COVID-19: Business Continuity
Plan: Activities and actions
Authors: University of Essex
Publication updated: 17 December 2021
Version: 16.0
Table of Contents
Activities and action table 10
Education Delivery 11
1. Face to Face lectures 11
2. Face to face seminars 12
3. Supervision (capstone, PGT and PGR) 14
4. Personal Tutor session 15
5. Professional services support within departments 16
6. On campus teaching (and PGR work) requiring close participation (e.g. laboratory teaching,
sports rehabilitation, nursing, media, hotel management), excluding studio work. 17
7. On campus studio work 19
8. Use of off-campus (privately hired) teaching space (e.g. for E15) 20
9. Fieldwork (teaching and research) 21
Academic Section – Academic Services 22
10. PGR examination processes 22
11. PGR Welcome Conference (PGRE Team) 23
12. Examination delivery 23
13. Exam Boards 24
14. Certificate production and delivery 25
15. Course development and records 26
16. End of Year 1 26
17. Management of Apprenticeships 27
18. Facilitation of Summer Schools 27
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19. Management of Partnerships 28
20. Study Abroad 28
21. Creation of Teaching Timetable 29
22. Student Meetings, e.g. Engagement, Academic Offences, Student Conduct 30
Academic Section – Student Life 31
23. Health Centre provision 31
24. Student Wellbeing and Inclusivity Service (SWIS) 32
25. Careers and Skills Support 32
26. Student Hub 33
27. Finance advice 34
28. Hardship support 35
29. Accommodation advice 35
30. Residence Life 36
31. Registration and Welcome activity 37
32. Critical incident helpline 37
33. Faith Centre 38
Academic Section – Academic Registrar’s Office 39
34. Day to day Academic Registrar’s Office activity 39
35. Receipt and distribution of Biometric Residents’ Permits (BRPs) and Right to Study checks
39
36. Immigration advice 40
37. Confirmation of Acceptance of Studies (CAS) issues 41
38. Checking and image capture of immigration documentation 41
39. Student Voice and surveys activity 42
Research Delivery and Knowledge Exchange 43
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40. Delivery of funded research activities not requiring on site facilities 43
41. Delivery of funded research activities requiring on site facilities 44
42. Delivery of PGR activities not requiring on site facilities 45
43. Delivery of PGR activities requiring on site facilities 46
44. REF environment statements 48
45. REF Impact case studies 49
46. REF governance and sign off 50
47. REF institutional environment statement 51
48. Research output production 52
49. Management of grant claims for existing awards -research ethics activities 53
50. Support for preparation and submission of research proposals and contracts team 54
51. Student Enterprise and Entrepreneurship 55
52. Engagement with potential and current external research partners (incl. KTP project
meetings) 56
Library and Cultural Services 57
53. Loans and access to physical collections 57
54. Provision of digital, content and online resources 60
55. Provision of study spaces 61
56. Helpdesk and enquiry services 62
57. Interlibrary loans/document delivery 64
58. ESCALA & University Art Collections 65
58a. Arts and Art Classes 66
On site services and facilities (UoE): Catering 68
59. On campus Essex food outlets 68
60. Essex Food staffing 71
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61. Essex Food service delivery and continuity 72
On site services and facilities (UoE): Sport 73
62. Student Sports Clubs 73
63. External Sports Clubs and Group Activity Bookings 74
64. Essex Sport Facilities - general 75
65. Essex Sport Gym 76
66. Fitness Classes 78
67. Individual Hire of Facilities 79
68. Elite sports activities 80
69. Children’s Courses and Holiday Camps (incl. CHUMS) 81
70. Large Scale Sporting Events (over 100 people), e.g. External Hire of Essex Sport Arena
(Superleague Netball), Derby Day, Sports Awards Dinner 82
71. Essex Sport Outreach and In-reach activities (visits to/from schools, work experience) 83
72. Meetings on/off-campus with external organisations 84
73. Site Visits from Contractors for Inspections/Maintenance (Sport) 85
On site services and facilities: SU 86
74. SU clubs and societies 86
75. SU bars and catering outlets: SU Bar, SU Bar Food, Starbucks, Top Bar and MOA 87
76. Sub Zero 88
77. SU Shops; The Store, Extra Store, Mini Store, The Kitchen, everythingEssex and Post office
89
78. SU Advice 90
79. SU Reception 91
80. SU Education team 91
81. Students’ Union Societies 92
82. SU Homes 93
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83. SU Lounge, Southend 93
84. SU Office, Southend and Just Play 94
85. Corbett Theatre Café and bar, and Roding House Loughton 95
Recruitment and Admissions 96
86. Admissions 96
87. Confirmation of Acceptance of Studies (CAS) issuing 97
88. Recruitment and outreach off campus 98
89. Recruitment and outreach on campus 100
90. Use and management of Customer Relationship Management (CRM) systems 101
91. Enquiry management and agent management 102
92. Wider recruitment and conversion activity 103
93. Wider travel 104
94. Market intelligence 105
Communications and events 107
95. Website 107
96. Social media 108
97. Internal communications 109
98. External communications 110
99. Reception services (Colchester) 111
100. Reception services (Southend) 112
101. Alumni engagement 114
102. Events 115
Digital Innovation and Technology Services 116
103. Provision of key IT services 116
104. Dual mode teaching AV installations 118
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105. IT Helpdesk 119
106. Provision of telephony services 119
107. Management of online learning solutions 120
108. Provision of remote support to home workers 121
Security and patrol officers 122
109. Security and patrol officers staffing 122
110. Security and patrol officers service delivery 123
ECS Customer Services Section 125
111. Management of contractor access and key distribution 125
112. Maintaining helpdesk Work Order management and customer liaison 126
113. Maintaining Operational Customer Communication activity 127
114. Maintaining support for essential IT systems 128
115. Maintaining Support and logistical planning for Core Activities. 129
116. Maintaining ECS H&S support 130
117. UECS Compliance Monitoring 131
118. Event and works Authorisation 132
119. Arrivals planning 133
120. Project work 134
121. Risk Register review activity 135
Soft FM Services 136
122. Soft FM: staffing 136
123. Soft FM: services and supply chain 138
124. Soft FM: supporting wellbeing & reduced anxiety 139
125. Soft FM: self-isolation 140
126. Soft FM: reducing risks of contracting Covid-19 142
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Accommodation 144
127. Accommodation staffing arrangements 144
128. Accommodation: supporting wellbeing & reduced anxiety 145
129. Accommodation: self-isolation and reducing risks of contracting Covid-19 146
130. Student Accommodation (external provision) 147
Post Room and Central Stores 149
131. Post Room and Central Stores: staffing 149
132. Post Room and Central Stores: services and supply chain 150
Wivenhoe House Hotel 152
133. Wivenhoe House Hotel (WHH) 152
134. WHH Accommodation 154
135. WHH Restaurant & Afternoon Tea 155
136. WHH Weddings 156
137. WHH Conferences 157
138. WHH Small meetings 157
139. WHH Private dining 158
140. WHH Events 159
Grounds & sustainability 160
141. Grounds 160
142. Travel and Transport 161
143. Sustainability and Energy 162
Event Essex 163
144. Event Essex staffing 163
145. Event Essex service delivery and continuity 164
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Commercial Management: Knowledge Gateway 166
146. Management team 166
147. Tenant occupation 167
148. Hard services 168
149. Soft FM Services 169
150. Compliance services 170
151. Network and broadband support services 170
152. Rent collection and finance support 171
153. External communication support 171
154. Meetings and appointments 172
155. Studio X 173
Commercial Management: Central Campus lessees 174
156. Management team 174
157. Tenant occupation 175
158. Hard services 175
159. Soft FM Services 176
160. Compliance services 177
161. Network and broadband support services 177
162. Rent collection and finance support 178
163. External communication support 179
164. Meetings and appointments 179
Commercial Management – Business Incubation Centre 180
165. Management team 180
166. Reception team 181
167. Tenant occupation 182
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168. Hard services 183
169. Southend and Loughton FM Services 183
170. Compliance services 184
171. Network and broadband support services 184
172. Rent collection and finance support 185
173. External communications support 186
174. Meetings and appointments 186
175. Post management 187
176. Visitor management 188
Maintenance and Capital Development 189
177. Lifts 189
178. Air Conditioning/Ventilation 190
179. Water Hygiene 191
180. Fire Alarms 192
181. Gas Boilers 193
182. Intruder alarms 195
183. Fire Extinguishers 196
184. Smaller contracts 197
185. HV Supplies 198
186. Auto Doors 199
187. Generators (fuel supply) 200
188. Drainage 201
189. Major Capital projects:- 202
190. Minor capital/ revenue project work 203
Day Nursery 204
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191. Nursery: customer implications 204
192. Nursery: Infection Control 205
193. Nursery: Communication 206
194. Nursery: Technical Resilience and Capability 207
195. Nursery: Supply and Services 209
196. Nursery: Key events and training 210
Governance and management 211
197. Governance functions (USG, Council) 211
198. OVC Office (PA team, Governance team, Southend campus management team) 212
199. Financial management 213
200. Finance (cash) 214
201. Planning 215
202. People and Culture: ERR 216
203. Running payroll 217
204. Organisational Development 218
205. Occupational Health 219
206. Health and Safety 220
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Activities and action table
The table below plots the four levels of protection identified by the University with the COVID-19
Business Continuity Plan against the activities undertaken. It also includes actions required to be
undertaken prior to moving to a new level of protection. This table will be updated should changes be
necessary following the completion of risk assessments. The table will also be updated in line with
changes to government requirements and scientific advice, both of which will be followed in
implementing all actions.
All guidance produced for our return to campuses should also be followed, in addition to the actions
identified in the table below. This includes specific DSE guidance which has been prepared to support
those members of staff who will be working from home during the pandemic, as well as risk
assessments that must be undertaken prior to any member of staff returning to our campuses. More
information about steps to be taken before returning to campus appears on the University’s webpages
about How to come onto our campuses.
Additional advice will be available prior to moving to Targeted protection in relation to those individuals
who would require targeted support.
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Education Delivery
1. Face to Face lectures
Actions prior to Advanced protection
Training offered to academic staff to assist with delivering lectures remotely.
Standard set of IT kit for academic staff prepared and distributed, according to need.
Communication with students.
Advanced protection
There will be no in-person lectures/ seminars, with the exception, following approved risk assessments,
of courses defined by the DfE as being able to be delivered in person; other teaching events delivered
and engaged with remotely.
Actions prior to Enhanced protection
Training offered to academic staff to assist with delivering lectures remotely.
Communication with students.
Enhanced protection
Dual delivery, with essential teaching delivered face-to-face.
Actions prior to Sustained protection
Review undertaken of lectures to identify and prioritise those which should be delivered onsite. This
would include considerations regarding size of lectures that can be delivered (i.e. gatherings limited in
size means some lectures may be too large to deliver on site and will need to remain online). Some
lectures will be double taught to those on- and off-campus.
NB Tier 4 students may have specific requirements about attendance associated with their visas.
For those lectures that could be delivered on site, social distancing measures (e.g. seat gaps) would be
implemented, and room capacities and ventilation requirements identified.
Entry and exit strategies into and out of lectures and classes would be developed to maintain social
distancing.
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Sustained protection
Dual delivery. Lectures delivered on site if necessary, captured by Listen Again and engaged with
remotely.
Plans would remain in place for online delivery (i.e. Listen Again, Zoom, Moodle) noting that some staff
and students may still not be able to get to campus.
Actions prior to Targeted protection
Entry and exit strategies into and out of lectures to be continued follow the requirements of the
Premises Policy
All teaching spaces assessed for ventilation and associated maximum occupancies/use as described in
the Premises Policy.
Targeted protection
Expectation that the majority of teaching is delivered and engaged with on site, within University social
distancing guidelines, and following the requirements of the Premises Policy.
Depending on the needs of the course, options remain available for lectures to be delivered on site but
captured by Listen Again and engaged with remotely. Consequently, plans would remain in place for
online delivery (i.e. Listen Again, Zoom, Moodle) noting that some staff and students may still not be
able to get to campus. 1
2. Face to face seminars
Actions prior to Advanced protection
Training offered to academic staff to assist with delivering seminars remotely.
Standard set of IT kit for academic staff prepared and distributed, according to need.
Communication with students.
1 Department for Education – Higher education COVID-19 operational guidance – updated 19 July
2021 - https://www.gov.uk/government/publications/higher-education-reopening-buildings-and-
campuses/higher-education-covid-19-operational-guidance
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Advanced protection
There will be no in-person lectures/ seminars, with the exception, following approved risk assessments,
of courses defined by the DfE as being able to be delivered in person; other teaching events delivered
and engaged with remotely.
Actions prior to Enhanced protection
Training offered to academic staff to assist with delivering lectures remotely.
Communication with students.
Enhanced protection
Dual delivery, with essential teaching delivered face-to-face.
Location for capturing delivery will depend on requirements of the discipline and the availability of
equipment.
Actions prior to Sustained protection
As with lectures above.
Sustained protection
Seminars delivered on site if possible, captured by Listen Again and engaged with remotely.
As with lectures above.
Actions prior to Targeted protection
As with face to face lectures above.
Targeted protection
Expectation that the majority of seminars are delivered and engaged with on site, within University
social distancing guidelines, and following the requirements of the Premises Policy.
If this is not possible, seminars would be engaged with remotely, depending on the needs of the
course.
As with face to face lectures above.
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3. Supervision (capstone, PGT and PGR)
Actions prior to Advanced protection
Zoom rolled out to University community.
Clear lines of communication developed between supervisors and students to accommodate different
locations and with agreed methods of meeting, e.g. virtually.
Advanced protection
No face to face supervisions; all supervision conducted remotely.
Actions prior to Enhanced protection
Clear lines of communication developed between supervisors and students to accommodate different
locations and with agreed methods of meeting, e.g. virtually.
Enhanced protection
No face to face supervisions expected; supervision meetings conducted remotely, unless it is deemed
essential to meet in person (e.g. for review of lab-based work), in which case COVID-secure mitigations
must be in place.
Actions prior to Sustained protection
Ensure all office spaces that could conduct these meetings meet the requirements for social distancing.
Communications should be managed through Faculties and Departments to support all academic staff
in checking this. Consideration should be given to using different spaces if necessary, including use of
group spaces on campus, etc.
Sustained protection
Supervision would be conducted face to face with safety mitigations in place, where safe, appropriate
and required. If this would not be possible safely, or not required, supervision would be conducted
remotely.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those participants who are continuing to work
offsite and who may need targeted support.
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Targeted protection
Supervision would be expected to be conducted face to face with safety mitigations in place where
appropriate and required. If this is not possible safely, supervision would be conducted remotely.
4. Personal Tutor session
Actions prior to Advanced protection
Zoom rolled out to University community.
Advanced protection
Only undertake remote personal tutoring, with none being undertaken face to face.
Actions prior to Enhanced protection
Zoom rolled out to University community.
Enhanced protection
No face to face meetings expected; all personal tutor meetings conducted remotely, unless it is deemed
essential to meet in person, in which case COVID-secure mitigations must be in place. Guidelines for
personal tutoring must be followed.
Actions prior to Sustained protection
Ensure all office spaces that could conduct these meetings meet the requirements for social distancing.
Sustained protection
Guidelines for personal tutoring to be followed, with the expectation that it will be undertaken face to
face with safety mitigations implemented, wherever safe, appropriate and required (see advice from OH
on single occupancy rooms). If this is not possible safely, or not required, personal tutoring would be
conducted remotely.
Actions prior to Targeted protection
For sessions in teaching spaces – see face to face lectures above. Spaces for these meetings need to
include social distancing space.
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Review use of PT group sessions and, if necessary, only allow individual meetings to reduce multiple
students being in one place.
Targeted protection
Guidelines for personal tutoring to be followed, with the expectation that it will be undertaken face to
face with social distancing maintained, where appropriate and required. If this is not possible safely,
personal tutoring would be conducted remotely.
5. Professional services support within departments
Actions prior to Advanced protection
IT equipment provided to those who need it.
Zoom rolled out across the University.
Advanced protection
All support provided remotely.
Actions prior to Enhanced protection
Staff requirements for being on- or off-site considered.
Rotas established.
Enhanced protection
All services provided remotely with the exception of departments delivering essential teaching face-to-
face. The level of support provided will be decision by the HoD, with support from their Faculty
Manager.
Actions prior to Sustained protection
Where required, teams would come onto campus using rotas.
Sustained protection
Majority of support provided remotely. Professional services staff on site on a limited basis (no more
than 50% at any time).
Protocols and procedures in place to limit visitors to offices.
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Actions prior to Targeted protection
Ensure desks are thoroughly cleaned where desks are used by multiple staff members.
Ensure safety mitigation policies in place for open plan offices as per Premises Policy.
Ensure safety mitigation policies clear for people visiting offices.
Targeted protection
Professional services support would be provided on site with safety mitigations implemented, where
appropriate and required.
6. On campus teaching (and PGR work) requiring close
participation (e.g. laboratory teaching, sports
rehabilitation, nursing, media, hotel management),
excluding studio work.
Actions prior to Advanced protection
Virtual alternatives (e.g. virtual labs) identified and established.
ESSEXLab sessions reviewed and cancellation notices issued.
Advanced protection
Virtual alternatives (e.g. virtual labs) used for all close participation teaching work where possible, with
the exception, following approved risk assessments, of courses defined by the DfE as being able to be
delivered in person. ESSEXLab closed to all in-person uses (see below for time-critical research).
See below for research delivery using labs.
Actions prior to Enhanced protection
Risk Assessments undertaken for going ahead with some limited close participation teaching, using a
third of participants on site at any one time, and including protective measures that may be taken safely
as mitigations, in line with the Government’s COVID-19 Secure Guidance. Examples may be: data
collection through the use of team rotas, with analysis undertaken remotely; access to labs with
specialist statistical software managed within the Secure Guidance requirements.
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This includes the re-opening of labs. H&S review made of all labs prior to re-opening. All water
systems to be flushed prior to re-opening.
Enhanced protection
Where deemed essential, appropriate and safe, close participation teaching (including PGR work) to
take place, with no more than a third of teams on site at any one time.
Virtual alternatives used where this is not possible, and where available.
Actions prior to Sustained protection
Risk Assessments undertaken for re-starting remaining close participation teaching, using 50% of
participants on site.
H&S review made of all labs prior to re-opening. All water systems to be chlorinated prior to re-
opening.
Sustained protection
Where deemed appropriate and safe, close participation teaching (including PGR work) to re-
commence.
Virtual alternatives used where this is not possible, and where available.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those participants who are continuing to work
offsite and who may need targeted support.
Targeted protection
Where deemed appropriate and safe, close participation teaching (including PGR work) to continue for
those not considered vulnerable.
Virtual alternatives used where this is not possible, and where available.
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7. On campus studio work
Actions prior to Advanced protection
Clear communications to be shared with students about spaces available, and activities that can be
undertaken, and to ensure these are in line with risk assessments. These spaces will need to be
booked in advance. Students will be encouraged to undertake regular testing for use of any studio
space.
Advanced protection
Bookable studio spaces (not including break-out spaces) to be made available to individuals or small
groups from the same household in some studios for rehearsals and practice. Activities to be low-risk,
with limited equipment available. All activities to be in line with departmental risk assessments.
Actions prior to Enhanced protection
Requirements for essential on-site studio work identified, and alternatives identified, where necessary.
Enhanced protection
Essential studio work for students to go ahead if deemed safe following successful completion of risk
assessment. Alternative activities to be used where studio work is not essential, with mitigations in
place for catch-up work developed and communicated.
Actions prior to Sustained protection
Studio classes to run where possible and safe, including the observation of social distancing as
appropriate.
Sustained protection
Undertake risk assessment to identify how/where to extend activities in studio classes.
Actions prior to Targeted protection
Full use of studio classes to run where possible and safe, including the observation of social distancing
as appropriate.
Targeted protection
Studio classes to run where possible and safe, including the use of safety mitigations as appropriate.
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8. Use of off-campus (privately hired) teaching space
(e.g. for E15)
Actions prior to Advanced protection
Clear communication with third parties.
Advanced protection
No use made of off-campus spaces.
Actions prior to Enhanced protection
Clear communication with third parties.
Enhanced protection
Should off-campus use of space have been deemed safe previously during the pandemic, review risk
assessment to ensure continued confidence in safety levels.
If off-campus use of space had not been deemed safe previously during the pandemic, undertake risk
assessment for re-use of off-site facilities.
