COVIDSAFE PLAN
Prepared by:
Critical Incident & Business Continuity Coordinator COVID Safe Operations Lead
Version 4.15 10/09/2021
Victoria University, CRICOS No. 00124K (Melbourne), 02475D (Sydney), RTO 3113
CONTENTS
EXECUTIVE SUMMARY 7 PURPOSE 8 SCOPE 8 DEFINITIONS 9 GUIDING PRINCIPLES 11 GENERAL REQUIREMENTS 12 1. COLLEGES & DEPARTMENTS 12 a. COVIDSafe return to Campus 12 b. Consultation process 12 c. Students & staff wellbeing 13 d. Return to campus levels 13 e. Current Operational Level 15 f. Implementation & review safety checklist & JSAs 15 2. STAFF RESPONSIBILITIES 15 3. GENERAL RESPONSIBILITIES 15 a. Arrangements for vulnerable individuals &/or vulnerable circumstances 16 b. Staff health & staffing levels 16 c. Campus access & travel 17 ACTIVITY – SPECIFIC REQUIREMENTS 18 1. GENERAL ACTIVITIES OF STAFF & STUDENTS 18 a. Safe return of heavy &/or bulky equipment to campus 18 b. Public facing areas 18 c. Sole occupancy offices 19 d. Multi-occupancy offices (shared or open plan) 19 e. Shared workstations (‘hot-desking’) 20 f. Business meetings 20 g. A 4m² rule applies to all non-student facing spaces Including Library. 20 h. Computer labs 21 i. Shared lunchrooms, kitchens & common areas 21 j. work-related travel 21 k. Social Gatherings 22
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l. Pool vehicles 22 m. Personal protective equipment (PPE) 22 n. On campus activity Inductions 23 o. Temperature checks 23 p. Cyber Safety when online working from home 23 q. Daily Health screening 23 r. Campus entry requirements 25 2. TEACHING & LEARNING 25 a. Group sizes 25 b. Laboratories & specialist learning spaces 26 c. Field-based studies & student excursions 26 d. Placements 26 Studio-based activities 27 e. Clinical/human participants 27 f. Exams & assessments 28 g. Accessing offices during the teaching period 28 3. RESEARCH 29 a. General requirements 29 b. Specific requirements 30 4. OTHER SERVICES & ACTIVITIES 31 a. Community visits & events 31 b. Workshops & conferences 32 c. Campus tours & open days 32 d. Galleries & other exhibition spaces 32 e. Outdoor areas of campuses 32 f. Visitors 32 g. Student groups & clubs 33 h. On-campus childcare centres 33 i. Commercial arrangements 33 j. retail (food) arrangements 34 EMERGENCY MANAGEMENT 35 1. PLANNING 35 COVID-19 INCIDENT Management 36 1. FIRST AID 36
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First aid advice for a person (patient) with influenza type symptoms in relation to COVID- 19 36 a. First action 36 b. Assessment 36 c. Remember ‘DRSABCD’ 37 d. Use of PPE in response kit 37 e. Transportation of patient to hospital 37 f. Post incident protection 38 g. Delivering CPR 38 2. RESPONSE – Suspected or confirmed COVID-19 case 38 3. RESPONSE – Cleaning regime for COVID-19 cases 38 4. RESPONSE – Reporting of tests 39 5. RESPONSE – isolation/Quarantine 39 6. RESPONSE – Returning to campus after COVID-19 40 7. RESPONSE - Contact Tracing 40 8. Worker and Study Permits for Victoria University students and staff 42 9 RESPONSE - Mandatory Reporting to WorkSafe Victoria 44 10 RESPONSE - Communication 44 11. Vaccination 46 FURTHER INFORMATION 47 APPENDICES 48 APPENDIX 1 48 Victoria University transition to campus process 48 APPENDIX 2 49 Quick reference guide working from home: health safety & wellbeing 49 APPENDIX 3 51 COVID-19 Return to campus guide for managers 51 APPENDIX 4 63 COVID-19 JSA – Template 63 APPENDIX 5 64 VU SAFE – COVID DAILY SCREENING GUIDE 64 APPENDIX 6 67 A risk response guide to musical activities at Victoria University (VU) 67 Appendix 7 72 Events checklist – VU Hosting Off site 73
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Glossary of terms 74 COVID Safety Officer 74 COVID Attendees guide 74 Cleaning 74 COVID Safe Events 74 Action 75 Hotspots 75 Contact Tracing 75 Physical Distancing 75 Hand Hygiene and Infection Prevention 76 Unwell 76 Daily Health Screening 76 Masks 76 Exhibitors/Displays 77 Eating 77 COVID Incident 77 Appendix 1 – Attendees Guide 77 Events checklist 77 Glossary of terms 79 Pre Event 79 Travel to event 79 Registration for events 80 Event 81 Leaving the event 82 On arrival at home 82 COVID Incident 82 Presenter/Exhibitor/Booth host 83 Appendix Two – Health Screening Questions – Option 3 83 Appendix 8 84 Events checklist – VU Hosting Off site 85 Glossary of terms 86 COVID Safety Officer 86 COVID Attendees guide 86 Cleaning 86 COVID Safe Events 86
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Action 87 Hotspots 87 Contact Tracing 87 Physical Distancing 88 Hand Hygiene and Infection Prevention 88 Unwell 88 Daily Health Screening 88 Masks 89 Exhibitors/Displays 89 Eating 89 COVID Incident 89 Appendix 1 – Attendees Guide 89 Appendix Two – Health Screening Questions 94 Appendix 9 95 Events checklist 96 Glossary of terms 97 Pre Event 97 Travel to event 97 Registration for events 98 Event 99 Leaving the event 100 On arrival at home 100 COVID Incident 100 Presenter/Exhibitor/Booth host 100 Appendix 10 102 Manual VU SAFE app form 102
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EXECUTIVE SUMMARY This document represents the processes to prevent and mitigate risks that COVID-19 presents to the university. The ultimate aim of the plan is to ensure a safe and progressive student focused learning environment that will accommodate the needs of the vast majority of the VU Community. This plan aligns with the strategic direction of the COVID Operational Plan – Phase 2 released in April 2021. This plan will ensure compliance with the Victorian Government’s Chief Health Officer Directives as well as the New South Wales Governments Chief Health Officers advice. The plan is written under the banner of one university and encompasses the higher education, Research, Polytechnic and the Secondary School attendees through the VCE/VCAL and VETiS programs. This plan adopts VU’s five principles of COVID Safe Decision Making 1.Health, safety and well-being focused In all that we do, we give priority to the health, safety and well-being of our students, staff colleagues and communities. 2.Nimble and quick We will be agile and adaptable in our decision- making, planning and implementation -to address changes in our operating environment. 3.Logical and evidence-based All our decisions and actions are informed by evidence and the latest advice from the government and relevant health authorities. 4.Hybrid approach Our operating model relies upon the most suitable hybrid strategy–employing technologies and ‘in person’ solutions, often concurrently. 5.Sensible and easy to understand In the context of our common-sense approach, our decisions and actions are easy to explain in simple language. They make sense to our stakeholders and colleagues.
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PURPOSE This document provides a single source of information on how Victoria University will manage the planning, response and recovery from the COVID-19 Pandemic. This is applicable to all University campuses and University controlled entities and is prepared to support the Federal and State Government guidelines. The development of this document has been informed by other agencies/authorities including WorkSafe Victoria, Safe Work Australia, Universities Australia and more broadly World Health Organization principles. It aims to maintain the health and safety of all members of the university community during the gradual process of returning activities back to campus.
SCOPE This plan applies to all activities and premises of Victoria University Australia. Whilst the COVID-19 situation is fluid and constantly changing, this document will cover the requirements for a safe return to campus. This document shall remain current until further notice. This document will be updated following any changes in Government recommendations in response to the pandemic and subsequently the outcomes of COVID-19 task force meetings. Any printed version of this document may not be the current version.
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DEFINITIONS TERM DEFINITION
COVID19 An infectious disease caused by a strain of the coronavirus group of viruses. The COVID-19 term includes all individual mutations or strains of the original coronavirus identified in 2019 from Wuhan Provence in China. Symptoms include fever, coughing, sore throat, and shortness of breath. The virus can spread from person to person, but strict adherence to good hygiene practices and to physical distancing rules can reduce the risk of infection. YOU MUST NOT ATTEND UNIVERSITY IF YOU ARE UNWELL OR SICK. Any person who is feeling unwell or has any of the following symptoms are advised to stay away from campus and immediately seek medical attention. Fever Sore throat Coughing/sneezing Running nose Loss of sense of taste/smell It is important to note that these symptoms can also be symptoms of a host of other illnesses and infections. The presence of one or more symptoms is not sufficient for diagnosis. If you have one or more symptoms you should consult your local doctor. If you feel unwell whilst on campus, leave as soon as you begin to feel unwell. Seek medical advice from a doctor or health practitioner. Inform your manager/lecturer/teacher by phone or email.
GOOD PERSONAL Wash your hands regularly for 20 to 30 seconds with soap and HYGIENE water. If soap and water are not available, use a hand sanitiser with PRACTICES at least 60 per cent alcohol. (Hand sanitiser does not replace washing your hands after using the toilet – use soap and water.) Use soap and water if your hands are visibly soiled. Avoid touching your eyes, nose and mouth. Cover your mouth and nose with a tissue when coughing or sneezing, or cough or sneeze into your elbow.
GOOD HYGIENE The virus responsible for COVID-19 can survive on surfaces for PRACTICES – many hours but is readily inactivated by cleaning and disinfection. ENVIRONMENTAL Whilst the overall responsibility for general environmental cleaning CLEANING & and disinfection is that of Facilities Services (public areas and DISINFECTION shared facilities), it is everyone’s responsibility to clean areas before and after use. To reduce the spread of the virus, arrangements must be in place to
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clean and disinfect: frequently touched surfaces such as benchtops, desks, doorknobs, taps and handrails; frequently used objects such as shared computers, photocopiers, laboratory and workshop equipment, sports equipment, and outdoor equipment; and toilets, showers and bathrooms. These arrangements must be compliant with government directives, such as Safe Work Australia’s How to clean and disinfect your workplace (PDF, 899 KB).
PHYSICAL Separating all people present on university campuses as much DISTANCING as possible in all locations. Density quotients do not apply for RULES student areas in education including higher education. These include that we: should keep a distance of 1.5 metre between yourself and other people at all times where practical (the ‘1.5m rule’); should avoid crowds and large public gatherings whenever possible; and should avoid shaking hands, hugging, or kissing other people;
UNIVERSITY All persons on or off campus who have an association with Victoria COMMUNITY University, including students, staff, members of Council and committees, tenants, visitors, contractors, consultants, volunteers and people representing the University off-campus.
ESSENTIAL Access to campus to carry out essential services only. This relates ACCESS to building maintenance activities including labs, critical research activities and specialist equipment etc.
For definitions of other terms used in this document, refer to Victoria University’s Intranet.
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GUIDING PRINCIPLES Victoria University:
Commits to fully implementing the Commonwealth and State Government requirements to stop the spread of COVID-19 and to keep the community safe and healthy.
Plans to maintain sustainable on-campus activities whilst also ensuring that those students and staff who cannot attend on campus are accommodated by either a blended or online learning model.
Places the ongoing and sustainable on campus process within the context of the university’s occupational health and safety responsibilities, with due consideration for the equitable treatment of all members of the university community, including those who may face special challenges or risks in relation to the pandemic (e.g. vulnerable workers).
Applies specific sector-based requirements to all entities on campus where relevant (e.g. childcare centres, schools, sporting facilities, cafes, libraries, etc.).
Strongly encourages all members of the university community to download and utilise the COVID Safe app to assist in contact tracing, recognising that it is an individual’s choice.
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GENERAL REQUIREMENTS 1. COLLEGES & DEPARTMENTS a. COVIDSAFE RETURN TO CAMPUS The university is operating in or preparing to operate fully in the Level A model.
b. CONSULTATION PROCESS Each portfolio’s VCE/senior executive must ensure their regular occupational health and safety management activities are maintained throughout the pandemic response, recovery and return to campus. Refer to the OHS Consultation and Participation Procedure.
Consultation mechanisms which enable communication flow across the portfolio to consult with employees, employee representatives and contractors, so far as reasonably practicable on COVID-19 OHS issues and changes in their workplace that may affect their health and safety.
Consultation with other people including students, visitors, neighbours and others conducting businesses or undertakings that may be affected by Victoria University's activities
Reporting incidents, including suspected or confirmed cases of COVID-19 infection
Maintaining their program of implementation of their Annual OHS Plans and risk assessments with new provisions addressing COVID-19 risks
Holding regular safety committee meetings with COVID-19 as an agenda item; and
Regular inspections of implementation of COVID-19 control measures as necessary.
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c. STUDENTS & STAFF WELLBEING During the COVID-19 pandemic the physical and psychological monitoring of staff and students will continue to ensure that physical and mental health well-being is being considered as an important factor for students and staff. Initiatives like Students Welfare for students and Employee Assistance Program (EAP) for staff are in place. Moreover a dedicated webpage support and wellbeing during COVID-19 is also available. A Quick Reference Guide for Working from Home: Health safety and wellbeing is also prepared and is attached as an appendix 2. d. RETURN TO CAMPUS LEVELS As shown in the above diagram the return to campus process consists of four different levels (D, C, B and A). Each of the levels is explained below;
LEVEL D: University Campus remained closed based on the government restrictions or direction(s).
LEVEL C: University campuses are closed to staff, students and visitors. All campus activities must be conducted remotely except for essential and approved activities. Any on campus activity during Level C requires senior management approval and completion of COVID-19 safety checklist.
LEVEL B: At this time all university campuses are only allowing essential and approved on-campus activities. Essential activities are defined as requiring restricted access for priority teaching, learning, assessment and research. E.g.: Students due to complete their studies, including international students with visa timelines
Students who have had their studies delayed due to digitally supported remote mode (e.g. assessment tasks required face-to-face contact, lab/practical units not run)
Students with internet or computer access or safety/wellbeing issues at home and/or
Staff and students who are conducting research that requires access to specialist equipment or services that are only accessible in on-campus labs. Any on campus activity during Level B requires senior management approval and completion of the COVID-19 Safety checklist. REQUEST PROCESS FOR ON CAMPUS ACTIVITY If an activity falls within the definition of essential activity and it is required to make an application, below steps are to be followed. Return to Campus processes are to be approved and managed by the relevant work
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area manager/supervisor as approved by the Senior Leadership Group (SLG) member.
