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HomeMy WebLinkAboutHUR130-029 Infectious Disease Control Procedurec40,/ PICKERING Procedure Procedure Title: Infectious Disease Control Procedure Reference Not Applicable Date Originated (m/d/y) June 1, 2020 Procedure Number H U R 130-029 Date Revised (m/d/y) Pages 12 Approval: Chief Administrative Officer ( Point of Contact Director, Human Resources Procedure Objective This procedure has been developed to create guidelines for infection and disease control where a pandemic has been identified by the World Health Organization that has potential impacts on the workplace. It should be used in conjunction with all other applicable health and safety regulations and legislation. The City is committed to the health and safety of its employees, and will endeavour to take every precaution reasonable to ensure this commitment is upheld during health outbreaks or pandemics. Any such outbreaks and mandates communicated by local health authorities and/or emergency measures will be monitored to provide employees with a safe and healthy environment at all times. Index 01 Definitions 02 Internal Responsibility System 03 Responsibilities 04 Communication of Infectious Disease Protocols 05 Risk Mitigation 06 Personal Precautionary Measures 07 Containing Worker Transmission of Infectious Disease 08 Environmental Cleaning and Sanitizing 09 Visitor Management System 10 Appendices 01 Definitions 01.01 Close Contact - talking to someone within 6 feet for over 15 minutes, touching someone directly, being in the same room for over 15 minutes without a mask, directly caring for, or other similar type of prolonged exposure to someone with a confirmed or possible case. Close contact does not include activities like walking by a person or briefly sitting across a room or office. 01.02 Contact Tracing - a process used to identify, educate and monitor individuals who have had close contact with someone who is infected or may be infected by an infectious disease. 01.03 Face Shields — protects the wearer's entire face from hazards such chemical splashes or potentially infectious materials. 01.04 High Risk Exposure - having close contact with someone who is, or may be positive for an infectious disease. 01.05 Internal Responsibility System — a system, within an organization, where everyone has direct responsibility for health and safety as an essential part of his or her job. 01.06 Nitrile Gloves — waterproof, greaseproof, oil proof and most importantly, chemical resistant to a range of common chemicals and substances. Nitrile gloves are also commonly used in the medical industry due to their high puncture resistance, and dexterous strength. 01.07 Pandemic — the country wide or worldwide spread of a disease. 01.08 Personal Precautionary Measures — actions taken and controls implemented to mitigate the spread of an infectious disease. 01.09 Personal Precautionary Supplies - Personal Precautionary Supplies (PPS) are wearable personal precautionary measures required or recommended by the City during an infectious disease outbreak. 01.10 Physical distancing — maintaining a distance of at least 2 metres (6 feet) or more between persons to mitigate the risk of transmitting an infectious disease. 01.11 Risk mitigation — A systematic reduction in the extent of exposure to a risk and/or the likelihood of its occurrence. 01.12 Self -screening Tool — A list of questions used to help determine whether you need to be tested for an infectious disease. 01.13 Surgical Masks — a covering that is designed to prevent infections in patients and treating personnel by catching bacteria shed in liquid and aerosols from the wearer's mouth and nose. Procedure Title: Infectious Disease Control Procedure Page 2 of 12 Procedure Number: HUR-130-029 01.14 Tyvek Coveralls — protective, disposable clothing made of Tyvek®, a versatile material that is both durable and comfortable, providing an excellent barrier against infectious disease. 01.15 Working from Home Agreement — an agreement between employer and employee that clearly defines the expectations and responsibilities for employees who work from home. 02 Internal Responsibility System 02.01 A key element of the Occupational Health & Safety Act is the Internal Responsibility System (IRS) that stipulates all workers are responsible for maintaining a safe and healthy workplace. This includes worker compliance with measures put in place to prevent the spread of infectious diseases. As a critical component of the IRS workers must adhere to all health and safety policies, procedures, guidelines and practices implemented by the City. 03 Responsibilities 03.01 Chief Administrative Officer to: a) Actively support this procedure. b) Approve any amendments to this procedure. c) Ensure that all City of Pickering employees are provided with a safe and healthy workplace. 03.02 Director/Division Head to: a) Actively support this procedure. b) Provide leadership in the implementation and administration of this procedure. c) Provide and maintain a safe and healthy workplace for employees that aligns with this procedure. d) Consult with Human Resources on mitigation requirements. e) Ensure that all employees within the department/division are working in compliance with this procedure, departmental safety procedures and infectious disease related legislation and provincial direction. f) Ensure their area has adequate Personal Precautionary Measures in place and adequate supply of Personal Precautionary Supplies for their employees. Procedure Title: Infectious Disease Control Procedure Page 3 of 12 Procedure Number: HUR-130-029 03.03 Immediate Non-union Supervisor to: a) Ensure their own conduct is in accordance with this procedure departmental safety procedures and infectious disease related legislation and provincial direction. b) Communicate and reinforce this procedure to all employees in their work unit and ensure compliance. c) Identify and take appropriate corrective or disciplinary action as required. d) Confirm if an absence from work may be related to an infectious disease and advise Human Resources if this is the case. e) Ensure that all positive or possible cases of infectious disease, or if an employee may have been exposed to an infectious disease are reported to Human Resources in a timely manner and precautionary action is taken. f) Advise Human Resources of an employee who has travelled to an area experiencing an infectious disease outbreak or pandemic. g) Respond to safety concerns promptly. h) Ensure that all employees understand the procedure and are aware of their responsibilities. 03.04 Human Resources to: a) Provide leadership in the development, administration and implementation of the City's infectious disease strategy. b) Develop and coordinate effective infectious disease preventative programs throughout the City. Assist in departmental infectious disease preventative planning and provide guidance and resources to ensure compliance with provincial regulations and mandates. c) Coordinate infectious disease prevention measures and educate employees. d) Respond to infectious disease incidents that impact the workplace and other related safety concerns promptly. e) Perform the necessary contact tracing and education of staff. f) Support Immediate Supervisor's with the identification of non- compliance with the procedure recommending appropriate corrective or disciplinary action as required. Procedure Title: Infectious Disease Control Procedure Page 4 of 12 Procedure Number: HUR-130-029 g) Maintain records of infectious disease incidents that impact the workplace. h) Serve as a resource to management, supervisors, employees and members of the Joint Health & Safety Committees on workplace infectious disease issues. i) Review this procedure and make updates as required. 03.05 Supply & Services to: a) Source and purchase the necessary personal precautionary supplies in accordance with the City's Purchasing Policy. 03.06 Facilities Operations to: a) Source effective cleaning solutions, supplies and materials for infectious disease sterilization. b) Perform cleaning requirements of facilities and the items within them on a set schedule to disinfect the environment. c) Perform additional cleaning of potentially infected work environment as requested by Human Resources, the Director or CAO. 03.07 Employee to: a) Comply with this procedure, departmental safety procedures and infectious disease related legislation and provincial direction and safe work directions as a competent person. b) Adhere to, use, wear and care for the personal precautionary measures and supplies provided by the City for their protection during an infectious disease outbreak and report any damage, wear and tear or malfunctions promptly. c) Work in a manner that will not endanger themselves or other employees. d) Identify and report infectious disease hazards and concerns to their immediate non-union supervisor promptly. e) Immediately report infectious disease symptoms, or a high-risk exposure through close contact with an infectious, or possibly infectious, person to their immediate non-union supervisor and Human Resources. f) Review, understand and adhere to this procedure and appendices. Procedure Title: Infectious Disease Control Procedure Page 5 of 12 Procedure Number: HUR-130-029 04 Communication of Infectious Disease Protocols 04.01 Information regarding infectious disease protocols during outbreaks, risk mitigation, and personal protective measures will be contained within this procedure and the appendices that flow from it. 04.02 The activation of these protocols will be communicated by Human Resources via email, on health and safety boards, through the employees Director or supervisor/manager and by facility signage. Important documents and resources will also be accessible through the City Intranet. 04.03 It is understandable that employees may be concerned about the spread of an infectious disease at the workplace. Those who have concerns regarding contracting an infectious disease at the workplace should discuss their concerns with their doctor and inform their supervisor/manager or Human Resources. 04.04 All employees will be provided with general education on infection prevention and control practices. This education will include: a) This procedure and its guidelines and appendices. b) The risks associated with infectious diseases. c) Their responsibilities during an infectious disease outbreak or pandemic including following all health and safety procedures, protocols and guidelines. d) Appropriate cleaning and/or disinfection of items. e) The responsibilities required of members of the public when entering City facilities or accessing programming. 05 Risk Mitigation 05.01 Transmission of microorganisms can be caused by contact transmission from touching objects and then touching our face, droplet transmission from coughing or sneezing, or airborne transmission from the inhalation of organisms surviving in air for long periods of time. 05.02 During heightened periods of concern surrounding the communicability of infectious disease(s), or during a declared pandemic the City will implement the following strategies to reduce or eliminate the risk of infection. a) Engineering Controls — this includes the reconfiguration of workspaces, installation of physical barriers and systems to reinforce physical distancing. Procedure Title: Infectious Disease Control Procedure Page 6 of 12 Procedure Number: HUR-130-029 b) Cleaning and Sanitization — an enhanced system to ensure the maintenance of facilities, workspaces and high touch points has been implemented that includes the increase in frequency, the procurement of approved disinfecting products, and cleaning protocols for employees to abide by. c) Administrative Controls — Reducing contact between staff members by using technology to facilitate communication and implementing strategies to support physical distancing. This will also include controlling access into and within buildings, altering work schedules to stagger high traffic periods, and work from home arrangements. d) Personal Precautionary Measures — guidelines and protocols related to the supply of tools, equipment, apparel and implementation of other measures to keep employees and the public safe during a pandemic or heightened risk of infectious disease. These are outlined in detail in Section 06. 06 Personal Precautionary Measures 06.01 While we cannot eliminate all possibilities of infection transmission, through Personal Precautionary Measures (PPM), staff can reduce the possibility of infection. When deemed necessary, the City will implement additional PPMs to greater facilitate a healthy and safe workplace. 06.02 Under the IRS, employees share a responsibility to follow the safe work procedures and practices implemented by the City to mitigate risk of infection. 