Health, Safety and Wellbeing

Health & Safety Covid-19 resources

Details of health & safety arrangements for managing the current Covid-19 pandemic are available below, along with links to other relevant information.

NHS contact-tracing app

The NHS contact-tracing application is now live and available via Google Play and the Apple App Store.

This is one of the best things we can do as individuals to help control the spread of Covid-19. See more information and details of how to download it.

Covid-19 symptoms or self isolation reporting form

This reporting form should be completed by staff and students who develop symptoms associated with Covid-19 or are self isolating on campus.

Return to campus: process and information during Stage 2

Campus re-opening will take place across three broad stages:

  • Stage 1: focused on the initial re-opening of campus over the summer, in July and August
  • Stage 2: from the start of the 2020/21 academic year in September
  • Stage 3: will begin in January 2021

 

Stage 2  return

The information below relates to the plans in place during stage 2 of the return to campus. This information will be updated as the University moves into Stage 3.

Working from home

Some staff will still be required to work from home and any return to campus will continue to need approved by line managers. It is no longer necessary to complete a return to campus voluntary pro-forma prior to returning to campus.

Inductions

All staff are required to watch an induction video before returning to work on campus. A new induction video has been produced and will soon be available; until then, you can access the previous one using the instructions below.

  • Go to the University's online learning portal
  • Click the green button "Login to LearnUpon" 
  • Log in using your ITS log-in
  • Click "Dashboard" at the top left of the page; then click "Catalog", which will appear below
  • At the top of the page, search for "Covid" in the "Search catalog" field 
  • This will load the "Safe Return to Campus" video and log your attendance

Postgraduate students, who do not have access to the LearnUpon platform, can access the induction video via the Health & Safety web pages.

If you have any questions after watching the induction video, email healthsafety@sussex.ac.uk

Induction links and additional information

SEF Signage Catalogue

Should you wish to request additional signage in an area you control a catalogue of availalbe signs is available here requests for additional signs should be made to the SEF service centre

Guidance on returning to work in laboratory areas

See guidance outlining the University’s policy for enabling research staff to return to work within laboratory facilities on campus. This document complements existing government guidelines on maintaining social distancing measures, to minimise the spread of the Coronavirus on campus.

Guidance on return to work plans in office and low-hazard areas

See the University’s guidance on enabling staff to return to work in offices and similar working environments. 

Guidance on return to work plans in General Teaching Space

See the University’s guidance on enabling staff to return to work in teaching spaces.

Guidance on performing arts, recordings or loud vocalisation in teaching

See the University's Guidance for Performing Arts

This includes practical advice for signing; use of musical instruments, microphones, recording studios and camera equipment; outdoor filming; acrobatics, dance and drama; and the use of costumes and make-up.

Guidance on social distancing in specific areas

Toilets and Restrooms

Coronavirus business continuity guidance

See business continuity guidance, including links to relevent policies, plans and templates as well as external links that may assist staff in the development of their emergency and business continuity plans.

Guidance for specific activities including offices, General Teaching Space and laboratories

Guidance for Teaching Space

Guidance for Offices and other Low Hazard Spaces

Guidance for Laboratory areas


Guidance for Performing Arts

Guidance for Researchers on Face to Face work with Human Participants

Guidance for Close Contact Work

Further information for staff
Further information for students
  • Coronavirus: Advice for applicants
  • A dashboard detailing the number of University members currently self-isolating is available here
Travel on University business and off-site working

Members of the University of Sussex carry out a variety of off-campus activities, both within the UK and abroad. This information about travel on University business (including research) will be updated every two weeks following review by the Health & Safety Committee.

Members of the University must abide by any and all local guidance or controls.

As the Coronavirus pandemic continues to develop, permission to resume work off campus can be rescinded due to changes in the local risk.

See information about how to apply for travel insurance.

If you have any questions, or if the type of travel you wish to undertake is not listed here, please email healthsafety@sussex.ac.uk 

This guidance applies only to travel on University business (including research); it does not apply to personal holidays or annual leave. 

