NRCAN GUIDEBOOK COVID-19 RE-ENTRY TO THE WORKPLACE PROTOCOLS

JULY 23, 2020

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Table of Contents Scope .................................................................................................................................................................................... 2

NRCan Context ................................................................................................................................................................... 2

Federal Guidance .............................................................................................................................................................. 3

Re-Entry Considerations..................................................................................................................................................... 3

Employee Responsibilities ................................................................................................................................................. 3

Guidebook Topic Areas .................................................................................................................................................... 5

General Return to Work Protocol for all Employees .................................................................................................. 6

Building Entry and Points of Access ................................................................................................................................. 7

Contractor and Visitor Access .......................................................................................................................................... 9

Non-Medical Masks (NMM) and Cloth Face Coverings (CFC) ............................................................................... 10

Personal Protective Equipment (PPE)............................................................................................................................ 12

Navigating the Workplace ........................................................................................................................................... 13

Use of Office and Communal Spaces ......................................................................................................................... 14

Drinking Fountains and Bottled Water Dispensers .................................................................................................... 16

Returning to Laboratories............................................................................................................................................... 17

Cleaning Procedures for Common Areas .................................................................................................................... 19

*New* Work Related Travel ........................................................................................................................................ 20

Managing Symptomatic, Presumptive and Confirmed COVID-19 Cases ............................................................ 22

Building Disinfection Following Presumptive or Confirmed Cases .......................................................................... 23

Workplace Health and Safety Committee/Representative ................................................................................... 24

Use and Cleaning of Fleet Vehicles and Field Equipment ....................................................................................... 26

Emergency Preparedness and Response .................................................................................................................... 29

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Scope

The purpose of this Guidebook is to provide national guidance and a consistent approach to NRCan’s re-entry to the workplace in the context of the COVID-19 pandemic. The Re-entry to the Workplace (RTW) protocols offer high-level direction including criteria and requirements that apply to all NRCan facilities. The Guidebook covers a range of topics related to building entry and navigation, use of communal spaces, building and equipment cleaning, employee health and safety, and emergency response. Senior Building Officers (SBO), in conjunction with Property Managers, are responsible for the development and management of any additional, site-specific guidance required to address regional differences and site-specific activities and operational environments.

NRCan Context

The natural resources sectors are critical to Canada’s economy and play an important role in the daily lives of Canadians. There are hundreds of natural resources sector operations and major projects under construction across Canada, employing thousands of workers. NRCan conducts innovative science, policy and program development that is essential in creating a sustainable resource advantage for Canadians. Re-entry to the workplace will enable certain activities to resume and ensure NRCan fulfils departmental objectives.

Using a phased approach, NRCan employees will gradually be welcomed back to their facilities and workplaces across the country.

Employees whose functions have been

completely disrupted by the

remote work situation

Employees whose functions have been partly disrupted by

the remote work situation

Employees who can perform most of their duties remotely but for whom a RTW

would greatly increase

productivity

Employees who can perform most of their duties remotely but for whom a RTW would somewhat

increase

productivity

Every employee is fully productive

working either from the office or remotely

Monitoring and adjusting throughout

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5

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Federal Guidance

NRCan is a federally regulated workplace; as such, the guidance in this Guidebook follows direction provided by:

Health Canada (HC) and Public Health Agency of Canada (PHAC);

Treasury Board Secretariat (TBS);

Office of the Chief Human Resources Officer (OCHRO);

Public Services and Procurement Canada (PSPC); and

Employment and Social Development Canada (ESDC) - the Labour Program

NRCan endeavours to seek out the most recent guidance from all regulatory bodies. The guidance contained in this document reflects the most recent and authoritative recommendations.

NOTE: The COVID-19 situation is ever evolving; guidance contained herein may be subject to change as more information becomes available. Subsequent additions to this Guidebook that contain new and relevant information will be flagged as *NEW*.

Re-Entry Considerations

NRCan has made significant efforts to consider all major aspects of re-entry to the workplace. Preparations for building re-occupancy must incorporate the following principles:

These principles help NRCan ensure a safe and efficient re-entry to the workplace that can readily adapt to ensure occupant health and safety as the public health situation evolves.

Employee Responsibilities

Employees must become familiar with any tools, direction, guidance and training that are in place, including the protocols outlined in this Guidebook.

Health and safety of employees

Accomodating the needs of individuals and families

Transparency in preparing and informing managers and employees for re-entry

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Above all, employees are expected to comply with the health and safety requirements outlined in the Canada Labour Code and understand their role in helping stop the spread of COVID-19 by following public health guidance, including personal measures such as:

Performing regular self-assessments

Staying home if experiencing COVID-19 related symptoms

Maintaining physical distancing

Informing their manager if they feel ill

Practicing proper hygiene (e.g., handwashing, disinfecting communal surfaces)

These protocols have been developed to ensure a safe and efficient re-entry into the workplace. NRCan considers their adoption and implementation to be essential to the health and safety of its employees. Like all public health measures, these protocols will be most effective if they are universally adopted.

