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Emergency Response Level

Emergency Response Level corresponds to a situation where the risk of a novel influenza virus causing new and serious impact to human health in Hong Kong is high and imminent.



For all staff and students
  • Follow the advice from the Department of Health to stay at home or special designated centres during the incubation period, if being identified as a close contact of pandemic influenza or avian influenza patient.
  • Report to your department/unit heads, College or hostel staff, or UHS Information Coordinator if you consider yourself or have been told by officers of the Department of Health that you are a close contact.
  • Hostel resident student who is required to stay at home for medical surveillance, but is unable to do so, should contact hostel warden to make arrangements.
  • Consult a doctor if you are sick especially with respiratory symptoms with or without fever.
  • Staff who is a close contact and needs to be certified to account for leave of absence may contact UHS.
  • Staff/student may approach UHS for issuance of health certificates if they plan to leave HK.
  • Medical screening at UHS for symptomless close contact or social contact is considered not necessary.

Committee on Health Promotion and Protection (CHPP)

  • Call urgent CHPP meeting if considered necessary by the Chairman.
  • Keep all University staff and students informed with updated information of novel influenza outbreak situation in Hong Kong (and overseas) and the measures taken/to be taken on campus through mass mailing, Health Promotion and Protection website, publicity posters, and forums, etc. (in conjunction with Director of UHS and Information Coordinator).
  • Review class/examination arrangements.
  • Review University activity arrangements.
  • Tightening of the mask-wearing guideline in line with prevailing Government and hospital preventive measures.

University Health Service (UHS)

  • All staff at the clinic is required to wear surgical masks whilst in the clinic.
  • All persons at the clinic have to follow the current mask-wearing guideline.
  • Maintain and observe Infection Control Measures at UHS.
  • Step up infection control measures and internal operational guidelines at UHS medical and dental clinics.
  • Adopt a triage system for patients with fever.
  • Operate a Fever Clinic by a team of designated physicians and nurses with personal protective equipment (PPE).
  • Monitor any outbreaks of respiratory disease on campus.
  • Screen and monitor University staff sick leave records.
  • Maintain a running record of patients seen with fever and influenza for assessing the trend and for any necessary follow up action.
  • Monitor and follow-up responses to Health Declaration Form from hostel or individual students with positive findings.
  • Influenza vaccination for high risk groups or all members of the University who wish to be vaccinated.
  • Stock up an adequate number of infrared thermometers and earprobe thermometers.
  • Temperature screening for all patients of the Dental Unit.
  • Organise talks on prevention of infectious diseases for students and staff groups.
  • Weekly canteen inspection with Canteen Service Officer.
  • Arrange ambulance transfer for patients with high fever and symptoms of serious illness to hospital for assessment.
  • Information Coordinator to follow up and maintain daily report on any staff/student admitted to hospital as suspected or confirmed patient; to liaise with the affected staff/student daily and maintain a report on their progress, update bulletin and other action on CHPP website as detailed under the internal guidelines of UHS.
  • Information Coordinator to liaise with EMO for disinfection or cleaning when a confirmed case or close contact is reported.
  • Discontinue all medical procedures which may cause droplet transmission (such as throat swab taking, spirometry and laryngoscopy).
  • Full PPE with goggles, gown and N95 masks for medical, dental and nursing staff dealing with high risk patients.
  • Arrange deployment of staff and re-arrange appointment schedules to handle increased caseload of patients.

Colleges, Hostels, International House & Postgraduate Halls

  • College/I-House/Postgraduate Hall Coordinators to call meetings with College representatives to advise on special measures (e.g. mass temperature screening, briefing sessions, demand for masks, disinfection procedures) and relay to members the advice, comments and measures adopted by CHPP.
  • Maintenance of hostel environmental hygiene. Hostel management teams should follow their respective guidelines including intensified cleaning and disinfection efforts in public areas of the hostel.
  • Maintain sufficient stock of thermometers, surgical masks and disinfectant in hostels.
  • Sale of surgical masks for hostel residents.
  • Arrange for designated areas in hostels for dissemination of information on prevention of infectious diseases.
  • Warden to hold meetings with students to disseminate the relevant information.
  • Intensify education of the residents through the notice boards and Resident Committee.
  • Check whether any overseas programmes organized by Colleges are taking place or will take place in the affected areas.  Colleges should consider contingency measures as appropriate.
  • Consider postponing and/or cancelling programmes/activities/gatherings (both local and overseas) organized by Colleges based on advice from CHPP.
  • No visitor is allowed in all student hostels. "No Visitors" sign should be posted outside specific entrances.
  • No guest and visiting relative application will be accepted by Postgraduate Halls.
  • All residents to log in and out at the student hostel reception counter.
  • Completion of Health Declaration Form (online / paper) by all hostel residents (and guests) returning from trips outside Hong Kong.
  • All residents returning from affected areas are required to report to hostel counter and complete the Health Declaration Form (online / paper) upon arrival; wear a surgical mask, record own body temperature and complete the Self-medical Surveillance Form (online / paper) for 14 consecutive days.
  • Temperature screening for mass activities on campus.

