Covid-19 Institutional Contingency Plan

Covid-19 Institutional Contingency Plan November 2021

LOCKDOWN

LEVEL 1

YOUR PASSPORT TO STUDENT LIFE #KeepCreatingYourFuture

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

Introduction by the Vice-Chancellor Dear Staff and Students The institutional Covid-19 Command Centre declared the third wave of infections at CPUT to be over by 30 September 2021. This announcement follows months of intense work by various departments at the forefront of our response to contain the virus, prevent cluster outbreaks, accurately predict the start and end of the third wave, and align all Health Cluster decisions within this scientific understanding.

While we celebrate this success, we also remember the nine members of the CPUT community who succumbed to the virus during the third wave (two staff members and seven students).

During the second wave, we lost a total of seven staff and students. These deaths happened at a time when the institution was tracking an average of 25 to 27 infections a week.

The President of the Republic of South Africa announced that the country would be placed on Alert Level 2 (LL2) from 13 September 2021, and subsequently announced that the country would be placed on Alert Level 1 (LL1) from 1 October 2021.

National, regional and also institutional Covid-19 case figures have declined significantly after a tough period, and leading authorities still expect that the virus will multiply in the next two months until a fourth wave of infections is possibly declared in December 2021.

However, in the anticipated less dangerous period before the potential next wave, we will attempt to finalise the academic year. We also realise that our student community was denied the freedom of social interaction due to the strict lockdown measures, and hence we have, since the announcement of LL1, allowed more student centred events for our students to enjoy balanced and healthy lives.

#KeepCreatingYourFuture

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

With greater freedom of movement however, staff and students must remain mindful that the pandemic is not yet over, and our behaviour now will influence the severity of the anticipated fourth wave. We know from science that these waves are largely driven by human behaviour and the mutation of the virus. We thus caution the CPUT community that with the greater on-campus flexibility comes the responsibility of maintaining the standard Covid-19 protocols of wearing a mask, maintaining social distancing, washing hands regularly, and controlling social interactions. Keeping the virus off our campuses during the fourth wave is in our hands, and we need the cooperation of all CPUT staff and students to do so. It remains imperative that we encourage each other to be vaccinated, and it is particularly pleasing to note that our Vaccination Centre has been operating at full capacity since September 2021, and has now passed the 12,000 mark for vaccines administered.

Our Covid-19 Compliance Team, together with the Covid-19 Health Cluster and the Covid-19 Command Centre will continue to monitor the arrival of this anticipated next wave, and will also advise timeously if it influences the planning for the start of the 2022 academic year.

It is still our duty to ensure that our community conducts itself with the necessary responsibility under the guidance of our Covid-19 Compliance Team and within the protocols and decisionmaking realms of the CPUT Covid-19 Command Centre and CPUT Covid-19 Health Cluster, as published in this plan.

Please wear your mask, sanitise and practice social distancing. It is mandatory, and we will remain extremely vigilant in ensuring all the members of our community obey these protocols.

With more freedom comes more responsibility.

Prof Chris Nhlapo Vice-Chancellor & Principal

#KeepCreatingYourFuture

Covid-19 Institutional Contingency Plan

1

LOCKDOWN LEVEL 1

MANAGEMENT OF COVID-19 COMPLIANCE

#KeepCreatingYourFuture

1

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

1.1 Current status of Covid-19 in CPUT The current status of Covid-19 in CPUT is given in the table below: Week Ending

12 Oct 2021

19 Oct 2021

Staff

250

250

Students

276

276

Grand Total

526

526

Fatalities

20

20

Recoveries

505

506

99.8%

100%

Hospitalisation: High Care

0

0

Hospitalisation: ICU

0

0

Recovery Rate Excl. Deaths

The Covid-19 Compliance Team predicted that the third wave would commence from the end of May 2021 when the national threshold of 5,500 new infections per day over a 7-day moving average was exceeded; and further predicted that it would ease out by the second half of September 2021. The graph below shows the effect of the third wave on CPUT during this period, and how the measures implemented slowed down the spread of the virus.

#KeepCreatingYourFuture

2

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

Weekly infections peaked at 28 per week, which corresponds with the maximum number of weekly infections (25) experienced in January 2021 at the peak of the second wave.

Regrettably, nine members of the CPUT community have passed away during the third wave – two staff members and seven students.

Despite these challenges, we have now maintained our proud record of not registering a single transmission of the virus on any of our campuses for the full duration of the pandemic.

Sources currently expect the fourth wave to start at around 2 December 2021 and to last around 75 days. It has also now been confirmed that the period between waves ranges between 92 and 99 days.

The Covid-19 Compliance Team has now proven that its forecasting algorithm is accurate. The algorithm, which runs on PowerBI software, uses neural networking and machine learning to

#KeepCreatingYourFuture

3

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

predict future trends. The Compliance Team will attempt to release quarterly forecasts to all stakeholders based on CPUT’s own data.

The figure below shows the current forecast (in yellow) on a graph that shows CPUT case data since July 2020. It shows a new peak to be expected early in January 2022. This pattern will be monitored, but current indications are that the fourth wave may be in decline when AY2022 starts. If any revised figures indicate any dangers to the CPUT community on campus, the academic community will be notified timeously:

When considering this outlook, it remains important to also consider the fundamentals that will drive the effect and potential severity of a next wave: • Compliance of the general population with Covid-19 protocols.

• The protection given by vaccination levels.

• The theory that for every wave, there may be “less wood to burn”, i.e., that those who are most vulnerable would already have been affected by each previous wave.

• The effect the delta-variant still has, as well as derivatives of the delta-variant (collectively known as delta plus).

• Other new variants, including, but not limited to, the C-1.2 and mu-variants.

#KeepCreatingYourFuture

4

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

1.2 Covid-19 compliance management structures 1.2.1 Covid-19 Health Cluster The Covid-19 Health Cluster was created in March 2020 and since then meets every Tuesday and Thursday afternoon at 14:00. It oversees all operations on campus.

Any face-to-face activities within the academic project are determined by the deans of faculties within the prevailing guidelines and are approved by the Institutional Covid-19 Compliance Officer and the DVC, Teaching & Learning.

Any other activities are only undertaken with the permission of the Covid-19 Health Cluster.

Under LL1, some authority has been delegated back to line management, as indicated in paragraph 1.2.3.

The Health Cluster is constituted of the following parties: 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

The Institutional Covid-19 Compliance Officer, as Chair; The HOD: Campus Health; The Manager: Vaccination; The Manager: HIV/AIDS Unit; The Manager: Disability Unit; The Coordinator: Health & Safety; The Dean: Health & Wellness Sciences; The HOD: Nursing Sciences, as well as specialist staff required; The Dean and Deputy Dean: Student Affairs; The Director: Property Services, or their representative; The Director: Protection Services, or their representative; The Director: Human Capital Operations, or their representative; The Employment Equity Specialist; The Institutional Marketing & Branding Specialist; Representatives from all faculties; Representatives from research institutes; Representatives from all directorates; and The Secretariate of the Covid-19 Compliance Office.

#KeepCreatingYourFuture

5

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

One observer each are allowed from RTU and CSRC. For permission for any activity to proceed on campus including face-to-face meetings, visitors to CPUT, visits by CPUT members to entities outside the institution, or sporting and social events, please, via your representative, write to the Chair of the Health Cluster, Prof Mellet Moll at mollcm@cput.ac.za and the secretary of the committee, Ms Sibulele Siwisa at siwisas@cput.ac.za clearly stating what permission is required for, what the reason for the request is, which people will be involved, and where and when the proposed event is to take place. Also, please explain why the proposed event cannot take place online.

Please note that all requests have to be cleared with the relevant Dean or Director, and will only be considered with their support.

The Covid-19 Health Cluster then considers the following factors: 1. Whether it would be possible to stage the event online; 2. The prevailing lockdown level; 3. The current levels of new infections (internationally, South Africa, the Western Cape and CPUT); 4. The timeline of the proposed event, and the outlook for Covid-19 at that stage; 5. The risk profile of the proposed event, and the level to which CPUT would be willing to accept and manage this risk; and If approval is given, it may be accompanied by special conditions for the event to proceed.

This may include evidence of a Covid-19 test undertaken in Cape Town.

Please note that there is still a moratorium in place on international travel. This arrangement will be reviewed at the Health Cluster’s annual planning session at the end of 2021.

