Guidelines for management of communicable disease
These guidelines are for University staff who will respond in the event of any communicable disease outbreak occurring within the student population and for staff who will work proactively to prevent meningitis.
Introduction
An outbreak of any communicable disease in higher education institutions can cause considerable consternation and pose problems in public health management because the close circle of contacts of those affected may be difficult to define and trace. Normal assumptions may not apply, as students will often be living in a Hall of Residence and may also be part of an active social network outside the hall. Misinformation about the incident may spread quickly and as a result panic could occur. Students who have recently left home may feel vulnerable, especially if they have not yet established good access to local primary care services.
The University has a Crisis Management Plan (CMP) which will be used to deal with an outbreak of communicable disease; the following plan represents a subsection of the main CMP.
Actions to raise awareness of Meningitis
|
Action |
Service responsible |
|
An email will be sent to new students asking them to check if they have had a meningitis C vaccine (UK undergraduates should have been offered the vaccine through the National Health Service vaccine programme). Students will be advised to have the vaccine if they have not had it previously (regardless of age). New students will also be encouraged to register with the FCHC on arrival. |
SHLS -produce text for email Marketing and Communications Team- process and send email. |
|
Information about meningitis and vaccine will be provided for international students during the International Welcome Programme and in a leaflet about health care services. |
SHLS-presentation as part of International Welcome Programme, produce leaflet. SWS International Officer -distribute leaflet to all international students on welcome programme. |
|
Up to date information about meningitis will be provided on the University website (in line with HPA advice). |
SHLS.
|
|
Information about meningitis will be provided at the Vice-Chancellors welcome talk for parents. |
SWS. |
|
Meningitis leaflets will be:
|
SHLS – send leaflets to RACS, Schools and Students’ Union Accommodation office. RACS – put leaflet into students’ rooms. SWS- distribute to students in halls owned by a third party. Schools of Medicine, Education and Social work-distribute at induction. Students Union Accommodation Office – will make sure leaflets are available for students visiting their office. |
|
Meningitis posters and leaflets will be obtained from the Meningitis Trust or Department of Health and distributed to FCHC, RACS, SWS and ULSU for display. |
SHLS. |
|
Pastoral Support Team in residences will receive awareness training in order to direct students accordingly or contact appropriate health care services on their behalf in the event of illness. Information will also be provided in the Pastoral Support Team in residences manual. |
RACS- to facilitate training (normally provided by HPA). SHLS – provide information for manual. RACS- produce manual. |
|
Information about how to register with a G.P. and what to do in case of illness will be included in the leaflet: ‘Your Health-How to get help and advice’. The leaflet will be:
|
SHLS – produce leaflets and send to RACS, Schools and Students’ Union Accommodation office. RACS – put leaflet into students’ rooms. SWS- distribute to students in halls owned by a third party. Schools of Medicine, Education and Social work-distribute at induction. Students Union Accommodation Office – will make sure leaflets are available for students visiting their office. |
|
Information will be available on the University website advising students how to register with a G.P. and what to do if unwell. |
SHLS. |
|
Display at Fresher’s fair. |
SWS. |
|
Students will be advised to read information about meningitis when they attend their welcome talk in Halls of Residence. |
Pastoral Support Team in residences.
|
Media and Communications
Handling the media during an outbreak of communicable disease requires consummate skill with clear, consistent and accurate information being provided. Communication with the media should be channelled through the University Press Office. In the event of communicable disease the SHLS / SWS will liaise between the Press Office and the HPA.
The University Communications Officer will also be consulted about effective dissemination of information within the University. The type of information provided may vary according to the target group concerned and the following should be considered:
Students
- Those in the same residence
- Those in residence on the same site
- Those on the same course
- The general student population who may not be at increased risk but who may perceive themselves to be.
Staff
- Residences staff, particularly those who have had recent contact with the affected students, such as cleaners or porters
- Those in the same academic department
- Others within the institution who may not be at increased risk but who may perceive themselves to be.
Relatives
- Parents and relatives of students who may not be at increased risk but who may be perceived to be by themselves and others; and local and possibly national media.
