Plan for Researchers Return to School of Dentistry ...€¦ · Web viewEncourage staff to report any problems and carry out skin checks as part of a skin surveillance programme

Draft COVID-19 building risk assessment - Dental Building version 1.0

COVID-19 building risk assessment – Dental Building (floors 4 and 5).

Covid-19 is a new viral illness that can affect your lungs and airways. Symptoms vary and can be mild, moderate, severe or fatal.

This is a COVID-19 secure building risk assessment for the Dental Building (floors 4 and 5) for dealing with the current Covid-19 situation in the workplace. Using the principles identified in the Cardiff University Organisational COVID-19 risk assessment, this assessment highlights the hazards linked to COVID in this building and identifies local appropriate control measures to ensure, as far as practicable, a COVID-secure workplace is maintained.

This assessment is supported by the overarching ‘Building Reoccupation Proposal for Social Distancing’ document which set out operational detail and the Dental School local processes:

‘Back to Research’ – Appendix 1 ‘Schematics of Laboratory Floor Plans’ A schematic representation of the management of the movement of people in the laboratory areas on

floors 4 and 5 of the Dental Building can be found in Appendix 2

Version 1. Date – 17.07.2020

https://intranet.cardiff.ac.uk/staff/supporting-your-work/coronavirus-outbreak/coronavirus-covid-19-organisational-risk-assessment

What are the hazards?

Who might be harmed

Controls Required Additional Controls

Action by who?

Action by when?

Done

Contraction and spread of Covid-19 Coronavirus.

Staff health and wellbeing related issues associated with working remotely.

Staff, students, visitors.

The following sections outline the current controls.The following sections outline additional controls.

Control of building access and movement of people


Accessing the building is limited to the School entrance next to the lecture theatres (the NHS entrance is for patients only and is staffed by nurses carrying out triage of patients).

Access requests are managed by the School.

Core hours: All staff must use the designated entry and exit points..

Other times: *Insert any additional out of hours access

Local management to ensure that staff, students and visitors receive a building induction covering related significant risk, and understand the necessary critical/ building-specific control measures.


Who might be harmed


Action by who?

Action by when?

Done





information* Peak Access Periods: Start and end: Set staggered start &

finish times where possible. Lunch times: Encourage staggered lunch breaks.

Sanitising gel will be available for use upon entry. *Insert local Security information* Internal doors may be removed or held open only when

formally identified through fire risk assessment process, and only where safe to do so.

Building access no earlier than 8am, Monday to Friday (in line with cleaning and hygiene protocols below).

*Insert local arrangements for extended access*• E.g. Essential/Research Staff will continue to


Who might be harmed


Action by who?

Action by when?

Done





have extended access provided in accordance with School / Department requirements and local risk assessments.

All occupants to display their University ID card. NB: Children not allowed onto the University managed floors.

Physical distancing in the workplace – Cleaning and hygiene

Staff Staff access begins at 8am to give cleaning staff time to clean COVID-19 building risk assessment


Who might be harmed


Action by who?

Action by when?

Done





and sanitise key areas before staff enter. Touch points and heavily used areas will be prioritised for

repeat cleaning throughout the day. Toilets/kitchenettes will close for short periods during working

hours for additional cleans to be carried out. Sanitising stations will be provided at entrances and key areas,

with sanitising wipes available for open-plan or large shared offices when these are returned to use.

Specific risk assessments and protocols for cleaning processes in place.

Where it is not possible for cleaning staff to clean shared equipment between uses, sanitising wipes will be made available.

communicated / available to all occupants.

Work groups to draft task specific risk assessment taking account of, and in support of, the building risk assessment see Appendix 1.

Staff to be reminded through briefings and posters of the importance of physical distancing both in the workplace and


Who might be harmed


Action by who?

Action by when?

Done





Maximum occupancy limits for offices, other work areas and refectories established and publicised.

Where face to face meetings cannot be avoided, consideration should be given to them being held outdoors with appropriate physical distancing in place. Where this is not possible meetings should be held in well ventilated rooms. The number of staff physically present will be limited to essential members only.

outside of it.

Management checks to ensure the above controls are adhered to.

Statutory maintenance requirements identified for each building. Task specific risk assessments drafted and communicated.


Who might be harmed


Action by who?

Action by when?

Done





Physical distancing in the workplace – Defined routes/ lift access

Staff, Signage in buildings placed at strategic points reminding of Estates mark out the travel routes


Who might be harmed


Action by who?

Action by when?

Done





students, visitors

two metre social-distancing requirement. In corridors where queues are likely to form (e.g. outside

kitchen areas, toilets etc.), floors will be marked at two-metre intervals.

All occupants to follow new route signs stipulating up, down, Keep Left, etc.

Lifts will be available, but occupants asked to use stairs where possible. Lift priority given to disabled people, or for the transport of large/heavy/hazardous materials where use of stairs not possible or safe.

If lifts must be used, staff are advised to avoid touching lift call buttons, instead use pen, elbows, etc, to operate, and limit occupancy to single use only.

throughout the buildings and put up information posters.


Who might be harmed


Action by who?

Action by when?

Done





Staff with accessibility requirements should contact their line manager about suitable working arrangements ahead of return and discuss updating their Personal Emergency Evacuation Plan (PEEP).

Laboratories

Staff, students

Local task-based risk assessments reviewed in line with current government guidance and sector good practice. The task-based risk assessment can be found in appendix 1.


Who might be harmed


Action by who?

Action by when?

Done





Local induction in place – ‘Working in the labs’

Seminar rooms and managing meetings

Staff, students

Digital solutions will be the default method of meeting to limit face to face meetings and maintain two metres distance from colleagues.

Not every desk will be able to be used every day therefore office occupancy capacity will be assessed after physical


Who might be harmed


Action by who?

Action by when?

Done





distancing rules are implemented. See Appendix 1. Local directional signage in place to ensure safe routes are

indicated. Staff and students are expected to take responsibility for any

workstation they use including wiping down surfaces and shared equipment after use.

Workstations and desks will be arranged with a minimum separation between them – where necessary screens will be fitted including reception desks.

Welfare facilities


Who might be harmed


Action by who?

Action by when?

Done





Staff, students, visitors

Multiple cubicle Ladies, Gents, Accessible toilet will be classed as one gender neutral toilet facility.

Locks will be fitted to outer toilet facility door to secure any multiple facility that is now only suitable for a single user.