# STEP RESPONSIBLE Discuss your activity with the relevant Dean or 1 Applicant Executive Director in your area
Confirm space availability: 2 Teaching & Learning or Other - [email protected] Applicant Research - Technical Services Manager
Complete the operational plan as per appendix 3 of Manager and the SLG 3 this plan Member
4 Application assessment SLG Member
5 Relevant teams will prepare to operationalise the Resources approved request
6 Applicant undertakes approved activity on campus Manager
JOB SAFETY ANALYSIS (JSA) For some specific activities a Job Safety Analysis (JSA) may also be prepared with assistance of VU HSW department. AREA PREPARATION & ACCESS Liaison with security and facility services should occur to arrange for appropriate access and cleaning activity prior to returning to campus and during on campus activities. All COVID-19 general guidelines to be strictly followed while working or studying on campus.
LEVEL A Staff and students shall be allowed to return to campus under implementation of COVID-19 safety requirements. These requirements shall continue to be in place until further ease of restrictions to the new normal is announced. The following requirements will apply:
The development, implementation and resourcing of environmental cleaning and disinfection programs for the areas and equipment they control (1) that are compliant with government directives such as Safe Work Australia’s How to clean and disinfect your workplace.
The practical implementation of any physical distancing rules in all the areas and activities they use, including classrooms/lecture theatres, laboratories, workshops, common areas (e.g. lunchrooms, meeting rooms), etc.
The restrictions applicable to public gatherings, including queues.
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The provision and use of personal protective equipment (PPE)(2), as applicable to meet their specific conditions and activities; and
Regular communication and updates on good hygiene practices and physical distancing rules to staff and students (e.g. via notice boards, emails, signage, within classes, etc.) consistent with government and corporate messaging.
e. CURRENT OPERATIONAL LEVEL The university is currently operating in Level C operations. All transition to campus activities must comply with the requirement of “if you can work or study from home, you must work or study from home”. Anyone attending campus must have a permit issued to them.
f. IMPLEMENTATION & REVIEW SAFETY CHECKLIST & JSAs College Units and Departments must coordinate and monitor the implementation of COVID Safe Checklist items and the JSA Control measures. Any non-conformances must be addressed in coordination meetings, safety committee meetings and VU Quick Safe incident management system.
2. STAFF RESPONSIBILITIES
All staff will be advised and will be required to work with their managers/supervisors to ensure a COVID Safe working environment. This will require staff to undertake some personal precautions to assist in ensuring their own safety and that of others is maintained. These activities will be developed in the local COVID plan but may include;
Wiping down workspace areas at the beginning and at the end of each workday;
Ensuring that if they are unwell, they then stay at home;
Engaging in an appropriate hygiene regime such as regular hand washing;
Using a facemask when physical distancing of 1.5m cannot be maintained or as directed by the Chief Health Officer.
Logging on to the University Wifi Network (eduroam)
Completing the VU Safe Daily Screening questions each day prior to attending on campus.
3. GENERAL RESPONSIBILITIES All members of the university community must contribute actively to the university’s efforts by strictly adhering to good hygiene practices and physical distancing, as well as complying with specific requirements implemented in their areas. The university strongly encourages all people who take part in its activities or visit the university to download and utilise the COVIDSafe app. In addition, the following measures apply:
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Members of the university community who feel they face special challenges or risks in relation to the pandemic, for whatever reason, must consult with their manager/lecturer/teacher before returning back to campus; Refer to the relevant P&C advice relating to Vulnerable Individuals
Those who face special challenges or risks in relation to the pandemic because of health conditions should seek medical advice from their health practitioner for informed decision-making regarding the suitability of returning back to the university environment.
Users of indoor facilities should increase the amount of fresh air by opening windows or adjusting air conditioning with the help of VU facilities services where it is appropriate to do so; and
All non-essential activities and events must be recorded, managed, and coordinated with an the relevant manager or supervisor. deferred or cancelled. a. ARRANGEMENTS FOR VULNERABLE INDIVIDUALS &/OR VULNERABLE CIRCUMSTANCES The following safety and health arrangements are to be followed for individuals who have pre-existing medical conditions that render them more vulnerable to the health risks of the coronavirus infection. Note: Arrangements for those who may be Carers of vulnerable persons will also need to be considered on a case-to-case basis.
managers, supervisors, and people and culture should identify staff who fall in the vulnerable individual or vulnerable circumstance category so they can ensure that they are given adequate protection and support to enable them to adhere to government health recommendations;
no individuals in the vulnerable category should be expected to come to campus during the pandemic crisis or during recovery from lockdown restrictions;
those vulnerable individuals who cannot work from home and / or wish to return to work in some capacity should be offered additional protections so that they can achieve effective physical distancing at all times whilst on campus;
managers / supervisors to consider provision of alternative work duties for staff who may not be able to complete their normal work function from home; and
a review of staff roles and safety arrangements should be non-discriminatory and be based on equality considerations and characteristics as per the ‘The Equal Opportunity Act 2010’. b. STAFF HEALTH & STAFFING LEVELS The following safety arrangements should apply to staff health or staffing levels: staff who are sick or self-isolating should phone their manager/supervisor immediately and not attend work on campus until they receive medical clearance to do so;
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communication is to be sent out that no member of staff or students should come to campus if they are self-isolating, they have COVID-19 symptoms, or if they feel unwell;
managers / supervisors should consider temporary departmental closure or operational adjustments if staffing is reduced to unsafe levels. c. CAMPUS ACCESS & TRAVEL Access to campus is limited to those activities that must be delivered on campus. If you can work or study from home, you should work or study from home. Further information can be sort through the VU COVID Team via email [email protected].
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ACTIVITY – SPECIFIC REQUIREMENTS The requirements in this section apply in addition to the general requirements outlined in section 5 (as above).
1. GENERAL ACTIVITIES OF STAFF & STUDENTS
a. SAFE RETURN OF HEAVY &/OR BULKY EQUIPMENT TO CAMPUS After the extended work from home requirements and a potential for staff to continue to work from home on a part-time arrangement, it is recognised that this process may present risks for staff who need to bring back heavy or bulky office equipment, furniture, or other items they have been authorised to take home for work. In addition, there are possible risks associated with reconnecting some equipment to the electricity supply, awkward access to power points, etc. Managers who can foresee possible risks to the health or safety of their staff in this return to campus process need to engage in consultation with the relevant staff member(s) to ensure that appropriate risk control measures and resources have been implemented. They must incorporate this activity in a Job safety Analysis (JSA) as a separate step to identify, assess and control risks. (ergonomics, manual handling, electrical safety, slip trip and falls etc.).
b. PUBLIC FACING AREAS A 4m² rule applies to all non-student facing spaces. Staff in single occupancy offices must not allow any person to enter their office space as meetings are prohibited. College Units and Departments that operate public facing areas must ensure that their practices are compliant with government directives. These provisions must include the following:
The provision and use of appropriate hand hygiene products in each public/counter area;
Signage for good personal hygiene practices;
Effective measures to support physical distancing rules (e.g. floor markings, and signage);
The development, implementation and resourcing of a local program of environmental cleaning and disinfection; and
The elimination or minimisation of interactions requiring shared contact with objects (paper forms, pens, cash, tactile displays and touch screens, etc.)
Effective recording of those working in and those attending the public facing facilities to ensure appropriate contact tracing can occur if required.
For areas that can be accessed by the public, the 4m² rule applies. This does not apply to areas that is only accessed by students for student based activities. Depending on the results of consultation with staff, the provision of clear shields
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between staff and students/customers (‘sneeze guards’) may also need to be considered. Further information on these may be sourced from Facilities Services, via the Facility Services Help Desk. c. SOLE OCCUPANCY OFFICES A 4m² rule applies to all non-student facing spaces. Due to staff restrictions areas have not and cannot be assessed during the lockdown period. Staff in single occupancy offices must not allow any person to enter their office space as meetings are prohibited. Staff/students who have access to offices where they are the only occupant can work from these spaces in compliance with the COVID-19 prevention/mitigation as identified in the local work area plan. Please refer to the current government and university directive on face masks. At times when face masks are mandated in all indoor spaces this includes all offices even when you are in an office space on your own. Given the current restrictions, office areas may not be cleaned in accordance with the restricting of staff on to campus. Please ensure that any waste bins are placed in the hallways outside of the office. When returning to a campus and accessing an office or workspace it is the responsibility of the approving manager/supervisor/SLG member or Dean to ensure that the following responsibilities are maintained; • The occupier is responsible for cleaning the work area prior to and after the use of the area. This includes wiping down the work surfaces and any equipment that was used during the work period. Sanitizer wipes will be made available in all areas and can be organised through the facility services help desk. The cleaning of the area includes the emptying of individual rubbish bins. • The occupier will be responsible for providing their own cutlery and crockery including mug or drink bottle. Shared Cutlery and Crockery is not permitted. • The use of refrigerators, microwave ovens, and other shared facilities may be used but it is the users responsibility to clean these before and after access/use. Sanitizer wipes can be arranged through the facility help desk. Under the new COVID Normal Practices, it is the staff members responsibility to undertake cleaning of their individual workspace at the beginning and at the end of each work period. This is regardless of whether this is a shared or solely occupied space. d. MULTI-OCCUPANCY OFFICES (SHARED OR OPEN PLAN) A 4m² rule applies to all non-student facing spaces. Due to staff restrictions areas have not and cannot be assessed during the lockdown period. Local management must ensure that appropriate physical distancing measures are included in their COVID-19 return to campus requirements. These measures may include staggered hours or rosters. The user of the office space will be responsible for ensuring that the space is cleaned prior to the commencement of use and at the completion of use.
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Please refer to the current government and university directive on face masks. At times when face masks are mandated in all indoor spaces this includes all offices even when you are in an office space on your own. When returning to and accessing an office it must be acknowledged that whilst Facilities is making every effort to facilitate reactivation, a full cleaning regime may not have been fully reinstated for that area. It is the responsibility of the approving manager/supervisor/SLG member or Dean to ensure that the following responsibilities are maintained; • The occupier is responsible for cleaning the work area prior to and after the use of the area. Sanitizer wipes can be organised through the facility services help desk. The cleaning of the area includes the emptying of rubbish bins. • The occupier will be responsible for providing their own cutlery and crockery including mug or drink bottle. Shared Cutlery and Crockery is not permitted. • The use of refrigerators, microwave ovens, and other shared facilities may be used but it is the users responsibility to clean these before and after access/use. Sanitizer wipes can be arranged through the facility help desk. Upon returning to the campus under the new COVID Normal Practices, it is the staff members responsibility to undertake cleaning of their individual workspace at the beginning and at the end of each work period. This is regardless of whether this is a shared or solely occupied space. e. SHARED WORKSTATIONS (‘HOT-DESKING’) A 4m² rule applies to all non-student facing spaces. Due to staff restrictions areas have not and cannot be assessed during the lockdown period. Hot-desking presents obvious challenges during a pandemic and use must therefore be avoided or minimised wherever possible. Where hot-desking cannot be avoided, departments and colleges management must:
Develop, implement and adequately resource the environmental cleaning and disinfection programs required for the prevention of cross-infection;
Implement measures to ensure compliance with Chief Health Officers physical distancing requirements, which may include staggered hours or rosters; and
Include all relevant details of the hot-desking risk control measures in their Return to Campus local plan (appendix 3).
f. BUSINESS MEETINGS Face-to-face meetings cannot be held. g. A 4M² RULE APPLIES TO ALL NON-STUDENT FACING SPACES INCLUDING LIBRARY. Library management may need to adjust the layout of the library space to enable physical distancing (e.g. limit number to access, limit chairs/tables, install screens,
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etc.). Library staff should promote self-service access (e.g. checking out/in books) and the use of electronic resources rather than hardcopy. Online support services, via digital platforms (e.g. video conferencing, email, etc.) should continue where appropriate. Please refer to the current government and university directive on face masks. At times when face masks are mandated in all indoor spaces this includes all spaces in the library even when you are in a space on your own. h. COMPUTER LABS A 4m² rule applies to all non-student facing spaces. Due to staff restrictions areas have not and cannot be assessed during the lockdown period. Staff in single occupancy offices must not allow any person to enter their office space as meetings are prohibited. Appropriate hand hygiene and cleaning products must be available in all computer labs with signage to promote pre-use and post-use cleaning. The physical distancing measures already implemented (online booking system, reduction on the numbers of computers used at any one time, etc.) must be maintained until further notice. All students and staff are to follow the directions of the Lab Services team for COVID Safe practices in this area i. SHARED LUNCHROOMS, KITCHENS & COMMON AREAS Visitors must use the building QR Code. (QR Codes are for visitors only). Kitchens are open to access hot/cold water only. The use of microwaves and fridges are permitted but should be wiped down by the user before and after use. The use of shared crockery and cutlery is not permitted. The sharing of food items is not permitted. j. WORK-RELATED TRAVEL Work Related Travel Please note that isolation and quarantine provisions now apply across most states for Victorians wishing to travel outside of Victoria. Any travel must be considered with regards to the destination conditions. COVID Hotspots as identified by relevant state authorities must be avoided. When travelling all reasonable COVID Safety considerations must be applied, such as personal hygiene, use of facemasks etc. Travel restrictions may change suddenly. If there is any change to the conditions, the applicant must reconsider their travel. Any changes prior to travelling must be reapproved by the initial approver. If there are any changes introduced or implemented whilst travelling, the person travelling must immediately notify their supervisor.