Please select which option applies to you from the list below.

I am a member of staff or Postgraduate student conducting an off-site activity in the UK

Conditions of resuming off-site activities include research & fieldwork

Off site activities within the UK can resume under any one of the following conditions.

  • Work is undertaken with partner organisations that have confirmed that they are happy for the activity or research to take place. Members of the University must read, understand, and abide by the additional controls in place.
  • Independent work outside of another organisation where it is possible to maintain more than 2 metres social distancing during work or at 1 metre with suitable additional controls including facemasks or where appropriate protective screens.
  • Work into the effects of Covid-19 which can only be carried out during an outbreak. In this case approval must be sought by the relevant ethics committee, details of the additional controls to mitigate the risk of spreading Covid-19 must be included in this application.

Approval

PhD researchers should provide confirmation to their Director of Doctoral Studies that they meet one of the criteria described above.

Postgraduate taught (PGT) and Master’s students should provide confirmation to their Course Convener.

Staff should provide this confirmation to their line manager.

Ethics committees

For research that requires a new ethical approval or amendment, or where an extension is being sought for an ongoing project, must provide confirmation to the ethics committee that they meet one of the three conditions above.

For further advice on ethical approval, please see guidance here.

Covid Alert Level

Prior to travelling you should review the Covid-19 alert level for the area you will be visiting details of this can be found here

You should consider if your work can be carried out with the restrictions in place due to the covid alert level.

Where the alert level in the region you are visiting or leaving is very high you should consider if your trip is required as part of your work or if there are alternatives. If possible you should avoid making this trip but are permitted to do so if it is essential.

Travel through regions with very high alert levels to other regions does not require additional controls

Guidance

The use of public transport within the UK requires the use of face coverings as it is not always possible to maintain social distancing. Members of the University must follow this requirement. You are also advised to limit your use of public transport, maintain social distancing and where possible avoid travelling on public transport at peak times.

You must cease work and self isolate if you develop any of the symptoms described here: https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/

Resumption of fieldwork should be on a voluntary basis for individuals who wish to resume research.

Where local or national lockdowns are put in place, staff and PhD students must comply with these orders.

I am a member of staff or student who is already abroad and wishes to resume my activities or fieldwork

Local restrictions have been lifted in my area

Where local restrictions have been lifted due to the local suppression of Covid-19 transmission. Confirmation of this should be sent to one of the following groups who will approve the work.

  • Staff should confirm this with their line manager
  • PhD research students should provide confirmation to their Director of Doctoral studies, if you require an extension to your Fieldwork Registration this should be done at the same time.
  • Postgraduate taught (PGT) and Master’s students should provide confirmation to their Course Convener
  • Postgraduate taught (PGT) and Master’s students working with IDS should contact the Critical Incident Team CriticalIncidentManagementTeam@ids.ac.uk
  • Undergraduates musst confirm this with their supervisor in writing
  • Details of the current local arrangements should be from the equivalent of the NHS, Centre for Disease Control or appropriate governmental body, a summary of which and a link to the information must be included in the request.

Local restrictions remain in place in my area

Where local controls are still in place in the host country, but advice is that individuals should return to work, details of the current local controls should be summarised, along with how they intend to comply with them or what adjustments they will make to their work to ensure that they can comply when they resume work.

Details of these arrangements should be sent to one of the following groups who may approve the work if suitable controls are in place

  • Staff should provide details to their line manager
  • PhD research students should provide confirmation to their Director of Doctoral studies, if you require an extension to your Fieldwork Registration this should be done at the same time
  • Postgraduate taught (PGT) and Master’s students should provide confirmation to their Course Convener
  • Postgraduate taught (PGT) and Master’s students working with IDS should contact the Critical Incident Team CriticalIncidentManagementTeam@ids.ac.uk
  • Undergraduates musst confirm this with their supervisor in writing

Details of the current local controls should be from the equivalent of the NHS, Centre for Disease Control or appropriate governmental body.

