COVID-19 (coronavirus) advice for the UQ community - STAFF - Return to campus

COVID-19 Health resources (zip, 3mb)

Physical Distancing resources (zip, 1.7mb)

Indoor and outdoor events must operate with the following conditions, depending on the number of people:

• Fewer than 500 people – must comply with a COVID Safe Event Checklist and display the Statement of Compliance; or
• Between 500 and 10,000 people – must comply with a COVID Safe Event Plan approved by local public health units and display the Statement of Compliance; or
• Over 10,000 people – must comply with a COVID Safe Event Plan approved by the Chief Health Officer

The usual internal approvals for events also need to be undertaken – see PPL 7.30.01 Event Approval and Control.

Actions to help prevent the spread of respiratory viruses include:

• Frequently cleaning hands by using alcohol-based hand rub or soap and water
• Avoid sharing objects like phones, keyboards and pens, and clean these objects often.
• Touch your face less
• When coughing and sneezing, cover the mouth and nose with a flexed elbow or a tissue – throw the tissue away immediately and wash hands
• Avoid close contact with anyone who is unwell, especially a fever or cough
• If you have a fever, cough or difficulty breathing, seek medical care early. Call ahead and share any previous travel history with your health care provider
• Practice physical distancing
• Stay home if you’re feeling unwell

• We’ve prepared a factsheet on ways to help limit the spread of the virus. Read it here.

The regular contract cleaning of approximately 40,000 spaces around campuses is continuing with a focus on all hard surfaces and touch points using paper towel and sanitiser.

Separate teams work in higher-traffic buildings and areas from 9am-5pm sanitising hard surfaces and touch points (e.g. handles, rail, bins, switches, bathrooms, water bubblers, equipment). This team is also despatched by HSW for precautionary cleaning where a person has flu-like symptoms and has gone home ill, or where a person has been contacted by QLD Health as a potential close contact of a confirmed case.

Staff and students can also help by cleaning their work areas. Work practices such as cleaning commonly touched surfaces such as benches, lab equipment, desks, phones, remote controls, printers, fax machines, computer mice and keyboards, (several times per day) help reduce the threat of disease transmission. Cleaning products can be purchased via UQ eMarket. If you require specific disinfecting supplies (designed for killing viruses) that are not readily available via UQ eMarket contact procurement@uq.edu.au for assistance. Always use cleaning products as recommended on manufacturer labels.

Wash your hands thoroughly before and after cleaning. Hand washing should include the use of regular soap and water for a minimum of 20 seconds. If soap is not immediately available, use hand sanitizer with 60% alcohol content or greater. Remember – DO NOT touch your face when cleaning. Avoid touching your face, hair, and neck as much as you can always.

Some of the things you should consider include:

• Cancelling or postponing non-essential visits.
• Minimise the number of workers attending to deliveries and contactors as much as possible.
• When engaging the contractor as if they are unwell and provide clear instructions about UQ requirements while they are on site.
• Minimise physical interaction where possible by using contactless methods, mobile phones.
• Ensure compliance with 1.5 m physical distancing requirements. This may require staff to work in another location while contractor works are being conducted.

Managers and Heads of organisational units are responsible for local implementation of the Return to Campus Roadmap, including:

• Ensuring a COVID-19 Physical distancing Management Plan is completed locally and any outstanding items are actioned as soon as reasonably practicable.
• Intervening constructively if any behaviours or activities appear to be in breach of COVID-19 health and safety protocols.
• Ensure staff in local area are maintaining physical distancing, hygiene practices and stay home if unwell.
• Allocate resourcing to ensure compliance with Returning to Campus – planning guidance on health aspects to reduce the transmission of COVID-19 safety note

For more details see the COVID-19 Support Toolkit for Managers

Yes - Supervisors must be familiar with their OHS obligations under PPL 2.10.04 to provide appropriate guidance and supervision of workers.  You must ensure that anyone under your supervision, including HDR or Masters students:

• Is notified of UQ’s expectations about COVID risk management (refer to UQ COVID page) and that they are not to attend campus if they are unwell;
• Has been provided with a local site safety induction including completion of the training indicated by the Training Needs analysis;
• Is aware of the local area emergency procedures and any COVID-19 Management Plans,
• Is directed to seek further guidance and training before commencing a new task and to ensure appropriate training and risk assessment is conducted;
• Adheres to the physical distancing requirements - where compliance with physical distancing requirements cannot be met, other appropriate risk mitigation measures must be implemented;
• Is encouraged to use impeccable personal hygiene practices including frequent handwashing;
• Cleans down shared desks and bench spaces, and shared training/ communal equipment between users and after use;
• Has been consulted on and notified of any relevant risk assessments for their tasks and ensure that all controls are implemented;
• Is using PPE appropriate to the task at all times as identified in the risk assessment;
• Report any workplace injuries and illness to the supervisor as soon as practicable and record these in UQSafe.