06.03 The following PPMs will be reviewed against the medical evidence available for the specific infectious disease and may be activated within the workplace to mitigate risk of infection. Detailed information regarding PPMs will be communicated to employees through applicable guidelines and Standard Operating Procedures. I. Physical Distancing Physical distancing generally means maintaining a distance of at least 2 metres (6 feet) or more between persons. By maintaining physical distancing, people are less likely to be exposed to an infectious respiratory virus as the virus can be spread before symptoms appear (pre -symptomatic) and when persons may have contracted the virus but are experiencing minimal or no symptoms (asymptomatic). In order to ensure physical distancing the following measures will be implemented where practicable: a) Remaining 2 metres (6 feet) apart. b) Installation of barriers and demarcations. Procedure Title: Infectious Disease Control Procedure Page 7 of 12 Procedure Number: HUR-130-029 c) Working from home. d) Staggered shifts, break and meal times. e) Dividing City facilities into work sections, including assigned washroom use and streamlining or in some cases restricting or limiting access to communal coffee stations and staff lunch rooms. 11. Enhanced Respiratory Etiquette The City expects all employees to practice appropriate respiratory etiquette to help prevent the spread of microorganisms and encourage members of the public to do the same. These personal practices may include: a) Turning their head away from others b) Covering the nose and mouth with a tissue c) Immediate disposal of tissues after use d) Immediate hand hygiene after disposal of tissues e) Coughing or sneezing into sleeve 111. Enhanced Hand Hygiene Hand Hygiene is the most important measure in preventing the transmission of microorganisms and is the preferred hand protection over the use of gloves. Hand hygiene includes both washing the hands with plain or antimicrobial soap with water as well as non -rinse alcohol -based hand rubs. The City has a hand hygiene program that incorporates the following elements: a) Provides employees with the ability to wash their hands with soap and water or alcohol -based hand rub; b) Provides education to employees about how and when to wash their hands; c) Provides public access to hand hygiene options. Employees should exercise good judgment to determine whether hand washing is best or the use of hand sanitizer is sufficient in the situation, except in the following circumstances when hand washing is required: a) If hands are contaminated with bodily fluids or visibly soiled, including when soiled with powder from hand protection gloves; b) After any personal body function. Procedure Title: Infectious Disease Control Procedure Page 8 of 12 Procedure Number: HUR-130-029 When using soap and water, a minimum of 20 seconds of lathering is required before rinsing. The use of alcohol -based hand sanitizer should be used: a) Before and after contact with members of the public or other staff. b) Before and after eating. c) Before and after smoking. Impediments to effective hand hygiene may include the following: a) Chipped nail polish which may harbour microorganisms that are not removed by hand washing. b) Artificial nails may be associated with bacterial and fungal outbreaks. c) Rings, other hand jewellery and bracelets may make hands difficult to clean properly. They can trap bacteria and viruses and increases the risk of tears in gloves. d) Watches and long sleeves that are not pulled above the wrist when cleaning hands. IV. Personal Precautionary Supplies Personal Precautionary Supplies (PPS) are wearable personal precautionary measures required or recommended by the City during an infectious disease outbreak. Each department will be required to maintain an adequate level of supplies for staff within their area and distribute as needed. Examples of PPS that may be implemented are: a) Surgical or cloth masks b) Nitrile gloves c) Tyvek coveralls d) Face shields 07 Containing Worker Transmission of Infectious Diseases 07.01 An employee may not enter the workplace in the following circumstances: a) They are experiencing symptoms of an infectious disease. b) They are currently being assessed for an infectious disease. Procedure Title: Infectious Disease Control Procedure Page 9 of 12 Procedure Number: HUR-130-029 c) A member of the employee's household is in self -isolation. d) They have had close contact with someone who either has an infectious disease, or is being assessed for an infectious disease. e) They have travelled to an area where the infectious disease is present. f) When advised by Human Resources. 07.02 To facilitate a healthy and safe work environment during an infectious disease outbreak, state of emergency or global pandemic, employees are required to provide all necessary medical information in order for the City to take precautions to protect other employees. 07.03 The information provided will remain confidential and shared only with Human Resources to the extent required to maintain a safe workplace. Let your supervisor/manager know if: a) You have been diagnosed with or are awaiting test results for an infectious disease, regardless of whether you are scheduled to be in the workplace or not. b) You have travelled or plan to travel to an at -risk province/country during an outbreak or pandemic. c) You have had close contact with someone who as contracted an infectious disease. 07.04 Once advised of an employee's possible or confirmed exposure, or diagnosis of infectious disease Human Resources will begin the necessary contact tracing as outlined in the SOP — Contact Tracing. 07.05 The employee's supervisor/manager will maintain records of absences due to illness among their staff and be responsible for advising senior management and Human Resources of absences that could be related to an infectious disease. Once notified, Human Resources will contact the employee and ascertain if additional infection control procedures should be implemented, and if contact tracing and self -isolation of other employees is required. 07.06 During an infectious disease outbreak or pandemic all employees must utilize a self -screening tool prior to attending any City facility. While the self -screening tool does not replace medical advice, diagnosis or treatment, it is a necessary measure of change in baseline health. Refer to the Employee Handbook — Pandemic Protocol for specific instructions. 07.07 Employees should wait 24 hours after resolution of symptoms or longer in accordance with the recommendations of the Public Health office for the Procedure Title: Infectious Disease Control Procedure Page 10 of 12 Procedure Number: HUR-130-029 specific infectious disease prior to returning to the workplace. Employees will be required to submit medical clearance prior to re-entering the workplace. 07.08 In some cases, where employees have been directed by a health official to self -isolate, it may be possible to work remotely. Individual situations should be discussed together with the employee's supervisor/manager and Human Resources and must be in accordance with HUR 040-01 Working from Home procedure. 07.09 If an employee who has been recommended to undergo testing of an infectious disease by the Public Health Office, their primary care provider, or other medical agency and fails to do so, the employee will not be permitted to utilize paid sick or vacation entitlements when scheduled to be in the workplace. 08 Environmental Cleaning and Sanitizing 08.01 Maintaining a clean and healthy environment is a top priority for the City as it is integral to the safety of employees and members of the public. Environmental cleaning and disinfection is performed on a routine and consistent basis to provide a safe and sanitary environment. 08.02 Cleaning is the removal of foreign material (e.g. dust, soil, blood secretions, microorganisms, etc.). Cleaning physically removes rather than kills the microorganism and thorough cleaning is required for any equipment/surface to be disinfected, as organic matter may inactivate a disinfectant. 08.03 Disinfection is the process used on inanimate objects and surfaces to kill microorganisms. Cleaning and disinfecting agents may be combined into a single product to save a step in the cleaning and disinfecting process. 08.04 During an infectious disease outbreak or a declared pandemic, the City will commence more rigorous disinfection practices to further mitigate risks to employees and members of the public. 09 Visitor Management System 09.01 Employees shall maintain a visitor log and conduct active screening of visitors and service providers who attend City facilities as well as private staff workspaces or who are performing work on City property as amended from time to time in the Employee Handbook — Pandemic Recovery: COVID-19. 09.02 Controlled access to City facilities shall include active and/or passive screening of members of the public at designated entry points of City facilities. 09.03 When conducting business offsite at a home or business, employees must follow the health screening questionnaire for whom they are meeting as appended to the Employee Handbook — Pandemic Recovery: COVID-19. Procedure Title: Infectious Disease Control Procedure Page 11 of 12 Procedure Number: HUR-130-029 Appendices Appendix 1 Contact Tracing SOP with all attachments Appendix 2 Employee Handbook — Pandemic Recovery: COVID-19 Appendix 2 Working from Home Procedure and Agreement Procedure Title: Infectious Disease Control Procedure Page 12 of 12 Procedure Number: HUR-130-029 Gty .f PICKERING Appendix 1 Standard Operating Procedure Procedure: Contact Tracing COVID-19 Department/Division Human Resources Section Not applicable Date Originated (m/d/y) May 15, 2020 Supervisor/Manager Approval i Division Head/Director Approval l . Date Revised (m/d/y) Reference HUR-130-026 Pages: 8 Chief Administrative Officer Approval Index Section/ Subsection Human Resources Overview Required Competencies 01 Definitions 02 Contact Tracing — The Source 03 Contact Tracing — Direct Contacts 04 Medical Clearance 05 Refusal to be Tested Appendix 1 How to Self -isolate Appendix 2 Self -isolation with No Symptoms Appendix 3 Self -isolation Guide for Caregivers, Household Members and Close Contacts Appendix 4 How to Self -monitor Appendix 5 Post Exposure Quarantine Symptom Monitoring Tracker Overview This Standard Operating Procedure documents the process to follow for contact tracing of an employee who has a confirmed, or potential case of COVID-19 and who has been present in the workplace. Required Competencies None. 01 Definitions 01.01 Asymptomatic Employee — an employee who is not displaying any symptom of COVID-19, but who may still be infected. 01.02 Confirmed Case — an employee who has a positive diagnosis after being tested for COVID-19. 01.03 Contact Tracing - a process used to identify, educate and monitor individuals who have had close contact with someone who is infected or may be infected with COVID-19. 01.04 Close Contact — talking to someone within 6 feet for over 15 minutes, touching someone directly, being in the same room for over 2 hours, directly caring for, or other similar type of prolonged exposure to someone with a confirmed or possible case. Close contact does not include activities like walking by a person or briefly sitting across a room or office. 01.05 Direct Contacts — an employee who must self -isolate as a result of a close contact with an employee who has a confirmed or potential case of COVID-19. 01.06 High Risk Exposure — having close contact with someone who is, or may be positive for COVID-19. 01.07 Period of Communicability — 48 hours prior to the onset of symptoms and during the 14 days after onset of symptoms. 01.08 Symptomatic Employee — an employee who is displaying any symptom of COVID-19 as stated by the Public Health Department. 01.09 Self -isolating — the process when employees are required to remain at home and away from others to help prevent the spread of COVID- 19 01.10 Source Employee — the employee who entered the workplace while experiencing symptoms of COVID-19 or during a period of communicability; an asymptomatic employee who entered the workplace after having close contact with a confirmed or suspected case of COVID-19. SOP: Contact Tracing COVID-19 Page 2 of 7 01.11 Personal Precautionary Supplies - Personal Precautionary Supplies (PPS) are wearable personal precautionary measures required or recommended by the City during an infectious disease outbreak. 