Last updated 02 November 2020
The University continues to prioritise the health, safety and well-being of staff and students.
Whether you have continued to work on campus as an essential worker, you are returning to campus in the near future, or are continuing to work remotely, we appreciate you may have questions. We have updated the Frequently Asked Questions in line with the latest Welsh and UK Government guidance. We are monitoring the situation and will continue to update the information accordingly. Please check this website regularly to keep up to date with latest advice.
For staff related queries not covered by these FAQs please speak to your line manager or email Cyfathrebu-Communications@uwtsd.ac.uk
Student related queries should be directed to the Hwb firstname.lastname@example.org
Returning to Campus
We are returning to campus in a phased way to minimise the risks to colleagues and our students. The safety of our University community is vital and we also recognise the importance of bringing life back to campus. The University’s Response and Recovery Plan provides a road map for reopening fully and aims to enable the Institutes to deliver a blended learning experience to our students. This will involve a combination of online and on-campus teaching, when appropriate to do so, supported where relevant by professional units. This situation will be monitored and reviewed on an ongoing basis. At each stage of the plan, we will invite more staff and students to return to working and studying on campus.
We want to welcome as many staff back to working on campus as possible, but in a safe way and as the University re-opens it will not be possible to accommodate the return of all staff and students on campus at any one time. We are currently working with managers to identify the appropriate working arrangements for their department for the autumn term. This is likely to involve a combination of on-site and remote working subject to operational requirements. Even if a building you would normally work in is re-opened, you must only return once you have been asked to do so by your line manager. We are currently receiving a number of queries from staff who are anxious to return and appreciate your patience as we finalise the plans.
The health and wellbeing of our staff is the highest priority and certain COVID control measures are required to ensure a safe working environment for all staff. Prior to a return to campus, you will need to complete an individual COVID risk assessment. The current Government legislation and guidance recognises that COVID-19 affects certain groups of people more than others, which, when exposed to the virus makes them more at risk. The purpose of the individual risk assessment is to identify whether you fall into a low, medium or high-risk category in respect of COVID-19 so that appropriate measures can be put in place to support you.
No member of staff can return to campus until they have completed the individual COVID-19 risk assessment and had confirmation from their line manager that they are able to return. All staff who are returning to work on campus will also be required to complete an online module as part of their re-induction to the workplace.
Teaching staff will be delivering a blend of face-to-face and online teaching in the autumn and we are putting plans in place to ensure they can work effectively and safely when they come onto campus to teach. We will also ask some individuals who support students or teaching to come onto campus to support the student experience. This will help us to control the numbers of people on campus and improve safety for everyone.
A significant number of measures are being implemented across our campuses in response to Covid-19, as part of our risk assessed approach, to ensure the safety of those working within our buildings. These include measures to support physical distancing, enhanced hygiene and cleaning, therefore you may notice changes which include:
- increased signage across our campuses reminding you of social distancing requirements
- markers on the floor, inside and outside
- a one-way system and wherever possible, there will be one way in and one way out of our buildings
- limiting seating and numbers of people who can be in certain rooms and spaces.
When planning for the opening of buildings on campus a significant number of measures are being implemented in response to Covid-19, as part of our risk assessed approach. It is important to speak to your line manager about any concerns you have. You will be asked to complete an Individual Risk Assessment to help us understand your risk profile in relation to Covid 19 and where any risks are identified, your line manager will look to discuss potential measures with you to minimise risks.
Your manager will be reviewing appropriate working arrangements for the autumn term and you should await confirmation of the detail. The University will continue to operate the system for you to book a slot to collect essential equipment. The procedure can be found here.
The University requires that face coverings are used by staff, students and visitors in indoor public spaces (e.g. corridors, communal areas and libraries), teaching spaces and in outdoor spaces where social distancing is difficult.
The University’s position as outlined above is in line with Welsh Government and Public Health guidance. The University closely monitors this guidance and this policy may change further in the future.
Based on risk,the University may also require that face coverings are mandatory in additional contexts or locations e.g. where there is closer interaction between people) Staff and students will be informed about when and where this is the case.