The Covid-19 Health Cluster has been successful in managing the risk of Covid-19 precisely due to the strict regimen it follows. Any permissions for travel or visits to any entities outside CPUT will only be granted in exceptional circumstances, and only when the online alternative is not feasible.

#KeepCreatingYourFuture

6

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

1.2.2 Covid-19 Command Centre The Covid-19 Command Centre meets every Friday afternoon at 14:00, and oversees the Covid-19 situation for the previous week and the outlook for the following week.

It consists of Executive Management, Deans of Faculties, and the executive of the Covid-19 Health Cluster.

1.2.3 LL1 decision-making matrix for all institutional activities The decision-making framework, including the delegation of certain authority, is given in the table below.

Please note: Given CPUT’s current low risk profile, the isolation period after travelling or being in contact with visitors who have travelled to CPUT has again been revised from 10 days to 7 days.

PEOPLE ALLOWED ON CAMPUS STAFF

Line management to review operational requirements, and update the list of who may come to campus Capacity as set up with Property Services Line management must ensure that all spaces utilised/ occupied by staff have been assessed by Property Services

STUDENTS

As determined by the Deans, supported by the Compliance Officer, and approved by the DVC: Teaching & Learning

VISITORS

Academic – Permission from Deans Contractors – Permission from relevant Directors Vaccinations – Permission from Compliance Officer General inquiries – Permission from Compliance Officer Study participants – Permission from Director/ Assistant Dean/ Research Head, approved by DVC: RTIP

#KeepCreatingYourFuture

7

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

TEACHING & LEARNING ACTIVITIES LECTURE THEATRES

Not exceeding 50% of the venue capacity, using a diagonal seating arrangement

CLASSROOMS

Not exceeding 50% of the venue capacity, maintaining 1.5 m distancing

LABORATORIES

Not exceeding 50% of the venue capacity, maintaining 1.5 m distancing

STUDIOS

Not exceeding 50% of the venue capacity, maintaining 1.5 m distancing

LIBRARY AND IT CENTRE

Not exceeding 50% of the venue capacity Hours: 08:30 – 22:00 on weekdays

INFORMAL SPACES

Not exceeding 50% of the venue capacity

ACCREDITATION VISITS

Dean/Director to recommend Hybrid option to be promoted Health Cluster approval required External participants will be required to provide a negative Covid-19 test not older than 48 hours; and/or to submit evidence of vaccination if the visitor travelled internationally or interprovincially to attend

SHORT COURSES AT CPUT

Dean/Director to recommend Hybrid option to be promoted Health Cluster approval may be done in batches and may request line manager to present the programme External participants will be required to provide a negative Covid-19 test not older than 48 hours; and/or to submit evidence of vaccination if the visitor travelled internationally or interprovincially to attend

SHORT COURSES AT CLIENT

Dean/Director to recommend Hybrid option to be promoted Health Cluster approval may be done in batches and may request line manager to present the programme Lecturing staff will be subject to local and interprovincial travel arrangements as discussed elsewhere in this table

#KeepCreatingYourFuture

8

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

ASSESSMENTS CENTRAL LARGE VENUES (e.g., MSH, MPH)

Not exceeding 50% of the venue capacity

LECTURE THEATRES Not exceeding 50% of the venue capacity, using a diagonal seating arrangement LABORATORIES

Not exceeding 50% of the venue capacity

STUDIOS

Not exceeding 50% of the venue capacity

RESEARCH ON-CAMPUS (in local communities)

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster reps

ON-CAMPUS (experimentation)

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster reps, in line with laboratory capacity

OFF-CAMPUS (in external communities)

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster reps, in line with the Field Work protocol (under the management of the DVC: RTIP)

OFF-CAMPUS (experimentation)

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster reps, in line with the Field Work protocol (under the management of the DVC: RTIP)

#KeepCreatingYourFuture

9

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

INTERNATIONAL TRAVEL CONFERENCES

Dean/Director to encourage hybrid option as preference If Dean/Director is willing to agree to travel option, the benefit to the CPUT community must be proven, as well as why physical attendance is necessary Covid-19 rules at the host and the host country to accompany submission Health Cluster may require proof of testing and/or vaccination in line with host country rules Health Cluster to make final recommendation to DVC: RTIP Director: SIP to attend relevant Health Cluster meeting Final approval with DVC: RTIP Upon return, the staff member will be required to: self-isolate for 7 days (where the staff member is authorised to work from home); or to provide a negative Covid-19 test not older than 48 hours (where the staff member is required to report to campus)

STUDENT MOBILITY

Dean/Director to recommend Support from Director: SIP required, based on current database of agreements (e.g., K107 Erasmus funding) No agreements will be considered that were signed after the Disaster Management Act was invoked, unless it is related to the development of new degree programmes New requests signed after the Disaster Management Act was invoked will only be considered as from March 2022 Covid-19 rules at the host and the host country to accompany submission Health Cluster may require proof of testing and/or vaccination in line with host country rules Health Cluster to make final recommendation to DVC: RTIP Director: SIP to attend relevant Health Cluster meeting Final approval with DVC: RTIP Upon return, the student will be required to self-isolate for 7 days; or to provide a negative Covid-19 test not older than 48 hours

#KeepCreatingYourFuture

10

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

INTERNATIONAL TRAVEL STAFF MOBILITY

Dean/Director to recommend Support from Director: SIP required, based on current database of agreements (e.g., K107 Erasmus funding) No agreements will be considered that were signed after the Disaster Management Act was invoked, unless it is related to the development of new degree programmes New requests signed after the Disaster Management Act was invoked will only be considered as from March 2022 Covid-19 rules at the host and the host country to accompany submission Health Cluster may require proof of testing and/or vaccination in line with host country rules Health Cluster to make final recommendation to DVC: RTIP Director: SIP to attend relevant Health Cluster meeting Final approval with DVC: RTIP Upon return, the staff member will be required to: self-isolate for 7 days (where the staff member is authorised to work from home); or to provide a negative Covid-19 test not older than 48 hours (where the staff member is required to report to campus)

INBOUND MOBILITY

Dean/Director to recommend Support from Director: SIP required, based on current database of agreements (e.g., K107 Erasmus funding) No agreements will be considered that were signed after the Disaster Management Act was invoked, unless it is related to the development of new degree programmes New requests signed after the Disaster Management Act was invoked will only be considered as from March 2022 All CPUT protocols to be obeyed by visitors Health Cluster to make final recommendation to line management Health Cluster may require proof of testing and/or vaccination Director: SIP to attend relevant Health Cluster meeting It is advised that staff and students who are in contact with international visitors are vaccinated Sanitising of venues after departure After departure, staff members who were in contact may be required to selfisolate for 7 days; or to provide a negative Covid-19 test not older than 48 hours

#KeepCreatingYourFuture

11

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

LOCAL TRAVEL INTERPROVINCIAL TRAVEL TO CPUT

Dean/Director to recommend Health Cluster approval required Health Cluster may request visitors to submit proof of testing and/or vaccination Sanitising of venues after departure After departure, staff members who were in contact may be required to self-isolate for 7 days; or to provide a negative Covid-19 test not older than 48 hours

INTERPROVINCIAL TRAVEL FROM CPUT

Dean/Director to recommend Covid-19 protocols of host to be submitted Health Cluster approval required Health Cluster may request members to submit proof of testing and/ or vaccination Upon return, the staff member may be required to: self-isolate for 7 days (where the staff member is authorised to work from home); or to provide a negative Covid-19 test not older than 48 hours (where the staff member is required to report to campus)

LOCAL TRAVEL TO CPUT INSIDE WESTERN CAPE

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster representatives Health Cluster may request visitors to submit proof of testing and/or vaccination

LOCAL TRAVEL FROM CPUT INSIDE WESTERN CAPE

Dean/Director and Compliance Officer to give permission to items raised by Health Cluster representatives Health Cluster may request members to submit proof of testing and/ or vaccination Covid-19 protocols of host to be submitted

#KeepCreatingYourFuture

12

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

WORK INTEGRATED LEARNING AND SERVICE LEARNING STUDENT MOBILITY TO INDUSTRY

Status quo

EMPLOYER MOBILITY TO CPUT

To be treated as visitors to CPUT

STUDENT MOBILITY TO COMMUNITIES

Status quo

COMMUNITY MOBILITY TO CPUT

To be treated as visitors to CPUT

FORMAL MEETINGS AND GATHERINGS ON-CAMPUS internal

Faculty, department, programme, and unit meetings, strategic planning meetings, year-end and social functions Dean/ Director to give permission in line with staff operational requirements; and venue capacity to not exceed 50%; and all Covid-19 protocols observed

