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Local procedures at IMB for a controlled reopening of Domus Medica

These routines apply to all employees and affiliates at IMB with a workplace at Domus Medica, and for students with permit working in laboratories. The routines also applies to all visitors.

Valid from 18th May and edited June 30th, valid up to and including 17th August 2020 or until the IMB management issues new regulations.

New guidelines issued by the government on 15th June 2020 have made it possible for employees and students to return to UiO’s buildings. All employees and affiliates with a workplace at Domus Medica must familiarise themselves with the Guidelines for Infection Control at the University of Oslo (hereafter “UiO’s guidelines”) and comply with its recommendations.

You must also take UiO’s mandatory infection control course before you enter the building. IMB’s local procedures describe in detail how UiO’s guidelines are to be applied in practice at Domus Medica.

Please be aware that some units may have separate routines in addition to the general routines described here.

Before you come to Domus Medica, you must make sure of the following

  1. You are healthy and have no symptoms of respiratory infection (see UiO’s guidelines)
  2. You have familiarised yourself with UiO’s Guidelines for Infection Control
  3. You have taken and passed UiO’s mandatory infection control course (e-learning)
  4. You and your immediate superior have discussed the conditions for your return to the building in relation to the Guidelines for Infection Control 

While at Domus Medica, you must keep the following points in mind

  • Return home if you get any symptoms of illness! Inform your superior immediately
  • Keep at least 1 metre’s distance from others
  • Wash your hands thoroughly on arrival and frequently while in the building
  • Practice good coughing hygiene (cough into a paper towel or into your elbow, then wash your hands)
  • Carry out frequent cleaning of contact surfaces in communal working and break areas
  • Continue to conduct meetings digitally whenever possible

Before you come to Domus Medica

You can still work from home

Working from home is still permitted, subject to agreement with your immediate superior, even though access to UiO’s buildings is now allowed. Those who belong to risk groups, or whose household members include people in risk groups, should still consider home office working as an option. We refer to the official definitions and advice for risk groups: https://helsenorge.no/coronavirus/high-risk-groups?redirect=false

Working from home should be considered if the Infection Control routines implies that everyone cannot come back to work at the same time, for those who are able to carry out their tasks in a satisfactory manner from home, subject to agreement with their superior. Working hours should be adapted as far as possible to avoivd rush hour for those who depend on public transportation to get to work.

Access registration

The requirements to apply for access to the building are suspended as long as the buildings are open. Your immediate superior is still required to make sure the number of staff at work are in compliance with infection control routines.

Note that access to the Department of Comparative Medicine is subject to a special application procedure (in Norwegian).

Avoid public transport during the rush hour

UiO’s guidelines recommend using other modes of transport to get to work. If you have to use public transport, you should consider continuing to organise your working hours so that you do not need to travel during the rush hour. If you do have to use public transport, keep a distance of 1 metre away from other passengers.

When you are at Domus Medica

Keep your distance!

The government and UiO’s guidelines emphasise that we must maintain a distance of 1 metre from other people at all times. Employees who need to visit different parts of the building and have contact with many others due to the nature of their job, must be particularly on their guard.

Communal areas

Keep the time you spend in communal areas to a minimum. Notices might be displayed on the walls in relevant places, giving information about special rules for the use of break rooms, meeting rooms, lifts etc. If you think a communal area near you lacks such a notice, contact hms-koordinator@basalmed.uio.no

Sharing an office and lab etc

Leaders must ensure that employees who share offices and labs can keep to the rules on social distancing and infection control. When possible, leaders should draw up rotas, allow for flexible working hours and introduce hourly work lists and the like in order to reduce the need for employees to be in close proximity with one another in small areas for a long time. The aim of these measures is to reduce the risk of infection and the number of employees who will have to go into quarantine if sickness arises.

Employees must keep a distance of 1 metre from one another where possible when they are working in the same place. Use larger work areas where possible and avoid working in different locations during one and the same day.

Meetings

UiO’s guidelines stipulate that meetings should still be held digitally whenever possible. When holding physical meetings make sure to keep the minimum distance. If a meeting room is to be used, participants should bring their own laptop if possible. Any contact surfaces in communal areas used in conjunction with meetings must be cleaned before and after use and you should also wash your hands before and after using equipment and touching surfaces. Groups working together in physical proximity must not number more than 20 persons.

Lunch and breaks

Use of communal kitchens and break rooms

We urge the implementation of suitable routines for the use of communal kitchens and break rooms so that we avoid having a large number of employees in quarantine because of possible infection.

Eat your lunch preferably with the same people every day.

When staggering lunch times, each group must clean the table and contact surfaces directly after use. Choose larger areas for your lunch such as the canteen if you only have a small break room. Eat in your office or outside, weather permitting. 

Food

UiO’s guidelines stipulate that kitchens must not be used to store food. Bring your own food with you from home or use the canteen when it is open. Avoid preparing food in the kitchen.

Coffee machines/kettles

Wash your hands before and after use. Contact surfaces must be cleaned before and after use. You can also bring a thermos with tea/coffee from home.

Cleaning procedures

Ordinary cleaning procedures

Normal cleaning is carried out in offices and other workplaces. The cleaning of communal areas is intensified.

Cleaning your own workplace

You are responsible for cleaning your own workplace: workbenches, laboratory benches, machines and other equipment must be cleaned before and after use. In addition, wash your hands before and after use. The same applies to equipment in communal areas such as photocopiers, kitchen equipment and coffee machines.

Contact surfaces in your own workplace such as door handles, light switches, basins in laboratories etc must be cleaned regularly.

If you discover a lack of soap, towels or the like in toilets and communal areas, please send a message to Estate Services.

NB! Group leaders are responsible for maintaining cleaning procedures in their respective laboratories.

Disinfection

The Cleaning Dept will make sure that hand disinfectant is available at the main entrances to the building. Each department/section must make sure that hand disinfectant is available in all areas likely to be used by many people. Disinfectant for surfaces and hands can be obtained from IMB’s main reception desk between 9 am-3pm. Please coordinate requisitions and only ask for the quantity needed for your group and so that there are adequate supplies for everybody.

Visitors

All visitors to Domus Medica must follow IMB's guidelines for infection control. The person responsible for the visit must ensure that the visitors are familiar with and adhere to the guidelines.

Facilitating a safe working situation

If you are unsure whether it is safe for you to return to work, discuss this with your immediate superior. It may be appropriate to change your working hours or tasks or implement other measures. The Section for HR and HSE or UiO’s Occupational Health Service Unit can help to find solutions, if required.

Published May 19, 2020 10:47 AM - Last modified June 30, 2020 11:50 AM