Procedure 8: Infectious diseases

1. Introduction

This procedure outlines the response procedures that should be followed in cases where a member of the University is suspected or confirmed to have an infectious disease.

The document has been developed in consultation with Public Health England, the University’s Students’ Health Service, and other key staff at the University. Although it lists responsibilities that are assigned to Public Health England, it is not intended to replace Public Health England procedures, and is designed primarily to be used by University staff.

2. Background and context

In situations where infectious disease has occurred, the University will play a supporting role to Public Health England (PHE). PHE will set the strategic objectives for containment of an infectious disease, and will make requests of the University to support those objectives as necessary.

The University’s response will be guided and supported by the Major Incident Management Group (IMG). This group is convened as one group of the University’s Incident and Crisis Management Framework.

The response procedures are intended to be comprehensive. They are designed to provide support to staff who face difficult circumstances, and enable them to act appropriately. Some staff members/departments at the University will have specific and key roles to play in responding to an occurrence of infectious disease at the University. These roles are clearly defined within this procedure.

3. Definitions

Three key terms are used in this document:

1. A probable case is when a doctor deems that an infectious disease is the most likely clinical diagnosis of a sick patient.
2. A confirmed case is when an infectious disease has been confirmed following laboratory analysis of patient blood samples.
3. An outbreak will be declared, and cases of infectious diseases deemed to be related, if the following circumstances apply:
   1. an incident in which two or more people experiencing a similar illness are linked in time or place;
   2. a greater than expected rate of infection compared with the usual background rate for the place and time where the outbreak has occurred;
   3. a single case for certain rare diseases such as diphtheria, botulism, rabies, viral haemorrhagic fever or polio; or 
   4. a suspected, anticipated or actual event involving microbial or chemical contamination of food or water.

There are two separate response procedures articulated within the document:

• Procedures for responding to a single probable case, or single confirmed case of infectious disease.
• Procedures for responding to an outbreak of infectious disease. There are separate procedures for dealing with a pandemic.

4. Actions for a single probable or single confirmed case

The procedures listed below will be enacted when an infectious disease is deemed by a doctor to be the most likely clinical diagnosis of a sick patient (probable case), or when an Infectious Disease has been confirmed following laboratory analysis of patient blood samples (confirmed case).

Normally, Public Health England will give the go ahead to enact these procedures following consultation with a patient’s GP or attending clinician, or following a positive laboratory result. If PHE is not the first to be aware of a probable or confirmed case, then whoever does have this information should take responsibility for ensuring that PHE is notified immediately.

The response procedures will not be enacted in the event that an individual is suspected to have an infectious disease, or where infectious disease is a possible diagnosis. Any member of staff who suspects that a student may have an infectious disease should refer them immediately for medical help, calling the NHS 111 service, or calling 999 in an emergency, and await further instruction.

Normally, in terms of communicating with students, PHE will make direct contact with close contacts of patients with an infectious disease. The University will contact wider groups of students with pre-prepared messages if considered necessary.

It is vital that only advice provided within this document or that provided by a medical professional is passed on to staff and students.

Initial Response

Public Health England (PHE) will inform the Director of Student Services of a confirmed or probable case.

PHE will also notify any relevant specialist third party organisations, for example, the meningitis charities.

The Director of Student Services will notify (for information) all members of the IMG to ensure they are on standby and ready to respond if necessary. He/she will also inform the Students’ Union Chief Executive and the relevant Head of School

In all cases of infectious disease, the Director of Student Services or nominee will liaise closely with Public Health England (PHE). The University will normally respond to an occurrence of infectious disease by carrying out actions recommended or required by PHE. PHE has a number of other responsibilities which include:

• To notify that there has been an occurrence of an infectious disease.
• With the University’s help as required, to identify any close contacts of the patient and to trace and notify them of the situation (this includes relatives).
• To instruct close contacts to contact their GP immediately). Students not registered with a GP are advised to xxx
• To notify GPs in the local area.
• To provide advice on the notifications distributed and information provided to staff is appropriate to the particular infectious disease that has occurred.

Students Services will:

• Liaise regularly with PHE and be appropriately prepared to support all students who require it.
• Be the point of contact for all new queries from PHE.
• Identify and notify members of staff who are in a position of responsibility to the close contacts of the patient (e.g. Residence Warden, Personal Tutor, Head of School).
• Based on information provided by PHE about the likely wider impact of the particular case, liaise with the Head Marketing and Communications and DVC to disseminate notifications to appropriate groups of students and staff within 24 hours of the initial notification where possible.
• Consult with the DVC on the appropriateness of sending a mass communication to all students and all staff.
• Help identify the most appropriate member of staff to maintain contact with the family(ies) of the student(s) affected.
• In the case of death, ensure the implementation of the procedure for a student or staff death
• Help identify close contacts within Residence/Hall as necessary
• Ensure any concerned students are advised and supported appropriately
• If requested by PHE, make building plans available. These may be used to help identify the likely spread of disease and close contacts.
• Consider options for large scale residential response to any occurrence of outbreak.

School/Registry will:

• Identify close contacts within School as necessary
• Ensure any concerned students are advised and supported appropriately
• Ensure any implications with regards to assessments (exams, assessment deadlines etc.) are considered and dealt with accordingly.
• Provide contact details for specific groups of students at request of the Protocol Coordinator.