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REMOBILISATION COVID 19 RISK ASSESSMENT – SMB GROUP

Date of Assessment. Version 3: 27/07/2020

Date of next assessment. 30/09/2020 or if Government guidance or current legislation changes Covid-19 is a new illness that can affect your lungs and airways. It is caused by a virus called Coronavirus. Symptoms can be mild, moderate, severe, or fatal. The virus seems to be transmitted mainly via small respiratory droplets through sneezing, coughing or when people interact each other for some time in close proximity. Droplets can be inhaled, or they can land on surfaces that others may come into contact with, or who can get infected when they touch their nose, mouth or eyes.This is a general Risk Assessment for dealing with the current Covid-19 situation in SMB Group Campuses. All managers will in addition to this assessment carry out their own risk assessments for their respective area.

What are the hazards?

Who might be harmed and

howControl Measures

Com

plet

ed

Action by whom and when.

Personal Vulnerability

Vulnerable groups – Elderly, Pregnant workers, those with existing underlying health conditions

The Vice Principal Human Resources & Organisational Development is responsible for ensuring that a survey and assessment of all employees is carried out prior to re-opening and at necessary intervals depending on changes in guidance to determine each individual’s vulnerability and personal risk.Any member of staff advised by a specialist health professional not to attend College should inform their line manager so that alternative arrangements can be made.

Communication to learners prior to their first attendance in the new academic year will require them to inform student services if they have been advised by a specialist health professional not to attend College so that alternative arrangements can be made.

Any vulnerable members of staff and Learners and expectant mothers should ensure that they maintain social distancing at all times

Questionnaire to be completed by all staff prior to their return to College and monitored to ensure all staff have responded. To be issued 15/8/20

CIS managers before 24/8/20

All staff and Learners

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Spread of Covid-19 Coronavirus due to unwell persons attending College

Staff, Learners, Governors,Visitors, and Contractors


Symptoms of Covid-19 - if anyone becomes unwell with a new continuous cough or a high temperature they or loss of taste and change to smell they must not attend College. Prominent signs will be placed outside entrances to the college warning people not to enter the building, to go home self-isolate as per government guidance and to book a COVID-19 test.

All teaching staff are to regularly remind Learners not to attend College if they have Covid symptoms. Social media, email messages and the Group web pages will be used to remind staff and Learners if they have symptoms not to attend College Anyone suffering Covid symptoms must inform their lecturer or line manager to advise them of their illness and to update them when a test result is received.

The College, in the event of a positive test, expect members of staff and Learners to cooperate and comply with the Governments’ Test and Trace service.

In the event of a positive test the Head of Health and Safety and the environment will contact the local health protection team for further advice.

In the event of someone being taken ill whilst at College they should be immediately be isolated until they can be sent home (See first aid section in this risk assessment)

Any member of staff or learner residing in a lock down area should inform their line manager/ College and should not attend College.

All persons attending site

Teaching staff

Marketing



Head of H&S


Relevant persons

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Spread of Covid-19 Coronavirus due to travelling on public transport

Staff & Learners

All staff and Learners should follow the current government guidance for travelling on public transport and where possible using different transport methods such as walking, cycling and wearing face masks.

Consideration has been given to staggered start and finish times and where this is possible it will be implemented.

Staff and Learners should not share vehicles or cabs, where suitable distancing cannot be achieved.

Staff and Learners should where possible use public transport, travel outside the busier times.

Staff and Learners should plan their journey to have minimal contact with others. If possible, travel alone.

When using public transport, personal face masks must be worn during the journey.


Spread of Covid-19 Coronavirus due to travelling on College transport

Staff & Learners

Dedicated College transport will follow Department for Education Guidance.

Group mini buses high touch points will be cleaned regularly with passengers encouraged to space as much as possible.

College minibus drivers will be required to ventilate the bus well at all times and to wear a face mask whilst driving with Learners on board.

All passengers will be encouraged to sanitise their hands before entering transport.

External transport contactors – copies of Covid 19 risk assessment will be obtained from contractors.

Corporate Services will ensure that all tender documents and processes require confirmation of Covid 19 safe working practices.

