Draft Implementation Plan - TCD Docs/Trinity Colle… · Web viewIn addition to the matrix implementation plans for each building ... subject to certain considerations ... the procurement

2014

Trinity College Dublin – Access Audit Implementation Plan

Universal Access Implementation Plan – Trinity College Dublin

TCD - Universal Access Implementation PlanIntroduction.......................................................................................................................................................................................................... 3Part I...................................................................................................................................................................................................................... 5Embedding in the Implementation Plan................................................................................................................................................................5Approach............................................................................................................................................................................................................... 6Access Auditing..................................................................................................................................................................................................... 6Consultation and communication......................................................................................................................................................................... 6Prioritisation Methodology................................................................................................................................................................................... 7

Part II..................................................................................................................................................................................................................... 9Layout................................................................................................................................................................................................................... 9Priorities.............................................................................................................................................................................................................. 10Campus Wide Areas for Improving Universal Access.......................................................................................................................................... 10Initial Suggested Phased Approach to Implementing Universal Access.............................................................................................................. 11Initial 3 year phase 2013-2015............................................................................................................................................................................ 11Subsequent 3 - 6 year phase............................................................................................................................................................................... 11Explanation of Criteria Terms.............................................................................................................................................................................. 12

Appendices.......................................................................................................................................................................................................... 16Appendix A – Implementation Plan Matrix......................................................................................................................................................... 16Appendix B - Embedding in the Implementation Plan.........................................................................................................................................17Appendix C - Legislation...................................................................................................................................................................................... 18Appendix D – Highlighted Campus Wide Areas for Improving Universal Access:................................................................................................19Appendix E – Prioritisation Methodology............................................................................................................................................................ 28

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Introduction

Trinity College carried out a College wide access audit in mid-to-late 2008. This was an important and valuable study, carried out under the

auspices of the College Disability Service and the Director of Buildings Office, which will allow us to plan and ensure that the College meets the

requirements of all applicable legislation and building regulations relating to universal design issues. The outcome of this audit was followed up

with identifying priorities and an earlier version of this document was produced but a structure was not in place at this time to allow these

priorities to be realised. With the advent of the Project Management Office in the Chief Operation Office a more detailed implementation plan

was developed which outlines a comprehensive action and priority list of accessibility projects known as the Access audit implementation plan.

College Policy on Universal Access

College, in its current Development Plan has adopted the following policy statement with regard to Universal Access:

Safety and Universal Access

All new buildings and existing buildings that undergo extension, refurbishment or material change of use must comply with; inter alia,

the current Building Regulations, Fire Safety Legislation and Safety, Health and Welfare at Work Legislation.

College is committed to achieving, where practicable, Universal Accessibility throughout its entire operation. This will contribute

towards the highest standards of accessibility, environmental quality and sustainable development.

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Universal Accessibility is an integral function of College’s administration, operation, servicing and construction-related activities.

Universal Design guidelines in compliance with Part M of the Buildings Regulations 1997-2009 together with The Disability Act 2005 and

the TCD Universal Design Guidelines (Document U) detail the manner in which College is developing, promoting and implementing

Universal Accessibility. It should be noted Universal Access facilities for the Historic and Protected buildings might not be possible in all

cases.

Designs should recognise the need for Universal Egress as well as Universal Access and appropriate facilities for the alerting and

evacuation of hearing/mobility-impaired persons in the event of an emergency should be designed into the project.

The purpose of this document is to provide relevant College staff with guidance to assist in the preparation, prioritisation and implementation

of works to improve universal access throughout the campus and facilities. Focus on the strategic deliverables of the Implementation Plan is

required, thus giving management and staff coherent information in a policy statement agreed by all.

There are many issues affecting an implementation plan1, however the emphasis hereunder is substantially on the built environment of Trinity

College. The requirement now is to present these findings in a manner that will assist the Director of Buildings and relevant committee to plan

1 Issues affecting an implementation plan:

Goods and Services Information FlowCommunications plan Procurement proceduresConsultation with Disability Groups Inter-Departmental co-operationEducational Standards Monitoring and evaluation of the planBudgeting Plans Disruptions and Emergencies (provision for people with disabilities)

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for this programme of work in a strategic way. Significant resources are required to assist this plan and there is a need to inform the College

Executive of this need.

