1st Edition: 26 February 2020 - James Cook University

Page created by Ryan Ward
 
CONTINUE READING
1st Edition: 26 February 2020 - James Cook University
1st Edition: 26 February 2020
1st Edition: 26 February 2020 - James Cook University
FOREWORD
This document is a guide on COVID-19 action plan for the Singapore campus of James Cook
University Singapore (JCUS).

It is guided by the relevant advisories issued by MOH and other government agencies. The aim
is to minimise disruption to operations and ensure that business remains viable during such an
outbreak. As the situation is constantly evolving, please read this guide in conjunction with the
latest relevant advisories issued by MOH and other relevant government agencies including:

•   https://www.moh.gov.sg/diseases-updates/being-prepared-for-a-pandemic
•   https://www.mom.gov.sg/covid-19
•   https://www.gov.sg/article/covid-19-sector-specific-advisories
•   https://www.moh.gov.sg/covid-19/advisories-for-various-sectors
•   https://www.moh.gov.sg/news-highlights/details/implementation-of-new-stay-home-notice

This guide seeks to help JCUS with the following:
a) Minimise health risk to employees
b) Minimise the risk of premises becoming a mode of transmission
c) Ensure the safety of students with minimal disruption to study plans
d) Ensure the safety of employees and ensure that plans are in place should employees be on
stay-home notice, leave of absence, quarantined or infected
e) Ensure alternative arrangements with vendors so that business operations can continue

Professor Chris Rudd OBE
Deputy Vice Chancellor and Head of Campus, Singapore

                                                 2
1st Edition: 26 February 2020 - James Cook University
INTRODUCTION

What is the Coronavirus Disease
2019 (COVID-19)?                                          DORSCON

The Coronavirus Disease 2019 (COVID-19) belongs           When there is an outbreak resulting in the spread
to a family of viruses known as the Coronavirus,          of an infectious disease worldwide, Singapore
which can cause illnesses ranging from the common         puts in place prevention and response plans. As
cold to more severe diseases, such as Severe Acute        part of this plan, the “Disease Outbreak Response
Respiratory Syndrome (SARS) and Middle East               System Condition (DORSCON)” is a colour-
Respiratory Syndrome (MERS). COVID-19 started             coded framework that shows the current disease
in China but confirmed infections have also been          situation. The framework provides a general
reported in Singapore and other parts of the world.       guideline on what needs to be done to prevent and
                                                          reduce the impact of infections.
The symptoms of COVID-19 are similar to that
of regular pneumonia. Typical symptoms include            DORSCON takes into consideration
fever, runny nose, sore throat, cough and shortness       • The current disease situation overseas
of breath.                                                • How transmissible the disease is
                                                          • How likely it is to arrive in Singapore
                                                          • What impact it may have on Singapore’s
                                                            community

                                                          There are 4 levels – Green, Yellow, Orange and
                                                          Red, depending on the severity and spread of the
                                                          disease. For each level, it details the impact on
                                                          the community, such as the measures to be taken
                                                          in daily life (e.g. temperature screening, border
                                                          measures), and advice to the public (e.g. to look
                                                          out for travel advisories).

                                                          Recommended measures for the University at
                                                          various alert levels are given in Annex G.

                                                      3
1st Edition: 26 February 2020 - James Cook University
Source: Ministry of Health

                             4
1st Edition: 26 February 2020 - James Cook University
This COVID-19 plan covers the following:
• Student Management
• Human resource management
• Processes and business functions
• Vendor management
• Communications, both internal (staff) and external (student, community)

Chief Operating Officer is the appointed Business Continuity Manager (BCM).
The BCM will ensure all student and staff are familiar with plans and comply with
them during this period. The roles and responsibilities are defined in Annex A.

                                               5
1st Edition: 26 February 2020 - James Cook University
STUDENT MANAGEMENT

DORSCON Orange

• Examinations and classes to run as per schedule.
• Measures to control class sizes, such as splitting
  lectures where attendance numbers exceed a
  certain size.
• Some classes will be conducted online.
• Student could use campus facilities as necessary.
• Encourage temperature taking and
  self-declaration for contact tracing purposes.

DORSCON Red

• All on campus activities including classes and
  assessments should be terminated.
• SP94, SP91, SP58, SP51 classes to continue in
  eLearning modality on LearnJCU.
• Student Hub, Library, Gym are closed for
  students.

