COVID-19 Access to Campus Protocol - NUI Galway
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COVID-19
Access to Campus
Protocol
1
2
3
Document Control
Document Name COVID-19 Access to Campus Protocol
Version Reference 2.4
Document Owner Chief Operations Officer
Approved by COVID Ops Group
Date 14th Jan 2022
Version Control
Version Date Author Approver Updated Information
Number issued
1.1 16/09/20 AL H&S Para 6(a) and Para 1 of App 4 amended in line
Subgroup with Gov guidance.
Added Para 8 of App 1 providing info on the
use of handouts.
Added and Changed App 5 to Principles &
Roadmap for returning to Campus.
Added Para 5 of App 3: Student Commitment
1.2 11/12/20 AL COO Para 5(d) amended
Para 6(a) and Para 1 of App 4 emended in line
with Gov Guidance.
Para 6(j) amended in line with Gov guidance.
Added App 7: Access to Campus
Buildings/Facilities
2 20/08/21 AL COO Para 1, 3, 5, 6 amended in line with Gov
Guidance
Apps 1, 2, 3, 4 updated in line with Gov
Guidance
Deleted redundant appendices
2.1 20/09/21 AL COO Para 6 e. xii added link on Letter of Exemption
4Appendix 1, Para 5 updated text on distance
of teaching station from students
Appendix 3, Para 4 amended text to reflect
current guidance
Appendix 4, Para 4 added info on catering at
meetings
Appendix 4, Para 7 added info on the use of
kitchenettes
Added Appendix 6: Visitors COVID-19
Declaration
2.2 27/10/21 AL COO Para 6 e i. amended to reflect guidance on
antigen tests for close contacts
Para 6 e xii, Appendix 4, updated guidance on
face coverings in Shared Spaces and meetings
2.3 06/01/22 AL COO Para 6 e i. amended to reflect guidance on
close contacts.
Para 6 e v. amended to reflect wording on
Physical Distancing in Practical Guidance for
Further and Higher Education for Returning to
On-site Activity in 2020
App 4, Para 1 amended to reflect guidance on
close contacts.
2.4 14/01/22 AL COO Para 6 e i. amended to reflect guidance on
close contacts.
Para 6 e xii. Amended to reflect guidance on
face coverings.
App 3, Para 2 updated to reflect guidance on
face coverings.
App 4, Para 1 updated to reflect guidance on
close contacts.
5Table of Contents
References .............................................................................................................................................. 7
1. Introduction ................................................................................................................................ 7
2. Scope ........................................................................................................................................... 7
3. NUI Galway Responsibilities........................................................................................................ 8
4. Protocol Adherence .................................................................................................................... 8
5. Operating Principles .................................................................................................................... 9
6. Infection Prevention & Control Measures ................................................................................ 10
7. Communication & Cooperation ................................................................................................ 18
Appendix 1: Conduct of Teaching & Learning Activities on Campus ................................................ 19
Appendix 2: Conduct of Labs ............................................................................................................ 22
Appendix 3: Student Awareness ....................................................................................................... 24
Appendix 4: Return to Working on Campus ..................................................................................... 29
Appendix 5: Conduct of Sporting and Society Activities ................................................................... 34
Appendix 6: Visitors Covid-19 Declaration ....................................................................................... 36
Appendix 7: First Aid Guidance ......................................................................................................... 37
Appendix 8: Use of University Vehicles ............................................................................................ 39
Appendix 9: Additional Resources .................................................................................................... 40
6References
NUI Galway Health & Safety
COVID-19 Resilience and Recovery 2021 - The Path Ahead
Work Safely Protocol
HSA COVID-19 Advisory Information
Guidance for Working Remotely
A safe return to on-site further and higher education and research
Practical Guidance for Further and Higher Education for Returning to On-site Activity in 2020
1. Introduction
The Government has published its plan for A Safe Return to on-site further and higher
education and research in 2021/22. This plan outlines a commitment to a significant increase
in on-site further education and training, higher education and research, as well as enabling
a return to a holistic experience, including activities and services for students and staff. Higher
and further education and training, and research are essential activities, and so the plan for
2021 to 2022 is for mainly on-site activity for students, learners, and staff.
This COVID-19 Protocol sets out how the University aims to keep the level of risk and
transmission as low as possible while balancing continuing restrictions proportionately with
the government’s expectation and the University’s commitment under the discretionary
framework to maximise and optimise the on-campus experience for students and to enable a
fuller on campus experience for students and staff. The University’s priority is to ensure the
health and safety of staff and students while offering students a rich and meaningful learning
experience and sustaining research, scholarship and engagement.
The specific features and context of the NUI Galway campus requires that public health
guidance is supplemented and supported by specific guidance and measures that address and
accommodate the unique features of the campus and provide for their safe operation within
the overall public health guidance framework.
This protocol outlines the specific measures that are intended to safely deliver teaching and
research activities on-campus.
Note: The protocol is a live working document and it will be reviewed on an ongoing basis
and amended to take into account new guidance from www.Gov.ie, www.dbei.ie
www.hse.ie, www.hpsc.ie, www.hsa.ie
2. Scope
This protocol applies to any person who will be returning to or arriving on campus following
the implementation of the Government’s COVID-19 Resilience and Recovery 2021 - The Path
Ahead and the Government’s Guidance for A safe return to on-site further and higher
7education and research.
This protocol also applies to fieldwork.
Any derogations from this protocol must be approved by UMT in advance.
