ࡱ> g 9bjbjJJ 2/(ub(ub^)T T X!X!X!l!l!l!8!\#l!"c#H$$$$1;1;1;bbbbbbbehbX!1;9l1;1;1;bT T $$bCCC1;T $X!$bC1;bCCR^<!J]a$nEK_<>_bb0"_A<]a]aiX!qa@1;1;C1;1;1;1;1;bbB1;1;1;"c1;1;1;1;i1;1;1;1;1;1;1;1;1;B :  * INTERPRETATION - "Department" means College/School/Department/Research Institute Centre or Unit. 18. 47.1 INTRODUCTION Covid-19 is a global community health pandemic. It is associated with the movement and interaction of people across all aspects of society, person-to-person activities and interactions. Its prevalence is currently high across the world and may be an ongoing health risk with which the world will have to live with and adapt to for some years to come. Accordingly, in the absence of an effective vaccine and immunity in the population at large, there is no absolute guarantee of what precautions will or will not limit spread or infection nor is any person or employer in a position to provide guarantee or assurances in that regard. 18.47. 2 HAZARDS Coronavirus (Covid-19) is a serious infectious public health virus associated with people, which can make anyone seriously ill. For some people, the risk is higher. Transmission of the SARS CoV-2 virus (the causative agent of Covid-19) is via nasal/exhaled droplets and splash, spray or hand contact with the respiratory tract. It is particularly problematic in an enclosed indoor setting or in close interpersonal contact due to sharing of facilities, touching of communal use surfaces, materials, equipment, vehicles, communal use of PPE, instruments and writing pens, etc . Closed confined indoor environments with high numbers of persons or air re-circulation systems and close proximity contact opportunities are a particular risk. Large assemblies of persons and contact sports are also a particular risk, as are many institutional or care settings. High-risk persons and persons classified as very high risk/vulnerable groups are also of particular risk. Any persons present in domestic, recreational or work situations may be asymptomatic (without displaying symptoms). There is also a variable incubation period of up to 14 days. Immunity is dependant on vaccine efficacy and full vaccination and time to exposure. Immunity duration is also very short and the time span will vary. Estimates are at circa 6 8 months maximum estimated. Also subject to variant type in circulation, decay/drop off in immunity over time and variance in individuals). Covid-19 is a community public health pandemic biological virus that impacts persons health (this applies in any setting currently). 18.47. 2. .1 VULNERABLE GROUPS: There are 2 levels of higher risk vulnerable persons:  HYPERLINK "https://www2.hse.ie/conditions/coronavirus/people-at-higher-risk.html" \l "very-high-risk" very high risk(also called extremely vulnerable)  HYPERLINK "https://www2.hse.ie/conditions/coronavirus/people-at-higher-risk.html" \l "high-risk" high risk The HSE Ireland have given different advice to protect people in each group. What each group should do: Very high risk peopleHigh risk peopleThey need to cocoon. Stay at home at all times. Avoid face-to-face contact. Minimise all non-essential contact with other members of their household.  HYPERLINK "https://www2.hse.ie/conditions/coronavirus/cocooning.html" Read more about cocooningTake extra care to avoid catching coronavirus. Strictly follow theHSE  HYPERLINK "https://www2.hse.ie/conditions/coronavirus/protect-yourself-and-others.html" advice on how to protect yourself from coronavirus Very high risk groups (extremely vulnerable) for Covid-19 The list of people in very high risk groups include people who: are over 70 years of age (even if you're fit and well) have had an organ transplant are undergoing active chemotherapy for HYPERLINK "https://www2.hse.ie/conditions/coronavirus/cancer-patients.html" cancer are having radical radiotherapy for lung cancer have cancers of the blood or bone marrow such as leukaemia, lymphoma or myeloma who are at any stage of treatment are having immunotherapy or other continuing antibody treatments for cancer are having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs severe respiratory conditions including cystic fibrosis, HYPERLINK "https://www2.hse.ie/conditions/coronavirus/asthma.html" severe asthma, pulmonary fibrosis, lung fibrosis, interstitial lung disease and HYPERLINK "https://www2.hse.ie/conditions/coronavirus/copd.html" severe COPD have a condition that means you have a very high risk of getting infections (such as SCID, homozygous sickle cell) are HYPERLINK "https://www2.hse.ie/conditions/coronavirus/weak-immune-system.html" taking medicine that makes you much more likely to get infections(such as high doses of steroids or immunosuppression therapies) have a serious heart condition and you're pregnant If you are in a very high risk group, please consult the HSE.ie Guidance on Cocooning as set out on their web site at  HYPERLINK "https://www2.hse.ie/conditions/coronavirus/cocooning.html" Read our guide on how to cocoon High risk groups for Covid -19 The list of people in high risk groups includes people who: are over 60 years of age have a learning disability have a lung condition that's not