Coronavirus (COVID-19) RISK ASSESSMENT - University of ...
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Coronavirus (COVID-19) RISK ASSESSMENT
Assessment of the risk of a member of staff, student or other person contracting or spreading COVID-19 while on UAL premises.
UAL will continue to follow all Government guidance regarding the management of the risks from the COVID-19 pandemic and ensuring control
measures are in place to reduce the risk of any persons spreading or contracting the virus whilst on UAL premises.
UAL will continue to strongly encourage all staff and students to:
• use face coverings unless they are exempt
• maintain hand hygiene by frequent handwashing and using hand sanitiser stations
• maintain social distancing where it makes sense to do so (e.g. in crowded or less ventilated spaces)
• continue to observe the UAL Community Pledge
• take personale responsibility to act sensibly
• regularly (twice a week at least 3-4 days apart) take a lateral flow test
• tell UAL if you test positive for coronavirus or have symptoms and are self isolating awaiting results from a PCR test through ‘Report
COVID’
• Participate in the NHS vaccination programme to get vaccinated
This is a University-level overarching risk assessment. Separate overarching risk assessments have been carried out to cover the Retail &
Catering and Accomodation Services areas, with local COVID-19 risk assessments being reviewed or completed in other areas e.g. workshops
and studios or for activities e.g. events to reflect the specific risk and identify the control measures required.
In addition, UAL will continue to Government advice on international travel and requirements for vaccination, testing and quarantine and staff
and students will be required to follow the COVID-19 rules in their destination.
COVID-19 Executive Board are responsible for implementing this risk assessment and monitoring the effectiveness of the control measures
identified, supported by responsible directors and their teams including the Director of Estates, Director of Communications, Director of Health
and Safety, Director of Human Resources, Dean of Students, Executive Officer, Directors of College Administration, Deans.
External references:
DFE COVID-19 operational guidance for HE institutions, see: https://www.gov.uk/government/publications/higher-education-reopening-
buildings-and-campuses/higher-education-covid-19-operational-guidance
HSE COVID-19 guidance, see: https://www.hse.gov.uk/coronavirus/roadmap-further-guidance.htm and
https://www.hse.gov.uk/toolbox/workers/home.htm
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USHA and UCEA guidance, see: https://www.ucea.ac.uk/library/publications/principles-for-working-safely-on-campus-during-the-coronavirus-
covid-19-pandemic/
Information on setting up NHS QR codes for events etc, see: https://www.gov.uk/create-coronavirus-qr-poster
NHS information on Clinically Extremely Vulnerable persons, see: https://www.nhs.uk/conditions/coronavirus-covid-19/people-at-higher-
risk/who-is-at-high-risk-from-coronavirus-clinically-extremely-vulnerable/
Ordering LFD tests to be sent to a home address, see https://www.gov.uk/order-coronavirus-rapid-lateral-flow-tests
Name(s) of Assessor(s): Director of Health and Safety, Head of Health and Safety and Health and Safety Team
President and Vice-
Chancellor, and Chair of Date of risk
Risk Owner: 20 September 2021
COVID Executive Board assessment:
(CEB)
Every 8 weeks, or sooner, if there is a significant change in
Risk rating HIGH Review frequency: government policy or public health advice, and in the event
of an outbreak being declared within the University
Review schedule
Version Have changes
Review dates number been made? Summary of changes
(Y/N)
1. 19 July 2021 New draft document supersedes previous COVID-19 risk assessments which should be
Draft v.4 Y
withdrawn – issued for comment. NB previous draft versions circulated within H&S team.
2. 30 July 2021 Draft v.5 Y Updated draft following feedback issued for review by Chair of CEB
3. 05 August 2021 2.0 Y Finalised for publication following review and approval from chair of CEB.
4. 20 September
3.0 Y Full review and update to reflect latest information and guidance on COVID-19.
2021
5.
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6.
7.