                                                   6
1st Edition: 26 February 2020 - James Cook University
S T UDE NT M AN AG E M EN T
Student Screening

 Who you are /
                    Action required
 your situation:

                    • Temperature screening is required each time when entering the temporary
                      student reception (located at the roundabout area in front of Student
 All students         Affairs department after entry from the main entrance) or Guardhouse.
                    • Attendance will be recorded by teaching staff.

                    • For the first two weeks of the trimester commencing on 16 March 2020,
                      lectures and learning sessions will be conducted online via our online
 New & Returning
                      Learning Management System (LMS) platform “LEARNJCU”. Face-to-face
 students starting
                      classes on campus will resume once the situation normalises.
 16 March 2020 –
 including students • Complete/Present the Health Declaration form to declare health status
 from SP51/SP91       and travel history when visiting campus.
                    • Participate in temperature screening when visiting campus.

 Students reporting • Report to the campus at least 1 hour prior to the scheduled exam time to
 for exams            ensure temperature screening and declaration.

 Affected students
 – students who
 have been in
 Mainland China, or • Comply with the 14-day Stay-Home Notice from the day after arrival in
 with recent travel   Singapore.
 history to Daegu
 and Cheongdo,      • Produce the photo ID and Airline Boarding Pass for verification at the
 or are currently     University main entrance.
 within the
 14-day Stay-
 Home Notice

                                              7
HUMAN RESOURCE MANAGEMENT

The continuity of leadership plan in the event of
absence of key decision maker can be found in              For susceptible staff (including staff having/
Annex B.                                                   recovering from cough, cold, chest infections,
                                                           other illnesses and/or are 55 years and above), the
Flexible work arrangement has been provided to             following may be operated in discussion with your
high-risk employees (susceptible staff including           Manager:
staff having / recovering from cough, cold, chest          • Student facing staff aged 55 and above to be
infections, other illness and / or are 55 years and           relieved of their front office duties/work from
above), as well as employees who need to stay                 home whilst the situation regarding COVID-19
at home due to other reasons relating to the                  stabilises
COVID-19 e.g. to take care of family members               • Non-student-facing staff aged 55 & above
who have travelled to mainland China or other                 work from home where possible/subject to
known affected countries or regions.                          exigencies of duties as discussed by Manager,
                                                              whilst the situation regarding COVID-19
Adhere to all travel and health advisories                    stabilises
issued by Ministry of Health (MOH), Ministry               • Mandatory for all front-office/student-
of Manpower (MOM) and other government                        facing staff to wear surgical masks effective
agencies.                                                     immediately, including staff on skeleton duties
All staff including ICRs have to defer all business-       • Managers to refer to their Directors if
related travel to Hubei Province and all travel to            temporary staff is required
mainland China.                                            • Utilise Zoom/Webinars (ICT dept. will assist)
MOH and MOM websites have the latest updates                  and other online tools as necessary
to decide whether to proceed with business travel
plans.                                                     Employees will be advised on health insurance
                                                           coverage for COVID-19.
All employees who intend to travel during the
COVID-19 outbreak have to complete the Health               All staff to adhere to the following:
and Travel declaration at:                                 • All student-facing staff should be wearing
http://bit.ly/TravelDeclaration2020                           surgical mask at all times and use hand
                                                              sanitisers.
The University will comply with all Quarantine             • Staff meeting guests / students from Mainland
Orders/Stay-at-home (SAH) orders issued by                    China/who have visited Mainland China must
MOH, MOM and other government agencies.                       also be asked to declare their travel history.
Employees placed under quarantine/SAH orders               • All staff (full-time and sessional) are to
must not leave their designated location for any              declare any recent illnesses to their respective
reason.                                                       managers and HR.
                                                           • Online Travel plan declaration to be completed
                                                              at: http://bit.ly/TravelDeclaration2020 for staff
                                                              /housemates/flatmates/family/ household
                                                           • Send any suggestions/feedback you may
                                                              have to our JCU Suggestions mailbox at:
                                                              suggestions-singapore@jcu.edu.au
                                                           • In view of possible additional expenditures
                                                              incurred e.g. purchase of masks, disinfectant,
                                                              sanitisers; the half-yearly Flexible Benefit
                                                              amount will be released as necessary
                                                       8
H UM AN R ES O URCE MAN AG E ME N T
“Stay-Home Notice”

a) “Stay-Home Notice” (SHN) for Singapore residents and long-term pass holders returning to Singapore
from mainland China or those with recent travel history to Daego and Cheongdo.

