General Risk Assessment

Management Unit

University of Glasgow

Location (Site / Building / Room)

All units – generic assessment

Assessment Date

20th November 2020

Review Date

Bi-monthly or on change in restriction level

Issue 8

Assessor’s Name

Selina Woolcott

David McLean

Job Title

Director of Health, Safety and Wellbeing.

Head of Safety and Environmental Protection Service

Description of Task

Activity on campus during Covid 19 control measures (Current Glasgow restriction - Level 4)

Revision changes

Key changes since previous Issue are highlighted in orange text and in Version Control Sheet at Appendix.

Risk identification

Risk assessment

Risk management

Hazard

Potential consequences

Inherent risk

Risk Control measures

Residual risk

Additional control measures

Likelihood

Impact

Risk rating

Likelihood

Impact

Risk rating

Individual risk factors

Staff and students with severe chronic or underlying health conditions falling into the Government defined “clinically extremely vulnerable” category may be at high risk.

Severe illness if infected.

Risk of non-compliance with Government guidance.

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· Eliminate the risk by allowing employees to continue to work from home in accordance with Government guidance. (NHS registered individual will normally have had a personal NHS letter advising them that they are in this group.)

· Students’ individual situations should be discussed with their Adviser of Studies, Course Co-ordinator or through Student Services. In many cases students will be unable to attend on campus until medical advice allows this. (NHS registered individuals will normally have had a personal NHS letter advising them that they are in this group.)

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· Risk cannot be mitigated any further by the University at present.

· Discussion with individuals about working arrangements and specific protection measures including conducting a vulnerable person risk assessment. (See SEPS website.)

· Where the restrictions for those “shielding” are lifted and local restriction levels eased, return to workplace for employees can be permitted after discussion of their individual risk and any required precautions with their line manager. It is recommended that this risk assessment process is formally recorded. HR and Occupational Health may be consulted if additional specialist input is required.

· Likewise, individual risk assessments may be required before students return from “shielding” to study venues where these are open. The Disability Service or other student support services may be involved in this.

· The risk assessments above should not be treated as a form filling exercise but should primarily be based around an open discussion between those involved about the risk and about any precautions that the might reasonably be taken by the individual, or by the University, to allow a return to work, or study.

https://www.gov.uk/government/publications/guidance-on-shielding-and-protecting-extremely-vulnerable-persons-from-covid-19/guidance-on-shielding-and-protecting-extremely-vulnerable-persons-from-covid-19#who-is-clinically-extremely-vulnerable

Staff and students with underlying defined health conditions, including expectant mothers, falling into Government defined “clinically vulnerable category” may be at above average risk. (Includes all people over 70’s)

Unknown impact to the unborn baby.

Severe illness to the mother if immune compromised due to pregnancy or other associated health condition.

Likelihood of more severe illness for those with underlying health conditions and for older people.

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· Staff and students in this category may feel unable to attend work/ study on campus. This can be discussed with their line manager or Adviser of Studies, Course Co-ordinator or through Student Services. If possible, measures should be put in place to avoid the need for on-campus attendance.

If this is not possible:

· Try to minimise the time that must be spent on campus

· Try to enable the member of staff or student to work at different times/shifts to others

· Consider scheduling meetings/ supervisions to avoid contact with large numbers of other people

· Try to provide a separated workspace away from others (by agreement)

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https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing#clinically-vulnerable-people

*It is noted that younger people are generally at lower risk of suffering more severe consequences from Covid-19 infection and so most students will be at a lower population risk than predominantly older groups, such as staff. However, this is on average only. A minority of students are older or may have specific health conditions which may place then at higher risk. It is important that the individual risk of both staff and students is considered rather than just the group risk.

· Where restrictions for those who are “clinically vulnerable” are eased, return to workplace for employees is only permitted after an individual risk assessment has been conducted with their line manager, in consultation with HR and Occupational Health as appropriate. (See note opposite regarding “likelihood” element of the assessment rating.)

· Likewise, individual risk assessments with their Adviser of Studies/ Course Co-ordinator will be required before “clinically vulnerable” students return to study venues.

Staff and students with visual, hearing or mobility impairments

The person may be less adept at moving quickly; may not see or hear clearly; to help them avoid other people.

May need assistance to carry out certain tasks which breaches social distancing.

May need to touch items and surfaces that others would not.

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· Eliminate the risk by enabling the person to continue their work or studies off- campus, if possible, in agreement with the line manager; Adviser of Studies.

· Reduce the risk by ensuring special needs are considered in all areas the person may need to use through discussions with HR/Disability Advisers Adviser of Studies, Course Co-ordinator Student Services or other support services and local managers.

· Ensure suitable access and egress, including to support to safely use a lift, if this is required.

· Ensure pathways, one-way systems etc are wide enough to allow for wheelchairs

· Ensure disabled toilets available nearby. These are included within the Estates-led cleaning regime.

· Ensure safe emergency evacuation arrangements are in place. Security can still provide emergency evacuation support as part of the generic assisted evacuation arrangement.

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· Consider whether there is a need to prepare a revised Personal Emergency Evacuation Plan (PEEP) if arrangements have been altered from those previously in place.

· Ensure that any individuals requiring assistance are informed of the standard procedures and of any variation to these.

Staff and student wellbeing

Anxiety about safety on return to campus, stress due to changes in work patterns, activities and the work environment. Reduced social interaction with others.

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· Regular communication by the University to ensure that staff and students are informed about returning to campus safely. A staff/ PGR student video has been made available. An undergraduate and PGT student focussed induction programme is planned

· New workplace/controls have been put in place to reduce risk of exposure to COVID 19. Information on these will be disseminated to staff and students through line managers/HR and via Adviser of Studies/ Course Coordinator or Student Services.

