COVID-19: Business Continuity Plan: Activities and actions

COVID-19: Business Continuity

Plan: Activities and actions

Authors: University of Essex

Publication updated: 17 December 2021

Version: 16.0

Table of Contents

Activities and action table 10

Education Delivery 11

1. Face to Face lectures 11

2. Face to face seminars 12

3. Supervision (capstone, PGT and PGR) 14

4. Personal Tutor session 15

5. Professional services support within departments 16

6. On campus teaching (and PGR work) requiring close participation (e.g. laboratory teaching,

sports rehabilitation, nursing, media, hotel management), excluding studio work. 17

7. On campus studio work 19

8. Use of off-campus (privately hired) teaching space (e.g. for E15) 20

9. Fieldwork (teaching and research) 21

Academic Section – Academic Services 22

10. PGR examination processes 22

11. PGR Welcome Conference (PGRE Team) 23

12. Examination delivery 23

13. Exam Boards 24

14. Certificate production and delivery 25

15. Course development and records 26

16. End of Year 1 26

17. Management of Apprenticeships 27

18. Facilitation of Summer Schools 27

COVID-19: Business Continuity Plan: Activities and actions Page 1 of 223

19. Management of Partnerships 28

20. Study Abroad 28

21. Creation of Teaching Timetable 29

22. Student Meetings, e.g. Engagement, Academic Offences, Student Conduct 30

Academic Section – Student Life 31

23. Health Centre provision 31

24. Student Wellbeing and Inclusivity Service (SWIS) 32

25. Careers and Skills Support 32

26. Student Hub 33

27. Finance advice 34

28. Hardship support 35

29. Accommodation advice 35

30. Residence Life 36

31. Registration and Welcome activity 37

32. Critical incident helpline 37

33. Faith Centre 38

Academic Section – Academic Registrar’s Office 39

34. Day to day Academic Registrar’s Office activity 39

35. Receipt and distribution of Biometric Residents’ Permits (BRPs) and Right to Study checks

39

36. Immigration advice 40

37. Confirmation of Acceptance of Studies (CAS) issues 41

38. Checking and image capture of immigration documentation 41

39. Student Voice and surveys activity 42

Research Delivery and Knowledge Exchange 43


40. Delivery of funded research activities not requiring on site facilities 43

41. Delivery of funded research activities requiring on site facilities 44

42. Delivery of PGR activities not requiring on site facilities 45

43. Delivery of PGR activities requiring on site facilities 46

44. REF environment statements 48

45. REF Impact case studies 49

46. REF governance and sign off 50

47. REF institutional environment statement 51

48. Research output production 52

49. Management of grant claims for existing awards -research ethics activities 53

50. Support for preparation and submission of research proposals and contracts team 54

51. Student Enterprise and Entrepreneurship 55

52. Engagement with potential and current external research partners (incl. KTP project

meetings) 56

Library and Cultural Services 57

53. Loans and access to physical collections 57

54. Provision of digital, content and online resources 60

55. Provision of study spaces 61

56. Helpdesk and enquiry services 62

57. Interlibrary loans/document delivery 64

58. ESCALA & University Art Collections 65

58a. Arts and Art Classes 66

On site services and facilities (UoE): Catering 68

59. On campus Essex food outlets 68

60. Essex Food staffing 71


61. Essex Food service delivery and continuity 72

On site services and facilities (UoE): Sport 73

62. Student Sports Clubs 73

63. External Sports Clubs and Group Activity Bookings 74

64. Essex Sport Facilities - general 75

65. Essex Sport Gym 76

66. Fitness Classes 78

67. Individual Hire of Facilities 79

68. Elite sports activities 80

69. Children’s Courses and Holiday Camps (incl. CHUMS) 81

70. Large Scale Sporting Events (over 100 people), e.g. External Hire of Essex Sport Arena

(Superleague Netball), Derby Day, Sports Awards Dinner 82

71. Essex Sport Outreach and In-reach activities (visits to/from schools, work experience) 83

72. Meetings on/off-campus with external organisations 84

73. Site Visits from Contractors for Inspections/Maintenance (Sport) 85

On site services and facilities: SU 86

74. SU clubs and societies 86

75. SU bars and catering outlets: SU Bar, SU Bar Food, Starbucks, Top Bar and MOA 87

76. Sub Zero 88

77. SU Shops; The Store, Extra Store, Mini Store, The Kitchen, everythingEssex and Post office

89

78. SU Advice 90

79. SU Reception 91

80. SU Education team 91

81. Students’ Union Societies 92

82. SU Homes 93


83. SU Lounge, Southend 93

84. SU Office, Southend and Just Play 94

85. Corbett Theatre Café and bar, and Roding House Loughton 95

Recruitment and Admissions 96

86. Admissions 96

87. Confirmation of Acceptance of Studies (CAS) issuing 97

88. Recruitment and outreach off campus 98

89. Recruitment and outreach on campus 100

90. Use and management of Customer Relationship Management (CRM) systems 101

91. Enquiry management and agent management 102

92. Wider recruitment and conversion activity 103

93. Wider travel 104

94. Market intelligence 105

Communications and events 107

95. Website 107

96. Social media 108

97. Internal communications 109

98. External communications 110

99. Reception services (Colchester) 111

100. Reception services (Southend) 112

101. Alumni engagement 114

102. Events 115

Digital Innovation and Technology Services 116

103. Provision of key IT services 116

104. Dual mode teaching AV installations 118


105. IT Helpdesk 119

106. Provision of telephony services 119

107. Management of online learning solutions 120

108. Provision of remote support to home workers 121

Security and patrol officers 122

109. Security and patrol officers staffing 122

110. Security and patrol officers service delivery 123

ECS Customer Services Section 125

111. Management of contractor access and key distribution 125

112. Maintaining helpdesk Work Order management and customer liaison 126

113. Maintaining Operational Customer Communication activity 127

114. Maintaining support for essential IT systems 128

115. Maintaining Support and logistical planning for Core Activities. 129

116. Maintaining ECS H&S support 130

117. UECS Compliance Monitoring 131

118. Event and works Authorisation 132

119. Arrivals planning 133

120. Project work 134

121. Risk Register review activity 135

Soft FM Services 136

122. Soft FM: staffing 136

123. Soft FM: services and supply chain 138

124. Soft FM: supporting wellbeing & reduced anxiety 139

125. Soft FM: self-isolation 140

126. Soft FM: reducing risks of contracting Covid-19 142


Accommodation 144

127. Accommodation staffing arrangements 144

128. Accommodation: supporting wellbeing & reduced anxiety 145

129. Accommodation: self-isolation and reducing risks of contracting Covid-19 146

130. Student Accommodation (external provision) 147

Post Room and Central Stores 149

131. Post Room and Central Stores: staffing 149

132. Post Room and Central Stores: services and supply chain 150

Wivenhoe House Hotel 152

133. Wivenhoe House Hotel (WHH) 152

134. WHH Accommodation 154

135. WHH Restaurant & Afternoon Tea 155

136. WHH Weddings 156

137. WHH Conferences 157

138. WHH Small meetings 157

139. WHH Private dining 158

140. WHH Events 159

Grounds & sustainability 160

141. Grounds 160

142. Travel and Transport 161

143. Sustainability and Energy 162

Event Essex 163

144. Event Essex staffing 163

145. Event Essex service delivery and continuity 164


Commercial Management: Knowledge Gateway 166

146. Management team 166

147. Tenant occupation 167

148. Hard services 168

149. Soft FM Services 169

150. Compliance services 170

151. Network and broadband support services 170

152. Rent collection and finance support 171

153. External communication support 171

154. Meetings and appointments 172

155. Studio X 173

Commercial Management: Central Campus lessees 174




159. Soft FM Services 176




163. External communication support 179


Commercial Management – Business Incubation Centre 180


166. Reception team 181




169. Southend and Loughton FM Services 183




173. External communications support 186


175. Post management 187

176. Visitor management 188

Maintenance and Capital Development 189

177. Lifts 189

178. Air Conditioning/Ventilation 190

179. Water Hygiene 191

180. Fire Alarms 192

181. Gas Boilers 193

182. Intruder alarms 195

183. Fire Extinguishers 196

184. Smaller contracts 197

185. HV Supplies 198

186. Auto Doors 199

187. Generators (fuel supply) 200

188. Drainage 201

189. Major Capital projects:- 202

190. Minor capital/ revenue project work 203

Day Nursery 204


191. Nursery: customer implications 204

192. Nursery: Infection Control 205

193. Nursery: Communication 206

194. Nursery: Technical Resilience and Capability 207

195. Nursery: Supply and Services 209

196. Nursery: Key events and training 210

Governance and management 211

197. Governance functions (USG, Council) 211

198. OVC Office (PA team, Governance team, Southend campus management team) 212

199. Financial management 213

200. Finance (cash) 214

201. Planning 215

202. People and Culture: ERR 216

203. Running payroll 217

204. Organisational Development 218

205. Occupational Health 219

206. Health and Safety 220


Activities and action table

The table below plots the four levels of protection identified by the University with the COVID-19

Business Continuity Plan against the activities undertaken. It also includes actions required to be

undertaken prior to moving to a new level of protection. This table will be updated should changes be

necessary following the completion of risk assessments. The table will also be updated in line with

changes to government requirements and scientific advice, both of which will be followed in

implementing all actions.

All guidance produced for our return to campuses should also be followed, in addition to the actions

identified in the table below. This includes specific DSE guidance which has been prepared to support

those members of staff who will be working from home during the pandemic, as well as risk

assessments that must be undertaken prior to any member of staff returning to our campuses. More

information about steps to be taken before returning to campus appears on the University’s webpages

about How to come onto our campuses.

Additional advice will be available prior to moving to Targeted protection in relation to those individuals

who would require targeted support.

https://www.essex.ac.uk/staff/how-to-come-onto-our-campuses


Education Delivery

1. Face to Face lectures

Actions prior to Advanced protection

Training offered to academic staff to assist with delivering lectures remotely.

Standard set of IT kit for academic staff prepared and distributed, according to need.

Communication with students.

Advanced protection

There will be no in-person lectures/ seminars, with the exception, following approved risk assessments,

of courses defined by the DfE as being able to be delivered in person; other teaching events delivered

and engaged with remotely.

Actions prior to Enhanced protection



Enhanced protection

Dual delivery, with essential teaching delivered face-to-face.

Actions prior to Sustained protection

Review undertaken of lectures to identify and prioritise those which should be delivered onsite. This

would include considerations regarding size of lectures that can be delivered (i.e. gatherings limited in

size means some lectures may be too large to deliver on site and will need to remain online). Some

lectures will be double taught to those on- and off-campus.

NB Tier 4 students may have specific requirements about attendance associated with their visas.

For those lectures that could be delivered on site, social distancing measures (e.g. seat gaps) would be

implemented, and room capacities and ventilation requirements identified.

Entry and exit strategies into and out of lectures and classes would be developed to maintain social

distancing.


Sustained protection

Dual delivery. Lectures delivered on site if necessary, captured by Listen Again and engaged with

remotely.

Plans would remain in place for online delivery (i.e. Listen Again, Zoom, Moodle) noting that some staff

and students may still not be able to get to campus.

Actions prior to Targeted protection

Entry and exit strategies into and out of lectures to be continued follow the requirements of the

Premises Policy

All teaching spaces assessed for ventilation and associated maximum occupancies/use as described in

the Premises Policy.

Targeted protection

Expectation that the majority of teaching is delivered and engaged with on site, within University social

distancing guidelines, and following the requirements of the Premises Policy.

Depending on the needs of the course, options remain available for lectures to be delivered on site but

captured by Listen Again and engaged with remotely. Consequently, plans would remain in place for

online delivery (i.e. Listen Again, Zoom, Moodle) noting that some staff and students may still not be

able to get to campus. 1

2. Face to face seminars


Training offered to academic staff to assist with delivering seminars remotely.

Standard set of IT kit for academic staff prepared and distributed, according to need.


1 Department for Education – Higher education COVID-19 operational guidance – updated 19 July

2021 - https://www.gov.uk/government/publications/higher-education-reopening-buildings-and-

campuses/higher-education-covid-19-operational-guidance

https://www.gov.uk/government/publications/higher-education-reopening-buildings-and-campuses/higher-education-covid-19-operational-guidance

https://www.gov.uk/government/publications/higher-education-reopening-buildings-and-campuses/higher-education-covid-19-operational-guidance


Advanced protection

There will be no in-person lectures/ seminars, with the exception, following approved risk assessments,

of courses defined by the DfE as being able to be delivered in person; other teaching events delivered

and engaged with remotely.




Enhanced protection

Dual delivery, with essential teaching delivered face-to-face.

Location for capturing delivery will depend on requirements of the discipline and the availability of

equipment.


As with lectures above.


Seminars delivered on site if possible, captured by Listen Again and engaged with remotely.

As with lectures above.


As with face to face lectures above.

Targeted protection

Expectation that the majority of seminars are delivered and engaged with on site, within University

social distancing guidelines, and following the requirements of the Premises Policy.

If this is not possible, seminars would be engaged with remotely, depending on the needs of the

course.

As with face to face lectures above.


3. Supervision (capstone, PGT and PGR)


Zoom rolled out to University community.

Clear lines of communication developed between supervisors and students to accommodate different

locations and with agreed methods of meeting, e.g. virtually.

Advanced protection

No face to face supervisions; all supervision conducted remotely.


Clear lines of communication developed between supervisors and students to accommodate different

locations and with agreed methods of meeting, e.g. virtually.

Enhanced protection

No face to face supervisions expected; supervision meetings conducted remotely, unless it is deemed

essential to meet in person (e.g. for review of lab-based work), in which case COVID-secure mitigations

must be in place.


Ensure all office spaces that could conduct these meetings meet the requirements for social distancing.

Communications should be managed through Faculties and Departments to support all academic staff

in checking this. Consideration should be given to using different spaces if necessary, including use of

group spaces on campus, etc.


Supervision would be conducted face to face with safety mitigations in place, where safe, appropriate

and required. If this would not be possible safely, or not required, supervision would be conducted

remotely.


Confidential OH review undertaken of the possibility of those participants who are continuing to work

offsite and who may need targeted support.


Targeted protection

Supervision would be expected to be conducted face to face with safety mitigations in place where

appropriate and required. If this is not possible safely, supervision would be conducted remotely.

4. Personal Tutor session



Advanced protection

Only undertake remote personal tutoring, with none being undertaken face to face.



Enhanced protection

No face to face meetings expected; all personal tutor meetings conducted remotely, unless it is deemed

essential to meet in person, in which case COVID-secure mitigations must be in place. Guidelines for

personal tutoring must be followed.


Ensure all office spaces that could conduct these meetings meet the requirements for social distancing.


Guidelines for personal tutoring to be followed, with the expectation that it will be undertaken face to

face with safety mitigations implemented, wherever safe, appropriate and required (see advice from OH

on single occupancy rooms). If this is not possible safely, or not required, personal tutoring would be

conducted remotely.


For sessions in teaching spaces – see face to face lectures above. Spaces for these meetings need to

include social distancing space.


Review use of PT group sessions and, if necessary, only allow individual meetings to reduce multiple

students being in one place.

Targeted protection

Guidelines for personal tutoring to be followed, with the expectation that it will be undertaken face to

face with social distancing maintained, where appropriate and required. If this is not possible safely,

personal tutoring would be conducted remotely.

5. Professional services support within departments


IT equipment provided to those who need it.

Zoom rolled out across the University.

Advanced protection

All support provided remotely.


Staff requirements for being on- or off-site considered.

Rotas established.

Enhanced protection

All services provided remotely with the exception of departments delivering essential teaching face-to-

face. The level of support provided will be decision by the HoD, with support from their Faculty

Manager.


Where required, teams would come onto campus using rotas.


Majority of support provided remotely. Professional services staff on site on a limited basis (no more

than 50% at any time).

Protocols and procedures in place to limit visitors to offices.



Ensure desks are thoroughly cleaned where desks are used by multiple staff members.

Ensure safety mitigation policies in place for open plan offices as per Premises Policy.

Ensure safety mitigation policies clear for people visiting offices.

Targeted protection

Professional services support would be provided on site with safety mitigations implemented, where

appropriate and required.