It is recommended an Access Audit Working Group is set up to oversee the implementation plan specified within. This group will oversee the

Access Audit implementation plan and report on progress annually.

In addition to priority lists for each building, campus wide areas for improvement are identified with seven areas including personal emergency

egress plans; designated safe footway route and signage are identified as minor works that can be acted upon in the short to medium term.

Part I

Embedding in the Implementation Plan

Delivery of an implementation plan should be a corporate commitment for College. It is an important element for success that delivery is

regarded as an organisation-wide obligation and is not confined to the remit of a single person or department.

Democratic oversight of the delivery, monitoring and review of College’s implementation plan is of particular importance. Senior management

can signal the organisation-wide commitment to their staff through several inter-connected responses (Appendix B).

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Approach

College’s internal management approach to disability issues is regarded as a key improvement initiative for the future of Universal Access,

Corporate Planning, Educational Standards and Annual Operational Planning cycles, the College is keen to demonstrate a commitment to

enhance environment and facilities to benefit disabled students and visitors, ongoing methods which mainstream services for people with

disabilities, from inception to completion, is being progressed actively.

Access Auditing

College engaged an access consultancy (Configure) in July 2008 to carry out access audits of the built environment throughout College

premises. All of these audits have now been completed.

Consultation and communication

Implementation plans should be developed in consultation with people with disabilities via the Universal Access Steering Committee set up in

November 2013 as a result of three projects (Fitzgerald, Moyne and Samuel Beckett) being forwarded to Executive Officers Sub group CRG.

College should put in place structures to monitor and review the progress of their Universal Access Implementation Plans and yearly progress

reports should be prepared.

A website has been developed Access Audit 2008 link which houses all access audits and implementation plans, this will enable building users

and owners to view information and take ownership of issues that will allow for implementation to be taken seriously at all levels in College. In

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http://www.tcd.ie/disability/physical-access/Access-Audit-2008.php


addition, building owners i.e. Heads of Schools, Deans of Faculties and heads of Administration have been informed of audits relating to their

buildings and that when any works are proposed implementation plans are considered so accessibility issues are given priority.

Prioritisation Methodology

In relation to prioritisation, principles include the level of usage within a building or service area, the views of representative groups, the fit, or

coherence, with College’s budgetary position and other local circumstances.

Consultation is clearly a major contributor to the prioritisation process. However, different timescales and programming may result in some

buildings not being accessible for some time, which may impact on the College’s prioritisation of the work. Should such circumstances exist,

the Trinity College’s planned response should be explained.

When deciding on a methodology for prioritisation, College needs to consider the importance of the interface between facilities, infrastructure

and resources. (Appendix E)

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Universal Access Steering Group

To make best use of the opportunities and funding available, College need to be strategic. A Universal Access Steering Group formed in

December 2013 is one way of ensuring this. The group has met twice (Dec. 13, Feb 14) and the membership is:

Chair – Geraldine Ruane, Interim COO

Sponsor - Declan Treanor, Director of Disability Service

Clive Williams, Executive Officers Group Rep

Project Manager – Pat Mc Donnell, Assistant Director of Buildings

Academic area Representative – Head of School of Physics, James Lunney

FSD rep – Anne Marie Moran – Capital Management Accountant

Terms of reference

Will set priorities for implementing access audit’s recommendations and implementation plan

Can take the long view about improvements and adaptations to estates

Will ensure that access issues are built into an estates strategy and the institution’s overall strategy

Ensure appropriate funding is set aside to implement improvements

Can oversee building projects and adaptations to ensure that recommendations are carried out as planned

Can keep the accessibility of the institution’s estate under review.

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Part II

Part II consists of a matrix of actions to implement the requirements of the Disability Act 2005. The matrix briefly describes each action, broken

down into its component parts where appropriate, estimated costs, feasibility and impact levels, time frame for works, responsibility of ‘Lead

Department‘ and Progress status identified for each action. Information concerning progress to date should also be entered by each ‘Lead

Department’.

Layout

The matrixes are designed to correspond directly with the completed audits and hence are divided up in a similar manner. During auditing the college was divided up into 17 zones, covering the entire campus as well as satellite facilities. Therefore the implementation plan is divided up similarly. Each building audited has an individual implementation plan.

Priorities

Each implementation plan matrix is divided up into priorities 1-3 corresponding to the access audits.