Dealing with the media
In the event of an outbreak (one case or more) the press may require a quote from the University. This will normally be supplied by the SHLS/SWS/HPA describing what action is being taken on campus re disease awareness and prevention. The identity of any affected student(s) will not be disclosed. If a vaccination programme is to be conducted, media access to the programme is via the HPA in consultation with SHLS/SWS.
In the tragic event of a fatality the following will be required by the press:
- Name and nationality/course of the student
- Picture of him/her
- Tribute paid to him/her by friends/staff
- Quote from University about what action is being taken re-meningitis awareness/to prevent meningitis spread on campus
- Contact numbers for the parents
- Details of funeral
In terms of responding, the key will be for the press Office to liaise with the SHLS/SWS so that all communications are streamlined and channelled through one source eg the SHLS/SWS should make the parents aware of possible press interest (as stated above) and obtain consent (or not) for proceeding. If parents request no publicity, the University normally will undertake not to respond to the media as a courtesy to the parents.
However, please note this does not preclude the media from getting hold of information from other sources and the University should at the very least offer a tribute – via the personal tutor- to the student if press have his/her identity.
Dealing with a case of communicable disease as confirmed by HPA, Health Centre, or Hospital
The healthcare agency, once aware of a diagnosis, will contact the University as quickly as possible in order that appropriate actions can be taken.
Contact: Student Healthy Living Service 0116 2231268 or Student Welfare Service – 0116 223 1185 (24 hour response)
|
Action |
Service Responsible |
Action Taken – initial/date/time |
|
|
Clarify circumstances and record details– use template (Appendix A). |
SHLS /SWS. |
|
|
|
Report case to Healthy Living Manager and plan actions as directed by HPA. |
SWS. |
|
|
|
Report case to Registrar. |
SWS / SHLS. |
|
|
|
Report case to Vice Chancellor and appropriate Pro Vice Chancellors. |
Registrar. |
|
|
|
Report case to Academic Registrar. |
SWS/SHLS. |
|
|
|
Report case to FCHC (possibly already aware), and plan actions as directed by HPA. |
SWS/SHLS. |
|
|
|
Inform Director /Deputy Director of RACS – provide information from the HPA accordingly (if affected student(s) in halls of residence). |
SWS/SHLS. |
|
|
|
Report case to University Press Office. |
SWS/SHLS. |
|
|
|
Ensure swift contact is made with student to help identify support network/ eg. Parents, Chaplain, friends etc. If necessary work as advocate for student. |
SWS to organise visitor or other communication as appropriate. |
|
|
|
Inform University and SU Switchboard /Reception/ Security – giving information about directing any calls/queries relating to the situation to the SHLS/SWS. |
SWS/SHLS. |
|
|
|
Inform SSDS Director/Heads of Units – information may be required in other formats. |
|
SWS/SHLS. |
|
|
Inform appropriate academic Department(s) of case – use template (Appendix B). |
SWS / SHLS. |
|
|
|
Inform Occupational Health. |
SWS / SHLS. |
|
|
|
Inform Pastoral Support teams in residences (Appendix B). |
RACS. |
|
|
|
Inform Students’ Union Welfare Officer / Chief Executive. To raise awareness and provide information in order for them to direct any calls/queries in relation to the situation to the SHLS/SWS, and provide appropriate support for students. |
SWS / SHLS. |
|
|
|
If required by HPA, assist in identifying the social contact network which might include:
|
Follow advice given by HPA Action to be taken by SWS/ SHLS/RACS. |
|
|
|
If advised by HPA, provide specific public health information/advice to students living in close proximity and on course as appropriate using:
|
Follow advice given by HPA Action to be taken by SWS/ SHLS working with Press and Communications Office and ULSU. |
|
|
|
Release press statement if considered appropriate by both HPA and University. (The SHLS/SWS will be the point of contact for each and will communicate requirements) |
Press Office |
|
|
|
If other cases are suspected and confirmed, follow advice given by HPA. Cases may be related or unrelated. In some circumstances it may be helpful to convene the CMT (and follow the CMP) to discuss the situation. |