ON-CAMPUS external

Advisory bodies, moderation, discussion forums, strategic planning meetings, year-end and social functions Dean/ Director to give permission in line with visitation protocol in this table; and venue capacity to not exceed 50%; and all Covid-19 protocols observed External participants will be required to provide a negative Covid-19 test not older than 48 hours; and/or to submit evidence of vaccination if the visitor travelled internationally or interprovincially to attend

#KeepCreatingYourFuture

13

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

FORMAL MEETINGS AND GATHERINGS OFF-CAMPUS internal

Strategic planning meetings, retreats, discussion forums, year-end and social functions Dean/Director to recommend Health Cluster permission required, and Covid-19 protocol of off-campus facility to be submitted Health Cluster may require an inspection by the H&S Coordinator

OFF-CAMPUS external

Advisory bodies, retreats, moderation, discussion forums, year-end and social functions Dean/Director to recommend Health Cluster permission required, and Covid-19 protocol of off-campus facility to be submitted Health Cluster may require an inspection by the H&S Coordinator The staff member may be required to self-isolate in accordance with CPUT protocols (where the staff member is authorised to work from home); or to provide a negative Covid-19 test not older than 48 hours (where the staff member is required to report to campus) (post the event)

GATHERINGS (indoors and outdoors)

Dean/Director to recommend 50% of venue capacity Facilities hire protocol followed Property Services and Health Cluster permission required

GRADUATION CEREMONIES

To be determined under the prevailing lockdown levels, with permission from the Health Cluster and the Registrar

#KeepCreatingYourFuture

14

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

FORMAL MEETINGS AND GATHERINGS REGISTRATIONS

To be determined under the prevailing lockdown levels, with permission from the Health Cluster and the Registrar The Compliance Officer may, together with the Office of the relevant Deputy Registrar, assemble a sub-committee to oversee the process

HOSTING OF CONFERENCES & WORKSHOPS on-campus

Dean/Director to recommend 50% of venue capacity, the rest through a blended approach Facilities hire protocol followed Property Services and Health Cluster permission required Proof of testing/vaccination may be required for physical attendees in line with protocol on visitors discussed elsewhere in this table

HOSTING OF CONFERENCES & WORKSHOPS off-campus

Dean/Director to recommend 50% of venue capacity, the rest through a blended approach Covid-19 protocols of the off-campus facility to be submitted Health Cluster permission required Health Cluster may require an inspection by the H&S Coordinator Proof of testing/vaccination may be required for physical attendees in line with protocol on visitors discussed elsewhere in this table

SPORTS EVENTS ON-CAMPUS (players and spectators)

Dean/Director to recommend 50% of venue capacity Facilities hire protocol to be followed Proof of testing/vaccination may be required Property Services, DSA and Health Cluster permission required

OFF-CAMPUS (players and spectators)

Dean/Director to recommend Covid-19 protocols of the off-campus facility or bubble to be submitted Proof of testing/vaccination may be required DSA and Health Cluster permission required

#KeepCreatingYourFuture

15

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

SOCIAL EVENTS ON-CAMPUS

Dean/Director to recommend 50% of venue capacity Facilities hire protocol to be followed Property Services, DSA and Health Cluster permission required

OFF-CAMPUS

Dean/Director to recommend Covid-19 protocols of the off-campus facility to be submitted Proof of testing/vaccination may be required Inspection of off-campus venue by the CPUT H&S Coordinator or duly appointed SHE Representative DSA and Health Cluster permission required

SRC ELECTIONS ELECTION COMMITTEE (EC)

Venue to be prepared by Property Services – suggested venue is Senate Hall

CAMPAIGNING: Mass gatherings

Venues and social distancing numbers per venue to be booked with Facilities Hire: • Bellville: Student Centre, Bus terminus area • District Six: Amphitheatre • Wellington: Sports fields • Mowbray: Empty parking area to be designated • Granger Bay: Extended parking area

CAMPAIGNING: Residences

Venues at residences, where applicable, to be booked with residence coordinators or residence management

VOTING STATIONS

Set-up to be tabled with Compliance Officer, two Covid-19 monitors present at each station Sanitising of individuals and pens before/after entry

POLICY CONFERENCE

Bellville MSH to be secured and sanitised Numbers capped at 30% of capacity

COUNTING

Set-up to be tabled with Compliance Officer, two Covid-19 monitors present at each venue: • Bellville – MSH • District Six – MPH

#KeepCreatingYourFuture

16

Covid-19 Institutional Contingency Plan

2

LOCKDOWN LEVEL 1

ACADEMIC READINESS

#KeepCreatingYourFuture

17

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

2.1 Continuation of Semester 2, AY2021 On 29 March 2021, the Minister of Higher Education, Science and Technology, Dr Blade Nzimande, published a guideline called Directions on a National Framework and Criteria for the Management of the 2021 Academic Year in the Public and Private Higher Education Institutions. The main intention was to guide the Higher Education sector to navigate through the different risk levels of the lockdown, while allowing space for institutions to make their own decisions within this framework and in line with their different contexts and planning.

As stated in the document, the directions are to be used in conjunction with the National Regulations, which are published by the Department of Cooperative Governance and Traditional Affairs (COGTA) after every adjustment of the restrictions, as well as the guidelines provided by Higher Health from time to time.

These directions were developed to ensure that they should not require amendments with every risk adjustment. The directions should also be read in conjunction with the relevant COGTA guidelines in place at the time.

In line with these, all Deans of Faculties submitted their plans for face-to-face activities required on campus to the DVC: Teaching & Learning and the Institutional Covid-19 Compliance Officer for their subsequent approval under the prevailing lockdown level at the time (LL3).

With the announcement of LL1 as from 1 October 2021, a discussion between the Compliance Officer, the DVC: Teaching & Learning and the respective Deans, indicated that the previous planning should continue, as it would be extremely disruptive to change this planning for the last month of teaching and learning and the subsequent assessment period.

The following principles would thus remain in place: 1. That, to save lives, the use of online technologies should be maximised, and where online teaching is taking place, this practice should continue.

#KeepCreatingYourFuture

18

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

2. That the only instances where face-to-face activities may be required in the academic project would be those relating to practicals; laboratory work; computer laboratories where specialised software is used; face-to-face assessments; and postgraduate students who are in their final year of study and need to attend to experiments on campus.

The Deans of Faculties were subsequently given permission to communicate to all staff and students within their respective faculties what the faculty’s plans for students to return to these face-to-face activities were. Individual schedules were then published and distributed by the various academic departments to their students.

Staff allowed on campus will be those who either: 1. Have lecturing duties relating to approved face-to-face academic activities; or 2. Have managerial duties relating to this work that is undertaken; or 3. Have a supporting role to the previous two, and with permission of the relevant Dean or Director.

2.2 Planning for AY2022 A draft timetable for AY2022 is currently being circulated to all stakeholders for approval at the prerequisite structures. The DVC: Teaching & Learning has reported that a comprehensive return plan is being compiled for AY2022 which, in line with the duties of a face-to-face university, will attempt to maximise face-to-face time, whilst maintaining a balance with the best practices observed during the pandemic thus far.

In line with previous returns to campus under less restrictive Covid-19 rules, numbers on campus will not exceed 66% of the student population and the perquisite staffing to effectively deliver the academic project.

#KeepCreatingYourFuture

19

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

Online registration will again be encouraged with all new and existing students, and if at the time the fourth wave is still a concern, the same subcommittee that oversaw walk-ins, enquiries and late registrations, will be activated.

2.3 Devices and connectivity Since Covid-19 will still be with us for most of 2021, students need to adapt to this “new normal”. Part of this adaptation is how students will access online learning content when they are either on or off campus in the new academic year (AY2021).

CTS have therefore developed a multi-faceted approach to deal with student online access. ✓✓ All students have access to Wi-Fi via the CPUT-Users or Eduroam SSID when on campus and in any of the CPUT owned residences. ✓✓ There are 160 Eduroam hotspots across South Africa allowing all CPUT students access to the Internet via the Eduroam SSID. The link below lists where you can find these hotspots. https://www.eduroam.org/where/ ✓✓ If a student is studying at home where there is Internet/Wi-Fi access, that student is encouraged to use their home Internet/Wi-Fi. ✓✓ Students are also encouraged to use the zero-rated websites http://klytho.cput.ac.za/ zero-rated-sites and the zero-rated Student VPN Portal solution https://sop.cput.ac.za at no cost to the student. ✓✓ If, however, none of the above options are available to the student, CPUT will provide that student with data via an application process.