Priority 1 Priority 2 Priority 3

Adjustments required as a high priority to remove or avoid barriers to access.

Adjustments to be incorporated into an existing maintenance or development plan in the medium term to long term.

Least urgent works although considered desirable and beneficial.

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Similarly the report is also divided highlighting any maintenance or self help issues. As these issues are throughout the priorities 1-3 they have

been highlighted in Yellow to maintain the structure of the document.

The matrix is drafted with the intention that it be a dynamic and ‘living’ document, updated and reviewed periodically, and referred to in the

Disability Act 2005 Annual Report to the College Equality Committee and other internal reporting arrangements.

The matrix should also be updated accordingly as works progress so it is very much a ‘live’ document. Should the scale, scope or target date of

the work be amended in the future, details should be entered with a brief explanation. For example, if a subsequent site survey indicates that

a planned action is inappropriate, this information could be entered.

Initial budgetary estimates submitted for the various actions should be updated periodically, index linked to a 2009 baseline.

Campus Wide Areas for Improving Universal Access

In addition to the matrix implementation plans for each building throughout the campus, several college wide initial areas have been

highlighted in appendix D. This focuses on key areas that can be acted upon initially and that can improve universal access campus wide within

realistic budgetary constraints. (Appendix D)

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Initial Suggested Phased Approach to Implementing Universal Access

Initial 3 year phase 2013-2015

Phase 1 – Implementing the campus wide changes highlighted in Appendix D.

Phase 2 – Identify the maintenance issues highlighted and start making appropriate changes as well as implementing a system that

allows these changes to be made in conjunction with ongoing maintenance works.

Phase 3 – Identify Priority 1 issues that were recognised as high impact and high feasibility, and implementing changes where appropriate.

Subsequent 3 - 6 year phase

Phase 4 - Identify Priority 2 issues that were recognised as high impact and high feasibility, and implementing changes where

appropriate.

Phase 5 - Identify Priority 3 issues that were recognised as high impact and high feasibility, and implementing changes where

appropriate.

Phase 6 - Identify remaining issues and review feasibility and impact as well as options for improving accessibility.

It should be noted that these phases can and should have a degree of overlap. For example while in phase 1, if maintenance is ongoing where

changes can be made, they should be implemented.

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Trinity College’s initial three-year phase of the implementation plan will be reviewed and updated. Subsequent phases of actions, planned

from 2015 to 2017 will receive more detailed treatment in later iterations of the plan, but it is important that the initial three-year phase is the

focus and that there is not a disproportionate and unrealistic set of actions relating to subsequent phases.

The phased approach highlighted above is a suggested approach as these phases are subject to current and extended budgets, resources and

demand and should be implemented with consideration both to the available budget, its priority and it impact on universal access. (See

Appendix E)

Explanation of Criteria Terms

1. Ref – This item corresponds to the reference number in the access audits, tying both the access audits and implementation plan together

and allowing easy reference between the two documents.

2. Feature – Refers to the item that requires adjusting.

3. Action – Refers to the action to be undertaken in order to improve accessibility.

4. Costing – Refers to an estimated costing. The Access Audit carried out in 2008 gives cost per item and it also should be noted that many of

the costings in both the audits and implementation plan refer to Configure Ltd’s pricing and other suppliers or contractors prices may vary.

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Explanation of costing terms:

Access /Engineers Report Required: This refers to items where an accurate costing can not be given without further

survey. For example items that may require structural or civil works are unable to be accurately costed and different

suppliers or contractor’s estimates may vary widely.

Include in next maintenance plan visit: This refers to items that can be added to the maintenance plan. Generally this

means that items in-house general maintenance staff can manage.

Self Help/No Cost: Similar to maintenance items, this refers to items that can be added to the maintenance plan and can

be managed by most in-house general maintenance staff.

5. Feasibility - Measures if successful implementation of the issue is likely to be accomplished or dealt with effectively. The feasibility rating is

given using a High – Low System, high meaning highly feasible and likely to result in successful fulfilment and low meaning it may require

considerable expense and/or major structural or civil works.

6. Impact - Measures the complete effect of a particular change in relation to the potential improvement to access it may provide. It

evaluates the long term change to access and its potential effect on the disabled and greater population of the college. The Impact rating is

given using a High – Low Rating System, high having a prominent impact on the greater disabled population and Low having a lower impact

on the greater disabled community.

