General Risk Assessment Management Unit University of Glasgow Location (Site / Building / Room) All units – generic assessment

Assessment Date 18th March 2021 Review DateBi-monthly or on change in restriction level

Issue 10

Assessor’s NameSelina Woolcott David McLean Job Title

Director of Health, Safety and Wellbeing.Head of Safety and Environmental Protection Service

Description of Task Activity on campus during Covid 19 control measures (Current restriction - Level 4 forecast to reduce to Level 3 from 26 th April)

Revision changes Document is reviewed in light of forecast reversion to Protection Levels from 26th April. Key changes since previous Issue are highlighted in red text and summarise in Version Control Sheet at Appendix.

Risk identification Risk assessment Risk managementHazard Potential

consequencesInherent

riskRisk Control measures Residual

riskAdditional control measures

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Individual risk factorsStaff and students with severe chronic or underlying health conditions falling into the Scottish Government

Severe illness if infected.Risk of non-compliance with Government guidance.

5 5 25 People within the Scottish Government defined highest risk category will have been identified via NHS routes and informed by NHS letter that they fall into this category. Individuals known to the NHS will be on the Scottish Government’s shielding list.

The preferred strategy is to eliminate the work-related risk by allowing

1 5 5 Current Government advice as of January 2021 is that those within the identified highest risk groups should follow the same advice as the rest of the population but with some additional precautions

Coronavirus - support if you've been shielding - mygov.scot

This includes the advice that people in the highest risk category should not go to work. If they are not

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defined highest risk group could be at significant risk. (See link opposite).

employees to continue to work from home in accordance with Government guidance.

Students’ individual situations should be discussed with their Adviser of Studies, Course Co-ordinator or through Student Services. In many cases students will be unable to attend on campus until medical advice allows this. (NHS registered individuals will normally have had a personal NHS letter advising them that they are in this group.

It is noted that some international students may not be NHS registered and so may not have a letter. However, a sensitive and precautionary approach should be taken.

able to work from home, the NHS letter placing them in this category can be treated as if it were a “fit note” for sickness absence purposes. This approach will be sympathetically supported by the University where staff and students are in this category.

If individuals are not at work the workplace risk is low, hence the risk rating remains low.

Risk cannot be mitigated any further by the University at present.

Discussion with individuals about working arrangements and specific protection measures including conducting a vulnerable person risk assessment. (See SEPS website.)

Where, in future, the restrictions for those “shielding” are lifted and local restriction levels eased, return to workplace for employees can be permitted after discussion of their individual risk and any required precautions with their line manager. It is anticipated that a return to work for those in this group may be possible after 17th May. It is recommended that any risk assessment process is formally recorded. HR and Occupational Health may be consulted if additional specialist input is required.

Likewise, individual risk assessments may be required before students return from “shielding” to study venues where these are open. The Disability Service or other student support services may be involved in this.

The risk assessments above should not be treated as a form filling exercise but should primarily be based around an open discussion between those involved about the risk and about any precautions that the might reasonably be taken by the individual, or by the University, to allow a return to work, or study.

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Staff and students with underlying health conditions, including expectant mothers, but not in the Scottish Government defined highest risk group.

Unknown impact to the unborn baby.

Severe illness to the mother if immune compromised due to pregnancy or other associated health condition.

Likelihood of more severe illness for those with underlying health conditions and for older people.

5 4 20 Staff and students in this category do not face the highest level or risk and the Scottish Government do not require that they shield. However, individuals in this group may be concerned about their potential risk and should follow workplace Covid precautions rigorously. These precautions should make workplaces relatively Covid –safe areas.

Concerns should be discussed with the individual’s line manager, Adviser of Studies, Course Co-ordinator or through Student Services, as applicable.

It may be useful for a vulnerable person risk assessment to be carried out by the line manager or supervisor, in consultation with the individual to aid the decision-making processes. See template in SEPS Covid Resource Centre. (Vulnerable Person Risk Assessment Template (Word doc)

If possible, measures should be put in place to avoid the need for on-campus attendance. If this is not possible: Try to minimise the time that must be

spent on campus Try to enable the member of staff or

student to work at different times/shifts to others

Consider scheduling meetings/ supervisions to avoid contact with large numbers of other people

Try to provide a separated workspace

2 4 8 Younger people are generally at lower risk of suffering the more severe consequences from Covid-19 infection and so most students will be at a lower population risk than predominantly older groups, such as staff. However, this is on average only. A minority of students are older or may have specific health conditions which may place then at higher risk. It is important that the individual risk of both staff and students is considered rather than just the group risk.

Where restrictions start to be eased from 26th April, it may be appropriate to conduct an individual risk assessment in consultation with the person involved to assist in planning they return to work. HR and Occupational Health may be involved in this if required.

Infection likelihood is reduced due to progress in vaccinations and reducing incidence levels and is expected to rapidly fall further.

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away from others (by agreement)

Staff and students with visual, hearing or mobility impairments

The person may be less adept at moving quickly; may not see or hear clearly; to help them avoid other people.

May need assistance to carry out certain tasks which breaches social distancing.

May need to touch items and surfaces that others would not.

4 3 12 Eliminate the risk by enabling the person to continue their work or studies off- campus, if possible, in agreement with the line manager; Adviser of Studies.

Reduce the risk by ensuring special needs are considered in all areas the person may need to use through discussions with HR/Disability Advisers Adviser of Studies, Course Co-ordinator Student Services or other support services and local managers.

Ensure suitable access and egress, including to support to safely use a lift, if this is required.

