Frequency Asked Questions
The SafeSpace Team are all advisors from the University of Cambridge Safety Office within the Health, Safety and Regulated Facilities Division.
To ensure you have implemented the control measures included in the test and risk assessments and are operating with due regard to the health and safety issues presented by Covid-19 to your staff, contractors and the public.
No the SafeSpace Team will aid in the review of risk assessments and be available to give advice/guidance before they visit An inspection will not be required before buildings reopen. The SafeSpace Team will organise an inspection as near to the start date as possible (usually within 7 days, depending on number of re-opened buildings in a short space of time) to assess the application of the management plans and risk assessments within the institution. The inspection should provide reassurance that all legal requirements and guidance have been implemented effectively and are working well within the buildings. Any major problems will be referred to the buildings task force for consideration.
The SafeSpace Inspection Team will need to be accompanied by a representative from the Institution who can explain the control measures being implemented and have authority to make any changes required should these be identified. The SafeSpace Team will need access to all open areas of the building. It would be ideal to have a Facilities Manager and the Departmental Safety Officer present.
Yes, all inspections will be followed up with an Inspection Report. This will be on the Safety Office online platform AssessNet. There will also be a PDF copy provided to the Head of Institution which will be emailed to them. The SafeSpace Team will ensure that the Departmental Safety Officer has access to AssessNet before the inspection.
The report will include any actions that have been identified for improvement. Any action will be assigned a rated risk category (RAG), and a target date for completion. The DSO should ensure that actions are taken within these timeframes and that they log onto AssessNet and mark them as complete. The SafeSpace Team will monitor progress and contact Institutions that have not completed actions within the given timeframes for a revisit.
Yes specific COVID-19 guidance has been produced and can be found on the Safety Office website using the following link: https://www.safety.admin.cam.ac.uk/policy-guidance/miscellaneous/hsd206m-covid-19-cleaning-and-disinfection.
The frequency of cleaning will depend on building usage. The more frequent the hand contact point is used, the more frequently it will have to be cleaned. It is suggested that you monitor usage over the first week and schedule cleaning based on this. Ideally frequently used surfaces should be wiped every couple of hours.
If possible you should aim to reduce the use of hand contact points e.g. ask users to use their elbow to push doors, or if possible prop doors open (always check fire safety plans before doing this to ensure that the door is not.
On shared equipment such as printers or kettles with shared handles or buttons place DIY cleaning in place for users to wipe down equipment after use. This should be a bleach containing disinfecting spray or wipe. For all electrical equipment ensure that the wipes are safe for use and do not allow pooling of disinfectant on the surface
Encourage increased hand hygiene at all opportunities to help keep touch points virus free.
If you have a cleaning contract with Estates Division a dedicated cleaning team will be able to do this for you. If not an arrangement will have to be made with your usual cleaning contractor.
Cleaning contractors may not be prepared for their staff to take the risk of cleaning such areas, and refuse to do so. In this instance we suggest that you have 2 isolation rooms and leave the room where the infected case has been for 72 hours before cleaning takes place. The risk is likely to have reduced significantly after 72 hours as studies suggest the virus cannot survive longer than this on hard surfaces.
Please read the following advice from our Occupational Health Department and contact them for further advice: https://www.oh.admin.cam.ac.uk/advice-and-guidance/new-and-expectant-individuals-work.
They can return but the Institution will have to complete an individual assessment to review what additional control measures may have to be put in place for them to return to work safely. If you need advice on specific health concerns please contact the Occupational Health team: occhealth@admin.cam.ac.uk.
The suspected case should inform their direct manager and go home immediately if they are well enough to make this journey safely by themselves. If someone needs to collect them they must go to a pre-determined isolation room and wait to be collected. The University COVID-19 suspected case guidance should be followed: https://www.safety.admin.cam.ac.uk/system/files/suspected.pdf.
Ensure that enhanced cleaning of all areas the person has been is implemented as soon as possible.
Ensure that the case is reported as illness at work using the AssessNet online accident/incident reporting system.
Yes, if a staff member is displaying symptoms they can arrange a antigen/PCR Virus test through the University. At present there is no facility for antibody testing. Please see the following link for further information:- https://www.cam.ac.uk/coronavirus/general-staff-advice/health-and-wellbeing.
The University has produced the following guidance document on PPE for COVID-19: https://www.safety.admin.cam.ac.uk/system/files/ppe.pdf.