02 Contact Tracing — The Source 02.01 If an employee is symptomatic of COVID-19; or is asymptomatic but has had direct contact with someone who has a confirmed case; or is being tested for COVID-19; or a member of their family is symptomatic or currently being tested for COVID-19 they should not come to work. If they are at work when symptoms develop, they must don a mask and isolate immediately. In either circumstance, the employee is to promptly advise their supervisor/manager and one of the following Human Resources Designates: I. Supervisor, Employee Services — Alison Mitchell extension 2016 II. Human Resources Associate — Sarah Landry extension 4645 III. Human Resources Associate — Lisa Crowder extension 2963 02.02 The Human Resources Designate will speak with the employee directly to conduct a Contact Tracing protocol (see 3.0) to determine the following: I. Have they had a high risk exposure to someone who has a suspected or confirmed case of COVID-19? II. Is anyone in their home self -isolating? III. When did their symptoms appear? IV. What symptoms are they experiencing? V. Have they contacted their doctor / Telehealth Ontario? VI. Do they plan to obtain a test for COVID-19? VII. When was the last time they were in the workplace? VIII. Did they remain in their designated quadrant during this time? IX. What areas of the building were they in? X. Who did they come in contact with? XI. Did they maintain physical distancing? XII. Did they participate in any in-person meetings? XIII. Were they utilizing personal precautionary supplies? SOP: Contact Tracing COVID-19 Page 3 of 7 02.03 If the employee has not yet contacted their doctor or Telehealth Ontario the Human Resources designate will recommend they do so. 02.04 The Human Resources designate will advise the employee that the City requires them to self -isolate and not to return to the workplace until they have been medically cleared and are able to return. 02.05 The Human Resources designate will provide the employee the following documents located in the Pandemic Protocol folder for guidance: I. How to Self -isolate II. Self -isolation with No Symptoms III. Self -isolation Guide for Caregivers, Household Members and Close Contacts IV. How to Self -monitor V. Post Exposure Quarantine Symptom Monitoring Tracker 02.06 The Human Resources designate will contact all employees whom the Source Employee had direct contact with in the 48 hours prior to onset of their symptoms, or the onset of symptoms of the close contact, or family member. The designate will advise these Direct Contacts of their requirement to self -isolate and provide the documents listed in 02.05. 02.07 The Human Resources designate will speak with the employee's Director regarding the necessity to close the area. If the employee has been at the workplace within the 48 hours prior to symptom onset, then the work area may be closed and staff may be sent home. 02.07.1 The Human Resources designate is responsible for contacting the Supervisor, Facilities Operations and arrange for disinfecting the area. 02.07.2 Cleaning will be arranged as follows: I. City Facilities staff will conduct a deep clean of the area. II. At the City's discretion, we may utilize an external cleaning provider. 02.08 The Human Resources designate will advise the applicable union President that there was a potential or confirmed case of COVID-19 in the workplace. 02.09 The Supervisor, Human Resources will advise the Joint Health & Safety Committee of any potential or confirmed case of COVID-19 in the workplace. SOP: Contact Tracing COVID-19 Page 4 of 7 02.10 The names of employees required to self -isolate will remain confidential and will only be shared with their director and immediate - non -union supervisor. 03 Contact Tracing — Direct Contacts 03.01 The Human Resources designate will contact the Direct Contacts who the Source Employee has come into close contact with. Human Resources will: I. Advise the Direct Contacts of their requirement to self -isolate and provide the timeline, which is 14 days from their exposure to the Source Employee. II. Provide the documents listed in 02.05 on how to self -isolate and monitor for symptoms. III. Request that the Direct Contact monitor themselves for symptoms of COVID-19 and advise the City immediately if they begin to present with symptoms. 03.02 Human Resources will document the employee Direct Contacts in the Tracking COVID-19 spreadsheet using the following criteria: I. Name II. Symptom status III. Date symptoms presented (if applicable) IV. Will they seek testing? V. Test results VI. End of self -isolation period — 14 days from date of exposure or earlier if a negative test from the Source Employee is received, or later if the Direct Contact begins to experience symptoms. 03.03 During the self -isolation period, the Human Resources designate will stay in regular contact with the Source Employee and Direct Contacts. 03.04 The Human Resources designate will advise the Direct Contacts once the Source Employee receives confirmation of their test. I. If the employee is positive, advise the Direct Contacts they are to remain in self -isolation for the rest of the isolation period and to continue to monitor themselves for symptoms. The self - isolation period will change if the direct contact becomes symptomatic. SOP: Contact Tracing COVID-19 Page 5 of 7 II. If the employee is negative, the Direct Contacts may return to the worksite on their next scheduled shift or their next scheduled rotation, unless they are now symptomatic. 03.05 If any Direct Contacts become symptomatic, the Human Resources designate must begin contact tracing and ask the necessary questions as stated in 02.02. 04 Medical Clearance 04.01 The Source Employee, or any other employee who is to self -isolate or quarantine and develops symptoms must provide medical clearance to return to the workplace. 04.02 If the employee is self -isolating because a member of their family is symptomatic or being tested for COVID-19, the employee must provide medical clearance of the member of their household or close contact to Human Resources prior to returning to the workplace. 04.03 Acceptable medical clearance may be a note from a doctor indicating the self -isolation period is over and the employee is safe to return to work, or a screen shot of a laboratory test indicating the patient name, date of test and that they are negative for COVID-19. The Human Resources designate will review the medical clearance and confirm acceptance prior to the employee returning to the workplace. 04.04 The medical information provided will remain confidential in Human Resources and shared only to the extent required to maintain a safe workplace. 05 Refusal to be Tested 05.01 To protect the health and safety of all staff the Human Resources designate will encourage the Source Employee or any employee who believes they have been exposed to COVID-19 to be tested for the virus. However, the City cannot mandate that an employee obtain a test. 05.02 If an employee refuses to be tested, they will not have access to paid sick time or vacation to compensate for the days they were scheduled to attend the workplace. SOP: Contact Tracing COVID-19 Page 6 of 7 Appendices The following form(s)/document(s) have been developed to support the various processes outlined in this Procedure: Appendix 1 How to Self -isolate Appendix 2 Self -isolation with No Symptoms Appendix 3 Self -isolation Guide for Caregivers, Household Members and Close Contacts Appendix 4 How to Self -monitor Appendix 5 Post Exposure Quarantine Symptom Monitoring Tracker SOP: Contact Tracing COVID-19 Page 7 of 7 Appendix 2 Employee Handbook Pandemic Protocol for Reopening (,/LLlO 0� f'1CKERING Table of Contents General Information 1 Introduction .1 Employee Health & Safety Responsibility 1 Employee Illness and SeIf-Isolation 1 Symptoms of COVID-19 1 Self -screening & What to do if You Are Sick 2 Self -isolation Requirements 3 Risk Mitigation Measures 4 Engineering Controls 4 Cleaning and Sanitization 4 Administrative Controls 4 Personal Precautionary Measures 5 Personal Precautionary Supplies 8 Dependent Care Concerns 10 Medical Concerns 10 Adhering to Protocols 10 Staff Mental Health Resources 10 Questions or Concerns 11 SOP: Use of Surgical Masks during a Pandemic or Respiratory Outbreak SOP: Hand Hygiene SOP: Health Screening for Conducting Business Offsite SOP: Facility Cleaning and Disinfection during a Declared Public Health Emergency SOP: Visitor Management General Information Introduction The reopening of City facilities and programs will be a slow and measured process. While we are beginning the reopening phase of COVID-19, it still remains a global pandemic and the Federal and Provincial governments are warning of a second wave. In accordance with HUR 130-029 Infectious Disease Procedure, taking the necessary health and safety precautions will better enable us to protect staff and the public we serve. However, these precautions will require a great deal of effort, collaboration, flexibility and patience from everyone to adapt to our new workplace reality. Employee Health & Safety Responsibility A key element of the Occupational Health & Safety Act is the Internal Responsibility System (IRS) that stipulates all workers are responsible for maintaining a safe and healthy workplace. This includes worker compliance with measures put in place to prevent the spread of infectious diseases. As a critical component of the IRS workers must adhere to all health and safety policies, procedures, protocols, guidelines and practices implemented by the City. Please carefully review this Employee Handbook — Pandemic Protocol for Reopening to ensure you understand your responsibility in assisting us to maintain the safety and health of yourself and others. You are required to sign the Acknowledgment and Agreement Form as confirmation that you have read, understood and will adhere to the following health and safety measures. Signed forms should be returned to the Administrative Assistant in your area and will be tracked and maintained in Human Resources. Employee Illness and Self -Isolation Symptoms of COVID-19 The symptoms of COVID-19 can resemble a cold or flu. According to Health Canada, symptoms can appear in as little as a few days, or as many as 14 days after being exposed to an infected person. An infected person is contagious during the 48 hours prior to becoming symptomatic. The most common symptoms of COVID-19 are: • Severe chest pain • Difficulty swallowing • New/worsening cough • Fever (37.8 C or higher) • Chills • Muscle aches • Shortness of breath • Sore throat • Runny/congested nose • Headache • Nausea/vomiting • Falling down often • Losing consciousness • Diarrhea or stomach pain • Extreme Fatigue • Lost sense of taste or smell • Pink eye Page 1 Self -screening & What to do if You Are Sick Staff who are working on-site or who enter any City facility are required to complete Ontario's Self -screening tool each day before they arrive (this is not required when working remotely). (https://covid-19.ontario.ca/self-assessment/) When completing the self -screening you should be looking for a change to your baseline health status and for new or worsening symptoms. For example, if you have a history of a particular symptom (outside of fever, cough, chest pain/difficulty breathing) such as stuffy nose, headache, muscle aches, etc. due to known personal health conditions, and the symptom fits with your past history of symptoms, this should not be considered criteria for failing the screen. Employees who fail the self -screening are NOT to proceed to the workplace. When reporting an absence from work due to illness, you must notify your Supervisor whether you are experiencing symptoms which may be related to COVID-19. If you develop any symptoms listed above you should remain at home, self -isolate, complete Ontario's online self -screening tool and contact your primary care provider or Telehealth for direction. (https://covid-19.ontario.ca/self-assessment/). Access to testing is now readily available in Ontario and people are being encouraged to seek a diagnosis. You may find a testing centre at several locations across the GTA at https://covid- 19.ontario.ca/assessment-centre-locations/. • Telehealth: 1-866-797-0000 • Durham Health Connection Line: 905-662-2020 • Primary care provider (for example, family physician) You must also advise your supervisor/manager and Human Resources as soon as possible, even if you are not scheduled to work or scheduled to work from home that day. Human Resources will need to determine your timeline for virus communicability and conduct the necessary contact tracing to determine if other staff are required to self - isolate. If you begin experiencing symptoms of COVID-19 while in the workplace, you SHOULD NOT remain at work. Immediately don a mask and advise your supervisor/manager or Human Resources and go home, self -isolate and call your healthcare provider or Telehealth Ontario and follow their instructions. If a supervisor/manager or Human Resources has concerns about an ill employee in the workplace, they will be sent home. The Human Resources contact for illness related to COVID-19 is: Alison Mitchell Supervisor, Employee Services 905.420.4660 x 2016 amitchell©pickering.ca Page 2 Self -isolation Requirements Follow these guidelines for self -isolating and returning to the workplace: Employee COVID-19 Status Self -isolation and Return to the workplace Confirmed case of COVID-19 You may return to the workplace 14 days after the onset of symptoms. This timeline can change if others in your home have tested positive. In this case, your healthcare provider or Telehealth Ontario will confirm when you may return to the workplace. You must provide a medical certificate to Human Resources confirming you have been medically cleared