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Information on coronavirus


 

Advice for students and staff at both our Egham and London campuses who may have concerns about the outbreak of coronavirus. Please refer to this page for accurate and updated advice about the coronavirus and the College’s response. We will update this page regularly with more information as it becomes available.

Coronavirus (Covid-19) is a new strain of coronavirus. As a College we are in regular contact with Public Health England (PHE) and it is our policy to follow their advice, together with guidance from the NHS and the Foreign and Commonwealth Office (FCO).

We are now in step one, the government term for the period to at least 1 June 2020.

What do I need to know about step one?

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible. Find out more.

Our response to the government's step one

From the week commencing 18 May

Indigo

Please read our frequently asked questions about coronavirus below

Latest coronavirus updates

Update as of 22 May - Collecting belongings from Halls

On Thursday 21 May, the UK government announced changes to their guidelines for students with belongings left in university Halls. Under these new guidelines, students who have possessions left in Halls are now able to travel back to their university to collect them. 
 
To enable you to come and collect your possessions in line with the current government guidelines and as safely as possible, please book a time slot between Tuesday 26 May and Friday 19 June. Information for students who are currently overseas or are shielding, but still need to collect possessions, can be found at the bottom of this email.
 
We will have control measures in place to ensure that your visit to campus is as safe as possible. Please ensure that you arrive with enough time to allow you to pack and remove your possessions, sticking within your allocated time slot. We have included a set of guidelines below to ensure that your collection will be as safe and as smooth as possible.

  • Please remember to bring your College Card to gain access to your Hall, flat and room
  • Please bring bags or containers to pack your belongings to carry them safely
  • On arrival, please proceed to your Hall and park in a convenient and safe place. Please note, parking enforcement has been has been lifted during the collection period so you will not need to register your car registration beforehand
  • Please ensure that you follow the current government guidelines and local signage to maintain appropriate social distancing when using the lifts, stairs and entering into your flat
  • Please be aware that a number of students are still living in their Halls so social distancing and hand cleanliness will need to be carried out
  • As per the government guidelines, you will not be able to socialise with your flatmates or use the facilities in the communal areas to make tea etc.
  • To minimise the impact on the students still living in their Halls, we would request that you remove your possessions as quickly as possible within your allocated time slot
  • Our Residential team will be coordinating the sanitisation of touch points at key times throughout the day and will be on hand to help with any access issues. Please ensure that you follow all distancing guidelines when you come into contact with members of the team
  • Please remove all items from your room and your communal kitchen/pantry and leave the room totally free of all rubbish and personal possessions when you leave 
  • If you have received a notification that you have a parcel to collect, please go to the George Eliot Post Room. Due to social distancing measures there may be a queue, so please wait patiently and adhere to displayed signage
  • We would also advise that you maintain your own personal safety arrangements whilst on site by using appropriate protective gloves, sanitizer etc.

Please book your time slot using our online booking system. If you are unable to make your time slot please re-book an alternative one. The options for booking and collecting your possessions will be available until Friday 19 June 2020.
 

Students who are overseas or are currently shielding 

If you have left the UK and are unable to return, or you are currently shielding or living with someone who is shielding, you may be able to book a courier/packer (this could also be a member of your family or a friend), to come and collect your possessions at a later date once restrictions are further revised. If you will require someone else to come and collect your belongings, please let us know by completing this form, and we will be in touch over the coming weeks with further details and suggested courier companies. Until you are able to arrange collection we will continue to store your belongings, which may require us to pack your room.
 
We will try to respond to any emails sent to customerservices@royalholloway.ac.uk as quickly as possible, but please appreciate that due to the current circumstances and increased email queries, there may be a delay in responding.
 
Thank you for your patience during these unusual times. Please do not hesitate to contact customerservices@royalholloway.ac.uk should you require any assistance during your collection slot.

Update as of 23 April - Coronavirus newsletter sent to students and staff

 You can read the last coronavirus newsletter here.

Update as of 22 April - Terminating your accommodation contract

We’re writing to you today to remind you that if you would like to terminate your Halls contract and you haven’t already, the deadline to terminate your accommodation contract for term three, and for those of you on 50-week contracts (e.g. postgraduates), term four, is Monday 27 April. If you have already contacted us to terminate your contract, you do not need to email us again.
 
Below is information on making your decision, a reminder of how you can terminate your accommodation contract along with information about accommodation fees and belongings left in rooms. 
 
Last week, the UK government extended the lockdown to at least Thursday 7 May so this means, wherever you are, on campus or at home, you must stay there.
 
We do not have any information about when the lockdown will end or what restrictions will remain in place once lifted. However, we do want to reassure you that in terms of the new academic year 2020/21, we are making plans for it to start on campus on the published date.
 
We would also like to take this opportunity to ask those of you who remain on campus in Halls to complete this short form, so that we can offer you the best support.
 
Best wishes,
 
Residential Services

Your decision to terminate your contract

Although we have put in place online assessments and there are no plans for any face-to-face activities on campus, we do understand that, if you have left campus, you might hope to return and stay on campus for the summer term. However, any return to campus will only be possible if government guidance allows it. In the event that the government lifts lockdown measures, it is likely that some restrictions and social distancing rules will remain in place. This means that life on campus will be different, and some services may be limited. If there are any changes to government guidance which means it may be possible for you to consider a return to campus, we will update you. As stated previously however, for now, you must stay where you are.
 
If returning to campus does become a possibility and you later decide that you would benefit from staying in student accommodation to complete your assessments, you will not be able to return to stay in your original room if you have terminated your contract. You can contact customerservices@royalholloway.ac.uk and they may be able to organise alternative accommodation for the nights required.

Early termination of accommodation contracts

On Tuesday 24 March we wrote to you about your option to terminate your accommodation contract early if you do not plan to come back to campus. If you would like to terminate your accommodation contract for term three, and for those of you on 50-week contracts (e.g. postgraduates), term four also, please email customerservices@royalholloway.ac.uk including your name, hall and room number, stating you would like to terminate your contract. Please note that if you have already completed this action to terminate your contract, you do not need to email again. You are able to terminate your contract even if you still have possessions in your room. Please see the section below for more information.
 
The deadline to terminate your contract for term three is midnight Monday 27 April. Following this date you are still able to terminate your accommodation contract, however you must give us one month’s notice.

Accommodation fees

If you terminate your accommodation contract for term three, and for those of you on 50-week contracts (e.g. postgraduates), term four also, by Monday 27 April the corresponding accommodation invoices will be cancelled and you will receive a refund to the original payee for any overpaid accommodation fees. If you terminate your contract after this date, giving the minimum one month notice, you must continue to pay termly accommodation fees by the payment due dates. On termination of your contract, you will receive a refund for any overpaid accommodation fees.
 