If required, a floor standing screen will be fitted in the vicinity of the toilets to enable queuing while still maintaining a route for passing users on the one-way route along the corridor.

Estates to action

Infection control

Notices will be displayed reminding staff and students of the Employees reminded on regular basis to


Who might be harmed


Action by who?

Action by when?

Done






key infection prevention requirements. Local induction in place. Respiratory hygiene: Staff and students are required to wear

face covering whilst inside the buildings where this does not contravene the local risk assessment.

wash hands for 20 seconds with soap/water, and dry with disposable towels. Also to catch coughs and sneezes in tissues, (‘Catch it, Bin it, Kill it’), and avoid touching face, eyes, nose or mouth with unclean hands. Tissues made available throughout the workplace.

Encourage staff to report any problems and carry out skin checks as part of a skin surveillance programme

https://www.hse.gov.uk/skin/professional/

https://www.hse.gov.uk/skin/professional/health-surveillance.htm


Who might be harmed


Action by who?

Action by when?

Done





health-surveillance.htm

To reduce the spread of COVID-19 remind everyone of the public health advice - https://www.publichealth.hscni.net/news/covid-19-coronavirus

Posters, leaflets and other materials are available for display.

https://www.gov.uk/government/

https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19

https://www.publichealth.hscni.net/news/covid-19-coronavirus

https://www.publichealth.hscni.net/news/covid-19-coronavirus

https://www.hse.gov.uk/skin/professional/health-surveillance.htm


Who might be harmed


Action by who?

Action by when?

Done





publications/guidance-to-employers-and-businesses-about-covid-19

Catering and communal areas


Staff and students encouraged to bring their own water bottle, and eat food outside if the weather permits.

Arrangements for use of communal kitchens will be made on an individual basis dependent on size, location, accessibility with clear occupancy levels indicated operating a ‘one out one




Who might be harmed


Action by who?

Action by when?

Done





in system.

Working onsite – Deliveries and drivers

Visitors, staff, students.

Will be coordinated by the School. The designated delivery point Deliveries will be *Insert appropriate information*

Delivery of personal items will not be permitted.

Emergency preparedness


Who might be harmed


Action by who?

Action by when?

Done





Staff, students

Fire risk assessments in place (carried out by Cardiff and Vale Trust).

In the event of an emergency building evacuation, occupants must use their nearest safe exit point, regardless of any COVID-19 specific signage or routes. Prompt evacuation will take priority over social distancing considerations. At assembly points, staff should take every care to maintain physical distancing whilst being within visual sight of any Fire Wardens.(Please note: Initially few trained Fire Wardens are likely to be present, so evacuate immediately, do not await instruction).

Fire risk assessment completed and communicated prior to occupancy.

Cardiff and Vale Health Board.


Who might be harmed


Action by who?

Action by when?

Done





Under no circumstances should fire doors be propped open. Should staff feel unwell with potential COVID-19 symptoms

whilst at work, they should contact a first aider, isolate in an office in the building and contact their line manager.

Guidance for first aiders can be found here. For minor injuries such as small cuts, staff may be asked to self-administer if advised by a first aider.

https://www.hse.gov.uk/news/first-aid-certificate-coronavirus.htm#non-healthcare

Draft COVID-19 building risk assessment - Dental Building version 1.0

Appendix 1: ‘Back to Research’

PLAN FOR RESEARCHERS RETURN TO SCHOOL OF DENTISTRY LABORATORIES DURING COVID-19 PANDEMIC

1.0 INTRODUCTION In readiness for Cardiff University’s phase 2 - July 2020 return, the School of Dentistry has prepared a robust strategy to facilitate the safe return of laboratory-based researchers to the School. Our plan for a return of prioritised research is underpinned by an effective communication and operational structure.

1.0.1 Structures for organisation, planning and oversight of research

The Prioritisation and Operational Group of the School is a single entity comprised of Professor Daniel Aeschlimann (Director of Research, School of Dentistry, and Group Chair), Professor David Williams (Theme Lead, Oral Biomedical Science), Professor Simon Moore (Theme Lead, Applied Clinical Research and Public Health), Dr Elaine Ferguson (Senior Lecturer in Polymer Therapeutics), Dr Fiona Gagg (Laboratory Manager), Dr Melanie Wilson (School Safety Officer), Dr Vera Knauper (DPGR), Professor David Thomas and Ms Riah Jayne Jones (School Business Manager). The Group was constructed to prioritise the School’s research activity and formulate, with appropriate documentation the strategy for researchers to return. The Group reports directly to the Interim Head of School (Professor Ivor Chestnutt).

1.0.2 Research Prioritisation

Using data from the School’s finance department together with feedback from research staff, a total of 37 active research projects are currently held by the School. Of these projects, 27 have requirements to access School laboratories. The 27 projects include those that are externally funded (n=20; of which 10 are externally funded PhD projects) as well as involving fee paying Postgraduate Researchers (n=14; inc. 1 MSc Orthodontics, 1 Chemistry-based PhD). After consultation with associated project leads and research staff, the Prioritisation Group identified 20 projects deemed highest priority (score of 1 and highlighted yellow) based on University’s key criteria (separate and attached excel document). These included deadlines for research milestones and deliverables for funders, and ensuring that our enrolled postgraduate researchers (PGR) are able to continue their studies in a timely manner to meet the requirements of their higher degrees. Only research projects that can be pursued solely within the Dental School premises will be undertaken. This will enable the vast majority of urgent activity to be restarted with appropriate prioritisation of activities within programmes. Given the logistics and risks associated with off-site activity, aspects of work that require off site or cross-Institution activity will be considered separately at a later stage in the process.

1.0.3 Research Plan

The School of Dentistry’s research plan and risk assessments (Appendix I and II) have been developed with input from the Prioritisation/Operational Group and ensures that the School follows current Welsh Government guidance for safety and coronavirus restrictions. The plan applies local rules at School level and maintains alignment to risk assessments and management of a safe working environment. The plan has been developed based on the research needs (space and facilities) of prioritised projects and the layout of laboratories within the School of Dentistry. Members of the Prioritisation/Operational Group have met with Mr Peter Gapper, Facilities Manager School of Medicine, to gain further input and advice in the formulation of our plan. Importantly, throughout the ‘lockdown period’ the School of Dentistry has been open and

Version 1. Date – 17.07.2020

operational for the treatment of dental patients. Furthermore, key requirements such as regular flushing of taps (on a weekly basis) has been ongoing throughout this period.