- Those with medical conditions for whom the wearing of face coverings will cause difficulty are exempt. You may want to print an exemption card or download such a card on your phone (https://www.blf.org.uk/support-for-you/coronavirus/what-should-people-with-a-lung-condition-do-now/face-coverings)
The University is aware that face coverings cause difficulties for students with certain disabilities. The University has worked on a range of measures in line with sector advice to maintain an inclusive learning and teaching environment for those students.
- All students and members of staff are asked to be considerate towards everyone in our community
- Face coverings are regarded as an additional precautionary measure in addition to adherence to current guidelines with regard to social distancing and sanitisation. Face coverings are not PPE.
For advice on how to wear a face covering, please see https://www.gov.uk/government/publications/face-coverings-when-to-wear-one-and-how-to-make-your-own/face-coverings-when-to-wear-one-and-how-to-make-your-own
You will be able to collect a single branded face covering from the Hwb from the 14th September. The face covering is not PPE, but for general everyday use. PPE is available and should be considered as part of activity Risk Assessments.
You will also be able to collect your ‘Kontact Key’ which will enable you to open doors, use pin pads and cash points without the need to use your hands. These will also be available to collect via the Hwb please ensure you have your Staff or Student ID ready when you collect.
If you are required to attend campus during the firebreak period, you can complete an online form here which generates an email of authorisation to travel. This email can be saved to your mobile device or a copy printed and taken with you when you travel.
Please be reminded that staff should only attend campus to work if they have the authorisation of their line manager and have completed the Individual Covid Risk Assessment and online ‘Return to Campus’ training.
The general principles are that if you live in an area which is in lockdown you can leave the area if you have a “reasonable excuse” to do so – this includes going to work where you cannot work from home, or attending University education that cannot be accessed online.
Detailed information relating to the different local lockdown areas can be found on the Welsh Government website
Advice for England can be found on the Westminster Government website.
For staff impacted by local lockdown restrictions and who are involved in programme delivery, the Dean will oversee matters to ensure that the University maintains its commitment to its model of blended programme delivery and meeting the needs of students. The Dean will agree the staff required to attend work on campus, taking into consideration all of the relevant circumstances. For other staff impacted by local lockdown restrictions they will need to contact their line manager before coming on to campus.
Keeping accurate daily records of who is attending campus is essential to inform the University’s procedures as well as the Test, Trace and Protect process in the event of a student or member of staff having symptoms or testing positive for COVID-19. This means we are able to respond quickly and efficiently to individual cases as they arise. The University has established a mandatory system of registering and recording who is attending campus on any day.
If you are attending campus to work - You must register your attendance on campus in advance by completing the online register to log the pre-arranged dates that you will be attending campus for a particular period. This must be agreed in advance by your line manager as they will need to ensure that you have completed the Covid Individual Risk Assessment and online ‘Return to Campus’ training prior to access.
If you are attending campus on a one-off basis to collect essential items - The University has established a system and procedure for the collection of essential items from campus. Staff are required to complete a request form that will need to be authorised by their line manager. Staff will then be provided with a link to the online booking system by their manager to book a pre-arranged, single visit 30 minute collection slot. You may download the ‘Request Form’ here. Staff must follow the procedure for collection of essential equipment which can be found here.
You will be aware that the University has had a number of positive cases and has in place measures to ensure your safety whilst on campus. It is imperative that if you are attending campus, you must continue to follow the guidance regarding social distancing, face coverings and hand hygiene at all times.
The University has registered our buildings to enable those who have downloaded the NHS COVID-19 App to check-in when on campus. If you have access to the NHS app you should continue using both the University register and the NHS app as this will enable us to ensure that accurate and timely information is available immediately. When on campus please check-in using the QR codes displayed. The app allows you to record when you visit a venue by “checking-in” when you arrive, using the venue’s QR code. It records the time you spend at the venue without recording any personal information. You will receive an alert, if you have recently visited a venue where you have come into contact with Coronavirus.
Please note, the University does not have access to the NHS check in data which is why it is imperative that you also register your attendance in advance using the University register.