prior to returning to the workplace. Symptomatic of COVID-19 but are confirmed negative through testing You may return to the workplace when you are symptom free for 24 hours. You must provide a medical certificate to Human Resources confirming you have been medically cleared prior to returning to the workplace. A screen shot of the online test results is acceptable. Symptomatic of COVID-19 but have not been tested yet. You must self -isolate and follow the instructions provided by your healthcare provider or Telehealth Ontario. Asymptomatic but a member of your household, or another close contact, has symptoms of COVID- 19 or are awaiting testing or testing results. You must self -isolate for 14 days from the onset of the household member's or close contact's symptoms, or until they are confirmed negative through testing. If others in your home become symptomatic the timeline to return to work will be extended. You must receive clearance from Human Resources prior to returning to the workplace. Asymptomatic but may have been exposed to COVID-19 in the workplace You must self -isolate and wait for confirmation from Human Resources that you may return to the workplace. If you develop symptoms you must advise Human Resources as soon as possible. If it is determined that you have been exposed to a positive case of COVID-19 contact your healthcare provider or Telehealth for direction. It is recommended and preferred that you be tested. In this case, you must provide a medical certificate to Page 3 If you are required to self -isolate, speak with your supervisor/manager to assess your ability to work from home. All decisions to return to the workplace will be made in conjunction with your Supervisor and Human Resources. Risk Mitigation Measures Engineering Controls Your work area may look different. The City has undergone an extensive process to analyze and reconfigure workspaces, install physical barriers such as Plexiglas at front counters and within City vehicles, and demarcation systems to reinforce physical distancing. We have implemented these changes to protect you, as well as the public we serve. Cleaning and Sanitization You will see an enhanced presence of facilities cleaning staff while you are in the workplace. Throughout the day, cleaning staff will be focused on high touchpoints such as hand rails, and door knobs, and washroom facilities. In the evening, each facility will be sanitized with a new disinfectant cleaning solution. Administrative Controls The City has implemented rotating in -office schedules to limit the number of people onsite. You may only enter your workplace according to your assigned schedule provided by your supervisor/manager. Page 4 Human Resources confirming you have been medically cleared prior to returning to the workplace. Asymptomatic and have travelled outside Ontario You must self -monitor for symptoms of COVID-19. If you develop symptoms you must self -isolate and advise Human Resources as soon as possible. Asymptomatic or Symptomatic and travelled outside of Canada You must self -isolate for 14 days from the date you return home. Prior to travelling, you must make arrangements with your supervisor regarding your ability to work from home during your self -isolation. If there is no work to perform at home, you will be required to use vacation. If you are required to self -isolate, speak with your supervisor/manager to assess your ability to work from home. All decisions to return to the workplace will be made in conjunction with your Supervisor and Human Resources. Risk Mitigation Measures Engineering Controls Your work area may look different. The City has undergone an extensive process to analyze and reconfigure workspaces, install physical barriers such as Plexiglas at front counters and within City vehicles, and demarcation systems to reinforce physical distancing. We have implemented these changes to protect you, as well as the public we serve. Cleaning and Sanitization You will see an enhanced presence of facilities cleaning staff while you are in the workplace. Throughout the day, cleaning staff will be focused on high touchpoints such as hand rails, and door knobs, and washroom facilities. In the evening, each facility will be sanitized with a new disinfectant cleaning solution. Administrative Controls The City has implemented rotating in -office schedules to limit the number of people onsite. You may only enter your workplace according to your assigned schedule provided by your supervisor/manager. Page 4 While in the workplace you are to remain in your defined area of the building, to the extent possible, and only use the washrooms within this space. To protect against infection, there will be reduced access to lunch rooms and no access to communal coffee stations. When required to move outside of your personal workspace you will be required to wear a mask or face covering. For more information on mask use, see the section on Personal Precautionary Supplies. The City is continuing to encourage staff to work from home where possible in accordance with HUR 040-01 Work From Home Procedure. Working from home requires that you have signed the Work from Home Agreement. Speak with your supervisor/manager directly to determine what options are available to you. Personal Precautionary Measures Personal Precautionary Measure Required Actions Physical Distancing • All group activities and gatherings are suspended. • Work from home where possible, and as approved by your supervisor/manager. Adhere to the in -office schedule outlined by your supervisor/manager. Do not attend the workplace if you are not scheduled to do so. • Change of routines and practices to remain 6 feet apart at all times (see PPS chart for required actions when this is not possible). • Adhere to physical barriers and demarcations (where appropriate) to control flow of traffic. • While in the office, remain in your designated quadrant of your facility. Use only the washrooms assigned to your quadrant. • Use the same City vehicle on each shift. If you must share a vehicle, occupy the same seat for the entire shift. • Reduced access to lunch rooms: Use of microwaves are allowed but no access to fridges. • No access to communal coffee stations. • Minimize the sharing of office space, including work vehicles. (See below for additional precautionary measures for staff who must share workspaces). Page 5 Page 6 • Stagger your start time, coffee and meal breaks • Meet by teleconference, video conference, or correspond by email whenever possible. Where in-person meetings are required, the maximum number of attendees will abide with provincial recommendations as well as the maximum room capacity posted outside each meeting room. Physical distancing measures must be maintained at all times, and all attendees must wear a mask. All non -City employees must complete Ontario's Self -screening assessment prior to entering a City facility. If they have any symptoms of COVID- 19, they are not permitted to enter. • Follow the instructions of appointed Security Guards who are in place to control crowds and screen visitors. • Wear a non-medical mask/face covering if physical distancing can't be maintained. Respiratory Etiquette • Turn your head away from others, cover your mouth and nose with a tissue when coughing or sneezing • Use the nearest waste receptacle to dispose of the tissue immediately after use • Cough or sneeze into your sleeve • Immediately perform good hand hygiene after having contact with respiratory secretions Hand Hygiene • Use good judgment to determine whether hand washing or hand sanitizer is best. Wash hands for at least 20 seconds with soap and water: o If hands are contaminated with bodily fluids or visibly soiled o After any personal body function. • Alcohol -based hand sanitizer should be used o Before and after contact with members of the public or other staff o Before and after eating o Before and after smoking Page 6 Personal Work Spaces & Office Equipment Cleaning Each day please: • Wipe down your workspace with disinfecting wipes. o For desks, this includes your phone, computer keyboard and mouse, desktop surface, stapler and any other high use item on your desk. o For vehicles, this includes the steering wheel, gearshift, seatbelt buckle and radio. • Refrain from sharing personal office equipment under any circumstances. • Wipe down communal items such as the printer / photocopier, microwave with disinfecting wipes immediately after each use. • Wipe down any equipment, tools or machinery used. Page 7 Personal Precautionary Supplies: Personal Precautionary Supplies (PPS) will be available through your department. Your supervisor/manager will advise who is responsible for distributing and maintaining supplies. The following are current guidelines for when you may wear PPS within the workplace. This may change as direction from the province changes. PPS Mandatory Use Recommended Use Non-medical Mask • Mandatory use is required when entering and • At all times physical distancing must still be exiting a City facility, and any time you are not at practiced. Wide -Scale your individual workspace A reusable cloth mask may be worn provided it: Mandatory use is NOT required • When in-person meetings are absolutely• necessary. Is freshly laundered • Where a legal requirement due to government • Does not contain graphics, profanity or wording mandate or public health order is in effect. • Does not impede your ability to perform your • When an employee becomes ill at work. duties safely • A First Responder who must stay in continuous • Does not cover any part of your uniform, if close contact with an employee who has become severely ill until emergency services arrives. applicable • When employees must work in close quarters and distancing of 6 feet is not possible (e.g. working inside a vehicle). • When Facilities staff are cleaning or decontaminating high risk areas. Page 8 PPS Mandatory Use Recommended Use Gloves • • Mandatory use is not required When Facilities cleaning staff are cleaning or decontaminating high risk areas. • When a member of the emergency response team must stay in continuous close contact with an employee who has become severely ill and EMS has been called. Medical Gown/Coverall Use • Gown/coverall use is not required. • When Facilities cleaning staff are decontaminating high risk areas. Eye Protection — Safety Glasses, Goggles, and Face Shields _ When a first responder must stay in continuous close contact with an employee who has become severely ill and emergency services has been called. When Facilities cleaning staff are cleaning or decontaminating during performance of regular duties. • none Please refer to the City's SOP's on the intranet regarding the proper ways to wear and remove Personal Precautionary Supplies. Page 9 Dependant Care Concerns You may still be experiencing difficultly with dependant care issues given the current uncertainty with day camps, childcare centres and the restriction to maintain physical distancing with those outside of the family household. If this continues to be an issue for you, please speak with your supervisor / manager or Human Resources. Medical Concerns Contact your primary health care provider and follow their advice if you have concerns regarding returning to work because you, or a member of your household, is susceptible to COVID-19. Current guidance for those 70 years of age or older, or those who are immune compromised is to self -isolate at home. Individual situations and solutions may be discussed with your supervisor / manager, Human Resources and union as needed. Adhering to Protocols The expectation is that all City employees will adhere to the health and safety protocols we have implemented to protect you and all staff from COVID-19. Employees who do not comply with these requirements may face disciplinary action. If an employee who has been recommended to undergo testing of an infectious disease by the Public Health Office, their primary care provider, or other medical agency and fails to do so, the employee will not be permitted to utilize paid sick or vacation entitlements when scheduled to be in the workplace. Staff Mental Health Resources We recognize that these are extraordinary times. Below are a list of resources available to you. 1. Morneau Shepell - Employee & Family Assistance Program 1.844.880.9142 workhealthlife.com Morneau Shepell COVID-19 Tool Kit https://www.morneaushepell.com/ca-en/toolkit-individuals 2. Durham Mental Health Services 905.666.0483 or 1.800.742.1890 3. Stronger Minds by BEACON https://www.mindbeacon.com/strongerminds 4. Spiritual Support Personal place of worship Page 10 Questions or Concerns If you have questions or concerns regarding the information within this handbook or the Work from Home Procedure please speak with your supervisor/manager or Human Resources as soon as possible for clarifications of these expectations. Please complete the Acknowledgement and Agreement Form and return it to your Department's Administrative Assistant acknowledging that you have read, understood and agree to adhere to the requirements outlined within. Please retain the handbook for your future reference. Page 11 Cts DICKERING Standard Operating Procedure Procedure Title: Use of Surgical Masks during a Pandemic or Respiratory Outbreak Department/Division All Departments/Divisions Section Not Applicable Date Originated (m/d/y) May 28, 2020 Supervisor/Manager Approval c.J Division Head/Director Approval Date Revised (m/d/y) Reference Employee Handbook — Pandemic Protocol for Reopening Pages: 4 Chief Administrative Officer Approval ,._ _S_______ -- Index Section/ Subsection Section/Subsection Title Overview Required Competencies 01 Definitions 02 Procedures Overview The City of Pickering (City) is committed to maintaining a safe and efficient work environment for staff. During a pandemic or respiratory outbreak, the City will provide staff with a surgical mask to help reduce transmission in the community. Wearing a mask can help to prevent the spread of some respiratory illnesses, but it can also become a source of infection if they are not worn or discarded properly. If you need to wear a mask, you should also be sure to clean your hands frequently with soap and water or alcohol -based hand sanitizer. This standard operating procedure provides information on how, when, and where to use a surgical mask, as well as the importance of replacing and disposing them. Required Competencies Not Applicable 01 Definitions 01.01 Surgical Mask — Fluid -resistant, disposable, and loose -fitting medical device that creates a physical barrier between the mouth and nose of the wearer and the immediate environment to help block large -particle droplets, splashes, sprays, or splatter that may contain germs (viruses and bacteria). 