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Intrastate travel is subject to current restrictions. Any travel must be only undertaken in accordance with these restrictions.
k. SOCIAL GATHERINGS Gatherings are restricted to a maximum of 10 people in outdoor settings.
l. POOL VEHICLES Facilities Services must make appropriate hand hygiene and cleaning products available in pool vehicles with signage to promote pre-use and post-use cleaning. Users of pool vehicles must clean all frequently touched components of the vehicle and key-box before and after use (i.e. key box and control panel, vehicle keys, door handles; steering wheel; gearshift lever; and all control switches and levers) no matter how short the trip was. The driver must set the vehicle’s air-conditioning system to fresh air mode rather than re-circulation. Facilities services will ensure that only vehicles that have been booked will be used. The booking system will be used in the event that contact tracing is needed to be undertaken. Facemasks must be worn at all times in pool vehicles. m. PERSONAL PROTECTIVE EQUIPMENT (PPE) The term PPE covers a broad range of items worn by workers to protect themselves from workplace hazards. Common examples include hearing protection (e.g. earmuffs and earplugs), safety glasses, goggles, face-shields, face masks and respirators, gowns and aprons, gloves, and safety footwear. They form part of a risk control program, usually as the ‘last line of defence’. There are many circumstances at the university where PPE must be worn, such as laboratories, workshops and trade activities to protect against chemical, physical and other hazards. In those circumstances, items of PPE must not be shared between different users. Facemasks Face masks must be worn at all times when indoors and outdoors (excluding those with a valid exemption). Face masks have proven to be effective at reducing transmission of COVID and people are strongly encouraged to wear face masks, particularly indoors in all circumstances. The use of face coverings such as scarfs and bandanas is prohibited by the Victorian Government. The use of a face shield is only permitted when used with a face mask. You do not need to use a face mask when in you are alone (or with a household member) in a vehicle (other than a pool vehicle). Face masks must be worn at all times in company vehicles which includes the shuttle buses and any pool vehicles and on public transport.
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Facemasks do not need to be worn by staff engaged in teaching, particularly when engaging with students with hearing difficulties. Teaching staff must wear masks at all other times when indoors or outdoors. People attending a lab based class may be required to use the mask provided to them by staff. Workplaces where close personal or clinical care is delivered must follow all PPE directions for the activity for both the COVID risk and the activity risk assessment. Personal and clinical care settings (e.g. medical and rehabilitation centres, childcare centres, beauty and hairdressing salons, etc.) must comply with specific sector-based requirements. Staff who clean and disinfect an area after a confirmed COVID-19 case need to comply with strict PPE requirements to prevent infection. It is important to note that managers, staff members and work groups are entitled to propose any relevant PPE as part of the risk control measures developed and implemented for their workplace through the consultative process. In addition, any member of the University community may choose to wear items of PPE, in situations where they are not required to do so by the University, providing the use of that equipment does not impede or increase a risk of the health and safety of that, or other persons. n. ON CAMPUS ACTIVITY INDUCTIONS Any person entering the university may be required to undertake a COVID induction. Where directed any person entering the university is required to undertake this induction. o. TEMPERATURE CHECKS The Victorian Government does not advise the undertaking of temperature checking for non-health related services. The undertaking of temperature checking would require a complete workplace health and safety JSA and should not be undertaken unless specific JSA’s have been developed. It is noted that temperature checking may be required at healthcare facilities and as such, staff or students involved in clinical practice/placements at these facilities will be required to undertake the relevant temperature monitoring at these facilities. p. CYBER SAFETY WHEN ONLINE WORKING FROM HOME This section is currently being prepared by VU’s ICT Cyber Security Team. Any questions in the interim, please contact the IT Help Desk. q. DAILY HEALTH SCREENING All Students and Staff attending campus must undertake daily health screening. These will be undertaken using the VU Safe App. To learn more about the app and the health screening go to appendix 5 of this plan. Any staff or student
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must, on request from a staff member including security, must produce their COVID Screening Badge on their phone or device and where requested allow the QR Code (which is the badge) to be scanned by the staff member requesting. Any person who has failed the screening and advised by the assessment not to attend campus must not attend campus. Any person on campus with a failed (red or orange badge) will be required to immediately leave campus unless they have made a genuine error whilst logging in.
Four Questions
As a part of the daily health screening, any student or staff who are attending campus will need to complete the daily health screening prior to attendance at campus. The screening consists of four questions. These questions are derived from the Department of Health various advices regarding COVID-19.
Question 1 relates to your current health and wellbeing. If you have any old or flu symptoms then you should not attend campus. VU also recommends that you attend a COVID testing station for a COVID test.
If you receive a negative COVID test and still have the cold and flu symptoms it is recommended that you stay at home until you are no longer infectious. This will prevent you from passing your illness to others causing them to need to go through the test process and therefore missing study or work.
It is acknowledged that for some illnesses, the signs and symptoms can last beyond the infectious period. It is recommended that you speak to a healthcare professional for guidance. For afterhours assistance it is recommended that you contact a ‘nurse on-call’ service for information and advice.
Question 2 – relates to when you have been instructed by a health official to isolate for any number of reasons, This includes when you are waiting or a COVID test result. It is expected that you will follow all lawful directions from a health official.
The second part of the question relates to overseas travel. Where you have travelled to an international location (such as New Zealand) that is operating under a sanctioned green zone ‘bubble’, and you have been advised that you do not need to isolate, then answer this question as “No”.
Question 3 – relates to hotspots. Hotspots can include specific venue details or local areas, often being defined as a local government area. If you have been in or travelled through a hotspot or red zone (as defined by government) then you must follow all reasonable directions from the health officials. You must not attend campus if you have been in a hotspot/red zone until officially cleared to do so by the relevant health department.
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Question 4 relates to you having been confirmed as a COVID-19 person. Where this occurs, you must provide a copy of the clearance from the Department of Health to your lecturer/supervisor/manager.
You must not attend campus until you are cleared to do so, in writing, by the relevant health department.
Failure to have undertaken the screening, or refusal to produce the badge, or refusal to allow the QR code to be scanned will result in the person being required to immediately leave campus. Any staff, including Security must notify the COVID Incident Management Team of any incidents.
Any person who believes that they health screening response is incorrect or who may have completed the health questions may contact the VU COVID hotline on 03 9919 6398 for assistance. NOTE: even if you believe you have filled out the form incorrectly, until this is rectified you must not attend campus with a failed badge (Red or Orange).
r. CAMPUS ENTRY REQUIREMENTS There are various entry requirements for any person who is coming on to the campus. The VU Safe App and Wifi are mandatory for all students and staff attending campus. VU SAFE APP • This must be completed on the day of attendance of the university and must be completed prior to entering the campus. • Must be completed by all students and staff • Must have a green badge to enter • Where the student or staff does not have a smart device or the device is not compatible then the manual form must be completed as per Appendix 10 WIFI LOG IN All Students, and Staff are to be required to log their devices to the university (Eduroam) Wi-Fi system. To learn how CLICK HERE (https://www.vu.edu.au/current-students/new-to-vu/student-tools-it- services/connecting-to-our-wifi) QR CODES Everyone attending campus are required to use the QR Codes on each building or at specialist facilities/areas.
2. TEACHING & LEARNING
a. GROUP SIZES Online access to content must should be utilised in accordance to the level that the
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university is operating at. Users of indoor teaching venues must:
clean any space that they intend to use, before and after use. Students should be encouraged to clean any space or equipment before and after use.
ensure they comply with all physical distancing and hygiene requirements;
ensure that there is full compliance with the Chief Health Officers Directives relating to face masks;
use hand sanitiser or equivalent provided in the teaching space or near venue entrances; and
consider the opportunity for increased ventilation by opening windows where possible. b. LABORATORIES & SPECIALIST LEARNING SPACES College Units or Departments may use laboratories and specialist learning spaces if they meet the following conditions:
The activity is approved for the laboratory and specialist learning space following the return to campus planning.
Physical distancing controls have been established and are effectively enforced (these controls must include measures for managing access to equipment and workspaces).
Relevant Personal Protective Equipment (PPE) is available and used.
Appropriate cleaning programs have been developed, implement and resourced, and they include the regular disinfection of frequently touched surfaces, such as benches, tools, instruments, equipment, etc. and
Ventilation is increased by opening windows where possible. c. FIELD-BASED STUDIES & STUDENT EXCURSIONS Field based studies may occur where permitted by the Chief Health Officers directives including the workplace directives, the stay-at-home directives and the restricted activities directives. If any of these directives prohibit the activity, then it cannot be run.
d. PLACEMENTS Clinical placements can take place subject to the necessary risk assessments and to discussions with clinical supervisors and facilities. Pre-placement risk assessments and discussions must ensure host facilities are fully compliant with pandemic- prevention measures, and students are fully prepared for their own compliance with these measures. The safety of patients, staff and students is paramount. Other placements can be phased-in, in line with relevant university priorities and timelines. They must take place in accordance with university‘s and host organisation’s risk assessments and in compliance with physical distancing rules. All staff and students are required to undertake a host organisations induction requirement, including all pre-screening and screening processes.
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All students who are attending placements, must follow the Chief Health Officer’s instructions that relate to the specific industry they are being placed in. This includes (but is not limited to); • COVID Screening assessments • COVID Orientation/Induction • COVID Testing • COVID Vaccination • COVID operating restrictions (i.e. restrictions from movement between facilities) Please note that failure to comply with a requirement for placement, may result in rejection and/or cancellation of the placement which in turn may result in a delay or inability to complete the requirements of your course.
STUDIO-BASED ACTIVITIES Studio based activities are currently not permitted under the restricted activities directives unless it is for final year TEQSA students who must complete their studies by 31 December 2021. For those permitted activities please note: Staff in charge of studio-based activities must ensure compliance with physical distancing rules. This may require a fundamental review of some activities (e.g. performing arts, contact sports, etc.). Options to consider include:
Staggering access times to facilitate activity.
Minimising the number of participants.
Modifying choreography, selection of plays, game rules, etc. to allow compliance with physical distancing rules.
Adopting alternative arrangements to physical proximity, such as use of technology (e.g. video conferencing, remote camera, etc.), and
Developing, implementing and resourcing cleaning and disinfection programs.
Using the checklist for this music based activities see appendix 6 Staff must ensure that students clean all equipment prior to commencing an activity and at the completion of the activity. e. CLINICAL/HUMAN PARTICIPANTS Staff in charge of teaching/clinical/commercial activities involving human participants must minimise the number of participants and consider how interactions may be completed without physical contact (e.g. via video conference). Where physical contact cannot be eliminated, risk control strategies must be implemented, such as enhanced cleaning and disinfection programs and the use of additional PPE. Staff in charge of teaching/clinical/commercial activities that involve human participants who belong to a vulnerable group must take all steps to ensure their safety.
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Any person who is unwell must be advised to leave the campus and seek medical advice. Staff in charge of teaching/clinical/commercial activities involving human participants must:
Establish and maintain suitable environmental cleaning and disinfection programs of the area/equipment/facility before and after interacting with individual participants.
Provide the necessary cleaning products, hand hygiene products, items of PPE, etc., and
Implement suitable waste disposal programs. f. EXAMS & ASSESSMENTS Where on-campus exams or assessments are being conducted, the activities must comply with the maximum number of people allowed by Commonwealth and State governments. Exam and assessment venues must be set up to allow compliance with physical distancing rules. Hand hygiene products must be available at the entry points. Frequently touched items in and around the venue, including the desks and chairs used during exams, must be cleaned and disinfected as part of setting up, and at the completion of every exam (i.e. between different groups of users). g. ACCESSING OFFICES DURING THE TEACHING PERIOD Staff can access and utilise their offices as approved by their Manager/Supervisor for their return to campus. When returning to and accessing an office it must be acknowledged that if a full clean of the area may not have occurred. The Manager/Supervisor should contact Facilities Services “Service Desk” to advise them of this situation It is the responsibility of the approving manager/supervisor/SLG member or Dean to ensure that the following responsibilities are maintained; • The occupier is responsible for cleaning the work area prior to and after the use of the area. Sanitizer wipes can be organised through the facility services help desk. The cleaning of the area includes the emptying of rubbish bins. • The occupier will be responsible for providing their own cutlery and crockery including mug or drink bottle. Shared Cutlery and Crockery is not permitted. • The use of refrigerators, microwave ovens, and other shared facilities may be used but it is the users responsibility to clean these before and after access/use. Sanitizer wipes can be arranged through the facility help desk. Upon returning to the campus under the new COVID Normal Practices, it is the staff members responsibility to undertake cleaning of their workspace at the beginning and at the end of each work period. This is regardless of whether this is a shared or solely occupied space.
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3. RESEARCH
a. GENERAL REQUIREMENTS A 4m² rule applies to all non-student facing spaces. Due to staff restrictions areas have not and cannot be assessed during the lockdown period. Staff in single occupancy offices must not allow any person to enter their office space as meetings are prohibited. Research team leaders will determine what research work can be undertaken on-site, and who needs to be there to do it. They must take into consideration requirements of the research, expertise of researchers, and appropriate supervision. They may need to develop a roster of staff to ensure that research can be completed with optimal compliance to the COVID Safe rules. The Return to Campus Plan for research activities must ensure that appropriate supervision is in place for the health and safety of all researchers on-site. Staff members with appropriate expertise must adequately supervise research students. Technical support staff and core facilities staff must be on-site as required to continue to support research. Inductions of new research team members must continue, including additional information on physical distancing and other requirements, either in person or in virtual mode if necessary. Essential meetings must be held via video conferencing or phone; in large venues that allow physical distancing; or outside in the open air. Research staff/students making use of shared areas, equipment or facilities must:
Establish and maintain suitable environmental cleaning and disinfection programs of the area/equipment/facility before and after use.
Access the necessary cleaning products, hand hygiene products, items of PPE, etc.,
Implement suitable waste disposal programs. Where a staff member is approved for a research activity, then that staff member may, with approval of the relevant Research Manager, utilise an approved office space on that day. Any research staff member that accesses the office will be required to undertake the following; When returning to and accessing an office it must be acknowledged that a full cleaning regime may not have been reinstated for that area. It is the responsibility of the approving manager/supervisor to ensure that the following responsibilities are maintained; • The occupier is responsible for cleaning the work area prior to and after the use of the area. Sanitizer wipes can be organised through the facility services help desk. The cleaning of the area includes the emptying of rubbish bins. • The occupier will be responsible for providing their own cutlery and crockery including mug or drink bottle. Shared Cutlery and Crockery is not permitted.
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• The use of refrigerators, microwave ovens, and other shared facilities may be used but it is the users responsibility to clean these before and after access/use. Sanitizer wipes can be arranged through the facility help desk. Upon returning to the campus under the new COVID Normal Practices, it is the staff members responsibility to undertake cleaning of their workspace at the beginning and at the end of each work period. This is regardless of whether this is a shared or solely occupied space.
b. SPECIFIC REQUIREMENTS
LAB-BASED Each laboratory manager must develop a physical distancing plan that allows research to continue within the rules. Depending on specific circumstances, this plan may need to consider:
The process for managing external participants, volunteers and sample collection, and
Staggered access times to facilitate research activities, including access to workspaces, equipment, instruments, chemicals, etc. Each laboratory Manager must review environmental cleaning and disinfection programs covering all frequently touched surfaces, such as benches, equipment, instruments, etc. Managers should also consider the opportunity for increased ventilation by adjusting air-conditioning, where appropriate. Each laboratory user must ensure they use relevant PPE to avoid contamination and for personal protection.