Actions prior to Sustained protection
Depending on results of risk assessment, and with approval from the Executive Dean, re-start off-
campus work, with social distancing and other required mitigations in place.
Sustained protection
Should off-campus use of space have been deemed safe under Sustained Protection, review risk
assessment to ensure continued confidence in safety levels.
If off-campus use of space had not been deemed safe under Sustained Protection, undertake risk
assessment for re-use of off-site facilities.
Actions prior to Targeted protection
Risk assessment of off-campus activity and space and implementation of identified mitigations.
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Targeted protection
Subject to risk assessment, and with approval from the Executive Dean, re-start off-campus work, with
social distancing and other required mitigations in place as necessary.
9. Fieldwork (teaching and research)
Actions prior to Advanced protection
Review all fieldwork planned and put in place cancellations.
Advanced protection
No fieldwork to take place.
Actions prior to Enhanced protection
Undertake a risk assessment of planned fieldwork. Identify possible alternatives that may be
undertaken safely.
Enhanced protection
Where essential, appropriate, permitted under Government regulations and deemed safe, following risk
assessment, fieldwork or identified, safe alternatives to go ahead.
Actions prior to Sustained protection
Undertake a risk assessment of planned fieldwork. Identify possible alternatives that may be
undertaken safely, where necessary.
Sustained protection
Where appropriate and deemed safe, following risk assessment, fieldwork or, where necessary,
identified, safe alternatives to go ahead.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those participants who are continuing to work
offsite and who may need targeted support.
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Targeted protection
Where appropriate and deemed safe, following risk assessment, fieldwork to go ahead for relevant
participants.
Academic Section – Academic
Services
10. PGR examination processes
A) Thesis submission
B) Viva examination
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
Actions prior to Targeted protection
Review whether remote vivas, or partial remote examination (I.e. External Examiner remote presence
but Internal Examiner present with candidate) can continue.
Targeted protection
A) Thesis submission will remain remote via electronic submission.
B) Vivas would be conducted face to face with social distancing maintained, where appropriate and
required. If this is not possible safely or not required, vivas would be conducted remotely.
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11. PGR Welcome Conference (PGRE Team)
Advanced protection
PGR Welcome Conference to be delivered remotely.
Enhanced protection
PGR Welcome Conference to be delivered remotely.
Sustained protection
PGR Welcome Conference to be delivered remotely.
Actions prior to Targeted protection
Review social distancing guidance at the time, and room availability, to ascertain whether on site
gathering can take place.
Targeted protection
PGR Welcome Conference to be delivered both on site and remotely, if deemed safe. Access, location
and format of the event must enable social distancing (if relevant in October) and remote delivery
enables those covered by targeted protection to join and engage too.
12. Examination delivery
Actions prior to Advanced protection
Implementation of approach to summer assessment.
Advanced protection
Winter Exams are all online. Senate has agreed that online is the default for exams for 2020-21, with
exceptions by approval.
Actions prior to Enhanced protection
Development of approach to summer assessment.
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Enhanced protection
Assessment will continue remotely, Wherever possible, examinations will not be run that require
students to be physically present on campus. This applies to all groups of taught students, both
undergraduate and postgraduate.
Sustained protection
Use agreed process for summer assessment.
Targeted protection
TBC
13. Exam Boards
Actions prior to Advanced protection
Implementation of approach to summer assessment. Remote delivery of Exam Boards. All exam
board work to be paperless in 2020.
Advanced protection
Exam boards in 2021 will be paperless and operated remotely.
Actions prior to Enhanced protection
Implementation of approach to summer assessment. Remote delivery of Exam Boards. All exam
board work to be paperless in 2020.
Enhanced protection
Exam boards in 2021 will be paperless and operated remotely.
Actions prior to Sustained protection
Some essential Exam Board roles could be undertaken on campus where office equipment is required
to fulfil the role and it’s appropriate and possible for the individuals involved.
Sustained protection
All exam board work to be paperless in 2021. Location to be agreed if required.
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Actions prior to Targeted protection
Some essential Exam Board roles could be undertaken on campus where office equipment is required
to fulfil the role and it’s appropriate and possible for the individuals involved.
Targeted protection
All exam board work to be paperless in 2021. Location to be agreed if required.
14. Certificate production and delivery
Actions prior to Advanced protection
E-Certificate process now available where hard copy certificates cannot be printed and mailed.
Advanced protection
E-Certificates now available. Paper production will be undertaken but can be delayed pending the
return to campus.
Actions prior to Enhanced protection
E-Certificate process now available where hard copy certificates cannot be printed and mailed.
Enhanced protection
E-Certificates now available. Paper production will be undertaken but can be delayed pending the
return to campus.
Actions prior to Sustained protection
E-Certificate process now available where hard copy certificates cannot be printed and mailed.
Sustained protection
Limited number of staff on campus to undertake this function.
Targeted protection
To be delivered from campus as usual.
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15. Course development and records
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
Targeted protection
Staff will be able to carry out tasks remotely. Return to campus can fit around phased return to allow
others to be on campus.
16. End of Year 1
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
Targeted protection
Staff will be able to carry out tasks remotely. Return to campus can fit around phased return to allow
others to be on campus.
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17. Management of Apprenticeships
Advanced protection
Undertake remotely
Enhanced protection
Undertake remotely
Sustained protection
Undertake remotely
Targeted protection
Specific staff will be able to continue to carry out tasks remotely whilst other staff are on campus if
required.
18. Facilitation of Summer Schools
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
Targeted protection
Specific staff will be able to continue to carry out tasks remotely whilst other staff are on campus if
required.
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19. Management of Partnerships
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
(Query over ability to produce transcripts and post to Partner Institutions – may need to be done on
campus).
Targeted protection
Specific team members will be able to continue to carry out tasks remotely, whilst other team members
are on campus where required.
20. Study Abroad
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
(Query over ability to produce transcripts and post to Partner Institutions – may need to be done on
campus).
Actions prior to Sustained protection
Screens for student desk to allow protection between staff and staff when operating face to face
student services.
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Sustained protection
Subject to the buildings being open on the Colchester campus, offer specific face to face student
services where required. Other team members to continue to work remotely.
Targeted protection
On a rotational basis, a proportion of team members will be able to continue to carry out tasks remotely,
whilst other team members are working on campus.
21. Creation of Teaching Timetable
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Undertake remotely.
Targeted protection
Staff will be able to carry out tasks remotely. Return to campus can fit around phased return to allow
others to be on campus.
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22. Student Meetings, e.g. Engagement, Academic
Offences, Student Conduct
Advanced protection
Undertake remotely.
Enhanced protection
Undertake remotely.
Sustained protection
Availability of meeting rooms which enabled compliance with social distancing requirements.
Sustained protection
Meetings could be conducted face to face where required and where social distancing can be
maintained. Where it was not possible to hold meetings safely, they could continue to be conducted
remotely.
Actions prior to Targeted protection
Ventilation assessments of meeting rooms undertaken to inform capacity
Availability of meeting rooms which enabled compliance with social distancing requirements.
Targeted protection
Meetings could be conducted face to face where required and where social distancing can be
maintained, if required. Where it was not possible to hold meetings safely, they could continue to be
conducted remotely.
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Academic Section – Student Life
23. Health Centre provision
Actions prior to Advanced protection
Review NHS guidance
Advanced protection
Operating in line with NHS guidance
Actions prior to Enhanced protection
Review NHS guidance
Enhanced protection
Operating in line with NHS guidance
Actions prior to Sustained protection
Review NHS guidance
Sustained protection
Operating in line with NHS guidance
Actions prior to Targeted protection
Review NHS guidance
Targeted protection
Operating in line with NHS guidance
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24. Student Wellbeing and Inclusivity Service (SWIS)
Advanced protection
Offer online service, with Skype/Zoom support
Enhanced protection
Predominantly remote delivery with face-to-face service focused on supporting students in emergency
circumstances and to enable support for students on campus.
Offer remote full Diagnostic Assessments as these are now possible.
Actions prior to Sustained protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Introduction of social distancing signage.
Sustained protection
Where support requires on campus facilities/ resources, some basic frontline service provided, with
reduced opening hours and staff on rotation.
One to one support provided remotely via Zoom, chat or email.
Continue with some remote plus some face-to-face full Diagnostic Assessments
Targeted protection
Services provided on site with social distancing maintained where appropriate and required, and
remotely.
25. Careers and Skills Support
Advanced protection
Services offered remotely.
Classes for career development learning and academic skills support delivered online.
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Enhanced protection
Services offered remotely.
Classes for career development learning and academic skills support delivered online.
Actions prior to Sustained protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Sustained protection
Some services continue to be offered remotely, with limited face-to-face activity.
Classes for career development and academic skills offered via dual delivery. Delivered on site if
necessary/possible and via webinar/online.
Targeted protection
Services provided on site with social distancing maintained where appropriate and required, and
remotely.
Teaching provided on site with blended/ online elements supporting those self-isolating.
26. Student Hub
Actions prior to Advanced protection
Phone and live chat service offered remotely.
Enhanced protection
Predominantly remote delivery with face-to-face service focused on supporting students in relation to:
Accommodation key issues; Registration Cards and RTS; and for students in emergency
circumstances.
Actions prior to Sustained protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Provide some capacity for limited numbers of staff to work in office space.
Introduction of social distancing signage.
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Purchase and installation of Perspex screens.
Sustained protection
Limited frontline service provided, with staff on rota basis.
Remote support continuing for phone, email and live chat enquiries.
Targeted protection
Services provided on site with social distancing maintained where appropriate and required. Some
remote support continuing.
27. Finance advice
Advanced protection
Service offered remotely
Enhanced protection
Service offered remotely
Actions prior to Sustained protection
Introduction of social distancing signage.
Purchase and installation of Perspex screens.
Sustained protection
Noting this service is predominately delivered via SIT or email and appointment if needed, service
predominantly delivered remotely.
Targeted protection
As above
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28. Hardship support
Advanced protection
Reduced service offered remotely. Issuing of accommodation keys for arriving students or those
requiring replacements has been agreed to be delivered by Security from the Information Centre.
Enhanced protection
Offer online service, with Skype/Zoom support
Actions prior to Sustained protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Evaluation of space available for staff
Introduction of social distancing signage.
Purchase and installation of Perspex screens.
Sustained protection
As above - offer face to face and online service, with Skype/Zoom support
Targeted protection
As above
29. Accommodation advice
Advanced protection
Reduced service offered remotely
Enhanced protection
Reduced service offered remotely
Actions prior to Sustained protection
Introduction of social distancing signage.
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Purchase and installation of Perspex screens.
Sustained protection
Subject to the buildings being open on the relevant campus, offer limited face to face support. If
numbers are limited, reduced service offered remotely.
30. Residence Life
Advanced protection
A fully virtual service delivered remotely via zoom and email; flat programmes and other essential Res
Life support delivered virtually.
RAs providing weekly virtual drop-in to support students living on and off campus.
Enhanced protection
A fully virtual service delivered remotely via zoom and email; flat programmes and other essential Res
Life support delivered virtually.
RAs providing weekly virtual drop-in to support students living on campus.
Actions prior to Sustained protection
Maintain off site working for most staff until clarity re sustainability of return to office working is known.
Sustained protection
When permitted, offer some outdoor socially distanced programmes where possible, with remote
support and alternative options delivered via zoom and email.
RAs providing weekly virtual drop-in to support students living on campus
Targeted protection
Service provided in person with social distancing maintained where appropriate and required.
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31. Registration and Welcome activity
Advanced protection
Online delivery for those limited students studying on campus, plans are underway for contactless
receipt of registration card via post or from a still-staffed point on campus.
Enhanced protection
Online delivery
Very limited back office administration tasks undertaken on campus
Actions prior to Sustained protection
Plan in-person activity with social distancing and other constraints taken into account
Sustained protection
Online with some face to face activity should social distancing and other government advice permit
Actions prior to Targeted protection
Plan in-person activity with social distancing and other constraints taken into account
Targeted protection
Online with some face to face activity with social distancing.
32. Critical incident helpline
Advanced protection
Expanded Student Information Team (SIT) capacity, staffed by team and volunteers remotely.
Enhanced protection
Expanded SIT capacity, staffed by team and volunteers remotely.
Sustained protection
Expanded SIT capacity, staffed via team and volunteers on site and remotely.
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33. Faith Centre
Actions prior to Advanced protection
Review government and religious organisations’ advice.
Advanced protection
Services at designated places of worship not supported on campuses following advice from the local
Directors of Public Health. This position will be reviewed should the public health advice change.
Actions prior to Enhanced protection
Review government and religious organisations’ advice.
Enhanced protection
Services at designated places of worship may be attended, with safety provisions in place, subject to
advice from the local Directors of Public Health and following Government guidelines and the provisions
of approved risk assessments.
Actions prior to Sustained protection
Review government and religious organisations’ advice.
Sustained protection
Services at designated places of worship may be attended, with safety provisions in place, subject to
advice from the local Directors of Public Health. If worship goes ahead and following Government
guidelines and the provisions of approved risk assessments.
Actions prior to Targeted protection
Review government and religious organisations’ advice.
Engagement with Chaplain and team to ensure actions in line with that of other religious organisations.
Targeted protection
Collective forms of worship on campus if deemed safe, with social distancing guidelines followed
where required, and remote activities.
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Academic Section – Academic
Registrar’s Office
34. Day to day Academic Registrar’s Office activity
Advanced protection
Delivered remotely
Enhanced protection
Delivered remotely
Sustained protection
Delivered remotely until such time as staff can be accommodated appropriately
Targeted protection
Delivered remotely until such time as staff can be accommodated appropriately
35. Receipt and distribution of Biometric Residents’
Permits (BRPs) and Right to Study checks
Actions prior to Advanced protection
Arrangements to be put in place to manage ID checks online and transfer BRPs from University to
students in line with Home Office guidance
Advanced protection
Online immigration and ID document checks. Where students are in Colchester BRPs will be ready for
collection from the Post Room on campus, BRPs for students outside Colchester will be posted via
Special Delivery
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Actions prior to Enhanced protection
Consider staff and space availability, and volume of BRPs expected, to allow function to be carried out
on campus. Identify suitable, and available, location for issue of documents to students.
Enhanced protection
Very limited presence on campus to support international students and to safeguard immigration
compliance
Actions prior to Sustained protection
Assess staff and space availability.
Sustained protection
If Student Services Hubs are open process can continue as usual. Otherwise use arrangements as
identified for Enhanced protection
Actions prior to Targeted protection
Identify staff capacity
Targeted protection
As before.
36. Immigration advice
Advanced protection
Full service offered remotely
Enhanced protection
Full service offered remotely
Sustained protection
Subject to the buildings being open on the relevant campus, consider offering limited face to face
support noting that full service can be effectively offered remotely.
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Targeted protection
Offer limited face to face support. Service can be effectively offered remotely as required.
37. Confirmation of Acceptance of Studies (CAS) issues
Advanced protection
Full service offered remotely
Enhanced protection
Full service offered remotely
Sustained protection
Full service offered remotely
Targeted protection
Full service can be offered remotely or on campus, does not require in-person contact with students
38. Checking and image capture of immigration
documentation
Actions prior to Advanced protection
Monitor Home Office concessions and announcements
Advanced protection
Images to be provided, checked and stored digitally
Actions prior to Enhanced protection
Monitor Home Office concessions and announcements
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Enhanced protection
Images to be provided, checked and stored digitally by students, pending Home Office Concession
Actions prior to Sustained protection
Consider alternatives to usual practice of handling of original documents. Monitor Home Office
concessions and announcements
Sustained protection
Deliver service in person but with extra measures to ensure minimum amount of document handling
and adherence to social distancing
Actions prior to Targeted protection
Consider alternatives to usual practice of handling of original documents. Monitor Home Office
concessions and announcements
Targeted protection
Deliver service in person but with extra measures to ensure minimum amount of document handling
and adherence to social distancing
39. Student Voice and surveys activity
Advanced protection
Remote delivery. The NSS campaign along with UKES and PTES surveys will be digital first, with use
of social, digital media, and Moodle to promote survey completion.
Enhanced protection
Remote delivery. Also essential non student contact activity if needed.
Sustained protection
Remote delivery. With limited essential tasks to be delivered on campus i.e. distribution of posters and
promotion of survey
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Targeted protection
Offer limited face to face Service
Research Delivery and Knowledge
Exchange
40. Delivery of funded research activities not requiring
on site facilities
Actions prior to Advanced protection
PIs to consider options and, where necessary, contact funders in conjunction with Postaward team.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Undertake risk assessment for undertaking on-site activities.
PIs to consider options and, where necessary, contact funders in conjunction with Postaward team.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
None.
Sustained protection
Undertake where appropriate, using split (50/50) teams on site, if on site required.
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Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are vulnerable to re-
commence on site work.
Targeted protection
Undertake primarily on site, where appropriate, with those who cannot continuing to work off site until
advised otherwise.
Plan B: working from home where possible.
41. Delivery of funded research activities requiring on
site facilities
Actions prior to Advanced protection
PIs to consider options and, where necessary, contact funders in conjunction with Postaward team.
Undertake risk assessment for continuing with any on-site activities.
Advanced protection
Considered on a case by case basis by HOD.
Predominantly delivered and engaged with remotely. Time-critical lab work may be permitted on site,
following approved risk assessments and regular asymptomatic testing for all individuals involved.
Actions prior to Enhanced protection
PIs to consider options and, where necessary, contact funders in conjunction with Postaward team.
Undertake risk assessment for undertaking essential on-site activities.
Enhanced protection
Considered on a case by case basis by HOD.
Where essential and approved, following a risk assessment, research lab work to be re-started by a
small team (ideally no more than a third), with additional safety mitigations put in place where
necessary, using standard operating procedures.
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Actions prior to Sustained protection
Undertake risk assessment for expanding on-site activities.
Contact funders to advise of any restrictions to ability to undertake research.
Sustained protection
Considered on a case by case basis by HOD, informed by a risk assessment.
Where required and approved, research lab work to continue or re-start, ideally using two teams on
rotation, small team, and with additional safety mitigations put in place where necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake research primarily on site, where appropriate, with those who cannot continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
42. Delivery of PGR activities not requiring on site
facilities
Actions prior to Advanced protection
Communication between PGR students and supervisors to determine location for work and equipment
needs
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Undertake risk assessment for undertaking on-site activities
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Enhanced protection
Undertake remotely where possible. Where office use is considered essential, a successful risk
assessment must be undertaken by the department, and any mitigations implemented prior to re-
occupation. Any PGR office space should be used at any time by no more than a third of its occupants
Actions prior to Sustained protection
None.
Sustained protection
Undertake where appropriate, using PGR office occupancy on rotation (50/50), if on site required.
Actions prior to Targeted protection
Identification, confidentially, of those PGR students who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who cannot continuing to work off site until
advised otherwise.
Plan B: working from home where possible.
43. Delivery of PGR activities requiring on site facilities
Actions prior to Advanced protection
Communication between PGR students and supervisors to determine location for work and equipment
needs
Undertake risk assessment for continuing with any on-site activities.
Advanced protection
Considered on a case by case basis by HOD.
Predominantly delivered and engaged with remotely. Time-critical lab work may be permitted on site,
following approved risk assessments and regular asymptomatic testing for all individuals involved.
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Actions prior to Enhanced protection
Undertake risk assessment for undertaking on-site activities.
Enhanced protection
Considered on a case by case basis by HOD.
Where essential and approved, following a risk assessment, research lab work to be undertaken by a
small team (ideally no more than a third), with additional safety mitigations put in place where
necessary, using standard operating procedures.
Actions prior to Sustained protection
Undertake risk assessment for expanding on-site activities.
Contact funders to advise of any restrictions to ability to undertake research.
Sustained protection
Considered on a case by case basis by HOD, informed by a risk assessment.
Where required and approved, research lab work to be re-started, ideally using two teams on rotation,
small team, and with additional safety mitigations put in place where necessary.
Actions prior to Targeted protection
Confidential review of those researchers who are continuing to work offsite and who may need targeted
support.
Targeted protection
Undertake research primarily on site, where appropriate, with those who cannot continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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44. REF environment statements
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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45. REF Impact case studies
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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46. REF governance and sign off
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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47. REF institutional environment statement
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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48. Research output production
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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49. Management of grant claims for existing awards -
research ethics activities
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Staff to ensure they have IT equipment necessary for working from home.
Enhanced protection
Undertake primarily remotely except where access to campus is required for essential work (no more
than one third on site at any one time).
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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50. Support for preparation and submission of research
proposals and contracts team
Actions prior to Advanced protection
Staff to ensure they have IT equipment necessary for working from home.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
Undertake risk assessment to field staff on site.
