UCU National and Regional have developed a series of example letters that you can use to stimulate a conversation with your line manager if you have concerns about returning to campus working.

Please note, it is important that these letters are used for individual use and must not be used to motivate or incite any collective action.  Use of these templates does not guarantee you will not return to campus working.  They are intended to be used to ensure your line manager is following best practice and adhering to the latest guidance from the University Leadership Team and to ensure that risk assessments are complete and fit for purpose for your individual needs.

Example Letter Templates

• a member who is clinically vulnerable or extremely vulnerable
• a member from a BAME background
• a member with anxiety/depression related condition
• an older member
• a pregnant woman from a BAME background
• a pregnant woman from a white background
• a member with no particular relevant characteristics.

If you are already back on campus and have concerns you want to raise with your line manager you can use the following template.

• a member working on campus

Each letter covers issues relevant to the circumstances/characteristics of the individual and includes reference to the employer risk assessment (or lack of one) to raise concerns with the member’s manager.  When completing the letter identify the specific factors that concern you in terms of risks to your safety.  Where possible, try to link these to elements of SHU’s risk assessments.  For example, if the risk assessment specifies that inperson interaction in enclosed indoor spaces should be limited to minimise the risk contamination, and yet a member is being told that their timetable involves hours of face-to-face teaching in rooms without ventilation or poor social distancing measures, then these elements should be highlighted in the letter.  When completed, member’s letters should be sent to their line manager, copied to us so we can monitor the situation University-wide.

If you would like some advice when filling one of these in or you have a situation that does not fit any of these templates get in touch with our mailbox or contact your local rep.

1. Work environment. Access to suitable IT equipment and internet will vary, and SHU DTS will need to provide any additional equipment needed. Having access to a quiet space will also be difficult for some people. You can only be expected to work to a level that is reasonable given your environment and IT equipment.

2. Display screen equipment. If you are working remotely for long periods or for a sustained period of time, it is important for your health that you arrange computer equipment carefully. A good checklist is provided by the HSE click on link here

3. Time commitment. You can only be expected to spend as much time on preparing and delivering online teaching provision as you would have done on the originally scheduled face to face teaching.

4. Teaching approach. A good starting point is to use the existing teaching materials as much as possible and adapt them in the simplest way. For example, slides could be enhanced with some additional notes or questions. Simple interactions with students could be achieved by email or discussion boards. A simple approach also has the advantage that it will be widely accessible to students.

5. New technology. If you still have time left to use more sophisticated platforms and software, then it is a good opportunity to develop this. If necessary, ask for training and the time to do suitable training. Video conferencing such as Zoom may be useful, although cannot be expected if you are not familiar and comfortable with its use. Consider how difficult it may be for students to use new unfamiliar technology, especially since they are unlikely to have access to SHU IT facilities.

6. Recording. Take care with ownership and confidentiality issues around recorded online sessions. We recommend making a clear statement attached to the item or within the recording, such as: “This recording is solely for use by students attached to this module in the academic year 2019-20 for learning purposes. The recording is confidential to this module group and must not be shared further.”

7. Costs. If you will be incurring any costs by working remotely, confirm with your line manager in advance that they can be reimbursed. This might include phone calls and IT equipment.

8. Workload. Any additional time required to develop and deliver online teaching should be within your planned workload, without preventing other planned work such as research, and within your total contractual hours. If you have a reduced capacity to work due to school and nursery closures this should also be accommodated through discussions with your line manager.

SHU UCU Branch Committe