Ethics committees

Any work that requires a new ethical approval or amendment, or where an extension is being sought for an ongoing project, must provide details to the ethics committee of the current local controls. It must be appreciated that further lockdowns may mean that research is delayed.

For further advice on ethical approval please see guidance here.

Guidance

Resumption of fieldwork should be on a voluntary basis for individuals who wish to resume research.

Insurance

Ongoing projects wishing to extend insurance cover beyond 1 August 2020 must be aware that travel and accommodation costs caused by Covid-19 will no longer be covered. The School or Division need to be made aware of these potential costs when approving the work. Medical expenses will still be covered unless they are incurred in the country of residence (i.e. the country in which they have resided for the last 12 months).

I am a member of staff or PhD student wishing to travel abroad

These arrangements will be updated every two weeks following review by the Health & Safety Committee.

Resumption of international travel should be for;

  • Voluntary fieldwork undertaken by staff or postgraduate who wish to resume research.
  • Members of faculty teaching abroad with a partner organisation.
  • For guidance on fieldtrips of undergraduates please see guidance below under the relevant drop down menu

Any travel proposed should be in line with the financial guidance issued in March and should be considered only where it is essential.

Approval for international travel

International travel is currently at the discretion of Heads of School or Division and requires their approval or the approval of a member of staff that this authority has been delegated to by the Head of School or Division. Email confirmation of this is acceptable and should be attached to the OTSSRA (Overseas Travel Safety and Security Risk Assessment) form.

This is due to the potential costs of repatriation in an emergency during the current Covid-19 pandemic. Repatriation on individual medical grounds will still be covered however repatriation due to Foreign and Commonwealth instructions to return due to Covid-19 or other reasons related to Covid-19 will not be.

Members of the University of Sussex wishing to travel abroad should complete parts 1 and 2 of the OTSSRA (Overseas Travel Safety and Security Risk Assessment) form before seeking approval from the Head of School or Division. 

The following information should be included in your OTSSRA form:

  • Why it is not possible to complete the work remotely (for example sample collection, use of equipment)
  • Why it is not possible to delay the travel
  • That you have read and understood the FCO guidance including the country-specific advice - there is no need to copy this advice into the OTSSRA form, but you must confirm that you will comply with all advice
  • Confirmation that you meet the entry requirements for the country you will be visiting and what these are, including the need to self-isolate for a fixed period where applicable; these must be from the relevant government department for the country you are visiting
  • A summary of the current controls in the country you are visiting (for instance, face coverings or social distancing measures) and confirmation that your work can be completed while complying with them
  • Confirmation that you will cancel your trip should you experience any Covid-19 symptoms
  • Details of where you will self-isolate while abroad should you develop symptoms and what your plans are to receive support during this period, for instance from colleagues in the country, or family/friends
  • Confirmation that you understand the current requirements for self-isolation upon return to the UK from the country you are visiting
  • Confirmation that you will stay up to date with travel advice
  • Acknowledgement that permission may be rescinded and that costs already incurred are the responsibility of the research group or Professional Services division
  • Confirmation that you have considered anything that may mean you are at a higher risk from Covid-19
  • Confirmation that, if you develop symptoms while abroad, you will inform you line manager, any local test and trace organisations and the University via the reporting form
  • Where staff are travelling as part of a group for instance teaching with a partner organisation one OTSSRA form can be compelted for the group as long as the hazards are similar, where this is done list each member of staffs contact details on the OTSSRA form. Each individual will still require individual insurance.

Conditions of travel

PhD students and staff travelling must demonstrate that they meet all of the following conditions:

  • That they have exhausted other means of working remotely or changing their study in such a manner that it can be completed remotely
  • That a delay will cause either a failure to complete a PhD, the collapse of a research group or severe operational problems for the University of Sussex, this can include the requirement to teach in a partner organisation.

At present it is not thought that any PGT's will meet these criteria, if you are PGT student that requires international travel to complete your course please contact the Health & Safety team.

Guidance

The Foreign and Commonwealth Office (FCO) have advised against "all but essential" travel to all countries other than those on a list of exempted countries that no longer pose an unacceptably high risk for British travellers.