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No. [1] What are the [2] Who could be harmed? [3] What control measures are [4] Who is responsible [5] What further
hazards and required to prevent/limit the for implementing these controls/action
how could virus spreading? control measures s (if any) are
these cause the required and
spread of the who is
virus /cause responsible for
harm? implementing
these.
1. Person Staff UAL will Associate Director of
contracts or Students Estates Management &
spreads Contractors 1.A continue to follow the HSE’s Development
COVID-19 by Visitors guidance on cleaning, hand-
not washing Members of the public hygiene and use of hand sanitiser Head of Campus
their hands or found here and ensure that: Services
not washing • water, soap and paper towels,
them continuous roller towels or Director of
adequately electrical dryers are provided in Communications
all toilets and other washing
facilities;
• information is provided within
washing facilities to remind
people on when and how to
wash their hands properly;
• additional cleaning of high
touch point areas is maintained;
• hand sanitiser is provided
throughout the estate for the
occasions when people can’t
wash their hands; and
• antibacterial disinfectant wipes
are provided for people to clean
desks and equipment.
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1.B monitor the controls to ensure
that they are effective and are
being used e.g. by monitoring use
of hand gel and wipes, and
contractor performance in respect
of enhanced cleaning.
1.C remind all persons of the need
for good hand hygiene through
staff and student communications,
and visitor briefings.
2. Person Staff 2.A UAL will: Associate Director of
contracts or Students • continue to encourage the Estates Management &
spreads Contractors wearing of face coverings in Development
COVID-19 in Visitors busy communal and non-
commonly Members of the public teaching/technical areas to Directors of College
used, busy or reduce the likelihood of the Administration
high traffic virus spreading;
areas • retain the ability to reinstate Heads of Technical
social distancing measures Resources
should this be required by
the public health authorities Interim Director of
as a result of a local Library and Student
outbreak;. Support Services
• retain clear screens
between people such as
those in reception
areas,small meeting rooms,
libraries, canteens;
• encourage staff to hold
meetings online where
appropriate, particularly
large meetings, (even for
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people working in the same
building) to reduce the
number of people moving
around/ sharing the same
space and reducing the
need for travel between UAL
sites;
• retain social distance
signage on desks (ticks and
crosses) and encouraging
people to spread out if they
can/ want to;
• maintain and encourage
one-way systems where
possible in corridors or
regularly used pedestrian
traffic routes;and
• retain enhanced ventilation
measures across the estate
in line with industry best
practice and guidelines
• procure 2 x CO2 monitors
which can be used around
the estates
3. Coronavirus Staff UAL will: Associate Director of
is spread by Students Estates Management &
not cleaning Contractors 3.A. undertake enhanced cleaning Development
surfaces, Visitors and follow the HSE’s guidance on
equipment Members of the public cleaning and hygiene during the Directors of College
and coronavirus outbreak including Administration
workstations enhanced cleaning of:
Heads of Technical
Resources
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i. areas and equipment where
people touch the same Interim Director of
surfaces, such as in building Library and Student
entrances, kitchens, Support Services
canteens, teaching spaces,
workshops and studios;
ii. areas and surfaces that
people touch frequently but
are difficult to clean; and
iii. surfaces that are frequently
touched and by many
people e.g. handrails, door
handles, printers or other
shared equipment.
3.B. avoid the need for people to
share work equipment by allocating
it on a personal basis or put
cleaning regimes in place to clean
between each user e.g. computers
and IT equipment, tools.
3.C. quarantine tools and
equipment that cannot be easily
cleaned e.g. because cleaning
damages them or they are
complicated pieces of equipment
or they are worn on the face and it
is not possible to access all areas
because the virus survives for a
number of days on non-porous
surfaces e.g. metal, plastic.
Alternatives to quarantining can be
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considered e.g. UV steralisation, if
this is possible.
3.D. reduce the need to touch
surfaces by leaving doors open
(except fire doors unless
specifically approved by the UAL
Fire Safety Advisor), or providing
contactless payment.
