Guidance for contractors and visitors


Guidance for contractors working on the 
University of Roehampton campus

All contractors and visitors are asked to monitor themselves for covid-19 symptoms before travelling to campus. This measure is best practice.

  • You can check any symptoms using the NHS 111 Online service here.

    To support NHS Track and Trace and to help contain COVID-19 clusters or outbreaks, the University will assist by keeping a temporary record of visitors and contractors for 21 days, and assisting NHS Track and Trace with requests for that data if needed.
     
    • As a contracted workforce via the SafePermit system, you have already provided sufficient detail for this. (your name, a contact telephone number,) The dates and times of your arrival and departure will be noted automatically in the SafePermit issued. No additional data will be collected for this purpose. You are strongly encouraged to allow us to keep and share this information with the NHS, however you may inform your University host / Project manager if you prefer to opt out.
  • Contractors must complete all required training on the Permit to Work System, including the Covid-19 module.

  • Contractors must maintain records of all contract personnel visiting and working on campus.

  • Ensure students and staff who may be present in the work area are notified of the time, location and nature of the work taking place by agreeing in advance with the Roehampton Project Manager

  • First Aid provision and procedures should be established and Campus Security must be told when and where the contractors will be working.

  • Suitable welfare facilities must be provided by the Project manager to enable enhanced hygiene practices.

  • Contractors must submit suitable and sufficient risk assessments and method statements via the online permit system for the Project manager to approve, These include controls for minimising the risk of transmitting or contracting viruses, e.g. physical distancing; provision, use and disposal of PPE to be treated as medical waste; avoiding face-to-face working; enhanced hygiene practices, avoiding as far as practicable the contamination of surfaces in communal areas, etc.

  • A procedure should be established for notification to the project manager of any contamination or if a contractor is feeling unwell and displaying symptoms of Covid-19.

  • Signs should be displayed advising staff and students that contractors are working in the area and are following Covid-19 risk management procedures.

  • Schedule contractors to avoid contact with other contract companies working in the same area.

  • After the work has been completed the area should be thoroughly cleaned by the contractor.

  • If the contractors are required to work in an area where someone with a confirmed or suspected case of Covid-19 has been present, for example a student self-isolation flat, consider a deep clean before the contractors start work.

  • The Roehampton Project manager is responsible for the ensuring contractors follow University of Roehampton procedures. 

 

Guidance for visitors coming to the University campus

  • All contractors and visitors are asked to monitor themselves for covid-19 symptoms before travelling to campus. This measure is best practice.

    You can check any symptoms using the NHS 111 Online service here.

    To support NHS Track and Trace and to help contain COVID-19 clusters or outbreaks, the University will assist by keeping a temporary record of visitors and contractors for 21 days, and assisting NHS Track and Trace with requests for that data if needed.

    • Specifically for this purpose the University will request your permission to hold a separate record of your name, a contact telephone number, and the dates and times of your arrival and departure. No additional data will be collected for this purpose. You are strongly encouraged to allow us to keep and share this information, however you may inform your University host if you prefer to opt out.

    • Records will be held in compliance with the General Data Protection Regulation for 21 days. This reflects the incubation period for COVID-19 (which can be up to 14 days) and an additional 7 days to allow time for testing and tracing. After 21 days, these records will be securely disposed of or deleted.
  • Where possible, all face to face meeting should be avoided, encouraging visits and meetings via remote connection/working.

  • Approval must be obtained from the University Department for the visit to go ahead. The visit must be deemed an essential service. 

  • Scheduling for essential services and contractor visits may be revised to reduce interaction and overlap between people on campus.

  • Records shall be maintained of all visitors, with Campus Security and the University of Roehampton Host.

  • Once approval is received, the University of Roehampton host must ensure:
  1. The onsite guidance on social distancing and hygiene measures has been explained to visitors before arrival, as well as the standard Health and Safety Information for Visitors

  2. The number of visitors on-site at any one time is limited

  3. Visitor time should be limited to a specific time window, as agreed prior to the visit