Face coverings are required on all UK flights as social distancing cannot be maintained.

Additional costs

The University's insurer will not cover flights or accommodation costs that arise because of Covid-19, including cancellations.

Medical expenses will be covered, unless they are incurred in the country of residence (i.e. the country in which an individual has resided for the last 12 months or more). This means that groups and Schools authorising travel may be responsible for additional costs to repatriate members of the University of Sussex or enabling them to self-isolate if required to do so.

Accommodation costs for staff travelling into a region that then enters lockdown will have to be met by the individual School or Group.

Insurance must be applied for prior to travel. See details of the University's insurance arrangements

Booking travel

All bookings must be made through Key Travel, the University's preferred provider. This is to reduce the likelihood of Schools and Divisions being exposed to additional costs.

Staff should ensure that costs associated with cancellation are avoided by booking flights that allow rescheduling or cancellation. These measures will reduce but not remove the possibility of additional costs as described above.

I am a student who is arranging a placement as part of my degree

Student placements abroad will be considered only where a student is returning to their home country. Students already undertaking a placement in a non-UK country may continue as long as they confirm that they are able to do so under the current rules for the management of Covid-19 in the country where the placement is located.

Students on placement within the UK should confirm with the employer if measures have been put in place that will enable the placement to be completed. For further information, contact the Careers and Employability Centre.

UK Covid Alert Level

Prior to travelling you should review the Covid-19 alert level for the area you will be visiting details of this can be found here

You should consider if your work can be carried out with the restrictions in place due to the covid alert level.

Where the alert level in the region you are visiting or leaving is very high you should consider if your trip is required as part of your work or if there are alternatives. If possible you should avoid making this trip but are permitted to do so if it is essential.

Travel through regions with very high alert levels to other regions does not require additional controls

I am a member of staff planning a fieldtrip for undergraduates

I am planning a fieldtrip for undergraduates in the UK

For the purposes of this guidance, a fieldtrip is defined as any off-campus activity arranged by a School where staff supervise undergraduates, this excludes the study abroad program (relevant information on the study abroad programs including restrictions and controls can be provided by the international office for details of this program please go here). During the current Covid-19 pandemic, arranging off-campus educational activities will be challenging. Prior to undertaking a fieldtrip, the following questions should be answered.

  • Are any museums, cultural sites, universities or other partner organisation able to accommodate this trip at the present time?
  • What additional controls have museums, cultural sites, universities or other partner organisations or other partner organisations put in place?
  • Can University of Sussex lead activities outside of third-party premises be carried out while maintaining 2 metres social distancing, or do you need to put in place additional controls?
  • In the event that a member of staff or student develops symptoms of Covid-19 on the trip that will require them to self-isolate, what arrangements are in place to enable them to do so?
  • What arrangements are in place should a local lockdown be required in the region being visited?
  • In the event that there is a problem on the trip, who in the School will be contacted and do they know what support to provide?

Details of how these issues will be resolved should be added to the existing fieldtrip plan and or risk assessment. Blank fieldtrip risk assessment templates from some Schools appear below alongside guidance on planning a trip and answering these questions.

When planning a trip, you must do so on the understanding that it may need to be cancelled at short notice following an update to government guidance.

Confirmation from other organisations (museums, cultural sites, archives, activities provider, etc.)

Where, as part of the fieldtrip students are visiting a space controlled by another organisation, the trip organiser should.

  • Confirm that this organisation can accommodate the numbers of staff and students under their current arrangements.
  • Understand what additional controls have been put in place within the area being visited and ensure that students and staff know how to comply with the requirements.

The organisation that controls the space being visited should have a risk assessment in place which you can ask to review if there are any concerns.

Social distancing

For off-campus activities planned by the University of Sussex, 2 metres social distancing should be maintained as while outside it should be possible to maintain 2 metres distance. When running activities inside third parties’ premises, we must abide by all their local control arrangements, which may include following the 1 metre plus additional controls guidance (for instance face coverings, visors or Perspex shielding).

