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29 March.
Important Safety Update
This update provides advice and guidance on how to stay safe and protect personal belongings. It also includes contact information for UCL Security, Crime Prevention and Personal Safety Advisor, and Report+Support for reporting any incidents or seeking support.
Phone Snatch Thefts
A crime which has recently seen an increase in the Bloomsbury area and London, generally, is phone snatching by individuals on bikes. Phone thefts have occurred outside IoO in daylight. The Police have done a lot of work to tackle offenders on mopeds, and as a result, reported incidents have dropped.
To avoid being a victim of phone theft:
- Always be aware of your surroundings when using your phone.
- Be vigilant, stay in well-lit areas and look out for bikes and mopeds, especially if they are on the pavement or cycling close to you. If you are worried, please put your phone away in a zipped pocket or bag.
- Avoid taking your phone out when you leave big transport hubs, and ensure it is on lock so that no one can access it immediately. If you are a victim of theft off campus, call the Police on 999 immediately, or if you are close to campus, contact security on the emergency number below.
- Note down your phone's IMEI number (which you can find in your settings or by entering *#06# on the dial screen). If stolen call your service provider and ask them to block your phone so criminals cannot access your personal information.
- It is worth updating your security settings so you can remotely block your phone. You can set up the tracking app ‘Find my IPhone’ or similar on Android, which may help the Police to locate your phone. Please do not attempt to track your phone yourself, as confronting a criminal could be dangerous.
Bike security
It is important to be aware that the bicycle racks on UCL property, while secure, are not guaranteed 100% safe from theft. You should use a D lock and chain to secure your bike and avoid attaching them to railings, pathways, or stairways. UCL has installed CCTV cameras in its secure bicycle racks to provide surveillance, but it cannot be guaranteed that these cameras will cover every angle or capture all incidents. Therefore, using the secure racks on a short-term basis is advisable, and being vigilant when parking your bike on UCL premises. Please note that bicycles are left at the owner's risk, and while secure bike racks are available at IoO, theft is still possible.
Harassment and Sexual Misconduct
UCL has a zero-tolerance policy towards bullying, harassment and sexual misconduct within our community. All students and staff can report on Report+Support either anonymously or with contact details to access support.
Tailgating and unauthorised access
Remember to always carry your ID with you at all times and do not give it to anyone else. Please be aware of tailgating. If you feel a person is following you in order to access an area where you believe they should not be, challenge them and ask for their ID - as long as you feel comfortable and safe to do so. Similarly, suppose someone is looking around and appears lost or is unable to account for their presence in the building or part of the building. In that case, you can challenge them. Alternatively, you can contact UCL Security on our emergency number below or use, SafeZone, and an officer will come to your location. In an emergency, please call security on 020 76792222 or 222 from any UCL phone. If you are off campus, call Police immediately on 999. Additionally, you can report any instances of tailgating to the IoO porter on 020 7608 6800 during their working hours (0700-2100, Monday -Friday).
Rough sleepers
There is a large population of rough sleepers in Bloomsbury and the city of London. Many people are just looking for a safe place to take shelter from the elements. If you see someone sleeping rough on UCL property, please alert UCL Security at 020 7679 2108 or report via SafeZone.
Laptop and Phone thefts on campus
Please do not leave your personal belongings unattended, even briefly, anywhere on campus. Thieves have tailgated into secure areas of the campus to steal and have done so when laptops and phones have been left unattended for a few minutes. Please be vigilant and keep all property with you at all times. If you have been a victim of theft, please get in touch with security straight away. If you want to speak to security, you can contact them 24 hours a day on non-emergency numbers 020 7679 2108 or 020 7679 2222 in an emergency or use our new app SafeZone. If you have been the victim of a crime, you can report it on Report+Support. UCL has a dedicated Crime Prevention and Personal Safety Advisor, Sophie Bimson, who is able to give advice should you be a victim of a crime or feel unsafe on campus. Sophie is contactable at s.bimson@ucl.ac.uk.
