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Alert levels - our response

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page. A full list of what you can and cannot do can be found on the Government webpages.

The guidance requires everyone in England to stay at home as much as possible. You must not leave, or be outside of your home except where necessary. You may leave the home to:

  • Shop for basic necessities, for you or a vulnerable person
  • Go to work, or provide voluntary or charitable services, if you cannot reasonably do so from home
  • Exercise with your household (or support bubble) or one other person, this should be limited to once per day, and you should not travel outside your local area
  • Seek medical assistance or avoid injury, illness or risk of harm (including domestic abuse)
  • Attend education or childcare - for those eligible
  • Meet your support bubble or childcare bubble where necessary, but only if you are legally permitted to form one

Examinations continue online during the week commencing 4 January 2021. Our COVID-19 research will continue as a matter of priority. In addition to this, on-site research that has been approved can continue based on the agreed mechanisms and mitigations, noting that where possible and reasonable, research should be carried out at home.

UK based Fieldwork that has been approved and requires only local travel without overnight accommodation can continue, as long as the research activity does not involve face-to-face interactions with members of the general public. If field work requires overnight accommodation it can continue, again as long as it the research activity not involve direct interactions with members of the general public. Approved fieldwork overseas can also continue and again we ask that risk assessments are adjusted, if required. Those already based overseas completing approved fieldwork will need to comply with local guidelines and regulations and make appropriate adjustments to their risk assessments if necessary.

When on campus, our colleagues and students must observe COVID-19 safety guidelines, including maintaining social distancing, wearing a face-covering and adhering to enhanced hygiene measures. It is critically important that we all adhere to the guidelines, so we can continue to deliver our teaching, conduct our research and safeguard the health and wellbeing of our entire community.

Supporting our students and colleagues with their any wellbeing needs they may have remains our highest priority. If you are struggling or just needing to talk, then there are people who can help and resources that can help you manage. You can find and access a wide range of information, tools and support at www.exeter.ac.uk/coronavirus/wellbeing. The ‘self-care and staying well’ section has expert tips and resources to help you take care of your physical and mental health. There are also links to mental health and wellbeing support networks and tips and advice to help you with working from home, managing caring responsibilities and supporting others. The mental health support and treatment page has a full list of resources that are available for each common mental health and wellbeing concern, including stress, anxiety, depression, work-related problems, grief and worries caused by COVID-19. If you are unsure where to start, you can email occupationalhealth@exeter.ac.uk for confidential advice on choosing the right support for you.

Working safely from home

Whilst essential colleagues continue to work on campus, including those engaged in essential in-person teaching, there is a need for some colleagues to continue to work from home during the period of national lockdown in England, so as to reduce the overall number of people on campus.

We realise that working from home in the UK has resulted in many of you needing to significantly adjust the way you work, particularly if you have caring responsibilities. That’s why we want to make sure you have all the support you need so you can continue to work safely and effectively from home. If you have caring responsibilities and are not always available during core hours please be sure to discuss this with your line manager, so you can formulate a working pattern that works for you.

We want to ensure your set up at home is both safe and effective and have developed guidance for managers and colleagues, which includes information and guidance on how to set up your home workstation along with other sources of advice relating to homeworking. Our Information Governance Team has also created guidance on how to complete your work safely, securely, and in line with our data protection policies so please do take the time to read this guidance. And, with many of us now having a likely increase in our daily screen time it’s also important for you to take regular breaks away from your work screen.

Please remember that you can access further assistance from Spectrum Life which is available 24/7 for telephone counselling via the online portal, as well as offering a range of well-being resources and guides.

Working safely on campus

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

All colleagues should now work from home, with the exception of those who are required to work on campus, or who cannot work from home for any reason. Colleagues should liaise with their line manager at their earliest opportunity.

Those who are clinically vulnerable should not attend campus, even if they are unable to work from home, and should discuss their situation with their line manager.

We know how important your safety is, so if you are returning to campus to work you can be confident that we’ve taken every possible measure to make sure your workspace is safe. We ask colleagues to only return to campus once the information on the Coming to Campus webpages has been reviewed and that the essential steps outlined in what you must know and do before returning have been completed.

We’ve set up a SafeZone, an online app, which you’ll be encouraged to sign into. This system will register your location so, in the event of an emergency, we’ll be able to keep you updated should you need to be aware of any vital location-based information.

Our ‘Returning to Campus Guide’ outlines all of these measures in detail and provides a further insight into how we have been preparing our campuses and buildings for on-campus working.

Teaching on campus

Our vision for learning and teaching this year is based upon a need for flexibility and resilience, so that whatever this year throws at us we are prepared to provide our students the best possible opportunity to learn and succeed. For information and FAQs about teaching on campus, please see our 'information for teaching safely on campus’ webpage.

Travelling safely to work

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages. All colleagues should now work from home, with the exception of those who are required to work on campus, or who cannot work from home for any reason. Colleagues should liaise with their line manager at their earliest opportunity.

Those who are clinically vulnerable should not attend campus, even if they are unable to work from home, and should discuss their situation with their line manager.

If you live close enough and are required to work on campus, please consider walking or cycling to work and try to pick less busy times and routes to take the pressure off the transport system. We understand the need to be flexible in all our working arrangements, so please talk to your line manager, if you need to come to campus and/ or about staggering your hours so that you can get to work in the safest way possible. When you arrive on campus, the changing facilities will be open for you, and we’ll be increasing the amount of cleaning we’re doing in these areas. You can help too by keeping these areas as clean as possible, taking your clothing and towels with you, and rinsing shower cubicles after use.

Face coverings must be worn on public transport. In Cornwall, the First Bus will be increasing the frequency of its service. Please check the timetable for details. In Exeter, the Stagecoach D bus has been re-branded as the Uni bus with a significantly enhanced frequency  - see timetable online. There's also information to be found on parking in both Exeter and Penryn which you can find here under 4:1 How to get to campus - car parking, public transport and bus service.

 

Your campus facilities

We know how important our campus facilities are to you. The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

We’re sure you understand that spaces are limited in all outlets and facilities, due to social distancing guidelines, but we’re aiming to bring the best possible service to everybody despite these restrictions. During the period of national lockdown in England, catering facilities will be operating a take-away provision only.

We will have Here to Help’ staff to answer queries and help direct and support you around buildings in a COVID-secure way.  You’ll find them in teaching buildings, near study spaces, in and around marquees and in other potentially busy areas. Here to Help staff will be a first point of contact to advise students on where to find services, advise on capacity of areas, cleaning practices and signpost students to digital and telephone help services. The friendly and approachable Here to Help team will have a presence on campus throughout the teaching day from 0800 – 1830hrs, up to 2000hrs to support the Forum study spaces. If you have any questions then please contact the team via email: HeretoHelp@exeter.ac.uk

We may need to continue making changes depending on Government advice, so please bear with us as and when this happens.

