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Department of Computer Science and Technology

 

This document describes the Department of Computer Science and Technology Protocol for restarting Building Usage

We have put in place a procedure to allow individuals, at their request, to be allowed in the building for work.  The University guidance remains that anyone who can work from home should continue to do so.  

We need everyone who works in the Department over the coming months to do their best to protect themselves and others. Cleanliness and physical distancing are essential in order to reduce the risk of infection being brought in or spread in the Department. We have carried out the necessary risk assessments and put in place measures for additional cleaning to take place.  Face coverings should be worn in public areas of the building (e.g. The Street, corridors, kitchens and toilets) and when in proximity of others.  The only time when a face covering is not mandatory is when you are alone in your office but they must be worn when in transit to/from your office or another workspace.

Supervisors/PIs will be responsible for agreeing the timetable of attendance for their staff and should send details or a link to cl-shutdown@cl.cam.ac.uk a week ahead of the start of the timetable.  

University guidance states that individuals in at risk groups should continue to work from home. Nobody should be forced to return to work, including those in at risk groups or anyone living with individuals in an at risk group unless government guidelines explicitly state that return to work can be safely achieved.

Some support staff will work in the building in shorter shifts but the majority will continue to work from home.

Access to the building for collection of material remains unchanged. Permission to collect items can be requested by emailing cl-shutdown@cl.cam.ac.uk.  Please allow 24 hours to receive a response from cl-shutdown.

A condition of access to the building is to agree to read and abide by the code of conduct for working in the building.

Code of Conduct for working in the building

If you feel unwell at any time with any type of illness or symptoms do not come into the Department. If:

  • you have been in the department and have suspected Covid-19 symptoms or
  • you have any reason to believe you might have entered the building while infected (up to 7 days before symptoms started or a positive test result) or
  • you have a positive Covid-19 test

then call 01223 334603, so that we can protect your colleagues and others who may use the building. We will inform any colleagues you may have been in contact with in the building and arrange to clean potentially contaminated areas.

As you may be aware, the University is offering a PCR swab test to all University of Cambridge and college staff and to members of their household (anyone with whom you share a bathroom, toilet or kitchen) with symptoms of possible SARS-CoV-2 infection (COVID-19). You can arrange a test by calling Addenbrooke’s Hospital Occupational Health on +44(0)1223 216767 (8.30pm to 4.30pm Monday to Thursday) and stating where you work. Inform your line manager immediately.

Before entering

Your PI will allocate you a time for working in the building and ensure cl-shutdown@cl.cam.ac.uk has a copy of the timetable.   It will be assumed that you will use your allocated office but if others need access to your office you may be asked to use an office different to your usually assigned one.

You must complete a Risk Assessment before you come into the building to work  https://forms.gle/nzRgoa884xyopBJD6 (login using your CRSID in the cam.ac.uk domain, e.g. pb22@cam.ac.uk, and authenticate using Raven), or alternatively use the University's word document at https://www.safety.admin.cam.ac.uk/latest-information/covid-19.  If you not in the Green category, you should discuss this with your line manager.  The departmental-Secretary@cst.cam.ac.uk or safety-officer@cl.cam.ac.uk can discuss this with you if you prefer.

When arriving in the building

Remember that face coverings should be worn in public areas of the building so please wear a face covering upon arrival.  Please show your enter card to the card reader at the main doors to the building. This will record you are in the building and act as a "signing in" process. Please do not let anyone tailgate you into the building as it is important that we record everyone who is in the building. You will also be required to "sign out" (see details under Leaving the Building).

Paper tissues will be provided so that you can open doors with them rather than touching door handles. Given there will be a reduced number of people in the building at any one time, and the corridors in the building are wide, there are no restrictions on movements along corridors, however, please be mindful of other people when going to and from your office/lab.  There is a one-way system on the staircases.  When you arrive, please use the North staircase on the West side of the building to go up and the South staircase to go down.  We ask that you try to only use the corridor in which you will be working to get to your destination, and take the shortest route for access to the East corridors.   We encourage use of the west staircases as a preference but should you need to use the internal staircases on the east side (rear) of the building please use the central staircase to go up, and the south and north staircases to go down. 

Please DO NOT use the lifts unless prior permission has been obtained. Permission will be approved if you have a disability or a job which involves carrying equipment.

If GN09 was requested for your use, please can you coordinate with Malcolm Scott as he will maintain an additional schedule of its use. The datacentre cooling system rapidly circulates air throughout the room so it is particularly important to be cautious about use of GN09 if someone has already been in there that day. If you need access to SE17 please let Theo Markettos know as he will be keeping a rota for its use.  Malcolm and Theo will instruct you on any specialist cleaning equipment needed for these rooms as well as any specific safety instructions.

When in the office

Wash your hands before going to your work area. Hand sanitizers will be provided in your office but we recommend that washing your hands with soap and water is preferable. When washing your hands with soap and water, wash for 20 seconds and follow the method shown on the posters in the toilets. Washing hands with soap and water is the best method for keeping your hands clean.  If there is no hand santizer available in your workspace, please request this by emailing stores@cst.cam.ac.uk.

When alone in your office, or other place of work, your face covering can be removed. Don't forget to put it back on before leaving your office.

Try to remain in your office or work space as much as possible as there might be others using other parts of the building at the same time. If you need to contact anyone else in the building phone, email or video call them. Do not go to other peoples’ offices, stores, reception etc.  We are allowing access to the GC corridor to collect post but please keep your visits as brief as possible and do not enter the Reception office.  Please access the GC corridor via the door in the Street. 