3. NUI Galway Responsibilities
NUI Galway is committed to providing a safe and healthy campus. This protocol has been
developed to provide an overview of how the campus will continue to operate in a safe and
controlled manner. All personnel are responsible for the implementation of this plan and a
combined effort will help contain the spread of the virus. NUI Galway will:
develop and implement plans to maximise and optimise on-site teaching, learning,
assessment and research,
enable a return to a holistic experience including activities and services for students,
learners and staff,
enable all learners to participate, especially vulnerable learners,
ensure that all learners across all areas have a significant scheduled period of on-site
learning,
implement appropriate provisions for vulnerable staff, students and learners who are
medically unsuitable for vaccination in accordance with public health advice,
continue to ensure the quality of educational and research activity,
address backlogs and deferred learning outcomes,
continue to monitor the COVID-19 response and amend this protocol in accordance
with Government and Public Health advice,
provide up to date information on the Public Health advice issued by the HSE and
Government,
provide information on the signs and symptoms of COVID-19 and correct hand-
washing techniques,
provide an adequate number of trained Local COVID-19 Coordinators,
inform all personnel of essential hygiene and respiratory etiquette and physical
distancing requirements,
adapt the campus to facilitate the managed movement on-site by changing access,
egress and circulation routes,
keep a log of contact / group work to help with contact tracing in as much as is
practical,
have all personnel complete an induction / familiarisation briefing before arriving on
campus, and
intensify cleaning in line with interpretation of government advice.
4. Protocol Adherence
All staff and students must follow NUI Galway and Public Health Guidelines related to reducing
the spread of Covid-19 at all times. All staff and students are required to note that a breach
of University guidance, protocols, policies & procedures related to reducing the spread of
8Covid-19 will be considered and managed under the relevant Code of Conduct or other
applicable University policy where required.
5. Operating Principles
The following basic principles apply to how the University will outline, implement and oversee
the control measures necessary to enable the campus to reopen and facilitate a phased return
to research, teaching, professional support and community operations.
a. Adherence to Public Health Guidelines
The University will operate within the parameters of public health and safety advice
at all times. Specifically, the Work Safely Protocol, A Safe Return to on Site Further and
Higher Education and Research and sector specific and public health guidance, as it
develops on a rolling basis, will be adhered to.
b. Health & Safety
The University will prioritise the health, safety and wellbeing needs of students, learners and
staff and the health and safety of the broader community in all cases.
c. Providing an on-campus student experience
The plans for reopening are for a safe return to campus this September with maximum
on-site presence. These plans are centred on the overwhelming desire of students to
get back on campus and is facilitated by the classification of higher education and
research as an essential service.
d. Campus Activity
The University has put in place a plan and protocol in line with the Government
position to provide for mainly on-site activity for students, learners and staff. The
logistics of planning for returning to campus and academic delivery are now underway
with the various Colleges, Schools, and Professional Service units. Staff will be
contacted by either their Head of School, or Line Manager to advise of the plans for
their area.
e. Personal Responsibility
Everyone has a role to play in minimising the risks of COVID-19 in the workplace. The
main effort for ensuring that the control measures are effective lies within the
University Community. All personnel must take personal responsibility for their
actions while on campus and point out any non-compliance with the control measures.
In addition, some personnel will be asked to take a more active role in ensuring that
the control measures are operating effectively.
96. Infection Prevention & Control Measures
a. Vaccination Programme
The overwhelming majority of the people over 18 in Ireland are vaccinated and
so planning has proceeded on the basis that full resumption of on-site activity is
possible, while ensuring that overall numbers attending on-site are monitored and
controlled. The COVID-19 vaccine and booster offers protection from COVID-19.
The HSE, the World Health Organization and the Department of Health strongly
recommend that everyone receives the vaccine and booster as soon as it is
offered. The HSE Vaccination portal for other age groups is now open for
registration at https://vaccine.hse.ie.
b. Public Health Engagement
The University has worked closely with Public Health Authorities throughout
2020/21 to;
Develop guidance, protocols and sector-led responses,
Collaborate with stakeholders, especially students, to promote public
health responses; and
Enable on and off site public health facilities such as test centres;
This provides a foundation for ongoing and strengthened engagements
throughout 2021/22 to support the updating of guidance and the development of
new arrangements for vigilance.
c. On Campus PCR Testing
The University will continue to provide support for on campus PCR testing
pathways through the HSE for symptomatic students, learners and staff.
d. Rapid Antigen Testing Project - UniCoV
UniCoV is a multi-site project coordinated by NUI Galway, which involves staff and
students, that explores rapid tests for Covid-19 to develop an early warning system
for virus prevention in Irish higher education settings. The aim of the UniCoV
research study is to is to assess rapid testing for COVID-19 and develop an early
warning system for outbreaks in universities with a view to reducing disruptions to
university teaching and learning and to facilitate a safe return to campus activity.
Further information on how to participate in the UniCoV project is available at Join
the study (NUI Galway) – UniCoV Ireland.
e. Public Health Infection Prevention & Control Measures
The University has designed and is implementing appropriate and effective control
measures to minimise the risks associated with COVID-19. These measures shall
apply regardless of an individual’s vaccination status. All staff and students should
10expect and undertake the following minimum level of control measures
throughout campus. Additional control measures are required depending on the
activity being undertaken. These control measures are under regular review.
i. Attending Campus
Staff and Students are instructed that they must not attend campus in the
following circumstances;
1. They are experiencing one of the common COVID-19 symptoms.
In such an event, they should self-isolate and get a COVID-19
test.
2. They have been diagnosed with COVID-19 (following an Antigen
or PCR test), are awaiting a test or awaiting test results. If
positive, such individuals are required to self-isolate for a
minimum of 7 days from the onset of symptoms or the positive
test if asymptomatic and can exit self-isolation once symptoms
have substantially or fully resolved for the final 2 days (48 hours)
of the self-isolation period1. If negative but symptoms persist,
such individuals should self-isolate until 2 days (48 hours after)
after symptoms have substantially of fully resolved. Those
returning to campus following a period of self-isolation should
wear a medical (surgical) grade or FFP2/N95 facemask for an
additional 3 days. i.e. days 8, 9 & 10.
