LSI COVID-19 Secure

Laboratory

Return to Work Induction

Introduction• The LMG has implemented a lab booking system and new ways of

working to enable research to restart in LSI.

• Compliance with LSI Covid-secure ways of working protocols is compulsory for all users of LSI.

• Compliance with the BSU/ARC/Stores protocols is also compulsory –if you work in BSU/ARC you will need to complete their inductions too.

• Non-compliance may result in building access being revoked.

• These ways of working will be reviewed regularly, you will be informed of changes.

• You are asked to read this presentation carefully considering how it impacts the work you wish to do.

• You are not allowed to access other UoE buildings until authorised.

Purpose of this induction

• Ensure LSI staff understand and are able to comply with new protocols to enable restart

• Compliance is a personal responsibility

• Explanation of COVID-secure thinking

• Impact on working practices

• Introduction to LSI Building Flow and Management

• Keep people as safe as possible

• Support research in LSI

LSI Lab Induction - contents• Purpose of induction

• Covid-19 Secure defined

• LSI working hours

• Who should come to LSI?

• SafeZone

• LSI Building Flow and Management 1- 7

• BSU Protocols

• ARC protocols

• Stores Protocols

• Technical Services Support

• CoSHH and Risk Assessments

• Wet Labs flow

• Use of wet labs

• Booking Lab Time

• PPE / clothing / behaviour

• Gases and alarms

• Waste streams

• Emergency Actions –Fire/First Aid

• General Information

• Reporting problems/concerns

• Remember

“COVID-19 Secure” defined• Intention is to minimise the risk of contracting COVID at work

– health and safety of staff/students is paramount

• Restart buildings and equipment after a shutdown period

• Make buildings as safe as possible to support activities

• Enable social distancing at work

• Manage numbers in buildings

• Implement building protocols to keep people safe

LSI Working Hours• LSI researchers will be allocated slots for research in LSI

• LSI will be open:• Monday – Saturday

• 0800 – 2100hrs

• The building will be closed on Sundays and out of hours.

• Only essential maintenance/on-call tech support will have access via Swipe & PIN out of hours

• There is no out of hours or lone working options in LSI

• Do not come into LSI if you are not rostered to be in the building – this would exceed our managed numbers

Who should come to LSI?• You should only come to work in LSI if:

• you cannot do your research at home and

• you have been rostered a slot in the lab

• or you are on the technician roster

• or you are on the 'Responsible PI' roster

...and feel comfortable doing so

• Do not come to LSI if:• you are suffering from any CV-19 symptoms or

• someone in your household is suffering from symptoms

• you have been tagged by the 'track and trace' system

• you don’t feel comfortable coming into work

• you are not rostered a slot

• or you got home and realised you forgot to put something in the fridge! (email infoLSI@exeter.ac.uk so the techs can help)

Responsible PI

• When LSI is open there will an LSI based PI onsite to provide suport and guidance.

• This 'Responsible PI' will be based at the Booth at the bottom of the main stairs in the Weston Exchange Hub (WEH) but will walk around the building from time to time (following the one-way system!).

• There is a roster for this role drawn from all LSI based PIs.

• The phone number for the Responsible PI is:• 01392-72 6688 (from Meeting Room 1A)

• 01392 723014 the WEH red Emergency Phone

SafeZone• UoE highly recommends

using SafeZone to support the reopening of buildings with lower occupancy than before

• All LSI staff are asked to log into SafeZone app when on campus

• Download SafeZone app from the app store

• Set up with your UoE username and read the instructions here:

https://www.safezoneapp.com/how-it-works

Building Flow and Management 1• Principles: comply with signs / understand the building flow,

use the hand sanitiser, remain socially distant ALL the time.

• Use common sense and communicate

• The Tower Block toilets are closed

• The WEH Kitchen is closed

• The Seminar Rooms are out of bounds (they may be used for teaching recording or other rostered/managed activities)

• There is a one-way flow throughout the building

• There is no access across the physics bridge (except building evacuation)

• The lifts are only to be used for heavy goods and returning from 00, B01 and B02 levels

• The Terrace may be used while maintaining social distancing at all times

• Please avoid printing to reduce the touch points in the building

Building Flow and Management 2To the Labs

• Enter through the GP/LSI front door (swipe card required)

• Proceed through the barriers (closed for HO compliance) and up the stairs into LSI (swipe card required)

• Check the plasma screens for any updates as you pass

• Through the WEH and enter the labs through the central doors (swipe card required)

• Conduct your research – follow the lab bench protocols below

Building Flow and Management 3During breaks

• If you have a break during your lab work you may use your own desk in the research office but only if you can remain socially distant.