6. On campus teaching (and PGR work) requiring close

participation (e.g. laboratory teaching, sports

rehabilitation, nursing, media, hotel management),

excluding studio work.


Virtual alternatives (e.g. virtual labs) identified and established.

ESSEXLab sessions reviewed and cancellation notices issued.

Advanced protection

Virtual alternatives (e.g. virtual labs) used for all close participation teaching work where possible, with

the exception, following approved risk assessments, of courses defined by the DfE as being able to be

delivered in person. ESSEXLab closed to all in-person uses (see below for time-critical research).

See below for research delivery using labs.


Risk Assessments undertaken for going ahead with some limited close participation teaching, using a

third of participants on site at any one time, and including protective measures that may be taken safely

as mitigations, in line with the Government’s COVID-19 Secure Guidance. Examples may be: data

collection through the use of team rotas, with analysis undertaken remotely; access to labs with

specialist statistical software managed within the Secure Guidance requirements.


This includes the re-opening of labs. H&S review made of all labs prior to re-opening. All water

systems to be flushed prior to re-opening.

Enhanced protection

Where deemed essential, appropriate and safe, close participation teaching (including PGR work) to

take place, with no more than a third of teams on site at any one time.

Virtual alternatives used where this is not possible, and where available.


Risk Assessments undertaken for re-starting remaining close participation teaching, using 50% of

participants on site.

H&S review made of all labs prior to re-opening. All water systems to be chlorinated prior to re-

opening.


Where deemed appropriate and safe, close participation teaching (including PGR work) to re-

commence.





Targeted protection

Where deemed appropriate and safe, close participation teaching (including PGR work) to continue for

those not considered vulnerable.



7. On campus studio work


Clear communications to be shared with students about spaces available, and activities that can be

undertaken, and to ensure these are in line with risk assessments. These spaces will need to be

booked in advance. Students will be encouraged to undertake regular testing for use of any studio

space.

Advanced protection

Bookable studio spaces (not including break-out spaces) to be made available to individuals or small

groups from the same household in some studios for rehearsals and practice. Activities to be low-risk,

with limited equipment available. All activities to be in line with departmental risk assessments.


Requirements for essential on-site studio work identified, and alternatives identified, where necessary.

Enhanced protection

Essential studio work for students to go ahead if deemed safe following successful completion of risk

assessment. Alternative activities to be used where studio work is not essential, with mitigations in

place for catch-up work developed and communicated.


Studio classes to run where possible and safe, including the observation of social distancing as

appropriate.


Undertake risk assessment to identify how/where to extend activities in studio classes.


Full use of studio classes to run where possible and safe, including the observation of social distancing

as appropriate.

Targeted protection

Studio classes to run where possible and safe, including the use of safety mitigations as appropriate.


8. Use of off-campus (privately hired) teaching space

(e.g. for E15)


Clear communication with third parties.

Advanced protection

No use made of off-campus spaces.


Clear communication with third parties.

Enhanced protection

Should off-campus use of space have been deemed safe previously during the pandemic, review risk

assessment to ensure continued confidence in safety levels.

If off-campus use of space had not been deemed safe previously during the pandemic, undertake risk

assessment for re-use of off-site facilities.


Depending on results of risk assessment, and with approval from the Executive Dean, re-start off-

campus work, with social distancing and other required mitigations in place.


Should off-campus use of space have been deemed safe under Sustained Protection, review risk

assessment to ensure continued confidence in safety levels.

If off-campus use of space had not been deemed safe under Sustained Protection, undertake risk

assessment for re-use of off-site facilities.


Risk assessment of off-campus activity and space and implementation of identified mitigations.


Targeted protection

Subject to risk assessment, and with approval from the Executive Dean, re-start off-campus work, with

social distancing and other required mitigations in place as necessary.

9. Fieldwork (teaching and research)


Review all fieldwork planned and put in place cancellations.

Advanced protection

No fieldwork to take place.


Undertake a risk assessment of planned fieldwork. Identify possible alternatives that may be

undertaken safely.

Enhanced protection

Where essential, appropriate, permitted under Government regulations and deemed safe, following risk

assessment, fieldwork or identified, safe alternatives to go ahead.


Undertake a risk assessment of planned fieldwork. Identify possible alternatives that may be

undertaken safely, where necessary.


Where appropriate and deemed safe, following risk assessment, fieldwork or, where necessary,

identified, safe alternatives to go ahead.





Targeted protection

Where appropriate and deemed safe, following risk assessment, fieldwork to go ahead for relevant

participants.

Academic Section – Academic

Services

10. PGR examination processes

A) Thesis submission

B) Viva examination

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.


Review whether remote vivas, or partial remote examination (I.e. External Examiner remote presence

but Internal Examiner present with candidate) can continue.

Targeted protection

A) Thesis submission will remain remote via electronic submission.

B) Vivas would be conducted face to face with social distancing maintained, where appropriate and

required. If this is not possible safely or not required, vivas would be conducted remotely.


11. PGR Welcome Conference (PGRE Team)

Advanced protection

PGR Welcome Conference to be delivered remotely.

Enhanced protection





Review social distancing guidance at the time, and room availability, to ascertain whether on site

gathering can take place.

Targeted protection

PGR Welcome Conference to be delivered both on site and remotely, if deemed safe. Access, location

and format of the event must enable social distancing (if relevant in October) and remote delivery

enables those covered by targeted protection to join and engage too.

12. Examination delivery


Implementation of approach to summer assessment.

Advanced protection

Winter Exams are all online. Senate has agreed that online is the default for exams for 2020-21, with

exceptions by approval.


Development of approach to summer assessment.


Enhanced protection

Assessment will continue remotely, Wherever possible, examinations will not be run that require

students to be physically present on campus. This applies to all groups of taught students, both

undergraduate and postgraduate.


Use agreed process for summer assessment.

Targeted protection

TBC

13. Exam Boards


Implementation of approach to summer assessment. Remote delivery of Exam Boards. All exam

board work to be paperless in 2020.

Advanced protection

Exam boards in 2021 will be paperless and operated remotely.


Implementation of approach to summer assessment. Remote delivery of Exam Boards. All exam

board work to be paperless in 2020.

Enhanced protection

Exam boards in 2021 will be paperless and operated remotely.


Some essential Exam Board roles could be undertaken on campus where office equipment is required

to fulfil the role and it’s appropriate and possible for the individuals involved.


All exam board work to be paperless in 2021. Location to be agreed if required.



Some essential Exam Board roles could be undertaken on campus where office equipment is required

to fulfil the role and it’s appropriate and possible for the individuals involved.

Targeted protection

All exam board work to be paperless in 2021. Location to be agreed if required.

14. Certificate production and delivery


E-Certificate process now available where hard copy certificates cannot be printed and mailed.

Advanced protection

E-Certificates now available. Paper production will be undertaken but can be delayed pending the

return to campus.



Enhanced protection

E-Certificates now available. Paper production will be undertaken but can be delayed pending the

return to campus.




Limited number of staff on campus to undertake this function.

Targeted protection

To be delivered from campus as usual.


15. Course development and records

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.

Targeted protection

Staff will be able to carry out tasks remotely. Return to campus can fit around phased return to allow

others to be on campus.

16. End of Year 1

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.

Targeted protection




17. Management of Apprenticeships

Advanced protection

Undertake remotely

Enhanced protection

Undertake remotely


Undertake remotely

Targeted protection

Specific staff will be able to continue to carry out tasks remotely whilst other staff are on campus if

required.

18. Facilitation of Summer Schools

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.

Targeted protection

Specific staff will be able to continue to carry out tasks remotely whilst other staff are on campus if

required.


19. Management of Partnerships

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.

(Query over ability to produce transcripts and post to Partner Institutions – may need to be done on

campus).

Targeted protection

Specific team members will be able to continue to carry out tasks remotely, whilst other team members

are on campus where required.

20. Study Abroad

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.

(Query over ability to produce transcripts and post to Partner Institutions – may need to be done on

campus).


Screens for student desk to allow protection between staff and staff when operating face to face

student services.



Subject to the buildings being open on the Colchester campus, offer specific face to face student

services where required. Other team members to continue to work remotely.

Targeted protection

On a rotational basis, a proportion of team members will be able to continue to carry out tasks remotely,

whilst other team members are working on campus.

21. Creation of Teaching Timetable

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Undertake remotely.

Targeted protection




22. Student Meetings, e.g. Engagement, Academic

Offences, Student Conduct

Advanced protection

Undertake remotely.

Enhanced protection

Undertake remotely.


Availability of meeting rooms which enabled compliance with social distancing requirements.


Meetings could be conducted face to face where required and where social distancing can be

maintained. Where it was not possible to hold meetings safely, they could continue to be conducted

remotely.


Ventilation assessments of meeting rooms undertaken to inform capacity

Availability of meeting rooms which enabled compliance with social distancing requirements.

Targeted protection

Meetings could be conducted face to face where required and where social distancing can be

maintained, if required. Where it was not possible to hold meetings safely, they could continue to be

conducted remotely.


Academic Section – Student Life

23. Health Centre provision


Review NHS guidance

Advanced protection

Operating in line with NHS guidance


Review NHS guidance

Enhanced protection



Review NHS guidance




Review NHS guidance

Targeted protection



24. Student Wellbeing and Inclusivity Service (SWIS)

Advanced protection

Offer online service, with Skype/Zoom support

Enhanced protection

Predominantly remote delivery with face-to-face service focused on supporting students in emergency

circumstances and to enable support for students on campus.

Offer remote full Diagnostic Assessments as these are now possible.


Maintain off site working for most staff until clarity re sustainability of return to office working.

Potentially provide some capacity for limited numbers of staff to work in office space.

Introduction of social distancing signage.


Where support requires on campus facilities/ resources, some basic frontline service provided, with

reduced opening hours and staff on rotation.

One to one support provided remotely via Zoom, chat or email.

Continue with some remote plus some face-to-face full Diagnostic Assessments

Targeted protection

Services provided on site with social distancing maintained where appropriate and required, and

remotely.

25. Careers and Skills Support

Advanced protection

Services offered remotely.

Classes for career development learning and academic skills support delivered online.


Enhanced protection

Services offered remotely.

Classes for career development learning and academic skills support delivered online.




Some services continue to be offered remotely, with limited face-to-face activity.

Classes for career development and academic skills offered via dual delivery. Delivered on site if

necessary/possible and via webinar/online.

Targeted protection

Services provided on site with social distancing maintained where appropriate and required, and

remotely.

Teaching provided on site with blended/ online elements supporting those self-isolating.

26. Student Hub


Phone and live chat service offered remotely.

Enhanced protection

Predominantly remote delivery with face-to-face service focused on supporting students in relation to:

Accommodation key issues; Registration Cards and RTS; and for students in emergency

circumstances.



Provide some capacity for limited numbers of staff to work in office space.



Purchase and installation of Perspex screens.


Limited frontline service provided, with staff on rota basis.

Remote support continuing for phone, email and live chat enquiries.

Targeted protection

Services provided on site with social distancing maintained where appropriate and required. Some

remote support continuing.

27. Finance advice

Advanced protection

Service offered remotely

Enhanced protection

Service offered remotely





Noting this service is predominately delivered via SIT or email and appointment if needed, service

predominantly delivered remotely.

Targeted protection

As above


28. Hardship support

Advanced protection

Reduced service offered remotely. Issuing of accommodation keys for arriving students or those

requiring replacements has been agreed to be delivered by Security from the Information Centre.

Enhanced protection

Offer online service, with Skype/Zoom support



Evaluation of space available for staff




As above - offer face to face and online service, with Skype/Zoom support

Targeted protection

As above

29. Accommodation advice

Advanced protection

Reduced service offered remotely

Enhanced protection

Reduced service offered remotely






Subject to the buildings being open on the relevant campus, offer limited face to face support. If

numbers are limited, reduced service offered remotely.

30. Residence Life

Advanced protection

A fully virtual service delivered remotely via zoom and email; flat programmes and other essential Res

Life support delivered virtually.

RAs providing weekly virtual drop-in to support students living on and off campus.

Enhanced protection

A fully virtual service delivered remotely via zoom and email; flat programmes and other essential Res

Life support delivered virtually.

RAs providing weekly virtual drop-in to support students living on campus.


Maintain off site working for most staff until clarity re sustainability of return to office working is known.


When permitted, offer some outdoor socially distanced programmes where possible, with remote

support and alternative options delivered via zoom and email.

RAs providing weekly virtual drop-in to support students living on campus

Targeted protection

Service provided in person with social distancing maintained where appropriate and required.


31. Registration and Welcome activity

Advanced protection

Online delivery for those limited students studying on campus, plans are underway for contactless

receipt of registration card via post or from a still-staffed point on campus.

Enhanced protection

Online delivery

Very limited back office administration tasks undertaken on campus


Plan in-person activity with social distancing and other constraints taken into account


Online with some face to face activity should social distancing and other government advice permit


Plan in-person activity with social distancing and other constraints taken into account

Targeted protection

Online with some face to face activity with social distancing.

32. Critical incident helpline

Advanced protection

Expanded Student Information Team (SIT) capacity, staffed by team and volunteers remotely.

Enhanced protection

Expanded SIT capacity, staffed by team and volunteers remotely.


Expanded SIT capacity, staffed via team and volunteers on site and remotely.


33. Faith Centre


Review government and religious organisations’ advice.

Advanced protection

Services at designated places of worship not supported on campuses following advice from the local

Directors of Public Health. This position will be reviewed should the public health advice change.



Enhanced protection

Services at designated places of worship may be attended, with safety provisions in place, subject to

advice from the local Directors of Public Health and following Government guidelines and the provisions

of approved risk assessments.




Services at designated places of worship may be attended, with safety provisions in place, subject to

advice from the local Directors of Public Health. If worship goes ahead and following Government

guidelines and the provisions of approved risk assessments.



Engagement with Chaplain and team to ensure actions in line with that of other religious organisations.

Targeted protection

Collective forms of worship on campus if deemed safe, with social distancing guidelines followed

where required, and remote activities.


Academic Section – Academic

Registrar’s Office

34. Day to day Academic Registrar’s Office activity

Advanced protection

Delivered remotely

Enhanced protection

Delivered remotely


Delivered remotely until such time as staff can be accommodated appropriately

Targeted protection

Delivered remotely until such time as staff can be accommodated appropriately

35. Receipt and distribution of Biometric Residents’

Permits (BRPs) and Right to Study checks


Arrangements to be put in place to manage ID checks online and transfer BRPs from University to

students in line with Home Office guidance

Advanced protection

Online immigration and ID document checks. Where students are in Colchester BRPs will be ready for

collection from the Post Room on campus, BRPs for students outside Colchester will be posted via

Special Delivery



Consider staff and space availability, and volume of BRPs expected, to allow function to be carried out

on campus. Identify suitable, and available, location for issue of documents to students.

Enhanced protection

Very limited presence on campus to support international students and to safeguard immigration

compliance


Assess staff and space availability.


If Student Services Hubs are open process can continue as usual. Otherwise use arrangements as

identified for Enhanced protection


Identify staff capacity

Targeted protection

As before.

36. Immigration advice

Advanced protection

Full service offered remotely

Enhanced protection



Subject to the buildings being open on the relevant campus, consider offering limited face to face

support noting that full service can be effectively offered remotely.


Targeted protection

Offer limited face to face support. Service can be effectively offered remotely as required.

37. Confirmation of Acceptance of Studies (CAS) issues

Advanced protection


Enhanced protection




Targeted protection

Full service can be offered remotely or on campus, does not require in-person contact with students

38. Checking and image capture of immigration

documentation


Monitor Home Office concessions and announcements

Advanced protection

Images to be provided, checked and stored digitally


Monitor Home Office concessions and announcements


Enhanced protection

Images to be provided, checked and stored digitally by students, pending Home Office Concession


Consider alternatives to usual practice of handling of original documents. Monitor Home Office

concessions and announcements


Deliver service in person but with extra measures to ensure minimum amount of document handling

and adherence to social distancing


Consider alternatives to usual practice of handling of original documents. Monitor Home Office

concessions and announcements

Targeted protection

Deliver service in person but with extra measures to ensure minimum amount of document handling

and adherence to social distancing

39. Student Voice and surveys activity

Advanced protection

Remote delivery. The NSS campaign along with UKES and PTES surveys will be digital first, with use

of social, digital media, and Moodle to promote survey completion.