7. Timeframe – Suggest a tiered time frame system is used.

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Example:

Immediate – referring to issues that require immediate attention as it may cause a health and safety issue.

Short Term – referring to issues that require rapid attention, generally for Priority 1 issues that create a barrier for access to

disabled people. Also refers to issues that can be incorporated into the general maintenance program.

Medium Term – refers to issues that can be incorporated into the existing maintenance or development works program,

generally for Priority 2 issues.

Long Term – Refers to issues that may require larger works and should be incorporated into the long term development and

refurbishment agenda for the college. Generally for Priority 3 issues.

8. Project Sponsor

9. Project Officer – This refers to the person(s) responsible for ensuring works are carried out and reports to the Universal Access Steering

Committee.

10. Progress – This item should be filled in throughout the access improvements, insuring that issues that have been amended are updated.

This allows you to keep track of changes that are pending and also to record changes that have been made, ensuring the document

remains a ‘live document.’

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Appendices

Appendix A – Implementation Plan Matrix

Zones 1 to 17

Zone 1

Zone 2

Zone 3

Zone 4

Zone 5

Zone 6

Zone 7

Zone 8

Zone 9

Zone 10

Zone 11

Zone 12

Zone 13

Zone 14

Zone 15

Zone 16

Zone 17

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Appendix B - Embedding in the Implementation Plan

Senior management can signal the organisation-wide commitment to their staff through several inter-connected responses:

- Policy Responsibility – College has assigned policy oversight and responsibility for disability issues to the Director of the College

Disability Service and the Director is the Access Officer assigned by the Provost to ensure the College is compliant with the Disability Act

2005. A Universal Access Steering group has been set up and they should receive and co-ordinate regular periodic reports as to how

universal access issues and accessibility are being addressed and advanced.

- Strategic Planning - College should avail of the opportunities arising from the review of their Strategic Plans to appropriately reflect a

Universal Access Implementation Plan. This provides the basis and authority for all subsequent prioritisation, budgetary and resource

allocation by the College. Progress in relation to the implementation plan may also be included as a standing item on the agendas for

relevant Management Teams or other appropriate forums.

- Disability Services Section Newsletters - Consider publicising on a regular basis the progress of key deliverables of the Universal Access

Implementation Plan over its first three year planned programme, as each building or facility is improved.

- Operational responsibility - In order to address the multi-faceted nature of issues arising from the Access Audits, it will be necessary to

have an appropriate multi-disciplinary response. The aim is to achieve a coherent response across schools/departments and sections,

and between senior management and operational teams.

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This may be best achieved by assigning oversight responsibilities to an internal steering group, made up of appropriate senior staff

members from departments or sections that have assigned targets and actions under the Universal Access Implementation Plan.

These responsibilities should be matched with access to appropriate levels of resources, authority for action, and responsibilities for

performance. The steering group should also include Trinity College’s access officer and should report on a regular basis to senior

management teams and the Site and Facilities Committee and Board.

Appendix C - Legislation

The Disability Act 2005 places significant responsibilities on public bodies to make their services accessible to people with disabilities. The

Disability Act (2005) defines disability as:

‘disability, in relation to a person, means a substantial restriction in the capacity of the person to carry on a profession, business or

occupation in the State or to participate in social or cultural life in the State by reason of an enduring physical, sensory, mental health or

intellectual impairment’.

The Government launched the National Disability Strategy on 21 September, 2004 to underpin the participation of people with disabilities in

Irish society. The strategy builds on existing policy and legislation, including the policy of mainstreaming public services for people with

disabilities. It has been endorsed in the new social partnership agreement, towards 2016.

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Under the Disability Act, all public bodies, subject to certain considerations provided for in the Act, are required to ensure that access to

services is integrated and to provide assistance to people accessing services. Services and goods supplied to all public bodies are required to

be accessible and communications and information provided by public bodies must be accessible.

Appendix D – Highlighted Campus Wide Areas for Improving Universal Access: Priority 1 areas

1. Teaching and Lecture room accessibility

The most strategic space in College is its teaching and learning space and significant work is required to bring all major lecture theatres and

seminar spaces up to a minimum access standard. Some good design work has taken place the Emmet in Arts and Salmon in the Hamilton but

with over 100 main teaching spaces a strategic review of all teaching spaces is required and works priorities based on usages and significance.