Online Resources1:

COVID-19 information for NRCan employees

NRCan’s Re-entry to the Workplace (RTW) Strategy

Managing Re-entry to the Workplace – Guidance for Managers

Managing and mitigating risk for fieldwork during COVID-19

Information for Government of Canada employees: Coronavirus disease (COVID-19)

COVID-19 Symptom Self-Assessment Tool

If you have any questions, email the COVID-19 mailbox.

1 For optimal functionality, please access online resources using the Chrome browser.

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Guidebook Topic Areas

General Return to Work Protocol for all Employees

Building Entry and Points of Access

Contractor and Visitor Access Non-Medical Masks (NMM) and Cloth Face Coverings

Personal Protective Equipment (PPE)

Navigating the Workplace

Use of Office and Communal Spaces

Drinking Fountains and Bottled Water Dispensers

Returning to Laboratories

Managing Symptomatic, Presumptive and Confirmed COVID-19 Cases

Cleaning Procedures for Common Areas

Building Disinfection following Presumptive and Confirmed Cases

Workplace Health and Safety Committee/Representative

Work Related Travel

Use and Cleaning of Fleet Vehicles and Field Equipment

Emergency Preparedness and Response

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GENERAL RETURN TO WORK PROTOCOL

FOR ALL EMPLOYEES

Self-Assessment

Use the COVID-19 Symptom Self-Assessment Tool to help determine whether you may need further assessment. To avoid spreading illness to others, do not come to work if you are ill or show symptoms of COVID-19. If you begin to show symptoms of COVID-19 while already in the workplace, immediately:

Leave the workplace if possible, or self-isolate in a designated or separate space

Notify your supervisor or most appropriate contact

Contact the local public health authority to seek guidance; call 811 as applicable

Call 911/emergency services if symptoms are life threatening

Physical (Social) Distancing and Personal Hygiene

Whenever possible, stay at least two (2) metres (or six (6) feet) away from other people while at work. Practice physical distancing within your own workspace (e.g., office or cubicle), and in common areas such as entrances, stairwells, washrooms, elevators, meeting rooms, and kitchenettes/lunch rooms.

Wash your hands often with soap and water for at least 20 seconds, and avoid touching your eyes, nose or mouth with unwashed hands. Where soap and water are not available, use an authorized hand sanitizer, such as an alcohol-based product. Cough or sneeze into your sleeve, and avoid shaking hands and touching surfaces where not necessary.

Related topics: Building Entry and Points of Access Non-Medical Masks (NMM) and Cloth Face Coverings Navigating the Workplace Use of Office and Communal Spaces Drinking Fountains and Bottled Water Dispensers

Seek Help if Needed Consider contacting the Employee Assistance Program (EAP) if you are experiencing

difficulties such as stress or anxiety. EAP offers professional and confidential counselling services.

Return to Topic List

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BUILDING ENTRY AND

POINTS OF ACCESS

The Senior Building Officer (SBO) must ensure all entries into the facility are recorded to enable contact tracing in the event of a suspected or confirmed COVID-19 case.

Designated Entrances

Entrances designated for use must allow for physical distancing. Where appropriate, signage may be posted to remind staff to respect distancing measures. SBOs should contact their security representative if alternate points of entry are needed.

Entry Requirements

Employees must self-assess prior to each entry, with oversight from their manager. Employees MUST follow public health measures recommended in their self-assessment results. In particular, employees MUST NOT access any NRCan building if they:

Have been outside Canada in the last 14 days

Have been directed to self-isolate in the past 14 days

Have COVID-19 related symptoms

Building Sign-in

At facilities with card readers:

At the discretion of the Senior Building Officer, manual sign-in at the security/commissionaire desk may be required to verify if entry is authorized. The security system will also track and record entry for contact tracing purposes.

At facilities without card readers:

Sign-in/sign-out as per the established building process; and record name, badge number and time of entry/exit, as applicable.

Note: Employees should keep track of their own movements in the facility throughout the day to assist with contact tracing.

Related topics:

General Return to Work Protocol for all Employees Contractor and Visitor Access

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Non-Medical Masks (NMM) and Cloth Face Coverings Navigating the Workplace Use of Office and Communal Spaces

Return to Topic List

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CONTRACTOR AND VISITOR ACCESS

Contractors who require site access for operational or maintenance activities are permitted in NRCan buildings, provided entry is approved based on occupancy level. The NRCan host must communicate established protocols to contractors in advance of entry to an NRCan facility.

Visitor access to NRCan facilities (i.e., for employees from other departments or other NRCan sites) is not permitted at this time, unless approved by the Deputy Minister. Conduct meetings virtually, where possible.

Building Entry

Approved contractors and visitors must follow site-specific building entry protocols (e.g., physical distancing). They must sign in and sign out at the security desk and record areas of the building they require access to and have visited. NRCan will monitor the number of contractors/visitors onsite at any given time to ensure building capacity is not exceeded.