Find out more about the NHS app, information about what it does and how it protects your privacy here: https://gov.wales/nhs-covid-19-app
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:
Coronavirus disease (COVID-19) is an infectious disease caused by a newly discovered coronavirus. Most people infected with the COVID-19 virus will experience mild to moderate respiratory illness and recover without requiring special treatment. Older people, and those with underlying medical problems like cardiovascular disease, diabetes, chronic respiratory disease, and cancer are more susceptible to developing serious illness. There is also emerging evidence that people from some ethnic minorities may be at greater risk of infection.
The main symptoms of Covid19 are:
- a high temperature: this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
- a new, continuous cough: this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
- a loss or change to your sense of smell or taste: this means you've noticed you cannot smell or taste anything, or things smell or taste different to normal
The COVID-19 online symptom checker (or NHS 111) can tell you if you need medical help.
If you have at least one of the symptoms listed above you should apply for a Coronavirus test.
Before requesting a Coronavirus test you must have at least one of the symptoms associated with Coronavirus. The test is only effective for those who are experiencing coronavirus symptoms and needs to be taken in the first 5 days of having symptoms. It only checks if you have coronavirus right now and not if you have already had the virus.
This is the Welsh and UK Government’s approach to testing and contact tracing. It works by:
- testing those people who have Coronavirus symptoms, asking them to self-isolate
- tracing those individuals who have been in close contact with the person who has tested positive
- providing advice and guidance to vulnerable people or those at greater risk
- ensuring that individuals can get back to work, study and their normal routines as soon as possible.
For more information, visit:
Test, Trace, Protect: your questions (for people living in Wales)
Test and Trace: how it works (for people living in England)
If this is when you are away from University premises you must:
- NOT come to the University or go to a GP surgery, pharmacy or hospital.
- Follow self-isolation guidance from government herefor people living in Wales, and here for people living in England.
- Apply for a test herefor people living in Wales and here for people living in England.
If you develop any of the Coronavirus symptoms whilst at the University, however mild, you must:
- Apply a face covering and return home without delay.
- Ensure you follow the relevant government guidance and social distance from others. Self-Isolation guidance is available here (for people living in Wales) and here (for people living in England).
- Notify your Line Manager immediately
- Apply for a test here for people living in Wales and here for people living in England.
If you have symptoms of COVID19, however mild, you must self-isolate at home for at least 10 days from when your symptoms started. You should arrange to have a test to see if you have COVID19. You must follow the government self-isolation guidance here (for people living in Wales) and here (for people living in England). You should notify your line manager immediately that you have symptoms and keep in regular contact with them during the self-isolation period to keep them updated of your health status, including your test outcome.
You should notify your line manager as soon as you get your test result and if you are required to work on University premises you may return as soon as you feel well enough.
If you may have been in direct contact with someone at the University who has tested positive for COVID19, you will be contacted by email from HR. This email will include information about the self-isolation requirements. The University has been closely following the recommended advice from the Welsh Government and public health authorities and to minimise the risk of potential spread of the virus within our learning community, a precautionary approach is being taken and you will be advised to self-isolate from campus until the 14 days has elapsed from the receipt of the email from HR. On that basis, provided you are not showing any symptoms following the required self-isolation period, then you can cease self-isolation at home and return to work on campus, if appropriate. If you develop symptoms within that time or at any time after, then you should arrange to have a test to see if you have COVID19.
- Inform your line manager immediately and keep them updated of your health status
- Follow self-isolation guidance from government herefor people living in Wales, and here for people living in England.
Your line manager will then contact you to discuss your recent movements and any interactions you’ve had with others on campus, including the date you became symptomatic and the date you were last on campus (if appropriate). This will inform the University’s procedures as well as the Test, Trace, Protect process and means swift and appropriate action can be taken to protect others.
The Test, Trace and Protect team will also contact you to establish this information and will then contact directly your close contacts (at home and work) to provide self-isolation advice. Visit Test, Trace, Protect: your questions for more information (for people living in Wales) and Test and Trace: how it works (for people living in England).
