Information for Staff
This page includes FAQs in relation to:
- COVID-19: Information and updates
- Working on campus
- Education delivery
- Research
- Test and Trace in Northern Ireland
- If you develop COVID-19 symptoms
- University COVID Response Team (UCRT) – On Campus Close Contact Identification / tracing
- Self-isolation
- Face coverings
- People and Culture guidance
- Staff wellbeing and support
- Information and guidance from the Estates Directorate
- Travel
IMPORTANT: If you are a student or member of staff and are either:
- self-isolating or
- have developed symptoms or
- have received a positive test
Please inform the University here.
Covid-19 Information and updates
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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.
This is an evolving situation and staff and students are asked to continue to visit and regularly check the following websites for the latest updates and guidance:
- Where can I access health advice in relation to COVID-19 (Coronavirus)?
Please follow advice published on the PHA website.
Northern Ireland now has full access to the NHS 111 helpline service on coronavirus. Callers should press 1 when they are advised. This service is provided in Northern Ireland solely for coronavirus guidance and not for other conditions.
In the case of medical emergency, call 999.
- What precautions should I be taking?
It makes sense to practice good hygiene and follow advice published on the PHA website.
Please remember these three simple steps:
- Download the app
- Immediately self-isolate if you develop symptoms / test positive
- Inform the University if you receive a positive test, have developed symptoms or are self-isolating via our dedicated online platform.
There are other steps we should all be taking on a daily basis. Please continue to:
- Wash your hands regularly
- Cover coughs and sneezes
- Practice social distancing
- Wear a face covering if 2 metres social distancing cannot be maintained
- Follow the latest public health agency advice
- Review Queen's FAQs for staff and students
Your wellbeing is the University’s first priority. Please do not let any concerns about your work or studies stop you taking this advice.
VIDEO: Dr. Conor Bamford reminds us how the virus spreads and the key things we should all remember.
- How can I play my part in preventing the spread of the virus on campus?
- Are the University’s campus and facilities still open?
Are the University’s campus and facilities still open?
On 14 October the NI Executive advised Northern Ireland Universities and further education institutions to deliver online learning as much as possible. In line with this announcement, we will now maximise digital delivery for the rest of the semester, with face to face learning only taking place where it is an essential and unavoidable element of the course.
The University will, however, continue to offer many services and the following facilities will remain open, with strict social distancing and safety measures being applied.
- Queen’s Accommodation
- Physical Education Centre for individual exercise
- McClay Library
- Graduate School
- Student Guidance Centre
- Students’ Union (inc. Advice SU, Student Representation, Clubs & Societies and other services)
- The Welcome Centre
The University will keep the availability of all of these services and facilities under constant review. Other services and activities such as cafes and restaurants (other than for take-away) and team sports will not be possible for the next four weeks. All students living in University accommodation will continue to be fully supported and we would encourage students to remain in their accommodation if they wish to do so.
Working on campus
Many staff are now working on campus, carrying out essential services, whilst other staff who can fulfil their roles remotely are working from home. Any decisions regarding whether or not a member of staff should be working from home or on campus should be made with reference to the following guidance:
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Read more
- ‘Return To Campus: A Framework’
- The Manager’s Guide, which provides more detailed information to support managers in how to apply this framework, make localised decisions and support their teams through the transition
- Return to Campus Guidance produced by Safety Services
- Public Health Agency guidance
- The NI Executive’s ‘Pathway to Recovery’
- Flexible Working and Work Allocation principles and further details on the progress of the Staff Survey Working Groups - available on the People and Culture website
- The University's COVID-19 FAQs
Further information is available on the People and Culture website.
Education delivery
On 14 October, the NI Executive advised Northern Ireland Universities and further education institutions to deliver online learning as much as possible. In line with this announcement, the University will now maximise digital delivery for the rest of the first semester, with face to face learning only taking place where it is an essential and unavoidable element of the course.
The University remains committed to face to face teaching and believes that it can be delivered safely. We therefore intend to return to a connected learning model with a greater proportion of teaching delivered face to face in the second semester.
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What safety measures are being put in place in teaching spaces to protect staff and students during face-to-face teaching?
The Safety Services Team have conducted a risk assessment of teaching spaces and the necessary safety measures have been/are being applied. These are detailed on the Safety Services website here.
In summary:
- Students are required to wear face coverings during teaching.