3. They are a close contact of someone who has been diagnosed
with COVID-19 and have been advised to self-isolate or restrict
their movements in line with HSE guidance.
a. Close contacts who are boosted, asymptomatic and
have negative antigen tests can return to campus
provided they can wear a medical (surgical) surgical or
FFP2/N95 grade facemask in line with Table 1: Campus
Attendance for asymptomatic close contacts of
confirmed COVID-19 cases.
Table 1: Campus Attendance for asymptomatic close contacts of confirmed COVID-19 cases.
Vaccination Masks Restricted Campus Testing Testing
Status Movements Attendance Duration
Boosted* Medical 0 days Yes 3 x Antigen tests 7 days
grade over 7 days.
(surgical
1
https://www.hpsc.ie/a-
z/respiratory/coronavirus/novelcoronavirus/guidance/contacttracingguidance/National%20Interim%20Guidan
ce%20for%20contact%20tracing.pdf
11mask) or first test as soon
FFP2/N95 as you can get
for 10 days an antigen test
second test 3
days after your
first test
third test on the
7th day
Not Medical 7 days No 3 x Antigen tests 7 days
Boosted grade over 7 days.
(surgical first test as soon
mask) or as you can get
FFP2/N95 an antigen test
for 10 days second test 3
days after your
first test
third test on the
7th day
* Boosted are those who are 7 days post their booster vaccine OR who have completed their
primary vaccination course and had infection since 1st Dec 2021
4. They have presented to a GP with some respiratory tract
infection symptoms, but do not meet the criteria for COVID-19
testing2. Such individuals are required self-isolate for a
minimum of 2 days (48 hours after) after symptoms have
substantially of fully resolved.
5. They have been medically confirmed to be in the ‘Very High’
Risk Category unless specific control measures can be
implemented to allow them to return to campus safely subject
to government advice, risk assessment and health advisory
input.
6. They have returned to or arrived in Ireland and do not have an
EU Digital COVID Certificate or are required to Quarantine,
Hotel Quarantine or Self Quarantine under Government
requirements. Such Individuals should carefully plan their travel
arrangements and be aware that Government guidance may
change while they are abroad.
ii. COVID-19 Information
The University will provide information to Staff and Students on;
2
https://www.hpsc.ie/a-z/respiratory/coronavirus/novelcoronavirus/algorithms/COVID-
19%20Telephone%20Assessment%20and%20testing%20pathway%20for%20patients%20(aged%2013%20and
%20over)%20who%20phone%20GP.pdf
12 signs and symptoms of COVID-19,
how the virus is spread and,
how to help prevent the spread of COVID-19.
iii. Management of movement on Campus
Staff, students and learners are encouraged to limit their geographical
footprint on campus to those areas necessary for their teaching, learning,
work, research and/or health & well-being needs.
iv. Hand, Respiratory and General Hygiene
Good hand, respiratory and general hygiene is vital for reducing the risk of
contracting or spreading COVID-19. Frequent hand washing is necessary
and hand sanitisers are also available across the campus.
v. Physical distancing
In line with the sectoral approach to returning to campus activity, which is
supported by government and endorsed by the public health authorities,
there is no strict baseline with regard to physical distancing in teaching,
learning and research settings. However, Physical Distancing of 2m will
remain in place in areas other than teaching, learning and research venues
and application of the guidance on Physical Distancing will depend on the
activity being undertaken and other sectoral guidance. Access to, egress
from, and circulation within buildings has been configured to enable
effective and managed movement of people. This entails the introduction
of one way systems within some buildings.
Activity Physical Distancing
Teaching & Learning including labs, In accordance with public
practicals, tutorials, skills based learning, health advice - No Physical
classrooms, lecture theatres, Libraries & Distancing
study spaces
Research including laboratories, work- In accordance with public
spaces and essential research support health advice - No Physical
activity Distancing
Offices and Administration In accordance with public
health advice - 2m
Meetings In accordance with public
health advice - 2m
13Sports Facilities In accordance with public
health advice
Canteens, Restaurants & Cafes In accordance with public
health advice
Clubs & Societies In accordance with public
health advice
Bars In accordance with public
health advice
vi. Signage
The University will provide sufficient signage to aid the managed
movement of people, alert staff and students on the building layout
including one-way systems where necessary and remind staff and students
to practice good hand, respiratory and general hygiene.
vii. Cleaning
In line with public health recommendations, the University has undertaken
measures to prevent the community spread of COVID-19, which include
enhanced cleaning and disinfection procedure. The procedures were
developed in light of the guidance issued by the European Centre for
Disease Prevention and Control (ECDC) in relation to cleaning. All staff
should utilise a ‘clean-in’ policy for their workspaces using sanitising wipes
provided. The University has laid out a comprehensive cleaning protocol
for the University campus to outline the cleaning and disinfection
procedure on campus.
viii. Ventilation Strategy
Ventilation, refers to the movement of outdoor air into a building, and the
circulation of that air within the building or room while removing stale air
to improve the air quality. The University has developed a Ventilation
Strategy and is assessing all venues to ensure there is adequate ventilation
in enclosed spaces through;
Mechanical ventilation using fans and ducts including window fans
to bring in fresh air from outside is in place and operating in larger
teaching venues,
Natural ventilation which relies on passive air flow through
windows, doors and air vents that can be fully or partially opened
is in place in other venues,
A combination of natural and mechanical ventilation, for example
14where mechanical ventilation relies on natural ventilation to
maximise fresh air, and/or
Utilising CO2 Monitoring in larger venues.
ix. Minimising Contacts
Staff and Students should minimise their number of contacts to the fewest
possible.