• The tables/chairs in the WEH and the booths are not out of bounds but they are all only to be used by one person at a time by exception and only if you are not able to sit at your own desk in the research offices.

• Do not use the meeting rooms unless you have been allocated one (they will be used to support socially distant working as part of the management of the building)

• Sit on the Terrace (socially distant) and enjoy the fresh air!

Building Flow and Management 4Food and Kitchenettes

• Reduce the amount of equipment that you bring into LSI.

• The WEH kitchen is closed but the kitchenettes remain open – please follow the signs and clean the areas you use.

• Coffee machine is turned off, campus eateries are closed

• The fridges are on but limited use is recommended and may not be needed at all if lab slots are short

• You may eat lunch in a socially distant way in the WEH/Booths/Terrace

• You are advised to bring in your own crockery/cutlery and take it home to clean

Building Flow and Management 6Leaving the labs and exiting the building

• Leave the wet labs by the side doors and use the stairs

• From the wet labs leave the building using the northern Systems Block staircases (out towards the greenhouses and sports park)

• Or via the Tower Block stairs, out of the door at the bottom and under the Physics bridge. Do not re enter LSI near reception

Avoid leaving the building down the main stairs towards Reception – this is to avoid congestion with staff from GP

• Take care to continue social distancing when collecting bikes from racks and walking on pavements

Building Flow and Management 7Using the B02 basement floor – follow the signs

• For COVID-security purposes, the entirety of B02 will be treated the same as a single wet lab area.

• Enter via the staircase

• Don PPE (face covering, gloves and lab coat) at the bottom of the stairs

• Enter lab and use as normal

• Doff PPE in lift lobby area (B02)

• Exit via lift to required floor

• DO NOT remove PPE whilst working – this increases the risk of COVID transmission

BSU Protocols• All BSU usage must be arranged with Matt Isherwood

• All research has to be pre arranged using the BSU Restart form, which, if agreed is then arranged using the normal Study Request forms & surgeries/ rooms booked as normal using Lab Agenda

• Before using the BSU you must complete their own Covid-19 induction – which will be a presentation on MS Teams

• The BSU will be set up in a similar way to the LSI, with the same Covid 19 rules applied.

• There are some limits applied to space, which will be outlined in BSU Induction.

ARC Protocols• All ARC users must read the ARC Covid-Restart

Document and complete the ARC Covid-Induction.

• All ARC usage must be booked

• Follow the signposted routes into/out of the ARC

• Remember the staircases and corridors in GP are narrower than in LSI - there are challenge/response signs to prompt you to call out around corners and in single track passages.

• Showers/changing rooms are single person areas

Stores Protocols• Stores are implementing a Click and Collect system.

• To reduce the number of people in that part of LSI the Tech Team will support you:

• LSI Tech Team will collect all stores orders from stores at 0900 each morning.

• Stores orders will be left in the WEH for collection

• Please sign for the items you take, and double check your order

• Frozen orders will be kept in a freezer on 00 floor

• Do not go to Stores yourself – speak to the Tech Team

LSI Technical Services Support• Core tech support is reduced for unavoidable reasons

• Steve Spaull will roster technical support drawing from core techs and volunteering research techs

• You will need to book tech requirements earlier than in the past and the technician roster will not cover the full LSI working hours (Please include in your ClusterMarketbooking)

• If you have a spare moment (for example whilst waiting for an experiment to run) assisting the tech team will support research in the building. Contact the techs on duty.

CoSHH and Risk Assessments• You must read this Induction and confirm you will comply

with these ways of working.

• You must review your own risk assessments or CoSHHassessments in light of covid-19 and update them to reflect the requirement to socially distance, you may need to stop the task or you may need additional PPE.

• If you are a PI or a line manager it is your responsibility to ensure your staff are aware of, able to follow and are following the risk assessments.