severe (such as HYPERLINK "https://www2.hse.ie/conditions/coronavirus/asthma.html" asthma, HYPERLINK "https://www2.hse.ie/conditions/coronavirus/copd.html" COPD, emphysema or bronchitis) have HYPERLINK "https://www2.hse.ie/conditions/coronavirus/heart-conditions.html" heart disease (such as heart failure) have HYPERLINK "https://www2.hse.ie/conditions/coronavirus/high-blood-pressure.html" high blood pressure (hypertension) have HYPERLINK "https://www2.hse.ie/conditions/coronavirus/diabetes-and-coronavirus.html" diabetes have chronic kidney disease have liver disease (such as hepatitis) have a medical condition that can affect your breathing have cancer have a HYPERLINK "https://www2.hse.ie/conditions/coronavirus/weak-immune-system.html" weak immune system (immunosuppressed) have cerebrovascular disease have a condition affecting your brain or nerves (such as Parkinson's disease, motor neurone disease, multiple sclerosis or cerebral palsy) have a problem with your spleen or have had your spleen removed have a condition that means you have a high risk of getting infections (such as HIV, lupus or scleroderma) are HYPERLINK "https://www2.hse.ie/conditions/coronavirus/weak-immune-system.html" taking medicine that can affect your immune system (such as low doses of steroids) have HYPERLINK "https://www2.hse.ie/conditions/coronavirus/obesity-and-coronavirus.html" obesity are residents of nursing homes and other long-stay settings are in specialist disability care and are over 50 years of age or have an underlying health problem Impact of fresh air and adequate ventilation on the hazard (Covid 19 spread via aerosols) - July 2021 addendum The details provided in this section are general in nature and primarily relate to non-healthcare settings. The spread of the Covid -19 virus is most likely when infected people are in close contact with other persons indoors. The risk of getting COVID-19 is up to 100 times higher in enclosed, crowded and poorly ventilated indoor spaces where unvaccinated and infected peoples spend long periods of time together in close proximity. [Outcomes will be influenced by many other factors including contact time, vaccination status and vaccine efficacy] Large droplets containing the Covid-19 virus will settle onto the surrounding surfaces within seconds, smaller particles (aerosols) can stay suspended for longer. To cater for the latter the dilution of indoor air by effective ventilation and cross movement of air, via the opening windows and doors or using mechanical extraction and mechanical ventilation systems can lower the airborne concentration and thus remove these smaller particles from the air. Accordingly since May 2021 the hazard and increased risks posed by ineffective /in-adequate ventilation of indoor spaces has now been given due recognition by the WHO and Nephet in Ireland, in the National Work Safely Protocol, as a primary contributor to the spread and impact of Covid19. Contd Poorly ventilated areas may include: Enclosed areas where people work and where there is no mechanical ventilation or no natural ventilation such as open windows, doors or vents that could be arranged to create an effective cross flow of air etc. Areas where people work and where there is limited natural ventilation by an open windows, doors or vents on one faade or where these face into the predominant wind direction ( e.g. circumstances where it is not possible to create an effective cross flow of air within a room etc) Areas or vehicles that use a mechanical ventilation system to recirculate air and which has no outdoor air intake supply in place. Areas that are stuffy or smell badly. Note: A poorly ventilated area is an indoor area that has less than 8-10 litres of fresh air / second or less (potentially indicated by a Carbon Dixoide by proxy measurement of 1000 or in excess of 1000 ppm ( 1000+) of Co2 by proxy ) A very poorly ventilated area is an indoor area that has less than 8 litres of fresh air / second (indicated by a Carbon Dioxide by proxy of circa. 1200 -1300 ppm or in excess of 1300 + ppm). 18.47.3 RISKS Public health risks and any Occupational H&S risks (where arising) Covid-19 is a very serious public health risk associated with people, which may have a range of consequences from mild to very severe/fatal. Covid-19 is not an occupational work hazard risk for the majority of employees at UCC, save in situations where a person is working with Covid-19 diagnostic materials or the SARS CoV-2 virus as a known biological agent research risk or in a relevant clinical setting, when working with known or suspected Covid infected persons. (Should this arises A Biological Risk Assessment must be completed by the department involved,. See section 19.3.18 for same.) Thus, in general, Covid-19 is not an occupational health risk for the vast majority of staff at UCC. The safety of any person is not impacted by the Covid-19 virus per se (unless measures deployed in response to managing social distancing such as barriers, queuing or access controls or lone working or absence of an first aid responder should impact on existing safety precautions, safe egress in an emergency or emergency