• Under the SHN, they will have to remain in their place of residence at all times during the 14-day
  period. This is stricter than the existing LOA regime, which had allowed returnees to leave their homes
  briefly, such as for their meals or to buy household supplies.
• Those placed on the SHN will be reminded to monitor their health closely and minimise contact with
  others.

b) The SHN will also cover returning workers from mainland China on work passes. For such workers, we
already require employers to seek prior approval from the Ministry of Manpower (MOM) before they
travel back to Singapore. If the employers need help, MOM will link them up with hotels or dormitory
operators for their workers to serve out the SHN.

c) We recognise that during the SHN period, some may need special assistance, for example, for their
food and daily necessities. We will provide support for those who need help:
• Singapore Citizens, Permanent Residents (PRs) and Long Term Visit Pass (LTVP) holders can seek
   assistance from the People’s Association.
• Students can seek assistance from their schools and institutions, or the Ministry of Education.
• Those on work passes can seek assistance from their employers or MOM.

                                                   9
PROCESS AND BUSINESS FUNCTIONS

Each functional Director will discuss and implement,        Vendor management
with feedback from department heads/team leads/
line managers, work-from-home options to ensure             • TenderBoard has provided alternative suppliers
business continuity.                                           for essential purchases.
                                                            • Security Guard, Cleaner, Canteen and Bookshop
The following critical functions will be operated as           staff are managed according to University
follows:                                                       decisions on top of the agreed Standard
                                                               Operation Procedure.
• Identify critical business functions (prioritised
  activities) and essential positions (Annex C).            ICT Support
• Educate employees on infection control and
  good personal hygiene (Annex D1 & D2)
                                                            • The Forticlient VPN access to JCUS network is
• Plans related to staff, student and visitors                available for staff. https://secure.jcu.edu.sg/
  screening and follow-up actions (Annex E)                   ict-singapore/services/network-connectivity/
• The University maintains the adequate medical               forticlient-vpn-for-jcus.pdf
  equipment                                                 • JCUS Fileserver, PMP, Intranet and all web-
  ºº Thermometers: 30 pieces are available for                based applications are available to access
     staff, students and visitors at Guardhouse,              remotely.
     Corporate Reception A1-01, Student Hub C1-             • Zoom connection
     01 and Facilities Office A3-02.
  ºº Disposable gloves
  ºº Surgical masks: The University has stocked
                                                            Communications
     a minimum of 4,000 surgical masks for
     emergency usage and daily consumption.
     The stock numbers cannot be lower than the             • Director, Marketing is the extrernal
     number of students and staff on Campus.                  communications lead to disseminate the
                                                              communications plan in line with business
  ºº N-95 masks
                                                              needs and business continuity plans.
  ºº Disinfectants
                                                              ºº Identify the relevant stakeholders such
  ºº Sanitiser
                                                                 as students, local and overseas University
• Campus cleaning and disinfection frequency in
                                                                 partners and key messages for each
  daily operations.                                              stakeholder group; and begin a dialogue with
• Additional disinfection for suspected or                       them on potential contingency measures
  confirmed cases                                                during a virus outbreak.

                                                            • Director, HR is the internal communication lead
                                                              to disseminate the communication plan in line
                                                              with business needs and business continuity
                                                              plans.
                                                              ºº Ensure employees have a clear understanding
                                                                 of the roles and responsibilities before the
                                                                 virus outbreak occurs

                                                       10
P ROCE S S AN D BU S INE S S FUN CT IO N S
Campus Security                                           Personal Data Protection Guidelines