2.3.1 Student Data Allocation Data will be allocated in two cycles, the first cycle being at the beginning of the month, and the second mid-month. Applications for data generally close a week before the allocation date of that cycle to facilitate the timely distribution of the list to the various MNO’s for loading on the cycle distribution date. The Student Data Application system is available on OPA.

#KeepCreatingYourFuture

20

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

2.3.2 Terms & Conditions https://opa.cput.ac.za/index.php/student-data-request-terms-and-conditions The FAQ developed may answer many of the questions on the process.

2.3.3 Frequently Asked Questions (FAQ) https://opa.cput.ac.za/index.php/student-data-request-faq

All queries relating to any of the approaches listed above to aid students to access online learning material must be addressed to the CTS Service Desk at email ctsservicedesk@cput.ac.za or Tel: 021 959 6407

#KeepCreatingYourFuture

CPUT has requested to be part of the NSFAS DIGITAL LEARNING DEVICE PROGRAMME. We await the distribution of the devices from NSFAS, which should occur in the next month.

21

Covid-19 Institutional Contingency Plan

3

LOCKDOWN LEVEL 1

STUDENT READINESS

The changes to lockdown levels necessitates CPUT to ensure that we have the necessary measures that align with the regulations set out for the various levels in place.

Importantly, as an institution, we have a responsibility to interpret and contextualise these to our context to ensure that we maintain a safe environment for both our students and staff.

Through this document, we also include a strategy to promote vaccinations to all our students at our campus residences.

#KeepCreatingYourFuture

22

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

3.1 Visitation rules in the residences during LL1 To keep the status quo as per LL2, visitors will be allowed on a Wednesday night and during the weekend, with no changes in the visiting times, i.e., visitors are permitted from 18:00 to 22:30 on a Wednesday night, and 16:00 to 23:00 from Friday to Sunday. This is in the interest of all, a s we want to minimise movement and numbers in the residences.

3.2 Residence Exit Policy to be enforced As per the abovementioned policy, students in residence should leave 72 hours after their last exam. Academic departments have been requested to provide lists of all students that will need to remain behind during the December/January vacation period for approved academic related activities. This is to help with planning.

3.3 Marketing and communication plan •

Two Newsflash emails on the Residence Exit Policy on the application and enforcement of the exit policy ahead of the assessment period to be sent to the student community and all Residence officials.

•

Three sms messages to remind students about the Residence Exit Policy.

•

Posters on notice boards on the Residence Exit Policy.

•

Circulated on residence WhatsApp groups (fortnightly).

•

Create a distribution list for the students identified to remain behind by faculties; and communicate the rules that will apply during this period, which includes a no visitation rule, to this cohort of students.

#KeepCreatingYourFuture

23

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

3.4 2022 period •

No students will be allowed on campus for the entire January period, unless they produce proof that they have permission to be on campus for legitimate academic reasons.

•

No walk-ins will be allowed, as per institutional regulations.

The DVC: Teaching & Learning, in consultation with the Deans, will announce return to campus plans in consultation with DSA and the Compliance Officer early in 2022.

3.5 General Covid-19 protocols All Covid-19 health and safety protocols of sanitising, maintaining a 1.5 m physical distance, and wearing of masks must be adhered to.

•

Visitors are permitted from 18:00 to 22:30 on a Wednesday night, and 16:00 to 23:00 from Friday to Sunday. The limited visiting times is in line with encouraging respect for other students who might be busy with remote learning in their rooms and exam preparation.

•

Only CPUT students are allowed to visit each other by producing a valid student card.

•

No external visitors are allowed.

•

A student in a single room is restricted to not more than two visitors at any point in time.

•

A student in a double room is restricted to only one visitor at any point in time. When both students have visitors, this will result in a maximum of 4 people in the room. A student in a triple room is restricted to only one visitor at any point in time. There should be no more than 4 people in the room at any point in time. This means that if all 3 occupants are present in the room, only one of them can have a visitor. The visitation time needs to be shared.

•

The student host must take full responsibility for his/her visitor(s).

•

All visitors must be signed in by security, produce identification, and must be screened at the entrances of each residence.

#KeepCreatingYourFuture

24

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

•

All visitors must be wearing their masks and observe the recommended social distance of 1.5 to 2 metres at all times.

•

All visitors signed in agree to observe all the necessary rules and protocols of the residences whilst visiting, including observing all health protocols.

•

Prior to visitation times and once the visitors leave, students should clean and disinfect the surfaces (door handles, counter tops, light switches, amongst others) of the area where the visit took place.

3.5 Students visiting family •

Students planning to stay out overnight, for the weekend, or for a longer period, need to notify the Residence Coordinator (RC) by completing an application form obtainable from the RC at least 3 days ahead of the planned visit/ departure, unless of course, it is an emergency.

•

Submit the form to the RC via email and await written acknowledgement of the notification within 24 hours. Emergency cases will be prioritised, and the student would have to alert the RC of this.

•

The student, upon return, will need to quarantine in their room and ensure, as far as possible, minimal contact with other students for 10 days.

•

Students should be cognizant of any signs or symptoms related to Covid-19 that may develop on return from a visit/ time away from campus, and undertake to self-monitor, as well as report any dry cough, sore throat, loss of smell or taste, shortness of breath, fever, muscle aches/pains, headache, extreme tiredness, diarrhoea, nausea and/or vomiting to the campus clinic or doctor.

•

Students, whilst undertaking their weekend away visit, are urged to observe all the necessary health and safety rules and protocols.

•

Students are encouraged to be wary of visiting the elderly by exercising social distancing and wearing masks, as they are particularly vulnerable and prone to contracting Covid-19.

This same caution should be exercised when visiting any person with comorbidities.

#KeepCreatingYourFuture

25

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

•

The student is restricted to only one stay-away from residence per month. A stay-away visiting register will be kept in the RC’s office.

•

This information is essential for track and tracing in the event of a Covid-19 outbreak.

•

If any student violates the above rules, the student’s visiting rights will be revoked.

The Covid-19 Health Cluster Committee reserves the right to withdraw this concession if, at any point, it is of the view that there are behavioural issues putting others at risk, or the institutional rate of Covid-19 infection is on the rise.

3.7 On arrival procedures •

All students entering our university campuses will be screened to determine if they are low, medium or high risk for Covid-19. Students’ temperature will also be taken.

•

If detected to be medium or high risk, the student will proceed to the CPUT Covid-19 health facility for a full screening.

3.8 Health protocols for students travelling from other provinces •

All protocols are aligned with governmental guidelines on social distancing requirements and Health & Safety protocols as prescribed by Higher Health to ensure the Institution is well prepared for the return of students.

•

All students travelling from other provinces are expected to isolate in their rooms for 10 days before attending classes or interacting with other students.

#KeepCreatingYourFuture

26

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

3.9 Mask wearing is mandatory when in public spaces or communal areas •

Avoid places with gatherings and/or crowds.

•

All residence and other student activities are suspended during this period.

•

Residences are sanitised weekly. We will intensify cleaning procedures around touchpoints throughout our buildings, with decontamination applied when and where appropriate.

•

Communal areas: All social areas in residences will have restricted access in relation to social distancing regulations.

•

Residence Rules: All rules must be complied with.

•

Hand hygiene: Wash your hands and sanitise regularly.

Please note the exhibit below.

#KeepCreatingYourFuture

27

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

3.10 Service staff in residences •

Cleaning services during this period will continue unless otherwise communicated.

Students are, however, encouraged to keep their environment clean.

•

When support staff visit the residences for maintenance or repairs in the rooms of students, students must wear their masks as a form of protection for both themselves and for these staff members.

•

When assistance is needed from the Residence Coordinator or RSA, students are encouraged to please communicate with them via email, WhatsApp or telephonically in the first instance.

•

Campus Protection Services has been authorised to do random vehicle and bag searches at all entrances of the campus and residences. Students who do not comply with this, will not be granted access to the campus and residences.

3.11 How to report any signs or symptoms of Covid-19 You are legally obliged to report your Covid-19 positive status as per CPUT Health protocols. The following conditions will apply: •

Students residing in campus residences are legally obliged to report their Covid-19 positive status to the Institution. CPUT established and maintains a central register. The HOD of Campus Health is the custodian of this register.

