VARNDEAN COLLEGE · Web viewOnce staff have arrived at college, they should stay at the premises and avoid going out to local shops. Bringing in meals prepared at home and your own

General Risk Assessment for College Reopening

Overview: due to current global events relating to the COVID-19 pandemic, and following UK government advice, the College is planning to reopen in a phased manner from the 1st June 2020. Throughout the period of closure, the college Site Team continued to carry out essential weekly external and internal checks and have allowed a small number of staff to visit (where prearranged) with instructions as to the manner of their visit including but not limited to the maintenance of social distancing.

Due to the COVID19 Pandemic and Government Guidance leading to the closure of the College all statutory testing and inspections had been put on stop and postponed while the lockdown was in place to reduce the risk and for the safety of our team. All testing and inspections to enable the reopening of the College have been scheduled in during the first two weeks of June. This includes the service of the air conditioning units and the water sample testing for Legionella that has been brought forward from July.

Government guidance has been reviewed and used to enable the College to prepare for reopening. The focus of this guidance is very much on minimising the risk of the spread if infection. The key actions and approaches which the Government believe will substantially reduce the risk of transmission of infection center around minimising contact with individuals who are unwell, cleaning hands more often, good respiratory hygiene (catch it, kill it, bin it), cleaning frequently touched surfaces and objects, and minimising contact and mixing by altering, as much as possible, the environment (such as classroom layout).

Government guidance is specific that staff do not require PPE in the College environment beyond what they would normally need for their work, even if they are not always able to maintain a distance of 2 metres. PPE is only needed in a small number of cases including if a student becomes unwell with symptoms of coronavirus in College and needs direct personal care until they can return home and any other incidents requiring first aid treatment. It is accepted that breaching the 2 metre distance in corridors is low risk. Brief transitory contact such as passing in a corridor is deemed low risk.

Clinically extremely vulnerable individuals are advised not to work outside the home. Staff in this position are advised not to attend work, and work from home where possible. Clinically vulnerable individuals who are at higher risk of severe illness are advised to take extra care in observing social distancing and should work from home where possible. If clinically vulnerable individuals cannot work from home, they will be offered the safest available on-site roles staying 2 metres away from others wherever possible. All employees have been issued with a health questionnaire to assist in identifying vulnerable individuals and the measures required for their safe return.

VARNDEAN COLLEGE – RISK ASSESSMENTAll risk assessments must include actions to minimise the possibility of abuse; consider in particular vulnerable groups (such as those with physical disabilities and/or learning difficulties) and increased risk activities (such as one to one learning, visits and extra-curricular activities)

Department: ALL Name of Assessor: Nick Stubbs(Please print)

Date of Assessment: 26/05/2020

Location: College Buildings Date of next review: WeeklyThis assessment covers the phased return to work from the 1st June 2020 onwards. It is expected that initially there will be very limited numbers of staff and students attending the premises for teaching support services. Numbers will gradually increase provided that there are no confirmed Covid-19 cases amongst college attendees and control measures remain effective.The Risk Rating shown is calculated as the residual risk with current controls in place.

ACTIVITIES HAZARDS People at Risk

EXISTING CONTROLS (include supervision, information, training, instruction and use of

PPE)

Risk RatingSeverity X Likelihood

(see table below)

Additional Controls to reduce risk (include by when and by whom)

Employee initial assessment

Risk of exposure to Covid-19

Employees All employees will complete an individual assessment considering six factors:

Age Gender – males are considered to be at

greater risk Clinically vulnerable people, particularly

those with underlying health conditions or living with persons in this category

Ethnicity Pregnancy Disabilities which may be the subject of

reasonable adjustments

This assessment may be completed in conjunction with the college Human Resources Department.It is important that this assessment is considered and if necessary discussed with the employees Line Manager before return to the college is authorised. Employee will continue to work from home until instructed otherwise.

3 x 2 = 6 Regular contact from line Managers with those continuing to work from home to monitor mental health and wellbeing.

Severity or consequence Score Likelihood or frequency Score Risk evaluation Risk ratingFatalitySpecified Injury (major)Hospitalisation or over 7-day injuryCuts, grazes, bruising, up to First AidNear miss, no injury

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Certain, regular occurrenceHighly likelyCould happenUnlikelyRare or unexpected

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RISK=the severity of injury x the likelihood of exposure

High 15-25 Medium 8-12 Low 1-6

Issue 4 19th June 2020




PPE)


(see table below)


Returning to college for those at greater risk

Exposure to Covid-19 Employees There are two categories of people who are considered at greater risk:

High risk: those who are clinically extremely vulnerable, who will have been contacted by the NHS who must stay at home.