All PPE other than Type II face coverings will have to be bought by the department. If your department requires Type II Face Masks and Hand-rub/Gel, please email your volume requirements for these products only to COVID19FinanceDivision@admin.cam.ac.uk.
Your email will be acknowledged immediately, with the team targeting a detailed response time of three working days. If you have any queries around this process only, please email COVID19FinanceDivision@admin.cam.ac.uk. If a risk assessment identifies the need for other RPE/PPE the department will be responsible for its supply.
All first aiders should wear a Type IIR (fluid resistant) face covering a face visor, disposable apron and gloves when administering first aid. Face covering and visors has been supplied to all University First aiders by the Safety Office. Please contact HSDsafety@cam.ac.uk to make a supply request or for further information.
Yes, homemade coverings can be encouraged but a supply of type F2 masks can be obtained from central supplies for areas where social distancing is not possible.
All staff should be reminded to wear face coverings if using public transport to travel to work.
It is good practice to provide donning and doffing guidance to staff the following link provides guidance on the technique to be used:-
https://www.youtube.com/watch?v=-GncQ_ed-9w&feature=youtube
The Safety Office are conducting face fit testing and this should be requested via email: HSDsafety@cam.ac.uk. Departments are not being loaned the Portacount equipment at this time due to enhanced cleaning protocols that have to be followed.
More detail is included in the following guidance:- https://www.safety.admin.cam.ac.uk/policy-guidance/miscellaneous/hsd202m-respiratory-protective-equipment-during-covid-19-pandemic.
Bottled water is the preferable solution however of you feel that your institution has the resource to maintain and clean taps and water coolers then they can be used. If in use, the institution will have to implement water cooler cleaning into their cleaning schedule. This will have to include DIY cleaning in place using either disinfecting wipes or spray.
Face coverings is one option, you could also consider having signage in place which asks persons to call/check pinch point areas before entering them. If there are difficult corners mirrors can be used to increase visibility.
Water and food storage will have to be provided, but certainly in the initial phase people are encouraged to bring in their own food/drink supplies. Provision for eating/drinking will be required for these working in high risk areas e.g. wet labs who will need an area separate to their workspace to do this safely.
The decision of who is allowed to return to work is taken by the Head of Institution following University guidance. All questions relating to this should be directed to your institution / department.
Signage should be installed so as to ensure that any building user is aware of the COVID-19 working arrangements. You should consider the inclusion of the following:-
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Entry and exit signs – if this is different to usual arrangements
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One way signs
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Stairs – up or down or both directions
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Hand wash reminders – entry, exits, food areas and toilets.
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DIY cleaning signs
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Keep left/right
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Do not use for equipment/furniture taken out of action
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Lift signage if different to normal.
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Room person limit signs for areas with a maximum capacity
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Floor markings – to indicate safe distances in queues or in front of receptions etc.
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Directional arrows.
These can be bought or made in house. There are many options on the market. The Safety Office have produced the document HSD207M with a variety of signs that can be used. This is a word document so can be easily edited within your institution to tailor signage to your needs: https://www.safety.admin.cam.ac.uk/policy-guidance/miscellaneous/hsd207m-covid-19-social-distancing-signage.
You may have to operate a maximum number of occupants to adhere to the 2m rule. Signage should be placed on the door so that users know what the maximum occupancy is. Floor markings for queuing should be installed in busy facilities. Users should be prompted to check areas before entering.
No, hand dryers should be disabled and paper towels and pedal operated bins provided.
The Safety Office radiation team have produced the following guidance to help with this process. The link to the information is here: https://www.safety.admin.cam.ac.uk/system/files/ir_update_returning.pdf.
Please refer to the following guidance: https://www.safety.admin.cam.ac.uk/system/files/guidance_on_suitable_lab_containment_level_for_working_with_covid-19_-_april_2020.pdf.
Please contact the SafeSpace Team for specific questions as all risks will vary depending on the makeup of the system e.g. recirculation, filters, air pressure and other factors. The following HSE guidance document will be useful in your assessment: https://content.govdelivery.com/accounts/UKHSE/bulletins/28ce71a.
Please look at the following safety office guidance on first aid during COVID-19: www.safety.admin.cam.ac.uk/policy-guidance/emergency-first-aid/hsd205e-first-aid-cover-requirements-during-coronavirus-outbreak.