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STANDARD OPERATING
PROCEDURE (SOP)
FOR STAFF AND STUDENTS OF
UTAR DURING AND POST
MOVEMENT CONTROL ORDER
(MCO) COVID-19
(6th August 2020)
Reference:
Prosedur Operasi Standard (SOP) PengurusanOperasi Instittusi Pendidikan Tinggi Semasa danPasca PKP COVID-19
KPT/JPT
2
This SOP covers the following areas:
Safety
Handling of Business Operations
Management of Meetings
Organising of Events
Handling of Teaching and Learning
Management of Students
Handling of Research
Roles & Responsibilities of Related Parties
3
Kementerian Pengajian Tinggi (KPT), Jabatan Pengajian Tinggi (JPT),Jabatan Pendidikan Kolej Komuniti (JPKK) plays the role in monitoringthe implementation of the SOP and ensures that it is fully complied by allInstitutions of Higher Learning (IHL).
UTAR is responsible for ensuring that all SOPs are fully implemented. In addition, monitoring needs to be done to ensure all staff and students comply with the SOP issued.
All staff or students need to understand and fully comply with the SOPthat have been outlined by UTAR.
All visitors must fully comply with the SOP that have been outlined byUTAR.
Implementation of New Normal
4
In implementing any activity, the new normal that requires full attention and cooperation at all times is as follows:
In implementing any activity, the new normal that requires full attention and cooperation at all times is as follows:
1. Checking of temperature,
washing of hands with soap or
hand sanitizer for any activity.
2. Use of face mask at all times
on campus.
4. Regular cleaning and
disinfection after activities.3. Practicing physical
distancing with 1 meter apart
for all activities.
Handling of Bilik Gerakan
SAFETY
Handling of attendance of staff and students
Handling of library / lecture or tutorial room / lab / etc
Handling of COVID-19 case
Handling of UTAR vehicles
Safety
6
Bilik GerakanBilik GerakanThe operations of UTAR Bilik Gerakan COVID-19:
Monitoring any transmission of COVID-19 pandemic in UTAR
Monitoring and recording the health status of all
staff, students and visitors
Reporting any new cases of COVID-19 detected to MOHE via Hotline Bilik
Gerakan COVID-19 KPT daily before 5:00 pm
All cases detected must be reported to Bilik Gerakan
COVID-19 UTAR:
Kampar Campus Hotline:
1. 0111 - 0613354
2. 05 - 4688823
Sungai Long Campus Hotline:
1. 0111 - 0603354
2. 03 - 90860288 ext. 842
Bilik Gerakan COVID-19 UTAR should remind UTAR staff and students to always adopt safety measures as
recommended by the Ministry of Health (MOH)
Safety
7
The following matters are implemented:
� UTAR staff and students and visitors with Person Under Investigation (PUI) status or is undergoing self quarantine are not allowed to enter the campus.
� Admission to the campus is restricted through controlled entry points only.
� Attendance and temperature of staff andstudents will be taken and recorded togetherwith staff particulars, contact number and timeof entering campus.
� Staff and students with temperature above 37.5ºC will be denied entry to the campus.
Every department and faculty must monitor theattendance of staff and students and ensure thefollowing actions:
� Temperature of every staff and students will be takenand recorded at the controlled entry point to thecampus.
� Staff with temperature above 37.5ºC or symptomaticis not allowed to enter the work place and will beadvised to seek treatment.
� Staff members are not allowed to bring familymembers to the work place.
� Ensure that proper precautionary measures aretaken when managing activities involving the public.
Handling of attendance of staff
and students
Handling of attendance of staff
and students
8
Safety Procedure For Staff and Students when Entering UTAR Campuses
Handling of attendance of staff and studentsHandling of attendance of staff and students
Safety and Health Check Points
Kampar Campus:
• Safety and Health Check shall be conducted at the South Gate and East Gate entrances. (All other entrances
to the campus will be closed)
Sungai Long Campus:
• Safety and Health Check shall be conducted at the following designated entry points:
• KA Block
• LG floor lift lobby
• South lobby
• KB Block
• Main entrance
• Rear Entrance via Guard Post
Safety
9
Handling of attendance of staff and studentsHandling of attendance of staff and students
Upon ENTERING the campus:
a) All staff and students must always be wearing a
proper standard 3-ply face mask/N95 mask
covering nose and mouth. (Staff and students
must ensure that they continue to wear the
mask at all times on campus.)
b) All staff and students must sanitise their hands
at the point of entry.
c) Temperature of staff and students will be taken
and recorded together with staff particulars,
contact number and time of entering campus.
d) All staff and students are to follow the following steps:
CHECK-IN and
SHOW Covid-19
Risk Status in
Profile using My
Sejahtera
Application
Scan QR Code
displayed at
entry point
using Hi Hive
Application
Get body
temperature
from security
officer
Key in body
temperature in
Hi Hive
Application.
