Introduction

During the third lockdown, a significant number of our research, technical and operational support staff have continued to work on campus carrying out those aspects of their work that cannot be done at home. At the same time, many staff have again had to move to a remote working model. As the local and national outlook improves, more colleagues will return to working on campus in some form as we increase activities and services, where it is safe to do so.

This guide aims to support returning to staff to prepare to return with confidence and with the knowledge of how they can help keep themselves and others safe and to reinforce the measures the University is taken to provide a Covid-secure environment.

Scope

This guidance applies to all staff returning to work on campus to resume activities that have been previously approved by the University. You should not begin any new campus work without appropriate authorisation. One off or ad hoc visits to campus must be arranged in advance of any return with your line manager.

Responsibilities

The expectation is that where staff need to be on campus to perform all or some of their role, Heads of Department and line managers are responsible for making sure their work areas provide safe working conditions that meet the University’s guidance and requirements for COVID-secure work spaces.

Line managers should provide all returning employees with information about the practical arrangements for return, including information on any significant changes that have been made to risk assessments and associated control measures. As with previous lockdowns, you should discuss with your manager any concerns you may have about working on campus and any further control measures that may need to be taken.

You should familiarise yourself with guidance on expected conduct and ways of working.

Preparing to return

Your line manager should have previously involved you in planning your return to the workplace in advance. We recommend that these arrangements be reviewed so that you can discuss any concerns or queries in a timely way before you return to campus. Here are some initial tips and expectations:

The layouts and general safety measures provided in all buildings have not been changed following the most recent lockdown. Hand sanitiser, one-way routes and other directional signage is provided through all buildings.
The original risk assessments should include a system of managing your work area so that you and your team are able to work effectively while practising the required social distancing. Latest reviews may have included a revision of work practices to reduce the numbers of people in the work area at any time. All rooms should have occupancy figures on doors; these must not be exceeded.
We have updated our guidance on the use of face coverings. These need to be worn in all public areas and when moving around buildings.
Start talking to your colleagues now about returning to campus. Discuss the latest work plans that are in place to ensure your safety. In this way, the whole team will gain a shared understanding of how things will work and can contribute to any further planning.
Discuss any concerns you have with your manager now so that you can work together ahead of any return to campus (further information is available below).
Where feasible, your manager may be able to arrange for you to return to your work building for a short visit so you can re-familiarise yourself with working arrangements.
There is no expectation or requirement for staff to work exclusively on campus at this time, unless of course your role requires it. Where it is possible to perform some aspects of your role at home then, in line with government guidance, you should continue to do so.
If your circumstances have changed since you were last on campus (for example for health reasons or due to caring responsibilities) then you should discuss this with your manager. New work rotas may need to be established to enable colleagues to work effectively remotely and on campus when needed. This process should take into account individuals’ circumstances as well as the work that is required on campus.
Ensure that you have completed relevant training prior to returning to campus and starting work.
Heads of Department are responsible for signing off that managers have completed risk assessments and the necessary actions identified to ensure safe working. If you have any concerns you can discuss these with your Line manager or your HoD.
Make sure you keep up to date with latest University guidance on our Covid Secure arrangements.

Personal circumstances

There are a number of personal circumstances that may affect your confidence and ability to return to campus working. These include:

Having an underlying heath condition that makes you particularly vulnerable to Covid-19
Being from part of the population disproportionately affected by Covid-19, such as members of the BAME community or those over the age of 70
Being pregnant
Having a close family member that they are living with or have caring responsibilities for who fall into any of the categories above
Having childcare responsibilities due to the closure or partial closure of schools or nurseries

There may be other reasons for you to feel anxious about returning to work on campus.

In the first instance, it is important to have an honest dialogue with your manager about any health reasons or other anxieties about returning to campus. The University is committed to making arrangements so that anyone who is able to return to campus can do so confidently, assured that a safe working environment is in place.

If you are unable to attend campus, your manager should ensure that you have the necessary support to work effectively at home, including necessary equipment.

For any health-related individual circumstances that cannot be resolved in terms of establishing a working pattern, consider a referral to the HR Operations Teams for further Occupational Heath advice.
Prepare an individualised risk assessment to address specific concerns that require an individualised response.

We are aiming to reach a position where those staff who need to work on campus feel confident to do so, and where arrangements for remote and campus working are complementary and effective.

If you are unable to find a solution that enables you to fulfil your role, you and your manager should seek advice from your HR Advisor.

Following return

Once you are back working on campus, there will be expectations around conduct and behaviour that won’t be the same as normal times. These are mostly concerned with social distancing and hygiene and you will be provided with detailed guidance. You should adhere to these standards at all times, and feel free to raise with your manager any occasion or activity that makes you uncomfortable.

Here are some further tips:

Check in with your colleagues and manager regularly for mutual support and to deal with any concerns or queries that you may have. This is especially important if you are working on a rota basis or non-conventional working hours.
Make yourself aware of the risk assessments to make sure that they are being complied with and raise the issue quickly if they aren’t. It may be necessary to make changes to working practices once people are back working on campus.
Encourage a culture that enables people to speak up if they’re feeling uncomfortable (e.g. if someone isn’t complying with the social distancing rules).
Continue to take annual leave to make sure you have a healthy work-life balance.
When working at home, develop some way of “signing off” to signal to yourself and others that your working day is over, in the interest of you own wellbeing. You could do this by changing your status in Microsoft Teams to “Away” or “Do Not Disturb”. You might also want to do this when you need to focus on specific tasks.

If you, or a member of your household, develop symptoms of COVID-19, then you must strictly follow the government’s isolation procedures and not come to campus. You should advise your line manager as soon as is possible of any test outcomes. If the test is positive but you are well enough (and your role allows it) you can work remotely, but you should not risk making your health worse and should report sickness absence if you are too unwell to work.

Lateral Flow Testing

We are encouraging all people who will be regularly working in or visiting University buildings to participate in the Lateral Flow Testing programme that the University is delivering at the Edge. All staff are entitled to take up to two tests per week regardless f whether they work on Camus or in the City. Other staff may also access testing services if they wish to do so. Full details on test arrangements are available here.

Furloughed Staff

If you have been placed on furlough you may have had a considerable period out of the workplace, and will not necessarily be aware of what has happened, what has changed and how the rest of the department / team is working now. It’s therefore important that you are re-inducted into the workplace effectively so that you can resume work. Make sure you access the re-induction resources being prepared by the University.

In addition to one-to-one conversations with your manager, you may also wish to consider:

Having a “buddy” from among the staff who have not been furloughed.
Talking to other members of your team, and colleagues you know from other departments, about their experiences and current work.
Attending in-person and virtual team meetings and informal group discussions to ease back into the University community.

Sources of support

The HR Operations Team, HR Advisors and the Safety, Health and Employee Wellbeing service are all available for further support and guidance. TU reps are also available to support their members.

Returning to work on campus: guidance for staff

This guidance applies to all staff returning to work on campus.