· Line managers and student support and teaching staff must remain aware of how changes to working arrangements may cause additional stress and affect staff and student mental health and wellbeing and are asked to take a sympathetic approach to those experiencing difficulties.

· Concerns about stress, workload issues or support needs should be discussed with line manager, supervisor and/or Adviser of Studies, as applicable.

· Line managers, supervisors, teaching and support staff, and advisors of studies should be sensitive to signs and symptoms that an individual may be working beyond their capacity to cope and should deal sensitively with members of staff or students experiencing anxiety whether associated with their work, studies or from other causes.

· Staff members and students who are in vulnerable groups or are caring for others in such groups are encouraged to contact their Line Manager/ Supervisor/ Adviser of Studies to discuss their support needs

· Staff and students should be aware of the practical and mental health support mechanisms available to them (e.g. Employee Assistance Programme, Student Services support.)

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SEPS monitor Government Covid-19 infection data and advice. At the time of this assessment review many areas of the West of Scotland have been placed under Level 4 restriction including travel restrictions. This will impact University teaching research and social activities all of which have been reviewed by relevant groups to ensure that activities are within Scottish Government guidance.

Outbreaks within University of Glasgow residences have been managed and currently there are limited numbers of cases amongst students. Cases continued to be reported and monitored and a programme of lateral flow testing is being set up to run from 30th November. A pool-testing pilot will also be run shortly involving Queen Margaret residences.

Travel to the University

Travelling to the University

Risk of viral infection if using public transport or there is increased contact with others. Increased potential for viral spread on campus.

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· Public transport providers are operating procedures to minimise the risk of viral spread.

· Use of face coverings is currently now mandatory on public transport, reducing infection risk.

· Some staff and students can travel to campus on foot, or may cycle, reducing the need for public transport use.

· Where possible, enabling employees and students to work and study off campus will reduce the need for non-essential travel.

· Easing of parking restrictions allows car travel as an option for staff and some students attending on campus.

· Where possible, allowing flexibility in attendance times will enable staff and students to travel at times that avoid busy commuter periods

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Consider options such as longer days/ compressed hours to reduce the number of days that an individual need to travel to campus.

Travel is currently heavily restricted due to Level 4 requirements in Glasgow area. Only essential work will be taking place on campus resulting in reduced attendance and travel, in particular for on-campus teaching activity and some reseach.

Induction and training

Return to campus-based work with new infection control protocols in place

There is a risk that staff and students returning will not understand new protocols and procedures that they must follow to ensure infection control is maintained.

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· A video training package is available for use at University level by all staff and PGR students. Written guides aimed at staff, students and researchers are available on the University website.

· An induction programme for UG and PGT Students will be in place for the start of the academic session.

· Managers are required to establish local processes to brief returning individuals on the procedures that are to be operated within individual work areas and for specific work tasks.

· Managers are required to undertake a Covid specific risk assessment for areas opening within the current Phase 3 recovery period.

· Risk assessments for specific tasks may need to be reviewed if there are changes in the working method.

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· During Level 4 restriction period only very limited and essential work can take place on campus. University and Government guidance has been issued. Points below should be read in the context of the Level 4 restriction allowing only essential work.

· Students and their Supervisors should jointly review working practices and risk assessments to identify whether there is a need to change working arrangements to for specific tasks to maintain effective infection control practices, including physical distancing.

· Students should be informed by the local unit of any changes in risk assessments and subsequent alterations to required work and study practices.

· A requirement for use of face-coverings when within University buildings has been publicised across the University. A limited range of exemptions apply.

Work and study environment

Entry and exit to and from buildings

High risk contact surfaces can spread the infection to anyone who touches them.

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· Entry and exits to the more complex buildings/sites may be limited to the minimum number of points required with access controlled to minimise staff and student occupancy, where appropriate.

· Access to buildings is restricted for visitors and contractors etc.

· Visitors confined to strictly defined areas and unnecessary movements around the building avoided.

· Visitor and contractor attendance are managed, and attendance is recorded by managing unit.

· Hand sanitiser is available in key communal work areas and on main travel routes through the building/site including access and egress areas

· Advisory hand washing signage is displayed throughout the building, especially at entrances and exits and were people congregate.

· A guide to campus signage is displayed at entry points to major buildings.

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Hand sanitisers are provided at entrances of open buildings and are kept stocked so far as is practicable. These are considered a supplement to existing handwashing facilities.

Use of communal spaces and travel around campus/

buildings

Spread of Covid-19 infection

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Physical distancing is in place across open buildings:

· Staff and students who are on campus are advised to maintain physical distance (currently 2m but may be reduced in café areas, if open.)

· As a recent policy requirement, face coverings are now required to be worn when present within University campus buildings, subject to a limited range of exemptions.

· One-way routes have been identified and marked in some areas.

· Floor signage is in use in corridors and in stairways to remind building users of safe travel and distancing requirements.

· Signage is in place to remind building users of the need for regular hand washing.

· The need for enhanced cleaning regimes is assessed based on information about the occupancy and use of each building. This allows a building risk profile to be developed. The level of enhanced cleaning needed is then determined from this building risk profile.

· Occupancy limits are marked on key rooms in open buildings.

· Security and local management are monitoring use of communal areas to ensure physical distancing is observed.

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· Spacing of workstations in common areas has been reviewed by Estates in relation to larger centrally controlled spaces. Similar exercises are carried out by local units as part of their Covid-19 risk assessment of local areas.

· Where fire-safety requirements, weather and security permits, doors can be kept open to reduce need to touch surfaces.