Moderate risk: those who are clinically vulnerable and who have one or more of the following conditions:

are pregnant have a lung condition that's not severe

(such as asthma, COPD, emphysema or bronchitis)

have heart disease (such as heart failure) have diabetes have chronic kidney disease have liver disease (such as hepatitis) have a condition affecting the brain or

nerves (such as Parkinson's disease, motor neurone disease, multiple sclerosis or cerebral palsy)

have a condition that means they have a high risk of getting infections

are taking medicine that can affect the immune system (such as low doses of steroids)

have a BMI of 40 or above Those who are identified as black, Asian or

minority ethnic groups

3 X 2 = 6 Any concerns regarding the appropriateness of any employees return to work should result in them continuing to work from home.


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PPE)


(see table below)


Returning to college for those at greater risk (continued)

Exposure to Covid-19 Employees Those employees who have been identified at moderate risk must discuss with their Line Manager the arrangements for their return to work to ensure their safety and that social distancing can be maintained in the workplace.

3 X 2 = 6Any concerns regarding the appropriateness of any employees return to work should result in them continuing to work from home.

Developing Covid-19 symptoms whilst at the college

Exposing others to the coronavirus

Employees and students

Anyone who develops coronavirus symptoms* whilst at work must:

Return home immediately Avoid touching anything in the workplace Cough or sneeze into a tissue and put it in

a waste bin Report your illness to your Line Manager

for recording and appropriate action.

The area of the college where the employee was working will then be closed for 72 hours to enable a deep clean to take place.*Coronavirus symptoms include:

high temperature – this means you feel hot to touch on your chest or back

a new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours

loss or change to your sense of smell or taste – this means you've noticed you cannot smell or taste anything, or things smell or taste different to normal.

3 X 3 = 9 Regular communication between staff and Managers to monitor health conditions and wellbeing.


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PPE)


(see table below)


Travelling to and from college

Exposure to Covid-19 from inhaling droplets

Employees, students,

members of the public

Wherever possible, employees and students should travel to and from the college using their own transport, a car, motorbike, bicycle or walking and avoiding public transport.Where sharing a vehicle is the only option it should be a person from your own household.If they are not from your own household, the following must be implemented:

Share the vehicle with the same person wherever possible

Sit as far away from each other as possible – passenger in rear seat on left side of vehicle

Keep the windows open to maintain good ventilation

Face away from each other to help reduce the risk of virus transmission

Wear a face covering if available Clean any hand contact surfaces or

objects in the vehicle using gloves and cleaning or sanitizing products.

Remember to wash your hands for at least 20 seconds before leaving home and regularly throughout the day whilst at work.

When entering the college, use the hand sanitiser provided at reception.

3 X 3 = 9 Remind all staff that if they fuel their vehicle at a petrol station on their way to the college, they should wear gloves when doing so and must sanitise/wash hands on arrival at college.


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PPE)


(see table below)


Travelling to and from college using public transport

Exposure to Covid-19 from inhaling droplets

Employees, students,

members of the public

If you have to use public transport consider the following measures:

Check timetables before travelling due to reduced service frequency.

Try to avoid peak travel periods if at all possible. The arrangements for attendance at the college may support this. If you have any concerns regarding travel arrangements, speak to your Line Manager.

Allow time for queuing and purchasing tickets.

Use contactless payment in preference to cash.

Maintain correct social distancing, 2 metres, when queuing and travelling, wherever possible.

Where the 2 metre rule cannot be complied with, wear a suitable face covering. This should not be a surgical mask.

Be patient and polite. Remember to wash your hands for at least

20 seconds before leaving home and regularly throughout the day whilst at the college.

When entering the college, use the hand sanitiser provided at reception.

3 X 3 = 9 Updated guidance now states masks must be worn when using public transport.


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PPE)


(see table below)


Arrival at the college and moving around

Exposure to Covid-19, lack of familiarity with

new arrangements

Employees, students

Entrance into the college will initially be through the front doors of the main building only. The East and West doors can only be used to exit the building in an emergency.Staff and students must not attempt to use any other entrances. Staff must park in marked spaces only as per normal parking arrangements and display their parking permit.Do not que at the front entrance.Staff should refer to The Plan regarding specific opening times and days from 1st June onwards.An information board is provided in the main entrance foyer detailing arrangements and preferred routes around the main building.A hand sanitiser is fixed to the wall in the entrance foyer and must be used when entering the college.A signing-in record is provided by Reception and must be completed by all persons entering and leaving the college. This is for fire purposes and must be complied with. Sanitise hands after signing in.Additional floor markings and directional signs are provided to guide people to their destinations. These are intended as a flexible one-way system with passing places that will also be marked.These arrangements are to enable the 2 metre distancing rule to be complied with for the safety of all staff and students.