• The Campus Security is managed by the                   • The University may collect personal data of
  Administrations & Facilities department.                  visitors to premises for purposes of contact
  The Campus will only open to staff, students              tracing and other response measures in the
  and visitors with prior appointment in the                event of an emergency, such as during the
  selected timeslots.                                       outbreak of the coronavirus disease 2019
• Other than the main entrance, all side and                (COVID-19).
  back gates are closed for staff and students.           • In the event of a COVID-19 case, relevant
• All food delivery providers cannot enter the              personal data can be collected, used and
  Campus. Staff and students need to collect                disclosed without consent during this period to
  the food delivery outside the main entrance.              carry out contact tracing and other response
• Administrations & Facilities contacts:                    measures, as this is necessary to respond to an
  ºº Wendy Sng, Senior Manager,                             emergency that threatens the life, health or
     Administrations & Facilities 6709 3831/                safety of other individuals.
     8139 6953                                            • The university may require national
  ºº Facilities Hotline 6709 3890/9677 8868                 identification numbers to accurately identify
  ºº Security Guard 6709 3892                               individuals in the event of a COVID-19 case.
• Additional measures are taken into                        The University may collect visitors’ NRIC, FIN
  consideration for Finance, Human Resources,               or passport numbers for this purpose.
  Internal Audit, Exams and Cashier counters.             • The University will comply with the Data
                                                            Protection Provisions of the PDPA, such as
                                                            making reasonable security arrangements to
Environment, Health & Safety                                protect the personal data in their possession
                                                            from unauthorised access or disclosure,
• The Environment, Health & Safety committee                and ensuring that the personal data is not
  refers to the latest health advisories issued by          used for other purposes without consent or
  MOH, MOM and other government agencies                    authorisation under the law. Relevant teams
  as the situation evolves.                                 are advised to do their due diligence as data
• The Campus is cleaned and disinfected as per              custodians.
  schedule.                                               • The University has put up a notice to inform
• Staff are encouraged to provide valuable                  visitors that personal data will be collected
  feedback to ensure that the Campus is safe.               during the outbreak of COVID-19 for contact
                                                            tracing purposes.
                                                          • Staff and students are advised to report any
                                                            scammers impersonating MOH contact tracing
                                                            officers and requesting financial information
                                                            from individuals. Members of the public are
                                                            advised to verify the authenticity of the phone
                                                            calls with the MOH hotline (6325 9220) if they
                                                            have doubts about the caller’s identity.

                                                     11
ANNEX A.
     ROLES AND RESPONSIBILITIES OF THE BUSINESS CONTINUITY MANAGER

1.    Actively monitor development of the virus outbreak and work with management to disseminate
      messages to employees with clear instructions when measures need to be activated.
2.    Educate employees on the latest available information on the virus. Brief them on the need for
      infection control measures and the preventive procedures that have been set in place. Educate
      employees on the different types of thermometers, such as oral and ear thermometers, and the
      proper way of using them.
3.    Collate updated contact information of all employees, i.e. home address/home telephone
      number/mobile phone number. Make sure all employees have contact numbers of the Business
      Continuity Manager. Employees are to contact the Business Continuity Manager if they are
      admitted to hospital with suspected infections for contact tracing purposes.
4.    Ensure that the company has appointed at least one designated Point of Contact (POC) (may
      be the Business Continuity Manager), who will be responsible for liaising with MOH during
      activation of contact tracing processes at the workplace.
5.    Check the following websites (www.moh.gov.sg/2019-ncov-wuhan) daily for updated advisories
      (e.g. travel advisories) and update employees accordingly.
6.    Ensure that employees who have travelled to affected areas are quarantined for a sufficient
      number of days, as advised by the MOH. Check on employees’ health by phone or email during
      his/her absence from work.
7.    Appoint employee to keep quarantined employees informed of events in the office.
8.    Ensure that the workplace has adequate supplies of tissue paper/hand towels, disinfectants and
      masks.
9.    Brief employees on personal hygiene measures (refer to Annex D.1).
10. Put up notices in washrooms on proper hand washing techniques.
11. Ensure common areas e.g. pantries, washrooms, meeting rooms are disinfected daily. Liaise with
    cleaning employees/contractors on this.
12. Designate a room/area in the office with nearby toilet facilities as the isolation room/area for the
    employee(s) with fever to use. Identify the isolation route (a route that is not commonly used by
    employees/visitors) that leads to an area where the employees with fever can be brought to the
    clinic/hospital.
13. Identify hospital/clinics that employees with fever can be brought to.
14. Where advised by MOH, carry out symptom or temperature monitoring of employees.