- Students are expected to maintain a minimum of 1m physical distance between each other. Furniture has been reconfigured to support this.
- Students are expected to maintain a minimum of 2m physical distance between themselves and the member of staff. Teaching rooms have been reconfigured to support this, including the use of floor markings.
- Staff who wish to wear a face covering during teaching are advised to use a visor both for comfort and for accessibility reasons. This may be particularly necessary for students with impaired hearing.
- Enhanced daily cleaning of teaching spaces.
- Timetabling adjusted to allow for 20 min changeover time between classes to allow safe transition.
- Provision of sanitising wipes to encourage wiping down of surfaces and frequent touch points.
- Provision of hand sanitiser at points of entry/exit from teaching areas.
- How do I get a visor for teaching?
It is important to be mindful that face covers 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 visors that ensure accessibility and inclusion for individuals with hearing impairment.
Further guidance on the wearing of face coverings with clear panels can be found on the Action On Hearing Loss website in the section “Clear Face Coverings for the General Public”.
All Schools and Directorates are scoping and purchasing equipment needed to carry out core duties. Therefore you need to raise this with your line manager as part of any return to campus discussions.
- How do I deliver my lectures online?
For guides and resources on ways to deliver your lectures online, including support available from the Queen’s Canvas team, please visit http://go.qub.ac.uk/OnlineLearning
- Who can I speak to about my concerns about delivering my lectures online?
Please contact your Director of Education to discuss.
Research
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What do current restrictions mean for researchers?
We intend to continue with research on campus that cannot be done remotely. Other research that can be done from home should continue on that basis.
Download the 'StopCOVID NI' App
Developed by the Department of Health, the 'StopCOVID NI' app works by telling you automatically if you've been near another app user who tests positive and can also let them know if you test positive, though the app never knows or shares your identity or location. Download from:
Test and Trace in Northern Ireland
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How does Test and Trace work in Northern Ireland?
Public Health Agency contact tracing
The PHA’s contact tracing service has been established to minimise community transmission of COVID-19. Close contacts will be contacted by the PHA’s contact tracing service team using the following phone number: (028) 9536 8888. Please save this number to your phone and be sure to answer any call from them, should they get in touch.
'StopCOVID NI' appA Northern Ireland-specific contact tracing app 'StopCOVID NI' has been developed by the Department of Health. To help protect yourself and all within the Queen's community and wider public, we are encouraging all our staff and students to download this free app, which will support contact tracing, support our health service, help prevent another lockdown and save lives.
The app works by telling you automatically if you've been near another app user who tests positive and can also let them know if you test positive, though the app never knows or shares your identity or location.
You can download from:
Text alert service
The Public Health Agency has introduced a new text alert service for close contacts of positive COVID-19 cases, which means that they will be sent a message as soon as their details are added to the PHA system. If you receive a message from 'HSCtracing' you must self-isolate immediately.
If you develop COVID-19 symptoms
It is important that we all monitor our own health and watch out for any of the following symptoms:
- high temperature
- new, persistent cough
- loss or change in sense of smell or taste
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What should I do if I develop COVID-19 symptoms?
If you feel unwell with any of these symptoms, you should follow these important steps:
- Self-isolate immediately. If you are on campus when symptoms begin to develop, please put on a face covering straight away and return to your home or accommodation, avoiding public transport if you can. Where required the university can assist you in booking a special COVID secure taxi to transport you home, please call extension 3550.
- Arrange a test. You can do this online via this link or by calling 119. The advice from the Public Health Agency is that you should get tested in the first three days of coronavirus symptoms appearing. If you have no access to transport to access a drive through test, the University can help you arrange a special COVID secure taxi, please call 028 9097 3550 for further assistance. Please note that there is a cost for the taxi.
- Notify. Please inform the University that you are self-isolating via this online portal: http://go.qub.ac.uk/covidupdate. This is essential to ensure that the University can maintain a record of the staff and students who develop symptoms and apply precautionary measures as quickly as possible. If you live in University Accommodation, other members of your apartment will be contacted and you will be provided with the necessary support. This link is also available on the University homepage and you may wish to bookmark the link so you can find it easily. If you do not live in University Accommodation, you should also inform other members of your household so they can follow the official public health agency advice to self-isolate. Members of staff should also inform their line manager or school manager separately.
Your health and safety is the University’s first priority so please do not let any concerns about your work or study stop you from following any of these steps or public health advice.