Ensure pathways, one-way systems etc are wide enough to allow for wheelchairs

Ensure disabled toilets available nearby. These are included within the Estates-led cleaning regime.

Ensure safe emergency evacuation arrangements are in place. Security can still provide emergency evacuation support as part of the generic assisted evacuation arrangement.

2 3 6 Consider whether there is a need to prepare a revised Personal Emergency Evacuation Plan (PEEP) if arrangements have been altered from those previously in place.

Ensure that any individuals requiring assistance are informed of the standard procedures and of any variation to these.

Staff and student wellbeing

Anxiety about safety on return to campus, stress due to changes in work patterns, activities

4 3 12 Regular communication by the University to ensure that staff and students are informed about returning to campus safely. A staff/ PGR student video has been made available. An

3 3 9 Good progress is being made with reducing infection rate and with vaccination of the higher risk groups.

As staff begin a return to campus the University recognises that some will feel anxious about their return, whether this is valid scientifically or not.

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and the work environment. Reduced social interaction with others.

undergraduate and PGT student focussed induction programme is planned

New workplace/controls have been put in place to reduce risk of exposure to COVID 19. Information on these will be disseminated to staff and students through line managers/HR and via Adviser of Studies/ Course Coordinator or Student Services.

Line managers and student support and teaching staff must remain aware of how changes to working arrangements may cause additional stress and affect staff and student mental health and wellbeing and are asked to take a sympathetic approach to those experiencing difficulties.

Concerns about stress, workload issues or support needs should be discussed with line manager, supervisor and/or Adviser of Studies, as applicable.

Line managers, supervisors, teaching and support staff, and advisors of studies should be sensitive to signs and symptoms that an individual may be working beyond their capacity to cope and should deal sensitively with members of staff or students experiencing anxiety whether associated with their work, studies or from other causes.

Staff members and students who are in

The University recognises this and will provided information and manager support.

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vulnerable groups or are caring for others in such groups are encouraged to contact their Line Manager/ Supervisor/ Adviser of Studies to discuss their support needs

Staff and students should be aware of the practical and mental health support mechanisms available to them (e.g. Employee Assistance Programme, Student Services support.)

Travel to the UniversityTravelling to the University

Risk of viral infection if using public transport or there is increased contact with others. Increased potential for viral spread on campus.

3 3 9 Public transport providers are operating procedures to minimise the risk of viral spread.

Use of face coverings is currently now mandatory on public transport, reducing infection risk.

Some staff and students can travel to campus on foot, or may cycle, reducing the need for public transport use.

Where possible, enabling employees and students to work and study off campus will reduce the need for non-essential travel.

Easing of parking restrictions allows car travel as an option for staff and some students attending on campus.

Where possible, allowing flexibility in attendance times will enable staff and students to travel at times that avoid busy commuter periods

2 3 6 Consider options such as longer days/ compressed hours to reduce the number of days that an individual need to travel to campus.

Travel is currently heavily restricted due to Level 4 requirements in Glasgow area. Only essential work will be taking place on campus resulting in reduced attendance and travel, in particular for essential on-campus activity and some research only.

Falling infection levels mean that the inherent risk is reduced from the higher level of December/January.

Induction and

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trainingReturn to campus-based work with new infection control protocols in place

There is a risk that staff and students returning will not understand new protocols and procedures that they must follow to ensure infection control is maintained.

3 3 9 A video training package is available for use at University level by all staff and PGR students. Written guides aimed at staff, students and researchers are available on the University website.

Further briefing information will be provided in accordance with Scottish Government guidance.

Managers are required to establish local processes to brief returning individuals on the procedures that are to be operated within individual work areas and for specific work tasks.

Managers are required to undertake a Covid specific risk assessment for areas opening within the current restrictions.

Risk assessments for specific tasks may need to be reviewed if there are changes in the working method.

2 3 6 During Level 4 restriction period only very limited and essential work can take place on campus. When we reach Level 3 restrictions some non-essential work can begin but this must still be managed to maintain distancing.

Students and their Supervisors should jointly review working practices and risk assessments to identify whether there is a need to change working arrangements to for specific tasks to maintain effective infection control practices, including physical distancing.

Students should be informed by the local unit of any changes in risk assessments and subsequent alterations to required work and study practices.

A requirement for use of face-coverings when within University buildings has been publicised across the University. A limited range of exemptions apply.

Work and study environmentEntry and exit to and from buildings

High risk contact surfaces can spread the infection to anyone who touches them.

3 3 9 Entry and exits to the more complex buildings/sites may be limited to the minimum number of points required with access controlled to minimise staff and student occupancy, where appropriate.

Access to buildings is restricted for visitors and contractors etc.

Visitors confined to strictly defined areas and unnecessary movements around the building avoided.

2 3 6 Hand sanitisers are provided at entrances of open buildings and are kept stocked so far as is practicable. These are considered a supplement to existing handwashing facilities.

Falling infection rates and vaccination has reduced risk from previous levels.

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Visitor and contractor attendance are managed, and attendance is recorded by managing unit.

Hand sanitiser is available in key communal work areas and on main travel routes through the building/site including access and egress areas

Advisory hand washing signage is displayed throughout the building, especially at entrances and exits and where people congregate.

A guide to campus signage is displayed at entry points to major buildings.

Use of communal spaces and travel around campus/buildings

Spread of Covid-19 infection

4 3 12 Physical distancing is in place across open buildings: Staff and students who are on campus

are advised to maintain physical distance (currently 2m. minimum)

As a recent policy requirement, face coverings are now required to be worn when within University campus buildings, subject to a limited range of exemptions.