Based on the above, our research plan will have two Functional Research Groups (FGR) of no more than 10 researchers in each (Table 1). Each FRG will access the laboratories at separate and designated times. The first laboratory session for FRG1 will commence at 7 am and end at 1 pm. There will be an hour interval for a ‘changeover’ before FRG2 can enter the laboratories. This will allow appropriate infection control measures to be executed during this ‘changeover’ period.

Given the nature of project work involved, the majority of work will see individual researchers working in designated and self-contained laboratory units. There will be a need however to access group facilities and spaces with shared equipment on occasion. Note these areas are typically small rooms restricted to single occupants at a time. This will be managed through a booking system to ensure appropriate distancing of researchers is maintained, i.e. no direct person to person contact occurs. For activities, new risk assessments and procedures have been developed (Appendix II). There will be an operational FGR lead (experienced PI) for each of the two working groups on site. The lead will have responsibility for organising and policing the research teams. The laboratory manager (Dr Fiona Gagg) and Mr Martin Langley will be our designated COVID-19 laboratory officer and deputy officer, respectively.

Table 1. Proposed Functional Research Groups and Leads for return to laboratory research

FRG 1 (am shift) Workstation base FRG 2 (pm shift) Workstation base

Emma Board Davies

1 Megan Williams 1

Katrina Duggan 2 Manon Pritchard 2

Joana Stokniene 3 Jennifer Adams 3

Sian Rizzo 9 Wenya Xue 4

Elaine Ferguson 10 Edward Gait Carr 8

Rachael Moses 11 Ana Carregosa 6

Vildan Celiksoy 4 Uzma Ghulam 7

Taqwa Abusalem 6 Helen Brown 12

Frank Antwi 7 Rob Knight 9

Peter Hansal 13 Richard Ali 5FRG Leads for FRG 1 (rotated weekly) FRG Leads for FRG 2 (rotated weekly)

Dr Elaine Ferguson Bing Song

Dr Vera Knauper Konrad Beck

Prof David Williams Daniel Aeschlimann

Dr Katja Hill Ryan Moseley

reserves: reserves:

Dr Wayne Nishio Ayre Sharon Dewitt

Dr Xiaoqing Wei Rachel O'Brien-Waddington

@Health&SafetyManagement/@HSEDocumentation/@2LABMANAGEMENT-4TH 5TH FLOOR/ COVID19/COVID19 Lockdown easing Guidance 16 June 2020 DRAFT

Effective Date: TBCAuthors: Fiona GaggApprover: Ivor Chestnutt

IF PRINTED THIS DOCUMENT BECOMES AND UNCONTROLLED COPY

APPENDIX I School of Dentistry Plan for Return of Research activities following COVID-19 Lockdown.

This Appendix outlines Building Access and General Rules, Laboratory Rules and Guidance, Room useage and proposed signage for the laboratories on the 4th, 5th and Lower Ground Floor of the School of Dentistry.

Building Access and General Rules

Access to the School of Dentistry building is restricted to workers that have been given designated access only.

Do not enter the building if you have any of the following symptoms: Persistent dry cough, elevated temperature, profound loss of taste or smell.

If you have been in the building and develop any of the above symptoms, report this as soon as possible through normal sickness absence procedures.

The basic working principle is not to have person to person contact. On rare occasions where this is absolutely necessary all reasonable steps must be taken to maintain a 2-meter distance from each other1.

Only enter the building through the School entrance next to the lecture theatres. The NHS entrance is for patients only and is staffed by nurses carrying out triage of patients.

Please minimise traffic in the main thoroughfares e.g. no more than 2 people in lecture theatre foyer area at one time. Delay entering this area until others have left the area.

Do not use any other entrances or exits to the building other than the lecture theatre entrance. Some of the other entrances are used as routes for COVID positive patients or for shielding patients

Ensure that distancing and appropriate PPE is maintained and used in accordance with risk assessments. Work only in the workstations that you have booked.

Use hand sanitiser when entering and exiting building and wash hands regularly using soap and water for a minimum of 20 seconds.

Follow the signage on the stairways and use the landing spaces as indicated to maintain distance. Do not pass on the stairs.

Do not use lifts unless required for significant mobility issues (and as agreed with operational team); or to move heavy items. If necessary to use lift, no more than one person per lift at any time.

1 All reasonable steps must be taken to ensure 2 meter distance- WAG Health Protection regulations available at; https://gov.wales/sites/default/files/publications/2020-04/the-health-protection-coronavirus-restrictions-wales-regulations-2020-as-amended.pdf




Where possible ensure good ventilation making considerations to fire safety.Trips to other buildings on site and other Cardiff university campuses can only be made with the written agreement of the operational staff in charge of those areas and prior agreement with School operational team.

Laboratory Rules & Guidance

A booking system has been introduced to minimise the number of individuals working on a floor at any one time.

You must not enter the laboratories unless you have made a booking. Only enter the laboratories after the time slot has begun (e.g. if the time slot begins at 7am,

you may not enter the building before 7am). Do not exceed the maximum occupancy of any laboratory stated on the door and ensure

2 metre distancing if more than one person is permitted in a room. Wash hands before leaving any laboratory area and again when entering another laboratory. Use hand sanitiser available in the corridors and laboratory areas regularly. Clean your workstation before starting work or touching anything else and clean again when

you have finished work before you leave. Before leaving a lab to enter the corridor, check for other occupants and give way to those

already in the corridor.

Office Rules & Guidance

Office spaces may only be used for short periods if necessary, e.g. during incubation steps. Offices must not be used to carry out work that can be done at home. Do not exceed the maximum occupancy of any office stated on the door and ensure 2 metre

distancing if more than one person is permitted in a room. Do not hot desk – only use your designated desk and equipment. Sanitise work surfaces regularly.

Kitchen Rules

Only one person is permitted in the kitchen at a time. Please use your own cutlery and mugs, do not share food and maintain strict hygiene,

washing hands before eating and cleaning up following heating of food and making drinks. Where possible try to bring in your own drinking water from home.




Toilet Rules

Only one person is permitted in the toilet at a time. Use only the toilets on the 4th floor as these can be ventilated more easily. Wash hands before and after using the toilet and then use hand sanitiser after leaving the

toilet and touching door handles.