Enhanced protection
Undertake primarily remotely except where access to campus is required for essential work (no more
than one third on site at any one time).
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement 50/50 team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those researchers who are continuing to work
offsite and who may need targeted support.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
Plan B: working from home where possible.
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51. Student Enterprise and Entrepreneurship
Actions prior to Advanced protection
All Studio X users notified of closure.
Advanced protection
Studio X closed to users. No face to face events – online delivery only.
Team to work remotely.
Actions prior to Enhanced protection
Activate user key cards. Implement social distancing.
Additional signage in Studio X to implement social distancing.
Rota system for users if necessary.
Enhanced protection
Studio X closed to users. No face to face events – online delivery only.
Team to work remotely.
Actions prior to Sustained protection
Put in place measures to facilitate safe return.
Sustained protection
Implement increased (50/50) team rota for staff coming onto site, as necessary.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those staff who are continuing to work offsite
and who may need targeted support.
Deactivate rota.
Targeted protection
Undertake primarily on site, where appropriate, with those who are vulnerable continuing to work off
site until advised otherwise.
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Plan B: working from home where possible.
52. Engagement with potential and current external
research partners (incl. KTP project meetings)
Actions prior to Advanced protection
Research partners kept informed.
Advanced protection
Undertake remotely.
No business travel.
All meetings conducted remotely.
Digital marketing activities continue at reduced level but all events and face to face follow-up paused.
Actions prior to Enhanced protection
Consider policy and guidelines around UK business travel.
Enhanced protection
Undertake remotely.
Essential business travel only if permissible under University and government guidelines and capacity
of host premises to meet required social distancing requirements.
All meetings conducted remotely as first option. Digital marketing activities continue at reduced level
but all events and face to face follow-up paused.
Actions prior to Sustained protection
Put in place measures to facilitate safe management of visitors on campus.
Sustained protection
UK business travel resumed only if permissible under University and government guidelines and
capacity of host premises to meet social distancing requirements.
Public transport to be avoided with private cars preferred (subject to University policy compliance)
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Meetings conducted remotely where possible.
In person event attendance resumed where events are considered essential and where compatible with
social distancing.
Actions prior to Targeted protection
Confidential OH review undertaken of the possibility of those staff who are continuing to work offsite
and who may need targeted support.
Targeted protection
Business as usual, with those who are vulnerable continuing to work off site until advised otherwise.
Plan B: working from home where possible.
Library and Cultural Services
53. Loans and access to physical collections
Actions prior to Advanced protection
Review risk assessments relating to planned operations under advanced protection and identify
adjustments that may be required to enable services to run.
Advanced protection
Access to physical collections at all 3 campuses available via click & collect (Mon, Wed & Fri in
Loughton).
Scan & deliver service also available from stock at Colchester.
Extended loan periods in place.
Students can return books through the automatic book sorter in Colchester, via a book return slot in
Southend and by contacting staff in Loughton.
Laptop loans available at all 3 campuses.
72 hour quarantine in place for returned books and laptops.
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Special Collections is closed to in-person visitors but material is accessible via scan and deliver and
object-based learning sessions. Priority will be given to Essex staff and student for scan and delivery
services.
Actions prior to Enhanced protection
Review furlough arrangements.
Liaison with SBC about plans for the Forum.
Enhanced protection
Albert Sloman Library – click and collect service with social distancing and with small staff teams.
Scan and deliver service for articles/book chapters not available online.
Loughton Library and IT centre open for booked study spaces and booked printing, and browsing slots,
Monday- Saturday.
The Forum – click and collect service and limited browsing/self-service operated by SBC colleagues, in
line with government guidance for public libraries.
Students can return books through the automatic book sorter in Colchester and, via a book return slot
in Southend and Loughton.
Actions prior to Sustained protection
Review risk assessments for Colchester and Loughton.
Review furlough arrangements.
Provide refresher training, reorientation and updates.
Undertake housekeeping to prepare the environment.
Contact suppliers to ensure continuity of deliveries during revised opening hours.
Sustained protection
Access to browsing reinstated for upper floors.
Reduced opening hours and restricted numbers accessing the library.
Loughton - reduced opening hours with restricted numbers accessing the library.
At the Forum provision of frontline services dependent on SBC.
Recalls and reservations for items on loan remain suspended at Colchester and Loughton.
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Recalls reinstated at The Forum, fines suspended and may thereafter be waived on a case by case
basis.
Individual postgraduate students and academic staff may access special collections for research, either
in person or via scanning services. Priority access will be given to internal visitors. External visitors may
be granted access as per the Director’s discretion on a case by case basis.
Actions prior to Targeted protection
Standardise loan periods, reinstate recalls and reservations.
Set up system for returning books from students who have left – possible national reciprocal
arrangement and/or postal services (costs).
Contact Reassurance to confirm availability of out of hours staff; continue with reduced ASL opening
hours if necessary.
Return to usual opening hours at Loughton and ASL, rota staff for full service, depending on staff
resource available.
Targeted protection
Guidance followed for social distancing.
Normal opening hours for ASL used, dependent on availability of Reassurance staff. Reduced hours in
place if staff resource unavailable.
Individual postgraduate students and academic staff may access special collections for research, either
in person or via scanning services. External visitors will be granted access, but priority will be given to
internal users.
Normal opening hours in place for Loughton, dependent on staff resource available and
appropriateness of unstaffed opening.
Opening hours in Southend dependent on agreement with Southend Borough Council, but expected to
be as normal.
Standard loan periods, recalls and reservations back in place.
Upper floors/ collections and study spaces open.
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54. Provision of digital, content and online resources
Actions prior to Advanced protection
Manage remotely, subject to publisher /provider and network resilience.
Advanced protection
Manage remotely, subject to publisher /provider and network resilience.
Actions prior to Enhanced protection
Continue to manage remotely, subject to publisher /provider and network resilience.
Enhanced protection
Continue to manage remotely with a small number of office-based staff on rotation, subject to publisher
/provider and network resilience
Actions prior to Sustained protection
Continue as normal, mainly managed remotely with a small number of office-based staff on rotation,
and subject to publisher /provider and network resilience.
Sustained protection
Continue as normal, managed remotely, with a small number of office-based staff on rotation, subject to
publisher /provider and network resilience.
Actions prior to Targeted protection
Managed on campus (some staff may continue to work at home some of the time)
Targeted protection
Managed primarily on campus, with some staff working from home if necessary.
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55. Provision of study spaces
Actions prior to Advanced protection
Review risk assessments relating to planned operations under advanced protection and identify
adjustments that may be required to enable services to run.
Advanced protection
Albert Sloman Library and Loughton library open for study space bookings (Mon, Wed, Fri in
Loughton).
SBC Forum Library closure is subject to SBC decisions, expected to remain closed to visitors.
Study space bookings available in the Learning Hub.
Actions prior to Enhanced protection
Liaise with SBC re. plans for The Forum.
Enhanced protection
Albert Sloman Library – bookable study spaces, including PC spaces, available in the LRR via booking
system.
Special collections room closed to visitors with the exception of Essex PGR students and academic
staff accessing special collections for research via a booking system. External visitors may be granted
access at the Director’s discretion on a case by case basis.
Loughton Library and IT centre will be open for booked study spaces and booked printing, Monday-
Saturday.
The Forum Library in Southend study spaces closed to visitors, subject to SBC plans.
Actions prior to Sustained protection
Risk assessment undertaken of re-opening further spaces in libraries.
Social distancing signage in place with guidance on hygiene precautions for library users; preparation
for opening with restrictions on numbers accessing the building.
Sustained protection
ASL: Restrictions on numbers entering the building but all spaces open for study.
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Loughton Library/IT centre open with restrictions on numbers and social distancing via a booking and
check-in system.
Forum Library actions subject to SBC decisions.
Actions prior to Targeted protection
Review risk assessment at Colchester.
Loughton – return to usual opening hours, depending on staff resource available and suitability of
unstaffed opening.
Forum Library – dependent on SBC decisions.
Targeted protection
Guidance followed for social distancing.
Upper floors of ASL and study spaces open using usual opening hours, dependent on availability of
Reassurance/University staff resource.
Individual postgraduate students and academic staff may access special collections for research, either
in person or via scanning services. External visitors will be granted access, but priority will be given to
internal users.
Study spaces in Loughton open using usual hours, depending on staff resource available and suitability
of unstaffed opening.
Study spaces open using hours as agreed with SBC.
Learning Hub available 24/7.
56. Helpdesk and enquiry services
Actions prior to Advanced protection
Continue to provide helpdesk and enquiry services online.
Advanced protection
Services delivered by staff working from home or in the library, via live chat, email or phone.
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Actions prior to Enhanced protection
Review of staff currently on furlough.
Enhanced protection
Services delivered remotely by staff working from home or in the library offices, via live chat, email or
phone.
Limited staffing of the InfoPoint in The Forum for brief face-to-face enquiries observing relevant
mitigations (longer enquiries to be answered via Zoom).
Actions prior to Sustained protection
Prepare new rotas for reduced numbers of staff and reduced opening hours.
Sustained protection
Frontline service provided, with reduced opening hours.
Live chat availability continued.
One to one support provided remotely via Zoom, chat or email.
Forum Info Point staffed for simple enquiries with in-depth support provided remotely; re-opening of
Forum Library frontline services dependent on SBC decisions.
Library Induction & Information Literacy training predominantly provided online via webinar/Zoom.
Loughton helpdesk staffed with check-in system for library users.
Actions prior to Targeted protection
Return to usual opening hours assuming Reassurance support is available for overnight cover at ASL.
If not, adjust opening hours accordingly.
Info Point at Forum staffed (Forum opening hours depend on SBC decisions).
Continue to provide one to one support remotely and via live chat as part of usual service.
Targeted protection
Guidance followed for social distancing.
Normal opening hours for ASL used, dependent on availability of Reassurance staff. Reduced hours in
place if staff resource unavailable.
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Normal opening hours in place for Loughton.
Limited staffing of InfoPoint in the Learning Hub by Library staff.
Information literacy training provided via blended approach
57. Interlibrary loans/document delivery
Actions prior to Advanced protection
Implement remote management.
Advanced protection
Managed remotely for digital document delivery only, subject to British Library resilience.
Actions prior to Enhanced protection
Continue with remote management.
Enhanced protection
Managed remotely for digital document delivery only, subject to British Library resilience.
Actions prior to Sustained protection
Continue to manage remotely for digital and print document delivery, subject to British Library
resilience.
Sustained protection
Managed remotely for digital and print document delivery, subject to British Library resilience.
Actions prior to Targeted protection
Managed on campus.
Targeted protection
Managed on campus.
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58. ESCALA & University Art Collections
Actions prior to Advanced protection
Implementation of all remote services.
Closure of all physical spaces
Advanced protection
Physical access to the Art Collection is closed; continuing to provide online access and support through
our object-based learning sessions, Zoom, and email.
Actions prior to Enhanced protection
Complete risk assessments for staff members required to attend campus
Draft user journey mapping in advance of sustained protection
Enhanced protection
Access to the Art Collections is for internal staff and students only at this time, with appointments
limited to one-hour slots.
All other contact to be via Zoom.
Encourage digital interactions with collections through social media and online catalogue/website
Produce informal videos on artworks in collections for social media and Vimeo
Staff to condition check artwork when safe to do so
No exhibitions in the Library foyer space
Actions prior to Sustained protection
Undertake housekeeping to prepare physical environment in Constable Building.
Distribution of masks and gloves.
Work to make changes to accommodate increased functionality of website
Adjust furniture in the ESCALA space to create public and staff spaces for viewing appointments
Write and disseminate guidelines for social distancing in ESCALA space, to be disseminated to
students via email and visible within the space.
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Ensure there is additional cleaning equipment and hand sanitiser
Sustained protection
ESCALA space in Constable Building to open under very limited capacity, a maximum of 3 staff or
students with one-hour appointments to view artworks, with strict adherence to social distancing.
Access to the University Art Collection is for internal staff and students only at this time, with
appointments limited to one-hour slots.
All other contact to be via Zoom.
Continue to encourage digital interactions with collections through social media and online
catalogue/website
No teaching to take place in ESCALA space (TBC)
Actions prior to Targeted protection
Regular deep cleaning of ESCALA space to continue
Targeted protection
ESCALA space in Constable Building open under very limited capacity due to ventilation issues; a
maximum of 6 staff or students with one-hour appointments to view artworks, with strict adherence to
social distancing.
No teaching to take place in ESCALA Teaching and Research space due to ventilation issues.
Exhibitions in the Library foyer space to resume
Guidance followed for social distancing
58a. Arts and Art Classes
Actions prior to Advanced protection
All staff working from home.
IT equipment support for home working.
Gap analysis undertaken for key service delivery.
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Advanced protection
Online arts activities and exhibitions only.
Review exhibitions and events, working with artists and curators to expand online activities for students,
or cancel.
Actions prior to Enhanced protection
Key event organisers only on site, following social distancing.
Event organiser to ensure government guidelines are met, liaising with H&S to complete Risk
Assessment of each event.
IT equipment support for home working.
Enhanced protection
Arts classes and exhibitions on site, with limited numbers, social distancing, and following government
advice.
Events outside when and where possible.
Actions prior to Sustained protection
Key event organisers only on site, following social distancing.
Event organisers to ensure government guidelines are met, liaising with H&S to complete Risk
Assessment of each event.
IT equipment support for home working.
Sustained protection
Arts classes on site, with limited numbers, social distancing, and following government advice.
Recognition of the importance of IRL creative events for students’ wellbeing.
Online arts activity provision for students not on campus.
Actions prior to Targeted protection
Key event organisers only on site.
Event organiser to ensure government guidelines are met, liaising with H&S to complete Risk
Assessment of each event.
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Targeted protection
Arts classes and exhibitions on site, following government guidelines.
Recognition of the importance of IRL creative events for students’ wellbeing.
Online arts activity for students not on campus.
On site services and facilities
(UoE): Catering
59. On campus Essex food outlets
Actions prior to Advanced protection
Review government advice and liaise with OH.
Advanced protection
As enhanced protection plus:
Take-away services only. This will be in Canteen, Buffalo Joe’s and Crumbs.
Just Eat Delivery option available for delivery to on campus residences.
Cashless only to mitigate risk of cash handling.
Increased use of premade foods purchased in light of reduced staffing.
Reinforced social distancing messaging, guidance and implementation
Monitor staff and student usage and review weekly, considering total closure if/when required.
Actions prior to Enhanced protection
Review government advice and liaise with OH.
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Enhanced protection
All Essex Food outlets will operate in accordance with Government guidelines, and therefore give
students the same opportunities in our facilities as they would get off campus.
All catering outlets takeaway, delivered food service only or via outside tables.
Use of Just Eat options and offer delivery throughout the day.
Use of click and collect service for staff, where possible.
Continued delivery of meal plans and food boxes to self-isolating students.
Ensure all cutlery and crockery is single use and given by staff on request.
Cashless payments only.
All jugs of water and glasses to be removed from all units.
All food to be covered whilst on display.
Sanitiser units in all areas front and back of house.
Air-con not used.
Access to back of house areas restricted to essential staff only.
Ensure use of masks and adherence to social distancing guidance.
Regular monitoring of all these actions.
Actions prior to Sustained protection
*Any reopening would be dependent on government recommendations.
Purchase and use of full disposable PPE for staff where appropriate, to include aprons, gloves and
masks. Ensure any additional units considered for opening are deep cleaned.
Reintroduction of restaurant seating based on government guidelines whilst maintaining social
distancing Review staffing levels with a view to unfurloughing a number of staff whilst maintaining
minimum numbers to allow safe social distancing protocol.
Reengage with suppliers to ensure product availability.
Engage with SU to understand and agree holistic approach to catering offer on campus.
Review viability of delivered catering option, particularly in Southend.
Ensure the recommissioning of all catering equipment in areas likely to reopen.
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Sustained protection
Re-open identified outlets with heightened focus on hygiene of front and back of house.
All restaurant tables to be cleaned after every use should the decision be taken to reintroduce
restaurant service.
All uncovered food displays to be covered or removed.
Porters to where gloves as handling food waste.
Storeman to wear gloves as handling deliveries.
CAs to wear PPE appropriate for each given task Ensure safe distance between tables
Single use crockery and cutlery used.
Review queue management and ensure safe distance between customers.
Continue to offer primarily takeaway options to reduce gatherings.
Access to back of house areas restricted to essential staff only.
Retain cashless as a default payment method.
Actions prior to Targeted protection
Review of staffing structure, unfurloughing of required staff and management of rotas and annual leave.
Ensure the recommissioning of all catering equipment in all areas
Ensure all units are deep cleaned and strict cleaning schedules are in place
Review of cash, floats and safes in preparation for moving away from cashless only payments.
Targeted protection
As for Sustained protection except:
Re-opening of catering outlets for visitors, following guidance for social distancing if required.
Mask wearing enforced for takeaway only venues.
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60. Essex Food staffing
Actions prior to Advanced protection
Review government advice and liaise with OH.
Advanced protection
Skeleton/essential staff to run units that are open, all others working remotely where possible.
Shifts allotted to all available permanent staff on a rota basis.
Management rota introduced.
All annual leave and lieu hours used by end of March.
Consider shutting if minimum staffing numbers are not achieved through Govt. recommendations on
key workers.
Actions prior to Enhanced protection
Review government advice and liaise with OH.
Enhanced protection
Implement reduced on-site staffing levels reflecting agreed services. Take advantage of furlough
scheme and redeployment.
Implement staff bubbles where operationally possible and utilise small unit specific teams
Ensure supply of correct PPE to all staff on duty.
Sustained protection
Implement reduced on-site staffing levels reflecting agreed services.
Actions prior to Targeted protection
Review staffing levels based on business needs whilst maintaining minimum numbers to allow safe
social distancing protocol if required.
Ensure robust management of staff annual leave entitlement.
Ensure all staff have PPE as required.
Utilise all staff flexibly across all areas to ensure minimal use of agency and on demand staff.
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Targeted protection
Staff on-site where possible, following OH framework.
Office/admin staff to follow work from home policy where possible without affecting operational need of
the business.
61. Essex Food service delivery and continuity
Actions prior to Advanced protection
Contact all suppliers and contractors to ensure continuity of service in line with requirements.
Advanced protection
Manage delivery on-site and remotely.
Actions prior to Enhanced protection
Contact all suppliers and contractors to ensure continuity of service in line with requirements.
Enhanced protection
Manage delivery on-site and remotely.
Actions prior to Sustained protection
Contact all suppliers and contractors to ensure continuity of service in line with requirements.
Sustained protection
Manage delivery on-site and remotely.
Actions prior to Targeted protection
Contact all suppliers and contractors to ensure continuity of service in line with requirements.
Targeted protection
Manage delivery on-site.
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On site services and facilities
(UoE): Sport
62. Student Sports Clubs
Actions prior to Advanced protection
Review government advice
Advanced protection
All student sports club sessions cancelled
Actions prior to Enhanced protection
Review government advice
Enhanced protection
Student sports clubs closed during lockdown, but potentially able to proceed under less restrictive
Government requirements, in line with any local tier restrictions and HE exemptions in place at the
time.
More details to be released as government and national sporting bodies’ guidance is published.
Actions prior to Sustained protection
Risk assessment taken of re-starting student sports clubs
Sustained protection
Clubs re-commence in line with government and NGB guidelines and additional control measures
identified in risk assessments
Actions prior to Targeted protection
Risk assessment taken of re-starting student sports clubs
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Targeted protection
Clubs operate in line with government and NGB guidelines and additional control measures identified in
risk assessments
63. External Sports Clubs and Group Activity Bookings
Actions prior to Advanced protection
Review government advice
Advanced protection
External sports clubs cancelled
Actions prior to Enhanced protection
Review government advice
Enhanced protection
All external bookings suspended.
Actions prior to Sustained protection
Risk assessment of re-starting external sports clubs and group activities
Sustained protection
External sports clubs re-commence in line with government and NGB guidelines and additional control
measures identified in risk assessments
Actions prior to Targeted protection
Risk assessment of re-starting external sports clubs and group activities
Targeted protection
External sports clubs and activities operating with some restrictions on vulnerable individuals
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64. Essex Sport Facilities - general
Actions prior to Advanced protection
Prepare to close Sports facilities
Advanced protection
Closed to students, staff and public customers.
Government-approved elite sport activities to continue in line with government and NGB guidelines and
additional control measures identified in risk assessments
Actions prior to Enhanced protection
Undertake risk assessment for opening sports facilities
Liaison with any external agencies using the sports facilities (e.g. NHS).
