STANDARD OPERATING PROCEDURE (SOP) FOR STAFF AND … · Roles & Responsibilities of Related Parties 3 Kementerian Pengajian Tinggi (KPT), Jabatan Pengajian Tinggi (JPT),Jabatan Pendidikan

STANDARD OPERATING

PROCEDURE (SOP)

FOR STAFF AND STUDENTS OF

UTAR DURING AND POST

MOVEMENT CONTROL ORDER

(MCO) COVID-19

(6th August 2020)

Reference:

Prosedur Operasi Standard (SOP) PengurusanOperasi Instittusi Pendidikan Tinggi Semasa danPasca PKP COVID-19

KPT/JPT

2

This SOP covers the following areas:

Safety

Handling of Business Operations

Management of Meetings

Organising of Events

Handling of Teaching and Learning

Management of Students

Handling of Research

Roles & Responsibilities of Related Parties

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Kementerian Pengajian Tinggi (KPT), Jabatan Pengajian Tinggi (JPT),Jabatan Pendidikan Kolej Komuniti (JPKK) plays the role in monitoringthe implementation of the SOP and ensures that it is fully complied by allInstitutions of Higher Learning (IHL).

UTAR is responsible for ensuring that all SOPs are fully implemented. In addition, monitoring needs to be done to ensure all staff and students comply with the SOP issued.

All staff or students need to understand and fully comply with the SOPthat have been outlined by UTAR.

All visitors must fully comply with the SOP that have been outlined byUTAR.

Implementation of New Normal

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In implementing any activity, the new normal that requires full attention and cooperation at all times is as follows:

In implementing any activity, the new normal that requires full attention and cooperation at all times is as follows:

1. Checking of temperature,

washing of hands with soap or

hand sanitizer for any activity.

2. Use of face mask at all times

on campus.

4. Regular cleaning and

disinfection after activities.3. Practicing physical

distancing with 1 meter apart

for all activities.

Handling of Bilik Gerakan

SAFETY

Handling of attendance of staff and students

Handling of library / lecture or tutorial room / lab / etc

Handling of COVID-19 case

Handling of UTAR vehicles

Safety

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Bilik GerakanBilik GerakanThe operations of UTAR Bilik Gerakan COVID-19:

Monitoring any transmission of COVID-19 pandemic in UTAR

Monitoring and recording the health status of all

staff, students and visitors

Reporting any new cases of COVID-19 detected to MOHE via Hotline Bilik

Gerakan COVID-19 KPT daily before 5:00 pm

All cases detected must be reported to Bilik Gerakan

COVID-19 UTAR:

Kampar Campus Hotline:

1. 0111 - 0613354

2. 05 - 4688823

Sungai Long Campus Hotline:

1. 0111 - 0603354

2. 03 - 90860288 ext. 842

Bilik Gerakan COVID-19 UTAR should remind UTAR staff and students to always adopt safety measures as

recommended by the Ministry of Health (MOH)

Safety

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The following matters are implemented:

� UTAR staff and students and visitors with Person Under Investigation (PUI) status or is undergoing self quarantine are not allowed to enter the campus.

� Admission to the campus is restricted through controlled entry points only.

� Attendance and temperature of staff andstudents will be taken and recorded togetherwith staff particulars, contact number and timeof entering campus.

� Staff and students with temperature above 37.5ºC will be denied entry to the campus.

Every department and faculty must monitor theattendance of staff and students and ensure thefollowing actions:

� Temperature of every staff and students will be takenand recorded at the controlled entry point to thecampus.

� Staff with temperature above 37.5ºC or symptomaticis not allowed to enter the work place and will beadvised to seek treatment.

� Staff members are not allowed to bring familymembers to the work place.

� Ensure that proper precautionary measures aretaken when managing activities involving the public.

Handling of attendance of staff

and students

Handling of attendance of staff

and students

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Safety Procedure For Staff and Students when Entering UTAR Campuses

Handling of attendance of staff and studentsHandling of attendance of staff and students

Safety and Health Check Points

Kampar Campus:

• Safety and Health Check shall be conducted at the South Gate and East Gate entrances. (All other entrances

to the campus will be closed)

Sungai Long Campus:

• Safety and Health Check shall be conducted at the following designated entry points:

• KA Block

• LG floor lift lobby

• South lobby

• KB Block

• Main entrance

• Rear Entrance via Guard Post

Safety

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Upon ENTERING the campus:

a) All staff and students must always be wearing a

proper standard 3-ply face mask/N95 mask

covering nose and mouth. (Staff and students

must ensure that they continue to wear the

mask at all times on campus.)

b) All staff and students must sanitise their hands

at the point of entry.

c) Temperature of staff and students will be taken

and recorded together with staff particulars,

contact number and time of entering campus.

d) All staff and students are to follow the following steps:

CHECK-IN and

SHOW Covid-19

Risk Status in

Profile using My

Sejahtera

Application

Scan QR Code

displayed at

entry point

using Hi Hive

Application

Get body

temperature

from security

officer

Key in body

temperature in

Hi Hive

Application.