- What should I do if I test positive for COVID-19?
If you receive a positive test, you will be given clear guidance from the health authorities to continue to self-isolate and you should update the StopCOVID NI app.
Please also inform the University immediately through the online portal: http://go.qub.ac.uk/covidupdate. If you have already notified us that you are isolating, updating the portal to let us know that you now have received a positive test is really important.
If you are not able to access the portal you can call the Covid Response Team on 028 9097 3550.
Letting us know is vital as it will enable us to assess the risk to others and take all the necessary precautionary steps. If you have previously used the portal to inform us that you are self-isolating, your records will be updated by the call handler accordingly. Please save this number to your phone so you can access it quickly. It is also available on the University homepage.
For further information please contact the University Covid Response Team:
Monday – Thursday: 10am – 6pm
Friday – 10am – 5pm
Saturday – Sunday: 10am – 2pmEmail: covidresponseteam@qub.ac.uk
Tel: 028 9097 3550Your health and safety is the University’s first priority so please do not let any concerns about your work or study stop you from following any of these steps or public health advice.
University COVID Response Team (UCRT) – On Campus Close Contact Identification/tracing
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Why is the University calling people to identify close contacts?
In an effort to stop the spread of coronavirus, the University is supporting the PHA by trying to identify close contacts of any staff or students who notify the University that they have received a positive Covid-19 test result. This partnership, which is also operating in other education settings such as schools, means that the PHA can focus on identifying off-campus contacts for staff and students, as it is recognised that the quicker close contacts are identified and advised to self-isolate, the more effective this is at reducing the spread of the virus.
The PHA has set clear protocol and guidelines for the University to use. The University team are supported by the PHA Educational Hub who are available to answer any queries that arise. In addition the University meets with the PHA several times per week to review the position and review any updated or new guidance.
- How does close contact identification or tracing work?
If you notify us through the portal that you have tested positive for Covid-19, a member of the University COVID Response Team (UCRT) will call you. The purpose of the call is first of all to check how you are and see if you need any support. Secondly the team will ask you some questions to find out if you have been on campus within the 48 hours before you took a positive test, or the onset of your symptoms – whichever is earliest. The PHA ask us to do this as evidence has shown this is the timeframe when individuals are most infectious.
- What is a close contact?
The PHA criteria identifies a close contact as a person who has been close to a confirmed case from 2 days before the person was symptomatic or 2 days prior to a positive test being taken if the person was not symptomatic.
Under the PHA criteria this is defined as:
- people who spend significant time in the same household as a person who has tested positive for COVID-19 (including University accommodation)
- a person who has had face-to-face contact (within one metre), with someone who has tested positive for COVID-19, including:
- being coughed on
- having a face-to-face conversation within one metre
- having skin-to-skin physical contact, or
- contact within one metre for one minute or longer without face-to-face contact
- a person who has been within 2 metres of someone who has tested positive for COVID-19 for more than 15 minutes (without PPE; ie if they did not have a face covering or other protective clothing on)
- a person who has travelled in a small vehicle with someone who has tested positive for COVID-19, or in a large vehicle or plane near someone who has tested positive for COVID-19
- What happens when someone is identified as an on-campus possible close contact?
If a student or staff member identifies someone that they believe is a close contact, based on the PHA criteria, the UCRT create a record on the portal for that possible close contact and the individual is emailed and asked to self-isolate and be aware of symptoms. The possible close contact is not told who the positive case is, although the positive case is advised to tell them. Possible close contacts then receive a follow-up call from the UCRT to verify the information. If it is agreed they are a close contact, they are issued with a letter from the PHA and the University advising them on what to do next.
- What if I am advised I am an on-campus close contact but I disagree?
The UCRT work on the information they are given by the positive case. As we are not able to tell possible close contacts who the positive case is, this can make verification challenging in a small number of cases. If there is a significant dispute the UCRT will contact the positive case, review their information in light of the issues raised, and may ask if their identity can be communicated to the close contact to help confirm facts. Any issues that cannot be resolved will be referred to the PHA.
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How long does a close contact have to isolate for?
The PHA guidance states that close contacts have to isolate for 14 days from date of last exposure with contact. This is because of the length of the incubation period and the risk of transmission.
- If I isolate but then receive a positive test, how long do I have to isolate for?
The PHA guidance is that those with a positive test have to isolate for 10 days and can complete their period of isolation after this time if they have been free of fever for 2 days. If they have not, they need to continue until it is 2 days since they experienced a fever.
