Resources, guidance and policies
This section contains information for staff and links to risk assessments, policies and guidance.
In the case of coronavirus on campus
Investigation of cases, through NHS Test and Trace, Public Health England (PHE) health protection teams, and local authorities, will help determine the University’s actions. We are working to guidelines based on the Government’s guidance.
What you need to do if you have symptoms
If you develop one or more coronavirus symptoms you should self-isolate immediately. All members of your household should also immediately start isolating.
We then ask that you let the University know that you are self-isolating by talking to your line manager.
Student self-isolation reporting form (undergraduates and postgraduates)
Coronavirus reporting form for staff (for line managers)
What happens next?
You will receive support from your line manager and HR. Your line manager will complete a Covid-19 reporting form:
You should request a Covid-19 test and continue to self-isolate according to the rules. If you test positive you should let the University know as soon as possible via your line manager.
For each positive case, the University will take action on a case-by-case basis to identify potential contacts and confirm if wider groups of staff or students need to self-isolate, based on Public Health advice.
What if someone develops symptoms on campus?
Mental health and wellbeing
We understand that this can be an anxious or stressful situation for people. We are monitoring the changing situation closely, providing regular updates to staff and implementing the Government’s medical recommendations. Accordingly, as the national picture evolves we will continue to provide an appropriate and proportionate response in line with Government advice.
If your concerns are medical please contact your GP/medical specialist or call NHS 111.
If you have any non-medical concerns, please discuss this with your line manager or Head of Department in the first instance. You may also wish to talk to Health Assured, our employee assistance service, which can provide advice and confidential counselling via a 24-hour helpline.
If you have a concern you do not feel comfortable discussing with your line manager then you can contact HR on email@example.com.
People and Organisational Development have pulled together resources to support your wellbeing while you are working remotely:
Managing your health and wellbeing while remote working (login required)
There is also a range of resources to help you support vulnerable groups or those with particular accessibility needs:
Each department has a covid-secure lead, who is your first point of contact for any issues with covid-secure measures. They are responsible for the covid-secure measures of their department and can investigate any concerns and make adjustments if necessary.
University covid safety form for reporting issues with social distancing or covid-secure arrangements on campus (eg, unsafe number of people in a space, missing signage or sanitiser, unsafe room layout).
Guidance for managers on staff using campus space during lockdown
All departments and directorates are asked to strictly control numbers of staff and PGRs in buildings.
In line with government guidance, in all cases you may only leave your home for work if you cannot reasonably work from home. Staff can come to campus where this is permitted under specific scenarios . For full details of the permitted scenarios see:
Departments must have a sign-in sheet in place to record who is within their buildings when, and this must be shared with firstname.lastname@example.org so that concurrent access by Estates and Facilities colleagues can be avoided. Members of staff planning to be on campus for most or all of their working day (eg for physical or mental wellbeing, or lack of suitable space to work at home) should discuss it with their line manager before travelling.
Staff and PGRs should only travel to campus in-line with government guidance.
Guidance for staff concerned about working on campus
We understand that the impact of Covid-19 and the uncertainty around the virus will be making many staff feel anxious about working on campus, particularly during lockdown. As such we have developed a range of measures to help staff and students feel safe on campus. If you are still concerned, talk to your line manager, who can complete a risk assessment with you.
Individual risk assessment (ideally to be completed with your line manager)
We have conducted robust risk assessments related to Covid-19. They cover (although are not limited to) physical distancing, use of University spaces (including laboratories and offices), ventilation, face coverings and PPE, delivery of teaching, research, reporting cases, travel (commuting and international), cleaning, vehicles and student accommodation.
The risk assessments have been compiled with the combined and collective engagement of University stakeholders and contributors from Academic, Teaching and Research (ART) and technical colleagues within Facilities, Professional Services, the Trade Unions and the Student Bodies.
We’ve looked at the additional measures that need to be taken to remove or minimise risks, and whether additional equipment or procedures are required.
Good air circulation has been shown to minimise the spread of Covid-19. We need to ventilate rooms with as much fresh air as possible. To reduce risk within University buildings, we have:
maximised the amount of fresh air coming in from automatic systems
encouraged people to open windows
reduced occupancy limits of rooms and spaces
implemented engineering changes to avoid recirculation
installed fans to move air around where air flow issues have been identified.
These measures are in line with guidance from the Health and Safety Executive, the government and industry experts.
NHS Test and Trace
The Academic Contingency web pages have guidance for academic and professional services staff. They provide access to all the information, resources and guidance issued to departments relating to our teaching and learning response to the Covid-19 crisis, including on:
The Security team are available 24/7 and have access to the majority of spaces on campus.
If for any reason a member of staff or a student needs access to a locked building please contact Security on 01904 32 4444 before coming to campus to request access.
Covid-19 Community Charter
The Covid-19 Community Charter supplements the responsibilities and expectations set out in the Together York declaration, for both staff and students, and across University and college policies.
We have published our Operating Procedure for Covid-19 related reports of student misconduct.
For most queries, please contact your department in the first instance, or email email@example.com
External information sources
In addition to University sources, you should also consult these official sources of information: