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Staff guide to reporting and managing potential cases

What to do if you, a student or a member of your team: think they may have coronavirus; have tested positive for the virus; are waiting for the results of a coronavirus test; or need to self-isolate.

Visit the Government and NHS websites and download the NHS COVID-19 App for the most up to date information about what to do if you feel unwell and what you can do to avoid spreading the virus.

Step-by-step guide to reporting potential cases

If you have symptoms of coronavirus:
  1. Self-isolate at your current address in line with NHS guidance;
  2. Inform your Department or line manager, and if you are unable to work remotely, record your absence on MyHR;
  1. Notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL;
  2. Order a test from the NHS Test and Trace scheme in line with UK Government guidance.
If you have been contacted by NHS Test and Trace and need to self-isolate, or need to self-isolate for other reasons:
  1. Self-isolate at your current address in line with NHS guidance;
  2. Inform your Department or line manager, and if you are unable to work remotely, record your absence on MyHR;
  1. Notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL.
If you have tested positive for coronavirus:
  1. Self-isolate at your current address in line with NHS guidance;
  2. Confirm the result with your Department or line manager and record your absence on MyHR;
  1. Notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL.
  2. The NHS Test and Trace team will contact you to find out who you have been in contact with; 
  • Ensure you share the following information: UCL’s postcode (WC1E 6BT),  that they are studying or working at a university, that you are studying or working at UCL

Connect to Protect

Remember, you must stay at home and use the UCL Connect to Protect reporting tool if: you think you may have coronavirus; you have tested positive for the virus; you are waiting for the results of a coronavirus test; you need to self-isolate;  or if you have been contacted by NHS Test and Trace and asked to self-isolate.