We want to reassure you that the IoO is generally a safe working environment. By being aware of potential risks and taking necessary precautions, we can all help maintain a safe and secure Institute for everyone. If you have any concerns or questions about safety and security, please don't hesitate to contact Mohamed Ismail at ioo.building@ucl.ac.uk or Sophie Bimson at s.bimson@ucl.ac.uk.
Emergency Number: 020 7679 2222 or (222 from any internal UCL phone)
Non-emergency number: 020 7679 3108
Follow UCL Security on Twitter and Instagram @UCLSecurity
For any crimes off campus call 999 if it is an emergency. Call 101 if it is not an emergency or you can report online.
Improper Laboratory waste disposal incidents
Here are a few things you can do to help avoid contamination and waste incidents:
- Talk to your lab manager if you are unsure how to dispose of something.
- Always write the date, lab number and group on the bag for traceability.
- Plastic bottles that aren’t contaminated can be put into recycling.
- Ask your lab manager for autoclave tape or bags if you have run out.
- Always use autoclave tape to loosely seal autoclave bags for autoclave sterilisation.
- Always ensure sharps bins are fully sealed.
At the end of the day the Lab management team is always here to help you and answer any questions you may have concerning anything lab based and we want everyone to be able to work in a safe environment. If you are a new member of staff that hasn’t had their lab safety training please book it with your lab manager as it goes over all the topics above. If you have any questions please email James Wyles (j.wyles@ucl.ac.uk).
Help us use energy more efficiently
What we're asking from staff with facilities management roles
- Report issues of energy wastage to estates.energy@ucl.ac.uk.
- Ensure thermostats across the department are set in line with UCL’s heating and cooling policy – 20 degrees for heating.
- Remove electric heaters except where they have been provided by estates due to heating failures. Each electric heater costs over £1,000 a winter.
- Implement a nightly and weekend switch-off regime to ensure lights, appliances and air conditioning are switched-off
- Nominate someone in your department to access the UCL Fabriq Energy Monitoring system – this will allow them to receive the energy dashboard report and other info about your building’s energy performance.
- Consider putting up posters and stickers where energy saving can be promoted and include energy saving information on any departmentally managed info screens within your building. Find UCL’s energy saving resources on the Sustainable UCL website.
- Introduce yourself to your Faculty Green Champion to co-ordinate sustainability efforts. Find your Faculty Green Champion on the Sustainable UCL website.
What we’re asking from staff working in labs
- Shut your fume cupboard sash when you’re not using it – this can save up to £2,000/yr.
- The average -80 freezer uses as much energy as a house. Have a clear-out of your samples (to ensure you only keep what you need).
- Turn your freezer up by 10 degrees to -70 degrees (this saves up to £600 per year).
- If your lab doesn’t need heating/cooling out of hours (or you think this could be reduced) please get in touch with estates.energy@ucl.ac.uk and we can support you to make changes.
- Turn off bench-top equipment when you are not using it.
- To download resources to make your lab more sustainable, click here: www.ucl.ac.uk/sustainable/leaf/resources-and-materials
Unwell? Stay home
Please read UCL’s latest guidance on what to do if you’re not well, including if you have mild symptoms of a potentially transmissible infection but you feel well enough to work. You got it, stay home.
Mouse problem
Wherever your office is in the IoO building, please keep all food in sealed containers and ensure that you wash up crockery and clear away crumbs promptly. We are again experiencing a problem with mice.
Revised building opening times
Following on from recent adjustments to opening times in a number of UCL buildings, there are now revised building opening times at IoO:
- Weekdays: 7am–6pm (lecture cabins 7am–6pm)
- Weekends: 8am–4pm (lecture cabins closed).
If you require exception access to the building outside of these times, please complete and submit the online Building Closure Exception form at least 5 working days before you want the out-of-hours access.