One-way routes have been identified and marked in some areas.

Floor signage is in use in corridors and in stairways to remind building users of safe travel and distancing requirements.

Signage is in place to remind building users of the need for regular hand washing.

The need for enhanced cleaning regimes is assessed based on

2 3 6 Spacing of workstations in common areas has been reviewed by Estates in relation to larger centrally controlled spaces. Similar exercises are carried out by local units as part of their Covid-19 risk assessment of local areas.

Where fire-safety requirements, weather and security permits, doors can be kept open to reduce need to touch surfaces.

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information about the occupancy and use of each building. This allows a building risk profile to be developed. The level of enhanced cleaning needed is then determined from this building risk profile.

Occupancy limits are marked on key rooms in open buildings.

Security and local management are monitoring use of communal areas to ensure physical distancing is observed.

Residual virus on surfaces within buildings

Ill-health due to viral spread. Sickness absence. Spread of infection to others. Productivity loss.

4 3 12 A clean of the building common areas is carried out before buildings are re-opened.

Regular cleaning of communal student study areas is carried out. This may be via an enhanced cleaning regime depending on the building risk profile. (see below) In addition, cleaning materials are provided within centrally managed communal study areas to allow user cleaning and sanitisation of equipment between users.

The cleaning requirements for buildings is determined based on assessment of the building risk profile and occupancy level. The level of enhanced cleaning necessary and detail of the cleaning required is determined based on the building risk profile.

Regular hand contact points are cleaned on a regular basis including, door handles, light switches, handrails, lift buttons, taps, dispensers, toilets.

2 3 6 Schools, Institutes and Services should ensure that cleaning procedures are supported locally by unit staff and students and that cleaning products are available to allow them to do this.

Users of communal study areas should sanitise equipment before and after use, using any cleaning materials provided.

Kitchen surfaces used by Schools, Institutes and Services should be regularly cleaned by users.

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Enhanced techniques using ozone and electrostatic sprays are in use.

Cleaners who are currently at work have been instructed in use of the new techniques and enhanced cleaning protocols.

Use of common work equipment (e.g. printers) should be locally managed and a suitable after-use cleaning and hand-washing procedure put in place. Staff and students are asked to carry out local cleaning of their own work areas in support of Estates-led cleaning regimes.

Cleaning products are provided in some communal areas, so that staff and students can frequently clean elements of their own workspaces and communal items during the day. E.g. wipes

Plant, equipment and services

Equipment and building services may not be fully functional after a period of non-use and will require checks of re-commissioning before use.

There is a risk that statutory examination periods have expired or that equipment expire

3 3 9 Estates carried out maintenance on building services throughout the Spring lockdown and established checklists and procedures to ensure that buildings were in a suitable condition for re-opening. This includes statutory examination of items of plant and equipment where accessible. Similar procedures will be operated during any current building closures. Fire detection systems have been

maintained throughout lockdown and remain functional.

Emergency lighting has been maintained or will be checked prior to building reoccupation.

1 3 3 Schools, Institutes and Services should note the following requirements and establish procedures to carry out these tasks on building re-opening. Thorough examination, inspection, test and

maintenance certificates should be checked by School/Institute/ Service staff to ensure that equipment they are responsible for remains within its relevant test date.

Specifically, checks are needed on local exhaust ventilation equipment - fume cupboards, microbiological safety cabinets etc - and on lifting equipment, pressure systems.

All users should run taps within their area to flush systems unless otherwise advised by Estates that this has been done.

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dates have passed.

Water systems may present a potential legionella risk.

Water systems have been subject to checks and maintenance during lockdown and prior to reoccupation.

Showers, bathrooms and kitchens in accommodation areas require specific (but established) reoccupation procedures.

Check and flush eyewash systems in labs. Check first aid equipment and other emergency kits. Managers of research and teaching labs and

workshop users are advised to carry out a full area safety inspection prior to beginning work. Student users should also inspect any equipment they are responsible for before use.

Work and study activitiesBuilding users working together in a shared area (offices, teaching rooms, study spaces, labs, workshops)

Spread of Covid-19 among users of an area

4 3 12 Implement physical distancing: Reduce occupancy in room to allow for

a minimum 2 metre distance around each workspace. Some rooms have occupancy limits set and displayed on room signage.

Ensure each person has a dedicated workspace or area that they work in alone for the duration of the class.

Identify a separate entrance and exit to the space if possible or identify a suitable system to avoid sustained close contact

Remind people to stay home if symptomatic

Both staff and students on campus will be supervised/monitored to ensure they adhere to the controls in place.

Provide one workspace per person to avoid sharing of items.

Remind people not to share equipment or, where this is necessary, establish a pre-use/post use sanitising procedure.

Building users should aim to maintain social distancing during breaks.

3 3 9 Consider mitigation measures where physical distancing cannot be readily maintained. This may include:

Use of Perspex screens or other room divisions Working back-to-back instead of face-to-face Limiting contact time Maintaining a robust hygiene and handwashing

regime Use of face coverings. These are now required,

as a matter of University policy, when present within campus buildings in communal areas such as corridors or library and in any multi-occupancy room. These must be worn when sharing a work or study area with any other person and are required regardless of whether 2m distancing is in place. There are some exceptions. See Internal communication on face coverings (6th October)

The main library which remains open as a study area for students with no suitable alternative has a reduced capacity of 600 spread over multiple floors. Users work only at pre-defined, distanced workstations. A library specific risk assessment and defined arrangements are in place.