- Do I have to isolate again if I become a close contact again?
Yes – that is the current advice of the PHA.
- Do I have to continue to isolate if I test negative for Covid-19?
PHA guidance states that if you have been identified as a close contact you must isolate for 14 days irrespective if, during this time, you take a test that is negative.
If, however, you have symptoms and take a test that is negative, then the guidance states that you can return to normal activity if you test negative and have not had a fever for 48 hours. However, if there are members of your household who have had a positive Covid-19 test result, then you must continue to isolate even if you are negative. This is because of the risk of going on to test positive. For specific advice on how long you should isolate please contact the PHA or call 111.
- What should I do if I am notified that I am a contact of a confirmed case off-campus or am asked to self-isolate?
If you are notified that you are a contact of a confirmed case of COVID-19 in the community, you should follow all of the guidance you are given – including self-isolation if required. If you have been asked to self-isolate via the contact tracing system or by a medical professional, please inform the University via the dedicated portal. If another member of your household has been traced but they are not displaying symptoms, please check the latest advice here.
Your health and safety is the University's first priority, so please do not let any concerns about your work or study stop you from following any of these steps or public health advice.
On-campus asymptomatic testing pilot programme
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I am a member of staff/line manager - where can I find information on the on-campus asymptomatic testing pilot programme?
Queen's is working with the NHS to pilot a new, faster COVID-19 test for people with no symptoms. Find out more about the programme here.
The pilot programme begins next week for students, taking place in the Whitla Hall. All students are being encouraged to participate, particularly those who have remained on campus throughout first semester and intend to return home for the first time for the Christmas break.
Groups of staff working throughout the Christmas period in close proximity to those students who remain with us for the festive break will also be invited to participate in the pilot testing and they will be contacted at a local level.
We plan to continue offering asymptomatic testing on campus during second semester with increased capacity and more details will be provided in due course.
Self-isolation
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I am a member of staff/line manager - where can I find guidance on self-isolation?
If you are a student or member of staff and are either self-isolating or have developed symptoms or have received a positive test, please inform the university here.
Guidance for staff and managers regarding self-isolation is available on the People and Culture website.
Face coverings
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Should I wear a face covering on campus?
Following the recent announcement by the Northern Ireland Executive, it will be mandatory at Queen's from Monday 10 August to wear a face covering "in any indoor public space where it is not possible to maintain social distancing”. This will be applied in relevant parts of University buildings and it is essential for the safety of the whole University community that this is adhered to by staff and students.
This is a rapidly changing and fluid situation so please be aware that the University’s position may change over time to reflect changes to guidance from the NI Executive and Public Health Agency. Please continue to check your University email, University FAQ pages and social media channels for updates.
It is important to emphasise that the wearing of a face covering does not reduce the importance of hand washing, good personal hygiene and social distancing, all of which are recognised as the most effective way of avoiding COVID-19.
- When do I need to wear a face covering?
Study spaces such as those in the libraries and Graduate School, and work areas such as office spaces have already been set-up so that social distancing can be maintained. It is therefore not mandatory for face coverings to be worn when you are at your work or study station, unless normally required as part of your role (for example in a lab or clinical setting). Similarly, one way systems and other appropriate measures have also been applied so that it is not a requirement for face coverings to be worn when moving around University buildings, for example along corridors and in stair wells. However, if you are in communal spaces such as lobby areas of buildings, social spaces and shared facilities where people tend to gather and it is not possible to maintain social distancing of 2 metres, then it is mandatory to wear a face covering from Monday 10 August.
The only exceptions have been specified by the NI Executive as follows;
- Eating and Drinking
- Exercising indoors
- For specific personal or health reasons (these are defined here)
There are also a small number of work settings where the mandatory use of face coverings also does not apply and staff in those areas have been made aware of this.
This reinforces the previous University position of maintaining 2 metres social distancing or 1 metre plus mitigation that was already in place. For clarity, in addition to the public/shared spaces outlined above, the wearing of a face covering may, in some instances, be one of a range of mitigations used to facilitate work to take place where social distancing of 2 metres is not possible – this is referred to as 1 metre plus mitigation.
It is not possible to be prescriptive about every potential scenario on campus where it may be necessary to wear a face-covering. All members of the community are asked to apply their common sense and act responsibly in line with public health guidance to protect themselves and those around them by wearing a face covering if social distancing cannot be maintained.