Where it is not possible to maintain 2 metre social distancing while running a University activity (for instance when providing 1-to-1 training in the use of equipment which may require closer contact) additional controls to limit the likelihood of transmission should be put in place. Details of what would be considered close contact working and suitable controls can be found here: https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/close-contact-services

While close contact is allowed, it is best practice to only work in close proximity where necessary and to limit the frequency and duration as far as practicable.

Where a specific task requires closer contact (for instance training in a new procedure) additional controls must be put in place to limit the potential risk of infection. These may include face coverings, face shields and or Perspex barriers. Guidance on suitable controls for close working is available here https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/close-contact-services

Self-isolation

If any individual on the trip experiences symptoms as described here https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/ they should self-isolate as described here https://www.nhs.uk/conditions/coronavirus-covid-19/self-isolation-and-treatment/when-to-self-isolate-and-what-to-do/

With regards to fieldtrips, a plan must be in place to either return the affected individual or individuals to their residence promptly or where this is not practical to provide them with accommodation for the period of their self-isolation close to the location of the trip.

The specifics of when to provide accommodation and when to send someone home will depend upon the distance from an individual’s residence. In general, it would be inappropriate to send some on a long-distance train, coach or on any aircraft in order to return them to their residence. Short trips of under an hour may be practical.

Should this affect a member of staff running the trip, arrangements for other staff to take over should be clearly described in the trip plan. For longer trips it may be appropriate to divide staff into an A and B team who have limited contact with each other. This reduces the likelihood of all members of staff being required to self-isolate at the same time.

Where individuals have experienced symptoms that may indicate that they have Covid-19 this should be reported to the trip organiser and via this reporting form http://www.sussex.ac.uk/hso/specialist/covid19symptoms

Trip organisers should maintain a list of who on the trip has been in close contact with each other for the purposes of informing NHS track and trace services if contacted.

Regional lockdowns and changes to government advice

All members of the University are required to follow all government decisions with regards to lockdowns. No trips can be undertaken to a region where a regional or local lockdown is in place and the trip must be cancelled.

At a minimum, a check to see if there are any lockdowns that may affect the trip should be carried out 1 week in advance of the trip and the day before the trip, this information can be found here https://www.gov.uk/government/collections/local-restrictions-areas-with-an-outbreak-of-coronavirus-covid-19 . Plans to inform students on the cancellation should be in place ahead of this occurrence.

If a lockdown is put in place during an overnight trip you may be required to stay in your accommodation longer than intended. This should be discussed with the provider of any overnight accommodation and financial provision should be in place to fund any extended stays as it is unlikely that this will be covered by insurance.

Covid Alert Level
Prior to travelling you should review the Covid-19 alert level for the area you will be visiting details of this can be found here

While the UK government guidance does state that education activities can continue in areas where the alert level is very high you should consider if the trip can be rearranged or postponed.

Where possible it is advised to avoid leaving very high alert level regions and to avoid overnight stays in regions with a very high alert level where possible.

Travel through regions with very high alert levels to other regions does not require additional controls

Insurance

From 1 August 2020, there is an exclusion relating to the Cancellation, Curtailment or Change of Itinerary section of the travel cover for claims caused by (directly or indirectly) by any Coronavirus, including but not limited to, Covid-19

Transportation

Public transport

  • Face coverings are required on all public transport and must cover the nose and mouth. For more guidance on face coverings please see the Return to Campus section of this webpage.
  • Trips should be planned to avoid travel during peak times.
  • More details on the use of public transport appear under the Getting To and From section of this page.

Private hire vehicles (coaches)

Where a private coach is used for transportation, the organisation providing the transport should provide details of their revised arrangements in light of Covid-19, including any reduction in occupancy of the vehicle. Where possible, 2 metre distancing should be maintained while in a private coach. If this is not possible, face coverings must be worn during travel. In the event that the trip organiser intends to use a privately hired coach to transport any individual who develops symptoms, this must be agreed with the hiring company prior to the trip.

