a pack of two reusable face coverings and a visor from Laurence Semmens. This equipment is available immediately.

Staff Offices

All general staff offices will be single occupancy unless otherwise specified.

School office (N/2.03 & N/2.04)

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Several School office staff will be on site on a rota basis to ensure there are no more that 2 staff members in at the same time, one in N/2.03 and one in N/2.04. It is anticipated that this arrangement will operate for the first 4-5 weeks of term, and as necessary after that period. Cleaning products including sanitiser spray, blue roll and sanitising wipes will be available to clean surfaces and shared items such as sinks, printers and photocopiers. A Perspex screen has been installed covering the main point of contact for the school office reception for increased protection for staff working in that area. The maximum occupancy of room will be clearly displayed on the entrance door. Staff will be issued with both face masks and visors and will be required to socially distance, both from staff and students, at all times, regardless of the Perspex screen.

Teaching spaces

Areas currently used for teaching purposes are;

T/2.09S/2.22S/3.20

Estates have implemented the necessary measures to ensure social distancing can be achieved for staff and students. This has included the changing of room layouts, marking of spaces that students can sit at, the removal of surplus furniture, signage to remind attendees of the need to socially distance and the introduction of separate entrance and exit points wherever possible. The teaching spaces will benefit from the University’s enhanced cleaning regime and from the provision of suitable cleaning equipment, which includes blue roll, sanitiser spray and clearly marked bins for disposal. Staff and students are encouraged to wipe down shared areas/items such as furniture and equipment before/after use. The maximum occupancy of each teaching room has been significantly reduced so as to enable social distancing and will be clearly displayed on the entrance door. Timetabling has been performed with these capacity restrictions in place.

Rooms S/2.22 and S/3.20 will have clearly marked entrance and exit doors. However, T/2.09 has a shared entrance/exit therefore it is a requirement for students to fill up from the back and leave from the front in order to maintain social distancing. All teaching staff are encouraged to remind students of this at the beginning/end of sessions.

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Rooms not in use

A number of COMSC rooms will not be available for use until social distancing measures have been implemented. These rooms are:

Trevithick T/0.30 T/2.07

North N/2.05 N/2.08A N/2.08B N/2.09 N/2.09A

South S/2.15 S/2.21A

Central C/2.04 C/2.05 C/2.06 C/2.07 C/2.08 C/2.11 C/2.12 C/2.13 C/2.14

West Extension

WX/2.09 WX/3.03 WX/3.07 WX/3.13 WX/3.14

Do not use these rooms without authorisation from the School Manager / Head of School.

Ventilation

The University is complying with all National (UK and Wales) guidance relating to ventilation and air-conditioning systems. Estates have assessed each unit with the relevant site surveys undertaken and changes made as appropriate, according to centrally agreed standards. Estates have confirmed that wherever possible, all air handling units have been switched to deliver ventilation by using 100% fresh air intake only and where appropriate CO2 set points should be set to 400ppm to increase the delivery of outside air. Estates have also noted the following points:

The capacity of rooms being extremely limited by COVID-19 social distancing means that all forced ventilated spaces are being massively over-supplied with air, compared with full normal occupancy levels.

The majority of ventilation systems around campus do NOT have CO2 sensing as this has only been installed on new systems in the last few years.

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Most ventilation systems are on time zone control to start early with pre-occupation air changes that also bring areas up to /down to the correct temperature. The systems also are enabled to finish later than the declared teaching times and are combined with proximity sensors to enable the plant, with a minimum run-on after last occupants have left.

Where natural ventilation is possible, through the opening of windows and / or doors, this is also encouraged. However, for building security, all windows and doors must be closed and locked (as appropriate) when leaving.

First aid provision

It is recommended (and highlighted in the Building User Guide) that, prior to their return, staff and students download the SafeZone app and ‘check in’ when onsite as the app enables users to alert Security Services if they require help including requesting first aid assistance. The main security reception can also be contacted on (0)29 2087 4445.

Where qualified COMSC First Aiders are not available the University First Aid Policy advises that Schools/Departments may appoint persons without recognised First Aid training to take on a specified role in respect of First Aid at work. Their role will be limited and will include:

· Taking charge of the situation when someone is injured or falls ill;

· Calling for an ambulance/assistance; and

· Maintaining First Aid supplies, e.g. re-stocking local first-aid boxes.

Laurence Semmens has been appointed by the school to undertake this role in the absence of trained first aiders,and can be contacted on 02920 875539.

Fire awareness training

All staff must complete the University’s mandatory fire awareness training course before returning to work on campus. Staff are aware of this requirement, and those who have not yet completed the training have been made aware of its urgency.

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Risk assessment communication

This risk assessment will be shared with all COMSC staff, with a requirement for confirmation that the control measures, processes and procedures are understood.

Equipment collection from T/0.31

Equipment (laptop) collections and returns for students will take place in Trevithick T/0.31. Staff and students must adhere to the physical distancing control measure specified in this document, whilst wearing appropriate face coverings and/or visors. Slots have been allocated to students in small groups to ensure that social distancing can be adhered to and to prevent any crowding / gathering.

Photocopying and post rooms

Photocopying and post rooms N/2.20 and S/2.16 are single occupancy and cleaning products including sanitiser spray, blue roll and sanitising wipes are available to clean shared items such as printers and photocopiers after use.

Staff induction

All staff returning to work on campus will receive a safety induction which includes the following information

The School’s COVID-19 building risk assessment Information about where and how to safely collect face coverings and visors Building plans stating internal access routes A building guide with information on signage, how to navigate one-way systems The University’s ‘A Safe Campus’ all staff presentation

Concerns regarding returning to site

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Any concerns regarding returning to site should be discussed with the line manager in the first instance. If the concerns are not satisfactorily resolved, the relevant form should be completed (as circulated in August to all staff). Completed forms should be returned to Yvonne Taylor and Charlie Balcombe at the earliest opportunity. Forms will be reviewed by the School’s COVID-19 Response Group on a regular (monthly) basis and any action agreed accordingly. General concerns or queries can also be raised directly with the School’s Health and Safety Rep, Laurence Semmens, or with the School Manager, Yvonne Taylor.

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