Social distancing to be observed in reception areas.
Screens installed at reception.
Staff training to be implemented on social distancing and cleaning requirements.
Changing facilities and showers closed for general use by customers.
General cleaning follows government advice on cleaning in non-healthcare settings
Staff to wear PPE whilst cleaning.
Enhanced protection
Sports facilities and gym closed for general use during lockdown, but potentially able to open under
less restrictive Government requirements, in line with any local tier restrictions and HE exemptions in
place at the time. Any Government requirements in place to be followed.
Actions prior to Sustained protection
Marketing campaign to engage previous customers.
Undertake risk assessment for re-opening of sports facilities.
Liaison with any external agencies using the sports facilities (e.g. NHS).
Social distancing to be observed in reception areas – signage installed
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Screens installed at reception.
Staff training to be implemented on social distancing and cleaning requirements.
Changing facilities and showers closed for general use by customers.
General cleaning follows government advice on cleaning in non-healthcare settings
Staff to wear PPE whilst cleaning.
Sustained protection
Facilities re-open with Covid-secure operating procedures in place.
Community/public users and events to be able to access facilities again.
Actions prior to Targeted protection
Re-instatement of more on-demand staff would be necessary to return to longer operating hours
Training required for on-demand staff on cleaning requirements.
Targeted protection
Essex Sport facilities operate dependent on availability/ recruitment of on-demand staff.
Safety mitigations followed.
Restrictions on use by vulnerable individuals
65. Essex Sport Gym
Actions prior to Advanced protection
Prepare to close gym.
Advanced protection
Closed
Actions prior to Enhanced protection
Review government guidance and requirements.
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The Essex Sport Gym could only open during EP on the following basis, dependent on government
advice:
Signage in place to instruct users to observe social distancing
CV equipment spaced by social distance by putting some items out of use
Weights areas spaced by social distance by putting some stations out of use
‘Functional’ area used by marking out 3mx3m areas with floor tape
Overall capacity limit imposed on number of users in gym at any time
Signage in place and cleaning materials in place at each station with instruction to users to clean
after use
Enhanced protection
Sports facilities and gym closed for general use during lockdown, but potentially able to open under
less restrictive Government requirements, in line with any local tier restrictions and HE exemptions in
place at the time. Any Government requirements in place to be followed.
Actions prior to Sustained protection
Marketing campaign required to engage previous customers.
The Essex Sport Gym able to re-open on the following basis:
Signage in place to instruct users to observe social distancing
CV equipment spaced by 2m by putting some items out of use
Weights areas spaced by social distance by putting some stations out of use
‘Functional’ area used by marking out 3mx3m areas with floor tape
Overall capacity limit imposed on number of users in gym at any time
Signage in place and cleaning materials in place at each station with instruction to users to clean
after use
Sustained protection
Facilities re-open with Covid-secure operating procedures in place
Essex Sport Gym re-opens to public members.
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Actions prior to Targeted protection
Recall of on-demand staff would be required to return to longer opening hours.
Staff training with on-demand staff would be required on enhanced cleaning requirements
Targeted protection
Essex Sport Gym operates, implementing all safety mitigations.
Restrictions in place for use by vulnerable individuals
66. Fitness Classes
Actions prior to Advanced protection
Prepare to cancel classes.
Communicate with class attendees.
Advanced protection
Provision of live online classes and access to an extensive library of recorded classes.
Actions prior to Enhanced protection
Digital content increased with live and recorded virtual fitness class content.
Reduced capacity of classes with 3 x 3m square area demarcated per participant with floor tape
Majority of classes delivered by on-demand staff, who will need to be recalled.
Enhanced protection
Provision of live online classes and access to an extensive library of recorded classes.
Government requirements followed for fitness classes.
Actions prior to Sustained protection
Marketing campaign required to engage previous customers.
Enhanced timetable of greater frequency of fitness classes with reduced capacity.
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Digital content increased with live and recorded virtual fitness class content.
Reduced capacity of classes with 3 x 3m square area demarcated per participant with floor tape
Majority of classes delivered by on-demand staff, who will need to be recalled.
Sustained protection
Fitness classes operate in line with government advice
Actions prior to Targeted protection
Increases in fitness class capacity reviewed in-line with government advice
Targeted protection
Restrictions in place for vulnerable individuals
67. Individual Hire of Facilities
Advanced protection
All facilities closed
Actions prior to Enhanced protection
Undertake risk assessment for re-introducing some socially-distanced sporting activities
Enhanced protection
Some individual or two-person activities permitted in line with government guidelines
Actions prior to Sustained protection
Undertake risk assessment for re-introducing group sporting activities and events alongside solo
activities in-line with government activities
Sustained protection
Group sporting activities re-introduced in line with government guidelines
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Actions prior to Targeted protection
Undertake risk assessment for re-opening all activities.
Targeted protection
Group sporting activities continue in line with government guidelines
68. Elite sports activities
Actions prior to Advanced protection
Review government guidance and exemptions pertaining to elite sport activities
Advanced protection
Government-defined elite basketball teams to train and play matches in line with government and NGB
guidelines and control measures identified in risk assessments
Actions prior to Enhanced protection
Review government guidance and exemptions pertaining to elite sport activities,
Review risk assessment for allowing elite teams to train and play matches.
Enhanced protection
Government-defined elite basketball teams to train and play matches in line with government and NGB
guidelines and control measures identified in risk assessments
Actions prior to Sustained protection
Review government guidance and exemptions pertaining to elite sport activities
Sustained protection
Government guidance followed for the elite sport activities
Actions prior to Targeted protection
Review government guidance and exemptions pertaining to elite sport activities
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Targeted protection
Government guidance followed for the elite sport activities
69. Children’s Courses and Holiday Camps (incl.
CHUMS)
Actions prior to Advanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings
Advanced protection
All activities cancelled
Actions prior to Enhanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Enhanced protection
To run only where permitted under Government guidelines, and where judged to be safe following
approved risk assessments
Actions prior to Sustained protection
Marketing campaign required to engage previous customers
Risk assessment of re-starting children’s activities
Sustained protection
Activities re-commence in line with government and NGB guidelines and control measures identified in
risk assessments
Actions prior to Targeted protection
Marketing campaign required to engage previous customers
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Risk assessment of re-starting children’s activities
Targeted protection
Activities re-commence in line with government and NGB guidelines and control measures identified in
risk assessments
70. Large Scale Sporting Events (over 100 people), e.g.
External Hire of Essex Sport Arena (Superleague
Netball), Derby Day, Sports Awards Dinner
Actions prior to Advanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Advanced protection
All activities cancelled
Actions prior to Enhanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Enhanced protection
To run only where permitted under Government guidelines, and where judged to be safe following
approved risk assessments
Actions prior to Sustained protection
Risk assessment taken of re-commencing large scale sporting events, in line with government advice
Sustained protection
Sporting events re-commence in line with government and NGB guidelines and control measures
identified in risk assessments
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Actions prior to Targeted protection
Risk assessment taken of re-commencing large scale sporting events, in line with government advice
Targeted protection
Sporting events re-commence in line with government and NGB guidelines and control measures
identified in risk assessments
71. Essex Sport Outreach and In-reach activities (visits
to/from schools, work experience)
Actions prior to Advanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Advanced protection
All outreach/in-reach activities cancelled
Actions prior to Enhanced protection
Risk assessment prepared and approved for re-starting activities
Enhanced protection
To run only where permitted under Government guidelines, and where judged to be safe following
approved risk assessments
Actions prior to Sustained protection
Risk assessment prepared and approved for re-starting activities
Sustained protection
To run only where permitted under Government guidelines, and where judged to be safe following
approved risk assessments.
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Actions prior to Targeted protection
Risk assessment prepared and approved for re-starting activities
Targeted protection
Activities take place in line with risk assessments
72. Meetings on/off-campus with external organisations
Actions prior to Advanced protection
Prepare to cancel all meetings.
Communicate with those who would be expected to attend.
Advanced protection
All on-campus meetings cancelled
Actions prior to Enhanced protection
Prepare to cancel all non-essential meetings.
Communicate with those who would be expected to attend.
Enhanced protection
Only essential on-campus meetings, observing social distancing guidelines to take place, others to be
virtual.
All meetings with external organisations to be virtual
Actions prior to Sustained protection
Prepare to cancel non-essential meetings.
Communicate with those who would be expected to attend.
Sustained protection
Only essential on-campus meetings, observing social distancing guidelines to take place, others to be
virtual.
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Actions prior to Targeted protection
Risk assessment taken of re-opening all activities.
Targeted protection
Activities re-commence if deemed safe and following social distancing guidelines, if required.
73. Site Visits from Contractors for
Inspections/Maintenance (Sport)
Advanced protection
Permission for contractors to attend for essential works only
Enhanced protection
Permission for contractors to attend for essential works only
Actions prior to Sustained protection
Permission granted for contractors to attend for inspections and maintenance where social distancing
measures can be observed
Actions prior to Targeted protection
Permission granted for contractors to attend for inspections and maintenance where social distancing
measures can be observed, if required.
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On site services and facilities: SU
74. SU clubs and societies
Actions prior to Advanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Advanced protection
No events or room bookings.
Virtual society activity sustained as much as possible.
Actions prior to Enhanced protection
Prepare to cancel all activities.
Communicate with those who have made bookings.
Enhanced protection
To run only where permitted under Government guidelines, and where judged to be safe following
approved risk assessments. Virtual society activity sustained as much as possible.
Actions prior to Sustained protection
Risk Assessment taken for the re-opening of some activities.
Inform members of societies of the required social distancing measure.
Sustained protection
Some room bookings allowed.
Keep virtual activity sustained as much as possible.
Actions prior to Targeted protection
Risk assessment taken of re-opening all activities.
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Targeted protection
Clubs re-opened if safe, within government guidelines and regulations.
75. SU bars and catering outlets: SU Bar, SU Bar Food,
Starbucks, Top Bar and MOA
Actions prior to Advanced protection
Review government advice.
Advanced protection
As enhanced protection plus:
Providing essential food availability for residents in accommodation
Limited outlets open for take-away services only.
Cashless service provision in light of limited cash/ change available on campus.
Increased use of premade foods purchased in light of reduced staffing.
Actions prior to Enhanced protection
Review government advice.
Enhanced protection
All venues and outlets operating in accordance with Government requirements.
All catering outlets offering takeaway or delivered food service only or via outside tables.
Heightened focus on hygiene of front and back of house.
All uncovered food displays to be covered or removed.
Porters, CAs and Stores staff to wear gloves
Single use crockery and cutlery introduced
Review queue management and ensure safe distance between customers
Air-con not to be used
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Access to back of house areas restricted to essential staff only.
Actions prior to Sustained protection
Purchase and distribution of PPE in line with Government Guidelines.
Sustained protection
Staff to wear gloves when handling food waste.
Staff to wear gloves when handling deliveries.
Review pre-order and collection service.
Actions prior to Targeted protection
NB re-opening dependent on government regulations.
Risk assessment undertaken of re-opening all catering outlets.
Targeted protection
As for Sustained protection except:
Re-opening of catering outlets for visitors, following government guidelines and regulations, if required.
76. Sub Zero
Actions prior to Advanced protection
Prepare to close nightclub.
Advanced protection
Nightclub closed
Actions prior to Enhanced protection
Prepare to close nightclub.
Enhanced protection
Nightclub closed
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Actions prior to Sustained protection
None.
Sustained protection
Nightclub closed
Actions prior to Targeted protection
Risk assessment undertaken of re-opening nightclub.
Targeted protection
Nightclub re-opens if deemed safe within government guidelines and regulations.
77. SU Shops; The Store, Extra Store, Mini Store, The
Kitchen, everythingEssex and Post office
Actions prior to Advanced protection
Review government advice
Advanced protection
The SU store open in line with government advice; potential to move to serving only from the hatch.
Online ordering and halls delivery system.
Social distancing followed at all times.
Actions prior to Enhanced protection
Review government advice
Introduction of social distancing signage.
Use of Perspex screens.
Enhanced protection
All shops open.
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Social distancing in all SU shops.
Actions prior to Sustained protection
Review government advice
Sustained protection
All shops serving according to government requirements and industry standards.
Actions prior to Targeted protection
Review government advice
Targeted protection
As for Sustained protection except:
Re-opening of shops for visitors, within government guidelines and regulations, if required.
78. SU Advice
Advanced protection
Service continues remotely through online/phone delivery
Enhanced protection
Service continues remotely through online/phone delivery
Actions prior to Sustained protection
Under risk assessment of re-opening face to face service
Sustained protection
Limited face-to face service if deemed safe. Service continues remotely through online/phone delivery
Actions prior to Targeted protection
Review government advice
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Targeted protection
Expect to be offering on-site service as well as online appointments.
79. SU Reception
Advanced protection
Service continues remotely through online/phone delivery
Enhanced protection
Service continues remotely through online/phone delivery
Actions prior to Sustained protection
Under risk assessment of re-opening face to face service
Sustained protection
Limited face-to face service if deemed safe. Service continues remotely through online/phone delivery
Actions prior to Targeted protection
Review government advice
Targeted protection
Expect to be offering on-site service.
80. SU Education team
Advanced protection
Service continues remotely through online/phone delivery
Enhanced protection
Service continues remotely through online/phone delivery
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Actions prior to Sustained protection
Under risk assessment of re-opening face to face service
Sustained protection
Limited face-to face service if deemed safe. Service continues remotely through online/phone delivery
Actions prior to Targeted protection
Review government advice
Targeted protection
Expect to be offering on-site service.
81. Students’ Union Societies
Advanced protection
Maintain online communications links remotely with societies
Enhanced protection
Maintain online communications links remotely with societies
Actions prior to Sustained protection
Review government advice
Sustained protection
Limited society activity, in line with government and social distancing guidelines.
Maintain online communications links remotely with societies
Actions prior to Targeted protection
Review government advice
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Targeted protection
Expect society activity to continue, following government guidelines and regulations, if required.
82. SU Homes
Advanced protection
Reduced service continues remotely through online/phone delivery
Enhanced protection
Reduced service continues remotely through online/phone delivery
Actions prior to Sustained protection
Risk assessment to be conducted
Sustained protection
Following government guidelines the office to re-open and guidelines to be followed.
Actions prior to Targeted protection
Review government advice and risk assessment
Targeted protection
Expect to be offering on site service.
83. SU Lounge, Southend
Advanced protection
SU Lounge expecting to offer takeaway service.
Actions prior to Enhanced protection
Purchase and installation of Perspex screen.
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Development of process for managing social distancing and limiting numbers.
Enhanced protection
Social distancing in Lounge.
Actions prior to Sustained protection
None.
Sustained protection
Social distancing in Lounge.
Actions prior to Targeted protection
Review of social distancing plan in line with government guidance.
Targeted protection
Expectation to move to business as usual, within government guidelines.
84. SU Office, Southend and Just Play
Advanced protection
Office closed; all interactions are remote
Enhanced protection
Office closes and all staff are given the choice to work remotely. Just Play is cancelled. If the office is
open the door is closed and people are required to knock and wait to allow social distancing
Actions prior to Sustained protection
Review government advice for for returning to work (SU Office) and for sports facilities (Just Play).
Sustained protection
Office closes and all staff are given the choice to work remotely. If the office is open the door is closed
and people are required to knock and wait to allow social distancing.
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Actions prior to Targeted protection
Review government advice for sports facilities.
Targeted protection
Expect to offer activities as usual, within government guidelines, if required.
85. Corbett Theatre Café and bar, and Roding House
Loughton
Actions prior to Advanced protection
Review government advice.
Advanced protection
All venues and outlets operating in accordance with Government requirements.
Actions prior to Enhanced protection
Review government advice.
Enhanced protection
All venues and outlets operating in accordance with Government requirements.
Actions prior to Sustained protection
Purchase and distribution of PPE in line with Government Guidelines.
Sustained protection
Staff to wear gloves when handling food waste.
Staff to wear gloves when handling deliveries.
Review pre-order and collection service.
Actions prior to Targeted protection
NB re-opening dependent on government regulations.
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Risk assessment undertaken of re-opening all catering outlets.
Targeted protection
As for Sustained protection except:
Re-opening of catering outlets for visitors, following government guidance and regulations, if required.
Recruitment and Admissions
86. Admissions
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
All staff working from home unless line manager confirms that this is not an option for individual staff on
a case by case basis.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
All staff working from home unless line manager confirms that this is not an option for individual staff on
a case by case basis.
Actions prior to Sustained protection
Review space available to staff, and investigate the sustainability of staff continued working from home.
Only consider staff being able to work on campus if home working unsuitable, and/or we can model
safe distancing in office.
N. B – would not be viable to have same staff working at home and on site due to equipment needs etc.
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Actions prior to Sustained protection
Subject to the buildings being open on the relevant campus, offer limited return to office opportunities
for staff who have problems working from home.
Maintain admissions enquiries function virtually. Remainder of staff working from home.
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Only allow staff whose home working is not sustainable to return to office, if spacing/safety allows.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue
to work from home until business as usual returns.
87. Confirmation of Acceptance of Studies (CAS)
issuing
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
All staff working from home unless line manager confirms that this is not an option for individual staff on
a case by case basis.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
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Enhanced protection
All staff working from home unless line manager confirms that this is not an option for individual staff on
a case by case basis.
Actions prior to Sustained protection
Review space available for staff.
As above for Admissions.
Sustained protection
Subject to the buildings being open on the relevant campus, offer limited face to face support.
Remainder of staff working from home.
Actions prior to Targeted protection
As above – maintain off site service until clarity re longer term sustainability of return to campus.
Targeted protection
Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue
to work from home until business as usual returns.
88. Recruitment and outreach off campus
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Advanced protection
Review situation re updated guidance of all areas will be visiting/type of activity, including Govt advice
for working in schools
Consider Public Health England (PHE) guidance re containment/cancelling events.
For all non UK based staff, guidance on travel in own country/region to be followed, with office
use/travel/activity undertaken in line with relevant requirements.
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Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
In school delivery considered on individual basis and risk assessments completed.
Enhanced protection
Review situation in light of updated guidance of all areas staff would be visiting and/or the type of
activity, and including Government advice for working in schools. All activities only to go ahead
following approved risk assessment and implementation of mitigating actions.
Consider PHE guidance re containment/cancelling events.
Actions prior to Sustained protection
Review situation re updated guidance of all areas will be visiting/type of activity.
Consider PHE guidance re containment/cancel events.
Move provision to virtual activity and support as available.
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc. as needed.
In school delivery considered on individual basis and risk assessments completed.
Sustained protection
Follow schools' requests and general guidance.
Actions prior to Targeted protection
Work from home and respond to guidance on opening schools/requests from schools.
Provide activity via online/virtual activity as available.
No campus-based activity until wider relaxation of social distancing. Review sustainability of staff
working from home and prioritise any staff who need to return to office/review space etc as needed.
Targeted protection
Guidance on visits to schools followed with risk assessments in place per visit.
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Undertake recruitment travel as allowed/sensible based on UK and other Govt guidance. And
consideration of quarantine etc.
89. Recruitment and outreach on campus
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Advanced protection
Cancel or postpone. Management engagement via online activity, including virtual open days as
appropriate.
Manage engagement via online activity or in line with schools policies for managing COVID secure
premises.
For all non UK based staff, guidance on travel in own country/region to be followed, with office
use/travel/activity undertaken in line with relevant requirements.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Enhanced protection
Focus on virtual open days as appropriate.
Manage engagement via online activity or in line with schools policies for managing COVID secure
premises.
Activities considered essential may go ahead following approved risk assessment and implementation
of mitigating actions.
Actions prior to Sustained protection
Assess which country/events/ markets are opening up for face to face activity.
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc as needed.
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Sustained protection
Consider travel/events on a case by case basis.
Cancel or postpone where appropriate.
Manage engagement via online and virtual activity or in line with schools policies for managing COVID
secure premises.
Actions prior to Targeted protection
Confirm relevant guidance on travel to specific countries/consider quarantine on return etc.
Virtual activity planned until this point.
Targeted protection
Teams to continue to work from home until business as usual returns,
Open days, applicant days and school visits restart, if safe to do so. Risk assessments in place per
visit.
90. Use and management of Customer Relationship
Management (CRM) systems
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Advanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
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Enhanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
Actions prior to Sustained protection
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc as needed.
Sustained protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
Actions prior to Targeted protection
As above – no priority to return to office until clarity re longer term situation.