All measures will be subject to change following any changes made to guidelines from Government and/or University

General

Booking system is being set up and users will only be able to enter the building if they have booked a session in the lab space they need.

7 day a week working to allow those with childcare problems to access on the weekend if necessary. Researchers will have to seek special permission from operational team for weekend access so that appropriate measures can be put in place for safe working. Permission may be given under special circumstances from the DoR/HoS, but this will not be the normal mode of operation.

2 work sessions each day of 6 hours each (7am-1pm and 2pm-8pm) in the general lab spaces. The hour in the middle will allow for cleaning and setting up for next session.

Each session can be further subdivided into two sessions for the purposes of tissue culture. However, booking must remain within either the morning or afternoon FRG.

Entry to building through the lecture theatre doors only. Check in using the SafeZone app on your mobile phone. Use stairs to get to 4th floor. If lift use is essential, only one person in the lift. Wear lab coat at all times while in the laboratories but gloves, safety glasses, etc. only where

these would routinely be worn for the procedure being undertaken. Wash hands regularly for a minimum of 20 seconds using soap and water. Work only at the designated workstation that you have booked in the general lab spaces. If

you have booked other specific areas (e.g. plate readers) you may move to this area but otherwise remain in the area you have booked.

Be considerate of other users in the areas at the same time as you. Communicate where necessary to ensure everyone can maintain 2m distance at all times.

Before starting work, clean the bench area you will be using and any other areas such as equipment control panels, fridge door handles, etc. with appropriate disinfectant for the surfaces being cleaned.




After finishing work, clean all the areas you have touched again before leaving. Maintain a 2m distance from all other individuals Do not exceed the room maximum limits (Table 2) even for a short time to pick something

up and go out again. You may use your personal allocated office space only if this would not mean being less than

2m from another individual or exceeding the allocated access limit to the room. Check corridors in both directions before exiting a room. If there is already someone in the

room, they have priority and you must wait for them to pass before opening the door and going into the corridor yourself.

Only one person in the kitchen area at any one time. Only one person in the toilets at any one time.

Washroom

Only Alan Lloyd Jones to work in the washroom (425C). Other lab users will be provided with a drop off point for items that need to be washed up or

autoclaved and Alan will collect from there. Clean / sterilised items will be delivered back to a central drop off point for collection by

users. RO water will be delivered to the usual lab containers by Alan. Requests for larger volumes (e.g. for dialysis) will have to be submitted in advance by email

and can be delivered in the same way as the cleaned items. TC waste for autoclaving will be collected from the TC laboratories as usual but this will only

be done at set times when there are no other users in the rooms. Sterile solutions, instruments, etc. will be dropped off at the same time as autoclave waste is

picked up.

425D (qPCR room)

Occupancy limit of 1 Must be booked for use. Booking of any of the equipment in this room will automatically block access to any other of

the room’s equipment for any other user. The majority of the equipment in this room will be set up to run unattended so bookings

should only cover the time period required for set up / close down of the equipment and not the full period that the equipment will run for.




Microbiology Laboratories

Room limitso 1 person in 425Ao 1 person in 423 (in addition to Dafydd Thomas, NHS Oral Microbiologist)

Prep room (424) – only one person permitted at any one time. Users must give way to the person already in there.

422 – can only be used if not required by Dafydd Thomas. Waste will be autoclaved by Alan Lloyd Jones, either in the Washroom autoclave or in the

Microbiology autoclave. This will only be collected when the room is empty of researchers at specific times.

Warm room – access to the warm room will require booking of the whole of 425A as well. It will not be possible for one person to use the warm room and one to be in 425A at the same time.

Anaerobic cabinet – the sleeves cannot easily be disinfected so are potentially contaminated areas. Use only sleeve to manipulate items inside the cabinet and when finished, wash your hands immediately with soap and water for a minimum of 20 seconds.

a temporary service by Sarah Bamford to make agar plates, streak bacteria out, etc. ready for researchers to use for experimental work will be offered to enable the allotted work time of researchers to be used to best effect.

Histology Laboratory

There will be no access to the histology laboratory as this is already occupied by 2 NHS staff members, unless this is agreed with Sue Wozniak in advance.

403 (Ultracentrifuge, floor standing centrifuge, freeze dryers)

Occupancy limit of 1. Booking of any of the equipment in this room will automatically block access to any other of



404 (-80 ° C freezer room)




Occupancy limit of 1 This room will not be booked but if there is anyone in the room, users will have to wait

outside at least 2m from the door until the other person has finished and exited the room.

405 (HPLC, FPLC, GPC, Fluostar Optima plate reader)

Occupancy limit of 1 Booking of any of the equipment in this room will automatically block access to any other of



Where a user needs to be in this room for longer than a few minutes to set up, a second user can knock on the door and ask if they will be able to swap places for a few minutes for the second user to access for a short period of time (e.g. to read a plate on the plate reader which takes a few minutes).

406 (Fluostar Omega plate readers, UV spectrophotometer, dark room)

Occupancy limit of 1 Booking of any of the equipment in this room will automatically block access to any other of



409B (Fluorescent microscope)

Occupancy limit of 1 Booking essential for use. Keep door closed while working in this room at all times as there is a walkway immediately

outside.

409F (Deltavision microscope)

Occupancy limit of 1 Booking essential for use. Keep door closed while working in this room at all times as there is a walkway immediately

outside.




409G (CD Spectrophotometer)

Occupancy limit of 1 Booking essential for use.

409A, 409D, 409E (Tissue culture rooms)

Occupancy limit of one person per room. 409D will be used for class 2 viral work. Those who share this facility are all trained in

working under containment level 2 for normal tissue culture and will be alerted to the viral work ongoing.

Booking essential for use. a temporary service will be offered by Sarah Youde to do feeding/splitting/freezing, etc. of

cells to reduce time researchers would need to be in the room and maximise available time for actual experimental work.

Access to TC storeroom to get plastic consumable items and to get cells from liquid nitrogen would need to be limited as this requires users to walk through 409E and it is not possible due to the layout to maintain social distancing with another person in the room.

to request a consumables stock from TC store e-mail Sarah Youde and this will be retrieved by her during empty periods and left in a central place for collection.

Maria Stack can do mycoplasma testing which is likely to be needed as all the cells are started up again, but this will have to be coordinated to be done in bulk.