Business Unit

  • Sale of surgical masks to staff and students for personal use at Souvenir Counter (while stock lasts).
  • Weekly canteen inspection, issue guidelines for canteen staff, and consider new seating arrangements to minimize the spread of infectious diseases.

University Safety Office (USO)

  • Coordinate and review with EMO on environmental disinfection procedures and programme on campus, in particular areas with bird droppings. 
  • Increase the stock of disinfectant to one month's consumption.
  • Liaise with canteen management committees on inspection of environmental hygiene conditions in canteens, with particular attention on personal hygiene of their staff.
  • When mask-wearing guideline is enforced by the University, liaise with Security Office on implementation of the policy on University campus and transportation.
  • When mask-wearing guideline is enforced by the University, arrange to set up waste bins for used masks at strategic locations and organize periodic collection and disposal services of used masks.
  • Liaise with EMO and Security Office on monitoring the number of bird carcasses found on campus.
  • Liaise with the Registry and EMO on environmental safety arrangements during examination period and methods to quarantine suspected articles.
  • Coordinate with EMO to increase the frequency of general cleaning and disinfection of buildings on campus.
  • Liaise with EMO for special needs for disinfection of campus buildings, including college hostels.
  • Liaise with LASC on instructions and preventive measures from the authority in combating avian influenza.
  • Arrange and coordinate with EMO and LASC on engaging specialist contractors for euthanasia of avian population when such action is required.
  • Liaise with Security Office to close off specific areas considered by CHPP to be of high risk in contracting avian influenza.
  • If necessary, co-ordinate the setting up of disinfection carpets or other safety means at building entrances.
  • Monitor the quality of surgical masks acquired by the University.
  • Coordinate with departments on N-95 user testing.

Estates Management Office (EMO)

  • General environmental disinfection on campus.
  • Disinfection of specific locations when a confirmed patient or a close contact is reported.
  • Advise staff to follow the guidelines on removing bird droppings.
  • Increase the frequency of inspection and cleaning for bird droppings.
  • Set up signage at strategic locations to advise against bird feeding.

Office of Registry Services

  • Participate in CHPP meetings.
  • Relay decisions and important messages of the CHPP to Faculty Secretaries and Head of Graduate School Office for information and necessary action.
  • When necessary, consider the need for any special arrangements for classes/examinations, based on the advice of CHPP.
  • Advise the CHPP and the VC/AAPC, if necessary, on the implementation, arrangements and implication for continuation of class or suspension of the University academic activities.
  • Help disseminate information about decisions of the University on special arrangements for academic activities, and coordinate the implementation of such special arrangements.
  • Coordinate the posting of academic announcements made by faculties, schools, departments and academic units.

Office of Student Affairs (OSA)

  • Participate in CHPP meetings and provide translation service for CHPP.
  • Remind student societies to strictly observe the relevant preventive guidelines when organizing activities and consider postponing or cancelling the activities if they are high-risk activities based on advice from CHPP.
  • Disseminate updated information from CHPP to students via OSA's publication "University MarketPlace" and OSA's website.
  • Ensure implementation of the mask-wearing guideline during student activities/gatherings.
  • Consider postponing or cancelling programmes/activities/gatherings (both local and overseas) organized by OSA based on advice from CHPP.
  • For students participating in OSA activities outside Hong Kong, organize pre-trip briefing in collaboration with UHS and provide information about healthcare guidelines, local hospitals, emergency numbers, China embassies, etc.
  • Keep in close contact with outgoing students and overseas partner organizations.
  • When necessary, provide an enquiry and information hotline for students and relevant counselling services.
  • Strengthen environmental hygiene in student amenities and OSA's offices (especially toilets) with EMO's assistance.
  • Consider the closure of the swimming pool based on advice from the CHPP and the USO.