Enhanced protection

Remote delivery. Also essential non student contact activity if needed.


Remote delivery. With limited essential tasks to be delivered on campus i.e. distribution of posters and

promotion of survey


Targeted protection

Offer limited face to face Service

Research Delivery and Knowledge

Exchange

40. Delivery of funded research activities not requiring

on site facilities


PIs to consider options and, where necessary, contact funders in conjunction with Postaward team.

Advanced protection

Undertake remotely.


Undertake risk assessment for undertaking on-site activities.


Enhanced protection

Undertake remotely.


None.


Undertake where appropriate, using split (50/50) teams on site, if on site required.



Confidential OH review undertaken of the possibility of those researchers who are vulnerable to re-

commence on site work.

Targeted protection

Undertake primarily on site, where appropriate, with those who cannot continuing to work off site until

advised otherwise.

Plan B: working from home where possible.

41. Delivery of funded research activities requiring on

site facilities



Undertake risk assessment for continuing with any on-site activities.

Advanced protection

Considered on a case by case basis by HOD.

Predominantly delivered and engaged with remotely. Time-critical lab work may be permitted on site,

following approved risk assessments and regular asymptomatic testing for all individuals involved.



Undertake risk assessment for undertaking essential on-site activities.

Enhanced protection


Where essential and approved, following a risk assessment, research lab work to be re-started by a

small team (ideally no more than a third), with additional safety mitigations put in place where

necessary, using standard operating procedures.



Undertake risk assessment for expanding on-site activities.

Contact funders to advise of any restrictions to ability to undertake research.


Considered on a case by case basis by HOD, informed by a risk assessment.

Where required and approved, research lab work to continue or re-start, ideally using two teams on

rotation, small team, and with additional safety mitigations put in place where necessary.


Confidential OH review undertaken of the possibility of those researchers who are continuing to work


Targeted protection

Undertake research primarily on site, where appropriate, with those who cannot continuing to work off

site until advised otherwise.


42. Delivery of PGR activities not requiring on site

facilities


Communication between PGR students and supervisors to determine location for work and equipment

needs

Advanced protection

Undertake remotely.


Undertake risk assessment for undertaking on-site activities


Enhanced protection

Undertake remotely where possible. Where office use is considered essential, a successful risk

assessment must be undertaken by the department, and any mitigations implemented prior to re-

occupation. Any PGR office space should be used at any time by no more than a third of its occupants


None.


Undertake where appropriate, using PGR office occupancy on rotation (50/50), if on site required.


Identification, confidentially, of those PGR students who may need targeted support.

Targeted protection

Undertake primarily on site, where appropriate, with those who cannot continuing to work off site until

advised otherwise.


43. Delivery of PGR activities requiring on site facilities


Communication between PGR students and supervisors to determine location for work and equipment

needs

Undertake risk assessment for continuing with any on-site activities.

Advanced protection


Predominantly delivered and engaged with remotely. Time-critical lab work may be permitted on site,

following approved risk assessments and regular asymptomatic testing for all individuals involved.



Undertake risk assessment for undertaking on-site activities.

Enhanced protection


Where essential and approved, following a risk assessment, research lab work to be undertaken by a

small team (ideally no more than a third), with additional safety mitigations put in place where

necessary, using standard operating procedures.


Undertake risk assessment for expanding on-site activities.

Contact funders to advise of any restrictions to ability to undertake research.


Considered on a case by case basis by HOD, informed by a risk assessment.

Where required and approved, research lab work to be re-started, ideally using two teams on rotation,

small team, and with additional safety mitigations put in place where necessary.


Confidential review of those researchers who are continuing to work offsite and who may need targeted

support.

Targeted protection

Undertake research primarily on site, where appropriate, with those who cannot continuing to work off




44. REF environment statements


Staff to ensure they have IT equipment necessary for working from home.

Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely.


Put in place measures to facilitate safe return.


Implement 50/50 team rota for staff coming onto site, as necessary.




Targeted protection

Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off




45. REF Impact case studies



Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely.








Targeted protection





46. REF governance and sign off



Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely.








Targeted protection





47. REF institutional environment statement



Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely.







offsite and who may need targeted support

Targeted protection





48. Research output production



Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely.







offsite and who may need targeted support

Targeted protection





49. Management of grant claims for existing awards -

research ethics activities



Advanced protection

Undertake remotely.



Enhanced protection

Undertake primarily remotely except where access to campus is required for essential work (no more

than one third on site at any one time).








Targeted protection





50. Support for preparation and submission of research

proposals and contracts team



Advanced protection

Undertake remotely.


Undertake risk assessment to field staff on site.

Enhanced protection

Undertake primarily remotely except where access to campus is required for essential work (no more

than one third on site at any one time).








Targeted protection





51. Student Enterprise and Entrepreneurship


All Studio X users notified of closure.

Advanced protection

Studio X closed to users. No face to face events – online delivery only.

Team to work remotely.


Activate user key cards. Implement social distancing.

Additional signage in Studio X to implement social distancing.

Rota system for users if necessary.

Enhanced protection

Studio X closed to users. No face to face events – online delivery only.

Team to work remotely.




Implement increased (50/50) team rota for staff coming onto site, as necessary.


Confidential OH review undertaken of the possibility of those staff who are continuing to work offsite

and who may need targeted support.

Deactivate rota.

Targeted protection





52. Engagement with potential and current external

research partners (incl. KTP project meetings)


Research partners kept informed.

Advanced protection

Undertake remotely.

No business travel.

All meetings conducted remotely.

Digital marketing activities continue at reduced level but all events and face to face follow-up paused.


Consider policy and guidelines around UK business travel.

Enhanced protection

Undertake remotely.

Essential business travel only if permissible under University and government guidelines and capacity

of host premises to meet required social distancing requirements.

All meetings conducted remotely as first option. Digital marketing activities continue at reduced level

but all events and face to face follow-up paused.


Put in place measures to facilitate safe management of visitors on campus.


UK business travel resumed only if permissible under University and government guidelines and

capacity of host premises to meet social distancing requirements.

Public transport to be avoided with private cars preferred (subject to University policy compliance)


Meetings conducted remotely where possible.

In person event attendance resumed where events are considered essential and where compatible with

social distancing.


Confidential OH review undertaken of the possibility of those staff who are continuing to work offsite

and who may need targeted support.

Targeted protection

Business as usual, with those who are vulnerable continuing to work off site until advised otherwise.


Library and Cultural Services

53. Loans and access to physical collections


Review risk assessments relating to planned operations under advanced protection and identify

adjustments that may be required to enable services to run.

Advanced protection

Access to physical collections at all 3 campuses available via click & collect (Mon, Wed & Fri in

Loughton).

Scan & deliver service also available from stock at Colchester.

Extended loan periods in place.

Students can return books through the automatic book sorter in Colchester, via a book return slot in

Southend and by contacting staff in Loughton.

Laptop loans available at all 3 campuses.

72 hour quarantine in place for returned books and laptops.


Special Collections is closed to in-person visitors but material is accessible via scan and deliver and

object-based learning sessions. Priority will be given to Essex staff and student for scan and delivery

services.


Review furlough arrangements.

Liaison with SBC about plans for the Forum.

Enhanced protection

Albert Sloman Library – click and collect service with social distancing and with small staff teams.

Scan and deliver service for articles/book chapters not available online.

Loughton Library and IT centre open for booked study spaces and booked printing, and browsing slots,

Monday- Saturday.

The Forum – click and collect service and limited browsing/self-service operated by SBC colleagues, in

line with government guidance for public libraries.

Students can return books through the automatic book sorter in Colchester and, via a book return slot

in Southend and Loughton.


Review risk assessments for Colchester and Loughton.

Review furlough arrangements.

Provide refresher training, reorientation and updates.

Undertake housekeeping to prepare the environment.

Contact suppliers to ensure continuity of deliveries during revised opening hours.


Access to browsing reinstated for upper floors.

Reduced opening hours and restricted numbers accessing the library.

Loughton - reduced opening hours with restricted numbers accessing the library.

At the Forum provision of frontline services dependent on SBC.

Recalls and reservations for items on loan remain suspended at Colchester and Loughton.


Recalls reinstated at The Forum, fines suspended and may thereafter be waived on a case by case

basis.

Individual postgraduate students and academic staff may access special collections for research, either

in person or via scanning services. Priority access will be given to internal visitors. External visitors may

be granted access as per the Director’s discretion on a case by case basis.


Standardise loan periods, reinstate recalls and reservations.

Set up system for returning books from students who have left – possible national reciprocal

arrangement and/or postal services (costs).

Contact Reassurance to confirm availability of out of hours staff; continue with reduced ASL opening

hours if necessary.

Return to usual opening hours at Loughton and ASL, rota staff for full service, depending on staff

resource available.

Targeted protection

Guidance followed for social distancing.

Normal opening hours for ASL used, dependent on availability of Reassurance staff. Reduced hours in

place if staff resource unavailable.


in person or via scanning services. External visitors will be granted access, but priority will be given to

internal users.

Normal opening hours in place for Loughton, dependent on staff resource available and

appropriateness of unstaffed opening.

Opening hours in Southend dependent on agreement with Southend Borough Council, but expected to

be as normal.

Standard loan periods, recalls and reservations back in place.

Upper floors/ collections and study spaces open.


54. Provision of digital, content and online resources


Manage remotely, subject to publisher /provider and network resilience.

Advanced protection

Manage remotely, subject to publisher /provider and network resilience.


Continue to manage remotely, subject to publisher /provider and network resilience.

Enhanced protection

Continue to manage remotely with a small number of office-based staff on rotation, subject to publisher

/provider and network resilience


Continue as normal, mainly managed remotely with a small number of office-based staff on rotation,

and subject to publisher /provider and network resilience.


Continue as normal, managed remotely, with a small number of office-based staff on rotation, subject to

publisher /provider and network resilience.


Managed on campus (some staff may continue to work at home some of the time)

Targeted protection

Managed primarily on campus, with some staff working from home if necessary.


55. Provision of study spaces


Review risk assessments relating to planned operations under advanced protection and identify

adjustments that may be required to enable services to run.

Advanced protection

Albert Sloman Library and Loughton library open for study space bookings (Mon, Wed, Fri in

Loughton).

SBC Forum Library closure is subject to SBC decisions, expected to remain closed to visitors.

Study space bookings available in the Learning Hub.


Liaise with SBC re. plans for The Forum.

Enhanced protection

Albert Sloman Library – bookable study spaces, including PC spaces, available in the LRR via booking

system.

Special collections room closed to visitors with the exception of Essex PGR students and academic

staff accessing special collections for research via a booking system. External visitors may be granted

access at the Director’s discretion on a case by case basis.

Loughton Library and IT centre will be open for booked study spaces and booked printing, Monday-

Saturday.

The Forum Library in Southend study spaces closed to visitors, subject to SBC plans.


Risk assessment undertaken of re-opening further spaces in libraries.

Social distancing signage in place with guidance on hygiene precautions for library users; preparation

for opening with restrictions on numbers accessing the building.


ASL: Restrictions on numbers entering the building but all spaces open for study.


Loughton Library/IT centre open with restrictions on numbers and social distancing via a booking and

check-in system.

Forum Library actions subject to SBC decisions.


Review risk assessment at Colchester.

Loughton – return to usual opening hours, depending on staff resource available and suitability of

unstaffed opening.

Forum Library – dependent on SBC decisions.

Targeted protection


Upper floors of ASL and study spaces open using usual opening hours, dependent on availability of

Reassurance/University staff resource.


in person or via scanning services. External visitors will be granted access, but priority will be given to

internal users.

Study spaces in Loughton open using usual hours, depending on staff resource available and suitability

of unstaffed opening.

Study spaces open using hours as agreed with SBC.

Learning Hub available 24/7.

56. Helpdesk and enquiry services


Continue to provide helpdesk and enquiry services online.

Advanced protection

Services delivered by staff working from home or in the library, via live chat, email or phone.



Review of staff currently on furlough.

Enhanced protection

Services delivered remotely by staff working from home or in the library offices, via live chat, email or

phone.

Limited staffing of the InfoPoint in The Forum for brief face-to-face enquiries observing relevant

mitigations (longer enquiries to be answered via Zoom).


Prepare new rotas for reduced numbers of staff and reduced opening hours.


Frontline service provided, with reduced opening hours.

Live chat availability continued.

One to one support provided remotely via Zoom, chat or email.

Forum Info Point staffed for simple enquiries with in-depth support provided remotely; re-opening of

Forum Library frontline services dependent on SBC decisions.

Library Induction & Information Literacy training predominantly provided online via webinar/Zoom.

Loughton helpdesk staffed with check-in system for library users.


Return to usual opening hours assuming Reassurance support is available for overnight cover at ASL.

If not, adjust opening hours accordingly.

Info Point at Forum staffed (Forum opening hours depend on SBC decisions).

Continue to provide one to one support remotely and via live chat as part of usual service.

Targeted protection


Normal opening hours for ASL used, dependent on availability of Reassurance staff. Reduced hours in

place if staff resource unavailable.


Normal opening hours in place for Loughton.

Limited staffing of InfoPoint in the Learning Hub by Library staff.

Information literacy training provided via blended approach

57. Interlibrary loans/document delivery


Implement remote management.

Advanced protection

Managed remotely for digital document delivery only, subject to British Library resilience.


Continue with remote management.

Enhanced protection

Managed remotely for digital document delivery only, subject to British Library resilience.


Continue to manage remotely for digital and print document delivery, subject to British Library

resilience.


Managed remotely for digital and print document delivery, subject to British Library resilience.


Managed on campus.

Targeted protection

Managed on campus.


58. ESCALA & University Art Collections


Implementation of all remote services.

Closure of all physical spaces

Advanced protection

Physical access to the Art Collection is closed; continuing to provide online access and support through

our object-based learning sessions, Zoom, and email.


Complete risk assessments for staff members required to attend campus

Draft user journey mapping in advance of sustained protection

Enhanced protection

Access to the Art Collections is for internal staff and students only at this time, with appointments

limited to one-hour slots.

All other contact to be via Zoom.

Encourage digital interactions with collections through social media and online catalogue/website

Produce informal videos on artworks in collections for social media and Vimeo

Staff to condition check artwork when safe to do so

No exhibitions in the Library foyer space


Undertake housekeeping to prepare physical environment in Constable Building.

Distribution of masks and gloves.

Work to make changes to accommodate increased functionality of website

Adjust furniture in the ESCALA space to create public and staff spaces for viewing appointments

Write and disseminate guidelines for social distancing in ESCALA space, to be disseminated to

students via email and visible within the space.


Ensure there is additional cleaning equipment and hand sanitiser


ESCALA space in Constable Building to open under very limited capacity, a maximum of 3 staff or

students with one-hour appointments to view artworks, with strict adherence to social distancing.

Access to the University Art Collection is for internal staff and students only at this time, with

appointments limited to one-hour slots.

All other contact to be via Zoom.

Continue to encourage digital interactions with collections through social media and online

catalogue/website

No teaching to take place in ESCALA space (TBC)


Regular deep cleaning of ESCALA space to continue

Targeted protection

ESCALA space in Constable Building open under very limited capacity due to ventilation issues; a

maximum of 6 staff or students with one-hour appointments to view artworks, with strict adherence to

social distancing.

No teaching to take place in ESCALA Teaching and Research space due to ventilation issues.

Exhibitions in the Library foyer space to resume

Guidance followed for social distancing

58a. Arts and Art Classes


All staff working from home.

IT equipment support for home working.

Gap analysis undertaken for key service delivery.


Advanced protection

Online arts activities and exhibitions only.

Review exhibitions and events, working with artists and curators to expand online activities for students,

or cancel.


Key event organisers only on site, following social distancing.

Event organiser to ensure government guidelines are met, liaising with H&S to complete Risk

Assessment of each event.


Enhanced protection

Arts classes and exhibitions on site, with limited numbers, social distancing, and following government

advice.

Events outside when and where possible.


Key event organisers only on site, following social distancing.

Event organisers to ensure government guidelines are met, liaising with H&S to complete Risk




Arts classes on site, with limited numbers, social distancing, and following government advice.

Recognition of the importance of IRL creative events for students’ wellbeing.

