Working on campus

Updated 22 September 2021

As announced earlier in the year, the return of activities to campus will continue gradually, phased over the coming months. Our working together to stay safe measures are there to keep us all safe. 

Our key focus is on the health, safety and wellbeing of all members of our University community and as a guiding principle, we urge consideration, collegiality and respect for each other, particularly as we all get used to the changes in the government guidance.  

Arrangements will be communicated by heads of schools and services, and until then current working, teaching and research arrangements will continue. 

If you have been working on campus due to domestic or personal reasons, you will be able to join your department colleagues in your department’s allocated space in due course. You should continue to work in your current allocated space until asked to relocate. 

For staff notified that they can or should come on to campus, the following measures are in place. 

Before coming to campus

  • Recommended: book onto a campus tour  
  • Recommended: book onto a rediscovering campus day to check your IT equipment/software on campus, visit new or old office spaces and collect any personal belongings. 
  • If this is the first time you have visited campus, request your ID card in advance and collect it on the day by completing the ID card request form. 
  • Refer to IT returning to campus principles and frequently asked questions 
  • Take a Lateral Flow Device Test before returning and then twice weekly after that.
  • If you have any symptoms of coronavirus, do not come to campus. Follow NHS advice and inform your line manager 
  • Please follow information from your head of department, school or service (or appropriate person in your area with responsibility) about your allocated work space, which may not be your usual desk/space.
  • If you need to talk about a reasonable adjustment or specialist equipment, please make contact with your line manager and/or Human Resources who will be able to assist; this may involve a referral to Occupational Health if needed. Alternatively, you can submit a request to discuss reasonable adjustments 
  • Visitors can be invited onto campus, where necessary. If you bring them onto campus, ensure that they follow the University’s rules including COVID-19 control measures, such as induction, hand washing and not coming onto campus if they have COVID-19 symptoms.
  • Remember to do your online health and safety training (fire safety, manual handling and DSE) when you get an email to remind you that it’s due. If you’re doing the DSE training and workstation assessment and you’re working both remotely and on campus, please focus on the workstation that you use the most.
  • If you’re a first aider, see the FAQs and extra guidance available 
  • If you’re a fire warden, see the fire safety webpages
  • If you need support in planning your travel to campus, please see our travel information online or email: sustainability@leeds.ac.uk 
  • Bear in mind that windows are likely to be open so bring extra layers of clothing, especially during colder times.
  • If you’re booking a meeting room, check the current capacity of the room. Booking systems are being updated by the start of term to reflect current capacity limits.

While you’re on campus

We ask that our staff and student community work together to stay safe and follow our safety guidelines 

If you are a member of teaching staff please see our guidance for physical teaching. 

Ventilation

We have increased the fresh air ventilation rate to help dilute any airborne contamination and reduce the risk of exposure to the coronavirus for building users. Changes have been made to increase the fresh air provided to spaces where possible, this includes: 

  • Reviewing ventilation system provision and capability, noting not all ventilation comes from windows.
  • Re-programming and checking all heating and ventilation systems. 
  • Providing 100% fresh air to spaces where practicable by avoiding recirculation of room air. 
  • Running ventilation systems at higher volumes of fresh air flow rates. 
  • Extending the operation of the ventilation systems by two hours at the start and end of each day. 
  • Extending the toilet extract ventilation operating times. Room temperatures may be lower than normally experienced, and drafts may be more noticeable. 
  • Signage on opening windows to remind users to open them for improved ventilation.

Please do open windows where encouraged by signage and don’t cover up any ventilation supply/extract grilles. 

 Toilets

Toilets and other facilities will all be available and we have, where possible, introduced enhanced cleaning routines.  We are also asking people to: 

  • follow any local signage,
  • to ensure effective hand hygiene, make sure you wash your hands correctly. 

 Cleaning

  • We will be maintaining our enhanced cleaning regimes throughout all our buildings. 
  • Materials are provided at cleaning stations to allow you to clean your own or shared work surfaces / workstations / equipment before and after use. Laboratories have specific cleaning requirements to follow. 
  • Hand sanitiser units will be available at entrances and exits and other key locations.
  • If you notice a fault such as a broken hand sanitiser please report this by emailing Estates Helpdesk: eshelp@leeds.ac.uk 
  • If you need some new cleaning materials or notice some supplies need topping up, such as hand sanitiser stations, blue roll, selgiene etc., please use this form for cleaning materials requests or reports. We are trying to use selgiene (sanitising spray) and blue roll whenever possible as this is more environmentally friendly than wipes. Selgiene spray nozzles can be used several times and we can refill bottles if you return empty bottle with lids to Cleaning Services in Hillary Place. When ordering please indicate if you are requiring spray nozzles. 
  • Frequent hand washing and use of hand sanitiser can sometimes cause skin irritation. This can often be prevented with simple moisturisers and barrier creams. Please monitor your own skin condition. If a problem develops, report it to your line manager who can refer you to Occupational Health.

Meetings and shared office spaces

  • Many spaces (and most offices) will have a specified capacity; and in all workspaces you should follow the 1m rule. Your health and safety team can advise.
  • Face to face meetings/ tutorials can be held if you think about the space suitability, local instructions and the personal preferences of those involved.
  • Limit the time you need to spend face to face where possible.
  • Shared meeting space is also available on campus so it may be worthwhile booking a larger room rather than using a small office.
  • Open windows and doors where possible before, during and after meetings. In some spaces, signs will state that the room can only be used with the windows open.
  • Use the cleaning materials provided, before and after using the space, including flexible workstations in offices.
  • Be respectful of people’s concerns. Make sure they feel comfortable with a face to face meeting and if not, meet via Teams.
  • Spaces which have neither opening windows nor mechanical ventilation can be occupied by just one person at a time.
  • Remember to prepare for offices and rooms to be colder than usual – bring layers!

What is the position on vaccination and working on campus?

We continue to encourage all eligible employees to book their vaccination via the NHS website. We will not ask for proof of vaccination to return to work on campus. If you are currently waiting for your second vaccine and you have any concerns around working on campus before you are fully vaccinated, please speak to your line manager of HR representative.  

I have concerns about using public transport to commute to campus. What is the position?

Please refer to the information on our Commuting and travel to campus page. If travelling at a specific time is creating undue difficulty, please discuss your circumstances with your manager, it may be possible to consider a temporary altered/flexible working pattern. 

Who should I speak to if I have concerns about safety related to COVID-19?

  • Please raise any issues around COVID-19 control measures relating to buildings or cleaning with Estates Helpdesk on 0113 343 5555 or eshelp@leeds.ac.uk 
  • Raise any questions on health, safety and wellbeing with the Health and Safety team on safety@leeds.ac.uk 

For safety reasons (fire evacuations, accidents, etc), how will we know who is on site?  

All buildings which are open have gone through rigorous risk assessments in order to be signed off and reopened, this includes procedures for fire safety. All employees will be re-inducted to relevant building(s) as they transition back to working on campus.  

Do we need to use track and trace when working on campus?

In line with Government guidance, there is no requirement to track and trace on campus, however we encourage you to do so where you see the QR code. Anyone testing positive for COVID-19, whether at home or on campus, must let the University know through the COVID report line so we can provide the support that you may need. It also helps us support the NHS track and trace service as needed. You should also let your line manager know.

What is the position on car parking spaces, booking and permits?   

Currently, interim monthly parking permits are available, alongside day parking, through the ParkIT system. Please follow the guidance on the staff parking webpage if you’re working on campus and need to park. 

What does a standard work station look like?

Staff working in professional service zones should bring their University laptop where they have one. If you have been using University laptop to work at home, then we would recommend continuing to use this when you work on Campus; you can connect your laptop to a docking station at a desk 

Is there an expectation that staff need to return equipment such as monitors and office chairs? 