Local arrangements between users will be necessary to allow access to liquid nitrogen dewars to retrieve cells for thawing as this cannot be done in advance.

SEM Lab (LG22)

Occupancy limit of 1 Must be booked before use.

Confocal Room (LG2/3)

Occupancy limit of 1 Must be booked before use. Use of safety glasses when looking down microscope due to proximity of eyes to equipment.




Use of face mask when looking down microscope due to proximity of mouth to equipment.

Image Analysis Room (LG)

Occupancy limit of 1 Must be booked before use. Use of safety glasses when looking down microscope due to proximity of eyes to equipment. Use of face mask when looking down microscope due to proximity of mouth to equipment.

Table 2. General Lab Space Occupancy (see schematics in separate file for laboratory layout)

Room Maximum occupancy

425 2

425E 1

425A 1

423 1

402 1

407 1

408 1

409 3

5F.15 2

Total 13*

*, Initially only 10 researchers will be present within the laboratories in an FRG




COVID-19 building risk assessment - Dental Building version 1.0

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Appendix II-Risk Assessments

Risk Assessment Form

IMPORTANT: Before carrying out the assessment, please read the Guidance Notes

1.General Information

Department Oral and Biological Sciences

Building Dental School Room No All 4th, 5th and LG floor

Name of Assessor

Fiona Gagg Date of Original Assessment

04/06/20 Assessment No

CV1

Status of Assessor: Supervisor , Postgraduate , Undergraduate , Technician , Other: Lab Manager

2. Brief Description of Procedure/Activity including its Location and Duration

All measures will be subject to change following any changes made to guidelines from Government and/or University

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(Specify)


Laboratory work procedures during Covid-19 Pandemic to comply with social distancing legislationThe Welsh Assembly Government has introduced legislation- The Health Protection (Coronavirus) (Wales) Regulations 2020, which require all those in Wales to maintain a social distance of 2m at all times from other individuals from different households. This risk assessment sets out the procedures required to comply with this legislation for the return to laboratory work. All instructions in this risk assessment and associated protocols are mandatory and must be followed at all times. Failure to comply with this will result in right to access the laboratories being revoked.

This risk assessment covers the general aspects of social distancing at work; however, all users are responsible for ensuring specific risk assessments relating to their experimental work are updated with any required changes for social distancing and preventing Coronavirus contamination before coming to the building to work.

This risk assessment applies only to the 4th, 5th and lower ground floor laboratory spaces in the Dental School. Other buildings on the University campuses will have their own risk assessments.

The main aspects are: If you are experiencing any of the symptoms of Coronavirus, you must not come to the laboratory and must follow all

government guidance around isolating yourself. If you are contacted by the government test and trace system, you must follow their instructions to isolate yourself if you

have been in contact with someone who has tested positive for Coronavirus. If you are unwell with Coronavirus symptoms you must contact your line manager as soon as possible to report the illness.

You must also report which laboratory areas you have been in during the last 5 days prior to developing symptoms. Hands must be washed with soap and water regularly during the work period for a minimum of 20 seconds and must be

washed on arrival and prior to leaving the building. There is a hand sanitiser station at the exit in the lecture theatre foyer. Additional soap and alcohol gel will be provided. All lab users must follow the agreed paths for entering and exiting the building. All lab users must maintain a 2 m distance from any other individual at all times while in the building. Access is restricted to a set number of individuals each day. Lab space must be booked, and the booking confirmed before coming to the building. Users must only carry out essential research while in the building. Any other work that can be done at home, such as

writing, data analysis, etc. must continue to be done at home. Work involving patient or other volunteers to provide samples must not be done until approved by the University and

Health Board. Consideration must be given at all times to other users and individuals must be alert for the position of other users in the

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building and give way where necessary to avoid contact. Laboratories will have signs on the doors indicating how many people are permitted at a time. This limit must be adhered

to. Users cannot go into a room if the limit will be exceeded, even for a short period of time. Access to the washroom is not permitted. The Lab Assistant will collect items from a central location for washing or

autoclaving and deliver clean items back and will also provide containers of RO water. All users will be required to wear laboratory coats at all times while in the laboratories. Laboratory coats and safety glasses

will be placed in individual labelled bags and kept in a designated location where they must be returned after use. Lab coats and safety glasses must not be shared.

Booking will allow for time between user slots to prevent accidental meetings. Users must not exceed the booked time. All workspace must be cleaned with appropriate disinfectant (see separate guidance) prior to starting work and cleaned

again at the end of the work period before leaving. It is essential and your individual responsibility to ensure that any work surfaces and equipment you have come into contact with during your experimental work gets cleaned as appropriate, so that it is safe for another person to use.

3. Persons at Risk Are they... Notes

Staff

Students

Visitor

Contractor

Trained

Competent

Inexperienced

Disabled

All users must undergo documented training in the new methods of working and correct processes to be used to minimise risk and contamination before they start lab work again.

Users may only undertake experimental work that they have already been trained to do.

4. Level of Supervision Notes

None Constant Periodic

Training Required

There will be very limited supervision during this period as most people will be working alone.

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5. Will Protective Equipment Be Used? Please give specific details of PPE

Head Eye Ear

Body Hand Foot

Laboratory coat to be work at all times while in the laboratories. Nitrile (or other disposable) gloves and safety glasses to be worn as directed by the risk assessment for the task being undertaken except for microscope use where a face mask and safety glasses are to be worn.

6. Is the Environment at Risk? Notes

Yes No

7. Will Waste be generated? If ‘yes’ please give details of disposal

Yes No Usual laboratory waste will be dealt with in the usual ways.

8. Hazards involved

Work Activity / Item of Equipment / Procedure / Physical Location Hazard

Control Measures and Consequence of Failure

Likelihood (0 to 5)

Severity (0 to 5)

Level of Risk

Working in DENTL laboratories during limited access times and in extended working hours

Lone working Users recommended to check in using the SafeZone App which should be downloaded on their mobile phone prior to first coming into the building. This

1 5 5

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will provide users with emergency contact if needed.

Periodic checks by technical staff while in building.

Phone contact with supervisor for advice.

Damage to equipment due to lack of supervision

Leaks, electrical hazard, loss of samples and reagents due to electrical or equipment failure

Checking of equipment periodically (weekly when liquid nitrogen delivered)

2 2 4

User becomes unwell with Covid19 symptoms while or after being in laboratories

Likely contamination of workspaces.