Library ventilation effectiveness (and that of other areas) is being regularly assessed by

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Activities should be scheduled so that time spent by in proximity to others is minimised.

Try to reduce the need for on campus work through measures such as staggered attendances and through arrangement with other users who can undertake some experimental or maintenance work on behalf of others. This may be via a rota arrangement.

Where possible the number of people each person has contact with should be reduced by using "fixed teams or partnering" (so each person works with only a few others).

carbon dioxide monitoring on ventilation extracts. This shows a good level of ventilation.

Building users working closely on specific work tasks

Spread of Covid-19 among task participants and to others.

5 3 15 Schools, Institutes and Services have been asked to review activities to identify any task that requires communal working or otherwise puts individuals at increased risk. E.g. group work in labs, lifting a heavy item, travel in a vehicle with another person, working together on a shared piece of equipment or specimen.

Where possible, such work should be done with physical distancing in place. If that is not possible, and the task is essential, other mitigating measures will be needed. In that situation the task risk assessment MUST be formally reviewed, and the new precautionary measure included within it. Mitigating measures may include such precautions as: Limiting the number of people

3 3 9 Only essential activities are permitted during Level 4 restriction period(s).

Where permitted, research students must review their own activities in conjunction with their supervisor to identify tasks where close contact is unavoidable. These should be discussed with supervisory staff to agree suitable, documented working arrangements. Likewise teaching leads must review and agree suitable precautionary measures and documentation that covers specific skills- based teaching where close contact is unavoidable.

Task-specific risk assessments will normally be required for any long duration (>15 minutes) close contact work and may also be appropriate for some shorter tasks where specific precautions are considered necessary to protect those involved.

It is expected that a precautionary approach will be applied with close contact tasks being carried out only where absolutely essential and with control

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involved. Using fixed teams or partnering, rather

than mixing larger numbers of people. Keeping the duration of the close

contact as short as possible. Keeping people as far apart as possible. Using screens or barriers or, where

possible, positional controls such as back-to-back or side-by-side working.

Increasing handwashing and surface cleaning frequencies.

Face coverings must be used as an standard precaution but are not a substitute for other distancing measures. Note that face coverings are now normally required in any multi-occupancy area as a matter of University policy.

Use of face visors as an additional protection should be considered as part of the task specific-risk assessment.

Undertaking work in the open air or in a well-ventilated area can be helpful, where this is possible.

measures in place to minimise exposures.

Attending meetings groups and training events.

Spread of Covid-19 among task participants and to others.

3 3 9 The requirement for face-to-face meetings should be minimised, if possible, by using video meeting systems such as Zoom, Teams, Skype. & etc. If face to face meetings are essential: Ensure all attendees use a hand

sanitiser when entering the meeting room and when leaving the room (or ensure hand washing in closest facilities if sanitiser is not available)

2 3 6 Under level 4 restrictions face-to-face meetings will be extremely limited and should only be held where essential and where there is no alternative. The risk will remain relatively low when level 3 restrictions allow more meetings provided distancing and hygiene measures are in place.

To meet the University’s current policy use of face coverings are required in meetings. See:

Internal communication on face coverings (6th October)

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Avoid shaking hands, use other greeting methods

Maintain social distancing (e.g. keep 2m between each meeting attendees, especially face-to-face)

Consider meeting in the open air for site activities, if this is practical.

Provision of teaching through lectures, seminar and small group teaching

Spread of Covid-19 among participants and to the wider community.

3 3 9 Face-to-face large-group teaching is currently suspended but the arrangements for this are being separately reviewed by the University.

Currently, the University has agreed that mass lectures will not take place in the foreseeable future unless measures can be established that allow physical distancing and meet Government guidance. This position may change as Government guidelines are changed and risk reduces. Instead, lectures will be delivered by online routes or in smaller groups.

Where permitted, teaching will normally be limited to groups of no more than 30 people. An exception is within any teaching laboratory areas or other areas where a greater designated capacity has been formally agreed by Estates with the managing department. Groups of up to 50 may be acceptable subject to justification and risk assessment.

2 3 6 During Level 4 restriction period(s) very limited face-to-face teaching will be possible. This will be limited to essential activity as defined by Scottish Government guidance and relevant University teaching assessments.

Additional small group teaching will be able to recommence from Phase 2 student return (forecast 26th April with possibly more from 17th May) The risk likelihood may be increased on review if there are significant amounts of group teaching and a perceived higher infection level. However, low population incidence will mitigate against this.

A draft small group teaching risk assessment has been prepared and is published on the SEPS website.

Potential for non-compliance by building

There is a risk that as staff and students return to campus it

4 3 12 On campus occupancy is low but is expected to increase as we return to lower protection levels. Student and staff

3 3 9 Risk levels are expected to fall as protection levels are eased mitigating the effect of more people on campus. Maintaining compliance with changing rules

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users within work and study areas

will be difficult to sustain physical distancing and other behaviours due to potential for increasing non-compliant behaviours as the risk is perceived to reduce.

occupancy remains higher in some study areas and in the Library, where effective signage, distancing, use of face coverings and messaging are established to ensure the safety of users. The library remains open as a study are in accordance with legal permissions allowing this. Messaging about the need to wear face coverings in the library has recently been reinforced by additional local communications. Induction training has been mandatory

for all returning staff and PGR students. This provides information on the behaviours required and of the measures in place on campus. This is supported by campus signage.

Guides for Managers, Staff, Researchers and Students are available on the University Covid website together with a published Campus Management Plan.