•

Students in campus residences are to report their Covid-19 positive status via the respective Residence Coordinator, who will in turn notify the HOD Housing immediately.

The HOD will inform the Safety Health and Environmental Health Unit (SHE) on the prescribed Covid-19 Reporting Form, and the HOD of Campus Health.

•

Day students must also report their Covid-19 positive status to their lecturer and the HOD of Campus Health at email slingera@cput.ac.za or cell 076 229 0298 on the prescribed reporting form.

#KeepCreatingYourFuture

28

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

3.12 Post reporting procedure •

Contact tracing must begin immediately after a Covid-19 positive case is confirmed.

•

All buildings, residential units and areas where a person found to be Covid-19 positive was present must be identified, and will be closed for access until cleaned and disinfected by the Director of Property Services.

•

Suspect; confirmed; and contact cases will all be dealt with according to National Protocol through quarantine, isolation and hospitalisation, as appropriate.

•

With the imminent return of students, we will continue educational drives on alerting students to the symptoms of Covid-19.

3.13 Wellness and psychosocial services We are aware that Covid-19 has resulted in anxiety, stress and other challenges for our students. Student counselling services were available in previous lockdown levels, but as online services. Marketing of counselling services has been regular and intensified in all lockdown levels. We will continue to do so as our students return to university. Counselling staff are totally accessible to assist students with counselling services through a call centre.

Please email student-counselling@cput.ac.za for an appointment.

#KeepCreatingYourFuture

29

Covid-19 Institutional Contingency Plan

4

LOCKDOWN LEVEL 1

STAFF READINESS

#KeepCreatingYourFuture

30

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

4.1 Staff Management Under LL1 On 30 September 2021, the President announced that the country would move to Alert Level 1 (LL1) from 1 October 2021. Whilst the relaxation of some of the Covid-19 measures under LL1 are welcomed, it does not mean that the Covid-19 pandemic is over, or that the State of National Disaster has been lifted. Under LL1 regulations, as published under Government Gazette notice 45253 (30 September 2021), there are still a number of restrictions and prevention measures (for example social distancing, wearing of masks, allowing employees to work from home where this is possible) that employers need to implement and enforce.

For Human Capital (HC) to properly assess all departments’/faculties’ compliance with Covid-19 protocols, we are once again asking all Deans and Directors to complete a schedule indicating: •

Which staff in their department/ faculty have comorbidities and/or are 60 years or older;

•

Where each staff member will be working under LL1 (at home, on campus, or both);

•

What measures are in place to ensure compliance with CPUT’s Covid-19 protocols, e.g. shift rotation, additional PPE’s; and

•

New staff.

HC will be sending the updated lists to Deans and Directors for completion shortly.

The table below confirms the CPUT guideline as to who is authorised/ required to work from campus under LL1.

ACADEMIC STAFF

The DVC: Teaching & Learning has confirmed that, under LL1, the multimodal teaching and learning approach will continue; with online classes where possible, and limit face-to-face sessions to those sessions that are absolutely necessary.

Staff who are uncertain whether they are required to perform their duties from work must immediately contact their line manager to obtain confirmation.

SUPPORT STAFF

Support staff members who are required to perform their duties from campus must continue to do so, with line manager approval.

Staff who are uncertain whether they are required to perform their duties from work must immediately contact their line manager to obtain confirmation.

#KeepCreatingYourFuture

31

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

4.2 Vaccination HC is aware of various news reports indicating that some universities in South Africa (UCT, Stellenbosch, WITS) are considering making vaccinations mandatory for all staff and students returning to campus next year. Whilst this topic, which is highly contentious, is currently being discussed at various CPUT forums, EM has not taken a position, and no submission has been made to Council for consideration. CPUT respects staff members’ constitutional rights, but equally accepts that the University needs to balance those rights against CPUT’s obligations under the Health & Safety Act. HC will update staff should any decisions be made in this regard.

Staff are reminded that should they suffer side effects because of a Covid-19 vaccination and as a result thereof be unable to attend work following the vaccination, the staff member is entitled to record the absence as sick leave on the ITS PERSONNEL iENABLER system. The staff member must load a copy of their Covid-19 vaccination certificate issued by an official vaccination site when loading their sick leave into the system. This vaccination certificate is seen as proof of absence in lieu of a medical certificate.

4.3 Staff Protocols – Human Capital 4.3.1 Isolation Protocol Post Interprovincial and/ or International Travel PREAMBLE As previously communicated, CPUT implemented a mandatory isolation protocol for staff and students returning from interprovincial and/or international travel. Due to the decreased risk of exposure linked to the current low number of new and active cases in the country, Executive Management has adjusted the isolation period.

ISOLATION PERIOD POST INTERPROVINCIAL AND/ OR INTERNATIONAL TRAVEL The isolation period for staff members and students returning from interprovincial and/ or international travel is 7 days under LL1.

#KeepCreatingYourFuture

32

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

Staff members considering travelling interprovincially and/or internationally should factor this protocol into their scheduling to ensure they comply with this protocol on return from their travel interprovincially and/or internationally. Staff members are required to inform their line manager of their intention to travel interprovincially and/or internationally before embarking on said travel.

4.3.2 Online meeting etiquette Staff members are reminded to read the section on Online Meeting Etiquette published in the last Contingency Plan which was sent via Newsflash.

The SHE (Safety, Health and Environment) department created the following diagram to highlight the key considerations of an ergonomic desk/workspace.

This is especially relevant where staff members are working from home.

In addition, the Sports Management Department created a useful exercise regimen for staff to follow to assist with preventing injuries often associated with working at a desk for long periods.

#KeepCreatingYourFuture

33

#KeepCreatingYourFuture

34

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

4.4 Health and safety 4.4.1 Injury on duty while working from home PREAMBLE We have received a number of questions from staff members querying whether they are covered in the event of an incident or injury on duty whilst working from home, and in addition, what factors they should consider to reduce their risk of an incident or injury on duty whilst working at home. This document seeks to address these questions.

WHAT IS AN INJURY ON DUTY? Does a staff member’s home fall under the definition of a workplace for the purposes of health and safety and claims for injuries on duty? Can one claim for an injury on duty if the incident or injury occurred off CPUT premises?

The Occupational Health and Safety Act, No. 85 of 1993 (“OHSA”) defines a workplace as “… any premises or place where a person performs work in the course of his (or her) employment”. Staff members who are authorised to work from home perform their work at their home residence, and their home residence will therefore generally fall under the definition of a workplace.

The question as to whether an injury on duty will be covered under the Compensation for Occupational Injuries and Diseases Act, 1993 (“COIDA”) is a little more complex. The focus is not on where the injury occurred, but rather whether the staff member sustained the injury directly in the course and scope of the staff member’s employment with CPUT (i.e. in the performance of their CPUT duties). Incidents or accidents that occur whilst the staff member is performing non-employment-related activities will not be considered as an injury on duty. That said, the decision as to whether an injury will fall under COIDA or not is made by the Compensation Commissioner, not CPUT. Staff who are unclear whether an incident or injury should be reported as an injury on duty or not should err on the side of caution and submit the relevant information to the SHE department (see below) for consideration, and (where appropriate) submission to the Compensation Commissioner/ Department of Employment and Labour.

#KeepCreatingYourFuture

35

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

RISK ASSESSMENT CPUT as a responsible employer understands that the majority of staff members are not skilled or equipped to conduct a proper Hazard Identification and Risk Assessment (HIRA) in their home. Similarly, it is not possible for CPUT to conduct a HIRA at the home residences of all staff members who are working from home.

CPUT has therefore conducted an issue-based HIRA (“IBRA”) to highlight the typical hazards a staff member may be exposed to whilst working at home. The following checklist of potential hazards/risks and measures to address or minimise these hazards/risks has been compiled to assist staff members with creating a safe work environment within their homes. Staff members are required to complete the checklist (attached as Annexure A) and send it to their line manager so that it can be kept in the Health and Safety File of their department.

HOMEWORKING RISK ASSESSMENT 1

WORKSTATION

SUGGESTED CONTROL MEASURES

1.1

Is there a dedicated work space (room) set up in your home that is safe, suitable (desk/table and chair) and free from distractions?

• • • •

1.2

Does the workstation (desk/ table) have adequate space for equipment including mouse, keyboard, laptop/monitor; and allow you to find a comfortable position?