Online arts activity provision for students not on campus.


Key event organisers only on site.

Event organiser to ensure government guidelines are met, liaising with H&S to complete Risk



Targeted protection

Arts classes and exhibitions on site, following government guidelines.

Recognition of the importance of IRL creative events for students’ wellbeing.

Online arts activity for students not on campus.

On site services and facilities

(UoE): Catering

59. On campus Essex food outlets


Review government advice and liaise with OH.

Advanced protection

As enhanced protection plus:

Take-away services only. This will be in Canteen, Buffalo Joe’s and Crumbs.

Just Eat Delivery option available for delivery to on campus residences.

Cashless only to mitigate risk of cash handling.

Increased use of premade foods purchased in light of reduced staffing.

Reinforced social distancing messaging, guidance and implementation

Monitor staff and student usage and review weekly, considering total closure if/when required.




Enhanced protection

All Essex Food outlets will operate in accordance with Government guidelines, and therefore give

students the same opportunities in our facilities as they would get off campus.

All catering outlets takeaway, delivered food service only or via outside tables.

Use of Just Eat options and offer delivery throughout the day.

Use of click and collect service for staff, where possible.

Continued delivery of meal plans and food boxes to self-isolating students.

Ensure all cutlery and crockery is single use and given by staff on request.

Cashless payments only.

All jugs of water and glasses to be removed from all units.

All food to be covered whilst on display.

Sanitiser units in all areas front and back of house.

Air-con not used.

Access to back of house areas restricted to essential staff only.

Ensure use of masks and adherence to social distancing guidance.

Regular monitoring of all these actions.


*Any reopening would be dependent on government recommendations.

Purchase and use of full disposable PPE for staff where appropriate, to include aprons, gloves and

masks. Ensure any additional units considered for opening are deep cleaned.

Reintroduction of restaurant seating based on government guidelines whilst maintaining social

distancing Review staffing levels with a view to unfurloughing a number of staff whilst maintaining

minimum numbers to allow safe social distancing protocol.

Reengage with suppliers to ensure product availability.

Engage with SU to understand and agree holistic approach to catering offer on campus.

Review viability of delivered catering option, particularly in Southend.

Ensure the recommissioning of all catering equipment in areas likely to reopen.



Re-open identified outlets with heightened focus on hygiene of front and back of house.

All restaurant tables to be cleaned after every use should the decision be taken to reintroduce

restaurant service.

All uncovered food displays to be covered or removed.

Porters to where gloves as handling food waste.

Storeman to wear gloves as handling deliveries.

CAs to wear PPE appropriate for each given task Ensure safe distance between tables

Single use crockery and cutlery used.

Review queue management and ensure safe distance between customers.

Continue to offer primarily takeaway options to reduce gatherings.


Retain cashless as a default payment method.


Review of staffing structure, unfurloughing of required staff and management of rotas and annual leave.

Ensure the recommissioning of all catering equipment in all areas

Ensure all units are deep cleaned and strict cleaning schedules are in place

Review of cash, floats and safes in preparation for moving away from cashless only payments.

Targeted protection

As for Sustained protection except:

Re-opening of catering outlets for visitors, following guidance for social distancing if required.

Mask wearing enforced for takeaway only venues.


60. Essex Food staffing



Advanced protection

Skeleton/essential staff to run units that are open, all others working remotely where possible.

Shifts allotted to all available permanent staff on a rota basis.

Management rota introduced.

All annual leave and lieu hours used by end of March.

Consider shutting if minimum staffing numbers are not achieved through Govt. recommendations on

key workers.



Enhanced protection

Implement reduced on-site staffing levels reflecting agreed services. Take advantage of furlough

scheme and redeployment.

Implement staff bubbles where operationally possible and utilise small unit specific teams

Ensure supply of correct PPE to all staff on duty.


Implement reduced on-site staffing levels reflecting agreed services.


Review staffing levels based on business needs whilst maintaining minimum numbers to allow safe

social distancing protocol if required.

Ensure robust management of staff annual leave entitlement.

Ensure all staff have PPE as required.

Utilise all staff flexibly across all areas to ensure minimal use of agency and on demand staff.


Targeted protection

Staff on-site where possible, following OH framework.

Office/admin staff to follow work from home policy where possible without affecting operational need of

the business.

61. Essex Food service delivery and continuity


Contact all suppliers and contractors to ensure continuity of service in line with requirements.

Advanced protection

Manage delivery on-site and remotely.



Enhanced protection








Targeted protection

Manage delivery on-site.


On site services and facilities

(UoE): Sport

62. Student Sports Clubs


Review government advice

Advanced protection

All student sports club sessions cancelled



Enhanced protection

Student sports clubs closed during lockdown, but potentially able to proceed under less restrictive

Government requirements, in line with any local tier restrictions and HE exemptions in place at the

time.

More details to be released as government and national sporting bodies’ guidance is published.


Risk assessment taken of re-starting student sports clubs


Clubs re-commence in line with government and NGB guidelines and additional control measures

identified in risk assessments


Risk assessment taken of re-starting student sports clubs


Targeted protection

Clubs operate in line with government and NGB guidelines and additional control measures identified in

risk assessments

63. External Sports Clubs and Group Activity Bookings



Advanced protection

External sports clubs cancelled



Enhanced protection

All external bookings suspended.


Risk assessment of re-starting external sports clubs and group activities


External sports clubs re-commence in line with government and NGB guidelines and additional control

measures identified in risk assessments


Risk assessment of re-starting external sports clubs and group activities

Targeted protection

External sports clubs and activities operating with some restrictions on vulnerable individuals


64. Essex Sport Facilities - general


Prepare to close Sports facilities

Advanced protection

Closed to students, staff and public customers.

Government-approved elite sport activities to continue in line with government and NGB guidelines and

additional control measures identified in risk assessments


Undertake risk assessment for opening sports facilities

Liaison with any external agencies using the sports facilities (e.g. NHS).

Social distancing to be observed in reception areas.

Screens installed at reception.

Staff training to be implemented on social distancing and cleaning requirements.

Changing facilities and showers closed for general use by customers.

General cleaning follows government advice on cleaning in non-healthcare settings

Staff to wear PPE whilst cleaning.

Enhanced protection

Sports facilities and gym closed for general use during lockdown, but potentially able to open under

less restrictive Government requirements, in line with any local tier restrictions and HE exemptions in

place at the time. Any Government requirements in place to be followed.


Marketing campaign to engage previous customers.

Undertake risk assessment for re-opening of sports facilities.

Liaison with any external agencies using the sports facilities (e.g. NHS).

Social distancing to be observed in reception areas – signage installed


Screens installed at reception.

Staff training to be implemented on social distancing and cleaning requirements.

Changing facilities and showers closed for general use by customers.

General cleaning follows government advice on cleaning in non-healthcare settings

Staff to wear PPE whilst cleaning.


Facilities re-open with Covid-secure operating procedures in place.

Community/public users and events to be able to access facilities again.


Re-instatement of more on-demand staff would be necessary to return to longer operating hours

Training required for on-demand staff on cleaning requirements.

Targeted protection

Essex Sport facilities operate dependent on availability/ recruitment of on-demand staff.

Safety mitigations followed.

Restrictions on use by vulnerable individuals

65. Essex Sport Gym


Prepare to close gym.

Advanced protection

Closed


Review government guidance and requirements.


The Essex Sport Gym could only open during EP on the following basis, dependent on government

advice:

Signage in place to instruct users to observe social distancing

CV equipment spaced by social distance by putting some items out of use

Weights areas spaced by social distance by putting some stations out of use

‘Functional’ area used by marking out 3mx3m areas with floor tape

Overall capacity limit imposed on number of users in gym at any time

Signage in place and cleaning materials in place at each station with instruction to users to clean

after use

Enhanced protection

Sports facilities and gym closed for general use during lockdown, but potentially able to open under

less restrictive Government requirements, in line with any local tier restrictions and HE exemptions in

place at the time. Any Government requirements in place to be followed.


Marketing campaign required to engage previous customers.

The Essex Sport Gym able to re-open on the following basis:

Signage in place to instruct users to observe social distancing

CV equipment spaced by 2m by putting some items out of use

Weights areas spaced by social distance by putting some stations out of use

‘Functional’ area used by marking out 3mx3m areas with floor tape

Overall capacity limit imposed on number of users in gym at any time

Signage in place and cleaning materials in place at each station with instruction to users to clean

after use


Facilities re-open with Covid-secure operating procedures in place

Essex Sport Gym re-opens to public members.



Recall of on-demand staff would be required to return to longer opening hours.

Staff training with on-demand staff would be required on enhanced cleaning requirements

Targeted protection

Essex Sport Gym operates, implementing all safety mitigations.

Restrictions in place for use by vulnerable individuals

66. Fitness Classes


Prepare to cancel classes.

Communicate with class attendees.

Advanced protection

Provision of live online classes and access to an extensive library of recorded classes.


Digital content increased with live and recorded virtual fitness class content.

Reduced capacity of classes with 3 x 3m square area demarcated per participant with floor tape

Majority of classes delivered by on-demand staff, who will need to be recalled.

Enhanced protection

Provision of live online classes and access to an extensive library of recorded classes.

Government requirements followed for fitness classes.


Marketing campaign required to engage previous customers.

Enhanced timetable of greater frequency of fitness classes with reduced capacity.


Digital content increased with live and recorded virtual fitness class content.

Reduced capacity of classes with 3 x 3m square area demarcated per participant with floor tape

Majority of classes delivered by on-demand staff, who will need to be recalled.


Fitness classes operate in line with government advice


Increases in fitness class capacity reviewed in-line with government advice

Targeted protection

Restrictions in place for vulnerable individuals

67. Individual Hire of Facilities

Advanced protection

All facilities closed


Undertake risk assessment for re-introducing some socially-distanced sporting activities

Enhanced protection

Some individual or two-person activities permitted in line with government guidelines


Undertake risk assessment for re-introducing group sporting activities and events alongside solo

activities in-line with government activities


Group sporting activities re-introduced in line with government guidelines



Undertake risk assessment for re-opening all activities.

Targeted protection

Group sporting activities continue in line with government guidelines

68. Elite sports activities


Review government guidance and exemptions pertaining to elite sport activities

Advanced protection

Government-defined elite basketball teams to train and play matches in line with government and NGB

guidelines and control measures identified in risk assessments


Review government guidance and exemptions pertaining to elite sport activities,

Review risk assessment for allowing elite teams to train and play matches.

Enhanced protection

Government-defined elite basketball teams to train and play matches in line with government and NGB

guidelines and control measures identified in risk assessments




Government guidance followed for the elite sport activities




Targeted protection

Government guidance followed for the elite sport activities

69. Children’s Courses and Holiday Camps (incl.

CHUMS)


Prepare to cancel all activities.

Communicate with those who have made bookings

Advanced protection

All activities cancelled



Communicate with those who have made bookings.

Enhanced protection

To run only where permitted under Government guidelines, and where judged to be safe following

approved risk assessments


Marketing campaign required to engage previous customers

Risk assessment of re-starting children’s activities


Activities re-commence in line with government and NGB guidelines and control measures identified in

risk assessments


Marketing campaign required to engage previous customers


Risk assessment of re-starting children’s activities

Targeted protection

Activities re-commence in line with government and NGB guidelines and control measures identified in

risk assessments

70. Large Scale Sporting Events (over 100 people), e.g.

External Hire of Essex Sport Arena (Superleague

Netball), Derby Day, Sports Awards Dinner




Advanced protection

All activities cancelled




Enhanced protection




Risk assessment taken of re-commencing large scale sporting events, in line with government advice


Sporting events re-commence in line with government and NGB guidelines and control measures




Risk assessment taken of re-commencing large scale sporting events, in line with government advice

Targeted protection

Sporting events re-commence in line with government and NGB guidelines and control measures


71. Essex Sport Outreach and In-reach activities (visits

to/from schools, work experience)




Advanced protection

All outreach/in-reach activities cancelled


Risk assessment prepared and approved for re-starting activities

Enhanced protection







approved risk assessments.




Targeted protection

Activities take place in line with risk assessments

72. Meetings on/off-campus with external organisations


Prepare to cancel all meetings.

Communicate with those who would be expected to attend.

Advanced protection

All on-campus meetings cancelled


Prepare to cancel all non-essential meetings.


Enhanced protection

Only essential on-campus meetings, observing social distancing guidelines to take place, others to be

virtual.

All meetings with external organisations to be virtual


Prepare to cancel non-essential meetings.



Only essential on-campus meetings, observing social distancing guidelines to take place, others to be

virtual.



Risk assessment taken of re-opening all activities.

Targeted protection

Activities re-commence if deemed safe and following social distancing guidelines, if required.

73. Site Visits from Contractors for

Inspections/Maintenance (Sport)

Advanced protection

Permission for contractors to attend for essential works only

Enhanced protection

Permission for contractors to attend for essential works only


Permission granted for contractors to attend for inspections and maintenance where social distancing

measures can be observed


Permission granted for contractors to attend for inspections and maintenance where social distancing

measures can be observed, if required.


On site services and facilities: SU

74. SU clubs and societies




Advanced protection

No events or room bookings.

Virtual society activity sustained as much as possible.




Enhanced protection


approved risk assessments. Virtual society activity sustained as much as possible.


Risk Assessment taken for the re-opening of some activities.

Inform members of societies of the required social distancing measure.


Some room bookings allowed.

Keep virtual activity sustained as much as possible.


Risk assessment taken of re-opening all activities.


Targeted protection

Clubs re-opened if safe, within government guidelines and regulations.

75. SU bars and catering outlets: SU Bar, SU Bar Food,

Starbucks, Top Bar and MOA


Review government advice.

Advanced protection

As enhanced protection plus:

Providing essential food availability for residents in accommodation

Limited outlets open for take-away services only.

Cashless service provision in light of limited cash/ change available on campus.

Increased use of premade foods purchased in light of reduced staffing.



Enhanced protection

All venues and outlets operating in accordance with Government requirements.

All catering outlets offering takeaway or delivered food service only or via outside tables.

Heightened focus on hygiene of front and back of house.

All uncovered food displays to be covered or removed.

Porters, CAs and Stores staff to wear gloves

Single use crockery and cutlery introduced

Review queue management and ensure safe distance between customers

Air-con not to be used




Purchase and distribution of PPE in line with Government Guidelines.


Staff to wear gloves when handling food waste.

Staff to wear gloves when handling deliveries.

Review pre-order and collection service.


NB re-opening dependent on government regulations.

Risk assessment undertaken of re-opening all catering outlets.

Targeted protection


Re-opening of catering outlets for visitors, following government guidelines and regulations, if required.

76. Sub Zero


Prepare to close nightclub.

Advanced protection

Nightclub closed


Prepare to close nightclub.

Enhanced protection

Nightclub closed



None.


Nightclub closed


Risk assessment undertaken of re-opening nightclub.

Targeted protection

Nightclub re-opens if deemed safe within government guidelines and regulations.

77. SU Shops; The Store, Extra Store, Mini Store, The

Kitchen, everythingEssex and Post office



Advanced protection

The SU store open in line with government advice; potential to move to serving only from the hatch.

Online ordering and halls delivery system.

Social distancing followed at all times.




Use of Perspex screens.

Enhanced protection

All shops open.


Social distancing in all SU shops.




All shops serving according to government requirements and industry standards.



Targeted protection


Re-opening of shops for visitors, within government guidelines and regulations, if required.

78. SU Advice

Advanced protection

Service continues remotely through online/phone delivery

Enhanced protection



Under risk assessment of re-opening face to face service


Limited face-to face service if deemed safe. Service continues remotely through online/phone delivery




Targeted protection

Expect to be offering on-site service as well as online appointments.

79. SU Reception

Advanced protection


Enhanced protection








Targeted protection

Expect to be offering on-site service.

80. SU Education team

Advanced protection


Enhanced protection









Targeted protection

Expect to be offering on-site service.

81. Students’ Union Societies

Advanced protection

Maintain online communications links remotely with societies

Enhanced protection





Limited society activity, in line with government and social distancing guidelines.





Targeted protection

Expect society activity to continue, following government guidelines and regulations, if required.

82. SU Homes

Advanced protection

Reduced service continues remotely through online/phone delivery

Enhanced protection

Reduced service continues remotely through online/phone delivery


Risk assessment to be conducted


Following government guidelines the office to re-open and guidelines to be followed.