Use of Personal Protective Equipment (PPE) and Non-medical Masks (NMM)

Approved contractors and visitors should continue to use their prescribed PPE (e.g., safety boots). When physical distancing is not possible, those accessing NRCan buildings should follow public health authority recommendations for the use of non-medical face coverings.

Work Permits and Scheduling

Depending on the building-specific Occupational Health and Safety (OHS) Control Authority (e.g., BGIS), contractor work permits may be required before site access is granted. To avoid contractor visit overlap and to help maintain physical distancing, a building time and space calendar may be in place. If a calendar is not in place, another means to identify/coordinate contractor schedules and locations must be implemented.

Where possible, consider scheduling non-essential/non-critical contractors outside of peak start and end times. This practice facilitates physical distancing and prevents crowding at front entrances, elevators and lobbies.

Related topics: General Return to Work Protocol for all Employees Building Entry and Points of Access

Return to Topic List

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NON-MEDICAL MASKS (NMM) AND

CLOTH FACE COVERINGS (CFC)

The best way to prevent the spread of illness is through personal hygiene, including frequent handwashing, and proper physical distancing measures (2-meter separation).

NRCan Guidance

The use of Non Medical Masks (NMM) and Cloth Face Coverings (CFC) is strongly recommended by the Public Health Agency of Canada (PHAC) for workplace tasks where physical distancing is difficult to maintain or is not feasible. For example, when navigating hallways and elevators, or spending time in common areas.

*New* Use of NMM and CFC in Public Places

NRCan follows PHAC guidance as a federal department; however, provinces and municipalities may develop temporary directives requiring the use of masks/face coverings in public places. Employees are subject to requirements related to use of masks within their municipality (acceptable exemptions may apply). Employees should be aware of the local requirements and respect all posted signage.

The use of NMM or CFC may be required in publicly accessible spaces within federal buildings (e.g., areas leading to security points, lobbies, and libraries). Once employees enter the federal workplace, they must follow the PHAC guidance. We will continue to monitor the federal guidance and provide updated requirements, as needed.

A face shield may provide some protection for the wearer against droplets expelled from another person; however, these droplets may still be inhaled around the shield. Face shields are not considered an adequate substitute for a mask/face covering, as they do not provide filtering capacity. Face shields may be an alternative for those who are not able to properly wear a NMM or CFC. In limited circumstances, NRCan may provide some employees with a face shield, i.e., those unable to wear a NMM or CFC.

NRCan will provide each employee two (2) reusable face coverings upon their return to the workplace. Employees may also use their own reusable masks.

NRCan will provide each employee two (2) reusable face coverings upon their return to the workplace. Employees may also use their own reusable masks.

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Use and Care of NMM and CFC

Employees must follow proper mask hygiene protocols and PHAC guidance on their safe use to ensure new hazards are not introduced in the workplace (e.g., contamination):

Ensure you wear a clean mask upon arrival to the workplace (e.g., do not wear same mask you wore on public transit)

Wash hands before putting a mask on and after taking it off

Avoid touching/adjusting your mask while you are wearing it

Place used/soiled masks in a bag separate from clean masks

Wash and dry reusable masks after each use

For more information:

How to safely use a non-medical mask or face covering (printable poster available)

Non-medical masks and face coverings: How to put on, remove and clean (video)

Limitations of NMM and CFC

NMM and CFC are not considered personal protective equipment (PPE) because they do not meet the requirements under the Canada Labour Code and they have not been tested against recognized standards.

NMM and CFC do not fully protect the wearer. They are an additional public health measure to contain the wearer’s respiratory droplets and protect others. NMM and CFC should not be worn by anyone unable to remove them without assistance or anyone who has trouble breathing.

Inclusion and Accessibility

Consider occupational requirements and workplace configurations when determining if NMM use is safe and appropriate. For example, an employee’s face covering could become lodged in a piece of equipment. Inclusion, accessibility, and cultural/ religious aspects should be considered. For example, translucent panel masks can be used to allow lip reading.

Related topics:

Personal Protective Equipment (PPE) Use and Cleaning of Fleet Vehicles and Field Equipment Returning to Laboratories

Return to Topic List

All employees should respect that there are many considerations involved in the

wearing of masks and some people may not be able to wear a NMM or CFC.

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PERSONAL PROTECTIVE EQUIPMENT

(PPE)

The best way to prevent the spread of illness is through good personal hygiene, including frequent hand washing, and practicing physical distancing measures.

General Recommendations

At this time, the Public Service Occupational Health Program does not recommend the general use of PPE, including medical masks, respirators (like N95 masks) and medical gloves, in situations where physical distancing measures can be maintained. PPE use should be based on risk assessments of specific environments and risk exposure.

Medical gloves are not recommended when handling documents or providing services. The improper use of gloves can provide a false sense of security and increase the risk of infection.

