COVID-19 PROCEDURE: University of Canberra
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COVID-19 PROCEDURE:
SUSPECTED OR CONFIRMED CASE
PURPOSE
This procedure is to be used for:
• COVID-19 cases that are under assessment and have met the criteria for testing, or that are confirmed; and
• travellers returned from international or high-risk interstate areas, or any other person who is required to
quarantine for 14 days (e.g. a close contact).
It applies to UC staff, students, students living in UC student residences, and community members on campus (person).
OVERVIEW OF STAGES
DEFINITIONS
TERM DEFINITION
Close contact* Close contacts may include the following:
• someone who has been face to face with someone who has COVID-19, while that person
was infectious;
• someone who has been in the same closed space (for at least 1 hour) with someone who has
COVID-19, while that person was infectious; or
• someone who has been deemed to be a close contact by a public health authority..
Criteria for testing* defined by ACT Health – see https://www.covid19.act.gov.au/stay-safe-and-healthy/symptoms-
and-getting-tested
Isolation* is used to separate a person who is unwell with a communicable disease (such as COVID-19)
from other people, to prevent them from spreading the disease to others. In the ACT, isolation is
mandatory for people with confirmed COVID-19. People who have been tested for COVID-19
need to stay at home until they get their test result, and until their symptoms have resolved.
(refer to https://www.covid19.act.gov.au/stay-safe-and-healthy/quarantine-and-isolation)
1TERM DEFINITION
Person any UC staff, students, students living in UC student residences, and community members on
campus.
Quarantine* is used to separate a person who may have been exposed to a communicable disease (such as
COVID-19) from the rest of the community. This is to protect the community while waiting to
see if the person becomes unwell (refer https://www.covid19.act.gov.au/stay-safe-and-
healthy/quarantine-and-isolation). In the ACT, quarantine is currently mandatory for:
• people who have recently returned from overseas;
• people who have recently been to high-risk interstate areas; or
• people who are close contact with a confirmed case of COVID-19, as determined by a public
health authority (such as ACT Health or NSW Health).
* Definitions are in accordance with ACT Government COVID19 website as at 6 January 2021
NOTIFICATION
For anyone in the UC Community being tested for or confirms a positive result for COVID-19, is a returned traveller from
overseas or an interstate hotspot, or is otherwise required to quarantine for 14 days (a case), the following provides the
relevant contact points for the University:
WHO HOW MONITORED BY /CONTACT PERSON
• BEING TESTED FOR COVID-19 (awaiting results)
• QUARANTING
• ISOLATING
Staff 1. To notify their immediate manager. Chief Executive People and Diversity
Manager to notify People and Diversity via (CEPD)
2. ucpeople@canberra.edu.au
Students Student or staff member to notify welfare@canberra.edu.au Dean of Students
Students living in General Manager, Unilodge Director, Finance and Business
University Residence Services (FBS)
Any staff, students or Dedicated mobile number 0409 507 734 Director, Medical and Counselling
other patients/visitors (monitored 24/7)
to campus
UCX 1. To notify their immediate manager. Director, UCX
2. Manager to notify Director. Director, UC Sport
UCC 1. To notify their immediate supervisor. College Director Principal
2. Supervisor is to notify the College Director Principal
Tenants To notify Leasing through leasing@canberra.edu.au Director, FBS
• POSITIVE – CONFIRMED CASE OF COVID-19
All Dedicated mobile number 0409 507 734 (monitored 24/7) Director, Medical and Counselling
(Likely to be notified by Health Protection Services)
When the University is notified about a case, the following steps should be followed by the Contact Person:
1 GATHER RELEVANT INFORMATION OF THE CASE - QUESTIONS TO ASK THE PERSON:
All cases
• Full name and ID
• Business Area/Faculty/Course
• If a student, do they live on campus? (what are the accommodation arrangements e.g. shared)
• Date of test (if applicable)
2• Date of first symptoms (if any)
• Brief details of recent movement e.g. returned from overseas or interstate, had a presence on campus in 48
hours prior to symptoms presenting, on work integrated learning placement, or a worker in healthcare.