01.02 Non -Medical Mask — Double layered and potentially reusable woven material fabric covering the mouth and nose, to prevent the wearer and others from airborne transmission such as the transmission of infectious respiratory droplets. They may not provide full protection from fluids and particles that contain viruses. 01.03 Pandemic — A disease prevalent over a whole country or the world. 01.04 Respiratory Disease — A type of disease that affects the lungs and other parts of the respiratory system. 02 Procedures 02.01 Distribution of Masks During a pandemic or respiratory outbreak, supervisors will distribute surgical masks to staff. Surgical masks may not be readily available or limited quantities may only be available. Therefore, it is important for staff to plan their work activities carefully using their best judgement to avoid potential risk and any unnecessary use of a surgical mask. Stocking will be coordinated by the Administrative Assistant for the Department/Division. 02.02 How to Wear a Mask To put on a surgical mask, follow these steps: • Wash your hands with soap and water for at least 15 seconds or use alcohol -based hand sanitizer. • Inspect the mask and check for defects such as tears or broken loops. • Secure the elastic loops of the mask around your ears (coloured side out). If your mask has strings, tie them securely behind your head. • Cover your mouth and nose with mask, and make sure there are no gaps between your face and the mask. • If present, make sure the metallic strip at the top of the mask is positioned against the bridge of your nose. Mold the metallic upper strip to the shape of your nose by pinching and pressing down on it with your fingers. • Do not touch the front of the mask while you wear it. Wash your hands with soap and water for at least 15 seconds or use alcohol -based hand sanitizer if you accidentally touch your mask. SOP Title: Use of Surgical Masks during a Page 2 of 4 Pandemic or Respiratory Outbreak • Do not dangle the mask from one ear or hang a mask around your neck. 02.03 How to Throw Away a Mask To take off and dispose of a surgical mask, follow these steps: • Wash your hands with soap and water for at least 15 seconds or use alcohol -based hand sanitizer. • Do not touch the front of your mask to remove it. • Remove the elastic loops of the mask from around your ears or untie the strings from behind your head. • Hold only the loops or strings and place the mask in a garbage bin. • Wash your hands with soap and water for at least 15 seconds or use alcohol -based hand sanitizer after you have discarded your mask. 02.04 When and Where to use a Mask Mandatory wide scale surgical mask use is not required, however, they should be used in any situation where the defined regulations of physical distancing for a pandemic or respiratory outbreak cannot be maintained. This includes but is not limited to: • When there are two or more staff assigned to one vehicle. • Assignments when staff and/or public interaction is required. • Emergent situations such as First Aid/CPR. • Where a legal requirement due to government mandate or public health order is in effect. • When an employee becomes ill at work. • When an employee who has recovered from COVID-19 returns to work and has a residual cough. • When employees must work in close quarters and distancing of 6 feet (2 meters) is not possible, i.e. working inside a vehicle. • When facilities staff are cleaning or decontaminating affected areas. • When employees leave their personal workspace and enter common areas/hallways. • Meetings of more than 3 - 4 people (i.e. in a boardroom), and time expected is greater than 15 minutes. Regardless, physical distancing of 6 feet must still be practiced. 02.05 Replacing a Mask • When a mask becomes damp or humid, replace it with a new mask. • If a mask becomes contaminated or damaged on the outer layer, replace it with a new mask. • Do not reuse a single -use mask. Discard your mask when you have finished using it. Therefore, staff should start with a new mask at the beginning of each scheduled shift. SOP Title: Use of Surgical Masks during a Page 3 of 4 Pandemic or Respiratory Outbreak 02.06 Non -Medical Masks Non-medical masks or face coverings should: • Fit securely to the head with ties or ear loops. • Maintain their shape after washing and drying. • Be made of at least two layers of tightly woven material fabric (such as cotton or linen). • Be large enough to completely and comfortably cover the nose and mouth without gaping. • Not be shared with others. • Be changed when they get slightly wet or dirty. If the non-medical mask or face covering can be cleaned, you should: • Put it directly into the washing machine or a bag that can be emptied into the washing machine. • Wash with other items using a hot cycle with laundry detergent (no special soaps are needed), and dry thoroughly. • Wash your hands after putting the face covering into the laundry. All face coverings that cannot be cleaned should be thrown out and replaced as soon as they get slightly wet, dirty or crumpled. SOP Title: Use of Surgical Masks during a Page 4 of 4 Pandemic or Respiratory Outbreak Cts DICKERING Standard Operating Procedure Procedure: Hand Hygiene Department/Division All Department/Divisions Section Not Applicable Date Originated (m/d/y) June 1, 2020 Supervisor/Manager Approval Division Head/Director Approval �- Date Revised (m/d/y) Reference Employee Handbook — Pandemic Protocol for Reopening Pages: 4 Chief Administrative Officer Approval ,._. ____f___ -- Index Section/ Subsection Section/Subsection Title Overview Required Competencies 01 Definitions 02 Procedures Overview The City of Pickering (City) is committed to maintaining a safe and efficient work environment for staff. Proper hand hygiene is vital to lowering infectious disease transmission by preventing the spread of bacteria and viruses. The City will ensure staff have access to clean washing facilities that are adequately stocked with soap and paper towel. The City will provide hand sanitizer, as well as disposable gloves, where required. This standard operating procedure provides information on proper hand hygiene in order to help protect your health and the health of others. Required Competencies Not Applicable 01 Definitions 01.01 Hygiene — any practice or activity that you do to keep things healthy and clean. 01.02 Bacteria — microscopic living organisms that can be found everywhere. They can be dangerous, such as when they cause infection. 01.03 Sanitizer — an alcohol based product used to reduce or eliminate bacteria on surfaces. 01.04 Gloves — a covering for the hand worn for protection against dirt and germs, typically having separate parts for each finger and the thumb. 01.05 Don and Doff — to put on and take off. 02 Procedures 02.01 When and How to Wash Hands Frequent handwashing is the most effective method for the prevention of spreading and controlling infection. Hands should be washed upon arrival at work, before and after eating, after washroom use, after blowing your nose or sneezing, after using shared equipment, after handling animals and chemicals, before and after administering first aid, whenever visibly dirty, any time, and often. To promote hand hygiene by washing follow these steps: • Place hands under clean running water. • Apply liquid soap and lather. Be sure to wash all surfaces, front and backs of hands including wrist, as well as in between the fingers, fingertips, and nails. Rub hands together for at least 20 seconds. • Rinse your hands thoroughly under clean running water. • Dry hands with paper towel before turning off faucet. • Turn faucet off with used paper towel. Be careful not to re - contaminate hands on faucets, paper towel dispenser, or door handle. • Throw paper towel in the garbage. 02.02 When and How to Use Hand Sanitizer When handwashing with soap and water isn't feasible, an alcohol based hand sanitizer can be used to quickly kill bacteria on hands that are free of visible matter, such as dirt, food or other matter. To promote hand hygiene using a hand sanitizer follow these steps: • Apply a dime size of alcohol based hand sanitizer to the palm of hand (normally one to two pumps). • Rub hands together vigorously, covering the entire surface of hands, front and back, between fingers, fingertips, and under nails. • Continue rubbing for 25 seconds until absorbed and hands are dry. SOP Title: Hand Hygiene Page 2 of 4 02.03 When and How to Don and Doff Disposable Gloves Wide scale glove use is not required, however glove use is mandatory under the following circumstances: • When facility staff are cleaning or decontaminating affected areas used by other staff and members of the public. • When responding to an emergency situation, such as first aid/CPR. • When having to maintain continuous close contact with an employee who has become severely ill. Employees who choose to wear disposable gloves despite this criteria, must ensure they are changing them as frequently as they would be required to wash their hands. While wearing disposable gloves: • Do not to touch your face or adjust PPE. • Do not directly touch surfaces such as keyboards, mouse, or door handles. • Do not reuse, wash, or sanitize disposable gloves once they have been used. To don disposable gloves safely follow these steps: • Wash hands. • Select the proper size gloves. • Hold the top rim of one glove with one hand and insert the other. • When the base of your thumb reaches the cuff of the glove, begin to spread your fingers and insert hand into glove. • Pull glove cuff towards wrist to cover as much skin as possible and secure glove. • With the gloved hand, take the other glove by the top rim, and insert the other hand. • Check to make sure there are no holes of tears. To doff disposable gloves safely follow these steps: • Pinch and hold the outside of the glove near the wrist. • Peel the glove downwards, away from the wrist, turning the glove inside out. • Peel the glove away until it's removed from the hand, and hold the inside -out glove with the gloved hand. • With the ungloved hand, slide your finger under the wrist of the gloved hand. Do not touch the outside of the glove. • Peel downwards, away from the wrist, turning the glove inside out. SOP Title: Hand Hygiene Page 3 of 4 • Pull the glove down, and over the inside out glove you are holding in your gloved hand, until it's removed. This ensures both gloves are inside out, one glove inside the other, and no contaminants are on the outside from the hand. • Place gloves in the garbage. • Wash hands. SOP Title: Hand Hygiene Page 4 of 4 Cts DICKERING Standard Operating Procedure Procedure: Health Screening for Conducting Business Offsite Department/Division All Departments/Divisions Section Not Applicable Date Originated (m/d/y) June 4, 2020 Supervisor/Manager Approval a Division Head/Director Approval fer Date Revised (m/d/y) Reference Employee Handbook — Pandemic Protocol for Reopening Pages: 3 Chief Administrative Officer Approval f____________ Index Section/ Subsection 01 02 Appendix 1 Appendix 2 Overview Section/Subsection Title Overview Required Competencies Definitions Procedures SOP — Use of Surgical Masks during a Pandemic SOP — Hand Hygiene To implement a minimum safety protocol for all employees who conduct City business with members of the public at their homes or businesses. This screening protocol is in response to COVID-19 and efforts to ensure the health and safety of all staff and City customers. Its application is to those staff who are required to attend meetings offsite for the purpose of conducting inspections, investigations, or law enforcement at homes, buildings or businesses. • By-law Enforcement • City Development • Engineering Services • Fire Prevention • Joint Health & Safety Committee with a member of management and Human Resources (for the purpose of conducting a workplace accident investigation that may occur while working from home) Screening questions are to be asked and the onsite inspection protocol is to be adhered to. This SOP is to be used in conjunction with each respective Sections SOP for safety and site inspections. Required Competencies Not Applicable 01 Definitions 01.01 COVID-19 — is the infectious disease caused by the most recently discovered coronavirus that has caused a pandemic globally. 