FIELDWORK Only fieldwork that is exempted under the workplace directives, stay-at-home directives and the restricted activities directives is permitted. All staff and students must have a permit issued by the relevant authorised person. For permitted activities please note: Research Team Leaders must consider how researchers can access the off-campus site safely, including determining what form of transport is appropriate and parking availability. The number of participants must be minimised. Activities must, where possible, comply with physical distancing requirements, with consideration as to how activities may be completed without physical contact or staggered over different periods. Sufficient PPE, disinfectant and cleaning products must be made available in the field. Emergency response plans must be established in case of incident. Any changes to Ethically Approved research must advise VU’s ethics committee in accordance with the relevant guidelines and rules.
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OFFICE-BASED Only office-based research that is exempted under the workplace directives, stay-at- home directives and the restricted activities directives is permitted. All staff and students must have a permit issued by the relevant authorised person. Shared workspaces (e.g. hot desk) must have an agreed cleaning and disinfection program prior to and at the completion of each use. Strict hygiene and physical distancing considerations should be applied, particularly in lunchrooms or eating areas. Large and long meetings must use video conferencing to support physical distancing. Upon returning to the campus under the new COVID Normal Practices, it is the staff members responsibility to undertake cleaning of their workspace at the beginning and at the end of each work period. This is regardless of whether this is a shared or solely occupied space.
CLINICAL/HUMAN PARTICIPANTS Only research that is exempted under the workplace directives, stay-at-home directives and the restricted activities directives is permitted. All staff and students must have a permit issued by the relevant authorised person. For permitted research please note: Team Leaders of research activities that involve human participants who belong to a vulnerable group must take all steps to ensure their safety. Any person who is unwell must be advised to leave the campus and seek medical advice. Staff in charge of research activities that involve human participants must develop and implement appropriate cleaning and disinfecting programs for equipment and areas. They must minimise the number of participants and consider how interactions may be completed remotely (e.g. via video conferencing). Where it is not possible to conduct some interactions remotely, staff and participants should comply where practical to do so, with physical distancing rules considered in the planning of the interaction. Staff in charge of research activities for which physical distancing is not possible must develop and implement risk-based strategies. Note: it is the applicants responsibility to review any changes required for return to campus approval against their ethics approval.
4. OTHER SERVICES & ACTIVITIES
a. COMMUNITY VISITS & EVENTS Events are generally not permitted. Those events that are proceeding must be organised in a way to ensure compliance with the State and Commonwealth Chief Health Officer (CHO) guidelines. Where possible, events should be held online. The event organiser must undertake planning which will incorporate the late cancellation of the event. This planning should identify any financial liabilities for the
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University for cancellation or postponing events. A guide to organising on campus events can be found at appendix 7 A guide to organising off campus events can be found at appendix 8 b. WORKSHOPS & CONFERENCES Face-to-face workshops and conferences are generally not permitted. All workshops and conferences must be organised in a way to ensure compliance with the Commonwealth and State guidelines. Where possible, consideration should be made to hosting workshops or conferences online. The workshop or conference organiser must undertake planning which will incorporate the late cancellation of the workshop or conference. This planning should identify any financial liabilities for the University for cancellation or postponing workshops or conferences. A COVID Safe Guide to attending workshops and conferences can be found at appendix 8 c. CAMPUS TOURS & OPEN DAYS Currently all events must be conducted remotely unless a specific exemption applies.
d. GALLERIES & OTHER EXHIBITION SPACES Galleries and exhibitions are generally not permitted. Consideration should be given to online and digital exhibitions. On-campus galleries must operate in line with Commonwealth and Victorian Government guidelines for this sector. The gallery manager is responsible for acquiring approval based on VU return to campus planning. Industry specific guidelines must also be considered when returning to campus. e. OUTDOOR AREAS OF CAMPUSES Staff and students are encouraged to undertake their permitted activity on campus and then immediately leave the campus. Social and informal meetings by people on campus are not permitted. Facemasks must be worn outside at all times. f. VISITORS General visitors such as business guests should not attend campus unless they have a valid reason and are permitted under the relevant Chief Health Officer’s directives. Any person who does visit any of our university campuses must be compliant with good hygiene practices and physical distancing requirements. The visitors host is required to ensure that the person’s details are recorded along with their activity to ensure that any contract tracing requirements can be met. Visitors
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should attend at security or be signed in my their host. All visitors must use the building QR Code for each building that they enter. g. STUDENT GROUPS & CLUBS Student groups and clubs play an important role in the life of the university and are encouraged to maintain links, whilst adhering to good hygiene practices and physical distancing requirements. For example, groups and clubs may continue operating through the holding of meetings and events via video conferencing, social media platforms or phone calls. The Student Services and Student Life works with student groups and clubs to ensure that activities are reinstated in line with the relaxation of government rules and the University’s return to campus planning. Only affiliated student groups will be permitted to operate any event (single or ongoing) on university property. Non-affiliated student groups are not permitted to operate activities on campus. Student Groups or Clubs should nominate a COVID Safety Officer for each event. Social and informal meetings by people on campus are not permitted. Facemasks must be worn outside at all times. h. ON-CAMPUS CHILDCARE CENTRES Victoria University is the operator of childcare facilities. The COVID-19 requirements for these activities will include all relevant measures that have been set out by government and is specific to that industry. Childcare facilities will be responsible for ensuring compliance with their relevant (childcare) standards and government requirements. Where activities in this document may influence or conflict with specific childcare standards, the specific standards prevail. i. COMMERCIAL ARRANGEMENTS The Director Strategic Procurement is responsible for ensuring all facilities in the above categories operate in strict compliance with their industry guidelines issued by Commonwealth and State Governments. In particular, level of service provision for food retail outlets must be in line with guidelines (e.g. takeaway only, separate ordering and pickup points, cashless payment preferred, etc.). Customers should be encouraged to use online ordering services where available (e.g. pre-order takeaway online and set up a pickup area). Food related tenancies are expected to continue to comply with all relevant State and Local food and COVID requirements. Managers of service areas must implement measures to promote physical distancing (e.g. seating arrangements, barricades, marked standing points for service lines, etc.). For non-food related tenancies, the tenant is responsible and is expected to comply with all Government guidelines in the conduct of their business. This includes it being
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the responsibility of the tenant to have and maintain a current COVID Safe Plan and undertake the appropriate record keeping for their employees and any other record keeping requirements for their particular industry. All tenants may be required to provide details of records in the event that the University is instructed by DOH to undertake contact tracing. j. RETAIL (FOOD) ARRANGEMENTS Where a retail (food) tenant is approved to return to campus it is the retailers responsibility to ensure they operate under their own COVID Safe Plan. Their COVID Safe Plan must include all industry specific requirements.
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EMERGENCY MANAGEMENT 1. PLANNING In preparation for a return to campus, Department Heads and Directors must consider and review emergency arrangements as per below: Trained Wardens* and First Aiders are present; and All staff returning to campus have completed the online staff Emergency Management Module training on VU Develop.
It is the approving manager’s responsibility to ensure that a trained Warden is present in the area that will be used in the return. Further information can be obtained regarding training of Wardens by contacting the Workplace Health and Safety Team
*Note: Due to decreased numbers of staff within buildings at campuses during the returning period there may not be a trained Chief Warden (or Deputy) present. In this scenario the function of the Chief Warden will be performed by Security Personnel.
2. RESPONSE TO EMERGENCIES Response to emergencies is as per outlined in the VU Emergency Management Plan and staff Emergency Management Module training on VU Develop. In the event of an emergency Department Heads / Academics should assist and follow directions from Wardens and Security to enact the appropriate response.
Note: In the event of an evacuation occurring Department Heads and Wardens are to direct occupants to maintain physical distancing at the nominated assembly area.
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COVID-19 INCIDENT MANAGEMENT 1. FIRST AID
FIRST AID ADVICE FOR A PERSON (PATIENT) WITH INFLUENZA TYPE SYMPTOMS IN RELATION TO COVID-19 COVID-19 is a type of coronavirus which is similar to influenza. The virus may be known by a number of names including (but not limited to; COVID-19; Coronavirus; Novel Coronavirus; 19-N-CoV. Health authorities currently advise that any person with any symptoms that may be attributed to COVID-19 should be tested for COVID-19. As such it is important that any person with any flu like symptoms are advised to seek medical advice. The University also supports and complies with the government advice that if you are unwell you must stay home and seek medical attention It is important to remember that Melbourne’s ‘normal’ influenza season runs from March to October. Similarly it is important to understand that October to March usually sees an increase in peoples allergies such as hay fever. A person presenting with symptoms like symptoms, probably only has the flu or allergy. None-the-less as first aiders, your first consideration is dangers to the patient and dangers to yourself.
a. FIRST ACTION Use PPE Equipment which is available from security (call 6666) prior to attendance to the patient. Inform them that you require a Response kit for a suspected case of COVID-19 infection. Put on PPE equipment before approaching and placing a face mask on the patient.
b. ASSESSMENT If only B. is present advise the person to seek medical attention and to follow the advice of the medical practitioner. Leave the face mask with the patient. If requested to provide first aid to a person who is experiencing influenza type symptoms such as; Headache; or Coughing; or Fever; or Sore throat; or Fatigue; or Shortness of breath
Altered sense of smell and/or taste It is also important to understand that fatigue on its own or shortness of breath on its
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own may not be a flu symptom but may be a symptom of a bigger health concern, such as heart issue. Avoid assuming the flu by doing your normal first aid assessment. c. REMEMBER ‘DRSABCD’ Danger – Universal precautions should include the use of appropriate PPE, plastic apron, gloves and eye protection if available. PPE should be donned prior to any interaction with staff/student. If the symptoms are mild and it is safe to do so, apply a face mask to the person with the symptoms. If you need a face mask call security on 6666. Response – As per standard first aid. Send for help – Call Security on 6666 and inform them of your suspicions. A, B, C, D – As per standard first aid training. d. USE OF PPE IN RESPONSE KIT The following PPE has been provided for the protection of the first aider and the protection of the person (patient) in need of first aid treatment. PPE should be put on prior to arrival of the first aider to the patient. The data on coronavirus indicates that direct contact has a strong connection in the spread of this virus. GLOVES Gloves must be worn if any direct contact is to be made with the patient including the patients clothing and personal effects. APRON An apron must be worn to assist in protecting the first aiders clothing from contact contamination EYE PROTECTION Eye protection must be worn to avoid any accidental splash contact particularly if the patient is coughing or sneezing. FACE MASK The face mask must be given to the patient and put on the patient. This will reduce airborne contamination through coughing or sneezing. The face mask must remain with the patient and the clear instructions that they are to wear this until such time that the patient received the appropriate medical treatment. A facemask must be worn by the attending first aider. e. TRANSPORTATION OF PATIENT TO HOSPITAL If medical treatment is advised, the patient should contact a person whom they have contact with and be taken to the nearest medical facility. The medical facility must be notified prior to the patient’s attendance. Avoid transporting the patient in your own or a university vehicle as this may result in contamination of the vehicle. If transportation cannot be arranged, and medical
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treatment is required, an ambulance via 000 should be requested. Please make sure that the 000 operator is informed that this relates to a suspected COVID-19 patient.
f. POST INCIDENT PROTECTION Please ensure that any area where the patient may have been in contact is reported immediately to facilities. If this was confined to a classroom or office area, then this area should be closed off to allow for appropriate contact cleaning to be undertaken. Ensure any PPE used is removed and placed in a biohazard bag, sealed and then placed in a biohazard bin. Remember the mask remains with the patient. Undertaken a hygiene hand wash using soap and water. Only use sanitising gel if soap and water is not available and after this find soap and water to wash your hands.
g. DELIVERING CPR CPR is a vital life maintaining process. First Aiders should continue to follow the principles of DRSABCD. If the patient poses a threat to the safety of the first aider through cross infection or contamination, then the expired air resuscitation (mouth-to- mouth) should be avoided in favour of simply administering the compressions at the rate required by your training. This advice is consistent with the advice provided by the UK – Resuscitation Council. Any questions or inquiries should be directed to: [email protected]
2. RESPONSE – SUSPECTED OR CONFIRMED COVID-19 CASE The university has adopted a centralised approach to the management of any suspected or confirmed case of COVID-19 infection. Report any such case as soon as practicable to the [email protected]. The university will follow up immediately on any need to clean areas, assist staff and students, report the matter further, etc. Health authorities will manage all aspects of contract tracing. The university will assist as requested. Note that privacy legislation governs the sharing of personal information regarding COVID-19.
3. RESPONSE – CLEANING REGIME FOR COVID-19 CASES The university has adopted a regime for cleaning following the reports of COVID-19 cases at the university. The full regime is held and maintained by facilities services.
SCENARIO ACTION REQUIRED SUPERVISION Person unwell and no Normal process Recorded by student or testing – with or without P&C services medical advice Person unwell and had Normal process Recorded by student or testing but no medical P&C services intervention
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Person unwell and is Normal process Recorded by student or hospitalised – No P&C services testing Person unwell and is in COVID Clean Operations (Facilities and hospital with testing Student Services) Person reports testing – Normal process Recorded by student or no result P&C services Person reports testing – Normal process Recorded by student or negative response P&C services Person reports testing – COVID Clean Operations (Facilities and confirmed COVID result Student Services) Department advises of COVID Clean Operations (Facilities and confirmed test result Student Services) High Contact Areas Increased normal cleaning Facilities Services regime
4. RESPONSE – REPORTING OF TESTS Where a member of the VU community undertakes a test for COVID-19, they may voluntarily advise the university of this test and its outcome. This is voluntary and there is no requirement to do so. This will assist the university to prepare information to assist the relevant health authority with contact tracing requests and to prepare and undertake the relevant cleaning requirements as outlined above. Voluntary reporting can be undertaken by emailing [email protected] or by calling 03 9919 6398.
5. RESPONSE – ISOLATION/QUARANTINE The university requires • any person who has been in contact with anyone confirmed of having COVID-19 to quarantine for 14 days or as directed by the medical practitioner/health authority or as directed by a Department of Health Official. • Any person who is unwell with any COVID symptoms should isolate and get tested for COVID. Any person who has symptoms or who is awaiting results of a COVID test must quarantine until they receive a negative result. They are not permitted on campus. • Any person who has attended a COVID hotspot as determined by the Department of Health, must follow all directions, including quarantining as directed. They are not permitted on campus • Any person who has tested positive for COVID must quarantine as directed by the relevant health officials. They are not permitted on campus until cleared by the Department of Health.