Mini bus drivers

Mini bus drivers

All transport users

Student Services

Vice principal of Corporate services

Spread of Covid-19 Coronavirus due to

All staff Staff advised not to travel to other campuses for meetings - use video conference calls instead of face to face meetings.

All employees

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unnecessary travel to other campuses or businesses or events

All unnecessary travel to cease

Spread of Covid-19 Coronavirus due to visitors bringing the virus into College

Staff, Learners, Governors,Visitors,and Contractors

Visitors to the College will be discouraged unless absolutely necessary.If possible visitors should attend at times when fewer staff and Learners are on site.All visitors must complete a Covid 19 declaration form and where they are from a business provide a copy of their risk assessment prior to visiting college. This risk assessment must be checked for suitability by the member of staff inviting the person/s to site and logged with the H&S team.All visitors must have an appointment, signage required at entrances, and reception must be advised in advance of the appointment.

All Employees

Employee being visited and H&S team

Marketing and Estates

Spread of Covid-19 Coronavirus whilst entering, leaving or moving around college

Staff, Learners, Governors,Visitors,and Contractors

Social Distancing - Wherever possible staff should work from their normal campus location.

Where effective learning can take place remotely this should continue to enhance the learner experience.

High use entrances will be supervised during main arrival, break and leaving times.

Bins to be provided for disposable face masks etc. at entrances to College

Movements around college will be minimised by where possible lecturing staff moving to cohorts rather than the cohorts moving to the lecturer.

Any unnecessary travel throughout the college should be discouraged with staff using telephones rather than in person visiting.

Lifts – Only one person at a time can use lifts although carers would be permitted as required

Line managers

Section Managers & Lecturers

Staff

Estates

All teaching staff

All staff

Authorised lift users

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Corridors & Stairways – One-way travel will be instituted. Markings (arrows) on floors or walls will indicate the direction of travel. Any narrow corridors or spaces where one way travel is not possible will be marked with social distancing signage

Classroom and office doors, if not fire doors, may be held back in the open position to minimise touching handles but must be closed whenever the room is vacated.

Classroom teachers are responsible for ensuring Learners comply with Social Distancing rules when entering & leaving classrooms.

Estates/marketing

Teaching staff

Spread of Covid-19 Coronavirus due to close contact in classrooms, open cluster areas, learning resource centre

Staff & Learners

Each classroom will be assessed by the responsible Section Manager

Classrooms are to be reconfigured so that best possible social distancing is applied. Once the layout is confirmed alterations to classroom are not permitted.

Timetabling will be reviewed to ensure best possible separation of learners.

Touch points within classrooms and clusters will be regularly cleaned suitable cleaning products will be available.

Hand sanitiser to be available in all cluster and teaching areas. If the classroom has opening windows or other means of

ventilation these will be kept open during lessons Additional chairs must not be brought into classrooms. Posters and other materials advising on social distancing will

be displayed. Learners are to be assigned a desk/computer that they will use

for the duration of the course If possible close proximity to learners by members of staff

should be avoided. Where proximity to learners is necessary, due to the nature of the task, this should be considered within the tiered risk assessment carried out by Section managers and suitable control measures implemented.

All equipment users/estates

Teaching staff

Teaching staff

Estates/Marketing

Teaching staff

Section managers

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Lecturers are responsible for ensuring that Learners comply with Social Distancing rules.

Vice Principal Curriculum and Quality is responsible for the redesign of processes to ensure:

Remote learning to be used instead of face to face lessons were desirable.

Mixing of groups of learners is minimised. Learners will only attend College when they are explicitly

required to.

All teaching staff

Section managers

Section managersLearners

Spread of Covid-19 Coronavirus due to close contact in practical teaching areas.

Staff & Learners.

All practical teaching areas will complete their own COVID-19 risk assessments and will display them prominently throughout the workshop and will bring these risk assessments to everyone’s attention that uses the area. All control measures must be sourced through workshop budgets.These risk assessments will include

Minimising transmission risk by-

Suitable interpersonal barriers at unavoidable points of contact.