Undergraduate and PGT student induction/briefing material is provided to students in relation to on campus behaviour and in residences. This supports the student campus guide.

The importance of supervision by managers, Security and peers is emphasised in the Campus Guides to maintain a suitable level of compliance.

Comparable standards of building management are expected to be in place within NHS-run buildings that are occupied in part by University staff.

will remain a key aim and challenge. University communications are prepared and used with this constantly in mind.

SRC support and media messaging are also used to encourage compliance as a social norm. Such behaviours may already be the case with some groups of international students.

It is noted that some users are unable to wear a face covering. Exemption cards are available via Scottish Government resources to allow those with valid reasons to demonstrate genuine exemption. However, it is not mandatory to carry such a card.

Potential for There is a risk that it 4 3 12 Level 4 restrictions currently require 1 3 3 Hospitality venues are currently required to remain

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infection spread by building users within student social and recreational areas

will be difficult to sustain physical distancing and other behaviours within social and recreational areas such as University Unions, in UoG Sport facilities and in hospitality areas as the risk is perceived to reduce.

that most social and recreational areas remain closed. It is forecast that review of this will be possible after 26th April.

Provision of takeaway food where the customer does not need to enter the premises is permitted. All other provision is closed.

Sports facilities are also closed at present.

closed except as indicated. Managers responsible for running higher risk

activities, whether directly (such as UoG Sport) or indirectly (such as GUU and QMU) have developed detailed operating plans and supporting risk assessments for their areas in cases where the University has such control.

As these areas remain closed, risk is currently minimal but is likely to increase as they begin to reopen from 26th April.

Potential for infection spread through student club activities

There is a risk that physical distancing and will be difficult to achieve and maintain in student club activities.

3 3 9 January 2021 Level 4 restrictions prevent most large group recreational sport and club social activity. The greyed-out measures below are therefore largely inapplicable and are suspended until this situation changes. They are retained in the risk assessment for review and possible re-introduction at the appropriate time. It is forecast that some easing will be possible from 26th April 2021.

Sports based clubs Individual sport or exercise is

permitted. However, formal indoor venues (gyms) are closed although expected to open after 26th April.

Outdoor, non-contact sport or exercise is permitted for adults (over 18) but is limited to 2 people from 2 households. Distancing should be observed. Organised outdoor non-contact group

2 3 6

University gyms and sports venues are currently required to remain closed during level 4 restriction period.

https://sportscotland.org.uk/covid-19/latest-sport- and-physical-activity-guidance/

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sport forecast to be possible after 17th

May.

Non sport clubsA maximum of 2 people for 2 households may meet outdoors only. 2m distancing must be maintained. Gatherings within private flats or houses are NOT permitted. Unless for work purposes, only residents may be present in a flat. This effectively prevents club meetings of any size even outdoors. Indoor club activity is not possible at present but is forecast to be able to resume from early June.

Potential for non-compliance (suppliers and contractors)

There is a risk that visiting suppliers and contractors will not meet UoG guidelines on distancing and/ or face-coverings due to either differences with their own employers' requirements or non-compliant behaviours.

3 3 9 Contractors are mainly working and have established Covid control regimes in place. Contractors have been briefed on measures expected by the University via formal Contractors’ Forum meeting and other routes.

Contractors and suppliers are generally employees and so potentially subject to action by their employer in the event of non-compliance. Their employers are subject to similar Government requirements to the University and so share an interest in ensuring compliant behaviour. The likelihood of widespread non-compliance is therefore judged lower than may be the case for students.

2 3 6 Communication will be required with contractors should further restrictions be imposed on certain types of construction works. In this event, planning of University managed works will also be required to ensure that we do not breach requirements. Risk returned to normal level as working conditions are stable.

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Signage within buildings provides information for visitors on the basic procedures.

The importance of supervision by managers, Security and peers is emphasised in the Campus Guides and to staff managing contractors to ensure that a suitable level of compliance is maintained.

Increased risk of lone working.

Physical distancing and lower occupancy may result in lone working with increased difficulty in getting help in an emergency

3 3 9 Line Managers and Supervisors must take the risk of lone working into account when arranging and agreeing staff and student activities. With reduced building occupancies, it likely that more lone working may take place.

Lone working does not make the risk of injury any more likely at an individual level for most tasks although obtaining help in an emergency can be more difficult.

The University has both lone working and lone study procedures. Covid-19 does not significantly change these and the recommendations in these documents should continue to be applied. The Lone Working Procedure has recently been updated.

Through risk assessment processes and discussion with those involved, identify any foreseeable tasks that members of staff or students may need to undertake whist working alone.

Higher risk tasks should not be done while working alone. The Line

2 3 6 Lone working may be increased during Level 4 restriction periods due to reduced building occupancy but will begin to reduce as more people return to campus. Existing lone working and lone study procedures should be followed to address any risks of this nature.

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Manager/Supervisor should identify these in consultation with the members of staff/student and agree alternative working arrangements for these.

Brief staff and students on any changes in working practice or arrangements needed due to lone working.

A system of contact should be established for those who may be working alone. – e.g. phone contact, check-in system etc.

Use of vehicles Spread of Covid-19 among those involved due to inability to fully maintain physical distancing.

5 3 15 Some University activities including teaching involve the use of shared vehicles for travel or delivery purposes. This has been avoided, where possible, during the Covid control phases. Avoid multiple occupancy of vehicles

where possible. Consider use of more than one vehicle to travel.

If sharing of vehicles is unavoidable and essential for the task, consider fixed partnering/ pairing systems.