Positive cases (additional questions)
• Have they been in close contact with other staff/students?
• Has ACT Health Protection Services undertaken contact tracing?
• Who else is aware of the situation?
2 NOTIFYING CIMT
• Once a notification is received for a confirmed case, the contact point is to inform the CIMT Leader/Coordinator
immediately.
• The CIMT Leader is to notify the Vice-Chancellor and Executive and determine whether CIMT should convene.
3 INCIDENT REPORTING
• An online incident report must be submitted for all cases – it can be submitted by either the person or
someone on behalf of the person. (Select ‘Incident Category: Personal Incident (no injury)’ and ‘Incident Type:
Contact or exposure to biological factors’)
CASE UNDER ASSESSMENT
A. ISOLATE
STEP ACTION
1. Person is tested for • After seeking medical advice, person is required to be tested for COVID-19 and ☐
COVID-19 (in undergoes test.
accordance with • CIMT Leader to be notified as per Notification section above.
criteria for testing) • Medical and Counselling to liaise with the ACT Health Protection Services (if
necessary)
• If a staff member, then People and Diversity are to contact staff member to
gather relevant information regarding case, provide support, and remain in
regular contact
• If a student, the Dean of Students/Welfare are to contact student to gather
relevant information regarding case, provide support and remain in regular
contact.
Dean of Students/Welfare to notify Student Accommodation Specialist, FBS
to determine whether students resides in University Residence.
• If student living in University Residences, then Unilodge are to gather relevant
information regarding case, ensure student is quarantined in suitable
accommodation, assess catering options for student and provide support
• If other member of UC community (e.g. affiliate/tenant), then determine
whether UC should assist with support, otherwise maintain contact for
outcome through Leasing team or Health Protection Services.
• Ensure precautionary quarantine procedure is maintained for 14 days or until
notified by ACT Health Protection Services (Note: even if a well person
receives a negative test result, they are still required to remain in quarantine
for the 14 day period).
• Contact Person to continue to provide updates to Manager, Health & Safety,
including notification of results.
3B. IDENTIFY
STEP ACTION
1. Confirm whether Person has attended campus e.g. essential staff member working on campus, or ☐
person has been on staff/student visiting campus
campus • Person to advise regarding close contact with any other staff / students (in
case required following a positive test and for immediate self-isolation advice)
• Person to advise of locations used during the last 24-48 hours on campus
before person presented symptoms for cleaning/sanitisation.
Note: ACT Health Protection Services are responsible for undertaking close contact
tracing and will contact all involved as deemed necessary.
Person has not attended campus e.g. staff working from home, staff member on
leave or student undertaking remote learning
• Person advised to quarantine and not to return to campus until 14 day
quarantine period is over and received a negative COVID test result, or as
advised by ACT Health.
2. Person receives Negative Results ☐
results Person to inform the University of their negative result received by ACT Health
Protection prior to returning to campus.
• Staff member is to notify immediate manager and submit leave as required.
Immediate manager to notify People and Diversity;
• Student is to notify the Dean of Students;
• Student living in University Residences, student to notify Unilodge and Dean
of Students;
• If other member of UC community (e.g. affiliate/tenant), they should notify
Leasing or otherwise Health Protection Services who would liaise with Medical
and Counselling to notify the University; and
• Contact Person to notify Manager, Health and Safety of results.
Positive Result
Refer to procedures below for Confirmed Case.
4CONFIRMED CASE
C. INFORM | CLEAN
STEP ACTION
3. Notification received CIMT Leader/Coordinator ☐
of a confirmed case • CIMT Leader / CIMT Coordinator to be informed immediately of confirmed
case.
Notification may be • CIMT Leader to review level of communicable risk and potential escalation.
received by: • CIMT Leader to notify Vice-Chancellor immediately and inform Executive.