response.) None-the-less, persons gathered in any close proximity setting such as work or teaching and learning or sport and recreational settings have the potential to cross infect others and multiples of persons with the Covid-19 virus through close contact. The concentration and diversity of hundreds or thousands of persons (as in some university settings) accentuates that, as does frequent national or international travel. In all circumstances consideration must therefore be given by each Heads of Unit to applying the required community public health pandemic precautions: the general potential for workplace Covid-19 transmission, person to person. Whether that is low or medium risk depends on prevalence in society and the R number for transmissibility ( > or <1 and how close the R number is to zero): individual working situations, number of persons present, movements within indoor places and to and from work areas/work stations, the ability of individuals or groups to apply social distancing, stagger attendance, avoid close contact and manage interaction pinch points, etc. the ability to work remotely and avoid of the necessity for people to meet up in person or in groups (in particular indoors or in confined unventilated spaces) the ability to avoid the necessity for work or leisure travel (in particular via public transport, rail, boat or commercial airline) Contd the specific risk situations where a sub-set of specialist employees may be in direct contact with live virus strains in a lab or in clinical work with confirmed or suspected Covid-19 patients (high risk type work for which a separate SHWW Biological Risk assessment will be required anyway) or deep cleaning of such. The former (a) has the potential to create a low or a moderate to high public health risk in close proximity contact or if full capacity attendance were or were not resumed or if required protocols were not applied (social distancing, cough etiquette, frequent cleaning and disinfecting of surfaces etc, effective hand hygiene and frequent hand washing). A foreseeable consequence of the frequent handwashing may, over the course of time, be an emergence of hand dermatitis (skin rash), especially with persons with prior skin damage or fair skin tones. In such circumstances, staff will need to be provided with personal tubes of a good quality moisturising/emollient cream. 18.47.4 ARRANGEMENTS AND CONTROLS REQUIRED These public health hazards and risks will be minimised by adhering to national public health expert advice and the following arrangements and controls. These are set out in the UCC Covid-19 - Resumption of Activities on Campus Policy and Procedures. (This is not repeated here for brevity and it is subject to change.) Social distancing, new methods of working/studying, remote working as much as possible, reduced and restricted travel and the managing of high risk or vulnerable people is the new normal that must be employed for the foreseeable future at UCC and elsewhere across Irish society. All employers, managers, employees and students must re-imagine ways to approach all aspects of life including work, teaching and learning, study, research and recreation. This must be approached from every direction by all departments and individuals at UCC. There are many unknowns and definitive answers are often not available. National guidance is also evolving and subject to change. [ see the National Working Safely Protocol current edition at Gov.ie} Adherence to national guidance of itself does not guarantee the health of persons. Personal vigilance, diligence, co-operation and minimising lapses or risk taking at both the individual, group cohort, peer-to-peer and ҹ޸þ community level will be imperative in determining what will or not be successful and effective/sustainable. In many cases the answers must be found from within and from learning from trial and error and horizon scanning. Co-operation and compliance by ALL will needed both initially and ongoing thereafter. For the university community to remain healthy during Covid-19, this must be a shared societal and UCC Community value going forward. UCC ҹ޸þ Management team has set up five (5) committees to scope and manage all aspects of UCCs Covid 19 response plan and implementation of the Government Covid-19 Roadmap. Adherence to the Government Working Safely protocol is a prerequisite for all at UCC. (This not repeated here for brevity and it is subject to change.) Contd Hierarch of Risk Controls ( In descending order of effectiveness and preference)          The Government published Work Safely Protocol current edition sets out how the Covid-19 restrictions will be gradually lifted. This supports employers and workers to put measures in place that will prevent the spread of Covid-19 in the workplace when the economy begins to slowly open up. The UCC Covid-19 - Activities on Campus Policy and Procedures is based on the Government Working Safely Protocol and the following principles set out the procedures and rules in place for all those working in or returning to work in ҹ޸þ buildings as a designated priority activity /sector. This procedure is based on