Social distancing measures will be implemented in workshops where possible.

Hand sanitiser stations will be provided where adequate hand washing stations are not available.

Suitable cleaning materials will be available for users to wipe down keyboards, work surfaces and equipment prior to and after use.

Industry best practice will be adopted when close working is unavoidable, this will include the wearing of face masks i.e. Hairdressing.

Shared tools and equipment to be cleaned after each use. Sharing PPE is not permitted Increased cleaning regimes by workshop staff/ lecturers

Section Managers

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and learners. Frequent handwashing with soap and water or alcohol

gelLecturers are responsible to ensure Learners comply with Social Distancing rules.

If specific industries are not allowed to open then the equivalent workshops will remain closed in College.

Spread of Covid-19 Coronavirus due to close contact while providing Learning Assistance or Personal Care.

LSA staff & Learners.

Employees are required to work closely with SEND Learners that may have little understanding of Social Distancing.

Where close proximity is unavoidable between SEND Learners and staff, Learners should be asked to wear a face covering or mask and staff members should wear a face mask.

Send staff and learners

Spread of Covid-19 Coronavirus due to close contact during large on-site activities. e.g. Graduations, Marketing activities, Information and Open Days, Student performances etc.

Staff, Learners, governors &Visitors.


Large gatherings are generally high-risk activities regarding the spread of communicable disease and are strongly discouraged in Government guidance.

For the time being all events and large gatherings are prohibited on Campus.

Where permitted by Government guidance commercial activities involving large gatherings will need to be authorised by the Executive Team. (Brooksby and Melton campuses only)

The activity is not permitted.

Spread of Covid-19 Coronavirus due to close contact in Open Access Areas- Drum


Social Distancing measures will include-.

Queues to be separated with floor marking and social distancing barriers

Estates by 20/8/20

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etc. Clear desk screens installed on reception desks. There are significant concerns over availability of these screens so temporary screens and or distancing may need to be used.

Each open access area will be assessed by the estates/H&S team. A max occupancy rate will be determined, and seating areas will be reconfigured so that only enough seats are provided to allow max Covid occupancy of the space.

Suitable cleaning materials will be available for users to wipe down keyboards and work surface prior to use.

Hand Sanitiser stations will be provided.

Estates by 20/8/20Estates by 20/8/20

Estates/H&S

Estates by 20/8/20

Spread of Covid-19 Coronavirus due to close contact during enrolment.

Staff, Learners &Visitors.


Enrolment processes will be separately risk assessed but will include as a minimum

Queues are to be separated with barriers and floor marking in place to separate enrolees.

Planning to provide for maximum number of learners that may be present

Desk screens installed on enrolment staff desks or social distance measures to be implemented.

Hand sanitiser stations provided. Suitable cleaning materials provided to wipe down

equipment/desks/seats Chairs for learners to be wipeable No sharing of equipment such as pens Interview desks to be spaced at least 2 meters from each

other. Employees appointed to advise enrolees and monitor social

distancing compliance. Posters and other materials advising on social distancing will

be displayedThe College’s Information Systems Managers will review work schedules including extending and staggering enrolment times.

CIS Managers

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Spread of Covid-19 Coronavirus due to close contact in office or staffroom.

Staff.The use of staffrooms will be minimised

Line Managers must assess all office spaces to ensure:

Appropriate desk occupancy. A max occupancy rate will be determined, and additional

office chairs will be taken out of use. Suitable cleaning materials will be available for users to wipe

down keyboards and work surface prior to and after use. Each employee is responsible for cleaning their own

workstation. Hand Sanitiser stations will be provided in proximity to staff

rooms.

All employees must cooperate with office re-arrangement and planning to ensure social distancing.

Food & refreshment Preparation within or near officesShared kitchen facilities should not be used during the Covid crisis.

Staff must not share food and must not handle other people’s cutlery & cups.

Shared kettles and micro waves, fridges and toasters will not be allowed

Filling of personal water containers from water dispensers will not be allowed.

Employees are to be encouraged to provide their own food and drink in personal cool packs or thermos, and allowed to eat and drink at their workstation as a temporary measure.