Anyone who becomes unwell with a new continuous cough or a high temperature in the workplace will be sent home immediately and advised to follow government guidance.

Anyone who develops Covid19 symptoms (new continuous cough, fever, loss of sense of taste or smell) must contact School Management as soon as possible to report this and follow government guidance for self-isolating and obtaining a test. Positive tests must be reported to school management.

Anyone contacted by the government track and trace

1 5 5

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scheme must follow their guidance and is not permitted to enter the laboratories if they have been advised to quarantine following possible exposure.

In the event of a possible case, the user must disclose any areas that they have worked in during the previous 5 days and these areas will be closed immediately and additional cleaning undertaken.

Management will contact School/College/Professional Service and Safety and Staff Wellbeing (SSWEL) SSWEL to alert them to the potential case and also inform Head of School.

Accessing building Accidental interaction with other users and patients.

Possible contact with infected individual.

Maintain 2m distance at all times from others.

Access building through lecture theatre entrance to avoid patient reception area.

Use hand sanitizer available at the entrance on entering and

1 5 5

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leaving the building.

Give way to others already on stairs coming in the opposite direction.

Do not use any other entrances or exits from the building as some are used for access for Covid19 positive patients or for patients who are shielding.

Use of lift is not permitted unless carrying heavy objects, need to move items on a trolley or is required due to significant mobility issues. Only one person is permitted in the lift at a time.

Moving from room to room during work

Accidental interaction with other users.

Possible contact with infected individual.

Wash hands regularly during working time.

Wash hands when you enter a room and again before leaving.

Hand sanitizer is available in labs and corridor areas for additional hand cleaning.

Do not approach within 2m of

1 5 5

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any other individual.

Do not exceed maximum room occupancy.

Corridors are less than 2m wide, so social distancing is not possible if individuals have to pass each other. Consequently, it is not permitted to pass someone in the corridor.

When exiting a laboratory, check the corridor before moving into it for any other occupants. Those in laboratories must give way to those already in the corridor.

Individuals may follow another person going in the same direction in the corridor provided they maintain at least 2m gap between them.

Use of laboratory spaces Potential contact with infected individual

Infection risk

Maximum number of people in the laboratories at any one time must not be exceeded.

All rooms have maximum occupancy displayed on the door.

1 5 5

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This must not be exceeded.

Lab space must be booked before coming to the building.

In rooms with more than one occupant, workstations are marked on the floor. You must work behind the marked line to ensure you are more than 2 m from the walkway in the room.

Wash hands regularly during working time.

Wash hands when you enter a room and again before leaving.

Hand sanitizer is available in labs and corridor areas for additional hand cleaning.

Access to some areas is restricted. There is no access to the washroom (425C), Lab Manager’s office (425B) or Technician Office (470A).

Maintain good ventilation while making considerations for fire safety.

Minimise the need to move between different lab spaces as

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much as possible.

Contact with laboratory equipment, benches, reagents, etc.

Potentially contaminated by another user with asymptomatic Coronavirus. The virus can live on some surfaces for >96 hours.

Infection risk.

Maximum number of people in the laboratories at any one time must not be exceeded.

All rooms have maximum occupancy displayed on the door. This must not be exceeded.

Lab space must be booked before coming to the building.

Users must clean and disinfect their workspace before starting work with appropriate disinfectant (see separate guidance). Users must clean again in the same way when they have completed their work. Cleaning agents must be in contact with surfaces for a minimum of 5 minutes before wiping off to ensure disinfection is effective. Spray on and leave before wiping off again.

Cleaning must include all areas where the individual has worked as well as things like Dewar lids, aspirator tap handles, instrument

1 5 5

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buttons, etc. Ensure the correct disinfectant procedure is applied for items such as equipment – the same method cannot be used for all surfaces.

Hands must be washed regularly with soap and water for a minimum of 20 seconds while working and at the end of the work period prior to leaving. Hands must be washed whenever users leave one lab to move to another and then again when they enter the next workspace.

Hands must be washed before touching communal equipment and again after using it.

Additional hand sanitiser and soap will be provided in all areas along with disinfectants and disinfectant wipes.

Use of microscopes Close contact of the face with equipment

Infection risk.

Safety glasses must be worn when looking down microscopes due to the proximity of the eyes to the eyepieces and the

1 5 5

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potential for inadvertent contact.

Face masks must also be worn when looking down microscopes as users face will be very close to the equipment. Equipment must be surface cleaned, and eye pieces in particular, disinfectant wipes as appropriate following each period of use

Use of shared equipment Potentially contaminated by other users

Wash hands for a minimum of 20 seconds with soap and water before and after using any shared equipment.

Where possible, equipment should be cleaned by wiping with Clinell wipes or paper towels soaked with Chemgene disinfectant. Follow local guidelines for each item of equipment.

Shared equipment must be booked for use. This booking will block the room for other users so must be kept to a minimum where possible. If access to equipment is only for setting up a programme that may run for several hours, book only the time

1 5 5

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for the set up and close down and not the time in between where possible.

Use of face visors for liquid nitrogen or cutting out gel bands on UV light

Possible contamination from previous user

Clean inside and outside of face visor with disinfectant wipes then wash hands before putting it on.

1 5 5

Access to occupied room which would exceed maximum allowed occupants

Failure to adhere to 2m distancing

Infection risk

Where a user needs to access a room, but this would exceed the maximum occupancy, they may knock on the door to gain the occupant’s attention and then ask if there is a convenient time for them to leave for the other user to enter. This should only be done if the second person requires a short period of time in the room and priority goes to the person who has booked the room.

The first occupant leaves and waits outside for the second to complete their task.

1 5 5

Use of toilets Higher risk areas for virus contamination

Infection risk

Toilets must be single occupancy.

1 5 5

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Users must knock and call out before entering to check if the toilet is already occupied and wait outside if so.

When flushing, close the lid of the toilet before you press the flush handle.

Toilets must be cleaned frequently paying particular to high touch areas such as door handles, locks, flush handles, taps, etc.

Users to wash hands on entering and before leaving the toilet and apply hand sanitiser outside the toilet after touching the door handle.

Use of offices Infection risk Maximum occupancy displayed on the door to each room.

Users to maintain 2m distance if there is more than one occupant.

If this is not possible, the office cannot be entered.