Your wellbeing

Your wellbeing, and the wellbeing of our students, is our overriding priority. We’ve worked hard to ensure all of our campuses are COVID-19 secure so you can be safe if you need to return to campus for work. We understand that some of you may be shielding – or living with somebody who is shielding – and we have support in place for you so you can continue to work whilst this happens. We’re also running the Rapid Response Hub, to enable you to get a test for the virus if you are working on campus and feel unwell. By working with the healthcare community in Devon and Cornwall, we’ll make sure you’re supported during any periods of isolation and/or treatment.

We know that the COVID-19 pandemic is not just about physical health, and we have resources available to support your mental health too. Our Staff Wellbeing Services have a number of tools that can help, and every colleague has access to Spectrum Life, which we would encourage you to use if you need to – it is vitally important that you look after yourself. As always, your line manager will listen to any difficulties you’re having, and can explore any working adjustments that may be necessary.

Green restart and recovery

We’re working across the institution and with our partners on a ‘Green Restart and Recovery’ so we can continue to deliver on our commitment to the Environment and Climate Emergency agenda in terms of our return to campus by minimising our carbon impact. There are six green goals including: promoting continued home working, committing to a 50% reduction in travel carbon, including Climate Emergency considerations in funding and procurement decisions, minimising printing, providing reusable cups to all colleagues and students (removing non-recyclable single use cups from our campuses), and launching a Student Climate Emergency Companion pack – this will detail how students can get involved and understand the our Climate Emergency agenda.

These initiatives have been put in place to help us reduce our carbon footprint as we restart activities on our campuses.

Guidance for managers

In order to look after the health, safety and wellbeing of all colleagues, we have a put a range of measures in place. All managers must undertake the Managers training, and to read all guidance to understand what is required to prepare workplaces for the return of staff

 

Rapid Response Hub

One of the measures we’ve put into place to keep all colleagues and students safe, is our Rapid Response Hub. The Rapid Response Hub can provide a COVID-19 test for you, but only if you have COVID-19 symptoms (ie a new persistent cough, a high temperature, loss of taste and smell). More information on the Rapid Response Hub, including how to contact the Hub and request a test, is available on the dedicated webpages.

Visitors to campus

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

The guidance requires everyone in England to stay at home as much as possible.

We recognise that some visits to our campuses are essential to the ongoing work at the University and can have a positive effect on wellbeing. We have reviewed our Visitors Policy in line with the latest Government guidance and our ongoing work to ensure the safety of our students and colleagues. Anyone who does invite visitors to the University has a duty to colleagues, students and the visitor to ensure the risk of COVID-19 infection is minimised and is personally responsible for the visitor until they leave the campus. Please note that during the national lockdown in England the library is closed to visitors.

The policy includes guidance for contractors and service providers, academic researchers and human participants, teaching activities, visits to student halls, external inspections from regulators, non-academic visitors and members of the public.

Frequently asked questions

The frequently asked questions are arranged in the following themes:

Our community | Questions on returning to your workplace | Health, wellbeing and work | Information if you are self-isolating, shielding, or in a vulnerable group | Travel and transport | Teaching on Campus | Information from Human Resources | Updates and actions | Exams and assessments

Arrangements for attendance and absence

See our Guidance for Managers and Staff in the event of Coronavirus (COVID-19).

Please note the advice on this page may change, particularly as there are ongoing updates to the Government guidance.

Show all FAQs

Our community

We emphasise the need to show respect, kindness and compassion for all during this uncertain time. Internationally, nationally and locally there have been incidents of xenophobic and racist behaviour and abuse, particularly at the start of the outbreak. Inappropriate behaviour or harassment of any kind will not be tolerated. This is a hate crime and is against the law.

If you experience, or are witness to, any behaviour of this type, please report it to the police immediately. You can also report it to the University via our Speak Out web pages. We will investigate this and, where necessary, disciplinary procedures will be followed.

If you are feeling anxious during this time, further support is available via our wellbeing webpages.

We have signed an open letter with partners across Exeter on tackling hate crime and racism in our community, particularly in light of recent incidents in relation to coronavirus. This is a time when we must work together and support each other - not create more division and hurt. Read the letter in full​

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

Get tested if you have symptoms

If you or someone you live with develops symptoms, however mild, please inform our Rapid Response Hub. Please read the FAQ I have symptoms of coronavirus, what should I do? to find out more about the Rapid Response Hub. This applies even if you are displaying only mild symptoms i.e. you have any of the following:

  • a high temperature
  • a new continuous cough
  • a loss of, or change to, your sense of smell or taste.

Cohabitees of staff are not currently eligible for University testing. If someone you live with develops symptoms they are advised to isolate and apply for a test through the national testing system.

For the duration of the national lockdown from 5 January 2021, as is the case for the rest of the population, students and staff may only leave home for specific reasons, including:

  • Shop for basic necessities, for you or a vulnerable person
  • Go to work, or provide voluntary or charitable services, if you cannot reasonably do so from home
  • Exercise with your household (or support bubble) or one other person, this should be limited to once per day, and you should not travel outside your local area
  • Seek medical assistance or avoid injury, illness or risk of harm (including domestic abuse)
  • Attend education or childcare - for those eligible
  • Meet your support bubble or childcare bubble where necessary, but only if you are legally permitted to form one

REGISTER FOR SAFEZONE

We’ve recently purchased SafeZone, an online app that helps us to help you whilst on campus if you request it. The app is available for all colleagues and students to download and sign into if they wish. Once installed if you press Emergency, Help or First aid, your location will be sent to relevant staff on campus and allows us to keep you updated, via text messages, and relevant information relating to your emergency.

To download the app please go to: www.safezoneapp.com and follow the instructions for your device. You will need to register with your University of Exeter email address and review the permissions for the app to enable the app to be aware of your location, by using the transmitting signals on your phone. You should also allow push notifications, to enable the University to communicate with you if you raise an emergency alert. You can read more information about the SafeZone app online.

To keep yourself and our communities safe it is critical that you follow these key behaviours:

HANDS - Wash your hands regularly and for 20 seconds

FACE - Wear a face covering in indoor settings, and where you will come into contact with people you do not normally meet

SPACE - Stay 2 metres apart from people you do not live with where possible, or 1 metre with extra precautions in place (such as wearing face coverings or increasing ventilation indoors)

If you are showing symptoms of COVID-19 (a high temperature, new continuous cough or a loss of taste/smell), please immediately self-isolate and contact the Rapid Response Hub. This applies even if you are displaying only mild symptoms.

If you are a colleague based in Exeter or Cornwall, please see our Rapid Response Hub webpage for further information about what to do.

The Rapid Response Hub will give you advice, support you to self-isolate if you receive a positive result, and let you know how and when you can return to campus safely after isolation.

Anyone with symptoms who requests a test must self-isolate immediately by law. If there is high demand at the Hub you can also request a test via the NHS national test scheme.

Make sure you alert your manager or supervisor of your test result. The University will support you through any illness and time in self-isolation.