01 02

03 04

Safety

Guideline to register for hi-hive Community App

is given in Appendix 1

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e) In the case where the Risk Status in Profile of MySejahtera application is not available, the staff and student will have to fill

up a Health Declaration Form.

In the case where Hi-Hive Application is not available, the temperature and time of entry of staff and student will be recorded

manually in a Log book.

(Staff and students are advised to use their own pen when filling up the Health Declaration Form or Log Book.)

f) In case of any need for further advice and clarification regarding the safety and health status of any person, the Department

of Safety and Security (DSS) officer will consult the assigned clinicians from FMHS on duty for the day.

Safety

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Handling of library/ lecture or tutorial room/ lab/ etcHandling of library/ lecture or tutorial room/ lab/ etc

� Hand sanitizer must

be available in all

offices, library,

lecture/tutorial

rooms, laboratories,

etc.

� Staff and students

are to practice

physical distancing.

� Recording of attendance or

registration is required when entering these

facilities.

� Disinfection of all library, lecture/tutorial

rooms, laboratories, etc is implemented

according to a set schedule.

Safety

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Handling of COVID-19 caseHandling of COVID-19 case

UTAR must report all suspected or positive COVID-19 cases that have been confirmed by MOH to the MOHE

immediately and ensure that the following matters are complied with:

� Ensure the identities

and information of staff

and students

suspected or with

positive COVID-19

cases are reported to

MOH and MOHE

� Identify close contacts

and locations related

to the individual

suspected or with

positive COVID-19

� All close contacts are required to undergo a

quarantine process for 14 days and undergo

COVID-19 screening if there are any

symptoms

� All teaching and learning activities

related to staff and students suspected or

positive COVID-19 should be postponed

immediately

� The relevant locations will be closed and

disinfection process will be carried out

Safety

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Handling of UTAR VehiclesHandling of UTAR Vehicles

� Bottled disinfectant is issued

to every bus driver and

dispatch driver for them to

disinfect the vehicles.

a

� Bottled sanitizers are provided to all university

buses and vehicles for use of passengers.

e

� Drivers are required to clean the vehicle

door handles, windows and any handle

inside the vehicle with disinfectant and

periodically clean all seats.

b

� Drivers are provided thermal

scanner, face mask and gloves.

c

� Drivers will take the body temperature of

passengers before the passengers enter

the vehicle.

d

� Passengers are required to sanitise

their hands before entering the vehicle.

f

� There will be a time gap in the bus schedules for the

drivers to clean, ventilate and disinfect the vehicles.

g� Seats will be marked to

prevent passengers from

sitting on them in order to ensure physical distancing

among passengers while inside the vehicle.

h

Safety

HANDLING OF BUSINESS OPERATIONS

Cafeteria / Push Cart

Book Shop / Business Operators


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Cafeteria / Push CartCafeteria / Push Cart

1

Ensure dine-in or eat-in activities are organised and physical distancing is practiced

2

Place markers on the floor, tables and chairs to ensure physical distancing is complied with

3

Ensure food is served, or prepared in dome setting or a buffet supervised by the operators wearing proper face mask and gloves while serving food

4

Provide adequate hand soap or hand sanitizer

All operators of cafeterias and push carts in the campus must adhere to the following guidelines:


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Book Shop / Business OperatorsBook Shop / Business Operators

1

Ensure that the purchasing activities are in accordance with controlled procedures and business conditions outlined by the authorities

2

Provide adequate hand soap or hand sanitizer

3

Encouraged to offer personal shopper services to customers to limit movement in and out of the store and facilitate the purchase process

All operators of book shop or business in the campus must adhere to the following guidelines:

MANAGEMENT OF MEETINGS

Face to Face Meetings

Meetings via Online


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Face-to-Face MeetingsFace-to-Face Meetings

1

Enforce proper physical distancing in meeting rooms

2

All participants must

wear proper face

masks

3

Participants with temperature above 37.5ºC are not allowed to enter the meeting room and will be advised to seek treatment at authorised clinics or hospitals

4

Provide adequate hand sanitizer.

5

Cleaning and disinfection of meeting room must be practisedregularly

Face-to-Face meetings can be conducted in hybrid mode together with online participation. For online

participation, proper cyber security measures have to be taken.