the Plan-Do-Check-Act methodology: Plan for resuming activities Do implement the plan Check the results Act on any changes required Contd Principles The health and wellbeing of members of the UCC community remains paramount. It must however be recognised that continued health and wellbeing cannot be guaranteed by adherence to National Guidance or local UCC rules in the context of the Covid-19 pandemic. Staff must continue to work remotely to the maximum extent possible. This is a feature of the Government protocol during 2021, until a high uptake of vaccination is achieved. This is likely to be a feature of work for many people in the medium term, depending on personal capacity, business need and personal vulnerabilities/risk circumstances (as defined by HSE see 18.47. 2. .1 above previously) and as informed by new blended work/ remote working national agreements when finalised in 2021/2022. Where work is deemed essential by the ҹ޸þ and cannot be completed remotely and where public health measures permit, approval to return to work on the campus or off campus locations may be possible. This would be subject to the requirements the Government and UCC Covid-19 Work Safely Protocol can be met in full and high level approval has been issued from the relevant UMTS member/ Head of Function and Corporate Secretary and Director of B&E. (Any resumption must be both justified and approved in advanced by the relevant head of Function and accepted as meeting criteria as set out by the Corporate Secretary and UMT. One-off essential access to collect equipment or materials can be otherwise facilitated subject to pre-planning with the General Services Duty Officer and a letter of approval from the relevant UMTS member/ Head of Functional Area per UCC Covid 19 once off access protocol . Resumption of activities must be gradual, based on priority and in accordance with the National Protocol and the and UCC business needs criteria. An appropriate Covid-19 assessment of the risks associated with resumption of any area or activity must be firstly undertaken by the head of FA or Head of School or Research Director concerned. All associated risk controls to ensure compliance with the Protocol must be implemented in advance and maintained thereafter. Responsibility for implementing and verifying same rests with the head of FA concerned. National guidelines must be adhered to within all buildings. Currently guidelines have been issued by the Government ( HYPERLINK "https://dbei.gov.ie/en/Publications/Publication-files/Return-to-Work-Safely-Protocol.pdf" Work Safely Protocol), NSAI, HSE and HPSC but other national guidelines may be made available in due course. Use of re-opened buildings must be restricted to essential work that cannot be conducted remotely. All other work including meetings should continue to be conducted remotely via Teams, etc. Use of write-up areas should be avoided save for immediate recording of research data. Analytical work should be undertaken remotely at a later time. This procedure will be kept under review to ensure it is kept up to date with public health advice. Note: For the purpose of the Covid-19 response document, Head of Unit is taken to mean head/director/principal investigator of the school/department/research centre/laboratory as applicable. The Covid-19 operational details e.g. the local operational arrangements and controls required in the short, medium and long term, on a School/Department and building basis shall be set out in their Covid-19 operational plan and associated Covid-19 RA. (The later to be also included in the FA or School overall risk register). The Covid-19 Arrangements and Controls shall be constantly reviewed by the Heads of FA, Heads of School or Business Unit or Director of Research Centre Institute or Unit (RICU) and updated on a yearly basis. The Covid-19 checklists as updated by the H.S.A. in May 2021 which each Head will have to work through for their area is provided in the UCC Covid-19 response protocol. {These are replicated in Section 19.3.22 of the Safety Statement template.] Contd Necessity for Schools/Departments to review their Safety Statements in the context of Covid-19 management measures. The Head of Unit must review and update their Safety statements as necessary to include for their Covid 19 operational plan from a public health perspective and also review/update their current Occupational H&S Risks Assessments, to account for changed circumstances or the impact of Covid-19 measures. This to the extent necessary/as appropriate and in the context of the following: Covid-19 social distancing requirements and Covid-19 outbreak response/contingency impact on the work environment, including limited or reduced occupancy or working alone in high risk activities or where team work is now being discontinued where it may have been an specified OH&S control measure e.g. manual handling team lifting impact on health due to shared use of personal equipment such as air hoods, gloves, coveralls, aprons or boots impact due to forced air movement systems in particular those that recirculate air toward persons and not away or which are designed to protect