Positive Results

If you test positive for COVID-19, the Rapid Response Hub will link with the NHS Test and Trace system, so they can contact those you’ve been in close contact with. The University will also trace those you’ve been in close contact with on campus. Those who you’ve been in close contact with will be asked to self-isolate, to prevent the potential of passing on the infection.

If you receive a positive result, you’ll need to remain self-isolated for at least ten days from the day your symptoms started. Anybody you live with, or anyone in your support bubble, must self-isolate for ten days. More information is available on the NHS webpages. The Rapid Response Hub will support you through your self-isolation period.

Negative Results

If you receive a negative test result, you do not have coronavirus and may return to work unless someone else in your household has symptoms or has tested positive for COVID-19. If you live with someone who has symptoms or who has tested positive you must self-isolate for ten days from the onset of their symptoms. A negative test does not release you from this obligation.

Unclear, Void, Borderline or Inconclusive Test Results

An unclear, void, borderline or inconclusive result means it's not possible to say if you had coronavirus when the test was done. If you receive an inconclusive test result you must follow the advice you are given by the test and trace service and continue to self-isolate. You may be advised to have a further test. You can seek advice from the Rapid Response Hub.

You can find more detail about what happens when you get your test results on the Rapid Response Hub website.

The NHS Guidance on what to do if you get coronavirus symptoms for a second time is as follows:

If you get symptoms of coronavirus (COVID-19) again, you must self-isolate immediately and ask for a test. The symptoms are a high temperature, a new, continuous cough or a loss or change to your sense of smell or taste. If someone you live with (or someone in your support bubble) gets symptoms again, you must also self-isolate immediately. You must self-isolate again even if you've had a positive test result for coronavirus before. You probably have some immunity to coronavirus but it's not clear how long it will last.

You can request a test for coronavirus via the Rapid Response Hub.

Information if you are self-isolating or in a vulnerable group

Clinical extremely vulnerable staff

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

The guidance requires everyone in England to stay at home as much as possible. The Government continues to strongly advise that clinically extremely vulnerable employees should work from home during the period of national lockdownfrom 2 December 2020, regardless of whether their role requires them to attend campus to work. Those who are clinically vulnerable should not attend campus, even if they are unable to work from home, and should discuss their situation with their line manager as soon as possible. Further information and support is available if you have any concerns regarding this. 

If you are not clinically extremely vulnerable yourself but are living with someone who is, then you are still able to attend work on campus if you have been requested to do so. You should discuss your individual circumstances with your manager to agree where you should work, with support from Occupational Health if needed.

Any manager who has been contacted by an employee who is clinically extremely vulnerable and has been informed that they wish to remain working on campus, or return to work on campus should refer to their HR Business Partner /HR Advisor. The employee should remain at home until they have agreement from their manager to return to on-campus working.

If you are not able to work for any of the following reasons please report your absence from work to your line manager, or in their absence the nominated manager, as soon as possible - either by email or telephone. You should state the reason for your absence, for example:

  • Sickness (any reason where you are unwell and unable to work as normal, including relating to coronavirus)
  • Self-isolation: In all cases, employees should follow the latest Government guidance
  • Emergency leave (e.g. childcare)

If you are reporting absence because you are self-isolating, you must also report that you are in self-isolation. You can use our self-isolation absence notification form to do this.

Information about pay arrangements can be found online.

Your manager will record your sickness absence in the usual way via iTrent – more details are available on the sickness recording web page.

During this time, it is important that you remain in regular contact with your line manager and/or supervisor, as well as those you manage, even if you are not working in your normal workplace.

If you are a manager and you become ill, please let your team know so they are aware of who they can liaise with in your absence, for example your line manager or another appropriate member of staff.

One of the measures we’ve put into place to keep all colleagues and students safe, is our Rapid Response Hub. If you are working on campus and begin to experience COVID-19 symptoms, however mild, you will need to self-isolate and contact our Rapid Response Hub. Find out more online.

If you have a specific concern or query about being absent from work please email: humanresources@exeter.ac.uk

Ensure you follow the guidance from Public Health England (PHE). If you or the person you live with/care for become symptomatic then ensure you follow the PHE guidance on guidance on shielding vulnerable people from COVID-19.

With the exception of staff providing essential services, staff are now working from home where they are able to do so. If you or anyone you live with is within a vulnerable group, as outlined in the PHE guidance above, please speak to your manager to discuss how your work can be best managed.

If you are self-isolating or currently unable to complete your work, please refer to the FAQ “Reporting Absence – when and how do I report absence?”

If you have any further queries email us on humanresources@exeter.ac.uk

For students

For students - our AccessAbility team is available for you to discuss any concerns you may have around your disability. You can find information on how to access this team on our website.

For staff

A guide has been developed specifically for disabled colleagues working from home which addresses some of the challenges faced by those who need to self-isolate and maintain prolonged social distancing. The guide also provides signposting and guidance towards additional support. If you are contacted by your manager about returning to work on campus, you should discuss with them whether any additional adjustments are required. If you have a condition which makes you clinically extremely vulnerable or vulnerable please see the sections above and refer to government advice regarding shielding. If you require additional support or advice please contact your line manager who can arrange a referral to occupational health or contact a disability adviser in confidence.

How long you need to self-isolate depends on if you have COVID-19 or you've been in close contact with someone who does. We recommend you refer to the full NHS Guidance, but the key points are summarised here:

If you have symptoms or tested positive – you must self-isolate for at least 10 days if:

  • you have symptoms of coronavirus and you tested positive, had an unclear result or did not have a test
  • you tested positive but have not had symptoms

If you have symptoms, the ten days starts from when the symptoms started.

If you have not had symptoms, the ten days starts from when you had the test. But if you get symptoms after your test, self-isolate for a further ten days from when your symptoms start.

If you live with (or are in a support bubble with) someone who has symptoms or who has tested positive you must self-isolate for 10 days if they:

  • have symptoms of coronavirus and tested positive, had an unclear result or did not have a test
  • tested positive but has not had symptoms

The ten days starts from:

  • when the first person in your home or support bubble started having symptoms
  • the day they were tested, if they have not had symptoms – but if they get symptoms after they were tested, self-isolate for a further ten days from when their symptoms start

Get a test to check if you have coronavirus if you get symptoms while you're self-isolating. If your test is negative, you must still keep self-isolating for the rest of the ten days.

If your test is positive, you must self-isolate for at least 10 days from when your symptoms started. This might mean you're self-isolating for longer than ten days overall. You can stop self-isolating after ten days if you do not get any symptoms.

If you’ve been told to self-isolate by the NHS Test and Trace or the NHS COVID-19 App - you must self-isolate for 10 days if either:

  • you get a text, email or call from NHS Test and Trace telling you to self-isolate
  • you get an alert from the NHS COVID-19 app telling you to self-isolate

This is because you've been in close contact with someone who has coronavirus and there's a chance you might have caught it. You need to self-isolate for ten days. If you go on to develop symptoms, anyone you live with must then self-isolate and you must report your symptoms and get tested. It is crucial that you complete your 10-day self-isolation period if you’ve been identified as a contact, even if you get a negative test result. This is because you may have the virus, but it cannot yet be detected by a test, so you could unknowingly spread the virus if you leave the house.