• Staff member to
• CIMT Leader to determine whether to activate CIMT - may request CIMT
their immediate
meeting or may notify individuals relevant to incident, consider:
manager
• People and
- CIMT Coordinator
Diversity - Campus Estate/Security Leader
• Health Protection - Student Leader
Agency (who - Health & Safety Leader
inform Medical and - ITM Leader
Counselling) - Media & Communications Leader
• Student - Medical & Counselling Leader
• Dean of - Finance Leader (Student Accommodation/Tenants)
Students/Welfare
- Pandemic Response Liaison Officer
• Medical and
- Secretariat
Counselling
- Others as necessary
• UniLodge
• CIMT members to act on directions from CIMT Leader and ACT Health
• Any other source
Protection Services, and ensure privacy is maintained in relation to case.
• CIMT Coordinator to coordinate meetings, collate documentation and
prepare COVID-19 Situation Report.
Campus Estate Leader ☐
• Instruct Security to lockdown space (where required – contact Security
Control Room) or cordon off identified area, provide signage.
• Instruct Security for access reports of the campus to review electronic
footprint of person.
• Instruct cleaners to clean and sanitise identified area - advise to wait at least
3 hours prior to commencing clean.
• Notify Emergency Services that space is in lockdown and contact point.
Refer to COVID-19 Lockdown Procedures for further details.
Student Leader ☐
• Organise assistance for students and their families (on-campus or off-
campus).
• Consider academic support required.
5C. INFORM | CLEAN
STEP ACTION
Health and Safety Leader ☐
• Monitor staff support and wellbeing – provide EAP services if necessary and
advice on leave arrangements.
• Immediate notification to WorkSafe ACT - required where suspected person
may have contracted COVID-19 and requires treatment in hospitals or meets
the prescribed serious illnesses from within the workplace.
• Undertake WHS assessment.
• Ensure submission of online incident report with Staff member/immediate
manager.
• Consider undertaking business impact assessment where staff unable to
work.
Media and Communications Leader ☐
• Coordinate internal and external communication activities in consultation
with CIMT Leader and Vice-Chancellor.
• Monitor media including social media regarding the situation.
Medical & Counselling ☐
• Provide relevant health information to support the case management.
• Provide counselling support if a student.
• Liaison point with Health Protection Services.
Pandemic Response Liaison Officer ☐
• Liaison with ACT Government, Federal Government and other organisations.
• If large scale positive tests -advanced notification to the Minister’s office and
Universities Australia is required.
Finance Leader ☐
• Coordinate with student accommodation and campus tenants.
ITM Leader ☐
• Provide IT access reports to review electronic footprint of person.
Vice-Chancellor ☐
• CIMT Leader to inform Vice-Chancellor of situation and provide regular
updates.
• Vice-Chancellor to receive Situation Report and inform Executive and Council
(if necessary).
Health Protection Services ☐
• HPA will direct all required actions in case of a positive result. CIMT Leader
will coordinate these actions. This will include, but not limited to:
- contact tracing and requirement for any contacts to undertake
testing or to quarantine – may request evidence to assist:
class lists – lectures, tutorials or laboratories;
parking, security and IT access control records;
CCTV; and
contact details of staff or students.
- provide details on requirements for isolation/quarantining; and
- provide advice on cleaning.
6C. INFORM | CLEAN
STEP ACTION
UniLodge (student accommodation) ☒
• In case of a confirmed case in student residences, the UniLodge at UC
Bruce procedure is to be followed.
