RCSI COVID-19 Response Plan - AUGUST 2020
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AUGUST 2020 RCSI COVID-19 Response Plan
Coronavirus
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
COVID-19
Help prevent coronavirus
Wash your Cover mouth if Avoid touching
hands coughing or sneezing your face
Keep surfaces Stop shaking Keep a safe
clean hands and hugging distance
The virus spreads in sneeze and cough droplets, so regularly taking
the above measures helps reduce the chance of it spreading.
Visit HSE.ie
For updated factual information and advice
Or call 1850 24 1850
Protection from coronavirus.
It’s in our hands.
2
How to use RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
Coronavirus
COVID-19
Public Health
Face Coverings
Advice
ALWAYS CLEAN YOUR HANDS BEFORE AND AFTER WEARING A FACE COVERING
Correct Covering Check Your Fit
Medical masks should be reserved for health Check that the face covering is
workers or patients in treatment. made from a fabric that you are
If you have been advised to wear a medical mask, comfortable wearing.
always have the coloured side showing and the metal
band at the top of your nose.
Check that it is easy to fit and completely
covers your nose and mouth, all the way
down under your chin.
Tighten the loops or ties so it’s snug
around your face, without gaps.
If there are strings, tie them high
on top of the head to get a good
fit. Do not touch or fidget with
the face covering when it is on.
DO NOT: DO NOT: DO NOT: DO NOT: DO NOT:
Wear the face covering Leave your chin Wear it loosely with Wear it so it covers Push it under your chin
below your nose. exposed. gaps on the sides. just the tip of your to rest on your neck.
nose.
F O L LOW TH E SE T IPS TO STAY SAFE:
ALWAYS ALWAYS Carry unused Carry a second CHILDREN ALWAYS wash
wash your hands change your face face coverings in similar type bag, UNDER 13 cloth face coverings
before and after covering if it is a sealable clean to put used face should not wear on the highest
handling your face dirty, wet or waterproof bag, for coverings in. face coverings. temperature for
covering. damaged. example, a ziplock. cloth.
Safe Removal Disposing Of Single-Use Mask
Use the ties or ear
Always dispose of single-use
loops to take the face
masks properly in a bin.
covering off.
Don’t forget to clean
Do not touch the your hands and keep
front when you social distance.
take it
off.
2M
Stay safe. Protect each other. 3
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
TABLE OF CONTENTS
Introduction 5
RCSI COVID-19 policy 5
1. Return to Campus – Planning and Preparing 6
Up-to-date advice on COVID-19 6
Communication of information and guidance 6
RCSI safety statement & risk assessments 7
2. RCSI phased return to campus 8
Hand hygiene facilities 9
Respiratory hygiene / cough etiquette 9
Physical distancing 9
Minimising contact 10
Face coverings 10
Catering / eating at RCSI 11
Use of shared staff spaces at RCSI 11
3. COVID-19 induction training - prior to returning to campus 13
4. Incoming and Returning Undergraduate Student Safety 13
5. Dealing with a suspected case of COVID-19 14
6. Cleaning and disinfection on campus 17
7. Getting to and from campus 18
Bicycle parking 18
Car parking 18
Public transport 18
8. Contact tracing – personal logs 19
9. Social gatherings 19
Appendix 1 - Guidance for heads of department / managers 21
Appendix 2 - Annual leave for staff 22
Appendix 3 - Visiting contractors / others 23
Appendix 4 - Signage 24
Appendix 5 - At risk groups 25
Appendix 6 - RCSI SSG car park application form 25
Appendix 7 - Staff and student wellbeing supports 26
Appendix 8 - Passenger Locator Form 28
Appendix 9 - Useful links 29
4
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
RCSI is committed to providing a safe and
healthy environment for all our staff, students,
contractors and visitors. To ensure that, we
have developed the following COVID-19
Response Plan. We are all responsible for the
implementation of this plan and a combined
effort will help contain the spread of the virus.
RCSI will:
• ontinue to monitor our COVID-19
C
response and amend this plan in
consultation with our staff and students.
•
Provide up to date information to our
staff and students on the Public Health
advice issued by the HSE and Gov.ie.
•
Display information on the signs and
symptoms of COVID-19 and correct
hand-washing techniques.
•
Provide a COVID-19 representative(s)
who is easily identifiable and put in place
a reporting system.
•
Inform all staff and students of essential
Professor Cathal Kelly, Chief Executive/ Registrar
hygiene and respiratory etiquette and
physical distancing requirements.
Introduction • Adapt our buildings to facilitate physical
This COVID-19 Response Plan details the distancing.
policies and practices necessary for RCSI to • Keep a log of contact / group work to
meet the Government’s ‘Return to Work Safely help with contact tracing.
Protocol’ and to prevent the spread of COVID-19 • Have all staff and students attend
in our buildings. The plan will give you an an induction before returning to our
overview of the key areas that RCSI must assess buildings.
to ensure compliance with the protocol and to • Develop a procedure to be followed
minimise the risk to staff, students, contractors, in the event of someone showing
visitors and others. symptoms of COVID-19 while in our
buildings.
The details of how RCSI will put in place control • Provide instructions for staff and
measures to reduce the risk of spread of students to follow if they develop signs
COVID-19 is in the following sections and cover and symptoms of COVID-19 while in the
key information and guidance, some of which University.
are linked to RCSI policies and procedures that • Intensify cleaning in line with
have been updated to reflect COVID-19 safety government advice.
measures. If you have any questions regarding • Provide disinfectant, hand sanitiser
this plan, please contact safety@rcsi.ie. and other materials to enable staff and
students maintain hand and surface
hygiene.
As you know, this is a rapidly changing situation;
the guidance provided here is based on current
RCSI management, supervisors, staff and
conditions. Guidance is evolving and we will
students will be consulted on an ongoing basis
provide frequent updates as the situation warrants.
and feedback is encouraged on any concerns,
issues or suggestions. This can be done by
RCSI COVID-19 POLICY contacting safety@rcsi.ie
This COVID-19 policy outlines RCSI’s
commitment to implement the plan and help
prevent the spread of the COVID-19 virus.