3 X 3 = 9 Reception will be staffed on a rota system to enable guidance and information to be provided to staff and students on arrival.


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PPE)


(see table below)


Arrival at the college and moving around (continued)

Exposure to Covid-19, lack of familiarity with

new arrangements

Employees, students

Please do not interfere with or move any signs or notices.From Reception, all staff and students should go right along the corridor to the East staircase and up to the 1st floor. They can then go along the corridor to Room 14 for Additional support or other rooms as required. Passing places include the entrances into the quads and entrance lobby’s into classrooms.For those who wish to access the college Library, this will be from the East staircase up to the 2nd floor corridor and along to the middle corridor to the main Library entrance. It must be remembered there are no suitable passing or refuge points along this corridor. The exit from the Library will be down the main staircase to the 1st floor and right along the corridor to the West stairs and down to the ground floor and back to Reception to sign out.It is recommended that everyone goes straight to their intended destinations and do not stop to talk or engage with others, particularly where this will impact on the ability to maintain the 2 metre rule.The East staircase is to be used for going up and West staircase for coming down.All staff and students are required to sign out at Reception before leaving the building.

3 X 3 = 9


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PPE)


(see table below)


Personal hygiene Transfer of coronavirus from hand-contact

objects and surfaces

Employees & students

All users of the college buildings are expected to comply with good standards of personal hygiene as recommended by the NHS and Government guidance.Wash hands thoroughly for at least 20 seconds using comfortably hot water and liquid soap.Dry using single use disposable paper hand towels.The electric hand dryers have been disconnected. Dispose of any waste materials in the containers provided.Please leave the facilities in a suitable state ready for the next person.It must be remembered that regular thorough hand washing for at least 20 seconds must take place throughout the day, after visiting the toilets, after smoking or vaping and before eating and drinking.Avoid touching your face and avoid touching surfaces and other frequent hand contact objects wherever possible when moving around the college.Cleaning and sanitising products will be provided in all rooms in use and must be used for cleaning regular hand contact objects and surfaces. This will include keyboard and mouse after using a computer.Hand sanitisers are also provided at various other points around the college and in teaching rooms.

3 x 3 = 9 Posters displayed throughout the college reminding everyone of the importance of practicing good personal hygiene measures including regular hand washing.


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PPE)


(see table below)


Avoiding close working and contact with others

Transfer of coronavirus from close working or face to face working


The layout of classrooms and offices will have been altered to help maintain the required 2 metre distancing. This will include the movement of chairs, tables, computers and workstations.Please do not interfere with or alter these arrangements without first discussing with your Line Manager or the Site Team.If the new arrangements are creating any issues with working, discuss with your Manager.Use methods of communication that do not require direct contact with others, email, text messages, phone calls and virtual meetings.If face to face meetings are required, arrange seating so that distancing is maintained. If practicable, do not sit directly opposite.Any meetings with students must be pre-arranged and confirmed with agreed start and finish times and the location at the college. Ensure the student is provided with information about the new arrangements before attending college.Once staff have arrived at college, they should stay at the premises and avoid going out to local shops.Bringing in meals prepared at home and your own drinking containers will help with this.The ground floor kitchen facilities will be restricted to one person at a time. Do not offer to make drinks for others.Please be patient and courteous to others.

3 x 3 = 9 Staff to closely monitor compliance with distancing requirements and if necessary remove anyone from the college who refuses to comply.

Staff to reinforce the importance of students not touching their faces or having direct contact with others, reducing contact with surfaces, books, materials and other common hand contact surfaces.

Staff can report any issues to the Site Team using the Help Desk facility on the college website.


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PPE)


(see table below)


Avoiding close working and contact with others (continued)

Transfer of coronavirus from close working or face to face working


There will also be restrictions on the number of people who can use the toilet facilities. The ground floor male and female toilets will be restricted to one person at a time.The female toilets by the International Office will not be available during this initial phase.The male toilets by the Canteen will be restricted to two people at a time. Please ensure you check that it is safe to enter before doing so.Ensure you wash your hand thoroughly before leaving the toilet and dispose of any waste in the containers provided. All waste bins are fitted with plastic rubbish bags to minimise contamination for cleaners.The Canteen will remain closed during this initial period. Access to the external smoking area will be from the main college entrance only. If you are going outside to smoke or vape, avoid close proximity to others and adhere to the 2 metre rule at all times. Water fountains have had the top tap disconnected to eliminate direct contact.The passenger lift is restricted to one person only. Stay healthy and use the stairs!Only use one computer workstation wherever possible and clean and sanitise at the end of each day.Hot-desking will not be permitted during this phased return to work period.