Mini buses

Any staff operating a mini bus to transport undergraduate students must confirm they have the appropriate license and insurance to do so. The occupancy of the bus should be considered during the planning stages of the trip and if it is possible to maintain 2 metres distancing while on board. If it is not possible face coverings must be worn while inside the minibus. Individuals should avoid sitting face to face if this possible. All individuals being transported should be allocated a seat that should be used for each trip to reduce the likelihood of infection. Where a mini bus is used by multiple groups it should either be left for 72 hours between groups, or contact points (door handles, arm rests, grab hooks, seatbelt clips etcetera) must be cleaned using a standard cleaning product between uses.

Personal cars

It is unlikely that the use of staff personal cars will be appropriate to transport undergraduates.

Accommodation

In order to reduce the likelihood of transmission on overnight trips, the following should be considered.

  • Can students that share the same on campus accommodation be housed together?
  • Can you setup bubbles amongst staff and students to restrict any potential spread?
  • Where possible smaller groups sharing a single room are best.
  • How any self-isolation will be managed on the trip if required due to an individual developing symptoms?

Updated guidance for first aiders

First aiders on the trip should be made aware of the Covid-19 advice for first aiders from Saint Johns Ambulance here https://www.sja.org.uk/get-advice/first-aid-advice/covid-19-advice-for-first-aiders/ and should pay specific attention to the section on CPR.

Informed consent from students

As part of the planning for a trip, students should be informed of the following.

  • That in the event of an update to government guidance the trip may need to be cancelled at short notice
  • That if they develop symptoms of Covid-19 while on the trip they will be required to self-isolate and that this may involve being sent home or being required to isolate at their current location depending upon how far away the trip is.
  • That they should declare to the fieldtrip organiser if they are in a vulnerable group as described here
  • That they will be required to abide by any conditions of a local lockdown should it occur during the fieldtrip This information should be added to any existing consent forms.

Student downtime

Consideration must be given to student downtime and what suitable activities are available for students to do in their free time while on the trip. Clear guidance should be provided to students on what local restrictions are in place in the area they are visiting. It is also suggested that they are provided with some options for their free time these could include.

  • Exploring in small groups that are sharing accommodation assuming that this is supported by local guidance. The need to pre book or other changes will need to be considered. It is advisable to contact a selection of local business to see what their controls are.
  • Outdoor activities where social distancing can be maintained (bad weather alternatives may need to be considered)
  • Ensuring that any accommodation has suitable internet connectivity and advise students they may wish to bring electronic entertainment
  • Arrange games or catch ups that can be held via video conferencing

Face coverings and hand sanitiser

While it is reasonable to ask undergraduates to provide their own face covering and hand sanitiser for use on any trips, it is advisable for the trip organiser to have a small reserve for those that have lost or not brought this equipment. Face covering and hand sanitiser should be added to the kit list for any planned fieldtrips.

School fieldtrip templates

Media Film & Music Fieldtrip Risk assessment Template

Global Studies Fieldtrip Risk Assessment Template

School of Life Sciences Fieldtrip Risk Assessment Template

I am planning an oversease fieldtrip for undergraduates

The global response to Covid-19 has varied greatly and local/country wide areas of increased infection are likely to occur into 2021. It is sadly not possible to predict with any degree of accuracy which countries will introduce additional controls ahead of time.

When planning a trip it must be done with the understanding that it may need to be cancelled at short notice following an update to government guidance.

Destinations

Fieldtrips for undergraduates are not considered essential travel by the University as, while they undeniably enrich our educational programmes, other learning methods can be used when required. For this reason, no fieldtrip for undergraduates should be undertaken to any regions where the Foreign and Commonwealth Office (FCO) advise all but essential travel.

Due to the Covid-19 pandemic field trips for undergraduates can only be undertaken within Europe to countries on this list https://www.gov.uk/guidance/coronavirus-covid-19-countries-and-territories-exempt-from-advice-against-all-but-essential-international-travel

This is due to the potential cost of having to repatriate staff and students if government advice is issued that individuals return the UK. The costs of any required return flight are unlikely to be insured.