If you are due a refund, we will begin processing this after 27 April (see below information for instances where this could be delayed further). You will receive a refund to the original payee. It would usually take two weeks to process the refund however due to the current situation regarding coronavirus, this process may take longer so please allow up to four weeks, following the deadline of 27 April, for the refund to be processed. The process may also take longer if the original payment method was an international bank transfer.
 
If you are not terminating your accommodation contract with us, the accommodation fees for term three are due by Friday 1 May. If you would like to discuss options to pay in instalments, you can contact the Student Fees team at Student-Fees@royalholloway.ac.uk.

Belongings in rooms 

If you have terminated your accommodation contract with us, the contract for your room will end on Sunday 26 April. Travelling back to campus to collect belongings is not permitted under the current government restrictions (please see our update from Friday 27 March). Please be assured that this does not affect you being able to terminate your contract for term three and for those of you on 50-week contracts (e.g. postgraduates), term four.
 
We know that many of you will have questions, and there is still a lot of uncertainty, so we have outlined what we know at this point below:
 
The current situation:

  • The current lock down period is in place until at least Thursday 7 May and you currently cannot travel to campus to collect your belongings
  • Even if the current measures are lifted after the government’s review on Thursday 7 May, it is highly likely that some restrictions and social distancing rules will remain. It may be that access to our accommodation has to be staggered to enable social distancing.

 Accessing accommodation to collect belongings:

  • Once your contract is cancelled, you will not be able to access your accommodation without further instructions from the Residences team.
  • Once we can be sure that collecting belongings is allowed under official guidance we will issue further instructions on how to collect your belongings and if needed, extend the final collection deadline.
  • At this time, we have set a final collection deadline of 1 June for you to arrange collection of your belongings on campus. This deadline is subject to change based on government guidelines.

 Packing and storing belongings  

  • Please note that once the government restrictions change and travelling to campus is allowed, we will be in touch to clarify the deadline to collect your belongings. If you are able to collect your belongings before the deadline, but choose not to, there will be a charge for packing to cover our costs.  
  • We are aware that depending on individual circumstances collecting your belongings may not be possible, for example if you or a member of your household is shielding, and we will take this into consideration when we are applying charges.
  • If you are an international student unable to travel back to the UK, you will need to arrange for a courier service to collect your belongings. We will support the collection of your items from your room, but we must have at least seven days’ notice of collection.

To help us prepare for the possibility of packing up your belongings and make this process as quick and efficient as possible, please fill out this consent form, which will enable us to pack and store your non-perishable belongings. Please note that if you have already completed this form, you do not need to submit it again.

Returning to your Halls

The advice from the government is that students remaining at university in England should stay where they are and not attempt to travel. If you have returned to your home address this means you should stay where you are and not attempt to travel back to campus. If you are still living in Halls, you should remain there while current restrictions are in place. Please see our update to all students from Friday 27 March.

Contacting Customer Services

The Customer Services team are dealing with a high volume of accommodation queries and are working hard to respond to everyone as quickly as possible. We appreciate that this is a worrying and confusing time and that you all have questions. If you have already contacted the Customer Services team and received a customer services reference number, please be assured that your email has been logged and the team will respond to you as quickly as they can. If you have emailed us and need to again, please respond to the automated receipt email you received from Customer Services. It is important to remember that we can only communicate with the student who holds the accommodation contract with us. Please also ensure that you email Customer Services using your student email address.  

Supporting you

We are living through events that are unprecedented in our lifetime and the situation is constantly changing. Please continue to monitor the student intranet for updates and FAQs. If you are worried about coronavirus and your wellbeing, a list of the services that our Student Advisory and Wellbeing team are now delivering online and digitally, can be found on the student intranet. If you are anxious or concerned and would like to talk to someone, please email supportingyou@royalholloway.ac.uk
 
If you have any questions or issues relating to College accommodation, please email customerservices@royalholloway.ac.uk.

 All of our previous coronavirus updates can be found on this page.

About the virus

What is it?

Coronavirus is a type of virus. As a group, coronaviruses are common across the world.

Generally, coronavirus can cause more severe symptoms in older people and vulnerable people. Information on who meets there criteria can be found  here.

What are the symptoms?

The symptoms of coronavirus are:

  • a new continuous cough
  • a fever (hot to the touch on your chest or back)

If you develop either of these symptoms you must stay at home. Information on how to do this can be found  here.

Where can I find out more?

Further information from the UK Government can be found  here.

For students:

If you are worried about coronavirus, please email our Wellbeing team at  supportingyou@royalholloway.ac.uk

For staff:

If you are worried about coronavirus and it's having an impact on your wellbeing, please let your line manager know and or you can contact our Employee Wellbeing Programme provider,  Confidencial Care (CiC)

If you are a colleague with additional questions that haven't been answered, please email  intranet@royalholloway.ac.uk.

How coronavirus might affect you

How can I protect myself ?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

Should I wear a facemask?

There are three types of mask or covering that have been defined by the Government.

  • PPE. These are masks that cover the entire nose and mouth securely and are rated to a defined standard. These will not be provided to staff unless they were being provided prior to the pandemic, and are for use in work only. There are limited stocks of these masks and they are required for some work to complete safely, such as laboratory work and maintenance activities. Government advice is that these must not be included as a control measure for Covid-19 and will not be issued by the College for this purpose.
  • Surgical Masks. These are the flat folded masks, usually blue in colour. The same as PPE, these are not recommended by the Government for use as a control measure for Covid-19.
  • Face Coverings. This is any form covering for the face. While not as effective as manufactured PPE or surgical masks it can help reduce the risk of infection. It should cover the nose and mouth and be comfortably secured around the face.

What if I see someone wearing a face mask?

The wearing of face masks is a common practice in some cultures and is becoming increasingly common in the UK.

Masks are worn for a variety reasons and should not be taken to be an indicator that the wearer is unwell. In some cases people wear them to protect themselves from illness and in others to ensure they do not spread the common cold. Masks may even be worn indoors.

What should I do if I feel unwell and think I have coronavirus?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

I have a health condition that might make me more vulnerable to coronavirus?

Coronavirus (Covid-19) is a variation of the influenza (flu) virus and some colleagues will be at higher risk from the virus due to their medical history or personal circumstances.

Guidance in relation to coronavirus can be found on the government website.

There is also now guidance on shielding and protecting people who are extremely vulnerable. This applies to the categories below. If you meet any of these please look at the additional guidance here.

