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Access to University buildings (effective from 24th March 2020)

24 March 2020

Further to the Prime Minister’s statement to the public last evening (23rd March 2020) and his directive to stay at home, the Univeristy  has amended its access to buildings protocol as follows:

  1. There will be no further access to any University building other than for exceptional circumstances. ‘Exceptional’ will include:
    • Essential business critical and/or duty of care responsibilities, e.g. support for residential students
    • Support for the NHS
    • Support to the wider community as determined by the Vice Chancellor in consultation with Government in relation to the University’s civic mission;
  2. Access for exceptional circumstances will be managed in line with the Access Protocol that was issued yesterday, 23rd March 2020 and which you can read below.
  3. Other key considerations:
    • Please ensure that you adhere to public health guidelines in relation to social distancing . University officers will implement appropriate actions if national guidance is not practiced within University buildings.  You can access the guidance
    • Levels of University staff cover will be reduced further in light of the reduction in access to buildings on campus, which will impact upon immediate staff availability for non-urgent requests.
    • Students will not be permitted to return to residences to collect belongings unless this is confirmed as absolutely essential i.e. to ensure their welfare and wellbeing.
    • Accommodation will be secured for all residential students to enable students to leave their belongings in their rooms should they wish to do so.
    • Tenants will still be allowed to enter leased premisesbut will need to confirm that they are adhering to government guidelines and directives to ensure that the University’s duty of care is suitably discharged.
    • University tenants will be reminded of the reduced staffing levels should they have any specific support requirements.

Protocol for managing access to University buildings (effective from 20th March 2020)

23 March 2020

During the current process of restricting access to University buildings in order to minimise/eliminate social interaction in line with UK and Welsh Government and Public Health guidance, it is fully recognised that there will be a number of valid reasons for staff attending site for specific business continuity purposes.

Until further notice access to all buildings will be strictly controlled by Estates. The Registrar, Ray Selby, will be responsible and accountable for ensuring controlled access to all University buildings.

Access will only be permitted for business critical requirements.

Site operatives will facilitate approved access, and essential access will be expedited as fast as possible.

Following approval, staff should not attempt to enter any building without contacting the appropriate Site Operative on duty in order to agree access arrangements i.e. to arrange a time to open a building and area to where access is required (as Estates’ staff will be undertaking many other duties) or, where staff requiring access have keys/alarm codes, to confirm when they can be on site (and also when they have left site and secured their area). All staff given access to a building must indicate how long they need to be on site. Access will be subject to a pragmatic risk assessment focusing on social distancing’

Contact numbers are as follows:

Carmarthen – 07767842738

Lampeter – 07976528354

Swansea – 07850321704

Where this has been approved by the Deputy Vice Chancellor (Finance & Planning) this approval should be forwarded to the Registrar if the Registrar has not already received an instruction direct. This requirement will be added to a daily ‘Approved Access List’ that will be maintained at each site in order to manage access effectively (and comply with increasingly stringent social distancing requirements).  

All other requests without senior management approval will be referred to the Duty Site Manager by the Site Operative.

Where a request does not appear to be justified and has not been sanctioned as noted above it will be referred to the Head of Operations and Compliance, Kelly Williams, and/or Registrar for a final decision. Any such approvals, should only be on an exceptional basis.All access will be logged to comply with Health & Safety requirements (entry & departure).

Anyone granted access must comply with social distancing and hand sanitisation requirements. Face to face contact will be managed in line with current guidelines. 

No student, undergraduate or postgraduate, will be allowed access unless this has been agreed with a Dean or Provost and should only occur on an exceptional basis and will be managed by Estates as set out above. Any such approvals should only be on an exceptional basis. NOTE: this does not apply to students in residential accommodation.

No external organisation will be allowed access unless this has been agreed with the Registrar.

Emergency services will continue to have unrestricted access in line with normal routine practices. In the event of a Major Incident affecting the integrity of a site and/or the safety and wellbeing of any residents then the Major Incident Plan will apply and staff will be asked to attend as necessary.

Contact details for the Duty Site Manager, Head of Operations & Compliance, and Registrar are held by the Duty Site Operative.

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Communicating Emergency Notices

The University will provide details of any emergencies across its campuses and centres in this section of the website.

Information will also be shared via the University's social media accounts signposting to this webpage.


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