Please also note that the Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page. A full list of what you can and cannot do can be found on the Government webpages.

The guidance requires everyone in England to stay at home as much as possible.

We know for some that coronavirus is of increased concern. Those with chronic medical conditions, such as heart disease, diabetes, lung disease, may feel particularly vulnerable. If you have an existing or underlying health condition and you are worried about your health regarding the coronavirus, we would encourage you to speak to your GP for advice.

Please discuss your situation and condition with your line manager, if you have not already done so, so that the correct support can be put into place. Information and guidance on who is extremely vulnerable and who is at moderate risk can also be found on the NHS website.

If you, or anyone you live with, has any relevant underlying health conditions we need to be aware of, please inform your line manager and contact the Rapid Response Hub if further guidance is needed. 

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

The guidance requires everyone in England to stay at home as much as possible. Those who are clinically vulnerable should not attend campus, even if they are unable to work from home. If you are clinically extremely vulnerable and cannot carry out your role at home, you should speak to your manager.  Further information and support is available if you have any concerns regarding this.

If you are not clinically extremely vulnerable yourself but are living with someone who is, then you are still able to attend work on campus if you have been requested to do so. You should discuss your individual circumstances with your manager to agree where you should work, with support from Occupational Health if needed.

Any manager who has been contacted by an employee who is clinically extremely vulnerable and has been informed that they wish to remain working on campus, or return to work on campus should refer to their HR Business Partner /HR Advisor. The employee should remain at home until they have agreement from their manager to return to on-campus working.

Speak to your line manager if you need IT support, including during a period of self-isolation. You can contact IT Support by logging an enquiry online. If your enquiry is urgent, you can talk to one of our IT support analysts by telephoning SID on:

0300 555 0444 (UK)
+441392 724724 (International)

If you encounter issues please contact SID or email virtualdesktop@exeter.ac.uk

You must advise your line manager and report that you are in self-isolation, using the self-isolation absence notification form. Please refer to the FAQ “Reporting Absence – When and how do I report absence?” for further guidance. 

If you are well but are unable to work because you are self-isolating, this will not be recorded as sickness absence.

If you become ill whilst you are in self-isolation, please report this to your manager and follow the sickness absence procedure – further information can be found on our webpages Pay Arrangements and Sickness Recording. If you cannot work as you are unwell owing to COVID-19, your period of self-isolation will be recorded as sickness absence.

If you have any further queries on this, please contact your line manager or the HR Team

You must advise your line manager and report that you are in self-isolation, using the self-isolation absence notification form. However, if you feel well enough to work from home and you are able to do so, then you can continue to work. Your time in self-isolation will not be recorded as sickness absence. If you do begin to feel unwell and wish to stop working from home, please alert your manager and take sick leave as required.

Questions on returning to your workplace

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page. Please do not return to campus unless authorised to do so by your line manager. Only essential employees should be working on campus.

We want to ensure we can support you to feel safe when you do physically return to work. To enable this, we will be asking all colleagues to complete the following steps before coming to campus:

  • Complete the COVID-19 age individual vulnerability risk assessment
  • Complete mandatory online training 
  • Read our returning to campus guide 
  • Register for SafeZone 
  • Collect safe teaching items, where appropriate
  • Be aware of and understand how to deliver safe teaching on campus
  • Update your swipe card access to buildings on the Penryn campus (colleagues working in Penryn only)

You can find detailed information on these steps within our Coming to Campus webpage.

Please also be aware, to help reduce touch points on our campuses, and reduce the risk of infection, our campuses are now operational as ‘cashless campuses’. The University will support card or contactless payments only for all catering and shopping facilities across all Exeter and Cornwall campuses from the start of the new academic term. We will be working collaboratively with key groups and individuals to determine a long term solution that will provide a better experience for our services and customers.

Colleagues who are required to come to campus to teach or support students will have received specific authorisation to do so from their Pro-Vice-Chancellor, Service Director or Director of College Operations. We need to ensure that staff can be protected and have a clear Risk Assessment in place before any other work can commence on campus.

The Click at Exeter system should be used by academic and PS staff booking slots for:

  • Recording a Lecture
  • A quiet space to use their own laptop to present an online teaching session where your building/office is not yet COVID secure.
  • A desk space to use for a few hours between teaching sessions where your building/office is not yet COVID secure.
  • For students who want to record a presentation (individually) for an assessment.
  • Collections from the Mail Room and from Technical Services Stores.

The Click at Exeter system can be found online

For colleagues wishing to collect items from campus:

We understand that home work stations may not be the same as your normal working environment. It is therefore good practice for those working at home to follow the guidance provided and also complete a homeworking self-assessment (COVID-19 version). These documents have useful advice and information about setting up a home workstation and help to identify any additional needs.

In order to enable colleagues to collect items stored on-site or in offices, you must complete the following steps:

  1. Contact your line manager or supervisor for their approval to collect items, including which items are being collected and from where.
  2. Contact your building manager or Restart co-ordinator to arrange access to the building. These contacts are listed on the Campus Activity Planner 
  3. Complete the essential steps and training required before coming to campus, available on these webpages

Please note we will only be able to support retrieval of equipment on campus where there is an essential need

 

For colleagues undertaking COVID-19 related work, please contact the Deputy Vice-Chancellor for Research & Impact, Professor Neil Gow.

To review our COVID-19 Homeworking DSE Guidance for managers and employees please visit the webpages. This guidance is also relevant for PGT, PhD and PGR students but does not include undergraduates.

We are unable to allow colleagues to retrieve items stored on-site or in offices until further notice. This decision has been made taking into account government guidance on essential travel and serves to protect the welfare and workload of our essential on-site colleagues. There are two exceptions to this, which are detailed below:

1. If you have an Occupational Health DSE assessment, which details the use of specific equipment which is currently located at your work station. For these colleagues, best endeavours will be made to deliver small sized portable items to you; dismantling of desk and complex IT set-ups will not be possible. If you fit into this category and need anything urgently please contact your Director or Director of College Operations for their permission and, once obtained, please contact Transport@exeter.ac.uk with the following details:

  • Name
  • Office location and any access arrangements
  • Items to be collected
  • Home address
  • Contact number

Please be mindful there will be a maximum of two collections a week depending on demand and staff availability.

2. Colleagues who are undertaking COVID-19 related work. For access under this criteria please contact the Deputy Vice-Chancellor for Research & Impact, Professor Neil Gow.

To review our COVID-19 Homeworking DSE Guidance for managers and employees please visit the webpages. This guidance is also relevant for PGT, PhD and PGR students but does not include undergraduates.

The Coronavirus Job Retention Scheme (furlough leave) has been further extended. All managers will be liaising with their staff about any periods of furlough leave. All employees on furlough leave will also receive correspondence confirming details of their furlough leave. When furlough leave is due to end this will also be confirmed in writing to you. Any queries relating to your periods of furlough leave including end dates should be raised with your manager.