Office of Academic Links (OAL)

For International Students

  • Provide preventative guidelines to international students as issued by CUHK through “practical information” booklet and distribute to the international students when they check-in at OAL and via email.
  • Include preventative guidelines in the E-newsletter to international students before their arrival.
  • UHS to deliver talk during the student orientation on staying healthy and the illnesses to be aware of.
  • Provide updated news via email to international students on (a) laboratory-confirmed avian influenza or novel influenza cases inside and outside of Hong Kong; or (b) Influenza Pandemic Alert in Hong Kong and provide preventive guidelines as issued by CUHK.
  • Suggest to international students to avoid traveling to countries where there are confirmed cases or ask them to take precautions.
  • UHS to deliver talk on the illness and preventative measures (if necessary).
  • Implement mask-wearing guideline during student activities (if necessary).
  • Cancel large group activities for international students (if necessary).
  • Convey options for international students such as early departure, course attendance and examination (if available).
  • Ask international students to report experience of flu-like symptoms to regional advisors or coordinators.

Partner Universities

  • Ask partner universities for contingency plans should there be confirmed cases in partner universities/cities.
  • Provide updates on any new preventive measures introduced by CHPP to partner universities and steps taken by CUHK and OAL.
  • Provide information on any plans for early departure of international students at CUHK (if available).

For Outgoing Students

  • Remind outgoing students to cities with confirmed cases to be vigilant (pre-departure gatherings and emails).
  • Outgoing students leaving Hong Kong may visit UHS to obtain health certificates 48 hours prior to departure, if necessary.
  • Liaise with outgoing students in cities with confirmed cases on health and safety and any early departure arrangement made by host institutions.
  • Remind all CUHK students on exchange to be vigilant.

Office

  • Display posters about general hygiene.
  • Inform visitors who plan to visit CUHK, on situation of avian influenza in Hong Kong. It allows them to make their own judgment on visiting.
  • Maintain sufficient supply of surgical masks.
  • Review cancellation of large group activities for international students (if necessary).
  • Liaise with Registry, faculties, departments and colleges to explore alternatives for course assessments (e.g. course attendance, credit transfer and early examination) should students wish to leave early.
  • Take necessary actions if class suspended and inform international students and partner universities.
  • Suspend programme(s) in countries/cities where there are confirmed cases (if necessary).

Security Office

  • Take temperature of all security staff on reporting to duty.
  • Intensify cleaning and disinfection efforts in the office and patrol vehicles.
  • Enforce wearing of masks by all in public or office areas as directed by CHPP.
  • Consider setting up two operational centres and two separate teams in each shift to minimize the chance of infectious disease transmission.
  • Consider disinfecting (tyres only) all vehicles entering Campus.

Transport Office

  • Use pressure sprayer to spray dilute bleach with water 1:99 daily.
  • Clean the air filter of shuttle light bus regularly.
  • Provide signage at bus stops and on buses to advise passengers to put on surgical masks on shuttle buses.
  • When mask-wearing guideline is enforced by the University, enforce wearing of surgical masks on shuttle buses.
  • Use dilute bleach with water 1:99 to clean the interior of the bus compartment, such as windows, guard rails, grab rails, straps, stanchions, seats and floor daily.
  • Continuation of bus operation to be decided by CHPP.

Information Technology Services Centre (ITSC)

  • Stay alert to the announcement by CHPP.
  • Maintain sufficient stock of surgical masks and disinfectant.
  • Step up cleaning and disinfection for public areas such as offices, Central Computer Room, user areas, meeting rooms, and seminar rooms.  Disinfect the console area of the Central Computer Room in every 8-hour shift by on-duty operators.
  • Remind on-duty operators to disinfect hands as often as possible.
  • Apply a restricted access policy in Central Computer Room by allowing entry for performing official work only and no entry for visitors until further notice.
  • Advise staff not to attend conferences, seminars, and training courses run by outside organizations whenever possible.
  • Minimize the number of meetings.
  • Step up the purchase and upgrade work of critical production systems which are tight in capacity, if not completed.
  • Remind University staff members about work-from-home IT planning.
  • Provide solutions and checklist for teachers to continue their teaching in case of class suspension.
  • If classes are suspended,
    • Release the previously identified staff members to work at home.
    • Close user areas and cancel all seminars for users.

Communications and Public Relations Office (CPRO)

  • Help to disseminate announcement of CHPP via different channels.
  • Handle enquiry from various media.

 

 
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