• N.B. UniLodge’s national plan for a confirmed case is at the end of this
document for reference
• Unilodge will be required to:
- isolate and support resident(s) who are ill – where residents are showing
signs of having contracted the disease, but are not sick enough to warrant
admittance to hospital, they will need to be isolated from the broader
population. Unilodge will need to identify a suitable accommodation block
to quarantine residents and establish a team (in consultation with the ACT
Health authorities) to provide support, such as cleaning, catering,
laundering and first aid;
- assess catering options for the resident(s) – it is likely, as the threat
escalates that shared kitchens may not be practical. Strategies will need
to be developed to stockpile non-perishable food, roster mealtimes to
cope with volumes and manage hygiene (UCX may be able to support
catering for residents);
- mass isolation – to ensure cleaning, PPE, servicing of rooms
(laundry/rubbish), catering, welfare checks and awareness of hygiene are
adequately provided.
CAMPUS CLOSURE
Note: From a WHS perspective, there is not an automatic requirement to close down an entire workplace, particularly if
the person infected, or suspected to be infected, has only visited parts of the workplace.
Workers assisting the person who has suspected or confirmed with COVID-19 should be provided with
appropriate PPE, if available, such as gloves and a mask. They should also follow hand hygiene procedures.
Be aware of privacy obligations.
Follow the advice of health officials at all times.
7D. REVIEW & CLOSE
STEP ACTION
1. Ensure appropriate For staff ☐
arrangements are in • Immediate manager to confirm appropriate work and leave arrangements for
place to return to staff member.
work/study • Staff member to receive confirmation from ACT Health Protection that they are
fit to return to work and notify immediate manager.
• Immediate Manager to notify People and Diversity.
For students
• Student Leader to confirm appropriate arrangements for student return to
study arrangements for student.
• Student to receive confirmation from ACT Health Protection that they are fit
to return to studies and notify Student Leader prior to returning.
2. Monitoring of close CIMT Leader to remain informed of status of any close contacts who required
contacts now in isolation (in relation to UC).
isolation For staff
• People and Diversity to conduct regular welfare checks on staff in isolation
(with support from Medical and Counselling).
For students
• Student Welfare to conduct regular welfare checks on student in isolation
(with support from Medical and Counselling).
Refer to section below regarding close contacts.
3. Post Incident Following clearance of positive case and completion of isolation, CIMT Leader to
Review evaluate management and close. (Any new positive cases will require a new
situation report).
8RETURNED TRAVELLER OR A CLOSE CONTACT (REQUIRED TO QUARANTINE)
The following procedures are to be followed for any person who is either a:
• returned traveller from overseas;
• returned traveller from a high-risk interstate area;
• close contact with a confirmed case of COVID-19; or
• close contact with one of the above returned travellers.
In accordance with ACT Health requirements, the person is required to quarantine for 14 days (per ACT Health
requirements - https://www.covid19.act.gov.au/stay-safe-and-healthy/quarantine-and-isolation).
A. ISOLATE
STEP ACTION
1. Person returns from • If a staff member, then People and Diversity are to contact staff member to ☐
overseas/high-risk gather relevant information regarding case, provide support, and remain in
interstate area, or regular contact.
person is a close • If a student, then Dean of Students/Welfare are to contact student to gather
contact of a returned relevant information regarding case, provide support and remain in regular
traveller from these contact.
areas, or a Dean of Students/Welfare to notify Student Accommodation Specialist, FBS
suspected/confirmed to determine whether students resides in University Residence.
case • If student living in University Residences, then Unilodge are to gather relevant
information regarding case, ensure student is quarantined in suitable
accommodation, assess catering options for student and provide support.
• If other member of UC community (e.g. affiliate/tenant), then determine
whether UC should assist with support, otherwise maintain contact for
outcome through Leasing team or Health Protection Services.
• Contact Person to continue to provide updates to Manager, Health and
Safety, including notification of any COVID-19 test results.
• Ensure that ACT Health Protection has been informed for any returned
travellers and close contacts.
9B. IDENTIFY
STEP ACTION
2. Confirm whether Person has attended campus e.g. staff member working on campus, or staff/student ☐
person has been on visiting campus:
campus • CIMT Leader is to be notified.
• Seek advice from Medical and Counselling to liaise with Health Protection
Services (if necessary).