Maintain maximum available separation within the vehicle.

Keep windows open, to ensure thorough ventilation, if possible.

Use face coverings to reduce risk of transmission.

Ensure thorough cleaning of contact surfaces between users.

Work in accordance with published guideshttps://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/vehicles

3 3 9 Travel is restricted during Covid Level 4 restrictions and it is not expected that any minibus use should take place. However, where essential group travel is required for essential and unavoidable educational reasons. The risk associated with travel by alternative means such as public transport should continue to be taken into account in identifying the lowest risk travel option. Minibus use may prove a best option in circumstances where the travel is unavoidable and the only alternative is use of crowded public transport.

[The section below is suspended until return to lower protection levels] GUSA have prepared a risk assessment covering

limited minibus use for small groups in consultation with SEPS and Estates. Operation of minibuses under similar mitigation conditions to that in operation on public transport but with more stable user groups (e.g. sports clubs) is considered to be, potentially, lower risk than allowing the wider population mixing that would occur through student use of public transport or informal car sharing arrangements.

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Personal protective equipment (PPE)Use of PPE in appropriately or incorrectly, or confusion over function and level of protection offered.

There is a risk that PPE will be ineffective without training and monitoring of use.

Incorrect use may increase the infection risk.

4 3 12 Line managers, supervisors and course leaders must consider, by risk assessment, when PPE will be needed to protect workers and students undertaking practical activities under their supervision. This is an existing supervisory duty and is not specifically Covid-19 derived although Covid-19 may present an additional risk to be considered.

PPE includes gloves, visors and aprons. It is likely that gloves will be the most commonly used item of PPE, although it is important to note that Covid-19 does not infect through intact skin and so gloves are not required for protection solely against this perceived risk.

Respiratory protective equipment (RPE) may be appropriate in some situations but is expected only to be needed for a few very specific tasks where physical distancing is not possible and there is a foreseeable infection risk to the student, or they are at higher health risk.

Face fit testing and training in use is necessary (and a legal requirement) if negative pressure RPE is provided as a primary control measure. (i.e. for use of

2 3 6 University policy requires the use of face coverings within all campus buildings, including all multi-occupancy study and work areas and circulation areas. This is subject to some exemptions – see link.

Internal communication on face coverings (6th October)

The University requires the use of face-coverings within any areas where this is required by law, by Government recommendation or as a risk assessment requirement.

Users should note that face coverings can increase the risk of transferring contamination from the face covering to surfaces that are touched by the wearer. This can occur if the user handles a used mask without following the correct removal procedures, including hand washing. Incorrect storage of used face coverings can also result in contamination of objects that they are in contact with in bags or pockets.

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FFP2 or FFP3 respirators) Face coverings are NOT PPE and are

likely to be used extensively. These do not protect the wearer to a high degree but do help prevent the spread of virus to others and are beneficial in some circumstances. Face coverings do not require a face fit test.

The University has made face coverings available as a support to staff and students.

Work-related travel and fieldworkTravel within the UK

Possible increased risk of spread, or of personal infection risk, if travelling due to contact with greater numbers of people.

Infection risk level may be higher (or lower) in other areas of the UK.

3 3 9 Travel within Scotland is currently very limited by national Level 4 restrictions, but this is forecast to be lifted from 26th April. The University position remains that only necessary work-related travel should be undertaken, including research fieldwork. Travel should be undertaken only where this can be demonstrated to be within Scottish Government guidelines or legislation.University guidance on international travel, on UK research fieldwork and on student mobility has been prepared and sets guiding principles regarding these types of travel. Supervisors should assess whether any

proposes student UK travel is necessary/appropriate. Risk assessment forms are available within the SEPS website to assist with the risk

2 3 6 If travelling, check local rules regarding use of face coverings in other areas. Note that use is mandatory within some types of premises and on public transport.

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assessment and with the approval process. The potential infection risk should not disproportionately outweigh the gains and benefits of the travel

If using public transport, ensure that physical distancing can be achieved. Note that the use of face coverings on public transport and in shops is now mandatory.

If using private transport, assess whether physical distancing be maintained if there is more than one traveller. This will not normally be possible within a private car. Where such a situation is unavoidable mitigation must be used.

Any national rules on travel must be followed.

Work related international travel

Possible increased risk of spread, or of personal infection risk, if travelling due to contact with greater numbers of people.

Infection risk level may be higher (or lower) in other areas of the world.

Health services support available to the traveller may be

3 4 12 International travel remains very restricted. If international travel is considered essential: Investigate FCO and local advice in

relation to the safety or the destination and identify whether the proposed destination is an exempt country to which travel is permitted.

Compile case demonstrating that the travel is essential.

Discuss the trip with line manager/supervisor and senior manager to obtain agreement in principle.

Complete University Overseas Travel Risk Assessment. The Covid 19

2 4 8 See University FAQ and Covid website advice regarding travel, mobility and fieldwork.

Note that some countries may require Covid PCR test is carried out prior to travel.

With limited exceptions, the UK now requires proof of a negative Covid test before anyone may travel to the UK. Quarantining is required on arrival from most areas at present.

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more/less good than UK. Costs may be involved in accessing this support. Other additional costs may be incurred if infected overseas.

supplement is now incorporated with this.

Submit for formal approval. This should only be granted if the trip is judged essential and appropriate insurance and safety measures are in place.

Approval can be granted at Head of School/ Institute/ Service level if the destination is not subject to FCO advisory notices against travel or is an exempt destination.