                                                   12
ANNEX B.
   THE CONTINUITY OF LEADERSHIP PLAN

Sequence chain of leadership/Head of Campus in the following order:
 First                    Second                     Third                  Fourth
 Deputy Vice              Campus Dean &              Chief Operating        Any of the
 Chancellor and Head      Head of Teaching           Officer                EMG (Executive
 of Campus, Singapore     Learning & Student                                Management Group)
                          Engagement                                        members

At any one time there will be 4 EMG members on campus to carry out exigencies of duties

                                                13
ANNEX C.
      CRITICAL BUSINESS FUNCTIONS

In the event of DORSCON Orange:
The following departments to work on campus (susceptible staff will be taken into consideration for
work from home)

                         Staff
       Department                 EMG                     Staff-in-Charge      Second-in-Charge
                         No.
  1    Administrations   11       Chief Operating         Senior Manager       Senior Executive
       & Facilities               Officer                 Administration &     Facilities
                                                          Facilities
 2     Student Affairs   21       Chief Operating         Associate Director   Manager Student
                                  Officer                 Student Affairs      Affairs

 3     Student           18       Director Marketing      Associate            Senior Regional
       Recruitment                                        Director Student     Manager
                                                          Recruitment
 4     Continuing        1        Director Marketing      Manager
       Education                                          Continuing
                                                          Education

 5     Academic          60       Campus Dean &           Respective           Director Admissions
       Schools &                  Head of Teaching        academic head        Academic Services &
       Learning Centre            Learning & Student      or head of           Progressions (AASP)
                                  Engagement              department

                                                  14
AN NE X C: CR IT ICA L BUS I N ES S F UN CT IO NS
The following departments to work remotely in 2 teams as decided by the functional Director
(susceptible staff will be taken into consideration for work from home)
       Department                  Team A    Staff-in-Charge           Team B     Staff-in-Charge
  1    ICT                         3         Associate Director ICT    3          Manager Infrastructure
                                                                                  Development
  2    Admissions                  3         Director Admissions       3          Manager Admissions
                                             Academic Services &
                                             Progressions (AASP)
  3    Examinations                2         Director Admissions       1          Manager Examinations
                                             Academic Services &
                                             Progressions (AASP)
  4    Enrolment                   3         Director Admissions       3          Senior Executive
                                             Academic Services &                  Enrolments
                                             Progressions (AASP)
  5    Human                       2         Director Human            3          Senior Manager
       Resources                             Resources                            Human Resources
  6    Academic                    3         Senior Executive          4          Senior Manager
       Planning                                                                   Academic Planning

The department can work remotely entirely
                                        Staff
        Department                               Staff-in-Charge                Second-in-Charge
                                        No.
  1     Professional                    1        Senior Manager Professional    DVC HOCS
        Recognition and PDP                      Recognition and PDP
  2     Student Management              1        Manager SMS                    Director Admissions
        System (SMS)                                                            Academic Services &
                                                                                Progressions (AASP)
  3     Branding                        7        Associate Director Branding    Director Marketing
  4     Finance/ Purchasing             8        Senior Manager Finance         Director Finance
  5     Planning                        1        Manager Business Excellence    Director Finance
  6     Internal Audit                  2        Manager Internal Audit         Director Internal Audit
  7     Library                         3        Head Librarian                 Campus Dean & Head
                                                                                of Teaching Learning &
                                                                                Student Engagement
  8     Research                        10       Dean of Research               Associate Deans Research
  9     Academic Planning               7        Senior Manager Academic        Campus Dean & Head
                                                 Planning                       of Teaching Learning &
                                                                                Student Engagement
 10     External Relations              1        Associate Director External    Director Marketing
                                                 Relations

  11    DVC Office                      2        Manager DVC Office             Manager Corporate
Note: Number of staff may change                                                Reception
                                                        15
ANNEX D.1
     EDUCATE EMPLOYEES ON INFECTION CONTROL AND GOOD PERSONAL HYGIENE