Residual virus on surfaces within buildings

Ill-health due to viral spread. Sickness absence. Spread of infection to others. Productivity loss.

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· A clean of the building common areas is carried out before buildings are re-opened.

· Regular cleaning of communal student study areas is carried out. This may be via an enhanced cleaning regime depending on the building risk profile. (see below) In addition, cleaning materials are provided within centrally managed communal study areas to allow user cleaning and sanitisation of equipment between users.

· The cleaning requirements for buildings is determined based on assessment of the building risk profile and occupancy level. The level of enhanced cleaning necessary and detail of the cleaning required is determined based on the building risk profile.

· Regular hand contact points are cleaned on a regular basis including, door handles, light switches, handrails, lift buttons, taps, dispensers, toilets. Enhanced techniques using ozone and electrostatic sprays are in use.

· Cleaners who are currently at work have been instructed in use of the new techniques and enhanced cleaning protocols.

· Use of common work equipment (e.g. printers) should be locally managed and a suitable after-use cleaning and hand-washing procedure put in place. Staff and students are asked to carry out local cleaning of their own work areas in support of Estates-led cleaning regimes.

· Cleaning products are provided in some communal areas, so that staff and students can frequently clean elements of their own workspaces and communal items during the day. E.g. wipes

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Schools, Institutes and Services should ensure that cleaning procedures are supported locally by unit staff and students and that cleaning products are available to allow them to do this.

Users of communal study areas should sanitise equipment before and after use, using any cleaning materials provided.

Kitchen surfaces used by Schools, Institutes and Services should be regularly cleaned by users.

Plant, equipment and services

Equipment and building services may not be fully functional after a period of non-use and will require checks of re-commissioning before use.

There is a risk that statutory examination periods have expired or that equipment expire dates have passed.

Water systems may present a potential legionella risk.

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Estates carried out maintenance on building services throughout the Spring lockdown and established checklists and procedures to ensure that buildings were in a suitable condition for re-opening. This includes statutory examination of items of plant and equipment where accessible. Similar procedures will be operated during any further building closures.

· Fire detection systems have been maintained throughout lockdown and remain functional.

· Emergency lighting has been maintained or will be checked prior to building reoccupation.

· Water systems have been subject to checks and maintenance during lockdown and prior to reoccupation.

· Showers, bathrooms and kitchens in accommodation areas require specific (but established) reoccupation procedures.

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Schools, Institutes and Services should note the following requirements and establish procedures to carry out these tasks on building re-opening.

· Thorough examination, inspection, test and maintenance certificates should be checked by School/Institute/ Service staff to ensure that equipment they are responsible for remains within its relevant test date.

· Specifically, checks are needed on local exhaust ventilation equipment - fume cupboards, microbiological safety cabinets etc - and on lifting equipment, pressure systems.

· All users should run taps within their area to flush systems unless otherwise advised by Estates that this has been done.

· Check and flush eyewash systems in labs.

· Check first aid equipment and other emergency kits.

· Managers of research and teaching labs and workshop users are advised to carry out a full area safety inspection prior to beginning work. Student users should also inspect any equipment they are responsible for before use.

Work and study activities

Building users working together in a shared area (offices, teaching rooms, study spaces, labs, workshops)

Spread of Covid-19 among users of an area

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Implement physical distancing:

· Reduce occupancy in room to allow for a minimum 2 metre distance around each workspace. Some rooms have occupancy limits set and displayed on room signage.

· Ensure each person has a dedicated workspace or area that they work in alone for the duration of the class.

· Identify a separate entrance and exit to the space if possible or identify a suitable system to avoid sustained close contact

· Remind people to stay home if symptomatic

· Both staff and students on campus will be supervised/monitored to ensure they adhere to the controls in place.

· Provide one workspace per person to avoid sharing of items.

· Remind people not to share equipment or, where this is necessary, establish a pre-use/post use sanitising procedure.

· Building users should aim to maintain social distancing during breaks.

· Activities should be scheduled so that time spent by in proximity to others is minimised.

· Try to reduce the need for on campus work through measures such as staggered attendances and through arrangement with other users who can undertake some experimental or maintenance work on behalf of others. This may be via a rota arrangement.

· Where possible the number of people each person has contact with should be reduced by using "fixed teams or partnering" (so each person works with only a few others).

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Consider mitigation measures where physical distancing cannot be readily maintained. This may include:

· Use of Perspex screens or other room divisions

· Working back-to-back instead of face-to-face

· Limiting contact time

· Maintaining a robust hygiene and handwashing regime

· Use of face coverings. These are now required, as a matter of University policy, when present within campus buildings in communal areas such as corridors or library and in any multi-occupancy room. These must be worn when sharing a work or study area with any other person and are required regardless of whether 2m distancing is in place. There are some exceptions. See Internal communication on face coverings (6th October)

· {There is no policy change here. The above wording has just been made more explicit since Issue 7}

Building users working closely on specific work tasks

Spread of Covid-19 among task participants and to others.

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Schools, Institutes and Services have been asked to review activities to identify any task that requires communal working or otherwise puts individuals at increased risk.

E.g. group work in labs, lifting a heavy item, travel in a vehicle with another person, working together on a shared piece of equipment or specimen.

Where possible, such work should be done with physical distancing in place. If that is not possible, and the task is essential, other mitigating measures will be needed. In that situation the task risk assessment MUST be formally reviewed, and the new precautionary measure included within it. Mitigating measures may include such precautions as:

· Limiting the number of people involved.

· Using fixed teams or partnering, rather than mixing larger numbers of people.

· Keeping the duration of the close contact as short as possible.

· Keeping people as far apart as possible.

· Using screens or barriers or, where possible, positional controls such as back-to-back or side-by-side working.

