To ensure we are compliant with the latest Government directions, it is critical that rooms are not exceeding their capacity and that personal and hand hygiene etiquette and physical distancing is being observed at all times.
We are regularly updating and improving the check-in and use of our shared spaces. These changes include introducing room-specific QR Codes to facilitate faster check-ins, updated signage, safety checklists, and a new, simplified online check-in form.
To ensure you are using the most up-to-date version of the Shared Spaces poster, look for the blue ‘V4’ version-stamp on the bottom-right corner of the poster. If this poster (and QR code) is not available in the space you are using, please contact your manager.
Checking in every single time is vital for record-keeping to support efficient contact tracing if required and ensuring safe capacity is maintained in each shared space.
If you are entering a shared space, such as a break room, shared desk space or meeting room, please ensure you are following these simple steps:
To request that a shared space be added to the online check-in form, please use the form below.
We are asking managers to take a real leadership role here and to use the new posters, tools and checklists to ensure rooms in your area are not at or exceeding their capacity.
Your role in ensuring we are managing shared spaces safely is crucial at this time and means you will need to do things like scheduling breaks for your team members and taking a role in room assignment, as we work to keep each other safe.
New check-in posters (with specific room names and unique QR Code) are now available and can be found on our Reference drive, at R:\ShareSpacesQRPosters. Posters have been sorted by site/campus and should replace the existing posters in your area.
Please ensure that the paper-based form is in place (as a back-up) for all rooms. The paper-based check-in form template is available from the resources table below.
Managers are required to collect, scan and digitally file paper-based records at G:\COVID Tracing Shared Spaces on a daily basis. Folder management information is available within the same G-drive folder.
A Shared Spaces Dashboard is now available and accessible to you via the BI Portal. Check-in data will be updated daily and will allow you to view and track the occupancy and capacity of the shared spaces in your area.
|Manager Guide to Shared Spaces|
A step-by-step guide to managing shared spaces at Monash Health, including a usage plan.
|Paper-based check-in template for Shared Spaces|
A paper-based check-in template (Word Doc) for Shared Spaces.
|Room Capacity Template/Poster|
An editable template poster (Word Doc) for shared spaces that indicates room capacity.
These FAQs are designed to answer some of the questions you may have regarding the ways you check in and use the shared spaces at Monash Health.
Yes, we need every entry recorded to ensure we are compliant and to help us capture usage.
Yes, we need every entry recorded to ensure we are compliant and to help us capture usage. We will be making the form quicker in upcoming updates and are investigating quicker solutions, which will reduce the load on users.
If working in a single person office, alone and with the door closed, then you can eat in your office.
We have recently updated and improved the check-in and use of our shared spaces. These changes include introducing room-specific QR Codes to facilitate faster check-ins, updated signage, safety checklists, and a new, simplified online check-in form for QR code users.
If you don’t have your phone on you, please use the paper-based form to complete your shared space check-in.
There is a request a shared space form on this page where you can request a shared space be added to the online check-in form.
If you see something say something, its important everyone does their part to keep us safe. If you don’t feel comfortable in having this conversation or it continues you should speak with your line manager.
No, you are not required to check-in when using the bathroom.
What are the most important hygiene factors when using communal bathrooms?
The most important precaution to take in bathrooms is taking the time to wash your hands properly. Physical distancing is also important.
Yes, physical distancing applies to communal bathrooms where reasonably practicable. Please try to observe 1.5m distancing from others where possible. Please note that correct hand hygiene is the most important factor in preventing the transmission of COVID-19, so please take the time to wash your hands properly.
Please try to observe 1.5m physical distancing in bathrooms where possible.
Masks can remain on when using the bathroom. Remember, the most important precaution to take in bathrooms is taking the time to wash your hands properly.
Clean masks are not available in break rooms. Please ensure you take a clean mask to apply after your break.
Masks must be worn at all times with the following exceptions:
When you remove your face mask, ensure you are not near other people, and follow this advice:
In break rooms, please ensure you wipe down the table before and after use with the supplied cleaning product provided for this purpose. In meeting rooms and shared office spaces, please clean your workstation and/or equipment before and after use. Support services have cleaning schedules for shared spaces across Monash Health.
You are to include any time block you were in the room for. We recognise this is conservative, and this is a conscious decision to facilitate thorough contact tracing.
The new check-in form for QR code users takes a time-stamp and asks for an estimated length of time, meaning you no longer have to scroll through the 15 minute blocks.
Shared spaces across Monash Health, including break rooms, shared office spaces and meeting rooms, should all have unique QR codes that link directly to the new online check-in form. This means that you no longer have to locate and select the room you are checking in to.
If check-in posters in your area don’t have a room name and unique QR code, please notify your manager. New, and room-specific posters are available on our Reference drive, at R:\ShareSpacesQRPosters.
If your mobile phone’s camera does not automatically scan the QR Code, please use the paper-based form to complete your shared space check-in.
Check-in data will be updated daily and will allow you to view and track max occupancy (24hr) and total occupancy (multi-day) of shared spaces in your area. You can access the data on the Shared Spaces Dashboard via the BI Portal (link above).
Each area needs to be risk assessed based on the typical usage reason and location, with contact tracing facilitation being the ultimate aim. The practicality of filling out the form must also be considered. For example, if a shared space is within an area with a known workforce, known rosters, strict distancing and PPE, then usage of the QR survey for every entry or exit is unlikely to provide material benefit. However, if the shared space occasionally sees new (or unknown) workers or PPE is removed then the form may provide benefit. If in doubt, contact infection prevention to help guide your decision.
Where possible, it is highly preferable to use the new check-in and QR code posters. This system facilitates faster and more accurate contract tracing. A paper-based check-in form template is available in the resources table under the Managing shared spaces section. Paper-based forms should be copied and digitally filed at G:\COVID Tracing Shared Spaces (or entered into the QR database by your team) on a daily basis. Folder management information is available within the aforementioned G-drive folder.
Please submit a query via the ask a question about shared spaces form below.
We have had a large number of new rooms added to the database, which is excellent. We have prioritised the release of the up to date dashboard and occupancy data in order to assist managers as soon as possible. Therefore, we acknowledge that many rooms are missing capacity data. If you have already provided this data via the forms on this page, then it will be added soon. If you have not provided the data, please use the request a shared space form.
The visualisations are driven directly from employee responses. Therefore, if an employee makes a small error with the times (e.g. switching AM/PM) then it can appear erroneous. In order to remedy this, try excluding the day with an issue or contact the team below if it appears over multiple days.
This is because of a ‘free text’ room option within the QR form. We need this option as the primary objective of the form is contact tracing, and not all rooms have been added to the QR form yet. If you have duplicate rooms it is suggested that you review each version, and take the highest occupancy at any given time. Remember, the data is to be used as a relative measure between rooms. In addition, please remind your teams to use the QR check-in every time they use a shared space.
If you have a question or query regarding shared spaces at Monash Health, please use the form below.