5
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
• Phased return of lab-based researchers
18
with priority given to COVID research
and other essential research.
MAY
•F
urther phased return of
essential lab-based and
29
desk-based researchers.
•P
hased return of lab-based
researchers and essential
JUNE
desk-based researchers.
20
JULY
8
JUNE
•R
CSI staff who cannot
10
AUG
work from home return
to campus.
SEPT/
• Phased opening of campus OCT • September – New RCSI
students begin classes
for all remaining RCSI staff
on campus
and researchers.
• October - main student
body returns to campus
1. Re t u r n t o c a m p u s – or internal advice as necessary. It is advised also
p l a n n i n g a n d p r epa r i n g that Visitors to the University are discouraged
The planning and preparing phase is critical to until further notice. If you have any queries on this
ensure a safe return to the University and covers please contact safety@rcsi.ie.
the following items:
COMMUNICATION OF INFORMATION
UP-TO-DATE ADVICE ON COVID-19 AND GUIDANCE
RCSI, through the RCSI Business Continuity This COVID-19 response plan is available on the
Planning (BCP) Senior Management Team (SMT) RCSI Staff Portal and RCSI Moodle pages for all
Team, is keeping abreast with COVID-19 advice staff and students to view. Other communication
from all government sources such as gov.ie; HSE, methods RCSI are using are as follows:
HSPC and other resources such as CDC, HSA and • Weekly emails with updated information from
WHO including internal resources who are aware RCSI CEO to all staff and students
of the advice given by government sources. • Signage throughout RCSI buildings (on floors,
common areas, in lifts, lecture theatres and
tutorial rooms etc.)
See above current plan, approved by SMT for
• Internal staff social media platforms such as
phasing back to campus in a measured manner.
WorkVivo
There are also a number of other COVID-19
• On MyRCSI student app.
response work streams, each reporting to SMT
under the programme banner of RCSI Adapt,
Information and guidance on all these platforms
which are focusing on specific areas, developing
will be updated regularly; therefore, please
policies and procedures ready for roll out as
check in on a regular basis to keep informed. For
we go through the phases for staff, students,
information on how to prevent the spread of the
contractors and visitors.
virus while working / studying in RCSI buildings,
please go to section 3 below to view the RCSI
Please be advised that the phased plan above is
Return to campus induction information.
subject to change by either government advice
6
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
HEALTH QUESTIONNAIRE: RCSI SAFETY STATEMENT & RISK
Staff and Students will be asked daily to confirm ASSESSMENTS
they do not have COVID-19 symptoms. Once Section 20 of the Safety, Health and Welfare at
you open your RCSI laptop / PC you will receive Work Act, 2005 requires that RCSI produce a
a pop up box with the following questions and written programme to safeguard:
information: • The safety and health of RCSI staff and
students while you work and study
COVID-19 Checklist Pop-Up Message: • The safety and health of other people who
1. Do you have symptoms of cough, fever, might be in RCSI buildings, including visitors,
high temperature, sore throat, runny nose, contractors and members of the public.
breathlessness or flu like symptoms now or in
the past 14 days? RCSI’s Safety Statement, which addresses these
2. Have you had sudden loss or distortion of safeguards can be found here. Please note
your sense of smell or taste? this Safety Statement is reviewed and updated
3. Have you been diagnosed with confirmed or where required annually or where legislation or
suspected COVID-19 infection in the last 14 organisational changes occur.
days?
4. A re you a close contact of a person who is Each department in RCSI develop their own
a confirmed or suspected case of COVID-19 risk assessments for the tasks / activities they
in the past 14 days (i.e. less than 2 metres for carry out. The RCSI Health and Safety Office
more than a total of 15 minutes in 1 day)? have developed a general COVID-19 risk
5. Have you been advised by a doctor to self- assessment, which you can download and use
isolate at this time? / take information from and include in your
current risk assessment. This applies to all
If you answer yes to any of the above and you are departments including laboratories, academic
on campus, self-isolate i.e. go to the designated and professional services. Click the links below
first aid room, a vacant room / office and ring 01 to access the risk assessment procedure and
402 2107 immediately. If at home, please stay at templates:
home and ring your own GP and Line Manager. • Risk Assessment Procedure
• COVID-19 Risk Assessment – General
• Office Based Risk Assessment (now
including COVID-19 safety measures)
Health and Safety advice to review and update
your risk assessments to include COVID-19 safety
measures before returning to the campus and
communicate it to the relevant staff and / or
students in your department / school.
7
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
2 . RC SI p h a se d r e t u r n Similarly, for students, in practice this will mean
that there will be a significantly increased level
to campus
of delivery of content via digitally engaged
The gradual, phased return to campus adapted
learning, blended with in-person learning.
by RCSI is in line with the Government roadmap
for reopening society and business, prioritising
Everybody has a role to play in minimising the
the safe return for staff and students that cannot
risks from COVID-19 on campus, for their own
work / study remotely. Exceptions will apply but
safety and that of their fellow colleagues and
in the main the prioritisation is as follows:
students. Every person must take responsibility
• In the first instance research colleagues
for ensuring that they take steps to minimise the
• Thereafter academic colleagues
risk, including adherence to current advice from
• Thereafter professional services colleagues
the HSE and the provisions of this document
• Thereafter students.
and any applicable risk assessments.
In line with governmental guidelines, social
distancing protocols will be implemented, We will all be expected to take an active role in
thus the phasing back to campus will mean in keeping our workspaces clean and ensuring that
practice that overall capacity will be significantly we clean equipment and work benches before
reduced. Therefore, for many staff this will mean starting work / at the end of the day.
that the practice of working from home, for
at least a proportion of the working week will
continue for the foreseeable future.
KEEPING US SAFE
ENTRANCE
ONLY
➜
for guidance please
contact estate@rcsi.ie
RCSI ESTATE & SUPPORT SERVICES
KEEPING US SAFE
KEEPING US SAFE
CLEAN AS
EXIT YOU GO...