3 x 3 = 9 To enable the successful management of the phased return to work period, staff must obtain approval from their Manager before travelling to the college.The times of attendance, days and location must be agreed beforehand.The Manager must then agree this with members of SLT and the Site Team Manager informed.


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PPE)


(see table below)


Cleaning arrangements Transfer of coronavirus from hand-contact

objects and surfaces


Cleaning at the college will be carried out by a maximum of four morning cleaners between 08.00 and 10.00 before any other persons are present. Cleaning will be restricted to areas that are in use only during this initial return to work phase.Cleaner’s start times will be staggered to avoid all meeting at the same time. Cleaning rounds will be allocated to ensure there is no overlap between rounds that could affect safe distancing requirements.Cleaners have been issued with their own safe working guide and risk assessments and these will be followed and monitored by the cleaning Supervisor and members of the Site Team.The cleaning regime will be supplemented by the cleaning supervisor carrying out hourly monitoring, cleaning and sanitising in the toilets and of hand contact objects in common areas, door handles, work surfaces etc.College staff are also expected to keep their own working area clean using cleaning and sanitising products supplied. This should include the telephone handset and keypad buttons, computer keyboard, mouse and any controls that are touched during the day, filing cabinet drawer handles and any other frequent hand-contact objects and surfaces. Please clear desks of personal items to facilitate daily cleaning.

3 X 2 = 6 Cleaning Supervisor to monitor standards of cleaning daily.Site Team Manager available to discuss any issues with cleanliness of teaching areas.

Staff to be provided with a checklist of what to clean in their rooms before leaving.


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PPE)


(see table below)


Safeguarding and Child Protection

Ability to report any identified safeguarding issues to appropriate

staff


The members of the college Safeguarding Team are the Heads of Schools and there is a dedicated section on the college staff intranet providing information about reporting any issues.During the phased return to work period there will be a rota for a nominated Safeguarding contact to be available on each day.Reporting of any bullying or harassment incidents will still be via the STS pages as normal.

1 X 3 = 3

First Aid provision Inability to respond appropriately to any first

aid incident.

Staff and students

For most first aid situations maintaining the 2 metre distancing rule will not be possible or practical.Due to reduced staffing and availability of trained first aid staff, the senior person on duty each day will assume to role of the main first aid contact.If a trained first aid person is available on site, they can be contacted to respond to the incident.Anyone attending a first aid incident should comply with the current guidance as follows:

Disposable apron, a surgical face mask and disposable gloves must be worn when attending any first aid situation and put on in that order.

All these items are available in the first aid room and should be collected by appropriate staff at the start of each day.

If practical, all treatment should be provided in the ground floor First Aid Room.

2 x 3 = 6 Update college First Aid Policy with revised protocols and circulate to all first aid trained staff for comment.

ACTIVITIES HAZARDS People at EXISTING CONTROLS (include supervision, Risk Rating Additional Controls to


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Risk information, training, instruction and use of PPE)

Severity X Likelihood

(see table below)

reduce risk (include by when and by whom)

First Aid provision (continued)

Inability to respond appropriately to any first

aid incident.

Staff and students

When providing treatment try to sit side by side in preference to face to face.

Removal of PPE is in the order of gloves, apron and mask.

All items of PPE must be disposed in the correct waste stream.

If there has been NO contact with bodily fluids, items can be disposed in ordinary waste.

If there has been contact with body fluids, disposal must be in a yellow clinical waste bags located in the filing cabinet in the first aid room.

Clean all hand contact objects and surfaces in the room before leaving.

Complete the Accident/Incident Report form and email the H&S Officer with details of the incident.

2 x 3 = 6

Fire Emergency arrangements

Inability to safely evacuate the premises

Staff & students

Due to reduced staffing and availability of trained Fire Marshals, the senior person on duty each day will assume to role of the Person in Charge to oversee any emergency evacuation of the premises. Evacuation of the main building will be by following the normal evacuation procedure but reporting to the assembly point in front of the building over the service road. The Person in Charge will take the signing in sheets to be able to account for all persons.