You must follow the government self-isolation guidance here (for people living in Wales) and here (for people living in England). If you have had a positive test, then you must stay at home for at least 10 days. After the end of your self-isolation period you can return to your normal routine if you do not have symptoms other than cough or loss of sense of smell or taste. If you still have a high temperature, keep self-isolating until your temperature returns to normal and seek medical advice.
After 10 days if you just have a cough or change to or loss of smell or taste you do not need to continue to self-isolate. This is because a cough or change to or loss of smell or taste can last for several weeks once the infection has gone. The 10 day period starts from the day when you first became ill.
You should keep in regular contact with your line manager during the self-isolation period to keep them updated of your health status. Your line manager will hold a return to work discussion with you to check that you are well enough to return to your duties and whether you require any further support. When you return to work on campus, to protect yourself and others, you should ensure that you continue to follow all hygiene and social distancing guidelines, including the wearing of face coverings. This will help to ensure that we continue to protect others within our learning community by minimising the risk of infection being passed on. Public health guidance suggests that if you have tested positive for COVID19, you will probably have developed some immunity to the disease. But it cannot be guaranteed that will happen in all cases, nor exactly for how long that will last.
You should notify your line manager that you are required to self-isolate. If you remain well enough, and are able to work remotely, you may do so for the duration of the isolation period. If you become unwell and are too unwell to continue to work, you should inform your manager that you are unwell and you will be placed on sickness absence in the normal way. If you test positive for Coronavirus during this period you should notify your line manager. For more information, visit Test, Trace, Protect: your questions (people living in Wales) and Test and Trace: how it works (people living in England).
Catering Facilities on Campus
All catering outlets will be operational across all our sites from 21st September. Except for Caffi Da coffee shop in the Teaching and Learning Building in Carmarthen which will remain closed until further notice.
The catering outlets will be opening initially at the times listed below – however will be under constant review to best meet the needs of the staff and students on Campus.
11.30am to 2.00pm Monday – Friday
Blasus catering App | 8.30 am to 3pm Monday – Friday. (Available to download soon)
Cwad Coffee Shop
8.30am to 4:30pm Monday - Friday.
10am - 2pm Saturday
1822 Coffee shop
8.30am to 3pm Monday – Friday
Blasus catering App (available to download soon)
8.30 am to 3pm Monday – Friday.
Dynevor Coffee Shop
8.30 am to 3pm Monday - Friday.
IQ – Café Tawe
8.30 am to 4.30pm Monday - Friday.
10am - 2pm Saturday
Blasus catering App service | 8.30 am to 3pm Monday – Friday. (available to download soon)
Swansea Business School Coffee Shop
8.30am – 3pm Monday – Friday.
Blasus catering App service | 8.30 am to 3pm Monday – Friday. (available to download soon)
All the outlets will offer a varied range of dishes. We can cater for any dietary requirements and we have worked with the Students@ Union to ensure we have a menu that we hope you will really enjoy. Though we are not able to offer as full a range as we have in the past, we have worked hard to create an exciting menu that caters for any dietary requirements with plenty of healthy choices for you.
A range of hot and cold drinks and confectionery. Also serving home-cooked hot meals. The Blasus click and collect will be collected from the Merlin restaurant.
Cwad coffee shop
A range of hot and cold Costa drinks, bottled drinks and confectionery, toasties, sub rolls, sandwiches, salads and Jacket potatoes.
1822 coffee shop
A range of hot and cold Costa drinks, bottled drinks, confectionery, toasties, sub rolls, sandwiches, salads and Jacket potatoes.
The Blasus click and collect will be collected from the Lloyd Thomas dining hall.
Dynevor coffee shop
A range of hot and cold Starbucks drinks, bottled drinks, confectionery, toasties and sub rolls. Also offering range of grab and go options like savoury pastries and burgers.
IQ – Café Tawe
A range of hot and cold Costa drinks, bottled drinks, confectionery, toasties, sub rolls, sandwiches and Jacket potatoes. Also offering range of grab and go options like savoury pastries and burgers.
The Blasus click and collect will be collected from the main area in IQ.