Offices only to be used for short periods, e.g. during incubations.

1 5 5

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Use only your own designated desk and do not hot desk.

Use of kitchen area Infection risk Only one person permitted in the kitchen at a time.

Bring your own crockery, utensils, etc. and do not share these or share food with anyone outside your household.

Bring your own supply of drinking water where possible.

Wash hands before and after using the kitchen area and before eating any food prepared in there.

9. Chemical Safety (COSHH Assessment)

Before completing this section please refer to the Cardiff University COSHH training on learning central for guidance. Enrolment on to the training will be via the local learning central administrator.

Hazard Control Measures Likelihood (0 to 5)

Severity (0 to 5)

Level of Risk

Exposure to Coronavirus from infected individual Hand hygiene – washing hands regularly for minimum of 20 seconds with soap and water.

1 5 10

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Social distancing measures – maintain 2m distance from other individuals

Use of 70% alcohol for cleaning – flammable and toxic

Do not use near any naked flames or hot apparatus.

Avoid creation of aerosols. Use squeezy bottles rather than spray bottles.

1 4 4

Use of bleach for cleaning – toxic Dilute to 1% working solution. Avoid contact with skin and eyes.

Do not use on stainless steel, and other surfaces that are sensitive to oxidation.

1 3 3

Use of Virkon for cleaning – eye damage, skin corrosion

Avoid contact with skin and eyes. Working solution is very dilute.

1 2 2

Scoring Criteria for Likelihood (chance of the hazard causing a problem)

0 – Zero to extremely unlikely, 1 – Very Unlikely, 2 – Unlikely, 3 – Likely, 4 – Very Likely, 5 – Almost certain to happen

Scoring Criteria for Severity of injury (or illness) resulting from the hazard

0 – No injury, 1 – First Aid is adequate, 2 – Minor injury, 3 – "Three day" injury, 4 – Major injury, 5 – Fatality or disabling injury

10. Source(s) of information used to complete the above

Guidance from Welsh Assembly Government and UK Government

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SDS for cleaning products

11. Further Action

Highest Level of Risk Score

Action to be taken

0 to 5 No further action needed

6 to 11 Appropriate additional control measures should be implemented

12 to 25Additional control measures MUST be implemented. Work MUST NOT commence until such measures are in place. If work has already started it must STOP until adequate control measures are in place.

12. Additional Control Measures – Likelihood and Severity are the values with the additional controls in place

Work Activity / Item of Equipment / Procedure / Physical Location

Hazard and Existing Control Measures

Additional Controls needed to Reduce Risk

Likelihood (0 to 5)

Severity (0 to 5)

Level of Risk

After the implementation of new control measures the procedure/activity should be re-assessed to ensure that the level of risk has been reduced as required.

13. Action in the Event of an Accident or Emergency

Contact operational lead that is on site where immediate action is required, then Report to supervisor / manager following normal

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procedures.

If you think you have Coronavirus, do not come to work. If you develop symptoms on site make your work area safe and then leave as soon as possible; report that you have fallen

ill while on site by phoning operational lead as soon as possible. Isolate at home following government guidelines. If you become ill after having been in work, stay at home and isolate following government guidelines. Report your illness

as soon as possible to school management. Report illness to the School Management using usual means as soon as possible. Report which areas you have had access

to in the previous 5 days and anyone that you think you may have been in contact with to School Management. In the event of accidents related to your normal work, follow the guidelines in the risk assessment relating to the specific

activity being undertaken.

14. Arrangements for Monitoring the Effectiveness of Control

Ad-hoc visual checks and …senior staff monitoring of compliance with above procedures.

Anyone failing to follow these procedures will have access rights revoked immediately.

15. Review: This assessment must be reviewed by (date): 01 September 2020

Name of Reviewer: Date of Review:

Have the Control measures been effective in controlling the risk?

Have there been any changes in the procedure or in information available which

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affect the estimated level of risk?

What changes to the Control Measures are required?

16. Signatures for printed copies:

Form completed by:Fiona Gagg Date:16 June 2020

Approved by: Date:

Assessor: Date:

Reviewed by: Date:

This copy issued to:

(print name and sign)

Date:

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Appendix 2 - Schematics of Laboratory Floor Plans (4th and 5th Floors) School of Dentistry

Laboratory 425

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Laboratory 425A, 424, 423, 422

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Laboratory 402, 403, 404

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Laboratory 407, 408

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Laboratory 409

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Laboratory 5F.15

Optometry Building, Maindy Park.

Movement through the Building

We are proposing to introduce a one-way system of movement to and along each floor of the building to provide the users with the ability to maintain the required 2m social distancing by not having to return past other users.

Entry & Exit:

There is only one main entrance into the Optometry Building, However, there are two automatic doors that lead into the lobby area before splitting off to the right to two further automatic doors that go in to the main atrium area and another automatic door on the left of the lobby providing access to the Business Clinic. The outer left-hand door will be signed as Entry Only and the outer right-hand door as Exit Only. The automatic doors leading into the main atrium area will be signed as left-hand door, Entry Only and right-hand door, Exit Only. However due to user requirements, the automatic door on the left leading into the Business Clinic will be two-way. To assist in maintaining the one-way entry & exit routes through the lobby the proposal is to fit standing height screens to separate both sets of double doors.

Main Atrium Access:

Ground Floor

The route from the left-hand entry only door will be signed one-way to the main staircase to provide access to the first floor and signed along the left-hand side of the staircase to provide access to the lift and business clinic corridor to the building’s rear staircase. From behind the main atrium staircase the one-way route will loop back around to join the exit route back to the right-hand atrium automatic lobby door. This route will also provide access to the Lecture Theatre.

First Floor

Access to the first floor will be via the Up Only main atrium staircase, with a route marked to the reception area on that level.

The route will continue past the reception to the rear Up Only staircase for access to all upper floors.

The general Exit from the first floor will be one-way along the right-hand corridor (HEB side) to leave via the Down Only staircase on that elevation. From this staircase you will join the atrium one-way route to exit the building.

Due to restrictions on the access, all other areas of the first floor will require users to maintain social distancing by giving way to other users. However, to aid movement there is a Down Only staircase on the left-hand side of the building (Lidl side) which exits down to the Business Clinic corridor.

Second Floor

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Access to the second floor will be via the Up Only rear staircase and follow the one-way route around the floor to exit via either of the Down Only staircases on the right-hand side or left-hand side of the building.