  1. Solid organ transplant recipients
  2. People with specific cancers:
  • people with cancer who are undergoing active chemotherapy or radical radiotherapy for lung cancer
  • people with cancers of the blood or bone marrow such as leukaemia, lymphoma or myeloma who are at any stage of treatment
  • people having immunotherapy or other continuing antibody treatments for cancer
  • people having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors
  • people who have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs
  1. People with severe respiratory conditions including all cystic fibrosis, severe asthma and severe COPD.
  2. People with rare diseases and inborn errors of metabolism that significantly increase the risk of infections (such as SCID, homozygous sickle cell).
  3. People on immunosuppression therapies sufficient to significantly increase risk of infection.
  4. Women who are pregnant with significant heart disease, congenital or acquired.

For students:

If you consider yourself to be high risk or you are a primary carer for someone who is high risk, or if you have a close relative in palliative care, please contact supportingyou@royalholloway.ac.uk, as soon as possible. You don’t need to provide any specific details within the email, we just need to know if you are within this category.

For staff:

If you consider yourself to be high risk or you are a primary carer for someone who is high risk, or if you have a close relative in palliative care, please contact douglas.searle@royalholloway.ac.uk, as soon as possible. You must not provide any specific details within the email, we just need to know if you are within this category.

As of 17 March we have asked those who are at higher risk to work from home where possible. You will also need to discuss working arrangements with your line manager as soon as possible.

I look after someone with a health condition that might make then more vulnerable to coronavirus?

The same would apply for both students and staff who have a condition or conditions that make them more vulnerable to coronavirus. See previous answer 

What should I do if I am feeling harassed?

If students or colleagues are victim of, or witness to, racial harassment, abuse or violence we encourage you to contact your line manager, Security or Surrey Police. More information about hate crime and how the Police and Crown Prosecution Service will act on such behaviour is available  here.

If any of our students are victim of or witness to racial harassment, abuse or violence we encourage them to contact our Student Advisory and Wellbeing team, Security, Students’ Union Advice Centre or Surrey Police. 

Contact with others

What is the government’s advice on staying at home and away from others?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

What does social distancing mean?

During these uncertain times we must all play our part in following government advice to practice social distancing. Social distancing means trying to avoid contact with other people and spending less time in public places, where a lot of people are around. This includes avoiding large gatherings with friends and instead keeping in touch using remote technology such as phone, internet, and social media.

When am I allowed to leave the house?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. Their update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

Guidance on staying safe outside your home to ensure that time spent outside your home is as safe as possible can be found here.

Can I travel to campus?

  • During step one, through to 1 June, students should not be on campus unless they are currently living in Halls or have individual permission to use study space on campus
  • There will be limited opportunities for students who are unable to study at home to access study space on campus. Students should contact (add email) to make arrangements for access.
  • Shop and cafes on campus will remain closed.  
  • The Students’ Union will continue to offer its ‘take away’ services established over the past six weeks
  • We will be re-opening some specific scientific research laboratories, but only for research staff and students with prior approval.

What if I need to collect something from work?

It should be noted that if you leave your house without a reasonable excuse it is the individual who could be fined or prosecuted, not the College. It is therefore your personal responsibility.

Permission to travel to campus to collect something will only be granted where it is absolutely essential to retrieve that item.  

You can request permission using this form. All requests will be reviewed by senior executive colleagues, to ensure that the College is not encouraging unnecessary travel/is seen to be ensuring compliance with the legislation.

Will the College provide me a letter to demonstrate that I am required to travel to the College for work?

As we move out of lockdown this is no longer required as you are permitted to travel to work if required.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

What if I’m in contact with someone who is suspected of having coronavirus?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

What if I’m in contact with someone who is confirmed as having coronavirus?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

What if I’m in contact with someone who has been told to self-isolate?

On Sunday 10 May, the government announced that we are now in step one, the term for the period to at least 1 June 2020. The measures within step one that we need to take to control the virus are:

  • stay at home as much as possible
  • work from home if you can
  • limit contact with other people
  • keep your distance if you go out (2 metres apart where possible)
  • wash your hands regularly

Do not leave home if you or anyone in your household has symptoms. Some Higher Education workers are classed as essential workers and so can apply for a Covid-19 test. More detail can be found here.

The College will be allowing people to return to work, but in a controlled fashion. This will start with specific laboratory based research projects. The majority of campus will remain closed.

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to stay at home, wherever possible.

Your studies

I am a first year student, what are the plans for my first year assessments?

All first students were sent an update about their first year assessments on Friday 3 April. Read the email here.

I am a second year student, what are the plans for my second year assessments?

All second students were sent an email about their second year assessments on Friday 3 April and a further email on Wednesday 8 April.

I am a final year student, what are the plans for my final year assessments?

All final year students were sent an update about their final year assessments on Friday 3 April and a further email on Wednesday 8 April

I am a postgraduate taught student, what are the plans for my postgraduate taught assessments?

All postgraduate taught students were sent an update about their postgraduate taught assessments on Friday 3 April and a further email on Wednesday 8 April.

Can I get an extension for my assessments?

Undergraduate and postgraduate deadlines for your school can be found on this webpage

Easter vacation - Saturday 28 March to Friday 24 April

Undergraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Postgraduate deadlines term two and Easter vacation

Postgraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Undergraduate and postgraduate term three deadlines

On Friday 3 April, students were sent an email providing information on online end of year assessments. Find out more. At this point please do not apply for extensions for any term three deadlines as this may be superseded by the arrangements that we are putting into place.

I am working on an assessment, should I still submit it?

Undergraduate and postgraduate deadlines for your school can be found on this webpage

Easter vacation - Saturday 28 March to Friday 24 April

Undergraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Postgraduate deadlines term two and Easter vacation

Postgraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Undergraduate and postgraduate term three deadlines

On Friday 3 April, students were sent an email providing information on online end of year assessments. Find out more. At this point please do not apply for extensions for any term three deadlines as this may be superseded by the arrangements that we are putting into place.

I have been instructed to self-isolate. What do I do about assessments?

Undergraduate and postgraduate deadlines for your school can be found on this webpage

Easter vacation - Saturday 28 March to Friday 24 April

Undergraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Postgraduate deadlines term two and Easter vacation

Postgraduate deadlines after Saturday 28 March and up to the beginning of term three can be found for each school on  this webpage

Where a new deadline is set you do not need to apply for an extension if you are able to submit your work within this time. If you have already submitted a request for an extension for this work this will be superseded by this change of deadline.

If for any reason you are not able to meet the new deadline, you should apply for a five or ten day extension in the normal way. Please note you will not be able to apply for an additional extension until two weeks before the new deadline.

Undergraduate and postgraduate term three deadlines

On Friday 3 April, students were sent an email providing information on online end of year assessments. Find out more. At this point please do not apply for extensions for any term three deadlines as this may be superseded by the arrangements that we are putting into place.

Will my classes be cancelled?

