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Draft COVID-19 building risk assessment- Main Building version 1.0

COVID-19 building risk assessment – Main Building.

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 Main Building 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’ and ‘Building Re-Occupation and Re-use Pre-requiste 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 Main Building can be found in Appendix 1. (Internal access routes)

The Building Reoccupation Proposal for Social Distancing document can be found in Appendix 2.

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

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



Who might be harmed


Action by when?

Done






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 School. Core hours: All staff must use the designated entry and exit

points. *Insert Core hours*0800-1800Mon -Fri Entry - There are several entrances into Main Building,

However, during normal hours of operation our proposal is to use the Horse-shoe Drive entrance and Main Car Park entrance as Entry Only, which will provide access to the main reception.

In addition, there will be Entry Only through the entrances adjacent to the Shandon Theatre and the Earth entrance that are immediately to your right and left on the outer most corner of the building as you enter the main building car park. This will assist in minimising the distance users will need to walk to access the areas furthest away from the main entrance at the VJ Gallery

Exit - We are proposing to have Exit Only points from the doors on side elevation of the building from Chemistry (North Elevation) and Biological Science (South Elevation).

Local management to ensure that staff, students and visitors receive a building induction covering related significant risk, and understand the necessary critical/ building-specific control measures.

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Who might be harmed


Action by when?

Done





Entry & Exit (Out of Hours/Minimal Occupancy Levels) We propose during periods with limited numbers of users, to

allow 2-way entry and exit through the 24hour door into the VJ Gallery from the main car park. This will require social distancing measures to observed by stopping and letting other users pass along the corridor before users enter or exit.

During these periods, additional exit points from the North Wing will be via the Chemistry Exit Only Door and the South Wing via the Earth Entrance door. (Exit is different due to security concerns and door access issues mentioned later under ‘Door Operation’) Again, social distancing measures will have to be observed to allow the 2m distancing to be maintained.

Essential/Research Staff will continue to have extended access provided in accordance with School / Department requirements and local risk assessments. Access will be via the central entrance.

Sanitising gel will be available for use upon entry. Internal doors may be removed or held open only when

formally identified through fire risk assessment process, and only where safe to do so.

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Building access, no earlier than 8am, Monday to Friday (in line 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 Staff access begins at 8am to give cleaning staff time to clean and sanitise key areas before staff enter.

Touch points and heavily used areas will be prioritised for 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, with sanitising wipes available for open-plan or large shared offices when these are returned to use.

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, sanitising wipes will be made available.

Maximum occupancy limits for offices, other work areas and

COVID-19 building risk assessments communicated / available to all occupants.

Work groups to draft task specific risk assessment taking account of, and in support of, the building risk assessment.

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

Management checks to ensure the above controls are adhered to.

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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 well ventilated rooms. The number of staff physically present will be limited to essential members only.

Statutory maintenance requirements identified for each building. Task specific risk assessments drafted and communicated.

Physical distancing in the workplace – Defined routes/ lift access

Staff, students, visitors

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

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

All occupants to follow 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

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

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Action by when?

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where possible. Lift priority given to disabled people, or for the transport of large/heavy/hazardous materials where use of stairs not possible or safe.

If lifts must be used, staff are advised to avoid touching lift call buttons, instead use pen, elbows, etc, to operate, and limit occupancy to single use only.

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).

Laboratories

Staff, students

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

Things to consider with laboratory-based tasks with respect to COVID risk:

o Stay mindful when using shared facilitieso Maintain 2m social distancing when possibleo Wear a face covering in the building areas

All task-based risk assessments are reviewed by the school Safety Officer or School Manager to ensure COVID specific risks are considered in line with the task.

Staff, students

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where lab PPE is not requiredo Wash hands frequently and / or use hand

sanitiser following COVID19 guidelineso Follow and adhere to all COVID19 signage in

the building and in the lab. o Do not exceed the room capacity (noted on

lab door). o Use lab booking Calendar to manage

capacity for all lab users.