Fieldtrips can be planned to regions other than those listed above, however must be done with the  understanding that the fieldtrip will need to be cancelled in the event that University restrictions on travel continue or if government advice is against all but essential travel at the time of the trip.

Fieldtrip guidance

All of the guidance above on fieldtrips in the UK also applies to international trips - with the exception that any individual experiencing symptoms of Covid-19 on an international trip must self-isolate at their current location, rather than considering returning home.

International travel guidance

All of the guidance for staff and PhD students on international travel will apply to fieldtrips. The requirement to complete an Overseas Travel Safety and Security Risk Assessment form (OTSSRA) should be completed for the group as a whole not for individuals. The information required on the OTSSRA form can be combined with the fieldtrip plan and or fieldtrip risk assessment.

Approval

International travel is currently at the discretion of Heads of School or Division and requires their approval or the approval of a member of staff that this authority has been delegated to by the Head of School or Division

Insurance

From 1 August 2020, there is an exclusion relating to the Cancellation, Curtailment or Change of Itinerary section of the Travel cover for claims caused by (directly or indirectly) by any Coronavirus, including but not limited to, Covid-19.   Medical Expenses cover will not be affected by this. (NB: Please note country of residence exclusion below).

Medical expenses in country of residence exclusion

Medical expenses in an individual’s country of residence are not covered.  Country of residence is defined as the country in which you have resided for the last 12 months or more.

Special care should be taken to check that you would be able to enter the overseas country.  If a traveller were turned away (i.e. because the Foreign Government regulations meant they were not allowed in or to fly), then the Cancellation / Curtailment cover would not apply. There is no cover for quarantine costs.

I am an undergraduate planning off-campus work in the UK

Off-campus working as part of an undergraduate project or as part of their course should only be completed if one of the following conditions are met:

  • You are working within an area controlled by an organisation that is open to the public and have confirmed with your supervisor that you shall abide by any controls required by this organisation. This would include but is not limited to museums, cultural sites, archives, or parks.
  • You are working with a partner organisation who has confirmed that they are happy for you to attend. You must review any local controls required and provide a summary of these to your supervisor. Which may include following the 1 metre plus additional controls guidance (for instance face coverings, visors, or Perspex shielding).
  • You are carrying out independent work where you can maintain 2 metres social distance as while outside it should be possible to maintain 2 metres distance easily. This would include but is not limited to photography, filming, and data collection work.
  • Where it is not possible to maintain 2 metre social distancing (for instance when providing 1 to 1 training in the use of equipment which may require closer contact) additional controls to limit the likelihood of transmission should be put in place. Details of what would be considered close contact working and suitable controls can be found here. https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/close-contact-services
  • While close contact is allowed, it is best practice to only work in close proximity where necessary and to limit the frequency and duration as far as practicable

 

Approval

Undergraduates must confirm in writing to their supervisor that they can complete any off site work within the guidelines

While working off campus you are expected to follow all government advice on the use of hand sanitiser, face coverings, self-isolation and lockdowns as detailed here https://www.gov.uk/coronavirus

I am an undergraduate intersted in the study abroad program

For details of study abroad programs and how they have been affected by Covid-19 please follow the link below and contact the study abroad broad team.

link

Working from home

Some staff will still be required to work from home and any return to campus will continue to need approved by line managers.

The University has made a significant volume of equipment available to staff. If you haven't already done so, it is important you identify what you think you need to your line manager as soon as possible. IT Services are providing regular updates and posting information on the ITS webpages.  

See guidance on how to assess your home workstation.

A template for assessing your home workstation is available.

The HSE has also produced a helpful video on how to setup a work station this is available below.

Getting to and from campus

You should not travel at all if you are experiencing any Coronavirus symptoms.

Walking and cycling

You can help control Coronavirus and travel safely by walking and cycling, if you can. This will reduce pressure on public transport and the road network. See information on the facilities for cyclists for University of Sussex students and staff.