Review government advice and risk assessment

Targeted protection

Expect to be offering on site service.

83. SU Lounge, Southend

Advanced protection

SU Lounge expecting to offer takeaway service.


Purchase and installation of Perspex screen.


Development of process for managing social distancing and limiting numbers.

Enhanced protection

Social distancing in Lounge.


None.


Social distancing in Lounge.


Review of social distancing plan in line with government guidance.

Targeted protection

Expectation to move to business as usual, within government guidelines.

84. SU Office, Southend and Just Play

Advanced protection

Office closed; all interactions are remote

Enhanced protection

Office closes and all staff are given the choice to work remotely. Just Play is cancelled. If the office is

open the door is closed and people are required to knock and wait to allow social distancing


Review government advice for for returning to work (SU Office) and for sports facilities (Just Play).


Office closes and all staff are given the choice to work remotely. If the office is open the door is closed

and people are required to knock and wait to allow social distancing.



Review government advice for sports facilities.

Targeted protection

Expect to offer activities as usual, within government guidelines, if required.

85. Corbett Theatre Café and bar, and Roding House

Loughton



Advanced protection




Enhanced protection



Purchase and distribution of PPE in line with Government Guidelines.


Staff to wear gloves when handling food waste.

Staff to wear gloves when handling deliveries.

Review pre-order and collection service.


NB re-opening dependent on government regulations.


Risk assessment undertaken of re-opening all catering outlets.

Targeted protection


Re-opening of catering outlets for visitors, following government guidance and regulations, if required.

Recruitment and Admissions

86. Admissions


IT equipment provided to all staff working from home, where required.

Gap analysis undertaken of resources needed for key service delivery

Advanced protection

All staff working from home unless line manager confirms that this is not an option for individual staff on

a case by case basis.




Enhanced protection




Review space available to staff, and investigate the sustainability of staff continued working from home.

Only consider staff being able to work on campus if home working unsuitable, and/or we can model

safe distancing in office.

N. B – would not be viable to have same staff working at home and on site due to equipment needs etc.



Subject to the buildings being open on the relevant campus, offer limited return to office opportunities

for staff who have problems working from home.

Maintain admissions enquiries function virtually. Remainder of staff working from home.



Only allow staff whose home working is not sustainable to return to office, if spacing/safety allows.


Targeted protection

Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue

to work from home until business as usual returns.

87. Confirmation of Acceptance of Studies (CAS)

issuing




Advanced protection







Enhanced protection




Review space available for staff.

As above for Admissions.


Subject to the buildings being open on the relevant campus, offer limited face to face support.

Remainder of staff working from home.


As above – maintain off site service until clarity re longer term sustainability of return to campus.

Targeted protection



88. Recruitment and outreach off campus



Gap analysis undertaken of resources needed for key service delivery.

Advanced protection

Review situation re updated guidance of all areas will be visiting/type of activity, including Govt advice

for working in schools

Consider Public Health England (PHE) guidance re containment/cancelling events.

For all non UK based staff, guidance on travel in own country/region to be followed, with office

use/travel/activity undertaken in line with relevant requirements.





In school delivery considered on individual basis and risk assessments completed.

Enhanced protection

Review situation in light of updated guidance of all areas staff would be visiting and/or the type of

activity, and including Government advice for working in schools. All activities only to go ahead

following approved risk assessment and implementation of mitigating actions.

Consider PHE guidance re containment/cancelling events.


Review situation re updated guidance of all areas will be visiting/type of activity.

Consider PHE guidance re containment/cancel events.

Move provision to virtual activity and support as available.

Review sustainability of staff working from home and prioritise any staff who need to return to

office/review space etc. as needed.

In school delivery considered on individual basis and risk assessments completed.


Follow schools' requests and general guidance.


Work from home and respond to guidance on opening schools/requests from schools.

Provide activity via online/virtual activity as available.

No campus-based activity until wider relaxation of social distancing. Review sustainability of staff

working from home and prioritise any staff who need to return to office/review space etc as needed.

Targeted protection

Guidance on visits to schools followed with risk assessments in place per visit.


Undertake recruitment travel as allowed/sensible based on UK and other Govt guidance. And

consideration of quarantine etc.

89. Recruitment and outreach on campus




Advanced protection

Cancel or postpone. Management engagement via online activity, including virtual open days as

appropriate.

Manage engagement via online activity or in line with schools policies for managing COVID secure

premises.






Enhanced protection

Focus on virtual open days as appropriate.

Manage engagement via online activity or in line with schools policies for managing COVID secure

premises.

Activities considered essential may go ahead following approved risk assessment and implementation

of mitigating actions.


Assess which country/events/ markets are opening up for face to face activity.


office/review space etc as needed.



Consider travel/events on a case by case basis.

Cancel or postpone where appropriate.

Manage engagement via online and virtual activity or in line with schools policies for managing COVID

secure premises.


Confirm relevant guidance on travel to specific countries/consider quarantine on return etc.

Virtual activity planned until this point.

Targeted protection

Teams to continue to work from home until business as usual returns,

Open days, applicant days and school visits restart, if safe to do so. Risk assessments in place per

visit.

90. Use and management of Customer Relationship

Management (CRM) systems




Advanced protection

Work delivered by staff working from home unless line manager confirms that this is not an option for

individual staff on a case by case basis.





Enhanced protection










As above – no priority to return to office until clarity re longer term situation.

Targeted protection

Teams to continue to work from home until business as usual returns.

91. Enquiry management and agent management




Advanced protection

Work delivered by staff working from home.





Enhanced protection








As above – no priority to return to office working, although some access to office might be required.



Targeted protection

Teams to continue to work primarily from home until business as usual returns.

92. Wider recruitment and conversion activity




Advanced protection









Enhanced protection







Work delivered by staff working from home via online and virtual activity.

Review travel based on guidance in relevant markets etc.




Targeted protection

Limited numbers of staff on site (if needed to support on-campus events), following social distancing

guidelines. Remainder of teams to continue to work from home until business as usual returns.

93. Wider travel


Review FCO advice

Advanced protection

Work delivered by staff working from home (as before). Review all advice re containment.





Review FCO advice

Enhanced protection

Work delivered by staff working from home (as before). Review all advice re containment


Review all advice re containment and travel in relevant market.

Allow some staff to travel if business need and safe to do so.

Consider any quarantine issues as relevant – but allow to be managed via home working.




No further planning until wider international/global position clarified.

Targeted protection

Travel undertaken only if safe and in accordance with University guidelines.

Risk assessment in place for each trip.

94. Market intelligence




Advanced protection






Enhanced protection

Work delivered by staff working from home (as before, with review of any individual need to return and

spacing in office).





Work delivered by staff working from home (as before, with review of any individual need to return and

spacing in office).




Targeted protection




Communications and events

95. Website




Advanced protection



Enhanced focus of communications on supporting understanding and awareness of COVID-19

measures.




Enhanced protection


individual staff on a case by case basis. Key staff to come on site and manage social distancing etc.


measures.





Work delivered by staff working from home, unless line manager confirms that this is not an option for

individual staff on a case by case basis. with key staff allowed on site in line with social distancing

guidance/office space.





Targeted protection



96. Social media




Advanced protection



measures.




Enhanced protection

Work delivered by staff working from home. Key staff to come on site.


measures.






Work delivered by staff working from home (as above).




Targeted protection

Work toward an average 2 days per week in the office (subject to government restrictions) flexed in

discussion with team members depending on role, circumstances and business need.

97. Internal communications




Advanced protection



measures.




Enhanced protection




measures.





Work delivered by staff working from home, with review of individuals needs to work in office.




Targeted protection



98. External communications




Advanced protection



measures.





Enhanced protection



measures.





Work delivered by staff working from home (as above).




Targeted protection



99. Reception services (Colchester)


Prepare off site processes to manage reception services.

Review on weekly basis.

Advanced protection

Move to limited reception cover, with non-face to face arrangements/ in place for most services,

including phone line


Ensure answerphone updates if university campuses need to move to restricted opening.


Prepare off site processes to manage reception services.

Review face to face provision on weekly basis

Enhanced protection

Level of face-to-face reception services retained in response to current need.

Move to non-face to face arrangements/use answerphone to provide updates if university campuses

need to move to restricted opening.




Health and safety review of working environment.


Subject to the buildings being open on the relevant campus, offer limited face to face service


Plan for return to campus, with relevant social distancing measures in place as required.

Furloughed staff re-called to work.

Targeted protection

Reception re-opens, following social distancing guidelines.

100. Reception services (Southend)


Social distancing signage and Perspex screens installed.

RA reviewed and updated as required.


Advanced protection

Subject to the buildings being open in Southend, offer limited face to face support.

Monday to Friday: one Receptionist working on campus and one working from home.

Saturday: one Receptionist working from home.

Hours and mode of operation to be kept under review relative to levels of other activity on campus.


Furloughed staff re-called to work (if required)

Social distancing signage and Perspex screen installed.


Enhanced protection


One Receptionist working on campus and one working from home.

Hours and mode of operation to be kept under review relative to levels of other activity on campus.


Social distancing signage and Perspex screens installed.


Furloughed staff re-called to work (if required)



Subject to social distancing requirements in place at the time, one Receptionist working on campus and

one working from home.


Plan for return to campus, with relevant social distancing measures in place if required.


Targeted protection

Number of Receptionists dependent on social distancing requirements in place at the time. If no

requirement for social distancing, Reception will return to pre-pandemic on-campus staffing levels.

Plan B: Reception will continue on campus.

101. Alumni engagement




Advanced protection





Enhanced protection




Review individual staff needs to return to campus alongside space issues.







Targeted protection



102. Events




All events now planned to be delivered virtually.

Advanced protection

No events




Enhanced protection

Essential events may go ahead only in line with government regulations and following approved risk

assessments.


Manage events programme virtually and online.

Plan any additional events from January 2021.


Events may go ahead in line with government regulations and following approved risk assessments.





Plan events programme from April 2021 in line with social distancing/ business needs as required.

Targeted protection

Events may go ahead in line with government regulations and following approved risk assessments,

where necessary.

Digital Innovation and Technology

Services

103. Provision of key IT services


Implementation of all remote services.

Closure of all physical ITS personnel spaces. Colchester – Selected PC Labs open to ensure that on

campus students can maintain social distancing

Actions relating to the Forum dependent on liaison with SBC.

Advanced protection

Majority of staff remote working. Key staff to come on site if necessary.

Selected IT Labs to remain open with social distancing measures implemented.


Identify services that may be run remotely.

Ensure that mitigations are in place for services that must be delivered on site.


Enhanced protection

Majority of staff remote working. Key staff to come on site.


Key staff to come on site.

Offices and labs cleaned before return.

Safe Systems of Work advice guides (SSOW) written and distributed

Continual pan-university review of computer lab configurations to meet or exceed the prevailing health

advice at that time.

Quantity of open central IT labs to be determined collaboratively in order to maintain social distancing in

line with volume of use (correlated to people on campus and methods of delivery) and service

availability/quality requirements.

Management of contractors to be conducted by key ITS staff on site via SSOW. Contractors to work to

Covid-19 specific Risk Assessment Methods Statements (RAMS) and to be monitored by ITS key staff.

H&S (ITS or other) to support technical teams in reviewing Covid-19 specific RAMS.

ISP engineers visiting campus to be escorted by either ITS key staff or patrol staff in line with the

impact and urgency relating to the visit. SSOW to be followed when escorting ISP engineers.

Key ITS-Infrastructure staff to work on a rota to provide continual on-site presence in support of critical

services and projects. Staffing levels will be set to maintain social distancing in office space, using

prevailing safe methods of work, whilst avoiding lone working.




Key staff on site.

Targeted protection

Staff on site, following social distancing guidelines.

Some teams to continue to work from home until business as usual returns.


104. Dual mode teaching AV installations


Review government advice and engage with supplier to understand these terms and impact on

delivery.

Advanced protection

Ensure that contractor has SSOW in place and understands the process of getting access to the

University.


Review government advice and engage with supplier to understand these terms and impact on

delivery.

Enhanced protection

Enhanced staff awareness and vigilance with hygiene and take note of risk groups: Consider restricting

'at risk' individuals to areas of less risk (restricted access to contractors only). Contact contract

company for guidance on how they want to continue and their ability to deliver against programme.


No additional actions required.




Review timetable and see if scope or time scales can be adjusted.

Targeted protection

On site AV support for teaching.


105. IT Helpdesk

Advanced protection

Reduced service offered remotely.

Enhanced protection

Reduced service provided remotely.


Online support providing the service.



Targeted protection

IT Helpdesk working remotely.

106. Provision of telephony services


All IT all workplaces to be “high cleaned”. Purchase of sanitising cloths to enable staff to clean work

surfaces at the start and end of the day. The purchase of facemasks/gloves (to be worn at all times

when entering and exiting electrical risers and other areas of telephony services).

Advanced protection



All tasks should be subjected to RAMS.

All contractors managed by telephony services must include COVID-19 controls within their RAMS

before any work commences or issue of PTW. All RAMS to be forwarded to H&S coordinator for

comment. The H&S coordinator will provide assistance in the control of contractors whilst on site.


Enhanced protection



Communication with Estates and Contractors to maintain access to risers etc to complete essential

work.

Sanitising cloths to be provided for either A) all telephone handsets OR B) all telephony handsets on

‘hot-desks’ (desks/phones used by multiple different people) - depending on availability of sanitising

cloths etc.

Where possible – people should use Zoom with their ‘bring your own’ USB headset/microphone rather

than sharing phone receiver.




Sanitising cloths to be provided for either A) all telephone handsets OR B) all telephony handsets on

‘hot-desks’ (desks/phones used by multiple different people) - depending on availability of sanitising

cloths etc.

Where possible – people should use Zoom with their ‘bring your own’ USB headset/microphone rather

than sharing phone receiver.

Targeted protection

Face-to-face support provided, following social distancing guidelines.

107. Management of online learning solutions

Advanced protection




It is likely that certain staff in particular roles may require the provision of two computer monitors,

keyboard and mouse for home working or in some circumstances a PC set up on campus and at home

Enhanced protection



Return to campus risk assessment compliance



Targeted protection

Online support for staff and students.

108. Provision of remote support to home workers

Advanced protection


Enhanced protection









Targeted protection

Remote support provided.

Security and patrol officers

109. Security and patrol officers staffing


In Southend fully utilise agency security to infill any staff shortages with particular attention to night fire

watch at Uni Sq. accommodation

Annual leave may be cancelled

Advanced protection

Continue as normal and monitor self-isolation requests. In fill with agency staff should minimal levels

not be met by in house staff.


In Southend fully utilise agency security to infill any staff shortages with particular attention to night fire

watch at Uni Sq. accommodation

Continue with COVID marshals to emphasis compliance to Govt. guidelines

Emphasis on recruitment round.

Ensure use of correct PPE for all staff, and in particular when entering accommodation buildings.

Enhanced protection

Continue as normal and monitor self-isolation and sickness requests.

In fill with agency staff should minimal levels not be met by in house staff

Emphasis on recruitment round.

Continue with COVID marshals to emphasis compliance to Govt. guidelines.

Ensure use of correct PPE for all staff, and in particular when entering accommodation buildings.



Continue as normal and monitor self-isolation requests. In fill with agency staff should minimal levels

not be met by in house staff.

In Southend fully utilise agency security to infill any staff shortages with particular attention paid to night

fire watch at Uni Sq. accommodation.

Annual leave may be cancelled.


Continue as normal with staffing of agency to minimal levels and service arrangements.

Use In house cover for overtime and continue Community Safety Marshals for COVID safety patrols.


Recruitment would be required to get back to normal staffing levels at Colchester and Southend.

Ensure staffing cover is in place for shortages during return to normal whilst recruitment is ongoing.

Return to normal rostering and leave policy.

Targeted protection

Normal service resumes, with usual rostering and leave policy implemented.

Social distancing guidelines would be followed.

110. Security and patrol officers service delivery


Messaging/Comms to all non-critical departmental staff and contractors to stay away from campus, and

a list of staff deemed critical to be circulated.

Advanced protection

Emergency response only to self-isolation buildings.

Rigorous implementation of social distancing protocol to be maintained and foot patrols to be aware

and ensuring compliance.