We must ensure our campuses and University buildings are as safe as possible to everyone. All university meetings will now take place online, unless they are deemed essential to be in person, and can be held with all social distancing measures in place. This is for the protection of everyone. 

We are opening our campuses safely and in accordance with government advice. This involves a gradual and controlled restart of activities and careful risk assessments will be undertaken. This will include measures to help protect our staff including continued working from home, allowing staggered start and finish times so that staff can travel at less congested times, and the implementation of social distancing measures for those at work. 

Occupants of shared office spaces are expected to wear face coverings unless they are spaced more than 2m apart at all times. They should put on face coverings if they are receiving visitors into the room which reduces the 2m distancing.

If you work in a shared space, you will need to create a local rota system with your colleagues to ensure that only the maximum number of people are in that space at any one time and that use of desks is managed in a socially distanced way. People in charge of buildings can help advise on maximum occupancy, optimal ventilation and use of shared facilities such as kitchens. We recommend creating a simple spreadsheet and sharing it with relevant colleagues in Sharepoint in order to facilitate bookings but also Test and Trace should it be needed. If you are sharing a desk with another person, you must clean the desk and any other touch points (phones / screens etc) before and after use and keep a local record of who has used the space and on what day.

Find out more on our Coming to Campus webpages, but please remember you should only return with the permission of your line manager.

For all colleagues

The Prime Minister has announced a period of national lockdown in England, starting from Tuesday 5 January and expected to last until at least mid-February. Find out more on our latest updates page.

A full list of what you can and cannot do can be found on the Government webpages.

The guidance requires everyone in England to stay at home as much as possible. You must not leave, or be outside of your home except where necessary. You may leave the home to:

  • Shop for basic necessities, for you or a vulnerable person
  • Go to work, or provide voluntary or charitable services, if you cannot reasonably do so from home
  • Exercise with your household (or support bubble) or one other person, this should be limited to once per day, and you should not travel outside your local area
  • Seek medical assistance or avoid injury, illness or risk of harm (including domestic abuse)
  • Attend education or childcare - for those eligible
  • Meet your support bubble or childcare bubble where necessary, but only if you are legally permitted to form one

If you are  returning to campus to work you can be confident that we’ve taken every possible measure to make sure your workspace is safe. Our ‘Returning to Campus Guide’ outlines all of these measures in detail and provides a further insight into how we have been preparing our campuses and buildings for on-campus working.

We know this will be an anxious time for many colleagues. There are a number of support services available to you during this period including the Spectrum Life service, which can be used to access 24/7 telephone counselling via our online portal. Details of all the support available including our online cognitive behavioural therapy programme, Silvercloud, can be found on our website. Support is also available from the NHS talking therapy services.

You can discuss any concerns that you have with your line manager who can support you with adjustments to your work or make a referral to Occupational Health if further advice is needed. If you are experiencing significant symptoms you should contact your GP for advice and treatment if required.

For BAME colleagues

The UK Government has stated that there is clear evidence that COVID-19 does not affect all population groups equally. We understand this can cause increased concerns for our BAME colleagues. The University is committed to ensuring that we do everything we can to protect our whole community and we recognise our duty of care to all colleagues and students regardless of background or ethnicity. We understand individuals may be affected by COVID-19 in different ways and there may be some people who are more vulnerable than others to this infection.

Please only come to campus if your line manager has granted permission. Before coming to campus you must review the information on these webpages, complete the COVID-19 Age Individual Vulnerability Risk Assessment and share your ‘COVID-19 age’ with your line manager. There are a number of support services available to you during this period including the Spectrum Life service, which can be used to access 24/7 telephone counselling via our online portal. Details of all the support available including our online cognitive behavioural therapy programme, Silvercloud, can be found on our website. Support is also available from the NHS talking therapy services.

We are gradually opening our campuses safely for all, in accordance with government advice. This will include measures to help protect all staff including allowing staggered start and finish times and the implementation of social distancing measures for those at work. We remain clear about the need for respect, kindness and compassion for all. If you experience or witness any inappropriate behaviour, harassment or violence, please report it to the police immediately. You can also report it to the University via our Speak Out webpages. More information for colleagues can be found on our website.

For pregnant colleagues

If you are pregnant please follow the government advice on social distancing measures. Managers will continue to offer maternity risk assessment meetings for all pregnant staff - using Microsoft Teams is a very effective way - please ensure you carry out a new risk assessment to cover the working from home element and keep this updated regularly. The safety of pregnant staff alongside all other colleagues, will be considered as part of the planning for reopening our campuses and returning to work. This will take account of all government advice.  More advice is available online.

To facilitate working from home the University has migrated to using “Teams.” There are useful guides available on using tools such as Teams and Office 365. We would recommend you take a look at these and speak to your manager about any needs you might have that are not covered here.

We must ensure that our campuses are open safely and that our staff, students and visitors are protected. During the period of national lockdown from 5 January 2021, we are operating with only essential colleagues working on campus; please do not return to campus unless you are authorised to do so by your manager. You can discuss any concerns that you have with your line manager who can support you with working back on campus, adjustments to your work or make a referral to Occupational Health if further advice is needed.  If you are experiencing significant difficulties you should contact your GP for advice and treatment if required.

There are a number of support services available to you during this period including Spectrum Life, which can be used to access 24/7 telephone counselling via our online portal.  Details of all the support available including our online cognitive behavioural therapy programme, Silvercloud, can be found on our website.  Support is also available from the NHS talking therapy services.  

We know that with the current lockdown measures the risk of domestic abuse is increasing.  We have a series of Domestic Abuse Support webpages with guidance for support options including risk assessments, as well as detailing where to access help should you need it. We encourage you to disclose the domestic abuse to your manager or a Domestic Abuse Champion - support and adjustments at work are available. Please be reassured that we will support you throughout this time and help you get the support that you need.

The closure of schools and colleges, during the period of national lockdown from Tuesday 5 January, will present immediate challenges to colleagues with school age children and those with caring responsibilities. The University will be as supportive and flexible as possible.

We ask colleagues who are affected by a change to normal childcare arrangements, or a change to support with caring arrangements, to consider what measures you can put in place to enable you to continue to work, such as:

  • Any alternative caring arrangements you can make
  • Sharing caring responsibilities
  • Whether you are able to continue to work around your childcare responsibilities – for example by working at different times to your normal working pattern (e.g. evenings/weekends)
  • Whether you are unable to work

If you are not able to do any work, in recognition of these exceptional circumstances, to give you a longer period to make alternative arrangements, the University has agreed to temporarily extend its paid emergency leave to 10 days (pro-rata for part-time staff).

If you need to use this leave, please contact your manager at the earliest opportunity keep in touch with your manager and follow the guidance on recording your absence

Guidance for managers and staff on absence and pay arrangements related to COVID-19 is available on our website.

The Department for Education has advised that Higher Education staff in England are classed as ‘critical workers’ and therefore children of university staff are eligible to attend school for face-to-face teaching, regardless of whether colleagues are working on campus or from home, should they wish to. However, the Department for Education is also asking that parents and carers who are critical workers should keep their children home if they can.

