Information for Staff
- COVID-19: People and Culture guidance
- Vaccinations
- On-Campus Walk-in Covid-19 Vaccination Clinics
- Mitigation measures in place on campus
- Social distancing on campus
- Face coverings on campus
- Sickness absence
- University travel insurance
- Information and guidance from the Estates Directorate
- Staff Wellbeing and Support
- Covid-19 Information and updates
COVID-19: People and Culture guidance
For HR guidance for managers and staff relating to COVID-19, including information on the Agile Working Pilot, please visit the People and Culture website.
Vaccinations
Vaccination offers the most effective way to protect against serious illness from Covid and we are strongly encouraging all students and staff to get vaccinated as soon as possible and to come forward for your booster as soon as you are eligible. Remember to download the COVIDcertNI app and apply for your vaccination certificate.
-
Where can I find information on the Northern Ireland COVID-19 Vaccination Programme?
We strongly encourage all staff and students to take up the vaccine.
The more of us who are vaccinated the more it helps reduce transmission and the health consequences if you do catch the virus.
Information on the Northern Ireland COVID-19 Vaccination Programme is available on the NI Direct website.
You can book your vaccination online.
- Can international staff get a vaccine in the UK?
We strongly encourage all staff and students to take up the vaccine. The more of us who are vaccinated the more it helps reduce transmission and the health consequences if you do catch the virus.
All eligible adults (and some younger age groups) can get vaccinated. You do not have to be registered with a GP.
Information on the Northern Ireland COVID-19 Vaccination Programme is available on the NI Direct website.
You can book your vaccination online.
Registering with a GP
We also recommend that, if you have not done so already, that you register with a GP.
For information on how to register with a GP, please visit the MyQueen’s site.
- Getting vaccinated in Northern Ireland
We strongly encourage all staff and students to take up the vaccine.
The more of us who are vaccinated the more it helps reduce transmission and the health consequences if you do catch the virus.
Information on the Northern Ireland Covid Vaccination Programme is available on the NI Direct website.You can book your vaccination online.
Just bring your photographic ID and proof of address (for example, a bill or letter from the University).
- Getting vaccinated in England, Scotland or Wales
We strongly encourage all staff and students to take up the vaccine. The more of us who are vaccinated the more it helps reduce transmission and the health consequences if you do catch the virus.
Find information on how to arrange an appointment or access a walk-in vaccination centre in England, Scotland or Wales:
- Are vaccinations mandatory for staff and students?
We strongly encourage all staff and students to take up the vaccine; however, it is not mandatory.
However, the more of us who are vaccinated the more it helps reduce transmission and the health consequences if you do catch the virus. It is therefore important to get vaccinated as soon as possible.
On-Campus Walk-in Covid-19 Vaccination Clinics
Queen's is working with the Belfast Health and Social Care Trust to support and encourage all within our University community to get vaccinated against COVID-19.
-
What are the opening hours and locations for on-campus walk-in vaccination centres at Queen's?
View the schedule for on-campus walk-in vaccination clinics at Queen's.
No appointment necessary. Just bring your photographic ID and proof of address (for example, a bill or letter from the University).
Mitigation measures in place on campus
-
What mitigation measures are in place on campus?
As always, the safety and wellbeing of our students and staff remains our first priority and all the necessary measures are in place on campus.
Students and staff must adhere to University and public health guidance regarding Covid-19, taking personal responsibility to ensure that transmission is minimised.
A range of safety measures and precautions are in place on campus:
- On-campus vaccinations: Vaccination offers the most effective way to protect against serious illness from Covid-19 and we are encouraging all staff and students, who have not already done so, to register for vaccination as soon as possible. Queen's is working with the Belfast Health and Social Care Trust and the Public Health Agency to support and encourage students to get vaccinated against COVID-19. To make this as easy as possible, we have arranged on-campus walk- in vaccination centres for anyone who is not fully vaccinated.
- Ventilation: We have a range of ventilation protocols in place on campus. This includes mechanical ventilation, natural ventilation or a combination of mechanical and natural ventilation.