· Increasing handwashing and surface cleaning frequencies.

· Use of face coverings should also be considered as an additional protection but is not a substitute for other distancing measures. Note that face coverings are now normally required in any multi-occupancy area as a matter of University policy.

· Undertaking work in the open air or in a well-ventilated area can be helpful, where this is possible.

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· Only essential activities are permitted during Level 4 restriction period(s).

· Where permitted, research students must review their own activities in conjunction with their supervisor to identify tasks where close contact is unavoidable. These should be discussed with supervisory staff to agree suitable, documented working arrangements. Likewise teaching leads must review and agree suitable precautionary measures and documentation that covers specific skills- based teaching where close contact is unavoidable.

· Task-specific risk assessments will normally be required for any long duration (>15 minutes) close contact work and may also be appropriate for some shorter tasks where specific precautions are considered necessary to protect those involved.

Attending meetings groups and training events.

Spread of Covid-19 among task participants and to others.

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The requirement for face to face meetings should be minimised, if possible, by using video meeting systems such as Zoom, Teams, Skype. & etc. If face to face meetings are essential:

· Ensure all attendees use a hand sanitiser when entering the meeting room and when leaving the room (or ensure hand washing in closest facilities if sanitiser is not available)

· Avoid shaking hands, use other greeting methods

· Maintain social distancing (e.g. keep 2m between each meeting attendees, especially face-to-face)

· Consider meeting in the open air for site activities, if this is practical.

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To meet the University’s current policy use of face coverings will be required in meetings. See

Internal communication on face coverings (6th October)

Provision of teaching through lectures, seminar and small group teaching

Spread of Covid-19 among participants and to the wider community.

· Face-to-face large-group teaching is currently suspended but the arrangements for this are being separately reviewed by the University.

· Currently, the University has agreed that mass lectures will not take place in the foreseeable future unless measures can be established that allow physical distancing and meet Government guidance. This position may change as Government guidelines are changed and risk reduces. Instead, lectures will be delivered by online routes or in smaller groups.

· Where permitted, teaching will normally be limited to groups of no more than 30 people. An exception is within any teaching laboratory areas or other areas where a greater designated capacity has been formally agreed by Estates with the managing department.

During Level 4 restriction period(s) very limited face-to-face teaching will be possible. This will be limited to essential activity as defined by Scottish Government guidance and relevant University teaching assessments.

Teaching protocols are being constantly reviewed and developed by a workstream group focussed on these activities. Procedures will be updated and modified by this group as Government guidance is changed and as infection risks change.

A draft small group teaching risk assessment has been prepared and is published on the SEPS website. The feasibility of group teaching remains under active review while infection rates remain high and, in particular, where Level 4 restrictions apply.

Potential for non-compliance by building users within work and study areas

There is a risk that as staff and students return to campus it will be difficult to sustain physical distancing and other behaviours due to potential for increasing non-compliant behaviours as the risk is perceived to reduce.

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On campus occupancy is low in many buildings and is further reduced by November/December Level 4 restrictions. Student and staff occupancy remains higher in some study areas and in the Library, where effective signage, distancing, use of face coverings and messaging are established to ensure the safety of users.

· Induction training has been launched and is mandatory for all returning staff and PGR students. This provides information on the behaviours required and of the measures in place on campus. This is supported by campus signage.

· Guides for Managers, Staff, Researchers and Students are available on the University Covid website together with a published Campus Management Plan.

· Undergraduate and PGT student induction/briefing material is provided to students in relation to on campus behaviour and in residences. This supports the student campus guide.

· The importance of supervision by managers, Security and peers is emphasised in the Campus Guides to maintain a suitable level of compliance.

· Comparable standards of building management are expected to be in place within NHS-run buildings that are occupied in part by University staff.

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Although risk levels became less significant over the summer this situation has changed with increasing infection rates and increasing restrictions. Maintaining compliance with changing rules remains a key aim and challenge. University communications are prepared and used with this constantly in mind.

SRC support and media messaging are also used to encourage compliance as a social norm. Such behaviours may already be the case with some groups of international students.

It is noted that some users are unable to wear a face covering and in line with national guidelines and equality principles, staff are asked not to challenge individuals about their reasons for choosing not to wear one.

Potential for infection spread by building users within student social and recreational areas

There is a risk that it will be difficult to sustain physical distancing and other behaviours within social and recreational areas such as University Unions, in UoG Sport facilities and in hospitality areas as the risk is perceived to reduce.

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· Level 4 restrictions currently require that most social and recreational areas remain closed. The greyed-out measures below are therefore suspended until this situation changes but are retained in the risk assessment for review and possible re-introduction at the appropriate time.

· [Suspended – Areas closed. Government guidelines permit the opening of hospitality venues and permit a 1m physical distancing is observed. The University continues to observe these requirements and recommendations.]

· [Suspended – Areas closed. Student Unions and University sports facilities are permitted to be open. Local operating procedures are in place for these areas, taking account of distancing and other SG guidance requirements.]

· Licensed premises/ areas remain closed from 9th October due to Scottish Government restrictions.

· [Suspended due to Level 4 restrictions -Non-licensed café areas will be subject to restricted opening times, 6am to 6pm, for a period of time.]

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· Hospitality venues are currently required to remain closed during level 4 restriction period.

· Managers responsible for running higher risk activities, whether directly (such as UoG Sport) or indirectly (such as GUU and QMU) have developed detailed operating plans and supporting risk assessments for their areas in cases where the University has such control.

· When permitted, operation of Union buildings follows relevant SG guidance.

Potential for infection spread through student club activities

There is a risk that physical distancing and will be difficult to achieve and maintain in student club activities.