The University has prepared a letter for staff that can be presented to schools to confirm their status as a critical worker, and allow their child/children to attend school in person. We also recommend that colleagues provide a copy of their staff ID card as additional proof of their employment and critical worker status. Please note you will be required to log into the HR webpages using single sign on, the letter can be found at the bottom of the 'forms and templates' webpage under 'Critical worker letter'.

If the school requires further information or is unable to accommodate the request please contact humanresources@exeter.ac.uk.

We understand how unsettling the current situation can be for everyone, and especially those colleagues with caring responsibilities. Please keep in touch with your manager if you have any queries or concerns, and also see our webpage with information on exceptional arrangements for staff to take paid emergency leave.

One of the measures recommended by PHE to reduce the possible spread of coronavirus, is good ventilation in rooms across campus. To achieve this, there are some areas and rooms without forced ventilation (such as fans and air flow control systems) in which windows must be kept open.

To help balance the effect of heat loss from teaching rooms which require windows to be open, the Estates team are rolling out a programme of fixed and portable heaters. 100 portable heaters have been purchased, which will be distributed around teaching spaces from 16th November, followed by installation of the additional fixed heaters. 

If you are concerned about the temperature of a room please contact the Campus Services Help Desk, but please be aware that we are unable to provide heaters for all rooms. We ask that colleagues working on campus ensure they are prepared for cooler temperatures as we approach the winter months, such as wearing warm layers, thank you for your understanding.

We understand for some colleagues the ambient temperature of a room can impact greatly on existing medical conditions. Should you be affected by this please speak to your line manager in the first instance, to discuss what specific provisions or adjustments may be available. If you continue to experience difficulties please get in touch with the Campus Services Help Desk as above.

Teaching on Campus

For information and FAQs about teaching on campus, please see our 'information for teaching safely on campus’ webpage.

Health, wellbeing and work

You must wear a face covering when inside University buildings* – this includes wearing a face covering when in one of our marquees during the day (unless you are eating at the time) and when queuing at a catering outlet. 

You do not have to wear a face covering when eating/drinking in a catering outlet and you do not have to wear a face covering outside unless you are unable to socially distance or you wish to do so.

*exceptions apply for colleagues in individual and shared office spaces and for those delivering teaching

Consideration should be made to wearing face coverings regarding:

Staff in individual offices
Occupants of shared office spaces are expected to wear face coverings unless spaced 2m apart with this distance capable of being maintained at all times. You don’t need to wear a face covering if you’re in an individual office. But you are expected to do so if you’re moving around your building or wider campus.

Frontline student service staff
Those working in areas such as hubs and information points, do not need to wear face coverings if their service desk is fitted with a transparent screen. However, they can choose to wear a face covering in addition to using the screen. Where a screen is not in place, colleagues are expected to wear a face covering or visor.

Teaching academics
Teaching colleagues will have access to a face visor and face coverings. These must be worn if moving outside of the marked 2m safe teaching zone or if it’s likely that students may come within 2m. Teaching colleagues can ask students to wear a face covering.

Colleagues in third party / host employer premises such as the NHS, should follow local policy. 

Some members of our University community are exempt from wearing face coverings. The reason may not always be obvious however, whilst not being a requirement, these members can request exemption cards or badges to highlight their exemption. Obviously, whilst we should all strive to respect everyone’s privacy.

It’s also important for us all to ensure members of our community that should be wearing face coverings are doing so. On occasions where someone is not wearing a face covering and there is no indication they have an exemption, we are therefore asking colleagues and students alike to appropriately and with empathy, point out the need to be wearing a face covering where they are. Taking collective responsibility, will help play a role in quickly establishing the correct use of face coverings, establish this as a social norm and keep the University and wider community safe.

Exemption cards and badges available for colleagues and students who choose to use one (lanyards will be available shortly) and these are available from:

· University Main Reception, Streatham Campus
· Info@St Luke’s
· Cornwall: Glasney lodge for students, ESI reception for staff
· Our campus Here2Help team (Exeter) and Marshalls (Cornwall)

“Please give me space” cards and badges are also available at the above locations.

To keep all of us safe we will continue to monitor the national picture and review face covering policy each week and will communicate any changes.

Students

Your wellbeing is extremely important to us and we would like to highlight the resources that are available to support you, if needed. This includes our self-help tool, SilverCloud and our Wellbeing Services at both our Exeter and Cornwall campuses. Also see our COVID-19 welfare webpagesNightline is available from 8pm-8am to talk or instant message.

Staff

There are a number of support services available to staff during this period. Our self-help tool, Spectrum Life, can be used to access 24/7 telephone counselling via our online portal, as well as a range of well-being resources and guides. You can also talk to your line manager if you have any queries. Also see our COVID-19 welfare webpages.

Information from Human Resources

If you or someone in your household develops symptoms, please refer to the relevant questions above. You will be eligible for a test via the Rapid Response Hub.

If you work and get paid via eClaims or the Temporary Resourcing Unit, you should notify your manager and e-Claims@exeter.ac.uk if you are unwell or unable to attend work for any reason connected to coronavirus.

If you meet the eligibility criteria, you may be eligible for Statutory Sick Pay from the first day of your illness. If you are not unwell but are self-isolating under Public Health England advice, the University will, as an exceptional measure, pay you for any work that has been agreed and scheduled. Similarly, while the University is closed for all but essential activity, you will be paid for any work which has been agreed and scheduled. Please claim any hours through the eClaims system in the normal way for your manager to approve. Where possible, arrangements will be made for you to undertake the scheduled work at home.

Postgraduate Teaching Assistants will continue to be paid if their work is cancelled or rescheduled, and should claim for their hours in the usual way via Trent. Please contact the manager who normally assigns work to you, to clarify the expectations of your role and whether you can undertake work from home.

Studies from the UK show that pregnant women are no more likely to get seriously ill from coronavirus but pregnant women have been included in the list of people at moderate risk (clinically vulnerable) as a precaution. The government guidance for the clinically vulnerable remains in place and you should ensure you continue to follow the latest government guidance for pregnant employees.

Pregnant women should follow the latest government guidance on staying alert and safe (social distancing) and avoid anyone who has symptoms suggestive of coronavirus. If you are in your third trimester (more than 28 weeks’ pregnant) you should be particularly attentive to social distancing.  The Royal College of Obstetricians and Gynaecologists online gives key advice for pregnant women during the pandemic including what to do if you get symptoms, the effects of Covid-19, vaccines and practical advice on antenatal and postnatal care during this time. If you have any additional concerns you should speak to your GP or contact Occupational Health.

Please also look at the Parents and Carers webpages for information on notifying the university that you are pregnant, maternity leave and pay and other important information.  If you have been asked to work on campus then please ensure that you complete the COVID-19 age individual vulnerability risk assessment and discuss this with your manager.