x. Contact Log
Public Health Guidelines require all personnel to maintain a log of all those
they have been in close contact with while on campus. This information will
be necessary for the HSE to complete contact tracing in the event of a
positive diagnosis for COVID-19. The University will, to the greatest extent
possible, record attendance at all events and retain records for 4 weeks in
case required for contact tracing purposes. The Qwickly functionality on
the Blackboard App will assist the University will in recording attendance
at events on campus in case it is required for contact tracing purposes.
xi. HSE COVID Tracker App
Public Health Guidance also advises all personnel to download the HSE’s
COVID Tracker App. Personnel should download the App before they arrive
on campus and check-in on the App each day that they are on campus. The
use of the App will enable personnel to;
1. be told if they have been in close contact with another app user who
has tested positive for coronavirus,
2. be able to track any symptoms they have and get advice on what to do,
3. be able to anonymously warn close contacts if they test positive for
coronavirus,
4. make contact tracing quicker for the HSE, and
5. help map and predict the spread of the virus.
xii. Face Coverings
The University requires that all staff and students wear a face covering
while indoors in public areas on campus. A face covering is a material you
wear that covers your nose and mouth. Wearing one helps stop the spread
of COVID-19 (coronavirus), especially from people who don't know they
have the virus. The University will provide a combination of barrier, medical
(surgical) and respirator face masks.
Barrier face masks are reusable cloth face coverings and are the type of
15face coverings most people should wear in public. The University has
provided this masks to all staff and students.
Medical (surgical) face masks are the common blue disposable masks that
are widely available across campus for all who choose to wear this type of
mask.
Respirator face masks are commonly known as FFP2 or N95 face masks and
are available to those at higher risk of getting seriously ill if they get COVID-
19. This type of face mask is also available for asymptomatic and boosted
close contacts who do not have to restrict their movements. It should be
noted that some may find this face mask difficult to wear.
Medical (surgical) grade or respirator face masks should be worn by those;
who are at higher risk of getting seriously ill if they get COVID-19,
who are asymptomatic and boosted close contacts who do not have
to restrict their movements,
who returning to campus following a period of self-isolation. In such
circumstances, a medical (surgical) grade or FFP2/N95 facemask
should be worn for an additional 3 days.
Such staff and students can choose the most appropriate face mask for
their requirements. Medical (surgical) masks and respirator masks give
better protection from COVID-19 than cloth masks. However, medical
(surgical) grade and respirator face masks are disposable face masks and
the most sustainable face mask is the reusable cloth face mask provided.
Visors are not the best option for protecting yourself and others from
COVID-19 and they should only be worn if you have an illness or
impairment that makes wearing a face covering difficult or have been
advised to wear a visor.
Face coverings should also be worn in the following circumstances;
Where physical distancing is difficult in outdoor areas.
Where a specific activity requires it.
Face coverings are not recommended for anyone who:
has an illness or impairment that would make wearing or removing
a face covering upsetting or uncomfortable,
has trouble breathing,
is unconscious or incapacitated,
16 is unable to remove it without help, or
has special needs or who may feel upset or very uncomfortable
wearing the face covering.
Face coverings may be removed temporarily in the following
circumstances;
While alone in an office,
While talking to someone who has difficulties communicating,
While providing emergency help or care to a vulnerable person,
While taking medication,
In order to verify your age or identity,
While eating and drinking at a restaurant or café - wear one until
you get to your table and when you are leaving or moving about,
While receiving medical treatment, or
While delivering a teaching session where there is >2m between
students and lecturers.
While seated in a meeting or shared office where there is >2m
between staff.
It is vital that the University community does not criticise or judge
people who are not able to wear a face covering. Students who are
exempt from wearing a face covering can engage with Disability
Support Service to receive a Letter of Exemption that can be shown
if required.
The efficacy of face coverings depends on their use amongst the
vast majority of the university community. As such, the University
cannot facilitate anyone who chooses not to wear a face covering
on campus. If a student refuses to comply with the requirement to
wear face coverings in class (and is not exempt from this
requirement), then the staff member should ask the student to
leave. If they refuse to do so then the staff member should cancel
the lecture and report the student through the appropriate channel.
Anyone on campus who refuses to wear a face covering should be
also be reported in line with the University’s management
structure.
17xiii. Gloves
Gloves should only be considered where the specific activity requires it.
This is likely to be in certain laboratory environments in most cases. All
personnel on campus are reminded that good hand, respiratory and
general hygiene is vital for reducing the risk of contracting or spreading
COVID-19 and is more effective than gloves. Gloves themselves may
become contaminated and require appropriate disinfection and changing.
f. COVID-19 Incident Response Planning
The University has prepared a COVID-19 Incident Response Plan that outlines the
steps that will be undertaken if the University is made aware, by individuals or by
HSE Public Health, of positive case(s) of COVID-19 among members of the NUI
Galway community, including staff, students and any others whose normal place
of work is one of the University campuses.
The University will follow Public Health advice and implement all of its
recommendations following its investigation and risk assessment of confirmed
cases on campus. In addition, and as it awaits Public Health direction, the
University will undertake further transmission risk mitigation measures—including
cleaning and disinfecting of impacted venues and the issuing of Advisory Notes to
staff and students who were in the same group(s),or using the same facilities, as
the positively-diagnosed person with 48 hours of that person developing
symptoms.
The University has also identified Isolation Rooms on campus for use when an
individual develops symptoms of COVID-19 and is unable to leave campus
immediately.
7. Communication & Cooperation
In keeping with the wider approach in society in response to the COVID-19 pandemic, it is
recognised that the successful implementation of this protocol can only be achieved on a
cooperative basis with shared responsibility between staff, students and university
management. The key to a safe and continued return to campus requires strong
communication and a shared collaborative approach between all involved.
a. NUI Galway App
All staff, students and visitors to campus are encouraged to download the NUI
Galway App. The NUI Galway App and the alerts page of the NUI Galway website
will be the main means of communication throughout the semester.