In light of the government’s announcement on 16 March, the College has taken the decision to suspend face-to-face teaching with immediate effect, meaning that all classes and lectures will be conducted online. 

Teaching will be scheduled according to the timetable. From Tuesday 17 March, you should not attend your class in the lecture theatre or room as usual. Instead you should go to Moodle where you will find out how to access your class online. While lectures will be available via Moodle, smaller group teaching and even individual appointments will use MS Teams.

Using MS Teams
We wanted to take this opportunity to clarify how to join classes online, using Microsoft Teams.

  • Your lecturer will share a link to the MS Teams live video conference session. The link will be shared through Moodle. Some lecturers may also use calendar invites for ad-hoc MS Teams sessions.
  • You should click on the link that says ‘Join Microsoft teams meeting’ which will open in a web browser. You should join the meeting as a guest when you are presented with the options.
  • You may be placed in a ‘lobby’ until the lecturer starts the session. Please activate your camera and mute your microphone.
  • You do not need to download the MS Teams app to attend online classes. Note: you will not be able to log in to MS Teams with your College username and password and you should join all sessions as a guest.

While we can provide teaching and learning support online, running practical work, such as labs and performance related activity is more of a challenge. Therefore, at this time, it is necessary to suspend these activities. We are looking at how we can support the learning outcomes of this work, and ask you to please be patient while we work through the options. We will provide more information when it is available.

Will I be penalised if I fail to attend classes?

In light of the government’s announcement on 16 March, the College has taken the decision to suspend face-to-face teaching with immediate effect, meaning that all classes and lectures will be conducted online. 
 
Teaching will be scheduled according to the timetable. From Tuesday 17 March, you should not attend your class in the lecture theatre or room as usual. Instead you should go to Moodle where you will find out how to access your class online. While lectures will be available via Moodle, smaller group teaching and even individual appointments will use MS Teams.

If you are an overseas student and you decide to go home you must inform  student-administration@royalholloway.ac.uk so that we are aware you have left the country which will help to reduce any possible visa issues on your return to the UK.
 
If you are UK student and you wish to go home before the end of term (27 March) you must inform  student-administration@royalholloway.ac.uk.
 
If you are a student living in Halls, as well as checking out at your Hall Reception, please also email  student-administration@royalholloway.ac.uk to let them know that you have left your room.

Will my exams or assessments be cancelled?

On Friday 3 April, students were sent an email providing information on online end of year assessments. Find out more.

Will graduation go ahead this summer?

If you are a final year undergraduate or postgraduate student and you successfully complete your final year assessments to the required standard you will be awarded your degree in July, as would normally be the case.

We have taken the difficult decision to postpone the formal Graduation Ceremonies that would normally be held on campus in July. Our goal is instead to offer an alternative graduation ceremony, on campus, later in the next academic year for students who will complete their studies in July.  We will keep you informed of our plans as and when the situation in relation to the pandemic becomes more stable.

We are currently planning for the Winter Graduation Ceremonies, which would normally be held in December and which is primarily for postgraduate and postgraduate research students, to go ahead as planned, but we will keep this under review.

In order for us to contact you, and send your results documentation, please make sure you update your personal email and forwarding (home) addresses on Campus Connect.

What support is available to me?

For students:

If you are worried about coronavirus and it's having an impact on your wellbeing, please get in touch with our Wellbeing team at  supportingyou@royalholloway.ac.uk

It is important to keep in touch, especially if you are not on campus. Please keep checking your College emails for updates. If you need information or want to contact a specific team, you may find the contact details in  this document useful. 

For staff:

As a colleague, if you are worried about coronavirus and it's having an impact on your wellbeing, you can contact our Employee Wellbeing Programme provider, Confidential Care (CiC).  Find out more.  

Can I watch my lectures or attend seminars on line?

In light of the government’s announcement on 16 March, the College has taken the decision to suspend face-to-face teaching with immediate effect, meaning that all classes and lectures will be conducted online. 

Teaching will be scheduled according to the timetable. From Tuesday 17 March, you should not attend your class in the lecture theatre or room as usual. Instead you should go to Moodle where you will find out how to access your class online. While lectures will be available via Moodle, smaller group teaching and even individual appointments will use MS Teams.

Using MS Teams
We wanted to take this opportunity to clarify how to join classes online, using Microsoft Teams.

  • Your lecturer will share a link to the MS Teams live video conference session. The link will be shared through Moodle. Some lecturers may also use calendar invites for ad-hoc MS Teams sessions.
  • You should click on the link that says ‘Join Microsoft teams meeting’ which will open in a web browser. You should join the meeting as a guest when you are presented with the options.
  • You may be placed in a ‘lobby’ until the lecturer starts the session. Please activate your camera and mute your microphone.
  • You do not need to download the MS Teams app to attend online classes. Note: you will not be able to log in to MS Teams with your College username and password and you should join all sessions as a guest.

While we can provide teaching and learning support online, running practical work, such as labs and performance related activity is more of a challenge. Therefore, at this time, it is necessary to suspend these activities. We are looking at how we can support the learning outcomes of this work, and ask you to please be patient while we work through the options. We will provide more information when it is available.

Should I go to the Library?

Following government advice, the Library and the Davison building are now closed. The  Union Shop will remain open, but tighter social distancing rules will be in place.

Information on library services for students is available on the  student intranet. 

Will the College close and what will that mean for me?

In light of the government’s announcement on 16 March, the College has taken the decision to suspend face-to-face teaching with immediate effect, meaning that all classes and lectures will be conducted online. 

Following government advice on 23 March, the Library and the Davison building iare now closed. The Union Shop will remain open, but tighter social distancing rules will be in place.

Information on campus facilities, including catering outlets, our Careers Service and Sports Centre, can be found on this  webpage. We will continue to keep this page updated.  

Students living on campus will be able to continue living in their room and, if they live in catered Halls, their meals will continue to be provided for them, although the location of the catering may change. 

I'm a postgraduate research student, how will it affect my studies?

You can find out more specific information for postgraduate research students on the Doctoral School intranet pages

Can I get financial assistance towards the cost of IT equipment?

If you have had to purchase additional IT equipment to support you in completing your assessments this term, you can now request reimbursement of up to £500 for the recent purchase of equipment improving your digital access. Please note that terms and conditions apply and the deadline for submitting your application is Friday 12 June.

 The conditions of this grant are as follows:

(i) only necessary computer equipment to assist with the completion of assessments will be considered

(ii) all applications must be submitted by Friday 12 June 2020

(iii) only equipment that you can provide recent proof of purchase for will be refunded. 

You will need to submit proof of purchase, such as emails confirming purchase, receipts or bank statements for contactless payments along with a short application form.  Please contact the Financial Wellbeing team to discuss the conditions and eligibility and guidance on the process. You can find the application form and more information here.

