Athlone Institute of Technology Access to the AIT Campus during Phased Reopening - Phase 2 (part) 15th - 28th June 2020 Version 1.4 - June 2020
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Athlone Institute of Technology
Access to the AIT Campus during Phased Reopening
Phase 2 (part)
15th – 28th June 2020
Version 1.4
June 2020
Estates Dept. Policy/Procedure Rev 1.4Revision History
Date of this revision: 08/06/20 Date of next review: 23/06/20
Version Number/Revision Number Revision Date Summary of Changes
Version 1.0 02/06/20 Initial Document Version
Revision 1.1 02/06/20 Revised Draft – section 5.2 incorporated
Revision 1.2 07/06/20 Revisions to sections, 4.1, 4.2, 5.1, 6.0
Revision 1.3 08/06/20 Revision to sections 4.1, 4.2, addition of
sections 4.4 and 4.5, revision of section 5.1
1.4 10/06/20 Revisions to sections 3, 4, 4.2, 4.4, 4.5, 5.1, 6.0.
Addition of preamble
Consultation History
Revision Number Consultation Date Names of Parties in Consultation
1 Return to Work Planning Committee
1.1 2nd – 3rd June 2020 Return to Work Planning Committee
1.2 7th June – 8th June Return to Work Planning Committee
1.3 8th June – 9th June Return to Work Planning Committee
1.4 10th – 12th June Return to Work Planning Committee
Approval
This document requires the following approvals:
Title Date
Return to Work Planning Committee 12/06/20
This Policy was agreed by the Return to Work Planning Committee on 12th June 2020. It shall be reviewed before the commencement of
Phase 3 and, as necessary, amended by the Institute. All amendments shall be recorded on the revision history section above.
Appendices
A - AIT Phase 2 Campus & Building Timetable_rev1
B – Sample Access Log
Estates Dept. Policy/Procedure Rev 1.4Preamble This policy and procedure is a significant adjustment from the practice of open facilities the Institute operates in normal times. Throughout the initial restrictions, the lockdown period and now the reopening phases, the Institute still facilitated access requests wherever possible to ensure continued delivery of academic programmes and all other activities. In order to support Cleaning Staff in the provision of their critical services through the summer months ahead, the Institute needs to maintain a set timetable for access to the campus buildings. This will enable services to be provided to the high standards required to help combat the spread of COVID-19, across the various buildings on our campus. The timetable hours for different buildings will be extended through each of the reopening phases with the objective of returning to a more standard and flexible building timetable in the weeks before the commencement of Semester 1. 1.0 Background During the ongoing COVID-19 pandemic, the Institute is planning the reopening of the campus through the various phases as outlined in the Return to Work Safely Protocol COVID-19 Specific National Protocol for Employers and Workers published by the Department of Business, Enterprise and Innovation and the Department of Health on 08/05/20. Staff, researchers, service providers, contractors and others have access requirements in the period where planning is ongoing and measures are being prepared to allow for the wider reopening of facilities and resumption of campus activities. This policy and procedure will be reviewed and updated in advance of Phase 3, due to commence on 29th June 2020, and each subsequent phase. 2.0 Scope This policy and procedures apply to all Institute Functional Areas/Faculties/Departments, campus companies, service providers, contractors and visitors to the campus. Estates Dept. Policy/Procedure Rev 1.4
3.0 Objectives
3.1 To ensure, as far as is reasonably practicable, that the Institute premises are as safe as
practicable for all campus access needs during Phases 2 – 5
3.2 To minimise the potential spread of COVID-19 amongst the campus community
3.3 To maintain a log of access requests to support contact tracing should a campus user
test positive for COVID-19
3.4 To provide staff with a timetable during which they may be able to access the office if
essential
3.6 To enable the efficient and effective provision of cleaning services, resources and
consumables for the safety of staff and others
3.7 To enable the Estates Dept., arrange other resources to facilitate access for campus users
e.g. caretaking and security services etc.
3.8 To enable the coordination of the COVID-19 preparation works/services in campus
building through the summer period in a manner that eliminates (preferable) or
minimises any interaction between those attending the campus and those carrying out
the works/services
4.0 Responsibilities
4.1 Mangers (Heads of Function/ Heads of Department / Unit Managers/ Campus Company
are responsible for:
• communicating this policy and the building timetable to the staff that report to
them
• and
• for academic Heads of Departments this is to include communicating same to
any student/researcher registered to their academic department.
• Ensuring that they and their staff are aware of the AIT Phase 2 Campus &
Building Timetable within their Functional Areas/Faculties/Departments`
• Ensuring that all staff in their department/unit have completed the COVID-19:
Return to Works Safely at AIT induction training, and the Pre-Return to Work
Form, administered by the HR Dept.
Estates Dept. Policy/Procedure Rev 1.44.2 Staff
• All Staff must cooperate with this policy and procedure by receiving
authorization for access from their line manager, and adhering to accessing the
campus at the time pre-approved by their line manager.
• Familiarize themselves with the AIT Phase 2 Campus & Building Timetable
• Complete the COVID-19: Return to Works Safely at AIT induction training, and
the Pre-Return To Work Form
• Support and cooperate with the Institutes ongoing and rapidly evolving
measures to minimise the potential for spread of COVID-19, including this
policy and procedure
4.3 Student/Visitors/Service Providers
• Have a duty to cooperate with the Institutes ongoing and rapidly evolving
measures to minimise the potential for spread of COVID-19, including this
policy and procedure.
4.4 Estates Dept.
• The Estates Dept. will open and close the campus, buildings, and building areas
in accordance with the AIT Phase 2 Campus & Building Timetable.