Lockdown of buildings not in use. This is essential to the safety of the campus given the limited security

resource available.

Consideration for increased welfare support required.

Enhanced protection


Lockdown of buildings not in use continually reviewed.

Consideration for increased welfare support both face to face and on call services.

Continue with COVID marshals to emphasis compliance to Govt. guidelines. Particularly in

accommodation and larger social spaces.


Review of buildings to be re-opened.

Notice required of staff or students returning to work on campus as normal or remaining to work at

home

Removal of carpark closures.



Lockdown of buildings not in use.

Decrease the response around social distancing challenges.

Consideration for increased welfare support required.

Full-Service Provision resumes with COVID PPE and protocols


Open all buildings as normal.

Respond to all incident and assistance calls as normal.

Increase PPE reserves of hand gel, gloves if needed for officers at all three campuses


Normal service resumes, with all buildings open.


Social distancing guidelines would be followed.

ECS Customer Services Section

111. Management of contractor access and key

distribution


Review staffing requirements

Advanced protection

Minimum 1 x Contractor Management operatives (from a multi-skilled pool of 10) required on site.

Enhanced Social distancing measures implemented – Closed door working with no face to face contact

and communication via telephone and utilisation of the key drop box to transfer contractor keys.

Enhanced cleaning protocol for transferred items.


Review staffing requirements

Enhanced protection

Those who are able to come onto campus do so to ensure essential services are maintained. Minimum

1 x Contractor Management operatives (from a multi-skilled pool of 10) required on site.




Those who are able to come onto campus do so. Minimum 2 x Contractor Management operatives

(from a multi-skilled pool of 9) required on site. Maintain closed door approach implemented in

Advanced protection stage.



Re-engage appropriate furloughed staff in relation to the operational requirement.

Assess current operational structure to ensure staff/roles are appropriate to the ongoing business

requirement.

Targeted protection

Staff back on site as appropriate.

112. Maintaining helpdesk Work Order management

and customer liaison



Advanced protection

Remote working possible (9 trained staff, 8 with VPN and necessary facilities to work from home)



Enhanced protection

Undertake remotely




Remote working possible (8 trained staff, 8 with VPN and necessary facilities to work from home)




Assess current operational structure to ensure staff/roles are appropriate to the ongoing business

requirement.

Targeted protection


113. Maintaining Operational Customer

Communication activity



Advanced protection

Only undertake remote work activity.



Enhanced protection

Those who are able to come onto campus do so where it is essential for completion of the activity.

Remote working possible for this activity.




Those who are able to come onto campus do so. Remote working possible for this activity.




Targeted protection


114. Maintaining support for essential IT systems



Advanced protection




Enhanced protection









Targeted protection



115. Maintaining Support and logistical planning for

Core Activities.



Advanced protection

Only undertake remote work activity. Project work offered as alternative if this activity is not required.



Enhanced protection









Targeted protection



116. Maintaining ECS H&S support



Advanced protection




Enhanced protection


Some remote working possible for this activity.






No Additional actions required.

Targeted protection



117. UECS Compliance Monitoring



Advanced protection

Undertake remotely.



Enhanced protection

Undertake remotely unless attendance is essential for a specific activity.




Undertake remotely



Targeted protection



118. Event and works Authorisation



Advanced protection

Undertake remotely if required.



Enhanced protection








Targeted protection



119. Arrivals planning



Advanced protection




Enhanced protection



Risk assessment completed for arrivals day activity and appropriate actions implemented.


Those who are able to come onto campus do so. Remote working possible for the planning element of

this activity.


Risk assessment completed for arrivals day activity and appropriate actions implemented.

Targeted protection



120. Project work



Advanced protection

Completed remotely if feasible, can be deferred.



Enhanced protection








Targeted protection



121. Risk Register review activity



Advanced protection

Undertake remotely



Enhanced protection

Undertake remotely




Undertake remotely



Targeted protection



Soft FM Services

122. Soft FM: staffing


Management team communicate regular updates to front line operational staff.

Identification of limited buildings requiring cleaning.

Advanced protection

All non-front-line staff work from home where possible.

Team Clean/Specialist Team Clean Managers to review staff numbers daily and all non-essential tasks

cancelled, essential tasks reduced where possible.

All staff cc those persons who would cover in their absence in any important emails and update them

regarding any other important information.

Where either the Line Manager or staff members are working remotely, Line Manager ensures regular

contact is maintained, including by phone. In the absence of any Line Manager, Covering Manager to

ensure contact is maintained for absentee’s direct reports.



Identification of limited buildings requiring cleaning.

Enhanced protection

All non-front line staff work from home where possible.

Team Clean/Specialist Team Clean Managers to review staff numbers daily and consider which

services can be reduced/cancelled if necessary, in consultation with their Line Manager as appropriate.



Where either the Line Manager or staff members are working remotely, Line Manager ensures regular






If buildings are to reopen

If buildings currently closed are to be reopened, the following activities will need to take place.

Otherwise, continue as per current arrangements, undertaking essential tasks only.

Liaise with H&S and review risk assessment undertaken for area/s to be re-opened and ensure

compliance with any information relevant for cleaning/portering activities.

Liaise with Estates Maintenance to ensure building is safe for relevant activities.

Identify type and number of staff to un-furlough and liaise with People & Culture to progress, taking into

account accrued annual leave.

Ensure sufficient stock of PPE and order additional items as required. If it is not possible to obtain PPE,

review work tasks, seek advice from H&S and only undertake work where it is safe for staff to do so.

Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building. If it

is not possible to obtain sufficient stock, liaise with ECS management team in order that any mitigation

measures can be identified and implemented.


When areas are authorised to reopen they are cleaned following the relevant H&S policy and

procedures.

Review risk assessment undertaken for own service to ensure compliance with any updates from H&S.



compliance with any information relevant for cleaning/portering activities.

Liaise with Estates Maintenance to ensure building is safe for relevant activities.

All furloughed staff to be contacted to return to campus, dates agreed taking into account accrued

annual leave. Liaise with People & Culture to progress.

Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from

H&S and only undertake work where it is safe for staff to do so.

Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building. If it

is not possible to obtain sufficient stock, liaise with ECS management team in order that any mitigation

measures can be identified and implemented.


Targeted protection

Enhanced service provided, with areas of high footfall cleaned more frequently, as detailed in the

Premises Policy and following social distancing and PPE guidelines.

Hand sanitisers, soap dispensers, toilet roll and paper towels all checked as appropriate.

123. Soft FM: services and supply chain


Regular review of items required/ordered

Advanced protection

Only essential items ordered and relevant Manager ordering any product or service ensures our staff

are available to receive them on site.

Prompt checking of what has been supplied vs order to identify any key items not delivered.


Regular review of items required/ordered

Enhanced protection

Relevant Manager ordering any product or service ensures our staff are available to receive them on

site.


Weekly updates provided to COVID-19 dashboard re 30 day stock level





Review stock and purchase essential items such as hand sanitiser refills, soap refills, toilet rolls,

cleaning materials etc. If it is not possible to obtain sufficient stock, liaise with ECS management team

in order that any mitigation measures can be identified and implemented.



Relevant Manager ordering any product or service ensures our staff are available to receive them on

site.



Review stock and purchase essential items such as hand sanitiser refills, soap refills, toilet rolls,

cleaning materials etc. If it is not possible to obtain sufficient stock, liaise with ECS management team

in order that any mitigation measures can be identified and implemented.

Targeted protection

Hand sanitisers, soap dispensers, toilet roll and paper towels all checked as appropriate.

124. Soft FM: supporting wellbeing & reduced

anxiety



Furlough staff where required. Maintain contact with furloughed staff.

Advanced protection

Where either the Line Manager or staff member are working remotely, Line Manager ensures regular





Utilise extended furlough scheme for CEV staff where required. CBT online support offered to staff.

Maintain contact with furloughed staff.


Enhanced protection

Where either the Line Manager or staff member are working remotely, Line Manager ensures regular




All office-based staff work on a rota system to enable sufficient management of staff on site.



Management team communicate regular updates to operational staff.


Management team liaise with People & Culture to communicate with staff returning after being

furloughed.

Targeted protection

Staff support provided regularly.

125. Soft FM: self-isolation


Specialist cleaning contractor engaged to clean as necessary in high risk scenarios (if available)

Advanced protection

Assess whether cleaning can be provided if areas closed.

Reduced refuse collections provided to occupied (non-isolating) accommodation.

Specialist cleaning where necessary.


Specialist cleaning including use of Clorax machine. Specialist contractor engaged for self-isolating

accommodation (if available).


Enhanced protection

Minimum to no cleaning provided where areas are closed.

Reduced refuse collections provided to occupied (non-isolating) accommodation.






Continue with existing measures for residences (non-isolating and isolating)

Commence preparation of all empty residences and rooms for reoccupation.







Review risk assessment for cleaning of communal areas of residences.

Implement enhanced cleaning of handrails and door handles to all re-opened academic and

administrative buildings, including library and sports centre.

Where large numbers of operational staff are not able to return to campus due to illness, reduced

cleaning regime will be implemented in low use areas.


Prepare all empty residences and rooms for reoccupation.

Implement cleaning of communal areas of residence as per reviewed risk assessment.

Implement enhanced cleaning of handrails and door handles to all re-opened academic and

administrative buildings, including library and sports centre.




Targeted protection

Cleaning schedule, including enhanced cleaning, undertaken as detailed in the Premises Policy

126. Soft FM: reducing risks of contracting Covid-19


Specialist cleaning contractor engaged to clean as necessary in high risk scenarios (if available)

Advanced protection

Assess whether cleaning can be provided where areas are closed.


Reduced refuse collections provided to occupied (non-isolating) accommodation


Specialist cleaning including use of Clorax machine. Specialist contractor in place for self-isolating

accommodation (if available).

Enhanced protection

Minimum to no cleaning provided where areas are closed.


Reduced refuse collections provided to occupied (non-isolating) accommodation





Continue with existing measures for residences (non-isolating and isolating).


When areas are authorised to reopen they are cleaned following the relevant H&S policy and

procedures.

Review risk assessment undertaken for own service to ensure compliance with any updates from H&S.


Staff not to enter flats where students are self-isolating other than for essential H&S reasons.

Staff can enter flat after period of student(s)’ self-isolation ceases.




Where an academic room/area has been identified as a COVID-19 risk follow Covid-19 Alert

Procedure. Where large numbers of operational staff are not able to return to work due to illness,

reduced cleaning regime will be implemented in low use areas.


Implement cleaning of communal areas of residence as per reviewed risk assessment.



Targeted protection

Cleaning of communal areas implemented as required.


Accommodation

127. Accommodation staffing arrangements


Managers to review available staff numbers daily and consider which services can be

reduced/cancelled if necessary.

Liaison with security services to identify capacity to deliver some services if the Silberrad Centre and

University Square reception are closed

Advanced protection

All staff work from home where possible.

All staff CC those persons who would cover in their absence in any important emails and update them




reduced/cancelled if necessary, and which services still require a physical onsite presence

Enhanced protection

Staff can continue to work effectively from home.

They may return to the workplace when the Silberrad Student Centre re-opens – if the work can not be

delivered from home - subject to risk assessment of working in open plan area with regards to any

social distancing requirements and associated costs.

Staff members located at Reception in University Square return to workplace, subject to risk

assessment of working in area with large number of students, staff and visitors in close proximity (i.e.

able to meet any social distancing requirements).






Limited numbers of staff at both the Silberrad Centre and University Square reception. Staff following

social distancing guidelines and risk assessment for working in open plan area and associated costs.

Remainder of teams to continue to work from home until business as usual returns.




Targeted protection

Limited numbers of staff at both the Silberrad Centre and University Square reception, following social

distancing guidelines subject to risk assessment of working in open plan area with regards to any social

distancing requirements and associated costs.


128. Accommodation: supporting wellbeing &

reduced anxiety



Advanced protection

Where either the line manager or staff member are working remotely, line manager ensures regular

contact is maintained, including by phone. In the absence of any line manager, covering manager to





Enhanced protection












Targeted protection

Staff support provided regularly.

129. Accommodation: self-isolation and reducing

risks of contracting Covid-19


Staff to work from home

Advanced protection

Staff working from home are kept informed of developments and requirements by line manager


Staff to work from home wherever possible – unless the work requires a physical presence on campus

Management to develop a staff rota to create bubbles and minimise transmission but meet work

priorities


Enhanced protection


Staff working at either the Silberrad or University Square should do so on a rotational arrangement to

reduce cross-transmission


Staff to work from home wherever possible – unless the work requires a physical presence on campus

Management to develop a staff rota to create bubbles and minimise transmission whilst meeting work

priorities






Management to develop a staff rota to create bubbles and minimise transmission

Targeted protection



Staff working from home are kept informed of developments and requirements by line manager.

130. Student Accommodation (external provision)


Along with Student Lets, update PBSA providers, advising them of University mitigations. Provide

information to Derwent FM and Maltings for comparable actions on their part

Advanced protection

Management team to maintain open lines of communication with all PBSA and private accommodation

providers



Along with Student Lets, update PBSA providers, advising them of University mitigations. Provide

information to Derwent FM and Maltings for comparable actions on their part

Enhanced protection


providers


Along with Student Lets, update PBSA providers and provide information to Derwent FM for

comparable actions on their part


Management team to maintain open lines of communication with all PBSA providers


Along with Student Lets, update PBSA providers and provide information to Derwent FM for

comparable actions on their part

Targeted protection


providers


Post Room and Central Stores

131. Post Room and Central Stores: staffing


Review staff numbers and service level expected.

Advanced protection

A minimum of two members of staff in the Post Room need to be available in order to process incoming

and outgoing mail. A minimum of two members of staff in Central Stores need to be available to place

orders for urgent parts not held in store, to fulfil requests for stock items and to manage the luggage

storage for students.


Review staff numbers and service level expected.

Enhanced protection

Enhanced cross-working between teams to provide service. Service may take longer to deliver.






compliance with any information relevant for porter activities.




Enhanced cross-working between teams to provide service. Service may take longer to deliver.




compliance with any information relevant for porter activities.

All staff to be contacted to return to campus, dates agreed taking into account accrued annual leave.

Liaise with People & Culture to progress.



Targeted protection

Staff working back on site to usual hours, following social distancing and PPE guidelines.

132. Post Room and Central Stores: services and

supply chain


Determine service level, dependent on resource available.

Advanced protection

Courier service reduced to one delivery a week if demand for service reduces. Students to collect mail

and parcels from Post Room. Post runs will take place once a day to staffed areas. Where Departments

and Services are working from home, Post Room will redirect mail where requested. Otherwise,

deliveries will be held in Post Room for collection by appropriate Departmental / Section staff, who

should update Post Room accordingly.


Determine service level, dependent on resource available.

Enhanced protection

Courier service reduced to one delivery a week if needed.

NB Departments to take responsibility for opening post, scanning/emailing to staff working from home

where appropriate and posting private or confidential items to individuals at their home addresses.



Identification of areas of campuses which are open and may take delivery of post.


Courier service undertakes two deliveries once a week if needed.

Departments to confirm responsibility for opening post, scanning/emailing to staff working from home

where appropriate and posting private or confidential items to individuals at their home addresses.


Review stock and purchase essential items.

Return to standard opening hours.

Targeted protection

Standard opening hours and service delivered.


Wivenhoe House Hotel

133. Wivenhoe House Hotel (WHH)


Review government and industry advice.

Advanced protection

Hotel closed.

Admin activities taking place remotely.

Hotel staffed by skeleton team ensuring safety and security of property.



Enhanced protection

Hotel offers services, such as al fresco dining and drinks, where feasible operationally, where permitted

under Government roadmap and where considered safe following approved and implemented risk

assessments.

Consideration given to maintaining skeleton staff, to service the existing levels of business.

Admin activities start to take place remotely.

No cash taken at tills.


NB re-opening dependent on government regulations specific to the hospitality industry.

Continuations of social distancing measures, including signage, barriers, one-way system.

Ensure plentiful stock of face coverings, and other appropriate PPE.

Appropriate Perspex screens in place, review to take place whether more are required.

Contactless payments only.


Specific Risk Assessments related to COVID to be reviewed for re-starting remaining close participation

hotel management practice for students, with required safety measures implemented for EHS students

when on duty.