Where social distancing of 2m cannot be maintained, such as during equipment inductions and training on laboratory facilities, sit behind, back to back or side by side (but not face to face) wear full PPE relevant to the task with any necessary additions related to COVID-19. In these instances, time spent should be kept to under 10 min at sub 2m distance per activity.

Lecture theatres, seminar rooms and managing meetings

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Who might be harmed


Action by when?

Done





Staff, students

Lecture theatres will have designated entry only and exit only doors.Where a single-entry door only, 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.

Digital solutions will be 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 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 necessary screens will be

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fitted including reception desks.

Welfare facilities


Multiple cubicle Ladies, Gents, Accessible toilet will be classed as one gender neutral toilet facility. Facility by floor level are as follows: Basement EARTH = 0, GF = 10, 1F = 3, 2F = 4, 3F = 0.

Locks will be fitted to outer toilet facility door 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.

Estates to action

Infection control


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

Respiratory hygiene: Staff and students are required to wear face covering whilst inside the buildings where this does not

Employees reminded on regular basis to 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

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contravene the local risk assessment. 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

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

Catering and communal areas

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



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

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






Staff and students encouraged to bring their own water bottle, and 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.

If the Main Refectory is deemed a useable space, one-way movement through the servery area will be maintained and consideration will need to be given to reducing the seating capacity for social distancing and mark around the furniture on the floor to deter its movement by the users.

Not sure if refectories will be operatingWorking onsite – Deliveries and drivers

Visitors, staff, students.

Porters will bring deliveries through designated delivery point. Couriers will use the intercom on the car park barrier. Consider only accepting deliveries at set times.

FOR EARTH The designated delivery day, where possible, will be on Thursdays only to the EARTH door only until further notice. Delivery of personal items will not be permitted.

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Who might be harmed


Action by when?

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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.

Safety and Staff Wellbeing

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


Appendix 1: Internal access routes

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Appendix 2 - Building Reoccupation Proposal for Social Distancing

Movement through the BuildingWe are proposing to introduce a one-way system of movement to and along each floor of the building to provide the users with the ability to maintain the required 2m social distancing by not having to return past other users.

Entry (Normal Hours):There are several entrances into Main Building, However, during normal hours of operation our proposal is to use the Horse-shoe Drive entrance and Main Car Park entrance as Entry Only, which will provide access to the main reception.In addition, there will be Entry Only through the entrances adjacent to the Shandon Theatre and the Earth entrance that are immediately to your right and left on the outer most corner of the building as you enter the main building car park. This will assist in minimising the distance users will need to walk to access the areas furthest away from the main entrance at the VJ Gallery.

Exit (Normal Hours):We are proposing to have Exit Only points from the doors on side elevation of the building from Chemistry (North Elevation) and Biological Science (South Elevation).

Entry & Exit (Out of Hours/Minimal Occupancy Levels)We propose during periods with limited numbers of users, to allow 2-way entry and exit through the 24hour door into the VJ Gallery from the main car park. This will require social distancing measures to observed by stopping and letting other users pass along the corridor before users enter or exit.During these periods, additional exit points from the North Wing will be via the Chemistry Exit Only Door and the South Wing via the Earth Entrance door. (Exit is different due to security concerns and door access issues mentioned later under ‘Door Operation’) Again, social distancing measures will have to be observed to allow the 2m distancing to be maintained.

Access from the VJ GalleryVJ Ground Floor:Users will either travel one-way left on the ground floor corridor to exit at the Biological Sciences Exit Only Doors or travel one-way right on the ground floor corridor to exit at the Chemistry Exit Only Doors.VJ 1st Floor:Users will access the 1st floor via the main staircase from the VJ Gallery. This staircase will be signed as Up Only and from here users can move one-way along the corridors towards either the staircase at the Chemistry Exit or the Biological Sciences Exit, where both these staircases will be signed as Down Only.VJ 2nd Floor

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Users will access the 2nd floor via the main staircase up to the 1st floor and up the staircase adjacent to the Library to the 2 nd floor. Users will then move along the corridors one-way and exit by the staircases down only to join the corridor below and follow the one-way travel to exit the building.VJ 3rd FloorUsers will access the 3rd floor via the main staircase up to the 1st floor and up the staircase adjacent to the Library to the 3 rd floor. Users will then move along the corridors one-way and exit by the staircases down only to join the corridor below and follow the one-way travel to exit the building.