1.   Adopt the following precautions at all times:
      a. Avoid contact with live animals including poultry and birds, and consumption of raw and
      undercooked meats
      b. Avoid crowded places and close contact with people who are unwell or showing symptoms of
      illness
      c. Observe good personal hygiene
      d. Practise frequent hand washing with soap (e.g. before handling food or eating, after going to
      the toilet, or when hands are dirtied by respiratory secretions after coughing or sneezing)
      e. Wear a mask if you have respiratory symptoms such as a cough or runny nose
      f. Cover your mouth with a tissue paper when coughing or sneezing, and dispose the soiled tissue
      paper in the rubbish bin immediately; and
      g. Seek medical attention promptly if you are feeling unwell
      h. Wash hands
      i. Regularly and thoroughly with soap and water
      j. Before and after preparing food
      k. After going to the toilet
      l. Before and after eating
      m. After coughing and sneezing
      n. After removing personal protective equipment like mask and disposable gloves
      o. Maintain good indoor ventilation
      p. Avoid sharing food, cutlery, crockery, utensils and other personal hygiene items
      q. Avoid physical contact such as shaking hands and avoid touching your face or rubbing your eyes
2.   Maintain good personal hygiene, including hand washing with soap and water, or the use of
     alcohol-based handrubs
3.   Proper hand washing requires soap and water. The constant rubbing action helps soap break down
     the grease and dirt that carry most germs. Washing your hands for at least 15 to 30 seconds with
     soap and water does not just make your hands smell fresh but also reduces germ count by up to
     99%
4.   Follow these 8 simple steps to keep your hands clean:

      Source: Ministry of Health
                                                 16
ANNEX D.2
   HOW TO WEAR A SURGICAL MASK

                                                                                            Source: Ministry of Health

Note:
• To be effective, change your mask regularly or if soiled or wet
• Wash your hands with soap and water after disposing the soiled mask properly into a bin

                                                              17
ANNEX E
 PLANS RELATED TO STAFF AND VISITORS SCREENING

STAFF
Who you are / your
                   Action required
situation:

                       • Temperature screening is required each time at the Guardhouse when
                         entering the campus.
                       • Compulsory for all front-office/student-facing staff to wear surgical
All Staff                masks.
                       • Approach the Facilities staff at A3-02 to take your temperature
                         whilst at work if you are not feeling well. You can also approach the
                         Guardhouse, Student Affairs or Reception.

Affected staff – staff
who have been in
Mainland China, or
with recent travel
                       • Comply with the 14-day Stay-Home Notice from the day after arrival in
history to Daegu and
                         Singapore.
Cheongdo or are
currently within the
14-day Stay-Home
Notice

Susceptible staff –
including expectant
staff, staff having/   • Student-facing staff aged 55 and above be relieved of their front-office
recovering from          duties/work from home as agreed with the supervisor.
cough, cold, chest
infections, other      • Non-student-facing staff aged 55 and above work from home where
underlying illnesses     possible/subject to exigencies of duties as discussed by Manager.
and/or are 55 years
and above

VISITORS
Who you are /
                       Action required
your situation:

                       • Complete the Health Declaration form to declare their health status
                         and travel history.
All visitors
                       • Temperature screening is required each time at the Guardhouse when
                         entering the campus.

                                               18
ANNEX G.
   DISEASE OUTBREAK RESPONSE SYSTEM CONDITIONS (DORSCON) FRAMEWORK

                    GREEN                     YELLOW                        ORANGE                    RED
CAMPUS          Operate as per          Operate as per normal            Operate under          Campus is closed
                normal.                 with additional care.            Annexes B, C & E.      and work-from-
                                                                                                home orders for all.

ALL                                                      Overseas travel
EMPLOYEES
           Avoid non-critical        • Defer travel to affected        • Defer travel to      • Defer travel to
INCLUDING
           travel to affected          countries or areas and            affected countries     affected countries
ICRS WHERE
           countries or areas.         recall of employees from          and areas.             and areas.
RELEVANT
           Stay at home after          affected countries or areas     • Adhere to            • Adhere to
           returning to Singapore      (if travel advisory is issued     advisories issued.     advisories issued.
           from affected               by MOH).                        • All staff need to
           countries or areas.       • Adhere to advisories issued       bring their laptop
                                       by MOH, MOM and other             home after work
                                       government agencies on            each day.
                                       affected employees after        • VPN to be used
                                       they have returned to             and functional on
                                       Singapore from affected           all laptops.
                                       countries and areas (e.g.
                                       quarantine, leave of
                                       absence and housing).
                                     • Defer travel for ICRs to and
                                       from affected countries or
                                       areas.
                                     • ICRs to adhere to
                                       advisories issued by
                                       relevant authorities in their
                                       home countries.