Hotel continues to function with some reduced services with some team members asked to work

remotely.

Events only go ahead in line with Government guidelines.

Government guidelines for social distancing/PPE followed, including measures for EHS students.


Moving back to ‘business as usual’ is likely to happen seamlessly, as the hotel team will already be on

site and engaged with the business.

Many of the enhanced measures are likely to remain in place for many months, so it will not look so

different from ‘Sustained’.

The actions needed to be ready revolve around ensuring the hotel and team are prepared for the busy

Wedding season.

Targeted protection

Hotel continues to function with a few reduced services and some team members asked to work

remotely.

Plan B

Masks/face coverings reintroduced throughout hotel, back and front of house.

Continue to encourage all guests to take an LFT on day of arrival or event.

All staff to carry out regular LFT.

Looking at viability of requesting Covid passes and checking for this for guests attending Christmas

parties.

All signage to be reinstated around the hotel.

Notices to be put out on socials regarding response to Plan B.


134. WHH Accommodation



Advanced protection

As above.



Enhanced protection

Hotel offers accommodation where feasible operationally, where permitted under Government roadmap

(not before 17 May) and where considered safe following approved and implemented risk assessments.

Bedrooms to be serviced on departure only, limiting interaction between people.

Areas of hotel shut down to improve efficiency and save money.


As above.

Minimum contact with guests in accommodation. Bedrooms to be service the day after departure.


Accommodation offered in line with Government guidelines.


Full service will be resumed, with business improving.

Targeted protection

Full service offered, with social distancing guidelines followed.


135. WHH Restaurant & Afternoon Tea



Advanced protection

As above



Enhanced protection

Hotel offers services, such as al fresco dining and drinks, where feasible operationally, where permitted

under Government roadmap and where considered safe following approved and implemented risk

assessments.

Contactless payments.


Restaurant and afternoon tea closed.


Expected that restrictions on restaurants will be lifted, but social distancing expected.

Lunch service will be reviewed in line with demand.

Afternoon tea, may be reduced if necessary and served in brasserie.

Dinner served.


Both restaurant and afternoon tea service back open as usual, and social distancing restrictions

removed if deemed safe to do so, and still following any guidelines and industry advice.

Targeted protection

Restaurant and afternoon tea service open as usual, following government and industry guidelines.


136. WHH Weddings



Advanced protection

As above and with all weddings cancelled or postponed.



Enhanced protection

Hotel offers weddings where feasible operationally, where permitted under Government roadmap and

where considered safe following approved and implemented risk assessments.


As above.


Weddings offered where possible in line with Government guidelines.


With social distancing measures removed, it may be possible to host the large wedding celebrations.

Targeted protection

Large wedding celebrations hosted, if deemed safe to do so, following government and industry

guidelines.


137. WHH Conferences



Advanced protection

As above



Enhanced protection

All conferences cancelled or postponed.


As above, and will follow social distancing guidelines.


Some reduced service.


As above.

Targeted protection

Conferences hosted, if deemed safe to do so, following government and industry guidelines.

138. WHH Small meetings




Advanced protection

As above



Enhanced protection

All meetings cancelled or postponed.


As above.




As above

Targeted protection

Small meetings hosted, if deemed safe to do so, following government and industry guidelines.

139. WHH Private dining

Advanced protection

As above



Enhanced protection

Hotel offers private dining where feasible operationally, where permitted under Government roadmap

and where considered safe following approved and implemented risk assessments.



As above.




As above

Targeted protection

Private dining re-commences, if deemed safe to do so, following government and industry guidelines.

140. WHH Events



Advanced protection

As above



Enhanced protection

WHH organised events cancelled / postponed.

Social distancing adopted


As above.



Expected that large gatherings will still not be permitted.


Expected that social distancing measures are lifted and large gatherings can take place.

Targeted protection

Large gatherings hosted, if deemed safe to do so, following government and industry guidelines.

Grounds & sustainability

141. Grounds


Review government and industry advice

Advanced protection

All 14 UoE staff on campus from a team 14 doing H&S, litter and priority work keeping external areas

safe unless any direct self-isolation.



Enhanced protection

All 14 UoE staff on campus from a team 14 doing H&S, litter and priority work keeping external areas

safe unless any direct self-isolation.





All 14 UoE staff on campus from a team 14 unless any direct self-isolation.

Normal operations in place



Targeted protection

All 14 UoE staff on campus from a team 14 unless any direct self-isolation.

Normal operations in place

142. Travel and Transport



Advanced protection

1 UoE staff from team of 4 working remotely. Remaining 3 staff furloughed.

Car parks, bus stops, EV charging, cycle parking remain available-Review government and industry

advice.


4 UoE staff working remotely 1 working on site from team of 7. Remaining 2 staff furloughed on

rotation.

Car parks, bus stops, EV charging, cycle parking remain available




All 4 UoE staff working mix of remotely and on site.


Car parks, bus stops, EV charging, cycle parking remain available



Targeted protection


Car parks, bus stops, EV charging, cycle parking available

143. Sustainability and Energy



Advanced protection

All 5 UoE staff working remotely from team of 5.

Communications and engagement all delivered online.



Enhanced protection

All 5 UoE staff working remotely from team of 5.










Targeted protection


Communications and engagement all delivered mix of digitally and in person.

Event Essex

144. Event Essex staffing



Advanced protection

All Event staff working remotely currently, unless a specific requirement is determined and approved.

Upcoming events cancelled on both campuses (one month ahead unless otherwise determined and

approved).

No delivered catering service on either campus currently.

Annual leave may be cancelled.



Enhanced protection

All Event staff working remotely, redeployed to other departments or Essex Food

Any events deemed to be essential only to go ahead following approved risk assessment and

implementation of mitigating actions.



Re-opening dependent on Government guidelines for gatherings

Possibility of some staff being un-furloughed to assist in planning for potential bookings and contacting

clients


All Event staff working remotely currently, unless a specific requirement is determined and approved.

Upcoming events and delivered catering events assessed/reviewed and determent if deemed safe and

approved to take place

Staff to work more efficiently and as flexible as possible to meet business demands


Risk assessment for larger events to take place.

Targeted protection

Event staff to follow work from home guidance where possible.

Staff required to be on site due to business need will follow social distancing guidelines.

145. Event Essex service delivery and continuity



Advanced protection

No service provision at Colchester currently, unless a specific requirement is determined and approved.

In Southend service provided to student nurses to facilitate accommodation move-out / arrival, (admin

key cutting etc.) This service is required approx. once a month.

Upcoming language and summer schools cancelled (one month ahead unless otherwise determined).




Enhanced protection

No service provision at Colchester currently, unless a specific requirement is determined and approved.


Re-opening depended on Government guidelines for gatherings

Possibility of some staff being un-furloughed to assist in planning for potential bookings and contacting

clients

Re-opening dependent on Government guidelines

Service provision at both Colchester and Southend to be assessed to meet current government

guidelines and management approval.

Liaison with CTO in regards to room bookings and availability

Liaison with Soft FM accommodation team in regards to accommodation availability, if RA approved for

conferences to take place.

Competitor analysis for price check and availability to establish potentially new price points

Contact with all events/clients that had to postpone or cancel bookings due to Covid-19 to rebook

Southend to carry on with NHS Nurses booking, but review SLAs

Liaise with Soft FM in regard to cleaning services provided before and after meeting spaces being

used. Raise work ticket for service required.

Review of room layouts to include adequate social distancing.

Introduce Queue Management systems and staggered arrivals for events

Review Housekeeping Notes to Clients and Code of Conducts for specific events.


Service provision at both Colchester and Southend to be assessed to meet current government

guidelines and management approval.

In Southend service provided to student nurses to facilitate accommodation move-out / arrival, (admin

key cutting etc.) This service is required approx. once a month.


Upcoming language and summer schools cancelled (one month ahead unless otherwise determined).


As for Sustained protection.

Targeted protection

As for Sustained Protection except:

Larger events re-commence, if deemed safe to do so, following social distancing guidelines and

introducing NHS Covid pass checks where applicable.

Commercial Management:

Knowledge Gateway

146. Management team



Advanced protection

Staff to work from home. Relevant equipment provided.



Enhanced protection





Targeted protection

Staff on site where required, following social distancing guidelines.


147. Tenant occupation


Communication with tenants

Advanced protection

Tenant decision for staff to continue to work at KG offices.

NB Innovation Centre accessible for critical and essential customer use only and un-staffed by the

centre team. The central Oxford Innovation team will be managing any questions, information or further

dissemination of government advice.


Communication with tenants

Enhanced protection

Tenant decision for staff to continue to work at KG offices.


Review of tenant decisions.

Request continuity plan and measurements from Oxford Innovation with respect to unfurloughing staff

and reopening centre



Innovation Centre open in line with Oxford Innovation plan




Request continuity plan and measurements from Oxford Innovation with respect to extension of centre

opening

Targeted protection


Innovation Centre open in line with Oxford Innovation plan

148. Hard services

Advanced protection

Maintenance and Capital Development continuity plan will apply

Enhanced protection



Water systems are being flushed but temperature check of units A, B4, C and F would be advised.

Review Heating, Ventilation and Air Conditioning (HVAC) system requirement, if tenants return to

campus.


Water systems are being flushed but temperature check of units A, B4, C and F would be advised.

Review HVAC system requirement, if tenants return to campus.


Reinstate full water management

Reinstate full HVAC system programme


Targeted protection

Full water management in place

Full HVAC system in place

149. Soft FM Services

Advanced protection

Soft FM Services continuity plan will apply

Enhanced protection



Liaise with Soft FM if amendments to cleaning schedule are needed.

Review refuse requirement and liaise with Soft FM Contracts Manager as needed.


Liaise with Soft FM if amendments to cleaning schedule are needed.

Review refuse requirement and liaise with Soft FM Contracts Manager as needed.


Reinstate full cleaning and refuse collection services

Targeted protection

Full cleaning and refuse collection services in place, following social distancing and PPE guidelines.


150. Compliance services

Advanced protection


Enhanced protection




Targeted protection


151. Network and broadband support services

Advanced protection

IT systems and communications continuity plan will apply

Enhanced protection



No change


No change


No change


Targeted protection

No change

152. Rent collection and finance support

Advanced protection

Financial Management continuity plan will apply

Enhanced protection



Continue to check status of arrears


Continue to check status of arrears


Liaise with tenants with arrears to discuss payment plans

Targeted protection

Implementation of payment plans

153. External communication support

Advanced protection

CER remote working. Continue as normal

Enhanced protection




Update tenants of changes to services





Targeted protection

Update tenants to changes of services

154. Meetings and appointments

Advanced protection

Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.

Enhanced protection



No change


No change


Risk assess meetings and appointments restarting

Targeted protection

Meetings re-commence face-to-face if deemed safe to do so and if appropriate.


155. Studio X

Advanced protection

Studio X to close until virus contagion subsides.

Enhanced protection

Studio X closed to all except staff in general.


Liaise with Studio X team to understand their return to campus measurements


Liaise with Studio X team to understand their return to campus measurements


Risk assess return to normal service for Studio X

Reinstate cleaning services

Targeted protection

Studio X re-opens if deemed safe to do so, following social distancing guidelines.

Cleaning services resume.


Commercial Management: Central

Campus lessees




Advanced protection

All staff to work remotely from home. All staff has been provided the necessary equipment.

Communicate to occupants suspension of services and access to premises.



Enhanced protection



No change


No change


Staff return to campus

Targeted protection

Staff working on-site, following social distancing guidelines.




Communicate with tenants

Advanced protection

Tenant decision for staff to continue to work at offices.



Enhanced protection

Tenant decision for staff to continue to work at offices.




Liaise with tenants regarding updated protocols


Update tenants on any changes to University services

Targeted protection

Update tenants on any changes to University services

158. Hard services

Advanced protection



Enhanced protection








Targeted protection


159. Soft FM Services

Advanced protection


Enhanced protection









Targeted protection



Advanced protection


Enhanced protection








Targeted protection



Advanced protection


Enhanced protection









Targeted protection



Advanced protection


Enhanced protection








Targeted protection



163. External communication support

Advanced protection


Enhanced protection







CER continuity plan will apply




Advanced protection


Enhanced protection









Targeted protection


Commercial Management –

Business Incubation Centre




Advanced protection

All staff to work remotely from home. All staff provided with the necessary equipment.



Enhanced protection

All staff to work remotely from home. All staff provided with the necessary equipment.


Liaise with HR regarding return to campus plan



Commence unfurloughing staff process


Staff return to campus where possible

Targeted protection

Staff on site where required, following social distancing guidelines.


166. Reception team



Notify tenants

Advanced protection

All staff to work remotely from home.



Notify tenants

Enhanced protection

Tenants all working from home. All staff to work remotely from home.




Opening of centre and reception is subject to decision to reopen the Gateway Building



Reception service duties resume. Staff to be issued masks if necessary.

Targeted protection

Reception re-opens in Southend and Colchester, following social distancing guidelines.




Advanced protection

Tenant decision for staff to continue to work at BIC offices.



Enhanced protection

Tenant decision for staff to continue to work at BIC offices.




Opening of centre and reception is subject to decision to reopen the Gateway Building


Business as usual

Targeted protection

Tenants back on site.


168. Hard services

Advanced protection


Enhanced protection








Targeted protection


169. Southend and Loughton FM Services

Advanced protection

Southend and Loughton FM Services continuity plan will apply

Enhanced protection

Southend and Loughton FM Services continuity plan will apply.


Southend and Loughton FM Services


Targeted protection

Southend and Loughton FM Services continuity plan will apply


Advanced protection


Enhanced protection








Targeted protection



Advanced protection


Enhanced protection









Targeted protection



Advanced protection


All tenants pay by S/O

Enhanced protection


All tenants pay by S/O


Analyse invoicing and receipts to date


Liaise with tenants confirming balance on account


Reimburse tenants who paid rent between 27 March and reopening date


Targeted protection

Reimbursements made.

173. External communications support

Advanced protection


Enhanced protection








Targeted protection





Advanced protection





Enhanced protection








Targeted protection


175. Post management


Communicate to occupants’ suspension of services and access to premises, where required

Advanced protection

Security reception contingency re Southend will apply.

Enhanced protection

Security reception contingency re Southend will apply. Security deliver post twice per day to the BIC,

where required.


Liaise with FM team to understand status of building – i.e. when will The Gateway Building reopen



Communication to tenants to advise of forthcoming changes


Business as usual

Targeted protection

Post services resume.

176. Visitor management


Communicate to occupants’ suspension of services and access to premises.

Advanced protection

Security reception contingency re Southend will apply

Tenants can access floor via access control system.


Advise tenants not to have visitors to the building. If visitors are essential, tenants must notify security

in advance and collect their visitors from the main entrance themselves.

Enhanced protection

Minimum 1 member of team required on site, if occupants continue to use BIC – remote working for

remaining staff.

Security reception contingency re Southend will apply.

Building reception suspended. Tenants can continue to access the property by way of access control

during core working hours.


Liaise with FM team to understand status of building – i.e. when will The Gateway Building reopen



Communication to tenants to advise of forthcoming changes


Business as usual

Targeted protection

Visitors managed as expected, with social distancing guidelines followed.

Maintenance and Capital

Development

177. Lifts



Advanced protection

Contractor working remotely with staff attending site as needed upon an emergency basis

Entrapments - emergency services response. Communicate lift issue campus wide due to issues with

individual peeps.


Review government and industry advice and required lifts on campus.

Enhanced protection

Lifts not required to be in service to be parked and rendered safe. Advise staff to be vigilant with

hygiene and take note of risk groups: Consider restricting 'at risk' individuals to areas of less risk.

Contact contract company for guidance on how they want to continue



Subject to availability of contractor resource which may mean some services remain parked pending

repair.

Subject to the above no additional actions required.


Majority of lifts resume service, subject to social distancing guidelines and for noted groups.


As for Sustained Protection

Targeted protection

As for Sustained Protection

178. Air Conditioning/Ventilation



Advanced protection

Contractor working remotely with staff attending site as needed upon an emergency basis. Reduction in

servicing due to staff shortages with emphasis upon maintenance of critical systems.

Remove from service non-essential provisions and render safe and secure.

Ensure vital services are checked and maintained frequently. Align with ITS re business recovery plan.