01 02
03 04
Safety
Guideline to register for hi-hive Community App
is given in Appendix 1
10
Handling of attendance of staff and studentsHandling of attendance of staff and students
e) In the case where the Risk Status in Profile of MySejahtera application is not available, the staff and student will have to fill
up a Health Declaration Form.
In the case where Hi-Hive Application is not available, the temperature and time of entry of staff and student will be recorded
manually in a Log book.
(Staff and students are advised to use their own pen when filling up the Health Declaration Form or Log Book.)
f) In case of any need for further advice and clarification regarding the safety and health status of any person, the Department
of Safety and Security (DSS) officer will consult the assigned clinicians from FMHS on duty for the day.
Safety
11
Handling of library/ lecture or tutorial room/ lab/ etcHandling of library/ lecture or tutorial room/ lab/ etc
� Hand sanitizer must
be available in all
offices, library,
lecture/tutorial
rooms, laboratories,
etc.
� Staff and students
are to practice
physical distancing.
� Recording of attendance or
registration is required when entering these
facilities.
� Disinfection of all library, lecture/tutorial
rooms, laboratories, etc is implemented
according to a set schedule.
Safety
12
Handling of COVID-19 caseHandling of COVID-19 case
UTAR must report all suspected or positive COVID-19 cases that have been confirmed by MOH to the MOHE
immediately and ensure that the following matters are complied with:
� Ensure the identities
and information of staff
and students
suspected or with
positive COVID-19
cases are reported to
MOH and MOHE
� Identify close contacts
and locations related
to the individual
suspected or with
positive COVID-19
� All close contacts are required to undergo a
quarantine process for 14 days and undergo
COVID-19 screening if there are any
symptoms
� All teaching and learning activities
related to staff and students suspected or
positive COVID-19 should be postponed
immediately
� The relevant locations will be closed and
disinfection process will be carried out
Safety
13
Handling of UTAR VehiclesHandling of UTAR Vehicles
� Bottled disinfectant is issued
to every bus driver and
dispatch driver for them to
disinfect the vehicles.
a
� Bottled sanitizers are provided to all university
buses and vehicles for use of passengers.
e
� Drivers are required to clean the vehicle
door handles, windows and any handle
inside the vehicle with disinfectant and
periodically clean all seats.
b
� Drivers are provided thermal
scanner, face mask and gloves.
c
� Drivers will take the body temperature of
passengers before the passengers enter
the vehicle.
d
� Passengers are required to sanitise
their hands before entering the vehicle.
f
� There will be a time gap in the bus schedules for the
drivers to clean, ventilate and disinfect the vehicles.
g� Seats will be marked to
prevent passengers from
sitting on them in order to ensure physical distancing
among passengers while inside the vehicle.
h
Safety
HANDLING OF BUSINESS OPERATIONS
Cafeteria / Push Cart
Book Shop / Business Operators
Handling of Business Operations
15
Cafeteria / Push CartCafeteria / Push Cart
1
Ensure dine-in or eat-in activities are organised and physical distancing is practiced
2
Place markers on the floor, tables and chairs to ensure physical distancing is complied with
3
Ensure food is served, or prepared in dome setting or a buffet supervised by the operators wearing proper face mask and gloves while serving food
4
Provide adequate hand soap or hand sanitizer
All operators of cafeterias and push carts in the campus must adhere to the following guidelines:
Handling of Business Operations
16
Book Shop / Business OperatorsBook Shop / Business Operators
1
Ensure that the purchasing activities are in accordance with controlled procedures and business conditions outlined by the authorities
2
Provide adequate hand soap or hand sanitizer
3
Encouraged to offer personal shopper services to customers to limit movement in and out of the store and facilitate the purchase process
All operators of book shop or business in the campus must adhere to the following guidelines:
MANAGEMENT OF MEETINGS
Face to Face Meetings
Meetings via Online
Management of Meetings
18
Face-to-Face MeetingsFace-to-Face Meetings
1
Enforce proper physical distancing in meeting rooms
2
All participants must
wear proper face
masks
3
Participants with temperature above 37.5ºC are not allowed to enter the meeting room and will be advised to seek treatment at authorised clinics or hospitals
4
Provide adequate hand sanitizer.
5
Cleaning and disinfection of meeting room must be practisedregularly
Face-to-Face meetings can be conducted in hybrid mode together with online participation. For online
participation, proper cyber security measures have to be taken.
