Pandemic Flu Briefing Session September 24, 2009

© University of Reading 2009

www.reading.ac.uk

Swine Flu – A(H1N1) • What have we (the University) been doing to plan for this pandemic • What assumptions we need to make for the new academic year • What needs to happen next

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The story so far... • MIT sub-group – key operational representatives • Activity highlights – – – – –

Notification process for ill staff and students Communications strategy – email and website Increased cleaning regimes across all campus buildings Training for frontline service staff (cleaning, face mask use, etc) Pro-active hygiene measures such as installing hand gel dispensers – Procedures in Halls for responding to outbreaks

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Planning assumptions

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Planning assumptions • The UK Government predictions are: – An infection rate of 1 in 3 – So by the end of the projected ‘second wave’ lasting 15 weeks, up to 30% of the population may have contracted swine flu – Peak not expected until October – Peak absence rate of 12% of the workforce – If school’s close this could potentially add another 15% of the workforce (Source: Cabinet Office/DoH)

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Facts • How long virus survives on surfaces – 15 minutes on soft surfaces – fabrics, tissues, etc – 24 hours on hard surfaces – door handles, work surfaces, keyboards, etc

• How long people are ill for – Between 7-10 days is average

• Can you get it more than once – Only if the virus mutates should this be possible

• Most effective way of avoiding / limiting the spread – Washing hands – Sneezing and coughing into tissues 6

What needs to happen next • If not started already – Discuss this issue with your senior staff • How many students need to be ill before you would cancel and re-arrange lectures? • Are there practical alternative ways of delivering teaching for a short period of time if a lecturer is off work for 7-10 days? • Any single points of failure in staffing? – Determine points of contact between MIT and your School / Directorate – Disseminate the key messages from today throughout your School / Directorate

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Key messages • It is just flu! • The University is not planning on closing • Staff should prepare to work differently – From home – Covering for absent colleagues – Posting lecture notes on Blackboard

• Good hygiene is everyone’s best defence – Face mask issue

• If a member of staff falls into an ‘at risk’ group they should let you know • Keep monitoring the website (www.reading.ac.uk/swineflu) • If they become ill contact HR • If they are informed by a student they are ill they should inform me (email will be fine)

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At risk groups • Those who are more at risk from becoming seriously ill with swine flu are people with: – chronic (long-term) lung disease, including people who have had drug treatment for their asthma within the past three years, – chronic heart disease, – chronic kidney disease, – chronic liver disease, – chronic neurological disease (neurological disorders include motor neurone disease, Parkinson's disease and multiple sclerosis), – suppressed immune systems (whether caused by disease or treatment), – diabetes, – pregnant women, – people aged 65 or older, and – children under five.

Source: www.nhs.uk 9

H1N1and People Matters David Screen Deputy Director of HR © University of Reading 2009

www.reading.ac.uk

Intranet Page for up to date guidance

Some issues • Reporting swine flu absences • Administering swine flu absences • Keeping our services running

• Time off to care for dependants • Managing those at risk • Refusal to attend work or carry out duties

Reporting a swineflu absence Inform HR immediately by either: 1. Telephone to 0118 378 7597

Or 2. Email to [email protected] We need to know: Name, Department/School, Date of start of absence. Date of end of Absence.

Administering a sickness absence • Complete USP1 Form sections 1,2 and 3. Copy and send to HR • When person returns complete form, sign and send to HR

Keeping our services running • In a time of emergency it is reasonable to ask our people to be flexible in their duties

• If needed undertake a risk assessment • Adopt local plans for handling absence and related issues

Special requests • Time off for the care for dependants: – Current policy allows two days unpaid in any 12month period – Discuss flexible working options

• Managing those at risk: – Ask all your people if they would let you know confidentially if they may have issues with swine flu. Discuss management approach with each individual, liaise with HR and H&S as required

Refusal to attend work • Carry out a risk assessment of the work and workplace • Manage risks as identified • Request person now returns to work

• If non-compliant, liaise with your HR Partner: – Medical referral – Disciplinary procedure – Other options

HR Services We have a three stage plan in place for our services: GREEN

Systems working normally

AMBER

Prioritise urgent work, assign people to handle enquiries, reduce resources elsewhere

RED

Safeguard payroll, answer urgent calls, no visitors to the office, reduce recruitment work

Open Forum

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