a product from contamination e.g. air curtains at entrances to buildings or to high sterile environments e.g. clean rooms impact on occupational health or safety arising from measures taken in response to Covid-19 including from increased use of PPE and/or face coverings or face masks, thermal discomfort and draughts arising from increased ventilation capability to deal with an incident/emergency including absence of occupational first aid responders or fire marshals or chemical spill responders impact on premises and local Legionella controls, with hot and cold water systems or dead legs including disinfectant and flushing regimes with stagnant stored water working remotely with inappropriate or compromised VDSE workstations or equipment or in conditions unsuitable for the conducting of work on a medium or long term basis. (A statutory obligation rests with the department/ employer to provide appropriate equipment including desking if necessary and to assess each the workstation. Please see the revised VDSE RA checklist in Section 19.3.4.) changes in occupational first aid practices e.g. avoidance of contact with aerosols in CPR etc. impact of management measures such as queuing or barrier arrangements on means of escape etc impact of Covid-19 on work related travel especially shared vehicles/modes of transport and national and overseas travel Footnote: Covid-19 virus work resumption planning and operational measures specifically deployed in response to managing social distancing or access controls or lone working must not result in an increase in any OH&S risk. It must not result in a lessening in collective or individual OH&S risk controls. (e.g. That may leading to an negative impact on existing safety precautions, safe egress in an emergency or emergency response.) Common/shared use PPE must also be totally avoided. A foreseeable consequence of increases in hand washing or cleaning with alcohol based sanitisers may over the course of time be the emergence of contact dermatitis, especially with persons with prior skin damage or particularly fair skin tones. To prevent and cater for such circumstances arising, staff will need to be given personal tubes of a good quality moisturising/emollient cream. Contd When operating any area and specifically labs and workshops, the Head or PI must ensure they have adequate arrangements for the safe operation and for emergency response from within their resources at all times. E.g. trained staff, adequate supervision, a fire marshal, a current occupational first aid responder, a chemical spill responder. To this end, as a pre-requisite for access (on Covid-19 resumption), the Head or PI must/will revisit their OH&S risk assessments and SOPs in light of their Covid-19 work-plans and ensure that their OH&S risk assessments for the lab activities envisaged are both complete and fully up to date. In particular Directors of RICUs and PIs must ensure that the staff will not be exposed to additional or higher OH&S risks arising from their Covid-19 admittance work plan/practices, e.g. arising from the following (but not limited to this list): Lab processes/experiments involving hazardous chemical, biological or physical agents OR From working alone in laboratories with such hazardous agents/process or with equipment, machinery or lab animals OR Engaging in manual handling activities that would ordinarily require team lifting. (Note: if working alone is envisaged then only low risk activities should be permitted.) They must ensure that there is an SDS sheet available for each chemical and that an up to date summary list of chemicals and their primary hazards is available in a sealed laminated clear pouch at the entrance of each lab and within each lab. Fire exits or emergency facilities may not be locked nor obstructed at any time. The absence of an emergency responder. E.g. First aid responder, chemical spill responder, fire marshal. Use of PPE as a last line of defence Fit test arises for designated PPE (higher order face masks for Chemical agents, dusts , work with known Covid Risk exposures). Controls (Ventilation) - July 2021 addendum Since May 2021 the importance of effective ventilation has been given due recognition in Ireland in the national Work Safely Protocol. Adequate ventilation is now considered as an important primary control - within a suite of other complimentary public health primary controls for minimising the spread and impact of Covid19. To minimise and reduce suspended aerosols containing Covid 19 particles the dilution of indoor air by effective ventilation and cross movement of air, via the opening windows and doors or using mechanical extraction and mechanical ventilation systems is essential to lower the airborne concentration and thus remove these smaller aerosol particles from the air. A well ventilated area should have a minimum of, or greater, than 10 litres / second of fresh air, (as indicated by LESS than 800-1000 ppm of Carbon Dioxide by proxy). This is the relevant indoor Air quality to achieve. Whilst ventilation of enclosed spaces is now recognised as a key public health control for Covid 19, it is not a replacement