A comprehensive list of all teaching and learning space is required which should be the basis for identifying the priority of each. There is a list

on the TCD Maps page http://www.tcd.ie/Maps/facilities.php#rooms but this is out of date with some buildings not in use any more. This list

can be cross references against the Access Audit to determine what works are required but as a minimum the following is required for each

lecture theatre:

Semi-automation of entrance

Wheelchair seating spaces

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http://www.tcd.ie/Maps/facilities.php#rooms


Loop system

Grab rails

Colour contrasting on steps

Accessible podium

Trinity Maps list of theatres is linked here: http://www.tcd.ie/Maps/facilities.php#rooms

2. Accessible Toilet Facilities

Accessible toilets are often the most widely perceived and visible accessible facility in a building. Accessible toilets that are incorrectly

configured, broken or are in any way unusable can have a very large impact on accessibility. Each audit has highlighted the current accessible

toilet provisions and issues.

Providing accessible toilets that follow best practice guidelines and are continually maintained and that are not used for storage would have a

large impact on accessibility throughout the campus.

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http://www.tcd.ie/Maps/facilities.php#rooms


Example of accessible toilet in Security Centre. When accessible toilets are uses for storage, many people are unable to use the facility, as they

are unable to effectively maneuver or transfer. Note also the grab rail provision is not complete and that the grab rails so not contrast fully

with the surrounding walls.

Aim is to develop enabled toilets that accommodate most disabled users and where possible have multiple use for families requiring changing

facilities. The locking devices on all doors require attention as the aim is to keep doors open access as much as possible. Installation of an

automated hoist in at least one enabled toilet – ideally room 2032 in Arts Building is required, details linked here: link to how to install a

changing places toilet

Plan will be to scope out a standard universal access design for all enabled toilets and to treat this as one project for completion in 2014.

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http://www.changing-places.org/install_a_toilet/design.aspx

http://www.changing-places.org/install_a_toilet/design.aspx


A full list of toilets are linked here: http://www.tcd.ie/disability/physical-access/#toilet

3. Residences

At present there are approximately 20 enabled rooms on campus and 6% of rooms in Trinity Hall are accessible. Demand for enabled rooms

and apartments on campus and Trinity Hall is greater than supply and the Accommodation Office is continually adding to availability when

refurbishments are taking place.

A review of enabled rooms is requested to ensure all accessibility features are considered. Examples include semi-automation of entrances,

delayed closures on internal doors and accessible kitchens, showers and bedrooms. Botany Bay is a priority as this area is the main supply of

enabled rooms on campus.

Recommendation: A review of all enabled spaces and works to be completed in May 2014.

4. Ramps and Steps

Ramps and steps can often provide the largest barrier to access for people with disabilities. Many issues with the current ramps and steps both

internal and external were highlighted within the access audit reports. Aside from structural or civil works, there are many things that can be

improved in the current ramp and step provisions that could greatly improve access. These include but are not limited to:

Providing handrails to both sides

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http://www.tcd.ie/disability/physical-access/#toilet


Improving color contrast to handrails

Extending handrails minimum 300mm past the top and bottom landings

Providing colour contrast step nosings

Providing corduroy tactile warning surfaces on the top and bottom landings

Improving slip resistance on steps and ramps

Removing trip hazards and obstructions

Example of ramp and steps with poor slip resistance and without handrails to both sides.

5. Entrance to Premises

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Gaining access to a building or the campus can often pose a real barrier to access for people with disabilities. There are many improvements

that can be made to the existing entrance that have been highlighted in the access audit reports. These improvements are not limited to civil

or structural works.

Examples of improvements that can be made to entrances are:

Improving signage at entrances

Removing or leveling small steps or lips at entrances

Providing U or D shaped colour contrast door handles

Providing door entry and release systems that do not require good manual dexterity

Reducing door forces and opening weights

Providing alternative or ramped access to entrance with steps where possible

Providing automatic door openers on doors that are difficult to operate or access

Improving signage to entrances that have alternative accessible routes

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Example of stepped entrance at accommodation services without ramped or level entrance

alternative.

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Appendix E – Prioritisation Methodology

When deciding on a methodology for prioritisation, Trinity College needs to consider the importance of the interface between facilities,

infrastructure and resources.