• It is everyone’s responsibility to follow the health and safety documents for the work they are carrying out

LSI Wet Labs flow• Staff numbers limited to six per wet lab area (north and

south). Total twelve per floor.

• Strict one-way system – in via the ‘main’ central doors, and exit via the northern end doors• This applies even if you leave the lab to use the toilet or a different

floor. Circle round and come back in the main doors

• Wear face covering in the lab as social distancing may not be possible at all times

• Leave the building via north fire escape

• Access basement via fire escape and return using goods lift (lift up, stairs down) (remembering you should not be going to stores)

Stairwells to travel down and out

Main doors ‘in’ only

Stairwells to travel down and out

Lab coat collection

Box for used lab coats

Box for used lab coats

LSI Use of Wet Labs• On entering labs, don PPE – face covering, gloves, lab

coat.

• Collect your personal tray and take it to booked bench space

• Clean bench and tray contents as per SOP

• Carry out work

• Clean bench and tray contents as per SOP

• Replace personal tray

• Leave lab, doffing PPE – coat, gloves (bin), face covering (bin or bag for cleaning)

First floor wet lab

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Room

Lab

Bench Lead PI Room

Lab

Bench Lead PI Room

Lab

Bench Lead PI Room

Lab

Bench Lead PIS01.17 1 Gaspar Jekely S01.17 13 Catalin Chimerel S01.21 25 Wolfram Moebius S01.21 37 Kirsty Wan

S01.17 2 Gaspar Jekely S01.17 14 Catalin Chimerel S01.21 26 Wolfram Moebius S01.21 38 Kirsty Wan

S01.17 3 Gaspar Jekely S01.17 15 Catalin Chimerel S01.21 27 Wolfram Moebius S01.21 39 Kirsty Wan

S01.17 4 Gaspar Jekely S01.17 16 Tobi Bergmiller S01.21 28 Stefano Pagliara S01.21 40 Kirsty Wan

S01.17 5 Gaspar Jekely S01.17 17 Tobi Bergmiller S01.21 29 Stefano Pagliara S01.21 41 FlexBench

S01.17 6 Gaspar Jekely S01.17 18 Tobi Bergmiller S01.21 30 Stefano Pagliara S01.21 42 Martin Ulmschneider

S01.17 7 Fulvia Bono S01.17 19 Adam Monier S01.21 31 Bryony Williams S01.21 43 David Richards

S01.17 8 Fulvia Bono S01.17 20 Adam Monier S01.21 32 Bryony Williams S01.21 44 David Richards

S01.17 9 Remy Chait S01.17 21 Adam Monier S01.21 33 Bryony Williams S01.21 45 David Richards

S01.17 10 Remy Chait S01.17 22 FlexBench S01.21 34 FlexBench S01.21 46 FlexBench

S01.17 11 Remy Chait S01.17 23 Cameron Weadick S01.21 35 Fabrice Gielen S01.21 47 Kyle Wedgewood

S01.17 12 FlexBench S01.17 24 Cameron Weadick S01.21 36 Fabrice Gielen S01.21 48 Kyle Wedgewood

Room Function Users Free SpaceS01.12 Incubators, centrifuge, PCRs, PCR hoodFB, all 1st floor

S01.14 4C Cold Room all YES

S01.15 37C Warm Room all YES

S01.16 RC/TB microscope room RC/TB No

S01.18 Microscopes S.P., W.M., G.J. No

S01.19 Prep room S.P. No

S01.20 Tissue culture G.J., K.W. Hoods will be used by Wedgewood and Bono for T.C.; both hoods currently used as just laminar flow hoods for plate pouring, etc.