Estates

All

Estates

All staff.

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Spread of Covid-19 Coronavirus due to close contact in Gordons, Georges, Villiers, Stable Bar, Café Creative, RCC, Hives, Cafe or social areas.

Staff, Learners, Governors and Visitors.

Catering contract staff.

Learners will be encouraged to provide their own food and drink in personal cool packs or thermos, unless they are provided with free college food.Employees will be instructed to provide their own food and drink in personal cool packs or thermos. No staff teas and coffees will be provided.

Learners’ lunch times will be staggered where possibleA reduced catering provision will be offered at all outlets

Queues to be separated with barriers and floor marking in place to separate customers.

All persons entering/leaving eating areas to sanitise their hands at stations provided

Service counters and tills will need to be re-assessed by catering managers to ensure social distancing, clear screens may be necessary.

Posters and other materials advising on social distancing displayed.

Layout of eating areas to be re organised to improve social distancing.

Consideration to be given to sectioning off areas for specific groups

Tables and chairs to be cleaned between occupants wherever possible.

Encourage the use of outside eating areas Staff members with an allocated desk will be temporarily

allowed to eat at their work station.

Canteen managers

Estates

All & Canteen managers

Canteen managers/MarketingCanteen managers

Canteen managers

Canteen managers

All

Relevant employees

Spread of Covid-19 Coronavirus due to close contact during an emergency evacuation.


Vulnerable

The Director of IT and Estates will be responsible for the following:Fire Drills.

A Covid compliant evacuation procedure has been created by the H&S team

This will involve notification to all staff and learners that a fire drill will take place on a certain day and time.

Health and Safety Team

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groups – Elderly, Pregnant workers, those with physical disabilities.

On hearing the fire alarm (Short burst only) all employees and all learners will stop their activities and be taken through a virtual fire drill by their lecturer or manager.

The H&S team will provide a script for all lecturers and managers to use.

Any persons not in lessons/ in their department will be asked to return to their cluster/department for the duration of the drill.

After 15 mins the fire alarm will sound again for another short burst to signal the end of the drill.

If the fire alarm continues to sound for more than 30 seconds then this will not be a drill and the building should be evacuated immediately.

Fire wardens will sweep the buildings to confirm virtual drill is in progress in all areas and we report as such to the duty head.

Fire Alarm tests. Fire alarm test to continue as normal. Advise all employees of

test time.Fire Alarm – real event.

All employees to act as fire wardens and ensure evacuees maintains social distancing while leaving building and gathering in Fire Assembly Point.

PEEP Managers are to review all PEEPs and make any necessary

changes.

Spread of Covid-19 Coronavirus due to close contact while providing First Aid.

Staff, Learners,Visitors and contractors.

Vulnerable groups – Elderly, Pregnant workers, those with existing

Symptoms of Covid-19 – if anyone becomes unwell with a new continuous cough, loss of taste or a high temperature in the workplace, they will be sent home (parents to collect if under 18 years of age) and advised to follow the stay at home guidance.

If the patient is not able to travel home by themselves, they are to be relocated to the campus First Aid Room immediately. Always maintain social distancing. Following the incident the first aid room

Updating all staff on new first aid proceduresAction: Health and Safety Team

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underlying health conditions

will be deep cleaned

Do not contact First Aid in the first instance. The incident is to be managed by the section & the first point of contact (unless a vulnerable person) will escort the patient to the isolation room collecting the Covid 19 First Aid bag from reception on the way.

The Covid 19 First Aid bag will contain:1. Infrared thermometer.2. Disposable face masks.3. Bottle of water4. Hand sanitiser.5. Disposable gloves

Covid First Aid bag will be thoroughly cleaned following any incident

The First Aider will complete First aid report for the incident as soon as possible. If confirmed that a member of staff or public has developed Covid-19 and were recently on our premises (including where a member of staff has visited other work place premises such as domestic premises), a member of the Health and Safety and Environment Manager will contact PHE to discuss the case, identify people who have been in contact with them and will take advice on any actions or precautions that should be taken.