• Make sure that you have sufficient space on and around your workstation.

• The workstation should be large enough for work objects (at least 70 cm wide) to prevent the sliding of these objects.

1.3

Is there enough knee clearance underneath the workstation?

• The minimum under-desk clearance width should be 52 cm.

1.4

Is there enough space to allow you to change position and vary movements?

• The workstation must be organised to allow for frequent reaches to be in the natural sweep of the forearm and total arm.

• The room must be arranged not to restrict movement.

#KeepCreatingYourFuture

Make sure that you work in a room that is: Safe Suitable (provided with a desk/table and a chair) Free from distractions

36

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

HOMEWORKING RISK ASSESSMENT 2

CHAIR

SUGGESTED CONTROL MEASURES

2.1

Is the chair you are using stable, and adjustable in height; does it allow freedom of movement and provide lower back support?

The chair must be stable, at the right height, and in good working condition.

2.2

Is the chair set up so that your forearms are level with the desk/ table?

The armrest of the chair must be positioned to support the arm in a neutral position (90°).

2.3

Does the chair have a back rest which is adjustable in angle so you can sit back in your seat in order to get good lumbar support?

The chair must have a backrest with lumbar support.

2.4

Is the chair adjustable to allow The seat height of the chair must be adjustable. feet to rest flat on the floor or is a If your feet cannot reach the floor, then a footrest must be provided. footrest supplied?

3

SCREEN

SUGGESTED CONTROL MEASURES

3.1

Is the screen positioned to avoid glare and reflection?

Turn your screen so it is facing away from any windows and direct sunlight. Apply an anti-glare film over your screen.

3.2

Can the screen swivel and tilt easily?

The computer monitor (where applicable) must be positioned to minimise turning and twisting of your neck.

3.3

Is the screen set up at a comfortable distance (for example arm’s length away)?

The monitor must be placed at about 50 cm away from your eyes.

#KeepCreatingYourFuture

37

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

HOMEWORKING RISK ASSESSMENT 4

KEYBOARD

SUGGESTED CONTROL MEASURES

4.1

Is the laptop/PC connected to an Keep the keyboard and mouse close to each other external keyboard and mouse? on the same level, with your elbows positioned at 90 degrees.

4.2

Is a neutral wrist posture As you type, your wrist should be straight. maintained when typing (for example no bending of the wrist)?

4.3

Are the mouse and keyboard Slope angle of the keyboard can be adjusted so as within easy reach, with space to allow the employee to find a comfortable position. provided in front of the keyboard?

5

ENVIRONMENTAL EFFECTS

5.1.1 LIGHTING

SUGGESTED CONTROL MEASURES

5.1.1 Is lighting available?

There must be provision of suitable lighting, i.e. natural or artificial lighting.

5.1.2 Is colour of lighting suitable?

Cooler blue and white lights are good for working and concentrating. Yellow or orange lighting is suitable for relaxing, and is not suitable for working.

5.1.2 VENTILATION

SUGGESTED CONTROL MEASURES

5.2.1 Is there adequate supply of fresh air through an openable window/s?

Ensure you have proper artificial ventilation or a supply of fresh air through windows and doors.

5.2.2 What is the thermal temperature in the room?

The recommended thermal temperature is: • Summer temperature range: 21–24 °C • Winter temperature range: 24–26 °C

5.1.3 NOISE

SUGGESTED CONTROL MEASURES

5.3.1 Is disturbing noise coming from any source in your home?

Noise level in your home work environment should not prevent you from being able to concentrate and carry out your work. Avoid loud music.

#KeepCreatingYourFuture

38

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

HOMEWORKING RISK ASSESSMENT 6

ELECTRICITY SUPPLY

SUGGESTED CONTROL MEASURES

6.1

Is your electricity supply adequate?

Your electricity supply and any electrical appliances used while homeworking should be well maintained and regularly checked. You are advised to use a surge protector for your electrical appliances.

TRIPPING AND FALLING HAZARDS

SUGGESTED CONTROL MEASURES

Is the area around the workstation kept clear of trailing cables and other tripping hazards?

You must be able to safely walk between your home work area and other parts of your home without the risk of tripping or slipping, e.g. on trailing electrical cables, mats, uneven work surfaces, steps, pets or children. Use non-slip footwear.

7 7.1

8

OTHER PRECAUTIONARY MEASURES TO BE CONSIDERED FIRE You are advised to have a fire extinguisher or fire blanket; and a clearly identified escape route.

ACCIDENTS You should be clear about how to report an accident (see below).

You are advised to check for potential hazards around your home, and ensure that you are safe from any risk.

You are advised to have a home first aid kit.

During breaks, you should take particular care when making hot/cold drinks/snacks and using knives and other sharp objects.

MANUAL HANDLING Manual handling should not be necessary while homeworking.

You should take care when moving/carrying your laptop and setting up your home work area.

#KeepCreatingYourFuture

39

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

HOW TO SUBMIT AN IOD AT HOME? A staff member who is injured in the course of performing their duties whilst working from home (or any other place) must follow the following steps: 1. The staff member must immediately (within 24 hours) report the incident/accident to their HOD/Dean and the SHE department. This should be done in writing, and the staff member should provide full details surrounding the incident/accident, as well as any injuries that may have been sustained.

2. Where the staff member requires medical assistance as a result of the incident, the staff member must request a copy of the W.CL.2 form from their HOD/Dean.

3. Both Part A and Part B of the W.CL.2 form must be fully completed.

4. Part B must be taken along to the doctor, hospital or clinic.

5. Part A of the W.CL.2 form must be sent to the SHE department, together with: • Certified copies of the ID/passport for non-South African Citizens; • Payslip; and • First Medical Report (W.CL.4) issued by the doctor/ hospital/ clinic on which the medical practitioner states how serious the injury is and how long the staff member is likely to be off work.

6. The SHE department will as soon as possible after receiving all documents listed under note 5 initiate the claims process by submitting the documents to the Compensation Commissioner.

7. After the Compensation Commissioner has considered the claim, a notification with a claim number will be sent to the SHE department. The SHE department will forward the claim number to the staff member to use at every visit to the doctor/ hospital/ clinic pertaining to the injury.

8. In a case of a prolonged treatment, the treating medical practitioner will issue a Progress Report (W.CL.5) to the staff member, which must be submitted to the SHE department.

9. Once the medical practitioner treating the staff member is satisfied that the staff member is fit to return to duty, the practitioner will issue a Final Medical Report (W.CL.5), which must be sent to the SHE department. The SHE department will send the report to the Compensation Commissioner.

#KeepCreatingYourFuture

40

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

10. When the staff member resumes work, a Resumption Report (W.CL.6) must be completed by the line manager and sent to the SHE department. The SHE department will forward the report to the Compensation Commissioner.

NOTES: •

The Compensation Commissioner must be notified of the injury within 7 days of the date of injury.

•

Staff members are not responsible for the payment of medical costs resulting from an injury that occurred during the course of performing their duties whilst working from home (or any other place).

•

All medical reports must be sent to the SHE department, who will send these to the Compensation Commissioner.

•

Please note that the Progress Report and Final Medical Report are on the same form (W.CL. 5).

•

Only after all these forms and reports have been submitted will the Compensation Commissioner make all of the payments and close the case.

Any questions related to the reporting of an injury on duty or a claim for any injury on duty should be directed to CPUT SHE department via email to mtikitikin@cput.ac.za.

WHERE CAN STAFF MEMBERS/ LINE MANAGERS OBTAIN THE RELEVANT OHS FORMS? Copies of the relevant OHS forms can be obtained from the SHE Unit Office on email: mtikitikin@cput.ac.za; or vanwykma@cput.ac.za; or mfaxaz@cput.ac.za.

#KeepCreatingYourFuture

41

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

4.5 Incident reporting flowchart SERIOUS INJURY An injury that results in medical treatment rendered by a medical practitioner within a 24-hour period and medication is prescribed, dispensed and/or applied. This includes: •

Doctor cases / Medical injury – the affected staff member is able resume work after the injury has been treated;

•

Disabling injury – the affected staff member is booked off or is unable to perform his/her normal work.

#KeepCreatingYourFuture

42

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

MINOR INJURIES An injury that results in first aid treatment rendered by a first aider or medical practitioner. The following will be regarded as a minor injury: •

No medication is required.

•

No subsequent medical treatment is required.