Targeted protection
Teams to continue to work from home until business as usual returns.
91. Enquiry management and agent management
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
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Enhanced protection
Work delivered by staff working from home.
Actions prior to Sustained protection
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc as needed.
Sustained protection
Work delivered by staff working from home.
Actions prior to Targeted protection
As above – no priority to return to office working, although some access to office might be required.
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc as needed.
Targeted protection
Teams to continue to work primarily from home until business as usual returns.
92. Wider recruitment and conversion activity
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
For all non UK based staff, guidance on travel in own country/region to be followed, with office
use/travel/activity undertaken in line with relevant requirements.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
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Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
Actions prior to Sustained protection
Review sustainability of staff working from home and prioritise any staff who need to return to
office/review space etc as needed.
Sustained protection
Work delivered by staff working from home via online and virtual activity.
Review travel based on guidance in relevant markets etc.
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Limited numbers of staff on site (if needed to support on-campus events), following social distancing
guidelines. Remainder of teams to continue to work from home until business as usual returns.
93. Wider travel
Actions prior to Advanced protection
Review FCO advice
Advanced protection
Work delivered by staff working from home (as before). Review all advice re containment.
For all non UK based staff, guidance on travel in own country/region to be followed, with office
use/travel/activity undertaken in line with relevant requirements.
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Actions prior to Enhanced protection
Review FCO advice
Enhanced protection
Work delivered by staff working from home (as before). Review all advice re containment
Actions prior to Sustained protection
Review all advice re containment and travel in relevant market.
Allow some staff to travel if business need and safe to do so.
Consider any quarantine issues as relevant – but allow to be managed via home working.
Sustained protection
Work delivered by staff working from home.
Actions prior to Targeted protection
No further planning until wider international/global position clarified.
Targeted protection
Travel undertaken only if safe and in accordance with University guidelines.
Risk assessment in place for each trip.
94. Market intelligence
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home.
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Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home (as before, with review of any individual need to return and
spacing in office).
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Sustained protection
Work delivered by staff working from home (as before, with review of any individual need to return and
spacing in office).
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue
to work from home until business as usual returns.
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Communications and events
95. Website
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home unless line manager confirms that this is not an option for
individual staff on a case by case basis. Key staff to come on site and manage social distancing etc.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Sustained protection
Work delivered by staff working from home, unless line manager confirms that this is not an option for
individual staff on a case by case basis. with key staff allowed on site in line with social distancing
guidance/office space.
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Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue
to work from home until business as usual returns.
96. Social media
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home. Key staff to come on site.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
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Gap analysis undertaken of resources needed for key service delivery
Sustained protection
Work delivered by staff working from home (as above).
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Work toward an average 2 days per week in the office (subject to government restrictions) flexed in
discussion with team members depending on role, circumstances and business need.
97. Internal communications
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home. Key staff to come on site.
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Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Sustained protection
Work delivered by staff working from home, with review of individuals needs to work in office.
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Work toward an average 2 days per week in the office (subject to government restrictions) flexed in
discussion with team members depending on role, circumstances and business need.
98. External communications
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Advanced protection
Work delivered by staff working from home.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
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Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Work delivered by staff working from home. Key staff to come on site.
Enhanced focus of communications on supporting understanding and awareness of COVID-19
measures.
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Sustained protection
Work delivered by staff working from home (as above).
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Work toward an average 2 days per week in the office (subject to government restrictions) flexed in
discussion with team members depending on role, circumstances and business need.
99. Reception services (Colchester)
Actions prior to Advanced protection
Prepare off site processes to manage reception services.
Review on weekly basis.
Advanced protection
Move to limited reception cover, with non-face to face arrangements/ in place for most services,
including phone line
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Ensure answerphone updates if university campuses need to move to restricted opening.
Actions prior to Enhanced protection
Prepare off site processes to manage reception services.
Review face to face provision on weekly basis
Enhanced protection
Level of face-to-face reception services retained in response to current need.
Move to non-face to face arrangements/use answerphone to provide updates if university campuses
need to move to restricted opening.
Actions prior to Sustained protection
Introduction of social distancing signage.
Purchase and installation of Perspex screens.
Health and safety review of working environment.
Sustained protection
Subject to the buildings being open on the relevant campus, offer limited face to face service
Actions prior to Targeted protection
Plan for return to campus, with relevant social distancing measures in place as required.
Furloughed staff re-called to work.
Targeted protection
Reception re-opens, following social distancing guidelines.
100. Reception services (Southend)
Actions prior to Advanced protection
Social distancing signage and Perspex screens installed.
RA reviewed and updated as required.
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Advanced protection
Subject to the buildings being open in Southend, offer limited face to face support.
Monday to Friday: one Receptionist working on campus and one working from home.
Saturday: one Receptionist working from home.
Hours and mode of operation to be kept under review relative to levels of other activity on campus.
Actions prior to Enhanced protection
Furloughed staff re-called to work (if required)
Social distancing signage and Perspex screen installed.
Health and safety review of working environment.
Enhanced protection
Subject to the buildings being open in Southend, offer limited face to face support.
One Receptionist working on campus and one working from home.
Hours and mode of operation to be kept under review relative to levels of other activity on campus.
Actions prior to Sustained protection
Social distancing signage and Perspex screens installed.
Health and safety review of working environment.
Furloughed staff re-called to work (if required)
Sustained protection
Subject to the buildings being open in Southend, offer limited face to face support.
Subject to social distancing requirements in place at the time, one Receptionist working on campus and
one working from home.
Actions prior to Targeted protection
Plan for return to campus, with relevant social distancing measures in place if required.
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Targeted protection
Number of Receptionists dependent on social distancing requirements in place at the time. If no
requirement for social distancing, Reception will return to pre-pandemic on-campus staffing levels.
Plan B: Reception will continue on campus.
101. Alumni engagement
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Advanced protection
Work delivered by staff working from home.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery.
Enhanced protection
Work delivered by staff working from home. Key staff to come on site.
Actions prior to Sustained protection
IT equipment provided to all staff working from home, where required.
Review individual staff needs to return to campus alongside space issues.
Sustained protection
Work delivered by staff working from home.
Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
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Potentially provide some capacity for limited numbers of staff to work in office space.
Targeted protection
Limited numbers of staff on site, following social distancing guidelines. Remainder of teams to continue
to work from home until business as usual returns.
102. Events
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
All events now planned to be delivered virtually.
Advanced protection
No events
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Gap analysis undertaken of resources needed for key service delivery
Enhanced protection
Essential events may go ahead only in line with government regulations and following approved risk
assessments.
Actions prior to Sustained protection
Manage events programme virtually and online.
Plan any additional events from January 2021.
Sustained protection
Events may go ahead in line with government regulations and following approved risk assessments.
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Actions prior to Targeted protection
Maintain off site working for most staff until clarity re sustainability of return to office working.
Potentially provide some capacity for limited numbers of staff to work in office space.
Plan events programme from April 2021 in line with social distancing/ business needs as required.
Targeted protection
Events may go ahead in line with government regulations and following approved risk assessments,
where necessary.
Digital Innovation and Technology
Services
103. Provision of key IT services
Actions prior to Advanced protection
Implementation of all remote services.
Closure of all physical ITS personnel spaces. Colchester – Selected PC Labs open to ensure that on
campus students can maintain social distancing
Actions relating to the Forum dependent on liaison with SBC.
Advanced protection
Majority of staff remote working. Key staff to come on site if necessary.
Selected IT Labs to remain open with social distancing measures implemented.
Actions prior to Enhanced protection
Identify services that may be run remotely.
Ensure that mitigations are in place for services that must be delivered on site.
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Enhanced protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Sustained protection
Key staff to come on site.
Offices and labs cleaned before return.
Safe Systems of Work advice guides (SSOW) written and distributed
Continual pan-university review of computer lab configurations to meet or exceed the prevailing health
advice at that time.
Quantity of open central IT labs to be determined collaboratively in order to maintain social distancing in
line with volume of use (correlated to people on campus and methods of delivery) and service
availability/quality requirements.
Management of contractors to be conducted by key ITS staff on site via SSOW. Contractors to work to
Covid-19 specific Risk Assessment Methods Statements (RAMS) and to be monitored by ITS key staff.
H&S (ITS or other) to support technical teams in reviewing Covid-19 specific RAMS.
ISP engineers visiting campus to be escorted by either ITS key staff or patrol staff in line with the
impact and urgency relating to the visit. SSOW to be followed when escorting ISP engineers.
Key ITS-Infrastructure staff to work on a rota to provide continual on-site presence in support of critical
services and projects. Staffing levels will be set to maintain social distancing in office space, using
prevailing safe methods of work, whilst avoiding lone working.
Sustained protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Targeted protection
Key staff on site.
Targeted protection
Staff on site, following social distancing guidelines.
Some teams to continue to work from home until business as usual returns.
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104. Dual mode teaching AV installations
Actions prior to Advanced protection
Review government advice and engage with supplier to understand these terms and impact on
delivery.
Advanced protection
Ensure that contractor has SSOW in place and understands the process of getting access to the
University.
Actions prior to Enhanced protection
Review government advice and engage with supplier to understand these terms and impact on
delivery.
Enhanced protection
Enhanced staff awareness and vigilance with hygiene and take note of risk groups: Consider restricting
'at risk' individuals to areas of less risk (restricted access to contractors only). Contact contract
company for guidance on how they want to continue and their ability to deliver against programme.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
No additional actions required.
Actions prior to Targeted protection
Review timetable and see if scope or time scales can be adjusted.
Targeted protection
On site AV support for teaching.
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105. IT Helpdesk
Advanced protection
Reduced service offered remotely.
Enhanced protection
Reduced service provided remotely.
Sustained protection
Online support providing the service.
Actions prior to Targeted protection
Introduction of social distancing signage.
Targeted protection
IT Helpdesk working remotely.
106. Provision of telephony services
Actions prior to Advanced protection
All IT all workplaces to be “high cleaned”. Purchase of sanitising cloths to enable staff to clean work
surfaces at the start and end of the day. The purchase of facemasks/gloves (to be worn at all times
when entering and exiting electrical risers and other areas of telephony services).
Advanced protection
Majority of staff remote working. Key staff to come on site if necessary.
Actions prior to Enhanced protection
All tasks should be subjected to RAMS.
All contractors managed by telephony services must include COVID-19 controls within their RAMS
before any work commences or issue of PTW. All RAMS to be forwarded to H&S coordinator for
comment. The H&S coordinator will provide assistance in the control of contractors whilst on site.
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Enhanced protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Sustained protection
Communication with Estates and Contractors to maintain access to risers etc to complete essential
work.
Sanitising cloths to be provided for either A) all telephone handsets OR B) all telephony handsets on
‘hot-desks’ (desks/phones used by multiple different people) - depending on availability of sanitising
cloths etc.
Where possible – people should use Zoom with their ‘bring your own’ USB headset/microphone rather
than sharing phone receiver.
Sustained protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Targeted protection
Sanitising cloths to be provided for either A) all telephone handsets OR B) all telephony handsets on
‘hot-desks’ (desks/phones used by multiple different people) - depending on availability of sanitising
cloths etc.
Where possible – people should use Zoom with their ‘bring your own’ USB headset/microphone rather
than sharing phone receiver.
Targeted protection
Face-to-face support provided, following social distancing guidelines.
107. Management of online learning solutions
Advanced protection
Majority of staff remote working. Key staff to come on site if necessary.
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Actions prior to Enhanced protection
It is likely that certain staff in particular roles may require the provision of two computer monitors,
keyboard and mouse for home working or in some circumstances a PC set up on campus and at home
Enhanced protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Sustained protection
Return to campus risk assessment compliance
Sustained protection
Majority of staff remote working. Key staff to come on site.
Targeted protection
Online support for staff and students.
108. Provision of remote support to home workers
Advanced protection
Majority of staff remote working. Key staff to come on site if necessary.
Enhanced protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Sustained protection
Return to campus risk assessment compliance
Sustained protection
Majority of staff remote working. Key staff to come on site.
Actions prior to Targeted protection
Return to campus risk assessment compliance
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Targeted protection
Remote support provided.
Security and patrol officers
109. Security and patrol officers staffing
Actions prior to Advanced protection
In Southend fully utilise agency security to infill any staff shortages with particular attention to night fire
watch at Uni Sq. accommodation
Annual leave may be cancelled
Advanced protection
Continue as normal and monitor self-isolation requests. In fill with agency staff should minimal levels
not be met by in house staff.
Actions prior to Enhanced protection
In Southend fully utilise agency security to infill any staff shortages with particular attention to night fire
watch at Uni Sq. accommodation
Continue with COVID marshals to emphasis compliance to Govt. guidelines
Emphasis on recruitment round.
Ensure use of correct PPE for all staff, and in particular when entering accommodation buildings.
Enhanced protection
Continue as normal and monitor self-isolation and sickness requests.
In fill with agency staff should minimal levels not be met by in house staff
Emphasis on recruitment round.
Continue with COVID marshals to emphasis compliance to Govt. guidelines.
Ensure use of correct PPE for all staff, and in particular when entering accommodation buildings.
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Actions prior to Sustained protection
Continue as normal and monitor self-isolation requests. In fill with agency staff should minimal levels
not be met by in house staff.
In Southend fully utilise agency security to infill any staff shortages with particular attention paid to night
fire watch at Uni Sq. accommodation.
Annual leave may be cancelled.
Sustained protection
Continue as normal with staffing of agency to minimal levels and service arrangements.
Use In house cover for overtime and continue Community Safety Marshals for COVID safety patrols.
Actions prior to Targeted protection
Recruitment would be required to get back to normal staffing levels at Colchester and Southend.
Ensure staffing cover is in place for shortages during return to normal whilst recruitment is ongoing.
Return to normal rostering and leave policy.
Targeted protection
Normal service resumes, with usual rostering and leave policy implemented.
Social distancing guidelines would be followed.
110. Security and patrol officers service delivery
Actions prior to Advanced protection
Messaging/Comms to all non-critical departmental staff and contractors to stay away from campus, and
a list of staff deemed critical to be circulated.
Advanced protection
Emergency response only to self-isolation buildings.
Rigorous implementation of social distancing protocol to be maintained and foot patrols to be aware
and ensuring compliance.
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Lockdown of buildings not in use. This is essential to the safety of the campus given the limited security
resource available.
Consideration for increased welfare support required.
Enhanced protection
Emergency response only to self-isolation buildings.
Lockdown of buildings not in use continually reviewed.
Consideration for increased welfare support both face to face and on call services.
Continue with COVID marshals to emphasis compliance to Govt. guidelines. Particularly in
accommodation and larger social spaces.
Actions prior to Sustained protection
Review of buildings to be re-opened.
Notice required of staff or students returning to work on campus as normal or remaining to work at
home
Removal of carpark closures.
Sustained protection
Emergency response only to self-isolation buildings.
Lockdown of buildings not in use.
Decrease the response around social distancing challenges.
Consideration for increased welfare support required.
Full-Service Provision resumes with COVID PPE and protocols
Actions prior to Targeted protection
Open all buildings as normal.
Respond to all incident and assistance calls as normal.
Increase PPE reserves of hand gel, gloves if needed for officers at all three campuses
Actions prior to Targeted protection
Normal service resumes, with all buildings open.
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Social distancing guidelines would be followed.
ECS Customer Services Section
111. Management of contractor access and key
distribution
Actions prior to Advanced protection
Review staffing requirements
Advanced protection
Minimum 1 x Contractor Management operatives (from a multi-skilled pool of 10) required on site.
Enhanced Social distancing measures implemented – Closed door working with no face to face contact
and communication via telephone and utilisation of the key drop box to transfer contractor keys.
Enhanced cleaning protocol for transferred items.
Actions prior to Enhanced protection
Review staffing requirements
Enhanced protection
Those who are able to come onto campus do so to ensure essential services are maintained. Minimum
1 x Contractor Management operatives (from a multi-skilled pool of 10) required on site.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Those who are able to come onto campus do so. Minimum 2 x Contractor Management operatives
(from a multi-skilled pool of 9) required on site. Maintain closed door approach implemented in
Advanced protection stage.
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Actions prior to Targeted protection
Re-engage appropriate furloughed staff in relation to the operational requirement.
Assess current operational structure to ensure staff/roles are appropriate to the ongoing business
requirement.
Targeted protection
Staff back on site as appropriate.
112. Maintaining helpdesk Work Order management
and customer liaison
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Remote working possible (9 trained staff, 8 with VPN and necessary facilities to work from home)
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Undertake remotely
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Remote working possible (8 trained staff, 8 with VPN and necessary facilities to work from home)
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Actions prior to Targeted protection
Re-engage appropriate furloughed staff in relation to the operational requirement.
Assess current operational structure to ensure staff/roles are appropriate to the ongoing business
requirement.
Targeted protection
Staff back on site as appropriate.
113. Maintaining Operational Customer
Communication activity
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Only undertake remote work activity.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Those who are able to come onto campus do so where it is essential for completion of the activity.
Remote working possible for this activity.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Those who are able to come onto campus do so. Remote working possible for this activity.
Actions prior to Targeted protection
Re-engage appropriate furloughed staff in relation to the operational requirement.
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Targeted protection
Staff back on site as appropriate.
114. Maintaining support for essential IT systems
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Only undertake remote work activity.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Those who are able to come onto campus do so where it is essential for completion of the activity.
Remote working possible for this activity.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Those who are able to come onto campus do so. Remote working possible for this activity.
Actions prior to Targeted protection
No additional actions required.
Targeted protection
Staff back on site as appropriate.
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115. Maintaining Support and logistical planning for
Core Activities.
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Only undertake remote work activity. Project work offered as alternative if this activity is not required.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Those who are able to come onto campus do so where it is essential for completion of the activity.
Remote working possible for this activity.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Those who are able to come onto campus do so. Remote working possible for this activity.
Actions prior to Targeted protection
Re-engage appropriate furloughed staff in relation to the operational requirement.
Targeted protection
Staff back on site as appropriate.
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116. Maintaining ECS H&S support
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Only undertake remote work activity.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Those who are able to come onto campus do so where it is essential for completion of the activity.
Some remote working possible for this activity.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Those who are able to come onto campus do so. Remote working possible for this activity.
Actions prior to Targeted protection
No Additional actions required.
Targeted protection
Staff back on site as appropriate.
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117. UECS Compliance Monitoring
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Undertake remotely unless attendance is essential for a specific activity.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Undertake remotely
Actions prior to Targeted protection
No additional actions required.
Targeted protection
Staff back on site as appropriate.
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118. Event and works Authorisation
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Undertake remotely if required.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Undertake remotely if required.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Undertake remotely if required.
Actions prior to Targeted protection
No additional actions required.
Targeted protection
Staff back on site as appropriate.
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119. Arrivals planning
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Only undertake remote work activity.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Only undertake remote work activity.
Actions prior to Sustained protection
Risk assessment completed for arrivals day activity and appropriate actions implemented.
Sustained protection
Those who are able to come onto campus do so. Remote working possible for the planning element of
this activity.
Actions prior to Targeted protection
Risk assessment completed for arrivals day activity and appropriate actions implemented.
Targeted protection
Staff back on site as appropriate.
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120. Project work
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Completed remotely if feasible, can be deferred.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Completed remotely if feasible, can be deferred.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Completed remotely if feasible, can be deferred.
Actions prior to Targeted protection
No additional actions required.
Targeted protection
Staff back on site as appropriate.
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121. Risk Register review activity
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Undertake remotely
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Undertake remotely
Actions prior to Sustained protection
No additional actions required.
Sustained protection
Undertake remotely
Actions prior to Targeted protection
No additional actions required.
Targeted protection
Staff back on site as appropriate.
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Soft FM Services
122. Soft FM: staffing
Actions prior to Advanced protection
Management team communicate regular updates to front line operational staff.
Identification of limited buildings requiring cleaning.
Advanced protection
All non-front-line staff work from home where possible.
Team Clean/Specialist Team Clean Managers to review staff numbers daily and all non-essential tasks
cancelled, essential tasks reduced where possible.
All staff cc those persons who would cover in their absence in any important emails and update them
regarding any other important information.
Where either the Line Manager or staff members are working remotely, Line Manager ensures regular
contact is maintained, including by phone. In the absence of any Line Manager, Covering Manager to
ensure contact is maintained for absentee’s direct reports.
Actions prior to Enhanced protection
Management team communicate regular updates to front line operational staff.
Identification of limited buildings requiring cleaning.
Enhanced protection
All non-front line staff work from home where possible.