19
Meetings via OnlineMeetings via Online
1
Identify the medium to be used for online meetings (Webex, Zoom, Microsoft Teams, Google Meet or Skype for Business)
2
Ensure all participants download or have access to the meeting application before the conduct of the meeting via online
3
Ensure full compliance of the level of security and protection of information. Every meeting conducted must be provided with password access and extended to participants via email
4
Ensure confidentiality throughout the meeting is maintained
Management of Meetings
ORGANISING EVENTS
Ceremonies / Conferences / Seminars
All ceremonies, conferences or seminars can be held subject to approval of UTAR and compliance with the General SOP of the Implementation of Government and Private Ceremonies issued by MKN.
� UTAR is given the flexibility in determining the appropriatemode of learning which includes online teaching andlearning according to the requirements of the program.
� UTAR must meet all the requirements set according to theSOP in order to conduct face-to-face teaching and learningbased on categories of students allowed by MOHE.
HANDLING TEACHING AND
LEARNING
Handling Teaching and Learning
22
Face-to-face teaching and learning at UTARFace-to-face teaching and learning at UTAR
1
All teaching staff members are briefed and reminded on the preventive measures of the transmission of COVID-19 outbreak
2
Ensure that all teaching staff brief students before the face-to-face teaching and learning session is conducted
3
Ensure adequate hand sanitizer is provided and cleaning and disinfection of all lecture and tutorial rooms is implemented according to a set schedule
4
Face-to-face teaching and learning related activities that require attendance of a large number of students are subject to the capacity of the room with proper physical distancing
Handling Teaching and Learning
23
Face-to-face consultation session at UTAR Face-to-face consultation session at UTAR
1
All students must make prior appointment with teaching staff before meeting face-to-face for any consultation session
2Teaching staff must record attendance and personal details of student (name, Student ID, time of entry and exit) for all consultation sessions
3
Ensure adequate hand sanitisers are provided near the entrances to the teaching staff room areas
MANAGEMENT OF STUDENTS
Management of existing and new students
Management of students in common facilities
Management of students in cafeteria
Management of students’ activities
Management of Students
25
Management of existing and new studentsManagement of existing and new students
1
The admission of existing students and new students and international students in an organised manner
2Ensure that the SOP on the management of admission of existing and new students to campus is fully complied with
3
Ensure that all registration matters and orientation programmes for new students are implemented using appropriate method and comply with the current government directive
UTAR have to ensure the following:
26
Management of students in common facilitiesManagement of students in common facilities
1
Management of students using common facilities follows the SOP issued by the government from time to time
2Facilities used by students must be regularly sanitised and students must follow and practice new normal
3
All entry points to campus must be controlled to facilitate monitoring and contact tracing
Management of Students
27
Management of students in cafeteriaManagement of students in cafeteria
1
Operation of cafeterias must always follow the prescribed SOP such as physical distancing, wearing of face mask and regular cleaning of hands
2
University community is encouraged to buy packed food and use cashless transaction
UTAR Cafeterias will open from 3 August 2020 onwards, with limited seats. The selected cafeterias are:
• Kampar Campus - FBF cafeteria, one push cart at FICT building and one push cart at FSc building.
• Sungai Long Campus - KA cafeteria and two push carts at KB Block
Dining Guide for Staff and Students
a) UTAR staff/students MUST wear a proper standard 3-ply face mask, covering nose and mouth before entering the cafeterias.
b) UTAR staff/students should wash their hands with hand wash liquid/soap and water provided at the cafeteria before purchasing their meal.
c) UTAR staff/students are required to practice physical distancing by standing 1 meter apart while queuing. Markers are placed on the floor, wherever feasible, to indicate the standing positions.
d) UTAR staff/students may have their meals at the cafeteria. However, proper physical distancing must be followed. They are not encouraged to talk to each other and should finish their meals as soon as possible.
e) UTAR staff/students are encouraged to bring their own containers if they prefer take-away.
f) UTAR staff/students are advised against touching any surfaces if it is not necessary.