- Social distancing: While legal restrictions regarding the requirement to socially distance have been removed and replaced with guidance, the University would encourage everyone to continue to keep their distance as much as possible when moving around campus.
- Face-coverings: While legal restrictions regarding the wearing of face coverings have been removed and replaced with guidance, the University would encourage everyone to continue to wear a face covering when moving around the office space, traversing corridors and stairwells, and using lifts. By wearing a face covering, you are showing your support and consideration for others together with playing your part to limit the transmission of the virus.
- Signage and one-way systems: There is no longer a requirement to follow signage displayed regarding one-way systems, priority access, capacity numbers etc.
- Hygiene: Hand sanitiser and sanitising wipes are available across the campus. A number of external hand-washing stations are also available. Staff and students are encouraged to make use of these before entry to the building.
- Contact tracing: Download the StopCovidNI app.
- What mitigation measures are in place in teaching spaces?
As always, the safety and wellbeing of our students and staff remains our first priority and all the necessary mitigation measures are in place on campus.
- Vaccination offers the most effective way to protect against serious illness from Covid-19 and we are encouraging all staff and students, who have not already done so, to register for vaccination as soon as possible.
- Face coverings: While legal restrictions regarding the wearing of face coverings have been removed and replaced with guidance, the University would encourage all students to continue to wear a face covering during teaching sessions and when circulating around campus buildings including corridors and communal spaces. By wearing a face covering, you are showing your support and consideration for others together with playing your part to limit transmission of the virus.
- Cleaning: An enhanced cleaning regime is in place for teaching spaces.
- Hygiene supplies: Hand sanitiser and wipes are provided in teaching spaces.
- Scheduling: For larger teaching sessions, lecturers or tutors are encouraged to schedule the beginning and the end of the session to allow time for students to enter and exit in an orderly manner.
- Social distancing: While legal restrictions regarding the requirement to socially distance have been removed and replaced with guidance, the University would encourage everyone to continue to keep their distance as much as possible when moving around campus.
- Contact tracing: Download the StopCovidNI app.
- Ventilation: All lecture theatres, teaching spaces and laboratories on the campus are able to ventilated using mechanical ventilation, natural ventilation or a combination of mechanical and natural ventilation.
To support this, University heating systems will be carefully monitored and configured to help keep ambient temperatures comfortable for students and staff in naturally ventilated spaces during the winter months. When deciding what to wear on campus, we encourage you to consider that spaces will be ventilated.
- If I have symptoms, am awaiting test results or am required to self-isolate, should I conduct face-to-face teaching?
No. Do not conduct or attend face-to-face teaching if you:
- have symptoms
- are awaiting test results
- have tested positive
- are required to self-isolate.
- What steps should I be taking to help protect myself and others and reduce the spread of Covid-19?
-
It makes sense to practice good hygiene and follow public health guidance on how to help prevent the spread.
- Vaccination offers the most effective way to protect against serious illness from COVID-19 and we are encouraging all staff and students, who have not already done so, to register for vaccination as soon as possible.
- Download the StopCovidNI app.
- All staff and students should continue to follow the latest public health and University guidance and continue to adhere to protective measures and sensible precautions to suppress COVID-19.
- Immediately self-isolate if you develop symptoms / test positive.
Please continue to:
- Wash your hands regularly
- Cover coughs and sneezes
- Practice social distancing
- Wear face coverings
- Regularly review Queen's FAQs for staff and students and follow advice published on the the NI Direct website and the PHA website.
Your wellbeing is the University’s first priority. Please do not let any concerns about your work or studies stop you taking this advice.
-
- What mitigations are in place in offices?
The following will apply to all office areas:
- Staff are encouraged to wear a face covering when moving around general office areas but this can be removed once seated.
- Where possible or preferred, minimise close interaction (<1m) with colleagues.
- In naturally ventilated areas, windows and door(s) should be kept fully / partially open, where possible, or regularly opened during the working day.
- Regularly sanitise shared surfaces that are frequently touched as they can increase the risk of infection.