Where staff have taken home any standard equipment such as display screens, keyboards, chairs etc and will continue to need this equipment at home, those do not need to be returned to campus. If any specialist equipment has been taken home and you are required to work on campus going forward, this would need to be returned. If there are any questions in relation to this or you are unsure whether you need to return any equipment, please speak to your line manager or HR representative in the first instance. 

Will there be desks with PC’s to use if I cannot bring my laptop in or do not have one? 

You should bring your University laptop if you have one. There will be a limited number of desktop PC’s in each area, which will be available to use.  

Will my desktop and laptop work when I return to campus?

Unfortunately it cannot be guaranteed that equipment that has been switched off or not used on the University network for a long period will just work. You should allow plenty of time before starting to work on campus, for e.g. updates to be installed, issues to be fixed or equipment provided. This applies to staff working in their previous locations and shared professional service hubs. We encourage you to visit campus as part of the ‘rediscovering campus’ phase to ensure your IT equipment is fully functional when you are attending campus to work.  

How can I get IT support?

The IT Service Desk will be open as normal. The best way to contact the Service Desk is to use the `return to campus’ self-service forms on the IT homepage ’. There will be on site service desks providing safe walk-in support from the start of next academic year (2021/22) and we are increasing our on-site teams who support laptops, desktops and other computer equipment.  For more details see the IT returning to campus knowledge base article

Specialist software (e.g.video editing, photo resizing) was installed on to desktop computers. Will there be more licenses to enable these to be installed on laptops?

We will continue to provide access to specialist software via our normal routes. Additional licences may need to be purchased where we don’t have site licences, 

What printing provision will there be on site?

MyPrint printers are provided across campus. You can print to MyPrint printers from any device connected to either the wireless or wired network. 

I currently have dual screens. Will I still have two screens when desk sharing?

This will be subject to availability, not all workstations will have dual screens  

How can meetings be held with a combination of virtual and physical participants (mixed mode meetings)?

Bookable meeting spaces are available, some of which will have AV equipment available to hold mix mode meetings. Advice and guidance on how best to hold mixed mode meetings will be available shortly.  

Will there be access to private spaces for sensitive or personal conversations and to avoid disturbing others, for instance when presenting?

Yes, bookable meeting spaces are available; some of which will have AV equipment. Capacities will be temporarily reduced in some cases.

Will we still have access to kitchen facilities (fridge/microwave/toaster etc) and shower facilities?

Yes, areas will have facilities for making drinks, storing items etc, we ask that you clean down any equipment after use using the cleaning products available. Some buildings also have shower facilities available for staff to use and further details will be provided during the rediscovering campus phase. Members of staff can also use shower facilities provided at The Edge, until midday, free of charge.  

Can we still share equipment, resources, etc?

Yes, shared resources including print facilities, items in kitchens – fridges, cutlery, kettles etc, stationery stores, file archives, equipment shared between groups etc – can now be used. Please clean them before and after use.

In shared work spaces, do I have to pack up my work setting each night and clean my desk? 

Yes, you are responsible for clearing your workstation at the end of each day by clearing away any documents etc and sanitising the workstation with the equipment provided, even if this is a desk you use on a regular basis.  

Will there be plants?

Office spaces will have some plants situated around the working areas, as they did previously.   

Why do some buildings have covid measures in place but others don’t?

Campus is many things to many people. Across campus, we will have a wide variety of activities taking place, each with its own requirements that we need to have in place as an employer, as a place of study and as a social space.  For example, most buildings may have removed one way signage, however there will be some buildings who keep such a restriction in place it is supports a safer movement around a building.  

What happens if someone in my area tests positive for COVID-19?

  • If a positive COVID case is identified on campus an investigation will be completed and close contacts will be notified.
  • The University is constantly in contact with the local public health team and will follow their direction for any additional measures needed.