IMPORTANT
TOUCHPOINTS:
ONLY
Desk ✔
Keyboards ✔
Mousepad ✔
Chair armrests ✔
Phone ✔
Light switch ✔
Door Handle ✔
for guidance please
contact estate@rcsi.ie to replenish stocks please
contact estate@rcsi.ie
RCSI ESTATE & SUPPORT SERVICES RCSI ESTATE & SUPPORT SERVICES
8
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
HAND HYGIENE PHYSICAL DISTANCING
FACILITIES Physical distancing
Hygiene practices are measures have been
important to prevent the implemented across all
spread of COVID-19. Regular RCSI campuses in high
hand washing with soap and water is effective foot flow areas. Across different areas of the
for the removal of COVID-19. All of us should campus you will see a variety of implementations
wash our hands properly, regularly and most including: one-way systems, entrance and exit
especially before and after preparing food and only locations, signage, screens, floor markings,
before and after using the bathroom. new entrance and exit measures, plus additional
Other times when hand washing is essential: measures to assist with maintaining physical
• Before and after wearing gloves distancing.
• Before leaving / after entering the home
• Before and after you remove your face We all have a duty to our fellow colleagues
covering / mask and students to maintain physical distancing.
• Before and after you use of public transport Please make yourself familiar with the following
• When arriving / leaving the Campus/other important and useful information to help achieve
sites physical distancing:
• Before and after meeting people • Keep a distance of 2 metres (6.5 feet)
• Before and after smoking or vaping (RCSI is a between you and others
smoke free campus) • Avoid making close contact with people
• RCSI applicable - if in contact with a patient/ (i.e. do not shake hands – use non-contact
surface model, before and after exposure. greeting methods)
• Make yourself familiar with signage and
It is important to follow good practices for hand instructions in place throughout the RCSI
washing which include using soap and water, campus
and washing for over 20 seconds. • Follow Work Pods (A, B team rotas) as
provided by your Head of Department /
Between washing, regular use of hand sanitisers Manager (see appendix 1)
that has at least 60% alcohol is recommended. • In shared offices, allow for physical distancing.
RCSI has installed over 90 hand sanitiser units This will come into play as part of A/B team
and we recommend you always carry a small rotas if applicable for role
hand sanitizer on your person. • Refer to the catering section below for
staggering break times and use of shared
See HSE recommendations for hand washing facilities
here. • Conduct online meetings
• Visitors to the University are discouraged
RESPIRATORY HYGIENE/ (see appendix 3)
COUGH ETIQUETTE • Use contactless payments for all transactions
All of us should follow good where possible
respiratory measures to limit • Perspex screens have been installed at all
the spread of the virus; these front of house locations
include: • Keep up to date with changes onsite through
•
Avoid touching the face, eyes, nose and mouth WorkVivo, Student App and onsite signage.
•
Cover your mouth when coughing and
sneezing with an elbow or a tissue
(not your hand)
•
Put used tissues into a sealed bin and then
wash your hands immediately
•
See below in face coverings section for
information on face masks/coverings.
9
RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
MINIMISING CONTACT FACE COVERINGS
RCSI has implemented the following safety We have all learned that
measures to minimise contact between staff and those who do not feel sick
students: can still spread the virus.
• All staff who can work from home are That is why, as we return to
encouraged to do so until at least after the campus, we will be required
reopening roadmap is complete. Thereafter to wear facial coverings. This is in line with
working from home will become a standard government and public health advice. We ask
working model that can be agreed with line everyone to provide their own face covering
managers where feasible for normal, day-to-day activity. In line with RCSI
• Microsoft Teams has been rolled out to all Green Campus initiatives we ask that you wear
staff and students across the University reusable coverings to reduce the environmental
for Teams to communicate and continue impact of disposable masks. If you are sitting
meetings virtually in your own office or an enclosed private
• Onsite meetings are not encouraged workspace alone, behind a perspex screen and
• Signage is visible throughout the University clearly when eating or drinking, you do not need
advising staff/students to avoid handshakes to wear a face covering.
etc. See section above for non- contact
greeting methods Avoid touching your eyes, nose, or mouth when
• Signage around campus advising persons to removing your face covering, and wash your
avoid congregation around lobby areas hands immediately before and after removal.
• Online induction training provided to all staff Even when wearing face coverings, you should
and students includes guidance on how to still do the important things necessary to
minimise contact prevent the spread of the virus. These include:
• Clean as you go policy ensures staff/students • Social distancing
clean and disinfect surfaces and shared • Covering your mouth and nose with a tissue
equipment both on arrival and on departure or your sleeve when you cough and sneeze
• Washing your hands properly and often
• Not touching your eyes, nose or mouth if your
hands are not clean.
Disposable face masks Surgical face masks worn in Cloth face coverings can be Respirators to be worn by
can be worn by everyone in clinical / simulation settings worn by all in RCSI to reduce laboratory and clinical /
RCSI to contain the wearer’s reduce the wearer’s spread the spread of infection via simulation personnel only.
respiratory droplets. These of respiratory droplets and respiratory droplets. These These contain the wearer’s
masks should be discarded shield the wearer from large face coverings can be made respiratory droplets and
daily. droplets emitted by others. at home / purchased. Change protect the wearer from the
Discard daily. and wash face coverings daily. finer respiratory droplet
Store in a clean paper bag emissions of others.
when not in use.
RCSI will continue to review and adhere to HSE and government guidance on the use of face coverings.
Click here for further info on wearing and making face coverings correctly.
10RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
GLOVES USE OF COMMUNAL
Do not wear disposable SHARED SPACES AT RCSI
gloves instead of washing Communal staff and student
your hands. The virus common rooms are located
gets on them in the same across all sites in RCSI. The
way it gets on your hands. Also, your hands following measures will be implemented in an
can get contaminated when you take them off. effort to reduce the spread of COVID-19 in these
Gloves are generally not required for infection shared spaces:
prevention and control and are not a substitute • Distance markings will be clearly displayed in
for hand hygiene. Disposable gloves are worn all communal areas within the University and
in medical and research settings. They are not staff and students are asked to adhere to the
as effective in daily life. Wearing disposable appropriate physical distancing guidelines
gloves can give you a false sense of security. • The total occupancy for each communal room
You might: will be clearly signposted and all are asked to
• Sneeze or cough into the gloves - this creates comply with these occupancy guidelines
a new surface for the virus to live on • Seating will be removed to facilitate physical
• Contaminate yourself when taking off the distancing
gloves or touching surfaces • In an effort to reduce touch points self
• Not wash your hands as often as you need service coffee and tea making facilities will be
to and touch your face with contaminated removed
gloves. • Microwaves, toasters and hot water
dispensers will remain in place and hygiene
CATERING/EATING products (sanitising sprays and wipes) will be
AT RCSI provided
The catering providers for • Staff and students will be expected to wipe
the St. Stephen’s Green down anything that they have come in
campus and Beaumont contact with prior to and after use
Smurfit Building is Chartwells catering. There • People are not to share objects that touch
are three restaurant facilities on St Stephens their mouth, for example, bottles or cups, as
Green Campus (1784, Remedy and the such crockery and cutlery will be removed
Dispensary) and one in Beaumont Smurfit from common rooms
Building (Bean Lab). Chartwells will provide a • Staff are asked to consider bringing their own
reduced service on all sites. Staff and students lunch, and their own eating utensils to work to
utilising the restaurant facilities are asked to: avoid the need to visit food outlets
• Follow all guidance and signage with respect • Managers and staff are asked to stagger
to physical distancing and hand hygiene breaks and to minimise time in communal
• Follow the signposted queue management areas so as to facilitate access for all.
system and distance markings to avoid
queues at food counters, tray return points
and checkouts
• Consider returning to their desks to eat –
catering seating will be reduced to allow
adequate space between tables
• Use contactless payment where possible
• All food and beverages will be served in
disposable containers (i.e. no crockery, no
stainless-steel cutlery (plastic cutlery will
be available for purchase) and your own
reusable cup will not be accepted.
11RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
12RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
3. COVID -19 i n d u c t i o n in the national context. RCSI will assist all of our
incoming undergraduate international students
t ra i n i n g - p r i o r t o
to ensure your safe arrival and that you are well
returning to campus supported during this 14 day period. RCSI is
Staff and students need to be informed about
working closely with our health and government
changes in the University and updated on new
officials on the restricted movements guidelines
ways of working and studying. Every person
and should these guidelines change students
returning to work or study on campus must
will be informed. The guidance on the
complete the COVID-19 ‘Return to Campus’
requirements of self-isolation are governed by
induction training. The Induction training can
Irish Public Health regulations and details can be
be found on Moodle. This must be completed
found here.
3 days in advance of your returning to campus.
This is mandatory to complete. For new staff and
The main requirements of restricted
students, induction will be updated to include the
movements;
same training as returning staff and students.
DO
✔ Do not use public transport.
4 . I n co m i n g a n d Re t u r n i n g
✔ Do not have visitors at your home
Un de r g ra d u a t e St u de n t ✔ Do not visit others
Sa f e t y ✔ Do not go to the shops or pharmacy
a) Quarantine and Self-isolation - Your first 14
unless it’s absolutely necessary.
days in Ireland
✔ Do not meet face-to-face with older
Currently, all people travelling from outside
people, anyone with a long-term medical
of the Republic of Ireland or Northern Ireland
condition or pregnant women
will be required by the Irish Government to
complete a Public Health Passenger Locator
✔ You can still go outside to exercise by
yourself as long as you keep 2 metres
Form and restrict movements for 14 days.
distance from other people.
This measure has been implemented to help
reduce the risk from new or ‘imported’ cases as
the country has effectively managed the virus
13RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
5. Dea l i n g w i t h a
RCSI will assist all our international
undergraduate students to ensure that you
s u s p ec t e d c a s e o f
are well supported during this 14 day period. COVID -19
• We will work closely with you in relation to your This details our procedure to be followed in the
planned accommodation arrangements. event of someone developing the signs and
• We shall arrange surface transport from the symptoms of COVID-19 while in the University.
airport to your accommodation where you will
be met by a member of our accommodation RCSI have assigned the Health and Safety Office
team who will show you to your room. to put in place an isolation team to manage this
• Rooms will be prepared with all of the essentials situation, and provided them with information
to allow you to settle in comfortably and start on how to do this safely. We have also identified
your student experience with RCSI and marked isolation area(s), (first aid rooms)
• We will ensure that your registration and access to be used to isolate the affected person from
to our on-line resources and laptop are available the rest of the University and procedures to
to you on arrival be followed to enable them to safely leave the
premises.
Our student services department will be
working with you on all the details needed to OUTSIDE RCSI CAMPUSES
assist your safe arrival and quarantine period. Firstly, anyone who has symptoms of COVID-19
RCSI is working closely with our health and (coronavirus) is advised to contact their GP for
government officials on the self-isolation further instructions. Students you can use RCSI’s
requirements and should these guidelines primary care facility, Mercer Medical Centre
change we will inform you immediately. (Mercer’s) for GP services. They can be contact
Please note the following; on 01 402 2300. Do not go to a GP, surgery,
• You should not travel if you are symptomatic pharmacy or hospital. The GP will assess you
• You should inform the Student Services over the phone. If they think you need to be
team if you have any underlying educational tested for COVID-19 (coronavirus), they will
challenges or health conditions (such as arrange a test.
sensory challenges, physical or mental health
conditions, disabilities) which may put you in The National Public Health Emergency Team has
a higher risk category and for which we might advised anyone who has symptoms or who has
need to make additional provision and assist been in close contact with a confirmed case to
you with appropriate arrangements. Students self-isolate for 14 days.
with medical conditions such as asthma,
diabetes, immunosuppressive drug therapy If you are awaiting testing/a diagnosis, you
including chronic systemic corticosteroid should continue to follow the advice being
treatment, heart disease and morbid issued by the HSE regarding self-isolation for
obesity are at a higher risk for COVID-19 those persons who are symptomatic/awaiting
illness and complications test results. It is also recommended that you
consider informing your closest contacts (i.e.
colleagues, housemates or partner) that you are
being tested and advise them to ensure that
they adhere to strict social distancing protocols
and do not attend RCSI Campus.
14RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
IN RCSI BUILDINGS AT RISK GROUPS
If you are in your workspace on campus and Staff
suspect you have coronavirus symptoms: Only those staff members who are well and who
have not been advised to self-isolate should return
• Self-isolate: to campus. If an individual has any concerns
- Go to a vacant room / office / meeting room. at all about their COVID-19 status they should
Close door and avoid any staff member or exercise caution and not attend RCSI buildings.
student entering. It is recommended that people at higher risk
1. If in 123 SSG and close to the First Aid from coronavirus continue working from home
Room across from Exam Hall on 1st floor, regardless of their status. RCSI will endeavour to
isolate here if vacant. provide the necessary supports to allow those
2. If in No. 26 York St - Green Room on floor -1 at higher risk to continue to work from home
3. If in Beaumont Smurfit Building - where possible. Further information about At Risk
Expressing Room on 1st floor Groups can be found in Appendix 5.
4. Phone your line manager / SARA
Coordinator and / or Health & Safety Office If an at risk or vulnerable staff member cannot
on 01 402 2107 and explain where you are. work from home and must return to the campus,
5. Arrange for transport home as soon as RCSI will endeavour to make sure that they are
possible. preferentially supported to maintain a physical
6. Stay in this room until transport arrives. distance of 2 metres – see guidelines for physical
7. Phone your GP / Mercer’s for advice and distancing above. At risk employees who are
follow instructions. required to return to the campus should take extra
8. If unable to return to campus, phone care to:
your line manager / SARA Coordinator to • Practice social distancing where possible
explain. • Wash your hands regularly and properly.
• If unable to get in touch with your Line Students
Manager / SARA Coordinator or H&S Only those students who are well and who have
Office phone RCSI Security: not been advised to self-isolate can return to
- SSG campus: 01 402 2219 campus.
- Beaumont Smurfit building: 01 809 3700
- Reservoir House, Sandyford campus: If a student has any concerns at all about their
01 402 8679 COVID-19 status they should exercise caution and
- Connolly Hospital campus: call your GP / not attend RCSI campus. If you are based in RCSI
Mercer’s to get advice and then call your campus accommodation, it is recommended that
line manager / SARA Coordinator or Health you stay in your accommodation to study. RCSI
and Safety Office – 01 402 2107 can arrange with you any class materials that you
- O ther locations such as satellite sites or need to continue your studies remotely. Further
hospital environments, follow the procedure information about At Risk Groups can be found in
set out in that location and then when Appendix 5.
possible phone RCSI Health and Safety
Office on 01 402 2107. If an at risk or vulnerable student cannot study
remotely and must return to the campus, RCSI will
endeavour to make sure that they are preferentially
supported to maintain a physical distance of 2
metres – see guidelines for physical distancing
above. At risk students who are required to return
to the campus should take extra care to:
• Practice social distancing where possible
• Wash your hands regularly and properly.
15RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
16RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
6. C l ea n i n g a n d WHAT THIS MEANS IN PRACTICE:
d i s i n f ec t i o n o n c a m p u s • At the start of each day, staff and students are
We all need to take on board a level of personal required to clean down their workstations
responsibility to protect the health of our fellow • Disinfectant spray will be widely available as
colleagues and students as well as our own. will hand sanitiser
RCSI has invested in increasing the level of • All surfaces should be sprayed
general cleaning completed on campus and you • Take care when cleaning any electrical
will notice an increased presence on campus devices-use a cloth instead of spraying
from our cleaning contractor staff. Extra directly onto surface
measures we have put in place are as follows: • This process should be repeated periodically
• We have arranged for frequently touched throughout the day and it is a requirement to
surfaces, such as door handles, light switches, clean out by repeating the process at the end
handrails etc. to be cleaned at increased of each day.
frequency
• Welfare facilities and communal areas will also NOTE WITH RESPECT TO USE OF
be cleaned more frequently PASSENGER LIFTS / ELEVATORS:
• Each room, office, laboratory, tutorial room • Lifts are restricted to one person only. Please
and communal area will be provided with give up the lift for persons who have reduced
cleaning materials to keep the environment mobility. Staff and students are encouraged to
hygienically clean and we are advised to use the stairs
regularly clean any personal items brought in • Hand sanitiser will be available at all entry and
from home exit points to lifts
• In addition, everyone will be expected to clean • Staff and students are required to apply
their own stations daily and more importantly sanitiser to hands before entering lift AND
to “clean as you go” when moving around on again on exit
campus to maintain the hygiene standards • Lifts will be regularly cleaned throughout the
needed to kill any virus particles. day, focusing on button touchpoints in the lift.
17RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
7. Ge t t i n g t o a n d f r o m • Beaumont Smurfit Building – at front of building
• In other locations such as hospital sites there
campus
may be public bicycle parking facilities available
Staff and students rely on a variety of modes
to use.
of transportation to commute to the University.
It is understandable that many would have a
CAR PARKING
preference to commute in a manner that avoids
Car parking is available through public car
modes of public transport, be that by car, walking
parking nearby in certain campus locations:
or cycling. However, for many commuting to
• SSG Campus – Q Park is available on Mercer
campus, avoiding public transport is not an
St. RCSI staff and students can avail of a daily
option. Each of us will make decisions to devise
discount of €11. New application form in
the safest and best way to get to the University.
Appendix 6
• Beaumont Smurfit Building –Beaumont Hospital
BICYCLE PARKING
has a public car park. Go to www.qpark.ie for
Bicycle parking on campus is in the following
further details
locations:
• Reservoir House, Sandyford – contact your line
• RCSI House, 121/122 SSG car park
manager / school for approval to park on these
• 123 SSG at end of railings on York St
grounds
• No. 26 York St. at back of building
• Connolly Hospital campus – public car parking
(via Cuffe lane)
available.
• Back of Ardilaun Block B building
• Mercer building courtyard
If you are driving to campus in your own private car,
• Reservoir House, Sandyford – at back of
please try avoid car sharing / pooling if possible
building
with the exception of persons who you live with.