for the other primary controls e.g. infection prevention and control measures advised such as hand-washing, surface cleaning, respiratory etiquette, physical distancing, mask wearing and the continued advice to work from home where possible. In addition, the continued need for workers to stay at home if they have any symptoms of COVID-19 or are feeling unwell is crucial too. The ҹ޸þ and Schools/Departments should simultaneously seek to reduce the risk of aerosol and large droplet transmission of Covid -19, by limiting the numbers of employees and students in a given area and paying particular attention to work activities that increase deeper breathing (including singing, physical exertion and shouting). All of these infection and prevention control and other administrative measures, such as avoidance and remote teaching/ working where ever possible should continue to be adhered to and be uniformly and consistently implemented. Ventilation of enclosed places of work It is now important to maximise ventilation in shared indoor areas, wherever people are in close contact. This applies whether that location is a persons place of work, a shared vehicle, their residence or another community setting. Ventilation refers to the movement of outdoor air into a building, and the effective circulation of that air within the building or room while removing stale air to improve the air quality. This can be achieved through natural means (e.g. opening windows in a manner that ensures a cross flow of air) or by mechanical means e.g. HVAC systems. Note: The primary principle for having sufficient ventilation to minimise the transmission of Covid 19 is either by conducting activities outdoors in the open air with physical distancing measures (separation) OR by ensuring a minimum volume of indoor fresh air of at least 10 litres / second, (100% fresh air, with frequent air change rates each hour in all occupied indoor spaces). To achieve this also requires the elimination of recirculated air in the workspace, (unless high-efficiency particulate filters (HEPA) were installed in the ventilation system). While effective ventilation will assist in reducing the amount of aerosolised virus in the air (the aerosol risk), it will have minimal impact on large droplet transmission, where people are within 2 metres of each other, or contact transmission (touching surfaces). This is why ventilation alone it is not a standalone measure and continued adherence to other public health advice is absolutely essential. The Safety, Health and Welfare at Work (General Application) Regulations 2007, already requires employers to make sure there is an adequate supply of fresh air (ventilation) in enclosed areas of the workplace. This can be achieved by: natural ventilation that relies on an effective cross flow of air via passive air flow through windows, doors and air vents that can be fully or partially opened. This is the simplest way to ensure adequate air quality in poorly ventilated areas. mechanical ventilation using fans and ducts including window fans to bring in fresh air from outside, or a combination of natural and mechanical ventilation, for example where mechanical ventilation relies on natural ventilation to maximise fresh air. Assessing ventilation in the workplace ( to be undertaken in conjunction with Facilities/B&E ) Limiting the potential for Covid 19 spread (via suspended aerosols) is essentially about ensuring and maintaining a good standard of indoor air quality in every occupied room. This may necessitate Increasing the ventilation in individual indoor rooms. There are various recommendations made for what the appropriate air changes per hour (ACH) could be for different indoor settings. However, the overall objective is to achieve at least a minimum of 10 litres per second of fresh air in every indoor work room. [This generally equates to a circa 800 to 1000 ppm of Carbon Dioxide as a proxy measurement which of itself is a relatively weak indicative guide]. When/ if ever the indoor air supply drops below 8-10 litres/second ( as indicated by either an amber warning of 800 ppm Co2 or a red warning of 1000/ 1000 + PPM on a Co2 monitor), then an increase in room ventilation, should follow (manual intervention locally or automatic on a HVAC system). Wherever the Carbon dioxide level approaches 1000/ 1000 + ppm (circa 5-6 litre/second), then immediate action is required ( e.g. ventilate or reduce exposure altogether or reduce the number of persons present in the room), Note: All actions should be without unduly impacting on the workers/occupants physical comfort ( draughts and chills etc). Determining the ventilation of enclosed workplace settings, must be considered as part of a Schools/Departments Covid 19 dynamic workplace risk assessment. The priority is for Schools/departments to identify areas of the workplace that are usually occupied and if they are either well ventilated or which may be poorly ventilated. The latter are the areas that should be prioritised for improvement to reduce the risk of aerosol transmission of the virus or which may need to be taken out of use sort term pending improvement works or