First Aid Minor injuries

Were possible these injuries will be treated by the injured party (minor cuts) under the supervision of the first aider

Major injuriesIn the first instance the first aider will apply the following PPE- Eye protection- Disposable aprons- Gloves- Face mask

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Before treatment commences

A first aid assessment will need completing for all campuses as soon as practicable.

Health and Safety Team

Spread of Covid-19 Coronavirus due to close contact while using changing rooms and toilet facilities.


All Gym & Sports facilities to have their own risk assessment carried out.

All toilets and changing rooms to be assigned maximum occupancy and marked as such on entrance doors.

If there are too many people in the bathroom/change room, on entering – wait in the corridor outside

Staff to be provided with staff only toilets where possible. All toilet facilities will be cleaned regularly through the day. Prominent signage within toilets to remind people to wash

hands thoroughly.

Where possible the use of changing rooms should be avoided by asking learners to arrive ready changed for their lessons.

Changing rooms, sports equipment and gym equipment are to be cleaned after use, by lecturing staff and students.

Cleaning equipment will be provided for cleaning changing rooms

Gym and sports equipment use will be restricted to sports lessons only.

Estates team

All Staff and Learners

Additional cleaning capacity required

Sports lecturers

Sports lecturers

Estates team

Gym &Sports managers

Spread of Covid-19 Coronavirus due to close contact while attending meetings or conferences.

Staff, Governors,Visitors, and Contractors

Meeting conveners are responsible for redesigning processes as required to ensure social distancing in place.

Microsoft Teams is the SMB Group preferred method for facilitating meetings

Employees will not be given consent to travel to external conferences until the Executive team decide the risk of infection is reduced.

College organised meetings should use video conferencing where possible

The meeting chair will be responsible for ensuring etiquette

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for participants while entering or leaving and ensure distancing.

All meeting rooms to have notices displayed for maximum occupancy and layouts to be altered to reflect this figure.

Spread of Covid-19 Coronavirus due to close contact while attending off site activities assessing etc.

Staff, Learners,Employer partner employees,

.The general prohibition on off-site activity remains in place.

Given the range of 'in-person' off campus engagement with stakeholders in the normal conduct of our business (apprentices, employers etc.) relevant managers are to produce individual risk assessments for each type of interaction in preparation for the Executive team authorising the resumption of such contact.

Spread of Covid-19 Coronavirus due to the use of residential blocks, hotels, host families

StaffLearnersHost familiesEmployees of hospitality companies

All residential accommodation provisions will be separately risk assessed

Vice Principal Business Development and Student Services Manager to review any new Government guidance in line with SMB Group activities.

All off campus accommodation providers are to provide written details of the control measures they have in place to minimise the risk of transmission of Covid-19

All on site accommodation is to be separately risk assessed by the managers responsible for the accommodation.

Accommodation Officer.

Accommodation managers

A secondary method for control of the Covid 19 virus involves the preventing the spread of the disease by dealing with indirect transmission via touching contaminated surfaces. This is best achieved by good personal hygiene, avoiding touching surfaces in public spaces, regular & thorough hand washing, avoid touching your mouth or eyes, regular thorough cleaning.Spread of Covid-19 Coronavirus due to poor hygiene.

Staff, Learners, Governors, Visitors, and Contractors.

On arrival at college – All staff, Learners and visitors will be asked to wash their hands or sanitise before entering college. This will be by direct intervention by rota door supervisors and posters/signs at the entrance.

Everyone entering the College

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See hand washing guidance:https://www.nhs.uk/live-well/healthy-body/best-way-to-wash-your-hands/

Hand Washing - hand washing facilities with soap and hot water are in place. Also paper towels/hand dyers for drying of hands.

Gel Hand Sanitiser stations will be located in several common areas or where washing facilities not readily available.

Gel hand wash and suitable cleaning materials will be available in all teaching areas, workshops and offices.

Employees and Learners are reminded on a regular basis to wash their hands for 20 seconds with warm water and soap and the importance of proper drying.

Posters and other materials advising on hand washing and other hygiene measures will be placed around the College.