Academic year 2020/21

 

Are you planning to offer online learning next year?

We are working with teaching staff to be able to continue to offer online learning should it be necessary next academic year.

Are you planning to push back the start of term?

No, we are planning that term will start as usual on campus but we will be ready to also teach online if necessary, depending on government restrictions in force at that time.

I’m an EU student, if I defer for a year will you guarantee that I pay home/EU fees when I return?

Unfortunately, we cannot guarantee that fees will remain the same.

I’m an international student, if I defer for a year, will the international fee stay the same as it was to return in September 2020?

Unfortunately, we cannot guarantee that fees will remain the same. Royal Holloway reserves the right to increase tuition fees for overseas fee paying students annually. Tuition fees are unlikely to rise more than 5% each year.

Should I cancel my accommodation contract for the autumn?

We cannot advise you about the best course of action and any cancellation will be subject to the terms and conditions of your contract. In terms of College run accommodation, should you need to start your course online, this will be reflected in your accommodation contract.  We are planning to start the new academic year on campus, as long as we are able to do so under the government restrictions operating at that time. We will provide more guidance as the situation develops.

Will there be an option to continue with online learning even if the campus re-opens?

We will be making sure that each module has an online element; our programmes are designed for on campus attendance, but further online learning will be available if we need to bring in social distancing measures as a result of governmental advice.

Can I pay less for online learning?

No, the cost of the programmes is the same. This is because they will be designed for flexibility on and off campus study. If you are studying online for a period the campus services, such as the library, CeDAS, welfare and careers service will all be available online too.

If I decide to defer by a year, what does this mean for my visa?

Non EU students on tier 4 visas:
If you decide to defer for a year then your tier 4 visa will be curtailed and you will need to leave the UK within 60 days, if you have not already done so.  You would then need to get a new visa to re-enter the UK next year.  You will be able to get more specific advice at that time from internationaladvice@royalholoway.ac.uk

EU Students:
Please be aware that although you do not currently need a visa to study in the UK this may change if you defer for a year and you may need to apply for a visa.  We are unable to confirm any details at this time but please contact internationaladvice@royalholloway.ac.uk for more information nearer the time.

How will online learning work for lab work/performances etc?

This is something that our teaching staff will be working through. We are planning online learning to provide flexibility and with the intention that campus based learning will still make up the majority of the next academic year. We would expect learning that needs to take place on campus will be planned for later in the academic year. 

 

Accommodation and catering on campus

I live on campus and have been told to self-isolate. What should I do?

If you are living on campus and have been told to stay at home please do so, following the advice  here.

If you require support, please contact our Wellbeing team at  supportingyou@royalholloway.ac.uk

Information has been emailed to those living in Halls by the College. Please continue to check your College email address for further updates.

I live on campus, if the College closes, what will happen to me?

Students living on campus will be able to continue living in their room and, if they live in catered Halls, their meals will continue to be provided for them, although the location of the catering may change. 

What catering facilities are available on campus?

With the exception of The Hub and Kingswood, all catering outlets on campus are now closed until further notice. The Hub is open 11am – 7pm, offering hot and cold drinks, snacks and a sandwich, salad and hot food menu – made to order. The Hub is now cashless – you can pay for goods with your College card or credit card, but cash is not accepted.

The Union Shop remains open, although it's important that if you use the shop, in accordance with the government’s guidance, you minimise the number of trips that you make in a day.  We are committed to continuing this service, but we are making a number of changes to how the shop operates which we need your help with. Find out more.

The Union Shop is also providing a delivery service for people who live within 2.5 miles of campus. Find out more

Can I terminate my Hall accommodation contract if I have gone home and do not plan to return to campus?

Your decision to terminate your contract

Although we have put in place online assessments and there are no plans for any face-to-face activities on campus, we do understand that, if you have left campus, you might hope to return and stay on campus for the summer term. However, any return to campus will only be possible if government guidance allows it. In the event that the government lifts lockdown measures, it is likely that some restrictions and social distancing rules will remain in place. This means that life on campus will be different, and some services may be limited. If there are any changes to government guidance which means it may be possible for you to consider a return to campus, we will update you. As stated previously however, for now, you must stay where you are.
 
If returning to campus does become a possibility and you later decide that you would benefit from staying in student accommodation to complete your assessments, you will not be able to return to stay in your original room if you have terminated your contract. You can contact customerservices@royalholloway.ac.uk and they may be able to organise alternative accommodation for the nights required.

Early termination of accommodation contracts

On Tuesday 24 March we wrote to you about your option to terminate your accommodation contract early if you do not plan to come back to campus. If you would like to terminate your accommodation contract for term three, and for those of you on 50-week contracts (e.g. postgraduates), term four also, please email customerservices@royalholloway.ac.uk including your name, hall and room number, stating you would like to terminate your contract. Please note that if you have already completed this action to terminate your contract, you do not need to email again. You are able to terminate your contract even if you still have possessions in your room. Please see the FAQ below for more information.
 
The deadline to terminate your contract for term three is midnight Monday 27 April. Following this date you are still able to terminate your accommodation contract, however you must give us one month’s notice.

I have moved out of my room in Halls and gone back home, but I still have items left in my room. Am I able to collect these at a later date?

On Thursday 21 May, the UK government announced changes to their guidelines for students with belongings left in university Halls. Under these new guidelines, students who have possessions left in Halls are now able to travel back to their university to collect them. 
 
To enable you to come and collect your possessions in line with the current government guidelines and as safely as possible, please book a time slot between Tuesday 26 May and Friday 19 June. Information for students who are currently overseas or are shielding, but still need to collect possessions, can be found at the bottom of this email.
 
We will have control measures in place to ensure that your visit to campus is as safe as possible. Please ensure that you arrive with enough time to allow you to pack and remove your possessions, sticking within your allocated time slot. We have included a set of guidelines below to ensure that your collection will be as safe and as smooth as possible.

  • Please remember to bring your College Card to gain access to your Hall, flat and room
  • Please bring bags or containers to pack your belongings to carry them safely
  • On arrival, please proceed to your Hall and park in a convenient and safe place. Please note, parking enforcement has been has been lifted during the collection period so you will not need to register your car registration beforehand
  • Please ensure that you follow the current government guidelines and local signage to maintain appropriate social distancing when using the lifts, stairs and entering into your flat
  • Please be aware that a number of students are still living in their Halls so social distancing and hand cleanliness will need to be carried out
  • As per the government guidelines, you will not be able to socialise with your flatmates or use the facilities in the communal areas to make tea etc.
  • To minimise the impact on the students still living in their Halls, we would request that you remove your possessions as quickly as possible within your allocated time slot
  • Our Residential team will be coordinating the sanitisation of touch points at key times throughout the day and will be on hand to help with any access issues. Please ensure that you follow all distancing guidelines when you come into contact with members of the team
  • Please remove all items from your room and your communal kitchen/pantry and leave the room totally free of all rubbish and personal possessions when you leave 
  • If you have received a notification that you have a parcel to collect, please go to the George Eliot Post Room. Due to social distancing measures there may be a queue, so please wait patiently and adhere to displayed signage
  • We would also advise that you maintain your own personal safety arrangements whilst on site by using appropriate protective gloves, sanitizer etc.