It is appreciated that many staff and students will choose to wear a face covering beyond those areas where it is mandatory as outlined above and the University fully supports this position. You should also bear in mind that for personal and health reasons that are not visible, some members of our community will not be able to wear a face covering. All staff and students are expected to respect each other’s choices in this regard.
- Is the University providing face-coverings?
To facilitate these guidelines, the University has a limited number of re-usable and disposable face coverings available for staff and students, should they require them.
Disposable face masks will be available from week commencing 10 August 2020, with reusable coverings available from week commencing 24 August 2020.
For Staff
From Mon 31 August, a supply of face coverings and masks will be available from Faculty and School Offices and Directorate Offices including the Vice-Chancellor and Registrars’ Offices. Each office will then take responsibility for distributing to those staff who require them.
Before the 31 August, a small supply of face masks are available for collection from the security control room on Level 1, Administration Building (Tel: 028 9097-5099).
Please note that, on the basis that a central order has now been placed, there is no need to order your own face coverings/masks for your areas and you should not need to make individual requests with procurement for face coverings/masks.
For Students
Disposable face masks will be available from the Student Guidance Centre and Student Accommodation Receptions in BT1, BT2 and BT9 from Monday 10 August. The Students’ Union on Elmwood Avenue will also have a limited supply for students from Monday 31 August.
- What is the guidance for maintaining and disposing of facemasks?
The NI Executive have provided guidance regarding the maintenance and disposal of face coverings here and you are asked to familiarise yourself with this guidance.
- When are students expected to wear a face covering?
In addition to those shared spaces on campus where it is mandatory for all members of our community to wear a face covering if possible, it is also mandatory for students to wear a face covering during teaching.
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Who is exempt from wearing a face covering?
Some members of our community will not be able to wear a face covering due to a hidden disability, medical condition or other exemption as specified by the PHA. All staff and students are expected to be sensitive and respectful of this and if someone is not wearing a face covering in an area where it is mandatory, it should be assumed that there is a legitimate reason why they cannot.
- Who will/should enforce the wearing of face coverings in relevant areas?
Some members of our community will not be able to wear a face covering due to a hidden disability, medical condition or other exemption as specified by the PHA. Therefore, it is not appropriate to challenge someone who is not wearing a face covering. It should be assumed that there is a legitimate reason why they cannot. All students and staff have been made aware of their personal responsibilities to protect themselves and others and we are confident that all members of our community will fulfil these obligations wherever possible without the need for enforcement.
- 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.
COVID-19: People and Culture guidance
For People and Culture guidance relating to the ongoing impacts of the COVID-19 pandemic, please visit the People and Culture website. This includes:
- Self-isolation guidance for staff and line managers
- Return to campus
- Working from home
- Remote working and accessibility
- Dependants
- Annual leave and allowances
- Absence reporting
- Fixed term contracts
- Atypical workers
- External Secondments
- Recruitment, including for internal candidates
- Furlough
Staff Wellbeing and Support
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I’m feeling anxious about the Covid-19 situation. Who can I talk to for support?
We understand you might be worried about Covid-19 and that being asked to stay at home or socially distance from other people can be difficult or stressful.
If you are feeling overwhelmed, you can contact Inspire, the University’s confidential employee assistance programme, or talk to your line manager.
There are also lots of things you can try that could help your wellbeing. Examples include:
- connecting with people digitally;
- trying to keep active;
- finding ways to relax and keep your mind challenged (which can be work or study related or otherwise).
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 guidance from the Estates Directorate
The Estates Directorate has produced guidance to assist local areas with planning for their return to work on campus - available on the Estates Directorate website.
- Risk Assessment Guidance and Template for Return to Campus
- Returning to Work on Campus: A Guide for Staff
- COVID-19 Advice for University First Aiders
- Placing requisitions for Personal Protective Equipment (PPE) and cleaning products
- COVID-19 Cleaning Service Level Agreement
- Operational Recovery Signage
- Teaching Spaces Risk Management
Travel
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What is the university advising staff and students in relation to travel?
The safety of our staff and students is paramount.
Given the on-going spread of the virus both at home and abroad and the rapidly changing travel restrictions being put in place internationally, the University is now advising staff and students against all but essential travel for business or study outside of Northern Ireland. You are asked to carefully consider your travel plans and cancel or rearrange them unless absolutely essential.