Team Clean/Specialist Team Clean Managers to review staff numbers daily and consider which
services can be reduced/cancelled if necessary, in consultation with their Line Manager as appropriate.
All staff cc those persons who would cover in their absence in any important emails and update them
regarding any other important information.
Where either the Line Manager or staff members are working remotely, Line Manager ensures regular
contact is maintained, including by phone. In the absence of any Line Manager, Covering Manager to
ensure contact is maintained for absentee’s direct reports.
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Management team communicate regular updates to front line operational staff.
Actions prior to Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Liaise with H&S and review risk assessment undertaken for area/s to be re-opened and ensure
compliance with any information relevant for cleaning/portering activities.
Liaise with Estates Maintenance to ensure building is safe for relevant activities.
Identify type and number of staff to un-furlough and liaise with People & Culture to progress, taking into
account accrued annual leave.
Ensure sufficient stock of PPE and order additional items as required. If it is not possible to obtain PPE,
review work tasks, seek advice from H&S and only undertake work where it is safe for staff to do so.
Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building. If it
is not possible to obtain sufficient stock, liaise with ECS management team in order that any mitigation
measures can be identified and implemented.
Sustained protection
When areas are authorised to reopen they are cleaned following the relevant H&S policy and
procedures.
Review risk assessment undertaken for own service to ensure compliance with any updates from H&S.
Actions prior to Targeted protection
Liaise with H&S and review risk assessment undertaken for area/s to be re-opened and ensure
compliance with any information relevant for cleaning/portering activities.
Liaise with Estates Maintenance to ensure building is safe for relevant activities.
All furloughed staff to be contacted to return to campus, dates agreed taking into account accrued
annual leave. Liaise with People & Culture to progress.
Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building. If it
is not possible to obtain sufficient stock, liaise with ECS management team in order that any mitigation
measures can be identified and implemented.
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Targeted protection
Enhanced service provided, with areas of high footfall cleaned more frequently, as detailed in the
Premises Policy and following social distancing and PPE guidelines.
Hand sanitisers, soap dispensers, toilet roll and paper towels all checked as appropriate.
123. Soft FM: services and supply chain
Actions prior to Advanced protection
Regular review of items required/ordered
Advanced protection
Only essential items ordered and relevant Manager ordering any product or service ensures our staff
are available to receive them on site.
Prompt checking of what has been supplied vs order to identify any key items not delivered.
Actions prior to Enhanced protection
Regular review of items required/ordered
Enhanced protection
Relevant Manager ordering any product or service ensures our staff are available to receive them on
site.
Prompt checking of what has been supplied vs order to identify any key items not delivered.
Weekly updates provided to COVID-19 dashboard re 30 day stock level
Actions prior to Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Review stock and purchase essential items such as hand sanitiser refills, soap refills, toilet rolls,
cleaning materials etc. If it is not possible to obtain sufficient stock, liaise with ECS management team
in order that any mitigation measures can be identified and implemented.
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Sustained protection
Relevant Manager ordering any product or service ensures our staff are available to receive them on
site.
Prompt checking of what has been supplied vs order to identify any key items not delivered.
Actions prior to Targeted protection
Review stock and purchase essential items such as hand sanitiser refills, soap refills, toilet rolls,
cleaning materials etc. If it is not possible to obtain sufficient stock, liaise with ECS management team
in order that any mitigation measures can be identified and implemented.
Targeted protection
Hand sanitisers, soap dispensers, toilet roll and paper towels all checked as appropriate.
124. Soft FM: supporting wellbeing & reduced
anxiety
Actions prior to Advanced protection
Management team communicate regular updates to front line operational staff.
Furlough staff where required. Maintain contact with furloughed staff.
Advanced protection
Where either the Line Manager or staff member are working remotely, Line Manager ensures regular
contact is maintained, including by phone. In the absence of any Line Manager, Covering Manager to
ensure contact is maintained for absentee’s direct reports.
Actions prior to Enhanced protection
Management team communicate regular updates to front line operational staff.
Utilise extended furlough scheme for CEV staff where required. CBT online support offered to staff.
Maintain contact with furloughed staff.
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Enhanced protection
Where either the Line Manager or staff member are working remotely, Line Manager ensures regular
contact is maintained, including by phone. In the absence of any Line Manager, Covering Manager to
ensure contact is maintained for absentee’s direct reports.
Sustained protection
All office-based staff work on a rota system to enable sufficient management of staff on site.
All staff cc those persons who would cover in their absence in any important emails and update them
regarding any other important information.
Management team communicate regular updates to operational staff.
Actions prior to Targeted protection
Management team liaise with People & Culture to communicate with staff returning after being
furloughed.
Targeted protection
Staff support provided regularly.
125. Soft FM: self-isolation
Actions prior to Advanced protection
Specialist cleaning contractor engaged to clean as necessary in high risk scenarios (if available)
Advanced protection
Assess whether cleaning can be provided if areas closed.
Reduced refuse collections provided to occupied (non-isolating) accommodation.
Specialist cleaning where necessary.
Actions prior to Enhanced protection
Specialist cleaning including use of Clorax machine. Specialist contractor engaged for self-isolating
accommodation (if available).
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Enhanced protection
Minimum to no cleaning provided where areas are closed.
Reduced refuse collections provided to occupied (non-isolating) accommodation.
Specialist cleaning where necessary.
Actions prior to Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Continue with existing measures for residences (non-isolating and isolating)
Commence preparation of all empty residences and rooms for reoccupation.
Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Review risk assessment for cleaning of communal areas of residences.
Implement enhanced cleaning of handrails and door handles to all re-opened academic and
administrative buildings, including library and sports centre.
Where large numbers of operational staff are not able to return to campus due to illness, reduced
cleaning regime will be implemented in low use areas.
Actions prior to Targeted protection
Prepare all empty residences and rooms for reoccupation.
Implement cleaning of communal areas of residence as per reviewed risk assessment.
Implement enhanced cleaning of handrails and door handles to all re-opened academic and
administrative buildings, including library and sports centre.
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Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Targeted protection
Cleaning schedule, including enhanced cleaning, undertaken as detailed in the Premises Policy
126. Soft FM: reducing risks of contracting Covid-19
Actions prior to Advanced protection
Specialist cleaning contractor engaged to clean as necessary in high risk scenarios (if available)
Advanced protection
Assess whether cleaning can be provided where areas are closed.
Specialist cleaning where necessary.
Reduced refuse collections provided to occupied (non-isolating) accommodation
Actions prior to Enhanced protection
Specialist cleaning including use of Clorax machine. Specialist contractor in place for self-isolating
accommodation (if available).
Enhanced protection
Minimum to no cleaning provided where areas are closed.
Specialist cleaning where necessary.
Reduced refuse collections provided to occupied (non-isolating) accommodation
Actions prior to Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Continue with existing measures for residences (non-isolating and isolating).
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When areas are authorised to reopen they are cleaned following the relevant H&S policy and
procedures.
Review risk assessment undertaken for own service to ensure compliance with any updates from H&S.
Sustained protection
Staff not to enter flats where students are self-isolating other than for essential H&S reasons.
Staff can enter flat after period of student(s)’ self-isolation ceases.
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Where an academic room/area has been identified as a COVID-19 risk follow Covid-19 Alert
Procedure. Where large numbers of operational staff are not able to return to work due to illness,
reduced cleaning regime will be implemented in low use areas.
Actions prior to Targeted protection
Implement cleaning of communal areas of residence as per reviewed risk assessment.
Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Targeted protection
Cleaning of communal areas implemented as required.
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Accommodation
127. Accommodation staffing arrangements
Actions prior to Advanced protection
Managers to review available staff numbers daily and consider which services can be
reduced/cancelled if necessary.
Liaison with security services to identify capacity to deliver some services if the Silberrad Centre and
University Square reception are closed
Advanced protection
All staff work from home where possible.
All staff CC those persons who would cover in their absence in any important emails and update them
regarding any other important information.
Actions prior to Enhanced protection
Managers to review available staff numbers daily and consider which services can be
reduced/cancelled if necessary, and which services still require a physical onsite presence
Enhanced protection
Staff can continue to work effectively from home.
They may return to the workplace when the Silberrad Student Centre re-opens – if the work can not be
delivered from home - subject to risk assessment of working in open plan area with regards to any
social distancing requirements and associated costs.
Staff members located at Reception in University Square return to workplace, subject to risk
assessment of working in area with large number of students, staff and visitors in close proximity (i.e.
able to meet any social distancing requirements).
Actions prior to Sustained protection
Managers to review available staff numbers daily and consider which services can be
reduced/cancelled if necessary, and which services still require a physical onsite presence
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Sustained protection
Limited numbers of staff at both the Silberrad Centre and University Square reception. Staff following
social distancing guidelines and risk assessment for working in open plan area and associated costs.
Remainder of teams to continue to work from home until business as usual returns.
Actions prior to Targeted protection
Managers to review available staff numbers daily and consider which services can be
reduced/cancelled if necessary, and which services still require a physical onsite presence
Targeted protection
Limited numbers of staff at both the Silberrad Centre and University Square reception, following social
distancing guidelines subject to risk assessment of working in open plan area with regards to any social
distancing requirements and associated costs.
Remainder of teams to continue to work from home until business as usual returns.
128. Accommodation: supporting wellbeing &
reduced anxiety
Actions prior to Advanced protection
Management team communicate regular updates to front line operational staff.
Advanced protection
Where either the line manager or staff member are working remotely, line manager ensures regular
contact is maintained, including by phone. In the absence of any line manager, covering manager to
ensure contact is maintained for absentee’s direct reports.
Actions prior to Enhanced protection
Management team communicate regular updates to front line operational staff.
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Enhanced protection
Where either the line manager or staff member are working remotely, line manager ensures regular
contact is maintained, including by phone. In the absence of any line manager, covering manager to
ensure contact is maintained for absentee’s direct reports.
Actions prior to Sustained protection
Management team communicate regular updates to front line operational staff.
Sustained protection
Where either the line manager or staff member are working remotely, line manager ensures regular
contact is maintained, including by phone. In the absence of any line manager, covering manager to
ensure contact is maintained for absentee’s direct reports.
Actions prior to Targeted protection
Management team communicate regular updates to front line operational staff.
Targeted protection
Staff support provided regularly.
129. Accommodation: self-isolation and reducing
risks of contracting Covid-19
Actions prior to Advanced protection
Staff to work from home
Advanced protection
Staff working from home are kept informed of developments and requirements by line manager
Actions prior to Enhanced protection
Staff to work from home wherever possible – unless the work requires a physical presence on campus
Management to develop a staff rota to create bubbles and minimise transmission but meet work
priorities
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Enhanced protection
Staff working from home are kept informed of developments and requirements by line manager
Staff working at either the Silberrad or University Square should do so on a rotational arrangement to
reduce cross-transmission
Actions prior to Sustained protection
Staff to work from home wherever possible – unless the work requires a physical presence on campus
Management to develop a staff rota to create bubbles and minimise transmission whilst meeting work
priorities
Sustained protection
Staff working at either the Silberrad or University Square should do so on a rotational arrangement to
reduce cross-transmission
Staff working from home are kept informed of developments and requirements by line manager
Actions prior to Targeted protection
Management to develop a staff rota to create bubbles and minimise transmission
Targeted protection
Staff working at either the Silberrad or University Square should do so on a rotational arrangement to
reduce cross-transmission
Staff working from home are kept informed of developments and requirements by line manager.
130. Student Accommodation (external provision)
Actions prior to Advanced protection
Along with Student Lets, update PBSA providers, advising them of University mitigations. Provide
information to Derwent FM and Maltings for comparable actions on their part
Advanced protection
Management team to maintain open lines of communication with all PBSA and private accommodation
providers
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Actions prior to Enhanced protection
Along with Student Lets, update PBSA providers, advising them of University mitigations. Provide
information to Derwent FM and Maltings for comparable actions on their part
Enhanced protection
Management team to maintain open lines of communication with all PBSA and private accommodation
providers
Actions prior to Sustained protection
Along with Student Lets, update PBSA providers and provide information to Derwent FM for
comparable actions on their part
Sustained protection
Management team to maintain open lines of communication with all PBSA providers
Actions prior to Targeted protection
Along with Student Lets, update PBSA providers and provide information to Derwent FM for
comparable actions on their part
Targeted protection
Management team to maintain open lines of communication with all PBSA and private accommodation
providers
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Post Room and Central Stores
131. Post Room and Central Stores: staffing
Actions prior to Advanced protection
Review staff numbers and service level expected.
Advanced protection
A minimum of two members of staff in the Post Room need to be available in order to process incoming
and outgoing mail. A minimum of two members of staff in Central Stores need to be available to place
orders for urgent parts not held in store, to fulfil requests for stock items and to manage the luggage
storage for students.
Actions prior to Enhanced protection
Review staff numbers and service level expected.
Enhanced protection
Enhanced cross-working between teams to provide service. Service may take longer to deliver.
Actions prior to Sustained protection
If buildings are to reopen
If buildings currently closed are to be reopened, the following activities will need to take place.
Otherwise, continue as per current arrangements, undertaking essential tasks only.
Liaise with H&S and review risk assessment undertaken for area/s to be re-opened and ensure
compliance with any information relevant for porter activities.
Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Sustained protection
Enhanced cross-working between teams to provide service. Service may take longer to deliver.
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Actions prior to Targeted protection
Liaise with H&S and review risk assessment undertaken for area/s to be re-opened and ensure
compliance with any information relevant for porter activities.
All staff to be contacted to return to campus, dates agreed taking into account accrued annual leave.
Liaise with People & Culture to progress.
Ensure sufficient stock of PPE. If it is not possible to obtain PPE, review work tasks, seek advice from
H&S and only undertake work where it is safe for staff to do so.
Targeted protection
Staff working back on site to usual hours, following social distancing and PPE guidelines.
132. Post Room and Central Stores: services and
supply chain
Actions prior to Advanced protection
Determine service level, dependent on resource available.
Advanced protection
Courier service reduced to one delivery a week if demand for service reduces. Students to collect mail
and parcels from Post Room. Post runs will take place once a day to staffed areas. Where Departments
and Services are working from home, Post Room will redirect mail where requested. Otherwise,
deliveries will be held in Post Room for collection by appropriate Departmental / Section staff, who
should update Post Room accordingly.
Actions prior to Enhanced protection
Determine service level, dependent on resource available.
Enhanced protection
Courier service reduced to one delivery a week if needed.
NB Departments to take responsibility for opening post, scanning/emailing to staff working from home
where appropriate and posting private or confidential items to individuals at their home addresses.
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Actions prior to Sustained protection
Identification of areas of campuses which are open and may take delivery of post.
Sustained protection
Courier service undertakes two deliveries once a week if needed.
Departments to confirm responsibility for opening post, scanning/emailing to staff working from home
where appropriate and posting private or confidential items to individuals at their home addresses.
Actions prior to Targeted protection
Review stock and purchase essential items.
Return to standard opening hours.
Targeted protection
Standard opening hours and service delivered.
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Wivenhoe House Hotel
133. Wivenhoe House Hotel (WHH)
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Hotel closed.
Admin activities taking place remotely.
Hotel staffed by skeleton team ensuring safety and security of property.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Hotel offers services, such as al fresco dining and drinks, where feasible operationally, where permitted
under Government roadmap and where considered safe following approved and implemented risk
assessments.
Consideration given to maintaining skeleton staff, to service the existing levels of business.
Admin activities start to take place remotely.
No cash taken at tills.
Actions prior to Sustained protection
NB re-opening dependent on government regulations specific to the hospitality industry.
Continuations of social distancing measures, including signage, barriers, one-way system.
Ensure plentiful stock of face coverings, and other appropriate PPE.
Appropriate Perspex screens in place, review to take place whether more are required.
Contactless payments only.
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Specific Risk Assessments related to COVID to be reviewed for re-starting remaining close participation
hotel management practice for students, with required safety measures implemented for EHS students
when on duty.
Sustained protection
Hotel continues to function with some reduced services with some team members asked to work
remotely.
Events only go ahead in line with Government guidelines.
Government guidelines for social distancing/PPE followed, including measures for EHS students.
Actions prior to Targeted protection
Moving back to ‘business as usual’ is likely to happen seamlessly, as the hotel team will already be on
site and engaged with the business.
Many of the enhanced measures are likely to remain in place for many months, so it will not look so
different from ‘Sustained’.
The actions needed to be ready revolve around ensuring the hotel and team are prepared for the busy
Wedding season.
Targeted protection
Hotel continues to function with a few reduced services and some team members asked to work
remotely.
Plan B
Masks/face coverings reintroduced throughout hotel, back and front of house.
Continue to encourage all guests to take an LFT on day of arrival or event.
All staff to carry out regular LFT.
Looking at viability of requesting Covid passes and checking for this for guests attending Christmas
parties.
All signage to be reinstated around the hotel.
Notices to be put out on socials regarding response to Plan B.
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134. WHH Accommodation
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
As above.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Hotel offers accommodation where feasible operationally, where permitted under Government roadmap
(not before 17 May) and where considered safe following approved and implemented risk assessments.
Bedrooms to be serviced on departure only, limiting interaction between people.
Areas of hotel shut down to improve efficiency and save money.
Actions prior to Sustained protection
As above.
Minimum contact with guests in accommodation. Bedrooms to be service the day after departure.
Sustained protection
Accommodation offered in line with Government guidelines.
Actions prior to Targeted protection
Full service will be resumed, with business improving.
Targeted protection
Full service offered, with social distancing guidelines followed.
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135. WHH Restaurant & Afternoon Tea
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
As above
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Hotel offers services, such as al fresco dining and drinks, where feasible operationally, where permitted
under Government roadmap and where considered safe following approved and implemented risk
assessments.
Contactless payments.
Actions prior to Sustained protection
Restaurant and afternoon tea closed.
Sustained protection
Expected that restrictions on restaurants will be lifted, but social distancing expected.
Lunch service will be reviewed in line with demand.
Afternoon tea, may be reduced if necessary and served in brasserie.
Dinner served.
Actions prior to Targeted protection
Both restaurant and afternoon tea service back open as usual, and social distancing restrictions
removed if deemed safe to do so, and still following any guidelines and industry advice.
Targeted protection
Restaurant and afternoon tea service open as usual, following government and industry guidelines.
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136. WHH Weddings
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
As above and with all weddings cancelled or postponed.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Hotel offers weddings where feasible operationally, where permitted under Government roadmap and
where considered safe following approved and implemented risk assessments.
Actions prior to Sustained protection
As above.
Sustained protection
Weddings offered where possible in line with Government guidelines.
Actions prior to Targeted protection
With social distancing measures removed, it may be possible to host the large wedding celebrations.
Targeted protection
Large wedding celebrations hosted, if deemed safe to do so, following government and industry
guidelines.
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137. WHH Conferences
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
As above
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
All conferences cancelled or postponed.
Actions prior to Sustained protection
As above, and will follow social distancing guidelines.
Sustained protection
Some reduced service.
Actions prior to Targeted protection
As above.
Targeted protection
Conferences hosted, if deemed safe to do so, following government and industry guidelines.
138. WHH Small meetings
Actions prior to Advanced protection
Review government and industry advice.
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Advanced protection
As above
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
All meetings cancelled or postponed.
Actions prior to Sustained protection
As above.
Sustained protection
Some reduced service.
Actions prior to Targeted protection
As above
Targeted protection
Small meetings hosted, if deemed safe to do so, following government and industry guidelines.
139. WHH Private dining
Advanced protection
As above
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Hotel offers private dining where feasible operationally, where permitted under Government roadmap
and where considered safe following approved and implemented risk assessments.
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Actions prior to Sustained protection
As above.
Sustained protection
Some reduced service.
Actions prior to Targeted protection
As above
Targeted protection
Private dining re-commences, if deemed safe to do so, following government and industry guidelines.
140. WHH Events
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
As above
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
WHH organised events cancelled / postponed.
Social distancing adopted
Actions prior to Sustained protection
As above.
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Sustained protection
Expected that large gatherings will still not be permitted.
Actions prior to Targeted protection
Expected that social distancing measures are lifted and large gatherings can take place.
Targeted protection
Large gatherings hosted, if deemed safe to do so, following government and industry guidelines.
Grounds & sustainability
141. Grounds
Actions prior to Advanced protection
Review government and industry advice
Advanced protection
All 14 UoE staff on campus from a team 14 doing H&S, litter and priority work keeping external areas
safe unless any direct self-isolation.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
All 14 UoE staff on campus from a team 14 doing H&S, litter and priority work keeping external areas
safe unless any direct self-isolation.
Actions prior to Sustained protection
Review government and industry advice.