Swansea business school coffee shop
A range of hot and cold Costa drinks, bottled drinks, confectionery, toasties, sub rolls, sandwiches and Jacket potatoes.
The Blasus click and collect will be collected from the café dining hall.
We are also developed a ‘click and collect’ service which will be run via a APP. The APP will be free to download and will enable anyone to order and pay from the APP menu. Each order will have a collection time or slot and will can be collected from a collection point in each campus.
There are also vending options on each campus offering a range of drinks and confectionery.
All Sites – Blasus Click and Collect Catering Option
Breakfast baps with a choice of fillings which include: Bacon, sausage, egg, mushroom, tomato or vegan sausage.
Three egg omelettes with a choice of fillings: Plain, cheese or cheese and ham.
You can also order a portion of hash browns, homemade fruit pots and granola pots.
Healthy box: A daily range of homemade salads, grilled chicken, pastry free quiche or falafel.
Spice box: A daily range of home-cooked curries and chillies with rice.
Pizza: A range of home-cooked pizzas will be available daily
Jacket Potatoes with a choice of fillings: Beans, cheese, vegan cheese, tuna and mayonnaise, Welsh beef chilli, mixed bean chilli (Vegan), chicken curry and roasted vegetable and chickpea curry (vegan).
Dirty fries with a variety of toppings which include: Beans and cheese, beans and vegan cheese, Bacon cheese and jalapeno. Welsh beef chilli, mixed bean chilli (Vegan), chicken curry and roasted vegetable and chickpea curry (vegan).
Homemade toasties: Choose from, Tuna and cheese, Ham and cheese, Cheese onion and tomato and vegan Quorn tikka and vegan cheese.
We will have a selection of homemade brownies and traybakes
Hot drinks can also be ordered alongside a selection of bottled drinks, crisps and confectionery
All our outlets and kitchens and storerooms have been deep cleaned and sanitised. This will be an ongoing programme and we have followed the Environmental Health ‘check list’ for reopening for each site. This also includes checking of each item of equipment and carrying out return to work procedures and training for each staff member.
All staff members will use PPE across all our sites.
No,. Payments will be by card payment only and if using the Blasus App, online payment will complete your order
Everyone must follow the guidelines whilst using any of our outlets. This includes the one-way systems in place and hand sanitising before entering the area and leaving the area. There is a system in place all customers must follow to support the NHS Test, Trace, Protect system and it is one of the many things we have to do in order to comply with guidelines
We will be taking all customer contact details when you visit any of our catering outlets. This information will be held for 30 days. This is in line with Welsh Government requirements and will be via the evePass App. This is in many University buildings, but will need to be done specifically for any sit down meals you may take. It’s a very simple QR code and our staff will be on hand to help you use it.
Available from Google play store and Apple App store soon.
The Government have announced a package of support measures to help business during the economic crisis created by Coronavirus. An important part of the package is the Coronavirus Job Retention Scheme (or ‘Furlough Leave’). Furlough Leave is a temporary leave of absence for economic reasons and is designed to protect the incomes of employees. The University is accessing this scheme to help ensure its longer-term financial sustainability as a result of the Coronavirus. Please refer to the frequently asked questions below for further information:
The word furlough generally means temporary leave of absence from work. There are a number of roles at the University, which are not possible to carry out when we have been asked to work from home as a result of the Coronavirus outbreak. In addition, the activity on our campuses has scaled back considerably as students are now studying remotely. The Government has launched a scheme to help employers reclaim the cost of employing staff who are unable to work and in order to access it, the University needs to furlough those affected staff.
Your pay will be unaffected by being furloughed. The Government scheme will enable the University to apply for a grant to cover 80% of the pay of furloughed staff (up to a maximum of £2,500 per month, per individual) but the University has made a commitment to ‘top-up’ the remaining 20% so that staff will continue to receive their basic pay as normal.
Being furloughed has no detrimental impact on your terms and conditions of employment.
Your pension contributions will continue during the furlough period and the University will maintain the employer contributions.
