Last reviewed: 17 September
What is the Five Steps plan that Oxford Brookes has introduced to help to ensure a safe return to work?
The University is operating a Five Steps process to working safely at Oxford Brookes which we will be implementing for Semester 1, and which aligns with Government guidance on reopening workplaces. The five steps are:
- Carry out a Covid-19 risk assessment
- Develop cleaning, handwashing and hygiene procedures
- Maintain 2m social distancing, where possible
- Where people cannot be 2m apart, manage transmission risk.
- Help people to work from home, where possible
Further detail on each of these steps are detailed in the answers below. The full document is also available for you to read.
What is the process for reopening an area on campus?
Department Managers must ensure that the following five stages are followed before the reopening of their business area is possible:1. Seek internal approval through either your Faculty Executive Team or Directorate leadership team that the business activity is deemed essential to reopen on campus. If approved, a member of these committees will add this business activity to the Reopening Tracker.
2. A risk assessment of the activity to be reopened must be undertaken if it is not already covered within the existing workspace risk assessments.
3. The risk assessment will be reviewed by Health & Safety for approval.
4. Once approved, each business area will be responsible for ensuring the measures in this risk assessment are carried out, prior to returning to site, and communicating this with impacted staff. These measures may include procurement of PPE, installing signage, hand sanitisers, moving or removing furniture. For some of this activity, staff may need to raise a request with Estates and Campus Services (e.g. installing sanitiser pumps on walls or removing large furniture) by emailing:
- Headington Campus: firstname.lastname@example.org
- Harcourt Hill Campus and Marston Road site: email@example.com
- Wheatley Campus: firstname.lastname@example.org
- Swindon Campus: email@example.com
5. Simultaneously with the above space/activity risk assessment, line managers also need to ensure that all staff required to return to campus undertake an individual health risk assessment. See guidance for staff returning to work.
6. The responsible business owner is accountable for the final sign off to confirm that all measures identified through both the space/activity risk assessment and the person risk assessment have been completed before the service reopens.
I am responsible for ensuring appropriate Personal Protective Equipment (PPE) for my business area, what is the process I need to follow?
PPE for faculties and directorates must be procured in line with the University’s procurement framework and usual procurement processes and all costs associated with orders for Covid-19 PPE must be attributed to the Covid-19 Activity code. Please refer to the Requisition of PPE process for further information.
Due to stock availability and lead times it is important this is undertaken as soon as possible. The Procurement Team has advised Directors and Faculty Heads of Operations on the deadlines and arrangements for this.
I am responsible for ensuring workplace signage and printing for business areas - what is the process?
The Print Services Team (Brookes Print) have provided appropriate generic signage via an online shop. When using the online shop staff will be required to log in using their staff details. Covid-19 work space signage can then be selected from the drop-down menu. Bespoke signage must be procured directly by the faculty/directorate by emailing firstname.lastname@example.org.
Has the University planned for the ventilation systems used in buildings?
A ventilation strategy has been developed for Oxford Brookes’ Health and Safety Group and provides the University with an understanding of the types of ventilation systems within non-domestic buildings and their optimal use in the context of Covid-19.
Prior to its implementation, the University has considered the potential transmission of Covid-19 and is drawing upon latest industry advice and best practice, as issued by the Chartered Institution of Building Services Engineers, the Federation of European Heating, Ventilation and Air Conditioning and the Building Engineering Services Association. Colleagues in Estates and Campus Services will ensure that ventilation systems are operating in such a way to help reduce the risk of viral infection transmission indoors.
Any requests for changes to ventilation use in the University’s non-domestic buildings, which will be conducted outside of normal business hours, should be raised via Service Now. Staff are encouraged to keep windows open to keep a steady flow of fresh air, particularly in teaching rooms and shared offices.