Non-medical masks and cloth face coverings are not considered PPE because they do not meet the requirements under the Canada Labour Code and they have not been tested against recognized standards.

When is PPE Required?

PPE may be required as a COVID-19 control measure based on task hazard analyses (THA) to reduce exposure to workplace activities and tasks.

Where PPE requirements are established in the workplace, workers should continue to follow the recommendations for proper use and care.

Related topics: Non-Medical Masks (NMM) and Cloth Face Coverings Returning to Laboratories Use and Cleaning of Fleet Vehicles and Field Equipment Cleaning Procedures for Common Areas Building Disinfection Following Presumptive and Confirmed Cases Emergency Preparedness and Response

Return to Topic List

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NAVIGATING THE WORKPLACE

Building Entry

Only pre-approved employees and contractors/visitors can access NRCan buildings at this time. Employees should only use entrances that are clearly marked as points of entry. If required to wait to enter the building or lobby, employees must maintain a distance of two (2) meters from others. Building occupancy will be monitored to ensure that maximum occupancy is not exceeded, and to facilitate contact tracing in the unlikely event of a COVID-19 outbreak.

Elevators, Stairwells, and Common Areas

Elevator capacity will be limited based on facility size and occupancy. Respect signage indicating the number of people permitted in each elevator. Give preference to people with mobility challenges. Employees should wait their turn and respect physical distancing while doing so.

Stairwells are assigned as up or down only, as indicated by signage posted at the entry points. It is not permitted to pass others on the stairs.  

Whenever possible, maintain a distance of two (2) metres from other people in corridors and common areas. Use visual and verbal cues such as making eye contact with the other person, announcing oneself on arrival, and waiting one's turn before moving on. Follow floor markings and posted signage at all times.

Employee Scheduling

Employee arrival times may be staggered to prevent large numbers of people from navigating the workplace at the same time, making physical distancing more difficult in spaces such as building entry points, elevators and stairwells, and common areas.

Related topics: General Return to Work Protocol for all Employees Building Entry and Points of Access Use of Office and Communal Spaces Drinking Fountains and Bottled Water Dispensers Returning to Laboratories

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USE OF OFFICE AND COMMUNAL SPACES

Building Hygiene

Help ensure building hygiene by reducing the number of surfaces you touch:

Limit the areas you visit while in the workplace

Use elbows to open/push doors and leave doors open where possible (adherence to building and fire code is required, so this may not be possible for certain doors and environments).

Employees must clean surfaces before and after use. Disinfecting wipes or sprays, or other cleaning products, are available in common or central areas. Employees should follow the indicated directions for use.

Individual Workspaces

A clean desk policy is in effect – keep your desk clear of clutter, papers, and other unnecessary supplies. Wipe down work surfaces, keyboards, armrests and other high touch areas within your work area after use or at the end of each day, as appropriate.

Meeting Rooms

Conduct meetings via phone, email, or video conference. Meeting rooms are currently closed for group gatherings but they may be used as single occupancy spaces. Doors to rooms should remain open to encourage air circulation, if possible.

Washrooms

Washroom capacity will be limited. Respect signage indicating the number of people permitted in each washroom. Employees should respect physical distancing while waiting in line, and always use proper handwashing techniques. Fitness facilities, change rooms, showers and other support spaces are currently closed.

Office Equipment

Use of shared equipment rooms, cabinets, copiers and printers is limited to one person at a time. Users must wipe down equipment before and after each use.

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Kitchenettes, Lunchrooms and Cafeterias

Workplace cleanliness and physical distancing are critical COVID-19 control measures. The use of kitchenettes, lunchrooms and cafeterias is limited and varies based on facility layout and requirements.

Employees are strongly encouraged to bring their own lunch and beverages. Do not use communal cutlery, dishes or dishcloths. The use of ice packs to limit the use of common refrigerators is recommended. Before eating, wash your hands with soap and water for at least 20 seconds, and avoid touching your eyes, nose or mouth.

Reduced Capacity of Common Spaces

Reduce kitchenette, lunchroom and cafeteria capacity to ensure physical distancing. Employees should be mindful of the capacity of a room before entering to prevent crowding. For example, limit the use of kitchenettes and kitchen sinks to one person at a time. Employees should respect signage indicating the number of people permitted in each area. If space is limited, employees are encouraged to eat at their individual workstations. Employees should limit the time spent in kitchens and eating spaces to allow others access to the area.

Kitchen Appliances

Determine the need for refrigerators, microwave ovens and small appliances (toasters, kettles) based on the size of the space, and the room needed to maintain physical distancing (e.g., reduce the number of microwave ovens within the space). If appliances are in use, employees must clean touched surfaces before and after each use.

Staggered Break Times

Consider establishing staggered break times to maintain physical distancing measures. The incorporation of flexible arrival times may facilitate staggered break times.