PUBLIC TRANSPORT
For those of us using public transport, we are
asked to adhere to all public health guidance,
including the recommendation to wearing face
coverings and maintaining physical distancing
when traveling through public spaces. Please
review guidance from the National Transport
Authority website, which has the most up to
date transport information and guidance for safe
travel.
Reduced capacity on bus, train and Luas
schedules and changes to service may require
flexibility in work schedules and staggered arrival
and departure times. A level of understanding
by managers should team members be impacted
by the scheduling changes, and individual
arrangements can be made at a local level if
needed. This would include an agreement of
adjusted start and finish times as appropriate.
No matter the mode of transport used, once
staff and students arrive to campus there is a
requirement to complete hand washing/hand
sanitising before moving though the campus.
Ideally hand washing with soap and water is
preferable to using sanitiser, but sanitiser will be
available for use in multiple locations.
18RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
8. Co n t a c t t ra c i n g – 9. Soc i a l ga t h e r i n g s
personal logs Everyone is urged to stay local. Staying local is
Similar to the collective effort at a national level to the best way to minimise the spread of COVID-19
diminish the spread of COVID-19, each individual to ourselves, our friends, families and vulnerable
that attends campus has an important role to play people. The Irish Government are updating
in keeping the RCSI community safe and healthy. the rules around social gatherings during each
In the unfortunate event of an infection incident phase therefore you are advised to keep yourself
within the RCSI community, ensuring rapid updated on these rules. Information can be
contract tracing will be vital to prevent further found here.
infections.
When we are visiting family and friends, social
To enable this, staff and students are requested distancing is still advised and should be
to keep a personal log of all persons that could maintained at all times. As always we are advised
be classified as a close contact. While RCSI to:
Managers will have records of the persons • wash our hands well and often
within a department / school, each of us should • cover our mouth and nose with a tissue or bent
still maintain a personal log that lists all close elbow when coughing or sneezing, and discard
contacts within and outside of the RCSI campus. used tissue safely
• distance ourselves at least 2 metres away from
RCSI advise that you download the HSE other people
COVID-19 app, It is a really important initiative • limit our contact with others when out and
aimed at suppressing the virus as our country about
reopens. • keep our close contacts to a small number of
people
Should you be confirmed as having COVID-19, • limit the amount of time we spend in direct
in addition to the HSE contact tracing service, contact with other people
you should inform your Line Manager / SARA • avoid crowded areas; if an area looks busy, go
Coordinator and RCSI’s Health & Safety Office. somewhere else or return at a quieter time
In the event you do not download the HSE • wear a face covering in situations where social
COVID-19 contact tracing app, RCSI may need to distancing is not possible
help you identify any colleagues or students you • keep a log of all of your contacts throughout
may have been in close contact with, 48 hours the day / download the HSE COVID-19 contact
before your symptoms started. tracing app, which will log for you.
• remember the COVID-19 symptoms:
As per HSE guidance, close contact can mean - a fever (high temperature - 38 degrees
spending more than 15 minutes of face-to-face Celsius or above)
contact within 2 metres of an infected person in - a cough - this can be any kind of cough, not
any setting. Staff and students are encouraged just dry
to devise the best personal method to maintain - shortness of breath or breathing difficulties
this log but as suggested, please use the HSE - loss or change to your sense of smell or taste
COVID-19 contact tracing app. – this means you’ve noticed you cannot smell
If you are notified that you have been in close or taste anything, or things smell or taste
contact with someone who has: different to normal.
• tested positive for COVID-19
• who is being tested for COVID-19
• who has concerning symptoms
you should stay home and restrict your
movements. This means avoiding contact with
other people and social situations as much as
possible. Please contact your line manager/ SARA.
19RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
20RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
APPENDIX 1 – of infection and in the event that an labs you should contact your PI
infection does arise within the Work directly. Heads of Department and
G u i da n ce f o r h ea d s
Pod allows for more rapid contact PIs are aware of the requirement for
o f depa r t m e n t / tracing and testing. Consequently, flexibility regarding commitments
m a n a ge r s persons can only belong to one Work and restrictions regarding travel etc.
A key component in the management Pod and cannot move between pods. – RCSI and HR advice is that PIs and
of the COVID-19 risk in RCSI as the • For the Work Pod model of COVID-19 managers need to apply a level of
University is reoccupied is based around risk management to succeed all understanding that any number of
the formation of ‘Work Pods’ and the persons have to adhere to the constraints (transport, childcare, living
associated changes in working practices restrictions placed upon their Work with vulnerable) may restrict your
with the exception of certain Academic Pod and adhere to best infection ability to attend on-site albeit with
and Research roles that cannot operate control practices as published by the social distancing and safety measures
within the pod structure. Managers HSE. implemented.
and their teams are requested to work • Persons must only come to work at • Purchase orders can now be placed
collaboratively together with HR/ the times that have been agreed again as per normal however you
Estates/H&S and BCP to identify a with their HoD / Manager and other must ensure that an appropriate
working structure that balances role Work Pod members. An ad hoc person is on site to take delivery of
requirements with the need to minimise approach to workplace attendance perishable items (e.g. item on dry ice).
the number of contacts an employee by Work Pod members is not Those placing orders must advise
has with others on campus. appropriate at this time - structure the relevant Lab Managers and must
is needed around attendance at the coordinate with the Porters / Security
Government advice to date has been workplace. The only exception to this on campus.
for citizens to, in so far as possible, is where an individual can work in a • All lab safety requirements should
limit their close contacts to family / solitary capacity (i.e. low risk) when be reviewed before recommencing
household groupings. The reasons for on campus. Such persons can be research to ensure any new hazards
this advice are twofold (I) to minimise considered as working in a Work Pod associated with COVID-19 and your
the number of persons with whom an of one. work are identified. Review and
individual has close contact with, and (ii) • A single Work Pod may contain update your current risk assessment
to consequently minimise the number members from across different teams where necessary and communicate
of others that an infected person could and units, hence it is vital that Line to all relevant colleagues, who are
in theory infect. This same concept Managers consult with each other working on same task, close by / in
is being applied to the reoccupation when developing their Pods. your department etc. A COVID-19
of RCSI as the COVID-19 emergency general risk assessment is available
measures begin to unwind. RCSI PREPARATION FOR RETURN to download on staff portal / moodle
Managers are asked to: OF RESEARCH STAFF which you can use / take information
• In consultation with each other and • Heads of Department working with from / alter to suit your work.
their teams are required to develop PIs and Lab Managers were asked to • A guidelines document will be
working practices and structures that begin prioritising and scheduling lab prepared and shared with line
allow for the development of Working time for researchers, which started managers and it will also be available
Pods (Team A, B team rotas). The on May 18th. In order to facilitate on the staff portal. The HR Partners
permissible size of the pod will reflect the phased reopening Estates and and Estates teams will be in contact
the maximum amount of people that HR need a comprehensive list of with departments to discuss and
can be safety gathered in the space. researchers that are authorised - support this new working practice.