3 X 2 = 6 Revise and update Fire Plan to reflect changes to evacuation procedures and communicate to all employees.


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PPE)


(see table below)


Workplace ventilation Potential spread of coronavirus through air handling and air conditioning systems

All building occupants

The following guidance has been provided by REHVA, the Federation of European Heating Ventilation and Air Conditioning Associations:

Secure ventilation of spaces with outdoor air.

Switch ventilation to nominal speed at least 2 hours before the building usage time and switch to lower speed 2 hours after the building usage time.

At nights and weekends, do not switch ventilation off, but keep systems running at lower speed.

Ensure regular airing with windows (even in mechanically ventilated buildings).

Keep toilet ventilation 24/7 in operation. Avoid open windows in toilets to assure

the right direction of ventilation. Instruct building occupants to flush toilets

with closed lid. Switch air handling units with recirculation

to 100% outdoor air.

3 X 2 = 6

Use of college grounds by members of the public

Dog fouling, not observing safe distancing, litter.

Staff & students

Members of the public in the local area have been informed by social media that the college is open for essential staff and vulnerable learners. They have been instructed to keep their distance from buildings, to refrain from any large gatherings and not to walk dogs or light barbeques. making regular visits to the site to check activity.

3 X 4 = 12The police are making regular visits to site to check on public activity. Any large gatherings will be reported to the police.


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PPE)


(see table below)


Governance and leadership

Lack of clear leadership causing confusion and lack of direction

Staff & students

The Senior Leadership Team (SLT) have published a plan for the phased return to work from 1st June 2020 until the end of term.This plan details the progressive increase in student numbers and teaching and support staff attending the college until the end of the summer term on Friday 17th July.The plan also states who the contact person will be for Safeguarding and the rotas required for each area of the college required during that week.SLT with input from the Health & Safety Officer and Human Resources Department will take the lead for managing coronavirus return to work planning.It may be necessary and appropriate to provide staff with on-line re-induction information of the new arrangements at the college before they access the college.

1 X 3 = 3

Visitors and contractors

Transfer of coronavirus from asymptomatic persons visiting the premises

All building occupants

All visitors and contractors must be pre-booked before arriving at the college and must sign in at reception.Visitors must be met at reception by their host to enable explanation of the new arrangements in place and distancing rules.All contractors must use the main entrance only and be met by a member of the Site Team who will accompany them to their destination.

3 X 2 = 6Where possible, contractors will be booked on a Monday or Friday to minimise contact with staff and students.


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PPE)


(see table below)


Information for staff, students and parents

Lack of clear information regarding college policies and procedures causing confusion or not being followed.

Staff, students and parents

The Senior Leadership Team (SLT) have produced updated information for students and parents regarding the phased re-opening of the college.All college policies and procedures posted on the college website and intranet to enable easy access by anyone.The college Human Resources Department have issued all staff with return to work questionnaires, health questionnaires and homeworking questionnaires to obtain relevant information to support the control of the phased return to work.This risk assessment has also been produced and circulated to all staff for comment and consultation, including union reps.Any revisions required as a result of consultation will be incorporated into the weekly review processControl measures to reduce risk are being progressively implemented and the risk assessment reviewed and updated weekly.

1 X 3 = 3

Contingency planning if controls are ineffective or fail

Staff and students exposed to coronavirus

Staff and students

SLT have discussed and agreed that if the controls detailed above do not operate properly to prevent an outbreak of Covid-19, there will be no alternative but to close the college and review arrangements for the safety of staff and students.

3 X 3 = 9


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PPE)


(see table below)


Staff and student one to one meetings for w/b 22/06/20.

Students unclear of new arrangements, excessive numbers of students on site, not adhering to physical distancing requirements.

Staff and students

All staff and student progression meetings will be pre-booked to enable an accurate record to be held of the numbers of students that will attend the college and the times of attendance.Students will be provided with information on the revised protocols that are in place at the college before attending. Students will be instructed not to que at the main entrance or gather in groups.Only rooms in the main building will be used. This will include the main hall, gym and specific classrooms where the layout of furniture has been altered to accommodate the meetings.Windows in rooms will be opened for increased ventilation and it is recommended that doors to rooms are also left open for additional ventilation and safeguarding purposes.Students will be instructed to leave the college by the main entrance after signing out as soon as their meeting has finished.Any students not complying with the revised arrangements will be asked to leave the college.Any student who becomes unwell whilst at college must be taken to the ground floor first aid room and remain there until collection by a parent, guardian or taxi can be arranged.

3 X 3 = 9 Staff must enforce physical distancing at all times.


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Documents

VARNDEAN COLLEGE · Web viewOnce staff have arrived at college, they should stay at the premises and avoid going out to local shops. Bringing in meals prepared at home and your own