Managing access to work on campus

The University is following the Scottish Government Phase 3 advice regarding phased return to work.

The Scottish Government default position remains that people should continue to work from home, so far as they can. 

The needs of units across the University vary and so University policy is for local line managers to plan which staff/PGRs need to be on campus to carry out required work.  The overall Campus Access Protocol is described here:

A Managers’ Guide is available to support this process:

Heads of Unit are expected to support and monitor working arrangements within their area of responsibility to ensure that staff/PGRs are present on campus only when this is required.  Where staff/PGRs don’t have to be on campus for all of their working time, attendance can be managed through a rota system or through flexible, needs-based attendance patterns.

The aim is not to prevent campus access in situations where this is required to allow the University to operate effectively, but to make sure that access is positively managed to ensure that occupancy limits and physical distancing requirements are not compromised through overcrowding.

Working from home remains the default option in all cases where work can be effectively carried out remotely.  Computer-based work, virtual meetings and some on-line teaching will typically fall into this category although the standard of work environment and IT facilities available should be discussed and taken into account by managers in agreeing decisions about individual work patterns.

Some examples of activities that may justify working on campus are provided below.  These are examples only and are not intended to exclude other valid reasons for working on campus that managers, staff or students may identify.  These do not guarantee an automatic right of access, but are provided as a guide for managers, staff and students to help in judging when access and on site working is appropriate.

Common reasons for working on campus could include:

  • Undertaking activities associated with management of the campus infrastructure, including maintenance, security, cleaning and safety duties.
  • Undertaking practical work that can only be undertaken when physically present on campus. This is a broad category and may include supervising staff or student activities, using equipment that is only available on site such as printers, workshop or lab equipment or undertaking tasks such as animal husbandry and veterinary care activities etc.  
  • Accessing reference materials, records or other essential work materials that are only available on campus.
  • Delivering teaching on campus or preparing areas for teaching activity. Subject to line manager agreement, this may include preparation and delivery of elements of online learning where use of campus IT facilities are required to do this effectively. (e.g. where home WiFi or IT facilities are inadequate)
  • Providing in person academic or pastoral support to students.
  • Providing support to student activities and events, including management of sports facilities and student residences.
  • Undertaking lab or workshop based research, or providing physical support to these activities.

Where staff/PGRs need to be present on campus for one of the practical reasons above, line management and individuals should agree specific arrangements on the type of work be carried out on campus and the campus attendance patterns to be followed.  There should also be clarity on which work will be performed remotely. 

Where staff, or students, who are within the Government-defined ‘clinically vulnerable’ categories have to work on campus the arrangements for this should be considered carefully and in consultation with the individual who may need adjustments to travel arrangements, working times or on-site working arrangements on-site to ensure that they are protected to the best of our ability. (See Managers’ Guide)

For the time being, the majority of staff will continue to work some or all of the time remotely or from home. This may be challenging in terms of their wellbeing or practical arrangements.  Where this is the case managers should continue to provide support to address these concerns, which could include some access to Campus. Further guidance and support can be found on the team UofG pages or from local HR teams.

Finally, where staff or students need to travel to campus they should follow Scottish Government advice by walking, cycling or using private transport. You should only share a vehicle with those from your household or extended household if you have no other option, in which case you should follow the safe travel guidance at the Transport Scotland website which provides advice on how to share vehicles safely

 https://www.transport.gov.scot/coronavirus-covid-19/transport-transition-plan/advice-on-how-to-travel-safely

All work on campus is subject to physical distancing requirements and occupancy limits in buildings. Face coverings must also be worn in accordance with any University or national requirements in force at the time.