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Any person who breaches self-isolation and attends at the university will be reported to the relevant authority. People who have had close contact with a person who has broken isolation/quarantine requirements may be required to isolate for a period of time specified by the relevant authority.
6. RESPONSE – RETURNING TO CAMPUS AFTER COVID-19 Where a member of the VU community is confirmed as having COVID-19, they may return to campus activities only after being medically cleared to return. The university requires a copy of the person’s medical clearance to be provided to their relevant supervisor. Any supervisor (professional or academic) who receives a medical clearance must forward a copy of this to [email protected] immediately. 7. RESPONSE - CONTACT TRACING
Contact tracing is the Department of Health (DoH) practice of identifying those people who may have been a close contact to a person confirmed as having COVID-19. With the spread of the Delta variant, the Department of Health will advise on the Tier level to be applied. In some cases DoH may request the assistance of the university to undertake some contact tracing on their behalf. Where this occurs, information and directions from the University officer assigned the task of assisting with contact tracing must be considered as a direction from a public health official. Where a request is made by DoH to assist them with contact tracing, the university will endeavor to assist. This assistance may be to collate all information regarding a confirmed person’s contacts including any contact details of close contacts identified as members of the VU Community. The department may also request assistance with notifying people who meet the close contact criteria (above) to advise that person to isolate for 14 days from last date of contact. QR Codes A QR Code System has been implemented with two uses. 1. A QR Code must be completed as directed by the QR Code Sign in common spaces where people meet to eat. In these areas anyone entering including students and staff must complete the QR Code. 2. A visitor must complete the QR Code for each building that they enter. This is for VISITORS ONLY. Students and staff should not complete the building QR Code process. Only Service Victoria QR Codes can be used for COVID contact tracing purposes. Wi-Fi log in required Every student and staff with a suitable smartphone, tablet, or laptop must log in to the Universities Wi-Fi network. The Wi-Fi system will be used to identify casual and close
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contacts of a COVID Positive person. Failure to log in to the system may result in you and your close contacts from being unnecessarily quarantined. To assist in the urgent notification of students/staff/contractors you will be requested the following information about the COVID confirmed person; • Full name • Date of birth (if known) • Date that the person commenced showing symptoms or date tested (symptom date preferred) • Date the person was last on campus • Which campus – Buildings and rooms • How long in each room • Who may be in the criteria (below). If you are unsure please get all attendance sheets etc. to assist with identifying possible contacts. People who are contact traced may be required to isolate for 14 days from the date of the last close contact with the confirmed person. The isolation period of 14 days includes the need for the close contact who is in isolation to undertake a COVID-19 test on day 11 of the isolation. Even if a negative test result is received prior to the 14 days, the close contact is to remain in isolation for the 14 days. If the test result is not received back prior to the expiry of the 14 days, the close contact in isolation must remain in isolation until they receive their test results back. Victorian Government has mandated that any person who is required to isolate due to being a COVID confirmed close-contact and is requested to undertake a COVID test on the first day of isolation and again at day 13, the person must then wait until fully cleared by the Department of Health. Please note that if a person refuses or fails to undertake that test will be required to undertake a further period as determined by the Department of Health of isolation. Contact tracing may also include isolation or quarantine requirements for contacts of close contacts. This will be subject to the directions at the time from the Department of Health and Human Services. Contact tracing will be undertaken by VU. The process will be overseen by the Incident Management Team and be the responsibility of the Operations Lead assisted by the People and Recovery Lead. Contact tracing will endeavor to use all data available to reduce the instances where people are unnecessarily required to isolate. Data, such as the Universities WIFI network data will be used. It is now a requirement for all students and staff to log on and use the Wi-Fi system. Any student or staff who fail to use the required systems will be considered as (tier one) close contacts if a COVID incident occurs in their building. This may result in the person being required to isolate for the full fourteen days. Key contacts for advice or assistance is [email protected] or call 9919 6398.
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All areas of the university are expected to fully cooperate in the provision of any requests for information relating to contact tracing as a priority. 8. WORKER AND STUDY PERMITS FOR VICTORIA UNIVERSITY STUDENTS AND STAFF In compliance with the Victorian Governments Lockdown #6 restrictions and particularly the Permitted Worker Scheme, the template permit for University Employees has been adopted and this permit amended for students in courses that are permitted under the guidance of this scheme. For clarity a University employee is any person employed directly by the university including (but not limited to) Academic Staff (teaching/lecturers – which can include ongoing, temporary or sessional staff); Professional staff; Researchers of approved research activities; and Contractors. The nominated person (approved person) for approval for the Permitted Worker Permit for each permitted activity will be relevant Dean of the School/College; Executive member of professional service or the DVC - Research. The nominated person (approved person) for approval of the Permitted Study Permit to be issued to the students is the course convener. A course convener is any person who has responsibility for the oversight and delivery of an essential course that meets the stage four definition and is for study or work activities that have been approved to be delivered on campus. Researchers will use the Permitted Worker Permit. These responsibilities cannot be delegated. The permit is the original paper copy. The original permit must be able to be produced to any government official as detailed below. An electronic copy may not be accepted by an official. Where the permit is not able to be printed at home, the person should produce the electronic permit in the first instance. Upon arrival at campus the permit holder must immediately print and copy the permit. Where there is an issue the inspector (government official) should be requested to ring the approved person whose details appears on the permit. Storage and management of documents Upon issuing a permit, the issuer (Dean or Couse Coordinator or DVC Research) will take a copy (either photocopy or electronic copy such as a photograph of the permit) signed by both the nominated person and the employee. They will retain a copy and forward an electronic copy to [email protected]. The permit must include the times permitted for attendance. The work schedule for teaching (staff and students) will be the approved study time table. It is to include the time that the class starts and the time that the class ends and campus that the time table refers. For non-teaching activities, the work schedule is to include the start and completion time approved by the manager for the relevant task to be undertaken. Use of Blanket Permits
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The use of a blanket permit is not permitted for any person. If a person is unsure of the length of time their activity may take, should seek further advise from the COVID Safe Team. Students needing to access the University, where study is not possible from home and will be attending the allocated general study space, will need to specify the approved work schedule. The work schedule will need to stipulate the start and end times of the study. Students must only be on campus for the shortest time possible. These permits will only be issued by the Manager, Wellbeing Services. These permits will be stored in accordance with the above process. Staff that are required to attend at campus for a specific purpose can obtain an approved worker permit issued by the COVID Safe Team. The staff member’s managers’ approval of specific attendance request must be forwarded to the [email protected] for the permit. The request must include the approved purpose, campus and duration of the attendance. These permits will be store in accordance with the above process. An approved worker permit can be issued by the Manager – Facilities Services for contractors to attend for approved emergency or urgent maintenance works. These permits will be store in accordance with the above process. Contractors - Security An approved worker permit can be issued by the Manager – Security Services for Security Contractors to attend for approved Security Services work. These permits will be store in accordance with the above process. Contractors – Cleaning An approved worker permit can be issued by the Manager – Facilities Services for contractors to attend for approved emergency or urgent maintenance works. These permits will be store in accordance with the above process. Contractors – ICT An approved worker permit can be issued by the Manager – Information Technology Services for contractors to attend for approved emergency or urgent maintenance or server works. These permits will be store in accordance with the above process. Contractors - Other An approved worker permit can be issued by the Coordinator – Critical Incidents for contractors to attend for approved essential works. The project manager of any contractor request that does not meet any of the above categories must contact [email protected] for the permit. These permits will be store in accordance with the above process. Responsibility to carry and produce It is the responsibility of the permitted person to carry and produce their permit on request. This includes requests by relevant Government Officials. It is the responsibility of the permitted person to carry and produce their permit on request to any staff member including Security whilst on Campus. An electronic copy of a permit may not be accepted.
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Failure/Refusal to Produce Permit In the event that a person fails or refuses to present their permit when requested by a government official, then that person will be solely responsible for the consequences. In the event that a person fails or refuses to present their permit when requested a University Staff Member The staff member should immediately contact security on 6666. Security will then ensure request the person produce their permit. If they continue to refuse, the person refusing or failing to produce a permit will be required to immediately leave the campus. Failure or refusal to leave will be dealt with in accordance with Security’s relevant standard operating procedure for a person who refuses to leave the campus when requested. Any incidents relating to failure or refusal to produce a permit will be reported to the Incident Management Team by Security. 9 RESPONSE - MANDATORY REPORTING TO WORKSAFE VICTORIA
WorkSafe Victoria has implemented new provisions that now requires any COVID Confirmed employees, which includes contractors who has been on any University Campus or University workplace in 14 days from the date of the symptoms or diagnosis. The University is required to immediately notify WorkSafe. This is a mandated requirement and WorkSafe will be examining all cases. It is therefore important that all staff report any COVID Confirmed case immediately to the COVID Incident Management Team via email [email protected]. Upon notification, the COVID incident management team will refer the matter to the Workplace Health and Safety Team to make the relevant notification to WorkSafe. Staff will assist the Workplace Health and Safety team in compiling the WorkSafe notification. 10 RESPONSE - COMMUNICATION The following outlines the communications to be used and in which circumstances communications will be provided. There are basically three classes of operational responses to a COVID incident that will be required to be undertaken. 1. The report of a member of the VU community that is a confirmed COVID person and who has not been on campus or essential activity (which includes placement) during their infectious phase. These people will be deemed to be a level 1 COVID Incident 2. A member of staff who the university identifies as being a WorkSafe Mandatory Reporting case but who does not meet the criteria of being on campus or essential activity (which includes placement) during the DOH determined infectious period. 3. Any member of the VU community who has been on campus or essential activity (including placement) during the DOH criteria of infectious. Communication to the VU community is important to ease the apprehension and concern within the VU community that is being created by the Second Wave of infections in Victoria. The purpose of this section is to balance the need for individual privacy and that of providing information to staff working within an area.
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Staff Communication Criteria Communications using the COVID Incident Notification Template will be made in the following circumstances; 1. Only for class three incidents, and; 2. Only after all impacted persons identified as close contacts have been formally advised, and; 3. Only after the notice of closure has been received from the Department of Health; and 4. Does not include incidents that have occurred at a location that is not controlled by the University (i.e. a student placement), and; 5. Only as authorized by the Incident Controller or their delegate The information to be communicated will be limited to the following information; • Campus • Building if applicable • Other area as required • Date of Incident • Time range of incident • Contact information for COVID Incident Management Team – incident contact details Student Communication Criteria 1. Only for class three incidents, and; 2. Only after all impacted persons identified as close contacts have been formally advised, and; 3. Does not include incidents that have occurred at a location that is not controlled by the University (i.e. a student placement), and; 4. Only as authorized by the Pro-Vice Chancellor (Students) or their delegate COVID Incident Notification Template
COVID INCIDENT NOTIFICATION
Victoria University’s Incident Management Team has actively managed a COVID Incident
Campus(es) involved [Insert Campus details here]
Summary [insert the summary of incident here]
Date [Insert date of incident here] Time [insert incident time here]
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Please note: all COVID incident notifications are to be made immediately to [email protected]
11. VACCINATION Information on mandatory vaccination for certain industry placements will be directly communicated to those affected. The university strongly supports vaccination as a tool to reduce the impact of COVID-19. Support for staff to be vaccinated should be raised with P&C. Students wishing to be vaccinated and having trouble getting a booking should speak to their course convener or contact [email protected]. People who are vaccinated will be required to follow the general direction of the Department of Health relating to isolation for any hotspots.
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FURTHER INFORMATION
Principles and Protocols for reducing the Risk of COVID-19 transmission at Universities, Universities Australia, May 2020 (PDF, 176 KB)
COVIDSafe Guidelines by ALIA
Australian Health Protection Principal Committee (AHPPC)
Victoria University Australia’s response to the coronavirus
Victoria University’s Health and Safety Policy
Links to Local State and Territory Health Departments
Office of the Australian Information Commissioner – Coronavirus (COVID-19): Understanding your privacy obligations to your staff
Safe Work Australia
Cleaning to prevent the spread of COVID-19
How to clean and disinfect your workplace (PDF, 899 KB)
Masks
Vulnerable workers
WorkSafe Victoria
World Health Organization Also: COVID-19, 24-hour hotline (Victoria): 1800 675 398 National Coronavirus Helpline: 1800 020 080 (operates 24/7)
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APPENDICES
APPENDIX 1
VICTORIA UNIVERSITY TRANSITION TO CAMPUS PROCESS
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APPENDIX 2
QUICK REFERENCE GUIDE WORKING FROM HOME: HEALTH SAFETY & WELLBEING CORONAVIRUS – QUICK REFERENCE GUIDE WORKING FROM HOME: HEALTH SAFETY & WELLBEING
SETTING UP YOUR WORKSTATION AT HOME
When working from home, staff should take all reasonable steps to ensure that their home working environment is a safe environment for conducting work. The OHS Intranet page has range of resources to assist with working from home arrangements including:
Quick guide for working remotely.
Staff work from home resources webpage.
Tips for employees working from home.
Tips for managers working from home. Self-assessment checklists are available both as a Word document and in an electronic format. There is also a comprehensive WFH toolkit that includes a range of information, guides and checklists in a single workbook.
HEALTH & WELLBEING Healthfully returning to a working from home arrangement When working from home it is important to create an atmosphere in which you can work productively, with mental clarity and focus. Key points to keep in mind are:
Create a sufficient level of formality and structure to your day to ensure you are in the right mindset during work hours. This includes having a structured routine to mentally mark when your workday begins and ends.
Take proper breaks as you would during an on-site workday.
Stay connected to others, communicate regularly and keep standard meetings by using mediums, e.g. video teleconference.
Managers play an important role in assisting and supporting their employees to implement the above strategies. These points are explained in more detail in this tip sheet from our EAP provider. Standard self-care Maintaining healthy lifestyle practices as best you can is particularly important during stressful times. This will help your body manage anxiety and keep your immune system strong. Keep in mind basic health habits such as:
A healthy diet
Avoiding alcohol and tobacco
Getting enough good quality sleep Maintaining regular physical activity Remember to follow the recommended precautions such as practicing good hygiene and maintaining a safe distance from others whilst maintaining these habits.