                                            Working arrangement of employees
              • Update details of    • Update employees             • Operate under           • Update employees
                employees.             regularly on health            Annexes B, C and E.       regularly on health
              • Conduct briefing /     advisories issued by the     • Update employees          advisories.
                training / exercise    MOH and other agencies.        regularly on health     • Adhere to health
                to familiarise       • Adhere to health advisories    advisories.               advisories.
                employees on           issued by MOH and other • Adhere to health             • Work from home.
                the University’s       government agencies.           advisories.             • Social distancing.
                response plan.       • Update the grouping of       • Deploy high-risk        • Deploy all
              • Plan to group          essential employees and        employees to work         employees
                essential employees    list of high-risk employees.   from home.                (including the high-
                into two or more                                                                risk employees) to
                teams to minimise                                                               work from home
                disruption to                                                                   and focus HR
                business operations.                                                            resources on critical
              • Identify high-risk                                                              areas.
                employees
                (e.g. elderly
                employee and
                pregnant women).

                                                    19
AN NE X G . D IS EAS E OU TBR E AK R E S PO N S E S Y S T E M C O N D IT I O N S ( DO RS CON ) F RAM EWO RK
                        GREEN                       YELLOW                       ORANGE                        RED
                                            Personal Protection Equipment (PPE)
ALL CAMPUS • Plan and prepare         • Issue appropriate PPE,              • Issue appropriate      • Issue appropriate
FACILITIES & adequate quantity of PPE as advised by MOH and                   PPE, as advised by       PPE, as advised by
OPERATIONS (e.g. surgical masks and     other agencies.                       MOH and other            MOH and other
             gloves) and undertake    • Ensure that there is                  agencies.                agencies.
             training to familiarise    enough for daily usage.             • Ensure that there      • Ensure that there
             employees with their     • Mask for Emergency: 1                 is enough for daily      is enough for daily
             usage.                     piece each for total staff            usage.                   usage.
                                        and student population.             • Mask for Emergency: • Mask for Emergency:
                                                                              1 piece each for total 1 piece each for total
                                                                              staff and student        staff and student
                                                                              population.              population.
                                                    Cleaning and disinfection
               • Prepare / update           • Clean and disinfect           • Increase frequency  • Increase frequency
                 cleaning and disinfection    common areas within             of cleaning and       of cleaning and
                 guidelines for workplaces. the workplace (including          disinfecting common disinfecting common
                                              cleaning of the air-            areas within the      are as within the
                                              conditioning systems, if        workplace.            workplace.
                                              required).                    • Clean and disinfect • Clean and disinfect
                                            • Clean and disinfect             areas used by         areas used by
                                              areas used by suspected         suspected or          suspected or
                                              or confirmed cases of           confirmed cases of    confirmed cases of
                                              infection.                      infection.            infection.
                                       Screening for employees, students and visitors
               • Prepare screening          • Activate screening            • Activate screening      • Maintain screening
                 procedures                   procedures if required          procedures and            procedures and
                 (e.g. temperature and        and ensure adequate             isolation rooms.          isolation rooms.
                 travel history) for          screening equipment .         • Prevent visitors with   • Campus is closed for
                 employees and visitors.    • Activate isolation rooms        flu-like symptoms         students and visitors.
               • Prepare isolation            if required.                    from entering           • Maintain assistance
                 rooms and routes from                                        workplaces.               to MOH with
                 workplace / reception                                      • Assist MOH with           contact tracing if
                 area to the isolation                                        contact tracing if        required.
                 rooms (C1-04 and C1-05).                                     required.

                                                          Remote working
               • Plan and prepare remote    • Activate remote               • Maintain remote        • Communications
                 communications access        communications access           communications           access among
                 among employees              among employees                 access among             employees and
                 working from home.           working from home.              employees.               their interaction
               • Prepare / update contact   • Plan to support remote        • Activate remote          with students and
                 information of suppliers     communications access           communications           suppliers.
                 and key customers.           for employees to interact       access for employees • Maintain alternative
               • Identify single-source       with students and               to interact with         suppliers and
                 suppliers and plan for       suppliers.                      students and             alternative deliveries
                 alternative suppliers      • Prepare for alternative         suppliers.               for suppliers and key
                 and deliveries (e.g.         suppliers and deliveries      • Activate alternative     customers.
                 pre-qualify alternative      (e.g. if no alternative         suppliers and          • Manage inventory
                 suppliers if required).      supplier is available,          alternative deliveries   level.
               • Identify and plan            increase inventory levels).     for suppliers and key
                 alternative delivery       • Prepare for alternative         customers.
                 means to key customers       delivery means to key         • Manage inventory
                 (e.g. border closures).      customers.                      level.
                                            • Monitor inventory level.