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Meetings via OnlineMeetings via Online

1

Identify the medium to be used for online meetings (Webex, Zoom, Microsoft Teams, Google Meet or Skype for Business)

2

Ensure all participants download or have access to the meeting application before the conduct of the meeting via online

3

Ensure full compliance of the level of security and protection of information. Every meeting conducted must be provided with password access and extended to participants via email

4

Ensure confidentiality throughout the meeting is maintained


ORGANISING EVENTS

Ceremonies / Conferences / Seminars

All ceremonies, conferences or seminars can be held subject to approval of UTAR and compliance with the General SOP of the Implementation of Government and Private Ceremonies issued by MKN.

� UTAR is given the flexibility in determining the appropriatemode of learning which includes online teaching andlearning according to the requirements of the program.

� UTAR must meet all the requirements set according to theSOP in order to conduct face-to-face teaching and learningbased on categories of students allowed by MOHE.

HANDLING TEACHING AND

LEARNING

Handling Teaching and Learning

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Face-to-face teaching and learning at UTARFace-to-face teaching and learning at UTAR

1

All teaching staff members are briefed and reminded on the preventive measures of the transmission of COVID-19 outbreak

2

Ensure that all teaching staff brief students before the face-to-face teaching and learning session is conducted

3

Ensure adequate hand sanitizer is provided and cleaning and disinfection of all lecture and tutorial rooms is implemented according to a set schedule

4

Face-to-face teaching and learning related activities that require attendance of a large number of students are subject to the capacity of the room with proper physical distancing

Handling Teaching and Learning

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Face-to-face consultation session at UTAR Face-to-face consultation session at UTAR

1

All students must make prior appointment with teaching staff before meeting face-to-face for any consultation session

2Teaching staff must record attendance and personal details of student (name, Student ID, time of entry and exit) for all consultation sessions

3

Ensure adequate hand sanitisers are provided near the entrances to the teaching staff room areas

MANAGEMENT OF STUDENTS

Management of existing and new students

Management of students in common facilities

Management of students in cafeteria

Management of students’ activities


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Management of existing and new studentsManagement of existing and new students

1

The admission of existing students and new students and international students in an organised manner

2Ensure that the SOP on the management of admission of existing and new students to campus is fully complied with

3

Ensure that all registration matters and orientation programmes for new students are implemented using appropriate method and comply with the current government directive

UTAR have to ensure the following:

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Management of students in common facilitiesManagement of students in common facilities

1

Management of students using common facilities follows the SOP issued by the government from time to time

2Facilities used by students must be regularly sanitised and students must follow and practice new normal

3

All entry points to campus must be controlled to facilitate monitoring and contact tracing


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Management of students in cafeteriaManagement of students in cafeteria

1

Operation of cafeterias must always follow the prescribed SOP such as physical distancing, wearing of face mask and regular cleaning of hands

2

University community is encouraged to buy packed food and use cashless transaction

UTAR Cafeterias will open from 3 August 2020 onwards, with limited seats. The selected cafeterias are:

• Kampar Campus - FBF cafeteria, one push cart at FICT building and one push cart at FSc building.

• Sungai Long Campus - KA cafeteria and two push carts at KB Block

Dining Guide for Staff and Students

a) UTAR staff/students MUST wear a proper standard 3-ply face mask, covering nose and mouth before entering the cafeterias.

b) UTAR staff/students should wash their hands with hand wash liquid/soap and water provided at the cafeteria before purchasing their meal.

c) UTAR staff/students are required to practice physical distancing by standing 1 meter apart while queuing. Markers are placed on the floor, wherever feasible, to indicate the standing positions.

d) UTAR staff/students may have their meals at the cafeteria. However, proper physical distancing must be followed. They are not encouraged to talk to each other and should finish their meals as soon as possible.

e) UTAR staff/students are encouraged to bring their own containers if they prefer take-away.

f) UTAR staff/students are advised against touching any surfaces if it is not necessary.


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Management of student activitiesManagement of student activities

1

Student activities including clubs, societies, events, workshops, meetings, trainings and seminars can be organised either online or physically or in hybrid mode. For physical activities, this is subject to the room capacity with proper physical distancing

2

Organiser is responsible to ensure that the conduct of the activities is in compliance with the current SOP

3

Students are encouraged to follow new normal for the conduct of program and activities via digital platform

4

Sports activities and programmes must be in accordance with SOP issued by Kementerian Belia dan Sukan and MKN from time to time


HANDLING OF RESEARCH

Research Activities in the Lab

Handling of Research

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Research Activities in the LabResearch Activities in the Lab

1

All instructions issued by the government and World Health Organisation(WHO) must be complied with

2

Control the number of staff and students in the lab through rotation and flexi time

All must wear face masks

3

Keeping record of identity and contact number of users

4

Provide hand sanitizer at entry point, labs and common areas

Regular cleaning and disinfection of labs have to be conducted

Research activities and face-to-face teaching and learning facilities and special physical facilities and

equipment are allowed according to the following requirements:

Our safety and health are our responsibility. Please

comply with all SOPs set by KPT and UTAR

THANK YOU

1

hi-hive Community Sign Up Guidelinehi-hive Community Sign Up Guideline

General Information

• For Huawei 2020 new models, please

download from Huawei App Gallery, look for

“hi-hive Community” to install.