3.E. keep surfaces clear to make it
easier to clean and reduce the
likelihood of contaminating objects.
3.F. provide additional waste bins
and empty them more often.
3.G. provide areas for people to
store personal belongings and
keep personal items out of work
areas.
3.H. maintain arrangements to
clean spaces, tools, equipment and
furniture etc. if someone develops
symptoms of coronavirus at a UAL
academic and/ or residential site.
4. Person Staff UAL will continue to Associate Director of
contracts or Students Estates Management
spreads the Contractors 4.A. remind all persons not to and Development
virus by being Visitors come on to site if they have
in close Members of the public symptoms of COVID-19, if they feel Associate Director of
unwell, if they have been told to Catering, Retail and
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contact with self-isolate or they think they may Accommodation
others have the virus. Services
4.B. use physical screens to Director of
separate people who work in Communications and
customer facing roles such as in External Affairs (for not
receptions, loan stores, student just a Shop)
services and libraries and prevent
transmission; these can also be Directors of College
retained in other areas where staff Administration
would request that this is done or if
identified through risk assessment. Director of
Communication
4.C. retain some physical
indications on floors as guidance, Interim Director of
to indicate where people should Library and Student
stand and the direction they should Support Services
face. This should be agreed in
local areas/departments.
4.D. encourage people to space
themselves out when working in
offices, libraries and other areas as
indicated by the ‘tick’ and ’cross’
stickers on desks.
4.E. encourage people who can/
are not otherwise exempt to
continue wearing face coverings
when moving around communal
areas / spaces. Maintaining stocks
of disposable face masks on site
for people who want them but have
forgetten them.
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4. F. ask visitors to sign in and brief
them on the COVID guidance in
place.
4.G. continue internal contact
tracing (Report COVID) for all
suspected and confirmed cases
who have attended site.
4.H. retain the ability to reintroduce
social distancing measures in the
event of an outbreak at a specific
location, in line with the
University’s outbreak plans and
public health authority
requirements in the event of an
outbreak. These measures will be
specific to the
nature/circumstances of the
outbreak.
5. Person is Staff and students who are CEV UAL will continue to follow the Director of HR
negatively or who care for someone who is latest government advice for staff
impacted by CEV and students who are clinically Interim Director of
having to extremely vulnerable (CEV) or they Library and Student
work are carers for someone who is Support Services
remotely/ from CEV. UAL will continue to support
home because to those who are CEV and who
of COVID-19 * have to work / study remotely most
or all of the time. This will include:
6.A keeping in regular contact with
them;
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6.B course teams keeping in
regular contact with students,
following relevant Inclusive Core
Practice for online teaching
guidance and signposting and
refering students to Student
Services as appropriate.
6.C providing advice to staff and
students on working from home
safely including, for staff,
completing DSE assessments.
6.D provision of advice and support
which Student Services including a
risk assessment and a COVID-19
Support Questionnaire.
6.E Assessing impacts on mental
health and wellbeing, and
supporting those who are
particularly vulnerable to mental
health impacts.
6.F providing safe spaces at work
for CEV persons or carers of CEV
persons who cannot work from
home all the time e.g. because of
spatial constraints, living in shared
accommodation or where there are
issues of domestic violence.
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6.G following guidance from the
HSE, DFE, mental health charities,
USHA etc. on supporting CEV
people/ carers of CEV persons
working or studying from
home/remotely.
7. Poorly Staff 7.A UAL will continue to follow Director of Estates
ventilated Students HSE and industry guidance on Management and
spaces Contractors ventilation and air conditioning Development
leading to Visitors during COVID-19 pandemic and
risks of Members of the public will maintain enhanced ventilation Director of
COVID-19 measures. Communications
spreading
7.B Additionally, UAL will Directors of College
encourage people to use outside Administration
spaces wherever possible for
example for eating food, study
groups
8. Person Staff, students 8.A UAL will continue to support Interim Director of
becomes staff and students who become Library and Student
seriously or seriously or fatally ill because of Support Services
fatally ill after COVID-19, as well as staff and
contracting students who may be impacted by Director of HR
COVID-19 such events, through its existing
student and staff welfare services
and Student Death and Death in
Service Policies.