The supervisor must also implement a robust communication process to ensure contact and direction can be given at any time. Frequent and regular Zoom meetings may be an appropriate option.

The following is a summary of the key recommendations and actions to follow. The full details can be found here (PDF, 235.5 KB)

• Use videoconference or teleconference for meetings, and cancel or postpone any non-essential face to face meeting
• In circumstances where face to face meetings are essential, reduce the number of attendees to only those deemed critical, maintain at least 1.5 metres between attendees at all times and reduce length of meetings (meetings should be well under 2 hours). 
• Do not share equipment including pens, keyboards, etc.
• Practice impeccable hand and respiratory hygiene - avoid touching your face with your fingers and any physical contact such as shaking hands
• Keep record of attendance
• People who are ill should be asked to remain at home.

Not necessarily. Hot desking will have to be done in a different way, however if you can avoid hot desking arrangements you should. Physical distancing and good hygiene practices are key controls for stopping the spread of COVID-19 so you should consider first whether it is reasonably practicable for you to temporarily cease hot desking arrangements for the duration of the pandemic.

If it is not reasonably practicable to temporarily cease hot desking then you must implement measures to minimise the risk of the spread of infection through this practice. For example:

• Ensure workspaces (desks, chairs, shelves etc.) are cleaned either at the end of the day where only one person has used the workspace, or after each use by a person where multiple people are using the workspace throughout the day.
• Where possible, you should have your own equipment such as keyboards and mice, so they are not shared between people. If sharing equipment is unavoidable, ensure that you have ready access to appropriate cleaning supplies to enable equipment to be thoroughly wiped down or cleaned after use by a person.
• Minimise the number of people in the office and therefore hot desking at any one time. For example, work from home if possible, stagger shift times or allow people to work flexible hours.
• Use only a limited number of desks within the workplace for hot desking and allow people to "opt out" of the practice if they wish

UQ will promote a ‘healthy campus culture’ by encouraging and supporting vulnerable staff, students and visitors to remain working and studying from home where this is optimal.

UQ managers must take steps to make themselves aware wherever practicable of any vulnerable staff in their teams, and take appropriate steps, in line with the latest AHPPC advice.  A risk assessment must be undertaken where vulnerable workers undertake essential work.  Risk needs to be assessed and mitigated with consideration of the characteristics of the worker, the workplace and the work.  Advice from the vulnerable person’s medical practitioner should be considered when determining work arrangements.  Depending on community levels of transmission, vulnerable people should be redeployed to non-customer-based roles where possible. 

If you are a vulnerable worker and believe your request to delay your return has not been given adequate consideration, you can contact the HR COVID line on +61 7 3365 2623 or email askhr@uq.edu.au

Yes – the World Health Organisation has encouraged the use of the term “physical” distancing rather than “social” distancing as it better explains that we are trying to physically maintain a space between people rather than being socially distant. Social engagement is encouraged so that people can stay connected – just not in the physical sense.

Physical distancing limits contact between people and helps lower chances of spreading the virus. It includes:

• Staying 1.5 metres away from others
• Not attending in person meetings, and keeping face to face meetings as short as possible
• Not touching others
• Not sharing belongings such as keyboards, pens and phones
• Decreasing physical contact in workplace e.g., limit in-person meetings, meeting for lunch in a break room, etc
• Staggering work schedules.

We’ve prepared some resources to help you practice physical distancing:

• Physical distancing in general UQ work areas
• Physical distancing in libraries
• Physical distancing in cafes and general eating areas
• Physical distancing in lecture theatres
• Physical distancing in laboratories and practical learning settings
• A PowerPoint for lecturers to use to educate the class on physical distancing here
• Social distancing infographic

The following is a summary of key recommendations:

• Use videoconference or teleconference for meetings and cancel or postpone any non-essential face to face meeting.
• Reduce the number of attendees from the one team - work out mandatory and most appropriate representation.
• Maintain 1.5 metres between attendees.
• Avoid physical contact, no handshaking.
• Keep the meetings as short as possible.
• Avoid sharing equipment including pens, keyboards, mice, etc.
• Remember it is essential to practise impeccable hand and respiratory hygiene - avoid touching your face.
• Keep a record of attendance.
• And remember, you should not be at work if you feel ill.