Where there are FCO warnings against travel, approval at Head of College/Chief Operation Officer level is needed.

Emergency supportFire/emergency evacuation

Increased likelihood and spread of fire because reduced numbers of trained personnel to address it.

Increased risk that not everyone will evacuate safely because of a lack of fire wardens or changed procedures.

Risk of physical distancing being

2 4 8 Fire evacuation arrangements remain largely unchanged from pre-Covid systems with only minor variation. (underlined) Fire alarm function and fire service

attendance as normal. Fire alarm testing and maintenance is

being undertaken via an Estates contractor supported in a few areas by SEPS Fire Safety Adviser. AFOs are mainly now returning to work and resuming this function again.

Where one-way travel systems are in place within buildings these will cease on activation of the fire alarm and users should exit as normal by the nearest evacuation route.

If occupancy is kept low and there is no

1 3 3 Fire drills have been postponed during Jan- March Level 4 restrictions. This will be reviewed with the option to undertake drills in key areas as protection levels are reduced from 26th April.

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compromised during fire evacuations.

crowding, infection risk during an evacuation will be low as all users will travel in the same direction with minimal face-to-face contact. If possible, they should try to maintain a 2m separation.

Face coverings must be worn during an evacuation to comply with recent University change of advice on use of face coverings when moving around within common areas of buildings.

Building users should be instructed not to congregate close together at any assembly points. 2m separation should be maintained.

Managers should review their assembly points to check that this is possible with the likely numbers of people within the building. It is beneficial if face coverings are worn in assembly areas as a protection to others.

Those returning will generally be familiar with the buildings they are working in. Overall occupancy numbers will be low therefore the need for fire wardens is minimal in the early recovery phases.

Responsible local staff should be directed to check fire exit routes regularly if there is no Area Fire Officer presence amongst the returned staff.

Other than in exceptional circumstances, no planned fire drills were undertaken during Level 4

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restrictions to avoid unnecessary physical contact between building occupants. However, safety and training requirements mean that some fire drills may recommence as protection levels reduce, where deemed necessary.

Managers, Supervisors and research students must ensure that any essential higher risk work is sufficiently supported on site with suitable technical expertise.

First aid and emergency support

Reduced numbers of staff on campus will reduce the number of first aiders available.

Anxiety over infection risk and need to maintain social distancing may make deliver of assistance more difficult or restrict this.

4 3 12 First aiders are available in some, but not all areas where work is being undertaken. Should an individual need emergency support or first aid, this is available via the University Security team as a primary emergency support where no local first aider is immediately available. Concerns over potential infection risk

may exist and additional PPE for key first aiders such as Security may be appropriate as an additional provision.

Both the Gilmorehill emergency number (0141 330 4444) and Garscube emergency numbers (0141 330 2222) remain fully functional.

Security staff can assist with attendance at an incident, first aid provision or with summoning any of the emergency services.

Reduced activity on campus means that first aid needs are considerably reduced from normal.

2 3 6 A first aid risk assessment has been prepared and is published on SEPS website. An email communication has been sent to all first aiders.

First aiders whose certificate may have recently expired should not be deterred from providing emergency first aid where this is necessary. Requalification training is now possible (although temporarily paused during the Level 4 restriction period) and can be booked via SEPS.

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Although Covid 19 presents a current infection risk, first aiders should be aware through their training that other human infections have always presented a risk during first aid and can apply this training to minimise infection risks.

Community incident within the working population remains relatively low and so the likelihood of dealing with a Covid-19 infected person is correspondingly low, although not negligible.

Where possible, first aiders should try to assist while maintaining a 2m distance. Unless direct intervention is needed e.g. for CPR or other direct physical assistance, much non-emergency advice and support can be provided without close contact.

Where close contact is needed to assist an on-site judgement (dynamic risk assessment) should be made on the likely risk presented by the individual, the urgency of their need for first aid assistance and the consequence if that is not provided.

Chest compression CPR only can be performed as an alternative to mouth-to-mouth in accordance with current first aid organisation guidance.

The risk from providing first aid support will normally be relatively low, unless the casualty has an active Covid 19

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infection. Where the casualty has no infection, there is no Covid 19 risk from providing first aid.

In many cases, help can often be provided at close quarters without those involved directly breathing onto one another. Close contact should be for as short a time as is possible.

If any form of PPE is available, disposable gloves, masks/PPE or eye protection, these should be worn during any close contact.

SEPS-managed first aider training has re-commenced by blended and small group training allowing requalification and initial training to take place. (temporarily paused during Nov/Dec level 4 restrictions)

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Risk Rating Calculator

Likelihood that hazardous event will occur Consequence of hazardous event1 Very unlikely 1 Insignificant (no injury)2 Unlikely 2 Minor (minor injury requiring first aid only)3 Possible 3 Moderate (Up to three days absence)4 Likely 4 Major (More than seven days absence)5 Very likely 5 Catastrophic (Permanent injury or death)

Action Level TableRisk Rating Risk Level Actions to be taken

20 – 25 Very High Risk STOP! Stop the activity and take immediate action to reduce the risk, a detailed plan should be developed and implemented before work commences or continues. Senior management should monitor the plan.

15 – 16 High Risk Urgent Action! Take immediate action and stop the activity if necessary, maintain existing controls rigorously. The continued effectiveness of control measures should be monitored periodically.

8 – 12 Moderate Risk Action Moderate risks may be tolerated for short periods while further control measures to reduce the risk are being planned and implemented. Improvements should be made within the specified timescale, if these are possible.

