Management of visitor access

1. Purpose of the guidance

This document sets out the University’s processes for the management of visitors to COVID-secure buildings, sites and embedded space both on campus and at hospital sites.

2. Background

2.1 The guidance produced as we entered lockdown back in March was to take a pragmatic approach to accepting visitors (and contractors) on campus by discouraging all but essential visits.

2.2 Although we recommenced a phased re-opening of the campus, the recent development of the pandemic means that accepting visitors should again be strictly limited to essential visits until further notice.  Where visitors are deemed essential and necessary, we need to ensure there is some structure and consistency surrounding the management of visitors.

2.3 Notwithstanding the University's legal duty to ensure the health safety and welfare of visitors to campus. We also have a moral duty to ensure they are safe whilst with us. In the COVID-19 environment currently facing us, these duties have greater emphasis.

2.4 It will be the responsibility of the visitors host or host department to ensure the arrangements outlined in section 4 are adhered to. The extent to which some of the arrangements apply will be proportionate to the category of visitor, the length of time the visitor will be with us and the type of activity they will be engaged in.

3. Categories of visitors

In a University setting, visitors might typically fit in to one of the following broad categories.

  • External Lecturers
  • Honorary members of staff
  • Visiting researches
  • Non-UoL members of staff working in UoL space
  • Members of the public
  • Members of the QE College who are passing through the University's space**
  • Consultants/Collaborators

For the purposes of this paper, contractors and service engineers are excluded as specific arrangements apply.

**The University is in regular communication with the senior team from Queen Elizabeth College to ensure their students are aware of the University's expectations when their community are passing through the University grounds. Non-compliance with the University's protocols should be reported in the first instance to the security team.

The categories in this section can be further defined by the frequency of their visits and the level of access they have which will in turn, dictate the level of management resource they require:

3.1 Levels of card access (NB – card access should only be provided where appropriate and consideration must be given to ensuring the level of access is limited). The training defined in section 4.5 must have been taken prior to issuing the visitor with a pass.

i) No access – visitor must be accompanied by a trained member of staff at all times.

ii) Visitors with swipe access to buildings. The visitor does not need to be accompanied but should complete the mandatory training defined in section 4.5. The level of access given to the visitor is at the discretion of the Operations Manager of the host department.

iii) Full access including swipe access to buildings. The visitor does not need to be accompanied but should complete the mandatory training defined in section 4.5. The level of access given to the visitor is at the discretion of the Operations Manager of the host department

4. Operational safety arrangements

4.1 Non-essential visits are to be discouraged.

4.2 Visits must be planned in advance to enable SafeZone registration and the sharing of information and training as appropriate for the type of visitor and the activities they will undertake. These visits must be approved, in advance (1 week) by the Operations Manager of the host department.

4.3 It is the host’s responsibility to ensure the visitor receives the appropriate level of information, instruction, training and supervision

4.4 Buildings opened for permitted activities are assessed as COVID- secure and maximum occupancy calculated for each building and many spaces within. Activities and occupancy in the buildings are managed either by the College or Estates. It is the responsibility of the host to ensure these arrangements are adhered to and not compromised.

4.5 Visitors must be aware of the significant information drawn from the University’s procedures and guidance notes with respect to Covid-19 and be aware of the expectations the University will place up on them. To enable this, before arriving on campus, all visitors must complete the appropriate level of induction:

  • For ad-hoc, infrequent visitors, an information checklist can be found here. A brief local induction will be given by the host to supplement this.
  • The hope is that frequent or regular visitors such as collaborators, honorary members of staff, visiting researchers or third party staff operating out of our buildings etc. will have access to the University's IT systems, a link to Resource hub can be found here. These visitors will be required to review the resources and complete the Return to campus on line training which can be found here. They will then need , and complete and return the information checklist that can be found here to the visitors host
  • For frequent or regular visitors without access to the University's IT systems, arrangements will need to be made by the host to ensure such information is made available to them in an accessible format, and read. The visitor will then need to read and complete the information checklist here which must be returned to the visitor’s host.
  • College-managed areas such as labs or workshops may have additional guidance or procedures which also must be communicated to the visitor and adhered to. This local induction must be completed by the Operations Manager or delegated authority.
  • For both ad-hoc and frequent visitors, the host must also communicate emergency arrangements including first aid and fire.

All training and sign offs must be completed before access is granted.

4.6 For your information (and not for sharing with visitors unless requested), In line with other activities taking place on campus, a baseline risk assessment has been produced, for visitors. It is available here.

4.7 Prior to their visit, all visitors must be registered on Safe Zone. An email containing the visitors name and email address along with the date of their visit should be sent to five working days before the visit is to take place

4.8 External lecturers should be given access to the face to face teaching guide available on the resource hub either through hard copy or allocation of a collaborator account.