Whilst on Furlough Leave you continue to accrue annual leave and you should continue to book your annual leave in the normal way. If you are unable to access My View then you should book leave through your line manager. Please note that you will be required to have used all of your accrued annual leave up to the point at which you return and will not be able to carry over any unused days.
You will not be able to do any work for the University while you are furloughed.
You will be required to inform your line manager in line with normal sickness absence reporting procedures.
Your manager will maintain contact with you as appropriate during any periods of furlough.
You should keep in contact with your line manager while you are furloughed and it is fine to maintain social contact with work colleagues during this period. You will be required to provide your line manager with your up-to-date contact details.
If you have a work laptop, you may still use it to stay in touch with people or undertake any training activity but you must not use it to carry out any work for the University.
If you are furloughed you cannot work for your employer during this period, but you can volunteer to help with the Coronavirus effort (subject to public health guidance and University procedures), as long as you are not manufacturing, creating or providing goods or services that generate revenue for the University.
The minimum amount of time that someone can be furloughed for is three weeks and currently the Government scheme is available until the end of October. Your letter will confirm the initial duration of your furlough period. However, you should be mindful that your furlough could be either extended or ended earlier if operationally necessary with three days notice
If you are unable to work due to unexpected caring responsibilities, you should inform your line manager of the situation. Please keep in close contact with your manager during this period so that they are able to plan and monitor workloads. Your line manager will work closely with you to assess if your work pattern and workload needs to change in line with your caring responsibilities. You will continue to be paid.
Staff who have annual leave booked or were planning to take annual leave should continue to take this as planned. Given the anticipated duration of this current situation, it will not be operationally viable for all staff to take annual leave at the same time when we return to a campus based work environment. Managers will be asked to ensure annual leave is taken and appropriately managed during this time in line with established policies to manage annual leave during the recognised holiday year. Please refer to the guidance for staff on taking annual leave here
The annual leave policy of carry-over is extended to a maximum of 10 days, Heads of Institutes and Units have been granted further discretion to resolve matters locally in line with operational needs. You may download the updated guidance here.
Prior to planning travel or going overseas, please discuss with your line manager and refer to the Foreign Office website for advice on the quarantine requirements. If you are not able to carry out your work from home on your return you should discuss potential options with your manager in advance, which include taking additional annual leave or unpaid leave subject to operational requirements.
Working from Home
Please refer to the University’s temporary working from home policy published on MyDay accessed here.
Our Information Technology & Systems (IT&S) team have produced a dedicated site containing relevant information regarding accessing IT Services whilst working from home.
Resources on working remotely to support you during this period have also been collated here. Please use your normal IT log-in when you sign in to Moodle to access the resources and contact email@example.com if you experience any difficulty.
Staff can also access a range of online training and courses by registering for a LinkedIn Learning account via the Staff Development Hub here. On this registration page, we have collated courses on remote working that you may find useful to get started.
We understand that working remotely can bring its own challenges. Please discuss any concerns you have with your line manager.
The University has established a system and procedure for the collection of essential equipment from campus. Essential equipment may include an adjustable chair, a separate keyboard and mouse and other items such as foot / wrist rests, document holders if you already use such items. Please note the collection of monitors is not deemed necessary at this stage unless there are specific health grounds for this to be considered. You are required to complete a request form that will need to be authorised by your line manager. You will then be provided with a link to the online booking system to book a pre-arranged, single visit 30 minute collection slot. You may download the ‘Request Form’ here.
It is imperative that you are only in attendance on campus for the allotted time and that you follow the procedure and guidance to ensure the health, safety and well-being of all staff and colleagues who are required to attend work on campus. The procedure for collection of essential equipment can be found here. Please do not attempt to access University buildings unless you have followed this procedure.
IT&S have provided further information and guidance on working from home on their dedicated site. This provides information for you on how to obtain access to key IT systems you need to work from home.
If you need any further advice or support please visit the IT Service Desk pages for contact information, or visit https://www.uwtsd.ac.uk/its/ for more general information on the IT Services offered.