Report your status

Step-by-step guide to managing potential cases

If they have symptoms of coronavirus:
  1. Ensure they are self-isolating at their current address in line with NHS guidance;
  2. Direct them to notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL;
  • Once a potential case is logged through UCL Connect to Protect, a dedicated team will follow up this up and: check the wellbeing of the individuals and offer support; make sure that they understand the need to self-isolate; and establish if the person has been in UCL buildings and in close contact with anyone from UCL.  
  1. Direct them to order a test from the NHS Test and Trace scheme in line with UK Government guidance
  1. Ensure that they are safe and they are getting support;
  • If they are a student, Student Support & Wellbeing will proactively contact them to understand their specific personal circumstances and provide support and guidance, including details of a departmental contact for extenuating circumstances who will consider any extensions or defer deadline deferrals. 
  • Students living in UCL accommodation can also get 24/7 support by contacting the hall of residence Duty Mobile to speak with the Residence team or Student Residence Advisers.
  • If they are a member of staff direct them to the free counselling available via the Employee Assistance Programme, Care First. These services are available 24 hours a day, 365 days a year. Staff can telephone 0800 197 4510 to speak to an independent professional counsellor or information specialist in confidence. 
  1. Ensure surfaces which have been used by the symptomatic individual are cleaned;
  • Please refer to the enhanced cleaning protocol. If there is no planned cleaning it is recommended that this is done locally with cleaning wipes provided in your work area.
  1. Ensure that everybody in your team continues to follow the good habits and hygiene measures to help prevent the spread of infection and keep our community safe
  2. If they are unable to work remotely, ensure their absence is recorded on MyHR. See HR's Leave and absences related to coronavirus page for more information;
  3. You may also want to consider the implications on critical work activities with your department head.
If they’ve been contacted by NHS Test and Trace and need to self-isolate, or need to self-isolate for other reasons:
  1. Ensure they are self-isolating at their current address in line with NHS guidance;
  2. Direct them to notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL;
  • Once a potential case is logged through UCL Connect to Protect, a dedicated team will follow up this up and: check the wellbeing of the individuals and offer support; make sure that they understand the need to self-isolate; and establish if the person has been in UCL buildings and in close contact with anyone from UCL.  
  1. Direct them to order a test - if they become symptomatic - from the NHS Test and Trace scheme in line with UK Government guidance
  1. Ensure that they are safe and they are getting support;
  • If they are a student, Student Support & Wellbeing will proactively contact them to understand their specific personal circumstances and provide support and guidance, including details of a departmental contact for extenuating circumstances who will consider any extensions or defer deadline deferrals. 
  • Students living in UCL accommodation can also get 24/7 support by contacting the hall of residence Duty Mobile to speak with the Residence team or Student Residence Advisers.
  • If they are a member of staff direct them to the free counselling available via the Employee Assistance Programme, Care First. These services are available 24 hours a day, 365 days a year. Staff can telephone 0800 197 4510 to speak to an independent professional counsellor or information specialist in confidence. 
  1. Ensure surfaces which have been used by the symptomatic individual are cleaned;
  • Please refer to the enhanced cleaning protocol. If there is no planned cleaning it is recommended that this is done locally with cleaning wipes provided in your work area.
  1. Ensure that everybody in your team continues to follow the good habits and hygiene measures to help prevent the spread of infection and keep our community safe
  2. If they are unable to work remotely, ensure their absence is recorded on MyHR. See HR's Leave and absences related to coronavirus page for more information;
  3. You may also want to consider the implications on critical work activities with your department head.
If they have tested positive for coronavirus: 
  1. Ensure they are self-isolating at their current address in line with NHS guidance;
  2. Direct them to notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL;
  • Once a potential case is logged through UCL Connect to Protect, a dedicated team will follow up this up and: check the wellbeing of the individuals and offer support; make sure that they understand the need to self-isolate; and establish if the person has been in UCL buildings and in close contact with anyone from UCL.  
  1. The NHS contact tracing team will be notifying people they have recently been in close contact with - you may be asked to confirm who these people are; 
  • Our local public health team has advised that a contact is defined as someone who has: been within 2 metres for 15 minutes; been within 1 metre for a minute; shared a vehicle; or had physical contact. 
  • Ensure they share the following information: UCL’s postcode (WC1E 6BT), let the team know that they are studying or working at a university, let the team know they are studying or working at UCL
  1. Ensure that they are safe and they are getting support;
  • If they are a student, Student Support & Wellbeing will proactively contact them to understand their specific personal circumstances and provide support and guidance, including details of a departmental contact for extenuating circumstances who will consider any extensions or defer deadline deferrals. 
  • Students living in UCL accommodation can also get 24/7 support by contacting the hall of residence Duty Mobile to speak with the Residence team or Student Residence Advisers.
  • If they are a member of staff direct them to the free counselling available via the Employee Assistance Programme, Care First. These services are available 24 hours a day, 365 days a year. Staff can telephone 0800 197 4510 to speak to an independent professional counsellor or information specialist in confidence. 
  1. Notify the Head of Department, but do not share this information with other staff or students as it remains confidential;
  • The NHS Test and Trace system will notify people who have been in close contact with the affected individual and the UCL Connect to Protect team will review all reported cases, including notifying students and staff studying and working on UCL premises where appropriate. UCL will also liaise with relevant stakeholders (e.g. Students' Union, nearby buildings and organisations).
  • Any other staff or students who have NOT been contacted by NHS Test and Trace and/or the UCL Connect to Protect team are unlikely to have been in close contact with the affected individual.
  1. Cleaning should have taken place since the individual began self-isolating; 
  2. Ensure their absence is recorded on MyHR. See HR's Leave and absences related to coronavirus page for more information;
  3. You may also want to consider the implications on critical work activities with your department head.

Support for staff who are self-isolating

UCL is committed to supporting colleagues who may have coronavirus or need to self-isolate. Please visit our Human Resources webpages for more information about how we can help, including what to do if you need to take time off work. 

UCL staff can also access free, confidential support through Care First, UCL’s Employee Assistance Programme, including one-off emotional support, counselling sessions and access to specialists who can provide practical advice. 

Many of our staff are still working remotely, and colleagues can find information and resources for self-care and supporting their mental health and wellbeing on our Remote, not Distant at UCL webpages