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Additional healthy lifestyle resources can be found on the EAP employee website, via the EAP in Focus App and in this tip sheet that details self-care for education workers through COVID- 19. The above information and more is available in the VU COVID-19 wellbeing support intranet section.
Further information, advice and support please contact the Health Safety & Wellbeing team through the [email protected] email.
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APPENDIX 3
COVID-19 RETURN TO CAMPUS GUIDE FOR MANAGERS COVID Return to campus planning guide for managers These items should be sectioned with the explanation and then a box for the manager to add their comments, actions taken and ongoing actions COVID Safe requirements Whilst some of these requirements such as the use of masks may change depending upon the particular government direction, other principles such as good hygiene practices, physical distancing where possible and cleaning will be a stable requirement moving forward. Hygiene Hand sanitizer should be available to all staff in their work area. It is the manager and all staff responsibility to ensure this is available. The manager may assign the responsibility of this to a particular staff member or staff members. This should be reflected in the action tab. Additional hand sanitizer can be arranged via the facilities helpdesk. It is the staff responsibility for ensuring that it is refilled. Facilities Services will not be providing an ongoing checking and refilling service. Physical Distancing The density quotient (4m squared rule) does apply to any office area, meeting space or kitchen/lunchroom that is not accessible by the public. There is no density quotient for education (including Higher Education) for areas accessed and used by students. Physical distancing should be considered and a 1.5m distance achieved wherever possible.
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Further assistance may be sought via the [email protected] email address Masks The use of masks will change depending upon the particular government direction. Each employee returning must abide by the mask requirements as detailed in the COVID Safe Plan and the latest Chef Health Officer Directives. This section should outline the individual work locations use of masks and outline any consultation with the workgroup that may have been undertaken to develop this section of the plan Symptoms and wellness Any staff member with any cold or flu symptoms must not attend the workplace. This is regardless of whether the person has a negative COVID test result. The spreading of contagious diseases will result in potential work/life impacts of the ill person’s colleagues. Please detail the processes for staff who are unwell to undertake. Please detail the process if any other staff member has concerns about the health status of a colleague Cleaning Cleaning regimes will return to the pre- COVID cleaning arrangement for all areas except high contact public areas which will continue to be serviced with additional cleaning. All staff will be responsible for wiping over their work space before and after use of the area.
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Please detail the instructions to returning staff and the compliance strategy for this work location.
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Controlled return to campus considerations In returning to campus, there are a number of considerations to be made relating to ensuring staff can return for an efficient and effective return.
Re-establishing IT services What is the plan to deal with issues that may arise when staff return to campus and re-set up their work station? It is important to set the expectations for staff returning that an IT service person may not be readily available to assist due to other competing work requirements and other IT service requests. Please detail the relevant planning to ensure the smoothest transition back to campus can be achieved. Reintroduction of in-person (on campus) working arrangements It is recommended that a plan be introduced to ensure a reintroduction to the workplace is undertaken. This should include (but is not limited to) the induction of staff who may have commenced during lockdown and may have limited or no understanding of the workplace. This may also be extended to some staff having only ever ‘virtually’ met their colleagues. Please detail the relative instruction to staff including to assist in the re- acclimatisation to working on campus. Planning and consultation with staff It is important that all staff be included in the consultative process for return to campus. Please detail the relative communication plan to staff including ensuring compliance with this area
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Equipment requirements under a hybrid working arrangement What will be the expectations on staff to return equipment if working partly on campus and partly from home. What equipment may be needed to ensure that the working requirements are not excessive? i.e. it is not reasonable to expect a person to carry a hard-drive and monitor to and from work each day. Please identify and detail the relevant planning and equipment requirements here. COVID Food Safety Considerations The kitchen facilities for work locations are open and available. Staff are responsible for cleaning all cutlery, crockery and cups/mugs. Staff are responsible for ensuring high touch points, such as microwave keypads, fridge doors and taps are cleaned by the staff member before and after use. Communal cutlery and crockery is not allowed.
Kitchenette – food and drink Staff must provide their own cutlery, crockery and cup/mug. Please detail the relative instruction to staff including ensuring compliance with this area Shared or communal foods Shared foods such as morning tea biscuits/cake, celebratory foods such as birthday cakes are permitted with a single serving food handler. Foods where people are required to serve themselves should be avoided. Situations where the food is served by a person placing the food on another person’s plate etc. is permitted only where the
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person serving follows all reasonable food handling requirements including wearing gloves. The use of communal food service tools such as ‘tongs’ are not permitted.
Please detail the relative instruction to staff including ensuring compliance with this area Emergency Management Planning The recently introduced Hybrid Work Arrangement model may mean current Chief Wardens and Wardens are not always on campus. This can lead to a work area not have a suitable number of wardens available during an emergency situation. Managers are required to ensure coverage of wardens for all shifts in the work area. This may require the manager seeking nominations from their staff to be wardens and attend the relevant warden training program. Please contact [email protected] for assistance if required.
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Emergency Management Arrangements Given the change and potential rotation of staff, the manager is responsible for ensuring that the work area has a trained Area Warden. To arrange training the manager must contact the OHS department via the OHS email [email protected] Area Wardens Please record the details of the work area warden(s) and include confirmation of training. The manager must ensure that the training is undertaken by the staff member. Every work area must have an (On- campus) area warden to cover all operation work times.
Business Continuity Planning In the event that a snap lockdown is ordered by the Government, what is the process that will be followed by the work area? Business Continuity Snap Lockdown process Please detail the processes that the staff will need to follow to shut down for a lockdown. It is recommended that you plan for two scenarios 1. Snap lockdown with notice whilst in workplace. This would be a notice that would allow people to be able to be at work and collect equipment required for working from home. 2. Snap lockdown with no or insufficient notice. This could include a lockdown that is declared and implemented on a weekend in which case some/all employees may not have equipment at home to enable effective work from home.
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The following scenarios should describe what you work area would do if the following situations were to occur. It is noted that a lockdown may be extended and whilst initially planned for, 7 days could become >21 days at the direction of government. Please complete the plans for each scenario as identified below. Lockdown to last <7 days Lockdown to last 7-13 days Lockdown to last 14-21 days Lockdown to last>21 days
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Contact Tracing Contract tracing will be undertaken using a dual system. The use of the Wifi network using the VU Eduroam system and the use of the daily COVID Screening Tool on the VU App. This is a dual system meaning that both must be complied with. This is not a situation that is for the staff member to choose which one. Both must be complied with. VU Safe App Each staff member must complete the VU Safe App daily screening tool. (Paper copies are available for staff that cannot access the app). Please advise your teams that this App will be used to communicate to staff in an emergency and it is recommended that staff activate “Notifications” for this App. Please detail how you will advise staff of this requirement. Please detail how you will check and monitor compliance. Wifi network Staff must, where possible, connect to the VU Eduroam Wifi network when returning to campus. Please detail how you will advise staff of this requirement. Please detail how you will check and monitor compliance.
COVID INCIDENT It is important that any staff that may be either a suspected or confirmed COVID case is reported to the COVID Safe Team via email [email protected]. Please detail how you will advise staff of this requirement.
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Please detail who will be responsible for making this report.
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Contact Tracing Contract tracing will be undertaken using a dual system. The use of the Wifi network via the VU Eduroam system and the use of the daily COVID Screening Tool on the VU App. This is a dual system meaning that both must be complied with. This is not a situation that is for the staff member to choose which one, both must be complied with. VU Safe App Each staff member must complete the VU Safe App daily screening tool. (Paper copies are available for staff that cannot access the app). Please advise your teams that this App will be used to communicate to staff in an emergency and it is recommended that staff activate “Notifications” for this App. Please detail how you will advise staff of this requirement. Please detail how you will check and monitor compliance. Wifi network Staff must, where possible, connect to the VU Eduroam Wifi network when returning to campus. Please detail how you will advise staff of this requirement. Please detail how you will check and monitor compliance.
COVID INCIDENT It is important that any staff who may be either a suspected or confirmed COVID case is reported to the COVID Safe Team via email [email protected]. Please detail how you will advise staff of this requirement.
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Please detail who will be responsible for making this report.
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APPENDIX 4
COVID-19 JSA – TEMPLATE
DETAILS
JSA Prepared By: Date: Revision #:
Activity Details:
GENERAL GUIDELINES
This assessment is prepared to handle the COVID-19 hazard and reduce the risk as low as reasonably practical. This assessment is applicable to the activities as mentioned above only.
If you are unwell do not visit department and inform your manager.
Comply with physical distancing requirements at all times (1.5m from others) during visit.
Sneeze/cough into your elbow or a facial tissue, place tissue into a bin.
Wash hands with soap and water regularly (min 20 seconds) and use hand sanitiser before and after touching or handling objects
Do not handle or touch other people’s property.
HAZARD
COVID – 19 Pandemic
WHO MIGHT BE HARMED
Students or Staff visiting Facilities Staff (Housekeeping / terminal cleaning)
Activity Step(s) CONTROL MEASURES RESPONSIBILITY
SIGNATURES
Prepared by: Signature: Date:
Review By: Signature: Date:
Approved by: Signature: Date:
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APPENDIX 5 VU SAFE – COVID DAILY SCREENING GUIDE The VU SAFE APP is Victoria University’s emergency communication and safety tool. To get the app. – it’s a free app Go to your app store Search VUSAFE (One Word – lower case is okay) – you should see the following app. The app should appear on your phone as
Click “Get/Download/Purchase” Remember the app is free The VU SAFE app is a safety app – in the event of an emergency click on the Emergency Alert Button on the app
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This app will also be used as a push notification and communication tool in the event of a campus or external emergency impacting a campus – so please allow push notifications. For more information about your safety go to the safer communities website - https://www.vu.edu.au/about-vu/facilities-services/safer-community
For existing users that need to update to the latest version – if the auto update has not happened. Click on the preference/feedback button Click on data update
The click either OK or Update to update to the latest version. DAILY SCREENING From the home (start) screen you click on “COVID SCREENING” yellow button –then select COVID Self-Assessment button
Then complete the registration form (only filled out done the first time) and click the consent box The consent box is required to be ticked each screening time.
Answer Yes or No to each of the four questions and confirm the answers
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Click on view badge Green badge is approved Red badge you cannot enter campus
If you have entered the data incorrectly and receive a red badge please contact VU’s COVID line on 9919 6398. Any person on university ground, activities or events if requested by staff or security is required to produce their badge. This will include allowing the staff or security access to scan the QR Code which makes up the badge. To display badge
Thank you – any questions to [email protected] or call 9919 6398
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APPENDIX 6 A RISK RESPONSE GUIDE TO MUSICAL ACTIVITIES AT VICTORIA UNIVERSITY (VU) Any application to undertake music activities on any VU campus will require the proposal to address each of the actions items listed below. The required actions have been developed from the Victorian Department of Health and Human Services (DHHS) COVID-19 Infection technical guidance FAQ document on air and wind moving activities. Approval to undertake musical activities will be conditional upon a satisfactory response and implementation plan. The musical activities are outlined in 3 separate categories: 1. Orchestra (musical instruments) 2. Choir (singing) 3. Bands (which incorporate musical instruments and singing) It must be noted that these actions are in addition to the standard COVID safety requirements found in the VU COVID Safe Plan. Where a specific industry based requirement is more onerous or restrictive than the VU COVID Safe Plan requirement, the industry based action in this response guide will be the overriding requirement. ORCHESTRA
Action Response/Plan General provisions
Reducing the number of people present. This could include reviewing seating arrangements for different musical activities involving wind and brass instruments, including; orchestras, bands or music classes. Physical Distancing
Incorporating additional physical distancing between the musicians. Those musicians playing high-risk instruments (trumpet, bass trombone, oboe) should be more than two metres apart (to account for the length of the instrument) and maximise distance between those playing wind instruments and other musicians. Any audience should be distanced as far as is practical from brass and wind musicians. and must wear masks. Ventilation
Increase room ventilation for example, by opening windows. Masks
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Performers playing non-wind instruments (percussion and string players) must wear a face mask. Any audience should be distanced as far as is practical from brass and wind musicians and must wear masks. Audience, visitors and non-participants
All audience, visitors and non-participants must have their details including name, contact number, time/date and location of attendance recorded. Audience member numbers must comply with the relevant Government guidelines and volume and room lay out for the particular venue. Rooms that have been specifically set up for COVID purposes must not be reconfigured. Infection Prevention and Control
Users of brass instruments must regularly monitor and drain their breath condensate (‘spit valve’). Musicians must drain this fluid and dispose of it in a rubbish bin and then perform hand hygiene. Wind instruments are for individual use and must not be shared unless thoroughly cleaned and disinfected before reuse. Using a barrier cap on the bell of a brass instrument significantly reduces the release of respiratory aerosols into the immediate surroundings. This offers a possible mitigation method for playing in groups, especially in hard to ventilate spaces.
CHOIR The following relate to any choir situation where there is singing as a standalone activity/function. Group singing is safest when the following measures are applied:
Action Response/Plan Ventilation Singing outside or in a well-ventilated room (with windows open) Preventative Measures
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Physical distancing of at least 2 metres between each person while singing Short performances (of less than an hour) Singing softly. Participants must when a mask whilst not performing. Warm-up activities to be conducted outdoors where possible. Audience and visitors Only essential visitors or audience should be permitted. Audience to be positioned well away from the singers Audience member numbers must comply with the relevant Government guidelines and volume and room lay out for the particular venue. Audience must wear masks (indoor and outdoor events) All audience, visitors and non- participants must have their details including name, contact number, time/date and location of attendance recorded.