There is no evidence that pregnant women are more likely to get seriously ill from coronavirus but pregnant women have been included in the list of people at moderate risk (clinically vulnerable) as a precaution. You can find out more from the Royal College of Obstetricians and Gynaecologists online.

If you are shortly due to return from maternity leave, we look forward to welcoming you back.

You are returning to work in unprecedented times. All staff, other than essential teams are being asked to work from home. It is unlikely that you have all your equipment to be able to do so. Firstly, we would ask you to be in touch with your manager using the method you have been using during your maternity leave. We will then need to ensure you have equipment you need to work from home, please discuss this with your line manager.

To facilitate working from home the University has migrated to using “Teams.”

There are useful guides available on using tools such as Teams and Office 365. We would recommend you take a look at these and speak to your manager about any needs you might have that are not covered here.

If a member of your team is displaying symptoms of COVID-19 you should advise them to stay at home, self-isolate and request a test. They should inform the Rapid Response Hub. 

If they are on campus, ask them to leave the workplace immediately, using a face covering (if tolerable). Remind them not to touch any surfaces if possible and to strictly obey social distancing rules. If the member of staff needs to await transport home, please ensure they are isolated a good distance from other people, preferably outside until the transport arrives.

Ask the staff member to make a note of the names of those they have had close contact with whilst at work and what type of contact was involved e.g. was social distancing adhered to, were any activities carried out within 2 metres of other individuals, were there any frequent/repeated contacts? This information will help the Test and Trace process if a staff member does test positive. You should not inform the close contacts yourself as contact tracing will be followed up by PHE and the University contact tracing team. You can find out what constitutes a ‘close contact’ on our Rapid Response Hub Pages.

Keep in touch with the staff member and offer advice and support if required. Ask the member of staff to contact you once the results are known. Staff who have been at work with the person with COVID-19 symptoms are not required to take any action at this point and can remain at work until the test result is known.

If the staff member has developed symptoms while at work within the 48 hours before symptom onset, contact the cleaning team via facilitiesmanagement@exeter.ac.uk and arrange for the cleaning team to respond. Managers/Supervisors should identify the particular work area that has been used.

If a member of your team subsequently receives a negative test result for COVID-19, the staff member can safely return to work if:

  • symptoms are gone and they are feeling well to work
  • no-one else in their household has tested positive or is displaying symptoms of COVID-19

Where appropriate, you may wish to reassure other staff members in your team that there are no positive cases in your area.

In the event that a member of staff in your team tests positive, PHE will liaise with the University, yourself and the member of staff affected to develop a plan for tracing. You may need to keep staff informed about COVID-19 cases among colleagues or students. However, you should not name the person or provide any information that could identify the person. If a staff member or student is at risk because of close contact with the positive case, then they will be notified to self-isolate by the NHS Test and Trace service.

Any member of staff who has had close contact or is working in the same cohort/bubble, will be required to stay at home and self-isolate for 14 days and get tested if they develop symptoms. Staff who have been defined as close contacts who are now required to self-isolate do not need to alert their close contacts. Contacts of close contacts do not need to self-isolate unless they develop symptoms.

If the staff member feels well enough, they may choose to continue to work from home during self-isolation if this is possible. Guidance for Managers and Staff on Absence and Pay arrangements related to coronavirus can be found here.

You should also contact the cleaning team via facilitiesmanagement@exeter.ac.uk for a full clean if the staff member has been in the work area in the 48 hours before symptom onset. The manager/supervisor should inform the cleaning team if the staff member has tested positive for coronavirus. The area should be kept isolated until it has been cleaned.

When the individual is ready to return to work, discuss with them whether the illness has resulted in any post viral health issues that might require reasonable adjustments to work arrangements. If so, you should consider whether a referral to Occupational Health is required; the HR Advisor Team can facilitate management referrals.

The Department for Education has advised that Higher Education staff in England are classed as ‘critical workers’ and therefore children of university staff are eligible to attend school for face-to-face teaching, regardless of whether colleagues are working on campus or from home.

The University has prepared a letter for staff that can be presented to schools to confirm their status as a critical worker, and allow their child/children to attend school in person. We also recommend that colleagues provide a copy of their staff ID card as additional proof of their employment and critical worker status. Please note you will be required to log into the HR webpages using single sign on, the letter can be found at the bottom of the 'forms and templates' webpage under the heading 'Critical worker letter'.

If the school requires further information or is unable to accommodate the request please contact humanresources@exeter.ac.uk.

We understand how unsettling the current situation can be for everyone, and especially those colleagues with caring responsibilities. Please keep in touch with your manager if you have any queries or concerns, and also see our webpage with information on exceptional arrangements for staff to take paid emergency leave.

Travel and transport

Access to our campuses remains restricted so please do not travel to campus unless you are authorised to do so by your Service Director, Director of College Operations or Pro-Vice-Chancellor. Our plan to reopen our campuses safely and in accordance with government advice includes measures to help protect our staff including continued working from home, allowing staggered start and finish times so that staff can travel at less congested times, and the implementation of social distancing measures for those at work. If you are authorised to return to work, you should speak to your line manager to review working times which work best for you and your team's requirements.  Safer travel guidance is available online

Face coverings must be worn on public transport.

In Cornwall, the First Bus will be increasing the frequency of its service. Please check the timetable for details.

In Exeter, the Stagecoach D bus has re-branded as the Uni bus with a significantly enhanced frequency Please check the timetable for details.

You can find more information on our Coming to Campus webpage.

Colleagues with current valid parking permits (Exeter):

Due to the COVID-19 pandemic parking charges through salary deduction and payment at parking meters were suspended in March and, because many colleagues are still working from home, we’ve taken the decision to delay the re-introduction of staff parking charges on our Exeter campuses until 2 January 2021.

All Exeter-based colleagues:

To support colleagues who do not meet the eligibility criteria for a parking permit, and where access onto either Exeter campus is challenging via public transport, a Temporary Authority to Park permit can be requested and will be valid between the 21 September and 31 December 2020. It will only be valid for one car and can be requested on a first come, first served basis - dependent on available parking spaces. To request a Temporary Authority to Park permit please email: carparking@exeter.ac.uk

To gauge future demand on parking, each member of staff who has a parking permit will be written to ascertain their future expectations on what their working pattern will be i.e. potentially moving away from an annual permit to an Authority to Park permit.

All permits will need to be displayed within the vehicle and all colleagues must park within a designated parking bay. Parking Attendants will be on both Exeter campuses enforcing correct parking behaviours.

We expect fewer colleagues will be driving to campus at the same time and therefore do not anticipate demand for parking spaces to exceed supply. We’re also looking at options for increased showers and storage for those who would like to walk or cycle.

Colleagues with current valid parking permits (Penryn):

At Penryn Campus parking charges through salary deduction and payment on exit were suspended in March. The 2020/21 car parking policy came into operation on 1 September and parking charges have been reinstated. The Car Park Permit Portal is now open for applications for the new Academic Year. Please refer to the policy to check eligibility criteria, permit pricing, daily parking charges and other parking-related information.