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· Level 4 restrictions currently state that a maximum of 6 people from 2 households may meet in a public place or outdoors. This prevents most large group recreational sport and club social activity. The greyed-out measures below are therefore largely inapplicable until this situation changes. They are retained in the risk assessment for review and possible re-introduction at the appropriate time.

Sports based clubs

· Individual sport or exercise is permitted. However, formal indoor venues (gyms) are closed.

· Outdoor, non-contact sport or exercise is permitted but is limited to 6 people from 2 households. Distancing should be observed.

NOTE THAT NEW TEMPORARY RESTRICTIONS ON EXERCISE AND NON-PROFESSIONAL CONTACT SPORT WERE ANNOUNCED BY THE SCOTTISH GOVERNMENT ON 7TH OCTOBER, WITH EFFECT FROM 9TH OCTOBER.

· NO INDOOR GROUP EXERCISE CLASSES FOR OVER 18’s MAY TAKE PLACE.

· NON-PROFESSIONAL CONTACT SPORT, OR CONTACT SPORT TRAINING IS NOT PERMITTED FOR OVER 18’s, WHETHER INDOOR OR OUTDOOR.

UNTIL THESE RESTRICTIONS ARE LIFTED THE ARRANGEMENTS BELOW ARE SUSPENDED IN SO FAR AS THEY APPLY TO INDOOR GROUP EXERCISE/SPORT AND CONTACT SPORT.

· At a national level, some sporting activities are permitted. Scot Gov have published general guidance, and this should be used as a benchmark when considering the feasibility of club activities. (see link to right)

· A detailed list of the recommendations for specific sports is published by Sport Scotland together with a more general guide on re-commencement. (see link to right) This guidance should be followed.

· Sports club activity on campus using University facilities should only recommence with the agreement of UoG Sport and in accordance with any procedures they require.

· A written risk assessment and operating arrangements must be prepared detailing any proposed club events/activity.

· Difficulties in ensuring distancing during group travel is expected to restrict the feasibility of large group travel for some time yet. GUSA have prepared a risk assessment covering limited minibus use for small groups.

· Organised exercise is exempted from the limit of 6 people/2 households provided it is organised by a club and is suitably structured to ensure correct distancing and hygiene etc. It may take place ONLY OUTDOORS under 7th October restrictions.

Non sport clubs

A maximum of 6 people for 2 households may meet outdoors or in an indoor public location. 2m distancing must be maintained. Gatherings within private flats or houses are NOT permitted.

Although this allows limited meetings of club members within University premises the scale is severely restricted due to the 6 people and 2 households element. Larger club meetings cannot take place.

Club activity is unlikely to be essential and should be kept to an absolute minimum during Level 4 restriction period(s).

Where essential,

· VERY limited small group activities can take place outdoors or in public indoor areas provided 2m physical distancing (or alternative Scot Gov approved option) can be maintained during the activity and the 6 people / 2 households limit is observed.

· Club activities (not being exercise) are limited to a maximum of 6 people from no more than 2 households and currently CANNOT take place within a private house/flat.

· A written risk assessment of the proposed activity must be prepared explaining how the required physical distancing, hygiene and other specified measures will be maintained.

· Hand washing or hand sanitisation procedures must be in place.

· Permission will be required from Estates to access any University building. Many of these are not currently open or available for club activity due to occupancy restrictions.

· Level 4 restrictions and difficulties in ensuring distancing during group travel restrict the feasibility of group travel.

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· University gyms and sports venues are currently required to remain closed during level 4 restriction period.

· https://sportscotland.org.uk/covid-19/latest-sport-and-physical-activity-guidance/

· [Not yet updated to current Level 4 restrictions https://sportscotland.org.uk/media/5906/phase-3-return-to-sport-and-physical-activity-guidance-final-100720.pdf]

The limited exemption that allows ‘organised exercise’ is set out in The Health Protection (Coronavirus) (Restrictions and Requirements) (Scotland) Regulations 2020, Regulation 8. NOTE THAT THIS IS NOW SUBJECT TO SCOTTISH GOVERNMENT LEVEL 4 RESTRICTIONS EFFECTIVE FROM 18th NOVEMBER AND MAY BE AMENDED.

The exemptions that allow some ‘organised activities’ are set out in The Health Protection (Coronavirus) (Restrictions and Requirements) (Scotland) Regulations 2020, Regulation 8. NOTE THAT THIS IS NOW SUBJECT TO SCOTTISH GOVERNMENT LEVEL 4 RESTRICTIONS EFFECTIVE FROM 18th NOVEMBER AND MAY BE AMENDED.

Potential for non-compliance (suppliers and contractors)

There is a risk that visiting suppliers and contractors will not meet UoG guidelines on distancing and/ or face-coverings due to either differences with their own employers' requirements or non-compliant behaviours.

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· Contractors are now working and have established Covid control regimes in place. Contractors have been briefed on measures expected by the University via formal Contractors’ Forum meeting and other routes.

· Contractors and suppliers are generally employees and so potentially subject to action by their employer in the event of non-compliance. Their employers are subject to similar Government requirements to the University and so share an interest in ensuring compliant behaviour. The likelihood of widespread non-compliance is therefore judged lower than may be the case for students.

· Signage within buildings provides information for visitors on the basic procedures.

· The importance of supervision by managers, Security and peers is emphasised in the Campus Guides and to staff managing contractors to ensure that a suitable level of compliance is maintained.

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Increased risk of lone working.

Physical distancing and lower occupancy may result in lone working with increased difficulty in getting help in an emergency

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· Line Managers and Supervisors must take the risk of lone working into account when arranging and agreeing staff and student activities. With reduced building occupancies, it likely that more lone working may take place.