BANDS
Action Response/Plan General provisions
Reducing the number of people present. This could include reviewing seating arrangements for different musical activities involving wind and brass instruments, including; orchestras, bands or music classes. Short performances (of less than an hour)
Singers singing softly. Physical Distancing
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Incorporating additional physical distancing between the musicians. Those musicians playing high-risk instruments (trumpet, bass trombone, oboe) should be more than two metres apart (to account for the length of the instrument) and maximise distance between those playing wind instruments and other musicians. Singers should have physical distancing of at least 2 metres between each person while singing Warm-up activities to be conducted outdoors where possible. Ventilation
Increase room ventilation for example, by opening windows. Masks
Performers playing non-wind instruments (percussion and string players) must wear a face mask. Participants must when a mask whilst not performing. Conductors, educators and other assessors must wear masks at all times other than when an exemption applies Audience, visitors and non-participants
Only essential visitors or audience should be permitted. All audience, visitors and non-participants must have their details including name, contact number, time/date and location of attendance recorded. Audience member numbers must comply with the relevant Government guidelines and volume and room lay out for the particular venue. Rooms that have been specifically set up for COVID purposes must not be reconfigured. Any audience should be distanced as far as is practical from brass and wind musicians and singers. Audience must wear masks (indoor and outdoor events) Infection Prevention and Control
Users of brass instruments must regularly monitor and drain their breath condensate (‘spit valve’). Musicians must drain this fluid
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and dispose of it in a rubbish bin and then perform hand hygiene. Wind instruments are for individual use and must not be shared unless thoroughly cleaned and disinfected before reuse. Using a barrier cap on the bell of a brass instrument significantly reduces the release of respiratory aerosols into the immediate surroundings. This offers a possible mitigation method for playing in groups, especially in hard to ventilate spaces.
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APPENDIX 7
2019
COVIDSafe Plan
VICTORIA UNIVERSITY
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EVENTS CHECKLIST – VU HOSTING OFF SITE The following is a guide for preparing to attend an event that is hosted off site for all staff. CONTENTS
Events checklist – VU Hosting Off site ...... 72 Glossary of terms ...... 74 COVID Safety Officer ...... 74 COVID Attendees guide ...... 74 Cleaning ...... 74 COVID Safe Events ...... 74 Action ...... 75 Hotspots ...... 75 Contact Tracing...... 75 Physical Distancing ...... 75 Hand Hygiene and Infection Prevention ...... 76 Unwell ...... 76 Daily Health Screening ...... 76 Masks ...... 76 Exhibitors/Displays ...... 77 Eating ...... 77 COVID Incident ...... 77 Appendix 1 – Attendees Guide...... 77 Events checklist ...... 77 Glossary of terms ...... 79 Pre Event ...... 79 Travel to event ...... 79 Registration for events ...... 80 Event 81 Leaving the event ...... 82 On arrival at home ...... 82 COVID Incident ...... 82 Presenter/Exhibitor/Booth host ...... 83 Appendix Two – Health Screening Questions – Option 3...... 83
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GLOSSARY OF TERMS Term Meaning Approver When a manager is approving the event, the manger is responsible for ensuring that these guidelines are distributed to the organiser(s) Attendee A staff member who is attending an event but who is not the organiser Event Any formal activity that will be open to a variety of participants from various organisations or an event that is open to the public. The term event does not include business meetings or other scheduled meeting that whilst may include a host of organisations, is a scheduled business meeting. Host The organiser of the event from VU Organiser The person organising the event Staff A VU Staff member or contractor who is engaged to undertake work related tasks for the event
Venue The campus location where the event will be undertaken
COVID SAFETY OFFICER The event organiser should appoint a COVID safety officer to ensure that the requirements of this guide is met throughout the course of the event. Training and assistance for this role can be assisted through the VU COVID Safe Team via [email protected]. COVID ATTENDEES GUIDE The organiser has the responsibility to distribute this to all staff and all attendees of the event. A copy of the attendees guide is available at appendix 1 of this this guide CLEANING Relevant cleaning and high contact cleaning for the event is to be pre-arranged between the venue and the organiser COVID SAFE EVENTS The following information is designed as a guide. Logistical information such as whether items are supplied by the venue or VU will remain the logistics consideration of the event planners.
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Requirement ACTION • The event organiser must check and monitor HOTSPOTS that the venue is not in a designated hotspot. • The event organiser must not allow any attendee who has attended a hotspot within the past 14 days to attend unless they have been cleared by DHHS to have free movement in accordance with Government Guidelines. When organising the event, it is the organisers CONTACT TRACING responsibility to ensure that all details of all attendees (VU and non-VU participants). The recording of this must include the following details • Name • Contact phone number • Time of attendance • Organisation the person
PLEASE NOTE: any person attending campus is required to complete the VU Safe App COVID Daily Screening.
For events that will allow the public to attend such as graduations then the registration process is required.
• Physical distancing measures allowing 1.5m PHYSICAL spacing should be considered for all aspects DISTANCING of the event, including but not limited to; registration, seating, workshops, exhibits/displays. • Physical distancing decals such as floor space markers may be requested for the event from facilities. Consultation with facility services can be made to discuss assistance with setting up the decals and signage. • Avoid handshaking and hugs
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• Ensure that all staff and attendees can HAND HYGIENE AND maintain hand hygiene by washing hands INFECTION regularly with soap and water. Where this is PREVENTION not practical, use hand sanitizer. • Hand Sanitizer should be supplied and be available at the entrance, and throughout the venue • Attendees and staff should be reminded to ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. • Attendees should be provided with their own pen and paper and they avoid sharing of pens and papers or other items • Do not attend if you have any COVID UNWELL symptoms and VU supports the Government’s requirements of getting tested if you are unwell • Event staff must not attend if they are unwell • Attendees including speakers/presenters must not attend if they are unwell • Pre-attendance health screening should be DAILY HEALTH done. SCREENING • In accordance with the VU COVID Safe Plan any person attending campus must complete the VU Safe App. • All attendees must allow staff to inspect a “green badge” on entry. 1. Have the attendees complete a paper health declaration to be completed on the day of the event but prior to registration/entry. 2. Have a staff member ask the questions of the attendees at the entrance see appendix 2. • The decision of which model is to be utilised (or blended models) is at the discretion of the event organiser. • Masks must be worn indoors in compliance MASKS with Government’s requirements. Whilst the government requirements have changed and will potentially change throughout the lead up to the event, the mandating the use of masks will assist in future proofing the event somewhat. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue even if it is not a government requirement.
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• Any high contact items are to be cleaned EXHIBITORS/DISPLAYS between each attendee. This can be achieved by wiping over the item with an anti- viral disinfectant wipe. • Any giveaways must be prepacked i.e. show bags • No dip and grab items (i.e. a container of pens that the attendees can ‘grab a couple’) are to be available • No handshaking or hugs • Ensure people can physical distance when EATING eating Includes Lunch and Snacks • Avoid providing food that will require the (morning or afternoon tea) attendees using tongs or other high touch items to collect food. It would be preferred to use servers who will be wearing gloves. This is something to be determined between the event organisers and the caterers/venue.
COVID INCIDENT In the event that either the event or venue is subsequently identified as a hotspot or you receive reports (even unconfirmed reports) that a participant was a COVID positive person then immediately notify your manager and the VU COVID team on 9919 6398 or via [email protected] For managers who are notified of a COVID incident as described above, you must also notify the VU COVID Team via [email protected]
APPENDIX 1 – ATTENDEES GUIDE EVENTS CHECKLIST The following is a guide for preparing to attend an event that is hosted off site for all staff. CONTENTS
Events checklist ...... 77 Glossary of terms ...... 79 Pre Event ...... 79 General ...... 79 Travel to event ...... 79 Registration for events ...... 80 Event 81 Leaving the event ...... 82 On arrival at home ...... 82 COVID Incident ...... 82
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Presenter/Exhibitor/Booth host ...... 83
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GLOSSARY OF TERMS Term Meaning Approver When a manager is approving the attendance of the event, the manger is responsible for ensuring that these guidelines are distributed to the organiser or attendee – (whichever is relevant) Attendee A staff member who is attending an event but who is not the organiser Event Any formal activity that will be open to a variety of participants from various organisations or an event that is open to the public. The term event does not include business meetings or other scheduled meeting that whilst may include a host of organisations, is a scheduled business meeting. Host The organisation/group/company/person that is putting on the event Organiser The person organising for themselves or others to attend the event Venue The location where the event will be undertaken
PRE EVENT The following steps must be undertaken; General
Action Requirement
Completion of the VU • All attendees must register their location on the VU Safe App on each day safe App by using the event name and venue name prior to attending the and venue location venue
Comply with the pre- • Ensure all COVID requirements are met as part of attendance registration the registration details requirement
Unwell • Do not attend if you have any COVID symptoms and VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area Distribution of these • The organiser is responsible for the distribution of guidelines these guidelines to all attendees
TRAVEL TO EVENT Action Requirement
Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained
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Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
REGISTRATION FOR EVENTS Action Requirement
Completion of the VU • All attendees must register their location on the VU Safe App on each day safe App by using the event name and venue name prior to attending the and venue location venue
Comply with registration • Ensure all COVID requirements are met as part of requirement the registration details
Unwell • Do not attend if you have any COVID symptoms and VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area • If the venue is in a hotspot location then attendance should not occur. Further information can be gained by contacting VU’s COVID team on 9919 6398 or via email [email protected] Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. COVID Registration • Whilst you will have completed the VU Safe App, all attendees must comply with the venue and host COVID registration requirements Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government.
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• Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement.
EVENT Action Requirement
Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. • Use your own pen and paper and avoid sharing of pens and papers or other items • Avoid handshaking and hugs Unwell • If you begin to feel unwell during the event with any COVID Symptoms, no matter how mild, then you should immediately leave and arrange a COVID test in accordance with government requirements • You should notify your manager and VU’s COVID hotline via [email protected] Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement. Exhibits • Avoid contacting high touch items that are in exhibits or displays • Wash hands after contact with any high contact items
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Eating • Avoid situations where physical distancing is not possible, as you will not have your mask Includes Lunch and • Avoid sitting at a location that has multiple previous Snacks (morning or users (food court tables etc.) afternoon tea)
LEAVING THE EVENT Action Requirement
Check out • Complete any check out process required by the venue or host Hand Hygiene and • Washing hands regularly with soap and water. Infection Prevention Where this is not practical, use hand sanitizer as the last action prior to leaving. Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
ON ARRIVAL AT HOME Action Requirement
Hand Hygiene and • Wash your hands with soap and water. Where this Infection Prevention is not practical, use hand sanitizer. • Wipe down any items being bought in from the event into your home with an anti-viral disinfectant. COVID INCIDENT In the event that either the event or venue is subsequently identified as a hotspot or you receive reports (even unconfirmed reports) that a participant was a COVID positive person then immediately notify your manager and the VU COVID team on 9919 6398 or via [email protected]
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For managers who are notified of a COVID incident as described above, you must also notify the VU COVID Team via [email protected] PRESENTER/EXHIBITOR/BOOTH HOST Where a staff member(s) are attending as presenters or exhibitors these requirements are still incumbent upon the attendee’s as an organiser to ensure compliance with these guidelines. Action Requirement
Hand Hygiene and • Regularly wash your hands with soap and water. Infection Prevention Where this is not practical, use hand sanitizer. • Wipe down any high contact items with the appropriate wipe between each person Masks • Masks must be worn at all times Give away items • Should be pre-packed in show bag or similar • Avoid items that will require attendees touching items that other may take. • Avoid handshakes and hugs
APPENDIX TWO – HEALTH SCREENING QUESTIONS – OPTION 3 The following process can be adopted if a staff member is tasked to undertake a health screening of each attendee Question 1 Do you currently have any symptoms such as a fever, cough, sore throat, loss of sense of smell or taste – no matter how mild the symptom? Question 2 Have you been instructed by a health official to quarantine or isolate because you; • Have been in close contact with a COVID confirmed person; or • Have had a COVID test and are awaiting the results; or • Have returned from overseas in the past 14 days Question 3 Have you been to any local or interstate hotspots in the past 14 days? Question 4 Are you awaiting clearance from being a COVID confirmed case? What to do if an attendee answers “yes” to any of the questions If the person answers “Yes” to any of the above questions then confirmation should be obtained to ensure the person has understood the question. If the information is confirmed then the COVID Safety Officer must be notified and a decision made regarding the attendance of the person at the event.
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APPENDIX 8 2019
COVIDSafe Plan
VICTORIA UNIVERSITY
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EVENTS CHECKLIST – VU HOSTING OFF SITE The following is a guide for preparing to attend an event that is hosted off site for all staff. CONTENTS
Events checklist – VU Hosting Off site ...... 85 Glossary of terms ...... 86 COVID Safety Officer ...... 86 COVID Attendees guide ...... 86 Cleaning ...... 86 COVID Safe Events ...... 86 Action ...... 87 Hotspots ...... 87 Contact Tracing...... 87 Physical Distancing ...... 88 Hand Hygiene and Infection Prevention ...... 88 Unwell ...... 88 Daily Health Screening ...... 88 Masks ...... 89 Exhibitors/Displays ...... 89 Eating ...... 89 COVID Incident ...... 89 Appendix 1 – Attendees Guide...... 89 Appendix Two – Health Screening Questions ...... 94
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GLOSSARY OF TERMS Term Meaning Approver When a manager is approving the event, the manager is responsible for ensuring that these guidelines are distributed to the organiser(s) Attendee A staff member who is attending an event but who is not the organiser Event Any formal activity that will be open to a variety of participants from various organisations or an event that is open to the public. The term event does not include business meetings or other scheduled meeting that whilst may include a host of organisations, is a scheduled business meeting. Host The organiser of the event from VU Organiser The person organising the event Staff A VU Staff member or contractor who is engaged to undertake work related tasks for the event
Venue The location where the event will be undertaken
COVID SAFETY OFFICER The event organiser should appoint a COVID safety Officer to ensure that the requirements of this guide are met throughout the course of the event. Training and assistance for this role can be accessed through the VU COVID Safe Team via [email protected]. COVID ATTENDEES GUIDE The organiser has the responsibility to distribute this to all staff and all attendees of the event. A copy of the attendees guide is available at appendix 1 of this this guide. CLEANING Relevant cleaning and high contact cleaning for the event is to be pre-arranged between the venue and the organiser. COVID SAFE EVENTS The following information is designed as a guide. Logistical information such as whether items are supplied by the venue or by VU will remain the logistics consideration of the event planners.
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Requirement ACTION The Event Organiser must check and monitor that HOTSPOTS the venue is not in a designated hotspot. When organising the event, it is the Event CONTACT TRACING Organiser’s responsibility to ensure that all details of all attendees are recorded (VU and non-VU participants). The recording of this must include the following details • Name • Contact phone number • Time of attendance • Organisation the person is representing
This process may be done in conjunction with the venue requirements. It will not be necessary for attendees to record the details twice. When utilising the venue contact tracing facilities, the Event Organiser must ensure that VU has access to all details in the event of a COVID incident being reported.
PLEASE NOTE: all VU staff and attendees are still required to complete the VU Safe App COVID Daily Screening. For events that will allow the public to attend such as graduations then the registration process is required.