3 – 6 Low Risk Monitor Look to improve at the next review or if there is a significant change. Monitor the situation periodically to determine if new control measures are required.

1 – 2 Very Low Risk No Action No further action is usually required but ensure that existing controls are maintained and reviewed regularly.

Some example hazards that may apply to the activity (not exhaustive)Working at height Noise Lighting (including strobe lighting) Fire and explosion

Falling objects Vibration Compressed air Hazardous chemicals

Slippery, uneven or worn floors Hand tools Magnetic fields Biological risks / disease

Obstructions and projections Repetitive hand / arm movement Pressure systems Animals

Confined spaces Machine operation Needles and sharps Compressed Air

Mechanical Lifting Manual Handling Lasers Hydraulic systems

Poor housekeeping Vehicle movements Ionising and non-ionising radiation Other (please specify on assessment)

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Version Control Sheet

Version Issue date Key changes from previous versionVersion 1.5 9th July 2020 1. Updated to reflect implementation of control measures indicated in previous version as proposed.

2. First aid certificate extension information updated to new extension date of 30th September 2020.Version 1.6 13th July 2020 (draft) 3. Text amended throughout to include students within scope of the assessment as well as staff.

4. New hazard associated with student social and recreational areas added.5. Version control sheet added to document.

Version 1.6a 24th July 2020 6. Minor amendments to text to more fully refer to student/teaching areas and to specifically reference student study areas.

7. Two new sections added within “Work and Study Activities” on 1) Teaching activities and 2) Student club activities.8. Additional control measures for staff and students in extremely vulnerable/ vulnerable categories for return to

campus.9. Slight modification to “Entry and exit to and from buildings” section.

Version 1.7 29th July 2020 10. Scottish Government modelling information and link updated to Issue 9.11. Some minor wording and grammatical changes.

Version 1.8 7th August 2020 12. Update to Scot Gov modelling Issue 11 statistics.13. Residual RA “likelihood” increased from 1 to 2 for “clinically vulnerable” people to reflect the increasing possibility of

return to work of some staff in this category who were previously shielding (Hence the original very low likelihood of infection).

Version 1.9 10th September 2020 14. Retitled to “Activity on campus during Covid 19 control measures”15. Updated to reflect introduction of requirement to wear face coverings when moving around within buildings.16. ScotGov modelling data report update to Issue 16. 17. Small group teaching limit amended from 25 to 30 to reflect recent proposals. Reference to small group teaching draft

risk assessment added.18. Section on student social and recreational areas amended to reflect that these facilities are now open.19. New limits on domestic gatherings. 20. Reference to GUSA proposed minibus use and associated risk assessment added.21. Contractors’ section updated to reflect current arrangements.22. Face coverings now available to staff and students through the University.23. Changes to Travel RA to include main elements of Covid supplement flagged.24. Requirement to wear face coverings during fire evacuations added to accord with policy change.25. First aider training now recommenced.

Issue 7 7th October 2020 26. Updates made within several sections to reflect University policy on use of face coverings within campus buildings,

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publicised by an Internal Communication issued 6th October (weblink provided).27. Clarification of the legislation on ‘organised exercise’ and ‘organised activity’ and an explanation of the restrictions

imposed by Scottish Government announcement on 7th October temporarily restricting group exercise, contact sport and contact sport training. Weblink to regulation is provided for detail and clarity.

28. Changes made to the text in some sections to reflect increasing infection incidence where references were previously to the falling incidence.

29. Minor changes of tense made to reflect progress made on implementation of some measures since the previous review.

Issue 8 19th November 2020 30. Minor changes of wording and tenses made to reflect ongoing progress and changes in activity and Covid prevalence within Glasgow and West of Scotland. (These are primarily minor grammatical changes are not all highlighted in the text.)

31. Indication that Glasgow is in a Level 4 restricted area and that University activities have been reviewed and restricted to meet new Level 4 requirements added. Changes within various sections, highlighted as orange text.

32. Information added about lateral flow testing and pilot pool-testing schemes added.33. Wording regarding University policy on use of face coverings made more explicit. (Clarification only - no policy

change.)34. Sections on recreational areas, sports and non-sports clubs temporarily amended to take account of Level 4

restriction.35. Increased lone working risk identified as a result of Level 4 restriction and attention drawn to existing procedures

designed to combat these risks. Residual risk rating increased 3 to 6, but still low risk.36. Additional guidance added regarding balance of risk from minibus use against alternative risk from use of public

transport.37. Advice regarding travel amended to include being able to demonstrate that any travel is both essential and within

Scottish Government Guidelines.38. First aid section amended to acknowledge higher population incidence of Covid (but overall first aid risk and

procedure remain the same.)Issue 9 11th January 2021 40. Significant amendments are made throughout to reflect the January 2021 Level 4+ restrictions. Additions and changes

are highlighted in red text in Issue 9. New changes made in Issue 8 are restored to black text.41. Sections that remain non-applicable due to legal restriction on these activities are greyed out.42. Risk ratings have been revised in several sections (highlighted in red) to reflect increased population infection

incidence and possibly higher transmissibility of ‘new variant” Covid. An explanation of the thinking behind the revised risk ratings is provided.

43. Reduced limits on outdoor social gatherings of 2 people from a maximum of 2 households and a ban on indoor social gatherings are set out.

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44. Possible new restrictions on construction work are flagged as a potential legal compliance risk area.45. Plans for a phased student return, with testing, are flagged.

Issue 10 18th March 2021 46. Routine bi -monthly review. Minor updates to reflect forecast move to protection levels from 26 th April 2021.

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