18Appendix 1: Conduct of Teaching & Learning Activities on Campus
The University recognises the importance of the on-campus student experience and is
implementing the following specific control measures to provide a safe, enjoyable and
positive campus experience for both students and staff. The following measures support and
are in addition to the minimum level of control to be implemented on campus.
1. Health Status
Students should be reminded at the start of each session that they should leave if they
have symptoms of COVID-19 or if they are not fully vaccinated and are a ‘close contact’ of
a person that has been diagnosed with COVID-19. The University has created info graphs
to aid this.
2. Physical Distancing
In line with the sectoral approach to returning to campus activity, which is supported by
government and is endorsed by the public health authorities, there is no strict baseline
with regard to physical distancing in teaching, learning and research settings. Where
possible, and where feasible, staff may prefer to maintain a 2m distance in a teaching
session but this is not a requirement and may not be possible in all teaching settings such
as labs, practicals, tutorials or skills based learning.
3. Face Coverings
Staff and students must wear a face covering while indoors in public areas or shared
spaces on campus.
Face visors may be preferred by teaching staff in place of face coverings in the teaching
context, particularly if teachers or lecturers have concerns around voice projection or if
there is a requirement for students to see their face.
A lecturer may remove their face covering in a teaching and learning environment where
all of the following apply;
a. They are actively delivering a teaching session,
b. They are >2m from students and can maintain this distance throughout,
c. They are comfortable to do so, and
d. Delivering the session without a face covering would mean an enhanced
pedagogical experience.
4. Duration of Teaching Activities
Where possible, the optimum duration of a teaching session that is timetabled for 1 hour
is 45 minutes. This duration allows more time to enter and exit the room in an orderly
fashion so as to avoid congregation outside the room, for self-cleaning of surfaces by
students between different groups and to enable the University’s ventilation strategy. In
19the event that students will return to the room after a short break (e.g. a double session),
staff and disabled students may remain in the room if they are comfortable to do so.
Laboratory/practical/clinical skills sessions that typically last for 2-3 hrs can proceed as per
the normal time requirements where there is appropriate ventilation available.
5. Building Use & Layout
The capacity of a room and building will be in accordance with the prevailing public health
guidance the maximum number of people allowed in a class will not exceed the stated
capacity. The capacity of rooms has been planned in order to facilitate the effective
implementation of the University’s Infection Prevention & Control measures. In general,
this will mean that rooms with a capacity of 100 shall operate at approximately 80% capacity. The University is
assessing all venues to ensure there is adequate ventilation in enclosed spaces and has
provided updated information on the capacity of these venues. Students should not sit in
any seat that has been marked for non-use, should fill available seats from the front row
to rear and should self-clean their own workspace.
To the greatest extent possible, the entry and exit from teaching space and taking of seats
should be managed to avoid congregation at the entrance and exit. Teaching durations of
45 minutes will aid this. Students should also exit the venue by following the arrows/signs
which will direct them to an exit from the building.
In general, students will enter a classroom or theatre from a public corridor or space and
will egress through a different dedicated exit leading to the outside of the building.
The University will, to the greatest extent possible, record attendance at all events and
retain records for 4 weeks in case required for contact tracing purposes. The Qwickly
functionality on the Blackboard App will assist the University will in recording attendance
at events on campus in case it is required for contact tracing purposes.
Teaching space should be laid out and managed in order to safeguard the health of both
staff and students. Seats have been marked for non-use in theatres and seats have been
removed from classrooms to facilitate this.
Where possible, and where feasible, staff teaching stations should be located 2m from
students, or more where possible, and staff should maintain 2m physical distance insofar
as possible.
Teaching and learning activities should, where possible, use rooms / lecture halls with
ventilation that is managed in accordance with the University’s Ventilation Strategy.
6. Staff & Student Interaction
Staff and student meetings may take place in a face to face format where this means an
enhanced or necessary pedagogical experience or is necessary for the student’s health &
wellbeing and can be managed in line with the University’s control measures. In other
circumstances, staff should continue to consider using online meetings.
20At the end of a session, students should be encouraged to submit any questions they have
via email in order to avoid congregation around the teaching station.
Physical contact must be avoided.
Where offices are occupied and accessible to students, office hours should be organised
to avoid students waiting in groups and where a face-to-face meeting is required, the
meeting will take place by appointment with appropriate arrangements for distancing and
mask use in keeping with Government Guidance.
7. Use of Handouts
Every effort should be made to eliminate the distribution of paper in the classroom by
providing students with access to resources online. It is understood that there may be
exceptional circumstances where handouts are required for in class work as an integral
part of in class teaching. In such cases, these handouts should be made available for
collection on the way into the room and not passed or shared from person to person.
Good hygiene must be practised while preparing, transporting and distributing the
handouts.
8. Vulnerable Students
The University will ensure that appropriate arrangements are in place whereby staff or
students who are vulnerable can declare this via the appropriate route (HR or for students
their Programme Director/Coordinator) and where possible, the University will put
specific support measures in place as may be appropriate.
21Appendix 2: Conduct of Labs
The University recognises the importance of labs in supporting the delivery of programmes.
It is possible that the majority of a student’s on campus experience will be in labs. The
following additional measures should be considered.
1. Preparation
Risk Assessments
Risk Assessments are an integral part of NUI Galway’s Safety Management System. All
Units must update their Risk Assessments to take account of COVID-19 control measures.
In addition, Risk Assessments need to consider the specific tasks in the context of the
additional risks presented by COVID-19.