•

The affected staff member is able to resume work after the injury has been treated by a first aider or a medical practitioner (as long as it is in the scope of first aid).

#KeepCreatingYourFuture

43

Covid-19 Institutional Contingency Plan

5

LOCKDOWN LEVEL 1

CAMPUS READINESS

#KeepCreatingYourFuture

44

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

5.1 Preparing Campus Facilities All office space, lecture theatres, laboratories, workshops and other facilities have already been sanitised in collaboration with the line managers responsible for each faculty or division.

Where the facility was not in use for more than eight (8) days, as per Higher Health guidelines, evidence has proven that the virus would not be alive.

Sanitising and cleaning to be undertaken before work commences in any facility to protect CPUT frontline staff members.

Property Services will avail a senior staff member to liaise with each line manager to conduct a walk-through of their facilities and agree on a checklist of items to be closed out to prepare the workplace before any staff or students enter these facilities.

Please also note that any events to be held on CPUT property requires sign-off by Property Services before the Covid-19 Health Cluster is approached for permission.

5.2 Vaccination Centre Daily sanitisation and cleaning as well as maintenance operations will be done as per schedule.

5.2 Use of Technology Portable thermal cameras have been implemented to do surveillance screening at entrances to high traffic and congested areas during the days. The mobile thermal cameras are portable and can be used to pin high fever individuals. The cameras can be used to perform screening in shuttles, as well as high traffic residences. Surveillance screening does not replace the screening and recording of the staff and students, but is an additional screening method to minimise the risk.

#KeepCreatingYourFuture

45

Covid-19 Institutional Contingency Plan

6

LOCKDOWN LEVEL 1

HEALTH MANAGEMENT SYSTEM READINESS

#KeepCreatingYourFuture

46

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.1 Screening and Case Management Screening stations have again been placed in containerised solutions at all the entrances to campuses, and traffic is being relayed to these stations on a drive-through basis. Screening staff have also added a fast-lane process for those who use the Higher Health Screening App in order to relieve any traffic congestion.

The current staff from Campus Health have been augmented by a nursing/paramedic contractor to ensure sufficient qualified nursing staff overseeing all screening processes and responding to any emergency (including ambulance services if a Covid-19 positive case needs to be transported).

This staff will be expanded commensurate with the increase in numbers on campus.

We will also soon be implementing a Covid-19 testing station to be based on Bellville Campus, with a travelling service to collect tests from other campuses.

6.2 Personal Protective Equipment (PPEs) and other health support services Please note that failure to wear a mask is an offence and will be dealt with according to CPUT’s disciplinary codes.

Faculties, departments and units, can order their PPEs from Central Stores, through the normal ordering process by using their departmental budgets. The expected lead time will be two weeks. The account code for the listed PPEs is 45360.

Risk categories for PPEs need to be noted (departments must include the level of risk based on their orders, including total staff requiring the PPE):

#KeepCreatingYourFuture

47

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.2.1 HIGH RISK: Staff and students with co-morbidities; over the age of 60 years; and healthcare frontline staff: ✓✓ Surgical mask (healthcare frontline staff) ✓✓ N95 masks (healthcare frontline staff) ✓✓ Cloth masks (safety specifications set out by Clothing and Textile Department) ✓✓ Face shield/ screen ✓✓ Hand sanitiser

6.2.2

MEDIUM RISK: Frontline staff, including Campus Protection Services and Cleaners who have face-to-face encounters: • Cloth mask (safety specifications set out by Clothing and Textile Department) • Face shield • Hand sanitiser

6.2.3

LOW RISK: No co-morbidities and under the age of 60 years: • Cloth mask (safety specifications set out by Clothing and Textile Department) • Hand sanitiser

6.2.4 When can we order PPEs? All staff and returning students will be provided with one pocket hand sanitiser, and two branded cloth masks. It is the responsibility of the relevant HOD of the academic department or in the case of residence students, the Residence Coordinator, to ensure these are provided to students.

#KeepCreatingYourFuture

48

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.2.5 Interim process to access alternative funds for PPE ordering Line managers must email the names and staff numbers of staff responsible for ordering PPEs to Christo Arnoldus, at arnoldusc@cput.ac.za. He will link their names and staff numbers to RU50. This will be for PPEs, sanitisers, masks and specific clothing, where required.

The full list is shown in the table below.

ITEM N95 Face masks

Sanitisers: 100 ml, 200 ml, 5 litres, 50 litres

3 ply Disposable surgical masks

Sanitisers: 750 ml spray bottles

3M Respirator masks (Small)

Sanitisers: 1 litre bottles for foot pumps

3M Respirator masks (Medium)

Gloves (Small)

3M Respirator masks (Large)

Gloves (Medium)

Plastic visors (Face shields)

Gloves (Large)

Goggles

Cloth masks

Table 2: PPEs available

#KeepCreatingYourFuture

49

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.2.6 Contact details of Central Stores:

BELLVILLE CAMPUS tatanal@cput.ac.za peteniz@cput.ac.za 021 959 6837 / 6852

DISTRICT SIX CAMPUS tidas@cput.ac.za zondib@cput.ac.za burnsm@cput.ac.za 021 460 3076 / 3475 / 3537

6.3 Communication Strategy Apart from the website and a major poster campaign (including a giant mask around the administration building on Bellville Campus), the Communication Strategy was expanded to include an update from Management after the Covid-19 Command Centre meeting.

The following campaigns are now under way: • Daily updating of dedicated Covid-19 webpages/ web information repository with all communiques, plans and protocols; • Issuing institutional Newsflash email communiques on a weekly basis after Command Centre meetings; • Social Media support in the form of Covid-19 awareness and answering student/ prospective student queries for online registrations and application periods; • Displays of CPUT Covid-19 dashboard on the CPUT digital signage (screens) system.

This system is also used to display Covid-19 awareness materials; • Production of Covid-19 awareness material (videos and graphics); • Production of vaccination awareness material; and • Production of desktop and wall calendars with a Covid-19 theme for distribution to all staff. The desktop calendar supports South African government vaccine messaging objectives.

#KeepCreatingYourFuture

50

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.4 Vaccinations The CPUT Vaccination Centre opened on 7 June 2021, and has been providing vaccinations to eligible staff, students, and members of public. The CPUT Vaccination Centre is an accredited registered partnership with the Western Cape Department of Health as an outreach vaccination site. We have to date vaccinated in excess of 12,000 patients at the Centre.

The CPUT Vaccination Centre is located at the Richard Sacco Hall on the Bellville Campus. As our vaccines have to be collected from another centre when they open, the Centre operates from 09:00 to 14:00 every weekday (closed on public holidays). The Centre can be contacted at Tel. +27 21 959 4511/ 12 or email vaccinationcentre@cput.ac.za.

Staff and students who would like to receive their vaccination at the CPUT Vaccination Centre can register for vaccination on the CPUT OPA site by clicking on the Covid-19 Vaccine Registration tab.

Once registered on OPA, staff members and students are also required to register on the National Electronic Vaccination Data System (EVDS) at the following link: https://vaccine. enroll.health.gov.za/#/.

Once a staff member or student becomes eligible for vaccination as per the criteria set by the National Department of Health, the applicant will receive an appointment on the soonest available date via their CPUT email address registered on ITS. As per the NDOH policy, all vaccination centres, including the CPUT Vaccination Centre, will accept walk-in clients from CPUT, as well as from the public, when our capacity allows.

#KeepCreatingYourFuture

51

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.4.1 Why do we need a vaccine for Covid-19?

Covid-19 is a very transmissible and dangerous disease caused by the SARS-COV2 virus.

In addition to social distancing and wearing of masks, vaccination represents the most effective strategy we have in limiting the spread of the virus and reducing its impact on our communities.

Currently, available data from across the world indicates that being vaccinated reduces an individual’s risk of contracting Covid-19 by up to 8 fold, and reduces the risk of requiring hospitalisation for severe Covid-19 and death by up to 25 fold. This data includes data about the protection vaccines offer from the currently dominant Delta variant of the virus. If we can vaccinate a large proportion of the South African population (>66%), we can collectively substantially limit the spread an impact of Covid-19. We have done this before.

The images below show how vaccination campaigns in the past have eradicated or severely limited the spread of other previously deadly diseases.

#KeepCreatingYourFuture

52

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.4.2 How does the Covid-19 vaccine work?