Note: if there is only one staircase or corridor access is restricted, then 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 be signed where appropriate.

Access from the Shandon EntranceShandon Ground Floor:Users will travel along the corridor towards Chemistry to exit at the Chemistry Exit Only Door.Shandon 1st Floor:Users will travel one-way up the adjacent stairs and along the corridor to exit down the Chemistry staircase, which will be signed as Down Only to exit at the Chemistry Exit Only Door.Shandon 2nd Floor:Users will travel one-way up the adjacent stairs and along each corridor maintaining the one-way travel to exit down the Chemistry staircase which will be signed as Down Only to exit at the Chemistry Exit Only Door.

Chemistry 3rd FloorUsers will enter through the Shandon entrance and up the adjacent stairs to the 2 nd floor. Users will then travel along the corridor to the Chemistry staircase and travel up this top section of staircase to the 3rd floor. As there is no additional exit route from the 3rd floor, users on this section of staircase and around the 3rd floor will need to observe the social distancing protocol to allow two-way travel, by allowing other users to pass at a safe distance prior to their entry.When leaving the 3rd floor, the exit will be as the other floors and down the staircase to the Chemistry Exit Only Door.

Access from Earth EntranceEarth Lower Ground Floor:Users will travel one-way only down the stairs, along the corridor to exit up the stairs to the Biological Sciences’ Exit OnlyEarth Ground Floor:Users will travel along the corridor towards Biological Sciences to exit at the Biological Sciences Exit Only DoorEarth 1st Floor:

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Users will travel one-way up the adjacent stairs and along the corridor to exit down the Biological Sciences staircase which will be signed as Down Only to exit at the Biological Sciences’ Exit Only Door.Earth 2nd Floor:Users will travel one-way up the adjacent stairs and along each corridor maintaining the one-way travel to exit down the Biological Sciences’ staircase, which will be signed as Down Only to exit at the Biological Sciences’ Exit Only Door.

Biological Sciences 3rd FloorUsers will enter through the Earth entrance and up the adjacent stairs to the 2 nd floor. Users will then travel along the corridor to the Biological Sciences’ staircase and travel up this top section of staircase to the 3rd floor. As there is no additional exit route from the 3rd floor, users on this section of staircase and around the 3rd floor will need to observe the social distancing protocol to allow two-way travel, by allowing other users to pass at a safe distance prior to their entry.When leaving the 3rd floor, the exit will be as the other floors and down the staircase to the Biological Sciences Exit Only Door.

VJ Gallery Main Reception Desk:The Reception area will require acrylic screens to the front for segregation. This will be a standing height screen mounted from the countertop and if a slot for passing items back & forth, such as keys are needed, openings can be cut on site to meet the user’s individual requirements.

Library:The Library will be accessed up the main staircase for the VJ Gallery. We propose that the entrance doors to the Library be adapted to allow entry through one set of doors and exit through the other. This will require input from the managers, as will give concerns on security. On leaving the Library, users will join the one-way route along the corridor.There is also an emergency staircase from each level of the Library down to the 24hour door off the main car park.

Lecture Theatres:If 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 if suitable the emergency exit can be considered as the 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.Note: The Shandon emergency exit is onto Park Place adjacent to the bus shelter.

Generally, the capacity of lecture theatres is estimated at approx. 16%.

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This may require the closing off every other row and taking every few seats out of use to enable the 2m social distancing to be achieved.