Related topics: General Return to Work Protocol for all Employees Navigating the Workplace Returning to Laboratories Cleaning Procedures for Common Areas Building Disinfection Following Presumptive or Confirmed Cases Drinking Fountains and Bottled Water Dispensers

Return to Topic List

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DRINKING FOUNTAINS AND

BOTTLED WATER DISPENSERS

With reduced occupancy, building water systems require a flushing and sampling program prior to re-entry to ensure the continued safety of the potable water systems, and to avoid stagnant water conditions. Drinking fountains and other points of consumption will remain open and available for use. Employees are encouraged to wash their hands for at least 20 seconds after interacting with commonly touched surfaces such as handles and spouts. Alternatively, building occupants can bring drinking water from home in a clean container.

Drinking Fountains

The use of touchless water fountains is strongly encouraged, where available. Evaluate regular cleaning and maintenance measures, and increase the cleaning schedule as necessary for commonly touched surfaces such as fountain handles and spouts.

Bottled Water and Dispensers

The provision of bottled water and/or dispensers may be required as an alternative source of potable water, e.g., in the event that water sampling results exceed acceptable limits, or problems are identified in the distribution or plumbing system. Bottled water supplier contracts should be reviewed by the Senior Building Officer (SBO) or designate to ensure dispensers are cleaned and maintained according to the manufacturer’s recommendations or the Health Canada Bottled Water Dispenser Maintenance Guide.

Signage

It is recommended that signage be installed at each point of consumption in the building, including drinking fountains and water dispensers. The notice should reference the flushing program, the ways the building occupants can help, and prohibited uses (i.e., drinking directly from the drinking fountain spout).

Related topics: Use of Office and Communal Spaces Cleaning Procedures for Common Areas

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Use of drinking fountains is restricted to filling water bottles and cups only. Drinking directly from the fountain spout is prohibited to reduce the risk of contamination.

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RETURNING TO LABORATORIES

Physical Distancing and Personal Hygiene

Employees must be able to practice physical distancing (two (2) metre separation) within labs as well as other areas of the building. To facilitate this, it may be appropriate to reduce lab capacity or stagger staff work times.

To allow lab staff to adhere to recommended hygiene measures, labs should have access to handwashing facilities and soap. If unavailable, use an approved alcohol-based sanitizer until handwashing facilities can be accessed.

Consider marking floors in labs to facilitate efficient movement while maintaining physical distance.

Laboratory-Specific Considerations

If necessitated by reduced lab capacity and/or staggered work times, ensure protocols and risk mitigation measures for working alone are in place.

Conduct lab-specific assessments prior to opening the space to workers. Review regular procedures, instrumentation and space requirements, as well as any COVID-19 considerations that must be addressed. Review lab shutdown procedures in the event that building re-occupancy needs to be suspended.

Review existing Task Hazard Analyses (THA) and Safe Operating Procedures (SOP) to identify any tasks that do not allow physical distancing requirements to be maintained. If these tasks are deemed essential, update SOP to include COVID-19 considerations.

Preparing Laboratory Spaces and Equipment

Ensure adequate Personal Protective Equipment (PPE) is available for lab staff when they return to work.

Ensure all eyewash stations and emergency showers are working, chemical spill kits are available and adequately stocked, and emergency contact numbers are up to date. Check that all equipment, growth chambers, etc. are in good working order.

Establish a schedule and cleaning guidelines for shared areas and equipment. Increase the cleaning and disinfection of frequently touched lab surfaces, including benches, equipment, fume hood handles, and lab fridges and freezers. Lab staff should have access to appropriate cleaning solutions to allow them to spot clean high touch areas as needed throughout the day.

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Place lab coats on designated hooks when not in use to prevent contact with the lab coats of others. Cleaning of lab coats should continue as per normal laboratory operations or more frequently if they are exposed to goods/people from the outside.

Related topics: Navigating the Workplace Use and Cleaning of Fleet Vehicles and Field Equipment Cleaning Procedures for Common Areas

Return to Topic List

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CLEANING PROCEDURES

FOR COMMON AREAS

An amended cleaning program has been implemented for common areas and surfaces to help ensure a healthy and productive work environment for building occupants. Physical distancing and personal hygiene measures, including proper handwashing and not touching your eyes, nose or mouth, remain the most important measures to limit the spread of COVID-19.

Amended Cleaning Program

Until further notice, standard cleaning protocols have been amended to include additional cleaning and disinfecting for common areas and surfaces. The following areas and surfaces will be cleaned twice per day:

Building entrances and exits (doors, handles, accessibility door openers)

Security and lobby areas

Elevators and push buttons, stairwell railings

Water fountains

Washrooms (light switches, door handles, soap dispensers, sinks, faucets, paper towel

dispensers)

Kitchenettes (light switches, door handles, counters, faucets)

Conference rooms (tabletops, chairs, light switches)

Stand-alone business equipment (shared printers, copiers)

Other areas, as identified or required

Employee Workspaces and Equipment

Employee workspaces such as offices/cubicles or labs are not included in the amended cleaning program. In these areas, standard cleaning procedures continue to be followed. Equipment such as personal printers and keyboards also fall outside of the amended program. Employees must clean their workspace and associated equipment before and after use (e.g., at the beginning and end of each day) with cleaning and disinfection supplies provided.