For the avoidance of doubt, activities such as student recruitment trips, visits to partner institutions, conference attendance and field trips are not considered essential.
This advice will remain in place until further notice. Any change to this advice will be published on this page. Your wellbeing is the University’s first priority. Please do not let any concerns about your work or studies stop you taking this advice. The University will ensure that students are not disadvantaged academically by following this advice.
However, if any students wish to return home before teaching finishes on the 27 March as a result of the pandemic, the University will ensure that they suffer no academic disadvantage. This includes contingency measures for assessment. However, you must consider the requirements of you visa, if applicable. If you are an international student from outside the EU and intend to return home early or need additional advice, please contact International Student Support via immigration@qub.ac.uk.
Those Queen’s students currently on placement outside of Northern Ireland are advised to check the latest advice from the Foreign, Commonwealth & Development Office which has recently changed. In line with this advice, we strongly encourage students currently studying or working outside of the UK to return home. You should not allow any concerns about your studies stop you from following this advice. If you need assistance, please email covid19callcentre@qub.ac.uk so we can help. Hardship funds are available should you wish to return but financial barriers are preventing this. If you return home early from placement anywhere (including within the UK) the University will ensure you suffer no academic disadvantage. If you need additional advice, please contact your School Office in the first instance.
You should make an informed decision and consider that the global situation is changing rapidly including border restrictions.
In line with FCDO advice, we, as a University, are suspending travel where the FCDO is advising against all travel or all but essential travel. Please continue to refer to the FCDO website for the most up-to-date advice. The University continues to monitor and review the situation.
To help keep our people safe, all future business travel must now be booked through the University's Travel Management Company, Selective. Selective is a local company which provides 24/7 emergency assistance to all University staff who experience flight or accommodation changes or cancellations, and provides vital management information to the Serious Incident Group when there is a significant event that could impact travellers, such as COVID-19.
As always, it is of the utmost importance that University staff remain safe and healthy during any trips in connection with University business. All business travellers are responsible for reviewing official guidance (FCDO, PHA) and University guidance regularly and must ensure that travel arrangements are made with their safety and wellbeing as the ultimate priority.
- Where can I access the latest official travel advice?
Read the latest official travel advice on the FCDO website.
Given the on-going spread of the virus both at home and abroad and the rapidly changing travel restrictions being put in place internationally, the University is now advising staff and students against all but essential travel for business or study outside of Northern Ireland. Your wellbeing is the University’s first priority. Please do not let any concerns about your work or studies stop you taking this advice.
- I am a member of staff and plan to travel for university business - how should I book my travel?
Given the on-going spread of the virus both at home and abroad and the rapidly changing travel restrictions being put in place internationally, the University is now advising staff and students against all but essential travel for business or study outside of Northern Ireland. You are asked to carefully consider your travel plans and cancel or rearrange them unless absolutely essential.
For the avoidance of doubt, activities such as student recruitment trips, visits to partner institutions, conference attendance and field trips are not considered essential.
This advice will remain in place until further notice. Any change to this advice will be published on this page.
Your wellbeing is the University’s first priority. Please do not let any concerns about your work or studies stop you taking this advice. The University will ensure that students are not disadvantaged academically by following this advice.
In line with FCDO advice, we, as a University, are suspending travel where the FCDO is advising against all travel or all but essential travel. Please continue to refer to the FCDO website for the most up-to-date advice. The University continues to monitor and review the situation.
When a staff member wishes to undertake travel which is considered essential, the travel must be approved by the Travel Sub Group (TSG). A Travel Justification Form must be completed for review and approval by the TSG. Further details, including the form, can be found here. All staff travel outside of Northern Ireland must be approved by the TSG and no bookings can be made with the University’s travel provider, Selective Travel, without confirmation of this approval.
To help keep our people safe, all future business travel must now be booked through the University's Travel Management Company, Selective. Selective is a local company which provides 24/7 emergency assistance to all University staff who experience flight or accommodation changes or cancellations, and provides vital management information to the Serious Incident Group when there is a significant event that could impact travellers, such as COVID-19.
As always, it is of the utmost importance that University staff remain safe and healthy during any trips in connection with University business. All business travellers are responsible for reviewing official guidance (FCDO, PHA) and University guidance regularly and must ensure that travel arrangements are made with their safety and wellbeing as the ultimate priority.
- I am a member of staff working / studying / researching outside of the UK – what should I do and what support is available?