Public transport

If you are travelling to or from campus on public transport (bus or train), try to avoid peak times where possible. By law, you must wear a face covering while you are on public transport.

See the latest travel information from Brighton & Hove Buses. A live journey planning tool on their website allows you to see how busy your bus is so you can decide whether to travel or to wait for the next bus instead.

See information from Southern Rail on their response to Covid-19.

Driving and parking on campus

Limit the time you spend at garages, petrol stations and motorway services. Try to keep your distance from other people and, if possible, pay by contactless. Wash your hands for at least 20 seconds or sanitise your hands often, and always when exiting or re-entering your vehicle. You should try not to share a vehicle with those outside your household or support bubble.

See information about driving and parking on campus during Covid-19.

Risk Assessment Database

As part of the phased re-opening of our campus, risk assessments have been completed for buildings as well as the general use of teaching and office space.

Risk assessments have been reviewed by members of the University’s Health & Safety team.

Risk assessments have been completed using a standard 5 by 5 grid which is used to consider the residual risk. This is a recommended approach from the Health & Safety Executive an example of the grid used by the University is show below. In figure 1.

The severity of the risk has been established as 5 for Covid-19. This is an indication of how seriously the University is taking the pandemic and is based on the fact that in rare cases, Covid-19 can be fatal (Reference). The likelihood for an individual activity has been assigned a value of 1 given the control measures that have been put in place.

The building and general teaching or office space risk assessments have considered the controls in place to reduce transmission by contact, airborne and droplet routes and have taken into account students and staff as separate groups that may be affected. These include

  • A check on all ventilation systems in accessible areas in line with the guidance from the Chartered Institution of Building Services Engineers (CIBSE)
  • The installation of one ways systems, classroom layouts and occupancy limits for rooms to enable social distancing
  • Rules and guidance on the use of face coverings for staff and students
  • Provision of wipes and hand sanitiser and instructions on their use

 

In order to ensure that all members of the University are aware of these controls, guidance and video inductions have been produced which should be viewed by all staff and students.

With Covid-19 the hazard is from living in a region where the infection rate is high not from specific University activity. The University risk assessment process is a check to ensure that we have taken all reasonable steps to ensure that University activities do not contribute to an increase in the rate of infection within the local region.

For School or Divisional activities which go beyond general teaching or office work activity, such as field trips, overseas travel or some research activity specific risk assessments may be required.

Guidance for specific activities can be found above under "Guidance for Specific Activities" drop down option.

A database of building and general risk assessments can be found via the box link below. These can be used for reference when considering risks from planned School or Divisional activities, provide information of other users in each building that may be affected by any changes and enable staff to understand the approach that has been taken to reoccupying buildings. In many cases these are live documents that will continue to be updated and are therefore subject to change. These can be viewed by all staff with a University Box login.

Figure 1

RA MATRIX

Risk Assessment Database Box Link

Building Occupany Table

Re-opening UoS Buildings Ventilation Systems Paper

Reporting of Estate Issues Relating to Covid-19

If you have any Covid-19 related issues or enquiries about a campus building you work or study in, you can now report them to us at estates.covid@sef.fm.

We have set up this contact to help prioritise Covid-19 related issues in your building and ensure safety enquiries are attended to first and foremost.

This includes:

  • orders for Covid-19 related materials, such as Perspex screens
  • enquiries about social distancing measures and one-way routes
  • requests for restocking or repairing of sanitiser stations and/or wipes
  • requests for additional COVID-19 signage or other materials

 

To report cases of Covid-19 please use the Symptoms or Self-isolation Reporting Form

For none Covid-19 related issues the Service Centre remains the first point of contact

Staff Induction video

All returning staff should view the induction video as it explains what steps the University has taken to make campus as safe as possible and what we can all do to support the efforts to combat the pandemic.

The video can be viewed by

Going to the Learn upon login portal here

Logging in using your email address and normal password

Viewing the 'Covid-19:Safe Return to Campus for Staff' induction video, which should be at the top of your course list

Student Induction Video

This video can be viewed here