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Sustained protection
All 14 UoE staff on campus from a team 14 unless any direct self-isolation.
Normal operations in place
Actions prior to Targeted protection
Review government and industry advice.
Targeted protection
All 14 UoE staff on campus from a team 14 unless any direct self-isolation.
Normal operations in place
142. Travel and Transport
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
1 UoE staff from team of 4 working remotely. Remaining 3 staff furloughed.
Car parks, bus stops, EV charging, cycle parking remain available-Review government and industry
advice.
Actions prior to Enhanced protection
4 UoE staff working remotely 1 working on site from team of 7. Remaining 2 staff furloughed on
rotation.
Car parks, bus stops, EV charging, cycle parking remain available
Actions prior to Sustained protection
Review government and industry advice.
Sustained protection
All 4 UoE staff working mix of remotely and on site.
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Car parks, bus stops, EV charging, cycle parking remain available
Actions prior to Targeted protection
Review government and industry advice.
Targeted protection
All 4 UoE staff working mix of remotely and on site.
Car parks, bus stops, EV charging, cycle parking available
143. Sustainability and Energy
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
All 5 UoE staff working remotely from team of 5.
Communications and engagement all delivered online.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
All 5 UoE staff working remotely from team of 5.
Communications and engagement all delivered online.
Actions prior to Sustained protection
Review government and industry advice.
Sustained protection
All 5 UoE staff working mix of remotely and on site.
Communications and engagement all delivered online.
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Actions prior to Targeted protection
Review government and industry advice.
Targeted protection
All 5 UoE staff working mix of remotely and on site.
Communications and engagement all delivered mix of digitally and in person.
Event Essex
144. Event Essex staffing
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
All Event staff working remotely currently, unless a specific requirement is determined and approved.
Upcoming events cancelled on both campuses (one month ahead unless otherwise determined and
approved).
No delivered catering service on either campus currently.
Annual leave may be cancelled.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
All Event staff working remotely, redeployed to other departments or Essex Food
Any events deemed to be essential only to go ahead following approved risk assessment and
implementation of mitigating actions.
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Actions prior to Sustained protection
Re-opening dependent on Government guidelines for gatherings
Possibility of some staff being un-furloughed to assist in planning for potential bookings and contacting
clients
Sustained protection
All Event staff working remotely currently, unless a specific requirement is determined and approved.
Upcoming events and delivered catering events assessed/reviewed and determent if deemed safe and
approved to take place
Staff to work more efficiently and as flexible as possible to meet business demands
Actions prior to Targeted protection
Risk assessment for larger events to take place.
Targeted protection
Event staff to follow work from home guidance where possible.
Staff required to be on site due to business need will follow social distancing guidelines.
145. Event Essex service delivery and continuity
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
No service provision at Colchester currently, unless a specific requirement is determined and approved.
In Southend service provided to student nurses to facilitate accommodation move-out / arrival, (admin
key cutting etc.) This service is required approx. once a month.
Upcoming language and summer schools cancelled (one month ahead unless otherwise determined).
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Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
No service provision at Colchester currently, unless a specific requirement is determined and approved.
Actions prior to Sustained protection
Re-opening depended on Government guidelines for gatherings
Possibility of some staff being un-furloughed to assist in planning for potential bookings and contacting
clients
Re-opening dependent on Government guidelines
Service provision at both Colchester and Southend to be assessed to meet current government
guidelines and management approval.
Liaison with CTO in regards to room bookings and availability
Liaison with Soft FM accommodation team in regards to accommodation availability, if RA approved for
conferences to take place.
Competitor analysis for price check and availability to establish potentially new price points
Contact with all events/clients that had to postpone or cancel bookings due to Covid-19 to rebook
Southend to carry on with NHS Nurses booking, but review SLAs
Liaise with Soft FM in regard to cleaning services provided before and after meeting spaces being
used. Raise work ticket for service required.
Review of room layouts to include adequate social distancing.
Introduce Queue Management systems and staggered arrivals for events
Review Housekeeping Notes to Clients and Code of Conducts for specific events.
Sustained protection
Service provision at both Colchester and Southend to be assessed to meet current government
guidelines and management approval.
In Southend service provided to student nurses to facilitate accommodation move-out / arrival, (admin
key cutting etc.) This service is required approx. once a month.
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Upcoming language and summer schools cancelled (one month ahead unless otherwise determined).
Actions prior to Targeted protection
As for Sustained protection.
Targeted protection
As for Sustained Protection except:
Larger events re-commence, if deemed safe to do so, following social distancing guidelines and
introducing NHS Covid pass checks where applicable.
Commercial Management:
Knowledge Gateway
146. Management team
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Staff to work from home. Relevant equipment provided.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Staff to work from home. Relevant equipment provided.
Sustained protection
Staff to work from home. Relevant equipment provided.
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Targeted protection
Staff on site where required, following social distancing guidelines.
Remainder of teams to continue to work from home until business as usual returns.
147. Tenant occupation
Actions prior to Advanced protection
Communication with tenants
Advanced protection
Tenant decision for staff to continue to work at KG offices.
NB Innovation Centre accessible for critical and essential customer use only and un-staffed by the
centre team. The central Oxford Innovation team will be managing any questions, information or further
dissemination of government advice.
Actions prior to Enhanced protection
Communication with tenants
Enhanced protection
Tenant decision for staff to continue to work at KG offices.
Actions prior to Sustained protection
Review of tenant decisions.
Request continuity plan and measurements from Oxford Innovation with respect to unfurloughing staff
and reopening centre
Sustained protection
Review of tenant decisions.
Innovation Centre open in line with Oxford Innovation plan
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Actions prior to Targeted protection
Review of tenant decisions.
Request continuity plan and measurements from Oxford Innovation with respect to extension of centre
opening
Targeted protection
Review of tenant decisions.
Innovation Centre open in line with Oxford Innovation plan
148. Hard services
Advanced protection
Maintenance and Capital Development continuity plan will apply
Enhanced protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Sustained protection
Water systems are being flushed but temperature check of units A, B4, C and F would be advised.
Review Heating, Ventilation and Air Conditioning (HVAC) system requirement, if tenants return to
campus.
Sustained protection
Water systems are being flushed but temperature check of units A, B4, C and F would be advised.
Review HVAC system requirement, if tenants return to campus.
Actions prior to Targeted protection
Reinstate full water management
Reinstate full HVAC system programme
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Targeted protection
Full water management in place
Full HVAC system in place
149. Soft FM Services
Advanced protection
Soft FM Services continuity plan will apply
Enhanced protection
Soft FM Services continuity plan will apply
Actions prior to Sustained protection
Liaise with Soft FM if amendments to cleaning schedule are needed.
Review refuse requirement and liaise with Soft FM Contracts Manager as needed.
Sustained protection
Liaise with Soft FM if amendments to cleaning schedule are needed.
Review refuse requirement and liaise with Soft FM Contracts Manager as needed.
Actions prior to Targeted protection
Reinstate full cleaning and refuse collection services
Targeted protection
Full cleaning and refuse collection services in place, following social distancing and PPE guidelines.
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150. Compliance services
Advanced protection
Maintenance and Capital Development continuity plan will apply
Enhanced protection
Maintenance and Capital Development continuity plan will apply
Sustained protection
Maintenance and Capital Development continuity plan will apply
Targeted protection
Maintenance and Capital Development continuity plan will apply
151. Network and broadband support services
Advanced protection
IT systems and communications continuity plan will apply
Enhanced protection
IT systems and communications continuity plan will apply
Actions prior to Sustained protection
No change
Sustained protection
No change
Actions prior to Targeted protection
No change
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Targeted protection
No change
152. Rent collection and finance support
Advanced protection
Financial Management continuity plan will apply
Enhanced protection
Financial Management continuity plan will apply
Actions prior to Sustained protection
Continue to check status of arrears
Sustained protection
Continue to check status of arrears
Actions prior to Targeted protection
Liaise with tenants with arrears to discuss payment plans
Targeted protection
Implementation of payment plans
153. External communication support
Advanced protection
CER remote working. Continue as normal
Enhanced protection
CER remote working. Continue as normal
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Actions prior to Sustained protection
Update tenants of changes to services
Sustained protection
Update tenants of changes to services
Actions prior to Targeted protection
Update tenants of changes to services
Targeted protection
Update tenants to changes of services
154. Meetings and appointments
Advanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Enhanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Actions prior to Sustained protection
No change
Sustained protection
No change
Actions prior to Targeted protection
Risk assess meetings and appointments restarting
Targeted protection
Meetings re-commence face-to-face if deemed safe to do so and if appropriate.
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155. Studio X
Advanced protection
Studio X to close until virus contagion subsides.
Enhanced protection
Studio X closed to all except staff in general.
Actions prior to Sustained protection
Liaise with Studio X team to understand their return to campus measurements
Sustained protection
Liaise with Studio X team to understand their return to campus measurements
Actions prior to Targeted protection
Risk assess return to normal service for Studio X
Reinstate cleaning services
Targeted protection
Studio X re-opens if deemed safe to do so, following social distancing guidelines.
Cleaning services resume.
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Commercial Management: Central
Campus lessees
156. Management team
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
All staff to work remotely from home. All staff has been provided the necessary equipment.
Communicate to occupants suspension of services and access to premises.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Staff to work from home. Relevant equipment provided.
Actions prior to Sustained protection
No change
Sustained protection
No change
Actions prior to Targeted protection
Staff return to campus
Targeted protection
Staff working on-site, following social distancing guidelines.
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157. Tenant occupation
Actions prior to Advanced protection
Communicate with tenants
Advanced protection
Tenant decision for staff to continue to work at offices.
Actions prior to Enhanced protection
Communicate with tenants
Enhanced protection
Tenant decision for staff to continue to work at offices.
Actions prior to Sustained protection
Review of tenant decisions.
Sustained protection
Liaise with tenants regarding updated protocols
Actions prior to Targeted protection
Update tenants on any changes to University services
Targeted protection
Update tenants on any changes to University services
158. Hard services
Advanced protection
Maintenance and Capital Development continuity plan will apply
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Enhanced protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Sustained protection
Maintenance and Capital Development continuity plan will apply
Sustained protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Targeted protection
Maintenance and Capital Development continuity plan will apply
Targeted protection
Maintenance and Capital Development continuity plan will apply
159. Soft FM Services
Advanced protection
Soft FM Services continuity plan will apply
Enhanced protection
Soft FM Services continuity plan will apply
Actions prior to Sustained protection
Soft FM Services continuity plan will apply
Sustained protection
Soft FM Services continuity plan will apply
Actions prior to Targeted protection
Soft FM Services continuity plan will apply
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Targeted protection
Soft FM Services continuity plan will apply
160. Compliance services
Advanced protection
Maintenance and Capital Development continuity plan will apply
Enhanced protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Sustained protection
Maintenance and Capital Development continuity plan will apply
Sustained protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Targeted protection
Maintenance and Capital Development continuity plan will apply
Targeted protection
Maintenance and Capital Development continuity plan will apply
161. Network and broadband support services
Advanced protection
IT systems and communications continuity plan will apply
Enhanced protection
IT systems and communications continuity plan will apply
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Actions prior to Sustained protection
IT systems and communications continuity plan will apply
Sustained protection
IT systems and communications continuity plan will apply
Actions prior to Targeted protection
IT systems and communications continuity plan will apply
Targeted protection
IT systems and communications continuity plan will apply
162. Rent collection and finance support
Advanced protection
Financial Management continuity plan will apply
Enhanced protection
Financial Management continuity plan will apply
Actions prior to Sustained protection
Financial Management continuity plan will apply
Sustained protection
Financial Management continuity plan will apply
Actions prior to Targeted protection
Financial Management continuity plan will apply
Targeted protection
Financial Management continuity plan will apply
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163. External communication support
Advanced protection
CER remote working. Continue as normal
Enhanced protection
CER remote working. Continue as normal
Actions prior to Sustained protection
CER remote working. Continue as normal
Sustained protection
CER remote working. Continue as normal
Actions prior to Targeted protection
CER continuity plan will apply
Actions prior to Targeted protection
CER continuity plan will apply
164. Meetings and appointments
Advanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Enhanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Actions prior to Sustained protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
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Sustained protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Actions prior to Targeted protection
Risk assess meetings and appointments restarting
Targeted protection
Meetings re-commence face-to-face if deemed safe to do so and if appropriate.
Commercial Management –
Business Incubation Centre
165. Management team
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
All staff to work remotely from home. All staff provided with the necessary equipment.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
All staff to work remotely from home. All staff provided with the necessary equipment.
Actions prior to Sustained protection
Liaise with HR regarding return to campus plan
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Sustained protection
Commence unfurloughing staff process
Actions prior to Targeted protection
Staff return to campus where possible
Targeted protection
Staff on site where required, following social distancing guidelines.
Remainder of teams to continue to work from home until business as usual returns.
166. Reception team
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Notify tenants
Advanced protection
All staff to work remotely from home.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Notify tenants
Enhanced protection
Tenants all working from home. All staff to work remotely from home.
Actions prior to Sustained protection
Review of tenant decisions.
Sustained protection
Opening of centre and reception is subject to decision to reopen the Gateway Building
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Actions prior to Targeted protection
Reception service duties resume. Staff to be issued masks if necessary.
Targeted protection
Reception re-opens in Southend and Colchester, following social distancing guidelines.
167. Tenant occupation
Actions prior to Advanced protection
Communicate with tenants
Advanced protection
Tenant decision for staff to continue to work at BIC offices.
Actions prior to Enhanced protection
Communicate with tenants
Enhanced protection
Tenant decision for staff to continue to work at BIC offices.
Actions prior to Sustained protection
Review of tenant decisions.
Sustained protection
Opening of centre and reception is subject to decision to reopen the Gateway Building
Actions prior to Targeted protection
Business as usual
Targeted protection
Tenants back on site.
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168. Hard services
Advanced protection
Maintenance and Capital Development continuity plan will apply
Enhanced protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Sustained protection
Maintenance and Capital Development continuity plan will apply
Sustained protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Targeted protection
Maintenance and Capital Development continuity plan will apply
Targeted protection
Maintenance and Capital Development continuity plan will apply
169. Southend and Loughton FM Services
Advanced protection
Southend and Loughton FM Services continuity plan will apply
Enhanced protection
Southend and Loughton FM Services continuity plan will apply.
Sustained protection
Southend and Loughton FM Services
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Targeted protection
Southend and Loughton FM Services continuity plan will apply
170. Compliance services
Advanced protection
Maintenance and Capital Development continuity plan will apply
Enhanced protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Sustained protection
Maintenance and Capital Development continuity plan will apply
Sustained protection
Maintenance and Capital Development continuity plan will apply
Actions prior to Targeted protection
Maintenance and Capital Development continuity plan will apply
Targeted protection
Maintenance and Capital Development continuity plan will apply
171. Network and broadband support services
Advanced protection
IT systems and communications continuity plan will apply
Enhanced protection
IT systems and communications continuity plan will apply
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Actions prior to Sustained protection
IT systems and communications continuity plan will apply
Sustained protection
IT systems and communications continuity plan will apply
Actions prior to Targeted protection
IT systems and communications continuity plan will apply
Targeted protection
IT systems and communications continuity plan will apply
172. Rent collection and finance support
Advanced protection
Financial Management continuity plan will apply
All tenants pay by S/O
Enhanced protection
Financial Management continuity plan will apply
All tenants pay by S/O
Actions prior to Sustained protection
Analyse invoicing and receipts to date
Sustained protection
Liaise with tenants confirming balance on account
Actions prior to Targeted protection
Reimburse tenants who paid rent between 27 March and reopening date
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Targeted protection
Reimbursements made.
173. External communications support
Advanced protection
CER remote working. Continue as normal
Enhanced protection
CER remote working. Continue as normal
Actions prior to Sustained protection
CER remote working. Continue as normal
Sustained protection
CER remote working. Continue as normal
Actions prior to Targeted protection
CER continuity plan will apply
Targeted protection
CER continuity plan will apply
174. Meetings and appointments
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
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Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Enhanced protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Actions prior to Sustained protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Sustained protection
Staff to avoid face to face meetings. Use remote conference call facilities And Zoom, where possible.
Actions prior to Targeted protection
Risk assess meetings and appointments restarting
Targeted protection
Meetings re-commence face-to-face if deemed safe to do so and if appropriate.
175. Post management
Actions prior to Advanced protection
Communicate to occupants’ suspension of services and access to premises, where required
Advanced protection
Security reception contingency re Southend will apply.
Enhanced protection
Security reception contingency re Southend will apply. Security deliver post twice per day to the BIC,
where required.
Actions prior to Sustained protection
Liaise with FM team to understand status of building – i.e. when will The Gateway Building reopen
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Sustained protection
Communication to tenants to advise of forthcoming changes
Actions prior to Targeted protection
Business as usual
Targeted protection
Post services resume.
176. Visitor management
Actions prior to Advanced protection
Communicate to occupants’ suspension of services and access to premises.
Advanced protection
Security reception contingency re Southend will apply
Tenants can access floor via access control system.
Actions prior to Enhanced protection
Advise tenants not to have visitors to the building. If visitors are essential, tenants must notify security
in advance and collect their visitors from the main entrance themselves.
Enhanced protection
Minimum 1 member of team required on site, if occupants continue to use BIC – remote working for
remaining staff.
Security reception contingency re Southend will apply.
Building reception suspended. Tenants can continue to access the property by way of access control
during core working hours.
Actions prior to Sustained protection
Liaise with FM team to understand status of building – i.e. when will The Gateway Building reopen
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Sustained protection
Communication to tenants to advise of forthcoming changes
Actions prior to Targeted protection
Business as usual
Targeted protection
Visitors managed as expected, with social distancing guidelines followed.
Maintenance and Capital
Development
177. Lifts
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Contractor working remotely with staff attending site as needed upon an emergency basis
Entrapments - emergency services response. Communicate lift issue campus wide due to issues with
individual peeps.
Actions prior to Enhanced protection
Review government and industry advice and required lifts on campus.
Enhanced protection
Lifts not required to be in service to be parked and rendered safe. Advise staff to be vigilant with
hygiene and take note of risk groups: Consider restricting 'at risk' individuals to areas of less risk.
Contact contract company for guidance on how they want to continue
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Actions prior to Sustained protection
Subject to availability of contractor resource which may mean some services remain parked pending
repair.
Subject to the above no additional actions required.
Sustained protection
Majority of lifts resume service, subject to social distancing guidelines and for noted groups.
Actions prior to Targeted protection
As for Sustained Protection
Targeted protection
As for Sustained Protection
178. Air Conditioning/Ventilation
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Contractor working remotely with staff attending site as needed upon an emergency basis. Reduction in
servicing due to staff shortages with emphasis upon maintenance of critical systems.
Remove from service non-essential provisions and render safe and secure.
Ensure vital services are checked and maintained frequently. Align with ITS re business recovery plan.
Remove from service AC/Vent for outlying/closed buildings, lecture theatres, mass congregation areas,
sports halls etc. As per response map in estates office. Divert all mobile assets to server rooms at
slightly higher set point than normal AC
Actions prior to Enhanced protection
Review government and industry advice.
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Enhanced protection
Assuming Contract company allow staff to remain (and they wish to remain)
Remove from service non-essential provisions in non-operational/open areas and render safe.
Ensure vital services are checked and maintained frequently. Contact to be made with IT Services to
look to park as many servers as possible to allow future recovery, ITS services to announce their
business/crisis recovery plan.
Actions prior to Sustained protection
No additional actions required
Sustained protection
No additional actions required
Actions prior to Targeted protection
Subject to availability of contractor resource which may mean some services remain parked pending
repair. Subject to the above no additional actions required.
Targeted protection
Majority of services resume.
179. Water Hygiene
Actions prior to Advanced protection
Flushing regime in place utilising staff resources. No additional actions required.
Advanced protection
Assuming Contract company allow staff to return (and they wish to return) all closed areas to service to
be rendered safe/drained as appropriate.
Staff to respond to areas of increased concern (residential etc.) taking into account appropriate
guidance regarding safe working practice, appropriate hazard PPE and equipment to be used in all
High Risk areas.
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Actions prior to Enhanced protection
Flushing regime in place utilising staff resources. No additional actions required.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) all areas closed for service to
be rendered safe/drained as appropriate.
Consider (subject to resource availability) enhanced flushing regime due to increase in “little used
areas” or consider appropriateness of draining down.
Staff to respond to areas of increased concern (residential etc).
Actions prior to Sustained protection
Flushing regime in place utilising staff resources. No additional actions required.