-
How can staff facilitate an orderly entrance and exit from the teaching space?
For larger teaching sessions, staff are encouraged to schedule sessions to allow a longer time period at the beginning and at the end of the session to facilitate an orderly entrance and exit from the teaching space.
- What do mechanical, manual (natural) and combined (both mechanical and manual) ventilation mean for me and what do I need to do?
All lecture theatres, teaching spaces and laboratories on the campus are able to be ventilated in a number of different ways:
- Mechanically ventilated.
- Naturally ventilated where air changes occur through the opening of windows and doors.
- Or a combination of mechanical and natural ventilation.
The current University estate complies with the standards of The Workplace (Health, Safety and Welfare) Regulations (Northern Ireland) 1993.
In line with Health and Safety Executive Northern Ireland (HSENI) guidance, a ventilation survey of teaching spaces has been undertaken, with risk assessments for these areas updated as necessary.
In mechanically ventilated rooms, normal capacities have been measured against ventilation requirements and modified, where applicable, to maintain adequate ventilation levels.
For rooms within categories (2) and (3) above, taking on board recommendations from the HSENI, adequate ventilation can be achieved by:
- Regular opening of windows and doors throughout the working day. For example, at the beginning/end of the teaching session.
And/or:
- Leaving, fully or partially, window(s)/door(s) open, where possible, throughout the working day.
To support the above, University heating systems will be carefully monitored and configured to help keep ambient temperatures comfortable for students and staff. When deciding what to wear on campus, we encourage you to consider that spaces will be ventilated.
Several portable air filtration units have been deployed strategically across campus in locations where they will have maximum impact. The main benefit will be reducing, but not removing, the need to naturally ventilate some rooms.
University heating systems will be carefully monitored and configured to help keep ambient temperatures comfortable for staff and students in naturally ventilated spaces during the winter months. When deciding what to wear on campus, we encourage you to consider that spaces will be ventilated.
Social distancing on campus
-
What are the requirements for social distancing for staff and students?
While legal restrictions regarding the requirement to socially distance have been removed and replaced with guidance, the University would encourage everyone to continue to keep their distance as much as possible when moving around campus, in teaching spaces and office areas.
The requirement to have defined distances between colleagues’ workstations has been removed. This means that rooms are at normal occupancy capacity and the temporary ‘one-way’ requirements and other signage have been removed. However, when working on campus, colleagues are encouraged to be respectful of one another and maintain social distancing where possible.
- Some teaching spaces have signage indicating social distancing in seating arrangements. Do students need to follow this signage?
No. For now, students are free to sit on any seat regardless of signage and we will advise staff and students if this changes.
In some teaching spaces, you will notice that we have signage in place which will only be used if the Public Health Authority ask universities and colleges to implement increased social distancing. We have done this in advance to minimise disruption to your teaching should we have to make this change at short notice.
Face coverings on campus
-
Are staff and students required to wear face coverings on campus?
While legal restrictions regarding the wearing of face coverings have been removed and replaced with guidance, the University would encourage all staff and students to continue to wear a face covering when moving around the office space, traversing corridors and stairwells, and using lifts.
By wearing a face covering, you are showing your support and consideration for others together with playing your part to limit the transmission of the virus.
- What is the guidance on face coverings in Northern Ireland?
The NI Executive have provided guidance regarding the use of face coverings here and you are asked to familiarise yourself with this guidance.
-
How will I know if there are hearing impaired students in my class?
If a student with a hearing impairment is registered with disability services this will be on their Individual Student Support Agreement (ISSA).
For all new students being assessed for the first time, Disability Services are putting a specific line in the ISSA to advise on the use of appropriate face coverings, where they are being used in a teaching setting.
New ISSAs are completed throughout the first semester and the Disability Services team have been working since A-Level results were confirmed to assess incoming students but the volumes of students means this takes time. They are working on it as fast as they can.
For returning students who have hearing impairments but with older ISSAs they may take longer to update as we naturally need to focus on new students – but their ISSA will confirm to you that they have a hearing impairment and therefore you can assume the same adjustments are necessary.