Room layout
The lab should be planned and managed in order to safeguard the health of both staff and
students.
Benches and worktops should be marked to indicate a student’s workspace.
Sanitisation Equipment
The lab should contain sufficient equipment to clean equipment and workstations
between sessions.
Lab Structure
The lab should be structured to allow the task to be completed so that the number of
contacts is minimised.
Prior Information
Students should receive as much information as possible prior to the lab in order for them
to prepare accordingly. In particular, students should receive information on the safe
conduct of the session.
2. Conduct
PPE
All students must wear the required PPE throughout the lab. The sharing of PPE, including
lab coats and protective glasses is not permitted. In addition, schools will not rent PPE in
the event that a student forgets it. Access to laboratories will not be permitted if a student
does not present with PPE.
Workspace
Students should not move outside their workspace.
22Sanitisation
All equipment that must be shared for the conduct of the equipment should be disinfected
before and after use.
Face Covering
Face visors may be preferred by teaching staff in place of face masks in the teaching
context, particularly if teachers or lecturers have concerns around voice projection or if
there is a requirement for students to see their face.
Staff may remove their face covering in a teaching and learning environment where all of
the following apply;
a. They are actively delivering a teaching session,
b. They are >2m from students and can maintain this distance throughout,
c. They are comfortable to do so, and
d. Delivering the session without a face covering would mean an enhanced
pedagogical experience.
23Appendix 3: Student Awareness
In keeping with the wider approach in society in response to the COVID-19 pandemic, it is
recognised that the successful implementation of this protocol can only be done on a
cooperative basis with shared responsibility between staff, students and university
management. The key to a safe and continued return to campus requires strong
communication and a shared collaborative approach between all involved.
The University is focusing on minimising the risk of introduction of the virus onto the campus.
The success of this depends on the behaviour of the individual members of the campus
community. It is vital that all members of the community minimise their risk of exposure to
COVID-19 in their life off campus. This in turn reduces the likelihood that they become
infected and reduces the risk that they introduce the virus onto campus.
1. Personal Responsibility
Everyone has a role to play in minimising the risks of COVID-19. The main effort for
ensuring that the control measures are effective lies within the University Community. All
students must take personal responsibility for their actions while on and off campus. In
addition, some students may be asked to take a more active role in ensuring that the
control measures are operating effectively.
2. Control Measures
Maintain vigilance and support others to ensure all recommended control measures are
maintained.
Prior Preparation
Students are requested to prepare for all activities on campus by reading all
available information beforehand as it may contain information on the safe
conduct of the session.
Furthermore, students must arrive with all equipment required for the session. It
will not be possible to share personal equipment or rent equipment for the
session.
Health Status
Students should only come to campus if they do not have any of the symptoms of
COVID-19. Students are reminded that the symptoms of cold and flu can be similar
to COVID-19.
Students may be required to complete Health Declarations electronically via the
NUI Galway App /website.
Students must also inform the relevant School and College of any pre-existing
health conditions.
24 Hand, Respiratory and General Hygiene
Good hand, respiratory and general hygiene is vital for reducing the risk of
contracting or spreading COVID-19. Frequent hand washing is encouraged and
hand sanitizers are also available across the campus.
Physical distancing
In line with the sectoral approach to returning to campus activity, which is
supported by government and endorsed by the public health authorities, there is
no strict baseline with regard to physical distancing in teaching, learning and
research settings. However, Physical Distancing of 2m will remain in place in areas
other than teaching, learning and research venues and application of the guidance
on Physical Distancing will depend on the activity being undertaken and other
sectoral guidance. Access to, egress from, and circulation within buildings has been
configured to enable effective and managed movement of people. This entails the
introduction of one way systems within some buildings.
Contact Log
Public Health Guidance requires that all personnel maintain a log of all those they
have been in close contact with.
i. HSE COVID Tracker App
Public Health Guidance also advises all personnel to download the HSE’s
COVID Tracker App. Students should download the App before they arrive
on campus and check-in on the App each day that they are on campus.
The use of the App will enable personnel to;
1. be told if they have been in close contact with another app user
who has tested positive for coronavirus,
2. be able to track any symptoms they have and get advice on what
to do,
3. be able to anonymously warn close contacts if they test positive
for coronavirus,
4. make contact tracing quicker for the HSE, and
5. help map and predict the spread of the virus.
The University will, to the greatest extent possible, record attendance at all events
on campus and retain those records for 4 weeks in case they are required for
contact tracing purposes. Students are requested to download and use the
Blackboard App to facilitate this.
25 Face Coverings
The University requires that all staff and students wear a face covering while
indoors in public areas on campus. A face covering is a material you wear that
covers your nose and mouth. Wearing one helps stop the spread of COVID-19
(coronavirus), especially from people who don't know they have the virus. The
University will provide a combination of barrier, medical (surgical) and respirator
face masks.
Barrier face masks are reusable cloth face coverings and are the type of face
coverings most people should wear in public. The University has provided this
masks to all staff and students.
Medical (surgical) face masks are the common blue disposable masks that are
widely available across campus for all who choose to wear this type of mask.
Respirator face masks are commonly known as FFP2 or N95 face masks and are
available to those at higher risk of getting seriously ill if they get COVID-19. This
type of face mask is also available for asymptomatic and boosted close contacts
who do not have to restrict their movements. It should be noted that some may
find this face mask difficult to wear.
Medical (surgical) grade or respirator face masks should be worn by those;
o who are at higher risk of getting seriously ill if they get COVID-19,
o who are asymptomatic and boosted close contacts who do not have to
restrict their movements,
o who returning to campus following a period of self-isolation. In such
circumstances, a medical (surgical) grade or FFP2/N95 facemask should be
worn for an additional 3 days.
