STAFF ACCESS OVER UNIVERSITY CHRISTMAS SHUT DOWN

Dear Colleague 

As you are aware the University will close on Friday 18 December and, with the exception of the Library which has separate arrangements, the campus will shut down for the Christmas break, reopening on Monday 4 January 2021. 

Whilst the vast majority of staff do not require access to University buildings over this period of time, we do appreciate that a small number of researchers and staff may feel they need to access a limited number of rooms or areas to carry out essential pieces of work. Given the additional risks and pressures on other staff during this challenging time, you are strongly advised to consider if access is essential and if possible make whatever arrangements are necessary so that it can be avoided. 

If access is deemed essential, Estates and Facilities wish to provide the highest level of customer service over the Christmas/New Year period. The primary consideration is the safety and welfare of any staff who do need access and the security of our buildings during the close down. 

During the on-going coronavirus situation those intending to access the campus during the shutdown will need to ensure the access is authorised by the Dean or Head of Service. 

Additionally, access periods must be covered under the relevant COVID-19 risk assessment and method statement (RAMS) as part of securing their authorisation. 

The lead representatives for RAMS within the academic schools are: - 

• Natasha Reed (Applied Sciences) 
• Stephen Calcutt (Art, Design and Architecture) 
• Darren Sugden and Ian Garwood (Computing and Engineering) 
• Allison Barnes (Education and Professional Development) 
• Emi Chui (Huddersfield Business School) 
• Kevin Riley and Andrew Bairstow (Human and Health Sciences) 
• Kuldip Singh (Music, Humanities and Media)  

The RAMS supplement existing risk assessment arrangements for on-campus activities undertaken during the shutdown period. 

It is essential that the names of any staff who do need access are provided on the attached form to Martin Falsey, Security Services Manager, by no later than 5pm on Friday 11 December. You will also need to provide details of the buildings and locations for which access is required and all potential dates and attendance times, please. 

As buildings will be locked down and alarmed, staff requiring access will need to report to the Security Hub, Main Reception, Harold Wilson Building, which will be staffed 24 hours/day over the shutdown period. Security staff will arrange for them to sign in and then provide access to the building required. Staff must also report to Security when they leave to sign out, so that Security know they have safely left the building and it can be locked and alarmed. Staff lone working in buildings for periods of time should also maintain telephone contact with Security to let them know they are ok. 

It is very important that managers who are authorising working over the shutdown period do take the time to provide the information required. If staff arrive at the University and this has not been arranged in advance Security Staff will be instructed to refuse access. Any disputes may lead to managers on the Emergency Contacts list being contacted at home, and we would very much like to avoid this happening. 

Many thanks in anticipation for your understanding and assistance in helping Security Services offer the best possible service over the Christmas and New Year holiday period. 

Kind regards 

Heather Kerrick 

Assistant Director, Estates and Facilities