Remove from service AC/Vent for outlying/closed buildings, lecture theatres, mass congregation areas,

sports halls etc. As per response map in estates office. Divert all mobile assets to server rooms at

slightly higher set point than normal AC




Enhanced protection

Assuming Contract company allow staff to remain (and they wish to remain)

Remove from service non-essential provisions in non-operational/open areas and render safe.

Ensure vital services are checked and maintained frequently. Contact to be made with IT Services to

look to park as many servers as possible to allow future recovery, ITS services to announce their

business/crisis recovery plan.


No additional actions required





repair. Subject to the above no additional actions required.

Targeted protection

Majority of services resume.

179. Water Hygiene


Flushing regime in place utilising staff resources. No additional actions required.

Advanced protection

Assuming Contract company allow staff to return (and they wish to return) all closed areas to service to

be rendered safe/drained as appropriate.

Staff to respond to areas of increased concern (residential etc.) taking into account appropriate

guidance regarding safe working practice, appropriate hazard PPE and equipment to be used in all

High Risk areas.




Enhanced protection

Assuming Contract company allow staff to return (and they wish to return) all areas closed for service to

be rendered safe/drained as appropriate.

Consider (subject to resource availability) enhanced flushing regime due to increase in “little used

areas” or consider appropriateness of draining down.

Staff to respond to areas of increased concern (residential etc).







Targeted protection


180. Fire Alarms



Advanced protection

Contractor working remotely with staff attending site as needed upon an emergency basis

A mixture of specialist teams, management and security have knowledge of resetting panels, take note

of devices which go unserviceable, devise a plan for building watch should a whole system go down.

Prioritise repairs as appropriate.




Enhanced protection

Assuming Contract company allow staff to remain (and they wish to remain) restrict workload to

breakdowns only.

Vacated buildings to be closed and rendered safe.

Items of critical equipment that are still required to run to be identified (IT services for example) and

agreement reached regarding monitoring/maintenance regimes.




As for Enhanced Protection



Targeted protection

Assume all buildings open and equipment working.

181. Gas Boilers



Advanced protection

Current heating systems remain in operation until April (end of heating season). Water heating etc

adjusted to coincide with closed buildings

Restrict workload to breakdowns only and focus priority on residential accommodation.


Redistribute staff resources to combine with contractors where appropriate in support to isolate gas

supplies to appliances to make safe only

If necessary/possible, use an alternate supplier.

If this fails: Combination of all in house teams and management support who are available to isolate

gas supplies to appliances to make safe only



Enhanced protection

Continue as normal, advise staff to be vigilant with hygiene and take note of risk groups: Consider

restricting 'at risk' individuals to areas of less risk. Contact contract company for guidance on how they

want to continue.

For areas rendered closed, adjust/turn off heating systems as appropriate.

Consider need for enhanced PPMs etc. (resource dependent) to maintain operational status of

essential equipment.







repair.

Subject to the above no additional actions required.

Targeted protection

Majority of services resume.


182. Intruder alarms



Advanced protection

In conjunction with Security Team secure and set intruder alarms as appropriate on all vacant

buildings/building areas and set up monitoring regime as appropriate



Enhanced protection

Vacated, non-operational buildings to be secured and alarms set for remote monitoring with Security

team. Consider restricting 'at risk' individuals to areas of less risk. Contact contract company for

guidance on how they want to continue.








Assume all buildings being used.


183. Fire Extinguishers



Advanced protection

Extinguishers in place are serviceable, therefore could still be used. Exhaust stores units for empties to

be managed though security to limit misuse, then consider moving units from vacated areas. In

agreement with Fire Officer strip extinguishers from non-critical areas to be managed again by Security.

Primary focus of service support on remaining occupied areas of residential and operational estate.



Enhanced protection

Assuming Contract company allow staff to return (and they wish to return) Staff to respond to areas of

highest priority only.







Targeted protection

Assume all buildings being used


184. Smaller contracts


Review government and industry advice and triangulate with projects agreed to be taken forward.

Advanced protection

Continued operation of remaining occupied Accommodation. Closed Buildings to be locked down and

“Contractual Response” adjusted where possible.


Review government and industry advice and triangulate with projects agreed to be taken forward.

Enhanced protection

Assuming Contract company allow staff to return (and they wish to return) decide individually if 1: the

job is necessary 2: the job will put the contractor at risk







Targeted protection



185. HV Supplies



Advanced protection

Combination of all in house teams deploying generation if and where possible until HV can be restored

and organising for diesel deliveries to campus to keep the Generation units operational. Potential

redeployment of staff and students to key buildings to minimise generation (TRTC & Bio Science is fed

off main standby and emergency generator)


Review government and industry advice and required areas on campus.

Enhanced protection

Assuming Contract company allow staff to remain (and they wish to remain) restrict workload to

breakdowns only. Decide individually if 1: the job is necessary 2: the job will put the contractor at risk.







Targeted protection



186. Auto Doors



Advanced protection

Empty buildings to be locked off as secure. Management and security have knowledge of resetting door

controls, take note of devices which go unserviceable, devise a plan for security watch should a set of

doors go down. Prioritise repairs as appropriate.


Review government and industry advice and required areas on campus.

Enhanced protection


job is necessary 2: the job will put the contractor at risk.

Buildings to be suitably secured and auto doors adjusted turned off accordingly.







Targeted protection

Assume all buildings in use.


187. Generators (fuel supply)



Advanced protection

In house team to work with grounds maintenance to utilise the red diesel bowser.

Generator deployment to be in response to Business Continuity plans.

Emergency securing on non-essential services reducing power demands and fire/safety risks especially

with reduced contractor and staff resource.



Enhanced protection









Targeted protection



188. Drainage



Advanced protection

Remaining contractor resource to be focussed upon residential areas which may present increased

demand especially if students are self-isolating.



Enhanced protection



Site inspections to be arranged to ensure traps/wastes do not dry out etc.


No additional actions require


As for Enhanced Protectio



Targeted protection



189. Major Capital projects:-


Review government and industry advice and triangulate with agreed projects to be taken forward.

Advanced protection

Major capital projects primarily completed.

Where projects required:

Contractors limit access to main campus.

Monitor UoE and keep contractors regularly updated in order to facilitate appropriate redeployment

of contractor resource as soon as considered appropriate.

Closely monitor financial and operational costs of closure and advise senior management/Finance as

appropriate.



Enhanced protection

Projects on site will continue but may be subject to disruption.

Enhanced staff awareness and vigilance with hygiene and take note of risk groups: Consider restricting

'at risk' individuals to areas of less risk (site compound only). Contact contract company for guidance on

how they want to continue and their ability to deliver against programme.








Dependent upon contractor resource being available and assessment of RAMS re social

distancing/safe working practices. Timescale and potentially contractual price could be affected.


Major capital projects resume, subject to agreement about the CIP.

190. Minor capital/ revenue project work



Advanced protection

Majority of projects ceased.

Where projects required:

Site areas rendered safe and secure.

Monitor UoE and keep contractors regularly updated in order to facilitate appropriate redeployment of

contractor resource as soon as considered appropriate.



Enhanced protection

Dynamic RA review of on-site projects and contractors resource/availability.

Identify any projects where delivery may be hampered by lack of staff or contractor resource and

consider operational and financial impact of potential project halt.








Dependent upon contractor resource being available and assessment of RAMS re social

distancing/safe working practices. Timescale and potentially contractual price could be affected.

Targeted protection


Day Nursery

191. Nursery: customer implications


Engage with parents to identify demand

Advanced protection

Nursery expected to remain open. If demand is so minimal that alternative arrangements, with

agreement from the relevant parents, can reasonably be made for the care of children, the nursery

would close, albeit temporarily. Government requirements for opening to a wider group of children will

be followed.

Essential staff required onsite per day to assist with operations.


Nursery expected to remain open under government advice

Enhanced protection

Nursery open as relevant under government advice.

Nursery may be required to run reduced capacity by opening in phases/reduced session times/ cap

room numbers to either better ensure social distancing, or to maintain statutory ratios



Nursery expected to remain open under government advice


Dependent on government advice, Nursery open as for Enhanced Protection.

Nursery may be required to run reduced capacity by opening in phases/reduced session times/ cap

room numbers to either better ensure social distancing, or to maintain statutory ratios


Review capacity, balanced with government advice and requirements.

Nursery prepares to open for all children/extend hours where possible (see below)

Targeted protection

Nursery open, subject to government advice, and following social distancing guidelines.

192. Nursery: Infection Control


Liaise with H&S and review PHE guidance for setting to be re-opened. Ensure compliance with relevant

information.

https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-

care

Advanced protection

In line with Government Guidance



information.


care

https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-care





Enhanced protection



Liaise with H&S and review PHE guidance for setting. Ensure compliance with relevant information.


care





information.


care

Targeted protection


193. Nursery: Communication


Implement communication tree.

Communicate with parents.

Advanced protection

Communicate to staff via communication tree.

Communicate to parents and nursery users via email and text message.

Ring Ofsted to inform of partial closure should this be enacted.






Put up signage around front entrance with information regarding closure and contact details (email and

phone) should closure take place.

Update website and social media with closure information if closure takes place.


Communicate any changes to child’s sessions reduced capacity due to opening in phases/reduced

session times/ cap room numbers to with parents.

Enhanced protection

Parents communicated via email and text

Appropriate signage and communication in place for pickup/drop offs


Communicate with parents any changes to child’s sessions due to reduced capacity.


Parents communicated via email and text.


Communicate any changes to child’s sessions reduced capacity due to opening in phases/reduced

session times/ cap room numbers to with parents.

Targeted protection

Communication continues as usual.

194. Nursery: Technical Resilience and Capability


Organise online training

Ensure technical solution in place to undertake virtual tours


Advanced protection

Staff undertake online training, update tapestry


Revisit staff Individual risk assessments to capture any changes of circumstance and re-evaluate risk.

Ensure risk mitigation measures are in place to enable staff who are able to continue to work in a

COVID secure way.

Ensure sufficient stock of PPE through the University supply chain

Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building.

Enhanced protection

Identify type and number of staff to furlough/un-furlough based on session demand. Liaise with People

& Culture to progress, taking into account accrued annual leave.

Management team communicate regular COVID updates to practitioner staff.


Revisit staff Individual risk assessments to capture any changes of circumstance and re-evaluate risk.

Ensure risk mitigation measures are in place to enable staff who are able to continue to work in a

COVID secure way.

Ensure sufficient stock of PPE through the University supply chain

Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building.


Accrued annual leave.

Management team communicate regular COVID updates to practitioner staff.


All staff to be contacted to return to campus, dates agreed taking into account accrued annual leave.

Targeted protection

Staff back on site, where possible under government guidelines for protecting individuals with

underlying health conditions.


195. Nursery: Supply and Services


Inform Professional Nursery Kitchen of reduction in service and make amendments to orders as

necessary.

Advanced protection

Reduced service


Inform Professional Nursery Kitchen of reduction in service and make food amends as necessary

Enhanced protection

Reduced service


Inform Professional Nursery Kitchen of reduction in service and make amendments to orders as

necessary


Keep PNK updated accordingly


Inform Professional Nursery Kitchen to ensure deliveries can recommence as per normal service.

Targeted protection

Deliveries re-commence if safe to do so.


196. Nursery: Key events and training


Cancel all events

Advanced protection

Full cancellation of events and training within the next 6 weeks. Continue to review.


Review events and cancel where necessary

Cancel in person nursery tours and settling in sessions

Enhanced protection

Provide key extra events such as holiday club and the summer fair only where feasible operationally,

where permitted in Government roadmap and where deemed safe following approved and implemented

risk assessments.

Deliver nursery tours online and reschedule settling in sessions.


No actions identified

Reinstate nursery tours and settling in sessions


Review the necessity of cancellation of key extra events such as holiday club and the summer fair.


Commence planning for events if decision is that they can go ahead.

Targeted protection

Nursery events re-commence, following social distancing guidelines.


Governance and management

197. Governance functions (USG, Council)



Implement Zoom meeting protocol.

Continue to implement governance decision log.

Advanced protection

Senior management representation on site on a rota basis.

All teams working remotely.

Council and USG meetings managed remotely.



Protocol established and implemented for managing Zoom meetings.

Develop and implement governance decision log.

Enhanced protection

Senior management representation on site at all times.

Governance team working from home.



Undertake risk assessment of continued management of University meetings remotely.

Identify teams to come on site if needed.




Senior management representation on site at all times.

Teams to come on site where necessary (no more than 50%).



Undertake risk assessment of continued management of some University meetings remotely.

Identify process for bringing staff back on site, potentially via a rota.



Limited numbers of staff on site, following social distancing guidelines.

Governance teams to continue to work from home until business as usual returns.

University meetings to take place remotely where possible.

Where a committee chair recommends that a meeting take place in person, this shall be subject to the

approval of the Registrar and Secretary or their nominee.

198. OVC Office (PA team, Governance team,

Southend campus management team)



Advanced protection

All working remotely (but see above for Reception Services in Southend).



Identify teams to come on site if needed and develop rota.


Enhanced protection

Staff working from home, with no more than two members of the team coming on site at any one time

and if necessary for limited periods to deal with post etc.

Rota system established where teams would benefit from being on site, following social distancing

guidance.


Identify teams to come on site if needed and extend rota.


Rota system extended, with no more than three members of staff in the office and all others working

remotely.

Southend Campus Management team will ensure that on site presence is in line with social distancing

and maximum number requirements as per BCP.

Southend Reception team as above.


Review teams on site and rota.


Limited numbers of staff on site, following social distancing guidelines.

Plan B: staff primarily working from home unless business need for on-campus support.

199. Financial management



Advanced protection

All working remotely.





Enhanced protection

Rota system established where teams would benefit from being on site, following social distancing

guidance.


Review whether further teams are needed on site and, if so, develop rota.


Staff working remotely where appropriate. Services continue to be delivered remotely.



Targeted protection

Identified staff working on site, following social distancing guidelines.

200. Finance (cash)


Put cash services on hold.

Advanced protection

All cash services put on hold.





Enhanced protection

Rota system established where essential teams would benefit from being on site, following social

distancing guidance.




Rota system established, with no more than 50% of staff in the office and all others working remotely.




Identified staff working on site, following social distancing guidelines.

201. Planning


IT equipment provided to colleagues working remotely as required and where possible

Advanced protection





Enhanced protection

Staff expected to be working from home. Rota system established for essential work, following social

distancing guidance.





Staff working remotely where appropriate. Services continue to be delivered remotely.



Targeted protection

Identified staff working on site, where need identified, following social distancing guidelines.

202. People and Culture: ERR



Advanced protection


Job interviews to be conducted by Zoom or other remote technology.

Enhanced protection

Staff working remotely where appropriate.


P&C reception desk available one day a week to issue staff cards, if required. Service otherwise

available on an as and when basis.





Rota system for teams and P&C reception where appropriate.



Targeted protection


Job interviews conducted using mixed methods.

203. Running payroll



Advanced protection

Undertake remotely.



Enhanced protection





Organise teams for rotas if needed.

Re-visit risk assessment for individuals to ensure these remain up to date and make adjustments as

needed.



Rota system for teams.


Services continue to be delivered remotely.

Reduced service if needed.

Targeted protection


204. Organisational Development



Advanced protection

All work undertaken remotely where possible. Reduced service if necessary



Enhanced protection

Service offered remotely, with ad hoc supported provided from the TEL team as necessary to support

the delivery of teaching.






needed.





Services continue to be delivered remotely.


Targeted protection


205. Occupational Health



Advanced protection

Work undertaken remotely or via alternative locations with appropriate mitigations in place (e.g.

evidence of negative test result required for vaccinations).

Cases prioritised.



Enhanced protection

Continue as normal, prioritising cases


Risk assessment undertaken of reconvening OH sessions on campus.






needed.






Targeted protection


206. Health and Safety



Advanced protection

Reduced service: responses made to incidents and fire assessments undertaken. Fire drills paused.



Enhanced protection

Continue on site offering prioritised service: responses made to incidents and fire assessments

undertaken






needed.



Reduced service: responses made to incidents and fire assessments undertaken

Targeted protection

Usual service resumes, following social distancing guidelines.

Documents

COVID-19: Business Continuity Plan: Activities and actions