Such staff and students can choose the most appropriate face mask for their
requirements. Medical (surgical) masks and respirator masks give better
protection from COVID-19 than cloth masks. However, medical (surgical) grade
and respirator face masks are disposable face masks and the most sustainable face
mask is the reusable cloth face mask provided.
Students who are exempt from wearing a face covering can engage with
Disability Support Service to receive a Letter of Exemption that can be
shown if required.
Minimising Close Contacts
Students should minimise their close contacts to the fewest number possible.
Students should also avoid sharing personal items (pens, phones), beverages or
food with others.
26 Management of movement on Campus
Students and learners are encouraged to limit their geographical footprint on
campus to those areas necessary for their teaching, learning and/or health & well-
being needs.
3. Maintain Awareness
Keep up to date with the latest COVID-19 advice from Government and the University,
including but not limited to;
signs and symptoms of COVID-19,
how the virus is spread,
how to help prevent the spread of COVID-19,
4. Student Health Declaration
I declare that I will follow and maintain awareness of NUI Galway and Public Health
Guidelines related to reducing the spread of Covid-19 at all times.
I declare that I will not attend Campus in any of the following circumstances;
If I experience any of the symptoms of COVID-19 as set out in Government
Guidelines,
If I have been diagnosed with COVID-19 or am awaiting test results,
If I am not fully vaccinated and I am a close contact of someone who has been
diagnosed with COVID-19 as set out in Government Guidelines,
If I have been advised by a doctor to self-isolate or cocoon,
If I have returned to or arrived in Ireland and are required to Quarantine, Hotel
Quarantine or Self Quarantine under Government requirements.
If I am not fully vaccinated and live with someone who is symptomatic of COVID-
19 and awaiting a test result.
I acknowledge that I have been encouraged to download and use the following Apps;
HSE COVID Tracker App – The App should be used in line with HSE guidance and is
designed to help improve contact tracing.
NUI Galway App – The NUI Galway App and the alerts page of the NUI Galway website
will be the main means of communication throughout the semester.
27Blackboard App – The Qwickly functionality on the Blackboard App will assist the
University will in recording attendance at events on campus in case it is required for
contact tracing purposes.
I declare that I have watched and/or read the following COVID-19 and public health
guidance:
General Guidelines COVID-19 – HSE video
Guide for People at Higher Risk from COVID-19 – HSE Website
Guide on Face Coverings and Gloves – HSE Website
Hand Wash Guide – WHO Video
28Appendix 4: Return to Working on Campus
The following measures support and are in addition to the minimum level of control
measures on campus.
1. Health Status
Staff are instructed that they must not attend campus in the following circumstances;
a. They are experiencing one of the common COVID-19 symptoms. In such an event,
they should self-isolate and get a COVID-19 test.
b. They have been diagnosed with COVID-19 (following an Antigen or PCR test), are
awaiting a test or awaiting test results. If positive, such individuals are required to
self-isolate for a minimum of 7 days from the onset of symptoms or the positive
test if asymptomatic and can exit self-isolation once symptoms have substantially
or fully resolved for the final 2 days (48 hours) of the self-isolation period3. If
negative but symptoms persist, such individuals should self-isolate until 2 days (48
hours after) after symptoms have substantially of fully resolved. Those returning
to campus following a period of self-isolation should wear a medical (surgical)
grade or FFP2/N95 facemask for an additional 3 days. i.e. days 8, 9 & 10.
c. They are a close contact of someone who has been diagnosed with COVID-19 and
have been advised to self-isolate or restrict their movements in line with HSE
guidance.
i. Close contacts who are boosted*, asymptomatic and have negative antigen
tests can return to campus provided they can wear a medical (surgical)
surgical or FFP2/N95 grade facemask in line with Table 1: Campus
Attendance for asymptomatic close contacts of confirmed COVID-19 cases.
Table 1: Campus Attendance for asymptomatic close contacts of confirmed COVID-19 cases.
Vaccination Masks Restricted Campus Testing Testing
Status Movements Attendance Duration
Boosted* Medical 0 days Yes 3 x Antigen tests 7 days
grade over 7 days.
(surgical first test as soon
mask) or as you can get
FFP2/N95 an antigen test
for 10 days second test 3
days after your
first test
3
https://www.hpsc.ie/a-
z/respiratory/coronavirus/novelcoronavirus/guidance/contacttracingguidance/National%20Interim%20Guidan
ce%20for%20contact%20tracing.pdf
29 third test on the
7th day
Not Medical 7 days No 3 x Antigen tests 7 days
Boosted grade over 7 days.
(surgical first test as soon
mask) or as you can get
FFP2/N95 an antigen test
for 10 days second test 3
days after your
first test
third test on the
7th day
* Boosted are those who are 7 days post their booster vaccine OR who have completed their
primary vaccination course and had infection since 1st Dec 2021
d. They have presented to a GP with some respiratory tract infection symptoms, but
do not meet the criteria for COVID-19 testing4. Such individuals are required self-
isolate for a minimum of 48 hours from the resolution of symptoms.
e. They have been medically confirmed to be in the ‘Very High’ Risk Category unless
specific control measures can be implemented to allow them to return to campus
safely subject to government advice, risk assessment and health advisory input.
f. They have returned to or arrived in Ireland and do not have an EU Digital COVID
Certificate or are required to Quarantine, Hotel Quarantine or Self Quarantine
under Government requirements. Such Individuals should carefully plan their
travel arrangements and be aware that Government guidance may change while
they are abroad.
All staff are required to complete a Return to Work Self-Declaration Form and COVID-19
Induction Training before they arrive on campus. The Return to Work form must be
submitted to their Line Manager at least 3 days before they return to campus.