Car Park A and Glasney permits are no longer available; all staff will be required to park in the main car parks beyond the barriers. All permits will be processed electronically and no physical permits will be provided. For any questions or concerns, please contact: carparking@fxplus.ac.uk.

To ensure parity between campuses, those paying for parking in Penryn – either via a permit or payment on exit – will be reimbursed for charges incurred between 1 September and 2 January. Please retain proof of payment. The process will be confirmed within the coming days.

All colleagues:

We expect fewer colleagues will be driving to campus at the same time and therefore do not anticipate demand on parking spaces to exceed supply. We’re also looking at options for increased showers and storage for those who would like to walk or cycle.

You can read about this, and more travel information, on our Coming to Campus webpage.

 

Please note that during the period of national restrictions in England from Tuesday 5 January 2021, you can only travel internationally – or within the UK – where you first have a legally permitted reason to leave home. In addition, you should consider the public health advice in the country you are visiting.

For staff and postgraduate research students

The impact of the pandemic on international travel is unpredictable and fast moving. The government has made clear that travel for study, research or teaching may currently go ahead where it is essential. The University is constantly reviewing its provision on travel in alignment to contemporary guidance. To ensure that travellers are insured, and that we are able to locate and support impacted travellers should an incident occur, the below processes must be followed for UK and international travel:

The University position on the type of travel considered essential is set out within the essential travel principles, including guidance on the trip approval pathways. There can be differences between the type of travel that the UK Government classes as essential, and the type of travel that the receiving destination classes as essential. You must check the London Embassy and FCDO guidance for your destination country as a minimum to limit the risk of arriving and being denied entry. There will be no insurance cover in place for a forced return due to non-compliance with a public available entry policy, and any associated unrecoverable costs will fall to the travellers budget. This check must be documented in your risk assessment, and reviewed regularly up to your departure date. Note that travel is not permitted until the approval processes have been completed, and for international travel, where insurance has been confirmed. Our insurer has made this a condition of cover being provided. Bookings must not be made until cover has been confirmed to you.

All travel bookings should be made via the University travel partners, Click Travel or Key Travel. This provides the following benefits:

  • A central data store of trips based on accurate data, allowing fast location and support of individuals impacted by an incident
  • Reporting on carbon footprint without the traveller having to take any additional action
  • Provision of travel alert data with a direct impact on travellers to the University and to the traveller

Note: If you are unable to book via the travel partners, due to the loss of the reporting capability detailed above, you will be required to provide the full detail of your trip for central recording within your college or service. This includes (not exhaustive) travel dates, locations, and travel method and class.

Note that the essential travel principles will remain in place post COVID-19, and have been developed to support the University’s Green Recovery commitments. An International Travel Coronavirus Risk Assessment must be completed and approved. Note that an In-Country version also exists for travel within the country that you are based in (including the UK): In-Country Risk Assessment

For staff responsible for authorising travel

Please check to ensure that the trip is aligned to the University essential travel principles. This also defines the level of approval required. The risk assessment should be reviewed for assurance that the mitigations identified manage the risk to a reasonable and acceptable level. Note that if the destination location is not within the FCDO exempt countries list, Director level approval will be required regardless of other current restrictions. Confirmation of whether the booking is to be made via Click Travel or Key travel should be included within the approval process. If the booking is to be made via an alternative provider, you must ensure that a central record is held within your college or service, based on accurate trip data and travel method and class. This information may be called upon in the event of an incident, to identify and support impacted travellers.

All approvals should include a statement from the approver confirming they agree that: (a) the travel is essential and can’t be deferred without serious detriment, and (b) the controls within the risk assessment are considered to be appropriate. Note that this should include the risk of unrecoverable costs due to refusal of entry to a destination location due to publicly available restrictions of the Government of that location.

For international travel only, the relevant approval and completed and fully approved risk assessment should be sent to insurance@exeter.ac.uk. This is the final stage of the approval process, where confirmation is sought that insurance cover can be placed. No bookings should be made until this confirmation has been provided.

For UK/In Country travel, the insurance step is not required, and booking can be made based on the risk assessment and approval only.

For undergraduate and postgraduate taught students

Fieldtrips and Undergraduate Study and Work Abroad placements may only go ahead where they are deemed to be essential. Those organising or supporting this activity must be aware of current restrictions. It is important that students understand that there will be no insurance cover for cancellation or curtailment if this is caused by Government (local, national or international) imposed travel restrictions. Therefore we strongly advise purchase of flexible ticket options to limit financial losses.

Provided you have completed the online travel insurance form to register for the University of Exeter travel insurance policy, a claim may be considered by insurers if:

The FCO advice on travel to your destination changed to advise against all travel, both after the date of booking travel and after the date that the trip was registered for insurance.

If an event which you were due to attend was cancelled by the organisers as a result of Coronavirus prior to your departure, provided you are able to provide documentation and a claim form demonstrating the full circumstances of the situation, a claim can be presented to Insurers for their consideration.

If a University (College or Directorate) decision has been made to cancel a trip to a location for which the FCO advised against travel after the date that the trip booking was made, then a claim for the cost incurred to the University can be submitted to the travel insurers for their consideration.

How to claim

A claim form will need to be completed and returned with the required supporting documentation to the insurance office for onward transmission to the insurer for their consideration:

http://www.exeter.ac.uk/cgr/insuranceauditandrisk/insurancepolicies/travel/claims/

Please note we cannot guarantee that a claim will be successful as this decision rests with the travel insurer based on the circumstances of the loss at the time, and in relation to the travel insurance policy documentation. We will of course do everything that we can to ensure that genuine claims are successful.

Exclusions where claims will not be available

If a decision has been taken not to travel to a country where the FCO (at the time of the trip) had not advised against all travel or all but essential travel, the Insurers will not consider a claim, as this is considered to be disinclination to travel.

There is a standard exclusion on our travel insurance policy that claims arising from government directives are excluded by the policy. Therefore if any Government, including the UK or destination countries implement travel bans that cause the cancellation or curtailment of a trip, cover will not be in place to reimburse costs incurred.

Future travel

If a trip was booked prior to any advice against travel to the destination by the FCO, a claim may be made as set out above.
For trips booked now for future dates, it is unlikely that financial losses other than emergency medical expenses will be covered by the Travel Insurers. Please see FAQ 'I’m planning on travelling abroad for work/study, what do I need to do?' for more detail if you are planning a future trip.

Updates and actions

Please go the Research Toolkit to read further guidance from our main research funders and frequently asked questions.

We also have useful information for PGRs from the Doctoral College, this is available online.

The various works on our campus, undertaken by the University and our partners, are continuing in accordance with the most recent Government advice.

The Government has advised that construction activities can continue, provided contractors comply with social distancing requirements and enhanced cleaning measures. All contractors who continue to operate on campus are following the recently published Site Operating Procedures from the Construction Leadership Council.

The University is working closely with our partners to ensure this guidance is followed, and we are putting into place additional measures as appropriate. We are monitoring the situation as it evolves and will provide any further updates here.

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