All spaces are currently in the process we require their names and email
of being mapped by colleagues in addresses to aid Security in knowing
the Estates office. Whatever the size, who is authorised. While most
one pod will be defined as a group templates have been received,
of people who can engage in low or remaining Heads of Department are
acceptable risk work and whose close reminded to provide this detail to
contacts are restricted to persons Brid Mahon bridmahon@rcsi.ie and
within their designated Working Pod. safety@rcsi.ie.
• Restricting close contacts at work to • If you are unsure or concerned
the limited number of persons in your about when you can return to the
Work Pod both helps reduce the risk
21RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
FLEXIBILITY AND UNDERSTANDING APPENDIX 2 – ANNUAL LEAVE ALREADY
PERSONAL CIRCUMSTANCES APPROVED BY LINE MANAGER
A n n u a l l eave f o r s t a f f
It is recognised that this is an extremely Staff members can still take their
During the current period it is
difficult time for all staff. Line managers booked leave and the University would
particularly important that the limited
are asked to contact and discuss the strongly encourage that during this
numbers of staff required to be on
circumstances regarding any return period, where many staff are working
campus and those working from home
to work plans with their staff. It is from home, it is important to take leave
take leave as normal. We understand
recognised that some staff will not be in order to have a proper period of rest
that this is a busy time but still
in a position to return to the Campus, away from work and to avoid building
encourage you to take your leave to
for example, if they have an underlying up leave towards the end of the holiday
ensure a period of rest and relaxation
medical condition or have family/caring year i.e. 31st March 2021. RCSI has a
from work. It is also important to
responsibilities that does not facilitate legal obligation that staff members take
avoid holidays being built up to the
a return. their leave within the appropriate leave
end of the leave year. The University
year.
also recognises that staff may wish to
If an employee believes that returning
change holiday plans as restrictions in
to work is not currently possible, they ANNUAL LEAVE APPROVED BY LINE
travel mean they can no longer travel to
should discuss this in the first instance MANAGER BUT WANT TO CANCEL
the destination they planned. The aim
with their line manager and endeavour IT AS STAFF MEMBER CAN NO
of this update is to encourage normal
to identify other flexible working LONGER TRAVEL TO THEIR HOLIDAY
booking and taking of leave and to
options that might allow you to carry DESTINATION
enable a level of flexibility where staff
out some duties in addition to other The University understands that given
wish to change booked leave.
responsibilities. Some examples of the severe travel restrictions in place
these arrangements could include and steps being taken by airlines, hotels
CANCELLING ANNUAL LEAVE
sharing caring arrangements with etc. that planned holidays may no
DURING THE COVID-19 OUTBREAK
partner, doing work outside of normal longer be able to go ahead. If you want
During the current circumstances staff
working hours etc. If you are in this to amend the amount of leave you wish
may wish to request cancellation of
situation you should not be concerned – to take or cancel altogether leave that
leave that has already been booked
allowances will be made for you and you your manager has already approved
due to the severe travel restrictions in
will not be disadvantaged. please discuss with your line manager.
place. If staff want to change or cancel
leave altogether that has already been
Your manager should be sympathetic
booked this should be discussed with
to your request while being mindful of
their line manager. Line managers
the overall guidance that leave should
should be sympathetic to such requests
still be taken this year to ensure proper
but at the same time be mindful of the
rest from work and to avoid build up
overall guidance that leave should still
on leave towards the end of the annual
be taken this year to ensure proper
leave year i.e. 31st March 2021. Your
rest from work and to avoid build up
request to cancel may be declined
on leave towards the end of the annual
where there is a clear operational
leave year.
justification.
Where a request to cancel leave already
LEAVE CAN STILL BE BOOKED AT
approved is declined there should be a
THIS TIME
clear justification based on operational
Leave can still be booked as normal
need for this. Should staff have any
through Core HR and staff are
concerns where a request to cancel has
encouraged to do so in order to ensure
been declined they may wish to raise
a period of proper rest from work
with their HR Partner who in turn will
during this time and to avoid building
discuss with the line manager.
up leave towards the end of the holiday
year – please seek approval of your line
manager in the usual way.
22RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
CARRYOVER OF ANNUAL LEAVE APPENDIX 3 – Visit ing All contractors are required to complete
Only in exceptional circumstances can the amended RAMS (even if an existing
cont rac tors / ot hers
there be a deferral of annual leave RAMS is held on file for them).