- How do I get a visor for teaching?
It is important to be mindful that face coverings can pose a challenge to individuals with Hearing Impairment who rely on lip reading and facial expression to communicate. It is recommended that staff use face visors / transparent face coverings that ensure accessibility and inclusion for individuals with hearing impairment.
Contact the University Safety Service (safety@qub.ac.uk) if you require a face visor / transparent face covering.
Sickness absence
-
Reporting absences from work
Staff should follow the usual Sickness Absence Procedure for reporting and managing absences from work due to self-isolation in relation to COVID-19. You can find information on getting an isolation note on the NHS website.
- Sickness absence procedure for students
Students should follow the normal procedure for reporting sickness absences from study due to COVID-19.
Regulations for Students 5.11 states that students must inform the relevant School Office of absence due to illness within three working days of returning to studies. Medical evidence will be required for absence longer than five working days.
If a student is absent from campus due to self-isolation but well enough to continue with their studies, they do not need to report sickness absence but should advise their School that they are not able to attend in person. Students have been advised that Schools will do what they can to support students who are well enough to study while isolating.
- guidance for staff with symptoms of a respiratory infection, including COVID-19.
If you have symptoms of a respiratory infection, including COVID-19, you should stay at home and avoid contact with other people. In Northern Ireland, COVID-19 testing is no longer recommended for most people if they develop symptoms, though testing is advised for some specific groups.
If you have symptoms of any respiratory infection, including COVID-19, and don’t feel well enough to work, you should follow our usual Sickness Absence Procedure, which provides a consistent, fair and effective way of managing absences from work, covering areas such as notifying your manager when sick; return to work; monitoring absence; absence thresholds; and support available to employees and managers.
If you have symptoms of any respiratory infection, including COVID-19, and you are well enough to work from home and can do so, you should speak to your line manager and agree to work from home until your symptoms have cleared. If it is not possible to carry out your work remotely, you should follow our usual Sickness Absence Procedure.
For staff in those specific groups where testing is still recommended, if you test positive, you should stay at home for five days after the last positive test, or from the day when symptoms started – whichever is earlier. As set out above, if you are well enough to work from home, you should speak to your line manager and agree to work from home if you can. If you are not well enough or not able to work from home, you should follow our usual Sickness Absence Procedure.
University travel insurance
For University travel insurance information, please visit the Finance Directorate website.
Information and guidance from the Estates Directorate
For guidance from the Estates Directorate, visit the Estates Directorate website.
Staff Wellbeing and Support
-
I’m feeling anxious about Covid-19. Who can I talk to for support?
If you are feeling anxious, you can contact Inspire, the University’s confidential employee assistance programme, or talk to your line manager.
For more information about how you can take care of your mental health and wellbeing during the Covid-19 pandemic, please visit our Staff Wellbeing page.
- What support can I get from Inspire, the University’s confidential Employee Assistance Programme provider?
Inspire can provide you with advice on a range of topics, and, if needed, will also provide counselling support. This service is completely confidential, available 24/7 and is free of charge to all employees.
Staff can call the Freephone number 0800 389 5362 at any time of the day or night, seven days a week.
Some of the areas Inspire can help with are listed below - but this list is not exhaustive so please call no matter what you need advice/support on:
- addiction
- anxiety or depression
- bereavement
- bullying and harassment
- debt problems
- employment concerns
- experience of a traumatic event
- family worries
- personal relationship problems
- stress
They have also developed an online platform, which provides a wealth of online wellbeing resources for you to access and read at your own pace. Please click here for more information.
- Where can I find Staff Wellbeing information and events?
For staff wellbeing information and events, please visit the People and Culture website.
Covid-19 Information and updates
-
Where can I find the latest information and updates?
To help keep you up-to-date with the latest information and updates, we continue to regularly update information provided on this COVID-19 (Coronavirus) FAQs website.
Please continue to regularly check the following websites for the latest updates and guidance:
- Where can I access health guidance in relation to COVID-19 (Coronavirus)?
- Further information
- Coronavirus (COVID-19) – Useful Contacts