S01.22 Freezer Room all No

S01.23 Prep room all Refit to increase storage capacity

S01.14

S01.12 S01.16

S01.15

S01.17 S01.21

S01.18

S01.20

S01.19 S01.22

S01.23

Second floor

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Room

Lab

Bench Lead PI Room

Lab

Bench Lead PI Room

Lab

Bench Lead PI Room

Lab

Bench Lead PI

S02.17 1 S02.17 13 S02.21 25 Austin Smith S02.21 37 Akshay Bhinge

S02.17 2 S02.17 14 S02.21 26 Austin Smith S02.21 38 Akshay Bhinge

S02.17 3 S02.17 15 S02.21 27 Austin Smith S02.21 39 Akshay Bhinge

S02.17 4 S02.17 16 S02.21 28 Austin Smith S02.21 40 FlexBench

S02.17 5 S02.17 17 S02.21 29 FlexBench S02.21 41 Ben Housden

S02.17 6 S02.17 18 S02.21 30 Christian Soeller S02.21 42 Ben Housden

S02.17 7 S02.17 19 S02.21 31 Steffen Schlopp S02.21 43 Fabrice Gielen

S02.17 8 S02.17 20 S02.21 32 Steffen Schlopp S02.21 44 Fabrice Gielen

S02.17 9 S02.17 21 S02.21 33 Steffen Schlopp S02.21 45

S02.17 10 S02.17 22 S02.21 34 Steffen Schlopp S02.21 46

S02.17 11 S02.17 23 S02.21 35 Steffen Schlopp S02.21 47 Ben Housden

S02.17 12 S02.17 24 S02.21 36 Steffen Schlopp S02.21 48 Ben Housden

TC S

pac

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TC S

pac

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Room Function Users Free SpaceS02.12 Viral room no

S02.14 4C cold room all Media storage

S02.15 Microscope room all No

S02.16 BH TC room BH No

S02.18 Laser Lab DK no

S02.19 Microscopes S.S., F.G. YES with better storage

S02.20 Primary cell TC room all

S02.22 Freezer Room all No

S02.23 Prep room all Refit to increase storage capacity

S02.21

Third floor

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Room

Lab

Bench Lead PI Room

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Bench Lead PI Room

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Bench Lead PI Room

Lab

Bench Lead PIS03.17 1 Bertram Daum S03.17 13 JJ Phillips S03.21 25 Gudelj/Beardmore S03.21 37 Steve West

S03.17 2 Bertram Daum S03.17 14 JJ Phillips S03.21 26 Gudelj/Beardmore S03.21 38 Steve West

S03.17 3 Bertram Daum S03.17 15 JJ Phillips S03.21 27 Gudelj/Beardmore S03.21 39 Steve West

S03.17 4 Bertram Daum S03.17 16 JJ Phillips S03.21 28 Gudelj/Beardmore S03.21 40 Steve West

S03.17 5 Nic Harmer S03.17 17 Nic Harmer S03.21 29 Gudelj/Beardmore S03.21 41 Nigel Cairns

S03.17 6 Nic Harmer S03.17 18 Nic Harmer S03.21 30 Gudelj/Beardmore S03.21 42 Nigel Cairns

S03.17 7 Vicky Gold S03.17 19 Frank Vollmer S03.21 31 James Wakefield S03.21 43 Soojin Ryu

S03.17 8 Vicky Gold S03.17 20 Frank Vollmer S03.21 32 James Wakefield S03.21 44 Soojin Ryu

S03.17 9 Vicky Gold S03.17 21 Frank Vollmer S03.21 33 James Wakefield S03.21 45 Soojin Ryu

S03.17 10 Vicky Gold S03.17 22 Frank Vollmer S03.21 34 James Wakefield S03.21 46 Soojin Ryu

S03.17 11 FlexBench S03.17 23 Frank Vollmer S03.21 35 James Wakefield S03.21 47 FlexBench

S03.17 12 Nic Harmer S03.17 24 Frank Vollmer S03.21 36 James Wakefield S03.21 48 FlexBench