The process for requesting permission
and this must be agreed with your line
for a maintenance contractor to come
manager in consultation with your HR CONTRACTOR MANUAL
on site remains unchanged and full
Partner. The maximum number of All maintenance contractors are
details can be found in the Permit
annual leave to be carried over is 5 days required to read and sign a copy of
to Work Procedure. The following
per year. However, should there be a the RCSI contractor manual prior
COVID-19 amendments have been
specific request to carry over additional to commencing on site. This manual
implemented:
days in excess of this limit – this would contains the RCSI Contractor Induction
need to be approved by exception and Form which has been updated to
RISK ASSESSMENT METHOD
requested by the line manager to HR. include instruction pertaining to social
STATEMENT
distancing and hygiene etiquette:
All maintenance contractors are
TAKING A PERSONAL TRIP ABROAD • Physical Distancing:
required to complete the Risk
AND SELF-ISOLATION - When working in RCSI building
Assessment Method Statement (RAMS)
At the time of writing staff members please take note of the signage on
before arrival at RCSI. The RAMS has
are required to isolate as per the walls, poster boards, floors etc. and
been updated to include health &
government guidelines. If a staff adhere to social distancing
safety measures specifically related to
member chooses to take a personal trip - Put in place barriers & signage
reducing the spread of COVID-19 in
abroad and are required to isolate on around your work zone to keep
line with the Construction Industry
their return, if they can complete their others out / 2m away
Federation Construction Sector
work from home, this can be agreed - Where social distancing cannot take
C-19 Pandemic Standard Operating
with their manager. However, if their role place, put PPE and hygiene safety
Procedures. These measures include:
requires them to be present on campus, measures in place.
• Travel to & from: All travel
we recognise this presents additional • Hygiene Etiquette:
arrangements & vehicles used to
challenges. In these limited cases, - Wash your hands often to avoid
be planned & managed as per
employees will be asked to use 10 contamination
the guidance in this CIF Standard
additional annual leave days, or unpaid - Hand sanitizer available in common
Operating Procedure (see above)
leave to cover the period of isolation – areas through buildings
• Site Prep/Set up: Adequate social
also the manager can deny the request - Hand soap is available in all
distancing measures to be put in
for leave if it is operationally feasible bathrooms
place to maintain 2m+ space between
for the team to accommodate such an - Avoid as much as possible common
operatives. RCSI staff & students
extended period of absence. Should touch points
to be kept 2m+ away from all work
there be extenuating circumstances - Sneeze/cough in elbow or tissue &
activities using barriers & signage
that should be considered in lieu of dispose in bin straight away
• Close work activities: Where close
asking the employee to take annual or
working (less than 2m) is necessary,
unpaid leave, these will be considered VISITORS AND CONTRACTOR /
document each close working activity
on a case by case basis and should be OCCASIONAL STAFF
in RAMS with alternative control
escalated to HR. As we commence a phased return to
measures listed.
campus with reduced staff numbers
• Name and contact details of the
Should the government rules change on site, RCSI are discouraging visitors
COVID-19 Compliance Officer
and the need for people arriving to the campus unless it is absolutely
• Site induction training to take
from outside the island of Ireland to necessary. If this is the case please
place with spacing of 2m+ between
quarantine be removed, the above contact safety@rcsi.ie to discuss.
operatives
requirement to take additional leave will Where possible virtual meetings should
• Request to comply with RCSI signage
not apply. Similarly should the concept of occur. No groups will be permitted to
onsite in relation to social distancing,
“travel corridors” that is certain countries visit the University for Tours, events or
hand washing etc.
where travel to and from is permitted meetings until further notice.
with no quarantine requirements be
introduced by the Irish government, For any contractor staff, occasional
the need to take additional leave will staff such as lecturers, invigilators etc.
not apply to staff arriving from those departments are required to include
approved corridor destinations. these staff members into their Working
Pods set-up.
23RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
APPENDIX 4 – Si g n a ge
PHYSICAL DISTANCING
CLEANING AND DISINFECTION IN THE WORKPLACE
24RCSI COVID-19 RESPONSE PLAN
AUGUST 2020
APPENDIX 5 – d. c hronic liver disease, such as hepatitis g. a weakened immune system as the
e. chronic neurological conditions, such result of conditions, or medicines such
At ri s k g r o u p s
as Parkinson’s disease, motor neurone as steroid tablets
disease, multiple sclerosis (MS), or h. being seriously overweight (a body
EXTREMELY VULNERABLE:
cerebral palsy mass index (BMI) of 40 or above)
1. Solid organ transplant recipients.
f. diabetes i. pregnant women
2. People with specific cancers:
a. people with cancer who are
undergoing active chemotherapy
APPENDIX 6 – RCSI SSG car park application form
b. people with lung cancer who are Top-Up Card appliCaTion Form
undergoing radical radiotherapy
c. people with cancers of the blood
Car Park: Card No.:
or bone marrow such as leukaemia,
lymphoma or myeloma who are at any Commencement Date:
stage of treatment Purchase Price (Inc. Vat):
d. people having immunotherapy or Payment Method:
other continuing antibody treatments
Cash Invoice Credit Card
for cancer
e. people having other targeted
CardHoldEr dETailS:
✁
cancer treatments which can affect the
immune system, such as protein kinase Name:
inhibitors or PARP inhibitors Company:
f. people who have had bone marrow
Address:
or stem cell transplants in the last
6 months, or who are still taking
immunosuppression drugs
3. People with severe respiratory Tel No.: Fax No.:
conditions including all cystic fibrosis,
Mobile:
severe asthma and severe chronic
obstructive pulmonary (COPD) Email:
4. People with rare diseases that Vehicle Registration Number:
significantly increase the risk of Vehicle Model: Colour:
infections (such as SCID, homozygous
How did you hear about our Top-Up card?
sickle cell)
5. People on immunosuppression Radio Press ads Friend In our car park
therapies sufficient to significantly Other (Please specify)
increase risk of infection
6. Women who are pregnant with I hearby apply for a Top-Up card for parking in the above car park
significant heart disease, congenital or and agree to accept the terms and conditions of parking of which I
acquired have full knowledge. I also understand that no refund or credit will be
given for any amount in the event that the Top-Up card is not used.
VULNERABLE
Signature:
1. aged 70 or older (regardless of medical
conditions) Date:
2. under 70 with an underlying health Name of Signatory (BLOCK CAPITALS):
condition listed below (that is, anyone
instructed to get a flu jab as an adult
Please complete the above application form indicating the value
each year on medical grounds):
required, and present it at our Customer Service desk, together
a. chronic (long-term) mild to moderate with the purchase price. One of our Customer Service team will be
respiratory diseases, such as asthma, happy to answer any questions you may have and to demonstrate
chronic obstructive pulmonary disease how to use the card.
(COPD), emphysema or bronchitis
b. chronic heart disease, such as heart
failure
c. chronic kidney disease
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