Your health and wellbeing is our first priority. We would strongly encourage those staff or students who are currently studying or working outside of the UK, to follow the recent FCDO guidance and return home – please email covid19callcentre@qub.ac.uk so we can assist. Hardship funds are available for students that wish to return but financial barriers are preventing this.
- How do I get advice from the University’s travel provider on University-related travel?
Please contact the University’s travel provider, Selective Travel, on +44 (0)28 9044 2073 or qub@selective-travel.co.uk, to change your travel arrangements.
Staff or students should contact Queen’s University Belfast’s Insurance Section for advice on making a cancellation or curtailment claim. Please ensure that you have saved all relevant documentation – receipts and booking confirmations.
Insurance staff will provide the most appropriate claims form and then advise and manage the claims process with UMAL.
For further advice, please contact the Insurance section on 02890 971484 or email insurance@qub.ac.uk.
In the case of staff or students needing emergency medical treatment while on university approved travel, advice and support is available through UMAL on a 24hr basis:
Tel: +44 (0)2920 662425
E-mail: UMAL@global-response.co.uk
Please quote the Queen’s University Belfast reference: UMAL170
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I have field trips planned – what should I do?
Over the last few months some Field trips / Field work have recommenced in Northern Ireland, following appropriate Safety Services advice and risk assessments.
For Fieldwork outside of Northern Ireland, the University will continue to follow FCDO guidance on advising against all but essential international travel except to the countries currently exempt. Any requests to recommence field work need to follow the Field work Approval Guideline and ensure that an appropriate risk assessment has been submitted to Safety Services by email to safety@qub.ac.uk taking into account the risks arising from Covid-19 and identifying the appropriate mitigation measures.
Further information
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Call centre
We have established an email service for staff and students to try and answer and address any additional questions or concerns. Opening hours are Monday - Friday, 9.00am - 5.00pm. Please refer to this FAQs page in the first instance before getting in contact.
Please email your query to covid19callcentre@qub.ac.uk.
If you need personal health advice specifically in relation to COVID-19 (coronavirus), you should call the NHS 111 service or your GP. Please do not attend your GP or emergency department without phoning in advance.
- Coronavirus (COVID-19) – Useful Contacts
If the information you are looking for is not addressed in the University's Coronavirus (COVID-19) FAQs, there are a range of contact points for staff and students:
WHO SHOULD I CONTACT?
CONTACT POINT
CONTACT DETAILS
STUDENT CONTACTS
If you are a student and you have questions or concerns relating to COVID-19 which are not addressed in the COVID-19 FAQs Student COVID-19 Queries (Call Centre) email: covid19callcentre@qub.ac.uk If you are a student and have any non-COVID general queries on student support services contact the Student Guidance Centre Student Guidance Centre email: sgc@qub.ac.uk If you are a student, you can access a wide range of support available to you from the Student Wellbeing Service website, or if you have any further queries Student Wellbeing Service Online Form: https://www.qub.ac.uk/directorates/sgc/wellbeing/raw/ STAFF CONTACTS
If you are a member of staff and you have questions or concerns relating to COVID-19 which cannot be addressed through the COVID-19 FAQs or through discussion with your line manager Staff COVID-19 Queries email: StaffCovidQueries@qub.ac.uk If you are a member of staff and have any non-COVID general queries on HR related topics, such as terms and conditions, pay, policies etc. your first port of call should be the HR Hub HR Hub email: hrhub@qub.ac.uk If you are a member of staff, you can access support and information on a wide range of issues on the Staff Wellbeing website, or if you have any further queries Staff Wellbeing email: wellbeing@qub.ac.uk STUDENT AND STAFF CONTACTS
If you are a member of staff or student and have contracted coronavirus symptoms, received a positive test or been told to self-isolate by the contact tracing system or a medical professional, please self-report via this portal. This information will help the University to support you and put in place precautionary measures to protect others. Self-Reporting Portal (COVID Notification) Link: Self-Reporting Portal
If you are not able to access the portal you can call the COVID Response Team on 028 9097 3550.If you are a member of staff or student and have any queries relating to on Campus Close Contact Identification/Tracing University COVID Response Team (UCRT) email: covidresponseteam@qub.ac.uk If you are a member of staff or student requiring personal health advice specifically in relation to COVID-19 NHS 111 or your GP Telephone: NHS 111 service or your own GP