Room Function Users Free SpaceS03.12 Gudelj hood / incubator GJ/RB No

S03.13 -20C all yes

S03.14 +4C all yes

S03.15 warm room all yes

S03.16 Inorganic Chemistry FV Some

S03.18 Mass spec JP No

S03.19 various DNA kit plate readersSW, IG, SR No

S03.20 tissue culture SW, no

S03.22 freezer room all no

S03.23 prep room all yes with better storage

S03.12

15 S03.21

B02.03 Crystalization Room Bono

B02.04 cyroEM prep room Gold/Daum/Jekely

B02.05 CTR5 - unused Gold/Daum/Jekely

B02.06 CTR

B02.07 CTR 2 Insectary Wakefield/Bono

B02.08 CTR 3 Temporary Plants Temp Smirnoff

B02.09 CTR 4 Marine Algae Wan / Monier

B02.10 Insectary/Prep Room Wakefield/Bono/Wan

B02.11 SEM and Ultramicrotome Jekely

B02.12 TEM Gold/Daum

B02.14 Laser Labs Chimerel/Gielen

B02.15 Fabrication Space Vollmer

B02.17 Microscopy Suite Wan, Richards, Jekely

B02.18 Laser Lab Christian Soeller

B02.19 Laser Lab Frank Vollmer

B02.20 Laser Lab Frank Vollmer

B02.21 Laser Lab Frank Vollmer

B02.22 Black Lipid Membrane Room Catalin Chimerel

LSI Use of Wet Labs – Bunsens• Read risk assessment before using Bunsen burners

• Do not leave flame unattended. There’s no such thing as a ‘safe flame’

• If you use ethanol to clean, change gloves before using open flame

• If you use ethanol to clean, allow 15 minutes for evaporation before using an open flame

• Note: the sprinkler system cannot be stopped once it starts!

• Gas shut off system: shuts off gas and electricity – use in emergencies only; tell someone you’ve activated it so that we can fix the problem or reset the box

Booking Lab Time• To enable as much research as possible lab slots must be

booked

• There will be 12 benches kept free per floor.

• Each group has at least one free bench

• Benches must be booked via Clustermarket by PIs

• If you need to swap slots – initially, do it via infoLSI once the system it will become simpler

• Initially only book slots for the first week (nothing else will be approved)

PPE and Clothing• Wear lab coats, gloves and face coverings at all times in the

laboratory

• When entering the laboratory:

• Wash hands

• Face covering on

• Put on gloves

• Put on lab coat from communal stock

• When leaving laboratory• Take off lab coat and place in washing box

• Take off gloves

• Wash hands

• Leave lab

• Take off face covering once outside lab

PPE and clothing continued• Change gloves once per hour (minimum) with a hand wash in

between – you can set a timer

• If you leave the laboratory, you must change your lab coat and the rest of your PPE

• All used PPE that is disposable (gloves and face covering) must go into a red bin in LSI

• As normal – absolutely no shorts, flip flops or headphones.

• If you try to use the lab in shorts or flip flops you will be sent home

• Note: removing PPE can expose you to risk of COVID transmission. Only remove it when you are finished

Gases and alarms – a reminder

Oxygen depletion alarm

• Orange light at 19.5%

• Buzzer at 19%

Carbon dioxide alarm

• Orange light at 0.5%

• Buzzer at 1.5%

Gas cylinder level

alarm

• non-emergency

• Flip switch in gas

store

If an alarm sounds: ACT

Waste streams• Green bin: ‘clean’ domestic waste only. No gloves!

• Red bin: biologically contaminated (including gloves)

• Purple bagged bin: cytotoxic waste from gel activities

• Yellow bin: all other laboratory waste

• Sharps: must be put in sharps bins

• Chemical waste: must be labelled. Separated by chlorinated, non-chlorinated, acetone and formaldehyde.

• Cultures: add virkon / similar (to correct concentration) for no more than 30 minutes; pour down sink (double check your cultures for correct / best practice)

• Note: anyone can empty a bin!

Emergency Actions - Fire• The Fire Alarm will be tested on Wednesdays at 1000hrs.

• Otherwise if you hear the Fire Alarm – leave the building, reminding anyone you see to do the same.

• There will be fewer fire marshals in the building – act responsibly

• Congregate on Car Park C (opposite the Goods Yard) at a social distance

• You will only be allowed back in the building via the front door when Estates patrol give the all clear

• Listen to the LSI 'Responsible PI' on site for clearance

Emergency Actions – First Aid

• There will be fewer first aiders in the building – act responsibly

• There are first aiders in LSI/on campus nearby - use SafeZone

• Bystanders to alert the LSI 'Responsible PI' on site and call Estate Patrol

General Information

• You can park wherever you like, including the Sports Centre Car Park (for now!) we recommend considering where you will exit the building before parking/leaving your bike

• All personal information gathered as part of Restart will be kept secure in accordance with the Privacy Data Statement for restart.

