An update to staff sent on Monday 16 March 2020
Dear colleagues,
You will be aware of the extensive measures that governments and organisations around the world are taking in order to maximise social distancing and slow the spread of coronavirus Covid-19. The scientific evidence is that the virus will spread through populations exponentially, in the true sense of that term, and overwhelm health services unless extensive social distancing measures are adopted.
On Friday we announced the suspension of face to face teaching at our Aberdeen campuses for all undergraduate and taught postgraduate students. Face to face teaching was already suspended at our Qatar campus. All undergraduate and taught postgraduate students may return home if they wish and are able to do so. They are also being advised that they will not need to return to campus for any upcoming exams.
We are also working closely with all Aberdeen students based overseas advising them where possible to return to their usual place of residence if they have not already done so. Support is being provided on an individual basis should they not be able to travel home.
Social distancing and homeworking1
We also indicated that, from today onwards, measures will progressively be put in place to enable our community to maintain social distancing - for example by asking staff to conduct meetings online via MS Teams.
In light of the available scientific evidence - and through responsibility to our staff, students and the wider community - we have decided today to accelerate those plans. Heads of School and Directors have been given authority to make arrangements for extensive home working. You should wait to hear from your line manager about arrangements for the introduction of home working in your area.
Notwithstanding that, we would ask those in vulnerable groups2 to discuss with their line manager any arrangements that need to be put in place as a matter of urgency. These arrangements also apply to all PhD students, for whom guidance will be provided by the Graduate School.
Some activities will need to continue on campus. Workplace arrangements for those activities that cannot be done through home working will be modified as necessary to eliminate the risk of transmission of the virus as far as possible. Migrating to extensive home working will also make it easier for us to ensure effective social distancing for those remaining on campus.
Those whose presence on campus is essential to activities are asked to observe strictly the protocol of maintaining a distance of two metres apart. Wherever possible, meetings should be held electronically or by telephone, even for those staff on campus. Where this is not possible, the protocol of maintaining a distance of two metres apart should be observed. External visits to our campuses should be postponed unless it is essential that they go ahead. All University events should be postponed or cancelled until further notice.
A meeting with the campus trade unions has been held today to discuss the implications of these developments, and further discussions will be held very regularly in the coming days and weeks. Staff can be reassured that during this period, salary arrangements will remain unaffected and there will be no change to terms and conditions of employment.
We recognise that in the coming period staff may be impacted personally by the virus, and it would be helpful if you could inform your line manager if you are unwell. It is not expected, however, that you submit a medical certificate if you are ill.
We fully recognise that your health and wellbeing, and that of your family and any dependents is your priority, and if you are unable to fulfil your duties as a result of caring responsibilities, the University is fully supportive of this situation. In these circumstances, it would be helpful if you could advise your manager accordingly to ensure they are aware of your situation.
Further information for staff is contained within the FAQs available here. These will be updated continuously to reflect the decisions announced in this message. All queries not covered by the FAQs should be directed to coronavirus@abdn.ac.uk where they will be passed to the relevant team to consider.
Research
There have been a number of queries from staff and postgraduate research students relating to their research projects, including research which is field based, involves NHS patients or is funded by an external funding agency. Detailed FAQs relating to research activities have been prepared, and these will be continually updated as the situation evolves.
Follow health guidance
Once again can we emphasise how imperative it is to observe the following health advice to prevent the transmission of the virus:
- wash your hands with soap and water often – do this for at least 20 seconds
- always wash your hands when you get home or into work
- use hand sanitiser gel if soap and water are not available
- cover your mouth and nose with a tissue or your sleeve (not your hands) when you cough or sneeze
- put used tissues in the bin immediately and wash your hands afterwards
- try to avoid close contact with people who are unwell
You should also familiarise yourself with the guidance around self-isolating.
We are aware that this message will prompt many questions. Please be patient as we make this major shift and check our FAQs before making enquiries.
We know how challenging this will be for all of us - both personally and professionally. Home working can feel lonely, and an increasing number of us will be dealing with multiple domestic as well as work challenges in the days and weeks ahead. Please be sure to check in on one another and follow the advice of health agencies as it develops. We will get through this difficult period, and we will do so by being vigilant about the threat posed by the virus and by supporting one another. A further update will follow tomorrow.
Best wishes
George & Karl
Professor George Boyne Professor Karl Leydecker
Principal and Vice-Chancellor Chair Coronavirus Steering Group
Senior Vice-Principal
1Working from home
Our colleagues in the Directorate of Digital and Information Services are working to ensure that services are in place to facilitate staff working from home, and that support will be available via the Service Desk if you require it.
While the University does not have a formal working from home policy, these are exceptional circumstances. Guidance on working from home has been created and can be viewed here.
Remote Access
- Guidance on the University’s remote access solutions is available on StaffNet at www.abdn.ac.uk/staffnet/working-here/remoteaccess.php.
- Whether you have a University managed laptop, or are working on a personal device, we would ask you to make sure your remote access solution covers your requirements for working from home.
- A limited stock of laptops and tablets is being prepared to support business critical requirements. Requests for access to these will need to be supported by Heads of School and Directorates and will be prioritised.
- If you encounter any issues, for example accessing a system or piece of software that is critical to your work, please log a call with the IT Service Desk.
Meetings
- You can schedule and host online meetings via MS Teams. Teams also allows you to collaborate with external colleagues. It is installed on all University laptops and desktops to ensure everyone has access. You can install the software on personal devices and also on mobile phones and tablets. Although students do not have MS Teams yet, they will be also be able to join an online meeting via a URL in the meeting invite.
- See MS Teams: Quick guide to Meetings for guidance setting up a Teams meeting.
- If you experience any issues, please log a call with the IT Service Desk.
Vulnerable groups
2Coronavirus can cause more severe symptoms in people with weakened immune systems, older people and those with long term conditions like diabetes, cancer and chronic lung disease - see NHS Inform.