Related topics: Building Disinfection Following Presumptive or Confirmed Cases Managing Presumptive and Confirmed COVID-19 Cases Emergency Preparedness and Response

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*NEW* WORK RELATED TRAVEL

Essential Travel

Essential travel must be approved by the Deputy Minister or the Associate Deputy Minister. Always review and follow the Government of Canada travel guidelines for the country you are visiting.

Work travel within Canada and international business travel that is not considered essential to the Government of Canada is not permitted at this time. Any exceptions require the approval of the Deputy Minister or the Associate Deputy Minister. Until further notice, NRCan will not permit the hosting of international delegations and meetings with international workers/researchers.

Travel for Fieldwork

Travel related to fieldwork must be included in the fieldwork plan and approved by the appropriate authority. A guide has been established to help managers and employees make decisions for fieldwork based on the level of COVID-19 risk posed to NRCan employees and the general public, including remote or Indigenous communities.

High-risk fieldwork requires Associate Deputy Minister approval. Travel including the purchase of a ticket to take a plane, train or boat is integrated into the fieldwork risk assessment framework and is considered high-risk. Applying additional mitigation measures may reduce the risk level. Travel requiring a rental car and overnight stays has also been integrated into the risk assessment framework, typically leading to a moderate risk requiring Director General approval.

Travel for Training

Travel-related training may be required prior to re-entering the workplace to ensure employees can safely perform their regular duties (e.g., forklift operator training). Training sessions should be coordinated locally where possible. Employees must seek approval from the Deputy Minister.

Recommendations for Travellers

While travelling, be aware of the local situation and follow local public health advice. Managers and employees must document work related travel to facilitate contact tracing.

All travellers are reminded to follow COVID-19 control measures:

Wash your hands frequently, or use alcohol-based hand sanitizer if soap and water are not available;

Practice proper cough and sneeze etiquette;

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If 2 metre physical distancing cannot be consistently maintained, wear a non-medical mask or face covering as an additional measure to protect others around you, even if you have no symptoms (see guidance from PHAC and Transport Canada);

Monitor your health – if you fall ill while travelling and think you have COVID19, avoid contact with others and follow local public health advice regarding seeking care.

Related topics: General Return to Work Protocol for All Employees Building Entry and Points of Access Use and Cleaning of Fleet Vehicles and Field Equipment Managing Presumptive and Confirmed COVID-19 Cases

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MANAGING SYMPTOMATIC,

PRESUMPTIVE AND CONFIRMED

COVID-19 CASES

COMING SOON

Related topics: Workplace Health and Safety Committee/Representative Emergency Preparedness and Response Building Disinfection Following Presumptive or Confirmed Cases Cleaning Procedures for Common Areas

Return to Topic List

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BUILDING DISINFECTION FOLLOWING

PRESUMPTIVE OR CONFIRMED CASES

Employees must stay home if they are sick, have a housemate that is sick, and/or they are experiencing COVID-19 symptoms. A building disinfection protocol is in place in the event that suspected and confirmed cases of COVID-19 are identified among building occupants, contractors or visitors.

Presumptive or Confirmed Cases of COVID-19

The employee’s manager, supervisor or appointed person must report all suspected, presumptive or confirmed cases of COVID-19 to CMSS-Labour Relations as soon as possible. CMSS Facilities Management will make arrangements to clean and disinfect the affected areas. It is important to maintain the privacy of the employee while also ensuring the work environment remains healthy for all occupants.

Disinfection Plan

The disinfection plan will be adapted to address each suspected, presumptive or confirmed case. In general, the following will be assessed for disinfection:

Walls, doors and horizontal surfaces (soft and hard)

Employee’s workspace and surrounding areas

Elevators and push buttons

Lobbies, stairwell railings and doors

Kitchenettes/lunch rooms and associated appliances

Water fountains, valves, sinks

Washroom doors, sinks, toilet seats and faucets

Electronic equipment (mice, remote controls, keyboards, phones, lamp switches, etc.)

Common touch points (light switches, card readers, push bars, thermostats, appliances, accessibility door openers, door knobs, drawer pulls, staplers, window blind chains, etc.)

Related topics: Managing Presumptive and Confirmed COVID-19 Cases Cleaning Procedures for Common Areas Workplace Health and Safety Committee/Representative Emergency Preparedness and Response

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WORKPLACE HEALTH AND SAFETY

COMMITTEE/REPRESENTATIVE

To support the Senior Building Officer (SBO) and employees during Phase 1 of NRCan's Re-Entry to the Workplace Strategy, it is recommended that a minimum of one (1) member of the local Workplace Health and Safety Committee (WPHSC) or Health and Safety Representative (HSR) return to the workplace. If WPHSC member or HSR are not available, the SBO may designate an alternate representative to fulfill this role.