Estates/ Section managers

Estates team /Marketing

Spread of Covid-19 Coronavirus due to contact with touch points on doors and equipment.

Staff, Learners,Visitors, Governors and Contractors.

All employees and learners and contractors have a responsibility for sanitising their own work areas or equipment they use before and after use.

The Cleaning Supervisors/Coordinator will ensure that cleaners regularly clean all frequently used touch points (door handles, door push bars, lift buttons, counter tops & washrooms)


Spread of Covid-19 Coronavirus due to poor or recycling ventilation.

Staff, Learners, Governors,Visitors, and Contractors.

Covid 19 virus becomes infectious when a person breathes in numerous live virus cells suspended in the air.Recycling ventilation can spread live virus cell to neighbouring rooms. Poor air flow in enclosed spaces can contribute to a build-up of live virus cells in the air.

Wherever possible staff should: Open windows and doors to facilitate frequent and rapid air

exchange and cross flow ventilation.All staff

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The Director of Estates and IT will ensure where mechanical ventilation is in use, the following will apply

Turn off recirculating ventilation in areas with access to outside air

Do not switch off ventilation at night & weekends but keep running at low speed.

Switch air handling units to 100% outside air were possible.

Where there is no adequate ventilation, the room must not be used. All areas of the College to be reviewed for adequate ventilation before remobilisation takes place.

Estates, H&S Team and Curriculum - to be completed by as soon as possible.

Spread of Covid-19 Coronavirus due to contact with college maintenance contractors and subcontractors.


The Director of Estates and IT will ensure: All contractors are to provide the college with updated Risk

Assessments and Safe Work Method Statements that will outline their companies Covid 19 safe work practices.

That contractors are given any necessary College risk assessments including the general Covid-19 risk assessment.

Wherever possible contractors should only work outside normal college opening hours.

All contractors to complete a Covid declaration form before accessing the site.

That processes are redesigned as required ensuring social distancing is in place.

.

Spread of Covid-19 Coronavirus due to learning provision at other premises

Staff and LearnersOther companies employees

All sub-contracting learning providers are to provide written risk assessments of the control measures they have in place to minimise the risk of transmission of Covid-19.

All off site learning facilities controlled by the College (e.g. East Midlands Airport Academy) are to be risk assessed by the responsible College Manager.

Quality Team

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Stress & depression due to the fear of Covid-19 Coronavirus.

Staff, Learners.


Mental Health - The Vice Principal Human Resources & Organisational Development will promote mental health and wellbeing awareness to staff during the Coronavirus outbreak and will offer whatever support they can to help.

Support, advice and guidance available via Line Managers and HR.

Information can also be found on the Health, Safety & Welfare site.

Support available 24/7 from Health Assured – Confidential Employee Support Line.

Spread of Covid-19 Coronavirus due to failure to Test and Trace.


Test, and trace means testing people for coronavirus, tracking the spread of the virus, then tracing the people an infected person has come into contact with.

Test, and Trace – the SMB Group will follow any Government Guidance where applicable.

Class registers must be kept up to date. Employees must confirm their attendance on campus

through a daily response to the automated record where a ‘clocking in/out’ system is not already in place.

Visitor records must include contact details of visitors.

All

LecturersAll staff

Reception staff

Spread of Covid-19 Coronavirus due to failure to comply Social Distancing and other safety obligations.


Social Distancing and good hygiene are the primary methods of controlling the spread of Covid 19 in the workplace.

Any person whether student, visitor, contractor, or staff, that fails to adhere to the control measures within this risk assessment will be appropriately reminded and may face disciplinary consequences.

All staff (not just security) have a responsibility to enforce and report control measure breaches.

All

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Prosecution by HSE because a confirmed case of Covid-19, attributed to the site, is not reported.

CEO – Principal, Board of Governors.

All instances of possible Covid 19 infection to be reported as First Aid incidents on the college incidents are reviewed by the Health and Safety Team. The Health and Safety Team notify The Vice Principal Human Resources & Organisational Development and Director of Estates and IT and report the infection to HSE via RIDDOR.

All

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