01.02 Inspection request — a request from the public to attend a specific location for the purposes of conducting inspections, site meetings, or other City business. 01.03 Site Inspection — the physical act of being on site at a specific location for the purposes of conducting inspections, site meetings, or other City business. 02 Procedures 02.01 On the morning of the scheduled visit, staff must contact the individual they are meeting with directly to perform a health screening for symptoms of COVID-19. Staff must use the Ontario self -screening tool at https://covid-19.ontario.ca/self-assessment and go through the questionnaire with the person(s) on the phone. Staff will follow the guidance directed at the end of the questionnaire to determine if the appointment can proceed. 02.02 If the direction of the questionnaire is to have the individual be further assessed for COVID-19 testing, the appointment shall be rescheduled no earlier than 14 days later. 02.03 If the visit is being conducted in a home, staff must also inquire if anyone in the dwelling has a confirmed case of COVID-19. If the individual answers positively, the appointment shall be rescheduled no earlier than 14 days later. 02.04 If the purpose of the scheduled visit can be performed outside without the individual present, or can be conducted while maintaining 6 feet of physical distancing outside, the appointment may proceed. 02.05 At the time of the an onsite visit: SOP: Site Inspections — COVID Protocol Page 2 of 3 • Staff are to maintain social distancing at all times, a minimum of 6 feet of spacing is required. • Staff are not to shake hands or share writing devices. • Staff shall wear masks in occupied buildings, including dwellings as per the SOP — Use of Surgical Masks during a Pandemic (Appendix 1). • When possible, inspections may be conducted by way of video or pictures and documented as such electronically. • If safety protocols cannot be adhered to, staff shall terminate the inspection and report the incident to their Supervisor. 02.06 Post Visit: • Staff are encouraged to maintain hand hygiene as per the SOP for Hand Hygiene (Appendix 2). • Staff are to wipe down and sanitize steering wheels and high -touch areas within their vehicles. SOP: Site Inspections — COVID Protocol Page 3 of 3 c44 DICKERING Standard Operating Procedure Procedure: Facility Cleaning and Disinfection during a Declared Public Health Emergency Department/Division Community Services Section Facilities Operations Date Originated (m/d/y) June 24, 2020 Supervisor/Manager Approval Division Head/Director Approval Date Revised (m/d/y) Reference Pages: 7 Chief Administrative Officer Approval Index Section/ Subsection Section/Subsection Title Overview Required Competencies 01 Definitions 02 Procedures Appendix 1 Required Tools and Equipment Appendix 2 Cleaning and Contact Time for Disinfecting Appendix 3 Sample Cleaning Checklists Appendix 4 Cleaning and Disinfection Products SDS Sheets Overview This Standard Operating Procedure will be in effect during any declared public health emergency. Providing facilities cleaning staff with detailed cleaning and disinfecting procedures go hand in hand with providing both City staff and facility users with a clean, healthy, and safe environment. Following these procedures will ensure that facilities cleaning staff continually provide the highest levels of facility cleanliness. These procedures are subject to change based on direction or legislation provided by provincial and regional government agencies. Each area of a facility requires different frequency of cleaning and disinfecting as follows: Areas of Facilities Frequency Time Washrooms Every hour During normal operating hours Change rooms (including benches and floors) Every two hours During regular operating hours Change room showers End of each day While the facility is closed to the public arena dressing rooms including washroom areas, benches and floors After each user During regular operating hours / while the facility is closed to the public meeting rooms, program rooms, and banquet halls Prior to each use During regular operating hours / while the facility is closed to the public All other high touch areas including hand rails, door handles, elevator controls, light switches, water fountains and bottle filling stations etc. Hourly During all operating hours All public areas such as lobby areas, public viewing spaces, and bleacher areas Cleaned as required or a minimum of once per day During regular operating hours / while the facility is closed to the public Staff offices and desks End of each day All staff will have access to Lysol Disinfectant Wipes to maintain their personal desks and offices as they deem necessary during regular business hours All disinfection products have a required duration where the product must remain on a surface in order to effectively kill bacteria or germs. Following manufacturers' recommended time lines is vital to ensure proper disinfection of hard surfaces. Detailed documentation of all completed cleaning and disinfection tasks is mandatory to provide the necessary back up to prove due diligence in any instance where cleaning and disinfection levels are questioned. Facilities cleaning staff require the cooperation of all City staff to ensure that personal desk spaces and offices are left in a manor conducive to allow for proper cleaning and disinfection procedures to be completed. SOP Title: Facility Cleaning and Disinfection Page 2 of 7 Required Competencies WHMIS training and orientation; workplace safety training; site and task specific workplace training. 01 Definitions 01.01 WHMIS — Workplace Hazardous Materials Information System. 01.02 PPE — Personal Protective Equipment (such as nitrile gloves, safety eyewear, and masks). 01.03 SDS — Safety Data Sheet. 01.04 Cleaning — The process of removing unwanted contamination or substances from an object or area. 01.05 Disinfecting — The process of killing and destroying any unwanted germs or bacteria on an object or an area. 01.06 Contact Time — The amount of time required that a disinfection product must remain on a surface to ensure existing bacteria and germs can be killed. 02 Procedures Cleaning and Disinfecting Preparation 02.01 Always wear appropriate PPE as required per a manufacturer's label. Ensure cleaning and disinfecting solutions are prepared as per a manufacturer's instructions. Familiarize yourself with the a product's SDS. Make sure spray bottles are properly labeled before use. 02.02 Assemble all necessary equipment and supplies before entering a specific area that requires cleaning and disinfection. Items include but are not limited to cleaning and disinfection products, brooms, dust mops, scoops, mops and buckets, vacuum, garbage bags, toilet paper, hand soap etc. Washroom Cleaning and Disinfection 02.03 Confirm the proper operation of lights, fans, and switches; report any problems if necessary. 02.04 Dust all supply and return air vents; partitions; and, lights and then sweep the floor with a broom and scoop. 02.05 Empty all trash containers and replace garbage bags SOP Title: Facility Cleaning and Disinfection Page 3 of 7 02.06 Refill soap dispensers, paper hand towel, toilet paper dispensers, and feminine hygiene product dispensers if applicable. Flush toilets and urinals if necessary. 02.07 Apply Spray Nine Heavy Duty Cleaner to hard surfaces (sinks, toilets, urinals, hand dryers, counter tops, walls, and washroom partitions) and immediately wipe down with clean paper towels until free of any residue. Discard all used paper towel. 02.08 Apply ES15 Disinfectant to all hard surfaces as outlined in section 02.07. Using a toilet brush or swab, scrub toilet bowls and urinals including the underside and backs of each fixture. Allow disinfectant to remain on surfaces for a minimum of five minutes as per the manufacturer's recommendations. Wipe down and remove all ES15 using clean paper towel once the required Contact Time has been reached. Flush toilets and urinals. Discard all used paper towel. 02.09 Apply Windex Glass Cleaner to all mirrors and stainless steel fixtures. Using clean paper towel wipe down all mirrors and stainless steel until dry and streak free. Discard all used paper towel. 02.10 Wipe down all high touch areas including door handles, accessibility buttons, washroom partition handles, light switches, soap dispensers, and hand dryers using Lysol Disinfectant wipes. 02.11 Using ES64 disinfecting solution, mop, bucket and wringer, clean the floor from farthest corner out. Be certain to clean corners and edges. Work your way out of the washroom by working toward the door. Leave wet floor signs or caution signs in place until the floor is dry. 02.12 When cleaning is required during operating hours and fully closing the washroom is not possible (for example, when a washroom is located within a change room), use this simplified procedure to complete the task: • Place wet floor or caution signs outside of washroom. • Scoop the floor with a broom and scoop. • Empty all trash containers and replace garbage bags. • Refill all hand soap, paper towel, and toilet paper dispensers. • Apply ES15 to hard surfaces for the appropriate Contact Time. • Spray mirrors and glass surfaces with Windex Glass Cleaner. Wipe clean with paper towel. Discard all used paper towel. • Using clean paper towel, wipe down all toilets, urinals, sinks, faucets, and counter top. Discard all used paper towel. • Using ES64, mop, bucket and wringer, clean the floor from farthest corner out. Use caution with this step if members of the public are present. Leave wet floor signs or caution signs in place until the floor is dry. SOP Title: Facility Cleaning and Disinfection Page 4 of 7 02.13 Document all completed tasks on the Washroom Checklist (see Washroom Cleaning and Disinfecting SOP). 02.14 Open the washroom for use. Meeting Room Cleaning and Disinfection 02.15 Prior to any usage of a meeting room, program room, or banquet hall, all hard surfaces (tables, chairs, floors, kitchens and washrooms) must be cleaned and disinfected. 02.16 Sweep all floor areas to ensure that all debris has been removed from any floor surface. 02.17 Apply Spray Nine Heavy Duty Cleaner to all hard surfaces including tables and chairs. Immediately wipe down all areas where Spray Nine has been applied with clean paper towels until free of any residue. Discard all used paper towel. 02.18 Apply ES15 Disinfectant to all previously cleaned hard surfaces. Allow for ES15 to remain on applicable hard surfaces for a minimum of five minutes as per manufacturer's recommendations. 02.19 Wipe down and remove all ES15 using clean paper towel once the required Contact Time has been reached. Discard all used paper towel. 02.20 Clean and disinfect any washrooms adhering to section 02.03 to 02.12. 02.21 Clean and disinfect any kitchen areas including all appliances, counters and sinks. 02.22 Remove all garbage and recycling from provided containers and replace bags. 02.23 Wipe down all high touch areas including door handles, accessibility buttons, washroom partition handles, light switches, soap dispensers, and hand dryers using Lysol Disinfectant wipes. 02.24 Using ES64 disinfecting solution, mop, bucket and wringer, clean the floor from farthest corner out. Be certain to clean corners and edges. Work your way out of the area by working toward the door. Leave wet floor signs or caution signs in place until the floor is dry. 02.25 Document all completed tasks on the Meeting Room Cleaning Checklist. SOP Title: Facility Cleaning and Disinfection Page 5 of 7 Staff Office and Desk Cleaning and Disinfection 02.26 Desk or office users may at any time use the provided Lysol Disinfectant Wipes to take care of spot cleaning and disinfection of their personal spaces. It is recommended that vinyl gloves be warn at all times when handling Lysol Disinfectant Wipes. 02.27 All desks and office areas must be cleaned and disinfected at the end of each business day or prior to a second user being granted access to use any desk or office space during normal business hours. 02.28 Where practicable, all desks should be left free of any items that would prohibit the cleaning and disinfection process. 