Responsibilities

Management must ensure employee member(s) of the WPHSC, HSR or designate are available during work hours and onsite as needed as part of the Phase 1 Re-Entry. In addition, the employee member(s) must be on-site during all phases of re-entry to help identify, monitor and address hazards in the workplace. The responsibility of the employee member(s) may be shared as needed to accommodate reduced building occupancy and/or availability of employee member(s).

Even during reduced occupancy, the WPHSC or HSR is required and expected to fulfill their obligations under the Canada Labour Code (Section 135). If the number of active employees in a workplace (excluding telework/remote workplaces, which are not under the employer’s control) has decreased even temporarily below 20 employees, a WPHSC may no longer be required; however, the employer is still required to appoint a HSR. In situations where a current committee member or the HSR can no longer fulfill their duties, a new member must be selected (appointed within 60 days for the Policy Health and Safety Committee and within 30 days for the WPHSC and HSR).

Role of the Committee/Representative

The WPHSC, HSR or designate can assist the SBO in fulfilling the legislative requirements and to help identify, monitor and address hazards in the workplace.

The WPHSC member/HSR will:

Conduct periodic inspections to validate adherence to established protocols and requirements (e.g., signage)

Meet with a management representative at least monthly or more frequently if required, to discuss any safety concerns and resolve workplace issues/hazards

Liaise with the local OHS Advisors regarding health and safety matters and conduct necessary follow-up regarding outstanding issues and employee concerns

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Workplace Inspections

It is recommended that workplace inspections increase to more than once per month, especially in the early phases, if possible. For example, conduct inspections at least every two weeks. A COVID-19 inspection template has been developed to inspect COVID-19 related elements (e.g., presence of cleaning and disinfecting supplies in central locations).

Records

The workplace inspection report must be submitted to the SBO for follow-up and action. Inspection records shall be kept as per the usual record retention policy, and information shall be recorded in the Annual Workplace Health and Safety Committee Report (Labour Program).

Related topics:

Emergency Preparedness and Response

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26

USE AND CLEANING OF FLEET VEHICLES

AND FIELD EQUIPMENT

A fieldwork guide has been established to help managers and employees make decisions about fieldwork based on the level of COVID-19 risk posed to NRCan employees and the public, including remote or Indigenous communities. The guidance below pertains to situations where fieldwork has been approved.

Retrieving Fleet Vehicles

Employees can help ensure the hygiene of fleet vehicles (i.e., NRCan vehicles) by cleaning high touch points before and after each use or after each day, as appropriate.

When using a fleet vehicle:

Minimize the number of vehicles shared by employees; if possible, assign one operator per vehicle or other mobile equipment

Ensure vehicle users have access to the appropriate disinfectants and other supplies needed to clean frequently touched surfaces

The Sanitation Checklist below outlines required vehicle cleaning prior to use

Travel to Field Work Locations

When travelling to a field location, employees can reduce the risk of COVID-19 by following the guidelines below, and limiting the number of stops along the way:

Standard procedure recommends only one (1) employee per vehicle, unless operationally not feasible

Do not exceed a maximum of two (2) employees per vehicle, and ensure PPE (e.g., mask) is worn by all vehicle occupants during travel

Consider where employees sit in the vehicle to maximize physical distancing

Eating and drinking inside the vehicle is not recommended

Plan your route to the field worksite ahead of time and avoid non-essential stops

Returning Fleet Vehicles

Employees can help ensure building cleanliness by limiting the areas they visit when returning a fleet vehicle. Refer to the Sanitation Checklist for information on required vehicle cleaning following use.

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Sanitation Checklist for Fleet Vehicles

NOTE: Fleet vehicles should be cleaned after each use (i.e., after each day) even if the vehicle is assigned to single user(s).

Retrieving Field Equipment from an Office

Employees can help ensure building cleanliness by limiting the areas they visit when retrieving field equipment from the office. Clean and disinfect all field equipment before use as per the procedures outlined below. Avoid sharing field equipment when possible; instead, assign equipment to individual employees.

Using Equipment in the Field

Employees can reduce the risk of COVID-19 by maintaining physical distancing and avoiding sharing equipment with others whenever possible.

When working in the field:

Discuss tasks to be completed beforehand to determine if teamwork is required, and how physical distancing can be maintained while carrying out required tasks

Be aware of your surroundings, and ensure there is at least a 2-meter separation between yourself and others

If equipment must be shared, do not pass equipment or items directly to others - set the clean item down, step back, and allow the other user to retrieve the item

Include cleaning/disinfection supplies with field equipment

Wash your hands thoroughly after handling field equipment

Pre-shift sanitation time: Post-shift sanitation time: Before Use

After Use Date: Worker:

Item Clean/Disinfected Y/N? Y/N? Cleaned and Disinfected (high touch areas)

Door handles (inside and out)

Steering wheel

Seat, seat belts and adjustment controls

Shifter knobs, hydraulic controls

GPS, radio control panels, other buttons

Mirrors

Keys

Other high touch areas

*Do not eat in vehicle during COVID-19 outbreak and remove all garbage

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Returning Equipment to the Office

Employees can help ensure building cleanliness by limiting the areas they visit when returning field equipment to the office. Clean and disinfect all field equipment following use as per the procedures outlined below.