• Person to advise regarding close contact with any other staff / students (in
case required following a positive test and for immediate self-isolation advice)
• Person to advise of locations used during the last 24-48 hours on campus.
Note: ACT Health Protection Services are responsible for undertaking close contact
tracing and will contact all involved as deemed necessary.
Person has not attended campus e.g. staff working from home, staff member on
leave or student undertaking remote learning.
• Person advised to quarantine and not to return to campus until 14-day
quarantine period is over or as advised by ACT Health.
3. Person is tested and Negative Results ☐
receives test results Refer to procedures above for negative result.
Positive Result
Refer to procedures above for Confirmed Case.
4. End of 14 day A person who has undergone the full 14-day quarantine and has not presented any
quarantine symptoms or tested positive to COVID-19 is able to re-join the community in
accordance with ACT Health advice. Physical distancing and good hygiene practices
must be maintained.
• Contact Person and Manager, Health and Safety to be informed that
quarantine period has ended.
Refer to negative result procedures above.
KEY CONTACTS
WHO HOW
National COVID-19 hotline 1800 020 080
ACT Government COVID-19 02 6207 7244
helpline 8am – 8pm, 7 days a week
Health Protection Services Phone: 02 5124 9700
Fax: 02 5124 5554
Email: hps@act.gov.au
For afterhours emergencies: 02 5124 9700
RESOURCES:
• https://www.covid19.act.gov.au/home
• https://www.covid19.act.gov.au/protecting-yourself-and-others/getting-tested
• https://www.covid19.act.gov.au/stay-safe-and-healthy/quarantine-and-isolation
• https://www.safeworkaustralia.gov.au/covid-19-information-workplaces
10• https://www.health.gov.au/news/health-alerts/novel-coronavirus-2019-ncov-health-alert/how-to-protect-yourself-
and-others-from-coronavirus-covid-19/quarantine-for-coronavirus-covid-19#returning-to-your-community
ATTACHMENTS
1. COVID-19 Situation Report
2. UniLodge National Plan – Confirmed case procedure
11COVID-19 SITUATION REPORT
This report should be completed when the CIMT Leader is advised of a COVID-19 case. The CIMT Leader/
Coordinator gathers information as it becomes available to inform actions required. The report will be available to
CIMT members, Vice-Chancellor and Executive.
SITUATION
Date/time CIMT Leader notified:
Report prepared by:
CURRENT STATUS: REQUIRED ACTIONS:
Initial assessment of • •
potential/confirmed case
- student/ staff / community
member / or student in
residences?
- when last on campus?
- where on campus?
- incident report been
submitted?
N.B. Maintain privacy of
individual
ACT Health Protection Service • . i.e. Seek directions from HPS
- Aware & involved? •
CDC Ph 5124 9213
After hours 9962-4155
- Comply with requests and
recommendations.
Close contacts • .
Who on campus had close
contact with person in 24-48
hrs before person started
showing symptoms?
- Prepare list to assist HPS
- Are any close contacts on-
campus?
12CURRENT STATUS: REQUIRED ACTIONS:
Cleaning and security •
- Identify what spaces the
person accessed in 24-48 hrs
before showing symptoms
- Secure spaces that require
cleaning.
- Identify level of cleaning
required (HPS to advise).
- Put signage up to prevent
entry to lockdown space(s).
- Notify Emergency Services
of lockdown space(s).
Patient wellbeing • •
- People and Diversity /
Dean of Students actions
- Medical & Counselling
involvement
- UniLodge (if resident)
Case in student residences •
- Refer to UniLodge plan
- Isolation of close contacts
in residences
- UniLodge contact in liaison
w agreed UC contact
Communications •
- Consider need for internal
or external comms
Monitoring of people in •
isolation
- Staff (P&D)
- Student (Dean of Students;
+ UniLodge)
- Community member (GP)
Other •
REPORT CLEARANCE NAME/SIGNATURE: POSITION: DATE:
CIMT Leader
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