02.29 Where possible, cleaning staff shall move any items on desks to one side before cleaning and disinfection. Should there be too many items left on a desk to safely clean and disinfect the desk surface, the desk should remain un -cleaned. 02.30 Apply Spray Nine Heavy Duty Cleaner to all desk surface areas and immediately wipe off using clean paper towel until free of any residual of Spray Nine Heavy Duty Cleaner. Discard all used paper towel. 02.31 Apply ES15 Disinfectant to all desk surface areas previously cleaned. Allow for ES15 to remain on applicable hard surfaces for a minimum of five minutes as per the manufacturer's recommendations. Wipe down and remove ES15 using clean paper towel once the required Contact Time has been reached. Discard all used paper towel. 02.32 Wipe down all high touch surfaces including key boards, mouses, and phones using Lysol Disinfectant Wipes. 02.33 Empty any recycling and garbage containers and replace bags. 02.34 Include the cleaning and disinfection of common high touch staff used areas and equipment including photo copiers, plotters, scanners, and coffee stations using Spray Nine Heavy Duty Cleaner and ES15. 02.35 The cleaning and disinfection of desks and offices should be documented as completed on the Daily Cleaning Task Sheets. High Touch Common Area Disinfection 02.36 Once per hour, all high touch items, equipment, and areas shall be wiped down using Lysol Disinfecting Wipes. These items, equipment, and areas include but are not limited to hand rails, door handles, elevator buttons, trash collection stations, service counters, public seating areas, water fountains and bottle filling stations SOP Title: Facility Cleaning and Disinfection Page 6 of 7 02.37 High touch disinfection should be documented on the Daily Cleaning Task sheets when completed. Appendices The following form(s)/document(s) have been developed to support the various processes outlined in this Procedure: Appendix 1 Required Tools and Equipment Appendix 2 Cleaning and Contact Time for Disinfecting Appendix 3 Sample Cleaning Checklist Appendix 4 Cleaning and Disinfection Products SDS Sheets SOP Title: Facility Cleaning and Disinfection Page 7 of 7 C4 ,A- PICKERING Appendix 1 — Required Tools and Equipment • Personal Protective Equipment (gloves, safety eyewear, masks) • Wet Floor or Caution Sign • Spray Bottle • Mop, Mop Bucket, and Wringer • Broom and Dust Pan • Toilet Swab or Brush • Cloth Wipers • Paper Towel • Toilet Tissue • Trash Bags • Hand Soap Containers • Feminine Hygiene Product • Cleaning Solutions • Disinfecting Solutions • Glass Cleaning Solution C4 ,A- PICKERING Appendix 2 — Cleaning and Contact Time for Disinfecting • Enviro Solutions 64 disinfectant: 15 minutes • Enviro Solutions 15 (ES15) disinfectant: 5 minutes • Lysol Disinfecting Wipes: 10 minutes • Non Acid Bowl and Bathroom Cleaner: 5 minutes • Spray Nine Heavy Duty Cleaner Disinfectant: 45 seconds • Windex Glass Cleaner: 10 minutes C4 .;j- PICKERING Appendix 3 - Sample Cleaning Checklist 01 -vi P1CKER1NG CHDRC Arena Daily Cleaning Log Sheet Meeting Room A Date Time Kitchen Tables & Chairs Garbage Walls & Floors Washroom High Touch Staff Initials - C14 66-- DICKERING Appendix 4: Cleaning and Disinfection Products SDS Sheets Visit the City's WHMIS Safety Data Sheet Catalogue to view the SDS sheets for the new cleaning and disinfection products. eery,./, PICKERING Standard Operating Procedure Procedure: Visitor Management Department/Division Community Services Section Operations Date Originated (m/d/y) June 24, 2020 Supervisor/Manager Approval Division Head/Director Approval IS Date Revised (m/d/y) Reference Pages: 3 Chief Administrative Officer Approval c Index Section/ Subsection Visitor Management Overview Required Competencies 01 Definitions 02 Procedures Appendix 1 Visitor Log Form Appendix 2 Covid-19 Screening Questionnaire Overview This procedure is meant to apply to the general public as well as visitors and service providers who attend at City facilities and who enter private staff workspace or who are performing work on City property. This procedure does not apply to members of the community who are participating in City run programs. Required Competencies Staff working at reception desks, or who are in charge of facilities must ensure that visitors and service providers are logged in and out, and that they are actively screened prior to entering staff workspace. For visitors who are simply entering the public space within a building, passive screening will apply. 01 Definitions 01.01 Active Screening — This is a verbal question posed by a member of staff to each visitor asking them if they have reviewed the Covid-19 screening questionnaire, and confirming that they have met the requirements to be on City property. 01.02 Passive Screening — These are signs posted listing Covid-19 signs and symptoms, for an individual to perform a self-assessment and determine if they should remove themselves from the building in the case of a fail. 01.03 Receptionist — the person designated to perform the duties associated with the entry screening station. 01.04 Visitor — A person who enters a City facility who may be attending a prescheduled meeting with a specific member of staff, and who may enter private workspace or a meeting room where the general public is excluded. This could also be a person performing work at a City facility. 02 Procedures 02.01 Visitors to a City facility will be required to pass an entry screening station that will display signage for passive screening. After each visitor has completed this self-assessment, they will be asked to use the hand sanitizer that is provided. 02.02 Visitors will maintain physical distancing (6 feet) while in City facilities. 02.03 Visitors in a public space will be encouraged to wear face masks. The City will not be supplying facemasks. Visitors who are attending a meeting, or are providing a service in non-public space, will be required to wear a face mask. 02.04 Every facility will have a designated receptionist. If there is no full-time receptionist at a City building, a staff member may be designated by the building supervisor to perform this function. 02.05 No visitor or service provider can enter private City workspace unless they have made an appointment with a specific staff member. SOP Title: Visitor Management Page 2 of 3 02.06 When the visitor arrives at the City facility, the receptionist will confirm the appointment and ask for the inviting staff member to attend the building reception area. 02.07 The receptionist will take down the visitor information on the visitor log. 02.08 The receptionist will verbally confirm that the visitor has read the Covid-19 Screening Form, and that they meet the requirements for entry. 02.09 The staff member who has made the appointment with the visitor will escort them to the meeting or work location. 02.10 The staff member who has made the appointment will be responsible to ensure that the visitor has a face mask, and that the visitor is not left unattended. The City will not provide face masks. 02.11 When the meeting or work is concluded, the staff member will escort the visitor out, and make a note of the time on the visitor log. 02.12 The visitor log will be kept at an accessible location for contact tracing if required. 02.13 The meeting or work can be terminated at any time if the visitor displays any symptoms of Covid-19 or refuses to wear a face mask. Appendices The following form(s)/document(s) have been developed to support the various processes outlined in this Procedure: Appendix 1 Visitor Log Form Appendix 2 Covid-19 Screening Questionnaire SOP Title: Visitor Management Page 3 of 3 Appendix 1 — Visitor Log Date of Visit Visitor/Company Name Person Responsi ble for Visitor Department(s) Visited Purpose of Visit Contact Phone # and Email Address Time In Time Out Appendix 2 — Covid-19 Screening Questionnaire Attention Visitors Do you have any of the following? cough Runny ruse Loss ff taste or smell Have you been In dose -contact with someone who Is sick/has confirmed COVID 19 in 1 he past 1 1 dLnyrs? Difflcti Ity Ili -v..0 Fiiiiy rtit�t feeling W2F1 Sore throatf'troub'e wKrallrur;r,g Nausea.. worn ,ting diar. lint I-Iawe }you returned from travel outsIde Canada In the past 14 dors.? If you a rises ed YES to any of these, plcka sa. -delay your visit. AND contact your health Care proiriderr or Telehealth Ontario (I.. 86.6.797.000W PICKERING c40,/ PICKERING Appendix 3 Procedure Procedure Title: Working from Home Procedure Number HUR 040-01 Reference HUR 040 — Hiring Policy Date Originated (m/d/y) May 28, 2020 Date Revised (m/d/y) Pages 5 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective In light of the continued risks associated with COVID-19 and in an effort to prevent further spread, the City of Pickering (the "City") is requiring employees to work from home where practicable in order to support physical distancing requirements. The City will continue to comply with provincial emergency orders and will align its telecommuting arrangements with the phased in reopening of City facilities. Index 01 Definitions 02 Procedure 03 Responsibilities 04 Work from Home Ergonomics 01 Definitions 01.01 Alternate Worksite - An area in an employee's private residence that has been temporarily designated as a workspace in order to help prevent the spread of COVID-19 in the City's regular workplace. The employee is responsible for confirming that the Alternate Worksite is safe and can maintain the privacy and security of the employee and the City's confidential information. The City is not responsible for any damage to the Alternate Worksite that may arise as a result of working from home. 01.02 Arrangement - The Work from Home arrangement between the specific employee and the City in accordance with the terms of this Procedure. 01.03 Telecommuting — A work arrangement in which the employee works from home with the use of an internet and phone connection. 01.04 Working from Home Agreement — The agreement between the City and the employee outlining the employee's responsibilities when working from home. 02 Procedure 02.01 Unless otherwise specified, and to the extent possible, the ordinary terms and conditions governing an employee's employment relationship with the City remain applicable and in force while working from home. This Procedure is a supplement to, and not a replacement for, any of the terms of employment between employees and the City under an employee's respective employment agreement, collective agreement, or any other applicable City procedures. 02.02 Except as specifically provided herein, all employees remain obligated to comply with all City policies, procedures, practices and instructions that would apply if they were working at the City's regular worksite. Work products developed or produced by employees while working from home remain the property of the City. 02.03 To be eligible to work from home, the employee must demonstrate such skills and abilities as the ability to work independently, achieve established targets, and maintain effective and timely communications. 02.04 During work hours, all employees must be focused on doing City work. Work hours, compensation and leave scheduling while working from home continue to conform to applicable City Policies. Call in procedures, notification of illness, and requests to use of vacation or lieu time must be approved by the immediate non-union supervisor and in the same manner as such requests would be approved if employees were continuing to work at the City's regular worksite. 02.05 All employees will continue to work their normal work schedule, unless an alternative schedule has been agreed upon by the employee, the union (where applicable) and the City. Any requests for alternative schedules will be assessed on an individual basis and will be in accordance with Human Rights accommodations. 02.06 Employees working at home will not be eligible for overtime unless identified as a requirement and pre -approved by their immediate supervisor. 02.07 An employee on an attendance improvement plan or performance improvement plan may not be permitted to work from home. 02.08 Positions that are suitable for telecommuting are determine based on the following criteria: a) Working off-site will not negatively impact customer service, or the ability of the employee to perform their core duties. b) The employee's work is operationally feasible (i.e. work can be reasonably done off-site). Procedure Title: Working from Home Page 2 of 5 Procedure Number: HUR 040-01 02.09 Ineligible telecommuting positions include: a) Positions that require special equipment or vehicles. b) Positions that are necessary to protect and serve the safety and welfare of City of Pickering residents. 