General Cleaning Procedures

CLEANING: Removes visible soiling (e.g., dust, soil), rather than kills viruses and bacteria. Cleaning uses water, detergents, and steady friction from a cleaning cloth.

DISINFECTING: Kills viruses and bacteria. Apply disinfectant to objects only, never to the human body. Clean all visibly soiled surfaces before disinfection.

Disinfection Products:

Use household or commercial disinfection products (following manufacturer’s instructions), or a bleach solution (1-part bleach and 9 parts water)

Do not mix bleach with ammonia or any other cleaning product

Refer to Health Canada’s list of approved disinfectants and hand sanitizers

During cleaning/disinfection:

Prior to disinfection, remove visible dust and debris using detergent or soap

Follow disinfectant product manufacturer’s instructions for effective and safe use

Wear nitrile or neoprene gloves while working with disinfectant products

After cleaning/disinfection:

Wash hands properly with soap and water immediately after gloves are removed

Place disposable materials in a leak proof garbage bag and seal prior to disposal

Housekeeping:

Most cleaning can be done using regular housekeeping best practices, which should be maintained in addition to enhanced surface cleaning and disinfection

When cleaning surfaces to remove dust/debris, vacuum instead of sweeping

Related topics: Work Related Travel Returning to Laboratories

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29

EMERGENCY PREPAREDNESS

AND RESPONSE

Facilities Health and Safety Requirements

Prior to building re-occupancy, facilities and Senior Building Officers (SBOs) must ensure life safety systems are fully functioning and verification checks are up to date for fire alarms, emergency lighting, fire extinguishers, fire suppression systems, emergency showers and eyewash stations, etc.

Workplace Health and Safety Representation

It is recommended that SBOs designate at least one (1) workplace health and safety committee member, Health and Safety Representative (HSR), or alternate designate(s), if possible, to return to the workplace as part of NRCan’s Re-entry to the Workplace (RTW) Strategy. These representatives will return to the workplace starting in Phase 1 to support the SBO and employees as needed to meet legislative requirements related to emergency preparedness and response.

First Aid Requirements

General first aid preparedness should ensure the following:

A first aid attendant is present and available at locations with 2 or more employees, including remote sites, with at least 1 attendant per 50 employees

First aid kits are fully stocked with current supplies (not expired)

Appropriate PPE (i.e., medical masks or N95 respirators, and medical gloves) is readily available to first aid attendants to reduce the potential for transmission of COVID-19 should they be required to respond to an emergency or medical incident and administer first aid

First aid attendant contact information is up-to-date and posted

First aid attendants have valid and up-to-date training (certifications expired for less than 6 months may still be considered valid if training updates have been affected by COVID-19 restrictions)

First aid procedures include COVID-19 considerations to reduce the risk of transmission during treatment (e.g., use of PPE)

Emergency Response Team (ERT) members are available as required based on risk assessment and building requirements

First Aid and Isolation Rooms must be designated in the event that employees fall ill while at work, and must be isolated until they can leave for home or for assessment. A first aid room,

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empty boardroom or other appropriate space can be used as designated isolation room. If a room is used for isolation, it must be cleaned and disinfected after each use.

Equipment and Supplies

The SBO or designate must ensure:

Automated External Defibrillators (AED) are in good working order, batteries are working, and defibrillation pads are not expired

Spill kits are stocked with current supplies (not expired)

Spill procedures include COVID-19 considerations to reduce the risk of transmission between spill team members during a response (i.e., use of medical masks or N95 respirators, and medical gloves)

Safety Data Sheets (SDS) are available for any cleaning and disinfection products available for use in the building

Building Emergency Evacuation Plan (BEEP)

SBOs must ensure their BEEP is revised to include considerations for COVID-19 and reduced building occupancy (e.g., in an annex or additions to individual sections, as appropriate). SBOs must ensure sufficient trained Building Emergency Organization (BEO)/Floor Emergency Wardens are available for an appropriate response during reduced building occupancy.

Ensure individual requirements for the evacuation of persons requiring assistance (PRA) can be met as needed, and ensure a list is available to BEO members.

In an evacuation, employees should leave the premises as quickly as possible, even if physical distancing cannot be maintained. When outside of the building, physical distancing measures should be followed.

Related Topics: Workplace Health and Safety Committee/Representative Managing Presumptive and Confirmed COVID-19 Cases Building Disinfection Following Presumptive or Confirmed Cases Cleaning Procedures for Common Areas

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