which will need to be operated at much reduced occupancy levels. Ventilation aspects of a Covid 19 - Risk Assessment The following should be considered when developing a Covid 19 ventilation workplace risk assessment: How does the department currently provide ventilation (fresh air) in each room at the workplace? Most ventilation is provided by natural or mechanical means or a combination of both of these. How many employees and or students occupy or use the various rooms in each area(s)? The more people who use or occupy an area the greater the risk that an infected person is there, increasing possible exposure to aerosol transmission. Ensuring that workers who have symptoms of COVID-19 or are feeling unwell remain at home is key here. In addition, reducing the number of people who use or occupy an area can also reduce this risk. Identify how much time do employees and or students spend in the various rooms/area(s)? The longer people spend in an area, the greater the risk. This risk can be minimised by encouraging working from home where possible. Identify what activities take place in the various rooms/ area(s)? Activities that make people breathe deeper, for example physical exertion or shouting, may increase generation of aerosols and increase the risk of transmission. The physiology of persons is also important very young and the very old, BMI etc Identify how large and small are the area(s) in use? The larger the area, the lower the risk as the virus droplets will be diluted and less likely to build up. The convers applies as the room size decreases. Identify if there any features in the place of work which might affect ventilation? For example, is there large machinery in use which might impact cross ventilation air flow? Identify and then ensure that openable windows are used in practice? Cross-ventilation is a good option for window ventilation as it facilitates the quick exchange of room air for fresh air through widely opened windows opposite to each other, where possible. Propping open internal doors may increase air movement and ventilation rate, however Fire doors should never ever be propped open unless fitted with approved automatic closers so that they function as fire doors in the event of an alarm or fire. Air rooms frequently to improve ventilation. Open all the doors and windows fully to maximise the ventilation in a room. This may be best done when the room or area is unoccupied. Prohibit use of desk or ceiling fans. Desk or ceiling fans should not be used in poorly ventilated areas - as they may only recirculate the virus droplets rather than remove them from the area. Fans should only be used in areas where there is a single occupant. Identify if the workplace have Local Exhaust Ventilation (LEV)? Where workplaces have Local Exhaust Ventilation, the make-up air should ideally come from outdoor air rather than from adjacent rooms. Identify if the workplace have multiple or complex ventilation systems in place. For example, different systems on different floors or areas. In such cases, the CIBSE Ventilation Guidance can provide additional information. In addition, it may be necessary to retain the services of a ventilation engineer to provide expert advice on what modifications are needed to the mechanical system to reduce any potential transmission risks. Before embarking on use of a service engineer, all other mitigation factors such as reducing occupancy etc., should be considered first. Consider ventilation systems in work vehicles used by workers or students who may travel for work or on academic visits or field trips. In addition to the advice given above previously that could be applicable to vehicle use, the School/Departments should advise that windows in shared use work vehicles are kept open and that ventilation systems are not set to recirculate air. In cars, partially opening two windows on opposite sides greatly improves ventilation. Once the risk assessment is completed, the School/department should communicate the mitigation and control measures to the workers so they know how to further prevent the spread of COVID-19in the workplace and incorporate those measures into Standard operating procedures (SOPs). General advice in relation to mechanical ventilation. While the use of HVAC systems can provide comfortable environmental conditions (temperature and humidity) and clean air in indoor settings such as buildings and vehicles, it is important to check ventilation systems to ensure that there is an adequate supply of fresh air (from a clean source) and that recirculation of untreated air is avoided. There is no need to switch off air conditioning to manage the risk of COVID-19. It is advised to speak to the building engineer or system manufacturer before implementing any of the changes or recommendations below relating to mechanical ventilation. Disable air recirculation system settings where possible. Keep ventilation running all the time regardless of building occupancy, even if on a low setting when building unoccupied. Ensure that demand controlled ventilation settings are turned off where necessary. Use the correct filters as per the manufacturers