03 Responsibilities 03.01 Human Resources to: a) Provide advice and guidance, as requested, on the Working from Home Arrangement. b) Collaborate with Departments and Divisions to resolve telecommuting arrangement issues, as requested. c) On a regular basis, review and update the Procedure as needed and ensure its application is in compliance with relevant legislation and considers internal feedback. d) Maintain records, such as the Work from Home Agreement (Appendix 1), in the employee's file. 03.02 Supervisor to: a) Determine which positions are suitable to telecommuting. i. This includes considering the full scope of duties for a position to determine if it is possible for the employee to perform the duties working from home. b) Determine whether the employee is a good candidate for telecommuting. a) Confirm that the employee has the required equipment to telecommute (e.g. high-speed internet access, personal desktop computer or laptop, landline or cellular phone). b) Consult with Information Technology (IT) to confirm availability of technological resources if the employee does not have their own required equipment. c) Ensure the employee reviews and signs off on the Work from Home Agreement (Appendix 1). d) Provide a copy of the signed Work from Home Agreement (Appendix 1) to Human Resources for retention in the employee's file. Procedure Title: Working from Home Page 3 of 5 Procedure Number: HUR 040-01 e) Adapt a management style for telecommuting employees as appropriate in order to manage by results achieved by the employee and not by observation of the employee's work habits or performance while in the office. Set clear performance objectives and timelines. f) Maintain regular phone and email communication with the employee. It is critical to stay in contact to understand status of work and communicate information the employee may need to receive while at their home workplace. g) In the event that the employee has a safety incident in their designated workspace, follow the standard internal incident reporting procedure 03.03 Employee to: a) Review and sign the Work from Home Agreement (Appendix 1) and submit to Supervisor prior to implementing the arrangement. b) Continue to conform to applicable policies, procedures and agreements with regard to work hours, compensation, and leave. c) Select a designated workspace at home to limit distractions and perform work at this location. Ensure that this workspace meets the standards in the City's Occupational Health & Safety Policy. d) Make appropriate dependent care arrangements and manage personal responsibilities in a way that allows successful completion of job responsibilities. e) Be accessible via telephone and/or online during designated work hours and respond to voice mail and email messages as per the Employer's expectations throughout the working day. Employees shall utilize the Mitel phone app or forward work phones directly to home or mobile phone so that calls from the public or internal staff are re -directed seamlessly. f) Maintain regular phone and email communication with immediate supervisor, keeping them updated on progress on all assignments worked on at the Alternate Worksite and to resolve any issues encountered while working from home. Employees shall structure their time to ensure attendance at required meetings. g) Comply with the City's absence reporting requirements. h) Take the necessary precautions to secure and protect City property, documents and the confidentiality of information at their homes. Use of a locked space (e.g. filing cabinet if available) is recommended for all personal or confidential information. Procedure Title: Working from Home Page 4 of 5 Procedure Number: HUR 040-01 i) Take the necessary precautions to secure their home wireless network when connecting their computing devices, personal or City issued, to their home Wi-Fi network. Employees should avoid connecting to any public Wi-Fi networks using their personal or City issued computing devices while working from home. j) Only use City equipment, software, data and supplies for official City business, and return such items to the City at the termination of the arrangement, or upon request by the City. k) Immediately report any work related injury sustained while working at home to the immediate Supervisor. Employees agree to allow a City of Pickering Health and a member of the Joint Health and Safety Committee to inspect their home if an injury were to occur, requiring a full investigation of the incident. Employees may be required to grant access to their premises to such authorities as the Ministry of Labour and/or the Workplace Safety and Insurance Board (WSIB). 04 Work from Home Ergonomics 04.01 Employees shall ensure that their Alternate Worksite is safe and ergonomically suitable (Appendix 2) and free of any health or safety hazards. 04.02 Employees are entirely responsible for the nature, condition and control of the Alternate Worksite. Some ergonomic measures are easily taken with household items, such as a stack of books to raise a screen. If an employee requires assistance, they are to contact their immediate non-union supervisor to discuss specific needs. 04.03 Employees remain liable for injuries to third parties and/or family members at the Alternate Worksite premises. Employees further agree not to assert against the City and its officers and employees any claims of liability for accidents or damages to the employee, the employee's property, to third parties, or to the property of third parties. Appendices Appendix 1 Work from Home Agreement Appendix 2 How to Adjust Your Workstation (Ergonomic Check) Procedure Title: Working from Home Page 5 of 5 Procedure Number: HUR 040-01 Gdy, ,( DICKERING Appendix 1 Working from Home Agreement Intent This agreement outlines the process used and expectations for employees working from home during this unprecedented time (COVID-19 — declared emergency). Working from home is not a universal privilege and may not be extended beyond this emergency period. This Agreement shall be without prejudice or precedent and will be updated as and when required due to the fast -evolving nature of the current crisis. Guidelines This agreement does not alter or replace the terms of an existing employment contract. Employees must comply with all company rules, policies, practices, and instructions that would apply if the employee were working at the regular company worksite. Work hours, compensation, and leave scheduling will continue to conform to applicable policies and agreements. Requests to use leave time must be approved by the employee's immediate non-union supervisor in the same manner. Performance Management Working from home should not affect an employee's ability to complete day-to-day functions, including communicating with colleagues, management, clients and so on. Employees must stay updated on department and work events. The Employee will be accessible via telephone and online during designated work hours and will respond to their voice mail and email messages as per the Employer's expectations throughout their working day. Employees must keep supervisors/managers informed on the progress of assignments and reach out for support if needed. The Employee's daily work schedule will consist of the same number of hours normally worked under their hours of work schedule. Overtime shall not be approved on days the Employee worked from home. If an employee's presence is required for a meeting at the worksite, reasonable notice will be provided. If at any time the arrangement no longer meets business or productivity goals, the City of Pickering reserves the right to revoke the agreement. Use of Company Property The Employee agrees to supply all necessary equipment. At a minimum, employees need a computer, internet, and phone access. If you do not have a company -provided device but have a personally owned computer/laptop/iPad, you may use this. However, you are responsible for following all the City of Pickering practices and policies to maintain security on your device. Speak to your internet/cell provider about your plan(s) to ensure that you will not experience any overage fees. The City of Pickering does not cover the cost of home Internet and phone and does not insure personal technology. The Employer may provide additional equipment at its discretion. All equipment, records and materials provided by the Employer remain the property of the Employer. Employees must, where provided, use company -provided devices when working from home to ensure that the appropriate software and programs are being used while maintaining data security and confidentiality. All completed and working copies of documents must be saved on the City of Pickering online system with limited access so that information is available to those who may require its use from the company worksite. Company-owned resources may only be used for business purposes. Employees must take reasonable steps to protect any company property from theft, damage, or misuse. Depending on the circumstances, the employee may be responsible for any damage to or loss of company property. The City of Pickering's Information Technology Policy must be followed at all times. Health and Safety The City of Pickering is committed to ensuring that the alternate worksite is safe and ergonomic, and employees may be required to provide information or details on their work from home set up. The Employee agrees: • To ensure that their home workspace is arranged so that it is comfortable and ergonomically sound; • Take regular breaks (as per the City of Pickering Policy); • Ensure that the workspace is kept clear and free from obstacles or tripping and other hazards, and is well lit; • All work-related information and data is kept secure; • Keep in regular communication with their managers and proactively discuss any problems that arise from working from home; and • If a risk of harm to the employee's physical and/or mental health and safety arises, the employee agrees to consult with their manager about ways this harm can be eliminated or minimized. If the workspace is unsafe and cannot be made safe, the City of Pickering may refuse or revoke the employee's work from home arrangement. Employees working from home will be covered by WSIB for job-related injuries that occur in the course and scope of employment while working from home. Employees agree to allow a Human Resources Representative to inspect their home if an injury were to occur in their home, requiring a full investigation of the incident. Employees may be required to grant access to their premises to such authorities as the Ministry of Labour and/or the Workplace Safety and Insurance Board (WSIB). The employee remains liable for injuries to third parties that occur on the employee's premises. End of Agreement At the end of a work from home agreement, employees must promptly return all company property used for working at home. An employee, current or former, may receive notices from the City of Pickering to return company property. Failure to do so may result in discipline for current employees or legal action if the employee no longer works for the company. If an agreement is being revoked, employees will receive reasonable notice to make any arrangements necessary to return the company property to the worksite. Acknowledgement and Agreement I acknowledge that I have read and understand the Working from Home Agreement of the City of Pickering. Further, I agree to adhere to this agreement and, if applicable, will ensure that employees working under my direction adhere to this agreement. I understand that if I violate the rules or procedures outlined in this agreement, I may face disciplinary action up to and including termination of employment. Name: Signature: Date: Witness: C4 Obi - PICKERING How to Adjust Your Workstation (Ergonomic Check) Appendix 2 Seat Adjustment 1. Adjust the seat height, knees at 90°, with feet flat on the floor or on a footrest. 2. Adjust the seat angle at the horizontal, if available. 3. Adjust the seat depth, if available. The gap between , 5 k w ,, '4 - Ph 1 the back of the knees and the front of the seat should be equivalent to the width of 2 or 3 fingers. Backrest and Armrest Adjustment 4. Adjust the backrest height, if available. The curve of the backrest should fit the lumbar curve. �';� 5. Adjust the backrest tension. - 0 The backrest should offer adequate resistance based on _- je the individual's weight. 6. Adjust the backrest angle g by locking the backrest between 90° and 135° or setting the backrest in tilt mode from 0° to 20°. 7. Adjust the armrests, if available. The arms should be supported with shoulders relaxed and elbows at 90° and as close to the body as possible. Keyboard Tray Adjustment 8. Adjust the keyboard tray height, if available. The arms and forearms should form an angle of approximately 90°. 9. Adjust the keyboard tray angle. The wrists should be in a neutral position with minimal flexion or extension. t r� - iii Screen Adiustment 10. Adjust the eye-to-screen distance. The eye-to-screen distance should be about on arm's length. 11. Adjust the height of the monitor. The horizontal line of vision should extend to the upper third of the display screen. I—t1,1 (111 Limaa744: Reach Zone 12. Work tools should be as close to the worker as possible. Reach zones should be kept to a minimum. rtfee__:7_,..