Please book your time slot using our online booking system. If you are unable to make your time slot please re-book an alternative one. The options for booking and collecting your possessions will be available until Friday 19 June 2020.
 

Students who are overseas or are currently shielding 

If you have left the UK and are unable to return, or you are currently shielding or living with someone who is shielding, you may be able to book a courier/packer (this could also be a member of your family or a friend), to come and collect your possessions at a later date once restrictions are further revised. If you will require someone else to come and collect your belongings, please let us know by completing this form, and we will be in touch over the coming weeks with further details and suggested courier companies. Until you are able to arrange collection we will continue to store your belongings, which may require us to pack your room.
 
We will try to respond to any emails sent to customerservices@royalholloway.ac.uk as quickly as possible, but please appreciate that due to the current circumstances and increased email queries, there may be a delay in responding.
 
Thank you for your patience during these unusual times. Please do not hesitate to contact customerservices@royalholloway.ac.uk should you require any assistance during your collection slot.

If I terminate my contract, can I come back to my room later in the term?

If you have already left your accommodation and there are still possessions left in your room, you need to let us know by emailing customerservices@royalholloway.ac.uk. Please also see FAQ above. 

You will not be able to access your room once you have terminated your contract, but if you contact customerservices@royalholloway.ac.uk they may be able to organise alternative accommodation for the nights required.

What if I am on a 30 week contract?

If you have left your accommodation, you should have informed customer services that you have left, if you haven’t done this already you should email customerservices@royalholloway.ac.uk

Please add the following information to the email title; Checking out followed by your hall and room number.

If you were in a position where you had to leave possessions behind in your room, please let Residential Customer Services know by emailing customerservices@royalholloway.ac.uk . This will confirm your departure but also inform us if you have left belongings in the room. You will be contacted by customer services to complete a form and confirm your details.

If you have any questions or issues regarding leaving your accommodation or extending your stay over Easter, please email customerservices@royalholloway.ac.uk.

Can I return home to my permanent address or return to Halls?

Following the latest government update on Sunday 10 May, guidance on returning to your permanent family home has changed.  A student living in Halls can now move permanently to live back at their family home.

If you are currently living in Halls and plan to return permanently to your family home, please ensure you follow the guidance below:  

  • Ensure that you have already given notice to terminate your accommodation contract by emailing CustomerServices@royalholloway.ac.uk and include the following information: title your email 'Check out' and in the body of the text put your full name, your student number, and building - block -flat - room number.  
  • Email CustomerServices@royalholloway.ac.uk  on the day you move out to confirm that you have left your room and returned to your permanent address.
  • If you are leaving by vehicle ensure your driver and any passengers do not leave the vehicle and/or enter your accommodation block.
  • Please leave the room free of rubbish and personal possessions. Any items left will have to be disposed of as there are no charitable organisations operating donation options at the moment. Also please take home/dispose of any food in your communal kitchen.
  • Please continue to adhere to the latest Public Health England (PHE) Guidelines during your move out process and continue to respect social distancing guidance.

Parking enforcement measures on campus are currently relaxed to allow essential vehicle access.

If you have any further questions please contact CustomerServices@royalholloway.ac.uk.

If you have already returned to your home address this means you should stay where you are and not attempt to travel back to campus.

How will I receive my refund for Halls and how long will it take?

If you terminate your accommodation contract for term three, and for those of you on 50-week contracts (e.g. postgraduates), term four also, by Monday 27 April the corresponding accommodation invoices will be cancelled and you will receive a refund to the original payee for any overpaid accommodation fees. If you terminate your contract after this date, giving the minimum one month notice, you must continue to pay termly accommodation fees by the payment due dates. On termination of your contract, you will receive a refund for any overpaid accommodation fees.
 
If you are due a refund, we will begin processing this after 27 April (see below information for instances where this could be delayed further). You will receive a refund to the original payee. You can expect to receive the refund within four weeks, however this may take longer due to the current situation. The process may also take longer if the original payment method was an international bank transfer.
 
If you are not terminating your accommodation contract with us, the accommodation fees for term three are due by Friday 1 May. If you would like to discuss options to pay in instalments, you can contact the Student Fees team at Student-Fees@royalholloway.ac.uk

I am living in private accommodation. Can I terminate my contract with the landlord?

This will depend on the terms of your contract with your landlord. The Students' Union Advice Centre will able to advise - https://www.su.rhul.ac.uk/advice/.

I want to remain in Halls after 27 April, but not for the full period of my contract. What can I do?

You can terminate your contract as above for any date after 27 April by contacting customerservices@royalholloway.ac.uk but you must give 28 days’ notice prior to your planned departure date.

If I have misplaced my college card, what should I do?

 If you lose your card you must contact Security who will arrange for a replacement accommodation access card to be produced and delivered to the Security Control Centre on Founder's East for your collection. This card will enable you to access your flat and room and will be programmed to allow continuous access for the duration of your remaining contract period. Access to the main entrance of your block will revert to pin code, this will be printed on the envelope when you receive your replacement room card.  

Advice for international students

Is there specific advice for international students?

Most of the information in this FAQ is relevant to all our students. Here is also a useful link to additional information from UKCISA (UK Council for International Student Affairs). If your questions are not answered here, please contact internationaladvice@royalholloway.ac.uk

My visa is due to expire, what can I do?

The Home Office has published advice for people with visas which expire between 24 January 2020 and 31 May 2020 and stresses that no visa holder will be penalised for circumstances outside of their control. Visas will be extended until 31 May 2020 for those who cannot leave the country due to the coronavirus. There are also new measures in place to allow people to apply for long-term visas from the UK until 31 May 2020.

Advice for students who want to go home

I live in the UK and would like to go home

If you wish to go home before the end of term (27 March), you should consider the impact this may have on your studies. If you decide to go home, you must inform  student-administration@royalholloway.ac.uk.

We understand that the decision to move to online exams and assessment means that some students may not want to return to campus for the summer term. For students living on campus, you will be able to continue living in your room and if you are a student living in catered Halls you will still have your meals provided for you. 