Principles as a method of prioritising future work arising from the audits needs to be considered:

Compliancy with the legislative requirements of the Disability Act 2005 and Equal Status Acts.

Criteria for Feasibility and Impact on Matrix

Likely Representative Groups

Role of Disability Services Section

Role of Facilities Department

Views of representative College Departments

Coherence with other Educational Standards

Budgetary considerations and future planning

Additional Considerations in this Process:

It was recognised that:

a) The audits identify where a building does not conform to Best Practice.

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b) Sometimes it will be not technically possible for the environment to ever conform e.g. Original staircase at entrance to a

protected building (however an alternative means of entrance should be provided).

c) Some items identified by the audit as not conforming will not be considered for works as the relative benefit to value ratio

will not be reasonable; e.g. where a building is due to be closed to the public within a short time anyway, or where a

corridor width is 10mm less than Best Practice.

d) Focus should be on those areas which can be rectified and where adjustments will bring a positive impact on the lives of

those utilising and living within the Campus and other College premises.

e) For new buildings, the procurement process will need to have a mechanism to ensure universal access is considered from

the outset at the planning and design stages. Implementing a policy of insisting on access design appraisals on all new builds

and extensions will greatly increase universal access and is considerable cheaper than retrofitting changes.

Examples of decisions that need to be made next in relation to the Implementation Plan for the Built Environment:

Context :

Are there funds available to spend specifically on improving access to areas and buildings throughout the Campus and College

Premises?

Not all of the work required will be able to be funded by each Department. Some works will need to be introduced into the mainstream

Trinity College budgeting plans.

The Implementation Plan Group will propose the areas they feel need to be addressed in order of importance and then communicate

these requirements to the relevant Departments.

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From these obligations and aspirations, the following Implementation Plan Matrix was devised. This is a decision making tool to assist in

prioritising decisions relating to the large volume of works identified as necessary by the audits.

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Zone 1

Chief Stewards House

Catering Complex

East Chapel

East Theatre

Examinations Hall

House 1

House 2

House 3

House 4

House 5

House 6

House 7

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House 8

House 9

House 10

Provosts Stables

Provosts House

Regents House

Staff Office Hut

The chapel

The Laundrette Building

West Chapel

West Theatre

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Zone 2

Graduate Memorial Building

House 11

House 12, 13 & 14

House 15

House 16

House 17, 18 & 19

House 20

House 22 – 26

House 27

House 28 – 30

House 33 & 34

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House 35

House 36 & 37

House 38

House 39

House 40

Printing House

Zone 3

Berkeley Library

James Ussher Library

Museum Building

Old Library

1937 Reading Room

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Zone 4

Arts Building

Douglas Hyde Gallery

Zone 5

12 - 16 Westland Row

17 – 21 Westland Row



Hamilton and Biotechnology Building

O’Reilly Institute

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Panoz & Smurfit Institute

Zone 6

Lloyd Institute

Naughton Institute

SNIAMS

Sports Centre

Zone 7

Botany Building

Botany Hut

Chemistry

Computer Science Hut

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Dunlop Oriel House

Moyne Institute

PAC Room

Parsons Building

Pavilion

Physics

Physiology

Roberts Laboratory

School of Biochemistry and Immunology

Zoology

Zone 8

183 – 186 Pearse Street


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199 Pearse Street

Aras An Phiarsaigh

College Health Services

Day Nursery

Houses 47 – 52

Old Civil Engineering Lab

Samuel Beckett Centre

Security Centre

Simon Perry Building

Westland Square

Zone 9

School of Nursing

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Zone 10

Riada House – College Green

Zone 11

Goldsmith Hall

Zone 12

Old Stone Building – SJH

Trinity Centre - SJH

Zone 13

Trinity Centre – Tallaght

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Zone 14

Cunningham House – Trinity Hall

Oldham House – Trinity Hall

Trinity Hall – Block 1

Trinity Hall – Blocks 2 & 3

Zone 15

Santry Book Repository

Santry Pavilion

Zone 16

Boat Club Islandbridge

Zone 17

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Trinity Campus

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Documents

Draft Implementation Plan - TCD Docs/Trinity Colle… · Web viewIn addition to the matrix implementation plans for each building ... subject to certain considerations ... the procurement