SWS/SHLS – to inform Registrar or Deputy who will determine further action in consultation with HPA. |
|
|
|
If required by HPA, organise appropriate venue to facilitate the issue of preventive medication to the target group as appropriate. |
SWS /SHLS. |
|
|
|
If advised by the HPA, Provide general public health information across campus in an awareness raising campaign:
|
SWS / SHLS (consulting with Communications Office and ULSU). |
|
|
|
In the case of a meningitis outbreak alert the Meningitis Trust, Meningitis Research Foundation who operate 24 hour helpline services and are equipped to deal with enquiries from anxious members of the public. Order publicity materials from Meningitis Trust as required. |
SWS / SHLS. |
|
|
|
In the event of student death, follow existing procedures for dealing with a death. |
SWS. |
|
|
|
Ongoing evaluation throughout and actions adjusted where necessary. |
SWS/SHLS/CMT (if involved). |
|
|
|
Ensure that anyone affected by the situation understands how to access other support available (Counselling, personal tutor, Pastoral Support team in residences, Occupational Health, support charities etc.) as appropriate. |
SWS/SHLS. |
|
|
Key
CMP – Crisis Management Plan
CMT – Crisis Management Team
FCHC – Freemen’s Common Health Centre
HPA – Health Protection Agency
RACS – Residential and Commercial Services
SHLS – Student Healthy living Service
SSDS – Student Support and Development Service
SWS – Welfare Service
ULSU – University of Leicester Students’ Union
Review following a case or outbreak
After a case or outbreak, action should be reviewed by SWS/HLS where necessary in consultation with HPA to identify areas for improvement. Lessons learned and opportunities to disseminate ideas to the sector through UUK identified.
Useful Information
Meningitis Trust: http://www.meningitis-trust.org/ 0800 0281 828
Meningitis Research Foundation: http://wwwmeningitis.org 0808 800 3344
Health Protection Agency: www.hpa.org.uk/AboutTheHPA/ContactUs 0116 263 1400
Freemen’s Common Health Centre: www.le.ac.uk/healthcentre 0844 815 1105
University Emergency Number: 0115 252 2888
University Welfare Service: www.le.ac.uk/welfare 0116 223 1185
University Healthy Living Service: http://go.le.ac.uk/healthyliving 0116 223 1268
University Students’ Union: http://leicesterunion.com/ 0116 223 1111 (reception)
University Occupational Health: http://www.le.ac.uk/staffwellbeing/oh_home.html 0116 221 2461
University Press Office: http://www2.le.ac.uk/offices/press 0116 2523335
University Communications Officer: 0116 2525105
References
Managing Meningococcal Disease (septicaemia or meningitis) in Higher Education Institutions, published by Universities UK in July 2004
Review
This document to be reviewed annually by Student Welfare Service and Healthy Living Service
Last updated December 2010 by:
Gill Miles: Manager, Student Healthy Living Service, University of Leicester
In consultation with:
Mr Dave Hall, Registrar, University of Leicester
Dr Philip Monk, Health Protection Agency
Clare Taylor: Head of Student Welfare Service, University of Leicester
Appendix A – Initial Contact Form
|
Date |
|
|
Time |
|
|
Name of person completing form |
|
|
Name of person providing information |
|
|
Contact details of person providing information |
|
|
Name of student (patient) |
|
|
Leicester address of student (patient) |
|
|
Course |
|
|
Year of study |
|
|
Home address of student (patient) |
|
|
Home telephone number |
|
|
Mobile telephone number |
|
|
Date of Birth |
|
|
Next-of-Kin |
|
|
Have next-of-kin been notified - if so, details of next-of-kin and what information provided. Any other relevant information such as: will the next of kin be travelling to be with the student and act as advocate if required. |
|
|
Reason for Health Agency contacting University |
|
|
Directions from Health Agency
|
|
|
Action Taken by University representative
|
|
Appendix B – Information for Department / Pastoral Support Team
|
Date |
|
|
Time |
|
|
Name of person completing form |
|
|
Name of member of departmental staff receiving information |
|
|
Name of student (patient) |
|
|
Course |
|
|
Year of study |
|
|
Information required by HPA (e.g. recent close contacts) if necessary
|
|
|
Convey information from HPA in relation to risk, advice to be given to students/staff and any necessary action.
|
|