· Lone working does not make the risk of injury any more likely at an individual level for most tasks although obtaining help in an emergency can be more difficult.

· The University has both lone working and lone study procedures. Covid-19 does not significantly change these and the recommendations in these documents should continue to be applied. The Lone Working Procedure has recently been updated.

· Through risk assessment processes and discussion with those involved, identify any foreseeable tasks that members of staff or students may need to undertake whist working alone.

· Higher risk tasks should not be done while working alone. The Line Manager/Supervisor should identify these in consultation with the members of staff/student and agree alternative working arrangements for these.

· Brief staff and students on any changes in working practice or arrangements needed due to lone working.

· A system of contact should be established for those who may be working alone. – e.g. phone contact, check-in system etc.

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Lone working may be increased during Level 4 restriction periods due to reduced building occupancy. Existing lone working and lone study procedures should be followed to address any risks of this nature.

Use of vehicles

Spread of Covid-19 among those involved due to inability to fully maintain physical distancing.

5

3

15

Some University activities including teaching involve the use of shared vehicles for travel or delivery purposes. This has been avoided, where possible, during the Covid control phases.

· Avoid multiple occupancy of vehicles where possible. Consider use of more than one vehicle to travel.

· If sharing of vehicles is unavoidable and essential for the task, consider fixed partnering/ pairing systems.

· Maintain maximum available separation within the vehicle.

· Keep windows open, to ensure thorough ventilation, if possible.

· Use face coverings to reduce risk of transmission.

· Ensure thorough cleaning of contact surfaces between users.

Work in accordance with published guides

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/vehicles

3

3

9

Travel is restricted during Covid Level 4 restrictions and minibus use should also be restricted to essential uses only. Risk associated with travel by alternative means such as public transport should continue to be taken into account in identifying the lowest risk travel option. Minibus use may prove a best option in circumstances where the alternative is use of crowded public transport.

GUSA have prepared a risk assessment covering limited minibus use for small groups in consultation with SEPS and Estates. Operation of minibuses under similar mitigation conditions to that in operation on public transport but with more stable user groups (e.g. sports clubs) is considered to be, potentially, lower risk than allowing the wider population mixing that would occur through student use of public transport or informal car sharing arrangements.

Personal protective equipment (PPE)

Use of PPE in appropriately or incorrectly, or confusion over function and level of protection offered.

There is a risk that PPE will be ineffective without training and monitoring of use.

Incorrect use may increase the infection risk.

4

3

12

· Line managers, supervisors and course leaders must consider, by risk assessment, when PPE will be needed to protect workers and students undertaking practical activities under their supervision. This is an existing supervisory duty and is not specifically Covid-19 derived although Covid-19 may present an additional risk to be considered.

· PPE includes gloves, visors and aprons. It is likely that gloves will be the most commonly used item of PPE, although it is important to note that Covid-19 does not infect through intact skin and so gloves are not required for protection solely against this perceived risk.

· Respiratory protective equipment (RPE) may be appropriate in some situations but is expected only to be needed for a few very specific tasks where physical distancing is not possible and there is a foreseeable infection risk to the student, or they are at higher health risk.

· Face fit testing and training in use is necessary (and a legal requirement) if negative pressure RPE is provided as a primary control measure. (i.e. for use of FFP2 or FFP3 respirators)

· Face coverings are NOT PPE and are likely to be used extensively. These do not protect the wearer to a high degree but do help prevent the spread of virus to others and are beneficial in some circumstances. Face coverings do not require a face fit test.

· The University has made face coverings available as a support to staff and students.

2

3

6

University policy requires the use of face coverings within all campus buildings, including all multi-occupancy study and work areas and circulation areas. This is subject to some exemptions – see link.

Internal communication on face coverings (6th October)

The University requires the use of face-coverings within any areas where this is required by law, by Government recommendation or as a risk assessment requirement.

Users should note that face coverings can increase the risk of transferring contamination from the face covering to surfaces that are touched by the wearer. This can occur if the user handles a used mask without following the correct removal procedures, including hand washing. Incorrect storage of used face coverings can also result in contamination of objects that they are in contact with in bags or pockets.

Work-related travel and fieldwork

Travel within the UK

Possible increased risk of spread, or of personal infection risk, if travelling due to contact with greater numbers of people.

Infection risk level may be higher (or lower) in other areas of the UK.

3

3

9

Travel within Scotland is currently very limited by Level 4 restrictions applicable in the Glasgow area. The University position remains that only necessary work-related travel should be undertaken, including research fieldwork. Travel should be undertaken only where this can be demonstrated to be within Scottish Government guidelines or legislation.

University guidance on international travel, on UK research fieldwork and on student mobility has been prepared and sets guiding principles regarding these types of travel.

· Supervisors should assess whether any proposes student UK travel is necessary/appropriate. Risk assessment forms are available within the SEPS website to assist with the risk assessment and with the approval process. The potential infection risk should not disproportionately outweigh the gains and benefits of the travel

· If using public transport, ensure that physical distancing can be achieved. Note that the use of face coverings on public transport and in shops is now mandatory.

· If using private transport, assess whether physical distancing be maintained if there is more than one traveller. This will not normally be possible within a private car. Where such a situation is unavoidable mitigation must be used.

· Any national rules on travel must be followed.

2

3

6

If travelling, check local rules regarding use of face coverings in other areas. Note that use is mandatory within some types of premises and on public transport.

Work related international travel

Possible increased risk of spread, or of personal infection risk, if travelling due to contact with greater numbers of people.

Infection risk level may be higher (or lower) in other areas of the world.