For street based events where presentation is to ‘passers-by’ then further assistance should be gained from the VU COVID Safe Team via [email protected].
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• Physical distancing measures allowing 1.5m PHYSICAL spacing should be considered for all aspects DISTANCING of the event, including but not limited to; registration, seating, workshops, exhibits/displays. • Physical distancing decals such as floor space markers may be requested for the event from facilities. Please note that it will be the Event Organiser’s and venue’s responsibility to ensure that these decals are appropriately and correctly placed. Facilities will not be placing any item in any off campus location. • Avoid handshaking and hugs • Ensure that all staff and attendees can HAND HYGIENE AND maintain hand hygiene by washing hands INFECTION regularly with soap and water. Where this is PREVENTION not practical, use hand sanitizer. • Hand Sanitizer should be supplied and be available at the entrance, and throughout the venue. • Attendees and staff should be reminded to ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities/microphones. • Attendees should be provided with their own pen and paper and avoid sharing of pens and papers or other items. • Do not attend if you have any COVID UNWELL symptoms • VU supports the Government’s requirements of getting tested if you are unwell • Event staff must not attend if they are unwell • Attendees must not attend if they are unwell • Pre-attendance health screening should be DAILY HEALTH done. SCREENING • There are three options to facilitate this. 3. Have the attendees download the VU Safe App and complete the COVID SCREENING via the App. This will allow staff to inspect a “green badge” on entry to verify that the attendee has completed the screening. 4. Have the attendees complete a paper health declaration to be completed on the day of the event but prior to registration/entry. 5. Have a staff member ask the questions of the attendees at the entrance see appendix 2. • The decision of which model is to be utilised (or blended models) is at the discretion of the Event Organiser.
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• Masks must be worn indoors in compliance MASKS with Government’s requirements. Whilst the government requirements do change and will potentially change throughout the lead up to the event, mandating the use of masks will assist in future-proofing the event somewhat. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue even if it is not a government requirement. • Any high contact items are to be cleaned EXHIBITORS/DISPLAYS between each attendee. This can be achieved by wiping over the item with an anti- viral disinfectant wipe. • Any giveaways must be prepacked i.e. show bags • No dip and grab items (i.e. a container of pens that the attendees can ‘grab a couple’) are to be available • No handshaking or hugs • Ensure people can physically distance when EATING eating Includes Lunch and Snacks • Avoid providing food that will require the (morning or afternoon tea) attendees using tongs or other high touch items to collect food. It would be preferred to use servers who will be wearing gloves. This is something to be determined between the Event Organisers and the caterers/venue.
COVID INCIDENT In the event that either the event or venue is subsequently identified as a hotspot or you receive reports (even unconfirmed reports) that a participant was a COVID positive person, immediately notify your manager and the VU COVID team on 9919 6398 or via [email protected] For managers who are notified of a COVID incident as described above, you must also notify the VU COVID Team via [email protected]
APPENDIX 1 – ATTENDEES GUIDE Events checklist The following is a guide for preparing to attend an event that is hosted off site for all staff. Glossary of terms Term Meaning Approver When a manager is approving the attendance of the event, the manager is responsible for ensuring that these guidelines are distributed to the organiser or attendee – (whichever is relevant)
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Attendee A staff member who is attending an event but who is not the organiser Event Any formal activity that will be open to a variety of participants from various organisations or an event that is open to the public. The term event does not include business meetings or other scheduled meetings that whilst may include a host of organisations, is a scheduled business meeting.
Host The organisation/group/company/person that is putting on the event Organiser The person organising for themselves or others to attend the event Venue The location where the event will be undertaken
Pre Event The following steps must be undertaken; General Action Requirement
Comply with the pre- • Ensure all COVID requirements are met as part of attendance registration the registration details requirement
Unwell • Do not attend if you have any COVID symptoms and VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area Distribution of these • The organiser is responsible for the distribution of guidelines these guidelines to all attendees
Travel to event Action Requirement
Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
Registration for events Action Requirement
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Completion of the VU • All attendees must register their location on the VU Safe App on each day safe App by using the event name and venue name prior to attending the and venue location venue
Comply with registration • Ensure all COVID requirements are met as part of requirement the registration details
Unwell • Do not attend if you have any COVID symptoms • VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area • If the venue is in a hotspot location then attendance should not occur. Further information can be gained by contacting VU’s COVID team on 9919 6398 or via email [email protected] Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. COVID Registration • Whilst you will have completed the VU Safe App, all attendees must comply with the venue and host COVID registration requirements Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement.
Event
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Action Requirement
Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. • Use your own pen and paper and avoid sharing of pens and papers or other items • Avoid handshaking and hugs Unwell • If you begin to feel unwell during the event with any COVID Symptoms, no matter how mild, then you should immediately leave and arrange a COVID test in accordance with government requirements • You should notify your manager and VU’s COVID hotline via [email protected] Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement. Exhibits • Avoid contacting high touch items that are in exhibits or displays • Wash hands after contact with any high contact items Eating • Avoid situations where physical distancing is not possible, as you will not have your mask Includes Lunch and • Avoid sitting at a location that has multiple previous Snacks (morning or users (food court tables etc.) afternoon tea)
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Leaving the event Action Requirement
Check out • Complete any check out process required by the venue or host Hand Hygiene and • Washing hands regularly with soap and water. Infection Prevention Where this is not practical, use hand sanitizer as the last action prior to leaving. Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
On arrival at home
Action Requirement
Hand Hygiene and • Wash your hands with soap and water. Where this Infection Prevention is not practical, use hand sanitizer. • Wipe down any items being bought in from the event into your home with an anti-viral disinfectant.
COVID Incident In the event that either the event or venue is subsequently identified as a hotspot or you receive reports (even unconfirmed reports) that a participant was a COVID positive person then immediately notify your manager and the VU COVID team on 9919 6398 or via [email protected] For managers who are notified of a COVID incident as described above, you must also notify the VU COVID Team via [email protected]
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Presenter/Exhibitor/Booth host Where staff member(s) are attending as presenters or exhibitors these requirements are still incumbent upon the attendees as an organiser to ensure compliance with these guidelines. Action Requirement
Hand Hygiene and • Regularly wash your hands with soap and water. Infection Prevention Where this is not practical, use hand sanitizer. • Wipe down any high contact items with the appropriate wipe between each person Masks • Masks must be worn at all times Give away items • Should be pre-packed in show bag or similar • Avoid items that will require attendees touching items that others may take. • Avoid handshakes and hugs
APPENDIX TWO – HEALTH SCREENING QUESTIONS COVID Daily Screening Tool (Hardcopy)
It is preferred that the assessment be undertaken when possible via the VU Safe App. Where this is not possible – please complete the following form. This form needs to be submitted each day prior to you attending campus by sending it to [email protected]. You must carry this form with you whilst on campus and produce it upon request from any staff member. Name Date Time Campus Student/Staff ID # Contact Phone Contact email
If you are saving the form to use on multiple days, make sure that you have entered the correct day and time – as any form that date is greater than 24 hours old will not be accepted. Question Yes No Do you currently have any symptoms such as a fever, cough, sore throat, loss of sense of smell or taste – no matter how mild the symptom? Have you been instructed by a health official to quarantine or isolate for any of the following reason;
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• Have been in close contact with a COVID confirmed person; or • Have had a COVID test and are awaiting the results; or
• Have returned from overseas in the past 14 days 2019
Have you been to any local or interstate hotspots in the past 14 days? Are you awaiting clearance from being a COVID confirmed case?
Self-assessment If you answer “Yes” to any of the above questions then you should not enter campus. Further advice may be provided by the VU COVID team by calling 9919 6398. It is the responsibility of the person completing the form to scan and forward it to the COVID Safe Team via email [email protected]. No daily health screen – No entry to campus Thank you for working with us to keep VU COVID free.
APPENDIX 9
COVIDSafe Plan
VICTORIA UNIVERSITY
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EVENTS CHECKLIST The following is a guide for preparing to attend an event that is hosted off site for all staff. CONTENTS
Events checklist ...... 96 Glossary of terms ...... 97 Pre Event ...... 97 Travel to event ...... 97 Registration for events ...... 98 Event 99 Leaving the event ...... 100 On arrival at home ...... 100 COVID Incident ...... 100 Presenter/Exhibitor/Booth host ...... 100
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GLOSSARY OF TERMS Term Meaning Approver When a manager is approving the attendance of the event, the manager is responsible for ensuring that these guidelines are distributed to the organiser or attendee – (whichever is relevant) Attendee A staff member who is attending an event but who is not the organiser Event Any formal activity that will be open to a variety of participants from various organisations or an event that is open to the public. The term event does not include business meetings or other scheduled meeting that whilst may include a host of organisations, is a scheduled business meeting. Host The organisation/group/company/person that is putting on the event Organiser The person organising for themselves or others to attend the event Venue The location where the event will be undertaken
PRE EVENT The following steps must be undertaken; General
Action Requirement
Comply with the pre- • Ensure all COVID requirements are met as part of attendance registration the registration details requirement
Unwell • Do not attend if you have any COVID symptoms and VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area Distribution of these • The organiser is responsible for the distribution of guidelines these guidelines to all attendees
TRAVEL TO EVENT Action Requirement
Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas
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Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
REGISTRATION FOR EVENTS Action Requirement
Completion of the VU • All attendees must register their location on the VU Safe App on each day safe App by using the event name and venue name prior to attending the and venue location venue
Comply with registration • Ensure all COVID requirements are met as part of requirement the registration details
Unwell • Do not attend if you have any COVID symptoms and VU supports the Government’s requirements of getting tested if you are unwell Hotspots • The Organiser and all attendees will be responsible to check that the venue is not in a hotspot area • If the venue is in a hotspot location then attendance should not occur. Further information can be gained by contacting VU’s COVID team on 9919 6398 or via email [email protected] Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. COVID Registration • Whilst you will have completed the VU Safe App, all attendees must comply with the venue and host COVID registration requirements Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement.
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EVENT Action Requirement
Crowded areas where • Avoid registration and pre-event situations that 1.5m physical distancing means that physical distancing of 1.5m cannot be cannot be maintained maintained • Ensure physical distancing is maintained whilst queuing for registration • Masks must be worn when the physical distancing cannot be maintained. Hand Hygiene and • Maintain hand hygiene by washing hands regularly Infection Prevention with soap and water. Where this is not practical, use hand sanitizer. • Masks must be worn whilst indoors • Ensure hands are washed before and after using the bathroom, before and after eating, after touching any high contact items such as displays/exhibits/activities. • Use your own pen and paper and avoid sharing of pens and papers or other items • Avoid handshaking and hugs Unwell • If you begin to feel unwell during the event with any COVID Symptoms, no matter how mild, then you should immediately leave and arrange a COVID test in accordance with government requirements • You should notify your manager and VU’s COVID hotline via [email protected] Masks • Masks must be worn indoors in compliance with Government’s requirements. Given these requirements may change quickly, masks must be worn even if it is not a requirement of Government. • Exemptions to wearing a mask apply when eating or drinking. • Masks must also be worn if this is a requirement of the venue or host even if it is not a government requirement. Exhibits • Avoid contacting high touch items that are in exhibits or displays • Wash hands after contact with any high contact items Eating • Avoid situations where physical distancing is not possible, as you will not have your mask Includes Lunch and • Avoid sitting at a location that has multiple previous Snacks (morning or users (food court tables etc.) afternoon tea)
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LEAVING THE EVENT Action Requirement
Check out • Complete any check out process required by the venue or host Hand Hygiene and • Washing hands regularly with soap and water. Infection Prevention Where this is not practical, use hand sanitizer as the last action prior to leaving. Using public transport • Masks to be worn • Avoid situations where 1.5m physical distancing cannot be maintained Commercial vehicle (taxi • Masks to be worn etc.) • A record kept of the trip details
Personal Vehicle • Ensure parking is as close to the venue as possible to reduce the risk of needing to walk in crowded areas Other – walking riding • Avoid crowded areas and wear a mask in situations where 1.5m physical distancing cannot be maintained
ON ARRIVAL AT HOME Action Requirement
Hand Hygiene and • Wash your hands with soap and water. Where this Infection Prevention is not practical, use hand sanitizer. • Wipe down any items being bought in from the event into your home with an anti-viral disinfectant. COVID INCIDENT In the event that either the event or venue is subsequently identified as a hotspot or you receive reports (even unconfirmed reports) that a participant was a COVID positive person then immediately notify your manager and the VU COVID team on 9919 6398 or via [email protected] For managers who are notified of a COVID incident as described above, you must also notify the VU COVID Team via [email protected] PRESENTER/EXHIBITOR/BOOTH HOST Where a staff member(s) are attending as presenters or exhibitors these requirements are still incumbent upon the attendee’s as an organiser to ensure compliance with these guidelines.
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Action Requirement
Hand Hygiene and • Regularly wash your hands with soap and water. Infection Prevention Where this is not practical, use hand sanitizer. • Wipe down any high contact items with the appropriate wipe between each person Masks • Masks must be worn at all times Give away items • Should be pre-packed in show bag or similar • Avoid items that will require attendees touching items that other may take. • Avoid handshakes and hugs
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APPENDIX 10 MANUAL VU SAFE APP FORM
COVID Daily Screening Tool (Hardcopy)
It is preferred that the assessment be undertaken when possible via the VU Safe App. Where this is not possible – please complete the following form. This form needs to be submitted each day prior to you attending campus by sending it to [email protected]. You must carry this form with you whilst on campus and produce it upon request from any staff member. Name Date Time Campus Student/Staff ID # Contact Phone Contact email
If you are saving the form to use on multiple days, make sure that you have entered the correct day and time – as any form that date is greater than 24 hours old will not be accepted. Question Yes No Do you currently have any symptoms such as a fever, cough, sore throat, loss of sense of smell or taste – no matter how mild the symptom? Have you been instructed by a health official to quarantine or isolate for any of the following reason;
• Have been in close contact with a COVID confirmed person; or • Have had a COVID test and are awaiting the results; or • Have returned from overseas in the past 14 days
Have you been to any local or interstate hotspots in the past 14 days? Are you awaiting clearance from being a COVID confirmed case?
Self-assessment If you answer “Yes” to any of the above questions then you should not enter campus. Further advice may be provided by the VU COVID team by calling 9919 6398. It is the responsibility of the person completing the form to scan and forward it to the COVID Safe Team via email [email protected]. No daily health screen – No entry to campus Thank you for working with us to keep VU COVID free.
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