For information on Health and Safety tips whilst working from home see here
In these difficult times, remote working is the recommendation however it presents both significant benefits but also potential risks. Whilst staff may have remote access to information held on secure campus servers, this is without the physical protections available on site and the protections provided afforded to the network by firewalls and access controls. There is also a much greater risk of unauthorised access to, and loss or destruction of, data whilst working in this way.
Does the General Data Protection Regulation (GDPR) apply if I am working from home?
Yes, if you are processing any identifiable personal data of any living individual as part of your directed duties then this must be done is accordance with GDPR, this includes paper based data.
What should I do when I am working from home?
When working from home you must ensure that that your computer is properly protected with the latest anti-virus and anti-malware software installed. Do not write down your Username and Password so that they are easier to remember.
Do not to leave the screen on when you are no longer using the computer as this could allow sensitive data to be seen by others. Where possible you should use a secure connection such as a Direct Access, VPN or Citrix (if provided) to access and save files.
When you have finished working make sure that you fully close down all applications that you have been using, especially the secure connection that you might have previously established.
Where should I work from when I am working from home?
You should ensure that you maintain a similar level of privacy whilst working from home to that which you would when working in your own work space. You should ensure that your screen is not visible to anyone else at all times where possible.
I need to send a file which contains personal data to another member of staff, what should I do?
Rather than sending the data file it would be better to use an application such as Microsoft OneDrive or Teams to provide access to the file in-situ. If you cannot do this, do not send the data file to a personal email address as this would be considered a data breach and ensure that the file is encrypted before it is sent.
What should I do if I receive an email that includes an attachment which includes Personal Data?
Before opening any file you must be certain that it has been sent from a genuine source. Special care should be taken to ensure that when the data is no longer required it is deleted from your local device. This includes any files that have been saved automatically as part of the download process.
I suspect a Data Breach has occurred whilst I have been working from home, what should I do?
If you suspect a data breach has occurred whilst you are working from home you should report the suspected data breach to your Data Protection Officer. The suspected data breach will then be investigated and you are likely to be contacted again during the investigation for further information.
Online Learning and Development Opportunities
The University is offering access to LinkedIn Learning – an exciting new online learning resource for staff. This will complement face-to-face opportunities (when we return to campus) and add to our other on-demand learning resources.
LinkedIn Learning provides a great opportunity to gain some new skills or enhance existing expertise at a time and place convenient to you. The topics range from IT/digital skills, creative media, design and engineering to education and business skills, including personal and professional development and many more. You can also search for courses by topic or select from a wide range of playlists curated by experts.
You do not need a profile on LinkedIn to access courses. You can also choose whether you wish to link your LinkedIn profile to your learning account.
For more information on how to sign up for a LinkedIn Learning account and to view a selection of courses to get you started, please visit the Staff Development Hub here.
We recognise that working from home on a day-to-day basis means a significant change for some staff. A Moodle page has been created to support you during this period covering three main areas:
- Working remotely (and differently!)
- Well-being and self-care
- Managing remotely
Resources on this page are updated regularly so do check back. Please use your normal IT log-in and password when you sign in to Moodle to access the resources.
As many more if us will be based at our computers on a daily basis, this could be an opportune time to complete any outstanding e-Learning modules from the University’s suite of compliance courses.
Modules can be accessed via the Staff Development Hub here or just click on the links below which take you directly to the module pages. You can also revisit them at any time to refresh your knowledge. Please use your normal IT log-in and password when you sign in to access the modules.
Online courses to develop you welsh language skills can be accessed here. There are a range of courses suitable for different levels including beginners and those wishing to enhance their writing in welsh skills.
The University subscribes to the full suite of Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint, OneDrive, OneNote, Skype, Teams and SharePoint. Improve your skills for a range of applications with Microsoft's suite of online training. Click here to access the training centre.
The TEL Resource Centre includes information, advice and step-by-step guides on using technology to support teaching and learning. The TEL team have also developed a dedicated page within this resource centre to support staff with teaching and learning online, this includes recordings of recent webinars accessed here.
Finance for Non-Finance Managers - This course provides training for non-financial staff with no, or very little, knowledge of the role of the finance function, HE financial information or finance terminology.