Health services support available to the traveller may be more/less good than UK. Costs may be involved in accessing this support. Other additional costs may be incurred if infected overseas.

3

4

12

If international travel is considered essential:

· Investigate FCO and local advice in relation to the safety or the destination and identify whether the proposed destination is an exempt country to which travel is permitted.

· Compile case demonstrating that the travel is essential.

· Discuss the trip with line manager/supervisor and senior manager to obtain agreement in principle.

· Complete University Overseas Travel Risk assessment and Covid 19 supplement. * See comments

· Submit for formal approval. This should only be granted if the trip is judged essential and appropriate insurance and safety measures are in place.

· Approval can be granted at Head of School/ Institute/ Service level if the destination is not subject to FCO advisory notices against travel or is an exempt destination.

· Where there are FCO warnings against travel, approval at Head of College/Chief Operation Officer level is needed.

2

4

8

See University FAQ and Covid website advice regarding travel, mobility and fieldwork.

*The University Travel Risk Assessment template has been revised to incorporate key elements of Covid supplement which has been withdrawn.

Note that some countries may require Covid PCR test is carried out prior to travel.

Emergency support

Fire/emergency evacuation

Increased likelihood and spread of fire because reduced numbers of trained personnel to address it.

Increased risk that not everyone will evacuate safely because of a lack of fire wardens or changed procedures.

Risk of physical distancing being compromised during fire evacuations.

2

4

8

Fire evacuation arrangements remain largely unchanged from pre-Covid systems with only minor variation. (underlined)

· Fire alarm function and fire service attendance as normal.

· Fire alarm testing and maintenance is being undertaken via an Estates contractor supported in a few areas by SEPS Fire Safety Adviser. AFOs are mainly now returning to work and resuming this function again.

· Where one-way travel systems are in place within buildings these will cease on activation of the fire alarm and users should exit as normal by the nearest evacuation route.

· If occupancy is kept low and there is no crowding, infection risk during an evacuation will be low as all users will travel in the same direction with minimal face-to-face contact. If possible, they should try to maintain a 2m separation.

· Face coverings must be worn during an evacuation to comply with recent University change of advice on use of face coverings when moving around within common areas of buildings.

· Building users should be instructed not to congregate close together at any assembly points. 2m separation should be maintained.

· Managers should review their assembly points to check that this is possible with the likely numbers of people within the building. It is beneficial if face coverings are worn in assembly areas as a protection to others.

· Those returning will generally be familiar with the buildings they are working in. Overall occupancy numbers will be low therefore the need for fire wardens is minimal in the early recovery phases.

· Responsible local staff should be directed to check fire exit routes regularly if there is no Area Fire Officer presence amongst the returned staff.

· Other than in exceptional circumstances, no planned fire drills were undertaken during the initial phases of Covid 19 control to avoid unnecessary physical contact between building occupants. However, safety and training requirements mean that some fire drills may recommence, where deemed necessary.

· Managers, Supervisors and research students must ensure that any essential higher risk work is sufficiently supported on site with suitable technical expertise.

1

3

3

First aid and emergency support

Reduced numbers of staff on campus will reduce the number of first aiders available.

Anxiety over infection risk and need to maintain social distancing may make deliver of assistance more difficult or restrict this.

4

3

12

First aiders are available in some, but not all areas where work is being undertaken. Should an individual need emergency support or first aid, this is available via the University Security team as a primary emergency support where no local first aider is immediately available.

· Concerns over potential infection risk may exist and additional PPE for key first aiders such as Security may be appropriate as an additional provision. It is noted that this risk is reducing as infection rates continue to fall.

· Both the Gilmorehill emergency number (0141 330 4444) and Garscube emergency numbers (0141 330 2222) remain fully functional.

· Security staff can assist with attendance at an incident, first aid provision or with summoning any of the emergency services.

· Reduced activity on campus means that first aid needs are considerably reduced from normal.

· Although Covid 19 presents a current infection risk, first aiders should be aware through their training that other human infections have always presented a risk during first aid and can apply this training to minimise infection risks.

· Community incident within the working population remains relatively low and so the likelihood of dealing with a Covid-19 infected person is correspondingly low, although not negligible.

· Where possible, first aiders should try to assist while maintaining a 2m distance. Unless direct intervention is needed e.g. for CPR or other direct physical assistance, much non-emergency advice and support can be provided without close contact.

· Where close contact is needed to assist an on-site judgement (dynamic risk assessment) should be made on the likely risk presented by the individual, the urgency of their need for first aid assistance and the consequence if that is not provided.

· Chest compression CPR only can be performed as an alternative to mouth-to-mouth in accordance with current first aid organisation guidance.

· The risk from providing first aid support will normally be relatively low, unless the casualty has an active Covid 19 infection. Where the casualty has no infection, there is no Covid 19 risk from providing first aid.

· In many cases, help can often be provided at close quarters without those involved directly breathing onto one another. Close contact should be for as short a time as is possible.

· If any form of PPE is available, disposable gloves, masks/PPE or eye protection, these should be worn during any close contact.

· SEPS-managed first aider training has re-commenced by blended and small group training allowing requalification and initial training to take place. (temporarily paused during Nov/Dec level 4 restrictions)

2

3

6

A first aid risk assessment has been prepared and is published on SEPS website. An email communication has been sent to all first aiders.

First aiders whose certificate may have recently expired should not be deterred from providing emergency first aid where this is necessary. Requalification training is now possible (although temporarily paused during the expected short Level 4 restriction period) and a requalification course should be undertaken as soon as is possible. This can be booked via SEPS.