Lifts:Lifts will be signed to state if required for accessible access/movement of items, one user only, to discourage use to lower floors and fitted with a hand sanitiser dispenser.

Toilet FacilitiesDue 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 toilet facility 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.

Additional External Toilets (for compliance, dependent on staff/student numbers. See Note at end of document): If required, we will need to check drainage runs, power and water supplies to decide on the most suitable external position for the additional toilet facilities.

Cellular offices:Introduce social distancing measures by restricting to sole use, moving desks apart or fitting desks screens as appropriate.

Open Plan Areas: Consider designating a one-way route within the open plan areas, with appropriate distance between desks for social distancing.Larger numbers of users could be achieved with the addition of acrylic desk screens to enable users to remain closer together.Seminar/Meeting Rooms:Procedure required for use of seminar rooms or reserve for over-flow office space/visitor use. (Would anticipate meetings would continue to be held virtually)

Laboratories/Classrooms.Install acrylic screens to create separate booths on laboratory benches. The screens can be fitted to the back of benches as well as in between each workstation/desk to give all-round segregation whilst working.

Movement within Laboratories/classrooms:Procedures will require input to ensure social distancing measures are in place.E.G. Only one user moves from any one lab bench at a time and users maintain social distancing as they move around the laboratory.

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Note: Further guidance will be required, as we can have individual booths along a bench but there is a potential issue if the user at the closed end of the bench moves out past the other users on the same bench, as this will encroach on the 2m ruling, unless other measures are acceptable, such as the wearing of face masks when moving around the space.

Water & Food Heating/Welfare Space:(different requirement for employees and student/public)Water fountain/bottle filling points - AllHot water points - StaffFood heating points - StaffVending - TBCSeating to consume food & drinks - Staff

All the above welfare points will require further discussion as to the requirement.

Main Refectory:If the Main Refectory is deemed a useable space, one-way movement through the servery area will be maintained and consideration will need to be given to reducing the seating capacity for social distancing and mark around the furniture on the floor to deter its movement by the users.

Deliveries: Porters will bring deliveries through designated delivery point. Couriers will use the intercom on the car park barrier. Consider only accepting deliveries at set times.

Hand Sanitiser:Dispensers x2 to each entrance (One alcohol based, one non-alcohol-based side by side)Dispensers to entrance of lifts.Dispensers in food/drink preparation areas.

All areas will have an even distribution of alcohol and non-alcohol based sanitising stations

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.Floor hatching at pinch-points to remind users to social distance

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Queuing/social distance signs on floor at reception, toilet facilities, lifts, staff kitchens and outside main entrance.Printers: Queuing points at printers with code set to data protect/retrieve printing.Door Operation:The external main entrance doors are automatic. However, the doors at the Biological Sciences entrance and at the Shandon entrance will need rectification/improvement for security access control with the introduction of PAC and powered door opener/closer.

General internal doors: Hold open devices where appropriate and either foot operation to open or handle extension for use of a forearm device.

Other Considerations:Face masks: Could make face mask wearing mandatory when moving through the building or around the office, Laboratory/classroom areas and removal is optional when sat at your workstation/lab bench.

Display Monitors:Could be used to display latest information and Covid reminders such as the do’s & don’ts

Peak Access Periods:Start and end: Set staggered start & finish times where possibleLunch times: Encourage staggered lunch breaks.

Staff with Mobility Issues:Designate space on ground floor for staff with mobility needs/PEEP’s to avoid use of stairs or lifts and mitigate against difficulties during fire evacuation.Due to the limited number of lifts in Main Building a procedure for social distancing will be required for entry & exit, as users may not be able to exit on the one-way route.

Note, for Information:

Toilet facilities for employeesStaff 1-5 = 1 ToiletStaff 6-25 = 2 ToiletsStaff 26-50 = 3 ToiletsStaff 51-75 = 4 ToiletsStaff 76-100 = 5 Toilets

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Students/public 20 users = 1 Toilet.

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