Management of Students
28
Management of student activitiesManagement of student activities
1
Student activities including clubs, societies, events, workshops, meetings, trainings and seminars can be organised either online or physically or in hybrid mode. For physical activities, this is subject to the room capacity with proper physical distancing
2
Organiser is responsible to ensure that the conduct of the activities is in compliance with the current SOP
3
Students are encouraged to follow new normal for the conduct of program and activities via digital platform
4
Sports activities and programmes must be in accordance with SOP issued by Kementerian Belia dan Sukan and MKN from time to time
Management of Students
HANDLING OF RESEARCH
Research Activities in the Lab
Handling of Research
30
Research Activities in the LabResearch Activities in the Lab
1
All instructions issued by the government and World Health Organisation(WHO) must be complied with
2
Control the number of staff and students in the lab through rotation and flexi time
All must wear face masks
3
Keeping record of identity and contact number of users
4
Provide hand sanitizer at entry point, labs and common areas
Regular cleaning and disinfection of labs have to be conducted
Research activities and face-to-face teaching and learning facilities and special physical facilities and
equipment are allowed according to the following requirements:
Our safety and health are our responsibility. Please
comply with all SOPs set by KPT and UTAR
THANK YOU
1
hi-hive Community Sign Up Guidelinehi-hive Community Sign Up Guideline
General Information
• For Huawei 2020 new models, please
download from Huawei App Gallery, look for
“hi-hive Community” to install.
• For iPhone and other Android models, please
download the “hi-hive Community” by scanning
the QR code, or go to Apple Store / Google
Play by searching “hi-hive Community” to
install.
• For Android user, minimum Android OS
support is 5.0.
• For iPhone user, minimum iOS OS support is
10.0.
• This guideline uses Android screenshots for
illustrating purpose.
• Should you have any question or request for
help, please send email to support.hi-
[email protected] for support.
Login Screen
• Select “ALLOW” to allow hi-hive
Community to access your contacts.
• For existing user, you can proceed to
login. If you have forgotten your
password, please tap “Forgot your
password?” to reset your password.
• For new user, please tap “Sign Up” to
create hi-hive account.
Appendix 1
2
Sign Up
Fill up the details.
• Display Name – Enter your full name.
• Email – This is your login ID. You can
use your personal email address.
• Mobile Number – Enter your mobile
number.
• Password – Enter your password to
login hi-hive Community.
• Referral Code – This is optional. Leave
it blank for now.
• Terms & Conditions – Please read the
T&C.
Select “Sign Up”.
Email Verification
• An email will be sent to you for
activation.
• Please minimize hi-hive Community.
(Do not close the app, let it run in the
background)
• Select “Activation link” in the email to
activate your hi-hive Community
account.
• Once your account is activated,
navigate to hi-hive Community app,
and click on “Verify” button to
complete sign up process.
If you don’t receive the email, please
request again by selecting “Request
activation link” button.
Appendix 1
3
UTAR Personalised Community Enrolment GuidelineUTAR Personalised Community Enrolment Guideline
UTAR Enrolment
• All staff and students are
required to enrol to UTAR
Personalised Community.
• Select “Settings”, the last icon in
the menu bar at the bottom of
the page.
Navigate to Personalised Community
• On Settings page, select
“Personalised Community”..
Appendix 1
4
Choose UTAR Personalised
Community
• Please swipe left to locate
UTAR personalised
community.
• Please select UTAR logo to
choose UTAR as your
personalised community.
(Remember to select UTAR
logo)
Email Verification
After choosing UTAR logo, this
welcomes you onboard to UTAR and the
following are required to identify you as a
UTAR staff or student.
1. Please enter your UTAR email
address.
2. Select “Request Activation”.
3. An email will be sent to you for
activation.
4. Please minimize hi-hive. (Do not
close the app, let it run in the
background)
5. Click on the “Activation link” in the
email to activate your verification to
UTAR.
Appendix 1
5
Verify Activation
Once your verification is activated,
navigate to hi-hive Community, and
select “Verify Activation” button to
complete enrolment process.
If you don’t receive email, please
request again by tapping on
“Request Activation” button.
Enrolment Successful
This is the UTAR personalised
community Main screen. All the posts
and trending communities are
personalised to UTAR.
Appendix 1
6
Temperature Recording GuidelineTemperature Recording Guideline
Initiate Scan Hive (QR
Scanner)
• Select “Scan Hive” on
top left corner, to scan
UTAR’s QR code for
temperature recording.
Allow Camera Permission
• Select “ALLOW” to use camera for
scanning.
Appendix 1
7
Temperature Recording
1. Upon successful QR Scan,
screen will be navigated to
Temperature Recording
screen.
2. Security guard will inform
you of your temperature
reading after measuring it.
3. Manually fill in your
temperature reading and
enter remarks (Risk profile
from MySejahtera), if
available.
4. Select “Submit”.
Temperature Recording Successful
Your temperature is recorded.
Select “Retrieve Record” to view the
submitted temperature records.
Appendix 1
8
Temperature Record
History
If you want to look at your
history of temperature
records,
1. On UTAR Personalized
Community Main
screen, Tap “+” icon.
2. Select “Hive Store”.
3. Select “Temperature Record” to view your
history of temperature records.
Appendix 1