Risk Rating Calculator

Likelihood that hazardous event will occur

Consequence of hazardous event

1

Very unlikely

1

Insignificant (no injury)

2

Unlikely

2

Minor (minor injury requiring first aid only)

3

Possible

3

Moderate (Up to three days absence)

4

Likely

4

Major (More than seven days absence)

5

Very likely

5

Catastrophic (Permanent injury or death)

Action Level Table

Risk Rating

Risk Level

Actions to be taken

20 – 25

Very High Risk

STOP!

Stop the activity and take immediate action to reduce the risk, a detailed plan should be developed and implemented before work commences or continues. Senior management should monitor the plan.

15 – 16

High Risk

Urgent Action!

Take immediate action and stop the activity if necessary, maintain existing controls rigorously. The continued effectiveness of control measures should be monitored periodically.

8 – 12

Moderate Risk

Action

Moderate risks may be tolerated for short periods while further control measures to reduce the risk are being planned and implemented. Improvements should be made within the specified timescale, if these are possible.

3 – 6

Low Risk

Monitor

Look to improve at the next review or if there is a significant change. Monitor the situation periodically to determine if new control measures are required.

1 – 2

Very Low Risk

No Action

No further action is usually required but ensure that existing controls are maintained and reviewed regularly.

Some example hazards that may apply to the activity (not exhaustive)

Working at height

Noise

Lighting (including strobe lighting)

Fire and explosion

Falling objects

Vibration

Compressed air

Hazardous chemicals

Slippery, uneven or worn floors

Hand tools

Magnetic fields

Biological risks / disease

Obstructions and projections

Repetitive hand / arm movement

Pressure systems

Animals

Confined spaces

Machine operation

Needles and sharps

Compressed Air

Mechanical Lifting

Manual Handling

Lasers

Hydraulic systems

Poor housekeeping

Vehicle movements

Ionising and non-ionising radiation

Other (please specify on assessment)

Version Control Sheet

Version

Issue date

Key changes from previous version

Version 1.5

9th July 2020

1. Updated to reflect implementation of control measures indicated in previous version as proposed.

2. First aid certificate extension information updated to new extension date of 30th September 2020.

Version 1.6

13th July 2020 (draft)

3. Text amended throughout to include students within scope of the assessment as well as staff.

4. New hazard associated with student social and recreational areas added.

5. Version control sheet added to document.

Version 1.6a

24th July 2020

6. Minor amendments to text to more fully refer to student/teaching areas and to specifically reference student study areas.

7. Two new sections added within “Work and Study Activities” on 1) Teaching activities and 2) Student club activities.

8. Additional control measures for staff and students in extremely vulnerable/ vulnerable categories for return to campus.

9. Slight modification to “Entry and exit to and from buildings” section.

Version 1.7

29th July 2020

10. Scottish Government modelling information and link updated to Issue 9.

11. Some minor wording and grammatical changes.

Version 1.8

7th August 2020

12. Update to Scot Gov modelling Issue 11 statistics.

13. Residual RA “likelihood” increased from 1 to 2 for “clinically vulnerable” people to reflect the increasing possibility of return to work of some staff in this category who were previously shielding (Hence the original very low likelihood of infection).

Version 1.9

10th September 2020

14. Retitled to “Activity on campus during Covid 19 control measures”

15. Updated to reflect introduction of requirement to wear face coverings when moving around within buildings.

16. ScotGov modelling data report update to Issue 16.

17. Small group teaching limit amended from 25 to 30 to reflect recent proposals. Reference to small group teaching draft risk assessment added.

18. Section on student social and recreational areas amended to reflect that these facilities are now open.

19. New limits on domestic gatherings.

20. Reference to GUSA proposed minibus use and associated risk assessment added.

21. Contractors’ section updated to reflect current arrangements.

22. Face coverings now available to staff and students through the University.

23. Changes to Travel RA to include main elements of Covid supplement flagged.

24. Requirement to wear face coverings during fire evacuations added to accord with policy change.

25. First aider training now recommenced.

Issue 7

7th October 2020

26. Updates made within several sections to reflect University policy on use of face coverings within campus buildings, publicised by an Internal Communication issued 6th October (weblink provided).

27. Clarification of the legislation on ‘organised exercise’ and ‘organised activity’ and an explanation of the restrictions imposed by Scottish Government announcement on 7th October temporarily restricting group exercise, contact sport and contact sport training. Weblink to regulation is provided for detail and clarity.

28. Changes made to the text in some sections to reflect increasing infection incidence where references were previously to the falling incidence.

29. Minor changes of tense made to reflect progress made on implementation of some measures since the previous review.

Issue 8

19th November 2020

30. Minor changes of wording and tenses made to reflect ongoing progress and changes in activity and Covid prevalence within Glasgow and West of Scotland. (These are primarily minor grammatical changes are not all highlighted in the text.)

31. Indication that Glasgow is in a Level 4 restricted area and that University activities have been reviewed and restricted to meet new Level 4 requirements added. Changes within various sections, highlighted as orange text.

32. Information added about lateral flow testing and pilot pool-testing schemes added.

33. Wording regarding University policy on use of face coverings made more explicit. (Clarification only - no policy change.)

34. Sections on recreational areas, sports and non-sports clubs temporarily amended to take account of Level 4 restriction.

35. Increased lone working risk identified as a result of Level 4 restriction and attention drawn to existing procedures designed to combat these risks. Residual risk rating increased 3 to 6, but still low risk.

36. Additional guidance added regarding balance of risk from minibus use against alternative risk from use of public transport.

37. Advice regarding travel amended to include being able to demonstrate that any travel is both essential and within Scottish Government Guidelines.

38. First aid section amended to acknowledge higher population incidence of Covid (but overall first aid risk and procedure remain the same.)

Issue 8 (19th November 2020)