• Cleaning services and consumables will be provided by the Dept.
4.5 HR Dept.
The HR Dept. will administer the Return to Works Safely at AIT induction training,
and the Pre-Return To Work Form.
5.0 Procedure
5.1 Access & Egress Requirements
→ Staff member checks the AIT Phase 2 Campus & Building Timetable
→ The staff member contacts their line manager and requests access during the
building/building area open period e.g. Head of Dept., unit manager etc.
→ The line manager assesses the request to determine if it should be facilitated.
Estates Dept. Policy/Procedure Rev 1.4→ The line manager sets the time period the staff member is authorised to access the
building, during the building/building area open period (refer to AIT Phase 2 Campus
& Building Timetable - See Appendix A)
→ Line Managers should group access requests consecutively i.e. access should not be
spread unevenly across the day e.g. if there are 3 persons requiring access for less
than 1 hour, they should not be scheduled at 9am, 1pm and 5pm – they should be
scheduled in a 3-hour block to allow efficient provision of cleaning and other
services.
o Conversely, when there are a large number of access requests in one
building/building area, they should be spread across the day to achieve most
effective social distancing possible, and to minimise interactions between
persons.
o Where group access is required, it should be kept to the minimum number
possible to enable social distancing be adhered to.
→ The line manager maintains a formal Access Log for their department, formatted at
their own discretion. The log should at a minimum, contain the following details;
o Staff name
o Department
o Office number/work area
o Date of access
o Time of access
(A sample template is contained at Appendix B)
→ The Access Log can be used to support contact tracing in the event of a suspected
case of COVID-19 on campus
→ The line manager will ensure the Access Log is maintained and managed in
compliance with the Institutes data protection policies
→ The line manager does not need to contact the Estates Dept. regarding their access
log, Estates will provide services in accordance with the building timetable regardless,
save for their being no access request approved.
→ The staff member accesses the AIT Campus at the authorised time.
→ If the staff member is attending the Main Campus, they should enter via the gate off
the R916 (Garycastle Road) to avoid the HSE Drive Through Test Centre
infrastructure located in the large staff car park beside the HTL Building.
Estates Dept. Policy/Procedure Rev 1.4→ The staff member must adhere to social distancing, hand hygiene, respiratory etiquette
at all times while on campus.
→ Special Cleaning Requirements/Needs
Note cleaning services will be in operation in occupied buildings according to the
timetable i.e. daily cleaning and hygiene services, and new service to routinely clean
frequently touched objects and areas throughout the open period. In the event that
other special cleaning services are required due to certain types of activity, contact the
Cleaning Department (mtyrell@ait.ie) to ensure cleaning arrangements are in place
for any special cleaning needs (e.g. planning on site meetings that are considered
essential and where the meeting room is planned to be occupied in the morning and
the afternoon by different groups of persons from the same AIT Unit).
5.2 Health & Hygiene Requirements
• Travelling to AIT
o Where possible travel to AIT using your own transport. Until advised
otherwise by HSE, try as much as possible to avoid group travelling, and
Public Transport.
• Entering Campus Buildings (Hand Hygiene)
o You must adhere to Strict and frequent hand washing protocols.
− Wash your hands when entering and leaving building and office areas
(especially when you first arrive for work). Foam or Suds > 20 seconds
covering all hand area, then dry properly and no touching your face.
Hand Hygiene Dispensers are Located inside Campus Building Main
Entrances.
− Wash your hands when entering and leaving a Bathroom area. Foam or
suds > 20 seconds covering all hand area, then dry properly and no
touching your face.
• In & about Campus Buildings
o When in and about your approved AIT Campus Building, you should confine
yourself to your office workstation area.
o In offices and in any circulation area, always maintain a Strict Social Distance
of minimum 2 metres from all other persons.
Estates Dept. Policy/Procedure Rev 1.4o When taking rest breaks, ideally, they should be done individually but may be
with the same buddy rather than mixing across group (strict 2 m social
distancing still applies).
o Avoid leaving and returning to office areas on the same day to call to shops or
other premises except if essential trip.
o Where feasible windows near the workstation should be opened - within
reason to prevent draughts, but to allow air movement. Close the window/s
before you leave.
o If bringing your own snacks (and not using campus canteen facilities),
preferably eat them outside or if you must at your desk – please have
consideration for others in the vicinity.
o When you are leaving please take your rubbish with you and dispose of it in
the external air bins. The response to this Covid-19 increases demands on our
housekeeping staff, it is important their workload isn’t increased further
having to clean up food waste, spillages etc.
• Common Area Photocopiers and Printers
o Users should wash their hands using the provided wall sanitisers before using
the equipment and after using the equipment.
• Drinking Water
o It is recommended that you bring your own pre-filled water bottle. Water
Coolers are not available under Phase 2 activation.
Non adherence to Covid-19 Protocols puts us all at risk. Please comply fully with theses
safety protocols.
6.0 Further Information
The timeframes detailed in the AIT Phase 2 Campus & Building Timetable are set – they
cannot be adjusted due to the impact on the provision of services, and the increased risk of
the transmission and spread of COVID-19
The Estates Dept. will not assess or consider any access requests under the following
circumstances;
• Email requests for access outside the hours detailed in the timetable
Estates Dept. Policy/Procedure Rev 1.4• Phone call requests for access that deviates from the building timetable to other
Estates Dept. staff including Caretakers or Security personnel
• Line managers should put appropriate measures in place to manage access requests
during periods when they are not available to respond to their staff.
Estates Dept. Policy/Procedure Rev 1.4You can also read