Sustained protection
Flushing regime in place utilising staff resources. No additional actions required.
Actions prior to Targeted protection
Flushing regime in place utilising staff resources. No additional actions required.
Targeted protection
Flushing regime in place utilising staff resources. No additional actions required.
180. Fire Alarms
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Contractor working remotely with staff attending site as needed upon an emergency basis
A mixture of specialist teams, management and security have knowledge of resetting panels, take note
of devices which go unserviceable, devise a plan for building watch should a whole system go down.
Prioritise repairs as appropriate.
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Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Assuming Contract company allow staff to remain (and they wish to remain) restrict workload to
breakdowns only.
Vacated buildings to be closed and rendered safe.
Items of critical equipment that are still required to run to be identified (IT services for example) and
agreement reached regarding monitoring/maintenance regimes.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
Assume all buildings open and equipment working.
181. Gas Boilers
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Current heating systems remain in operation until April (end of heating season). Water heating etc
adjusted to coincide with closed buildings
Restrict workload to breakdowns only and focus priority on residential accommodation.
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Redistribute staff resources to combine with contractors where appropriate in support to isolate gas
supplies to appliances to make safe only
If necessary/possible, use an alternate supplier.
If this fails: Combination of all in house teams and management support who are available to isolate
gas supplies to appliances to make safe only
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Continue as normal, advise staff to be vigilant with hygiene and take note of risk groups: Consider
restricting 'at risk' individuals to areas of less risk. Contact contract company for guidance on how they
want to continue.
For areas rendered closed, adjust/turn off heating systems as appropriate.
Consider need for enhanced PPMs etc. (resource dependent) to maintain operational status of
essential equipment.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
Subject to availability of contractor resource which may mean some services remain parked pending
repair.
Subject to the above no additional actions required.
Targeted protection
Majority of services resume.
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182. Intruder alarms
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
In conjunction with Security Team secure and set intruder alarms as appropriate on all vacant
buildings/building areas and set up monitoring regime as appropriate
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Vacated, non-operational buildings to be secured and alarms set for remote monitoring with Security
team. Consider restricting 'at risk' individuals to areas of less risk. Contact contract company for
guidance on how they want to continue.
Actions prior to Sustained protection
No additional actions required.
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Actions prior to Targeted protection
Assume all buildings being used.
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183. Fire Extinguishers
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Extinguishers in place are serviceable, therefore could still be used. Exhaust stores units for empties to
be managed though security to limit misuse, then consider moving units from vacated areas. In
agreement with Fire Officer strip extinguishers from non-critical areas to be managed again by Security.
Primary focus of service support on remaining occupied areas of residential and operational estate.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) Staff to respond to areas of
highest priority only.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
Assume all buildings being used
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184. Smaller contracts
Actions prior to Advanced protection
Review government and industry advice and triangulate with projects agreed to be taken forward.
Advanced protection
Continued operation of remaining occupied Accommodation. Closed Buildings to be locked down and
“Contractual Response” adjusted where possible.
Actions prior to Enhanced protection
Review government and industry advice and triangulate with projects agreed to be taken forward.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) decide individually if 1: the
job is necessary 2: the job will put the contractor at risk
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
As for Enhanced Protection
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185. HV Supplies
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Combination of all in house teams deploying generation if and where possible until HV can be restored
and organising for diesel deliveries to campus to keep the Generation units operational. Potential
redeployment of staff and students to key buildings to minimise generation (TRTC & Bio Science is fed
off main standby and emergency generator)
Actions prior to Enhanced protection
Review government and industry advice and required areas on campus.
Enhanced protection
Assuming Contract company allow staff to remain (and they wish to remain) restrict workload to
breakdowns only. Decide individually if 1: the job is necessary 2: the job will put the contractor at risk.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
As for Enhanced Protection
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186. Auto Doors
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Empty buildings to be locked off as secure. Management and security have knowledge of resetting door
controls, take note of devices which go unserviceable, devise a plan for security watch should a set of
doors go down. Prioritise repairs as appropriate.
Actions prior to Enhanced protection
Review government and industry advice and required areas on campus.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) decide individually if 1: the
job is necessary 2: the job will put the contractor at risk.
Buildings to be suitably secured and auto doors adjusted turned off accordingly.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
Assume all buildings in use.
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187. Generators (fuel supply)
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
In house team to work with grounds maintenance to utilise the red diesel bowser.
Generator deployment to be in response to Business Continuity plans.
Emergency securing on non-essential services reducing power demands and fire/safety risks especially
with reduced contractor and staff resource.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) decide individually if 1: the
job is necessary 2: the job will put the contractor at risk.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required
Targeted protection
Assume all buildings in use.
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188. Drainage
Actions prior to Advanced protection
Review government and industry advice.
Advanced protection
Remaining contractor resource to be focussed upon residential areas which may present increased
demand especially if students are self-isolating.
Actions prior to Enhanced protection
Review government and industry advice.
Enhanced protection
Assuming Contract company allow staff to return (and they wish to return) decide individually if 1: the
job is necessary 2: the job will put the contractor at risk.
Site inspections to be arranged to ensure traps/wastes do not dry out etc.
Actions prior to Sustained protection
No additional actions require
Sustained protection
As for Enhanced Protectio
Actions prior to Targeted protection
No additional actions required
Targeted protection
Assume all buildings in use.
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189. Major Capital projects:-
Actions prior to Advanced protection
Review government and industry advice and triangulate with agreed projects to be taken forward.
Advanced protection
Major capital projects primarily completed.
Where projects required:
Contractors limit access to main campus.
Monitor UoE and keep contractors regularly updated in order to facilitate appropriate redeployment
of contractor resource as soon as considered appropriate.
Closely monitor financial and operational costs of closure and advise senior management/Finance as
appropriate.
Actions prior to Enhanced protection
Review government and industry advice and triangulate with agreed projects to be taken forward.
Enhanced protection
Projects on site will continue but may be subject to disruption.
Enhanced staff awareness and vigilance with hygiene and take note of risk groups: Consider restricting
'at risk' individuals to areas of less risk (site compound only). Contact contract company for guidance on
how they want to continue and their ability to deliver against programme.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
Actions prior to Targeted protection
No additional actions required.
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Dependent upon contractor resource being available and assessment of RAMS re social
distancing/safe working practices. Timescale and potentially contractual price could be affected.
Actions prior to Targeted protection
Major capital projects resume, subject to agreement about the CIP.
190. Minor capital/ revenue project work
Actions prior to Advanced protection
Review government and industry advice and triangulate with agreed projects to be taken forward.
Advanced protection
Majority of projects ceased.
Where projects required:
Site areas rendered safe and secure.
Monitor UoE and keep contractors regularly updated in order to facilitate appropriate redeployment of
contractor resource as soon as considered appropriate.
Actions prior to Enhanced protection
Review government and industry advice and triangulate with agreed projects to be taken forward.
Enhanced protection
Dynamic RA review of on-site projects and contractors resource/availability.
Identify any projects where delivery may be hampered by lack of staff or contractor resource and
consider operational and financial impact of potential project halt.
Actions prior to Sustained protection
No additional actions required
Sustained protection
As for Enhanced Protection
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Actions prior to Targeted protection
No additional actions required.
Dependent upon contractor resource being available and assessment of RAMS re social
distancing/safe working practices. Timescale and potentially contractual price could be affected.
Targeted protection
As for Enhanced Protection
Day Nursery
191. Nursery: customer implications
Actions prior to Advanced protection
Engage with parents to identify demand
Advanced protection
Nursery expected to remain open. If demand is so minimal that alternative arrangements, with
agreement from the relevant parents, can reasonably be made for the care of children, the nursery
would close, albeit temporarily. Government requirements for opening to a wider group of children will
be followed.
Essential staff required onsite per day to assist with operations.
Actions prior to Enhanced protection
Nursery expected to remain open under government advice
Enhanced protection
Nursery open as relevant under government advice.
Nursery may be required to run reduced capacity by opening in phases/reduced session times/ cap
room numbers to either better ensure social distancing, or to maintain statutory ratios
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Actions prior to Sustained protection
Nursery expected to remain open under government advice
Sustained protection
Dependent on government advice, Nursery open as for Enhanced Protection.
Nursery may be required to run reduced capacity by opening in phases/reduced session times/ cap
room numbers to either better ensure social distancing, or to maintain statutory ratios
Actions prior to Targeted protection
Review capacity, balanced with government advice and requirements.
Nursery prepares to open for all children/extend hours where possible (see below)
Targeted protection
Nursery open, subject to government advice, and following social distancing guidelines.
192. Nursery: Infection Control
Actions prior to Advanced protection
Liaise with H&S and review PHE guidance for setting to be re-opened. Ensure compliance with relevant
information.
https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-
care
Advanced protection
In line with Government Guidance
Actions prior to Enhanced protection
Liaise with H&S and review PHE guidance for setting to be re-opened. Ensure compliance with relevant
information.
https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-
care
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Enhanced protection
In line with Government Guidance
Actions prior to Sustained protection
Liaise with H&S and review PHE guidance for setting. Ensure compliance with relevant information.
https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-
care
Sustained protection
In line with Government Guidance
Actions prior to Targeted protection
Liaise with H&S and review PHE guidance for setting to be re-opened. Ensure compliance with relevant
information.
https://www.gov.uk/government/publications/safe-working-in-education-childcare-and-childrens-social-
care
Targeted protection
In line with Government Guidance
193. Nursery: Communication
Actions prior to Advanced protection
Implement communication tree.
Communicate with parents.
Advanced protection
Communicate to staff via communication tree.
Communicate to parents and nursery users via email and text message.
Ring Ofsted to inform of partial closure should this be enacted.
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Put up signage around front entrance with information regarding closure and contact details (email and
phone) should closure take place.
Update website and social media with closure information if closure takes place.
Actions prior to Enhanced protection
Communicate any changes to child’s sessions reduced capacity due to opening in phases/reduced
session times/ cap room numbers to with parents.
Enhanced protection
Parents communicated via email and text
Appropriate signage and communication in place for pickup/drop offs
Actions prior to Sustained protection
Communicate with parents any changes to child’s sessions due to reduced capacity.
Sustained protection
Parents communicated via email and text.
Actions prior to Targeted protection
Communicate any changes to child’s sessions reduced capacity due to opening in phases/reduced
session times/ cap room numbers to with parents.
Targeted protection
Communication continues as usual.
194. Nursery: Technical Resilience and Capability
Actions prior to Advanced protection
Organise online training
Ensure technical solution in place to undertake virtual tours
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Advanced protection
Staff undertake online training, update tapestry
Actions prior to Enhanced protection
Revisit staff Individual risk assessments to capture any changes of circumstance and re-evaluate risk.
Ensure risk mitigation measures are in place to enable staff who are able to continue to work in a
COVID secure way.
Ensure sufficient stock of PPE through the University supply chain
Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building.
Enhanced protection
Identify type and number of staff to furlough/un-furlough based on session demand. Liaise with People
& Culture to progress, taking into account accrued annual leave.
Management team communicate regular COVID updates to practitioner staff.
Actions prior to Sustained protection
Revisit staff Individual risk assessments to capture any changes of circumstance and re-evaluate risk.
Ensure risk mitigation measures are in place to enable staff who are able to continue to work in a
COVID secure way.
Ensure sufficient stock of PPE through the University supply chain
Restock hand sanitisers, soap dispensers, toilet rolls, paper towels as appropriate for the building.
Sustained protection
Accrued annual leave.
Management team communicate regular COVID updates to practitioner staff.
Actions prior to Targeted protection
All staff to be contacted to return to campus, dates agreed taking into account accrued annual leave.
Targeted protection
Staff back on site, where possible under government guidelines for protecting individuals with
underlying health conditions.
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195. Nursery: Supply and Services
Actions prior to Advanced protection
Inform Professional Nursery Kitchen of reduction in service and make amendments to orders as
necessary.
Advanced protection
Reduced service
Actions prior to Enhanced protection
Inform Professional Nursery Kitchen of reduction in service and make food amends as necessary
Enhanced protection
Reduced service
Actions prior to Sustained protection
Inform Professional Nursery Kitchen of reduction in service and make amendments to orders as
necessary
Sustained protection
Keep PNK updated accordingly
Actions prior to Targeted protection
Inform Professional Nursery Kitchen to ensure deliveries can recommence as per normal service.
Targeted protection
Deliveries re-commence if safe to do so.
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196. Nursery: Key events and training
Actions prior to Advanced protection
Cancel all events
Advanced protection
Full cancellation of events and training within the next 6 weeks. Continue to review.
Actions prior to Enhanced protection
Review events and cancel where necessary
Cancel in person nursery tours and settling in sessions
Enhanced protection
Provide key extra events such as holiday club and the summer fair only where feasible operationally,
where permitted in Government roadmap and where deemed safe following approved and implemented
risk assessments.
Deliver nursery tours online and reschedule settling in sessions.
Actions prior to Sustained protection
No actions identified
Reinstate nursery tours and settling in sessions
Sustained protection
Review the necessity of cancellation of key extra events such as holiday club and the summer fair.
Actions prior to Targeted protection
Commence planning for events if decision is that they can go ahead.
Targeted protection
Nursery events re-commence, following social distancing guidelines.
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Governance and management
197. Governance functions (USG, Council)
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Implement Zoom meeting protocol.
Continue to implement governance decision log.
Advanced protection
Senior management representation on site on a rota basis.
All teams working remotely.
Council and USG meetings managed remotely.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Protocol established and implemented for managing Zoom meetings.
Develop and implement governance decision log.
Enhanced protection
Senior management representation on site at all times.
Governance team working from home.
Council and USG meetings managed remotely.
Actions prior to Sustained protection
Undertake risk assessment of continued management of University meetings remotely.
Identify teams to come on site if needed.
Continue to implement governance decision log.
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Sustained protection
Senior management representation on site at all times.
Teams to come on site where necessary (no more than 50%).
Council and USG meetings managed remotely.
Actions prior to Targeted protection
Undertake risk assessment of continued management of some University meetings remotely.
Identify process for bringing staff back on site, potentially via a rota.
Continue to implement governance decision log.
Actions prior to Targeted protection
Limited numbers of staff on site, following social distancing guidelines.
Governance teams to continue to work from home until business as usual returns.
University meetings to take place remotely where possible.
Where a committee chair recommends that a meeting take place in person, this shall be subject to the
approval of the Registrar and Secretary or their nominee.
198. OVC Office (PA team, Governance team,
Southend campus management team)
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
All working remotely (but see above for Reception Services in Southend).
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Identify teams to come on site if needed and develop rota.
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Enhanced protection
Staff working from home, with no more than two members of the team coming on site at any one time
and if necessary for limited periods to deal with post etc.
Rota system established where teams would benefit from being on site, following social distancing
guidance.
Actions prior to Sustained protection
Identify teams to come on site if needed and extend rota.
Sustained protection
Rota system extended, with no more than three members of staff in the office and all others working
remotely.
Southend Campus Management team will ensure that on site presence is in line with social distancing
and maximum number requirements as per BCP.
Southend Reception team as above.
Actions prior to Targeted protection
Review teams on site and rota.
Actions prior to Targeted protection
Limited numbers of staff on site, following social distancing guidelines.
Plan B: staff primarily working from home unless business need for on-campus support.
199. Financial management
Actions prior to Advanced protection
IT equipment provided to all staff working from home, where required.
Advanced protection
All working remotely.
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Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Identify teams to come on site if needed and develop rota.
Enhanced protection
Rota system established where teams would benefit from being on site, following social distancing
guidance.
Actions prior to Sustained protection
Review whether further teams are needed on site and, if so, develop rota.
Sustained protection
Staff working remotely where appropriate. Services continue to be delivered remotely.
Actions prior to Targeted protection
Review teams on site and rota.
Targeted protection
Identified staff working on site, following social distancing guidelines.
200. Finance (cash)
Actions prior to Advanced protection
Put cash services on hold.
Advanced protection
All cash services put on hold.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Identify teams to come on site if needed and develop rota.
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Enhanced protection
Rota system established where essential teams would benefit from being on site, following social
distancing guidance.
Actions prior to Sustained protection
Review whether further teams are needed on site and, if so, develop rota.
Sustained protection
Rota system established, with no more than 50% of staff in the office and all others working remotely.
Actions prior to Targeted protection
Review teams on site and rota.
Actions prior to Targeted protection
Identified staff working on site, following social distancing guidelines.
201. Planning
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
All working remotely.
Actions prior to Enhanced protection
IT equipment provided to all staff working from home, where required.
Identify teams to come on site if needed and develop rota.
Enhanced protection
Staff expected to be working from home. Rota system established for essential work, following social
distancing guidance.
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Actions prior to Sustained protection
Review whether further teams are needed on site and, if so, develop rota.
Sustained protection
Staff working remotely where appropriate. Services continue to be delivered remotely.
Actions prior to Targeted protection
Review teams on site and rota.
Targeted protection
Identified staff working on site, where need identified, following social distancing guidelines.
202. People and Culture: ERR
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
All working remotely.
Job interviews to be conducted by Zoom or other remote technology.
Enhanced protection
Staff working remotely where appropriate.
Job interviews to be conducted by Zoom or other remote technology.
P&C reception desk available one day a week to issue staff cards, if required. Service otherwise
available on an as and when basis.
Actions prior to Sustained protection
Identify teams to come on site if needed.
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Sustained protection
Rota system for teams and P&C reception where appropriate.
Staff working remotely where appropriate.
Job interviews to be conducted by Zoom or other remote technology.
Targeted protection
Identified staff working on site, where need identified, following social distancing guidelines.
Job interviews conducted using mixed methods.
203. Running payroll
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
Undertake remotely.
Actions prior to Enhanced protection
IT equipment provided to colleagues working remotely as required and where possible
Enhanced protection
Staff working remotely where appropriate.
Actions prior to Sustained protection
IT equipment provided to colleagues working remotely as required and where possible
Identify teams to come on site if needed.
Organise teams for rotas if needed.
Re-visit risk assessment for individuals to ensure these remain up to date and make adjustments as
needed.
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Sustained protection
Rota system for teams.
Staff working remotely where appropriate.
Services continue to be delivered remotely.
Reduced service if needed.
Targeted protection
Identified staff working on site, where need identified, following social distancing guidelines.
204. Organisational Development
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
All work undertaken remotely where possible. Reduced service if necessary
Actions prior to Enhanced protection
IT equipment provided to colleagues working remotely as required and where possible
Enhanced protection
Service offered remotely, with ad hoc supported provided from the TEL team as necessary to support
the delivery of teaching.
Actions prior to Sustained protection
IT equipment provided to colleagues working remotely as required and where possible
Identify teams to come on site if needed.
Organise teams for rotas if needed.
Re-visit risk assessment for individuals to ensure these remain up to date and make adjustments as
needed.
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Sustained protection
Rota system for teams.
Staff working remotely where appropriate.
Services continue to be delivered remotely.
Reduced service if needed.
Targeted protection
Identified staff working on site, where need identified, following social distancing guidelines.
205. Occupational Health
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
Work undertaken remotely or via alternative locations with appropriate mitigations in place (e.g.
evidence of negative test result required for vaccinations).
Cases prioritised.
Actions prior to Enhanced protection
IT equipment provided to colleagues working remotely as required and where possible
Enhanced protection
Continue as normal, prioritising cases
Actions prior to Sustained protection
Risk assessment undertaken of reconvening OH sessions on campus.
IT equipment provided to colleagues working remotely as required and where possible
Identify teams to come on site if needed.
Organise teams for rotas if needed.
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Re-visit risk assessment for individuals to ensure these remain up to date and make adjustments as
needed.
Sustained protection
Continue as normal, prioritising cases
Rota system for teams.
Staff working remotely where appropriate.
Reduced service if needed.
Targeted protection
Continue as normal, prioritising cases
206. Health and Safety
Actions prior to Advanced protection
IT equipment provided to colleagues working remotely as required and where possible
Advanced protection
Reduced service: responses made to incidents and fire assessments undertaken. Fire drills paused.
Actions prior to Enhanced protection
IT equipment provided to colleagues working remotely as required and where possible
Enhanced protection
Continue on site offering prioritised service: responses made to incidents and fire assessments
undertaken
Actions prior to Sustained protection
Identify teams to come on site if needed.
Organise teams for rotas if needed.
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Re-visit risk assessment for individuals to ensure these remain up to date and make adjustments as
needed.
Sustained protection
Rota system for teams.
Reduced service: responses made to incidents and fire assessments undertaken
Targeted protection
Usual service resumes, following social distancing guidelines.