Third Floor

Access to the third floor will be via the Up Only rear staircase and follow the one-way route around the floor to exit via either of the Down Only staircases on the right-hand side or left-hand side of the building.

Business Clinic

Entry & Exit

The left-hand automatic door from the main lobby, will be the entry and exit point to the business clinic and will be signed accordingly. We are proposing to fit floor height screens to separate the route as it passes through the pinch points adjacent to the doors.

To exit from the business clinic users will leave through the automatic door into the entrance lobby and to aid social distancing will turn immediately left into the Main Atrium to join the one-way route in. To mitigate against Business Clinic users from having to traverse the full route around behind the staircase to join the exit route out, we are proposing to have a crossover immediately as you enter the atrium to allow users to go straight from the atrium entry door to the atrium exit door and leave without the need to impede other users and break social distancing.

Note: If any areas have only one staircase or corridor access is restricted, then social distancing measures will have to be observed by stopping and letting other users pass before users enter or exit these areas. These areas will be signed accordingly.

Lecture Theatre:

As mentioned above, the lecture theatre will be accessed from the Atrium ground floor one-way exit route.

We propose to clear or reduce the seating outside the lecture theatre to provide a queuing point for the lecture theatre to minimise impeding the exit route out of the building.

The lecture theatre has two entry points and the righthand door nearest the main entrance will be designated as entry only and the other door as exit only. This will allow ease of exit to join the Atrium one-way exit route.

As with other teaching spaces a procedure will be required for the exiting of the lecture theatre while still maintaining social distancing. E.g. Vacate one row at a time to join the one-way atrium exit route.

Note: If the lecture theatre is particularly busy and there is a need to reduce the number of users exiting through the Atrium, then the emergency exit could be used to release users out to the HEB side of the building. However, due to the security risk this door would have to be controlled by a designated member of staff and secured straight after use.

Generally, the capacity of university lecture theatres has been estimated at approx. 16%.

This may require closing off every other row and taking every few seats out of use to enable the 2m social distancing to be achieved.

The OPTOM lecture theatre capacity is being reviewed and will be confirmed by the Estates Space Management Team in consultation with the designated contact.

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Lifts:

Lifts will be signed to state, If Required for Accessible Access/Movement of Items, or One User Only, to discourage use to lower floors and fitted with a hand sanitiser dispenser.

Toilet Facilities

Due to issues with maintaining social distancing, each multiple cubicle Ladies, Gents, Accessible toilet will be classed as one gender neutral toilet facility.

Locks will be fitted to each outer toilet facility door to secure the whole toilet facility for a single user.

If required, a floor standing screen will be fitted in the vicinity of the toilets to enable queuing while still maintaining a route for passing users on the one-way route along the corridor.

Additional External Toilets (for compliance, dependent on staff/student numbers. See Note at end of document): 

If required, we will need to check drainage runs, power and water supplies to decide on the most suitable external position for the additional toilet facilities.

Cellular offices:

Introduce social distancing measures by restricting to sole use, moving desks apart or fitting desks screens as appropriate.

Open Plan Areas: Consider designating a one-way route within the open plan areas, with an appropriate distance between desks for social distancing.

Larger numbers of users could be achieved with the addition of acrylic desk screens to enable users to remain closer together.

Seminar/Meeting Rooms:

Procedure required for use of seminar rooms or reserve for over-flow office space/visitor use. (Would anticipate meetings would continue to be held virtually)

Laboratories/Classrooms.

Install acrylic screens to create separate booths on laboratory benches. The screens can be fitted to the back of benches as well as in between each workstation/desk to give all-round segregation whilst working.

Movement within Laboratories/classrooms:

Procedures will require input from the users to ensure social distancing measures are in place.

E.G. Only one user moves from any one lab bench at a time and users maintain social distancing as they move around the laboratory.

Note: Further guidance will be required, as we can have individual booths along a bench but there is a potential issue if the user at the closed end of the bench moves out past the other users on the same bench, as this will encroach on the 2m ruling, unless other measures are acceptable, such as the wearing of face coverings when moving around the space.

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Water & Food Heating/Welfare Space:

(different requirement for employees and student/public)

Water fountain/bottle filling points - All

Hot water points - Staff

Food heating points - Staff

Vending - TBC

Seating to consume food & drinks - Staff

All the above welfare points will require further discussion to meet the requirement dependent on user numbers.

Deliveries:

Porters will bring deliveries through a designated delivery point. Couriers will use the intercom on the car park barrier. Consider only accepting deliveries at set times.

Hand Sanitiser:

Dispensers x2 to each entrance (One alcohol based, one non-alcohol-based side by side)

Dispensers to entrance of lifts.

Dispensers in food/drink preparation areas.

All areas will have an even distribution of alcohol and non-alcohol-based sanitiser stations.

Signage:

Policy and operational use of building to include emergency evacuation procedure.

Directional wall and floor signs to clearly show routes and permitted direction of travel.

Floor hatching at pinch-points to remind users to social distance

Queuing/social distance signs on floor at reception, toilet facilities, lifts, staff kitchens and outside main entrance.

Printers: Queuing points at printers with code set to data protect/retrieve printing.

Signage will be bilingual.

Door Operation:

The external main entrance doors, doors to Atrium and business clinic are all automatic.

General internal doors: Fire alarm activated door hold open devices could be considered where appropriate to minimise the need to push/pull doors. E.G. Corridor doors

Other Considerations:

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Face coverings: Could make face coverings mandatory when moving through the building or around the office, Laboratory/classroom areas and removal is optional when sat at workstation/lab benches.

Display Monitors:

Could be used to display latest information and Covid-19 reminders, such as the do’s & don’ts

Peak Access Periods:

Start and end: Set staggered start & finish times where possible

Lunch times: Encourage staggered lunch breaks.

Staff with Mobility Issues:

Designate space on ground floor for staff with mobility needs/PEEP’s to avoid use of stairs or lifts and mitigate against difficulties during fire evacuation.

Note, for Information:

Toilet facilities for employees

Staff 1-5 = 1 Toilet

Staff 6-25 = 2 Toilets




Students/public 20 users = 1 Toilet.

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Documents

Plan for Researchers Return to School of Dentistry ...€¦ · Web viewEncourage staff to report any problems and carry out skin checks as part of a skin surveillance programme