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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; 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. Order a PCR test in line with Government guidance;
  3. 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. Inform your 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. 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), and that you are studying or working at UCL.
If someone you live with has symptoms or tested positive, or if you've been told to self-isolate following contact with someone who tested positive:

You may not need to self-isolate if you meet one of the exceptions listed on the NHS website. If you don’t need to self-isolate you can still come to campus.

All contacts of suspected Omicron cases must self-isolate, regardless of their vaccination status. They will be contacted by NHS Test and Trace.

If you need to self-isolate you must not leave your home and must follow the NHS guidance.

Even if you do not have symptoms, you should still: 

  1. Order a PCR test in line with UK Government guidance to check if you have COVID-19; 
  2. Notify UCL through UCL Connect to Protect to help us monitor and respond to coronavirus cases at UCL.
  3. Inform your line manager and if you are unable to work remotely, record your absence on MyHR;

UCL Connect to Protect

Help us keep our community safe and use UCL Connect to Protect to let us know:

  • if you have symptoms of coronavirus;
  • if you need to self-isolate;
  • or the results of your coronavirus tests, whether positive or negative;
  • if your are, or will be, quarantining after arriving in the UK.

Report your status

The science behind why you should self-isolate if you have coronavirus, Professor Anne Johnson

MediaCentral Widget Placeholderhttps://mediacentral.ucl.ac.uk/Player/aDJFcG2I

Step-by-step guide to managing potential cases

  1. If a student or member of staff tells you they have symptoms, have tested positive or need to self-isolate, please remind them to follow NHS guidance and report their status to UCL Connect to Protect.
  • If they have been identified as a close contact by NHS Test and Trace, they may not need to self-isolate if they meet one of the exceptions listed on the NHS website and can still come to campus. UCL's position, which is supported by PHAP, is to follow this guidance. However, they still need to order a PCR test in line with UK Government guidance.
  • All contacts of suspected Omicron cases must self-isolate, regardless of their vaccination status. They will be contacted by NHS Test and Trace.
  • Staff should not contact Connect to Protect to report a potential case on behalf of a colleague or student. Individuals must report their status through Connect to Protect before the team are able to take any action. 
  • If you are concerned about an outbreak in your department, rather than an individual case, contact connecttoprotect@ucl.ac.uk 
  1. The UCL Connect to Protect team will get in touch with the individual and their line manager or supervisor to make sure they have access to any support they need.
  2. The UCL Connect to Protect team treats all reports confidentially. If someone has tested positive, has symptoms or have been asked to self-isolate, the team will only inform their line manager, Director and / or Head of Department, and any close contacts who are at risk. If you are told that someone has tested positive for COVID-19 or has been asked to self-isolate, this is private medical information and you must not share it with anyone else unless authorised to do so by the individual or UCL Connect to Protect.
  3.  Departments should not send notifications to close or proximity contacts OR notify the student or staff member's cohort. The Connect to Protect team will inform and warn any potential contacts. 
  4. If they test positive, 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. Ensure they share the following information: UCL’s postcode (WC1E 6BT), let the team know that they are studying or working at a university.
  5. 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.
  6. 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.
  7. Ensure students have access to online teaching resources and materials. If necessary, ensure arrangements are in place to allow students to complete their self-isolation. 
  8. You may also want to consider the implications on critical work activities with your department head.
  9. If you are concerned that appropriate measures have not been taken in response to a report in your department, contact connecttoprotect@ucl.ac.uk.

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. 

We've set up the Making Hybrid Work hub to help answer questions staff may have about returning to work on campus, be a place for recent communications, and support staff with a range of services and advice.

All students can access support from UCL’s Student Support and Wellbeing services to help look after their mental health and wellbeing. More information is available on our Students webpages.