We continue to suggest that video conferencing is used for seminars and meetings, but if 1:1 meetings are deemed to be absolutely necessary, they should be held either outside in the Courtyards, or in The Street until further notice.  You may hail a colleague as you walk by their office, but you should not stop to talk.

Request equipment and consumables by email and these can be delivered to you. Requests will need to be made ahead of the day you need the items.

Use hand sanitizer or tissues provided before you touch door handles. Try to avoid touching door handles and door plates where possible. Note: Do not bring Latex gloves into the Department. This is important to due allergen issues. We do not recommend the use of disposable gloves and regular handwashing is preferred.  However, should you have a specific need to use them, stores has a supply which can be obtained on request.

Close your door while you are in your office. If the temperature allows, ventilate your room by opening the window but close it before you leave for the day.

There is currently no outgoing postal service available. Do not order personal items to be delivered to the Department.

Please empty your office bin in the bins in the corridors or the kitchens and bathrooms.

Please adhere to social distancing measures at all times. Ideally this will be 2m apart from anyone else in the building. Avoid touching your face with your hands.

If you feel unwell at any time with any type of illness or symptoms you should not come into the Department. However, if you do feel unwell while you are in the building it is important that you leave as soon as possible.  If you cannot leave straightaway please isolate yourself.  If you are not able to isolate in the room you are working in, we have isolation rooms availble for this purpose.  Take the following actions:

  • Phone Reception 01223 763500 or a First Aider to inform them that you are isolating and if necessary to request access to an isolation room on the FW landing. 
  • Give them your crsid and surname.
  • If you are moving to an isolation room, please go straight there (signage will be placed on the door during isolation to inform other building members that the room is in use for isolation purposes). 

When you are isolating please:

  • Wear a face covering when in the room and when leaving the building.
  • Do not open the door of the room until you are going to leave the building.
  • Inform Reception or the First Aider that you are leaving the building and email cl-shutdown@cl.cam.ac.uk to inform them you have left.
  • If you have any Covid-19 symptoms, take a test as soon as possible (see instructions above on how to access a test) and give cl-shutdown@cl.cam.ac.uk the result.

Note:  Isolation rooms will not be available out of hours.  Stay in your office with the door closed until you are able to leave. If you are isolating out of hours it is still important that you inform cl-shutdown@cl.cam.ac.uk of your symptoms and if apropriate take a Covid-19 test and let them have the result.

Equipment

If you are using shared equipment (such as for example hardware and printers in your corridor), if you need to touch it, please take care to sanitize it before and after you use it. There will be sanitizing wipes available to you and your PI/Supervisor will instruct you on cleaning any specialist equipment within your research group.

We are currently not allowing use of the reprographics room on the GC corridor.  If you need anything printed, email the file to reception@cst.cam.ac.uk and they will print this for you.  Please allow at least 24 hours’ notice, more if possible, if this is required.  They will also be able to scan documents that are left in the pigeonhole after 48 hours of them being placed there.  Please put documentation in an envelope and write your name, the date and time on it and email Reception with instructions.  Please contact printing@cl.cam.ac.uk if you need to use the poster printer. 

Toilets and Kitchens

Please use the kitchen and toilet nearest to your office. 

When entering the first door of the toilet area, ask loudly if someone is in there before entering. Avoid co-presence in the toilet.  Please close the toilet lid before flushing it. Wash your hands thoroughly before leaving the toilet area and use a paper towel to pull doors open and dispose of it in the nearest bin afterwards.

The cafeteria will not be open so please bring your food and drink with you to work and do not leave items in the fridge after you have left the building. Any food in the fridges at the end of the day will be disposed of. Food bags left in any shared use fridge or freezer. should be clearly labelled with the owner’s name. Wipe the fridge handle before and after you have touched it.  Keep your own crockery, cutlery and glassware in your office.

Please note that as there are a limited number of taps in the building that are safe to use for drinking water so we suggest that bottle water is used for drinking.  Taps that are unsafe for drinking are clearly labelled.  The water dispensers will not be on so we recommend that you use bottled water where possible.  Bottled water can be obtained by emailing fm-team@cl.cam.ac.uk if you are unable to bring your own with you. 

Please do not use the microwave ovens. We are investigating making more of these available in all corridors but at the moment, we do not wish people to move around the building to find the nearest microwave.

We ask that you eat in your office rather than using the communal areas.  

Leaving the building

When you leave for the day, ensure that your office light is turned off and your office door is closed. Please wash your hands before you leave the building. Paper tissues will be provided in corridors so that you can open the doors with them rather than touching the door handles. Please sign out of the building by showing your enter card to the card reader on the internal cycle store door – this door is located opposite Reception. This will log you as “signed out”. You will know if your sign out has been logged as the light will turn green. You do not need to leave by the cycle store door (unless you have a cycle in the store). Please leave via the front door, avoiding touching anything with your hands.

Emergencies

As there is low occupancy in the Department, we cannot rely on there being a Fire Warden or Fire Aider present. It is therefore important that you sign in and out of the building as stated in the above sections. Please read the briefing on what to do in the case of an emergency.

If you see an accident or have a problem that would require first aid then call a member of the facilities team on 01223 763696/01223 763786 and state your location. If present in the building, Martin McDonnell, a University first aider, will assist you. If nobody is contactable, call the emergency services on 1-999.

A member of the facilities team will normally be available between the hours of 09:00 – 16:00, Monday to Friday. They can be contacted by phone on either 01223 763696/01223 763786 or by email fm-team@cl.cam.ac.uk

In case of another emergency out of these hours or if the facilities team cannot be contacted, please call the University Central Security Office:

Emergency Calls, Internal (24/7): 101
Emergency Calls, External: 01223 (7)67444