2. COVID-19 Induction Training
Every staff member must complete COVID-19 Induction Training before arriving on
campus. This training has been made available online for all staff and staff are also
required to successfully complete a short test to give assurance they have the required
knowledge to return to campus safely. This may have already been completed by staff as
part of the planned return to campus in September 2020. COVID-19 Induction Training is
conducted in 2 parts;
a. General Training: This is to be completed online and contains general information
on COVID-19.
4
https://www.hpsc.ie/a-z/respiratory/coronavirus/novelcoronavirus/algorithms/COVID-
19%20Telephone%20Assessment%20and%20testing%20pathway%20for%20patients%20(aged%2013%20and
%20over)%20who%20phone%20GP.pdf
30b. Unit Training: This is to be completed at Unit level and includes information on the
control measures specific to their local Unit or activity.
3. Working Practices
Units should plan their work practices to minimise the number of close contacts to the
fewest necessary.
4. Meetings
For the most part, units should plan to continue to utilise online meetings. Where face to
face meetings take place, such meetings should be fewer, maintain physical distancing of
2m and conducted in compliance with University control measures. Meetings should not
exceed 2 hours so as to prevent the meeting attendees becoming close contacts.
Additional control measures must be considered for meetings that exceed 2 hours. Light
refreshments may be made available at staff meetings. Staff may remove their face
covering in a meeting where all of the following apply;
a. They are seated,
b. They are >2m from other attendees and can maintain this distance throughout,
and
c. They are comfortable to do so.
Staff are reminded that the best approach is keep their face covering on in meetings and
must put their face covering on when they leave the meeting.
5. Shared Office Spaces
Units should amend their work practices in such a way that multiple occupancy of offices
is planned and occurs in line with University and Public Health Control Measures. Free
office capacity must be used as much as is reasonably practicable and work organised in
such a way that physical distances can be maintained.
Where possible, workers who occupy a shared space should be organised into teams or
pods who consistently work and together.
It is permissible to reduce the physical distance to at least 1m or as much distance as is
reasonably practicable5 in settings where more staff are required on campus to provide
an essential service and 2m worker separation cannot be ensured by organisational
means. In such circumstances, units should ensure the following;
Maintain a distance of at least 1 metre or as much distance as is reasonably
practicable,
Minimise any direct worker contact and provide hand washing facilities, and other
hand hygiene aids, such as hand sanitisers, wipes etc. that are readily accessible so
5
https://enterprise.gov.ie/en/Publications/Publication-files/Work-Safely-Protocol.pdf Para D3
31workers can perform hand hygiene as soon as the work task is complete,
Install physical barriers, such as clear plastic sneeze guards between workers and
Face coverings are worn in accordance with University guidelines.
Staff may remove their face covering in a shared office where all of the following apply;
a. They are seated in their dedicated workspace,
b. They are >2m from other staff and can maintain this distance throughout, and
c. They are comfortable to do so.
Staff are reminded that the best approach is keep their face covering on while in shared
spaces and must put their face covering on when they leave their dedicated workspace.
6. Physical distancing
In line with the sectoral approach to returning to campus activity, which is supported by
government and endorsed by the public health authorities, there is no strict baseline with
regard to physical distancing in teaching, learning and research settings. However,
Physical Distancing of 2m will remain in place in areas other than teaching, learning and
research venues and application of the guidance on Physical Distancing will depend on the
activity being undertaken and other sectoral guidance.
The physical distance is measured on a nose to nose basis. Units should re-engineer
working practices so that contact is minimised. In addition, access, egress and circulation
routes within buildings have been changed to enable effective and managed movement
of people.
7. Kitchenettes & Local Tea Rooms
Kitchenettes and tea rooms can be used where a unit can implement and monitor an
appropriate cleaning programme. Staff who use such facilities should exercise personal
responsibility and not enter a space that is already full and implement the University’s
Infection Prevention & Control Measures.
Following use of kitchenettes and similar shared facilities, users should wipe down the
hard surfaces and equipment they used with a suitable material such as an antiseptic wipe
or disposable cloth (do not use a tea towel or similar), before leaving the area in a clean
and tidy state for the next person.
Do not share cutlery, cups etc. unless they have been washed in a dishwasher or hot water
using detergent between users.
Persons accessing kitchenettes and tea rooms do not need to show a vaccine certificate.
328. Risk Assessments
Risk Assessments are an integral part of NUI Galway’s Safety Management System. All
Units must update their Risk Assessments to take account of COVID-19 control measures.
Those involved in COVID-19 specific research must complete a specific COVID-19 Risk
Assessment and return it to the Health & Safety Office. In addition, Risk Assessments need
to consider the specific tasks in the context of the additional risks presented by COVID-19.
9. Task Specific Measures
It may be necessary to implement additional measures in certain Units, such as PPE. This
must be documented in the appropriate Risk Assessment. It must be noted that while
correctly using PPE can help prevent some exposures, such equipment cannot take the
place of other preventative measures as outlined above, which must also be in place.
a. Face / Barrier Screens
Units with student / customer / public facing desk functions with a high throughput
should consider the use of Barrier Screens (Clear Plastic / Perspex or equivalent)
between the staff member and student / customer / public. Where this proves
impractical, face visors may be considered to reduce the risk further.
10. Particular Considerations
Units will need to ensure that they have addressed practical COVID-19 safety
requirements specifically:
a. Units should be prepared to deal with a Suspect Case and the use of an Isolation
Room where required. A template has been developed for each Unit/area should
an employee develop symptoms at work and not be able to go home directly.
b. Units must appoint at least 1 Local COVID Coordinator.
c. Units should be aware and prepared for the fact that less First Aid Responders
(FARs) will be present in the Unit so other staff need to know who they are and be
prepared to assist the FAR more actively. FARs also need to be aware of the
modified first aid procedures that apply as a result of COVID-19.
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