                                                            20
AN NE X G . D IS EAS E OU TBR E AK R E S PO N S E S Y S T E M C O N D IT I O N S ( DO RS CON ) F RAM EWO RK
                 GREEN                 YELLOW                       ORANGE                      RED
                                               Internal stakeholders
COMMUNI-   • Develop a            • Activate              • Update employees             • Update
CATIONS      communication          communication           regularly.                     employee
             plan for internal      plan (e.g. update     • Initiate counselling if        regularly.
             stakeholders.          employees and           required.                    • Initiate
           • Create general         other internal                                         counselling if
             awareness of           stakeholders on                                        required.
             the University’s       the University’s
             response plan for      response plan at
             virus outbreak         various DORSCON
             (e.g. remote           level).
             working).            • Monitor and
           • Monitor                disseminate
             government             government
             advisories.            advisories.
                                  • Plan counselling
                                    for employees if
                                    required.

                                               External stakeholders
           • Develop a            • Activate              • Update external              • Update external
             communication          communication           stakeholders on any change     stakeholders.
             plan for external      plan (e.g. inform       of procedures/events           regularly
             stakeholders           students and            updates.                     • Cancel mass
             (e.g. students and     suppliers on how      • Update students on service     gathering events.
             suppliers).            the University          levels and/or alternative    • Customer
                                    should receive its      procedures for pickup /        management
                                    deliveries such         deliveries for business        through
                                    as teaching and         continuity, if required.       eMeetings.
                                    learning supplies).   • Inform external
                                  • Prepare for             stakeholders on restricting
                                    cancellation of         visits to the University’s
                                    planned mass            premises to essential visits
                                    gathering events.       only.
                                                          • Cancel mass gathering
                                                            events, if advised by MOH
                                                          • Stakeholder meetings –
                                                            defer or have alternative
                                                            modes of communications
                                                            or eMeetings.
                                                          • Change student recruitment
                                                            events to individual
                                                            appointment only.

                                                  21
AN NE X G . D IS EAS E OU TBR E AK R E S PO N S E S Y S T E M C O N D IT I O N S ( DO RS CON ) F RAM EWO RK
                               GREEN                          YELLOW                           ORANGE                   RED
                                                                    Within the Trimester
  STUDENT             • Students are allowed • Students allowed                        • Students could use   • Student will study
                        to come to campus.     to come to campus                         campus facilities as   from home via
                        Business as usual.     for classes and                           necessary.             LearnJCU and
                      • Students to maintain   assessment.                             • Students should        other online
                        good personal        • Students to maintain                      maintain good          learning platforms.
                        hygiene.               good personal                             personal hygiene and • Student Hub,
                                               hygiene.                                  comply with control    Library, Gym are
                                             • Be socially responsible                   measures.              closed for students
                                               by staying at home
                                               and apply for leave of
                                               absence if unwell.
                                             • Student could use
                                               campus facilities as
                                               necessary.
                                                                        Trimester Break
                      • Students are allowed          • Students are allowed           • Students to avoid      • Campus is closed.
                        to come to campus.              on campus as                     non-essential visits
                        Business as usual.              necessary.                       to the campus.

                                                                                Exam
                      • Business as usual.            • Students to come               • Travel & Health        • Exams are
                                                        for scheduled                    declarations for         postponed.
                                                        examinations and                 all students who
                                                        other assessments.               have to attend the
                                                      • Students to maintain             scheduled exams.
                                                        good personal                  • Temperature
                                                        hygiene.                         screening for all
                                                      • Be socially responsible          students before
                                                        by applying for                  entering the
                                                        deferred exam if                 University.
                                                        unwell.                        • Deferred exams are
                                                                                         provided, if required.
                                                                                       • The exam hall should
                                                                                         not consist more
                                                                                         than 50 students.
                                                                          New Student
                      • Business as usual.   • Students allowed on                     • Travel & Health        • New students are
                      • Students to maintain   campus for reporting                      declarations for all     required to stay at
                        good personal          and orientation.                          new students.            home until further
                        hygiene.             • Be socially responsible                 • Temperature              notice.
                                               by staying at home                        screening for all
                                               and apply for leave of                    students before
                                               absence if unwell.                        entering the
                                                                                         University.

James Cook University reserves the right to change any information in this document without prior notice.
Last updated on 26 February 2020.

                                                                         22
You can also read