Safety Note: Meeting protocols to manage the risk of COVID-19 transmission

There are a lot of people feeling anxious about COVID-19 and what catching the virus might mean for their specific circumstances - and that is absolutely understandable. Practicing healthy hygiene habits is the best way to mitigate health risks. See our health section here for more. If you're struggling with anxiety or worry about COVID-19, check the Head to Health's COVID19 support page which outlines some steps you can take.

From Stage 2 (no earlier than 12 June) workers should begin returning to work on campus. If you believe your request to delay your return has not been given adequate consideration, you can contact the HR COVID line on +61 7 3365 2623 or email askhr@uq.edu.au

It is normal to experience some worry or concern, but if those feelings start to affect your mental or physical wellbeing it is recommended that you seek support from a health professional. We’ve prepared a resource to help you identify if you need help; find support; and offers tips for managing stress and anxiety. You can find more resources and information here.

For UQ staff  and their immediate families, free, confidential counselling and support is available through Benestar, UQ’s Employee Assistance Program. You may also wish to discuss your concerns with your immediate supervisor or local Human Resources contact.

UQ students, feel free to contact Student Services:  student.services@uq.edu.au | +61 (07) 3365 1704 | Australia toll free: 1800 512 391.

Other helpful strategies may include:

• Access accurate information from reliable sources such as the UQ COVID-19 web page, Queensland Health or Commonwealth Department of Health. 
• Avoid relying on unofficial social media posts! Remember to take a break from the news or social media if you are starting to feel overwhelmed.
• Maintain your usual routine and activities, where possible and appropriate.
• Stay connected with others.
• Reach out for support if you need it.

The University will be notified by Queensland Public Health (QPH) of a confirmed case.  If this occurs, UQ has a process in place that offers any assistance that is required by QPH to help them determine which (if any) staff or students may have come into close contact with the person.  This is conducted in collaboration with information provided by the affected person. 

QPH will use the available information to begin contact tracing and will contact people who have potentially been in contact.  Depending on QPH’s assessment they will provide advice to contacts about what they should do.  For example, directing close contacts to self-isolate.

In some cases QPH may ask UQ to make this contact on behalf of QPH and to provide instruction. 

The university will notifiy the relevant management and the local Health and Safety Manager when QPH notifies UQ of a confirmed case.

Relevant areas will be cleaned by P&F (according to advice from QPH).

The latest Directive from the Chief Health Officer (effective 16 June) provides some further clarification for Universities in Queensland. It states that social distancing should be observed to the extent possible.

It also states that there should be no more than one person per 4 square metres in large lecture settings. Smaller educational and teaching sessions such as group seminars, tutorials, practicals and lab based learnings are not subject to the one person per 4 square metres rule, but social distancing must be observed whenever possible.

The majority of lectures at UQ will be held online in Semester 2 and therefore these larger venues are being repurposed for smaller educational and teaching purposes.

Food and Drink:

Food courts (Phizz and UQ Union Complex) – may only operate for takeaway food and drink – no seating available in these areas.

Other retail food services -  up to 20 seated patrons at a time, observe physical distancing, maintain 4sqm per person and retailers must comply with the COVID Safe checklist.

Changes to IT support arrangements

Due to COVID-19 restrictions, UQ IT support staff will primarily be providing remote support. Support will be provided to the best level possible under these circumstances.

Before you return to campus

Before you return to campus, make sure you have returned all the UQ IT equipment you took home and have everything you need to reassemble your workspace.

If you removed a monitor from a monitor arm, it will be easier to use the same stand you had at home rather than trying to get someone to re-attach it to the arm.

It is recommended you perform the following tasks to help prevent potential issues when on-campus:

• Update Zoom to the latest version

• Any changes you’ve made to network or computer settings should be reverted back to UQ defaults.

• Connect to the VPN for at least an hour to allow any background setting changes to apply to your computer.

Working on-campus

ITS has been busy over the past few months upgrading a number of underlying systems, including printing, wifi networks and Multi-Factor Authentication (MFA). We’ve listed some information and links to guides to help with common topics:

Printing
ITS has moved the management of all UQ printers to a new data centre. This will improve the performance and security of the printing service.

• Please check your default printer as you may need to reset your default printer choice. Please call the ITS Service Desk on (07) 3365 6000 if you have any trouble printing.

• Visit Connecting to a printer in your office for more information about connecting to printers.

Wifi

See the below guides if you need any assistance connecting to wifi when you return to campus:

• Connecting to wifi

• Troubleshooting wifi

Telephones

See the below guides if you need any assistance with:

• Call forwarding

• Voicemail

You can also call the Voice Operations Telephone Helpline on (07) 3365 1000 for any telephone-related queries.

Other useful links

• Reset your UQ password

• Multi-factor authentication (MFA) FAQs

• Self-installing software on UQ computers