Are you working out of hours or at the weekend?
If you are working after 8pm or before 7am Monday-Friday or at any time during weekends or holidays, please remember that you must sign in and out of the log book at the front desk. This is a mandatory requirement for fire safety.
The lone worker alarms have now been withdrawn from service. Everyone working alone or out of hours should ensure that suitable alternative safety measures are in place and that lone working hazards and control measures are identified in risk assessments. Further guidance on lone working can be found on the Saftey Service website. View the updated departmental written arrangement for after-hours and lone working.
Other updates
SafeZone app for lone working
UCL is slowly rolling out the SafeZone app which can be used by lone workers or those travelling abroad on business. To sign up use your UCL email address. Watch a video for more details on how it can be used by the staff and students.
Ventilation and heating in the workplace
The Estates team has been working to ensure that buildings are sufficiently ventilated to ensure a supply of clean air. Please report any low temperatures or general problems with heating and cooling to the Estates Helpdesk (online or email efdservices@ucl.ac.uk).
IoO Meeting and Teaching rooms
Office risk assessment - the general office risk assessment (RA047795/2) for IoO has been updated. Line Managers & supervisors, please ensure you have a copy of this with your group risk assessments and that your team have received a copy.
Risk Assessment
The departmental written arrangement for risk assessment has been updated to include a list of high hazard activities which must be covered by risk assessment and also those which require training to ensure competency. Experimental testing with patients risk assessment for those who are involved in experimental testing with patients is now available. Homeworking risk assessment - Staff who are continuing to work from home for at least three days a week for an indefinite period of time are being asked to complete a home working risk assessment. Homeworking guidance and homeworkers checklist. (riskNET RA036168/1). Anyone working at home must also complete a DSE assessment
- Download the departmental written arrangement (Word).
- Download the experimental testing with patients risk assessment form (PDF).
- Download the homeworking guidance (Word), the homeworking checklist (Word), the general risk assessment for homeworking
Lab coats are mandatory
Please note that the wearing of lab coats in wet labs is mandatory for all staff and students. Senior management will be undertaking spot checks so please ensure you are wearing your lab coat. Everyone is also asked to raise this at group meetings and to encourage colleagues to be compliant.
Cryostore
A reminder for everyone using the cryo store to ensure that shared PPE is cleaned before and after use and that you fill in the logbook.
After hours and lone working
The lone worker alarms have now been withdrawn from service. Everyone working alone or out of hours should ensure that suitable alternative safety measures are in place and that lone working hazards and control measures are identified in risk assessments. Further guidance on lone working can be found on the Saftey Service website. View the updated departmental written arrangement for after-hours and lone working.
Other information
Entry & exit – During core hours of 8am-5pm you may use the rear doors and loading bay for entry and exit. At other times entry and exit is via the front door only.
Joint Library of Ophthalmology – The Joint Library of Ophthalmology is currently open from 10am-4pm. You can contact them via email: ophthlib@ucl.ac.uk.
Clear desk/bench policy – A clear/bench desk policy applies to allow for cleaning. All spaces should be cleaned with disinfectant wipes/spray before and after use.
Lab coats – Wearing lab coats in wet labs remains mandatory.
Shared equipment – All shared equipment should be cleaned with disinfectant wipes/spray before and after use, following local instructions.
Porters – Porters are currently on duty from 7:30am-9:00pm Monday - Friday. Security staff remain on duty during weekends and holidays from 9am-1pm
Toilets – For those who don’t wish to use communal toilets, there are self-contained, single-person, gender neutral units in the Wolfson building and on the third floor of the main building.
IoO building floor plan
Unwanted furniture & equipment
If you have any items which you want to be removed from labs or offices please liaise with the lab management team or Jill Cowing. We kindly ask you not to remove any furniture from offices or labs or leave anything by the lifts without prior consultation.
This page is updated regularly so please ensure you stay up to date with the latest measures and procedures in place at the IoO.