• Please remain vigilant about Data – any incident or breach should be reported as soon as possible (and within 72 hours) to SID #4724.

Reporting Problems/Concerns• If you have a roster query get in touch with the LMG via s.scholpp@exeter.ac.uk

or k.scholpp@exeter.ac.uk

• If you have a labs query get in touch with the Lab Manager s.r.spaull@exeter.ac.uk

• If you have a general query please email infoLSI@exeter.ac.uk

• If you have any concern about coming to work in LSI talk to your PI/manager. Or approach Austin via austin.smith@exeter.ac.uk or Roo via f.s.haywood-smith@exeter.ac.uk or the LSI 'Responsible PI' (in the building/details on the roster)

• If you still have a concern about coming to work or the UoE/LSI Covid-ways of working you can contact a Speak Out Guardian: http://www.exeter.ac.uk/speakout/campaigns/speakoutguardians/

• Or contact your Union representative: unison@exeter.ac.uk, unite-support@exeter.ac.uk or UCU via the contact form here https://exeterucu.wordpress.com/about-the-branch/contact-us/

• If you wish to report any untoward incident or misbehaviour please find the onsite ‘Responsible PI’ or email Steffen direct s.scholpp@exeter.ac.uk

Remember• If you are unwell - stay at home

• Follow the LSI Covid-Secure ways of working

• If you have Covid symptoms, or are concerned you may have Covid symptoms, inform your line manager immediately and follow the government guidelines for isolating yourself

• If you test positive for Covid-19, please ensure your line manager is informed. We will be able to contact trace via your LSI bookings – which is why this is essential

Thank you for reading through this induction.

You will be sent a link to an MS Form which will ask you to confirm you have read this

induction and will comply with it.

If you are an LSI-based PI please also read the next few slides about the

'Responsible PI' role

Please let us have your feedback so we can improve this induction and also our LSI Covid-Secure ways of working

email: infoLSI@exeter.ac.uk

LSI COVID-19 Secure

Laboratory

Responsible PI Role

Responsible PI• All LSI based PIs are asked to contribute to the smooth running

of LSI under our new LSI Covid-Secure Ways of Working

• This is a self-filling roster requiring a PI on site throughout LSI's opening hours. Shifts are: (slight amendment to accommodate ClusterMarket)

• 0800 – 1300hrs

• 1300 – 1700hrs

• 1700 – 2100hrs

• Read the following two slides if you are an LSI-based PI to learn more about the role.

• Note the shifts may change to accommodate school/childcare arrangements.

Responsible PI Role 1• This is an enabling role to support the restart of research in LSI:

• It reassures the Senior Management Team

• It supports junior researchers/technicians on site

• It helps improve our working practices through review

• You should base yourself at the Booth at the bottom of the WEH main staircase (cleaning the table before and after your slot)

• You should be visible and available throughout your slot supporting the LSI Covid-Secure Ways of Working to keep researchers safe.

• Monitor use of WEH/Booths/Terrace/Kitchenettes to ensure social distancing is maintained

• Monitor that only those rostered are in LSI

• Unlock/lock the Terrace door - keep an eye on social distancing outside

Responsible PI Role 2• There is a file in the LSI SharePoint for notes which you ares to fill

in to provide handover notes between PIs and to support building management.

• There is also a spreadsheet for collaing numbers in the building. GOLD have asked for this and will be checking it regularly. They are keen to know how many people are in and the impact of changing staff numbers.

• You will be sent a link to these documents in SharePoint where we will put other useful documents and use it to improve how the building runs.

Responsible PI Role 3• Support the Lab Manager/Assistant Lab Manager to ensure the Covid-

Secure ways of working are used in the lab areas.

• Fire Evacuation - even if you are not a fire marshal you can help

• Lab Manager/Assistant Lab Manager are fire marshals

• Tell people to leave the building – use any exit and go to Car Park C

• You should go to Reception and liaise with Estate Patrol.

• First Aid – even if you are not a trained First Aider you can help

• Call Estate Patrol or use SafeZone to call for help

• Keep people calm

• Ensure social distancing except for the first aiders on site

• Estate Patrol Numbers:

• Routine: 01392 723999

• Emergency: 01392 722222