• For iPhone and other Android models, please

download the “hi-hive Community” by scanning

the QR code, or go to Apple Store / Google

Play by searching “hi-hive Community” to

install.

• For Android user, minimum Android OS

support is 5.0.

• For iPhone user, minimum iOS OS support is

10.0.

• This guideline uses Android screenshots for

illustrating purpose.

• Should you have any question or request for

help, please send email to support.hi-

[email protected] for support.

Login Screen

• Select “ALLOW” to allow hi-hive

Community to access your contacts.

• For existing user, you can proceed to

login. If you have forgotten your

password, please tap “Forgot your

password?” to reset your password.

• For new user, please tap “Sign Up” to

create hi-hive account.

Appendix 1

2

Sign Up

Fill up the details.

• Display Name – Enter your full name.

• Email – This is your login ID. You can

use your personal email address.

• Mobile Number – Enter your mobile

number.

• Password – Enter your password to

login hi-hive Community.

• Referral Code – This is optional. Leave

it blank for now.

• Terms & Conditions – Please read the

T&C.

Select “Sign Up”.

Email Verification

• An email will be sent to you for

activation.

• Please minimize hi-hive Community.

(Do not close the app, let it run in the

background)

• Select “Activation link” in the email to

activate your hi-hive Community

account.

• Once your account is activated,

navigate to hi-hive Community app,

and click on “Verify” button to

complete sign up process.

If you don’t receive the email, please

request again by selecting “Request

activation link” button.

Appendix 1

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UTAR Personalised Community Enrolment GuidelineUTAR Personalised Community Enrolment Guideline

UTAR Enrolment

• All staff and students are

required to enrol to UTAR

Personalised Community.

• Select “Settings”, the last icon in

the menu bar at the bottom of

the page.

Navigate to Personalised Community

• On Settings page, select

“Personalised Community”..

Appendix 1

4

Choose UTAR Personalised

Community

• Please swipe left to locate

UTAR personalised

community.

• Please select UTAR logo to

choose UTAR as your

personalised community.

(Remember to select UTAR

logo)

Email Verification

After choosing UTAR logo, this

welcomes you onboard to UTAR and the

following are required to identify you as a

UTAR staff or student.

1. Please enter your UTAR email

address.

2. Select “Request Activation”.

3. An email will be sent to you for

activation.

4. Please minimize hi-hive. (Do not

close the app, let it run in the

background)

5. Click on the “Activation link” in the

email to activate your verification to

UTAR.

Appendix 1

5

Verify Activation

Once your verification is activated,

navigate to hi-hive Community, and

select “Verify Activation” button to

complete enrolment process.

If you don’t receive email, please

request again by tapping on

“Request Activation” button.

Enrolment Successful

This is the UTAR personalised

community Main screen. All the posts

and trending communities are

personalised to UTAR.

Appendix 1

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Temperature Recording GuidelineTemperature Recording Guideline

Initiate Scan Hive (QR

Scanner)

• Select “Scan Hive” on

top left corner, to scan

UTAR’s QR code for

temperature recording.

Allow Camera Permission

• Select “ALLOW” to use camera for

scanning.

Appendix 1

7

Temperature Recording

1. Upon successful QR Scan,

screen will be navigated to

Temperature Recording

screen.

2. Security guard will inform

you of your temperature

reading after measuring it.

3. Manually fill in your

temperature reading and

enter remarks (Risk profile

from MySejahtera), if

available.

4. Select “Submit”.

Temperature Recording Successful

Your temperature is recorded.

Select “Retrieve Record” to view the

submitted temperature records.

Appendix 1

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Temperature Record

History

If you want to look at your

history of temperature

records,

1. On UTAR Personalized

Community Main

screen, Tap “+” icon.

2. Select “Hive Store”.

3. Select “Temperature Record” to view your

history of temperature records.

Appendix 1

Documents

STANDARD OPERATING PROCEDURE (SOP) FOR STAFF AND … · Roles & Responsibilities of Related Parties 3 Kementerian Pengajian Tinggi (KPT), Jabatan Pengajian Tinggi (JPT),Jabatan Pendidikan