I live overseas and want to go home

If you decide to go home you must inform  student-administration@royalholloway.ac.uk so that we are aware you have left the country which will help to reduce any possible visa issues on your return to the UK.

We understand that the decision to move to online exams and assessment means that some students may not want to return to campus for the summer term. For students living on campus, you will be able to continue living in your room and if you are a student living in catered Halls you will still have your meals provided for you. 

Why have I received a statement which includes term three accommodation fees when I have asked to terminate my accommodation contract for term three?

You will have recently received a statement (week commencing 30 March) from student fees which shows your current account status, including outstanding debt for tuition fees and accommodation fees.

This is a statement of your account not an invoice.

If you have emailed Customer Services to request the termination of your accommodation contract from term three, your account will be updated in due course. If you have any further questions regarding your current account statement e.g. relating to tuition fees, you can email Student-Fees@royalholloway.ac.uk

Advice for students who want to come back to the UK

I am on a Study Abroad / Erasmus programme, what should I do?

Please contact  supportingyou@royalholloway.ac.uk

The decision as to whether you stay or return has to be yours based on what you are most comfortable. Unless we receive UK government advice that you should return.

You will need to consider and take into account what is happening at your host university and in the country in which you are studying.

We are actively supporting some of our students to return due to a set of specific circumstances.

If I go overseas at Easter will I be allowed back in the UK?

We encourage all students to re-consider any travel plans and restrict all unnecessary international travel. The situation is changing rapidly and it is possible that you may find yourself subject to restrictions either in the country you travel to, or on your return to the UK.

Advice on travel

I have booked to travel on College business, should I go?

The College has decided that, with immediate effect, staff and students should not travel internationally on College related business. This travel restriction will be in place until the start of the summer term (27 April).

Only essential travel within the UK on College related business will be permitted. 

I have booked a holiday overseas, should I go?

The FCO is advising against all non-essential travel worldwide for an indefinite period.

Will my insurance cover me if I choose to cancel my holiday?

If your destination appears on the FCO list of countries where travel restrictions apply, you will be able to claim a refund from your travel provider.

Conferences and events

Will College events go ahead?

With immediate effect the College is postponing all public facing events held on campus and at Bedford Square until further notice. This includes, but is not limited to, concerts, inaugural lectures and non-academic performances. Exhibitions and the Picture Gallery will also be closed to the public. The Chapel will continue to be open for services but concerts held there will be postponed until further notice.

Will conferences organised on campus go ahead?

The Conferencing and Catering team are in discussion with individual organisations which have booked College facilities for their conference or event. If you have booked an event through the Conferencing and Catering team please contact them to discuss your booking.

Should I travel to a conference as a delegate or a speaker?

The College has decided that, with immediate effect, staff and students should not travel internationally on College related business. This travel restriction will be in place until the start of the summer term (27 April).

We would also recommend that non-essential College related travel in the UK is also cancelled. If you believe that your planned UK travel is essential, please discuss this with your manager.

If you are attending or speaking at a conference, you may wish to contact the event organiser to establish if you can participate remotely. 

College plans

Does the College plan to close?

In light of the government’s announcement, the College has taken the decision to suspend face-to-face teaching with immediate effect, meaning that all classes and lectures will be conducted online. 

Information on campus facilities, including catering outlets, our Careers Service and Sports Centre, can be found on  this webpage. We will continue to keep this page updated.

We understand that the decision to move to online exams and assessment means that some students may not want to return to campus for the summer term. For students living on campus, you will be able to continue living in your room and if you are a student living in catered Halls you will still have your meals provided for you. 

Which categories of staff can work from home and will the College provide me with the means to work from home?

All but Key Workers will work from home full time until we are given further guidance by the government.

Many IT services are available from personal devices over the internet and we would recommend that you spend some time getting used to these systems from home. We have provided some advice on remote working, with links to all the support documentation here. Further information can be found on the intranet . 

Will science laboratories stay open? If so, will science technicians be required to come to campus?

We will re-open some specific scientific research laboratories. Colleagues involved will be communicated with directly to discuss details. Colleagues cannot visit research laboratories without prior agreement   

What accommodation will be available for students who can’t go home?

We understand that the decision to move to online exams and assessment means that some students may not want to return to campus for the summer term. For students living on campus, you will be able to continue living in your room and if you are a student living in catered Halls you will still have your meals provided for you.

What support will be available for students who stay on campus?

The campus will not be fully closing and students who remain on campus will be fully supported. 

How will we keep in touch with students who go home?

If you decide to go home, you must inform  student-administration@royalholloway.ac.uk.

It is important to keep in touch, especially if you are not on campus. Please keep checking your College emails for updates. If you need information or want to contact a specific team, you may find the contact details in  this document useful. 

What security will be provided on campus during closure?

The campus will not be fully closing and security will remain in place. 

What will happen when the lockdown ends?

The government’s update on the UK’s Covid-19 recovery strategy and the updated information means that the majority of us should continue to work from home, wherever possible.

We are now in step one, the government term for the period to at least 1 June 2020. Further information about our response to the government’s step one can be found here

Your employment

I am a key worker for the College, can I or my family get test for coronavirus (Covid-19)?

The government tests for coronavirus (Covid-19) are for national key workers as defined by the criteria here. These are roles that are vital for protecting public health and keeping the nation running. As a College key worker, your role is vital to Royal Holloway, but this does not meet the criteria of a national key worker.

I had planned to go away on holiday but this has now been cancelled. Can I cancel my annual leave?

You should still take your annual leave as planned, unless your line manager asks you to cancel your leave in order for the College to respond to the impact of coronavirus (Covid-19). While government restrictions may mean that you have to stay at home during your time off, it is important that you take leave to rest and recuperate.

Can I carry forward annual leave from this academic year to the next?

The annual leave policy allows outstanding leave to be carried over from one holiday year to the next in exceptional circumstances and with the permission of the Head of Department / line manager. Ordinarily leave of up to five days (pro-rata) may be carried over to the next year.

To recognise the impact Covid-19 has had on annual leave plans this will be extended to eight days for this leave year however, wherever possible you should try to take your annual leave entitlement for 2019/20 before the end of July 2020.

The government announced that four weeks of leave could be carried over and used over the next two leave years. Will this apply at the College?

This announcement is about protecting workers who cannot take annual leave because they are critical to managing the response to Covid-19. It applies to employees who have not taken all of their statutory annual leave entitlement due to Covid-19, statutory leave being 20 days and eight days bank holiday.

In most cases it is expected that the majority of colleagues will be able to take their annual leave before the end of July and therefore this new ruling is unlikely to apply to anyone working for the College.

What if I have been asked by the College to cancel my annual leave or asked not to book annual leave due to circumstances related to Covid-19?