specifications. Ensure regular maintenance of HVAC systems. Ensure those who are responsible for maintaining and servicing are trained and competent. Avoid the use of ceiling mounted, desk and portable fans where possible as they may only recirculate the virus droplets rather than removing them. Extend the hours of nominal HVAC operations particularly in relation to before the building is occupied. Avoid directing air flow directly onto individuals or across groups of individuals as this may facilitate transmission. Ensure extractor fans in bathrooms are functional and running when in use. Ensure that such fans are not recirculating air to other poorly ventilated areas of the workplace where people are exposed. Ensure that any changes to ventilation systems introduced do not have negative impacts on employee and or student comfort levels or do not result in non-compliance with occupational health and safety or building regulations. Use of carbon dioxide (CO2) monitors as a proxy to identify poorly ventilated areas. Checking CO2 levels may also help determine if ventilation is poor in an area where people work. For example, where there is no mechanical ventilation or natural ventilation in place or for areas that are stuffy or smell bad. However, while checking CO2 levels may be useful in a number of limited settings, they are less effective in work areas used by few people or in large work spaces. The use of CO2 measurements as an indicator of building ventilation when there are CO2 sources other than people, such as fuel combustion (fires and stoves) and cooking is also not recommended. Checking CO2 levels is also not a good proxy for transmission risk in spaces where there is additional air cleaning (e.g., HEPA filtration) as these remove the virus but not exhaled CO2. Additional research is needed to determine overall how levels of CO2 can provide a more reliable indicator to show that ventilation is adequate to mitigate transmission risks. Always follow the sensor manufacturers advice and instructions on care and use of the sensor at all times and ensure adequate training is in place on their use and maintenance. CO2 monitors should never be used as a means to avoid adherence to the infection prevention and control measures recommended by Public Health. Other equipment and systems Local air cleaning may be beneficial in reducing risks in some spaces, particularly where it is not currently possible, (in the immediate or short term), to increase ventilation using natural or mechanical means as set out above or . Such devices typically use HEPA filters. These devices are usually either stand-alone and they can be deployed in any space or installed in a manner similar to a local air conditioning unit. While these devices can increase the air flow, their effectiveness will depend on their distribution within a room and on the volume of the room/area and the flow rate through the device. Therefore, it is important that if considering this as an option the device should be of a suitable specification for the relevant area. Their introduction and use in the workplace should only be done as part of an short term aid as part of overall assessment of the existing ventilation systems in place to show that their use is necessary as a short term mitigation and not a medium or long term proposal. There are also drawbacks in using these devices noise emissions are likely and these impacts need to be risk assessed before using them. In addition, operators need to be properly trained to use and maintain them (regular change out of filters) with record keeping. As with CO2 monitors, use of such HEPA filter systems are supplementary in nature and should not be seen as a substitute for Public Health advice or proper ventilation. 18.47.6 RESPONSIBILITIES The following personnel are responsible in the School/Department/Research Centre Institute or Unit {RICU} for ensuring the implementation and ongoing compliance with the aforementioned arrangements and controls. e..g SARS CoV-2 Virus (Public Health Pandemic measures in the Workplace areas and activities which they control. AREA/LOCATIONPERSON RESPONSIBLE1.2.3.4.5.6.   DOCUMENT NO.2: Requirements for the Control of Hazards and Risks SECTION 18.47. 0 -SARS CoV-2 Virus (Public Health Pandemic) and the Workplace Rev.3 July 2021 Elimination Not applicable as there is no vaccine currently available for Covid 19 virus Substitution. not applicable - other than substitute new ways of working and living (for prior ways). Engineering Controls ventilation, re-direct air-flow direction away from people , deply physical barriers, splash screens, use mechanical means, use contactless technologies Administrative Controls: remote working and studying, e-payments; e-conferencing; social distancing, staggered hours & activities, limit exposed population/groups; distance markings, increased hygiene, go/no go and distance markings; work station signage, general signage. PPE, (gloves, face shields, surgical masks) RPE (FFP2/FFP3 masks, air hoods) Ranked - best to least (PPE is the least desirable and last line of defence.) 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