8.B UAL will also support staff and
students who are suffering from
‘long COVID' through existing
policies, and will make sure that
these policies enable that support
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to be given. NB. Students and staff
who have experienced long-Covid
symptoms for 12 months or more
can access disability support and
adjustments.
9. Staff or Staff, UAL will continue to: Director of HR
student students
experiences 9.A signpost information on the Director of Health
anxiety or COVID-19 measures in place on andSafety
mental health public transport to provide
concerns as a reassurance on travel to/ from Interim Director of
result of this work. Library and Student
stage of the Support Services
COVID-19 9.B signpost the Employee
pandemic Assistance Programme and
Student Services support (COVID-
19 support questionnaire or direct
contact) available to staff and
students.
9.C maintain and promote
resources to aid staff and students’
mental health and wellbeing.
9.D meet regularly with trade
unions and communications with
staff and students about COVID-19
and the university’s response to
the pandemic.
9.E share anonymised data with
staff through trade unions and H&S
Committee about outbreaks and
the university’s response to
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reassure them.
9.F encourage staff and students
to raise concerns about COVID-19
with their line manager or tutor, HR
or Health and Safety team.
10. University has Staff, 10.A UAL will maintain a Chair of COVID-EB
an outbreak of Students, comprehensive Outbreak Plan
COVID that Visitors, which will cover Director of Health and
requires Contractors Safety
public health public o UALs response to a cluster
authority of positive cases or an Dean of Students
intervention outbreak
and/ or a Executive Officer
o engaging with PHE and
significant
number of local authority Directors of
UAL staff Public Health
need to self- o participating in joint Incident
isolate Management Groups with
the Public Health Authorities
o maintaining the UAL
Incident Management Group
and COVID EB
o being prepared to
reintroduce social distancing
measures if required to do
so by the public health
authorities.
11. Low rate of Students UAL will continue to: Director of
vaccination Staff Communication
take-up Contractors 11.A provide information on
among vaccination to all new and returning
students or students – including making sure Dean of Students
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students do that international students know
not get their that they can have the vaccination Director of Health and
second jab free of charge – as set out in DFE Safety
increasing the guidance.
risks of
transmission 11.B provide information to
and serious students on vaccination (and
illness testing) centres local to UAL sites
as well as information on how to
obtain LFD tests.
11.C explain the benefits of being
vaccinated in line with DFE
guidance.
11.D support students to attend
vaccination appointments.
11.E work with local authorities to
promote local vaccination and pop
up vaccination centres
12. Communicatio 12.A the University’s requirements Dean of Students
ns - person is for COVID-19 will continue to be
unaware of communicated to staff and Director of HR
the students through established
university’s email, social media and audio and Director of Health and
requirements visual communication channels Safety
for reducing including the UAL website and
risks from intranet (canvas). The Community
COVID-19 Pledge has been updated.
12.B new staff and new and
returning students should continue
to receive information about the
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university’s COVID-19 measures
during induction/Big welcome
activities, and course inductions.
12.C UAL will continue to engage
with the Trade Unions and ArtsSU
on its COVID-19 response through
the established COVID-19 liaison
meetings and the UAL H&S
Committee.
12.D staff returning to work after
long period of absence such as
maternity leave should continue to
receive a COVID-19 briefing from
their line manager as part of the
return to work proess.
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Risk Owner [mandatory] - I have overall responsibility for the risk assessment. I understand and accept the risks and how they are being managed.
Name: Heather Francis Position: Chair of CEB Signature: Date:
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ACTION PLAN (taken from column 4 ‘what further controls/actions are required?’)
Risk and Action required Responsible person/s Due date Status / date
action closed
No.
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