We will be encouraging people to take annual leave where possible and will only as a last resort ask people to cancel or not take their annual leave. In the exceptional cases that you have been asked to cancel leave, and so have been unable to take it before the end of July, managers will have discretion to allow up to 15 days of leave in total to be carried over and taken over a two year period.

Can I be paid for annual leave that I do not take this year?

There will be no provision to “buy back” annual leave that is not taken for the current academic year.

Do I need to take leave to look after children while the schools are closed?

If you have children at home or have other caring responsibilities and are working from home, you may struggle to work your normal hours, or commit to a full day of work. In these circumstances it is understood that flexibility is required and that, rather than take annual leave, you should work on the basis of your best effort in difficult circumstances, this might include, for example, agreeing together with more information on.

I have a health condition that might make me more vulnerable to flu?

Coronavirus (Covid-19) is a variation of the influenza (flu) virus and some colleagues will be at higher risk from the virus due to their medical history or personal circumstances.

Guidance in relation to coronavirus can be found on the government website.

There is also now guidance on shielding and protecting people who are extremely vulnerable. This applies to the categories below. If you meet any of these please look at the additional guidance here.

  1. Solid organ transplant recipients
  2. People with specific cancers:
  • people with cancer who are undergoing active chemotherapy or radical radiotherapy for lung cancer
  • people with cancers of the blood or bone marrow such as leukaemia, lymphoma or myeloma who are at any stage of treatment
  • people having immunotherapy or other continuing antibody treatments for cancer
  • people having other targeted cancer treatments which can affect the immune system, such as protein kinase inhibitors or PARP inhibitors
  • people who have had bone marrow or stem cell transplants in the last 6 months, or who are still taking immunosuppression drugs
  1. People with severe respiratory conditions including all cystic fibrosis, severe asthma and severe COPD.
  2. People with rare diseases and inborn errors of metabolism that significantly increase the risk of infections (such as SCID, homozygous sickle cell).
  3. People on immunosuppression therapies sufficient to significantly increase risk of infection.
  4. Women who are pregnant with significant heart disease, congenital or acquired.

For students:

If you consider yourself to be high risk or you are a primary carer for someone who is high risk, or if you have a close relative in palliative care, please contact supportingyou@royalholloway.ac.uk, as soon as possible. You don’t need to provide any specific details within the email, we just need to know if you are within this category.

For staff:

If you consider yourself to be high risk or you are a primary carer for someone who is high risk, or if you have a close relative in palliative care, please contact douglas.searle@royalholloway.ac.uk, as soon as possible. You must not provide any specific details within the email, we just need to know if you are within this category.

As of 17 March we have asked those who are at higher risk to work from home where possible. You will also need to discuss working arrangements with your line manager as soon as possible.

I look after someone with a health condition that might make then more vulnerable to coronavirus

The same would apply for both students and staff who have a condition or conditions that make them more vulnerable to coronavirus. See previous answer 

Can I work from home?

All but Key Workers will work from home full time until we are given further guidance by the government.

Many IT services are available from personal devices over the internet and we would recommend that you spend some time getting used to these systems from home. We have provided some advice on remote working, with links to all the support documentation here. Further information can be found on the intranet . 

I have a research grant and I need to travel abroad, what should I do?

The College has decided that, with immediate effect, staff and students should not travel internationally on College related business. This travel restriction will be in place until the start of the summer term (27 April).

What happens if I am off sick or need to self-isolate and I am not eligible for occupational sick pay?

Occupational sick pay is normally paid to members of staff in accordance with their contracts.

If you are a member of staff or a worker who is paid through timesheets and who has a sustained and regular pattern of work, for example you are a visiting lecturer, barista or server in one of our outlets or are a Student Ambassador, but you are off sick with coronavirus, or are unable to work as the need for the work no longer exists due to coronavirus you will be paid for the hours you would normally have worked. You should inform your line manager where you are sick in accordance with normal procedure.

The hours that you would normally have worked will be defined by your line manager or normal timesheet authoriser based on the hours already allocated or, where this had not yet occurred, your average weekly hours over the previous two months.  The hours will be input by your manager.  

How will I know if I qualify as someone with a sustained and regular pattern of work?

You should discuss this with your line manager as they will know your working pattern and can review the previous period.

What happens if the College has to temporarily reduce or change the way services are delivered?

If you are a member of staff or worker who is paid through timesheets and you have a sustained and regular pattern of work, for example, you are a visiting lecturer, barista or server in one of our outlets or are a Student Ambassador, and the work you do isn’t required as a direct result of coronavirus, you will continue to be paid for the hours you would normally have worked.  We will review this position at the end of April.

The hours that you would normally have worked will be defined by your line manager or normal timesheet authoriser based on the hours already allocated or, where this had not yet occurred, your average weekly hours over the previous two months.

You should discuss the work you would normally have done with your line manager to identify if there is another way to complete the work, for example if you are a visiting lecturer and the lecture can be delivered online, or if there is alternative work you can undertake instead, for example if you regularly work on one outlet you may be asked to work in another outlet.

If it is not possible for you to work even although you are available to work, your manager/the normal authoriser of your timesheet should submit a timesheet for the hours you would have worked and this will be paid in the normal manner. Your manager must ensure they complete a revised timesheet which have been put in place for this period and which reflects hours that would have been worked rather than hours that have actually been worked 

I don’t work regular hours at the College. Will I be paid if I have to self-isolate, am off sick or the College changes the way services are delivered?

At this time you will not be paid for the hours you would have worked as you do not have a pattern of regular hours. 

Who can I talk to if I am worried?

If you are worried about coronavirus and it's having an impact on your wellbeing, you can contact our Employee Wellbeing Programme provider, Confidential Care (CiC). Find out more.   

Support available to you

For students

If you are worried about coronavirus and it's having an impact on your wellbeing, you can contact our Wellbeing team at supportingyou@royalholloway.ac.uk

It is important to keep in touch, especially if you are not on campus. Please keep checking your College emails for updates. If you need information or want to contact a specific team, you may find the contact details in this document useful. 

For staff

If you are worried about coronavirus and it's having an impact on your wellbeing, please speak to your line manager or contact our Employee Wellbeing Programme provider, Confidential Care (CiC). Find out more.   

If you have a question that is not answered here, please email intranet@royalholloway.ac.uk

Latest updates

Discover out latest coronavirus updates. 

More information

Updates on campus facilities

Information on campus facilities, including catering outlets, our Careers Service and Sports Centre, can be found on this webpage. We will continue to keep this page updated.

Working well from home

This new working pattern requires many colleagues to work from home who have not done so before, or only done so infrequently. The information included on this webpage will assist in ensuring that your workspace at home is suitable.