Essentials of Budgeting - A flexible online programme that takes place over six modules. It will take participants through planning, creating and managing a budget.
Webinars were recently undertaken by the Academic Office covering Contingency Regulations and Extenuating Circumstances and Postgraduate Taught Contingency Regulations and Extenuating Circumstances and Adjustments for Postgraduate Research Students. You can access recordings of these webinars via Panopto along with others from earlier in the term here.
When you click on the link above, please select ‘UWTSD Moodle’ from the dropdown menu and then sign in using your usual IT log-in to access the recordings.
Health, safety and well-being
The University’s obligations to have sufficient Fire Safety controls remain in place. As such the University will continue to carry out planned Fire Drills to ensure effective evacuations can take place in the event of an emergency. During an evacuation people are not required to follow social distancing requirements and stay 2m apart as this may impact the speed at which the evacuation can be successfully achieved. Once persons have evacuated to the outside it is expected that persons will try and maintain 2m social distancing in moving to and congregating at the fire assembly point. When persons are permitted to re-enter the building this will be on a staggered basis to support social distancing requirements. The University requests all staff and students positively support Fire Drills by evacuating the building calmly and effectively. Further information can be found here.
The University will continue to test the Fire Alarms weekly in each of our buildings where it will sound for approximately 15 seconds before stopping.
In the unlikely event of the Fire Alarm sounding for more than 15 seconds DO NOT presume it is a planned fire drill or a false alarm. It may be a real emergency so ensure you:
- Leave the building by the nearest available escape route
- Do not delay your escape but if you can, turn off equipment / close doors and windows as you leave.
- During a building evacuation people are not required to follow social distancing requirements and stay 2m apart as this may impact the speed at which the evacuation can be successfully achieved. Once persons have evacuated to the outside it is expected that persons will try and maintain 2m social distancing in moving to and congregating at the fire assembly point. When persons are permitted to re-enter the building this will be on a staggered basis to support social distancing requirements.
- Go to the building fire assembly point and await further instruction. Details of University building fire assembly points can be found here.
- Do not re-enter the building until told to do so by one of the University Operations team or the Fire Service.
The University requests all staff and students positively respond to Fire Alarms by evacuating the building calmly and effectively.
The University’s obligations to have suitable First Aid provision remains in place. Given Coronavirus risks, however, the administering of First Aid will require a different approach. The University has considered this and will provide additional information and suitable PPE for First Aiders. Where local First Aid is deemed insufficient the University will ensure paramedic assistance is always sought.
The WHO’s standard recommendations for the public provides useful advice to reduce exposure to and transmission of the coronavirus.
You might be worried about coronavirus and how it could affect your life. This may include being asked to stay at home or avoiding other people. This might feel difficult, but there are many things you can try that could help your wellbeing during this period and Mind have produced some useful resources here: https://www.mind.org.uk/information-support/coronavirus/coronavirus-and-your-wellbeing/
In partnership with the Student’s Union you can also access Togetherall (formerly Big White Wall), a free 24/7 online resource that offers mental health well-being support. The service provides professional support, with oversight by trained counsellors. All you need to register is your UWTSD email address and you then choose an anonymous username to access the support. Visit togetherall.com.
Resources on well-being and self-care during this unprecedented period have been collated here. Please use your normal IT log-in when you sign in to Moodle to access the resources and contact firstname.lastname@example.org if you have experience any difficulty with access. Please do get in touch with us at email@example.com if you have ideas or suggestions for additional resources or topics you would like to see included.
The University will not be charging staff for car-parking during the period that staff are not working on campus as a result of the coronavirus outbreak across the UK. However, please can we request that staff do not cancel their direct debit for April as we look into this process. This will also apply to business critical workers who may be required to attend campus.
The UK government has introduced emergency measures to deal with immigration issues because of the coronavirus. If you have any queries, please contact the Human Resources team firstname.lastname@example.org who will be able to give you the most up to date information.
The UK Government has set up a Coronavirus Immigration Helpline. Telephone: 0800 678 1767 (Monday to Friday, 9am to 5pm) Calls are free of charge. Email: CIH@homeoffice.gov.uk