Return to campus plans
Today, 4 September, an email was sent to all staff with the latest guidance on Stage 2 of the University's return to campus plans.
You can read the full email here:
Dear colleague,
An enormous amount of work is being done to prepare for the new academic year as we move into September, and Stage Two of our return to campus plans.
Our Autumn 2020 webpages is the hub for all information – and includes a range of guidance, to support you as much as possible in the resumption of teaching, research and the many other services we collectively provide.
Academic and Professional Service colleagues have been working together on the re-opening of campus plans to ensure all the necessary measures and support are in place.
The principle behind all the plans has been to provide a safe environment for our students and staff to return to campus.
This has been complex, and we are taking an agile approach as we continue to adapt and respond to government guidance.
We have put in place HR policies and procedures that take into consideration the vast number of circumstances our staff have and are facing - and tools and resources to support staff and managers.
Estates and Health and Safety are working together to manage the reopening of campus buildings in as safe and secure a way as possible.
A series of return to campus webinars continue this month where staff have the opportunity to ask questions and raise any concerns they have. As well as answering these we will provide answers to the many questions staff have - and if you cannot find the information you need on our webpages please email internalcommunications@sussex.ac.uk.
We will also continue to communicate updates and make it as easy as possible for staff to find the information they need.
Please read more detail the important updates below:
Phase two of the re-opening of campus
During this second phase from 21 September to December 2020 many staff will be returning to offices and members of academic staff will be back on campus to deliver some face to face teaching.
Whilst for the majority of staff much of this activity is due to start towards the end of September, there are some staff who will begin to return to campus from the beginning of the month.
A further group of staff will not be returning to campus until Stage Three, starting in January 2021.
Completing a voluntary form and induction:
If you are returning to work regularly on campus before 21 September, you will need to complete the Voluntary Return to Campus form, and send this to your line manager. If you have already completed the form, you do not need to do so again.
You also need to have completed the ‘Return to Campus induction’.
Line managers are asked to seek approval from their Head of School or Divisional Director for any new member of staff wanting to return to work before 21 September, while the Estates team continues its plan to officially open all buildings before 21 September.
After 21 September, you will not need to complete the form because from that point those deemed essential workers will be asked to return to campus (unless they have circumstances, agreed with their line manager, that suggests they should remain working from home).
If you are visiting campus briefly, such as to collect something from an office, or to meet with a colleague, you can do this on an ad-hoc basis without filling in the Voluntary Return to Campus form. In this instance, please continue to seek approval from your line manager first.
If a line manager is not sure whether they are OK to authorise an ad-hoc visit, please check with your Head of School or Divisional Director who can provide guidance.
If a building is not yet open, and the Head of School or Divisional Director has authorised the return to work or ad-hoc visit then it will also be necessary to check with Security 01273 678 234 (please call Security on arrival and when departing) regarding access to the building.
Returning to campus buildings:
Over the summer, Professional Services teams have been putting extensive work into planning for a return to campus, which of course involves our physical spaces as well as our behaviours. These plans have been centred around:
- Ensuring buildings and spaces are safe and ready to re-enter
- Adjusting and communicating expectations around new behaviours that increase safety, security, teaching and wellness
- Promoting the health and wellness of all students, staff and visitors
- Creating and monitoring effective guidelines and adjustments to our campus
- Adjusting spaces while balancing health, safety and financial implications
Whilst some buildings on campus are currently open now (such as Sussex House and Bramber) many of our lab spaces and shortly Essex House (as teaching for ESW starts on 4 September), some of our other School buildings and GTS spaces will be ready to open at the start of term.
Our Estates team will be publishing information in the Autumn 2020 webpages in the coming days so you can see clearly when buildings are open and also have information on the risk assessments carried out. Estates will open all campus buildings by 21 September.
The Estates team will be working closely with all Heads of School and Divisional Directors to inform them when buildings are ready to fully reopen, having completed all the necessary risk assessments. The opening of each building will have formal sign-off by the Director of Estates.
Health & Safety guidance:
If you are returning to campus during Stage Two, please make sure you have familiarised yourself with all the available Health & Safety guidance for staff.
Offices: If you are working in an office space, you should ensure you have read the Health & Safety guidance for working in office and low hazard spaces. This includes guidance on determining the distance between colleagues in offices and use of other spaces
Labs: If you are working in a laboratory then you should also read the relevant Health and Safety guidance.
Delivery of teaching during the pandemic:
As well as the health and safety guidance for staff in offices and labs, the University is producing a comprehensive guide for staff who will be delivering teaching. This will focus on the delivery of face to face teaching on campus. This will be shared as soon as possible.
Last week, the University confirmed that face coverings will need to be worn by students and staff in all indoor communal areas (aside from in offices), and that visors will be provided for academic staff in teaching spaces.
We know there are other questions with regards to the cleaning regimes of teaching spaces and guidance on moving around spaces and the use of materials. This will all be included in the comprehensive Health & Safety guidance.
HR guidance and tools for staff and managers on returning to campus:
Comprehensive guidance has been developed for staff on the return to campus, acknowledging that staff have individual needs.
A toolkit for managers has also been developed to support them in addressing any individual concerns. It is important for managers to read this so they understand their responsibilities and can help their staff.
Self-assessment tool
The University has developed a self-assessment tool to support staff and students identify if they have a clinical vulnerability to becoming seriously ill from Covid-19. We are sharing this as some staff have asked how do they know if they are more vulnerable than others to suffering serious symptoms with Covid-19. It is not a requirement to use the tool, but it might help if you have concerns and want to discuss them with your line manager.
We want to support you and listen to your concerns. If the self-assessment tool indicates that you may be vulnerable or at high risk from becoming seriously ill from Covid-19, then you would need to speak to your line manager. We want to make clear the self-assessment tool is not a substitute for a medical assessment.
You can read more about the tool on our self-assessment webpage, including how it identifies increased vulnerability and provides next steps for people with underlying health conditions, or who are pregnant, and may be more vulnerable to the effects of Covid-19.
The questionnaire was adapted from the Association of Local Authority Medical Advisors (ALAMA) guidance and is a great starting point for a conversation with your line manager.
Face coverings – in indoor communal and teaching spaces
Indoor communal areas:
Last week the University also updated its guidance on face coverings, asking for them to be worn by students and staff in all indoor communal spaces on campus where 2m social distancing cannot be achieved.
Some people are exempt from wearing face coverings for medical or other reasons. Please see the government guidance on who this applies to and when you do not need to wear a face covering.
Teaching spaces:
Students will be asked to wear face coverings in all teaching spaces. Academic staff should be able to maintain a 2m distance from the front of the class and so do not need to wear cloth face coverings. The University will provide face visors for academic staff to wear during classes, as an added protection that will allow students to see the academic’s face. Provided academic staff remain 2m distant from the students it is their choice whether to wear a face visor.
All students will receive lots of information about the need to wear face coverings along with a set of protocols for the classroom that will be very clear for everyone in all teaching spaces. We will also be outlining expected behaviours for students.
You can find more information about the use of face coverings. In addition there are a series of FAQ’s regarding face coverings.
Campus catch-up events:
A series of ‘Cake and Catch-up’ events are being held during September for staff to come onto campus and meet with colleagues. You can find out more and register.
Best wishes,
Internal Communications