Covid-19 vaccines work by introducing a protein component of the SARS-COV2 virus and exposing the recipient’s own immune system to this protein. The immune system recognises the protein as foreign to the body and produces a strong immune response which creates antibodies and specialised cells to destroy the virus protein. These specialised white blood cells called memory cells (Memory B cells) then produce antibodies in the future as well. Another specialised white blood cell called a T cell is also produced. These T cells actively hunt the virus down and destroy it. The antibody and T cells responses developed by people who have been vaccinated against Covid-19 have been shown to be very effective in preventing severe infection and death from Covid-19. They have also been shown, thus far, to last longer than 8 months, with research in this area continuing.

#KeepCreatingYourFuture

53

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

The immune response following immunisation with a conventional protein antigen: The vaccine is injected into muscle and the protein antigen is taken up by dendritic cells, which are activated through pattern recognition receptors (PRRs) by danger signals in the adjuvant, and then trafficked to the draining lymph node. Here, the presentation of peptides of the vaccine protein antigen by MHC molecules on the dendritic cell activates T cells through their T cell receptor (TCR). In combination with signalling (by soluble antigen) through the B cell receptor (BCR), the T cells drive B cell development in the lymph node. Here, the T cell-dependent B cell development results in maturation of the antibody response to increase antibody affinity and induce different antibody isotypes. The production of short-lived plasma cells, which actively secrete antibodies specific for the vaccine protein, produces a rapid rise in serum antibody levels

#KeepCreatingYourFuture

54

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

over the next 2 weeks. Memory B cells are also produced, which mediate immune memory.

Long-lived plasma cells that can continue to produce antibodies for decades travel to reside in bone marrow niches. CD8+memory T cells can proliferate rapidly when they encounter a pathogen, and CD8+ effector T cells are important for the elimination of infected cells.

6.4.3 Is the Covid-19 vaccine safe?

Yes, the Covid-19 vaccines are safe. Covid-19 vaccines have been studied in some of the largest and most comprehensive randomised clinical trials for any vaccines to date. As with any other medication, Covid-19 vaccines have been thoroughly studied for adverse effects and have undergone substantial independent scientific review before being made available to the public, similar to any other medication available to the public. Despite this not always being clear when reported in the media, serious adverse effects from Covid-19 vaccines are very, very rare.

All persons receiving Covid-19 vaccinations are also screened before receiving the vaccine to ensure that we can prevent most of these adverse events. All vaccination centres administering Covid-19 vaccines, including the CPUT Centre, are also equipped to deal with adverse effects in the very rare instances where they occur.

The global consensus amongst recognised medical experts and organisations are that any risks associated to the Covid-19 vaccines are very, very small compared to the incredibly high risk posed by Covid-19.

Should anyone have any questions or uncertainly regarding vaccination they are welcome to contact the Vaccination Centre or Campus Health and we will happily answer your questions.

#KeepCreatingYourFuture

55

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.5 Health & Safety 6.5.1 Protocol on investigating clusters of outbreak of Covid-19 Higher Health Protocol on Managing Clusters of Outbreak of Covid-19 within Post-School Education and Training (PSET) Institutions of 10 September 2020 defined Cluster and Outbreak as follows: CLUSTER

In general, a cluster is an aggregation of cases grouped in place and time that are suspected to be greater that the number expected, even though the expected number may not be known. For Covid-19, a cluster occurs on campus when >2 individuals with confirmed or suspected Covid-19 are identified within 7 days in the same class, lecture hall, student group, or between individuals working in the same area on campus.

OUTBREAK

In general, an outbreak is when a cluster has a common source. For Covid-19, an outbreak occurs when all the individuals in the cluster on campus are likely to have been infected by the same individual who was positive for Covid-19.

The terms outbreak and cluster are used interchangeably, for instances where two or more students in the same class or student group; or two or more staff who work together; or two or more staff or students who travel together test positive for Covid-19 within seven days of each other in circumstances where they suspect that the source of infection was the same person.

CLUSTER INVESTIGATION TEAM

According to the Higher Health Protocol on Managing Clusters of Outbreak of Covid-19 within Post-School Education and Training (PSET) Institutions of 10 September 2020 the Cluster Investigation team will comprise of the campus Covid-19 task team, Department of Health, Higher Health and NICD officials.

At CPUT, the team comprises of CPUT Campus Health and SHE Unit.

This team will develop the appropriate response to a cluster outbreak or multiple cluster outbreaks in collaboration with representatives of Higher Health, the Department of Health and the NICD.

#KeepCreatingYourFuture

56

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

6.5.2 Steps to follow on managing a Cluster of Outbreak of Covid-19 As in all instances where any staff member or student experiences the sudden onset of symptoms whilst on a CPUT campus or facility, such staff member or student must immediately report this as per the reporting protocol outlined under 3.12.

When Covid-19 is diagnosed in two or more students in the same student group or class, or in two or more staff members who work or travel together: STEP 1

The HOD Campus Health will immediately consult with the HOD of the affected individuals in order to assist with the identification of staff and/ or students who have been in close contact with the infected staff and/or students.

STEP 2

Persons who have been in close contact with the individuals who have tested positive for Covid-19 will be requested to quarantine or self-isolate at home or other appropriate place for 10 days after exposure.

STEP 3

In the case of students in the same group, close contacts would include other students in the group and possible staff members who have been in close contact with the student, depending on the date when the student became ill with symptoms and the campus activities that have taken place.

In the case of a staff member, close contacts may include colleagues and/or students who have had close contact with the staff members.

STEP 4

HOD Campus Health will notify Covid-19 Compliance Officer of the Cluster Outbreak.

STEP 5

The Covid-19 Compliance Officer will subsequently notify the Covid-19 Health Cluster and institutional management (Covid-19 Command Centre).

STEP 6

Campus Health is required to notify local or District Health Department, Department of Higher Education and Training and Higher Health.

#KeepCreatingYourFuture

57

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

STEP 7

Covid-19 Compliance Officer will activate the Covid-19 Cluster Investigation Team that comprises Campus Health and SHE Unit.

STEP 8

Covid-19 Cluster Investigation Team will present an investigation report to the Covid-19 Health Cluster.

STEP 9

HOD of the affected area will be required to implement recommendations from the investigation report.

STEP 10

SHE Unit will monitor the implementation of the recommendations and report to the Covid-19 Health Cluster.

In a case where Covid-19 is diagnosed in multiple and/or staff members across different areas: STEP 1

The HOD Campus Health will immediately consult with the HOD of the affected individuals in order to assist with the identification of staff and/ or students who have been in close contact with the infected staff and/or students.

STEP 2

Persons who have been in close contact with the individuals who have tested positive for Covid-19 will be requested to quarantine or self-isolate at home or other appropriate place for 10 days after exposure.

STEP 3

In the case of students in the same group, close contacts would include other students in the group and possible staff members who have been in close contact with the student, depending on the date when the student became ill with symptoms and the campus activities that have taken place.

In the case of a staff member, close contacts may include colleagues and/or students who have had close contact with the staff members.

#KeepCreatingYourFuture

58

Covid-19 Institutional Contingency Plan

LOCKDOWN LEVEL 1

STEP 4

HOD Campus Health will notify Covid-19 Compliance Officer of the Cluster Outbreak.

STEP 5

The Covid-19 Compliance Officer will subsequently notify the Covid-19 Health Cluster and institutional management (Covid-19 Command Centre).

STEP 6

Campus Health is required to notify local or District Health Department, Department of Higher Education and Training and Higher Health.

STEP 7

Covid-19 Compliance Officer will activate the Covid-19 Cluster Investigation Team that comprises Campus Health and SHE Unit.

STEP 8

Covid-19 Cluster Investigation Team will present an investigation report to the Covid-19 Health Cluster.

STEP 9

HOD of the affected area will be required to implement recommendations from the investigation report.

STEP 10

SHE Unit will monitor the implementation of the recommendations and report to the Covid-19 Health Cluster.

In a case where there is a possibility of Occupationally Acquired Covid-19: SHE Unit will administer the reporting of the incident to the Compensation Commissioner.

#KeepCreatingYourFuture

59

+27 21 959 6767 info@cput.ac.za www.cput.ac.za @cput @wearecput www.facebook.com/cput.ac.za

+27 21 959 6767 info@cput.ac.za www.cput.ac.za @cput @wearecput www.facebook.com/cput.ac.za AT H L O N E

B E L LV I L L E

DISTRICT SIX

GEORGE

G R A N G E R B AY

M O W B R AY

WELLINGTON

WORCESTER